The first step to Setting up Collaborate is to Link your Practice’s OneDrive Admin Account.
Your practice needs to select the account for the OneDrive that will be used for the common activities across the practice. Activities include co-editing documents, sharing documents and folders, and receiving documents from clients. This function can only be done by an FYI Admin.
Refer also to Summary of OneDrive Folders used in FYI for the additional OneDrive folders used by FYI.
This article contains the following sections:
Step 1 - Select the OneDrive Admin Account to Use
Link your practice's OneDrive Admin Account. This is a one-off step and can only be done by an FYI Admin.
Important Note: We recommend that you set up a Microsoft 365 account specially for this. It is recommended to set this up with a good name to represent your practice, rather than a specific person. Also ensure this account has OneDrive enabled. You can then set up a user directly in FYI that relates to this Microsoft 365 account (refer to Adding New Users Directly to FYI in Managing Users). After setting up the new FYI user, ensure that you login to your FYI platform as the new user to activate the account.
You could select the OneDrive Admin Account as one of your team members (for example, a specific practice manager or an administrator). However this is not recommended as it can cause complications if that team member leaves your practice. Refer also to OneDrive Admin Account.
- From FYI, click the Automation menu option.
- Go to the Apps tab.
- For OneDrive, click the cog icon to edit it.
- In the OneDrive Settings, select the OneDrive Admin Account that will be used.
Note: If you need to change the Admin user, this can be done by clicking the Change link. This needs to be done with caution as this can cause files to be unavailable that have been sent to the current OneDrive Admin Account.
Step 2 - Ensure External Sharing is Turned On
In the SharePoint Admin Center for the Microsoft 365 account for your practice, the External Sharing and File and Folder Links must be reviewed. If not set correctly, this can prevent secure links being created by FYI or existing links to be inactive. The Microsoft 365 account for your practice can only be accessed by a Microsoft 365 administrator.
- Go to Microsoft 365 and open your SharePoint Admin Centre. Use this link to take you directly there.
- Review the External Sharing levels. This must be set to 'Anyone' or 'New and existing guests'.
- Review the File and Folder Links.
Refer also to the Microsoft help article Manage sharing settings in Microsoft 365
The next step to Setting up Collaborate is to create the collaborate invitation template and assign permissions to your team. Refer to Setting up the Shared Folders Email Template and Assigning Share Settings Access.