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Emails that include attachments can be filed to the same Cabinet and Category as the email, or filed separately. When filed, each attachment is treated as a standalone document that can be renamed, refiled, or deleted.
This article explains how to file attachments received from an email in FYI.
Note: There are both practice-wide and individual settings which dictate how you see and interact with email attachments in FYI. These settings are set up by your FYI Admin and will determine if attachments are automatically filed, or require manual intervention to be filed.
Filing Attachments From Your In Tray
Each user is responsible for ensuring that their emails and attachments are filed correctly.
When displaying the Email Drawer and filing associated attachments, refer to Using the Attachment Section of the Email Drawer below.
To file individual attachments from your Home - In Tray:
- Click an attachment in the list. The Email Drawer will display on the right hand side.
Tip: You can preview the document by clicking Preview on the side of the drawer. The associated email can also be found by clicking the Filed from link. - Select or update any Filing details, where relevant.
- Update the name of the attachment.
Tip: This is how the attachment will appear once filed in FYI.
- Click File to file the attachment and leave the drawer open.
Or
Click File & Close to file the document and close the drawer.
The document is now available to everyone in the practice. Repeat these steps for each attachment if you want to file them individually.
Using the Attachment Section of the Email Drawer
The attachments section of the Email drawer can also be used to view and file attachments.
To Bulk Update and file multiple attachments from your In Tray, refer to Managing your In Tray and Using the Documents Lists.
Click the relevant headings for details on filing attachments, whether filed with the same filing defaults as the email or separately.
To file the email and all the attachments at the same time, using the same filing details as the email:
- Select the email from a Documents list to open the Email Drawer.
- Tick File all attachments
- Set any filing details for the email.
- Click File to file the email and all attachments and leave the drawer open.
Or
Click File & Close to file and close the drawer.
Note: The File all attachments preference will be remembered, for example, if it has been checkmarked and enabled for one email, it will stay enabled as the default for all other emails that are waiting to be filed. If the option is unticked, it will remain unticked, even when logging out and back into FYI.
In the Attachments section of the Email Drawer, you can select which of the attachments to file at the same time as the email, and leave remaining attachments to be filed separately.
- Select the email from a Documents list to open the Email Drawer.
- In the Attachments section, select one or more of the attachments.
- Ensure that File selected attachments is selected.
- Set any filing details for the email.
- Click File, or File & Close.
The email will be filed, along with the selected attachments. Any attachments that were not included are left in your In Tray and can be filed individually.
Any unfiled attachments display as Not Filed in the Attachments section of the filed email.
You can file all or some of the attachments without filing the email. This allows you to select different filing details to that of the email.
- Select the email from a Documents list.
- Expand the Attachments section.
- Click File All.
Tip: Before filing, update the name of the attachment where applicable, by clicking the pencil icon.
Or, to file individual attachments only, select them in the Attachments section and click File Selected.
- A message displays as information that the attachments will all be filed with the same filing details.
Note: This message will not be displayed if only one attachment is selected. - Click OK and the drawer displays. This shows the details for the first attachment that is shown in the Attachments section. The number of selected attachments is shown in the top right-hand corner, e.g. +1 more.
If needed, click the Back arrow in the top right-hand corner to return to the email. - Select the filing details to be applied to all the selected attachments.
- Click File or File & Close to file all the selected attachments.
To file each attachment separately, repeat each step above for each attachment.
Filing Attachments from a Documents List
Filing attachments from a Documents list provides the same filing options as from your In Tray, however, is better suited for FYI Admins when managing emails at a practice level. FYI Admins can view Draft Filed emails and ensure attachments are correctly filed.
For example, where a user may be on leave, FYI Admins can ensure that all emails and documents are filed and available to everyone in the practice.
Renaming an Attachment
You can rename an attachment before or after filing, if needed.
- From the Attachments section in the email Drawer. Click the edit icon beside the attachment name, update the name, and click the tick icon to save the change.
- When an attachment is selected in your In Tray, click the document name at the top of the Drawer to rename it. Changes are saved automatically.
Delete an Attachment from the In Tray
If you do not want to file an attachment, you can delete it from your In Tray. The attachment will no longer display as Draft Filed, and it will show as Removed in the Attachments section of the email.
The attachment can still be accessed from the Email Drawer. You can open it from the Attachments section and file it later if needed.