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FYI helps practices manage email correspondence in one place, making it easier for users to create, send, receive, file, and review emails directly within the FYI platform.
Emails are imported from Outlook using Email AutoFile and filed automatically where settings allow, or added to the user’s In Tray for review. Users can also manage email attachments, threads, templates, signatures, and filing details to help maintain a complete record of client communications.
Getting Started with Emails
Email Types
Emails in FYI are grouped into different types depending on the sender, recipient, and whether the email address is recognised in FYI.
| Email type | Details |
| Client Emails | Emails sent from or to an email address matching a Client or Client Contact in FYI. |
| Internal Emails |
Emails that have been sent between users in the practice. These can be excluded from AutoFile where required. Note: It is recommended to use the Comments feature in FYI, rather than forwarding emails. |
| External Emails | Emails sent from or to an unknown email address. If the address does not exist on the Email AutoFile Exclusion List, the email may be added to the user’s In Tray for review. |
Displaying Emails
There are various ways users can view and access emails in FYI. Expand each section below for more information.
The In Tray displays emails and documents that have been imported into FYI but have not yet been filed. Emails and attachments in the In Tray have a status of Draft Filed and can be reviewed, filed, moved to another user, or deleted if they are not required.
Once an email or attachment is filed, it is removed from the In Tray and displayed in the relevant Documents list.
In Trays can be shared with other users, for example, when delegating unfiled documents, or when a user goes 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.
Emails are included in Documents Lists, available from the main Documents List, Client Workspace, Job Workspace, Home - My Recent, and the Employee Workspace (Elite plan only).
These lists allow users to filter and locate emails based on criteria such as Type, Client, Cabinet, or Category.
Emails can be quickly identified in Documents Lists by the envelope icon. The colour of the icon indicates whether the email is incoming or outgoing.
| Icon | Details |
| White envelope – Incoming email. This indicates an email that was received in FYI from an external sender. | |
| Blue envelope – Outgoing email. This indicates an email that was sent from FYI, including emails sent or replied to using the FYI Drawer in Outlook. |
The Email Drawer displays when an email is selected from a Documents list or the In Tray, or when using the FYI Add-in in Outlook. The Drawer displays email details such as filing information, attachments, people, tasks, activity, and recent documents.
The sections and tools displayed in the Email Drawer may depend on the 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.
Emails can be previewed within FYI so users can read the email contents without opening the email in Outlook. Sent and received emails can be read from the Preview pane or opened in read-only mode, while draft emails can be edited.
For more information, refer to Previewing an Email and Opening and Editing Emails.
Sending and Receiving Emails
Users can send and receive emails directly from within FYI, allowing users to apply email templates, delegate tasks, and either send the email immediately or save it as a draft to leverage workflow functionality. Email drafts can be sent to Outlook if required.
Replies and forwards can also be created in FYI, automatically filing the emails to the same client and thread.
Email attachments can be filed separately from the email or managed from the Attachments section of the Email Drawer. Depending on the Email AutoFile settings, attachments may be filed automatically or added to the In Tray for review. Attachments can also be added 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, displayed in the Drawer in both FYI and Outlook, identifies whether an email has been filed, is waiting to be reviewed, or has been excluded from filing.
| Filing status | Details |
| Filed | The email or attachment has been filed, either 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. |
Working with Emails
Email AutoFile
Email AutoFile monitors users’ Outlook Inbox and Sent Items folders and imports emails into FYI approximately every 15 minutes. Depending on the practice and user settings, emails can be automatically filed or added to the user’s In Tray for review.
When a new email is created or received, FYI checks the following fields and settings to determine whether an email can be automatically filed:
- The sender's email address, to find the most appropriate client in FYI.
- The AutoFile settings for the user and the practice, to determine if the email should be filed, sent to the In Tray to review, or excluded.
- FYI Filing Defaults, to determine the Cabinet and Categories. FYI uses a specific order in which the defaults should be applied.
Refer to Email AutoFile Overview.
Email Attachments
Email attachments are imported and managed alongside emails in FYI as separate documents. Depending on the Email AutoFile settings and filing defaults, attachments can be filed automatically, added to the user's In Tray for review, or filed separately from the email where different filing details are required.
Practices can configure Email AutoFile to automatically file emails while sending attachments to the In Tray for review. This provides greater control over how documents are filed, allowing users to review, update, and file attachments independently before they are added to the relevant client records.
Attachments can be managed from the Email Drawer in FYI and in Outlook, where users can review filing details, file individual attachments, and access related email information.
Attachments can also be added when creating an email in FYI, or users can create an email directly by selecting attachments in FYI. When documents are selected first, FYI automatically attaches them to the new email, streamlining the process of sending client correspondence and supporting documentation.
For more information, refer to the articles in the following sections:
Email Templates
Email Templates are used to create standard content for emails regularly sent by the practice, for example, introduction emails or reminders.
When creating an email, selecting a template will automatically populate the body of the email. Templates can include Merge Fields to automatically insert client, user, and other information when the email is created or sent.
Templates can be created by FYI Admins and users with permissions to Templates.
Refer to Creating Email Templates.
Email Signatures
Email Signatures are used to apply standard signature content to outgoing emails, for example, the practice logo and the sender's contact information. Merge fields can also be used to add a salutation, sign off, and a placeholder for the body text of an Email Template.
Signatures are created in a similar way to Email Templates, with the addition of the Signature setting to enable the signature to be selected as the practice default, or individually for users within their User Profile.
Email Signatures are automatically applied when users create an email in FYI.
Refer to Creating Email Signatures.
Email Threads
Email threads are used in FYI to group related email conversations. This allows users to easily view replies, forwards, and associated emails as part of the same conversation. When emails are included in a thread, FYI can use the original filing details to automatically file related emails in the same conversation.
Threading behaviour is controlled by Outlook; changes made to an email conversation can affect how emails are threaded and filed in FYI. Emails cannot be manually added to a thread; however, individual emails can be unlinked from a thread when required.
The Thread icon displays in Documents Lists when emails are part of a thread.
Emails in threads can be viewed in the FYI Drawer, Documents Lists, and by clicking the Thread icon to display the Thread List.
For more information, refer to Managing Email Threads.
Managing Shared Mailboxes
For some practices, there may be a need for multiple users to access and manage the same mailbox. This can be managed in FYI by creating an FYI user account for the shared mailbox, for example, admin@growth.partners. Once the user has been created in FYI, the In Tray can then be shared with the users who require access, so they can read and file the emails. Email AutoFile can also file emails automatically where possible.
Refer to Practice-wide Shared Email Account.