Sharing your In Tray

Users can share their In Tray with one or more users to manage unfiled emails and documents. This is useful when a user is away or to delegate management of unfiled emails and documents.

• New emails or documents are shared with the selected users from the time the In Tray is shared.
• When an email or document from a Shared In Tray is filed by another user, it is removed from the original user's In Tray.
• Access can be removed at any time. New emails and documents sent to the original user's In Tray will no longer be shared with that user.
• Ensure the user receiving access has the same AutoFile mode setting and the same access as the user sharing the In Tray. 

If practice-wide emails need to be accessed and managed by multiple users, the email account can be set up in FYI, and the In Tray can be shared with all users who need access. Refer to Practice-wide Shared Email Account. 

Note: Due to a Microsoft limitation, users cannot access the FYI Add-in for delegated mailboxes in Outlook, and will not be able to file emails for other users from Outlook. It's recommended to share In Trays in FYI, rather than delegate mailbox access.

Managing Shared In Trays

Sharing an In Tray

To share an In Tray:

1. In FYI, click Settings in the top right-hand corner.
    
2. Select My settings from the drop-down.
    
3. Go to the Share tab.
   
4. Click the Share with user link. The Add/Remove Users pop-up displays.
    
5. Click the - (minus) icon next to the users who need access to the In Tray. A green tick displays next to the selected users.
   
   Click OK. The selected users display.
   

Removing Access to a Shared In Tray

Access to Shared In Trays can be removed at any time. New emails and documents sent to the original user's In Tray will no longer be shared with that user.

1. In FYI, click Settings in the top right-hand corner.
    
2. Select My settings from the drop-down.
    
3. Go to the Share tab.
   
4. Click Remove next to the relevant user's name.
    
5. Click Yes to the message.
    
6. The user is removed and will no longer have access to the current user's unfiled emails and documents.

Working with Shared In Trays

Filter by Owner

The In Tray displays emails for both the current user and any users who have shared their In Tray.

The Filter by Owner button at the top of the In Tray allows users to control which emails are displayed. For example, users can filter the list to view only emails from a specific shared In Tray. If the Filter by Owner button is not visible, an In Tray has not been shared with the current user.

1. Open the In Tray.
    
2. Click Filter by Owner.
   
3. Add/Remove User displays. Select the users whose emails and documents should display in the In Tray and click OK.
   

Display the Owner Column

Where multiple users have been selected in the Filter by Owner option, the Owner column can be added to the In Tray. This displays the owner of each email. Refer to Adding, Removing, and Moving Columns in Lists.

Filing Emails for another User

Sharing the In Tray allows users to file emails on behalf of another user, and will remove the email from the original user's In Tray.

Note: Users cannot access add-ins for delegated mailboxes in Outlook, and will not be able to file emails for other users from the FYI Drawer displayed in Outlook.

1. Click to select an email or document in the list. The Drawer is displayed.
   
2. To preview the selected email or document, click the Preview tab in the Drawer.
    
3. Enter the filing details.
   
   Cabinet - If Filing Defaults have been configured, the Cabinet and Categories may already be selected. These can be changed if required.
   
   Additional filing fields may be displayed depending on the Cabinet selected, for example, Categories, Jobs, Tags, and Keywords.
   
   For practices on the Elite plan, an FYI Admin or users assigned to a User Group with permissions for Employees can select the Employee cabinet. Refer to Filing Emails to Employees.
    
4. Click File to file the selected email or document and leave the Drawer open. Or click File & Close to file the selected email or document and close the Drawer.

For more information on filing emails from the In Tray, refer to Managing your In Tray.