To learn about dragging and dropping pages around, please watch the following video:

Moving and Organizing Pages

Before we begin to move and organize pages in your site manager, let’s review how the site manager works. Once you have logged into your Client Portal and clicked on Modify Your Site, you will be brought to the Site Manager. Be sure to click Site Map in the top left-hand corner.

After the Site Map has been clicked, you will be transferred to the Site Map page where you should see a site map that should look somewhat similar to the image below:

Moving A Page

Moving a page on the site map is relatively simple. For example, let’s say you want to move “Home” somewhere else on the site map. To do this, simply left click Home and hold the left click while to drag the page to a different location on the site map. Once you have “Home” over the new location, release your left click and then hit save changes when prompted.

Organizing Your Pages

We’ve learned how to move a page on the main navigation bar, but how do we move a page that is embedded in a portion of the drop down menu and put it on the main navigation bar? Some of our clients like to have the client portal on the navigation bar when it is embedded in the drop down menu for Resources. To do such a task, you first need to expand out the drop down section of the Resources tab. To do this, simply left click the + sign to the left of Resources.

Once the + sign is clicked, the site map should look something like the image below:

From this point, you should be able to click and drag the Client Portal to anywhere in the Site Map.

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.

• Overview
• Logging into the Vault
• Managing Client Accounts
• Organizing Files in File Cabinets
• Breadcrumbs
• 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
• Search
• Activity and Usage Reports

Overview

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.

Breadcrumbs

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.

Email Notifications

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”.

Creating Folders

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 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 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…

Firm Users:

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.

Search

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.