If you cannot find emails, or documents in a view, check the following:
- If an email or document is part of a Thread it may not be showing when Hide Threads is enabled in the view. Click Hide threads to turn this "Off". Refer to Managing Email Threads.
- Use the Search and Retrieve options to look for missing emails/documents.
Apply a Sort or Filter to the view to help locate an email or document, for example, to set the filter for Type as "Email" or "Word".
- Check if you have a Sort or Filter applied to the view that is not including what you are looking for.
If you have applied a Filter to a column (such as a Category or the Client column) and the view has been saved, when you re-display the view the filtering is still applied. Check if you have filtered a specific column.
When any filters have been applied a green dot is shown next to the name of the column when a Filter has been applied to that column.
- Check if you have filtered a column and then removed that column from the view so you cannot see the filtering. Refer to Adding/Removing/Moving Columns in a List.
User Access to the Cabinet
- Check if the User Group assigned to your login has access to the Cabinet under which the email or document has been filed. Documents are categorised according to the requirements of your own practice and the top level of categorisation is commonly the "Cabinet" (for example, Client Files, Partner Files, Practice Admin). Access to documents in a Cabinet can be restricted to a specific User Group. Refer to Managing User Groups.
Cabinet is a Knowledge Cabinet
- Certain Cabinets can be set up as Knowledge Cabinets. You will only have access to add, change and delete documents that display in the Knowledge Cabinets if you have been given access to Administer Knowledge in your User Profile. If you cannot access some documents, it is possible the Cabinet they are filed under has been incorrectly set as a Knowledge Cabinet. Refer to Internal Documents in the Knowledge Cabinets.
Using a View for Specific Documents
You may be looking in a view in which the email or document is not included (such as your Dashboard - In Tray or Dashboard - My Recent).Go to a view that shows all FYI documents, such as Clients - Documents (for the selected client), or the Documents view.
- In the Documents list, and in Clients - Documents list for a selected client, there are various views that are used as a "mail register". These are also useful to locate an email or document using options for when and how it was sent or received. Refer to Emails Sent, Received and Draft and Mail Register Views.
- If you cannot see emails that have been autofiled, if you are using In Tray Review, these may still be in your In Tray waiting to be filed.
Document is Deleted
- In the Documents list, display the the Deleted view to see if the document has been deleted. From the Documents workspace, select the Deleted Documents view. Refer to Deleting Documents and Recovering Deleted Documents and Deleting Emails and Recovering Deleted Emails.
There are both practice-wide and individual settings which dictate how you see and interact with email attachments in FYI. For details of the configurations, and how you can access and file attachment, refer to Filing Email Attachments and Filing Email Attachments - Non Default Configurations.
View needs Refreshing
- Refresh the view. Click the Refresh button at the end of the column headings, on the right-hand side of a list. Refer to Refreshing a View in Documents Lists.
- If you have enabled Sticky Views, this could be impacting which view displays and therefore which documents are displayed. For information on how to check and clear Sticky Views, refer to Sticky Views.
Email that has been Autofiled is not in my In Tray, or does not show the Filing Details in the FYI Drawer in Outlook
- If the client has a Cabinet set in the Filing defaults, check that you have access to that Cabinet. Refer to Setting Filing Defaults for a Client.
Client has been Archived
- If documents have been saved to an archived client. They do not show, for example, when looking at the documents for the client group. For information refer to Archived Clients. You can refile the documents to an active client using Bulk Update (refer to Bulk Updating of Filing Details).
If you cannot find any information relating to a client, including the client itself, check the following:
- Complete access to a client can be limited to one or more specific users. This is enabled in the Client workspace Client - Security tab which can only be accessed by an FYI administrator.
When Client Security is enabled for a client, only the users who have been given access will see any information about the client. Any other users, including an FYI administrator, will not see the client in the Clients List or in any other lists, and it will not show in any searches. All information is hidden from all users except those who have been given specific access. Only one of the users who has been given access to the client can disable security.
If you cannot see a client in the Client List or find any information to about the client, you will need to check with your FYI administrators if they have enabled Client Security for that client.