Within each Workspace, documents, emails and tasks in FYI are displayed and accessed from Lists. These lists display information in columns and are used in the same way throughout FYI.
The Documents lists display as follows.
This article contains the following sections:
- Changing the Column Widths
- Changing the Columns Displayed in the Documents List
- Sorting and Applying Filters
- Saving a List with the New Layout
- Using the Client Name as a Hyperlink
- Using the Mine Button
- Displaying Starred Documents
- Displaying Documents of Clients for My Partner
- Selecting Documents in a List
- Refreshing a View
- Exporting a List
- Displaying the Partner and Manager
- List Icons
Changing the Column Widths
You can drag the edge of the column heading to increase or decrease the column width.
You can also Autosize one or all columns to set the column width(s) to automatically fit the contents. Refer to Autosize This Column/Autosize All Columns in Using the Documents Lists with New Lists.
Searching, Sorting and Filtering for Documents
You can search for text in the Documents Names, sort the columns and apply filters.
To search, enter the search criteria in the Search Documents field to find text in the Document Name. You can also use this to search for the FYI Reference Number of a document,
When applying a Filter to the Name column or the Reference Number column in the Documents lists, the Filter is always added with the qualifier of "Contains".
- Adding a filter for the Name column or the Reference Number column also automatically adds this as the search criteria in the Name field.
- Adding search criteria, in the Search Documents field, also automatically adds this as the "Contains" filter for the Name column.
Refer to Searching for Documents with New Lists.
Changing the Columns Displayed in the Documents List
To change which column display, refer to Adding/Removing/Moving Columns in the Documents Lists with New Lists.
Saving a List with the New Layout
You can save a View with the changed layout, sort order or filters. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Using the Client Name as a Hyperlink
Wherever the Client Name displays in a List, this is a hyperlink that you can click on to navigate to the relevant Client Workspace.
Navigating to a Client Workspace is a useful way to display all the information for that client in a single click.
At the top of lists is a View drop-down which show the views that can be selected for that list.
The options available for a view is specific to what displays in the list. For example, in a Documents list, you can select options such as such as "All" (which is the default), "Deleted", "Emails - Sent", "Emails - Received", "Emails - Draft", "Mail Register - Sent", "Mail Register - Received", "Mail Register - Draft", "Workflow - Pend. Approval", "Workflow - Pend. Signature" (where the workflow Status is "Pending Client Signature"). Whereas in a Task list, you can use the view drop-down to select a view such as "Incomplete Tasks", "My Tasks".
In the Documents lists, the "Emails -Sent" or "Emails - Received" views display the view with the Delivery column. This shows whether the email was sent or received. "Emails - Draft" displays all emails that are still in draft.
You can use the Mine button to display documents where you are the Owner. See Mine below.
The Mail Register views show the delivery status of all non-email documents. "Mail Register - Sent" and "Mail Register - Received" are registers of all non-email documents that have been sent or received. "Mail Register - Draft" is a register of all non-email documents that have a Delivery status of "Draft" that is or blank. Refer to Emails Sent, Received and Draft and Mail Register Views.
Mail Register - By Reference. You can set up a view to display all non-email documents and includes the FYI Reference number. Refer to Unique Document Reference Number.
The Workflow views include the Workflow column and some have filters applied such as "Pending Approval" or "Pending Client Signature".
Depending on how this has been set for your own practice, the view you select in a particular list will be the default for the rest of the session, or when you log out and log in again. Refer to Sticky Views.
Using the Mine Button
You can set the Mine button on the Documents or Clients - Documents lists to display any documents or emails that have your name recorded as Owner.
Displaying Starred Documents
You can set the Starred button on the Documents or Clients - Documents lists to display any documents or emails that you have marked as Starred. Refer to Marking and Displaying Starred Documents.
Note: Starred functions are available for practices on the Intermediate and Pro plan. Refer to Subscribing to an FYI Plan.
Displaying Documents of Clients for My Partner
The name of the Partner associated with a user can be selected in their User Profile (refer to Managing Users). When you have a Partner assigned in your User Profile, you can use the Show documents of Clients for My Partner function in document lists to display the documents of the clients for your partner. This function is also available in lists such as Home - My Recent, My Edits, My Approvals.
Selecting Documents in a List
You need to select a document in a list before you can perform certain functions on it. You can select a single document in a list and you can also select multiple documents. When you select a single document, the Drawer automatically displays for that document. When one or more document is selected, functions display in the Tool Bar and in the right-click pop-up menu and some functions are only available when multiple documents are selected. Refer to Selecting Documents in a List and Using the Document Action Tool Bar.
Refreshing a View
You can refresh a view. This can be used when you want to instantly update a list of documents for an update that has happened in the background. For example, when you have filed an email from your Outlook inbox that you have open.
Click the Refresh button which is at the end of the column headings, on the right-hand side of a list.
Exporting a List
You can Export the information that is currently displayed in the Document list as a .CSV file (Comma Delimited) which you can then open in Excel. Refer to Exporting Lists.
Displaying the Documents by Partner and Manager
The Partner and Manager that is assigned to the client can be included against the emails and documents in Documents lists. These are added as additional columns. You can also sort and filter the Partner and Manager. Refer to Adding/Removing/Moving Columns in the Documents Lists with New Lists.
Note: When displaying documents in the Job workspace, if the Partner and Manager columns are included, these show the Partner and Manager that relate to the Client, not to the selected Job.
Within each Workspace, Lists use icons to provide additional information about documents, emails and tasks.
Hovering the mouse pointer over the icon displays a description and additional information, such as:
- Number of Tasks pending
- User who is editing the document
- Number of emails in the thread.
The Locked icon (with the padlock) displays next to the document name if a document is being edited by another user, or if the workflow Status is set to a level to which you do not have access. Refer to Opening, Editing and Finish Editing Documents and Workflow Basics.
When hovering over an email, document, task or job in a list, a vertical ellipsis icon displays next to the name. You can click this to access the tools from the pop-up menu in the same way as right-clicking over the item. Refer to Using the Document Action Tool Bar.
Draft. Displays when the Delivery Status is "Draft" (for a Word document or email).
An Email created in FYI can be saved as a Draft in FYI (the blue icon) or as Draft in Outlook (the grey icon).
Note: that when a filed email is Draft in FYI, it can be opened and edited in the Preview pane by any user, not only the original author.
Refer to Sending Immediately or Saving a Draft.
You can also mark the document as "Sent" (using the Share or Delivery - Mark Sent function), this changes the status to "Sent".
Document being edited
Document in Co-edit
The document is being Co-edited. Refer to Co-editing an Internal Document.
Document in Co-edit with Client
The document is in Co-edit with Client. Refer to Co-editing an External Document (Co-edit with Client).
Email has Attachments
Document has a Comment
Document has been Stapled
Click the Stapled icon to display the Stapled list filtered to display only the documents that are stapled.
Task has been created from an Automation Process
This displays for a Task when it has been created from an Automation Process.
Click the View Process Checklist icon to display the Client - Process History Checklist for the relevant process. The Task can be displayed or Completed from the Process History Checklist.