Sage HandiSoft 2015 Client Portal Admin Manual
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Client Portal
2015
Admin Manual
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site www.sagehandisoft.com.au
.
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to HandiSoft or its
Authorised Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any HandiSoft module.
Copyright
© HandiSoft Software Pty Ltd 2015. All rights reserved.
Copyright in the Software and in the Documentation is owned by HandiSoft Software Pty Ltd. ("HandiSoft"). No part of the Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of HandiSoft
Software Pty Ltd.
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of HandiSoft. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Handisoft Software, Handisoft discloses that there may be Third
Party Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Handisoft, Handisoft has no control over these externally linked sources, all of which have their own separate terms and conditions including privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected
Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected Services and the transactions it contemplates.
3. Grant of rights
3.1
3.2
3.3
Subject to your payment of the Licence Fee, HandiSoft grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are
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Licence agreement Client Portal 2015
3.4 applicable to the increased limits. No reduction of Licence Fees will be provided in the event any limits are reduced during the Term.
If your accounting practice shares offices with another unrelated accounting practice, both accounting practices must purchase the Software in their own right, even if the parties share a common computer system.
4. Duration of agreement
4.1
4.2
4.3
4.4
This Agreement commences on the date of its acceptance by you and will continue in effect until the expiry of the current financial year on 30 June ("Term"), unless extended in accordance with clause 4.2, or terminated in accordance with clauses 4.3, 4.4 or 12.
Subject to clauses 4.3 and 4.4, you may extend the Term for further one year periods by paying the then current Annual
Renewal Fee for the extended period in accordance with clause 8.
The current Annual Renewal Fee must be paid, or arrangements for payment acceptable to HandiSoft made, by the due date specified by HandiSoft for the Term to be extended.
Without limiting any other right to terminate this Agreement under clause 12, HandiSoft may terminate this Agreement upon expiry of any financial year, by giving you written notice on or before expiry of the then current financial year.
HandiSoft will not unreasonably terminate this Agreement.
5. Your obligations
5.1
5.2
You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without HandiSoft’s written consent.
Subject to this Agreement, and to any non-excludable provisions at law (including the Copyright Act 1968 (Cth)), you must not, and must not allow or cause any other person to:
(i) print, copy or reproduce the Software or Documentation by any means or in any form other than to make one copy of the Software for back-up and security purposes;
5.3
(ii) give, lease, rent, lend, assign (other than as expressly permitted under this Agreement), licence, sub-licence, transfer, distribute, disclose, disseminate, or publish the Software in any form to any other person or attempt to do any of these acts;
(iii)
(iv) modify, adapt, alter, reverse engineer or decompile the Software; or modify or change the database other than through use of the Software; create or recreate, or attempt to create or recreate, the source programs, object programs or any other aspect of the Software in whole or in part. access, install or use the Software other than at the Site in accordance with this Agreement; (v)
(vi) use the Software for sublicensing, timesharing, rental, facility management, service bureau usage, or third party training purpose.
You agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised
Distributors against any loss or damage incurred by them as a result of use of the Software or Documentation by you, your employees, contractors or agents that is not in accordance with this Agreement.
6. Configuration and installation
6.1
6.2
The Software may only be installed on a computer at the Site.
The Index File provided with the Software is specific to you, the Licensee. Any change will require a new Index File. You must not circumvent the Index File system needed to operate the Software, or use an index file which has not been provided to you by HandiSoft.
7. Use of software and documentation
7.1
7.2
Subject to your payment of the Licence Fee, applicable taxes and any other fees specified in the Invoice in full, upon installation of the Software pursuant to clause 6, you may use the Software and Documentation in accordance with the terms of this Agreement.
You must, upon receiving a written request from HandiSoft, allow HandiSoft to access the Site, during ordinary business hours, as reasonably necessary to audit your compliance with the terms and conditions of this Agreement and the restrictions in clauses 3 and 5.
7.3 If the Term of this Agreement is not extended in accordance with clause 4.2, the Licence will automatically terminate on the expiry of the then current Term, and you acknowledge and agree that no further notice is required to you from HandiSoft to effect such termination.
8. Fees
8.1
8.2
8.3
8.4
You must pay the Licence Fee, applicable taxes and any other fees listed in the Invoice in full.
You acknowledge that a Deposit, if taken, is non-refundable in the event that you do not pay the Balance or proceed with installation of the Software in accordance with clause 6.
The Annual Renewal Fee is invoiced annually in advance for each financial year commencing 1 July in the relevant year and ending 30 June in the subsequent year. Each year, on or before 1 July, HandiSoft may increase the Annual Renewal
Fee. You must pay the Annual Renewal Fee on or before 1 July of each year of the Term.
Without limiting any other right or remedy of HandiSoft or its Authorised Distributors, interest on overdue amounts is payable by you at the rate of 15% per annum, from the date the amount became overdue until it is paid in full, inclusive of interest. Interest accrues daily.
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9. Intellectual property rights
9.1
9.2
9.3
All Intellectual Property Rights relating to or subsisting in the Software and Documentation, including all enhancements, modifications, alterations, customisations or adaptations to the Software (whether created by HandiSoft or any other person), remain the property of HandiSoft. The Licence granted under clause 3 does not make you the owner of the
Software or Documentation nor does it cause any transfer of Intellectual Property Rights relating to or subsisting in the
Software or Documentation.
You must not alter, change, remove, obscure or otherwise effect any modification to any notice or other indication of
HandiSoft’s ownership of the Software and its Documentation or of its Intellectual Property Rights relating to or subsisting in the Software and Documentation.
You must ensure that each copy of the Software and Documentation in your possession bears such notices relating to
HandiSoft’s ownership of the Software and Documentation and of its Intellectual Property Rights relating to or subsisting in the Software and Documentation as HandiSoft may direct. In the absence of any specific direction by HandiSoft, you must ensure that all notices appearing on the Software and Documentation are reproduced and maintained in their entirety on all copies made by you.
