There are different ways in which you can send outgoing emails and these allow you to incorporate the functions and filing features of FYI as well as the features of your Outlook. This allows you to use FYI features in emails such as templates, client email addresses, merge codes as well as filing the emails in FYI, and still have the full functionality of Outlook.
The following ways can be used to send emails:
- In FYI, create and file a new email as a Draft in FYI, edit the email and send from FYI.
- In FYI, create and file a new email and select Draft in Outlook, then edit and send from Outlook.
- In FYI, create a new email and Send Immediately.
- In Outlook, create and send a new email. This can be filed in FYI from Outlook or filed later from your In Tray.
- In FYI, create an email by selecting document(s) that have been filed in FYI and sending then as attachments .
- In FYI, Reply, Reply All or Forward to an existing email in FYI.
Create and file an email in FYI (Save as Draft or Send Immeditately)
When creating an email in FYI, using the options in Send or Save, you select whether to save it as a Draft in FYI, as a Draft in Outlook, or to Send Immediately. Refer also to Creating an Email within FYI.
Draft in FYI
Selecting Draft in FYI opens an Editor for you to type the email or make changes if you have selected a template.
When an email has been created as Draft in FYI, it shows in the lists with a blue Draft icon.
When creating a draft in FYI, as well as allowing you to return to the email yourself and make changes before sending, this can be used if one a user needs to create the draft on behalf of another user, for example, for emails to be prepared and the draft then checked by a senior user who will then send it. If you want to use the FYI functions to add Comments or Tasks to send notifications about the draft, save the email as a Draft in FYI.
Note If a draft email will need to be edited or reviewed by any other users within your practice, it must be created in FYI as an email draft using the Draft in FYI option.
Draft in Outlook
Selecting Draft in Outlook will add the email to the FYI - Drafts folder in your Outlook so you can make further changes and complete the email using Outlook. This allows you to use any additional features of Outlook such as including additional recipients, setting the importance flag, setting the read receipt or attaching documents from Windows Explorer. You can leave the email in Outlook as a draft and make any further changes later, and then send the email from Outlook.
Selecting Draft in Outlook will also open Outlook via the browser. You can click the Edit icon in Outlook via the browser (that shows with the pencil) and make any changes to the email. You can also attach any files from your computer or cloud locations. You can then send the email from Outlook via the browser. This will remove the email from your FYI - Drafts folder in your Outlook.
Once the email has been created as a draft in Outlook, if you make any changes from Outlook, you cannot send the draft back to FYI. You need to make all required changes and send it from Outlook. In FYI, before it is sent from Outlook the email will show as Draft and you can only Preview the email (with the Preview tab on the drawer).
When an email has been created as Draft in Outlook, it shows in lists in FYI with a grey Draft icon. You can select the email in a list and click Re-open and then edit the email. This can be done via the browser or from your FYI - Drafts folder in your Outlook, according to your preferences.
Send Immediately in FYI
When creating an email in FYI, you can select Send Immediately. This would be relevant for an email that you are creating using a template to add the contents. Send Immediately is used if you know you do not want to make any changes to the content added by the template.
When creating an email in FYI, you can attach one or more documents that have been filed in FYI. From the Create Email, click Add Document. This displays the Document Search from which you can search for and select one or more documents. Refer to Creating an Email within FYI.
Create and Send a new email in Outlook
From Outlook, use New Email to create the email. After saving the email, you can add the FYI filing details using the FYI Drawer, click Create and send directly from Outlook. If you have not added the filing details the email will be sent to your In Tray so you can then file it in FYI. Refer to Creating an Email from Outlook.
Create an email within FYI by sending attached document(s)
You can create an email with an attachment of one or more documents that are already filed in FYI. In FYI from any list, select the document(s) you want to send. click Send and the Create Email options display in the Drawer. Refer to Creating an Email by Sending Attached Document(s).
Reply, Reply All, Forward in FYI
When using Reply, Reply All, Forward in FYI you can select either Draft in FYI or Draft in Outlook in the same way as when creating a new email.
Marking a Document as Sent
If needed, you can mark that a document has been sent using the Delivery button. This can also be used if an email that is still draft in FYI has been sent from Outlook. Refer to Mail Register - Updating the document Delivery Status as Sent or Received.