You can create new Word documents directly from within FYI. Simply accept or select filing information for the document, then click Create to open Microsoft Word and use all the features of Word to work on your document.
You can also select from a library of templates maintained for your practice. This allows you to create letters and documents with consistent content and layout. The template can use merge fields to populate the document with content from Xero Practice Manager. Refer to Creating Documents from Templates.
- From FYI, click + New
Select Word from the list of document types.
Or, from the workspace, simply press the shortcut key W for a new Word document. The Drawer will display 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.
- In the Drawer, select or enter the filing fields, or change the defaults that are given:
Change Addressee - if the document is being sent to a different addressee other than the client that it is being filed under, click the Change Addressee link and select the required addressee.
Stationery -used to select a specific stationery type, such as letterhead with your company logo
Template - if required, select a template.
Cabinet – select a filing Cabinet for the document, such as Client Files. If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to Jobs).
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.
Categories – select a filing Category for the document, such as Work Type and Year.
Name - to identify the document internally, the name displays in the lists in FYI.
If a default name is provided, for example from the selected template, you can change this.
Word is launched.
This will either open via your browser or on your desktop, depending on what you have chosen as the way you want to open Office (Online or Desktop). You can set the default for how you want to open documents in your profile. Refer to Setting Defaults and AutoFile Defaults for your Own Login.If a Stationery has been selected, and when opening Office via your browser, you can see the complete document including any images from the Stationery by selecting View - Reading View.
If a template has been selected, macros can be run and merge fields can be used to automatically bring information from Xero Practice Manager into the document.
- Work on your document.
- To close the document, simply save and close using any of the Word functions (for example, File - Save and Close or the top right cross). The document will be automatically saved and checked into FYI.
As Word documents are generally used for correspondence, the Delivery Status is initially set to "Draft" .
When you mark the document as "Sent" (using the Send or Delivery - Mark Sent function), this changes the status to "Sent".