- Logging into the Vault
- Managing Client Accounts
- Organizing Files in File Cabinets
- Email Notifications
- Creating Folders
- Sending Files to the Vault
- Ordering More Storage Space
- Downloading Files from the Vault
- Renaming, Moving And Deleting Files
- Previous File Versions
- Pop-Up Header Icons
- Activity and Usage Reports
- Quick Download
The Vault is the successor to the Document Manager in an effort to bring you the fastest, most secure data storage online.
The Vault provides your clients with anytime/anywhere access to vital company information like employee data, corporation papers, legal documents, tax returns, financial statements, and scanned source documents.
Any file can be placed in the Vault, including: extremely large QuickBooks Backup Files, Microsoft Word Documents, PDF Documents, Excel Spreadsheets, Video Files, Music and Audio Files. All files on the Online Document Storage System are backed up daily and archived in our secure data-center.
In addition, gold and platinum clients can upload files to the Vault right from their desktop with just one click. They can also set a backup schedule to have important documents automatically uploaded to the Vault one a schedule of their choosing.
Logging into the Vault
In order to log in to the Vault, click the “Login” button on the top of your website. If you don’t see the “login” button, click on the “login” link located on the bottom of your site. If you haven’t setup your portal yet, please see Portal Help.
Now click the Secure File Exchange button to load the Vault.
Managing Client Accounts
Both firm accounts and client accounts are given access to the Vault through the Portal’s user management. Any firm user can add or deny access to the Vault for user accounts.
For more instructions on how to setup Portal accounts, click here.
Organizing Files in File Cabinets
You can add, delete, edit, organize and view personal files, firm files, client files and public files. These files are organized on the left side of the screen under the four filing cabinet categories: My Documents, Firm Documents, Client Documents and Public Documents. These filing cabinets can hold an unlimited number of folders, subfolders and documents.
My Documents stores and organizes documents that only the individual staff member logged in can access.
Firm Documents stores and organizes documents that are available to your entire firm. This is a great place to post firm procedure documentation and firm-wide notices. Any staff member can add, edit or remove documents in the Firm Documents filing cabinet.
Client Documents allows each of your staff members to access all documents stored in each of your client’s My Documents filing cabinet. If your client wants to share a document with you, they can login to their Document Manager and upload the file. You can then click Client Documents and view the file in their respective client folder.
Public Documents are documents available to your entire firm and all clients but only the firm’s staff members can add or remove files. This is a great place to post general work-paper forms and other questionnaires that clients can print and complete.
Right above the list of files, you will see a line that will keep track your progress as you move through the folders in the Vault. It will start off with just the basic home directory, but if you click on a folder…
…The breadcrumbs line will update to show you’ve entered a new folder location and keep track of all the folders you’ve gone through!
Plus, you can click on any of the folders it mentions to instantly travel back to that folder quickly and easily.
When a file is sent to the Vault by a client, you can have it notify a firm user of this activity. To do so, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.
Click on “Add/Modify Client Users” in the Portal menu.
Select a client from the drop down menu. You can then go to the Acess Rights and set what firm user is notified when a client uses the “Secure File Exchange”.
To make a new folder, first select the filing cabinet you wish to make the folder in. For this example we’ll use Firm Documents. Click the Firm Documents button on the left side of the window.
Now, click the button at top that says New Folder
It will pop-up a new window asking you to give the folder a name and a description (optional). When you are finished, click Create Folder to commit.
Sending Files To The Vault
To send files to the Vault, first browse to the filing cabinet and folder you wish to send the file to. In this example we’re in “My Documents.”
To send a file here, click the Upload button in the top toolbar.
Click the Browse button and find the file you wish to send.
Select the file you want to send, click “OK” and it should appear in the Upload window.
At this point you are ready to send. If you wish you can add a description to the file or check off the “Version Control” checkbox, which will allow you to upload an updated version of the same file after some changes without replacing the original file. When you are ready to send click “Upload.”
