Emails overview

FYI helps your practice manage email correspondence in one place. You can create, send, receive, file, and review emails directly in FYI.

Email AutoFile imports emails from Outlook and files them automatically where settings allow, or adds them to your In Tray for review. You can also manage email attachments, threads, templates, signatures, and filing details to maintain a complete record of client communications.

Getting started with emails

Email types

FYI groups emails into different types depending on the sender, recipient, and whether FYI recognises the email address.

Displaying emails

You can view and access emails in several areas of FYI. Expand each section below for more information.

In Tray

Your In Tray displays emails and documents that FYI has imported but you haven't yet filed. Emails and attachments in your In Tray have a status of Draft Filed. You can review, file, move to another user, or delete these items if they're no longer required.

When you file an email or attachment, FYI removes it from your In Tray and displays it in the relevant Documents list.

You can share your In Tray with other users, for example, to delegate unfiled documents or provide access when you're on leave. FYI Admins can use the Draft Filed view in the Documents list to view unfiled emails for all users.

Refer to Managing your In Tray.

Documents list

You can access emails from the main Documents list, Client workspace, Job workspace, Home - My Recent, and Employee workspace (Elite plan only).

You can filter and locate emails in these lists using criteria such as Type, Client, Cabinet, or Category.

You can identify emails in Documents lists by the envelope icon. The icon's colour indicates whether the email is incoming or outgoing.

Icon	Details
	White envelope - Incoming email. This indicates an email received in FYI from an external sender.
	Blue envelope - Outgoing email. This indicates an email sent from FYI, including emails you send or reply to using the FYI drawer in Outlook.

Email drawer

When you select an email from a Documents list or your In Tray, FYI displays the Email drawer. You can also access email details using the FYI drawer in Outlook. The drawer displays filing information, attachments, people, tasks, activity, and recent documents.

The sections and tools available in the drawer may depend on your practice's FYI plan and the email's filing status.

For more information, refer to Displaying the Email Drawer in FYI and Displaying the Email Drawer in Outlook.

Previewing emails

You can preview emails in FYI to read their contents without opening them in Outlook. You can read sent and received emails from the preview pane or open them in read-only mode. You can also edit draft emails.

For more information, refer to Previewing an Email and Opening and Editing Emails.

Sending and receiving emails

You can create and send emails directly in FYI, use email templates, delegate tasks, and send emails immediately or save them as drafts to use FYI's workflow functionality. You can also send email drafts to Outlook if required.

You can also reply to and forward emails in FYI. FYI automatically files these emails to the same client and thread.

You can file email attachments separately from the email or manage them from the Attachments section of the Email drawer. Depending on your Email AutoFile settings, FYI may file attachments automatically or add them to your In Tray for review. You can also add attachments when creating an email in FYI.

For more information, refer to the articles in the section Creating and Sending Emails.

Email filing status

The Filing Status identifies whether FYI has filed an email, whether it requires review, or whether it has been excluded from filing. You can view the Filing Status in the FYI drawer in Outlook and the Email drawer in FYI.

Working with emails

Email AutoFile

Email AutoFile monitors your Outlook Inbox and Sent Items folders and imports emails into FYI approximately every 15 minutes. Depending on your practice and user settings, FYI automatically files emails or adds them to your In Tray for review.

When you create or receive an email, FYI checks the following fields and settings to determine whether it can automatically file the email:

• The sender's email address to identify the most appropriate client in FYI.
• Your AutoFile settings and the practice settings to determine whether FYI should file the email, add it to your In Tray for review, or exclude it.
• Email AutoFile Filing Defaults determine the Cabinet and Categories. FYI applies these defaults in a specific order.

Refer to Email AutoFile Overview.

Email attachments

FYI imports and manages email attachments as separate documents alongside emails. Depending on your Email AutoFile settings and filing defaults, FYI may file attachments automatically, add them to your In Tray for review, or allow you to file them separately from the email when different filing details are required.

Your practice can configure Email AutoFile to automatically file emails while adding attachments to your In Tray for review. You can then review, update, and file attachments independently before FYI adds them to the relevant client records.

Attachments can be managed from the Email drawer in FYI and the FYI drawer in Outlook. You can review filing details, file individual attachments, and access related email information.

Attachments can also be added when creating an email in FYI. Alternatively, you can create an email by selecting attachments in FYI. When you select documents first, FYI automatically attaches them to the new email, making it easier to send client correspondence and supporting documents.

For more information, refer to the articles in the following sections:

• Adding Attachments to Emails
• Filing Email Attachments

Email templates

You can use Email Templates to create standard content for emails your practice sends regularly, such as introduction emails or reminders.

When you select a template while creating an email, FYI automatically populates the email body. Templates can include Merge Fields to insert client, user, and other information automatically when you create or send the email.

FYI Admins and users with permissions to Templates can create templates.

Refer to Creating Email Templates.

Email signatures

You can use Email Signatures to apply standard signature content to outgoing emails, such as your practice logo and the sender's contact information. You can also use merge fields to add a salutation, sign-off, and placeholder for the body text of an Email Template.

You can create signatures in a similar way to Email Templates. Enable the Signature setting to make the signature available as the practice default or allow users to select a signature in their User Profile.

FYI automatically applies Email Signatures when you create an email in FYI.

Refer to Creating Email Signatures.

Email threads

FYI groups related email conversations into email threads so you can view replies, forwards, and associated emails together. When emails belong to a thread, FYI can use the original filing details to automatically file related emails in the same conversation.

Outlook controls email threading, so changes to an email conversation can affect how FYI threads and files the emails. You can't manually add emails to a thread, but you can unlink individual emails from a thread when required.

FYI displays the Thread icon in Documents lists when emails belong to a thread.

You can view email threads in the FYI drawer, Documents lists, or by selecting the Thread icon to display the Thread List.

Refer to Managing Email Threads.

Managing shared mailboxes

Your practice may need multiple users to access and manage the same mailbox. You can manage this in FYI by creating an FYI user account for the shared mailbox, for example, admin@growth.partners. Once you create the user account, you can share its In Tray with the users who require access so they can read and file emails. Email AutoFile can also file emails automatically where possible.

Refer to Practice-wide Shared Email Account.

Filing emails to archived clients

You can file individual emails to archived clients when their Filing Status is:

• Draft Filed
• Not Filed
• Deleted

An FYI Admin must enable Allow filing to archived clients in the Documents practice settings before you can file emails to archived clients.

Emails and documents can be filed to archived clients from:

• The In Tray
• The Draft Filed view of the Documents list
• The FYI drawer in Outlook

Select the eye toggle in the Client field to include archived clients in the search. 

Refer to Filing Documents to Archived Clients.