Set up and Create a New Collaborate Site (New Sites only)

Plans - Pro.png

Practice Management features for the Elite plan are in Beta for practices in the United Kingdom.

This article details how to create and configure your practice’s New Collaborate settings and filing structure to enable you to co-edit and share documents and folders with your clients.

Note: If you are upgrading from Legacy Collaborate refer to Set up and Create a New Collaborate Site (Upgrade from Legacy Collaborate)

Watch the tutorial to learn how to set up your Collaborate site, or follow the steps below.

Before you Begin

New Collaborate uses the OneDrive Admin Account to connect and create the New Collaborate SharePoint site. To ensure the site can be created correctly, please refer to Setting up Microsoft 365 for New Collaborate.

Step 1 - Create New Collaborate SharePoint Site

FYI Admins create the New Collaborate SharePoint site within the FYI Collaborate app. 

  1. In FYI, click the Automation menu option.

  2. Go to the Apps tab.

  3. Locate the Collaborate tile and click the cog icon.

    2570_Collaborate_Tile_Automation_App.gif
  4. Your Microsoft 365 Permissions will be checked. For more information on the permissions refer to the article What Microsoft 365 permissions does FYI require?

    3229_Collaborate_Permissions_prompt.gif
  5. If you have the correct permissions, click Proceed and continue with the next steps. 

    If you don't have the correct permissions, click on the appropriate item below. 

    If you can accept the permissions
    1. The permissions dialogue will be displayed.
    2. Tick Consent on behalf of your organisation.
      2646 FYI Microsoft Office App Upgrade Permissions.gif

    3. You will be redirected to the New Collaborate Setup Wizard.
    If approval is required
    1. An "Approval Required" message will be displayed.
      3231_Collaborate_Microsoft_upgrade_permissions_Approval_required.gif

    2. If your practice's OneDrive user does not have the rights to accept the permissions in your organisation, click Have an admin account? Sign in with that account and log in with a Microsoft 365 Global Administrator user account.

    3. If you select to sign in with another account, a Microsoft login will be displayed. Enter the login details for the practice's OneDrive Admin user.

    4. The permissions will be displayed. Tick Consent on behalf of your organisation.
      2646 FYI Microsoft Office App Upgrade Permissions.gif
    5. Click Accept.

    6. The practice's OneDrive Admin User will need to log out of FYI, and back in, to accept the new permissions. 

    7. Open the Collaborate app and click Upgrade to resume the upgrade process.
  6. The Configuration settings will be displayed.

    2700_Collaborate_Configuration_Defaults.gif

  7. Create a new Collaborate Site by clicking the plus + button on the right of the Collaborate Site field.

    Enter a name into the New Collaborate Site Name field. FYI will automatically create and configure the site for you with the required permissions. 

    2654_Collaborate_Add_New_Site_button.gif

  8. The Document Library field will be greyed out if creating a new site. 

  9. The Microsoft Group is a mandatory field and will be set to "Everyone except external users" by default. This is the Security Group used to control sharing and access to documents.

  10. To select a Default Email Template, used when sharing documents with your clients, select the template from the drop-down or type at least 3 letters to search for the Template Name. Refer to Setting up Collaborate Email Templates.

    If preferred, leave this field blank. A default email template will not be selected when sharing documents.

    2654_Collaborate_Configuration.gif
  11. Click Next.

  12. Follow the steps below to set up the Share folder structure, or click Next to proceed through the tabs and commit your updates.
    Important: you must click Next on the final tab before your changes will be saved.

Step 2 - Set up the Share folder structure

You can configure the folder structure that FYI will automatically use for all documents within your SharePoint Document Library. For more information refer to Summary of New Collaborate Folder Structure.

2655_Collaborate_Folder_Structure.gif

It is important to configure the Share folder structure correctly from the start. Any changes will only apply to documents shared from that point on - existing documents will use the previously selected Folder Structure.

To configure your Folder Structure:

  1. From the Available List in the left-hand pane, select and drag the relevant fields to the Structure List in the right-hand pane.

  2. Then drag the selections in the Structure List up and down to order the fields, so they match the filing structure you want.
    Note: When Folders are created on the New Collaborate SharePoint site, invalid characters will be omitted from the folder name, for example, full stops or forward slashes.

  3. Click Next.

    The Reset button will reset the structure list back to its default settings. It will not update your settings until you click Next and complete the remainder of the setup instructions.

  4. Once your set-up is complete, the Collaborate - Finished message displays. The link to your new Collaborate Site will be displayed.

    2701_Collaborate_Finish_Message.gif
  5. Click the link to open your New Collaborate SharePoint site. 

    Note: The Documents section will be blank as there are no documents shared with the user. As documents are shared they will be added to the list. 

    2767_Client_accessing_Collaborate_site_home_page.gif

Note: It can take up to 30 minutes for permissions to be applied before other users will be able to access the site. The Site Owner, the OneDrive Admin account, will be the only user able to access the site during that time.

You can now optionally customise your site to match your practice branding. Refer to Customising your New Collaborate site on SharePoint.

Step 3 - Check your SharePoint site status

Now that your site has been created, clients can now be sent invitations to the Collaborate site.

As a final check, follow the instructions in Checking your Collaborate Status to review the status and resolve any errors.

2656_Collaborate_Status.gif

Step 4 - Test your site by sharing a document

You can now test your site by doing the following:

  1. Set up a test email address in Gmail (not linked to your existing FYI staff user account).

  2. Add the new email address to a client's Sharing Settings. Refer to Sharing the Share Folder and Upload Folder with Clients.

  3. Share documents to the new email address as if it was a client. Refer to Sharing Documents with Clients.

  4. In an incognito or private browser session (so you're not logged into your FYI user account), try accessing the document as a client. Refer to Login Experience for Clients using New Collaborate. Confirm that you can:

Next steps: You're ready to share documents with your clients. Refer to Sharing Documents with Clients.

Was this article helpful?
0 out of 0 found this helpful