FYI provides many options for automation and integration with other systems to automatically import documents and emails. There are also defaults for how emails are auto-filed in FYI and how attachments in emails are handled.
The following in an introduction to the FYI AutoFile for Outlook. Refer also to Introduction to AutoFile for Documents.
As soon as FYI is deployed, it starts to monitor your Inbox and Sent items in Outlook.
Your FYI administrator can set up how you want to use the auto-filing processes in your practice for Emails, Email Attachments and Calendar Entry AutoFile. Refer to Email AutoFile Settings and Exclusions.
FYI scans your Inbox and Sent folders looking for emails that match a client email address in Xero Practice Manager. Any client emails received or sent are automatically imported and filed in FYI for you under the relevant client.
When using In Tray Review in your practice, auto-filed emails and calendar entries from your Outlook appear in your Dashboard - In Tray and are ready for you to file them. Refer to Clearing your In Tray.
Any of your emails that should not be made available for the entire practice, can be deleted from your In Tray.
Replies to an email thread are automatically filed based on the original email, either to the default categories or to categories that have been applied to the specific email. Replies will be threaded within FYI to avoid cluttering your client file. Refer to Managing Email Threads.
Email Attachments AutoFile
Email attachments can be auto-filed as separate documents within FYI. Attachments are filed using the same auto-filing rules (such as the Cabinet and Categories) that are applied to the email. Only genuine attachments are filed, and any attachments such as a jpg for a logo or signature are ignored.
Calendar Entry AutoFile
The Calendar Entry AutoFile process automatically imports and files all client meetings from your Outlook calendar. This allows your practice to automatically store a record of all client meetings. They are created as Meetings in FYI.
Any Calendar entries where the email address of anyone in the calendar entry is a client email address are imported and filed. This is run retrospectively therefore only for calendar entries in the past are imported.
When you first start using FYI, any client calendar appointments that were sent or received in the prior month are automatically imported for you.
Your FYI administrator can set up how you want to use the auto-filing processes in your practice for Calendar Entry AutoFile. Refer to Calendar Entry AutoFile.
Practice Settings for Email AutoFile
There are several settings that define the 'filing rules' for your practice that dictate how incoming emails and calendar entries from Outlook are managed and auto-filed.
These are set up by an FYI administrator. Refer to Email AutoFile Settings and Exclusions.
Filing Emails Directly from Outlook
You can also auto-file emails in FYI directly from your Outlook using the FYI Drawer. Refer to the section Filing Email from Outlook.
Default Cabinet, Categories and Job
As well as automatically filing emails and calendar entries under the relevant client, defaults can be set for the Cabinet (such as Client Files) and Categories (such as Work Type and Year) that items are filed under in FYI. If Jobs are enabled for the selected Cabinet, the default can also be set for a Xero Practice Manager Job for the client (refer to Jobs).
The defaults can be set in the following ways:
- By setting the defaults for the client in the Clients - Detail. 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.
- You can also set your own user defaults that will be applied if none are set at the client level. These are not used in the AutoFile but are when you create new documents directly. Refer to Setting Filing Defaults for your Own Login.
AutoFile when More than One User Receives the Same Email
An email can be sent to more than one user, either when there is more than one 'To' recipient, or when there is a 'CC' recipient.
Email is sent to more than one 'To' Recipient
When an inbound email is sent to more than one FYI user as the 'To' Recipient, FYI will place the email in the In Tray of whichever user receives the message first (based on time of receipt in Outlook Exchange). In no situation will the same email appear in multiple In Trays. Once the email is received it can be filed in a variety of ways but can only be filed once, meaning there will never be a duplicate.
Email is sent with a 'CC' Recipient
When an inbound email is sent as a 'CC' to another recipient, FYI will send it to the In Tray of the 'To' recipient.
Filing an Email with Multiple Recipients
When there are multiple recipients, whether in the ‘To’ field or ‘CC’ field, the email can be filed in one of two ways:
- From the In Tray of whichever user received the email first
- From the Outlook of any user in the email.
If an email is filed from Outlook by one of the users before it is filed from the In Tray of the main recipient, the email will disappear from the In Tray of the main recipient.
Email with an Attachment and more than one Recipient
If the email has an attachment and there are multiple recipients, whether in the ‘To’ field or ‘CC’ field, FYI will automatically add the attachment to the In Tray of the main recipient (the 'To' recipient when it has a 'CC' or whichever user received the email first if there is more than one 'To').
If the email is filed from Outlook by one of the other 'To' users or who received the email as a 'CC', FYI will remove the email from the In Tray of the main recipient.
Attachment Saved by More than one User
If more than one user saves the attachment from the FYI drawer in Outlook, this can result in multiple copies of the attachment.