Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
The Bulk Update function allows users to update multiple emails at the same time, making it easier to file or refile emails, update filing details, Workflow Status, and other metadata. Users can bulk update emails, documents, or a combination of both.
FYI Admins can also use Bulk Update to delete emails and documents in bulk.
Bulk Update is available on all Documents Lists and In Trays. Up to 10,000 emails and documents can be updated at one time.
Note: Bulk Update is not available to file emails to employees.
Using Email Bulk Update
Bulk Updating Emails (All Users)
- Navigate to a Documents List or In Tray.
- Select one or more emails in the list.
- Click Bulk Update in the toolbar.
-
The Bulk Update drawer is displayed.
Expand the section below to display an example of the Bulk Update Drawer relevant to your user permissions.All usersAll users will have the following fields available in the Bulk Update drawer.
FYI AdminFYI Admins will have an additional Delete option. Refer to Deleting Emails (FYI Admins only) below.
- Update the Email Fields to be changed for the selected emails.
Note: If a field is not updated the selected emails will retain their current values.
- The Apply To field will display how many emails the update will apply to.
- Click Run.
- A message will be displayed that the Bulk Update has been scheduled.
- The update will be run using a background Automation Process. Users with access to Practice Activity can review the results of the Bulk Update.
The Activity section of the Email Drawer will be updated for each email to record the changes, including the name of the user and when the changes were made.
Deleting Emails (FYI Admins only)
FYI Admins can also use the Bulk Update tool to delete multiple emails at one time.
Emails will be moved to the Deleted view, where they can be restored or permanently deleted if required. Refer to Deleting Emails and Restoring Deleted Emails.
Emails will be deleted even if the Workflow Status is "Completed", "Approved", "Pending Client Signature" or "Client Signed".
To delete emails using Bulk Update:
- Navigate to a Documents List in FYI.
- Select one or more emails or documents in the list.
- Click Bulk Update in the toolbar.
- The Bulk Update drawer is displayed.
- Tick Delete. All other fields will be disabled.
- Click Run.
The update will be run using a background Automation Process. Users with access to Practice Activity can review the results of the Bulk Update.
Email Bulk Update Fields
The following Email Fields can be bulk updated in FYI.
Any fields not selected in Bulk Update will remain unchanged.
| Field | Description |
| Client | Select the Client to file or refile the email to. Used when refiling emails to a different Client. |
| Cabinet | Select the Cabinet to file or refile the emails to. For practices on the Elite plan, Bulk Update cannot be used to file emails or documents to the Employee Cabinet. For individual internal emails, refer to Filing Emails to Employees. |
| Categories |
Additional category fields may be displayed once a cabinet has been selected. If any categories are marked as required and are not completed, a message displays and the Bulk Update cannot be run. To update categories without selecting a cabinet, use the Add Category field to select a category from the drop-down. This is useful for updating the same category across multiple cabinets, for example, Year. |
| Job | Available when relevant to the selected Client and Cabinet. Used to associate emails with a specific job. |
| Keywords / Tags | Available only when a Cabinet is selected and when Keywords or Tags are enabled for that Cabinet. Used to further categorise and search for emails. |
| Owner |
Updates the Owner of the email. Changing the Owner will add the email to the In Tray of the new Owner while also remaining in the original Owner’s In Tray. This is useful for when you want to update the Owner without filing the email. |
| Workflow Status |
Used to update the Workflow stage of emails. This is useful for when you want to update the Workflow Status without filing the email. This field is only available to practices on the FYI Pro and Elite plans. |
| Approver |
Assigns an Approver when Workflow is enabled. This field is only available to practices on the FYI Pro and Elite plans. |
| Filing Status | Sets the email as Draft, Filed, or Archived. Can be used to file emails or move them between active and Archived views. |
| Delete |
Available to FYI Admins only. Deletes selected emails using Bulk Update. Refer to Deleting Emails and Restoring Deleted Emails. When ticked, all other fields in the Bulk Update drawer will be disabled. |