When using the FYI Collaborate functions, you need to have set up the filing structure for the folders that FYI automatically maintains on your practice's OneDrive. This can only be done by an FYI administrator.
The filing structure is set up in Automations - Processes -Collaborate and this is used by two functions in FYI:
Used when sharing documents with a client via your practice's OneDrive.
It is set up in the Share tab of the Collaborate process.
This creates the folder structure for any documents being sent to a client from your practice's OneDrive. You can also share the client's folder so a user how has been granted access to it can access the documents that have been sent via OneDrive.
The Collaborate filing structure screen is also used to set up the structure when Co-editing internal documents so that more than one user can work on a document at the same time. FYI automatically uses this filing structure for all documents that are in Co-edit. It is set up in the Co-edit tab of the Collaborate process. For details on setting up the Co-edit tab, refer to Preparation for Co-Edit and Associated Security.
Unless a folder is is being shared with a client, users do not generally need to access the files in the OneDrive folder (refer to Sharing the OneDrive Folder with the Client). FYI automatically adds or retrieves files from and to the relevant folder behind the scenes.
However, it is important to configure the Collaborate Share folder structure correctly from the start. Making changes to the structure may cause existing links documents sent to clients to break.
Considerations for the Share Folder Structure
The Share folder structure must be set up with Group Name and then Client Name as the first two levels. This is set as default for new installations. Setting Group Name as the first level is a very useful way to keep documents together. If there are several clients within a group, this can make it easy to locate information on your OneDrive.
If a level in the filing structure does not exist in the filing details of a document (for example, the client Group) Collaborate will ignore this level and create the next level down.
Mapping the Filing Structure for Collaborate
To map your filing structures:
- From FYI, click the Automation menu option.
- Go to the Processes tab.
- On Collaborate, click the cog icon to edit it.
The Collaborate setup displays.
- Go to the Share tab.
Share Tab (for Sending Documents to Clients)
What you add to the Structure List represents the structure of the folders that you want in your OneDrive folder to which the documents will be sent when sent via OneDrive.
- 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.
- Then drag the selections in the Structure List up and down to order the fields, so they match the filing structure you want.
Ensure the Share folder structure has been set up with Group Name and then Client Name as the first two levels.
In the example below, the folder at the top of the hierarchy is Group Name, then Client Name. An additional category Year has been added to the structure.
- Click Save.
How the Folders will be Created
The following shows how the folders will be created using the examples given in this article.
- An Office 365 account that will be used as the default for your practice is set up as Growth Partners, and this has OneDrive enabled. A user Growth Partners has been added to FYI.
- The settings in Collaborate - Share have been set with the structure set as Group Name, Client Name and Year
- FYI will automatically create a top level folder FYI - Clients in the OneDrive designated as the default for your practice.
If, for example, a document for Frank Marshall, of the Marshall Group, for year 2018 is shared with the client via OneDrive, the document is uploaded to:
OneDrive - Growth Partners - FYI - Clients
Subfolder Marshall Group
Within this folder, the subfolder Frank Marshall
Within this folder, the subfolder 2018