Review Queue - Upload Files to the Review Queue (10/24)

The Review Queue allows you to upload client documents for paperless review to other staff members or supervisors. The document can be returned to the original reviewer or sent for another level of review within your office before releasing it to the client. For example, a bookkeeper in your office might upload a document to the Review Queue from FCA or the VO, and then select a supervisor as the next reviewer.

The files in the Review Queue can be accessed from the left menu using Files > Review Queue or from the Files on the Dashboard.

Here are links to the sections of this article:

Upload Files to the Review Queue

Search Review Queue Files

Review Files Uploaded to You

Release to Client

Upload Files to the Review Queue

1. Click the Files for you as the Next Reviewer quick tile on the Dashboard or Files > Review Queue on the left menu.
   
2. Click on the blue Menu Icon at the top of the page.
3. Click Upload New File to Review Queue.
   
4. Enter the first few characters of the Company or Client's name to choose where you'll send the file(s) you are uploading. 
5. Click the blue Continue button.
   
   
6. Enter the document name in the Title field, then select the desired Category and Department.
7. Select the Next Reviewer. This will be the staff member to handle the next step in the Review process.
8. Enter Notes to Client. This text will be displayed on the Document Download page of the client's portal. These client notes are not included in the email notification sent to the client.
9. Internal Review Notes can be entered. These notes are not available to the client.
10. 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.
11. Click the blue Submit button.
    
12. A Document Confirmation will display after you have clicked Submit. Click the Print icon at the top for a print-friendly page.
13. Click Upload Another File to Same Client at the bottom of the page to send additional files to the same client.

Search Review Queue Files

The Review Queue can be filtered by Title/File Name, Client Categories, Clients, Department, and Next Reviewer. 

1. 1. The Search Filters are located at the top right corner of the Review Queue page.
   2. Click the Show Filters arrow.  Enter the text in the desired field(s) and click the blue Search button to display your filtered Review Queue List.
   3. Click the Hide Filters arrow to close the Filters.
   4. To clear filters, click the broom icon at the top right.
      

Review Files Uploaded to You

1. Click the Files for you as the Next Reviewer quick tile on the Dashboard or Files > Review Queue on the left menu to retrieve and review files assigned to you.
2. On the Review Queue page, files highlighted in green are Files for you as the Next Reviewer and files highlighted in blue are Files from you as the Last Reviewer.
   
3. Click on the upload Title highlighted in green from the Review Queue list to review the document details 
      
   
   
4. The Title and Category will be prefilled.
5. Click the Change Clients button to send the document to a different Client portal.
6. The Notes to the Client and Internal Notes can be added, updated, or deleted. Click the Submit button to save the changes.
7. Click the Prior Reviewer slider button to send the document back to the Prior Reviewer or click on the Next Reviewer drop-down to send the document to another staff member for additional review. An email notification will be sent to the next reviewer.
8. The file attached can be downloaded for review by clicking on the Download icon to the far right of the file name.  
9. Click the Delete button to the far right to delete the file.
10. 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.
11. Additional files may be added using the drag-and-drop shaded area or click the Browse link to browse and select desired files. 
12. Click the blue Submit button at the bottom right corner to:
    1. • Send files back to the Prior Reviewer
       • Send the files to the Next reviewer
       • Uploading additional files. When files are uploaded, an email is sent to the next reviewer. 
         
         

          

Release to Client

1. Click the Release to Client button at the top of the Review Document for Client page to release the document and generate the email notification to the client. 
   
2. The Title will be prefilled.
3. 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.
4. Click the View Prior Messages button to view a list of the Email messages and Client Notes uploaded through the review queue for this client in this category for the last 12 months.
5. The Email Message box displays the text from the selected Message Template, if applicable. You may also enter a message to the client.
6. The Notes to Client field populates with the information saved from the review queue. They will be displayed on the Document download screen of the client's portal. The Client Notes are not included in the notification email sent to the client.
7. The Department field will be prefilled. Click the drop-down to change the Department.
8. You can schedule a reminder to the sender if the client has not opened the file within a given number of days. Click the drop-down menu in the Send Follow-up Message field to set the reminder due date. These reminders can be found using the Follow-up Notices under Files on the left menu.  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. 
9. 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.
10. Click the Client cannot delete files slider button to prevent the client from deleting the uploaded file.  You may set the default for all uploads from the Office Profile.
11. Click the slider button to Include a link to the file in the notice email to the client.  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. You may set the default for all uploads from the Office Profile.
12. Click the Backdate slider button to have a document placed in your client's prior year folder. Click on the drop-down to select one of the previous years for the backdate.
13. Click the Delivery to Client Date drop-down to postdate the delivery of the document to your client. 
14. 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.
15. Click the blue Send button to release to the client. The document will be removed from the Review Queue.  An email notification will be sent to the client.