Managing Cabinets

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.

Categories within 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.

Security via User Groups
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 Managing User Groups.

Including a Cabinet in Knowledge
You can also set a Cabinet so it is included as a tab in the Knowledge Cabinets. Refer to Knowledge.

Displaying the Cabinets

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Documents.
3. Go to the Cabinets tab.

A list of the Cabinets displays.

Adding a New Cabinet

1. From the Cabinet list, click the Add Cabinet button.
2. Enter the Cabinet Name.
   Note: You cannot use the following special characters in the Cabinet Name:
   / \  " *  :  < > ? |
3. Enable any settings as relevant (see above).
   
   
4. Click the Add Category to Cabinet link.
   The Add/Remove Category displays.
5. Click on the - (minus) icon next to each Category required, to add it.
   This changes it to a green + (plus).
6. Click OK to close the categories.
7. 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 Managing User Groups.

Changing a Cabinet

1. 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.
   

   
   

2. Change any settings as needed.
   
   Enable Jobs - for information on Enable Jobs, refer to Jobs and Jobs - Enabling Jobs and Setting Client Defaults.

   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 Cabinets 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 Managing User Groups.
   

3. 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:

1. Click Add Category to Cabinet. The Add/Remove Category pop-up displays.
2. 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.
3. Click OK to redisplay the Cabinet details.
4. Select whether a value for the Category is required or optional when adding documents or when changing the filing fields.
5. Click Save to save any changes to the Cabinet.

Changing the Order in which Categories, Tags, Job and Keywords Display in the Drawer and Filter Drawer

The order in which Categories, Tags, Keywords and Job display within the Cabinet is the order in which they show in the drawer for emails and documents. This also controls the order in which Categories they show in the Filter Drawer (refer to Filter Drawer).

To change the order, drag and drop the Categories, Tags, Keywords and Job up or down so they are in the sequence in which you want them to display in the drawer and, for Categories, in the Filter Drawer.

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, if you are removing a Cabinet that is already assigned to any clients or users, these are displayed so you can reassign the default to a new cabinet.

• If a Cabinet is deleted and any documents are assigned to the deleted cabinet, in documents list it displays the cabinet with "(deleted)" after the name.
• In the Users list, with the Role Cabinets displayed, if any of the cabinets in the Role Cabinets have been deleted these display with "(deleted)" after the name in the list. Refer to Managing Users.

Note: This does not reassign any default categories. Refer to Setting Filing Defaults for a Client and Setting Defaults and AutoFile Defaults for your Own Login - My Settings.

If there are any documents that have the Cabinet as filing details, a message is displayed with the number of documents. Before removing a Cabinet, you can filter for those documents and use the Bulk Update tool to first move existing documents to a new Cabinet. Refer to Bulk Updating of Filing Details. If a Cabinet is removed and there are still documents filed under it, the Cabinet will automatically be removed from these documents and show as "Deleted Cabinet".