Sharing the Employee and Upload Folders (Beta)

Employee Collaborate allows practices to securely share documents with employees and external contacts, such as personal email addresses or other relevant third-parties. The employee folders provide a central location for managing shared files, enabling employees to access documents and upload information directly to FYI.

There are two different types of folders created on Employee Collaborate sites.

Automatic Access to the Employee Folder

When creating the Employee folder, and sharing files, the following users will be granted automatic access to the files and folders:

• FYI Admins
• Employees assigned to a User Group with the Employee - Management permission enabled
• The employee's Partner
• The employee's Manager

Important: If the employee's Partner or Manager changes, you will need to delete the Sharing Settings for all users, and reshare the folder and documents. Refer to Removing access to the Employee Collaborate Folders (Beta). 

New Managers or Partners will receive automatic access to newly shared documents only until the Sharing Settings have been deleted and reshared.

Sharing Employee Folders

To share the Employee and Upload folders, employees and other third-party contacts will need to be added to the Share Settings on the Employee - Collaborate tab in FYI. A personal email address is required to add the user as a Guest User on the relevant Collaborate site and have access to all files within the employee folder.

Please note:

• Internal users cannot be added using the Share Settings.
   
• The employee's Manager and Partner will be granted automatic access to the folder, along with FYI Admins and users with Employee - Management permissions.
    
• The New Collaborate Display Name can be customised independently of the FYI Employee Name.

The Employee Folder will be created on the Collaborate site the first time a user is added to the Sharing Settings, or a document for the employee has been shared via Collaborate.

Note: If the employee is made inactive in FYI, the employee will continue to have access to the Collaborate site. You must remove the user from Sharing Settings. Refer to Removing access to the Employee Collaborate Folders (Beta).

Step 1 - Adding Employees to Sharing Settings

1. Display the Employee - Collaborate tab for the relevant employee.
    
2. Click Sharing Settings to display the Sharing Settings pop-up.
   
   Note: If the Sharing Settings button is red, there is an error with the Employee Folder, for example, the employee's name does not match the folder name. Click the Sharing Settings button, then click the Settings tab to check for errors.
    
3. The Sharing Settings window will be displayed.
   
4. Click the Give user access button to add a user.
    
5. Click Give employee access.
    
6. Select the employee's personal email, or click and enter an email address directly into the field.
   
7. The selected user is displayed.
   
8. To add additional users, click Give employee access and repeat the steps above.
    
9. Click Save when you have selected all the relevant employees and contacts.
    
10. A loading box will be displayed in the bottom right corner while the accounts are created on the relevant Employee Collaborate site.
     
11. The Status check option in the Sharing Settings window, and the ability to remove the user, will be locked for 15 minutes while Microsoft completes the processes required to add the user.
    

Step 2 - Emailing a Link to the Employee Folder

Once an employee or external contact has been added to the Sharing Settings, they will be able to access the Employee Folder, including all the files within.

From FYI, you will be able to email the employee's personal email address with the Employee Collaborate Site Link and Upload Folder Link. After clicking on the link, the employee will be prompted to log in.

1. In FYI, click on Practice in the menu.
    
2. Click the Employees tab.
    
3. Click on an employee in the list to load the Employee Workspace.
    
4. Click the + button in the menu bar, and select Email. Alternatively, press E to automatically create an email.
   
5. The employee's personal email address will be automatically selected, based on the Custom Field nominated to the Employee - Collaborate app settings.
    
6. Select the Email Template with the Merge Fields that add the links to the Employee Collaborate site. Refer to Setting up Employee Collaborate Email Templates (Beta).
   
7. To add additional recipients to the email, click the 1 Recipient link. Enter the additional emails as required. Note that these users must be added to the Sharing Settings prior to sending the Employee Collaborate links.
    
8. Update any filing details for the email, and select if you want to save it as a "Draft in FYI", "Draft in Outlook" or "Send Immediately". Refer to Sending Emails Immediately or Saving a Draft.
    
9. Click Create to create the email.
   
   If you have selected Draft in FYI, it will be displayed in the editor. If you have selected Draft in Outlook, the email will be sent to the FYI - Drafts folder in your Outlook, and you can then send the email in the usual way.
   
   Note that emails sent to Outlook will be immediately marked as Sent in FYI, and should be managed in Outlook from that point on. Once sent, the email will be updated in FYI and filed accordingly.
   
10. If the email is a draft, click Send to send the email.