10. Updates, software maintenance and support, and third party software and data
10.1 You acknowledge that HandiSoft has no obligation to develop Updates. During the Term you may receive Updates (if any) for the Software, including instructions and/or Documentation that HandiSoft considers reasonably necessary to assist in a smooth transition for use of any Update. Updates may include revisions to Documentation. Unless you have subscribed to the optional CD update services, you must have internet and email access for Updates to be supplied to you.
10.2 If HandiSoft provides you with an Update:
(i) the terms of this Agreement will continue to apply in all respects to the Update which will be deemed to be the
Software or Documentation for the purposes of this Agreement; ii) if requested by HandiSoft, you must return the Software and Documentation (and all copies) that was used prior to the Update to HandiSoft, or otherwise deal with it in accordance with HandiSoft’s reasonable directions.
10.3 HandiSoft may, in its absolute discretion, withhold or refuse to provide support and maintenance if you have failed to install, within a reasonable time, all available Updates provided in respect of the Software.
10.4 Technical support and Updates will only be supplied so long as the Software is used under conditions and on operating environments for which the Software is designed.
10.5 The technical support provided under this Agreement is limited to telephone and email support of the Software by
HandiSoft during normal business hours. There may be times when you allow our Support Consultant to connect to your computer remotely. The remote access is purely for the Support Consultant to quickly demonstrate tasks that would otherwise take too long to explain. Remote access is not generally used to have a Support Consultant complete processes.
Whilst all reasonable efforts shall be made to ensure a secure environment, Handisoft offer no guarantee and provide no warranty (express or implied) that the remote access to your computer will be secure or private. Handisoft accepts no liability for any and all security incidents, including any loss or damage suffered by you arising out of any failure to protect your data, network, systems, software or equipment.
10.6 If you require any additional technical support not covered under this Agreement, including telephone, onsite or online support, HandiSoft may, in its absolute discretion, provide that additional technical support to you at its then current rates for such services.
10.7 Any supplemental software code provided to you as part of the support services shall be considered part of the Software and subject to the terms of this Agreement.
10.8 You must provide HandiSoft with reasonable assistance as requested by HandiSoft for the purpose of providing you with maintenance and support.
10.9 If, in the course of obtaining maintenance and support services from HandiSoft, you provide any personal information about an individual, including, personal information about any officer or employee, then you warrant that in providing such personal information you have complied with your legal obligations under the Privacy Act 1988 (Cth.), including the
National Privacy Principles in Schedule 3 of that Act.
10.10 You consent to HandiSoft using any technical or confidential information which you provide to it:
(i) to enable HandiSoft to perform maintenance and support services; and
(ii) for its business purposes, including for the purpose of product support and development.
HandiSoft agrees not to use such technical information in a form that personally identifies you, or where such information is comprised of information identified by you as ‘confidential’ or subject to privacy laws, prior to consent being provided by you.
10.11 HandiSoft is not required to support any third party software or data, whether or not the third party software or data is provided by HandiSoft in connection with your use of the Software.
10.12 If HandiSoft provides you with any third party software or data, then your use of that third party software or data is subject to such terms as may be imposed by the relevant third party and must only be used for the purposes for which it is provided.
10.13 You agree that HandiSoft is not liable or otherwise responsible if a third party changes the terms (including as to payment) on which it licences any software or data. Without limiting the foregoing, it is your responsibility to pay any fees associated with your use of such third party software or data.
10.14 Notwithstanding any other provision of this Agreement, you agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised Distributors against any third party claim or action (including but not limited to reimbursement of legal costs), loss, damage, or expense incurred by them as a result of a failure by you, your employees, contractors or agents to comply with this clause 10.
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11. Warranties and limitation of liability
11.1 HandiSoft warrants that:
(i) it has the full right, power and authority to enter into and perform this Agreement; and
(ii) to the best of its knowledge, the use by you of the Software or Documentation in accordance with this Agreement, will not infringe the Intellectual Property Rights or moral rights of any person, and HandiSoft indemnifies and agrees to keep you indemnified from and against any loss, damages and expenses, including but not limited to, reasonable legal fees which you may suffer and incur as a result of any claim, action or proceeding arising directly from any breach of the warranty contained within this clause, provided that HandiSoft is not liable for any indirect, consequential or economic loss or damage suffered by you in connection with this Agreement.
11.2 You acknowledge that:
(i) the Software was developed without consideration of your objectives and needs; and
(ii) software in general is not error-free, and agree that the existence of errors in the Software will not constitute a breach of this Agreement by HandiSoft.
11.3 HandiSoft provides the Software and Documentation "as is".
11.4 Except as expressly provided in this Agreement, no warranties are made with respect to the Software or Documentation by any person, including but not limited to HandiSoft, any of its officers, employees, contractors, agents and Authorised
Distributors.
11.5 In the event any third party software or data is provided with or embedded in the Software, notwithstanding anything to the contrary, no warranties are made by HandiSoft, its officers, employees, contractors, agents, or Authorised Distributors, with regard to such third party software or data, including but not limited to its accuracy or reliability.
11.6 To the extent permitted by law, HandiSoft or any of its officers, employees, contractors, agents or Authorised Distributors will not be liable to you for any loss, costs, expenses or damages incurred by you as a result of using the Software and
Documentation.
11.7 Notwithstanding any other term in this Agreement, to the extent that consumers have the benefit of certain rights or remedies under the Trade Practices Act and similar state and territory laws in Australia, in respect of which liability may not be excluded, then to the maximum extent permitted by law, such liability is limited, at HandiSoft’s option, to:
(i) in the case of the Software, Documentation or other goods supplied under this Agreement:
A. replacement of the goods; or
B. correction of defects in the goods; or
C. the cost of having defects in the goods corrected; or
(ii) in the case of services provided under this Agreement, replacement of the services.
