Filing Emails to Employees

Filing emails to employees in FYI ensures important internal correspondence is stored in a secure, centralised location. FYI Admins, and users with permission to manage or access the employee, can reference these emails in FYI, alongside other staff information such as documents and tasks.

Emails must be manually filed to an Employee Cabinet. Email AutoFile is not available for employee emails, and Employee Filing Defaults cannot be configured.

Filing Employee Emails

Emails can be filed to the Employee Cabinet from the In Tray, or directly from Outlook.

Note: Once an email has been filed to a client, the Employee Cabinet will not be available to select.

From the In Tray

In FYI, your Home - In Tray lists emails and documents that have been brought in from external services, either automatically or during an import. 

If the Email AutoFile setting Exclude Internal Emails is disabled, internal emails will be included in your In Tray, and can be filed to the Employee Cabinet where relevant. If this setting is enabled, internal emails will not be automatically imported, and can be manually filed to the Employee Cabinet from Outlook.

1. From FYI, display the Home - In Tray tab.
    
2. Click to select an item in the list, or use the checkbox on the left side. The filing drawer will be displayed.
   
3. Click the Preview tab to preview the email.
    
4. From the Cabinet field, select Employees.
   Note: Access to this cabinet is restricted to users assigned to a User Group with Employee Management or Employee Access permissions. Refer to Managing User Groups. 
   
5. The Client field will be replaced with the Employee field. 
    
6. Type at least three characters of the employee's name to display employees containing those characters. Click to select the required employee.
   Note: Users assigned to a User Group with the Employees - Access permission enabled will only be able to select employees where the user has been listed as the Partner or Manager on the Employee - Summary tab.
    
7. Update the remaining filing details, including any categories if enabled for the Employee Cabinet. Refer to Managing Cabinets.
    
8. Click File to file the email and keep the drawer open, or File & Close to file the email and close the drawer.
    
9. The email will be displayed in the Employee - Documents list, and in Outlook will display a Filed in FYI label.

From Outlook

When you send or receive emails from employees in Outlook, you can use the FYI Drawer to manually file the email to the Employees cabinet.

Note: You must be logged into Office and Outlook using the same account as the FYI user account to file emails.

1. Click on the email. 
    
2. Click the FYI icon. The location of the icon will depend on the version of Outlook installed on your machine. Refer to Displaying the Drawer in FYI, Outlook and Office.
   
3. The FYI Drawer is displayed on the right-hand side.
   
4. From the Cabinet field, select Employees.
   Note: Access to this cabinet is restricted to users assigned to a User Group with Employee Management or Employee Access permissions. Refer to Managing User Groups. 
    
5. The Client field will be replaced with the Employee field. 
    
6. Type at least three characters of the employee's name to display employees containing those characters. Click to select the required employee.
   Note: Users assigned to a User Group with the Employees - Access permission enabled will only be able to select employees where the user has been listed as the Partner or Manager on the Employee - Summary tab.
    
7. Update the remaining filing details, including any categories if enabled for the Employee Cabinet. Refer to Managing Cabinets.
    
8. Click File to file the email. The drawer will refresh and display the Email drawer for the selected email. 
    
9. The email in Outlook will display a Filed in FYI label, and in FYI, will be displayed in the Employee - Documents list. 

Filing Emails with Attachments

FYI allows you to file attachments on incoming emails so they're saved as separate documents.

1. Click on the Attachments heading to expand the section and view all files attached to the email.
   
2. Click the Pencil icon to rename the attachment if required.
    
3. To preview the attachment, click on the Open icon. The attachment will be opened in a new tab, and the FYI Drawer will display the details of the attachment.
   
4. To file the attachment separately from the email, update the details in the Filing section as required.
    
5. Click File & Close to file the attachment and return to the Documents list, or File to keep the drawer open.
   
6. Click the name of the email in the Filed from field in the details to return to the email.
   
7. To file the email and all attachments at the same time, click File all attachments. When the email is filed, the attachments will be filed at the same time using the same filing details.