To save time filing documents for a specific client, FYI provides the ability to set defaults for each client. This is especially useful when a specific job is in progress for a client. The settings are also used in the AutoFile of emails and documents.
Defaults can be set for the default Cabinet, categories, Job (if relevant). For clients that are part of a Client Group, the defaults also set which client to nominate as the client to Include in AutoFile.
From FYI, click Clients, search for and open a specific client.
- Go to the Detail tab.
Cabinet and Categories
Select the default values for Cabinet and Categories
Setting a Default Job for a Client
You can set the default way in which attachments are sent to a client. This can be set as Email, OneDrive, or Postal Service.
- Email - refer to Sending Documents via Email
- OneDrive - refer to Sending Documents via OneDrive and to the articles in the Collaborate section
- Postal Service - refer to Mail Register - Updating the document Delivery Status as Sent or Received. This displays a message at the bottom on the Drawer as a reminder that the client wants to receive documents by postal service. This can be overruled when sending so if the document is an exception it can be sent, for example, by email.
Include in AutoFile
The Detail tab also holds a setting for Include in AutoFile. Where the client is part of a Client Group, it is likely the clients in the group will have the same email address. By selecting which of these clients to nominate as the client to Include in AutoFIle, this determines which will be used as the primary contact when emails are automatically filed. Only clients that have been nominated as Include in Autofile will be considered during automatic filing of emails. Refer to Nominating the Client to Include in AutoFile.
In Email AutoFile Settings and Exclusions in Automation, you can set the option In tray review multiple clients to "On" so if no client has been nominated and if an email is received where the email address is shared by more than one client, the email is marked as Multi Client. In the In Tray, when filing the email, a list of the clients who hold that email address displays in the drawer so you can select which client to file it under. Refer to Email AutoFile Settings and Exclusions.
If you have set up Custom Fields in your Xero Practice Manager (for example, to distinguish the client type (such as A, B or C grade clients, to record additional address or contact information, or for other indicators), these Custom Fields display on the Client Detail tab in FYI.
Duplicates Function to Mark Primary Client
On the Clients list, the Duplicates button can be used to display clients which have the same email address. You can use the Duplicates function to display the emails that are shared by more than one client and to select which client to nominate to Include in AutoFile.
The Administer primary emails displays with a list of all emails that are shared by more than one client and where none has been nominated to Include in AutoFile. Select a shared email to display the clients for which this email is held. Click the Mark Primary button next to the client that is the client to use when emails are automatically filed for this email address.
Changing Filing Settings after Auto-Filing
When documents and emails have been auto-filed, the Cabinet and Categories can easily be changed by selecting the document or email in a list and changing the filing settings in the Drawer.
In the same way, if a Primary Contact is set on a client, the client can easily be changed in the Drawer for relevant emails if it needs to be refiled under a different client in the group.
Notes: The default Cabinet, Categories and Job can be set from Outlook. Refer also to Setting Filing Defaults for a Client from Outlook.
You can also set your own defaults that will be applied if none are set at the client level (refer to Setting Filing Defaults for your Own Login).