When you create an email in FYI, you can apply practice templates, delegate tasks and send immediately or save as a draft to leverage workflow functionality.
For a video walkthrough of this feature, refer to Creating an Email in FYI (5 min).
You can create the email using the + button, as described below, or using Share for a document in FYI (refer to Creating an Email by Selecting Attachments in FYI).
- From FYI, click the + button in the menu bar.
- Select Email from the list of document types.
Or, from the workspace, simply press the shortcut key E for a new email.
The Drawer displays on the right-hand side.
- Client - Type at least three characters of the client name to display all clients containing those characters. Then click to select the required client.
- Recipients - If the email is being sent to additional recipients, or to CC or BCC recipients, or to a different email address other than that of the client it is being filed under, click the Recipient link. This displays the email of the selected client.
To add additional email addresses, if the client has multiple contact email addresses, click to list these and choose which email address to send the email to.
Or, enter a new email address by typing it directly in the Recipients and click add.
When you have selected or entered an email address, you can select if this is To, CC or BCC.
To send to a different main recipient, delete the email address that is displayed for the selected client and add this the new email by typing directly in the Recipients. You can also type the address if the client does not have an email address.
- Template - If relevant, you can select from a library of Templates maintained for your practice. Refer to Creating Emails from Templates.
- 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.
- Enter the filing details (refer also to Using the Email Drawer).
Cabinet - If the selected Client has a default Cabinet, or you have a default for your own settings, this is displayed. This can be changed if required.
Defaults and options display for additional filing fields depending on the Cabinet selected, for example, Categories, Jobs, Tags and Keywords. Refer to the section Jobs and Setting Up Jobs in FYI and to Tags and Keywords.
- In Save or Send you have the option to select Draft in FYI, Draft in Outlook, or Send Immediate.
If you do not need to make any changes to the content (for example, when using a template) you can select Send Immediately.
Draft in FYI
Selecting Draft in FYI keeps the email inside FYI, where you can assign tasks, share comments and workflow the email if it needs to be edited or reviewed by other users in your practice. You can leave the email as draft in FYI to send later or so it can be sent by another user.
When creating an email as Draft in FYI, Email Signatures set up for your practice that include certain Merge Fields, or if you have selected a Template that contains certain Merge Fields, these will be merged into the email when it is sent, or if the email is saved as Draft in Outlook. Merge Fields that relate to the Author or to Attachments are only applied when the final details and sender of the email has been determined and these do not display when editing the email in FYI. Refer also to Creating Emails from Templates and to Creating Email Templates and Signatures.
The following message displays as information.
Draft in Outlook
Selecting Draft in Outlook sends the email to your FYI - Drafts folder in Outlook so you can open the email and edit it in Outlook.
You will then be able to add additional recipients, set the importance flag, set the read receipt, attach documents from Windows Explorer and send the email directly from Outlook.
Important Note: Once the email has been created as a Draft in Outlook, if you make any changes from Outlook, you cannot send the draft back to FYI. You need to make all the required changes and send it from Outlook. In FYI, you can only Preview the email (with the Preview tab on the Drawer).
If you want to add attachments to the email, in the Attachment section click the Add Document button. This displays the Document Search where you can search for and select documents. You can select how you want to send the attachment (OneDrive or Email) and if you want to include the attachment as a PDF. Refer to Adding Attachments to an Email in FYI.
- Click Create.
For a Draft in FYI, when the email has been created, you can make changes to the Workflow (refer to Using the Workflow for Approval - Examples).
You can also add Tasks to the email. Refer to Adding a Task to an Email or Document.
Email is Created
The next action after clicking Create, depends on what you selected for Save or Send.
Clicking Create sends the email.
Draft in FYI
If you have selected Draft in FYI, the email displays in the Editor and you can edit it as required in the Editor or click Full Screen to expand the email.
The format and layout (such as fonts) would usually be set up in the Stationery and/or Template selected. You can also use the tools at the top of the Editor to change the formatting. Hover over the tools to see the tool tip description of how each is used. Click the Full Screen tool to display the template as a full screen.
If additional recipients have been selected, these show in the header of the email. You can also use the People section to make changes.
The following is an example with Merge Fields that relate to the sender. The Merge Fields are only applied when the final sender of the email has been determined and these do not display when editing the email in FYI.
You can close it and then Re-open and edit it via the browser at a later time to make further changes. Refer to Re-opening and Sending Draft Emails.
If you want to send the email, at the top of the Editor, display the drop-down from the Draft in Outlook button and select Send Immediately.
Draft in Outlook
You need to open the draft from the FYI - Drafts folder in your Outlook and edit and send from there.
Note: Do not move, delete or rename the FYI - Drafts folder in your Outlook. The FYI - Drafts folder needs to be a top level folder in your Outlook.
If you cannot find your FYI - Drafts folder, refer to FYI - Drafts folder in your Outlook in Sending Immediately or Saving a Draft.