From within your Work module CompleteEmpire allows you to send a request to your clients and service providers that will allow them to upload documents directly to the Document Management System (DMS) within the Work area for the client. This will stream line your workflow by avoiding the need to capture documents from client emails and uploading to the client account within your Work area.
The external upload link is disabled by default for all Works. You must setup and enable the external upload link and inform your client by providing them a security code and a dedicated URL link to for them to upload their documents.
Enable Upload for your client
For each of your clients it will be necessary to enable the ability to generate the link and security code before the client can directly upload to the DMS.
- From with the Work module, i.e Tax, Finance, select the account Summary or Edit view and scroll to the Documents section.
- Click on [External Upload Setup - Status: Disabled] - to open the External Upload Setup window. Note that a Red icon indicates the link is disabled. Green icon indicates the link is enabled.
- Code - this is the unique security code that you will need to provide to the client/service provider.
- Message - type a message to explain the required actions to upload documents. The message is presented to the client when they open the upload link.
- Owner - this is either yourself or another qualified user of your subscription who has access to the current Work Module and who will deal with the uploaded documents. Note it is not the client. Select from the drop down list.
- Alert - once the client has uploaded the documents an alert can be sent to the selected subscription user to notify them that the documents have been uploaded. Select from the drop down list.
- Expiry Date - select a date by which the client will need to have complete the uploading of their documents. You should inform them of this date when preparing the message above.
- Disable the Upload Link - click to disable the up load link.
- Click [Save].
- The Upload Link is now green and enabled
Inform the client
Inform your client or service provider of the upload link by copy and pasting both the URL link and the sending them the security code. You can find the URL directly from the Documents section of your work or via a link option within a new Contact Log so you can send a contact log requesting the recipient to access the link and upload their documents.
For additional security it is recommended that you advise your client of the upload link and the security code by separate means of communication. For example send the URL upload link via email or contact log and the security code via phone or text.
Obtaining the upload URL
- With the External Upload enabled the [External Upload Link] button is now also highlighted. Click to open a new window to copy and paste the link URL.
- Copy the URL using the [Copy to Clipboard] button
Creating a new contact log and adding the upload URL
Create a new contact log for the work
- In the Notes section add your message and then click the [Insert External Upload Link] button to insert {Click to upload your documents} link within the message.
Obtaining the Security code
- Obtain the security code from the Documents section of the client account by clicking the [External Upload Setup - Status:Enabled] button.
- Copy to clipboard the Code.
View uploaded documents
Uploaded documents can be viewed within the {Document} section of the Edit or Summary page of the client account within the Work.
- Uploaded documents will be denoted by the highlighted upload icon
- The uploaded document can be filtered using the [Filter by Externally Uploaded Documents] button.
Client Action
For reference: After the External Upload Link URL is clicked and the security number correctly entered the recipient can drag and drop files or sect files to be uploaded. Confirmation of a successful upload is provided.
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