Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
FYI allows users to upload and file documents, emails, and other file types directly to a client. You can upload single or multiple files at the same time using either the Upload function or Drag and Drop.
Examples of support file types include PDFs, images, spreadsheets, and voice recordings.
Excel .xlsm macro files cannot be imported into FYI using Upload. Use Drag and Drop to import .xlsm files (refer to Drag and Drop).
Note: The maximum size for an imported file is 500mb.
Using Upload
- From FYI, click the + button in the menu bar and select Upload.
The Import drawer displays. - Update the Filing Details for the documents to be uploaded. When uploading multiple files at the same time, the selected Filing Details will be applied to each document.
- Click Choose a file to select one or more files from Windows Explorer.
To drag and drop files, click and drag the files onto the Choose a file section, and release the mouse when the icon has changed to a paperclip icon.
Note: You can select or drag more than one file at a time to upload multiple files. - The file names to be uploaded will be displayed.
If uploading a single file, the name can be updated if required. For multiple files, the name can be edited in FYI once the files have been imported. - Click the Advanced heading to configure additional details for the uploaded documents, for example, the document Owner.
- Click Create to file the documents into FYI.
The icon that displays in lists shows the type of file that was uploaded, for example, Word, PDF, Image, Zipped. For files such as Office files, images and PDFs, you can use the Preview to see the contents.
Bulk Upload Details
The following fields can be updated when bulk uploading documents into FYI.
| Field | Details |
| Client |
Type at least three characters of the client name to display all clients containing those characters anywhere in the Client Name. Click to select the required client. |
| Cabinet | The Cabinet where the document will be filed. |
| Categories | Depending on the Cabinet selected, additional Categories may be displayed e.g. Year. |
| Job |
Once a client has been selected, documents can be filed by selecting a job from the drop-down. If Show Jobs by Client is not selected in Practice Settings, a list of jobs for all clients in the client group will be displayed. |
| Tags |
Tags can be added as an additional level of categorisation for documents. This field will only be displayed if enabled for the selected Cabinet. |
| Keywords |
Keywords are used to provide an additional level when searching for documents. This field will only be displayed if enabled for the selected Cabinet. |
| Owner |
The Owner identifies which user is responsible for or created the document. This can be used to assign documents to another user if required. This field is displayed in the Advanced section. By default, this will be set to the user uploading the documents. |
| Filing |
The Filing Status of the document. If the Filing Status is set to Draft, the imported documents will be added to the In Tray for the selected Owner. This field is displayed in the Advanced section. By default, this will be set to Filed. |
| Workflow |
Workflow is used to manage the lifecycle of documents, for example, to send documents for review and approval. The field is only available to practices on the Pro and Elite plans, and displayed in the Advanced section. By default, this will be set to Not Started. |
| Remember Selections |
When set to On the Advanced settings are automatically selected the next time the Upload drawer is displayed. This field is displayed in the Advanced section. This is useful when scanning a large volume of documents on behalf of another user in the practice. |
Uploading Emails
For emails, the Activity section in the drawer shows "Manually uploaded document" to show that the email was created using Upload.
If you use Upload for emails with attachments, the attachments will not be shown (the paperclip icon), and the Attachments drawer shows as "No available attachments".
Note: We recommend that all emails are filed in FYI from Outlook using the FYI Add-in to ensure that the emails and any attachments are filed correctly in FYI.
Emails that are imported cannot be threaded with the original email.
When using Upload to import email(s), a message displays at bottom of drawer, "Please note: emails imported using drag and drop or uploaded are a new copy which will not thread with the original email."