Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
There are various defaults you can set up to reflect your individual preferences. These configurations can be set up for your own login from Settings - My Settings. Refer also to Individual Settings and Status.
Displaying your Settings
- From FYI, click the User Menu in the top right-hand corner.
A standard user will see My Settings as an option.
An FYI Admin will also have access to the Practice Settings.
If you have Use FYI Desktop enabled in your Profile, you see an additional option Download FYI Desktop in Settings. Refer to FYI Desktop App.
- Select My Settings from the drop-down.
Individual Profile Settings
Each user can set defaults for their login via their Profile settings. This is where individual defaults can be set for notifications, how you want to use the Preview function and how you prefer to open Outlook and Office products (via the Desktop or Online). You can also choose to override the default setting for your practice for how emails are autofiled.
From Settings - My Settings go to the Profile tab.
The following is an example of My Settings for users on the Elite plan:
Notification Mode
When set to "Disabled", no email notifications are sent. Refer to Comments and Notifications.
When set to "Email", you will be sent an email notification when:
- You have been assigned to a task (refer to the section Tasks).
- A task that you initiated has been completed.
- You are tagged in a Comment (refer to the section Comments).
- When you are sent a notification from an Automation Processes for a Comment in a Process, when a Process fails or when a Summary Notification is sent (refer to Automation Notifications).
Note: The Notification Mode can only be modified by the logged-in user. FYI Admins will not be able to change this setting.
Weekly Stats
This option is only available for FYI Admins. When set to "On" you will receive a weekly email summary of the transactions that have taken place with various apps connected to FYI. The email is sent on a Sunday with the summary of transactions from the previous Monday through to the Sunday. The following is an example of the Weekly Stats email that is sent.
Preview Office Via OneDrive
This determines how the Preview function displays Office documents. This can be set as "On" or "Off" (refer to Previewing a Document).
- When Preview Office via OneDrive is set as "On", the document displays in the Preview and retains the same formatting as when opening the document from the Office product on the desktop.
- When Preview Office Via OneDrive is set as "Off", this is quicker to display, but you may find that the formatting of the content of the document may not be accurate, especially for more complex documents.
Note: When previewing a document from the Documents list, the Preview Office Via OneDrive toggle displays in the Document Preview and can be enabled or disabled for individual documents.
Use FYI Desktop
The FYI Desktop App is a purpose-built desktop app that is used to edit any FYI document independently of OneDrive. When Use FYI Desktop is set as "On" in your settings, you can download the app from your Settings menu. Refer to FYI Desktop App and Opening, Editing and Finish Editing Documents with FYI Desktop.
Open Office using
Open Office using determine what happens when you click the Edit button to edit a Word, Excel or PowerPoint document. When editing an Office document, this opens the document using either the desktop or browser version of Office. Refer to Opening, Editing and Finish Editing Documents.
If relevant, you can also set this as FYI Desktop App (see below).
- Practice Default uses the setting that is set by an FYI Admin from Practice Settings - Documents - Settings (refer to Managing Practice Settings for Documents). This is either OneDrive Online or OneDrive Desktop.
- OneDrive Online opens the document via the browser using Office Online
- OneDrive Desktop opens the document using the Desktop version of Office.
- FYI Desktop - If you have set Use FYI Desktop as "On" in your Profile, and downloaded the FYI Desktop App you can also select "FYI Desktop". Refer to FYI Desktop App and Opening, Editing and Finish Editing Documents with FYI Desktop App.
Open Outlook using
Open Outlook using determines what happens when you use the Open button to open draft emails, or the Reply, Reply All or Forward buttons to open a sent or received email. Refer also to Opening and Editing Emails
- OneDrive Desktop does not automatically open the email via Outlook Desktop but moves the email to your FYI - Drafts folder. You can then open the email from your FYI - Drafts folder in Outlook Desktop.
- OneDrive Online opens the email via the browser.
- Practice Default uses the setting that is set by an FYI Admin from Practice Settings - Documents - Settings (refer to Managing Practice Settings for Documents). This is either OneDrive Online or OneDrive Desktop.
AutoFile mode
This setting controls whether emails from Outlook are added to your In Tray in FYI for review before they are shared with the entire practice, or autofiled without appearing in your In Tray.
