Managing your In Tray

The In Tray displays unfiled emails and documents imported from Outlook, the My Imports folder, and other external services. Using the In Tray, emails and documents can be reviewed, filed, moved to another user, or deleted if they are not required.

An FYI Admin can view emails and documents for all In Trays from the Draft Filed view, available in the Documents List. 

Displaying the In Tray

Layout

Users can access the In Tray from the Home - In Tray tab. Emails and documents are displayed in a list format, featuring columns and rows, with filtering and sorting tools available.

Note: To improve performance and reduce load time, the In Tray is set to display the first 500 emails and documents. As emails and documents are filed, additional entries will display.

To customise the columns:

• Display Categories by enabling the Available in In Tray option in the Category settings, for example, the Year column in the image above.
• The Columns tab on the left allows users to temporarily add additional columns. Views cannot be saved for the In Tray. 

Various icons are displayed in the right-hand column to allow users to easily identify additional information.

Icon	Details
Paperclip	Displays when the email contains attachments.
Thread	Displays when the email or document is part of a thread.
Staple	Displays when documents have been stapled.

Refer to Using the Documents Lists for more information on using the In Tray.

Toolbar

The In Tray toolbar includes functions used to manage selected emails and documents.

Select one or more emails or documents to display the functions below.

Function	Details
Search Documents	Searches the emails and documents displayed in the In Tray.  Only displayed when emails or documents are not selected in the list.
Filter by Owner	Filters the In Tray to the selected users only. This button will only be displayed when another user has shared their In Tray with the current user.
Read	Marks the selected email or document as read.
File	Files the selected email or document using the details entered in the Drawer.
Delete	Deletes the selected email or document from the In Tray. Deleting an email from the In Tray does not delete it from Outlook.
Export	Exports the selected email or document.
Bulk Update	Bulk updates the filing details, Owner, or Workflow Status for multiple selected emails or documents.
Run Automation	Runs an available Automation Process for the selected email or document.
Time Entry	Creates a Time Entry for the selected email or document, where available.
Pin	Pins the selected email or document.
Staple	Staples selected documents together.
Move	Moves selected emails or documents to another user's In Tray.
Cancel	Clears the current selection.
FYI - My Imports	Imports documents from the OneDrive FYI - My Imports folder. This button is only displayed when emails or documents are not selected in the list.
Refresh	Refreshes the In Tray list. Only displayed when emails or documents are not selected in the list.
View Tools	Displays options to manage the list layout, including columns and filters. Only displayed when emails or documents are not selected in the list.

Managing the In Tray

Importing Emails and Documents to the In Tray

Emails and documents are added to the In Tray when selected in a user's AutoFile Mode settings, another user has shared their In Tray, or when documents are imported from the user's OneDrive FYI - My Imports folder.

The In Tray displays emails and documents with a Draft Filed status. 

Once a document is filed, the email or document is removed from the In Tray.

• Emails are imported every 15 minutes, using the Email AutoFile service. FYI will monitor Outlook for changes. If the Last Modified date has changed since the previous AutoFile check, the email is imported into FYI.
• Documents added to the OneDrive FYI - My Imports folder are imported automatically, within approximately 10 minutes. Users can manually import documents immediately by clicking the FYI - My Imports button in the toolbar.

Note: If a user's email address has been added to the Email AutoFile Exclusions List, that user will not receive any emails or attachments in their In Tray to review.

View Email AutoFile Activity

If using Email AutoFile, emails may be automatically filed or sent to the In Tray to review. 

From the In Tray, users can click on an email to display the Drawer. Expand the Activity section to view more details on why an email may not have been automatically filed. Refer to Understanding AutoFile Activity on an Email.

Filing Draft Filed Emails and Documents

Filing an email or document removes it from the In Tray. If filing is not required, the email or document can be deleted. Refer to Deleting Emails or Documents from the In Tray.

Note: Emails filed directly from Outlook using the FYI Drawer are automatically removed from the In Tray.

1. In FYI, navigate to Home - In Tray.
    
2. Click to select an email or document in the list. The Drawer is displayed.
   
3. To preview the selected email or document, click the Preview tab in the Drawer.
    
4. Enter the filing details.
   
   Cabinet - If Filing Defaults have been configured, the Cabinet and Categories may already be selected. These can be changed if required.
   
   Additional filing fields may be displayed depending on the Cabinet selected, for example, Categories, Jobs, Tags and Keywords. Refer to the section Getting Started with Jobs and to Tags and Keywords.
   
