Creating and Sending Emails in FYI

This lets you include an email that is held for any client in FYI.

1. Click the drop-down under the existing Recipient(s).
2. Select the option Search for any client email.
3. Enter any search criteria to find the client.
4. Select the client required. This must have a different email address to recipient(s) already selected.
   
   
5. The selected name displays as a To Recipient.
6. If needed, change this to CC or BCC.
   
   

This lets you include the email of any internal user in FYI.

1. Click the drop-down under the existing Recipient(s).
2. Select the option Search for internal user.
3. Select a user from the list of internal users or enter any search criteria to find the user.
4. Select the user required.
   
   
5. The selected name displays as a To Recipient.
6. If needed, change this to CC or BCC.
   
   

You can enter any other email.

Note: Email addresses cannot exceed 255 characters.

1. Click the drop-down under the existing Recipient(s).
2. Select the option Enter new email.
3. Type the email address.
4. Click the "Add email .... " below this to add the address you typed.
   
   
5. The email address displays as a To Recipient.
6. If needed, change this to CC or BCC.
   
   

At the bottom of the drop-down, a list displays all the Contacts for the client. To select one of these:

1. Click the drop-down under the Recipient(s).
2. Select the required Client Contact directly from the list in the drop-down. 
   
   
3. The selected name displays as a To Recipient.
4. If needed, change this to CC or BCC.

When a client has an Email Custom Field, a list of all the client's email custom fields appears at the bottom of the drop-down. To select one of these:

1. Click the drop-down under the Recipient(s).
2. Select the required Client Email Custom Field directly from the list in the drop-down.
   
   
3. The selected email address appears as a To Recipient.
4. If needed, change this to CC or BCC.

By selecting Draft in FYI, you can create the email and save it as a draft in FYI to send later, so it can be edited, reviewed, or sent by another user.

When an email is created using Draft in FYI, this allows you to:

• Close the email and then Re-open and edit it with the Editor at a later time to make further changes. 
• Send the email from a different user account than the one that created the email.
• Assign tasks for other users to review the email before sending.
• Add Comments to notify other team members.
• Use Workflow for approval if the email needs to be reviewed or edited by other users.

Fonts in the Email Editor

The font, layout and formatting are usually controlled by the Stationery or Template selected.

You can also use the formatting tools at the top of the Email Editor to make changes. Hover over each tool to display a description of how each is used.

Any new text that is added to the email uses the Default Font and Default Font Size set in Practice Settings. This applies to text added in addition to any content from a Signature or Email Template. Refer to Formatting and Fonts using the Editor in FYI.

Note: There is a difference between the font sizes used by FYI (pixels) and the font sizes used by Outlook (points). Refer to Formatting and Fonts using the Editor in FYI for a comparison.

Click the Full-Screen tool to display the template as a full screen. 

Note: Any Merge Fields included in the practice email signature or selected template are not applied immediately. These fields are populated once the final sender of the email has been determined, and is either Sent or Drafted in Outlook. As a result, Merge Fields are not visible while editing the email in FYI. To view how the Merge Fields will appear in the final email, use the Preview function in the Email Editor.

When you want to send the email, at the top of the Editor, click Send.

Draft in Outlook allows you to access additional Outlook functionality, such as the Importance flag or Read Receipts. 

In FYI, once you select Draft in Outlook, the following actions take place:

• The Delivery field is set to "Sent".
• The Workflow Status is set to "Completed".

When you click Create, the following pop-up displays. The email is sent to your FYI - Drafts folder in Outlook, where you can open and edit the email in Outlook before sending it.

Important Note: Once the email has been created as a Draft in Outlook, you cannot send the draft back to FYI. All required changes need to be made and sent from Outlook. 

To edit and send the email in Outlook, open the draft from the FYI - Drafts folder.

It is important to note the following once an email is sent to the FYI - Drafts folder:

• It will be removed from your FYI - Drafts folder, and changes synchronised back to FYI.
• Do not move, delete or rename the FYI - Drafts folder. It must be a top-level folder in Outlook.
  • If the folder is deleted or renamed, FYI will automatically recreate it. Ensure you are checking the correct folder for any draft emails.

If you have issues with Draft in Outlook emails, check the Status tab in My Settings and confirm Outlook FYI Drafts shows as Found. If it does show as "Found", check whether the FYI - Drafts folder has been moved in Outlook, for example, into another folder as a subfolder.

Select Send Immediately to automatically send the email. This option is typically used when an email template has been selected, and no further review of the email is required. 

Once Create is clicked, the email cannot be reviewed and is sent immediately.