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A draft email may need to be edited before it is sent if it was created as part of a custom process or if it has been sent to a user for review or approval.
How an email is opened and edited depends on when the email was created in FYI and Draft if FYI or Draft in Outlook is selected from the Save or Send option.
Editing a Draft Email in FYI
A draft email in FYI can be opened to review the content, make any required approval changes, update attachments or recipients, and finalise the email before sending.
When an email has been created as a Draft in FYI, it shows in the Document lists with a blue Draft icon:
To edit a draft email in FYI:
- From any Documents list, select a Draft Email.
- The Email Drawer will display on the right-hand side.
- To update the body of the email, click the Editor button on the side of the drawer to display the Email Editor panel. Continue to edit the email from the Email Editor.
Tip: You can use the Preview function from the Email Editor to see how all the Merge Fields will populate. Refer to Previewing the Draft in FYI Email in Creating an Email in FYI.
- Click the headings to expand sections in the email drawer to make any changes.
- To send the email, click Send.
If the email is not ready to send, it can be left in Draft so it can be reviewed, edited or sent by another user.
To make further changes in Outlook before sending:
- Select the drop-down next to Draft in FYI, then select Draft in Outlook.
- The email will be marked as Sent in FYI and any further changes will need to be made from Outlook. Refer to Editing a Draft Email in Outlook below.
Email Drawer Details
The fields that initially display in the Create Email drawer depend on whether Filing Defaults have been configured.
Filing Details
| Email Details | Action |
| Name |
Update the name of the Email if required. The Name of the email is displayed at the top of the Email drawer. This identifies the email internally, displaying in Document lists. |
| Client |
To change or update the Client, type at least three characters of the client name to display matching results, and select the required client. Tip: To change or add to the Recipients, click the Recipients link under the Client. Refer to Adding and Changing Recipients. |
| Cabinet | If Filing Defaults have been configured, the Cabinet and Categories may already be selected. These can be changed if required. |
| Job | If Jobs are enabled for the selected Cabinet, select a Job. |
| Categories | Additional filing fields may be displayed depending on the Cabinet selected, for example, Categories, Tags and Keywords. |
Other Sections of the Email Drawer
| Section | Details |
| Thread |
If the email is part of a thread, these emails display in the Thread section. Users can click on the thread to display the email. |
| Attachments |
If you want to add attachments to the email, in the Attachment section click the Add Document button. This displays the Document Search where you can search for and select documents. Refer to Adding Attachments to an Emails. |
| People |
Displays the email addresses of People included in the email. The To, CC and BCC emails are displayed and can be edited. The sender is not displayed, as the email may be sent by a user other than the creator. |
| Tasks | Displays both outstanding and completed tasks assigned to the Email. Users can complete outstanding tasks or add a new task from this section. |
| Time |
Displays any Time that has been recorded for the email. Users can add time that relates to the email by clicking Add Time. Note: This is available for practices on Pro or Elite plans. |
| Workflow |
Displays the Status, Approver and Owner of the Email that has been set using the Workflow function. Users can update the Workflow status to move the status back to Review or mark as Approved. For examples, refer to Using the Workflow for Approval. Note: This is available for practices on Pro or Elite plans. |
| Activity | Displays an audit trail of changes made to the Email, including how the Email was filed. |
| Recent Documents |
Displays a list of up to 10 of the most recent documents created for the Client. Tip: Select a document in the Recent Documents section to preview the document from the Preview Pane. Use the back button to return to the Email Drawer. |
Comments
Click the Comments tab of the Email Drawer, to add notes to the Email, including tagging team members to collaborate on the Email. Refer to Adding Comments and Notifying Team Members.
Editor Tab
When a draft email has been created in FYI, click the Editor tab to display the contents of the email. Users can continue to edit the email from the Email Editor. Refer to Sending Emails.
Adding and Changing Recipients
When editing a draft email in FYI, you can change the recipient and add additional To recipients, CC or BCC recipients.
Expand the People section of the Email drawer and include recipients in the following ways. All or any of these can be used to add recipients.
This lets you include an email that is held for any client in FYI.
- Click the drop-down under the existing Recipient(s).
- Select the option Search for any client email.
- Enter any search criteria to find the client.
- Select the client required. This must have a different email address from the recipient(s) already selected.
- The selected name displays as a To Recipient.
- If needed, change this to CC or BCC.
This lets you include the email of any internal user in FYI.
- Click the drop-down under the existing Recipient(s).
- Select the option Search for internal user.
- Select a user from the list of internal users or enter any search criteria to find the user.
- Select the user required.
- The selected name displays as a To Recipient.
- If needed, change this to CC or BCC.
You can enter any other email.
Note: Email addresses cannot exceed 255 characters.
- Click the drop-down under the existing Recipient(s).
- Select the option Enter new email.
- Type the email address.
- Click the "Add email .... " below this to add the address you typed.
- The email address displays as a To Recipient.
- If needed, change this to CC or BCC.
At the bottom of the drop-down, a list displays all the Contacts for the client. To select one of these:
- Click the drop-down under the Recipient(s).
- Select the required Client Contact directly from the list in the drop-down.
- The selected name displays as a To Recipient.
- If needed, change this to CC or BCC.
When a client has an Email Custom Field, a list of all the client's email custom fields appears at the bottom of the drop-down. To select one of these:
- Click the drop-down under the Recipient(s).
- Select the required Client Email Custom Field directly from the list in the drop-down.
- The selected email address appears as a To Recipient.
- If needed, change this to CC or BCC.
Editing a Draft Email in Outlook
When an email has been created in FYI and Draft in Outlook is selected from the Save or Send option, the following actions take place:
- The email is sent to Outlook and stored in the FYI - Drafts folder, ready for editing and sending from Outlook.
- Delivery is updated to Sent in FYI.
- Workflow Status set to Completed in FYI.
The email can only be opened and edited from within Outlook before being sent. Any changes to the email must be completed in Outlook. Once sent, the updated email will be synchronised back to FYI and filed accordingly. Refer to Creating and Sending Emails in Outlook.