By default, all new users will be automatically set to "Disabled". Users will need to change this when going live with FYI, or when they have been added to the platform. FYI Admins will also be able to manage these settings from the Users Practice Settings.
The user settings will override the default setting for the practice. This might be preferable, for example, if emails are normally autofiled for most users across the practice but you are a partner and want to always first review your emails from your In Tray before making them available practice-wide.
| Setting | Details |
| Practice Default | The default settings for the practice are used, configured in the Email AutoFile app in Automations. |
| In Tray Review | Emails are always added to your In Tray in FYI for review and manual filing. |
| AutoFile else in tray |
Emails are auto-filed where possible, and the Filing Status set as Filed. This is the equivalent of the practice setting AutoFile Else In Tray - Emails & Attachments (refer to Managing Email AutoFile Settings and Practice Defaults). With this setting, if any condition for filing is not met, the email is set with the Filing Status as Draft Filed and will be sent to the user's In Tray. An entry will be added to the email Activity section with details on why the email could not be filed. Refer to Understanding AutoFile Activity on an Email. Note: The practice settings also allow the AutoFile Else In Tray - Emails Only (In Tray for Attachments). With this practice setting, when the email can be autofiled, only the email is autofiled, and any attachments in incoming emails are always automatically sent to your In Tray. To use this option, it must be applied in the practice settings (refer to Managing Email AutoFile Settings and Practice Defaults) and then selected in your own settings as "Practice Default". |
| Disabled | Emails from Inbox or Sent Items will not be imported, and will instead display "Not Filed" in Outlook. Note: If there are multiple email recipients, different rules will apply, and the email will be shown in the In Tray in FYI until it has been filed. Refer to Emails with Multiple Recipients. |
Timesheet Default Status
When Time entries are created, the status will automatically be set to match the Default Timesheet Status for the user. New users will have the status set to "Submitted" automatically.
When a Time entry has the status of "Submitted", the entry can be invoiced to a client (for Elite practices) or submitted to Xero Practice Manager (for Pro plans integrated with XPM).
"Draft" leaves the Time entry in FYI as a draft. For Elite practices, Draft time cannot be invoiced. To submit time refer to Displaying and Updating Time.
Time Entry Mode
Plan Availability: Elite Plan
Users can update the Time Entry Mode to either Duration or Start/Finish Time. Changes to the settings will be saved automatically.
- If Duration is selected, when creating time users will be prompted to enter a time value.
- If Start/Finish Time is selected, users will need to enter a start and finish time, and the duration will be calculated automatically.
Document AutoFile Defaults
Users can select default Cabinets and Categories to be applied when creating emails, documents, or tasks.
User Filing Defaults will be applied if the Cabinet or Category has not already been updated by an automation, template, existing email thread, or client. Refer to AutoFile Settings and Defaults.
- From FYI, Settings - My Settings, go to the Documents tab.
- In the AutoFile Defaults, select the values for Cabinet and Categories.
The defaults can also be set for you by an FYI Admin. Refer to Setting Defaults for a User in Managing Users.
Making Changes to your Defaults
Making any changes to these settings will only be reflected in any new emails or documents you create, or any new incoming emails, after you have made those changes. Any existing emails or documents are not adjusted and will still show with the previous settings.
Approval Signature - Adding your Electronic Signature
A digital scan of your signature can be held in FYI and added to Word documents when you want to sign a document as part of the document approval workflow.
This feature only available for practices on the Pro plan.
- Ensure you have a scan of your signature as a small image.
This needs to be a file type of .png, .bmp, .jpg, or jpeg (or .PNG, .BMP, .JPG .JPEG).
- From FYI, Settings - My Settings, go to the Documents tab.
- In the Approval Signature section, click Upload new signature.
- Click Choose a file to select the filename from Windows Explorer or drag it to upload.
The signature image displays.
You can add your signature to a Word document from the Signature section in the FYI Drawer in Word.
For information on how to insert the signature, refer to Inserting your Signature into a Document.
Share Tab
The Share tab is used to re-delegate unfiled documents in your In Tray. This can use useful, for example, if you are going to be away and you need someone else to check and file or delete documents in your In Tray for you. You can select one or more users to share your In Tray with. Refer to Sharing your In Tray
Security, Devices and Status Tabs
Refer to Individual Settings and Status for information on these Settings tabs.