Link your Practice's OneDrive Admin Account

In order to use Collaborate, Co-Edit with Team or other OneDrive functions, your practice needs to select the account for OneDrive that will be used for the common activities across the practice. Activities include co-editing documents, sharing documents and folders, and receiving documents from clients. This function can only be done by an FYI Admin.

Refer also to Summary of OneDrive Folders used in FYI for the additional OneDrive folders used by FYI.

Select the OneDrive Admin User

Step 1 - Create a dedicated User Account

We recommend that you set up a separate Microsoft 365 account specifically for this role, with a good 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.

You should also ensure:

1. The account has OneDrive enabled.
2. The user has an account in FYI and must be created as an FYI Admin user.  Refer to Adding New Users Directly to FYI in Managing Users.
3. The user has logged into the FYI platform to activate the account.

Step 2 - Select the OneDrive Admin User

Link your practice's OneDrive Admin Account. This is a one-off step and can only be done 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.
   Reminder: This will also affect the Admin User for the OneDrive 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.
   
   
   
   If a validation error is displayed, you should save the changes, and then follow the steps in the Validation Errors section below to resolve the issue.

Step 3 - Assign the Microsoft Group Name

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.

Using Office 365 groups, you need to set up a Microsoft 365 Group for all your users that will have access to Co-edit. This enables access for users without having to add and remove 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 rights. 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 who have set up Collaborating with Entra ID B2B, these 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 message displays to confirm.
   
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.
   
   Important 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 empty, this will create the folders without the additional security.
   
   Important Note: For any new Cabinets created, the Microsoft group is not applied automatically. Permissions will need to be added to the folder in OneDrive directly.

Step 4 - Ensure External Sharing is Turned On

In the SharePoint Admin Center for the Microsoft 365 account for your practice, the External Sharing and File and Folder Links must be reviewed. If 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. Use this link to take you directly there.
2. Review the External Sharing levels.
   This must be set to 'anyone'. 
   If B2B for Collaborate is used, which enables greater security controls over external sharing, this must be set to 'New and existing guests'.
3. Review the File and Folder Links.

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

Step 5 - Configure a Data Retention Policy

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 and this policy will allow your practice to continue sharing via secure links with clients. Refer to Configuring a Data Retention Policy for your Practice OneDrive.

Changing the OneDrive Admin User

Once you have selected a OneDrive Admin Account, a new Admin Account can be selected at any time. A check will be performed the validate the user and confirm the new account has the correct permissions applied.

To select a new OneDrive Admin Account:

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. Click the Change button next to the Admin User field.
   
5. Select the new user from the drop-down.
   
   
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.
   
   If a validation error is displayed, you should save the changes, and then follow the steps below to resolve the issue.
   

An entry will be added to Practice Activity to show a new user selected.

Validation Errors