New emails and client meetings are intelligently auto-filed by FYI based on a combination of the conversation thread, template defaults and auto-file defaults and settings. Filing defaults can be set at the practice level, for clients and/or for individual users.
Email AutoFile Settings and Exclusions
Your Email AutoFile settings control how the automatic filing of email from Outlook is managed. Exclusions allow your practice to block emails that are sent from specific email addresses or domains from being filed automatically.
These settings and exclusions can be managed by an FYI Administrator via the Automation dashboard.
Refer to Email AutoFile Settings and Exclusions.
Calendar Entry AutoFile Settings
The Calendar Entry AutoFile automatically imports and files all client meetings from your users' Outlook calendars. They are created as Meetings in FYI so your practice can automatically store a record of all client meetings.
Refer to Calendar Entry AutoFile.
Setting Filing Defaults for a Client
FYI allows you to set filing defaults for each client. This can be used to set default cabinet and categories, a default job and how attachments are sent to a client.
The defaults can be set in the following ways:
- By setting the defaults for the client in the Client - Settings tab. Where a client is part of a group, you can nominate which client to Include in AutoFile. Refer to Setting Filing Defaults for a Client.
- By setting or changing them in Outlook. The Cabinet and Categories are set for an open email in Outlook within the FYI Drawer, and then set as defaults by clicking the Save as client default link. Refer to Setting Filing Defaults for a Client from Outlook.
Setting Defaults for Your Own Login
Each user can set defaults for their own login via their Profile settings. This is where individual defaults can be set for notifications, attachments, and how you prefer to open Office products (via the Desktop or Online).
Users can also set their own filing default to override the practice-wide default setting for how emails are auto-filed. This may be useful, for example, for partners and senior managers who prefer to review emails in their In Tray before making them available practice-wide.
Users can also set the default filing settings for Cabinet and Category that will be used If filing defaults are not set up at a client level.