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. If you want to file any attachments in Outgoing emails this must be done manually. 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 in incoming emails 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, Email AutoFile Settings and Exclusions and Setting Defaults and AutoFile Defaults for your own Login - My Settings.
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(s) 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. The attachment(s) will have, as default, the same filing defaults as the email.
You can preview the attachment in the Preview pane if required.
The attachment shows the name of the email that it is attached to. You can click the link to open the email.
Filing the Email and the Attachments
There are several options for filing the email and the attachments:
- File one or more of the attachments directly from the Attachments section of the Draft Filed email in your In Tray, then file the email. This can be done from FYI or from your Outlook.
- File the Draft Filed attachments and the email separately from your In Tray, either before or after filing the email.
- File the email from your In Tray or from Outlook, then file the attachments from the filed email in your My Recent tab.
Filing Attachments from the Draft Filed Email
You can file the attachments from the Draft Filed email. This can be done from inside FYI, or from your inbox folder in Outlook.
- Select the email (in Outlook or FYI).
- Expand the Attachments section in the FYI drawer.
- You can open an attachment if required by clicking the Open icon.
- To file the attachment, click on it in the drawer.
The FYI drawer displays the filing details for the attachment.
- Change any filing details. If needed, you can change the name of the attachment by clicking the name at the top of the drawer.
- Click File or File & Close.
The attachment is filed and removed from your In Tray.
- If there is more than one attachment, file each in turn.
When all the attachments are filed, the Attachments section shows as follows.
- Then file the email.
Filing Email and the Attachments from your In Tray
- Select the email and each attachment in turn in your In Tray.
- Change any filing details if required. You can also change the name of the attachment if needed.
- Click File in the drawer.
File the email from your In Tray.
The attachments and the email are filed inside FYI and removed from your In Tray.
Filing the email first
When you file the email first, 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).
You can file the attachments from your In Tray, or from the Attachments section of the filed email in My Recent.
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 any time from the Attachments section in the email 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.
- Select the email in a list.
- 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).
- 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.