Once you’ve created accounts for all your client portal users, they can begin taking advantage of all the tools and features included with your account, but now that they’re sending you files and logging into your Portal, you may find out you need to know exactly when they logged in and what actions they took. Fortunately, your Firm Portal and the Secure File Exchange both have extensive usage and activity logs, so you can see which of your users are accessing your Portal, what they’re doing, and how they’re managing their files.

By logging into your Portal as an administrator, you’ll find the Portal’s Activity Log under the Account Information heading. This log displays the user email address, time, date, IP address and actions of every user who logs into the Portal. Using the drop-down menu at the top, you can view the actions of specific users, or search for all users performing a specific action, like logging into the Tax Organizer. You can even export the data to an Excel, Word or CSV file so you can examine the data however you’d like.

The Secure File Exchange itself has two logs, Activity and Usage. You’ll find them both under the ‘more…’ menu in the Secure File Exchange.

If you’re running low on storage space and you need to clear out some old files, or if you just want to see who’s making the most of your Secure File Exchange, the Usage Report is just the thing you need. It generates a list of all your users, how many files each one is using and how much of your storage space those files are taking up. Then, if you’re running low on space, you can quickly find out where to trim some fat.

The Activity Log tracks exactly how your users are using the Secure File Exchange. By using this report, you can monitor exactly how and when your clients send and receive files. Using the drop-down menu on the upper right, you can view the Secure File Exchange activities of any of your users, or choose ‘All Clients’ to view everyone’s activity. If you need to know when your client uploaded a file, or which Firm User deleted a client file, you can find all that and more through the Activity Log.

For more information on the level of control you have over your Firm Portal and Secure File Exchange, take a look over our Help Center. You might just find that there are more resources and tools available to you than you realized.

The Workteam Collaboration Suite’s Calendar, included with your email, is a powerful scheduling and organizational tool. Not only can you share calendars between your partners and employees, you can publish your calendars on your website, making your schedule, seminars, events or even lunch menu available to everyone.

It’s just a matter of copying and pasting a bit of code from your calendar settings into a page on your site.

It’s just a couple steps:

After logging into your webmail, click the Calendar link on the upper left to view and manage your calendars. On the left column, click the down-arrow next to the calendar you want to publish and select ‘Calendar settings’

There you’ll find a section called ‘Embed This Calendar’ with a small block of code. Start by taking a look at the ‘Customize the color, size, and other options,’ and make sure the width is set no wider than 550 pixels. When you’re done, hit the Update HTML button, and copy the code below and paste it into your site through the SiteManager.

Then just republish your site, it’s as simple as that.

Sometimes the only barrier between your clients and all the tools built into your Client Portal is creating user accounts for all those new users.  If you’ve got a lot of clients who need to send you files through the Secure File Exchange, it can be a long process to create their accounts one at a time.  Fortunately, you can spread out the work by encouraging your clients to create their own accounts.

There are three ways to add your clients to the Client Portal system: a firm or admin user can add client users one by one, an administrator can add a batch of client users through the Firm Administration menu, and by clicking the link on your Client Portal page, your clients can self-register.

After clicking that “register here” link, all your client has to do is fill out their contact info and choose a password.  They won’t have access immediately, but they’ll receive a confirmation email and their username and password will simply log them into a page with no access.

Once the client completes the registration, all your administrative users will be notified of the new registration, and any firm or admin user will have the ability to log in to the portal and verify the new user.  The verification system ensures that your resources won’t be used up by users who are not already your clients.

When a new client is waiting, you’ll see a notification above the Firm Portal menu.  Just click the link then select the email address of the user you want to verify or delete.

Then it’s just a matter of clicking the appropriate button.  Verify will allow the user to log in and send an automated email to the client. The delete option permanently disables the log in and sends no email, though the user could still attempt to self-register again.

No matter how your client users are added to the Portal, you have complete control over access to your Firm and Client Portal and all the tools inside.  For a more detailed walkthrough of managing clients, take a look at our instructions for adding client users and Self-Registration.