Plan: Available: All plans
Users: Not Available: All users, User Group Permissions Available: FYI Admins
Practice Management Source: Available: All sources
Co-edit for you team allows multiple internal users to edit documents at the same time. Co-edit uses your practice's OneDrive account to manage the folder structure and user permissions to folders and cabinets
Configuring OneDrive, filing structure, and security groups for Co-editing
Step 1 - Configure OneDrive for Co-edit
To use Co-edit with your team, your practice OneDrive account needs several configuration steps performed:
- Create a dedicated admin user account.
- Select the OneDrive admin user.
- Assign the Microsoft group name.
Refer to Link your Practice's OneDrive Admin Account for detailed instructions.
Step 2- Set up the Co-edit folder structure
The Structure List determines the folder hierarchy FYI creates in the FYI - Co-Edits folder in OneDrive.
The folder structure for Co-edit using OneDrive is unrelated to the folder structure for New Collaborate on SharePoint. Changes made to OneDrive will not impact New Collaborate.
- From FYI, select Automation.
- Select the Apps tab.
- Locate the OneDrive tile and select the cog icon to edit it.
- In the Co-Edit tab, drag the relevant metadata from the Available list in the left-hand pane to the Structure List in the right-hand pane.
- Drag the selections in the Structure List up or down to match your filing structure. Cabinet will be set to the first level by default, and must remain at the top of the list.
- To create unique folders for clients with the same name, include Client Code in the Structure List.
- Select Save.
If a level in the filing structure isn’t included in a document’s filing details, Co-edit skips that level and creates the next level down.
Select Reset to restore the default Structure List.
When you change the folder structure, FYI adds an entry to Practice Activity showing the user name and the changes made.
Step 3 - Grant direct access to Secure Cabinets
By default, FYI assigns the Microsoft Group Name configured during your OneDrive admin account setup to all subfolders in the OneDrive FYI - Co-Edits folder.
FYI doesn't automatically apply the Microsoft Group to subsequent Cabinets that are created. Add the required permissions directly to the folder in OneDrive.
User groups are used to control access to documents in Secure Cabinets. If your practice has enabled Client Security for any Cabinets, such as Partner Files, you must also update direct access in OneDrive so that only these groups can access the documents in Co-edit.
You may need to audit who a file is shared with in OneDrive to ensure the correct user groups are assigned to your secure cabinets.
- Sign in to OneDrive using your practice's OneDrive admin account.
- Open your practice's OneDrive folder.
- Select the FYI - Co-Edits folder.
- Right-click the cabinet folder you want to manage access for.
- Select Manage Access from the pop-up menu.
The Manage Access pop-up displays.
- In the Direct Access section, select the edit (pencil) icon for the relevant group.
- Select Stop Sharing.
- When prompted, select Remove.
- Select the + icon beside Direct Access and enter the user group or specific users that require access to the secure Cabinet.
Updating sharing settings for renamed Cabinets
After Co-edit is set up, renaming a Cabinet will create a new folder in the OneDrive admin account when a document is next added in Co-edit mode. The folder uses the new Cabinet name. An FYI Admin needs to update the folder's sharing settings so users can access the document. To update the sharing settings:
- Using the OneDrive admin account, open OneDrive.
- Locate the Internal Cabinet folder.
- Select the ellipsis (three dots) icon and select Manage Access.
- Go to Groups.
- Select Share with Group.
- Grant Edit permissions to the Co-edit group.