Filing Defaults are used to set the Cabinet and Categories that are applied when documents and emails are filed in FYI. Your filing defaults are also used as the defaults for filing when users create emails, documents, and tasks in FYI.
Some important considerations:
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Filing defaults can be set for Clients, Users or for the Practice.
When you first configure an FYI trial, the Filing Default is set at the practice level, with the Cabinet set to "Correspondence" and the Year as the current financial year. - For practices on the FYI Elite plan, Filing Defaults are managed separately for Invoices created manually and Credit Notes synchronised from Xero. Refer to Managing Invoices Settings
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The Cabinet and Category can also be set when an email or document is created from an Automation Process.
- When creating an email or document in FYI, if Filing Defaults are set in the AutoFile Defaults section of the selected Template, these will override all other defaults.
Understanding Filing Defaults
When determining which defaults to apply to documents and emails, FYI checks the Cabinet and Category to use as the filing details in the following order. The filing default order is applicable when filing emails and documents (excluding invoices), as well as email autofiling.
Note: Filing Defaults for Invoices are managed separately, and will not follow the below process order. Refer to Managing Invoices Settings
1. Automation step
If an email or document is being created from an Automation process, a check is made to see if the Cabinet and Category to apply is set up in the Automation Step.
2. Template
When creating an email or document in FYI, if Filing Defaults are set in the AutoFile Defaults section of the selected Template these will override the Client, User and Practice defaults.
Refer to Creating Templates for Word, Spreadsheet or Presentation and Creating Email Templates and Signatures.
3. Client
You can set or change filing defaults for a Client to define which Cabinet, Categories, and Job (if relevant) are used when filing emails, documents and tasks. For example, if you are dealing with a confidential matter for a client, you can set their filing default to a secure cabinet that particular users have access to.
Client Defaults can be set in bulk or from the Settings tab in your Client’s workspace. Depending on the Cabinet selected, you can select Categories, such as Year.
Default Cabinet, Categories and Job can also be set from Outlook.
Refer to Setting Filing Defaults for a Client.
4. User
Users can set their own Filing Defaults, or these can be set in bulk by the FYI Admin. Each user can specify their AutoFile settings, along with the default Cabinet and Categories to use if they have not been set for the relevant client.
For example, Partners may wish to set their filing defaults to a Cabinet such as "Partner Files" where they are first restricted from other users access. They can then update the filing details of specific documents that other users can access.
Refer to Managing Users.
5. Practice
The Practice Filing Defaults can be set according to your Practice's requirements, in the case there are no defaults set for either the relevant Client or User. This is set in the Defaults tab in the Email AutoFile Settings.
Refer to Email AutoFile Settings, Exclusions and Practice Filing Defaults.
Setting Filing Defaults
When deciding how to set up Filing Defaults for your practice, first consider what would be the most useful so you can determine whether to apply these at the Client, User or Practice level.
Filing Defaults should be applied as broadly as possible across the practice. The best practice is to set a Cabinet and the Year by default.
For a new site, the defaults that are set for all users are as follows. These are used if users have not set their individual filing defaults.
- Cabinet is set as "Correspondence"
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Category is set as "Year" with the relevant year
What’s Next?
Confirm or update your default filing defaults to suit your practice:
- Check filing defaults for any Automations you have set up for go-live, if applicable.
- Check filing defaults for your Templates.
- Define and set up your filing defaults for Clients, Users and Practice settings.