Troubleshooting the migration from FileCabinet CS to Onvio

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Migration methods

Use one of the following migration methods based on whether you access FileCabinet CS locally, via Virtual Office CS, or Software as a Service (SaaS).

Migration from a local installation of FileCabinet CS

The local installation of the application provides a migration tool. Choose File > Export to Onvio to have this tool extract FileCabinet CS data locally, run the migration, and then restore documents for specified years into the Onvio application.

Reports

A Client Exception report and a Document Exception report provide information about the migration and list errors that may occur during the process. After the migration is complete, these reports are saved to X:\Users\<username>\Documents\FileCabinet (where X represents the drive letter where FileCabinet CS is installed). 

Migration from FileCabinet CS in Virtual Office CS or Software as a Service (SaaS)

For information and steps on migrating Filecabinet CS data to Onvio, see Migrate FileCabinet CS data to Onvio.

Reports

A Client Exception report and a Document Exception report provide information about the migration and list errors that may occur during the migration. After the migration is complete, these reports are saved to the drive mapped in the Virtual Office CS or SaaS environments for FileCabinet CS (for example, Y:\OfficeDocs\[Hash ID]\My Documents\FileCabinet with the hash ID of the person who preformed the migration).

Note: Issues with the migration may occur during file extraction from FileCabinet CS to the local machine, and/or after the file extraction, when the files are uploaded into Onvio.

We strongly recommend that you begin the migration using a small batch of drawers so that you can experience the migration on a smaller scale and easily identify where potential issues may appear.

Identifying and preventing potential issues before the migration into Onvio

Before migrating documents from UltraTax CS to Onvio, verify that there are no duplicate contacts created in Onvio. In the CS Professional Suite desktop application, clients are identified by the Client ID. There are also Client ID’s in Onvio, but it’s the Contact (or person) that is the most important identifier. Most upload errors are encountered because you can create multiple contacts with the same ID and SSN in Onvio.

Perform the following actions after you’ve completed the migration into Onvio.

  • Verify that there are no duplicate contacts. If there are any present, remove those that were not generated in the migration from UltraTax CS.
  • Remove contacts that aren’t tied to the contact's records in Onvio (i.e., standalone contacts, manually created outside of the migration process).

Issues during upload

Most upload issues are related to the file size of specific documents. Some documents may be too large to upload, which causes the web service to timeout during the upload process. Documents that are too large can be dragged and dropped or manually printed into Onvio. Files that time out during the upload are listed in the Document Exception Report.

After the initial migration, if multiple documents fail to migrate within a specific drawer, re-run the migration to process the drawer again to determine whether the issue was due to connectivity problems during the first attempt.

Notes

  • The migration runs in the background and shouldn’t cause issues when users continue to work in FileCabinet CS or Onvio.
  • Drawers are locked in FileCabinet CS during file extraction and the lock is removed when files begin uploading to Onvio.

Example

Rodney Miller is created as the contact with different Client IDs for a 1040 return, two 1065 returns, a single 1120 return, and a 1041 return in UltraTax CS. To successfully migrate these contact records into Onvio, multiple contacts must be removed, and the contact Rodney Miller (Entity Type- Individual and Type- Client) set up in Onvio as follows.

  • Primary relationship to the 1040 client.
  • The partner relationship to the 1065-1 and 1065-2 clients.
  • The Shareholder relationship to the 1120s client.
  • The Trustee of relationship to the 1041 client.

Note: The contact Rodney Miller (Entity Type- Individual and Type-Staff) can exist as long as he is not marked as the primary contact for any other Client ID in Onvio.

Error: fcodm-occ-2a

Scenario

You may see this error when there are multiple contacts with the same SSN, or have been set up as the primary of more than one Onvio Client ID.

Details

In this example, the drawer <MILLERRodney1040> has a SSN of 111-11-1111 in FileCabinet CS, and there is also a matching contact record in Onvio with the same Client ID and SSN. The error occurs in Onvio during the attempt to update Miller, Rodney as the primary contact because the primary contact already exists in Onvio, and has contact information that either does not match, or isn't as complete as a similar standalone contact that matches the drawer that is being migrated from FileCabinet CS.

This error can also occur when the following conditions occur.

  • The Client ID’s in either FileCabinet CS, or in UltraTax CS was changed to match and a misspelling exists. (For example, the Onvio Client ID is <MILLERRodney1040> and FileCabinet CS client ID is <MILLERodney1040>.) 
  • The same contact was previously set up as the primary contact for another Client ID.

Solution

Remove duplicate contacts in Onvio and use the remaining contact to link as a relationship with multiple client IDs. You can leave the Staff contact if they are not identified as the primary contact of a Client ID drawer in Onvio. Rerun the migration from FileCabinet CS into Onvio.

Error: fcodm-occ-2b

Scenario

You may see this error when multiple drawers—as listed in this example—have been created with the same SSN.

Details

  • MILLERRodney1040AMND
  • MILLERRodney1040MFJ
  • MILLERRodney1040MFS
  • MILLERRodney1040

In this example, a contact was matched by SSN (Miller, Rodney SSN 111-11-1111). The client’s record is assigned as the primary contact of the first drawer that is migrated (i.e., MILLERRodney1040AMND). Any subsequent drawers with the same SSN will fail to be created during the migration.

In some instances, the 1065/1120s/1041 drawer may have been inadvertently established with an individual’s SSN instead of the entity’s EIN.

Solution

Instead of combining the two drawers, change the entity’s drawer to reflect the correct EIN.

After the corrections are made in FileCabinet CS, the extraction and migration can be rerun for those clients.




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