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This article defines the terms used within the New Collaborate feature of FYI.
For detailed instructions on how to use New Collaborate, refer to the following sections:
- New Collaborate Overview
- Upgrading to New Collaborate
- Setting up New Collaborate
- Working with New Collaborate
- Co-Editing Documents
General New Collaborate Definitions
| New Collaborate Definition | Details |
| Client Collaborate |
The default New Collaborate site located on SharePoint. Guest users will be added to the Client Collaborate site unless a Client Secured Collaborate site has been created. All practice staff members will be able to access the client folders on this site. The practice can only have a single Client Collaborate site. |
| Client Secured Collaborate |
New Collaborate sites created for individual clients in FYI. Once created, guest users added to the client's Sharing Settings in FYI will be added to the Client Secured Collaborate site (not the default Client Collaborate site). Staff members will not be able to access the site unless added via Client Security in FYI. Practices can have multiple Client Secured Collaborate sites, limited to one client per site. |
| Folder Structure | Refers to the Folder Structure configuration within the Collaborate App settings. Fields in FYI are selected and reordered to determine the folder names within the client folder on the Collaborate site, for example, Cabinet, or Year. |
| Collaborate App | The app used to maintain the Client Collaborate settings in FYI, located in Automation - Apps. |
| SharePoint | New Collaborate creates customised sites, built using the Microsoft SharePoint platform. |
| Status Check | Automatically scans Collaborate sites and individual users to detect and resolve configuration issues. Available from within the Collaborate App for Client Collaborate, and from the client Sharing Settings window for Client Secured Collaborate sites. |
| Guest User Reconciliation | As part of the New Collaborate Status Check, a guest user reconciliation is initiated to compare users across FYI, Microsoft Entra, and SharePoint. Where differences are detected, FYI will attempt to resolve the issues, and create an Affected Clients List for each guest user account that was updated. |
| Personalised Links | Practices can optionally enable Personalised Links in the Client - Collaborate app. This appends the user account to links generated via Merge Fields, so the account is automatically selected when the site is accessed. |
User Definitions
| New Collaborate Definition | Details |
| Guest User | A Microsoft-specific term used to describe clients or other external contacts added to the Client - Sharing Settings window in FYI. These users are outside the practice, with access limited to the client folder and documents they have been granted permission to view. |
| Internal Users |
A Microsoft-specific term used to describe staff members who are part of the practice's Microsoft 365 environment. These users have access to the Client Collaborate site, and if nominated using Client Security, specific Client Secured Collaborate sites. FYI determines whether a user is an internal user by performing the following checks:
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Sharing Definitions
| New Collaborate Definition | Details |
| Client Folder |
Commonly referred to as the Share folder, the Client Folder is used to refer to the folder on a Collaborate site containing the Upload folder and documents relevant to that client. Client folders are unique to each client, with the name of the folder using the format of Client Name - FYI Client ID. Each Client Folder is created when the first guest user is added to the client's Sharing Settings window, or the first client document is shared via New Collaborate. |
| Co-Edit | When Co-Edit is enabled for a shared document, both guest users and staff members can edit documents stored on the Collaborate site at the same time. |
| Sharing Settings |
The window in FYI used to manage New Collaborate settings for the client, including adding and removing guest users, setting a Display Name, and selecting whether the client is using the default Client Collaborate site or a Client Secured Collaborate site. The Sharing Settings are located for each client on the Client - Collaborate tab. |
| Source Path | When files are imported into FYI from the Upload Folder, the Source Path column on the Documents Lists will display the folder location where the file was imported from. |
| Upload Folder | Used to allow guest users to securely upload documents, which will then be imported and filed in FYI. The Upload Folder is located within the client folder on the relevant Collaborate site. |
| Processed Folder |
The Processed Folder is only created within the Upload Folder when the option Retain Uploads is enabled in the Collaborate settings. After files from the Upload Folder have been imported into FYI, they will be added to the Processed folder on the Collaborate site, so that clients can still access the files if required. |