Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
File Notes allow practices to record additional information for a client, such as meeting notes, internal updates, follow-up actions, client preferences, or details that are not captured elsewhere in FYI.
Creating a File Note
A File Note can be created from the Client Workspace or Job Workspace, allowing users to enter the details first and create the File Note afterwards. Alternatively, users can create the File Note first using the + button, then enter the File Note details and update the filing fields in the Drawer.
From the Client or Job Workspace
- Display the Client Workspace or Job Workspace for the relevant client or job.
- On the Summary tab, click the File Note tab.
- Enter the Subject and details of the File Note. Change the Date and Time if required.
- Click Create.
- Select or enter the filing fields, or update the defaults that display. The Subject is used to create the name of the File Note.
Note: The Client and Job fields may be selected automatically when creating a File Note from a Client or Job Workspace.
Using the + button
- From FYI, click the + button in the menu bar.
- Select F from the list of document types.
Alternatively, from the workspace, press the shortcut key F to create a new File Note. - The File Note Description section displays. Enter the details of the File Note.
- In the Drawer, select or enter the filing fields, or update the defaults that display.
Note: The Client and Job fields may be automatically selected when creating a File Note from a Client or Job Workspace.
- Click Create.
The File Note is saved in FYI and displays in the Drawer. Users can update the details and filing details, create Tasks for the File Note, and add Time information. Refer to Using the Document Drawer.
Note: Versions are not created when File Notes are edited.
File Note Fields
The fields that display when creating a File Note depend on whether Filing Defaults have been set for the user, practice, or client. When a client is selected, the filing fields may update to use the Filing Defaults set for that client.
| Field | Details |
| Client |
Type at least three characters of the client name to display all clients containing those characters in the Client Name. Click to select the required client. If creating the File Note from the Client or Job Workspace, the Client will be selected automatically. |
| Cabinet |
The Cabinet where the File Note will be filed in FYI. The Cabinet may be selected automatically depending on whether any filing defaults have been applied. The Cabinet also determines whether Jobs, Tags, or Keywords can be selected. |
| Categories | Categories, such as Year, may display depending on the selected Cabinet. |
| Job | If Jobs are enabled for the selected Cabinet, a Job can be selected for the client. If creating a File Note from the Job Workspace, the Job will be selected automatically. |
| Tags and Keywords | If the selected Cabinet has been enabled for Tags or Keywords, these display as additional Categories. Tags can be created or selected as additional categorisation. Keywords can be entered and used when searching for the document. Refer to Tags and Keywords. |
| Name |
Used to identify the document internally. The name displays in lists in FYI. When creating a File Note from the Summary tab of the Client or Job Workspace, the Name will be automatically populated from the Subject field. |
| Date and Time | Defaults to the current date and time. This can be changed if required. |
Working with File Notes
Displaying File Notes
To display the details of a File Note, select it from a Documents list or from the Client - Summary tab to open the Drawer. Refer to Using the Documents Lists and Client Summary.
To display the File Note Description, click the Editor tab. Expand any of the filing detail sections in the Drawer to display and update the filing details if required.
The details in the File Note Description can be copied and pasted using shortcut keys ctrl+c and ctrl+v, or by right-clicking to display a pop-up menu with options such as "Select All", "Copy", and "Paste".
Formatting File Notes
The text entered for a Phone Call, File Note, or Meeting uses the Font and Font Size set for the Default Font and Default Font Size in Practice Settings. If the Default Font and Default Font Size are not set for the practice, the default is Sans Serif 12.
Users can update the format, fonts, and layout using the tools at the top of the FYI Editor. Refer to Formatting and Fonts using the Editor in FYI.
File Note Workflow
Practices on the Pro and Elite plans can use Workflow with File Notes. For example, users can send a File Note for approval or mark it as Completed to prevent any further changes.
When the Status is "Completed", "Approved", "Pending Client Signature", or "Client Signed", the details of the File Note cannot be edited.
Note: Completed or approved File Notes display as grey text, as the content is disabled and cannot be modified.
For more information, refer to Workflow Overview.