Searching for Documents

The Document Search function in FYI helps you find documents using the tools available within the Documents lists. Depending on what you are looking for, you can search using the Search Documents field, refine the list using Filters, narrow results using columns such as Source, or search within the content of emails, Phone Calls, File Notes and Meetings.

Using these options together can help you search documents by name, reference number, keywords, source, or content so you can locate the documents you need more quickly and efficiently.

Using the Search field

You can use the Search Documents field at the top of the Documents lists to search for Documents.

1. Enter the search criteria in the Search Documents field.
2. Press the Enter key.

In the Documents list, this will find text in the Document Name, Reference Number of a document and in Keywords. It also searches in these columns if they are not currently displayed.

Adding search criteria in the Search field also automatically adds this as the Filter with "Contains" for the Name column.

Adding a filter for the Name column also automatically adds this as the search criteria in the Search field. When applying a Filter to the Name column the Documents lists, the Filter is always added with the qualifier of "Contains".

• The search text is not case-sensitive.
• If you type part of a word, this can be at the start of the word. For example, searching for the text "tax" will find Documents with "tax", "taxation", or "taxed" in the name.
• You can search for multiple words. For example, you can search for "engagement letter".
• When searching for multiple words they must be complete words, for example, if you search for "tax return" you will find occurrences of "tax return letter", "outstanding tax return", and "financial statements & tax return".
• Search will find instances that are plurals. For example, searching for "statement" will also find "statements"
• Search will find singulars. For example, searching for "reminders" will find "reminder".

To clear the search, click the X next to the search criteria in the Search Documents field, or delete the search criteria and press Enter.

Filtering the Documents List

• You can use the Filters to perform searches such as for the Document name. Refer to Using Search in the Filters in Sorting and Filtering Lists.
• To search on a column, such as Name, you can filter the column. For a text column, this allows you to search on a match that "Contains" your search text. Refer to Filtering on Text in Sorting and Filtering Lists.

Filtering using the Source column

The Source column in the Documents list can be used to help refine your search results by identifying where a document originated from.

For example, you can filter the Source column to display only documents that were synchronised to FYI from third-party integrations, or documents created directly within FYI, for example, by an Automation Process.

Using the Source column alongside other Filters or Views can make it easier to narrow down the list of documents when searching.

The Source column also allows users to filter by emails depending on how the email was created:

• FYI Automation: Items created by an Automation Process.
• FYI Email: Emails created in FYI after the 9th of April 2026 AEST.
• FYI: Includes emails created in FYI before the 9th of April 2026 AEST.
• Email Prefile: Draft emails created and filed in FYI from Outlook before the email is sent. 
• Outlook Email: Emails created in Outlook, including sent and received emails, that have not yet been filed in FYI. Emails will retain the source of Outlook after being filed in FYI.

Searching within document content

In Documents lists, you can use the Content Search button to perform a text search within the content of emails, phone calls, file notes and meetings. 

Refer to Search within Email, Phone Call, File Note and Meeting Content.

Selecting a View

At the top of the Documents list is a drop-down that shows the Views that can be selected for that list.

Where there are more than 10 Views for the list, the View selector displays with a scroll bar.

You can use the Search at the top of the View selector to find a View. Enter one or more characters to find the View(s) that contain what you have entered anywhere in the View name. Click the X in the Search to clear the search text.

Depending on how this has been set for your own practice, the view you select in a particular list will be the default for the rest of the session and also when you logout and login again. This means that when a view has been selected, when you display another list and then return to that list, or logout and login again, the same view will be initially selected in the drop-down. Refer to Sticky Views.

You can also create custom Views. Refer to Saving Changes to a View in Using the Documents Lists and Saving Changes to the View Layout, Modifying and Deleting Views.

A View must have been set to Available For - Lists to be displayed in the View Selector. Refer to Managing Views.