Managing Email AutoFile Filing Defaults

Where an email is created or processed by an Automation Process, any Filing details defined in the automation step will be applied first. 

Note: Automation Filing Defaults can only be adjusted by FYI Admins or users with permissions for Automations.

Within the Create Email step, click the Filing heading to expand the section and display the filing details.

AutoFile can be Disabled or Enabled.

• Disabled - the email will be filed using the settings for Cabinet and any categories in the process step. The client will be set based on the item that triggered the automation, for example if triggered by a job, the client will be set to the job's client. If a client is selected in the automation step, this client will be selected every time the Automation Process runs.
   
• Enabled - the Filing Defaults for the client are used, if available. These settings are applied from the specific client the automation step is processed for. Where the client is part of a Client Group, the process ignores whether there is a client for the group set with the Include in AutoFile setting (refer to Setting Filing Defaults for a Client).

Refer to Process Step Details - Create Emails and Documents.

Email Templates can define Filing Defaults that apply when the template is used to create the email. The Template defaults will override any defaults set for the Client, User, or Practice.

If an email is created using an Automation Process and a Template is selected, the Filing details defined in the automation step are applied first. If the Filing details are not set in the automation step, FYI continues through the Email AutoFile Filing Defaults order, applying the Template AutoFile Defaults, then the Client defaults, the User defaults, and finally the Practice defaults, where configured.

Note: Email Template Filing Defaults can only be managed by FYI Admins and users with permissions for Templates.

To set Email Template AutoFile Defaults:

1. Click Knowledge from the Menu.
    
2. Select Templates.
    
3. Click on the relevant Email Template to open the Email drawer.
    
4. Expand the AutoFile Defaults section.
    
5. Update the required Filing details such as Cabinet, Year, or Categories.
    
6. Changes will be automatically saved.

The AutoFile Defaults are optional and can be left blank if not required. You can also select, for example, just the Cabinet. When the email is created, the default Cabinet and Categories from the Template can be changed by the user as required.

Refer to Creating Email Templates and Signatures.

Client Filing Defaults define which Cabinet, Categories, and Job (if enabled) are used when emails are auto-filed for that Client. These defaults also apply to documents and tasks created for the Client. 

Client Filing Defaults are applied if Filing details have not already been set by an Automation Process or Template. When creating an email from an Automation Process, the Client default Job will only be used if a Job has not been selected in the automation step and AutoFile is enabled.

To set the Client Filing Defaults:

1. Click Clients from the Menu.
    
2. Open the relevant Client.
    
3. Select the Settings tab.
    
4. Select the default Cabinet.
    
5. If Jobs are enabled for the selected Cabinet, select a default Job.
    
6. If Categories are enabled for the Cabinet, select the relevant Categories such as Work Type or Year.
    
7. Update any additional Client defaults as required.
    
8. Changes will be automatically saved.

The Settings tab also includes additional options that apply to other features in FYI, such as the default Send Attachment option. Refer to Client Settings.

Client Groups

For Clients that are part of a Client Group, you can also nominate which Client to Include in AutoFile. Where multiple Clients share the same email address, enabling Include in AutoFile ensures emails, documents, and tasks are automatically filed to the selected Client.

If an email is received where the email address is shared by more than one client, and if no client has been nominated as Include in AutoFile, the email is marked as Multiple Clients and sent to the In Tray. 

User Filing Defaults define the Cabinet and Categories applied to sent or received emails, when the filing details have not already been selected by an Automation Process, Template, or Client Filing Defaults.

Note: Each user can maintain their own settings, however an FYI Admin can also maintain the Filing Defaults from the User Profile in Practice Settings.

To configure User Filing Defaults:

1. Click the User menu in the top-right corner, then select My Settings.
   
2. Click the Documents tab.
    
3. In the AutoFile Defaults section, select your default Cabinet and Categories.
   
4. Changes will be automatically saved.

Refer to Setting Defaults and Filing Defaults for your Own Login - My Settings.

An FYI Admin can also update a User’s AutoFile Defaults from Practice Settings: 

1. Click the User menu in the top-right corner.
    
2. Select Practice Settings - General.
    
3. Click the Users tab.
    
4. Click on the relevant User to display the User Profile.
    
5. In the Documents section, update the required Cabinet and Categories.
   
6. Changes will be automatically saved.

To update the Filing Defaults for multiple users:

1. Tick the users in the list.
    
2. Click Bulk Edit.
   
3. Select the Cabinet and Categories as required.
   
4. Click Run.

Refer to Managing Users for more information.

Where Filing details have not been set by an Automation Process, Template, Client, or User, FYI applies the Practice Filing Defaults.

The Practice AutoFile Defaults are selected in the Email AutoFile app, available in Automations - Apps. These settings can only be managed by an FYI Admin, or by a user in a User Group with permissions enabled for Automations.

1. In FYI, navigate to Automation - Apps - Email AutoFile.
    
2. Click the Cog icon to open the app for editing.
   
3. Click the Defaults tab.
   
4. Update the Cabinet and Categories as required. Changes will be automatically saved.
    
5. Click Close to close the app.