Cabinets are a way in which documents are stored within the practice. These reflect the broad divisions of operations in the practice. Cabinets also control the security (via User Groups) that determine which users can access which documents.
When FYI is implemented, the following Cabinets are added as the defaults:
- Corporate Affairs
- Financials & Tax
- Partner Files
- Policies & Procedures
- Practice Admin
Cabinets can be configured according to the requirements of your own practice. You can change the name of the default Cabinets, add new Cabinets or remove Cabinets.
Cabinets also hold the Categories that can be selected within that Cabinet. Categories hold values that are selected as part of the filing fields in documents. Selecting a value for each of the Categories will either be mandatory or optional, depending on how the Cabinet is set up. To add or change Categories, refer to Managing Categories.
The security that controls which users can access which documents in FYI is set up for the Cabinets via the User Groups. Refer also to User Groups.
You can also set a Cabinet so it is included as a tab in the Knowledge workspace. Refer to Knowledge.
Displaying the Cabinets
- From FYI, click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Documents.
- Go to the Cabinets tab.
A list of the Cabinets displays.
Adding a New Cabinet
- From the Cabinet list, click the Add Cabinet button.
- Enter the Cabinet Name.
- Enable any settings as relevant (see above).
- Click the Add Category to Cabinet link.
The Add/Remove Category displays.
- Click on the - (minus) icon next to each Category required, to add it.
This changes it to a green + (plus).
- Click OK to close the categories.
- Click Save.
Note: When adding a new Cabinet, check the User Groups and, if relevant, add the new Cabinet to the User Groups. If a User Group is set as "All Cabinets", the new Cabinet is included automatically.
If you do not specifically add a new Cabinet to a User Group which is not set as "All Cabinets", it will not be available for users to select. Refer to User Groups.
Changing a Cabinet
- From the Cabinet list, click the Cabinet to display the Name, the settings and the Categories that will be available for selection within that Cabinet.
Enable Accounts - for future use.
Enable Tags - allows you to have additional levels of categorisation for documents. As part of the filing details for document, you can create and select existing Tags. You can then use this to filter in the lists. Tags are similar to Keywords except the values entered by any user are saved and display in the filing details in the Tags drop down so user can use it again for any document. Refer to Tags and Keywords.
Enable Keywords - Keywords allow you to have additional search criteria for documents. As part of the filing details for document, you can enter Keywords. You can then use this to search and sort in the lists. Refer to Tags and Keywords.
Enable Knowledge - if the Cabinet has Enable Knowledge set as "On", a tab for the Cabinet will be included in the Knowledge workspace as an additional tab. The users who can see this tab, and have access to the documents in it, is controlled by whether or not access to the Cabinet has been included in the User Group that the user belongs to. Whether the users in the group can additionally edit or delete the documents, is controlled by the Administer Knowledge setting in the User Group. Refer to Knowledge and User Groups.
- Within a Cabinet, each Category can be set as either "Required" or "Optional". This indicates whether users must select a value for that Category when adding documents to this Cabinet. To change this setting, click the switch to set it as either "Required" or "Optional".
Tags, Keywords and Jobs
When Tags, Keywords or Jobs have been enabled for a Cabinet, these show in the Categories section and can be set as either "Required" or "Optional" for that specific Cabinet.
Adding a Category to a Cabinet
From the Cabinet details, to add a Category:
- Click Add Category to Cabinet. The Add/Remove Category popup displays.
- Click on the - (minus) icon next to the Category to add it and change it to a green + (plus). There is no need to reselect the Categories already included in the Cabinet.
- Click OK to redisplay the Cabinet details.
- Select whether a value for the Category is required or optional when adding documents or when changing the filing fields.
- Click Save to save any changes to the Cabinet.
Removing a Category from the Cabinet
With the Cabinet displayed, click the Remove icon next to the relevant Category that has been included in the Cabinet. This does not delete the Category itself or its values.
Removing a Cabinet
On the list of Cabinets, click the Remove link and confirm. Before deleting, a message is displayed if the Cabinet is assigned to users and/or clients.
Note: If you need to remove a Cabinet when documents have already been filed against it, you can use the Bulk Update tool or the Refile function to first move existing documents to a new Cabinet. Refer to Bulk Update and also to Refiling Existing Documents.