File Maintenance (Client Portals)

The File Maintenance page shows the office owner & partners the number of files sent and received from within the following modules of your portal:

Files

• Uploaded to and from clients.
• Uploaded to Non-Portal users.
• Uploaded from Guest users.
• Uploaded to Briefcases.

Conversations

• Files attached to and from the client within Conversations.

File Storage in the Client Portals

You have unlimited space for:

• Files uploaded to clients—unlimited space for 3 years of PDF's, plus 5GB for older or non-PDF files.
• Files from clients—unlimited space for files 0-60 days old, plus 3GB for older files.

Your office has an additional 1GB combined storage space available for Briefcase files.

A surcharge of $10 will be added to your monthly fee for each gigabyte of space used over each limit. Files in the Trash Basket (deleted within the last 14 days) do not count toward total file space limits. The File Maintenance window provides options to restore files from the Trash Basket.

Set a File Maintenance Schedule

You can set a Maintenance Schedule to automatically delete files after a certain time, based on your choices.

1. Select Files > File Maintenance from the left men to open File Maintenance.
    
2. Click the top blue menu icon, then select Configure Auto File Maintenance Schedule.
   
3. The File Maintenance Schedule will display in two sections, broken down by Accessed vs. Not Accessed. 
   
4. Click the Edit button for each category under the Accessed and Not Accessed sections and follow 
   steps 5-9 to set your office File Maintenance Schedule.
   
5. Select the radio button to make your desired retention selection. The default setting for each section is Never. Recommended settings are shown with an asterisk (*).
6. Click the blue Submit button to save your selection.
7. If Document Categories* have been set up (*also referred to as Document Folders on the Client side), the file retention categories will display those Document categories, such as Tax, Payroll, Financial Statements, with the file retention options. (See examples below)
   
8. Use the scroll bar along the right margin to view all categories and options. Select the radio button to make your desired retention selection for each category.
   
9. Click the blue Submit button to save your selections.

Restore Deleted Files

The Trash Basket is where files are sent when you delete them. Files are saved in the Trash Basket for 14 days (unless you permanently delete the file) and can be restored within that time frame.

1. Select Files > File Maintenance from the left menu to open File Maintenance.
    
2. Click the top blue menu icon, then select the List/Restore Files in Trash Basket link.
   
3.  Below the page heading, use the right and left arrows to scroll through categories of files to locate the desired file(s) for restoration or permanent deletion.
   
4. Once the file(s) have been located, click the box or multiple checkboxes to the left of the Client and File Name. The Select All button will select all files in the displayed section. 
   
5. Click the Restore Selected Files button at the bottom of the page.  
6. To delete files, click the Permanently Delete Selected Files.
7. Click on the Return to Master File Maintenance button or the Dashboard breadcrumb link to close the window.