Filing Email Attachments

Incoming client emails often contain attachments that are essential documents in their own right. FYI allows you to file the attachments so they are saved as separate documents. This article covers in detail how to file attachments in Incoming emails. 

Outgoing client emails created in FYI can include attachments that are documents already filed in FYI. When sending emails from your Outlook you can attach other files, for example, documents held locally that you attach via Windows Explorer. If you want to file any attachments in Outgoing emails this must be done manually. Refer to Filing Attachments in Outgoing Emails.

Autofile Else In Tray and In Tray Review
There are both practice-wide and individual settings which dictate how you see and interact with email attachments in FYI (refer to Email AutoFile Settings, Exclusions and Practice Filing Defaults and Setting Defaults and Filing Defaults for your own Login - My Settings).

  • The default setting for emails and email attachments is In Tray Review so that emails from Outlook are always added to your In Tray in FYI for review before they are shared with the entire practice. Refer below to Default Configuration - In Tray Review is "On".
    In Tray Review can be set for the practice and can also be set for individual settings.

  • You can set the practice or individual settings to AutoFile Else In Tray- Emails & Attachments as "On", where emails and any attachments are autofiled where possible and if any condition for filing is not met, the email and any attachments are sent to the user's In Tray.
    Refer below to Configuration - AutoFile Else In Tray is "On".
    AutoFile Else In Tray- Emails & Attachments can be set for the practice and can also be set for individual settings.
  • You can set the practice settings to AutoFile Else In Tray - Emails Only (In Tray for Attachments) so that when the email can be autofiled only the email is autofiled and any attachments in incoming emails are always automatically sent to your In Tray. With this is set in the practice settings, the users own settings must be selected as "Practice Default" Refer below to Configuration - AutoFile Else In Tray - Emails Only (In Tray for Attachments).

  • You can set the practice settings to Exclude Email Stationery Images so that certain signature images less than 40Kb are excluded from being autofiled. This is a practice setting only. Refer below to Configuration - Exclude Email Stationery Images

Default Configuration - In Tray Review is "On"

When In Tray Review is turned "On" both the email and the attachments are included in your In Tray. The email and attachment are shown as separate documents in FYI and are set as "Draft Filed". The email and any attachments are ready for review before they are made accessible to the entire practice.

The attachments initially have the same filing defaults as set for the email and are shown as "Draft Filed".

When In Tray Review is "On" emails and attachments are handled in the same way as when AutoFile Else In Tray - Emails & Attachments is "On" and the email cannot be autofiled (see below).

Configuration - AutoFile Else In Tray - Emails & Attachments

Email can be Autofiled

When AutoFile Else In Tray - Emails & Attachments is "On" and the email can be autofiled, attachments in incoming emails are automatically filed with the same filing details as the email. Any of these can be changed in the usual way from the drawer of any of the attachments.

Email Cannot be Autofiled

When AutoFile Else In Tray - Emails & Attachments is "On" and the email cannot be autofiled (or when In Tray Review is set “On”) the email and the attachments are included in your In Tray.

The attachments are included in your In Tray as separate documents and they automatically have any of the same filing details as the email they relate to.

 The following is an example of an email with attachments in the In Tray. In this example, the email and attachments could not be autofiled as the Year has not been provided in the filing details.

The In Tray displays as follows.

1566_NL_In_Tray.gif
The email and all the attachment(s) have a status of "Draft Filed".

The following is the drawer of the unfiled email in your In Tray. The FYI Drawer displays in the same way when the email is selected in the Inbox of your Outlook.
870_Filing_Attachment_Unfiled_Email.gif

Configuration - AutoFile Else In Tray - Emails Only (In Tray for Attachments)

The practice setting can be set as AutoFile Else In Tray - Emails Only (In Tray for Attachments). Refer to Email AutoFile Settings,Exclusions and Practice Filing Defaults.

With this setting, when the email can be autofiled only the email is autofiled. Any attachments in incoming emails are always automatically sent to your In Tray.

Note: When the setting for your practice is AutoFile Else In Tray - Emails Only (In Tray for Attachments) the user's own settings must be selected as "Practice Default" (refer to Setting Defaults and Filing Defaults for your own Login - My Settings).

The following is an example of two attachments in the In Tray which were attached to an incoming email. The email has been autofiled, and the attachments were sent to the In Tray. In the drawer, next to Filed from, there is a link to the relevant email that has been autofiled.

2494_In_Tray_AutoFile_Email_Only.gif

To file the attachments, each attachment is filed separately.

  1. Select each attachment in turn in your In Tray.
  2. Change any filing details as required.
  3. Click File or File & Close in the drawer.
    The attachment is filed in FYI and removed from your In Tray.

Configuration - Exclude Email Stationery Images

When Exclude Email Stationery Images is turned "On", attachments with a file format of jpg, jpeg, png, gif, ico, SVG or bmp and are less than 40 Kb are excluded from being autofiled. Where these files types are equal to or greater than 40Kb, they will be autofiled.

The attachments initially have the same filing defaults as set for the email.

