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Emails, including draft emails, can be deleted from FYI or from Outlook using the FYI Drawer. Deleting an email removes it from FYI, but a copy may still be retained in the user’s Outlook mailbox if the email has been sent.
If using Workflow, emails and documents cannot be deleted when they are locked and have a read-only status.
Deleting Emails
Emails can be deleted from FYI, as well as from the FYI Drawer in Outlook.
Emails can be deleted from any Document List in FYI.
If an email has been auto-filed and is in your In Tray, it can be deleted if you do not want to make it available for the entire practice.
Note: An FYI Admin can also use Bulk Update to delete multiple emails. Refer to Bulk Update.
- Select one or more emails in a Documents List.
- Click the Delete button in the toolbar. If the Email Editor is displayed, you can click the Delete trash can icon in the toolbar.
For a single email, you can also right-click and select Delete from the toolbar pop-up menu (refer to Using the Document Action Tool Bar).
- Confirm the deletion.
- The Filing Status will be updated to "Deleted", and the document will be removed from view.
If you have deleted the email from your Inbox, it will not be available unless it is still in your Deleted folder in Outlook.
You can also delete an email in FYI from Outlook using the FYI Drawer.
Note: This is separate from deleting the email in Outlook. An email can be deleted from FYI while still being retained in the user’s Outlook mailbox.
- Display the relevant email.
- If the FYI Drawer is not displayed, click the FYI icon to display the Drawer.
- Click the Delete button in the FYI Drawer (the red bin icon).
Note: If the email has been sent to multiple users, and one of them deletes it in Outlook by clicking the red bin icon, the email is deleted for all users associated with the email. This is the same as when one of the users files or saves the email, as the email will show as filed for all the users.
Deleting Emails from a Thread
Emails in FYI are grouped into threads. When deleting emails, the outcome depends on which email you select and its status.
Before deleting, note the following:
- If selecting the latest email:
- If the email is in Draft status, you can choose to delete only that email or the entire thread.
- If the email has been sent, you must first unlink the email, then delete it.
- For all earlier emails in the thread:
- To delete one email only, you must first unlink the email, then delete it.
- If you select an earlier email without unlinking it, the entire thread will be deleted.
- If a thread is deleted by mistake, you can restore the emails from the Deleted view.
Note: Restored emails are not re-added to the original thread.
You can delete only the latest email if it is in Draft status.
- In FYI, open a Documents List.
- Click to highlight the Draft Email to be deleted.
Note: If you click any email in the thread other than the latest email, the entire email thread will be deleted.
- Click the Delete button.
- The Threading delete prompt will be displayed.
- Click Latest document only.
- The email will be deleted.
The remaining emails will still be threaded, whereas for other documents, the thread will be removed and documents will be unlinked, for example, PDF files.
You can delete the entire thread by selecting any email in the thread.
Note: If you select an email that is not the latest draft, the entire thread is deleted automatically.
- In FYI, open a Documents List.
- Click to highlight any document or email in the thread to be deleted.
- Click the Delete button.
- If you have selected the latest email in draft mode, the Threading delete prompt will be displayed; click All to delete all documents. Otherwise, you will be prompted to confirm that you would like to remove the selected documents.
- Click Yes.
- All emails from the thread will be deleted.
All emails in the thread are deleted.
Displaying Deleted Emails
The delete function in FYI is a soft delete, meaning they are not permanently removed and can be restored if needed. You can display a list of documents that have been deleted by selecting the Deleted view in the Documents list.
Permanently deleting an email is restricted to FYI Admins only.
Note: Any unfiled documents that are deleted from your In Tray are not shown as deleted documents. Due to privacy considerations, they are hidden from view. These unfiled emails do not appear in the Deleted view and are not accessible to other users. To make the email available in FYI again, you must file it from Outlook. Refer to Filing Emails.
To display and recover a deleted email in FYI:
- Click the Documents menu to display the Documents List.
- In the drop-down list of views, select Deleted. The list displays all the documents that have been deleted.
Note: Any documents deleted from the In Tray are not viewable to anyone apart from the original recipient and FYI Admins.
The Deleted Documents list displays as follows.
Note: The Activity section in a document displays the name of the user who deleted a document. Currently, this cannot be displayed as a column in the lists. The "Modified by" column in lists shows the name of the user who last modified the email, not the name of the user who deleted it if they had not also modified the email.