Configuring your Collaborate Settings and Structure

The third and final step to Setting up Collaborate is to configure your practice’s Collaborate settings and OneDrive filing structure.

Before using the FYI Collaborate functions, you need to have assigned the practice default settings and created the filing structure for the folders that FYI automatically maintains on your practice's OneDrive. This can only be done by an FYI administrator.

These configurations are accessed from within FYI:

1. From FYI, click the Automation menu option.
2. Go to the Processes tab.
3. On Collaborate, click the cog icon to edit it.
   
   
   
   The Collaborate setup displays.

Step 1 - Configure Practice Settings

1. Go to the Settings tab.
   
   
2. Assign the Default Email Template that you created as the first step of setting your practice up for Collaborate (refer to Setting up the Shared Folders Email Template and Assigning Share Settings Access).
   
   Select the template, or you can search for this by typing at least 3 letters of the email template name.
   
   
3. Click Save.
   
   
   
   
4. Edit the Automation - Collaborate again and assign a Microsoft Group Name.
   This group will be the default security group assigned to all sub-folders in the OneDrive FYI - Co-Edits folder. This folder is used for internal Co-editing of documents. If following our recommended settings, this sub-folder will be your practice’s cabinets.
   
   Using Office 365 groups, you need to set up a Microsoft Group for all your user that will have access to Co-edit. This enables access for users without having to add and remove users individually. Refer to the Microsoft article https://support.microsoft.com/en-us/office/learn-about-microsoft-365-groups-b565caa1-5c40-40ef-9915-60fdb2d97fa2
   
   To add a Microsoft group, type the group email address or group name.
   
   Note: If the group is a Microsoft 365 group, the group email address must be entered and not the name. If the group is a Microsoft Security group, the name can be entered.
   
   
5. Then click the Update OneDrive Access button.
   
   A message displays to confirm.
   
   
6. Click OK.
   
   This creates the FYI - Co-Edits folders in the designated OneDrive, creates each Cabinet and assigns the Microsoft Group to each Cabinet. A message displays that Cabinet folders have been updated.

Important Note: If you wish to change your Microsoft Group at any time, you can add a new group email address or group name (refer to the note above regarding group email address and group name) and click Update OneDrive Access. This will automatically deploy the new group to the FYI - Co-Edits folder and override any custom direct access permissions for secure cabinets.

If you do not select a Microsoft Group, and leave this empty, this will create the folders without the additional security.

Important Note: For any new Cabinets created, the Microsoft group is not applied automatically. Permissions will need to be added to the folder in OneDrive directly.

Step 2 - Set up the Share structure

Set up the folder structure that FYI will automatically use for all documents that are shared with external users. What you add to the Structure List represents the structure of the folders that you want in your OneDrive FYI - Clients folder.

The Share folder structure must be set up with Client Name as the first level. This is set as default for new installations.

1. In the Share tab, from the Available List in the left-hand pane, select and drag the relevant metadata to the Structure List in the right-hand pane.
2. Then drag the selections in the Structure List up and down to order the fields, so they match the filing structure you want. 
   
   Client Name must be set as the first level.
   
   In the example below, the folder at the top of the hierarchy is Client Name and the additional category Year has been added to the structure.
   
   
3. Click Save.
   
   

If a level in the filing structure does not exist in the filing details of a document, Collaborate will ignore this level and create the next level down.

The Reset button will reset the structure list back to its default settings. It will not update your settings until you click Save.

Step 3 - Set up the Co-edit structure

Set up the folder structure that FYI will automatically use for all documents that are Co-edited internally. What you add to the Structure List represents the structure of the folders that you want in your OneDrive FYI - Co-Edits folder.

The Co-Edit folder structure must be set up with Cabinet as the first level. This is set as default for new installations.

1. In the Co-Edit tab, from the Available List in the left-hand pane, select and drag the relevant metadata to the Structure List in the right-hand pane.
   
   
2. Then drag the selections in the Structure List up and down to order the fields, so they match the filing structure you want.
   
   Cabinet must be set as the first level.
   
   
3. Click Save.

If a level in the filing structure does not exist in the filing details of a document Collaborate will ignore this level and create the next level down.

The Reset button will reset the structure list back to its default settings. It will not update your settings until you click Save.

It is important to configure the OneDrive Co-Edit folder structure correctly from the start. Making changes to the structure may cause existing links documents sent to clients to break. If you need to change the structure at any time, and documents have already been stored under the existing structure, please contact the FYI Support Team at support@fyidocs.com before making any changes to discuss any implications.

Step 4 - Updating the Direct Access on the Secure Cabinets

You can update security for which users can access which documents in FYI according to the Cabinet via the User Groups (refer to Managing User Groups).

This step is needed if your practice has set security on any Cabinets, your practice OneDrive administrator needs to log into OneDrive and update the direct access on the secure cabinets as follows.

1. Go to your practice's OneDrive folder.
2. Click on the FYI - Co-Edits.
3. Right-click on a Cabinet folder that you want to set access for.
4. Select Manage Access from the pop-up menu.
   
   
   The Manage Access pop-up displays.
   
   
5. Under the Direct Access section, click the edit icon for the relevant group.
6. Select Stop Sharing.
   
   
7.  You are prompted to confirm this. Click Remove.
   
   
8. Still in the Manage Access section, click the + icon beside Direct Access and enter the new secure access group or specific users that can have access to the secure Cabinet.
   
   

For further information refer to the Microsoft article https://support.microsoft.com/en-us/office/see-who-a-file-is-shared-with-in-onedrive-or-sharepoint-51bb79a9-b696-410d-a7a7-c320e541272d

Important Note: For any new Cabinets created that need security access, the access is not applied automatically. Permissions will need to be added to the folder in OneDrive directly.

Step 5 - Give your Team Direct Access to FYI - Clients Folder in OneDrive

In the clicking the Collaborate - Settings, clicking Update OneDrive Access also creates the FYI - Clients folder in the designated OneDrive if this does not already exist (refer to Setting up the Shared Folders Email Template and Assigning Share Settings Access).

To ensure that your team members have access to the documents shared with clients including the links that are generated, the OneDrive Admin user will need to give Direct Access to your team directly in OneDrive. 

1. Go to your practice's OneDrive folder.
2. Right-click on the FYI - Clients folder.
3. Select Manage Access.
   
   
   
4. The Manage Access pop-up displays.
   
   
5. Under the access section, click the + icon beside Direct Access.
   
   
6. Enter the name of the user(s) or group that you are giving access to the folder.
   
   

We recommend that practices utilise the functionality of Microsoft groups and create a broad group that includes all team members that require access. New team members can then be added to this group and they will automatically be granted access to the FYI - Clients folder.

For further information refer to the Microsoft article https://support.microsoft.com/en-us/office/see-who-a-file-is-shared-with-in-onedrive-or-sharepoint-51bb79a9-b696-410d-a7a7-c320e541272d

Important Note: FYI Client Security settings do not sync to FYI - Clients folder in OneDrive (refer to Client Security). If you wish to set specific user security for clients we recommend that Direct Access is reviewed for these clients and updated accordingly on a user basis.