Documents are categorised according to the requirements of your own practice. The top level of the categorisation is commonly "Cabinet", for example, Client Files, Partner Files, Practice Admin, (as set up for your own practice). Access to any documents in a Cabinet can be restricted to a specific User Group.
Where relevant in the lists, you can select the Cabinet to display the documents for. You can only select the Cabinets that you have been given access to and you will only see the documents that have been filed in those Cabinets that you have access to.
Search for the Client in Clients Lists
In the Clients lists, you can use the Search clients to display a specific client.
- In the Search Clients, to find the required Client, enter any characters of the client name and press Enter. FYI searches for all clients containing those characters anywhere in the client name. You would usually type the first few characters of the name but you can type any characters that are in the name.
Where more than one client is found, it displays all clients with these characters in the Name.
To change the displayed client, from any of the Clients Lists, you can type over the client in the Search clients to search again.
The Client Contact Details holds the Export Code and Client Code from Xero Practice Manager (refer to Displaying Documents and Information for a Client). You can also use these codes when searching for a client. Enter all or part of the Export Code or Client Code in the same way as you would enter all or part of the client Name to find a client.
At the top of lists are drop-downs which show the views that can be selected for that list. The options available for a view is specific to what displays in the list. For example, in a Documents list, you can select options such as "Recent Documents", "Incomplete", "Sent","Unsent" or "Deleted Documents". Whereas in a Task list, you can use the View to select "All Tasks" or "Incomplete Tasks".
Depending on how this has been set for your own practice, the view you select in a particular list will be the default for the rest of the session (that is, until you log out). Refer to Sticky Views.
You can also create Custom Views (refer to Custom Views).
Searching for Documents
The Search field is included at the top of the list (Search documents, Search tasks, Search jobs etc.)
- To search for a document, type the search criteria as all or part of the document Name in the Search field and press the Enter key.
The search text is case insensitive, you can use * as a wildcard to represent any character or use ? to represent a single character.
If you have entered any Keywords in the Filing details of documents, you can enter all or part of this text in the Search field to find documents with that Keyword (see below).
- Press the Enter key to start the search. The list re-displays with only the documents or tasks found by the search.
Clearing the Search Text
To clear the search, click the X next to the search criteria or delete the search criteria and press the Enter key.
As part of the filing details for document, you can enter Keywords. This allows you to have another level of categorisation for documents.
You can then enter the Keyword in the Search Document in any of the lists to locate all documents with that text anywhere in the Keyword. Refer to the help articles for creating the different types of documents for how to enter Keywords (such as, Creating an Email from FYI, Creating Word Documents from FYI, Creating a Phone Call Record, etc.)
For example,if you decided to use Keywords to indicate that a document related to an incoming invoice from an external contractor, adding the Keyword "Incoming Invoice" to any relevant document would allow you to locate all these documents by entering "Incoming Invoice" as the search criteria.
If you also added the name of the contractor as the Keyword, you could then search for documents that relate to that contractor. For example, entering "Incoming Invoice Ajax Electricals" as the Keywords for a document with an invoice from Ajax, you could then search for "Ajax", or "Invoice Ajax" or "Incoming Invoice Ajax" or "Incoming Invoice Ajax Electricals" to find relevant documents.