You can create new PowerPoint presentations directly from within FYI. Simply accept or select filing information for the document, then click Create to open Microsoft PowerPoint and use all the features of Office to work on your document.
You can also select from a library of templates maintained for your practice. This allows you to create PowerPoint documents with consistent content and layout. The template can use merge fields to populate the document with content from Xero Practice Manager. Refer to Creating Documents from Templates.
- From FYI, click + New
Select Presentation from the list of document types.
Or, from the workspace, simply press the shortcut key P for a new presentation. The Drawer will display on the right-hand side.
- Client - Type at least three characters of the client name to display all clients containing those characters. Then click to select the required client.
Cabinet - If the selected Client has a default Cabinet, or you have a default for your own settings, this is displayed. This can be changed if required.
When the Client and Cabinet have been selected, defaults display as relevant for the what you have selected, for example, Categories, Jobs, Tags and Keywords are all set to display as relevant depending on the Cabinet selected.
- In the Drawer, select or enter the filing fields, or change the defaults that are given:
Change Addressee - if the document is being sent to a different addressee other than the client that it is being filed under, click the Change Addressee link and select the required addressee.Template - if required, select a template.
Categories - select the filing Category/Categories for the document, such as Year and Work Type.
Job - If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to Jobs).
Tags and Keywords - If the selected Cabinet has been enabled for Tags and/or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document. Refer to Tags and Keywords.
Name - to identify the document internally, the name displays in the lists in FYI.
If a default name is provided, for example from the selected template, you can change this.
Opening Method after Creating - This option is only included if Co-edit is enabled for your practice. Refer to Co-edit Overview.
Select Edit if you want the document to be locked so you are the only person who can edit it, up until you indicate you have finished editing.
Select Co-edit if you want the document to be available for more than one user to work on at the same time.
Microsoft PowerPoint is launched.
This will either open via your browser or on your desktop, depending on what you have chosen as the way you want to open Office (Online or Desktop). You can set the default for how you want to open documents in your profile. Refer to Setting Defaults and AutoFile Defaults for your Own Login.
If a template has been selected, macros can be run and merge fields can be used to automatically bring information from Xero Practice Manager into the document.
Work on your document.
To close the document, simply save and close using any of the PowerPoint functions (for example, File - Save and Close or the top right cross). The document will be automatically saved and checked into FYI.
- Once PowerPoint is closed, you need to let FYI know you have finished editing the document and save any changes to FYI. In FYI in the drawer, click the I am finished editing button.
FYI will sync with Office and the message “Syncing with FYI” message shows for up to 30 seconds until your changes have been saved in FYI. This removes the lock on the document and removes the document from your Dashboard - My Edits. Refer also to Finish Editing in Opening, Editing and Finish Editing a Document.
To Change the Delivery Status
As PowerPoint presentations are generally not used for correspondence, the Delivery Status is initially left blank.
You can mark the document as "Sent" (using the Send or Delivery - Mark Sent function), this changes the status to "Sent". Refer to Mail Register - Updating the document Delivery Status as Sent or Received.