Plan: Not Available: Intermediate Available: Pro or Elite
Users: Available: All users
Practice Management Source: Available: All sources
When you upgrade to New Collaborate, you'll be able to start taking advantage of the new and improved features. We've compared the features of Legacy Collaborate with New Collaborate below so you can prepare for the transition.
Configuration
| Feature | Legacy Collaborate | New Collaborate |
| Customisable Site (referred to as Collaborate Site or Client Portal) | N/A | New Collaborate uses SharePoint to share news and information, and documents shared from FYI. The site can be customised to reflect the Practice branding. |
| Easy setup | N/A | New sites can be created manually or using an easy-to-use wizard in FYI. The SharePoint site is created from a standard template to help you get started. |
| Status screen to review the Collaborate configuration | No |
Yes - the New Collaborate Status Check window reviews potential configuration issues and resolves them where possible. Running the Status Check will also initiate a Guest User Reconciliation for all Collaborate sites, including any Client Secured Collaborate sites, to to compare users across FYI, Microsoft Entra, and SharePoint. |
| Personalised Links | No | Practices can optionally enable Personalised Links in the Client - Collaborate app. This appends the user account to links generated via Merge Fields, so the account is automatically selected when the site is accessed. |
Client and Staff Access
| Feature | Legacy Collaborate | New Collaborate |
| Secure Access | Required use of a Secure Code to access documents. | Uses Microsoft 365 Authentication, or Google/Facebook at the practice's discretion, with the ability to implement Multi-factor Authentication. |
| Update Permissions to access Folders or Documents | Manually configured within OneDrive. | Managed from within FYI. |
| Access to the Share Folder or Documents |
Documents are uploaded to OneDrive. The client accesses the document or folder via a secure link requiring a verification code. |
Documents are uploaded to SharePoint. The client can access the file or folder using a direct link to the Collaborate site after securely logging in. |
| Auto-share folder with client | No | If sharing a document with an email address that matches the client's email address, as per the Client - Summary tab in FYI, the user is automatically updated to access all files in the client folder. The user will also be added to the Sharing Settings window in the Collaborate tab. |
| Adding users to the Share Settings | Email Drawer will automatically be displayed to send an invite to the user. | Email Drawer does not automatically display, so that users can be added and files shared before sending the invitation. |
| Remove access to Share Folder for individual clients | Managed from OneDrive. | Available within FYI. |
| Remove access to Document for individual clients | Managed from OneDrive. | Available within FYI. |
| Client Security to restrict staff from viewing specific client folders | Manually managed in OneDrive by the OneDrive Admin. | Available by creating a dedicated Client Secured Collaborate site. Staff access to the site is limited to users added to the Client - Security tab. |
| Status Check for individual users | Not Available. | Available from the Client Sharing Settings window. A check will be performed to confirm the guest user has the correct permissions. |
Sharing Documents and Folders
| Feature | Legacy Collaborate | New Collaborate |
| One link to access all files and folders | No - users without Share Folder access must refer to the Email each time to use the link to access documents. |
Using the link for the Client Collaborate Site, the client can access all files and folders they have been added to. A separate link is required if a dedicated Client Secured Collaborate site has been created. |
| Send attachments via Collaborate | Files are uploaded to OneDrive, and the client is sent a link to view the file. | Files are uploaded to SharePoint, and the client is sent a link to view the file. |
| Share No Email - Share Documents without notifying the client via email | Yes. | Yes. |
| Sharing multiple documents | Documents will be uploaded to the client folder relevant to the client the document is filed to in FYI. | Documents will be uploaded to the client folder relevant to the client the document is filed to in FYI. |
| Custom Automation Process Step to unshare documents. | Yes. | Yes. |
| View list of files shared via Collaborate in FYI | Yes - Collaborate tab | Yes - Collaborate tab |
| Upload folder automatically imports files into FYI | Yes. | Yes. |
| View the Source Path of the folders where files were uploaded from. | No. | Yes - displayed in the "Source Path" column available on Documents Lists. |
| Sharing settings to view a list of who files or the Share Folder has been sent to | Yes. | Yes. |
| Support for changes to the client's name | A new folder was created, and the documents were required to be manually moved to the new folder. | A warning is displayed in FYI on the Sharing Settings window on the Client - Collaborate tab. Clicking the "Fix Me" button will rename the folder on SharePoint automatically and retain the client permissions. |
| Support for multiple clients with the same name | Not supported. | Yes - folders are created with the Client Name and Client ID for unique folders for each client. |
Co-Edit
| Feature | Legacy Collaborate | New Collaborate |
| Client Co-Edit | Files are hosted on OneDrive under the OneDrive Admin Account. | Files are hosted on the Collaborate Site on SharePoint. |
| Team Co-Edit | Files are hosted on OneDrive under the OneDrive Admin Account. | Files are hosted on OneDrive under the OneDrive Admin Account, not the Collaborate SharePoint site. |
Email Templates
| Feature | Legacy Collaborate | New Collaborate |
| Merge Fields | Merge fields available for Attachment Links, Share Folder, and Upload Folder. | New Merge Fields are available, although the Templates are backward compatible with historical Merge Fields. Practices are encouraged to update their Email Templates. Refer to Setting up Collaborate Email Templates |