Plan: Available: All plans
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The Email Drawer is displayed when individual emails are selected in Outlook, including both the desktop application and Outlook Online, provided the user is logged in to the FYI add-in. Information is organised in sections of the Email Drawer, providing specific details when expanded and allowing users to edit particular email information from the Drawer.
The following article refers to the Email Drawer in Outlook. To display the Email Drawer in FYI refer to Displaying the Email Drawer in FYI.
Email Drawer Layout
The details displayed and actions available on the Email Drawer will vary depending on the FYI plan selected by the practice.
By default, all plans will display the following sections: Filing, Attachments, Tasks, Activity and Recent Documents.
For practices on the Elite plan, additional sections for Time and Workflow will be displayed.
For practices on the Pro plan integrated with Xero Practice Manager (XPM), additional Time and Workflow sections will display. The following example contains an attachment that has not been filed.
For practices on the Intermediate plan, the Email Drawer will display.
Accessing the Email Drawer in Outlook
The Email Drawer can be accessed by selecting an email from the Outlook desktop application or Outlook online, and then:
- Click the FYI Icon from Outlook desktop, or
- Choose FYI for Outlook from the More Actions menu from Outlook Online.
For more information, refer to Displaying the Drawer in FYI, Outlook and Office.
Once an email is selected, the Email Drawer will display on the right-hand side. Users may then need to log in to the FYI Outlook Add-in to access the Email drawer functions.
Tip: To keep the FYI Drawer open and prevent it from reloading, click the Pin icon at the top.
The following is an example of the Email Drawer for a practice on the Elite plan, with a filed email selected from Outlook Online.
Email Drawer Sections
Filing Status
There are four types of email Filing Status:
- Filed
- Draft Filed
- Not Filed
- Deleted
Click on the headings below for details on each Filing Status.
Once an email is Filed, either by Autofile or manually, the filing status will be removed. At the top of the email body, a blue "Filed in FYI" indicator will also appear.
If the email is Draft Filed, this status will display at the top of the Email Drawer.
If the email is Not Filed, this status will display at the top of the Email Drawer.
If the email has been filed to FYI and then later Deleted, this will display at the top of the Email Drawer.
Name
The Name of the email is displayed at the top of the Email drawer. This identifies the email internally, displaying in Document lists. The Name can be updated without impacting the email's subject line in Outlook, supporting easier searching in FYI.
Email Drawer Tools
At the top of the Drawer, various tools will display depending on the FYI plan selected and the Filing Status of the email.
The following is an example of the tools displayed for an email that has been filed in FYI.
| Email Drawer Tool | Details |
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Click the Remove from FYI icon (red bin) to remove the email from FYI. If the email is Draft Filed, removing the email will also remove any attachments from FYI. The email and its attachments will show in Outlook as Not Filed. Note: The Remove from FYI icon is not displayed for emails with a Not Filed status. |
| Click the Open in Browser icon to open Filed emails only, directly in FYI. | |
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Click the Comments icon to add notes to the Email, including tagging team members to collaborate on the Email. Refer to Comments below for more information. |
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Click the Add Task icon to add a new Task for the selected email. Note: Tasks can only be create for Filed emails. Refer to Adding a Task to an Email or Document. |
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Click the Add Time icon to add time associated with the email. Note: This is available for practices on Pro or Elite plans. |
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| Disabled by default, click the Starred icon to mark an email for easy personal access in your Home workspace. Refer to Starred Documents. | |
| Disabled by default, click the Pinned icon to highlight the email as an important document for the whole practice. Refer to Pinned Documents. | |
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Click the Copy Doc Link icon to create a Document link. This can be sent to an internal team member. Note: The link will open the email as a Preview. |
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The Unique Reference Number is displayed at the top of the Drawer. Note: The Reference Number is only generated once an email is Draft Filed or Filed. |
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The Name and Date of who created the email is displayed at the top of the Drawer. An email created by 'System' indicates the email was created by an Automation or App. Note: "Created by" is only generated once an email is Draft Filed or Filed. |
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| Click the Support Assistant icon displayed at the bottom of the drawer, and the Support Assistant will open. Follow the prompts to submit your request. A link to the email will be sent to the support assistant to provide additional context to your query. |
Filing
The filing section provides a snapshot of who and where the email has been filed to. Users will be able to edit the filing details.
| Section | Details |
| Client |
Filed Emails Draft Filed Emails Not Filed Emails |
| Cabinet |
Filed Emails Draft Filed Emails Not Filed |
| Categories |
Displays the document categories, such as Year. The document Categories displayed will depend on the default settings of the selected Cabinet, configured by an FYI Admin. |
| Job |
Displays the Job the email is filed to. This field will display if Jobs has been enabled on the selected Cabinet settings, configured by an FYI Admin. |
| Save as Client Default |
click the Save as Client Default link at the bottom of the Filing section. This updates the Client's Filing Defaults in the Client - Settings Tab. Refer to Setting Filing Defaults for a Client. |
Other Sections of the Email Drawer
| Section | Details |
| Thread |
If the email is part of a thread, these emails display in the Thread section. Users can click on the thread to display the names of the threaded email. From the Outlook drawer users can:
Tip: Email contents of threaded emails cannot be viewed from Outlook. Click the threaded email and Open in browser icon to view the email. |
| Attachments |
Displays filed email attachments. Filed Attachments Draft Filed Attachments Note: Emails migrated to FYI will maintain any attachments within the email itself and will not display in the Attachments section. |
| Tasks | Displays both outstanding and completed tasks assigned to the Email. Users can complete outstanding tasks or add a new task from this section. |
| Time |
Displays any Time that has been recorded for the email. Users can add time that relates to the mail by clicking Add Time. Note: This is available for practices on Pro or Elite plans. |
| Workflow |
Displays the Status, Approver and Owner of the Email that has been set using the Workflow function. For examples, refer to Using the Workflow for Approval - Examples. Note: This is available for practices on Pro or Elite plans. |
| Activity | Displays an audit trail of changes made to the Email, including how the Email was filed. |
| Recent Documents |
Displays a list of up to 10 of the most recent documents created for the Client. Tip: Select a document in the Recent Documents section to preview the document from the Preview Pane. Use the back button to return to the Email Drawer. |
| Sign out and Current version |
Displayed at the bottom of the drawer. Click Sign Out to sign out of the FYI Add-in. Current version displays the current version of the FYI Add-in. |
Comments
Click the Comments icon from the Email Drawer Tools, to add or view notes to the Email, including tagging team members to collaborate on the Email.
Tip: Comments can be added to emails even if they aren't filed. It is recommended to tag users to ensure they receive the notification. Refer to Adding Comments and Notifying Team Members.