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

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.

• 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.