When you’re editing an existing page, or creating an entirely new page from scratch, you’re going to need to insert content. Your Site Manager comes equipped with a WYSIWYG editor (or “Wizzy-Wig” which stands for “What You See Is What You Get”) to allow you to create HTML web pages without having to know the HTML language.

Login to your Site Manager and Roll your mouse over any section of your page and when it hightlights, click it to bring up to WYSIWYG editor. For more information on how to bring up and use the WYSIWYG editor, click here

Many of the formatting options such as font, alignment, bullets, color, bold, italics, and underline are just like Microsoft Word. However, there are some unfamiliar commands in the WYSIWYG editor that we will tell you about

Full Window

This tool is used expand out the editable area to the full size of the window. Normally, if you resize or maximize the editing window, the actual editable area remains the same size. Use this tool if you want to see a larger area to work on.

Print

You can use this button to easily print out  the content of that editing field.

Find and Replace

This tool is used to easily find and replace words or phrases in your page content. Rather than sifting through your whole page trying find the specific phrase you want to change, just type it into the Find/Replace tool and let the WYSIWYG editor find it for you. If you want to replace the phrase with a different one, simply enter the new phrase into the space under Replace With:

Spelling

You can use the Spelling Tool to run a spell check on the page content. You can choose to simply ignore the misspelled word, replace it with another correctly-spelled word, or add the current word to the system dictionary.

Clean Up Code

The Clean Up Code ability is an advanced tool that you can use to remove or alter unnecessary pieces of code in the Source area.

Cut, Copy & Paste

The cut, copy, and paste options serve the same functions they do in most document programs; Cut allows you to remove a highlighted passage and add it to the clipboard, Copy will add the highlighted passage to the clipboard while leaving the original intact, and Paste will insert whatever passage is on the clipboard to the text field.

Paste From External Source

The Paste From External Source tool allows you to add content to your page from an existing Microsoft Word document or other program without the potential danger of HTML formatting errors.

First, go to your document and hit Ctrl-A to select your text and then Ctrl-C to copy it. Now go back to the WYSIWYG editor and click the Paste From Eternal Source icon. When the window pops up, paste your text copied from a Microsoft Word document by hitting Ctrl-V and then click Insert. The text should now appear in the WYSIWYG window. For more information, click here.

Undo

If you make a mistake, dont worry! This tool will undo the last modification that you made.

Redo

If you decided that you shouldn’t have hit the Undo button and you want to go back to how you had it, click the Redo button.

Table

Tables in HTML are much like the tables you would use in a word processor.

On the dialog box that pops open you are given options as to how wide you would like the table to be in relation to the area it is being placed in, how many rows and how many columns you would like it to contain, the Cell Padding and Cell Spacing properties (defines how much space is in between each cell, and how much buffer space is in between the inserted text and the table walls), the border width (enter 0 if you want the table to have no border), and even the background color of the table cells.

When you’ve placed the table, you can edit it further by right-clicking on the table, a table cell, or highlighted content within the table. A dialog box will open, giving you options to insert a row or column, delete a row or column, insert a link, image or email link, and to bring up (and edit) the overall cell properties. These options can also be found on the toolbar at the top of the WYSIWYG editor.

Tables can be very handy if you’re wanting more than one column in a web page (for example, if you have more than one office location and want both locations listed in the footer of your website), but are a little more complex than ordinary one-column pages, so take your time when working with them.

Insert/Edit Image

This tool allows you to insert and edit images in your webpage. When you click the icon, a dialogue box will open. You can either choose from your personal pictures by clicking Browse, or use pictures from the galleries that we provide. Once you have a picture selected, click OK.

In order to change the size of the picture, click a corner and drag it to fit your desired size. To adjust how text flows around the picture, move the picture to the right place on the page, right click the image and choose Image Properties. From this window you can make changes pertaining to how the image looks on the page and in relation to the text.

For more information on adding pictures, watch our Site Manager Tutorial.

For tips on working with graphics and images, click here.

Insert/Edit Media Object

This tool allows you to insert and edit videos in your webpage. When you click the icon, a dialogue box will open. You can choose from several different video options, including Flash, Youtube, Quicktime, and Windows Media. Once you have a video type selected, you can set the properties, enter the video URL, and click OK.

