The following are the steps needed before using Co-edit. These steps can only be done by an FYI administrator.
- Select the OneDrive account to use.
- Setup the Co-edit structure via Collaborate in Automation.
- Update the Cabinet folders via Collaborate in Automation.
- If applicable, setup security for the folders in OneDrive.
Note: The Co-edit function will only be available to users if these steps have been completed.
Considerations for the Security of the Co-edit Folder Structure
For Co-edit, users do not generally need to access the files in the OneDrive folder. FYI automatically adds or retrieves files from and to the relevant folder behind the scenes. However there are important considerations for the security of documents that are being co-edited.
Within FYI, you set up the security for who can access which documents by assigning Cabinets to User Groups (refer to Managing Cabinets and Managing User Groups). Within FYI, users only have access to a document if they have access to the Cabinet it has been filed under.
To apply this same security to Co-edit, you must have Cabinet as the top level in your filing structure for Co-edit. You can then apply the same security that you have for your Cabinets in FYI to your OneDrive. This ensures that users can only access documents directly from the practice's OneDrive if they have access to that folder. By default, Co-edit structure is set as Cabinet then Client Name. You can change this or add additional category levels if required, but Cabinet must be at the top level.
It is important to configure the Collaborate - Co-edit folder structure correctly from the start. Making changes it the structure may cause existing links to documents in Co-edit to break.
If a level in the filing structure does not exist in the filing details of a document (for example, the client Group) Co-edit will ignore this level and create the next level down.
Important Note on FYI Client Security Settings
Client Security can be set in FYI from the Client - Security tab to limit complete access to that client to one or more specific users (refer to Client Security). If Client Security is set for any clients, we recommend the OneDrive admin user also checks the Direct Access to the OneDrive folder for these clients and updates which users have access to the OneDrive folder. Refer to Step 3 - Give your Team Direct Access to FYI - Clients Folder in OneDrive in Link and Share your Practice's OneDrive Account.
Step 1 - Select the OneDrive account to use
The account selected for your practice-wide OneDrive is used for common activities across your practice and is used for several functions. So may already be set up.
We recommend that you set up an Microsoft 365 account specially for this. It is recommended to set this up with good name to represent your practice. Also ensure this account has OneDrive enabled. You can then set up a user directly in FYI that relates to this Microsoft 365 account (refer to Adding New Users Directly to FYI in Managing Users). You can select the OneDrive account for one of your team members (for example, a specific practice manager or an administrator), however this may cause complications if that team member leaves your practice.
For information, refer to Link and Share your Practice's OneDrive Account.
Step 2 - Setup the Co-edit structure via Collaborate in Automation
Set up the folder structure that FYI will automatically use for all documents that are in Co-edit. What you add to the Structure List represents the structure of the folders that you want in your OneDrive folder where the copy of a document is kept when it is in Co-edit.
The filing structure is set up in Automations - Processes - Collaborate and this is used by two functions in FYI:
The Collaborate filing structure screen is also used to set up the structure when Co-editing documents so that more than one user can work on a document at the same time. FYI automatically uses this filing structure for all documents that are in Co-edit. It is set up in the Co-edit tab of the Collaborate process.
Used when sharing documents with a client via your practice's OneDrive.
It is set up in the Share tab of the Collaborate process.
This creates the folder structure for any documents being sent to a client from your practice's OneDrive. You can also share the client's folder so a user how has been granted access to it can access the documents that have been sent via OneDrive. For details on setting up the Share tab, refer to Preparation for Collaborate - Share Filing Structure.
Mapping the Filing Structure for Co-edit
To map your Co-edit filing structure:
- From FYI, click the Automation menu option.
- Go to the Processes tab.
- On Collaborate, click the cog icon to edit it.
Go to the Co-edit tab
From the Available List in the left-hand pane, select and drag the relevant metadata to the Structure List in the right-hand pane.
Then drag the selections in the Structure List up and down to order the fields, so they match the filing structure you want.Ensure you have Cabinet at the top level.
We recommend setting the structure as follows:
CabinetYou can customise this, for example to add extra levels, but we recommend that Cabinet is the top level.
The reason for this is, if you have applied User Group security to any Cabinets in FYI (refer to Managing User Groups), the same security can also be applied to the OneDrive folders (refer to the next step below). This ensures that your users can only access documents directly from the practice's OneDrive if they have the access in FYI, for example, for sensitive areas such as HR or performance management.
The example below also has the Category - Year included in the structure.
- Click Save.
For information on the Collaborate - Share tab, refer to Preparation for Collaborate - Share Filing Structure.
If you need to change the structure at any time, and documents have already been stored under the existing structure, please contact the FYI Support Team at email@example.com before making any changes to discuss any implications.
Step 3 - Update the Cabinet folders
The next step is to create the cabinets required for Co-Edit.
- Re-display the Collaborate process in Automation.
- Co to the Co-edit tab.
- Click the Update Cabinet folders link at the bottom of the Co-edit tab.
- To apply the FYI user group cabinet security access settings to your practice's OneDrive FYI - Co-edits folder, checkmark Apply user permissions on folders.
- Click Yes to continue.
This creates the relevant folders in the designated OneDrive, and sets the access to the same as your User Group Cabinet Security.
Once the above configuration is complete, users will have the new option of co-editing any Office document. Any documents that are in Co-edit are added to the FYI - Co-edits folder in the OneDrive specified.
To Check or Change Security from OneDrive
To check or change security for the FYI - Co-edits folders from OneDrive, either refer to this Microsoft help article or follow these steps:
Go to the OneDrive website and sign in as the user of the OneDrive
- Open the folder FYI - Co-Edits
For any folders you want to check or change directly from OneDrive, select Share at the top of the page.
- Select Specific people to give access to team members appropriate for the specific folder. The best practice is to use Office 365 groups to enable access for users without having to add and remove users individually.
- Leave Allow editing selected.
- Repeat the above steps for each of the folders of each FYI cabinet on which you want to set security.