Using OneDrive FYI - My Imports to Automatically Import to your In Tray

When getting started with FYI and installing OneDrive on the computer, FYI automatically creates a new folder called FYI - My Imports. When new files are added to the folder, the files are imported into FYI and displayed in the In Tray. 

This feature is useful when scanning documents, uploading files in bulk, or saving files from third-party systems. 

Accessing the FYI - My Imports Folder

The FYI - My Imports folder is created in your OneDrive, and is specific to each user.

If the folder is not displayed, ensure you have installed OneDrive on the computer. Refer to Optimising your computer for use with FYI.

Using the FYI - My Imports Folder

Adding Files

Files can be added to the FYI - My Imports folder in several ways:

• Drag and drop files into the folder.
• Save files directly into the folder from another application, for example, from scanning software.
• Print documents as a PDF, saving directly to the FYI - My Imports folder.
• Copy files from a network location into the folder.

When using third-party software, check with the provider of your scanner or multi-function device for information on saving files directly to the FYI - My Imports folder in a PDF format. Depending on the device, this may be an app that runs on a phone or tablet.

Note: There is a file size limit of 500MB for a file that can be imported via your FYI - My Imports folder.

When documents are imported:

• Files are displayed in your In Tray.
• Emails will have a Delivery Status of "Imported".
• Emails will be imported, however attachments will not be included. 
  Note: We recommend that all emails are filed to FYI from Outlook using the FYI Add-in to ensure both emails and attachments are filed correctly in FYI.

The following filing details will be selected:

• Name: the document name is set as the file name and file extension of the file that was imported. 
• Owner: the name of the user as per the OneDrive folder location.
• Filing Status: will be set to "Draft Filed".
• Cabinet and Categories: Will be set to the AutoFile filing defaults. 

After documents have been imported:

• Files will be removed from the FYI - My Imports folder, and added to the FYI - Processed folder in OneDrive. This folder is automatically created by FYI, but if not displayed, can be created manually.
• Documents will be retained for 14 days as a backup and are then automatically deleted. 

Automatic Import

Files added to the FYI - My Imports folder are automatically processed and imported into FYI. Please note that there can be a delay of up to 10 minutes before files are imported automatically.

Imported files are processed automatically and added to your In Tray with filing details applied.

Manual Sync

If required, files can be immediately synced from your FYI - My Imports folder from the In Tray.

1. In FYI, navigate to Home - In Tray.
   
2. Click the FYI -  My Imports button in the top-right corner.
   
3. The button will be disabled until the process has finished.
    
4. When the import has finished, a message will be displayed with the number of files that were imported.
   
5. Documents can then be filed from the In Tray. Refer to Updating Filing Details of a Document and Bulk Updating of Filing Details.

File Import Errors

In some cases, files may not be imported successfully. For example:

• Files are open or locked.
• Files that exceed the size limit. 
• When importing emails with attachments, only the email is imported (attachments are excluded).

When manually importing files from the FYI - My Imports folder, the message displays the number of files that had errors, or have been moved.

Note: We recommend that all emails are filed to FYI from Outlook using the FYI Add-in to ensure that the emails and any attachments are filed correctly in FYI.