Configuring your settings in the Office Profile is an important step in the initial setup of your portal.
The office defaults for the portal are set up within this area.
The Office Profile can be accessed from Management > Office Profile from the left menu or by clicking on the Settings icon in the Control Menu at the top right corner of the portal.
Note: Certain areas of your portal have been redesigned with tabs at the top of the page for easier navigation. The tabs are Basic Info, Owner Settings, Office Default Settings, Login Settings, Departments, and Others. The Tab headings break down this article.
Basic Info
The Basic Info tab consists of contact information for the Accounting Office. Required fields contain a red * asterisk. All fields can be edited at any time. Click the blue Next button at the bottom right corner to apply all changes to this page.
Owner Settings
The Slider Buttons will display in green when Enabled and Gray when Disabled.
- Review Queue Notice Email—The default, Receive email notice generates a notification when a document has been sent through the review queue. Click the Do not receive email notice radio button to disable the notification. This setting applies to the Office Owner only.
- Prior Reviewer—Click the slider button to set the default to return files to the prior reviewer after completing the review.
- Include Signature—Click the slider button to include your Signature in all Conversation messages. To create a signature for your Conversation messages, click the Others tab.
- Receive Conversation Email—Enable this option to receive an email for every new message in a Conversation.
- Receive Weekly Report—Enable this option to receive an email report every Monday of your office VO activities including:
- Total Files Uploaded, Accessed, and Files not Accessed.
- Total Users logged in.
- Review Queue Files uploaded for Review, Released to Clients, and For you as the Next Reviewer.
- Total Payroll Forms Completed and Closed.
- Total documents sent for Signature(s) and documents sent back after Signatures completed.
- Total Paystubs Uploaded.
- Total Conversations initiated.
- BCC Conversation Email— When Enabled, this option to receive a blind carbon copy (BCC) of all Conversation messages sent to a client will be checked by default.
- Phone Contact—Enable phone contact with clients using the Chat feature in Web VO or Mobile App.
- Two-Factor Authentification—Allows the Office Owner to enable 2FA for all clients.
Office Default Settings
- Client Cannot Delete File—Enable this option to set the default to where the clients cannot delete any file(s) uploaded by your office. When disabled, the client can delete the uploaded file. Tax returns would be an example of a file for which this option should be enabled. The client could return months later to re-access this file if not deleted.
- Staff Listing View—The staff listing view determines who can see your staff listing page.
- Internal—The staff list is not available to public web visitors or your clients. Only you and your staff will have access to it. Going to Management>Staff on the left menu will display internal staff names, phone numbers, emails, VO IDs, departments, and their VO rights levels. Employee records can be edited or deleted. This view is set as the default.
- Clients—The staff list is available to all logged-in users, both staff and clients. The left menu will include an Our Staff link where this information can be accessed.
- Login Recovery—The system can automatically send users' usernames via email if the email they submit matches an email in a record for your office. This section lets you choose who can request a login recovery email. The email will contain a link to reset the password. This link automatically expires after 24 hours, or once the password has been reset.
- Do not provide Login Recovery to any user—Selecting this option removes the login recovery links from the login window for all users.
- Username and Password to Clients Only—This option provides the login recovery link on the login page to recover the username and password for Clients only. The username will be sent to the email address if it matches an email address in the Client Profile of a user. The email to reset the password will only be sent if the email address and username entered match those in the Client Profile.
- Username and Password to Clients and Staff—This option provides the login recovery link on the login page to recover the username and password for both Clients and Staff. The username will be sent to the email address if it matches an email address in the Profile of a client or staff member. The email to reset the password will only be sent if the email address and username entered match those in a client or staff Profile. Primary owners are required to contact Dillner's for an email to reset their username or password which provides an added layer of security.
- Default setting for File Link in a client email message—A link to uploaded file(s) can be provided in the email upload message. This section allows you to choose when to include this link. The following options are available:
- Link in email message not available for use—Use this selection when the recipient is unable to access links due to security settings on their side.
- Link in email message available but not selected by default—This option will require the sender to check the box "Include a link to the file in the notification email to the client" upon each upload. This will take the client to the Secure Login page.
