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.
This article contains the following sections:
- Adding and Removing Columns
- Expanding the Name, Client or Group Column
- Filter Drawer in Documents Lists
- 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
Adding and Removing Columns
You can change what displays in the list by adding and removing columns. Refer to Adding/Removing/Moving Columns in a List.
Expanding the Name, Client or Group Column
On Documents, Clients and Job lists, and in lists such as Home - My Recent and In Tray, you can expand the Name, Client and Group column by clicking the Expand icon in the column heading. This is useful if the Document, Client, Group or Job has a long name, and also when searching to see which of the documents, clients or jobs you are looking for are in the search results. Click the Expand icon again to return to the usual column width.
If you are saving the view, it can be saved with the columns expanded by saving the view with Save Advance Search selected. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Filter Drawer in Documents Lists
In Documents lists, you can use the Filter Drawer to easily apply filters to any of the columns that are available in the list, providing the column can have a filter applied. This allows you to filter on columns even if the view does not already show them. You can also easily locate documents for a selected Cabinet, Category from the Filter Drawer. Refer to Filter Drawer.
The Filter Drawer is displayed in the Documents list and in the Client - Documents or Collaborate tab by clicking the Expand Filter Drawer button (to the left of the View button).
When selections are made from the Filter Drawer, the document lists and the filters in the columns are updated automatically as you make your selections.
The Filter Drawer can be used as an alternative to, or in combination with, selecting filters from the column headings in a list (refer to Sorting and Filtering).
Note: The Filter Drawer is "Sticky" so if you leave it open (either from the Documents list or from the Client - Documents or Collaborate tab) and move to a different page, returning to the Documents list or to the Client - Documents or Collaborate tab will re-display the Filter Drawer as expanded. Or if you close the Filter Drawer and leave the page, it will be closed when you re-display the Documents list or Client - Documents or Collaborate tab.
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.
You can also create custom Views (refer to Saving Changes to the View Layout, Modifying and Deleting 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.
When Show documents of clients for My Partner is enabled in a list, the button shows as green.
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 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. Refer to Adding/Removing/Moving Columns in a List. You can also sort and filter the Partner and Manager. Refer to Sorting and Filtering.
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:
- the number of Tasks pending
- the user who is editing the document
- the number of emails in the thread.
For a video walkthrough of the icons, refer to Understanding Document Icons (4 min).
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.