Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
FYI allows you to store all your emails, documents and client interactions in a single client-centric database in the cloud.
- Client emails, documents, phone calls, file notes or meeting records are all stored using structured filing rules and can be organised by Job. This allows you to maintain a complete client file.
- Practice Templates and documents that do not relate to a client, such as policies and procedures, are stored in Knowledge Cabinets and easily accessed by your team. Refer to Using Knowledge Cabinets.
This provides one place for your team to work together, with everything at their fingertips and visibility across the entire practice.
Creating and Storing Emails, Documents and Interactions
Various types of emails, documents and information can be created and stored in FYI.
All are filed using categories that are relevant to your practice, so that information is easily accessed.
- Integration with Microsoft 365 means you can initiate the creation of an email or document in FYI, select the filing fields and then create the email or document using Office or Outlook.
- Alternatively, while creating an email in Outlook, or a document in Word, Excel or PowerPoint, you can access the FYI Drawer to file it in FYI and perform a number of other actions.
- Records of phone calls, file notes and client meetings can be created in FYI to maintain a history of all client interactions.
Document Icons
The following table is a summary of the different types of emails, documents and interactions created and held in FYI, including the source of each item, and the icon that displays for each one.
| Icon | Type | Source |
|
|
Incoming Email Outgoing Email |
Emails can be created from within FYI. If required, you can apply a template and email signature pre-configured for your practice. If Email AutoFile is activated, any client emails received or sent are automatically imported from Outlook and “Draft Filed” in your FYI Home – In Tray, ready for you to file them. |
Word |
A Word document can be created from within FYI. If required, you can apply a template and stationery pre-configured for your practice. Word documents are created and saved in the supported file format of .docx. |
|
| Excel |
An Excel Spreadsheet can be created from within FYI. If required, you can apply a template pre-configured for your practice. Excel documents are created and saved in the supported file format of .xlsx. |
|
| PowerPoint | A PowerPoint Presentation can be created from within FYI. If required, you can apply a template pre-configured for your practice. | |
| Meeting |
A record of a client meeting can be created within FYI and filed by Client. If Calendar Entry AutoFile is activated, client meetings are automatically imported from your Outlook calendar, and created as Meetings in FYI. |
|
| Phone Call | A record of a phone call can be created within FYI and filed by Client. | |
| File Note | Creates a file note for the client. | |
| Web Link | A link to a URL can be created and held in FYI. This is useful, for example, if you want to create a record of a report held for a client on a different site. | |
| A PDF document can be created from within FYI. This must be created with a PDF template. | ||
|
Invoice Credit Note |
Practices on the Elite Plan can create Invoices directly in FYI. Invoices are synchronised with the practices Xero Ledger. Note: Credit Notes cannot be created in FYI. These are imported into FYI overnight from the practice's Xero Ledger. |
|
| Form |
Practices on the Elite Plan can create Forms, when the Forms setting has been enabled. A form is a structured way to collect and manage information directly in FYI. |
|
|
CSV Image Zipped Tiff |
Any type of file can be uploaded into FYI or imported from Windows Explorer. When editing these types of files from FYI, a message displays for you to open the file on your OneDrive. |
|
| Other |
When the document type displays as a question mark, the file format is not one of the standard formats listed above. For example, .rtf, or .html. To view the file, it must be exported and opened in an appropriate application. |