Insert/Edit Horizontal Line

This tool allows you to insert a horizontal line in your webpage. This helps visually seperate sections of your page. You can change the color, alignment, width and thickness of the line

Insert/Edit a Hyperlink

“Hyperlinks” are those clickable hot links on webpages used to direct the viewer to a web address, or “URL” (Uniform Resource Locator). When you want to create a link on a webpage to either a file, email address or another webpage, you would use this button.

Highlight the text that you want to make into a hyperlink and then click the hyperlink button. A dialogue box will open asking you where you want the hyperlink to go.

You have five options on the left to choose from: Page on this Site allows to you to choose a page on your website from a master list of all your pages. Web Location gives you the option to put in a URL address for any website outside of your own. Place in this Document allows you to skip to a specific place on the page through anchor tags, which will be explained in the next section. E-mail Address lets you choose an email address that will be opened in that user’s primary E-mail  program. Finally, Images allows you to choose an object from the Images gallery to create a direct link to, prompting the ability to download.

Insert/Edit a Bookmark

A bookmark acts as an anchor that can be linked to from other places on the page.

Let’s say that you want to have a “Back To Top” link at the bottom of your page. Simply enter a bookmark at the top of the page and then create a link from the bottom of the page. The name that you give the bookmark will be the target that you need to send the link to. When you choose the option of sending the link to A Place In This Document, you’ll be able to choose from all of the bookmarks you’ve created.

Special Characters

This tool allows you to enter symbols and characters into your website that are not on your keyboard.

Styles

Formatting a specific sentence or paragraph can be done using this drop-down menu. The default is paragraph formatting. These formatting options can be useful for quick and uniform formatting of heading texts, address texts, and so forth.

Font

You have a selection of fonts to choose from, such as the set default font, or a specific font like Arial, Times New Roman, Georgia, Courier, and Verdana.

Font Size

Font size, in web terms, is not listed in points, but rather in a scale of one to seven. For example…

1. Size One

2. Size Two

3. Size Three

4. Size Four

5. Size Five

6. Size Six

7. Size Seven

Font sizes will vary a little in appearance depending upon which font you are using, and some fonts will work better than others in various sizes.

Bold, Italic, Underline

You can use these tools to make your text Bold, Italic, or Underlined.

More Font Options

There are also three other font options you can use in the editor by selecting them from the dropdown: ^superscript, _subscript and strikethrough.

Font Color

Use this to choose the color you want text to be. The default is black.

Highlight Text

Use this command if you want to create text displayed as you see it here

You can choose whatever color you would like, and can change font color as well.

Align Left, Center, Right, Justify

All these tools can be used to align the text on the page to the:

left,

center, and

right.

Justified will stretch the sentences to the full length of the page, if possible, by spacing out the letters.

More Paragraph Options

There are two more options in the drop down menu, which allows you to set the paragraph direction Left to Right or Right to Left.

Numbered List

Numbered lists are useful when you

1. Wish to list items in order of importance
2. Wish to list steps in order of action
3. Don’t wish to use a bulleted list

Bulleted List

Bulleted lists are useful for occasions in which you

• Want to create a list of services
• Want to display a list of examples
• Don’t require a numbered list

Increase Indent

Use this button if you wish to indent a paragraph, such as what is shown here. Click on it once to move the paragraph indent to the right this much

Click again to increase the paragraph even further over. These functions can be used for a multitude of purposes.

Decrease Indent

Use this feature to remove the indents added as per the above paragraph.

In this tutorial, you will be instructed on how to insert an image on a page. After you have navigated to the page you want to edit, move your mouse over the area that you want to edit so it becomes highlighted in gray. Once you click the gray area, the WYSIWYG (What You See Is What You Get) editor will appear in a new window.

After the editor opens, you can then begin to insert a picture by clicking on the “Insert/Edit Image” button.

Once the button is clicked, another window will open where you can select an image or upload an image from your computer. If your image already exists on the server or you want to use some of our pictures already on the server, then you can just select them in the file/directory selection area. However, if you need to insert an image that is on your computer, first click upload.

