Before adding text to your website, we highly recommend that you watch this quick video on how to paste text from Microsoft Word or any other software platform. Please be sure to use the “Paste From External Source” feature every time in order to avoid your web pages from producing errors.
After you have logged into your Site Manager (clicking “Modify Your Site” in the client portal), navigate to the page you would like to add text to. Once there, use your mouse to click on the area that you would like to edit and add text. An area that is considered editable will become highlighted in gray when the mouse rolls over the area.
Once you have clicked the highlighted area that you want to edit, a new window will pop up. This is the WYSIWYG (what you see is what you get) editor. With the WYSIWYG editor, you can edit the content of your highlighted section with an interface that is similar to Microsoft Word. With the editor opened, you should be able to add content by clicking inside the box and start typing. Many of the formatting options such as font, alignment, bullets, color, bold italics, and underline are just like Microsoft Word.
To take content directly from Microsoft Word, we must use a different process than just pasting in text. After opening your WYSIWYG editor, go to your Microsoft Word document, click anywhere in the document and hit Ctrl-A. This will select all the content that resides in your word document. After all your content is selected, hit Ctrl-C to copy your highlighted content.
Now head back to the WYSIWYG editor and click the Paste From Word clipboard icon. This icon looks like a clipboard that has the Microsoft Word logo on top of it. Please note that if you are directly pasting from Microsoft Word, you must follow these instructions or your page will likely become corrupt!
Once the window for pasting your content from Microsoft Word appears, hit Ctrl-V to paste the content into the “Paste from external source” editor. When the content is in place, click Insert.
Now that you have clicked Insert, the “Paste from external source” window will close and you will return to the WYSIWYG window. Be sure to hit save to apply your changes to the area that you have edited.
The online Document Management System provides your clients with 24/7 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 Document Manager, 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.
Logging into the Document Manager
In order to log in to the Document Manager, 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 select the “Secure File Exchange” icon from the menu to get into the Document Manager.
Managing Client Accounts
To add clients to the Document Manager, you must first set them up in the Firm Portal. Instructions on how to do so can be found here.
Now let’s say that you want to modify a client in the Document Manager. Click on the “Client Logins” button.
As you can see, the Document Manager provides the client’s name, company, email address and username.
To edit a client’s login information, click the “Edit Login” button, which is the pencil icon on the right side of the table. This brings you to the “Add/Edit Client Login” screen where you can edit the name, company, email address, username and password.
You can also control whether or not the client has access to the Client Interactive Center and if they receive email notifications for Document Manager activity.
Click Save and you’ll be brought back to the “Client Logins” page.
Now let’s go back to the “Client Login” page. Notice the “Active” column on the left side of the table. This indicates whether or not a client has been given access to the Document Manager. In order to enable or disable access to the Document Manager, without deleting a client from the list, simply check/uncheck the “Active” checkbox.
There are two ways to delete a client. You can click the delete button in the “Add/Edit Client Login” screen, or simply click the trashcan icon.
Now let’s say that a client or someone in your firm forgets his/her username or password. Don’t worry about it! All usernames and passwords are stored in “Firm Logins” or “Client Logins”. Simply click the edit icon next to the client and you can view their username and password.
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.
Create a Folder
Let’s start by viewing the files in the “Firm Documents” filing cabinet. Click the “Firm Documents” button on the left side of the window.
Files and folders can be organized by name, description, size or date. In order to add a folder, click the “Create A Folder” button.
A window pops up that asks you to enter the name of the folder and an optional description of the folder. Writing a brief description of the folder’s contents is a helpful way to manage your documents.
Click “Save” and your new folder appears in the list of documents.
Loading Files into Document Manager
Now let’s click the folder and add a file.
Click the browse button and search through your computer until you’ve found the file that you want to add.
Again, you can add a description if you want to further label the file. Once the file you want is selected and you’ve entered a description, click “Upload File”.
As you can see, the file is now uploaded and you can view the name, description, file size, and date last updated.
Ordering More Storage Space
Now let’s say that you want to add a file but your Document Manager is full. In order to request more storage space in the Document Manager, simply click the “Order More Space” button and follow the instructions for requesting more space.
Downloading Files from Document Manager
Downloading files from the Document Manager is as easy as clicking the filename. Once you’ve found the file you want, click it’s name and a window will ask you to select whether you want to Open the File or Save it to Disk.
If you just want to view the file, click “Open With” and choose the appropriate program to view the file. If you want to save the file to your computer, select “Save to Disk”. You will be asked where you want to save the file. Once you have chosen your desired location, click “Save” and a copy of the file is now stored on your computer.
Editing and Deleting Files
If at anytime you want to change the file name or description, click the pencil icon, which is the “Edit File” button.
If a document is outdated or you don’t want it to be viewable anymore, you can delete it by clicking the “Delete a File” button. The “Delete a File” button is a trash can icon, which can be found next to the “Edit File” button.
Transferring Accounts From Secure File Exchange
If you already have accounts managed in Secure File Exchange, you can easily update to Document Manager and transfer the account data. This is done by downloading all of the files in Secure File Exchange to your local computer and then uploading them into Document Manager.
The first step in moving your documents from Secure File Exchange to Document Manager is logging into your Secure File Exchange. Although you may have rearranged the link location, the Secure File Exchange link is generally found under the “Resources” menu on your website.
Enter the administrative username and password. It is important that you log in as the administrator so that you have access to all accounts in your Secure File Exchange.
As you can see, all accounts show up in a list containing each individual file that is stored and organized with Secure File Exchange.
The next step is to download each file onto your computer. In order to download a file, click the “download” button to the left of the file.
Organizing the files might be easier if you create a separate folder on your local computer for each account and then download the files to their respective folder.
Once all files have been downloaded to your computer, it is time to upload the files into the Document Manager.
Create all of the accounts in Document Manager that were contained in Secure File Exchange. Click here for instructions on how to create an account in Document Manager.
Make sure to re-create the usernames and passwords for each account and organize their folders in the proper location. Click here for information pertaining to Document Manager organization.
Now upload the files from your computer into the newly created account folders. Click here for instructions on how to upload files into Document Manager.
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