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. 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 (refer to Email AutoFile Settings, Exclusions and Practice Filing Defaults and Setting Defaults and Filing Defaults for your own Login - My Settings).

This article covers in detail how to file attachments in Incoming emails using the default settings for email attachments which are:

• AutoFile Else In Tray is "On" (emails are auto-filed where possible and if any condition for filing is not met, the email is sent to the user's In Tray)
• 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 - AutoFile Else In Tray is "On" and Save Attachments Separately is "On"

Email can be Auto-filed
When AutoFile Else In Tray is "On", Save Attachments Separately is set "On" and the email can be auto-filed, attachments in incoming emails are automatically filed with the same filing details as the email. Any of these can be changed in the usual way from the drawer of any of the attachments.

Email Cannot be Auto-filed
When AutoFile Else In Tray is "On" and the email cannot be autofiled (or when In Tray Review is set “On”) and Save Attachments Separately is set "On", the email and the attachments are included in your In Tray.

The attachments are included in your In Tray as separate documents and they automatically have any of the same filing details as the email they relate to.

 The following is an example of an email with three attachments in the In Tray. In this example, the email and attachments could not be auto-filed as the Year has not been provided in the filing details.

The email and all the attachment(s) have a status of "Draft Filed".

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

Using the Attachments Section

Expand the Attachments section of the email to see a list of its attachments.

You can open an attachment if required by clicking the Open icon.

You can change the name of any attachments (refer below to Changing the Name of an Attachment).

Opening an Attachment from your In Tray

The following example is the drawer for one of the Draft Filed attachments in your In Tray. The attachment(s) will have, as default, any of the filing details that were set for the Draft Filed 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.

Options that are available when Filing an Email with Attachments

There are several options available for filing the email and the attachments and this can be done directly from the email drawer.

When filing attachments from the email, this can be done in the same way from FYI or from your Outlook.

• To file the email and all the attachments at the same time, and using the same filing details, in the email drawer select File all attachments and file the email. Refer below to Filing the Email and All the Attachments at the same time.
  
  
• To file the email and selected attachments at the same time with the same filing details, in the email drawer expand the Attachments section and checkmark one or more attachment. Then select File selected attachments and file the email. Refer below to Filing All or Some of the Attachments with Different Filing Details to the Email.
  
  
• To file all the attachments using different filing details to that of the email, in the Attachments section click File All and select the filing details to apply to all the attachments.
  or
  To file selected attachments using different filing details to that of the email, in the Attachments section click to select the relevant attachments then click File Selected. Select the filing details to apply to the selected attachments. Refer below to Filing All or Some of the Attachments with Different Filing Details to the Email.
• To file an individual attachment, expand the Attachments section and click the relevant attachment. Select the filing details for the attachment and click File. Refer to Filing Attachments One at a Time from the Attachments Section of the Draft Filed Email.

As the attachments have been brought into FYI as separate documents, they can also be filed separately directly from your In Tray.

• File the attachments and the email separately from your In Tray.
  If you file the email first, this will set the same filing details in each of the attachments and these can be changed for the individual attachments.
  
  
• File the email from your In Tray or from Outlook, then file the attachments from your In Tray or from the Attachments section of the filed email in your My Recent tab. When the email has been filed, the same filing details are set as default for the attachment(s) and can be changed for the individual attachments when they are filed.

Filing the Email and All the Attachments at the same time

By selecting File all attachments in the email drawer, this automatically files the attachments with the same filing details as the email.

1. Select the email (in Outlook or FYI).
2. Ensure that File all attachments is selected.
3. Set any filing details for the email.
4. Click File, or File & Close.
   
   

Filing the Email and Selected Attachments at the Same Time

In the Attachments section, you can select which of the attachments to file at the same time as the email.

1. Select the email (in Outlook or FYI).
2. In the Attachments section, select one or more of the attachments
3. Ensure that File selected attachments is selected.
4. Set any filing details for the email.
5. Click File, or File & Close.
   
   

The email is filed and the selected attachments are filed with the same filing details as the email. Any attachments that were not included are left in your In Tray and can be filed individually. The filing details that were set for the email are offered for these unfiled attachment(s) and these can be changed when filing the attachments.

Any unfiled attachments display as following in the Attachments section of the filed email can also be filed from there.

Filing All or Some of the Attachments with Different Filing Details to the Email

You can file all or some of the attachments without filing the email. This allows you to select different filing details to that of the email.

1. Open the email and expand the Attachments section.
2. Click File All.
   
   
   
   Or, to file selected attachments, select them in the Attachments section and click File Selected.
   
   
   
   
3. A message displays as information that the attachment will all be filed with the same filing details.
   
   
4. Click OK and the drawer displays for the first attachment.
   If needed, click the Back button <- to return to the email.
   
   
5. Select the filing details that will be applied to all the attachments you are filing.
   
   
   
   
6. Click File to file all the selected attachments
   
   
7. You can then file the email with the required filing details.

Filing Attachments One at a Time from the Attachments Section of the Draft Filed Email

You can file attachments one at the time from the Attachments section of the Draft Filed email. This allows you to select the filing details for each attachment that you are filing.

1. Select the email (in Outlook or FYI).
2. Expand the Attachments section in the FYI drawer.
3. To file a single attachment, click on it in the drawer.
   
   
   
   The FYI drawer displays the filing details for the attachment. This is initially set as the filing details from the email. To return to the email, click the Back <- button.
   
   
4. Change any filing details as needed. You can also change the name of the attachment if needed in the drawer by clicking the name at the top of the drawer (refer below to Changing the Name of an Attachment).
   
   
5. Click File or File & Close. The attachment is removed from your In Tray.
   
   

6. If there is more than one attachment, file each in turn from the Attachments section.
   
   
   
   

7. You can then file the email.

Filing the Email and the Attachments from your In Tray

1. Select each attachment in turn in your In Tray.
2. Change any filing details as required.
3. Click File or File & Close in the drawer.
4. In the same way, file the email from your In Tray.
   The attachments and the email are filed in FYI and removed from your In Tray.

Filing the email without the Attachments

If you do not select File all attachments when filing the email, FYI will not automatically file the attachments. If you file an email but do not file 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. When filing the attachments after the email has been filed, the filing details are initially set the same as those set for the email and can be changed as required individual confirmation before being filed into FYI.

Changing the Name of an Attachment

If needed, you can change the name of the attachment.

This can be done from the Attachments section by clicking the edit icon (the pencil). Make any changes to the attachment name and click the tick icon to save.

When an attachment is selected in your In Tray, you can also change the name in the drawer by clicking the name at the top of the drawer.

Deleting Attachments

If you do not want to file an attachment, you can delete it from your In Tray and it will no longer show as to be filed. In the Attachments section on the email it shows as Removed.

The attachment can still be accessed from the email drawer. You can open it by clicking the Open icon next to it in the Attachment section of the email and you can file if from the email drawer if you decide you do want to file it separately in FYI.

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.

Using Export to Access Attachments

You can open an attachment from the Attachments section in the email by clicking the Open icon (refer above to Using the Attachments Section). You can also access the attachments using the Export function on the email. The Export gives you an alternative way to access, or if an email has been migrated from another system. Refer also to Exporting Documents.

Note: Export can be used to extract attachments even if the attachment was saved separately.

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 Using the Document Action Tool Bar).
   
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.