This article gives details of how to file attachments in incoming emails when the configuration is not the default setting. This is where:
- Save Attachments Separately is "Off" and attachments are not initially sent to FYI as separate documents.
This is when Save Attachments Separately in the Practice Settings is "Off" (refer to Email AutoFile Settings, Exclusions and Practice Filing Defaults).
When the practice-wide Save Attachments Separately is set "On", and AutoFile Email Attachments in your user settings is set "Off" (refer to Setting Defaults and Filing Defaults for your own Login - My Settings).
- In Tray Review is "On" so that all emails are sent to your In Tray for review before filing.
For details on the default configuration where AutoFile Else In Tray is "On" and Save Attachments Separately is "On", refer to Filing Email Attachments.
Any attachments in outgoing emails can be manually filed as separate documents in FYI if required from the Attachment section in the drawer of the email (refer to Filing Attachments in Outgoing Emails).
Configuration where Save Attachments Separately is "Off"
When Save Attachments Separately is set "Off", the attachments are held in the email and show as "Not Filed".
If you want to file any of the attachments as separate documents in FYI, you need to manually save them to FYI. This can be from Outlook or from FYI. The attachments follow the filing details of the email they relate to, but these can be changed when they are filed.
Note: If attachments are not filed separately inside FYI, they still exist inside the email and you can access them from the Attachments sections in the drawer of the filed email.
Email has been Auto-filed
The following is an example of an email that has been auto-filed and shows in My Recent. The Attachment icon displays next to the email in the list.
From the drawer of the filed email, you can file all or any of the attachments at the same time.
From the Attachments section you can click Preview next to an attachment to access it, even while it is still "Not Filed" in FYI.
Email is in your In Tray
The following is an example of an email that has not been auto-filed and shows in the In Tray. This would be if you are using In Tray Review (or AutoFile Else In Tray is "On" and the email cannot be auto-filed).
When you are filing the email from your In Tray (or from your Inbox in Outlook) you can also choose to file all or any of the attachments at the same time as filing the email.
When you open the email, expand the Attachments section. A list of the attachments displays in the drawer. If you want to file any as separate documents in FYI, you can file all or any them as separate documents from the email drawer.
This is done in the same way for an email that has been filed, or an email in your In Tray. Refer to Options that are available when Filing an Email with Attachments in Filing Email Attachments.
You can also file the attachment in the same way in your Inbox in Outlook. The following is an example of the Attachments section for a filed email in Outlook.
If the email has not yet been filed in FYI, from your Outlook you can file all or selected attachments as separate documents at the same time as filing the email.
When filing the attachments, you can also change the names of any of the attachments.
Click the edit icon (the pencil) next to the attachment and the name becomes editable.
If any email attachments have been manually filed, they display as separate documents. The drawer of the attachment displays the email that it was filed from.
The attachments can also be accessed from the email by clicking on one in the Attachments section.
Configuration where In Tray Review is "On" and Save Attachments Separately is "On"
When In Tray Review is turned "On" and Save Attachments Separately is turned "On" both the email and the attachments are included in your In Tray. The email and attachment are shown as separate documents in FYI and are set as "Draft Filed". The email and any attachments are ready for review before they are made accessible to the entire practice.
The attachments initially have the same filing defaults as set for the email and are shown as "Draft Filed".
For details of how to file these, refer to Filing Email Attachments which has details of emails that could not be auto-filed and explains the different options for filing the email and the attachments.