Link your Practice's OneDrive Admin Account

We recommend that you set up a separate Microsoft 365 account specifically for this role, with an easily identifiable name to represent your practice, rather than a specific person.

While you can select the OneDrive Admin Account as one of your team members (for example, a specific practice manager or an administrator), this is not recommended as it can cause complications if that team member leaves your practice. In addition, all documents open in Co-Edit for all users will be displayed in the Home - My Edits tab for the OneDrive Admin User. Refer to OneDrive Admin Account.

For practices using New Collaborate, the domain for the OneDrive account will be used to identify internal users. For example, if the OneDrive Admin email address is admin@mypractice.com, any user with the email domain mypractice.com added to New Collaborate would be considered an internal user.

You should also ensure:

1. The account has OneDrive enabled.
2. The user has been created in FYI as an FYI Admin user.
3. The user has logged into the FYI platform to activate the account.

Link your practice's OneDrive Admin Account. This is a one-off step and can only be completed by an FYI Admin.

1. From FYI, click the Automation menu option.
2. Go to the Apps tab.
3. Locate the OneDrive tile and click the cog icon to edit it.
   
4. In the Settings tab on the right-hand side, click Change.
   
5. Select the OneDrive Admin User from the drop-down list.
   Note: This will also affect the OneDrive Admin User for the Co-edit feature.
    
6. Click the Validate button.
   
7. A pop-up will be displayed in the bottom right-hand corner while the user account is validated.
    
8. Once the validation is complete, click Save and Update OneDrive Access to apply the changes.
   Note: Changes will not be applied until they have been saved.
   

This group will be the default security group assigned to all sub-folders in the OneDrive FYI - Co-Edits folder. This folder is used for internal Co-editing of documents. If following our recommended settings, this sub-folder will be your practice’s cabinets.

You need to set up a Microsoft 365 Group for all users who will have access to Co-edit. This enables access for users without adding and removing users individually.

To restrict which users can co-edit documents, your IT administrator can create a new Microsoft Group containing only the users with co-edit access. Once created, you would then select the new Group within the OneDrive app settings in FYI. Refer to the Microsoft article Learn about Microsoft 365 Groups.

Note: For sites that have set up Collaborate with Entra ID B2B, these users would be selected as "Guest users". 

1. To add a Microsoft Group, type the group email address.
    
2. Click the Save and Update OneDrive Access button to confirm the OneDrive settings.
   
3. A confirmation message displays.
   
4. Click Yes.
   
   This creates the FYI - Co-Edits folders in the designated OneDrive, creates each Cabinet, and assigns the Microsoft Group to each Cabinet. A message displays that Cabinet folders have been updated.
   
   Note: If you wish to change your Microsoft Group at any time, you can add a new group email address and click Update OneDrive Access. This will automatically deploy the new group to the FYI - Co-Edits folder and override any custom direct access permissions for secure cabinets.
   
   If you do not select a Microsoft Group and leave this field empty, this will create the folders without the additional security.
   
   Note: For any new Cabinets, the Microsoft group is not applied automatically. Permissions will need to be added to the folder in OneDrive directly.

In the SharePoint Admin Centre for the Microsoft 365 account for your practice, the External Sharing and File and Folder Links must be reviewed. If these are not set correctly, this can prevent secure links from being created by FYI or existing links from being inactive. The Microsoft 365 account for your practice can only be accessed by a Microsoft 365 administrator.

1. Go to Microsoft 365 and open your SharePoint Admin Centre. 
    

2. Review the External Sharing levels.
   This should be set to 'New and existing guests', with the other settings configured as follows:

   	Field	Details
   1	Content can be shared with	Set to "New and existing guests" (minimum required).
   2	Limit external sharing by domain	Unticked
   3	Guest access to a site or OneDrive will expire automatically after this many days	Unticked If required to be enabled at an organisation level, this can be disabled at the SharePoint level. Refer to Create a New Client Collaborate Site (New Sites only).

3. Review the File and Folder Links.

Refer to the Microsoft help article Manage sharing settings in Microsoft 365

FYI recommends having your practice's OneDrive administrator or IT professional create a Data Retention Policy in Microsoft Purview. It is important for your practice to maintain the number of documents shared using this tool. This policy will allow your practice to continue sharing documents with clients and other contacts.

For practices using New Collaborate, refer to Configuring a SharePoint Data Retention Policy for New Collaborate.

For practices on Legacy Collaborate, refer to Configuring a Data Retention Policy for your Practice OneDrive.