Document Lists

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.

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.

Views

At the top of lists are drop-downs 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 "Recent", "Deleted",  "Emails - Sent","Emails - Received", "Emails - Draft", "Mail Register - Sent", "Mail Register - Received", "Mail Register - Draft", "Workflow - Pend. Signature". Whereas in a Task list, you can use the view drop-down to select "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 displays 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 "Workflow - Pending 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 (that is, until you log out). Refer to Sticky Views.

You can also create Custom Views (refer to Custom 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.

Selecting Documents in a List

You need to select a document in a list before you can perform certain functions on it. Some functions can be applied to multiple documents, emails or tasks.

To select one item in a list:

Click on the relevant document, email or task and it will display as highlighted with a dark background.

To select multiple documents in a list:

If relevant for the list, first click Select to display the checkboxes in the left-hand column.
Click the checkboxes on the left-hand column of the list to select the ones required.

To select all documents in a list:

If relevant for the list, first click Select to display the checkboxes in the left-hand column.
Then click the checkbox in the column heading to select all the documents currently displayed on that page.

Refer also to Bulk Updating of Filing Details

Unselecting Documents in a List

• Click the checkbox for the selected document(s) to remove the check
• To unselect all checked documents, click Cancel in the tool bar.
• If you have selected all documents in a page, click the checkbox in the column header to unselect all.

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.

1. Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
   
   

2. Select Refresh.

List Icons

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:

• the number of Tasks pending
• the user who is editing the document
• the number of emails in the thread.

Icon	Description
	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. It can be opened (with the Open button), edited and then sent or discarded. Note that when a filed email is Draft, it can be opened by any user, not only the original author. As a Word document is generally used for correspondence, the Delivery Status is initially set to "Draft" . When you mark the document as "Sent" (using the Send or Delivery - Mark Sent function), this changes the status to "Sent". Refer to Mail Register - Updating the document Delivery Status as Sent or Received.
	Tasks Pending  Hover the mouse over the Task icon to see the number of tasks that are pending.
	Document being edited  Hover the mouse over the Document being edited icon to see the name of the person who has the document open. This person must finish editing the document before any other user can open it.
	Email thread Where there are threads in an email trail, you can see threads in the FYI drawer in the Threads section.
	Email has Attachments Where an email has attachments, the paperclip icon displays next to the email in lists.
	Document has a Comment This displays when a Comment has been added to a document. Refer to Adding Comments and Notifying Team Members.
	Document has been Stapled This displays when the document has been stapled to more or more other documents using the Staple button. Refer to Stapled Documents.