Setting up a Practice-wide Shared Email Account

If you have a practice-wide email account, for example, reception@example.com.au or thegrowthpartners@thegrowth.partners, that multiple users access and reply to emails from, the account can be set up as a user in FYI. Once the In Tray is shared, users can manage emails from within FYI and file emails and attachments accordingly.

When setting up a Practice-wide Shared Email Account:

• The mailbox must have a Microsoft 365 licence.
• The account must be set up as a separate user in FYI.
• The FYI Outlook Desktop Add-in can only be logged in to a single user account at a time. Separate browser profiles can be used to access the second mailbox as required.

Refer also to How can we use a Shared Mailbox? for additional scenarios and for information on setting up aliases.

Setting up a Practice-wide Shared Email Account

Step 1 - Create an FYI User Account

The email account must be created as a licensed user in FYI so emails can be imported into the In Tray.

Depending on your practice settings, new users can be added directly into FYI, or from your integrated Practice Management platform. Refer to Managing Users.

Note: The user account must log in to FYI periodically to maintain the connection. If the account is not accessed for a period of time, the login may expire and will need to be refreshed.

Step 2 - Configure the User Account Settings

After the user account has been created, the user settings must be updated to ensure emails are added to the In Tray and can be accessed by other users.

1. Update the user settings to set the AutoFile mode to In Tray Review. This can be done after logging in as the user, or by an FYI Admin.
   
2. Share the In Tray with all other users that need access to the account's emails. These users are added in the My Settings - Share tab. Refer to Sharing your In Tray.
   

Accessing Shared Emails

When someone has shared their In Tray, the Filter by Owner button will display at the top of the In Tray for the relevant users. Users can select the shared email account to view emails from the shared mailbox, then review and file emails and attachments as required.

If the Filter by Owner button is not visible, no In Trays have been shared with the user.

Refer to Sharing your In Tray and Managing your In Tray.