Plan: Not Available: Intermediate Available: Pro or Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
This article explains the steps required when a client has been renamed in FYI to ensure that clients can continue to access files and folders on the New Collaborate site successfully.
Note: If the client was sent the Site Link to the Collaborate Site Homepage, the client will be able to access the new Client Folder immediately by clicking the Documents menu at the top.
Step 1 - Close documents and Finish Editing/Finish Client Co-Edit
If documents are currently being edited, Microsoft will put a lock on the document. The name of the client folder in the New Collaborate site cannot be updated before these files have been closed, and the lock has been removed.
Note: For any documents currently in Client Co-Edit, ensure you have confirmed that clients have also closed the documents.
Refer to the following articles for instructions on how to finish editing or co-editing a document:
- Opening, Editing and Finish Editing Documents
- Opening, Editing and Finish Editing Documents with FYI Desktop App
- Co-Editing a Document with a Client
Step 2 - Click "Fix It" to rename the Client Folder on Collaborate
FYI will detect when the client's name no longer matches the folder's name on the New Collaborate site. The Sharing Settings button on the Collaborate tab will be displayed in red. Click the button to view the error on the Sharing Settings window.
- In FYI, open the Client Workspace for the relevant client.
- Click the Collaborate tab, and the Sharing Settings button to open the client Sharing Settings window.
- Click the Settings tab to display the Folder Name.
- Click Fix it.
The SharePoint folder will be updated accordingly.
If the error reoccurs, please wait 15-20 minutes before retrying (as Microsoft may not have yet released the lock on the documents).
Step 3 - Re-share links to the Client Folder
Client Folder
If you previously sent a link to the Client Folder, you will need to email the client the new link (permission levels will be retained).
This can be done by obtaining the new link from the Share Settings in Collaborate.
Note: Direct links to individual documents will not be impacted, excluding documents converted to PDF during upload to the New Collaborate site. Refer to Step 4 below.
Refer to Resending New Collaborate Links Manually.
The Share Link icon displayed next to each user creates a personalised URL by adding a login hint with the client's email address at the end. When the user clicks on the link, the account will be automatically selected, and they will be prompted to enter their password.
- In FYI, open the Client Workspace for the relevant client.
- Click the Collaborate tab.
- Click the Share Settings button.
- Click the Copy Share Link icon next to the relevant guest user.
- The link will be copied to your clipboard, and can be emailed to the client.
To send a link to the Client Folder to multiple users, you will need to copy the URL in the top-right corner of the Sharing Settings.
- Right-click on the Share Folder link in the top-right.
- Click Copy Link Address.
Client Co-Edit (optional)
If required, documents that had been previously shared with clients in Client Co-Edit can now be re-shared with the client.
Refer to Co-Editing a Document with a Client
Step 4 - Update documents converted to PDF
Where a document has been converted to a PDF when being uploaded to the New Collaborate Client Folder, after the client has been renamed, using a direct link to the file will display an error.
To access the PDF document, the client will need to:
- Use the Recent Documents section on the New Collaborate site Home Page (available when only a document has been shared with the client, and not the entire Share Folder), or
- Use the Documents menu to open the Client Folder and open the file
To create a new link, documents will need to be re-shared and converted to PDF. Refer to Sharing Documents using New Collaborate.