11.8 To the extent permitted by applicable law, HandiSoft or any of its current or former officers, employees, contractors, agents or Authorised Distributors (Those Indemnified) will not be liable for any direct, indirect, general, special, incidental or consequential damages arising out of or in any way related to the provision of any goods or services by HandiSoft or
Those Indemnified, pursuant to this Agreement and including your use of or inability to use the Software or Documentation, even if HandiSoft or any of Those Indemnified have been advised of the possibility of such consequence.
11.9 You acknowledge that any times quoted for delivery and installation of the Software and/or performance of maintenance and support services are estimates only, and that HandiSoft accepts no liability whatsoever for failure to meet those estimated times.
11.10 You acknowledge that you are responsible for ensuring that your operation of the Software does not breach any laws, or obligation of confidentiality or privacy owed to any person, and for maintaining the security of any databases which are accessed, used or managed by the operation of the Software. You indemnify and keep indemnified HandiSoft against any action, proceeding, claim, loss, injury or expense arising out of any failure by you to comply with your obligations in this clause
12. Termination
12.1 This Agreement may be terminated immediately by written notice from HandiSoft in any of the following circumstances:
(i) if you are in breach of any term of this Agreement;
(ii)
(iii)
(iv)
(v) if you, being a corporation, become the subject of insolvency proceedings; if you, being a firm or partnership, are dissolved; if the Software is otherwise outside your effective control; or if there is a change in ownership which effectively alters control of you.
12.2 You may terminate this Agreement by notice in writing to HandiSoft in the event that HandiSoft has breached a material term of this Agreement and failed to rectify such breach within 30 days of a notice requesting HandiSoft to do so.
12.3 Upon termination of this Agreement:
(i) the Licence is revoked; and
(ii) you must immediately pay all fees, charges or other payments owing under this Agreement; and
(iii)
(iv) you must either destroy or return any remaining copies of the Software and Documentation, in the manner directed by HandiSoft; and you hereby grant HandiSoft a licence to enter upon the Site(s) at which copies of the Software and Documentation may be situated and remove same in the event of non-compliance with the above subclause, and you must render all reasonable assistance to facilitate this action.
12.4 Termination of this Agreement will be in addition to any other remedies which either party may have under this Agreement or otherwise and does not affect any rights or obligations that had accrued at the time of termination.
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13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from HandiSoft, increase the limits under clause 3.3 of this
Agreement, or if HandiSoft otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of HandiSoft, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by HandiSoft from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by HandiSoft to maintain and support the Software and
Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by HandiSoft under this Agreement.
Licence Fees means the total fees specified in the Invoice.
HandiSoft means HandiSoft Software Pty Limited ABN 91 089 780 218.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
Invoice means HandiSoft’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘HandiSoft Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which HandiSoft generally makes available to licencees of the Software that have entered into an agreement with HandiSoft and paid the relevant
Annual Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a
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Licence agreement Client Portal 2015
background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i)
(ii)
(iii) the singular includes the plural and vice versa; a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and
Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using HandiSoft’s Connected Services, you acknowledge and accept the following Terms of Use.
Handisoft may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
Handisoft does not represent or warrant that the above Connected service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
Handisoft does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
Handisoft shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the Service.
The Customer specifically agrees that Handisoft is not responsible for any content or data sent using and/or included in the
Service.
Handisoft and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Handisoft hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
In no event shall Handisoft and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Handisoft has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
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Contents
History of changes 11
Client Portal 13
Index 53
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History of changes
Changes made
The Document Manager 2015 User Manual has been updated since the initial version. The following list details the changes that have been made.
Changes included in version: 16/11/2015
Updated information on setting email addresses for the Client Portal
Changes included in version: 15/09/2015
Added information on Client Portal Group portal logins .
Changes included in version: 21/07/2015
Added information on customising the Client Portal .
Changes included in version: 22/06/2015
Added information on deleting a Client Portal login .
Changes included in version: 13/06/2015
First release of 2015 version.
Changes included in version: 04/05/2015
Added information on restoring Client Portal email templates to their default content .
Changes included in version: 11/03/2015
Added information on assigning categories to Client Portal documents
Added information to the Client Portal on updating Company Admin details .
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Client Portal
The optional HandiSoft Client Portal module provides a convenient and secure method of transferring documents to and from your clients. Where previously you would have to either physically transfer documents or attach them to emails, you and your clients can now simply upload them to the Client Portal, from where they can be downloaded, edited and signed.
Adding the Client Portal to your firm
To add the Client Portal to your accountancy firm, you have to initially provide the email address of your firm’s Admin user to Sage HandiSoft. Your Admin user has special access to the Client
Portal to perform customisation and administration tasks.
You will also have to specify the package to be acquired, which determines the number of your users that can access the Client Portal, and the amount of storage available.
Your Admin user will receive an email message at the address you supply.
You will be required to open the email message and click on the link in the message to activate the address. The Admin address will require you to enter and confirm a password to be used for logging in to the Client Portal as your Admin user.
Once you have activated the email address, Sage HandiSoft will create the licenses for you to use the Client Portal.
Important: To activate your Client Portal licences, you must close down all your HandiSoft programs and then restart them.
Your Admin user can now log into the Client Portal, and set the following email addresses if
they are not the same as that for the Admin user.
Contact Us
This is the email account that will receive the messages from your clients who click the
Contact Us button while logged into the Client
Portal.
Service Default
This is the email address to be used by the Client Portal Server to communicate with you.
If required, Sage HandiSoft can suspend your clients’ access to the Client Portal.
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Logging in as the Admin User Client Portal 2015
Logging in as the Admin User
Your Admin user is able to log into the Client Portal to perform administrative tasks.
1. Click on the link in the activation email you received to open the Client Portal Login page.
2. In the User name and Password fields, enter ‘Admin’ and your password.
3. Click Login to access the Client Portal Admin page.
Figure 1: The Client Portal Admin page
4. To Log out of the Client Portal, click the
Log Out button.
If you forget your password, you can reset it by clicking
Forgot Password on the Login page.
