Adding Attachments to an Email in FYI

When creating an email in FYI, and when editing an email that is Draft in FYI, you can attach one or more documents that have been filed in FYI.

Note: If a document is currently being edited, it will be available to send to the client. However, the latest version of the document may not be sent.

Up to 10 files can be attached to an email.

Adding Attachments from the Drawer in FYI

The following describes how to add attachments to an email from the email drawer. Refer also to Creating an Email by Selecting Attachments in FYI.

1. From the Drawer, expand Attachments and click Add Document.
   This displays the Document Search from which you can search for and select one or more documents.
    
2. If relevant, the Document Search defaults to the client and any filing details you have selected to create the email.
    
3. The Search options can be changed to find any other documents in FYI. Use the Document Type section to filter which documents, for example, just Word documents or PDFs.  You can also select more than one value for the categories to widen the search, or enter text in the Name option to search for documents with specific text in the name.
   
   Documents matching the search are displayed.
   
   Note: You can attach a sent or received email, but you cannot attach a draft email. Any Draft emails show 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 re-displays with the selected document(s) in the Attachments.
    
6. Below the selected documents, check the settings for how you want to Send Attachments.
   This is set as the default setting for the client (refer to Setting Filing Defaults for a Client).
   
   - Collaborate (available if your practice is on the Pro or Elite plan).
   - Email.
    
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.
   

Add Attachment Option in Outlook

When emails are created in Outlook and attachments are added using the 'Add Attachment' option, once sent, the email may file to the user's In Tray and can result in duplicate documents stored in FYI. To prevent duplication, attachments should always be stored and sent directly from FYI.

Refer to Creating an Email by Selecting Attachments in FYI or Adding Attachments from the Drawer in FYI.

Sending a Draft in FYI Email for Approval

If you are sending the Draft in FYI email with attachments for approval, the approver can open, preview, and if needed, edit these attachments from the Attachments section of the drawer. Refer to Using the Workflow for Approval - Examples.