From within your Work module, you can send a request to your clients and service providers that will allow them to download selected documents directly to their personal devices.
There is also the ability to directly send authorisations to your clients and service providers via secure access links to selected folders created within the DMS. Refer to DMS - External Folder Access
External Users Document Upload from within your Work module, CompleteEmpire also allows you to send a request to your clients and service providers that will allow them to upload documents directly to the DMS within the Work area for the client. Example could be files supporting a tax return for a client when within the Taxes Work Module.
The external download link feature 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 download their documents.
Enabling the client Upload feature 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 download documents from clients account.
- From with a Work module, i.e Tax, Finance, etc. 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 drop down menu and click on {Setup}.
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 download the document(s). The message is presented to the client when they open the download link.
- 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.
You can now proceed to tag those documents that you wish the client to download from your clients Work folder.
Making document files visible to your client
Documents within the Work will need to be made visible to the client.
- Select the document or documents to highlight.
- Right click and from the drop down menu select {Client Visibility}
- Select {Make visible to the client}.
Note the coffee cup icon will change from grey to green to indicate that this document has been made available to your client.
Inform the client
Inform your client or service provider of the download link by copy and pasting both the URL link and the sending them the security code.
You have three options: You can find the URL directly from the Documents section of your work and send an external email or the preferred options:
Via the {Send To} option for the files(s) in the Works documents panel Creating a Contact Log directly from the Documents or;
Via a download link option within a new Contact Log Creating a new contact log and adding the upload URL.
Each creates a contact log (email) requesting the recipient to access the link and download their documents.
For additional security it is recommended that you advise your client of the download link and the security code by separate means of communication. For example send the URL link via email/contact log and the security code via phone/text.
Obtaining the download URL
- With the External Download enabled ( green down arrow icon) the {Link} label 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
Obtaining the Security code
- Obtain the security code from the Documents section of the client account by clicking the [External Download Setup - Status:Enabled] button.
- Copy to clipboard the Code and paste into a new contact log/email or send via voice/text to your client.
Creating a Contact Log directly from the Documents
From the Documents panel
- Click to highlight one or more documents that you wish to share to your client
- Right click to open the drop down list and select {Send} which will open a new contact log.
- The new contact log will be pre-filled with the subject line which included the file names and the file name(s) and link(s). Edit the message body as appropriate including instruction on downloading and using the access code.
- Ordinarily you would click to send by email to your client then proceed to complete and send the contact log/email as usual.
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 Download Link] button to insert into the body text the {Click to upload your documents} link within the message.
Client Action
For reference: After the External Download Link URL is clicked and the security number correctly entered by the recipient the client can select files to be downloaded. Confirmation of a successful download is provided to you via the documents folder for the clients work where the {External Download} icon will turn green.
Example - Contact Log email received by client with link to their document folder.
Example
- Client is sent the security code separately and would enter and then click [Send]
Example
- Client is then able to view their document folder for their account but can only view those documents marked as visible to the client. The client can {Download All} or each document individually.
Note that the link will expire (if set) or by manual action.
- Green 'download' icon indicates a successful download of the document by the client.
- Green 'coffee cup' icon indicates the document has been made visible to the client.
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