On the Reset Password page, enter the activated User Admin email address, and click Reset.
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An email will be sent to the activated User Admin address containing a link to the password reset page.
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Client Portal 2015 Changes included in version: 11/03/2015
Updating your Admin User details
In addition to updating the Name, Address and Phone Number of your Client Portal Admin User, you can also set email addresses for the following:
Contact Us
This is the email account that will receive the messages from your clients who click the
Contact Us button while logged into the Client
Portal.
Service Default
This is the email address to be used by the Client Portal Server to communicate with you.
The above email addresses default to the Admin user email address, but you can specify separate addresses.
1. Click on the link in the activation email your Admin user received to open the Client Portal
Login page.
2. In the User name and Password fields, enter ‘Admin’ and the admin password.
3. Click Login to access the Client Portal Admin page.
Figure 2: The Client Portal Admin page
4. On the top right hand corner, click to open the “User Profile” window.
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Updating your Admin User details Client Portal 2015
Figure 3: The "User Profile" window
5. To view and change your company name, address and phone number, in the
Company
Details section, click Change.
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6. Complete the Name, Address and Phone fields as required.
7. Click Update to save your changes.
8. To set the Contact Us and Service Default email addresses, under
Company Contact
Details, click the Change button for the address to be set.
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Client Portal 2015 Group Portal logins
9. In the New Email Address and Confirm Email Address fields, enter the required email address, and click Update to save your changes.
The Client Portal will send a confirmation message to the email address, with a link that you can click to activate it.
10. To Log out of the Client Portal, click the Log Out button.
Managing client access to the Client Portal
To access the Client Portal the first time, you must close down your HandiSoft programs and restart them.
Group Portal logins
Clients you add to the Client Portal use Group Portal logins to enable their Portal users to access a single client area or multiple client areas.
Your clients’ Portal users can either be linked to their own Group Portal login, or they can share a Group Portal login with other Portal users.
When you add a client to the Client Portal, you can either create a new Group Portal login for that client’s area, or you can select an existing Group Portal login that can enable access to other client areas.
Adding clients
Once you have set up your firm’s access to the Client Portal, and restarted your HandiSoft programs, you can provide access for your clients.
For Individual clients, you can create a single Portal user.
For non-Individual clients, you can create multiple Portal users.
1. Run any of your Sage HandiSoft Programs; for example, Practice Manager – Contact.
2. On the main clients window, either highlight the client to whom access to the Client Portal is to be provided and click Edit, or click New to create a new client.
3. On the “Clients Detail” window, under
Email Addresses, ensure that the client has at least one valid email address.
4. In the Client Portal field, click to open the “Client Portal Configuration for” window.
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Figure 4: The “Client Portal Configuration for" window
5. For an individual client, the Surname and First Name columns are automatically completed. For a non-individual client, you must enter the Surname and First Name for each Portal user you create.
6. In the User Name column, you can press F2 or click to open the “Select Portal User
Name” window to select an existing Group Portal login, which may also allow the client
Portal User to access other client areas.
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Figure 5: The Select Portal User Name" window
Alternatively, you can leave the User Name column blank for the Client Portal to create a new Group Portal login that will allow access to only the client Portal user’s own area, but will be available for selection for other client Portal users
7. If you left the User Name column blank to create a new Group Portal login, in the Email
Address field select the email address to be used to activate it.
If you have selected an existing Group Portal login in the User Name column, you can select a new email address for it.
Caution: Changing an existing Group Portal login’s email address causes the status of all linked Portal users to revert to ‘Inactive’ until the new email address is validated.
8. Click Save.
If you have changed the email address of an existing Group Portal login, you will be warned that the status of all linked client logins will revert to Inactive until the new email address is validated. Click
OK to continue.
9. Click Yes to creating a Client Portal user for the client, with you, the logged in user, as supervisor.
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If you, the logged in user, do not have an activated email address for the Client Portal, the following window will open.
Note: If your email address has already been activated for HandiSoft Connect, there is no need to do so for the Client Portal.
10. Type in your Email Address and click Save.
You will be sent an email containing a link to activate the address.
11. After you click the link on the email, your web browser should display a confirmation message.
12. On the “Email Activation Required” window, you can now click Proceed to activate your
Client Portal account.
13. On the “Client Portal Configuration for” window, click Save to confirm the client login’s activation.
If the new Portal user is linked to an existing Group Portal login, the following email message will be sent to the Group login email address.
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Managing client access to the Client Portal Client Portal 2015
If the new Portal user is linked to a new Group Portal login, your client will receive an email with an activation link.
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When your client clicks the activation link, the Client Portal will request them to enter and confirm a password to log in.
14. Click Close to exit the “Client Portal Configuration for” window.
The “Clients Detail” window Client Portal field will now show an Individual client’s status as
Active, and a non-Individual client’s status as Enabled.
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Client Portal 2015 Maintaining Group Portal logins
After entering a password, your client can log into the Client Portal by clicking on the link in the email to open the Login page.
Maintaining Group Portal logins
Your clients’ Portal users are each linked to a Group Portal login that enables them to access client portal areas. You are able to manage this link between the Group Portal logins and the client portal areas to which they provide access.
1. From the Document Manager View menu, click Maintain Client Portal Logins to open the
“Maintain Client Portal Logins” window.
Figure 6: The "Maintain Client Portal Logins" window
The upper Client Portal User Name pane lists all your Group Portal logins, and displays their current status.
The lower Linked Portal Areas pane lists the Client Portal users, with their portal areas, that have been linked to the highlighted Group Portal login. It also displays the current
Portal users’ access statuses.
To suspend a Group Portal login
You can suspend a Group Portal login’s access to the Client Portal, which also suspends the linked Portal users.
1. On the “Maintain Client Portal Logins” window Client Portal User Name pane, highlight the
Group Portal login to be suspended and click Suspend.