Another window will then open where you can browse for a file on your computer. After you’ve located your file, be sure to hit upload so the picture/image uploads onto the server.

Now that you have your image uploaded, be sure your uploaded image is checked and then click Insert.

Your image should now be placed inside the WYSIWYG editor. From here, you can move your image virtually anywhere in the editing window by left-clicking the image and dragging the image to the location where you want it placed. To make your image larger or smaller, single left-click the image so a series of small boxes develop around the perimeter of the image. You can then left-click and drag a box to resize the image. To adjust how the text flows around the picture, right click the image and choose Image Properties.

From this window, you can make changes pertaining to how the image looks on the page in relation to the text. Once positioning adjustments have been made, click Apply and you’ll be brought back to the WYSIWYG editor. Be sure to click Save or your work will not be saved!

Additional Resources:

Adding and Deleting Pages

Adding Text

Using Keywords on Your CPA Website

Tackle Personalizing Pages First

To edit the page headers on your website you have two options.  You can change the existing image to one of our other stock images, or you can upload your own.  This section will show you how to use our stock images.  Please see the Creating a Custom Header page.

To get started, you’ll want to log into your site manager.  For instructions on how to do this, click here.

Once you’re logged in, click on the page that you want to change the header of by navigating through the links on the site.

Scroll over the header area so that the gray or beige box appears denoting that it’s an editable region.

Click within that gray or beige editable region to bring up the editor window:

From here you can change the Navigation Title so that it says something different (such as Personal Financial Planning Services”).  You can also click on the “Change Image…” button to bring up our image gallery so that you can choose a different image.

Click on the folder you’d like t browse through.  When you find an image you like, you can click on it to select it.  If you don’t like the images in the folder you chose, you can click the “Back to folder listings…” link above the list of images.

After you’ve selected the image you’ll see a preview of it in the editor.  You also have the option of changing the Header Style.  The different options are listed below with visuals:

Standard Framed Image-

Mirrored Image-

Photo-Stack Image-

Steel-Framed Image-

Title Only-

Custom Header- this type of header is covered in the “Creating A Custom Header” help section.

Once you’ve finished updating the header, click the “Save” button to save your changes:

Finally, click on the “Publish” link at the top of the site manager to push these changes out to your live website.

The first step to logging into your Site Manager is to go to your website’s home page (YourDomainName.com).  If your site isn’t live yet, you’ll go to the virtual address we’ve sent to you in your “Welcome” email, that will look something like this: http://cp3.cpasitesolutions.com/~username/

You can click on the small “login” icon at the bottom of your site:

Then enter your username and password:

Next, log into the Site Manager by clicking the “Modify Your Site” icon:

This will bring up your site’s home page.  Now you’re in the Site Manager, and you can begin editing your website.

• Uploading a New Tax Organizer
• Editing an Already “Published” Tax Organizer
• Exporting Client Response Data
• Importing Client Data
• Logging into the Tax Organizer
• Setting it Up & Email Notification
• Editing the Default Tax Organizer
• Creating a New Tax Organizer From Scratch
• Adding a Section and Questions
• Publishing – Putting on Hold – Drafting a Tax Organizer
• Managing Client Accounts
• View/Edit Client Responses

Overview

The Online Interactive Tax Organizer is a dynamic web application that allows your clients to organize their tax information online, saving you time when preparing their taxes. You and your clients can securely access your client’s tax information anytime from anywhere, eliminating the time and expense involved in mailing paper organizers.

Logging into the Tax Organizer In order to log in to the Tax Organizer, 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 “Tax Organizer” heading and you will be brought to the Interactive Tax Organizer Menu

Setting it Up & Email Notification The “Setup Main Menu” link allows you to edit the information that appears on the welcome page of your Tax Organizer. Starting at the top, you are asked to enter a name for your organizer, i.e. “Tax Organizer”, “Forms Page”, “Forms”, etc. Remember, whatever name you choose will appear both at the top of the page and on the button or navigation link.

After you’ve made any necessary changes to the body text of the Tax Organizer Welcome Page, make sure to enter your email address in the space designated to send email notifications.

