Creating Word documents

You can create new Word documents directly from within FYI. Select client and filing information for the document, then select Create to open Microsoft Word and use all the features of Word to work on your document.

You can also select from a library of templates maintained for your practice. This allows you to create letters and documents with consistent content and layout. The template can use Merge Fields to populate the document with content from your practice management software.

Creating a Word document

1. From FYI, select the + button in the menu bar.
    
2. Select Word from the list of document types. 
   Or, from the workspace, press the shortcut key W for a new Word document.
   The Create Word drawer displays on the right-hand side.
   
   
   The fields that initially display depend on whether filing defaults have been set in your settings or in the practice settings. When you select the Client, these may change to the filing defaults set for the client. If you select a template, the categories may change if filing defaults have been set for the selected template.
    

3. Select the Client and Cabinet.

   • Client: Type at least three characters of the client name to display all clients containing those characters, then select the required client.
   • Cabinet: If the selected Client has a default Cabinet, or you have a default for your own settings, this is displayed. This can be changed if required.

   When the Client and Cabinet have been selected, relevant defaults display based on your selections. For example, Categories, Jobs, Tags, and Keywords are all set to display depending on the Cabinet selected.
    

4. In the drawer, select or enter the filing fields, or change the defaults that are given:
    
   • Change Addressee: If the document is being sent to a different addressee other than the client that it is being filed under, select the Change Addressee link and choose the required Client. The document will be filed under the selected Client, but any Merge Fields that are populated in the document will be for the client selected as the Addressee. If you select an Addressee, it displays in the details at the top of the Document Drawer after the document is created and can’t be changed.
   • Stationery: Used to select a specific stationery type, such as letterhead with your company logo.
   • Template: If required, select a template. If relevant for the selected template, default values for one or more Categories are offered, providing a Cabinet is selected that uses the relevant Category or Categories. You can change the value for the Categories if required.
     • When the document is created from a template, the Template column can be added to the Documents List to display the template used to create a document.
     • If a Word document is created without a selected template, the default font settings from the user's Office application on their desktop will be applied.
   • Categories: Select the filing Category/Categories for the document, such as Year and Work Type. The Category options that are available may be filtered according to the Cabinet selected.
   • Job: If Jobs are enabled for the selected Cabinet, you can also select a Job for the client.
   • Tags and Keywords: If the selected Cabinet has been enabled for Tags or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document.
   • Name: To identify the document internally, the name displays in FYI lists. If a default name is provided, for example from the selected template, you can change this. 
   • Opening Method After Creating: This option only displays if Co-edit is enabled for your practice.
     • Select Edit if you want the document to be locked so you are the only person who can edit it, up until you indicate you have finished editing.
     • Select Co-edit if you want the document to be available for more than one user to work on at the same time.
     • Select Do not open to create the document without opening it. This is useful, for example, when creating a document with a template or if you want to return to it later to make changes.
        

5. Select Create. Word opens in your browser or on your desktop, depending on your Office opening method. You can set the default for how you want to open documents in your profile.

   If stationery has been selected, and when opening Office via your browser, you can see the complete document including any images from the Stationery by selecting View - Reading View.
   
   If a template has been selected, merge fields can be used to automatically bring information from your practice management software into the document.
    

6. You can now work on your document in Word.
    
7. Close the document when finished. Your document will be automatically saved and checked into FYI.
    
8. Once Word is closed, you need to let FYI know you have finished editing the document and save any changes to FYI. In FYI in the drawer, select the I am finished editing button.
   
   
   
   FYI syncs with Office and the message “Syncing with FYI” shows for up to 30 seconds while your changes save in FYI. This removes the lock on the document and removes the document from your Home - My Edits.
   
   

Change the delivery status

As Word documents are generally used for correspondence, the Delivery Status is initially set to Draft, and the document will display with the Draft icon in list.

You can clear the Delivery Status, or mark the document as Sent using the Send or Delivery - Mark Sent function. This changes the status to Sent.