The file now appears in the “My Documents” folder.
Ordering More Storage Space
Now let’s say that you want to add a file but the Secure File Exchange is full. In order to request more storage space, simply click the “Order More Space” option under “More.”
On the resulting screen, click on the button for “Get More Space.”
This will send an email to the support team. Someone will get in touch with you once the additional space has been added and your billing has been adjusted. If you need the space added right away, call us at 800-896-4500 and we can add it over the phone.
Downloading Files from the Vault
There are two ways to download a file from the Vault. The first is simply to double-click on the file. The other is to right-click it. This will pop-up a context menu. From that menu select Download.
Both ways will pop-up a new window asking if you want to Open or Save the file. Choose Save and choose where on your computer you wish to save the file.
Additionally, if you wish you can View a file without downloading it by right-clicking on it and selecting View.
If you have several files you want to download you can download them all at once.
Why download all your files?
Logically, you know your clients’ files are 100% secure in the Client Portal. They are backed up daily and we employ numerous redundancies for ultra security.
Emotionally, though, it feels better to keep copies of your client files on your hard drive – one zip file with all that critical data. It’s a local backup, and it gives you peace of mind.
Here’s how to download all your files…
Click on “More”
Click on “Download Files”
Select either “My Documents” or “All available files” and then click “Request Download”
You then get an email with the files when they are done being processed.
Client users use the same process except they don’t have the choice of any folder. Instead their “My Documents” folder is automatically processed for them and an email sent when done.
Renaming, Moving and Deleting Files
To rename a file, simply browse to the file you wish to rename, right-click it and select Rename.
This will pop-up a new window. Give it a new filename and description (optional) and click Save.
To move a file, right-click on it and select Move.
This will pop-up a new window where you can select the folder to move the file to. Click on a folder to select it, or click on a filing cabinet to move it there. Once you have selected the folder you want to move to click the Move button at the bottom.
This is a useful function if you have a document you are working on for a client and want to move it into their “My Documents” folder.
To Delete a file, right-click on the file, and select Delete.
This will pop-up a new window asking for confirmation. Click Delete again to delete the file.
Previous File Versions
If you have accidentally overwritten a file on the Vault with one from your computer, or simply want to look at a past version of a file, you can access the older version from within the Vault.
To do so, right-click on the file in the Vault, and select Version History.
Then, find the version of the file that you wish based on the date and select Download.
Finally, click Save and choose a location on your computer to save the file to.
Pop-Up Header Icons
Whenever you open up a pop-up window inside the Vault (like, for instance, when you go to upload a file), you will notice several icons in the upper right corner of the header.
Each of these icons serve a unique purpose.
- The Pin Icon will hold the pop-up window in place so it won’t move around.
- The Rotation Icon will refresh the pop-up window.
- The Line Icon will minimize the pop-up window.
- The Box Icon will maximize the pop-up window.
- The X Icon will close the pop-up window.
You can search all your files easily by clicking the “Search” bar in the toolbar.
Simply fill in the field with the term you want to search for and click the button to the right. This will bring up a list of all the files that match the search term. You can verify what you searched for in the breadcrumbs section above the list.
You can see exactly where the file you searched for his located in the Description column; it will give you a breakdown of the file location, mentioning each folder it is in.
What is the Quick Download Folder? The Quick download folder is your most recently uploaded files in your database. Note: You will not be able to delete any of these files because they are only shortcuts to the actual downloadable file within your client folder. This is just a quick way to download files that were recently added to your system. This folder is not taking any space in your Secure File Exchange, so deleting these files would never be necessary.
First log into your site, and make sure you log into the secure exchange.
Next, click on the first folder that is labeled “Quick Download”
You may have already downloaded these files before, you can ignore the ones you downloaded if you don’t want duplicates. Choose from your list and click on “Download.”
Follow the window prompts and save the document like a normal download.
Then just locate it in your download folder on your desktop. (Some case it might download somewhere else, you can always search for it on your computer).