Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
Email AutoFile helps practices save time and work more efficiently by automatically importing emails and attachments from users’ Outlook Inbox and Sent Items folders into FYI approximately every 15 minutes.
Emails can be auto-filed using Filing Defaults, sent to the user’s In Tray for review, or excluded, helping users reduce manual filing, keep client correspondence organised, and make important emails easier to find across the practice.
Getting Started with Email AutoFile
Email Import
After FYI is deployed, Email AutoFile monitors each user’s Outlook Inbox and Sent folders for emails that may need to be imported into FYI.
Approximately every 15 minutes, FYI checks for emails with an updated Last Modified date in Outlook. Emails and attachments are then imported based on the type of email and the Email AutoFile rules configured for the practice and user.
Types of Emails
Email AutoFile uses the email address to determine whether it is a Client Email, Internal Email, or External Email.
| Email type | Details |
| Client Emails |
Emails sent from or to an email address matching a Client or Client Contact in FYI. These can be auto-filed using Filing Defaults to determine the Cabinet and Categories. Any client emails that are not auto-filed will be sent to the In Tray to review. |
| Internal Emails |
Emails that have been sent between users in the practice. Internal Emails are typically set to be excluded from AutoFile, so the emails are not imported into FYI. Email AutoFile rules cannot be applied to staff emails, but if required, the emails can be manually filed from the In Tray and Outlook. Note: It's recommended to use the Comments feature in FYI, rather than forwarding emails. |
| External Emails |
Emails sent from or to an unknown email address. If the address does not exist on the Email AutoFile Exclusion List, the email may be added to the user’s In Tray for review. Excluded emails can be manually filed from Outlook. |
Filing Status
When emails are reviewed by Email AutoFile, the Filing Status will be updated to one of the following.
| Filing status | Details |
| Filed | The email or attachment has been filed, either automatically by FYI or manually by a user. |
| Draft Filed | The email or attachment has been imported into FYI but has not yet been fully filed. These items display in the user’s In Tray. |
| Not Filed | The email has not been filed in FYI. It may have been excluded from AutoFile, or AutoFile may be disabled for the user. These emails can be manually filed from Outlook if required. |
Configuring Email AutoFile
The Email AutoFile Automation App enables the practice to manage the AutoFile settings for the practice, for example, whether the default behaviour is to AutoFile emails and attachments, or to send emails to In Trays for review. This also allows practices to choose whether to include or exclude internal emails, and external emails where the email address does not match a client in FYI.
Emails attachment are treated as a standalone document in FYI, and can be filed to the same Cabinet and Category as the email, or filed separately. Refer to Filing Email Attachments in FYI.
The Exclusion List is used to prevent AutoFile from filing emails from specific email addresses or domains, for example, marketing emails. Exclusion rules apply to both incoming and outgoing emails.
The Defaults tab is used to set the default Cabinet and Category, where an option has not already been selected.
Refer to Managing Email AutoFile Settings and Practice Defaults.
Once the practice-wide settings have been configured, the AutoFile mode can be configured for each user.
When FYI is first deployed, all users will be set to Disabled by default. FYI Admins will be able to set the AutoFile mode for all users using Bulk Update, while individual users can update the mode from My Settings.
Disabling Email AutoFile
Email AutoFile can be disabled for individual users when a practice does not want FYI to automatically import emails from Outlook. This can be useful for partners, directors, or other senior staff.
Users can still manually file emails from Outlook using the FYI Drawer.
Refer to Disabling Email AutoFile.
Using Email AutoFile
Email AutoFile Filing Defaults Order
Filing Defaults refer to the Cabinet and Categories applied automatically when emails are auto-filed in FYI.
When FYI determines which filing details to apply, the Filing Defaults are checked in the following order:
- Existing Email Threads
- Automations
- Template
- Client Filing Defaults
- User Filing Defaults
- Practice Filing Defaults
If the required filing details are not available, the email cannot be auto-filed. The email will be imported to the user's In Tray. Refer to Managing Email AutoFile Filing Defaults.
Email Activity
When an email is auto-filed, an entry will be added to the Activity section in the Email Drawer. This includes whether Filing Defaults were applied, or if an email was unable to be filed due to missing filing details.
Refer to Viewing Activity on a Document.
Filing Emails for Multiple Recipients
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.
FYI will initially place the email in the In Tray for all recipients, including when sent to a Distribution List. This includes any users who may have AutoFile disabled. If the email is draft filed to a cabinet that the user does not have permission to access, the user will not see the email in their In Tray.
Refer to Emails with Multiple Recipients.
Including Clients in Email AutoFile
When an email address is shared by more than one client, for example, clients within a Client Group, FYI may not know which client the email should be filed against. The email is imported, but will be sent to the user's In Tray for review.
Practices can nominate which of these clients should be selected, by updating the client setting Include in AutoFile. This should be set for only one client with the shared email address. The next time Email AutoFile imports an email from that address, it will be able to identify which client to file the email against.
Refer to Nominating the Client to Include in AutoFile.
Best Practice for Email AutoFile
When configured effectively, the majority of emails can be auto-filed by FYI, saving time and maximising efficiency across the practice.
The Email AutoFile Best Practice guide details how to configure various settings to ensure that emails are filed consistently, while still allowing users to review exceptions where required. For example, guidelines on settings for standard users compared to Partners and Directors, and how to configure your clients and contacts.
Refer to Email AutoFile Best Practice.