Tool Bar and Right-Click Functions

To edit a document, click Edit.

To edit, and reply to an email, click the relevant part of the Reply Reply All Forward button. Refer also to Replying to or Forwarding an Email in FYI.

When you open a document, FYI will automatically check that no other user currently has it out for editing. This stops two people trying to make changes at the same time and so avoids any loss of work or save conflicts.  

For documents created in one of the core Microsoft applications (Word, Excel, PowerPoint) Edit will open the document using your default method of in the Desktop or online (in the browser). From the drop-down in the Edit button, you can select the alternative method. Refer to Opening and Editing a Document. Refer also to Co-editing an Internal Document.

For other documents such as a PDF or image, when you Edit a document this creates a copy of the file in your OneDrive, which you can open for editing in a relevant application.

To open one or more documents as Read Only, select the document(s) and click Read. It allows you to open the emails and documents for read only without locking the document from other users for edit access.

The documents open in separate tabs. Refer to Previewing Documents as Read Only.

You can open a job from the Jobs List to see additional information and also to see all the emails/documents and tasks that have been filed against a specific job.

Select a job in the Jobs List by clicking the job Name and click the Open button on the tool bar.

Copy lets you take an existing document and make a new copy of it that can be refiled either within the same Client or to another Client. Select the document, click Copy and confirm the copy.

The copied document is automatically displayed as selected in the document list with the drawer open. 

Delete allows you to 'soft delete' documents.

This lets you delete unwanted information, but the documents are not permanently removed until someone with authority has confirmed it.

Select the document(s), click Delete and confirm the delete.

Permanently deleting a document is restricted to administrators only.

Refer to Deleting Documents and Recovering Deleted Documents and Deleting Emails and Recovering Deleted Emails.

Doc Link creates a hyperlink to the selected Word or Excel document within FYI. The Doc Link is copied to your clipboard and can be pasted outside of FYI.

A Doc Link can be used in emails to other internal users, as a reference to the document ensuring they access the most recent version.

To copy a link to an Excel document, click the button next to Doc Link and select Excel.

When a user is directed to a document via a Doc Link, this opens the Clients - Documents with the relevant document selected and the drawer open.

Note: a Link will always open the highest version of the document.

Refer to Copying or Inserting a Document Link.

Task Link creates a hyperlink to the selected task. The Task Link is copied to your clipboard and can be pasted outside of FYI.

A Task Link can be used in emails to other internal users, as a reference to the task.

When a user is directed to a document via a Task Link, this opens the Tasks list with the relevant task selected and the drawer open.

Job Link creates a hyperlink to the selected job within FYI. The Job Link is copied to your clipboard and can be pasted outside of FYI.

A Job Link can be used in emails to other internal users, as a reference to the document ensuring they access the most recent version.

When a user is directed to the job via a Job Link, this opens the Jobs list with the relevant job selected and the drawer open.

Share allows you to send FYI documents via email either as the native document or as PDF attachments. The underlying email is automatically filed in FYI and a record of the send is shown in the Activity of each document that is sent.

Refer to Sending Documents via Email - Share button.

The Delivery button has three options, Mark Sent, Mark Received and Clear. These are used for information purposes to set the Delivery Status. Mark Sent allows you to manually set that a document has been sent physically. Mark Received lets you set that a document has been received. Clear allows you to clear the Delivery Status. This would usually be applied to Word, Excel, PDF or PowerPoint documents. 

Refer to Mail Register - Updating the document Delivery Status as Sent or Received.

You can use Export if you want to take something out of FYI, for example, to have a local copy of a document. Refer to Exporting Documents.

For a Word document, you can use Convert to create a PDF copy of a document. This is useful if you want to email the document as a PDF attachment.

The PDF is added as a new document. The filing details for the PDF copy are set as default as the same filing details as the Word document that it is a copy of.

Bulk Update allows you to update the filing information or Delivery Status of Multiple Documents. Refer to Bulk Update.

Time Entry allows you to to create draft Time for the emails and documents that you have selected in a list. Refer to Using Bulk Time Entry to Create Draft Time.

Staple allows multiple associated documents to be "stapled" together. Refer to Stapled Documents.

If you have selected a document, but want to deselect it, click Cancel. This also hides the function buttons at the top of the list.

If multiple documents have been selected, clicking Cancel removes any checkmarks in the Select checkboxes.