Plan: Available: All plans
Users: Not Available: All users, User Group Permissions Available: FYI Admins
Practice Management Source: Available: All sources
Filing Defaults are used to automatically select the Cabinet and Categories when documents and emails are filed in FYI, or when creating a new email, document, or task in FYI.
The Filing Default is set at the Practice level, with the default Cabinet set to "Correspondence", and the "Year" set to the current financial year. These can be changed by a user with permissions.
Order of applying Filing Defaults
When determining which Filing Defaults to apply, FYI will apply the filing details in the following order:
Level |
Filing Default | Details |
1 |
Existing Email Thread | If an email belongs to an existing thread that has already been filed, FYI will retain the original filing details for that thread. |
2 |
Automations | If filing details such as Cabinet or Categories are set in an Automation Process step, these will be applied first when the automation creates a document, email, or task. |
3 |
Templates | When a template contains AutoFile Defaults, the Cabinet and Categories defined in the template will override Client, User, and Practice Filing Defaults. |
4 |
Client | Client Filing Defaults determine the Cabinet, Categories, and optionally Job used when filing emails and documents for that client. |
5 |
User | If defaults have not been applied, FYI checks the current user's AutoFile Defaults configured in their user settings. |
6 |
Practice | If no other Filing Defaults are defined, the Practice AutoFile Defaults will be applied. |
FYI will start at the top of the list, and continue through each level until it locates the Filing Defaults. For example, if a client has filing defaults configured, the user or practice defaults will not be used.
Managing Practice Filing Defaults
Documents and Emails
Where Filing details have not been set by an Automation Process, Template, Client, or User, FYI applies the Practice Filing Defaults.
The Practice AutoFile Defaults are selected in the Email AutoFile app, available in Automations - Apps. These settings can only be managed by an FYI Admin, or by a user in a User Group with permissions enabled for Automations.
- In FYI, navigate to Automation - Apps - Email AutoFile.
- Click the Cog icon to open the app for editing.
- Click the Defaults tab.
- Update the Cabinet and Categories as required. Changes will be automatically saved.
- Click Close to close the app.
Invoices and Credit Notes
This feature is only available to practices on the Elite plan with FYI selected as the Practice Management source.
Filing Defaults for Invoices and Credit Notes are managed separately in the Time & Invoices Settings, and used to automatically set the Cabinet (and Categories if added to the Cabinet) when manually creating an invoice, or synchronising a Credit Note from Xero. Users can change the Cabinet when creating an invoice, or by updating the Filing Details when clicking on an Invoice or Credit Note in a Documents list.
If a default has not been configured, the Cabinet field will remain blank.
Note: When creating an invoice using the "Create Invoice" Automation Step, filing will be based on the Client AutoFile settings or the Cabinet selected in the step. Refer to Process Step Details - Create Invoice.
- Click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Time & Invoices.
- Click the Invoices tab.
- Update the Cabinet and Categories as required.