2. On the “Attention” window, click Yes to confirm the suspension.
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Managing client access to the Client Portal Client Portal 2015
3. When you highlight the suspended Group Portal login, the Suspend button will have changed to Resume. Click to reactivate the Group Portal login
To change a Group Portal login’s email address
You can change the email address that is used to activate a Group Portal login.
Caution: Changing a Group Portal login’s email address causes the status of all linked
Portal users to revert to ‘Inactive’ until the new email address is validated.
1. Ensure that the Group Portal login email address to be changed has been validated.
2. On the “Maintain Client Portal Logins” window Client Portal User Name pane, highlight the required Group Portal login and click Edit to open the “Edit Client Portal Email Address” window.
Figure 7: The "Edit Client Portal Email Address" window
Note: The Edit button will not be available if the existing Group Portal login email address has not been validated.
3. Under Email Address, select the new email address for the Group Portal login. You can select from the email addresses that have been entered on the “Clients Detail” window for the associated client Portal users.
4. Click Save to save your email address change.
5. An “Attention” window will open, warning that all the client Portal users linked to that Group
Portal login will become inactive until the new email address is validated. Click
OK to continue.
To add Portal users to a Group Portal login
You can link additional Portal users to a Group Portal login.
1. On the “Maintain Client Portal Logins” window Client Portal User Name pane, highlight the
Group Portal login to which more portal users are to be linked.
2. On the lower row of buttons, click Add to open the “Portal User Selection” window.
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Figure 8: The "Portal User Selection" window
3. In the Client Reference field, select the client for whom the Portal user is to be added. The
Portal users that have been created for the client will be listed below.
4. To select more than one Portal user, in the
Tag column, select the checkboxes for those to be added to the Group Portal login.
5. Click Select to select the highlighted Portal user, or Select Tagged to select the tagged users, and close the “Portal User Selection” window.
6. On the “Attention” window that opens, click OK to add the Portal users and return to the
“Maintain Client Portal Logins” window.
The added Portal users will be listed in the
Linked Portal Areas pane.
To move a Portal user to another Group Portal login
You are able to move a Portal user from a Group Portal login to another existing or a new
Group Portal login.
1. On the “Maintain Client Portal Logins” window
Client Portal User Name pane, highlight the
Group Portal login from which a Portal user is to be moved.
2. On the Linked Portal Areas pane, highlight the Portal user to be moved and click Move to open the “Edit Portal Area” window.
Figure 9: The "Edit Portal Area" window
The
Portal Area section displays details of the highlighted Portal user.
3. Under User Name, click to select an existing Group Portal login name, or leave it blank to create a new Group Portal login.
4. If you left the
User Name field blank to create a new Group Portal login, select the email address to be used to activate it.
5. Click Save to save your changes and exit the “Edit Portal Area” window.
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6. On the “Attention” windows that open, click OK to move the Portal user and return to the
“Maintain Client Portal Logins” window.
The portal user will be no longer be listed in the Linked Portal Areas pane.
Setting the Client Portal email addresses
You can set the email addresses to be used for messages from the Client Portal to your users.
1. On your HandiSoft program (for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. From the Options menu, click Client Portal to open the “Client Portal” window.
Figure 10: The "Client Portal" window
3. Under Email Account Configuration, select whether emails from the Client Portal are to be sent to the staff members assigned to the respective clients, or to a single email address.
4. Under Default Email Address, enter the email address to be used if a single email is selected or the respective staff address is invalid.
5. Click OK to save your changes.
Creating Client Portal users for multiple individual clients
You can use Document Manager to create Client Portal logins for multiple individual clients.
Note: This procedure is only for individual clients where there is only one Portal user per client.
1. Run a HandiSoft program (for example, Practice Manager – Contact).
2. If you want to create a Client Portal login for a single client, select the client. For multiple individual clients that do not have contiguous reference IDs, tag the required clients.
3. Press F10 to open Document Manager.
4. From the
Tools menu, click Create Portal Logins for Individual Clients to open the
“Create Portal Logins for Individual Clients” window.
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Figure 11: The “Create Portal Logins for Individual Clients” window
5. Under Create Logins for, select the client group for which logins are to be created. You can choose the currently Selected Client, all the Tagged Clients or the Range of clients you specify under
Client Range.
6. If, under Create Logins for, you selected Range, in the From and To fields, specify the client reference ID range of clients for which logins are to be created.
7. Click Create to create the Client Portal logins for the specified clients.
When the logins have been created, a report on the success or failure of the creations will be displayed.
Note: This procedure creates a unique Group login for each new Portal user. You can link a
Portal user to another Group login on the “Maintain Client Portal Logins” (
View / Maintain
Portal Logins) window. See Maintaining Group Portal logins on page 21.
Suspending a Portal user’s access
If necessary, you can suspend a Portal user’s access to the Client Portal.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose Portal user is to be suspended, and click
Edit to open the “Clients
Detail” window.
3. In the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the Portal user to be suspended and click Suspend.
5. Click
Yes to confirm the suspension.
For individual clients, the “Clients Detail” window
Client Portal field will now show the client’s status as Suspended.
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Resuming a Portal user’s access
You can resume a suspended Portal users=’s access to the Client Portal.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose access is to be resumed, and click
Edit to open the “Clients
Detail” window.
3. In the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the Portal User to be resumed and lick
Resume.
For Individual clients, the “Clients Detail” window Client Portal field will now indicate the client’s status as Active (Individual) or Enabled (non-Individual).
Resetting a Portal user’s password
If a Portal user has made too many attempts to log into the Client Portal with the incorrect user name or password, they will be locked out until you reset their password.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose password is to be reset, and click Edit to open the “Clients Detail” window.
3. Under Related, in the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the required Portal user and click Reset Password.
5. On the “Attention” window, click Yes to confirm the password reset.
The Portal user will receive an email with a link they can click to enter a new password.
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Client Portal 2015 Deleting a Portal user
Deleting a Portal user
You are able to permanently delete a Portal user and specify where any signed documents they have in the Client Portal are to be saved in Document Manager.
