Filing Email Attachments

Incoming client emails often contain attachments that are essential documents in their own right. FYI allows you to file the attachments so they are saved as separate documents. 

Outgoing client emails created in FYI can include attachments that are documents already filed in FYI. When sending emails from your Outlook you can attach other files, for example, documents held locally that you attach via Windows Explorer. For details of filing attachments in outgoing emails, refer to Filing Attachments in Outgoing Emails.

There are both practice-wide and individual settings which dictate how you see and interact with email attachments in FYI. This article covers in detail how to file attachments using the default settings for email attachments. This is the recommended configuration, and the settings are:

• In Tray Review is "On"
• Save Attachments Separately (in the Practice Settings) and AutoFile Email Attachments (in your user settings) is "On"

For details about filing email attachments when the settings are not these defaults, refer to Filing Email Attachments - Non Default Configurations.

Default Configuration -  In Tray Review is "On" and Save Attachments Separately is "On"

When In Tray Review is set “On” and Save Attachments Separately is set "On", attachments in an incoming email follow the 'draft filing' of the email they relate to.

Both the email and the attachments are included in your In Tray (except for occasions when the email is specifically excluded from your In Tray).

The following is an example of an email with two attachments in the In Tray.

Both the email and the attachment have a status of "Draft Filed".

The following is the drawer of the unfiled email in your In Tray. It displays in the same way in the FYI drawer when the email is selected in the Inbox of your Outlook.


The following example is of the drawer for one of the attachments in your In Tray. This shows the name of the email that it is attached to.

Filing the Email

You can file the email from your In Tray or from Outlook. When you file the email, it is removed from your In Tray.

Filing the email will not automatically file the attachments. Under these settings, the attachments are draft filed in accordance with the email, but they require individual confirmation before being filed into FYI.

If you file an email but have not yet filed the attachments, a reminder displays in the Attachments section of the drawer for the email ("1 to be filed", "2 to be filed", etc).

Filing the Attachment(s)

Once the email is filed, you can file the attachments from any of the following:

• From your In Tray
• From the Attachment section in the filed email in FYI
• From the Attachment section in the filed email in the Inbox of your Outlook

The attachment will have, as default, the same filing defaults as the email. If required, the filing details can be changed for the attachments.

Note: If you do not want the attachments to be filed in FYI, you can delete these as relevant from the In Tray.

Filing Attachments from your In Tray

1. Select the attachment in your In Tray.
2. Change any filing details if required. You can also change the name of the attachment if required.
   
   
3. Click File in the drawer.
   
   

The attachment is now filed inside FYI and removed from your In Tray.

Filing Attachments from the FYI Drawer (in Outlook or FYI)

Alternatively, once the email has been filed, you can file the attachments from the email itself. This can be done from inside FYI, or from your inbox folder in Outlook. The following examples show how the attachments above can be filed from the drawer of the filed email.

1. Select the email (in Outlook or FYI).
2. Expand the Attachments section in the FYI drawer.
3. You can open an attachment if required by clicking the Open icon.
   
   
4. To file the attachment, click on it in the drawer.
   
   
   
   The FYI drawer displays the filing details for the attachment.
   
   
5. Change any filing details. If needed, the name of the attachment if required.
   
   
6. Click File.
   

   The attachment is filed and removed from your In Tray.

7. If there is more than one attachment, file each in turn.
   
   
   When all the attachments are filed, the Attachments section shows as follows.
   
   

Deleting Attachments

If you do not want to file the attachment, you can delete it from your In Tray and it will no longer show as to be filed. It shows as Removed but it can still be accessed from the Attachments section on the email. You can open it by clicking the Open icon next to it in the Attachment section of the email.

In the same way, if it is already filed, it can be deleted from FYI but it can still be accessed at any time from the Attachment section of the email. It can be opened by clicking the Open icon next to it, or it can be refiled from the drawer.

Accessing Unfiled Attachments

If a filed email in FYI is showing attachments to be filed, you do not need to file it to see its contents. You can open it from the Attachments section by clicking the Open icon.

You can also access the attachments using the Export function on the email.

Note: Export can be used to extract attachments on all emails. Even if the attachment was saved separately.

The export gives you access to attachments if you have chosen not to save them to FYI, or if an email has been migrated from another system. You can also use Export to check whether or not you want to file an attachments. Refer also to Exporting Documents.

1. Select the email in a list.
2. Click the Export button in the tool bar. Or right-click and select Export from the tool bar pop-up menu (refer to Tool Bar and Right-Click Functions).
   
   
3. Click the link to the exported email that is shown in the bar at the bottom of browser screen.
   
   The email opens in Outlook from where you can open the attachments.