The Calendar Entry AutoFile process automatically imports and files all client meetings from your users' Outlook calendars. They are created as Meetings in FYI. This allows your practice to automatically store a record of all client meetings. Refer to Calendar Entry AutoFile.
You can create any additional meetings directly in FYI from the Summary tab in the Client Workspace, or using the + button in the menu bar.
For a video walkthrough that includes this feature, refer to Recording Client Interactions (3 min).
Creating a Meeting Record from the Client Workspace
- Display the Client Workspace for the relevant client (refer to the section Using the Clients List).
- In the Client Summary, click the Meeting tab to display it (in the panel on the right hand side).
- Enter the Subject, Location and details of the Meeting. Change the Date and Time if needed.
- Click Create.
The Meeting record is saved in FYI.
The Meeting Description and Meeting filing details display so these can be changed if needed (see below).
Creating a Meeting Record with the + button
- From FYI, click the + button in the menu bar.
- Select M from the list of document types.
Or, from the workspace, simply press the shortcut key M for a new Meeting.
The fields that initially display depend on whether or not you have Filing Defaults set with a Cabinet and Category selected in your settings, or if these are set as Practice Filing Defaults. When you select the Client these may change to the Filing Defaults set for the Client. Refer to Setting Defaults and Filing Defaults for your own Login - My Settings, Setting Filing Defaults for a Client and Email AutoFile Settings Exclusions and Practice Filing Defaults.
- The Meeting Description section pops out so you can start making notes. Enter the details of the meeting.
You can use formatting on the text, such as bold, font sizes, bullet points, tables. The formatting tools are used in the same way as when adding Task details (refer to Using the Formatting Tools in Using the Task Drawer).
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.
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.
Cabinet - If the selected client has a default Cabinet this is displayed and you can change this if required. The selected Cabinet determines the Categories and options that display, and whether Jobs, Tags or Keywords can be selected or entered.
Categories - Categories such as Year or Work Type.
Job - If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to Jobs).
Name - Enter a name for the meeting, for example, the name(s) of the person with whom the meeting was held, or any other subject text. This displays on the lists.
Date and Time - these default to the current date and time and can be changed if required.
Location - If relevant enter the location. This is optional.
- Click Create.
The Meeting is saved in FYI.
It displays in the drawer with the additional sections. These allow you to display and update the details and filing details, to create Tasks for the Meeting, add Time information, etc. Refer to Using the Document Drawer.
You can also set the Workflow to lock the details of the Meeting. When the Status is "Completed", "Approved", "Pending Client Signature" or "Client Signed" the details of the Meeting can not be edited. It is read only. Refer to Workflow Overview.
Displaying a Meeting
To redisplay the details of a Meeting, select it in a documents list, or in the Client Summary tab, to display the Drawer.
To display the Meeting Description, click the Editor tab to open it and make any changes if needed. Expand any of the filing details sections in the Drawer to display and make any changes if required.
The details in the Description of Meetings can be copied and pasted using shortcut keys Ctrl+C and Ctrl+V, or by right-clicking to display a pop-up menu with options such as "Select All", "Copy", "Paste".