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This glossary defines common terms used with emails in FYI, including creating and sending emails, displaying emails, managing emails, Email AutoFile, filing email attachments, templates, signatures, and merge fields.
For detailed instructions on using emails, refer to the following articles:
- Creating and Sending Emails
- Displaying Emails
- Managing Emails
- Filing Email Attachments
- Email AutoFile
- Templates and Signatures
General Email Definitions
| Email Definition | Details |
| Internal Email | An email sent between users in the practice. Internal email domains can be added to the Email AutoFile Exclusion List so they are not imported into FYI. |
| External Email | An email sent from, or sent to, an email address that is not assigned to a client, client contact, or user in FYI. |
| In Tray | The In Tray displays emails and documents for the current user where the email has not been filed in FYI. Emails for multiple users will be displayed if viewing Shared In Trays. |
| Shared Mailbox |
A practice-wide email address, for example, reception@example.com.au. Emails from a Shared Mailbox can be filed into FYI depending on the practice configuration and user access. When a mailbox is a "shared mailbox" in Outlook, due to Microsoft limitations, users cannot use the Add-in technology that FYI relies on for AutoFile. Refer to the Microsoft article Create a shared mailbox. |
| Email AutoFile | The FYI function that monitors Outlook emails and automatically imports and files emails into FYI based on matching email addresses and filing defaults. |
Filing Status
| Filing status | Details |
| Filed | The email has been filed against a client, with the relevant Cabinet and Categories selected. This could be done automatically by FYI or manually by a user. |
| Draft Filed | The email or attachment has been imported into FYI but has not yet been fully filed. These items display in the user’s In Tray. |
| Not Filed | The email has not been filed in FYI. It may have been excluded from AutoFile, or AutoFile may be disabled for the user. These emails can be manually filed from Outlook if required. |
| Deleted | The email has been filed to FYI and later deleted. |
Creating and Sending Email Definitions
| Email Definition | Details |
| Send Immediately | Option available when creating an email in FYI to send the email immediately without saving it as a draft in FYI first. |
| Draft in FYI | Option available when creating an email in FYI to create it as a draft in FYI. |
| Draft in Outlook | Option available when creating an email in FYI to send the draft to Outlook. |
| FYI - Drafts folder | The Outlook folder used to display draft emails created from FYI. |
| Reply | An email created in response to an existing email. Replies may be grouped with the original email as part of an email thread. |
| Forward | An email action used to send an existing email to another recipient. |
| Owner |
The FYI user responsible for the email. The Owner is usually the user who created the email in FYI or Outlook. If creating an email using an automation process, the Owner can be set when the email is created. For scheduled automations triggered by System, if the step is configured to set the Sender to the user who triggered the automation, FYI sets the Sender as the Owner of the process. Where there are multiple FYI users as the recipient, the Owner will be matched to the user in FYI following the priority order: From, To, and CC. |
| Author |
The user who sent the email (this may be different to the user who created the email). When using Merge Fields for the Author, the data will only be populated when the email is sent. For emails sent using an Automation, the Sender is configured within the Automation Process. |
| Delivery Status | The Delivery Status identifies whether emails have been sent, received, or are a draft. Email drafts sent to Outlook will be marked as sent. |
| Email attachment | An attachment included with an email and available to file in FYI. Attachments are filed as separate documents. |
Displaying Email Definitions
| Email Definition | Details |
| Email Drawer | The Drawer in FYI used to display email details, filing fields, recipients, attachments, and available actions. |
| FYI Drawer | The drawer displayed in Outlook using the FYI Add-in. It is used to file emails, display filing details, and access FYI actions from Outlook. |
| FYI Add-in | The FYI Add-in installed for each user, enabling the FYI Drawer to be displayed in Outlook. The FYI Add-in allows users to view and manage FYI filing details from Outlook. |
| Preview | The Preview tab is available on the side of the Email Drawer in FYI. When clicked, it will expand to display the email contents. |
