You can create an email entirely within FYI. This is useful when you need to create an email with an attachment of one or more documents that are already filed in FYI.
- In FYI from any list, select one or more documents you want to send.
To select multiple documents, select the documents you want to send by clicking the checkboxes on the left-hand column next to the relevant documents/emails.
If relevant for the list, first click Select to display the checkboxes in the left-hand column.
- Click Send.
The Create Email options display in the drawer.
The selected file(s) are automatically attached and show in the Attachments section.
If required, you can select any additional documents filed in FYI by clicking Add Document.
To remove a selected document, click the X next to it.
- Enter or change any of the Create Email options. You can select a Template to use for the email that is sent.
Client - type at least three characters of the client name to display all clients containing those characters anywhere in the Client Name. Then click to select the required client.
Change To - if the email is being sent to a different addressee other than the client that it is being filed under, click the Change To link and select the required addressee.
Email Address - if the client has multiple contact email addresses, these will appear in the Email Address drop down and you can choose which email address to send the email to.
Template - if required, select from one of the templates.
Categories - such as Cabinet, Work Type, Year. 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 - this identifies the email internally and is the name that displays in the lists in FYI.
If a default name is provided, for example from the selected template, you can change this.
- Select if you want to save the email as a draft or send it. In Save or Send, select Draft in FYI, Draft in Outlook or Send Immediately.
- In Send via, select how you want to include the attachments (OneDrive, Email or Postal Service).
Set the Include as PDF switch to "On" to send the attachments as PDF files, or "Off" to send in their original file format. When set as Email, the documents are included in the email as attachments, either as PDFs or as a copy of the selected documents according to how Include as PDF was set. Refer also to Sending Documents via OneDrive
- Click Create.
The email is created with the document(s) attached and is either saved as a draft or sent, depending on what you selected for Save or Send, The documents are included as attachments, either as PDFs or as a copy of the selected documents according to how Include as PDF was set.
Up to 10 files can be attached to an email. There is a total limit of 3MB to the size of the file(s) attached.