Plan: Available: All plans
Users: Not Available: All users, User Group Permissions Available: FYI Admins
Practice Management Source: Available: All sources
The practice settings for Documents allow you to configure a variety of settings related to how documents are created and used by your practice.
Displaying the document settings
- Log in to FYI as an FYI Admin.
- Click Settings in the top right-hand corner.
- Select Practice settings from the drop-down.
- Select Documents.
- The Settings tab will be displayed.
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 will display in the Archived View from the following morning.
AutoArchive Documents also allows specific documents to be archived using Bulk Update. For example, all documents for a specific Year category can be archived after the required retention period has passed.
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 disabled, when re-enabling the setting, all documents for clients that already have a Status of Archived will be automatically archived retrospectively. 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.
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.
Signatures cannot be deleted from FYI while selected as the 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.
The selected font and font size are used to set the font in 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.
- Apply Default Styles can also be used in the 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.
For emails, there is a difference in the font sizes used by FYI (pixels) and Outlook (points). This means that when sending an email, the font selected in FYI may not be the same as what is used by Outlook when the email is sent. Refer to Formatting and fonts using the FYI Editor for a comparison table to help you select the appropriate font.
Fonts may display differently to users in their browser or on their device due to font licensing and the fonts installed on the device. Where possible, a font that is not web-safe will display as a similar alternative, but we recommend testing on different platforms and devices to ensure brand consistency.
To select a default font or font size:
- From the Default Font or Default Font Size field, click the arrow to expand the drop-down box.
- Select the new Font or Font Size as required.
- The page will refresh, and a confirmation box will be displayed to indicate that the changes have been saved.
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 settings determine how you want to open and edit a PDF based on your preferred PDF editing method.
- FYI: Selected as default, this opens the PDF directly in FYI, where you can view and edit the PDF using FYI's PDF edit tools, including redacting sensitive information.
- OneDrive: Opens the PDF in the user's FYI - My Edits folder in their OneDrive. This option should be selected when the practice uses a third-party PDF application for editing PDFs.