To create a new email or document in FYI, click the green + button in the menu bar, at the top of the screen.
Note: Some of these features are not available in all plans. Visit https://fyidocs.com/pricing/ to compare plans, and refer to Changing your Plan or your Billing Details if you would like to upgrade.
Watch this video to learn more about using the + Create New button in FYI.
You use the + button when:
- Creating a New Email or Document
- Creating a New Email
- Creating a New Document (Word, Excel, PowerPoint or PDF)
- Creating a New Client Interaction (Phone Call, File Note or Meeting)
- Creating a New Task
- Creating a New Time
- Creating a New Web Link
- Creating a New Upload
- Creating a New Job
- Creating a Capacity Planning Report
Creating a New Email or Document
- Click the + button.
The following pop-up displays.
- In the pop-up, click to select the type of document to want to create.
The Create drawer displays ready for you to enter or select the details.
Using the Shortcut Key
As a shortcut, each type of document also has a shortcut key which is shown in the pop-up, for example E for Email, F for File Note, W for Word.
When any workspace is displayed, simply press that shortcut key to display the relevant Create drawer.
Using the Create Drawer
Whenever you create a new email, any type of document, or a task, you use the drawer to enter the information and select the filing details as applicable. The following is an example of the drawer for Create Spreadsheet once the Client has been selected.
Filling Defaults
The Filing Defaults for the Cabinet and Categories (such as Year and Work Type) can be held for a client and also for your own preferences, or at the practice level. FYI will pre-fill the Cabinet and Categories in the drawer depending on these defaults.
The Cabinet controls which Categories and options and other filing details (such as Tags and Keywords) are displayed. It also controls whether or not they are mandatory.
As you make your selections in the drawer, defaults are displayed as relevant. The fields and selections that are included may change depending on the Client and the Cabinet that you select.
Create the Email or Document
When ready, click Create. What displays next depends on the type of document. For example, when you create a Spreadsheet, Excel displays. For some types of documents (such as the Phone Calls, File Notes, Meetings or Tasks) you enter all the information in the drawer so when you click Create the information is complete.
If you have not entered or selected anything that is mandatory, a message displays at the top of the drawer.
Additional Sections in the Drawer
Once you have created the email or document, additional sections display in the drawer. The following is an example of a Spreadsheet.
You click the section name or click the down arrow to expand the section and see the details it holds.
You use the sections, for example, to change Filing details, set up the Workflow, add Tasks and Time for the specific email/document, and more. You can also Preview the document and add Comments. Refer to Using the Drawer.
Closing the Drawer
Click the X in the top right-hand corner of the drawer to close it.
Creating a New Email
Select Email from the list of document types.
Or, from the workspace, press the shortcut key E for a new email.
The Create Email drawer displays on the right-hand side.
Select the Client. The "To" Recipient will default to the Client's email address.
Enter Filing Details for the email, select a Template to apply to the email (if relevant) and add Attachments as required.
In Save or Send you select what you want to happen when you click Create.
- Send Immediately will send the email.
- Draft in FYI will create the email and save it as a draft in FYI to send later or so it can be edited, reviewed, or sent by another user.
- Draft in Outlook sends the email to your FYI - Drafts folder in Outlook so you can access Outlook functionality and send it from there. Emails saved as "Draft in Outlook" are marked as "Sent" in FYI immediately, and should be managed from Outlook directly from that point onwards. The Workflow Status will be set to "Completed".
Refer to Creating an Email in FYI.
Creating a New Document
For a new Word document, select Word from the list of document types. Or, from the workspace, simply press the shortcut key W.
The Create Word drawer will be displayed on the right-hand side.
For a new Excel document, select Spreadsheet from the list of document types. Or, from the workspace, simply press the shortcut key S.
The Create Spreadsheet drawer will be displayed on the right-hand side.
For a new PowerPoint document, select Presentation from the list of document types. Or, from the workspace, simply press the shortcut key P.
The Create Presentation drawer will be displayed on the right-hand side.
For a new PDF document, select PDF from the list of document types. Or, from the workspace, simply press the shortcut key D.
The Create PDF drawer will be displayed on the right-hand side.
Select the Client, Cabinet, enter the filing details for the document, and select Stationery or a Template (if relevant).
Click Create to launch Word, Excel or PowerPoint, or to display the PDF.
This will either open via your browser or on your desktop, depending on what you have chosen as the way you want to open Office (Online or Desktop). You can set the default for how you want to open documents in your profile. Refer to Setting Defaults and Filing Defaults for your own Login - My Settings.
Close the document using any of the Office functions. For Office Online, close the browser tab. For Office Desktop, click the X in the top right-hand corner, press Ctrl+F4, or select File - Close.
The document will be automatically saved and checked into FYI. You need to let FYI know you have finished editing by clicking I am finished editing in the drawer.
Refer to the section Creating Documents in FYI.
Creating a New Client Interaction
For a new phone call, select Phone from the list of document types. Or, from the workspace, simply press the shortcut key C.
The Create Phone drawer will be displayed on the right-hand side.
For a new file note, select File Note from the list of document types. Or, from the workspace, simply press the shortcut key F.
The Create File Note drawer will be displayed on the right-hand side.
For a new meeting Record, select Meeting from the list of document types. Or, from the workspace, simply press the shortcut key M.
The Create Meeting drawer will be displayed on the right-hand side.
Select the Client, Cabinet, and enter the filing details. Enter details of the client interaction in the Description pane. Click Create and the Phone Call, File Note or Meeting record is saved in FYI.
Refer to the section Recording Client Interactions.
Creating a New Task
Select Task from the list of document types. Or, from the workspace, press the shortcut key T.
The Create Task drawer will be displayed on the right-hand side.
Enter the details of the Task such as a brief description in the Name. Enter or change any other filing details as required. Apart from Task Name, Delegator and Due Date, all other fields are optional.
Click Create and the Task is saved in FYI.
Refer to the section Creating Tasks.
Creating a New Time
Select Time from the list of document types. Or, from the workspace, press the shortcut key I.
The Create Time drawer will be displayed on the right-hand side.
Select the Client and enter the Date and Time. For a Time entry, you need to select a Job and an XPM Task. Click Create and the Time is saved in FYI.
Refer to Adding Time.
Creating a New Web Link
Select Web Link from the list of document types. Or, from the workspace, press the shortcut key L.
The Create Web Link drawer will be displayed on the right-hand side.
Select the Client and filing details. Enter or paste the URL for the external document or website. Enter this as the full URL, including https://
Click Create and the Web Link is saved in FYI.
Refer to Creating a Web Link.
Creating a New Upload
Select Upload from the list of document types. Or, from the workspace, press the shortcut key U.
The Import drawer will be displayed on the right-hand side.
Select the Client and filing details. Click Choose a file to select the filename from Windows Explorer. Or you can drag and drop the file onto the Choose a file area in the Import drawer. The Name of the document in FYI defaults to the name of the file you have imported and you can change this if required.
Click Create and the file is uploaded and saved in FYI. The icon that displays in lists shows the type of file that was uploaded, for example, Word, PDF, Image, Zipped.
Refer to Using Upload to Import a File.
Creating a New Job
You will only have access to Create Job if you are an FYI Admin, or a user in a User Group that has Permissions enabled for Create Jobs. Refer to Create Job in FYI.
Creating a Capacity Planning Report
Create Report is used in the Capacity Planning function which is a Beta release. Refer to Capacity Planning Overview - Beta. This article is only available if you are part of the Beta release.