Adding Attachments to Emails

Adding attachments allows documents to be sent with an email while maintaining the correct filing details for both the email and attachments.

Up to 10 documents can be attached to an email when creating a new email or editing a draft email in FYI.

Note: Documents currently being edited cannot be shared. Users should ensure they have finished editing documents before selecting them as an attachment.

It is recommended to add and send attachments from FYI wherever possible. Emails with attachments can be created in Outlook where required, but this should only be used in limited scenarios.

Adding Attachments to an Email in FYI

Attachments can be added to emails in FYI by selecting documents before creating the email, or by adding documents from the Email Drawer while drafting the email:

• Create an Email from Selected Documents: Use this option when you already know which documents you want to send and want to create the email directly from those selected documents.
• Add Attachments from Email Drawer: Use this option when you have already started drafting an email and need to add one or more documents before sending.

Tip: Once an email has been drafted with attachments, the attachments can be reviewed from the Attachments section of the drawer. If the email is sent for approval, the approver can also open, preview, and edit the attachments before the email is sent.

Create an Email from Selected Documents

You can create an email by selecting one or more documents filed in FYI that you would like to send. 

Note: Documents will display in the Create Email drawer in the order they are selected.

1. In FYI from any list, select one or more documents you want to send.
   
   Tip: To select multiple documents, select the documents you want to send by clicking the checkboxes on the left-hand column next to the relevant documents/emails.
    
2. If your practice is on the Pro or Elite plan, click the Share button.
   
   If your practice is on the Intermediate plan, click the Send button.
   
   Note: If the Share or Send button is disabled, you will need to finish editing the document before you can select it as an attachment.
    
3. The Create Email drawer is displayed with the documents listed in the Attachments section.
   
   Click Add Document to select any additional documents filed in FYI. To remove a selected document, click the X next to the name of the attachment.
    
4. Update the fields in the Create Email drawer as required.
   
   
5. In Send Attachments, select how the attachments will be included with the email. The default setting for the client will be selected automatically.
   
   If sending the attachments using Collaborate, or if sending a link to a form, ensure the selected Email Template contains the required Document Attachments Merge Field.
    
6. Set the Include as PDF switch to "On" to send the attachments as PDF files, or "Off" to send in their original file format. Your selection will be the default for the next email you create.
   
   Note: If an attachment is unable to be converted to PDF, it will be sent to the client in its original format. When sending a draft email, a message will be displayed to the user to confirm the number of documents converted successfully.
    
7. Click Create.

The email is created with the document(s) attached and is either saved as a draft or sent immediately, depending on the selection in the Save or Send field. 

Note: When multiple documents are selected, the order will not be retained once the email is sent.

When the sent email is filed in FYI, the Attachments section of the Email drawer will display a list of the attachments in the email. Select an attachment to display the drawer for that attachment. You can also click the Open icon to open the attachment immediately. The attachment will not be saved again as a separate document in FYI, as the document was already filed before creating the email.

Add Attachments from Email Drawer

Documents can be attached from the Email Drawer when creating a new email or when editing a draft email.

1. From the Email Drawer:
    
   • Create a new email: Click the Attachments section at the bottom of the drawer.
     
   • Draft Email: Expand Attachments and click Add Document.
     
2. This displays the Document Search from which you can search for and select one or more documents.
   Note: If relevant, the Document Search defaults to the client and any filing details selected to create the email.
    
3. Use the Document Search options to find the required documents. Filter by document type, select one or more Categories, or search by document name.
   Tip: Update the Client Name to search for other documents in the client group.
   
   Note: You can attach a sent or received email, but you cannot attach a draft email. Draft emails display with a grey background in the Document Search.
    
4. Click to select one or more documents. The selected document(s) display with a checkmark.
   
5. Click Done.
   
   The Create Email drawer redisplays with the selected documents listed in the Attachments section.
    
6. In Send Attachments, select how the attachments will be included with the email. The default setting for the client will be selected automatically.
    
7. Set the Include as PDF switch to "On" to send the attachments as PDF files, or "Off" to send them in their original file format. Your selection will be the default for the next email you create.
   
   Note: If an attachment is unable to be converted to PDF, it will be sent to the client in its original format. When sending a draft email, a message will be displayed to the user to confirm the number of documents converted successfully.
   

Send Attachment Options

The options available in Send Attachments depend on the practice plan and any integrations enabled for the practice.

Adding Attachments in Outlook

It is recommended to add and send attachments from FYI wherever possible. This ensures the email and attachments are filed to the correct Client, Cabinet, and Categories, and helps avoid duplicate documents being stored in FYI.

Creating and sending emails with attachments from Outlook should only be used where the email cannot be created in FYI, or the attachment cannot be filed to FYI first.

If attachments are added to an email created in Outlook, the filing details must be completed in the FYI Drawer before the email is sent. If the filing details are not completed, the attachments will not automatically file to FYI and will not appear in your In Tray for separate filing.