3.0 Upload to Clients

The Virtual Office allows you to send secure, encrypted files to your clients. 

1. Click the Upload to Clients quick tile on the Dashboard or Files > Upload to Clients on the left menu.
2. Click on the blue Menu Icon at the top of the page. 
3. Click Upload new file to Clients.
   
   
   
   
   
4. Enter the first few characters of the Company or Client's name to choose where you'll be sending the file(s) you are uploading. You may send the file(s) to All Clients by selecting All My Clients from the top of the search list.
5. Hold the Ctrl key to select multiple recipients for the company.
6. Click the blue Continue button.
   
   
   
   
7. Enter a Title for your upload.
8. Select the desired Category. Categories are folders. The Category field will default to General Documents. The category selected for the upload will direct the files to the respective "folder" on the client portal side.  This keeps the client files organized. Click here for instructions to add Document categories/folders. 
9. Select the Department the file is associated with for your client and staff. Click here for more information about Departments.
   
10. Enter optional Notes to Client which will display on the Document download screen of the client's portal. The Client Notes are not included in the notification email sent to the client.
11. Email notification options:
    
    
    • Send email notification from the department selected—An email will be sent to the client from the email address associated with the selected department.
    • Send email notification from the logged-in user—An email will be sent to the client from the logged-in user.
    • Do not send an email notification—No email notification will be generated. This is selected by default when a file is uploaded to All Clients. 
      
      
12. Select Send BCC to the "From" selected to send a blind carbon copy of the email to the email address associated with the sender specified in the Email Notification options above. This may be selected by default if that setting is checked in the sender's profile.
    
    
    
    
13. Send Follow-up message—You may schedule a reminder sent by the system to send a follow-up email if the client has not opened the file within a preselected number of days. Follow-up email notices are not sent automatically. An email will be sent to the sender on the due date to resend the email or delete the reminder. Use the drop-down menu in the Send Follow-up Message field to set the reminder due date. These reminders are placed in the Follow-up Notices under Files on the left menu.
    
    
    
    
14. Click the Client cannot delete files to set the default from the Office Profile. This prevents the client from deleting an uploaded file that may be needed in the future.
15. Click the Include a link to the file in the notice email to the client button to set the default from the Office Profile.  The email notification will have a link that requires the client to log into the portal and then takes the client directly to the Document screen to access the file.
    
    
16. Click the Backdate button and choose a date to backdate the upload to have a document placed in your client's prior year folder.
    
    
17. Select the Delivery to Client Date to postdate the delivery of the document to your client. 
18. The Time Zone is a required field for the Postdated files.  You may select the time of delivery. Otherwise, the email notification will be sent to the client sometime after midnight (Eastern Time) on the delivery date.
19. Click the blue Next button.
    
    
20. You may select a Message Template from the drop-down menu or proceed with the set default of I will create a message. Click here for instructions to set up Message Templates.
21. The Message Template selected will be displayed in the area below the toolbar. You may also enter your message to the client.
22. Click in the long gray browse box to the file location, select the files you want to upload, or drag and drop the desired files into the same gray box. Multiple files (maximum of 100) may be uploaded with the Maximum combined total file size of 1GB. The Filename has a 250-character capacity.
23. Click the blue Submit button to upload the files.
    
    
24. A Document Confirmation will display after you have clicked Submit. Click the Print icon at the top for a print-friendly page.
25. Click Upload Another File to Same Client at the bottom of the page to send additional files to your client.
    
    

Non-Portal Email Secure Link Upload—Click here for instructions to send a Non-Portal Email Secure Link Upload.

Create/Edit Document Categories—Click here for instructions to Create/Edit Document Categories.

Search for files uploaded to clients

Files can be accessed for all clients within the last 30, 60, or 90 days, all files for all clients, or select a specific client in the Clients field using the Search Filters.

1. Click the Show Filters arrow to view the Filters available.
   
   
2. You can filter search results by Title/Filename, Client Categories, Clients, Categories, Department, Year, and Source.
3. Click the blue Search button to continue.
   
   
   
   
4. To clear filters, click the broom icon at the top right.
5. Click the arrow to Hide Filters.
   

Customize the Column Display for the Uploaded File List

You can display or hide columns by clicking the Table Filter located above the File list. Click the blue Apply button to save your preferences. You can sort the information by clicking on the Column Heading sort arrows.

The column breakdown is as follows: 

• The Title link will take you to the uploaded files to view and download.
• For Clients displays to whom the file was uploaded.
• Source indicates where the file was uploaded from meaning the Files or Conversations module.
• Files can be sorted by Department or Category.
• Notes to the client can be displayed.
• The Files column indicates the number of files attached to the upload.
• D/T will give you the dates and times of the follow-up notices.
• View the date of the upload using Created (EST). 
• The date the file was accessed will be displayed under Last Accessed.

Delete Files uploaded to Clients

Files uploaded to clients can be deleted using the Select All feature or one at a time. 

1. The Select All box is located to the left of the Title column heading. By clicking on Select All, you can delete all uploads displayed in the list. Click the box located to the left of the upload title to deselect an upload.  
2. Click on the red Delete icon to delete the selected uploads from the list.
3. A Confirmation message of "Are you sure you want to proceed?" will appear.  Select the Confirm button to complete the process or the Cancel button.
   
   
4. Click the Delete button to the far right to delete a single file.
   
   

Important Note: Once an upload is deleted, the client will no longer have access to the files contained in that upload. For more information on restoring files accidentally deleted, click here.  Office owners have the "permissions" to restore deleted files using Files Maintenance. Deleted files have 14 days to be restored.

Send Reminders for Uploaded Files

If your office has not scheduled a Follow-up notice during the upload of a file to the client, a red Send Reminder link will display for any files the client has not downloaded. This link will send another file upload email notification to the client.