Setting up your Email AutoFile Exclusion List

To manage external emails in the Email AutoFile app, practices can use an Exclusion List to prevent unwanted emails, such as marketing emails from being automatically filed.

Practices may choose to configure the Email AutoFile app to include external emails. However, this can result in a lot of unnecessary emails being AutoFiled, or placed in user In Trays for review. By maintaining the Email AutoFile Exclusion list, practices will be able to prevent emails from specific email addresses or domains from being filed automatically in FYI, for example, marketing emails.

Exclusion rules can be added individually or in bulk using a CSV file. 

• Individually - using the Add Exclusion button. This is ideal for when you have already established your Exclusion list, and have only one or two rules to be added to the list for ongoing maintenance. 
   
• Bulk import - using the Import CSV button. This is ideal for practices new to FYI and have a list of email addresses or domains to be excluded from AutoFile. By default, FYI already comes configured with a list of exclusions already added to the practice for you. 

An FYI Admin can use the Draft Filed view of the Documents list to check any email addresses or domains of emails that are being imported by the Email AutoFile, but users have not filed from their In Tray. If required, the FYI Admin can add additional rules to exclude these emails if required. Refer to Viewing All Users' In Trays.

Displaying AutoFile Exclusions 

1. In FYI, click on the Automation menu option.
    
2. From the Automation workspace, select the Apps tab.
   
3. Locate the Email AutoFile app, and click the cog icon.
   
4. Click the Exclusion tab.
   

Add an Exclusion Rule

To add a new exclusion rule:

1. Click Add Exclusion.
    
2. Enter the Email Address or domain.
   
3. Click Save.

When adding an email address, ensure the address is added as a full email address, for example, "support@fyi.app". Domains should be entered without the @ symbol e.g. "fyi.app" and not "@fyi.app".

Note: If an email address is added to the Exclusion List that matches an FYI user, the user will not receive emails in their In Tray for review.

Importing Exclusion Rules

Step 1 - Create a .CSV file

When creating the Import File:

• The file must be saved in a .CSV file format.
• Column headings are not required.
• Add only a single email address or domain per row.

Click here to download a sample template. Sample exclusions have been added to the template, new exclusions can be added to the bottom of the list.

When adding an email address or domain to the file, ensure the following formats are used:

• Email addresses - should be entered as a full email address, including the @ symbol e.g. support@fyi.app.
• Domains - must be added as just the domain, without an @ symbol e.g. domain.com, not @domain.com. 

If the domain or email address is not entered correctly, the following message will be displayed when importing the .csv file:

• Error: Please enter a valid email or domain.

Update the file to add the relevant email addresses or domains, and save the file in the .CSV format, with a name that can be easily identified e.g. Email Exclusion List.CSV

Step 2 - Import Exclusion List

1. Log in as an FYI Admin or a user with permissions for Automations. 
    
2. Click on the Automation menu option.
    
3. Click the Apps tab.
   
4. Locate the Email AutoFile app, and click the cog icon.
   
5. Click the Exclusion tab.
   
6. Click Import CSV.
    
7. Locate the CSV file created in step 1, and click Open.
    
8. A message will be displayed as the file is imported, and email addresses and domains are added to the Exclusion tab.

Any email addresses and domains in the file that have already been added to the Exclusions will be ignored.

Download Files

Click here to download a sample template. Sample exclusions have been added to the template, new exclusions can be added to the bottom of the list.