FYI holds information on Filing, Tasks, Comments and other Activity related to an email, document or client interaction in the Drawer.
The Drawer can be displayed from within FYI, Outlook or Office. In Outlook or Office, click the FYI icon to display the FYI Drawer. Refer also to Displaying the Drawer in FYI, Outlook or Office
The Drawer gives a focused view of all the information, functions and features that are available for that document.
You can use the Drawer to change filing information and set up tasks for the document and to mark a document as Starred.
The Filing section shows the Client, Cabinet and Categories that have been selected for the document, and the document Owner.
If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to Jobs).
Tags and Keywords - If the selected Cabinet has been enabled for Tags and/or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document. Refer to Tags and Keywords.
You can easily re-file an existing document including changing the document Name that displays in lists, the Client, Cabinet and Categories and the Owner. This allows you to easily correct any filing information for a document. In document lists, you can easily display the documents for which you are the Owner by clicking the Mine button.
- Select a document in a list.
The Drawer displays.
- Change any of the selections as required.
Refer also to Bulk Updating of Filing Details
You can see a snapshot of the contents of any selected document by clicking the Preview tab on the side of the Drawer. This can be used for Word, Excel, PowerPoint, PDF or an image such as a .jpg or bitmap. This allows you to preview the document before opening it.
Comments can be added to a document by any team member. These can be used to add notes and allow team members to collaborate on a document. Refer to Adding Comments and Notifying Team Members
If any tasks have been created, they are listed in the Tasks section. You can also add a new task from this section. Refer to Working with Tasks.
A Workflow Status can be set for information purposes.
Activity is an automatic log of all major events that have occurred on any given document including when the document was created, any modifications, delete, edits, etc. The Activity includes the date and time of the activity and the name of the user who did it.
Recent Documents in the Drawer is a list of the most recent documents created for the client.
For Word, Excel and PowerPoint, a history is kept of all major events on a document. If you want to update a document, but wish to retain a prior version, select Open as new version. Any subsequent updates will only be made to the new version. You can always go back to a prior version at any time.
Add Task, Add Time and Starred Icons
In the tools at the top of the Drawer are the Add Task, Add Time and Starred Icons.
Click the Add Task icon to add a new Task for the selected email. Refer to Working with Tasks.
Click the Add Time icon to add Time Sheet information. Refer to Time Sheets.
You can mark a document as Starred, or Unstarred with the Starred icon in the Drawer. This allows you to mark specific documents that you personally want to be able to access easily. Refer to Marking and Displaying Starred Documents.
Inserting a Document Link
In Word and Excel, you can use the Insert a Document Link button to search for FYI documents, copy one of these as a link and insert the link to the FYI document into the Word or Excel document.
- Click Insert a Document Link button in the header of the Drawer.
- The Document Search displays. The recently opened documents for the selected client display at the bottom.
- Use the search options to find the document you want to copy the link for and click the required FYI document.
- This copies a hyperlink to that FYI document into the Word or Excel document.
Ctrl+click on this link in the Word or Excel document opens a new window in your browser with the FYI document opened.
Refer also to Using the Drawer for Emails in FYI.