Features

Document Types Overview

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 for 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 the Office product, 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.

Hovering your mouse pointer over the icon displays a description of the type of document or interaction.

Icon Type Source

1401a_Incoming_email.gif

1401b_Outgoing_email.gif

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.

1401c_Word.gif

Word

A Word document can be created from within FYI.

If required, you can apply a template and stationery pre-configured for your practice.

1401d_Excel.gif

Excel

An Excel Spreadsheet can be created from within FYI. If required, you can apply a template pre-configured for your practice.

1401e_PowerPoint.gif

PowerPoint

A PowerPoint Presentation can be created from within FYI. If required, you can apply a template pre-configured for your practice.

1401f_Meeting.gif

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.

1401g_Phone_Call.gif

Phone Call

A record of a phone call can be created within FYI and filed by Client.

1401h_File_Note.gif

File Note

Creates a file note for the client.

1401i_Web_Link.gif

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.

1401j_PDF.gif
1401k_Image.gif
1401l_Zipped.gif
1401m_Tiff.gif

PDF

Image

Zipped

Tiff

Any type of file can be uploaded into FYI or imported from Windows Explorer.

1401m_Question_mark.gif

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. 

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