This Masterclass explains the concepts of FYI Workflows and understanding the benefits you get from working with Workflows.
Watch the 60-minute webinar recording to learn about:
- The Problem Workflow Solves
- A Guided Walkthrough on the Workflow functionality
- Preparing your practice
- Drafting Documents in FYI
- Managing My Approvals
- Advanced Workflow Functionality
The Masterclass Hand-outs provide quick access to key information covered in the webinar, including handy tips and links to relevant help articles.
Click here to download.
Q: Is there a way to make the columns in the documents screens larger?
A: You can drag the column width and you can use the AutoSize function (refer to Using the Documents Lists).
Q: Can we add attachments that are not saved down in FYI?
A: At the moment, the file needs to be saved in FYI so it can be part of the selection when adding an attachment. You could quickly drag and drop the document into FYI, select it and then create an email from it.
Q: Can we do a Summary Notifications for FYI on Tasks?
A: Yes, refer to Overdue Task Reminder.
Q: Can email now be edited in FYI once they have gone from pending approval to changes requested?
A: Yes, an email that is in the state 'changes requested' can be edited by the document owner, or any other user.
Q: If we set up a workflow notification summary, would we then turn our notifications off as per user level? If so, how would task and comment notifications be received by users?
A: The summary notification is aimed toward document approvers (based on the example given in the Masterclass). Given document approvers do not receive individual notifications when a document is placed into their Workflow, there will be no duplication, or any need to turn off notifications.
Q: Can you set Draft in FYI as default option. If so how.
A: At the moment, you have to manually select it when creating an email.
Q: Is this only if you have the Pro subscription?
A: Yes, currently this is only available in the Pro Plan.
Q: Can users move documents back from pending approval to not started (for example if an error is identified after the state has been changed)?
A: Yes, 'pending approval' is not a restricted state. Any user can return a document from pending approval to in progress, or other states.
Q: What client would you suggest to link to internal documents intended to be permanently checked out to the team?
A: For documents you are co-editing with the team, simply file to a 'placeholder' client such as "internal". You can create a placeholder client inside of XPM and it will flow into FYI.
Q: We don't see the co-edit button. It is just edit with a drop-down to edit in browser
A: Co-edit needs to be set up from the automation page. For more details, refer to the section Setting up Collaborate.
Q: Is there a way the owner of the document can get a notification when a reply comes back to an email?
A: Potentially. We have not done this ourselves, but there is potential to create a document view, based on emails received. This could be used to create a summary notification for the document owner.
Q: We have trouble when a group of clients uses one email address.
A: I imagine the issues you are having are with respect to email AutoFile. Please refer to Nominating the Client to Include in AutoFile as it may be of assistance.
Q: Are email replies (incoming emails) can be received and read thru FYI as well?
A: Email replies are received from outlook, once it is filed in FYI, it can then be read thru in FYI.
Q: Is there a secured way to send confidential information to clients?
A: Yes, you can send documents confidentially via OneDrive links. The recipient of the email is required to enter a verification code before they get access to the document. For more information, refer to Sharing Documents via OneDrive.
Q: Where can we update the 'summary' notifications for the approval docs?
A: Once you configure your summary notification automation, you will be able to edit or customise it via the automations tab inside of FYI.
Q: Would be amazing to do mini edits on PDF’s within FYI. Nothing major. Currently need to export to PDF editor; comment/mark then re-upload.
A: We are hoping to bring some more advanced PDF functionality to FYI in the future. Keep your eyes peeled!
Q: If an email is sent from within FYI, where does any response go to? Does it come into Outlook or only back into FYI?
A: All emails and responses are received from outlook, once you have filed them using the FYI drawer, you can check it in the location you have filed and access it from there as well.
Q: When are we able to sort client by client codes populated from Xero PM?
A: As of today, some data is not sortable, but we aim to bring this functionality to more and more data over time.
Q: Can we attach PDFs to email templates?
A: This has been added to our feature request list.
Q: Are you thinking about revamping the client details tab on the clients CRM profile?
A: At this stage there are no changes planned, but we would be happy to hear regarding any recommendations you have.