- Link in email message available and selected by default—This is the recommended option. A link is included in the message, which will take the client to the Secure Login page. Once logged in, they will be taken directly to the file. If they already are logged into their portal, the link will take them directly to the file.
- No BCC upload message—The default is set to receive a blind carbon copy when files are uploaded to a client. To deactivate the BCC, please click on this button.
- Two-Factor Authentication—This may be used as an added layer of security when logging into your portal by selecting a one-time password via email, text, or both. The password generated is case-sensitive. The cell phone number field is required when activating this feature. This applies to the Office Owner only.
- Enable Conversation—An owner/partner may enable or disable the Conversations Module for their office and clients. Click the Enable Conversations Module button to disable this module.
- Enable Chat—Use this feature to collaborate with Office Staff, Clients, or Client Employees using One-on-One or Group Chats.
- Send Reminder Email Days—Once a new client is set up they will receive an email to establish a User ID and password.
- Default—2 days of reminder emails to the client or staff member will be generated if the User ID and password have not been set up.
- The drop-down field has options to change the number of reminder emails from 3-7 or select the Do Not Send Email option.
- Common Documents Label—Forms and Publications is the default title for this link on the left menu. An office can modify the "title" of this link by entering it in the Common Documents Label field. The Online Help article title is Forms and Pubs. Forms can be posted that are of common interest to either all clients or all clients belonging to a Department. A good example would be a folder under the Payroll Department for required NEW HIRE forms. The forms can be updated/deleted by the office at any time.
Login Settings
Note: The Office Profile credentials belong to the primary Office Owner.
- User Name—The user's username will be shown in this field. This can be modified by the user at any time.
- Password—Passwords are encrypted on our servers. The dots do not represent the number of characters in the password. As a security measure, owners must call Support to reset their password.
- Owner Direct Login Pin—This PIN can be used with a bookmark to your login. When a static IP address is not set up for an office, there will be a prompt for the direct login pin. A static IP address may be added to our database which would provide a secondary level of authentication.
- Master Office Direct Login Pin—This PIN is used when impersonating your clients or staff. The system automatically assigns a Master Office Login PIN for a new office. This can be changed by entering a PIN of your choice in this field. It must be at least 4 characters. This PIN is displayed at the top of the Impersonation page.
- Windows Username—Enter the Windows username (case sensitive) that applies to the computer you normally use when printing to the VO from FCA or using Dillner's Print to Portals and the Send to Power Tools. This will make default settings for file uploads based on your settings.
- File Message Order—This will set the default for the message template when you upload a file. Message Templates are assigned a Category and unique Order number when they are created. For example, if "1" is set in the File Message Order field, the message template numbered "1" will prefill in the email area of the upload process for the selected Category.
Departments
Departments are the layout of your office.
The default departments are Bookkeeping, Payroll, and Tax.
Additional departments can be set up by clicking the Add button to the right of the Department heading. A maximum of 20 departments is allowed.
Staff members are assigned to one or multiple departments, which allows them to access all emails and files within that department.
Each department has a Default Notice Email assigned to it.
Clients are assigned to one or more departments during their initial setup. If the client is Payroll only, the Payroll Department would be selected. During the upload file process by the client, files are directed to Departments rather than staff members in the Accounting Office.
Default Notice Email—The staff name and email address assigned in this field will receive email notifications for the specified department when files are uploaded by the client. This field can be edited at the client level if a specific staff member should receive all notifications. In the event of staff changes, click the Search & Replace link to update the email address with the new staff member's email.
Add Dept to Staff—Select this box to add the Department to all staff members of the Accounting Office.
Add Dept to Clients—Select this box to add the Department to all clients.
Others
Default Home Page—Edit your Home Page Value Statement to display on the Dashboard for your clients. This area can be used for marketing purposes or for providing quick instructions for your clients on how to upload and download a file.
Default Staff Home Page—Edit your Home Staff page with office announcements, and display a value statement or a Staff photo.
Signature—Create or edit a signature to include in your Conversation messages.
About Text—The text entered in this field will display above the Staff List for your office.
Default Message—Allows you to record a generic default email message available from the Message Template drop-down which can be used when files are uploaded to the client. The message will appear in the email notice preceding any additional information recorded at the time of the file upload. This message can be changed, if desired, on individual client records.
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