You can easily monitor your clients’ activity in the Tax Organizer by receiving email notifications when a new client registers, when a client starts a new tax organizer, and when a client submits a tax organizer. When you have everything the way you like it, click “Save”.

Editing the Default Tax Organizer

You cannot edit a tax organizer on “Hold” or a “Published” tax organizer until you convert it to “Draft” status Click here for information on editing a tax organizer that is already published or on hold). A “Draft” tax organizer is an editable tax organizer that is still under construction and not viewable by clients.

Click the “Edit” icon, which is a pencil, in order to make changes to the default Tax Organizer.

In order to edit a question or section of the default tax organizer, scroll down to the questions and click the pencil icon next to the section or question you wish to edit.

In the Edit Question page you can re-arrange the section number or question number of the question. You can also change the text for the question and the type of answer field that it requires.

Make sure to check the respective boxes if the question is mandatory or you need to encrypt the response. It is a good idea to encrypt responses for highly secure information. However, the more fields that you encrypt, the slower your Organizer’s performance will be.

Click “Save” to save your changes and you’ll be brought back to the “Edit Form” page.

Creating a New Tax Organizer From Scratch

A list of Tax Organizers shows up on the “Manage Organizers” page. To add a new tax organizer to the list, click the “Create a New Organizer” link.

Enter information such as the title of the tax organizer, a description, and confirmation page/email text.

A confirmation page is text that will appear after users submit their completed tax organizer. It is a good place to thank them for completing the organizer and you can also let them know that they can return to their tax organizer and edit their answers.

Select the checkbox titled “Send client confirmation email upon form submission with the following text:” if you’d like to have the tax organizer send your client a confirmation email.

Notice that you can enter the text for the Confirmation email. The Confirmation Email can be used to remind your client of any additional steps needed after completing the organizer like setting an appointment or sending a hard copy of receipts.

Enter the text for your default email that will automatically be sent out to any client who submits a tax organizer. You can also select whether you want the section and question numbers to display when a client views the tax organizer.

Now click “Create Organizer” and the new tax organizer shows up in your list of tax organizers.

Uploading a New Tax Organizer

A Tax Organizer can also be uploaded using a CSV (Comma Seperated Value) file. If you want to create your own tax organizer, open Microsoft Excel and enter your organizer questions into the first row of the Excel table. Note: In order for a CSV file to upload successfully, all questions must be in a single row.

Once you have all of the questions entered, save the tax organizer as a CSV file. To do this, click Save and then select the option to save as a CSV file.

Go back to the “Manage Organizers” page of your Tax Organizer and click “Upload An Organizer Using A CSV File”.

Before the tax organizer can be created, you need to map the answer fields for each question in the CSV file. This is necessary so that the tax organizer can provide the proper spacing and options to correctly answer each question. Also, don’t forget to enter a name for your tax organizer.

Adding a New Section and Questions

Now that we know how to make a new tax organizer, let’s learn how to edit it by adding a new section. In order to make edits to a Draft tax organizer, simply click the pencil icon next to the tax organizer you want to edit. You can edit any of the information that you entered when creating the tax organizer and you can also make changes to the sections and questions in the tax organizer.

Click the “Add Section” button and a new section is created where you can enter questions.

Now let’s add some questions to your new tax organizer by clicking the “Add Question” underneath the Section that you just created.

Start by either selecting the question number or accepting the default, which is simply in the order the questions are entered. The number 1.1.1 stands for Page 1, Section 1, Question 1. Select whether you want the question to be mandatory and whether you want to encrypt the response. Clients will not be able to move forward without filling in a response for a mandatory question.

It is a good idea to encrypt responses for highly secure information. However, the more fields that you encrypt, the slower your Organizer’s performance will be. Encrypting causes the server to pause to encrypt and unencrypt for viewing in-tax organizers. Therefore, encrypt only those fields that require encryption in order to maximize your client’s positive online experience.

Enter the question and then select what type of question it is by clicking the pull down menu. It is important to select what kind of question you’re asking so that the Tax Organizer can provide the correct spacing and support for answers. Let’s say you want to add a short answer question. Scroll down until you find the question type that says “Open Question (short answer)”. If you want to add a Yes/No question, select “Radio Buttons (Yes/no)”.