Where an excluded file should be filed in FYI, this will need to be filed from the Drawer. Refer to Filing Attachments from the Email Attachments Section in the Drawer

Filing Email Attachments

There are various ways in which you can file email attachments. Refer below for details of the following:

Opening an Attachment from your In Tray

The following example is the drawer for one of the Draft Filed attachments in your In Tray. The attachment(s) will have, as default, any of the filing details that were set for the Draft Filed Email. You can preview the attachment in the Preview pane if required.

871_Filing_Attachment_Unfiled_Attachment.gif

The attachment shows the name of the email that it is attached to. You can click the link to open the email.

1029_Open_email_from_Attachment.gif

Using the Attachments Section of the Email

Expand the Attachments section in the drawer of the email to see a list of its attachments.

You can open an attachment if required by clicking the Open icon.

1678_Email_Attachments_Section.gif

You can change the name of any attachments (refer below to Changing the Name of an Attachment).

Filing Attachments from the Email Attachments Section in the Drawer

There are several options available for filing the attachments using the Attachments section in the FYI Drawer. This can be done in the same way from FYI or from your Outlook. For details and examples, refer to Filing Attachments using the Email Attachments Section.

  • To file the email and all the attachments at the same time, using the same filing details as the email.
    In the email drawer Attachments section select File all attachments and file the email. Enabling/disabling File all attachments sets this as your default so you do not have to set this each time.
    Refer to Filing the Email and All the Attachments at the Same Time in Filing Attachments using the Email Attachments Section.

  • To file the email and selected attachments at the same time, using the same filing details as the email.
    In the email drawer Attachments section, checkmark one or more attachment.
    Select File selected attachments and then file the email.
    Refer to Filing the Email and Selected Attachments at the Same Time in Filing Attachments using the Email Attachments Section.

  • To file all the attachments using different filing details to that of the email
    In the email drawer Attachments section, click File All and select the filing details to apply to all the attachments.
    Refer to Filing All or Some of the Attachments with Different Filing Details to the Email in Filing Attachments using the Email Attachments Section.

  • To file selected attachments using different filing details to that of the email
    In the email drawer Attachments section, click to select the relevant attachments then click File Selected. Select the filing details to apply to the selected attachments.
    Refer to Filing All or Some of the Attachments with Different Filing Details to the Email in Filing Attachments using the Email Attachments Section.

  • To file an individual attachment
    In the email drawer Attachments section, click the relevant attachment in the Attachments section of the email.
    Select the filing details for the attachment and click File.
    Refer to Filing Attachments One at a Time from the Attachments Section in Filing Attachments using the Email Attachments Section.

Filing the Email and the Attachments from your In Tray

As the attachments have been brought into FYI as separate documents, they can also be filed separately directly from your In Tray.

  • File the attachments and the email separately from your In Tray.
    If you file the email first, this will set the same filing details in each of the attachments and these can be changed for the individual attachments.

  • File the email from your In Tray or from Outlook, then file the attachments from your In Tray or from the Attachments section of the filed email in your My Recent tab. When the email has been filed, the same filing details are set as default for the attachment(s) and can be changed for the individual attachments when they are filed.

Filing the attachments and the Email Separately from your In Tray

  1. Select each attachment in turn in your In Tray.
  2. Change any filing details as required.
  3. Click File or File & Close in the drawer.
  4. In the same way, file the email separately from your In Tray.
    The attachments and the email are filed in FYI and removed from your In Tray.

Filing the email without the Attachments

If you do not select File all attachments when filing the email, FYI will not automatically file the attachments. If you file an email but do not file the attachments, a reminder displays in the Attachments section of the drawer for the email ("1 to be filed", "2 to be filed", etc).

You can file the attachments from your In Tray, or from the Attachments section of the filed email in My Recent. When filing the attachments after the email has been filed, the filing details are initially set the same as those set for the email and can be changed as required individual confirmation before being filed into FYI.

Changing the Name of an Attachment

If needed, you can change the name of the attachment.

This can be done from the Attachments section by clicking the edit (the pencil) icon. Make any changes to the attachment name and click the tick icon to save.

1669_Edit_Attachment_Name.gif

When an attachment is selected in your In Tray, you can also change the name in the drawer by clicking the name at the top of the drawer.

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Deleting Attachments

If you do not want to file an attachment, you can delete it from your In Tray and it will no longer show as to be filed. In the Attachments section on the email, it shows as Removed.

1686_Removed_Attachment.gif

The attachment can still be accessed from the email drawer. You can open it by clicking the Open icon next to it in the Attachment section of the email and you can file it from the email drawer if you decide you do want to file it separately in FYI.

In the same way, if it is already filed, it can be deleted from FYI but it can still be accessed at any time from the Attachment section of the email. It can be opened by clicking the Open icon next to it, or it can be refiled from the drawer.

Using Export to Access Attachments

You can open an attachment from the Attachments section in the email by clicking the Open icon (refer above to Using the Attachments Section). You can also access the attachments using the Export function on the email. The Export gives you an alternative way to access, or if an email has been migrated from another system. Refer also to Exporting Documents.

Note: Export can be used to extract attachments even if the attachment was saved separately.

  1. Select the email in a list.
  2. Click the Export button in the toolbar. Or right-click and select Export from the toolbar pop-up menu (refer to Using the Document Action Tool Bar).
    883_Export.gif
  3. Click the link to the exported email that is shown in the bar at the bottom of the browser screen.
  4. The email opens in Outlook from where you can open the attachments.
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