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Setting up your Cabinets and Categories

Julie Carrington
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To prepare for your mapping meeting with your FYI Onboarding Consultant, it is important that you familiarise yourself with the way documents are filed in FYI. This will ensure your Cabinets and Categories are set up for your team from Day 1.

Your FYI Onboarding Team will set up your cabinet and categories in FYI prior to migrating your documents.

This article contains the following sections:

Cabinets

Cabinets represent the top-level of FYI's filing structure. They allow you to store client and non-client documents in a way that is unique to your practice, using consistent filing rules to ensure information is easy to retrieve.

Cabinets also provide the basis of security controls, to determine who has access to cabinets and the information stored within them.

To get you started, FYI provides the following default Cabinets:  

 Cabinet  Examples of use
 Corporate Affairs
  • Company annual reviews
  • Corporate regulator forms
  • Business name registrations
 Correspondence
  • Letters
  • Emails
  • Government correspondence
 Final Reports & Returns
  • Tax Returns
  • Financial Statements
  • Management Reports
 Partner Files
  • Documents that require restricted access to Partners only including their financial statements
 Permanent
  • Deeds/Deeds of Variation
  • Company constitutions
  • Property purchase or sale contract
 Workpapers
  • Workpapers
  • Source documents
  • Any other document used to complete a client project
   
 Policies & Procedures
  • Workplace policies including workplace health & safety
  • Standard operating procedures for all divisions
  • Scripts for standard client communication
 Practice Admin
  • Business records including insurance documents and internal management reports
  • Practice renewal documents
  • Meeting agenda and minutes

Cabinets can be configured to create a filing structure that meets the requirements of your practice. You can change the name of the default Cabinets, add new Cabinets, or remove Cabinets.

Refer to Managing Cabinets.

Categories

Each cabinet can be set up with a unique filing structure beneath it. These are referred to as Categories and make it easy to locate client emails and documents.

To get you started, FYI provides the following default categories:

  • Practice Admin
  • Work Type
  • Year

Within each Category are Options which are the values that a user can select from.

Some examples of categories and options are:

  • Year: 2023, 2022, 2021, 2020, 2019
  • Month: Jan, Feb, Mar
  • Quarter: Sep, Dec, Mar, Jun
  • Practice Admin Type: Internal Accounting, IT, Marketing
  • Work Type: Advisory, Income Tax, Management Reporting, Payroll
  • Permanent Type: Deeds, Wills, Agreements
  • Corporate Secretarial Type: ASIC, Register of Members, Minutes.

Refer to Managing Categories.

The Mapping Meeting tab in your onboarding plan includes a framework to help you confirm your Cabinets and Categories. You can discuss these with your Onboarding Consultant to finalise the best approach for day 1 for your practice.

Framework for Cabinets and Categories

This table shows the cabinets that are set up in FYI for you, by default. These can be configured to suit your practice. The categories shown in grey are mandatory.

It is recommended to enable Jobs within Cabinets, to provide users with the ability to file documents and emails directly to Jobs. Users can then access all documents and emails relating to specific jobs from the Jobs workspace, making timesheet entry even easier.

1101_Cabinets___Categories_Data_Mapping.png

Framework for Categories and Options

This table shows the Categories that are set up in FYI for you, by default. These can be configured to suit your practice.
1103_Category_mapping.gif

Tags and Keywords

As part of the filing details for documents, you can enter Tags and Keywords. This allows you to have additional levels of categorisation for documents.

Tags and Keywords are both entered dynamically when entering the filing details of a document and can be used to locate groups of documents where that text is not in any other part of the filing details.

Tags are located in the filing details in the FYI drawer and can be applied to the specific document you are working on. Tags are saved, when filing your document, you can select an existing tag from the list or create a new tag to apply to your document.

Tags are used as additional categorisation for documents, for example, you can “tag” the documents and emails from your client in relation to the 4th Quarter Tax. This allows you to easily filter documents based on the same Tag.

Keywords provide an additional level for searching for documents. You can apply keywords to a document in the filing details, providing the ability to easily sort and search for documents. Keywords are saved for the specific document, and you can use the search documents field to search for any part of the keywords to find like documents.

To use Tags and Keywords, they must be enabled for the selected Cabinet.

Refer to Tags and Keywords.

What’s Next?

Once your filing structure is confirmed, your FYI Onboarding Team will set up your cabinet and categories in FYI prior to migrating your documents.

There is no specific setup required for Tags and Keywords prior to going live with FYI. However, it is recommended that you review and maintain Tags regularly.

To maintain your Document Settings, navigate to Settings - Practice Settings - Documents

For details on maintaining Cabinets, Categories, and Tags, refer to the section Practice Settings Documents.

 

 

 

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