Docs (Basic): Top-Level Folders & Visibility Settings

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You upload documents to the account they belong to—this way, you’ll always find a client’s documents by going to their account and opening the Docs tab. Inside Docs, you give documents different access levels by placing them in specific folders.

Covered here:

Docs

To view or download a client’s documents, go to Clients from the left sidebar menu, select the account, then go to the Docs tab. From here, you can access all of the client’s documents.

Inside Docs, you’ll see five tabs that help keep the client’s documents organized:

  • Documents: All client documents are stored here. See below for more details.
  • Approvals: Documents prepared by your firm and paid for by the client are here. These are either approved or awaiting approval from the client—and you see their statuses.
  • Signatures: Documents prepared by your firm awaiting signature are kept here.
  • File Requests: Here, you’ll find the links to the folders created for clients to upload documents to without logging in.
  • Trash: Deleted documents go here—after 120 days, they’re permanently deleted.

Inside the Documents tab, you’ll find this information about each document:

  • Name: The document’s file type appears to the left of its name.

  • Contains: This shows how many documents and subfolders are in the current folder. If the subfolders contain documents, they are not included in the total.

  • Date: This is the date the document was uploaded.

  • Uploaded by: You see who uploaded documents to the top-level folders with Client can view and Private access levels.

  • Description: If a description was added while the document was uploaded, you’ll see it here.

  • Status: Statuses help manage and organize documents. For more details, go here.

  • Folders and documents are labeled NEW when they haven’t yet been viewed. Once they are viewed or downloaded, the label goes away.

Document Access Levels & Visibility

Inside the Documents tab, you can create top-level folders with different access levels. Within each folder, you can also add subfolders either manually or by using folder templates. Documents are uploaded into any of these folders and have the same access levels as the top-level folders. Visibility icons help easily identify the access level of each folder and doc:

Client can view and edit: Clients can view, edit, delete or move these documents to different folders.

Client can view: These documents are shared with clients. The client can see them, but they cannot delete, edit or manage them; only firm members can fully access them.

Private: These documents are not visible to the client. A private folder is a safe place to store materials related to the client that they don’t necessarily need to see. For instance, this is a good place for drafts; reference materials for tax preparation; or proprietary spreadsheets, like Proseries or Lacerte files.

tip

Note: Every client account should have at least one folder with a Client can view and edit access level (e.g., Client uploaded documents). You can rename this folder, but it cannot be deleted. This ensures that clients always have a predictable place to view documents and to upload and download them from.

Knowing When Clients Upload Documents

When a client uploads a document, you receive an email notification. Plus, you get a notification in your Inbox+. Click the highlighted document name or the Go to... link to get to the document.

You also receive a notification when a client uploads documents to an organizer. For more details, go here.

Inside the Documents tab, files that haven’t yet been viewed or downloaded—and folders containing such files—are labeled New.

tip

Tip: Change your notification preferences whenever needed.

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