You can create new emails directly from within FYI.
If there is an Email Signature set up for your practice, the text and images from this will be automatically added to all emails created from FYI. Refer to Adding an Email Signature to FYI.
You can also select one of the templates from a library of templates maintained for your practice. This allows you to create emails with consistent content and layout. The template can also use merge fields from Xero Practice Manager to populate the email content.
Once you have selected the information for how the email will be filed, this will open Microsoft Outlook so that you can use all the features of Outlook to create the email.
- From FYI, click + New
Select Email from the list of document types.
Or, from the workspace, simply press the shortcut key E for a new email.
- In the Drawer, select or enter the filing fields, or change the defaults that are given.
Client - type at least three characters of the client name to display all clients containing those characters anywhere in the Client Name. Then click to select the required client.
Change Addressee - if the email is being sent to a different addressee other than the client that it is being filed under, click the Change Addressee link and select the required addressee.
Template - if required, select from one of the templates.
Categories - such as Cabinet, Work Type, Year. If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to Jobs).
Keywords - Optionally enter one or more Keywords that can be used when searching for the document. This can be used to locate groups of documents or locate documents where that text is not in any other part of the filing details (refer to Searching in Lists).
Name - this identifies the email internally and is the name that displays in the lists in FYI.
If a default name is provided, for example from the selected template, you can change this.
3. Click Create and Outlook is launched.
Depending on the template selected, merge fields from Xero Practice Manager can be used to automatically bring in information into the email. At this point, the email is Draft
4. Complete writing your email.
5. When you send the email, it will be automatically filed in FYI.
From FYI, you can mark the email as sent.
You can create an FYI Task from the email directly from Outlook. Refer to Adding a Task to a Filed Email in FYI
Creating a Draft Email in FYI
You can save an email created in FYI as a draft, either via the browser or from Outlook.
As it has been filed in FYI, it will show in the lists in FYI and it displays in lists with the Draft icon.
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. Refer to Opening and Editing Emails.