This article gives details of how to file attachments in incoming emails when the configuration is not the default setting of In Tray Review is "On" and where both Save Attachments Separately (in the Practice Settings) and AutoFile Email Attachments (in your user settings) is "On".
Settings for Email Attachments
- Your FYI administrator can set up how you want to use auto-filing for email attachments within your practice. Refer to Email AutoFile Settings and Exclusions.
- You can also set your own preferences. Refer to Setting Defaults and AutoFile Defaults for your own Login - My Settings.
There are the following options in the Settings and that affect how you file attachments in incoming emails.
- Save Attachments Separately
This setting is only applicable to incoming emails.
When the practice-wide Save Attachments Separately is set "On", email attachments follow the default filing of the email. That is, if the email is auto-filed, the attachment is also auto-filed or if the email is 'draft filed', so is the attachment.
Note: You can change this for your user settings by setting AutoFile Email Attachments to "Off" to override the practice setting.
When Save Attachments Separately is set "Off" this applies to all users. Email attachments remain unfiled. They can be manually saved as separate documents to FYI on an ad-hoc basis if required.
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.
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).
- In Tray Review
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 follow the filing details of the email they relate to, but these can be changed when they are filed.
When In Tray Review is turned "Off" and Save Attachments Separately is turned "On", providing the email can be auto-filed, both the email and attachments are auto-filed. They show in your My Recent view and are made accessible to the entire practice. The attachments automatically have their filing details set as the same as the email.
- AutoFile Email Attachments
When AutoFile Email Attachments is "Off" you manually file any attachments in the same way as when Save Attachments Separately is “Off” (see below).
This article explains how attachment filing works with the following configurations:
- In Tray Review is “Off” and where both Save Attachments Separately (in the Practice Settings) and AutoFile Email Attachments (in your user settings) is "On".
- When Save Attachments Separately is “Off”.
Configuration where In Tray Review is "Off" and Save Attachments Separately is "On"
If you have In Tray Review turned "Off" and Save Attachments Separately set "On", there are two possible scenarios:
- Both the email and attachments are auto-filed (the attachments automatically have their filing details set as the same as the email).
- If the email cannot be auto-filed (for example, if there is more than one client for the email address it was sent from) both the email and attachments are unfiled (the email and attachments need to be filed manually. For instructions for manual filing refer below Configuration where Save Attachments Separately is "Off".
Email and Attachments are Auto-Filed
If auto-filed, the attachments can be displayed and accessed directly from the email in the Attachments section of the drawer.
Or, they can be filed by selecting the attachment in a list to display the drawer, This shows the email the attachment was filed from. You can click the link to display the email.
You can preview the attachment in the Preview pane if required.
Deleting auto-filed Attachments
If you do not want to keep an attachment that has been auto-filed it can be deleted from FYI with the Delete button. It displays as "Removed" in the drawer in the original email. It can still be accessed at any time by clicking the Open icon next to it in the Attachment section of the email, or it can be refiled from the drawer.
Configuration where Save Attachments Separately is "Off"
When Save Attachments Separately is set "Off", you need to manually save email attachments in incoming emails. This can be from Outlook or from FYI.
You cannot file attachments without first filing the email.
- If you are using In Tray Review, first file the email from your In Tray (or from your Inbox in Outlook). Then file the attachments from the filed email in your My Recent list.
- If the email has been auto-filed (if you are not using In Tray Review) file the attachments directly from your My Recent list.
The following is an example of the filed email in My Recent. The Attachment icon displays next to the email in the list.
- Open the filed email.
- In the FYI Drawer, expand the Attachments section.
A list of the attachments displays in the FYI Drawer which you click on to file in FYI.
You can also file the attachment in the same way in your Inbox in Outlook once the email is filed. The following is an example of the Attachments section for the filed email in Outlook.
- Click on an attachment,to file it.
The drawer displays the details for the filed attachment. The attachment is filed with the same settings as the email. You can change any of the filing details if required from the Filing section in the FYI drawer.
If there is more than one attachment, redisplay the filed email and click each in turn.
If there is more than one attachment, you can also check mark the ones you want to file and then click File to file them at the same time.
When filing the attachments, you can also use the checkboxes to change the names of any of the attachments. Click the check box next to the attachment and the name becomes editable.
- When 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.