Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
You can create new PDF documents directly from within FYI. They must be created with a PDF template.
Creating a PDF document
- From FYI, select the + button in the menu bar and select PDF from the list of document types.
Or, from the workspace, press the shortcut key D for a new PDF document.
- The Create PDF drawer displays on the right-hand side.
The fields that initially display depend on whether filing defaults have been set in your settings or in the practice settings.
- Enter your document details. When you select the Client, these may change to the filing defaults set for the client. The categories may change if filing defaults have been set for the selected template.
- Select Create. The PDF is displayed.
Once the PDF is closed, you need to let FYI know you have finished editing the document and save any changes in FYI.
Converting a document to a PDF
You can also use Convert to create a PDF copy of a Word or Excel spreadsheet document in FYI. This is useful when you need to email the document as a PDF attachment.
Ensure the selected document is not currently being edited. Documents in Edit mode can't be converted to PDF, and an error will occur when trying to convert them.
There are two options when converting documents to PDF:
-
Convert: Select Convert and the PDF is added as a new document, and won't be threaded with the original document. Both the original and PDF document display individually in the document list.
-
Convert with threading: Select the drop-down and select Convert with threading. The PDF is added as a new document and threaded with the original document. The PDF document displays in the document list as the latest document.
When a document is converted to PDF, the filing details, including the name of the document for the PDF copy, are set to the same as those of the Word or Spreadsheet document that it is a copy of.
To automatically convert documents to PDF files as part of an Automation Process, use the Convert to PDF automation process step.
PDF document fields
| Document details | Action |
| Client | Type at least three characters of the client name to display matching results, and select the required client. |
| Change Addressee | Allows you to send the document to a different addressee, other than the client that it is filed under. Merge Fields populated in the document will be for the client selected as the Addressee. If you select an Addressee, it displays in the details at the top of the Document Drawer after the document is created and can’t be changed. |
| Template |
Required to create a PDF. Select a template to ensure the document uses approved text, format, and layout. Templates may hold AutoFile Defaults for the Cabinet and Categories that are set when the document is created with a template selected, providing the user has access to the relevant Cabinet. |
| Cabinet | Assign a Cabinet to file the document. Only users with access to the selected Cabinet can view the document. |
| Job | If Jobs are enabled for the selected Cabinet, you can also select a Job for the document. |
| Work Type | Select a Work Type for additional filing, dependant on the Cabinet selected. |
| Year | Select a Year for additional filing, dependant on the Cabinet selected. |
| Tags and Keywords | If the selected Cabinet has been enabled for Tags or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document. |
| Name | Enter a name to identify the document internally in lists. If a default name is provided, for example from the selected template, you can change this. |