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. This also controls the order in which they display in the drop-down in the filing details and in the Filter Drawer.

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 Using Knowledge Cabinets.

Templates Cabinet
A Templates Cabinet is automatically added to the practice's Cabinets. All Templates, Word Stationery and Email Signatures are created in the Templates Cabinet. All users have access to the Templates Cabinet but it is only available when creating or editing Templates. Refer to Creating Templates for Word, Spreadsheet or Presentation and  Creating Email Templates and Signatures.

You can add Categories to the Templates Cabinet to further categorise the Templates, Stationery and Signatures. For example, you could add a Category such as "Team" (to indicate who would use them) and the Category "Work Type" (to indicate when they would be used). Refer to Managing Categories.

Note: The Templates Cabinet cannot be removed.

Displaying the Cabinets

1. Login as an FYI administrator.
2. From FYI, click Settings in the top right-hand corner.
3. Select Practice settings from the drop-down, then select Documents.
4. 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.
   

   Enable Jobs - Refer to Tags, Keywords and Jobs below and 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, Keywords and Jobs below and 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, Keywords and Jobs below and 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.
   
   Note: Whether the users in the group can additionally edit or delete the documents, or file documents against the Cabinet, is controlled by the Administer Knowledge setting in the User Group. Refer to Internal Documents in the Knowledge Cabinets and Managing User Groups.
   

    

4. Add Categories to a Cabinet
   Click Add Category to Cabinet. The Add/Remove Category pop-up 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

   

5. 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.

Note: If you have configured your practice’s Collaborate settings and OneDrive filing structure, for any new cabinets created, the Microsoft group is not applied automatically. Permissions will need to be added to the folder in OneDrive directly. For any new cabinets created that need security access, the access is not applied automatically. Permissions will need to be added to the folder in OneDrive directly. Refer to Configure Practice Settings and Updating the Direct Access on the Secure Cabinets in Configuring your Collaborate Settings and Structure.

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.

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 show in the Filter Drawer (refer to Filter Drawer).

To change the order, click the move icon on the left-hand side and 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.

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.
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".

Displaying the Document Count

To display a count of the total number of documents in a Cabinet, edit the Cabinet and click Get document count.

The number of documents currently in that Cabinet displays inside the button.

Removing a Cabinet

On the list of Cabinets, click the Remove link and confirm.

Documents with the Cabinet in the Filing Details
When you click Remove, 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:

• Check if there are any documents that are filed under that Cabinet.
• Check if the Cabinet is assigned as a Role Cabinet to any User Groups.

To check if there are any documents filed under that Cabinet, or the Cabinet is used in the User Groups:

1. Open the Cabinet (in the Admin - Cabinets tab) and click the Get document count button in the to check if there any document filed against it.
2. To check which documents these are, from the Documents list, filter the Cabinet that you want to remove.
3. Ensure you click the Collapse threads into a single record button to disable this so that all documents display. Refer to Managing Email Threads.
4. You can then delete any documents that are not needed.
   Or
   Use the Bulk Update tool or the Refile function to move existing documents to a new Cabinet. Refer to Bulk Updating of Filing Details and Refiling Existing Documents (Refile).
   
   
5. Check the Role Cabinets in the User Groups list and if there are any User groups with the Cabinet specifically selected, set this as "Off". Refer to Managing User Groups.

Note: If a Cabinet is removed and there are still documents filed under it, the Cabinet will automatically be removed from these documents and show "(deleted)" after the name. If the Cabinet is selected in any User Groups as the Role Cabinet, these display with "(deleted)" after the name in the list.

Documents with the Cabinet assigned to a Client or User as the Default Filing
Before deleting, if you are removing a Cabinet that is already assigned to any clients or users as the Default Filing, these are displayed so you can reassign the default to a new cabinet.

Note: This does not reassign any default Categories.

To reset any default Categories:

1. Update this for the relevant clients. Refer to Setting Filing Defaults for a Client
2. Inform any relevant users that they need to update these in their own settings. Refer to Setting Defaults and AutoFile Defaults for your Own Login - My Settings.