FYI holds information on the filing details (such as the Cabinet and category) as well as summary information about an email (such as the brief description which displays as the Name in FYI).
Whenever you select an email in a list in FYI, this displays the Drawer on the right-hand side.
The Drawer gives a focused view of all the information, functions and features that are available for that email.
You can change certain information from this right-hand drawer, such as where it has been filed. You can also use the drawer to set up tasks for the email.
The Filing section shows the Cabinet and Categories that have been selected for the email, and the Owner of the email. If your FYI subscription level is "Professional", Owner is in the Workflow section of the filing details. In document lists, you can easily display the emails for which you are the Owner by clicking the Mine button.
You can optionally enter one or more Keywords that can be used when searching for the document. This can be used to locate groups of documents or locate documents where that text is not in any other part of the filing details (refer to Searching in Lists).
Tags and Keywords - If the selected Cabinet has been enabled for Tags and/or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document. Refer to Tags and Keywords.
If Jobs are enabled for the selected Cabinet, this may also show a selected Xero Practice Manager Job for the client (refer to Jobs).
You can easily re-file an existing email including changing the name that displays in the lists, the client, cabinet and categories and the owner. This allows you to easily correct any information in a misfiled email.
- Display the email by selecting it in a list.
The Drawer displays.
- Change any of the selections as required.
If the email is part of a thread, these documents display in the Thread section. Refer to Managing Email Threads
You can easily display a Preview of an email clicking the Preview tab on the side of the Drawer. This can be used for Word, Excel, PowerPoint and also for a PDF or an image such as a .jpg or bitmap. This gives a quick snapshot of the contents of an email in FYI. Refer to Previewing an Email
Comments can be added to an email by any team member. These can be used to add any notes and also allow team members to collaborate on an email. Refer to Adding Comments and Notifying Team Members
If any tasks have been created, they are listed in the Tasks section. You can add a new task from this section. Refer to Working with Tasks
The Owner, Workflow Status and Approver can be set for information and for approval. Refer to the section Workflow.
Activity is an automatic log of all major events that have occurred on any given email including when the email was created, any modifications, delete, edits, etc. The Activity includes the date and time of the activity and the name of the user who did it.
This displays the email addresses of the From: To: and Cc: of the email. Note that is for emails included in FYI since 6 September 2019.
The Recent Documents in the Drawer is a list of the most recent documents created for the client. Refer also to Using the Drawer for how this is used for other documents in FYI.
Add Task, Add Time and Starred Icons
In the tools at the top of the Drawer are the Add Task, Add Time and Starred Icons.
Click the Add Task icon to add a new Task for the selected email. Refer to Working with Tasks.
Click the Add Time icon to add Time Sheet information. Refer to Time Sheets.
You can mark a document as Starred, or Unstarred with the Starred icon in the Drawer. This allows you to mark specific documents that you personally want to be able to access easily. Refer to Marking and Displaying Starred Documents.