A Secure File Exchange, or Vault, is included with any website hosted by CPA Site Solutions, but how can you get people to use it? Make it easy through client self-registration and use of the Vault application.

Client Self-registration. Clients can actually register themselves directly on your CPA website. Self-registration gets clients familiar with the system. It also offsets the time for one person from your firm to add user accounts, and then email them their login details. Clients can do this by:

• Clicking on the login text at the bottom of any page of your website
• Click on “Click Here To Register” at the bottom of the Portal Login prompt.
• Fill out the information and submit.

You can also create a link just for new registration to place anywhere on your website. You do this by following the directions above and then, instead of filling out the form, copy and paste the URL and then create a link.

Once a new user registers, you have to verify the user before they can login and start using the portal. See this link for more information on the user verification process.

The verification is only a few clicks so is easy and takes little time to do. The verification process creates an extra layer of security. Although anyone can technically register, only those that are your clients get verified by you.

The View. When a client logs in they are automatically within their own folder in the system. The client only has access to this main folder and a public folder, nothing else. They won’t see the firm, or other clients, folders or files.

Uploading and Downloading. Uploading and downloading a document is similar to any other paperless system. There is no real limit to the size of file, nor to the type, that can be used within the Vault.

Making It Even Easier. You can make going paperless even easier for you and your clients by using the Vault application available to anyone at the Gold service level and above. The application, once downloaded and installed, allows your client to right click on a file and send it directly to their folder.

This makes it much easier to make the transition to a paperless office and data stream. This type of set up saves you time and money over traditional methods.

Have your own client experience with using Secure File Exchange through the Vault? Send a comment using the form below, and share with other readers.

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