Once you have entered all of the sections and questions that you want the tax organizer to contain, click the “Save Changes” button and you’ll be brought back
to the “Manage Organizers” page.

If you want to preview exactly what the tax organizer will look like when you publish it, click the Preview icon, which is a picture of an eye. Note:
The place markers (i.e. “Organizer Title”, “Page Title”, “Section Summary”, etc.) will not appear in your published tax organizer. They are simply in the preview
to assist you in designing your tax organizer.

Publishing – Putting on Hold – Drafting a Tax Organizer

Once you have your tax organizer the way you like it and you want to make it available to your clients, select the box next to the tax organizer title and then hit “Publish”. To publish more than one tax organizer at once, select as many boxes as necessary next to the tax organizer titles.

If you no longer want a tax organizer to be available to your clients, select the box next to the tax organizer title and click the “Put on Hold” button. If you don’t need to make any more changes to a draft tax organizer, you can put it on hold using the same process.

Editing an Already “Published” Tax Organizer

Let’s say that you have edits that you want to make to a “Published” tax organizer or a tax organizer on hold. In order to convert the tax organizer to Draft status, you must make a duplicate of the tax organizer. Click the edit icon next to the tax organizer you want to duplicate and then scroll down to the bottom where it says “Duplicate Form”.

Enter a title for the “new” tax organizer and then hit “Duplicate”.

As you can see, the original tax organizer still exists on the “Manage Organizers” page, but a duplicate with Draft status has also been created.

Note: Once a tax organizer has been “Published” it can not be edited without making a duplicate copy.

Managing Client Accounts

Click the “Manage Responses” page in order to monitor your clients tax organizer submissions.

Adding/Editing Client Accounts

Clients are organized in a comprehensive list including their name and optional client number. The pencil icon next to a client allows you to edit that client’s Login Information.

Clients can be added to the Tax Organizer by creating a Portal Account for them. Help on how to
do so can be found here

Emailing Client’s Login Credentials

You can email your client’s login credentials directly to them by clicking “Email Login Info”. This is a useful tool if a client forgets his/her username and password.

Removing a Client Account
If you want to delete a client’s account from the Tax Organizer, click the “Delete” button. Otherwise, click Save and you’ll be brought back to the “Manage Responses” page.

View/Edit Client Response

Click the Submissions icon next to a client’s name to view a summary of the client’s activity.

From this page you can see which tax organizers a client has viewed, completed or are in progress. By clicking “In-Form” in the Review category, you can view the date that the tax organizer was submitted by the client, and view and edit the client’s responses.

Exporting Client Response Data

“CSV” (Comma Separated Value) allows you to see your clients responses in a table format and export the data to another software. To export a tax organizer response in CSV format, click “CSV” under the “Export” column. You can either save it to disk or open it with the default application, Microsoft Excel.

Importing Client Data

You can also import client data from your computer or tax programs. In order to import client data (anything from name, address, phone numbers to social security numbers) into the Tax Organizer, you must save/export the data as a Microsoft Excel CSV file.

Note: In order for a CSV file to upload successfully, all questions must be in a single row, and all answers must be in a single row directly below the question row. The CSV file should look like this:

Once you have a CSV file on your computer that contains the client data you want to import, click “CSV” in the “Import” column.

Click “Browse” and search through your computer until you’ve found the CSV file that you want to upload. Click “Upload File” and the CSV file will be uploaded into the Tax Organizer.

Before the CSV file is fully uploaded into the Tax Organizer, the questions must be mapped. Mapping the CSV file responses is important in order for the Tax Organizer to determine which answers match up with each question.

Once imported, you can view the submission by clicking “In-form” or print by clicking the print icon.

• Adding a Seminar
• What Your Client Sees
• Seminar Administration

Adding a Seminar

To add Seminars to your page, please follow these steps:

1) Log into the Firm Portal (click here for instructions) and click on Modify Website.

2) At the top of the page, click on the Add Page button.

3) In the “Add A Page” screen, select Seminars from the list and click the “Add” button.

