Site Manager makes it quick and easy to change any contact information for your firm. Let’s say that your address or telephone number has changed and you want to update your site to display these changes.
The first thing you’ll want to do is log into the Site Manager of your site.
Click on the “Login” link at the bottom of your screen or, if your site has a portal login box you can use that. 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. If you have a graphic intro. page on your site your contact information may not appear at the bottom of the home page. (If it appears within the main image of your home page and you’re unsure how to edit it, contact your webmaster or support@cpasitesolutions.com and we can help you to modify the contact information).
You can go to any page of your site and roll your mouse over the footer at the bottom of your page, which contains your contact information. Click on it to bring up the editing window:
Enter your new address information, then click on the “Update All Pages’ Footers” page so that all the footers get updated with the new contact information, then save the changes:
There’s one more web page you’ll want to update and that is your contact page. Click on your “Contact” page and roll your mouse over the contact information. When it highlights, click it and make the changes using the WYSIWYG editor. Click Save and your contact information is now updated:
There’s another place you’ll want to update your contact information within the website, and that’s in the Firm Information section. This link is at the top of your page:
Then update the contact information in that section. This will automatically update the information we have listed for you in your account profile:
Your also going to want to make sure all the keywords are correct in the “Search Engine” tab.
The is one more final place in your editor that you have to check in order to complete the change. At the top you should see where it says “More Options.”
After you click More Options, click on the Tags option in the list.
Look over the list and make all the changes you want to in the field of choice. For example, if your changing the telephone number, do so in the telephone number area. Then click “Save.”
Finally, you’ll want to click the “Publish” button at the top of the page to push your changes out to your live site:
Now that you’ve updated your website, you’ll also want to update the contact information within your Email Marketing System, so that your monthly newsletters contain your new contact information. Click the “Logout” button in the site manager to go back to the Portal screen:
Once on the portal screen, click on the Email Marketing System icon:
Once the main Email Marketing System page has loaded, click on the Firm Information link at the top of the page:
Once you’ve updated the contact information click “Save.” The information will automatically be updated when your next newsletter mails out:
Finally, please contact your webmaster or email support@cpasitesolutions.com with your updated contact information so that we can update your listing in the accountant-finder.com database.
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 ( ).
Now that you have your site the way that you like it, it’s time to make it public by publishing it. Click on the Publish button on the Navigational Menu and the changes to your website will be on the World Wide Web.
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.
Your also going to want to make sure all the keywords are correct in the “Search Engine” tab.
) 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.
), which you can use to add a new link to the line below.
), which you can use to add a new folder to the line below.
) for any link on the list, or you can entirely delete a link/folder by clicking on the trashcan icon ( 
).
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