Managing practice settings for documents

The Documents practice settings allow FYI Admins to configure document archiving, workflow, filing to archived clients, email signatures, fonts and how documents open for editing.

Displaying the document settings

1. Log in to FYI as an FYI Admin.
2. Select Settings in the top corner, then Practice settings, and then Documents.
   
3. The Settings tab will be displayed.
   
4. Update the settings as required. Your changes will be saved automatically.

Document settings

AutoArchive Documents

The AutoArchive Documents function is enabled by default and automatically archives the client's documents when the client is archived. AutoArchive runs overnight. Archived documents display in the Archived view the following morning.

Archived documents are removed from the general views, such as the Active view, but can still be accessed by selecting the separate Archived view in document lists. 

If AutoArchive Documents was previously disabled, re-enabling the setting automatically archives all documents for clients that already have a Status of Archived. After a client is archived in your practice management software and synchronised to FYI with a Status of Archived, FYI automatically archives the client’s documents.

Advanced Workflow

This option is available to practices on the Pro or Elite plans.

Enable Advanced Workflow when your practice needs more than one level of review before an email or document is approved. It adds First Review and Final Review as additional Approval Levels and workflow statuses, supporting a staged multi-person review and approval process. The workflow statuses available to a user depend on their assigned Approval Level.

Allow filing to archived clients

This option allows users to file individual emails and documents to archived clients where the Filing Status is:

• Not Filed
• Draft Filed
• Deleted

This feature is only available from the In Tray, Draft Filed view of the Documents list, or FYI drawer in Outlook and Office. 

Once enabled, users will be able to select the eye toggle in the Client field to include archived clients in the search results. Refer to Filing documents to archived clients.

Default Email Signature

The selected default email signature will be used for all users when creating emails in FYI unless the user has an alternate signature set in their user profile. 

Only email signatures with the Active status can be selected.

The Default Email Signature is a required field and cannot be removed. If a practice uses an external signature service, a blank signature will need to be created and applied as the practice Default Email Signature. 

Default Font and Default Font Size

The Default Font and Default Font Size can be set for your practice. If a default is not selected, the default font settings from the user's Office application on the desktop will be applied.

FYI applies the selected font and font size to the following:

• For emails created in FYI, for any text that is entered in addition to the text brought in from a Signature and Email Template.
• As the default font for text when creating a Task, Phone Call, File Note or Meeting.
• In Knowledge - Templates:
  • As the default font for any new Email Signatures or Templates.
  • Use Apply Default Styles to set the font and font size for all text in the selected signatures or email templates.
  • You can also use Apply Default Styles in the FYI Editor in an open Signature or Email Template to set the font and font size of all the text in that Signature or Email Template.

When adding text to emails, phone calls, file notes and meetings, the default font and font size initially display as Font Family and 12. These values display in the FYI Editor when you enter text.

Compare FYI and Outlook font sizes in Formatting and fonts using the FYI Editor to select the appropriate font size.

Open Outlook Using and Open Office Using

The Open Outlook Using and Open Office Using practice settings set the default method for opening emails and Office documents. These practice defaults are used when a user's corresponding setting in their profile is set to Practice Default. If a user selects OneDrive Online or OneDrive Desktop in their profile instead, FYI uses that individual preference.

• Open Office Using determines whether Word, Excel and PowerPoint documents open using the browser or desktop version of Microsoft Office when you edit documents in FYI. 
• Open Outlook Using determines whether draft emails open online or are moved to the FYI - Drafts folder for use in Outlook Desktop.

Open PDF Using

The Open PDF Using setting determines whether PDFs open in FYI or OneDrive for editing.

• FYI: The default option. Opens the PDF directly in FYI, where you can view and edit it using FYI's PDF editing tools, including redacting sensitive information.
• OneDrive: Opens the PDF in the user's FYI - My Edits folder in their OneDrive. Select this option when your practice uses a third-party PDF application to edit PDFs, such as Adobe Acrobat.