   For practices on the Elite plan, an FYI Admin or users assigned to a User Group with permissions for Employees can select the Employee cabinet. Refer to Filing Emails to Employees.
    
5. Click File to file the selected email or document and leave the Drawer open. Or click File & Close to file the selected email or document and close the Drawer.

Email Attachments

If an email includes attachments, the attachments can be filed separately or together with the email by selecting File all attachments. Refer to Filing Email Attachments in FYI for details.

Attachments imported through Email AutoFile display with a Source value of Attachment AutoFile.

Email Address Matches Multiple Clients

There may be occasions where the same email address is shared by multiple clients, for example, clients within a Client Group. Practices can nominate which client the emails should be filed to automatically using the Include in AutoFile setting.

If a client is not nominated, or where FYI cannot detect which client the email should be filed to, the email is sent to the In Tray. The Drawer displays a list of matching clients so the correct client can be selected.

Note: The multiple client selection does not display if the FYI AutoFile function has been disabled.

Contacts may also be displayed if the practice has enabled the Include Client's Contacts setting in Email AutoFile Settings. Archived clients are excluded from the client selection list.

If the email includes attachments, the client must also be selected for the attachments.

To select a client:

1. Click Select next to the matching client.
2. Type into the Select any client field. 
3. A drop-down is displayed to select clients matching the search terms. 

Bulk Update

The In Tray includes a Bulk Update function to:

• File or delete multiple emails and documents at the same time.
• Update Filing Details.
• Select a new Owner.
• If using Workflow, set the Workflow Status and Approver.

The Filing section becomes available once a Client and filing details have been selected.

• Select Filed to remove the emails and documents from the In Tray. 
• Draft will keep the email in the In Tray, but update other fields as selected. 
• Archived will archive the email and document. 

Refer to Using Bulk Update for Emails for detailed information.

Shared In Trays

An In Tray can be shared with one or more users when another user needs to review, file, or delete emails and documents. This can be useful for delegating unfiled documents or allowing a user to manage someone else’s In Tray while they are on leave.

When an In Tray has been shared, the Filter by Owner button is displayed to allow users to filter emails.

Refer to Sharing your In Tray.

My Imports Sync

When installing OneDrive on the computer, FYI will automatically create a new folder called FYI - My Imports for the user.

Documents added to this folder are automatically imported to FYI within approximately 10 minutes. Users can run an immediate sync by clicking the FYI - My Imports button displayed in the top-right corner.

Documents imported from a user's FYI - My Imports folder are added to the In Tray and display the following details:

• The Source column will display My Imports.
• The Owner is set to the current user.
• The Filing Status is set to Draft Filed. 
• Cabinet and Categories are selected automatically based on the AutoFile filing defaults.

Refer to Using OneDrive FYI - My Imports to Automatically Import to your In Tray.

Moving Emails and Documents to Other Users

The Move function allows users to transfer emails or documents to another user's In Tray. When moving emails or documents:

• The Owner is updated to the new user.
• The email or document is removed from the original user's In Tray.
• If moving an email, any associated attachments will also be updated.

Note: To add an email or document to another user's In Tray while keeping it in the original user's In Tray, use Bulk Update to change the Owner without filing the document.

1. Select one or more emails or documents in the In Tray.
    
2. Click Move in the toolbar, or right-click and select Move from the pop-up menu.
   
3. Select the user whose In Tray the emails or documents are being moved to.
   
4. Click OK.
    
5. The emails or documents move to the selected user's In Tray. The Activity section of the Drawer displays the user name, date, and time of the update.
   

When moving an email with attachments to another user's In Tray, attachments inherit the same filing details when the email is filed.

Deleting Emails or Documents from the In Tray

Documents, and both sent and received emails can be deleted from the In Tray, including where the Workflow Status is set to Complete.

When deleting emails or documents from the In Tray:

• Emails are removed from FYI, but are not deleted from Outlook. To re-add the email to FYI, file the email in Outlook.
• Documents are immediately deleted from FYI. For privacy reasons, they are not displayed in the Deleted view of the Documents List. To re-add documents to FYI, refer to Importing Documents to FYI.

To delete an email or document:

1. Select one or more emails or documents in the In Tray.
    
2. Click Delete in the toolbar, or right-click and select Delete from the pop-up menu.
   
3. The selected emails or documents are removed from the In Tray.