Creating PowerPoint presentations

You can create new PowerPoint presentations directly from within FYI. Select the client and filing information for the document, then select Create to open Microsoft PowerPoint and use all the features of Office to work on your document.

You can also select from a library of templates maintained for your practice. This allows you to create PowerPoint documents with consistent content and layout. The template can also use Merge Fields to populate the document name.

Creating a PowerPoint presentation

1. From FYI, select the + button in the menu bar.
    
2. Select Presentation from the list of document types. 
   Or, from the workspace, press the shortcut key P for a new presentation. 
   The Create Presentation drawer displays on the right-hand side.
   
   
   The fields that initially display depend on whether filing defaults have been set in your settings or in the practice settings. When you select the Client, these may change to the filing defaults set for the client. If you select a template, the categories may change if filing defaults have been set for the selected template.
    

3. Select the Client and Cabinet.

   • Client: Type at least three characters of the client name to display all clients containing those characters, then select the required client.
   • Cabinet: If the selected Client has a default Cabinet, or you have a default for your own settings, this is displayed. This can be changed if required.

   When the Client and Cabinet have been selected, relevant defaults display based on your selections. For example, Categories, Jobs, Tags, and Keywords are all set to display depending on the Cabinet selected.
   
    

4. In the drawer, select or enter the filing fields, or change the defaults that are given:
    
   • Change Addressee: If the document is being sent to a different addressee other than the client that it is being filed under, select the Change Addressee link and select the required Client. The document will be filed under the selected Client. If you select an Addressee, it displays in the details at the top of the Document Drawer after the document is created and can’t be changed.
   • Template: If required, select a template. If relevant for the selected template, default values for one or more Categories are offered, providing a Cabinet is selected that uses the relevant Category/Categories. You can change the value for the Categories if required. 
   • Categories: Select the filing Category/Categories for the document, such as Year and Work Type. The Category options that are available may be filtered according to the Cabinet selected.
   • Job: If Jobs are enabled for the selected Cabinet, you can also select a Job for the client.
   • Tags and Keywords: If the selected Cabinet has been enabled for Tags and/or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document.
   • Name: To identify the document internally, the name displays in the lists in FYI. 
     If a default name is provided, for example from the selected template, you can change this. 
   • Opening Method After Creating: This option only displays if Co-edit is enabled for your practice.
     • Select Edit if you want the document to be locked so you are the only person who can edit it, up until you indicate you have finished editing.
     • Select Co-edit if you want the document to be available for more than one user to work on at the same time.
     • Select Do not open to create the document without opening it. This is useful, for example, when creating a document with a template or if you want to return to it later to make changes.
        
5. Select Create. Microsoft PowerPoint opens in your browser or on your desktop, depending on your Office opening method. You can set the default for how you want to open documents in your profile.
    
6. You can now work on your document in PowerPoint.
    
7. Close the document when finished. Your document is automatically saved and checked into FYI.
    
8. Once PowerPoint is closed, you need to let FYI know you have finished editing the document and save any changes to FYI. In FYI in the drawer, select the I am finished editing button. 
   
   
   FYI syncs with Office and the message “Syncing with FYI” shows for up to 30 seconds while your changes save in FYI. This removes the lock on the document and removes the document from your Home - My Edits.
   
   

Change the delivery status

As PowerPoint presentations are generally not used for correspondence, the Delivery Status is initially left blank.

You can mark the document as Sent using the Send or Delivery - Mark Sent function. This changes the status to Sent.