Secure File Transfer (Legacy)

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.

Document Manager (Legacy)

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
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.

Using FileVault Windows Application

Installing and Launching FileVault
Uploading Files
One-Click Upload
Offsite Backup
Settings
Upload Log
Uninstall

Installing and Launching FileVault

The first step will be logging in to Firm Portal. For instructions on how to do this please click here.

Once you are logged into the Portal, click the “Secure File Exchange” button.

Click the “More” button.

Click the “Download Windows Application” button.

Click “download now” button.

Save the file onto your computer.

Locate where you saved the file and click “FileVaultSetup.msi”. Follow the onscreen instructions to install.

When the installation is complete click “Start”, “All Programs” and then “FileVault”.

Locate the FileVault icon at the bottom right of your task bar.

Right click the icon and select “Settings“ to begin configuration.

Uploading Files

The “Upload” tab allows you to upload multiple files at once, directly to your client’s folders.
First click on “Add file(s)” and select the file(s) to upload from your computer.

Once you have selected the files to upload they show up in the “Files to send” window. Now click the “Browse” button.

When the “Browse” button window opens select where you would like to upload the files. You can either upload them to your personal “My Documents” folder in The Vault or you can upload the file(s) directly to one of your client’s folders.

Click “OK” when you have selected the folder you would like to upload to.

Click the “Upload Now” button and wait for your files to upload.

The time it takes to upload your files varies greatly depending on the size and amount of files you choose to upload as well as your local internet providers’ upload rate.

One-click Upload

If you checked off “One-click Upload” under the “Settings“ tab you can simply right-click on any file and select “Send To FileVault” and it will automatically send that file to the Vault and into the “My Documents” folder associated with the account listed in the “Settings“ tab.

Offsite Backup

You can use the “Backup” tab to backup multiple files to your personal “My Documents” folder within The Vault. Please note, you can only backup individual files and not entire folders.

Click on “Add File To List”.

When the “Add File” pop up opens, click on the “Browse” button and locate the file you would like to backup.

Please note, at this time you can only backup files to your “My Documents” Vault folder and any sub-folders located within it.

Once you have selected the individual files to Backup, choose when you would like the backups to occur and then click “Backup Now”.

A progress bar will appear indicating the upload is processing.

The time it takes to upload your files varies greatly depending on the size and amount of files you choose to upload as well as your local internet providers’ upload rate.

Settings

For “FileVault Username” and “FileVault Password” put in the same information you used to login to the Portal with. You may click the “Verify Credentials” button to test to see if the username and password were entered correctly.

Checking “Run at Windows Startup” causes FileVault to start automatically when you turn your computer on.

Check “One Click Upload“ if you would like the ability to right click on a single file in your computer and send it directly to your “My Documents” File Vault folder.

Under “Upload Settings” you can either choose to always overwrite a file with the same name or to keep multiple versions of the file available on The Vault.

Under “Connection” leave the default setting of “Use Internet Explorer proxy settings”.

Upload Log

The “Log” tab will show you the status of backups that have taken place.

Uninstall

To uninstall FileVault click on the “Start Menu”, and go to “Control Panel”, then “Add or Remove Programs”. Find “FileVault”, select it, and click “Remove”. Follow the on-screen instructions to uninstall the program.