| Draft Filed View | A View used to display emails or documents with the status of Draft Filed. FYI Admins can use this to view emails in the In Tray for all users. |
| Home - In Tray | The In Tray displayed from the Home Workspace. It shows emails and documents that require review or filing by the user. |
| Blue envelope icon | Displayed in Document Lists, and indicates an Outgoing Email that was sent from FYI, including emails sent or replied to using the FYI Drawer in Outlook or Office. The Delivery Status of these emails is set to 'Sent'. |
| White envelope icon | Displayed in Document Lists, and indicates an Incoming Email that was received into FYI from an external sender. The Delivery Status of these emails is set to 'Received'. |
| Thread icon | An icon that indicates the email is part of an email thread. |
| Paperclip icon | An icon that indicates the email includes one or more attachments. |
Managing Email Definitions
| Email Definition | Details |
| Email thread | A group of related emails connected as a conversation, such as an original email and its replies or forwards. |
| Thread list | The list of emails included in an email thread. |
| Conversation ID | A Microsoft value used to group related emails into the same Outlook conversation. FYI uses email information to determine whether emails should be threaded. |
| Unlink from Thread | An action used to remove an email from an existing email thread in FYI. |
| Bulk Update | A function used to bulk update the filing details or settings for multiple selected emails at the same time. |
Email AutoFile Definitions
| Email Definition | Details |
| AutoFile mode | The user-level setting that controls how Email AutoFile handles emails for a user. For example, whether emails are filed, sent to the In Tray, or not imported into FYI. |
| AutoFile Else In Tray | An AutoFile mode where FYI attempts to auto-file emails and sends emails to the user’s In Tray when the filing details cannot be completed automatically. |
| In Tray Review | An AutoFile mode where emails are imported into the user’s In Tray for review rather than being filed automatically. |
| Exclusion List | A list of email addresses or domains that Email AutoFile will ignore so that irrelevant emails are not imported into FYI. |
| Practice Defaults | Practice-level settings used by Email AutoFile when determining how emails should be filed. |
| Email AutoFile Filing Defaults | The hierarchy used by Email AutoFile to determine the Cabinet and Categories when an email is auto-filed. |
| Include in AutoFile | A Client setting used when multiple clients share the same email address. It identifies which Client should be considered for Email AutoFile. |
| AutoFile Activity | Information displayed in the Email Drawer Activity section to explain how Email AutoFile processed the email. |
| Last Modified date | The Microsoft-managed date used by Email AutoFile when checking whether an email in Outlook has changed since the previous AutoFile process. |
| Outlook Inbox | The Outlook folder Email AutoFile monitors for incoming emails. |
| Sent Items | The Outlook folder Email AutoFile monitors for sent emails. |
Templates and Signatures Definitions
| Email Definition | Details |
| Templates Cabinet | The Cabinet used to store templates and signatures in FYI. |
| Email Template | A reusable email containing predefined text, images, formatting, and merge fields. Templates can be applied to an email to quickly populate standard content and personalised information, such as a client's name or the sender's details. Templates typically exclude the sender's signature. |
| Email Signature | A block of text and contact information automatically added to the end of an email. Signatures typically include the sender's name, job title, company, and contact details. Merge fields can be used to personalise the content based on the sender. |
| Default Email Signature |
The Email Signature selected in the Documents Practice Settings, applied practice-wide and automatically applied when a user creates an email in FYI. If an email is created in Outlook, the signature created in Outlook will be used. |
| User Signature | The Email Signature applied to a specific user, overriding the practice-level signature. FYI Admins manage this by selecting the signature in the User Profile. |
| Merge Fields | Merge Fields are placeholders used in templates and signatures to insert information from FYI automatically when an email is created. |
| Body Merge Field | A Merge Field used in Email Signatures to identify where the body content of the email or selected template should be inserted. |