Brian O'Connell, President

Tax season is just around the corner – and with it comes the need to exchange a lot of financial documents and sensitive files with your clients.

Unfortunately, if you email the files or send them via FTP, you’re out of compliance with state and federal privacy laws and liable for heavy fines and other legal consequences.

The good news is that you have a Secure File Exchange system that comes with your CPA website. This system is ultra safe. Your clients’ data is protected by 14 layers of security with this Client Portal.

One of the layers keeps the files encrypted 100% of the time. Your clients’ files are protected during transfer to the server, while sitting on the server, in all the backups, and when transferred back to you or your clients.

This level of file encryption keeps you in compliance with every state and federal privacy law.

Now You Get a Lot More Storage Space

The more you (and your clients) use the Secure File Exchange and Online Document Management System, the more storage space you need on our secure servers.

This month we are proud to announce that we are essentially doubling the amount of storage space in the Client Portal.

For Those on Our Old Server…

Most of our clients will see these changes in their Portal automatically. But a few of you will need to migrate to our new server to take advantage of the extra space.

If this looks familiar, you’re on our new server, and you’ve been automatically upgraded:

If either of these look familiar, though, then you’re on an older platform, and we need to migrate your website:

Once we move your site over to our newer system, your Secure File Exchange storage space will double.

If you have any questions about whether you need to be migrated, just give us a call at 1-800-896-4500, or email us at support@cpasitesolutions.com.

Continually Improving

This month’s improvement required a major investment in servers and the development of  scalable file storage and backup systems. I hope it demonstrates our commitment to continually improving the service we offer you each month.

We truly appreciate your business. Thank you for letting us take care of your website needs.

Happy Holidays.

Brian O'Connell, President

Last week we rolled out a new feature: SecureReceive for CPA websites. With SecureReceive, when a client sends a file to the Secure File Exchange, you just click on the link in the email notification and you start receiving the file right away.

Instead of 7 steps to download that file to your hard drive, it’s just 1.

And, SecureReceive works for your clients, too – when you deliver a file to their My Documents folder, they get an email with a link that automatically retrieves the file.

This feature works wonderfully for a lot of firms and their clients. But we heard from some of you that you miss being able to log in to the Portal directly from the email notification.

So…

SecureReceive Now Has Two Links

G. Scott McDaniel, CPA, PC, made this suggestion on our blog:

When we upload payroll files, including checks, [our clients] get one file at a time. It is much better for them to be logged into the portal where they can view all the files in their box. They can then determine which files to download, and in what order.

Please give us the other way back, or the option for the client to choose.

It makes a lot of sense to give the option of whether to download a file or log in to the Portal. We added the second link – so now the choice is yours.

Your email notification now has two links, like in this example.

If you or your client just have one file to retrieve, then the first link is best. If, on the other hand, your client has sent numerous files to the Vault and you want to view them all, then choose the second link.

Same High Level of Security

Remember that SecureReceive has the same high security of our Client Portal – the most secure Client Portal on the market.

The new feature doesn’t actually deliver the file through email; it just allows you to receive the file straight from the secure environment of the Portal in just one click – or, as before, to go there directly.

Let Us Know…

If you have any questions at all about SecureReceive, just give us a call at 1-800-896-4500, send us an email at support@cpasitesolutions.com, or post a comment!

Brian O'Connell, President

Having a Client Portal is a must for accounting websites – and with CPA Site Solutions, you get a secure Portal that saves you time and money.

I’m happy to say that your Client Portal just got a little more efficient, while maintaining our high level of security.

Now, with SecureReceive, you receive your clients’ documents in just one click. And it’s just as secure as ever because it still goes through our secure Client Portal.

The New Way to Receive Client Documents

It used to be that when a client sent a document to the Secure File Exchange and you got an email notification about it, it took you 7 steps to start loading that file. You clicked on the link, gave your username, gave your password, clicked over to the Secure File Exchange . . . and so on.

That was the old way. Want to hear the new way?

Now, when you get your email notification that a client has deposited a file in the Portal, you just click the link in the email and the file starts to load right away. Instead of 7 steps to receive the file, it’s just 1.

Here's an example of the email notification you get with SecureReceive.

If you’re not logged in to the Client Portal at the time, you get a screen asking for your password. Once that’s filled in, the file starts to load.

Once you start receiving the file, you see this screen.

How Is This Secure?

Using SecureReceive doesn’t mean you’re getting client documents through email. (Email is NOT a secure platform for sending and receiving client files – which is why you need a Client Portal.)

SecureReceive still routes through the Client Portal. But now receiving files is quicker because you can easily get the file by clicking on the link in your email.

That’s why, if you’re not logged in to the Portal when you click on the SecureReceive link, the system will prompt you to give your password. This ensures that only authorized users are receiving files with this method.

And your Client Portal is protected by 14 layers of security. In fact, it’s the most secure Client Portal available on the market.

SecureReceive Is Already in Place

This new feature is already working for you. There’s no need to download or install a thing!