4) Click the Edit Seminars box:

and you will be able to change the way your seminars are displayed (in list form).

The first step is to click on the New Seminar option.  This will allow you to add a new seminar to the list.

5) In this window, you will see many options, explained in detail below:

6) When finished entering the seminar details, click Save

7.) You’ll then see your seminar listed on the screen.

From here you can either add a new seminar by clicking the New Seminar button, edit the existing seminar by clicking on its title, or delete the seminar by clicking on the X box.  You can close out of the seminar editing screen and your changes will be saved.

Click Publish and your seminars will be updated on your webpage.

What Your Client Sees

When your clients click on the Seminars page of your website they will see a list of seminars you have entered in the site manager:

When the client clicks on the title of the seminar they’d like to register for, they’ll be prompted to enter their contact information:

After the client clicks “sign up” they’ll see a “Thank You!” screen.  If you don’t have the PayPal feature set up, the client will then be re-directed back to your seminars page.  If you do have the PayPal feature set up, the client will see the Pay Now button.

The client can then click the button to be brought over to the payment page.

Please note that if a client does pay for the seminar, there is not a direct link between your payment page and the seminar page.  The seminar administration section has a box that can be checked off when someone pays for a seminar, but this has to be checked off manually.  It will not get checked off automatically if someone clicks the “Pay Now” button and pays.

Seminar Administration

Go back to Site Manager and bring up your Seminars page.

When you click the highlighted box, a window pops up that shows you a list of your seminars. From this window you can create new seminars or edit existing ones.

Click the link that displays the number of subscriber(s) to you seminar. This presents you with a list of people that have signed up to attend the seminar. You can see who has paid, how many people are attending and the contact information for each participant.

If the client has submitted payment– either by mail, at your office, or by using your Online Payment page, you can check off the “Paid?” box.  This box does not get checked off manually if someone pays online, it has to be checked off by you once you receive notification that the payment was made.

Please note that you can not delete subscribers from this list.  The only way they will be removed is if you delete the entire seminar, which is not recommended unless you want to get rid of the seminar completely.

Hub Pages, like your Services page, work a little differently then other pages on your site and editing may seem daunting at first. But it’s actually quite easy to edit!

Tab Hub Pages

As an example, the Services section of your site is a Tab Hub page.

If you  log into your site manager and navigate to the Services page you’ll notice you can’t directly click and edit the page like you can on your Profile page, for example.

Your Services page is a Tab Hub page.  It is pulling the information you see on your main Services page from the Site Map.  So to edit your Services page you’ll want to click on the Site Map link in the upper-left of the Site Manager.

Here you can expand the Services section so that you see all of the various pages.  It’s important to note that the main headings have a line through them.  This is because those are place-holders.  They appear as your tab headings on the Services page, but they are not clickable links that take a user to a page.

The items below those headings (with the lines through them) are your pages that can be clicked on and edited.  You can re-order the pages, delete or add them right here on the site map.  For an overview on how to re-order, add and delete pages please refer to our Site Map Overview page.

Finally, when you’re done making changes, you’ll want to hit the Publish button at the top of the site manager, to push the changes out to your live site.

Picture Hub Pages

Your Tax Center page on your website is an example of a Picture Hub Page.  Similar to a Tab Hub Page, you modify the order and listing of what appears on your Tax Center page from within the Site Map and not on the Tax Center page itself.

A Picture Hub Page looks like this:

To edit the page you’ll click on the Site Map link in the upper-right hand corner of the Site Manager:

Then expand the menu next to Tax Center to view the layout of the pages.

You can now drag and drop the sub-menu items to different places to re-order them, add pages or delete pages from within the site map.  For an overview on how to re-order, add and delete pages please refer to our Site Map Overview page.

A common request with Picture Hub pages is to change the icons that are displayed by default, and to change the descriptions listed next to those picture icons.  (Please note that for a hub page, you can not use your own images.  Our system is set up to pull the icons for a Picture Hub page directly from our database of stock images.  So you can select a different image from our stock library but you won’t be able to upload your own unique image like you can on other pages of the site.)

To change the images on your Picture Hub page, you’ll right-click on the page in the site map and choose the “Settings” option.

