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The Document Filed filter is available when creating custom processes that are configured with an Event trigger, allowing practices to automate processes when a document is filed in FYI.
A document can trigger the process when it is created in FYI or when it is manually filed from the In Tray.
This feature is currently in beta. Learn more about beta registrations.
This beta is automatically enabled for practices participating in the FYI AI beta.
Before you begin
The following should be considered before configuring a process using the Document Filed filter:
- The process is triggered only the first time a document is filed. Changing the document's filing details or the view it belongs to after it has been filed doesn't trigger the process again.
- Documents with a Filing Status of Draft Filed don't trigger the process. If a document remains unfiled, it can trigger the process when it is later filed.
- If the process contains steps that create new documents, those documents may trigger the same process. To prevent this, configure the selected document view to exclude documents where Source is FYI Automation. If FYI detects a chain reaction, the process is changed to Draft until the process steps are updated.
Document Filed filter
To use the Filter - Document Filed:
- Set up a custom process with the Trigger: Event.
- Click the Edit icon next to the Filter.
-
Select the Filter Type: Document Filed.
- Select a View containing the documents you want to trigger the process for.
Documents with a Filing Status of Draft Filed won't trigger the process. - Enable Run Only Once per Document to prevent the automation from running multiple times for the same document.
- Click Save.
Review and test the process
Before activating the process, review the selected view and process steps to confirm they are configured as expected.
The following automation steps are not supported with an Event trigger:
- Summary Notification
- Xero Ledger
- FYI Reports
Test the process before activating it. Processes configured with an Event trigger still require testing to ensure they work as expected. As the process would normally be triggered when a document is filed, run a test using an existing sample document to confirm the automation process steps work as expected.
After testing, review the result and make any required changes before setting the process to Active.
For more information about testing Event trigger automations, refer to Process Trigger Details - Event and Review and Test Custom Processes.
Document Filed process examples
The following table provides examples of where an Event filter process with a Document Filed filter can be combined with AI process steps to automate actions for specific types of documents.
For each example, configure the View to exclude documents where Source is FYI Automation. This prevents documents created by the process from triggering the same process again.
| Scenario | Document View | Process Details |
| Draft an email reply |
Filter the view to:
|
Configure the process with: The AI Prompt can analyse the received email and generate the draft email response automatically. |
| Create tasks from a meeting recording |
Filter the document view to:
|
Configure the process with: The AI prompt can summarise the meeting and identify actions from the meeting, create the required tasks, and assign them. |
| Extract information from a client's source documents |
Filter the view to the relevant compliance documents. For example:
|
Configure the process with: The AI prompt can review the document and extract the required information. The output can then be used in a later automation step, for example, to populate a Word document or create a File Note. |