When emails are received by multiple FYI users, either as ‘To’ or ‘CC’ recipients, rules are applied by FYI.
Emails received by more than one 'To' Recipient
When an inbound email is received by more than one FYI user as the 'To' Recipient, FYI will place the email in the In Tray of whichever user receives the message first (based on the time of receipt in Outlook). In no situation will the same email appear in multiple In Trays. Once the email is received it can be filed in a variety of ways but can only be filed once, meaning there will never be a duplicate.
Note: If users do not have permission to a cabinet and the documents have been draft filed to that cabinet, the documents will not display in their In Tray.
Inbound Emails received by 'CC' Recipients
When an inbound email is received by an FYI user as a 'CC', FYI will send it to the In Tray of both the 'To' recipient and the 'CC' recipient. It can be filed by either the To or the CC recipient. If the CC recipient files it, the email will disappear from the In Tray of the To recipient and displays in the My Recent tab of the To recipient. The Filing Defaults for the Cabinet and Categories as set for the From client, are used for the auto-filing.
Inbound Emails received to Distribution Lists
When an inbound email contains a distribution list email address comprising of various team members, your email system will distribute that email to those members.
FYI will then handle and file the email based on whether the distribution list was in the To or CC fields. Refer to Emails received by more than one 'To' Recipient and Inbound Emails received by 'CC' Recipients.
Outbound Emails received by 'CC' Recipients
When an outbound email is received by an FYI user as a 'CC, FYI will send it to the In Tray of both the 'From' recipient and the 'CC' recipient(s). It can be filed by either the 'From' or the 'CC' recipient. If any user files the email it will disappear from the In Tray of all recipients.
Filing an Email with Multiple Recipients
When there are multiple recipients, the email can be filed in one of two ways:
- In FYI, from the In Tray of whichever user received the email first
- In Outlook, by any user that received the email.
If an email is filed from Outlook by one of the users before it is filed from the In Tray of the main recipient, the email will disappear from the In Tray of the main recipient.
Note: If a user has disabled Autofile in their individual settings, but is included in an email with multiple recipients, the email will still be shown in the In Tray in FYI until it has been filed.
The Owner of the document will be listed as the first user to interact with the email. When there are changes made to the email, the user will be displayed in the Modified By column (regardless of who made the change).
Filing Attachments Received by Multiple Recipients
If the email has an attachment and there are multiple recipients, FYI will follow the same rules as for the email.
When an email is autofiled, an attachment to an email with multiple recipients will only get saved once. The attachment will only be displayed in the In Tray for the user who triggered the AutoFile service - all other users will be able to access the attachments via 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 appearing in FYI.
Email with an Attachment that is Forwarded
If an email with an attachment is forwarded in Outlook, by default, the forwarded email will also have the attachment. Both the received and forwarded emails will be included in the FYI AutoFile, and both emails will include the attachment. This can result in multiple copies of the attachment appearing in FYI.
Threading of Emails with BCC recipients
Emails with BCC recipients are threaded in the same way that Outlook threads them. They are threaded using the subject and recipients.