With the busy season creeping closer, this little time saver should make life a bit easier for you.

Do you have any questions about SecureReceive? Give us a call at 1-800-896-4500 or email support@cpasitesolutions.com.

Backing up your critical files to a secure area is best to do before you need it. If you have a Gold or Platinum hosting package with CPA Site Solutions there is a small application that lets you do this and more automatically. Here is a quick breakdown of how it works and why you should use it.

The FileVault Windows Application is very light yet connects your computer directly to the vault. This connection allows everyone in your accounting firm and their clients the same time saving features.

Follow the instructions from this help file to find out how to download it. Here are some ways to use the application to save you time.

One-Click Upload

One-click upload. Send a file directly to your own vault file by just right-clicking and choosing “Send to Vault.” Once you set up the FileVault then you can set exactly which folder a file goes to when you use one-click upload.

Files directly to your client’s folder. You can send multiple files directly to a particular clients folder without having to login. Just open FileVault, click on the Upload tab, choose the files to upload, the destination folder and click “Upload Now.”

This can save everyone in your firm a lot of time logging in and going to each of your clients folders. When you are done with one client you can then choose more files and send them to a different clients folder.

A client can also use this same feature to upload multiple files to their own folder. Your clients will thank you each time they use this time saving feature.

Critical File Backup

Backup critical files. You can choose which files to backup and what time each day you would want the backup done. When you are in the FileVault just choose the backup tab, add files to the list, choose when to backup and click ok.

Mind you this is different from backing up all your computer files. This is intended for particular files that you need to backup and keep secure.

If you are wondering the difference consider the amount of overall space you currently have compared to the amount of clients. In general most of the financial files won’t take up a lot of space.

If you are curious as to where the space is going you can run a quick report. While you are logged into the Secure File Exchange, choose More (see image), and then Usage Report.

Vault Usage Report

The report will tell you how much space each client is using. Find a client using 50% your accounting firm’s space? Most likely the client is using the service inappropriately.

You can let them know that they get only so much space as a service to them. After this space is used up then it costs a certain amount for the extra space. If they decide to use it then you can purchase more space at only $9.95 a month for 2 additional gigs of storage.

Since they are paying for the space then it isn’t a disadvantage to your firm. The seven layers of security provided by the Vault makes this an economical solution.

Once you start using the Vault with the one-click upload feature you start saving your accounting firm and your clients time. If you are at the Gold or Platinum level you can download and start using it today!

Have a comment regarding your own use of the Vault and backing up critical files? Send a comment.

Adding the Secure File Exchange

Among other things our new update of the Portal allows for a direct login to the Secure File Exchange without going through the portal. This can be a great time saving feature for those who are new or use the Secure File Exchange on a regular basis.

You can now have a client go directly to the Secure File Exchange if that is all they are using or if they want a faster way to get there. Here is a quick breakdown on how to add this feature:

Add a new page titled Secure File Exchange. Adding this page to your accounting firm’s website displays a basic login area. When a client logs in here they are taken to the Secure File Exchange without having to go through the Portal.

Secure File Exchange Direct Login

Direct clients to this new page. Instead of having a client go through the Portal direct them to this login page. This can be done on as a link from one of the main home, contact, or resources page.

Alternatively you can direct clients via any email contact you have with them. By placing the link within the email the client can click on this and be taken to the Secure File Exchange login page.

Log-out redirects back to your accounting firm’s website. If the client is logged in using this method, when they log out they will be taken back to the firm’s website rather than back to the portal. This can help prevent some confusion in terms of having to log-out of both the Secure File Exchange and the Portal to be completely logged out.

This new feature can help with any accounting firm’s clients who just use the Secure File Exchange and nothing else. It can also help with those inside or outside the firm who want a quick way to access the Secure File Exchange. It is just one of the many features we continue to add to any accounting firm’s website hosted by CPA Site Solutions.

Have a comment on using the direct login to Secure File Exchange? Send us a comment we would love to hear from you.

“I really like your Secure file exchange. Even my clients that aren’t that computer literate find your File Exchange easy to use. We used to use the post office a lot to send tax returns and other documents to our clients but now we are using the post office a lot less which saves us time and money.  Also unlike typical mail, we get proof that someone receives a file with the exact date and time. As an added bonus, If someone ever gets a tax penalty, I don’t have to worry if they claim that it’s because I didn’t send them a file because I have proof that I did. “

–Ben Bennett (bmbennett.com)

Everyone talks about switching to a paperless office but in the end when it comes time to do it, what does it mean? How would you go about it? If there ever were a time to figure that out it would be now when there is some breathing room from the business of the regular tax season. Lets take a closer look at going paperless. This is part one of a two part series dedicated to the process of going paperless. This first part will look at the Vault and how to use it, the second will look at how to get clients to adopt using it.

