Plan: Available: All plans
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
The Email AutoFile app in FYI helps streamline email management by managing the practice preferences for the AutoFile mode when filing incoming and outgoing emails. Emails in the Outlook Inbox and Sent Items folders are automatically filed in FYI, with the process running approximately every 15 minutes.
Using the Email AutoFile app, you can choose what types of emails get filed, whether attachments are included, and if emails go straight to filing or to a user’s In Tray first.
Accessing the Email AutoFile App
- In FYI, click the Automation menu.
- Click the Apps tab.
- Locate the Email AutoFile app, and click the cog icon.
- The app will be displayed with three tabs: Settings, Exclusion, and Defaults.
Email AutoFile Settings
Settings tab
The Settings tab allows you to manage the AutoFile mode and rules that determine which types of emails are automatically filed. You can also configure whether emails and their attachments are filed directly or sent to a user’s In Tray for review.
Users can manage their own AutoFile preferences from My Settings. User settings will override the Practice Filing Defaults, unless the user has selected "Practice Default".
Changes to these settings will only be applied to new emails sent or received after the update is made. Previous emails or existing email threads will not be affected.
| Option | Details |
| AutoFile Else In Tray |
Emails will be automatically filed where the filing rules are met, otherwise the emails will display in the user's In Tray.
Practices can select between:
If one of these options are selected, the setting In Tray Review will be set to "Off". |
| In Tray Review |
All emails will be sent to In Trays with the status of Draft Filed. Filing details will still be set where possible for the Cabinets and Categories based on the relevant Filing Defaults. Users will need to manually file the email from FYI or Outlook, and can change the Cabinets and Category filing options if required. If "In Tray Review" is selected, AutoFile Else In Tray will be set to "Off". |
| Include Client's Contacts |
AutoFile will try to match the email address with a matching contact email, as displayed on the Client - Contacts tab. If a match is found, the email and attachment will be filed against the client. This is best used when emails are being sent to or from external users associated with the client, for example, bookkeepers, advisers etc. Note: Contacts cannot use the same domain as the email sender. If the domains match, the email will not be autofiled. |
| Exclude Email Stationery Images |
Prevents Email AutoFile from automatically filing small images used in email signatures or stationery. When enabled, Email AutoFile will exclude attachments less than 40 KB in the format of .jpg, .jpeg, .gif, .ico, .svg, or .bmp. These images can be manually filed if required. Files over 40 KB will continue to be filed. If disabled, all images will be filed based on the same conditions set for the email. |
| Exclude Internal Emails |
When enabled, emails sent from an email address matching an FYI User email address will be excluded from AutoFile. For practices on the Elite plan, FYI Admins or users assigned to a User Group with permissions for either Employee - Management or Employee - Access will be able to select the Employees cabinet to file internal emails. Refer to Filing Emails to Employees. |
| Exclude External Emails |
Used to control whether all emails are autofiled, or only emails matching clients. Disable the setting to ensure that any emails sent or received from external contacts but still relate to a client can be filed, e.g. emails from a client's lawyer, banker, or bookkeeper. Note: When disabling this feature, it's recommended to maintain the Exclusions List to prevent unnecessary emails from being filed, e.g. spam or marketing emails. |
Exclusion Tab
The Exclusions tab is used to prevent AutoFile from filing emails from specific email addresses or domains, e.g. marketing emails. Exclusion rules apply to both incoming and outgoing emails.
Exclusions are displayed in a list, ordered alphabetically.
The Exclusion toolbar is displayed at the top of the list.
The Search by name field is used to search for exclusion rules within the list, for example, when looking to edit or delete a specific exclusion.
The Add Exclusion and Import CSV buttons are used to add new Exclusions to the list. Refer to Setting up your Email AutoFile Exclusion List.
Defaults Tab
The Defaults tab is used to select the default Cabinet and categories for the practice, and is referred to as "Practice Filing Defaults".
Note: Some of the Practice Filing Defaults may be overruled by Filing Defaults configured at the Automation, Template, Client, or User level.
Practice Filing Defaults will only apply when the filing details have not been set by the following:
- an Automation process.
- an Email Template when creating an email.
- if the email is part of a thread.
- from the Client Settings.
- the user's My Settings.
Update the settings as required and click Close.
Disabling Email AutoFile
Email AutoFile cannot be disabled practice-wide, however can be disabled for individual users where required. Users will be able to manage their own AutoFile mode from their settings, while FYI Admins will be able to manage the AutoFile mode from the Users List.
Refer to Disabling Email AutoFile.