Setting up an External User for FYI (IT Admin or Consultant)

This article covers how you can set up a support user for FYI. This could be done if you need to give access to an IT person, for example, to manage Admin settings, or for a consultant to your practice's FYI.

You can set up a user without having to pay for another Microsoft 365 account by creating a free account. This gives the user access to FYI but they will not have access to actions such as editing documents in FYI as they will not have the full functionality of Office, OneDrive etc on this account.

Note: You will not be charged for this account by Microsoft, but you will pay for the additional user inside FYI. 

Support Users can perform most functions in FYI. The general exception being anything related to Microsoft Office, Outlook and the OneDrive, as they do not have all the functionality of a regular Microsoft 365 account.  Refer below to What Support Users Cannot do in FYI for details of some other restrictions and the workarounds.

Setting up the User in Microsoft 365

Note: You need Admin access to your practice's Microsoft 365.

1. Login to https://portal.office.com/AdminPortal/Home#homepage
2. Go to Users - Active Users.
3. Click Add a User.
   
   
4. Enter the details of the user.
   
   
5. Click Next.
   The Assign product licenses page displays.
   
   
6. Select Create user without product license.
   
   
   
   
7. Click Next.
   
   
8. Once the user has been added to your practice's Microsoft 365, add the user directly to FYI. Refer to Adding Users Directly to FYI in Managing Users.

What Support Users Cannot do in FYI

Support Users Cannot:

• File emails from Outlook into FYI.
  When trying to login to Outlook, a Support User will see the following error.
  
  
  
  Note: Support user accounts do not have a mailbox
  
  

• Edit documents directly from FYI.
  When trying to edit, a Support User will see the following error:
  
  "Error encountered setting up your OneDrive account. Some functionality will not work. Please check you have OneDrive enabled"
  
  
  Note: Support users can export documents from FYI to work on them locally. Any edits will need to be re-uploaded to FYI. Refer to Exporting Documents and Uploading a New Version of a Document.
  
  

• Preview documents via OneDrive.
  When trying to preview, a Support User will see the following error:
  
  "Your user could not be connected to a valid Microsoft license. Please check your Microsoft account."
  
  Note: Support Users can preview a document in text format. This is enabled in the user's My Settings by setting Preview Office Via OneDrive as "Off". Refer to Setting Defaults and Filing  Defaults for your Own Login - My Settings.
  
  

• Convert to PDF when running an Automation.
  When running an automation with a Convert to PDF step, a Support User will see the following error:
  
  "Your user could not be connected to a valid Microsoft license. Please check your Microsoft account."
  
  Note: For the Convert PDF step to execute successfully, the process will need to be run by a user with a valid Microsoft 365 account.