There are some who consider the process of making your office paperless part of getting into 2.0 business stream. Whatever you call it, the process is the same, making your firm more efficient by leveraging the tools of the Internet. Although there are many directions that you can turn when thinking about going paperless ultimately you want something that will not just save paper but time. Having a website with CPASiteSolutions gives you automatic access to a paperless solution within the Vault. This gives you a portal to exchange files with clients on-line with 24/7 access and no paper used in the whole process.

How is this any better than sending an email? An email is not secure and is much like sending a postcard in the mail, anyone can read it and take whatever information they want. Not only would it be damaging if the information got leaked but your firm could get fined from breaking some of the laws in place. To avoid this it is best to stop using email to exchange files and start using the Vault.

The best way to think of the Vault is as a virtual filing cabinet that you or your clients can access from anywhere at anytime. Unlike a real filing cabinet you can actually limit what clients can see and do while logged into the Vault. This control gives you and your clients the piece of mind they need surrounding their financial information. This also means you can exchange even larger documents anywhere you have access to a browser and much more securely than with email or even regular mail. This freedom can save both of you time and money.

To get started with the Vault make sure your familiar with signing up new client users and managing client accounts. You can look forward to features such as having an email sent to your client or sent to you when a change is made. This means when a client uploads a document you will be notified via email so you can still have your finger on the pulse of client activity. Once you have a familiarity with the system the next step is getting your clients to use it. Look forward to part 2 where we go into steps you can take that will give your clients motivation to join your paperless office.

One of our clients recently described how he’s monetizing both the Client Portal and the Secure File Exchange’s FileVault Windows Application, and make his website pay for itself.

The FileVault Windows Application, as you’ll recall, is a downloadable application available at our Gold and Platinum service levels.  Using the application, you and your clients can quickly upload files to the Secure File Exchange System with just a few clicks, directly from your desktop.

What our client found most useful, was the FileVault Application’s Automated Backup feature.  Using this feature, his clients could select a list of vital files, and schedule automatic daily backups of those files.  Once the backup is complete, his clients’ essential files are stored safely off-site. If a computer is damaged or lost, those files are backed up in our secure document vault.

Our client offered valuable peace of mind and secure backups to his clients for only five dollars a month.  All he needed to do to earn that monthly charge was create a Client Portal user, pass it on to his clients then adjust his billing. When he had signed up just ten clients, he had completely paid for his CPASiteSolutions website.

In fact, when compared to other off-site backup providers, five dollars a month is an incredible deal. Many other providers charge anything from $9.95 per monthly up to $29.95.  You’re getting all that with your website at no additional cost, and your clients are getting a great deal too.

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.

When you log into your Secure File Exchange today you’ll see a slick new version of your dependable Secure File Exchange.  This streamlined new look is just the beginning of the improvements included with this new version.  It’s faster, cleaner, easier to use and more intuitive for your clients.

The sidebar is gone, and the full width of the page is now available for you to more easily view and manage your files.  In the sidebar’s place is a space-efficient and intuitive “breadcrumb trail” above your files. This breadcrumb trail makes it easy for you to ensure, with a glance, that you’re uploading the file to the proper location without any chance of confusion.

Uploading and downloading files works the same as it always has- just navigate to your target document folder and click the ‘Upload’ button.  The difference now, is that navigating the Secure File Exchange and browsing through your stored files is lightning fast. Have you got a client with a lot of stored files? Do you need just one? Files are listed quickly, so you can find the specific file you’re looking for in the alphabetized list without waiting.

If that’s not fast enough, you can now search through both users and files to find just what you’re looking for in seconds. Simply type the term you want to search for in the field, and the Secure File Exchange will return a list of all the files and users that match your search term.

You can download, move or delete the file right from the search results, or click the link in the Description column to visit the file’s location. It couldn’t be easier to find files and client users now.

In fact, you suggested another improvement that makes it easier to find your client users. The Client Documents list now displays both the clients’ names, and company. So if your client self-registered under a different company or an unfamiliar name, you’ll be able to find the user on your list easily.

Even communication with your clients has been improved thanks to your feedback and suggestions.  The Secure File Exchange’s email notifications have been adjusted and corrected to minimize the chances of the message being caught up in your client’s spam filter.

We’re continually improving our tools and features to produce the best possible services for you. If you have any concerns, suggests or improvements we can make for you, please give us a call, send an email or contact us through our Live Help Chat.

Your Client Portal has a brand new feature.  In response to your requests, we’ve made it easier for you to manage your Portal users.

Now you can stop spending your valuable time searching through unfamiliar email addresses to edit a single client. The next time you log into your Portal’s Add/Modify Client Users section, you’ll see our new Search By Name feature.

Your client User list can get pretty long, and with the self-registration tool it’s easy to lose track of which email addresses belong to which clients.  This new Search By Name lets you easily find a user by simply entering a name or company in the search field.  The Portal will then list every matching account, allowing you to quickly find the user you’re looking for.

With your feedback, we’re continually improving our tools and features to produce the best possible services for you. If you have any concerns, suggests or improvements we can make for you, please give us a call, send an email or contact us through our Live Help Chat.