In FYI, your Home - In Tray lists emails and documents that have been brought in from external services, either automatically or during an import.
This includes Client emails that have been imported from your Outlook Inbox, ready for you to review before making them available to all FYI users across your practice.
By default, internal emails and non-client emails are excluded. Refer to Email AutoFile Settings and Exclusions. Emails that are related to the same conversation are threaded. Refer to Managing Email Threads.
When you file or delete an email, it will be cleared from your In Tray.
- When you delete an item in your In Tray, it will not be deleted from Outlook.
- When you file an item from in your In Tray, it will be marked as “Filed in FYI” in Outlook. So, you only need to file the email in one location. Refer to 'Filed in FYI’ Label in Outlook.
- When you file an email directly from Outlook using the FYI Drawer, it will be automatically removed from your In Tray and filed in FYI. This also applies if a secondary recipient files the email from their Outlook.
For a video walkthrough of this feature, refer to Managing your In Tray (3 mins).
Filing Email from the In Tray
- From FYI, display your Home.
If the In Tray is not already displayed, click the In Tray tab.
A list of emails and documents displays. Depending on your settings, they will have been auto-filed to a Client and Cabinet.
The Delivery column in the In Tray displays whether an email/document has been received or sent.
If there are threads on an email, and Hide Threads is enabled, the Email Thread icon displays next to relevant emails. This means you can file a thread of multiple emails in one go. Refer to Managing Email Threads.
You can customise your In Tray by adding, removing and moving the columns that are included. Refer to Adding/Removing/Moving Columns in a List.
- Click to select an item in the list, or use the checkbox on the left-hand side to multi-select.
- Optionally, to preview an email/document, click Preview on the side of the Drawer.
- In the Drawer, change or select any of the Filing details as relevant.
- Click File to file the selected email/document and leave the drawer open.
Click File & Close to file the selected email/document and close the drawer.
The selected Cabinet determines any fields which are not "Optional" and must be selected before you can file the email/document (refer to Managing Cabinets). If any required fields are not entered, a message displays at the top of the drawer.
The email or document is now available to everyone in the practice.
When an email is filed in FYI, it will display in your Outlook with the blue Filed in FYI message (refer to 'Filed in FYI' Label in Outlook).
If required, you can delete if from your Outlook. This will not delete it from FYI.
Deleting an Email from your In Tray
If you wish to delete the selected email, click Delete in the tool bar. Or right-click and select Delete from the tool bar pop-up menu. Refer to Using the Document Action Tool Bar.
You can also select multiple emails in a list using the check-boxes on the left-hand side. and delete more than one at a time.
Deleting an email from your In Tray will not delete it from your Outlook.
You can delete any received or sent email in your In Tray, even when it has a Workflow Status of "Complete".
Note: Any unfiled documents that are deleted from your In Tray are not shown as deleted documents. Due to privacy considerations, they are hidden from view. If they need to be recovered, please contact the FYI Support Team at firstname.lastname@example.org.
Emails with Attachments
Refer to Filing Email Attachments and Filing Email Attachments - Non Default Configurations for details.
Filing Emails where the Address is Shared by More than One Client
Where an email address is shared by more than one client, you would usually have set which client to file these under by setting Include in AutoFile. Refer to Setting Filing Defaults for a Client and Nominating the Primary Client to Include in AutoFile.
Your FYI administrator can set your 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. Refer to Email AutoFile Settings and Exclusions.
When filing the email from the In Tray, a list of the clients who hold that email address displays in the drawer so you can select which client to file it under.
Note: In tray review multiple clients is only relevant if you have either AutoFile else In Tray or In Tray Review switched "On" in your Practice Settings and also have In Tray Review (or Practice Default) for your User Settings.
If your practice has set Include Client's Contacts setting in Email AutoFile Settings and the email is sent to or received from a client Contact that is linked to multiple clients, the clients that the email is shared across will also be shown so the relevant client can be selected. Refer to Email AutoFile Settings and Exclusions.
Filing Email Using Bulk Update
You can use Bulk Update to file multiple emails and documents from your In Tray.
- Use the checkboxes on the left-hand side to multi-select all items that you want to file in the same location.
- Click Bulk Update.
- The Bulk Update Drawer displays with the fields that you can change.
- Make your selections for Client, Cabinet and for the fields you want to apply to all the selected documents.
You can set the Filing status as "Draft" or "Filed". Selecting "Filed" will file the document(s) and remove them from your In Tray. Selecting "Draft" will file the documents but leave them in the In Tray of the relevant Owner.
- Optionally assign an Owner and Workflow Status.
- Click Save.
Using Bulk Update in your In Tray is also useful if you want to change the Owner or Workflow Status of an email or document without filing it. Changing the Owner of an email or document, without filing it, will add it to the In Tray of the new owner and it will also still be included in the In Tray of the original owner.
Refer to Bulk Update.
Filing Multiple Emails/Documents
You can also select multiple emails/documents in your In Tray and, provided all the emails/documents have the required filing details selected, you can click the File button in the tool bar.
If any of the selected emails/documents do not have all the required filing details selected, the File button is not enabled.
Sharing your In Tray
If at any time you need to re-delegate unfiled documents in your In Tray, you can share your In Tray with one or more users. This can use useful, for example, if you are going to be away and you need someone else to check and file or delete documents in your In Tray for you. Refer to Sharing your In Tray.
If you have shared your In Tray, you can use the Filter by Owner button in the In Tray to select which documents to display.
Viewing In Tray Contents from a Documents List
In a Documents list, you can view the contents of your In Tray by including the Filing Status column and then filtering this to show only documents with the Filing Status of "Draft".
If you are an FYI administrator, this will display all documents that have the Filing Status of "Draft" for all users and allows the administrator to see the contents of users' In Trays. Refer to How can an FYI Administrator view the contents of all Users' In Trays?.