Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
When an email is received by multiple FYI users, FYI applies rules to determine where the email is displayed, who can file it, and what happens after it has been filed. The email can only be filed once in FYI, with separate filing rules for received emails, sent emails, and emails with attachments.
Received Emails
When an email is received by more than one FYI user, FYI places the email in the In Tray for all users. When an email is received by a Distribution List, the email will be displayed in the In Tray for all FYI users in the Distribution List.
- If a user has disabled AutoFile in their individual settings, but is included in an email with multiple recipients, the email will still be displayed in the In Tray in FYI until it has been filed.
- If Email AutoFile has draft filed the email to a cabinet that the user does not have permission to access, the user will not see the email in their In Tray.
The email can only be filed once in FYI, so when one of the users files the email:
- The email will be removed from other recipients' In Trays.
- The email will be added to the My Recent tab for other recipients.
If one of the recipients deletes it from their In Tray, it is also removed for all other recipients. The email can still be accessed and filed from Outlook by all recipients if required.
Filing Emails for Multiple Recipients
Filing Emails
When there are multiple recipients, the email can be filed by any user, either from their In Tray or in Outlook. Once filed, the email will be removed from the In Tray for the other recipients.
The following fields will also be updated by FYI accordingly:
| Field | Details |
| Owner |
Will be set to the relevant user based on the following priority order:
|
| Created By | Determined by Email AutoFile. This will be set to the user who interacted with the email first, for example, the user who filed the email. |
| Modified By |
Will only be updated based on changes to the email content, not the Filing Defaults.
|
Filing Email Attachments
When an email with multiple recipients contains attachments, FYI will follow the same rules as for the email.
If the email is auto-filed:
- The attachment will only be added in FYI once. It will not be imported separately for each user.
- The attachment is only displayed in the In Tray for the user who triggered AutoFile. All other users will be able to access the attachments using the Attachments section of the Email Drawer.
Note: If more than one user saves an attachment from their FYI Drawer in Outlook, this can result in multiple copies of the attachment in FYI.
If an email with an attachment is forwarded in Outlook to another FYI user, by default, the forwarded email will also have the attachment.
- Both the received and forwarded emails will be included in the FYI AutoFile.
- Both emails will include the attachment.
This can result in multiple copies of the attachment appearing in FYI.
Email Threading for BCC Recipients
FYI automatically creates email threads based on how emails are managed in Outlook. Because threading behaviour is controlled by Outlook, email threads with BCC recipients are threaded the same way, using the subject and recipients. Refer to Managing Email Threads.