Note: The Group Portal login to which the deleted Portal user is linked will also be deleted if no other Portal users are linked to it.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose Portal user is to be deleted, and click
Edit to open the “Clients
Detail” window.
3. Under
Related, in the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the required Portal user and click Delete.
5. On the “Attention” window, click Yes to confirm the deletion.
6. On the “Copy Signed Documents” window, highlight the Document Manager folder or subfolder to where the deleted Portal user’s signed documents in the Client Portal are to be saved.
If necessary, you can highlight a cabinet or folder and click New to create a new folder or sub-folder.
7. On the “Copy Signed Documents” window, click Ok to save the signed documents or
Cancel to cancel deletion of the client login.
Accessing the Client Portal via Document Manager
The Client Portal is used to transfer documents between your staff and clients. Your users can upload a document to the Client Portal for your clients to download and digitally sign.
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Accessing the Client Portal via Document Manager Client Portal 2015
Uploading documents
You can use Document Manager to upload documents to a client’s Client Portal area, and include a request for the client to sign the document.
1. On your HandiSoft program (for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. Click on the Cabinets tab to open the Cabinets view.
3. In the Clients cabinet, open the required client’s drawer.
4. Open Portal: Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
5. To upload an existing document in Document Manager you can drag that document from its location to the Client Portal folder.
To upload a document that is not in Document Manager, do the following:
From the
File menu, click Upload File(s) for this Client Login.
On the “Add Files To SubFolder” window, select the document file to be uploaded to the
Client Portal and click Open.
The document will be uploaded to the Client Portal, and an email will be sent to the client.
Viewing and editing document details
The “Portal Document Details” window enables you to view and edit details of documents that have been uploaded to the Client Portal. You can also do the following:
Add Keywords to facilitate searching for the document
Lock the document against deletion
Request a signature for the document
To open the “Portal Document Details” window
1. On your HandiSoft program (for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. Click on the Cabinets tab to open the Cabinets view.
3. In the Clients cabinet, open the required client’s drawer.
4. Open Portal Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
5. In the document pane, highlight the required document, and from the View menu, click
Details to open the “Portal Document Details” window.
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Figure 12: The "Portal Documents Detail" window
To add keywords to a document
1. In the client’s Portal user folder right-click the required document and click Details to open the “Portal Documents Detail” window.
2. In the
Keywords field, type in any keywords to be associated with the document.
3. Click
Save and then Close.
To lock the document against deletion
You can ensure that a document in the Client Portal is not accidently deleted.
1. In the client’s Portal user folder, right-click the required document and click Details to open the “Portal Documents Detail” window.
2. Select the Lock against deletion checkbox.
3. Click Save and then Close.
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4. To remove a deletion lock from a document, on the “Portal Documents Detail” window, clear the Lock against deletion checkbox.
Note: The lock can be only cleared by your user who locked it and your Administrator.
Requesting a signature for a document
If you have uploaded a PDF document to a client area in the Client Portal, you can request the
Portal user to digitally sign the document.
1. On your HandiSoft program ( for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. Click on the
Cabinets tab to open the Cabinets view.
3. In the
Clients cabinet, open the required client’s drawer.
4. Open Portal Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
5. In the document pane, right-click the PDF document requiring a signature, and click Details to open the “Portal Document Details” window.
Figure 13: The "Portal Documents Detail" window
6. Click Request Signature to open the “Signature Requests” window, which displays the status of all documents for which you have issued a request for a signature from the client.
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Figure 14: The “Signature Requests" window
Tip: You can also open the “Signature Requests” window by clicking Signature
Requests from the Document Manager View menu.
7. If required, you can click View Document to open the document requiring a signature, and you can click Send Reminder to send a reminder email to the client.
Managing document signature requests
The “Signature Requests” window enables you to add, view, edit and remove signature requests.
To add a signature request
Use this procedure to upload documents with signature requests from Document Manager to the Client Portal.
1. From the Document Manager View menu, click Signature Requests to open the
“Signature Requests” window.
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Accessing the Client Portal via Document Manager Client Portal 2015
Figure 15: The "Signature Requests" window
2. In the upper row of buttons click New to open the “New Signature Request” window.
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Figure 16: The "New Signature Request" window
3. In the Client Reference field, select the client whose document requires a signature.
4. Under Select Document Requiring Signature, click on the client’s Document Manager folder or sub-folder containing the document to be signed. In the right pane click on the document.
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Client Portal 2015 Managing document signature requests
5. If necessary, in the Comment field, add a pertinent comment.
6. The client Portal users that are required to sign the document are listed under
Required
Signatures. You can remove a Portal user from the list by highlighting it and clicking
Remove. To add a new Portal user to sign the document, click Add to open the “Portal
User Selection” window.
Figure 17: The "Portal User Selection" window
Either highlight a Portal user to be added and click Select, or select the checkboxes in the
Tag column and click Select Tagged.
7. On the “New Signature Request” window, click
Save.
8. On “Attention” window, click
OK.
The document will be uploaded to the Client Portal, and the signature request emailed to the client Portal users.
9. On the “New Signature Request” window, click Close.
To send a reminder
You can send reminder signature request email to clients
1. From the Document Manager View menu, click Signature Requests to open the
“Signature Requests” window.
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Accessing the Client Portal via Document Manager Client Portal 2015
2. To list only those documents for a specific client, in the Client Reference field, press F2 or click to select the required client reference ID.
Figure 18: The "Signature Requests" window
3. In the upper pane, highlight the document for which the reminder is to be sent.
Tip: You can view the document by clicking View Document.
4. In the lower pane, highlight the Portal user name. If necessary, you can click View Client to open the “Clients Detail” window.
5. To send a reminder email, click Send Reminder.
6. Click Close to exit the “Signature Requests” window.
To save a copy of a signed document
You can save a copy of a signed document to a specified Document Manager folder or subfolder.
