Previewing a document

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The preview pane displays a read-only version of a document in FYI, allowing you to quickly review its contents without preventing other users from editing it.

You can also use the Read function to open one or more documents as read-only in separate tabs of your browser.

Preview can be used for Word, Excel, PowerPoint, PDFs and images. Other documents, such as such as Phone Calls, File Notes, Meetings, or tasks can only be edited, and not previewed.

Legacy documents from older versions of Office, Office templates and macro-enabled files cannot be previewed. Export the document, Save As to a supported file type, and upload it as a new document in FYI, to preview it in FYI.

Displaying the document preview

In a document list in FYI, select a document to open the drawer.
Select the Preview tab.
If you are prompted, selected the Sign in button.
A preview of the document displays next to the drawer.

If the Preview Office via OneDrive toggle is enabled at the bottom of the screen or enabled in My Settings, Office documents display the preview in OneDrive.

The following is an example when you have the Preview Office via OneDrive toggle enabled.

The following is an example when you haven't enabled the Preview Office via OneDrive toggle.
Selecting another document from the list updates the preview pane and drawer to the new document.
To close the preview, select Hide tab or the X at the top of the preview.

Using document previews

Document preview toolbar

When previewing a document, the preview toolbar displays at the top of the screen.

Toolbar Function	Description
Edit	To edit a document, click Edit. When you edit a document, FYI will automatically check that no other user currently has it out for editing. This prevents two people from attempting to make changes simultaneously, avoiding any loss of work or conflicts.
Read	To open one or more documents as Read Only, select Read. This allows you to open emails and documents for read-only in separate browser tabs, without locking the document from other users for edit access.
Copy Document	Copy lets you take an existing document and make a new copy of it that can be refiled either within the same Client or to another Client. Select the document, click Copy and confirm the copy.
Delete	Delete allows you to 'soft delete' documents. This lets you delete unwanted information, but the documents are not permanently removed until someone with authority has confirmed it. Permanently deleting a document is restricted to FYI Admins only.
Doc Link	Doc Link creates a hyperlink to the selected document within FYI. The Doc Link is copied to your clipboard and can be pasted outside of FYI.
Delivery	The Delivery button has three options, Mark Sent, Mark Received and Clear. These are used for information purposes to set the Delivery Status of the document.
Export	Export to download a file from FYI, for example, to have a local copy of a document.
Convert	For a Word or Excel document, use Convert or Convert with threading to create a PDF copy of a document. This is useful if you want to email the document as a PDF attachment.
Bulk Update	Bulk Update allows you to update the filing information or Delivery Status of Multiple Documents.
Run Automation	Allows users to run a manual Automation Process from a List.
Time Entry	Time Entry allows you to create draft Time for the document you are previewing.
Pin	The Pin button allows you to pin a document for all users in the practice with permissions to access the file.
Staple	Staple allows multiple associated documents to be "stapled" together.
Convert to Template	Convert the document to a template, to standardise and speed up creating documents in future.
Full Screen	Select the Full screen button in the preview toolbar to display the document in full screen.

Displaying a preview in full screen

To display the preview in full screen,
The document displays as a full screen preview with the drawer open. The following is an example of the full-screen preview when set to preview via OneDrive.
To close the full-screen preview, select the X in the top right corner or Exit Full Screen.

Adding and displaying comments

When the Preview pane is open, you can add comments or display the comments that have been added.

Select the Comments button at the top of the drawer.
If the document already has comments, the button displays the number of comments.
The comments pane displays.
Any existing comments will also display.
Enter your comment in the Your Comment area and select Comment.
To close the comments pane and re-display the drawer, select Back.