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Threads are used to group related documents together in FYI, for example, when a document has been converted to PDF or returned from a digital signing platform. Document threads allow users to quickly view related versions and actions associated with the same document workflow.
Threads are separate from stapling documents, more commonly used for a series of documents being sent together. Refer to Stapled Documents.
Creating document threads
There are two ways that document threads are automatically created in FYI.
- Documents sent for signing: When single documents are sent for signing and the signed documents are returned to FYI from DocuSign, Adobe Sign, Annature, myprosperity, or FuseSign, the signed documents are threaded together with the original document. When signed documents are returned from a digital signing platform, the Document Owner is retained from the original document.
- Converting documents to PDF: When a Word or Excel document is converted to PDF and the 'Convert with threading option' is selected, the PDF is added as a new document and threaded with the original document. The PDF document will be displayed in the Document list as the latest document.
Displaying document threads
Document threads can be viewed from Lists, the Drawer, and the Thread List. This allows users to quickly identify related documents and move between threaded items.
The Thread icon is displayed when documents are part of a thread.
The Thread icon is displayed in the right column of Documents Lists. Hover over the Thread icon to display the number of documents in the thread.
Enable Hide Threads to conceal the underlying threaded documents and display only the most recent document in the thread.
To display all threaded documents in the List, click Hide Threads to disable it. Documents are displayed according to the current sorting order.
Documents included in a thread are displayed in the Thread section of the FYI Drawer.
Click a document in the thread to select it in the List and display it in the Preview and Comments pane.
If a document in the thread contains attachments or has been pinned, a paperclip or pin icon is displayed next to the document name.
From the Documents List, click the Thread icon next to a document to open the Thread List.
This displays the Documents List filtered to show only the documents included in the thread.
Click Clear Thread Filter to redisplay the full Documents List.
Working with document threads
AutoFile for Document Threads
When new documents are created and are part of a thread, they will be automatically filed using the existing filing details for the thread. Depending on how the document was created, the Activity section of the drawer will also display one of the following messages:
- Filed - Using AutoFile settings from original document in the thread.
- Filed - Using the Automation filing settings.
Filing Details
You can update the filing details for threaded documents in FYI, including Cabinet, Categories, Jobs, Tags, and Keywords.
Updates to the Filing Details will be applied to all documents in the thread. The document that was changed will display the user's name, while all other documents in the thread will display "System".
Click on a Document in the list to display the FYI Drawer and expand the Filing section.
Activity Details
When a document is removed or restored, as it is in a thread, the related documents will show that the user "System" removed/restored the email.
Unlinking a document from the thread
To unlink a document from the thread, click the Unlink icon in the Thread section of the Drawer.
You cannot unlink the topmost item in the thread, as this represents the thread summary.
Deleting a Document from the Thread
From the Documents List, you can choose to delete the latest document or all documents in the thread.
To delete a document in the thread that's not the latest document, you will need to first unlink the document you want to delete and then delete the individual document.
If a thread is accidentally deleted, change the view to the Deleted view and restore the document. Individually restored documents will not be re-added to the thread.
To delete the latest document:
- Navigate to the Documents List.
- Click to highlight the draft document to be deleted.
Note: If you click any document in the thread other than the latest document, the entire document thread will be deleted.
- Click the Delete button.
- The Threading delete prompt will be displayed.
- Click Latest document only.
- The document will be deleted.
The thread will be removed, and documents will be unlinked, for example, PDF files.
To delete all documents, you can select one or more documents, and the entire thread will be deleted.
If using the Thread List, deleting a document will delete all documents in the thread.
- Navigate to the Documents List.
- Click to highlight any document or email in the thread to be deleted.
- Click the Delete button.
- If you have selected the latest email in draft mode, the Threading delete prompt will be displayed; click All to delete all documents. Otherwise, you will be prompted to confirm that you would like to remove the selected documents.
- Click Yes.
- All emails from the thread will be deleted.