1. From the Document Manager View menu, click Signature Requests to open the
“Signature Requests” window.
2. In the upper pane, highlight the document to be saved.
3. In the lower pane, highlight the Portal user.
4. To save a copy of the highlighted document, click Save Signed Copy.
Note: The Save Signed Copy button is only available if there is a date in the Signed column, indicating that the document has been signed.
5. On the “Copy Signed Documents” window, select the folder or sub-folder to which the document is to be copied. If necessary, click New to create a new folder or sub-folder.
6. Click Ok to save the document.
Setting a follow up
You can create a Practice Manager reminder event for you to follow up the progress of a document in the Client Portal.
1. On your HandiSoft program ( for example, Practice Manager – Contact), press F10 to open
Document Manager.
2. Click on the Cabinets tab to open the Cabinets view.
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Client Portal 2015 Setting a follow up
3. In the Clients cabinet, open the required client’s drawer.
4. Open Portal Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
5. Right-click on the required document and click Set Follow Up.
6. On the “Follow Up Portal Document” window, in the Follow Up Date: and Follow Up Time: fields, enter the date and time for the follow up reminder event.
7. Click
Save, and then OK on the “Attention” window.
At the set time, Practice Manager will display the “Reminder for…” window.
You can click View to open the “Event Detail” window with details of the event.
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Figure 19: The "Event Detail" window
Running Client Portal reports
Document Manager enables you to run the following Client Portal reports:
Portal Documents Not Yet Viewed
Portal Document Client history
Portal Documents Not Yet Viewed report
The Portal Documents Not Yet Viewed report provides a list of Client Portal documents that have yet to be viewed by either the logged in user or specified users.
1. From the Document Manager Reports menu, click Portal Documents Not Yet Viewed
Report to open the “Report: Portal Documents Not Yet Viewed” window.
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Figure 20: The "Report: Portal Documents Not Yet Viewed" window
2. Under User Settings, select the Startup User checkbox to list the documents that you, the logged in user, have not yet viewed. Alternatively, clear the Startup User checkbox and select the range of users for whom the report is to be run.
3. Click
OK to run the report.
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Client Portal 2015 Logging into the Client Portal
Portal Document Client History report
The Portal Document Client History report provides the history of a client’s activities on the
Client Portal.
1. From the Document Manager
Reports menu, click Portal Document Client History to open the “Report: Client Portal History” window.
Figure 21: The "Report: Client Portal History" window
2. Under Client Settings, select the Selected Client checkbox to list the Client Portal activities for the currently selected client. Alternatively, clear the
Selected Client checkbox and select the Client Reference for the client for whom the report is to be run.
3. Click OK to run the report
Accessing the Client Portal via a Web browser
Logging into the Client Portal
Your clients can log into the Client Portal from any location via a web browser.
1. Click on the link in the activation email to open the Client Portal Login page.
2. Type in your Client Portal Group login
User name and Password, and click Login.
3. If the Group login you used is linked to more than one Portal user, on the Select Portal Area page, click on the user whose Web Portal area you want to open.
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Figure 22: The Select Portal Area page
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Accessing the Client Portal via a Web browser
The Client Portal Document Listing page will open.
Client Portal 2015
Figure 23: The Document Listing page
The Document Listing page lists the documents that have been uploaded to the Client
Portal.
4. You can search for a document by selecting a search object, entering search text, and clicking .
The documents matching your search text will be listed.
5. To clear your search text, and display all the documents, click the cross as shown below.
Linking to another Group login
Once you have logged into the Client Portal using your linked Group login, you can link your
Portal user area to another Group Portal login.
1. Login to the Client Portal using the Group Portal login to which your Portal user area is linked.
2. If the Group login you used is linked to more than one Portal user, on the Select Portal Area page, click on the user whose Web Portal area you want to open.
3. On the Document Listing page, click to open the Link to Portal Login page.
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4. In the
User name and Password fields, enter user name and password for the Group Login to which your Portal user area is to be linked.
5. On the Attention page, click Yes to confirm the link.
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Client Portal 2015 Uploading documents
Uploading documents
It is possible for your clients to upload documents to the Client Portal from any location via a web browser.
1. Log into the Client Portal Document Listing page.
Figure 24: The Document Listing page
2. To upload a document to the Client Portal, click to open the “Upload File” window.
3. In File Name, click Choose File to select the document file to be uploaded.
4. If necessary, type in a comment about the document.
5. Click Upload to upload the document to the Client Portal.
The document will be added to the Document Listing page, with a Status of ‘Document
Uploaded’.
If your client uploaded the document, you will receive an email message informing you of the event.
Assigning a category to a document
You can categorise documents in the Client Portal, to enable filtering for searches.
1. Log into the Client Portal Document Listing page.
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Accessing the Client Portal via a Web browser Client Portal 2015
2. Click on the document to which you want to assign a category, to open the “Document
Details” window.
Figure 25: The "Document Details" window
3. To assign a category to the document, click next to the Category Name field.
4. In the “Categories” window Category Name field, either select an existing category or type in a new one.
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5. Click
Select to assign the category to the document.
When you search for a document, you can select a category to search on.
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Client Portal 2015 Viewing and signing a document
Viewing and signing a document
Once a request for signature has been issued, the client login will receive an email with instructions for downloading and signing the document.
Your client can do the following to view and sign the document.
1. Click on the link in the email to open the Client Portal Login page.
2. Type in your Client Portal User name and Password, and click Login to log into the Client
Portal Document Listing page.
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Figure 26: The Document Listing page
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Accessing the Client Portal via a Web browser Client Portal 2015
3. The document requiring a signature is marked by . Click on it to open the “Document
Details” window.
The
Signature Requested field will show that a signature has been requested for the document.
4. Before you can sign the document, click
5. Click Ok to the Download File message. to download it.
6. After viewing the document, you can click to sign it.
7. On the “Electronic Signature” window, click Sign Document.
The “Document Details” window,
Downloaded and Signed fields will show the dates that the document was downloaded and signed.
