Using the Toolbar Actions

To edit a document, click Edit.

To edit and reply to an email, click Reply, Reply All, or Forward. Refer also to Replying to or Forwarding an Email.

When you open a document, FYI will automatically check that no other user currently has it out for editing. This prevents two people from attempting to make changes simultaneously, avoiding any loss of work or conflicts.  

For documents created in one of the core Microsoft applications (Word, Excel, PowerPoint), Edit will open the document using your default method of Desktop or Online (in the browser). From the drop-down in the Edit button, you can select the alternative method. Refer to Opening and Editing a Document. Refer also to Co-editing an Internal Document.

For other documents, such as a PDF or image, when you edit a document, a copy is created in your OneDrive, which you can open for editing in a relevant application.

To open one or more documents as Read Only, select the document(s) and click Read. It allows you to open emails and documents for read-only without locking the document from other users for edit access.

The documents will open in separate tabs. Refer to Previewing Documents as Read Only.

You can open a job from the Jobs List to see additional information and also to see all the emails/documents and tasks that have been filed against a specific job.

Select a job in the Jobs List by clicking the job Name and click the Open button on the toolbar.

For a Draft email, you can use the Send button to send the email. Or use the Draft in FYI or Draft in Outlook to save the draft email again.
 

Note: Emails saved as "Draft in Outlook" are marked as "Sent" in FYI immediately, and should be managed from Outlook directly from that point onwards. The Workflow Status will be set to "Completed".

Copy lets you take an existing document and make a new copy of it that can be refiled either within the same Client or to another Client. Select the document, click Copy and confirm the copy.

The copied document is automatically displayed as selected in the document list with the drawer open. 

Copy cannot be used on Emails.

For practices on the Elite plan with Forms enabled, the Open External function allows users to open a form in a new browser tab.

This is recommended for large forms, making it easier to view and complete forms with lots of detail.

Delete allows you to 'soft delete' documents. This lets you delete unwanted information, but the documents are not permanently removed until someone with authority has confirmed it.

Select the document(s), click Delete and confirm the delete.

Permanently deleting a document is restricted to FYI Admins only.

Refer to Deleting Documents and Recovering Deleted Documents and Deleting Emails.

Delete is also available in Task Lists. Note, deleted tasks cannot be restored and are permanently deleted from FYI.

Doc Link creates a hyperlink to the selected document within FYI. The Doc Link is copied to your clipboard and can be pasted outside of FYI.

A Doc Link can be used in emails to other internal users as a reference to the document, ensuring they access the most recent version.

As a default, the Doc Link is copied so it will be opened as a Preview. If you want the document to automatically open when clicked, you can copy the Doc Link as "Open". 

To copy a link so it can be opened when pasted into an Excel document, click the button next to Doc Link and select Excel.

When you have selected a Stapled document, the Doc Link function includes the option to create a Doc Link to the stapled documents package.

When a user is directed to a document via a Doc Link, this opens the Clients - Documents tab with the relevant document selected and the drawer open.

Note: A Link will always open the highest version of the document.

Refer to Copying, or Inserting, and Opening a Document Link.

For practices on the Elite plan with Forms enabled, the External Link option creates a directly link to the Form Template. These can be opened and completed without being tied to a specific client record.

Refer to Creating a Direct Link to a General Form.

Task Link creates a hyperlink to the selected task. The Task Link is copied to your clipboard and can be pasted outside of FYI.

A Task Link can be used in emails to other internal users, as a reference to the task.

When a user is directed to a document via a Task Link, this opens the Tasks list with the relevant task selected and the drawer open.

Job Link creates a hyperlink to the selected job within FYI. The Job Link is copied to your clipboard and can be pasted outside of FYI.

A Job Link can be used in emails to other internal users, as a reference to the document ensuring they access the most recent version.

When a user is directed to the job via a Job Link, this opens the Jobs list with the relevant job selected and the drawer open.

If your practice is on the Pro or Elite plans, Share allows you to send FYI client documents via email either as a native document or as PDF attachments. The underlying email is automatically filed in FYI and a record of the send is shown in the Activity of each document that is sent.

For practices using New Collaborate, Share No Email allows users to upload files to the New Collaborate site without emailing the client.

Note: If your practice is on the Intermediate plan, this shows as the Send button.

Refer to Sharing Documents with External Users via Email, Collaborate or myprosperity.

The Delivery button has three options, Mark Sent, Mark Received and Clear. These are used for information purposes to set the Delivery Status. Mark Sent allows you to manually set that a document has been sent physically. Mark Received lets you set that a document has been received. Clear allows you to clear the Delivery Status. This would usually be applied to Word, Excel, PDF or PowerPoint documents. 

Refer to Mail Register - Updating the Document Delivery Status as Sent or Received.

For a Word or Excel Spreadsheet document, you can use Convert or Convert with threading to create a PDF copy of a document. This is useful if you want to email the document as a PDF attachment.

Users can select:

• Convert: The PDF is added as a new document. and will not be threaded with the original document. The PDF document will be displayed in the Document list as the latest document. To view the threaded documents, refer to Managing Document and Email Threads.
• Convert with threading: The PDF is added as a new document and threaded with the original document. 

The filing details for the PDF copy are set as default as the same filing details as the Word or Spreadsheet document that it is a copy of.

If you have selected a document, task, job, or client but want to deselect it, click Cancel. This also hides the function buttons at the top of the list.

If multiple documents, tasks, jobs, or clients have been selected, clicking Cancel removes any checkmarks in the Select checkboxes.