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.

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