The Knowledge workspace is available as a resource area for your practice.
When you click the Knowledge menu option, this displays the Templates tab.
Providing you have been given access, you will also see any additional tabs for Cabinets that have been set up to hold resource documents for your practice These can be used within your practice for any resource or reference documents, such as Policies and Procedures.
For an introduction to key concepts, watch the 1 minute tutorial on Navigating Knowledge below:
Knowledge Workspace - Templates
The Knowledge workspace holds a list of the Templates that have been set up for your practice. These can be accessed by any user when creating emails or Word documents, Excel spreadsheets or Presentations.
The list displays an icon to show the type of Template (Email, Word, Excel or Presentation).
To open a preview of the template
, hover over it and click the "eye' icon in the list.
Users can create an email or document from the Knowledge workspace by selecting the relevant Template and clicking Create. This automatically adds the selected Template in the filing details. Refer to Creating Documents from Templates and Creating Emails from Templates.
When a template is selected, you can click the Template Link button in the tool bar to copy a link to that template to your clipboard. The link can then be pasted, for example into an email or Word document, to give access to the template.
Adding new templates and making changes to templates can only be done by an FYI administrator, or a user who is in a User Group that has Administer Templates enabled. Adding and changing templates is done from Practice Settings > Documents > Templates. Refer to Creating Templates for Word, Excel or PowerPoint and Creating Email Templates.
Knowledge Workspace - Additional Tabs
You can set up Cabinets that will be included as additional tabs in the Knowledge workspace.
A tab for the Cabinet will only be included in the Knowledge workspace if the Cabinet has Enable Knowledge set as "On". Refer to Cabinets.
These Cabinets can be set up with restricted access if required. Refer to User Groups
If the user is assigned to a User Group that has access to one of these Cabinets, they will see the additional tab in the Knowledge workspace and have access to the documents in those Cabinets.
Displaying the tabs displays the documents in that Cabinet.
If the User Group you belong to has been given access to Administer Knowledge, you will be able to add, change and delete documents that display in the Knowledge workspace in the same way as in other FYI lists. Refer to User Groups. If you do not have access to Administer Knowledge, you will only see the Export button.
Adding a Document to a Knowledge Cabinet
As knowledge documents are generally not associated with a client, use drag and drop to include the documents into FYI directly from Windows Explorer or from your desktop. When using drag and drop, you can select all the filing details in the Import drawer. This will allow you to leave the client as "No client selected".
Refer to Drag and Drop.
If you prefer to use the + New button to add a document to a Knowledge Cabinet, you can set up a client named "General", for example, and use this for any documents that are not client specific.