Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
FYI monitors the items in user's Inbox and Sent items in Outlook, and automatically files emails every 15 minutes based on a variety of practice settings, including:
- The Practice Defaults in the Email AutoFile app, used to manage which types of emails are automatically filed, and the Exclusion rules.
- Individual User Settings, to manage whether emails should be filed or sent to the In Tray, and defaults for the Cabinet and Categories. Please note that some user settings will override the practice defaults.
- The Email AutoFile Filing Defaults, to determine the order in which Cabinet and Categories should be automatically applied.
When the AutoFile process imports an email, an entry will be added to the Activity section to reflect the filing details.
Viewing Activity on an Email
In FYI
- In FYI, click on the relevant email in a Documents List or the In Tray.
- The Email Drawer will be displayed.
- Click the Activity heading to expand the section.
- Click the Show more link to expand the list of activities if required.
Refer to Displaying the Email Drawer in FYI.
In Outlook
- Select the email.
- 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.
- The FYI Drawer is displayed on the right-hand side.
- Click the Activity heading to expand the section.
Refer to Displaying the Email Drawer in Outlook.
Email AutoFile Activity Details
The Activity section of the Email drawer will display information on when an email was filed, including the date and time.
If a user manually filed an email, the Activity will display "Manually filed", including the name of the relevant user.
Filed Emails
| Activity | Details |
| Filed - Using AutoFile settings from original document in the thread |
The email is part of an existing email thread in FYI, and has been filed according to the thread details. This includes when the email has been forwarded to another user in the practice, or a reply to the email is sent to a new recipient. |
| Filed - Using the Automation filing settings. | The email has been filed using the Cabinet and Categories selected in the Create Email Automation Step. |
| Filed - Using the Template (template name) AutoFile settings | The email has been filed using the Cabinet and Categories selected in the Template. |
| Filed - Using the Client (client name) AutoFile settings | The email has been filed using the Cabinet and Categories selected in the Client Settings. |
| Filed - Using the User (user name) AutoFile settings | The email has been filed using the Cabinet and Categories selected in the User settings. This can be managed by users from My Settings, and by FYI Admins for all users from the General Practice Settings. |
| Filed - Using the Practice AutoFile settings | The email has been filed using the practice's default Cabinet and Categories selected in the Email AutoFile app. |
| Autofiled, practice setting | The email was successfully filed using Filing Defaults. This includes emails where the sender matched multiple clients, but only one client had the Include in AutoFile setting enabled. |
| State changed from In Tray to Manually Filed | A user has updated the filing details and manually filed the email. |
Draft Filed Emails
| Activity | Details |
| Draft Filed - Multiple clients/contacts were found | There are two or more clients or contacts within FYI with a matching email address. Only one of these clients or contacts should be nominated for Include in AutoFile to automatically file the email. |
| Draft Filed - Using [Filing Default] AutoFile setting, but [field] is required | This message is displayed where FYI tried to automatically file the email, but one of the Categories has been marked as "Required" for the Cabinet. A value for the Category must be provided to automatically file the email. |
| Draft Filed - Using [user] AutoFile setting | The user has set their AutoFile Mode to "In Tray Review" to prevent emails from being automatically filed. |
| In Tray - Using AutoFile settings from original email in the thread. |
Cabinets and Categories have been updated as per the original email in the thread, however the user has set their AutoFile Mode to "In Tray Review" to prevent emails from being automatically filed. This will also be displayed for Attachments where the filing settings from the original email were automatically applied to the relevant attachments. |
Not Filed Emails
| Activity | Details |
| Not filed - Excluded by Practice AutoFile exclusions | The email sender has been added to the Exclusion List, and emails will not be automatically filed. |
| Not filed - Excluded by the 'Exclude internal emails' setting | The email is from another FYI user within the practice, and the Exclude Internal Emails option has been enabled in the Email AutoFile practice defaults. |
| Not filed, user setting. | The user has disabled AutoFile. The email will need to be manually filed. |
| Not filed - Excluded from AutoFile, unable to match Sender to an existing client/contact |
This message will be displayed when:
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