Here you will be presented with your page settings.  To change the image, click on the Change Image button and browse the image gallery to find a new image, illustrated below:

You can also update the description by modifying what’s listed in the Descriptive Paragraph section, then clicking “Save.”

Finally, when you’re done making changes, you’ll want to hit the Publish button at the top of the site manager, to push the changes out to your live site.

Editing Your Internet Links Page Video

It’s very easy to edit your Internet Links page using the custom link management tool built into the SiteManager. Log into the internet links page through the SiteManager, and click the the ‘Click here to edit…’ text to open the editor.

Rearranging links on the list is simply a matter of clicking the reorder icon ( ) to the immediate left of the link’s title. A new option will appear to the left of the link list, asking you to choose the new location. The last prompt will ask if you want to place the link above or below the target location. Choose, click ‘OK’ and the link will reorganize itself.

Adding new links is equally simple. To the right of each link is a chain link icon (  ), which you can use to add a new link to the line below.

You simply need to fill out the form, with the URL of the site, the link title and a brief description of the site and click the ‘Save’ button.

You can use this same process to add new folders for your links. To the right of each folder is a new folder icon ( ), which you can use to add a new folder to the line below.

You simply need to type up the folder title and click the ‘Save’ button to add the new folder.

If you need to change this information in the future, you can click the pencil icon (  ) for any link on the list, or you can entirely delete a link/folder by clicking on the trashcan icon ( ).

Note: “This section has been discontinued. Please upgrade to the latest version by calling 800-896-4500 or emailing support@cpasitesolutions.com”
To begin using Secure File Transfer, click on the File Transfer link in your website, and enter a user name of admin with a password of admin…

If your log-in screen doesn’t look like the above picture, click here for instructions on installing the new Secure File Transfer tool.

Note: Your client, when logged in will see only the following:

You are now logged in as the administrator (you can change the user name and password at another time if you so desire), and should see a screen that looks like the graphic below (click the labeled parts to jump to the description):

Download/ Delete/ View Files:

To the left of each listed file there are two or three icons that can be clicked for file interaction. If the file is a graphic, a PDF or other viewable file type, a View File icon will be available. Click this to open a separate view window to look at the file. Click on the icon in the middle to download the file to your computer, or click the trash can icon on the right to delete the file from the secure file area.

You have a finite amount of space available in your secure file transfer area (available space will be noted in the top right corner), so once you no longer need certain files in your file transfer area it is a very good idea to delete them.

Add User:

Click this button to add a new user zone to the File Transfer. Enter a user name (may not contain spaces) and a password (must be between 5 and 20 characters).

Keep in mind, the user name and password is case-sensitive, so unless specifically requested, it’s best (and easier to remember) to use all lower-case characters.

User Email: If you want the user to be sent an email when you have uploaded a file to their file transfer zone, add the email address in this field.

Acct. Email: If you wish to be sent an email when the user uploads to this account, place your own email address in this field.

Edit User:

Click this button to edit the settings for a user.

A small window will pop open and give you a pull-down menu to select a user from. Selecting a name will bring you to the next screen:

From here you can edit the password, user email or acct. email.

Delete User:

To delete a user from the File Transfer area, click the Delete User link, select the user from the pull-down menu and click the Delete User button.

Edit Notification Message:

Click this button to edit the user notification message. This is the message that will be sent to the user/administrator when a file is uploaded (see red-marked area in the picture below). If you wish to change the message, change the noted message text and click the Save Changes button.

Help:

This button will bring you to the page you are reading right now.

Note: “This section has been discontinued. Please upgrade to the latest version by calling 800-896-4500 or emailing support@cpasitesolutions.com”

• Logging into the Document Manager
• Managing Client Accounts
  • Adding/Editing Clients
  • Email Notifications
  • Deleting/In-Active Clients
  • Retrieving Client Passwords
• Organizing Files in File Cabinets
• Creating Folders
• Loading Files into Document Manager
• Ordering More Storage Space
• Downloading Files from Document Manager
• Editing File Names and Descriptions
• Transferring Accounts From Secure File Exchange

Overview

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.