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You will receive an email informing you that the document has been signed.
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Client Portal 2015 Sending an email message to the document owner
Sending an email message to the document owner
Your clients can send an email message to the owner of a document in the Client Portal.
1. Log into the Client Portal Document Listing page.
Figure 27: The Document Listing page
2. Click on the required document to open the “Document Details” window.
3. To send an email to the document owner, click
4. On the “Email Document Owner” window, type on your message and click
Send.
Tip: Select the Email Copy to Me checkbox to send a copy of the email message to your email address.
5. Exit from the “Document Details” window
The document owner will receive an email with your message.
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Managing the Client Portal Client Portal 2015
Managing the Client Portal
Your Admin login user can customise the Client Portal and view the status of all your logins.
Viewing the status of your Client Portal logins
Your Admin user is able to log into the Client Portal to perform administrative tasks.
1. Click on the link in the activation email your Admin user received to open the Client Portal
Login page.
2. In the User name and Password fields, enter ‘Admin’ and your password.
3. Click Login to access the Client Portal Admin page.
Figure 28: Client Portal Admin page
4. To view the list of your Client Portal logins, select
User List.
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5. To view details of a login, either double-click on the user in the list or click on the user and click Details at the bottom of the page. The “User Details” window will open.
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Client Portal 2015 Customising the Client Portal
Figure 29: The "User Details" window
6. To Log out of the Client Portal, click the Log Out button.
Customising the Client Portal
Your Admin user can customise the Client Portal for your firm by doing the following:
Uploading an image file for your company logo
Specifying the URL of your company website
Editing the content of the message box displayed when a user clicks Contact Us
Editing the contents of emails sent by the Client Portal to clients and users
1. Click on the link in the activation email your Admin user received to open the Client Portal
Login page.
2. In the User name and Password fields, enter ‘Admin’ and your password.
3. Click
Login to access the Client Portal Admin page.
Figure 30: Client Portal Admin page
4. To view the list of the Client Portal content, select Content.
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Managing the Client Portal Client Portal 2015
To select a Company Logo image file
1. To select an image file for your company logo, either double-click on the CompanyLogo line, or click on the CompanyLogo line and then click Edit at the bottom of the page.
2. On the “Edit Image Content” window, click
Choose File to select the file name of your company logo image.
Note: The file name must have a.jpg, .gif or .png extension, and its size must not exceed 64
KB.
Figure 31: The "Edit Image Content" window
The “Edit Image Content” window displays the current logo image, which you are replacing.
3. Click
Upload to upload the image file to the Client Portal and close the “Edit Image Content” window.
When you next refresh the Client Portal page, your newly uploaded logo image will appear at the top right.
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Client Portal 2015 Customising the Client Portal
To enter your Company Web Address
You can specify the URL of the Web page that will open when a client clicks your firm’s Home
Page link.
1. Either double-click on the
CompanyURL line, or click on the CompanyURL line and then click Edit at the bottom of the page.
2. On the “Edit External Link” window, type the URL of your firm’s website Home Page.
Figure 32: The "Edit External Link" window
3. Click Save to save your entry and exit the window.
When you click on your company logo, the web page specified in the URL you entered will open.
To edit the content of the Contact Us message box
Caution: Do not attempt to do this unless you have a good knowledge of HTML coding. If you have any doubts, please contact Sage HandiSoft Support.
1. To edit the content of the message box that is displayed when a client clicks Contact Us, either double-click on the
ContactUsSent line, or click on the ContactUsSent line and then click Edit at the bottom of the page.
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Managing the Client Portal Client Portal 2015
2. On the “Edit MessageBox Content” window, you can edit the Heading and Message Body of the text box that is displayed when a user clicks Contact Us at the bottom of the page. You can include keywords that are replaced by Client Portal values.
As an example, the highlighted text has been added as shown below.
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Figure 33: The "Edit MessageBox Content" window
Tip: To insert a keyword, right-click to make a selection.
3. Click Save to save your changes and close the window.
When a client submits a message via the Contact Us link, they will receive a message as shown below.
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Client Portal 2015 Customising the Client Portal
To edit the content of the Client Portal emails
Caution: Do not attempt to do this unless you have a good knowledge of HTML coding. If you have any doubts, please contact Sage HandiSoft Support.
1. To edit the content of a Client Portal email, either double-click on the required email message, or click on the message and then click Edit at the bottom of the page.
2. On the “Edit Email Content” window, you can edit the Subject and Message Body of the email sent by the Client Portal. You can include keywords that are replaced by Client Portal values.
As an example, the highlighted text has been added, as shown below.
Figure 34: The "Edit Email Content" window
Tip: To insert a keyword, right-click to make a selection.
3. Click Save to save your changes and close the window.
In this example, the following email will be sent when a client uploads a document to the Client
Portal.
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Managing the Client Portal Client Portal 2015
To restore Client Portal email templates to their default content
In the Content list, all entries with ‘Email’ in the Type column are email templates.
Emails sent from your practice have a Name prefixed with ‘DocSentBywebservice’.
Emails sent from the client to your practice have a Name prefixed with
‘DocSentBywebapp’.
1. To restore a Client Portal email template to its default content, either double-click on the required email message, or click on the message and then click Edit at the bottom of the page.
2. On the “Edit Email Content” window, click Restore Defaults.
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3. On the “Restore Defaults Alert” window, click Yes to confirm the change.
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Client Portal 2015
The template will be changed to its default content.
Customising the Client Portal
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Index
C
Client Portal adding client logins 17 adding to your firm 13 admin user 14 assigning a category 39
Contact Us message box content 47 creating multiple client logins 24 deleting a client login 27 document details 28 email addresses 13 email content 49, 50 emailing to document owner 43 forgot password 14 locking documents against deletion 29 logging in 37 logins' status 44 requesting a signature 30, 31 resetting passwords 26 running reports 36 saving a signed document 34 selecting company logo 46 selecting company URL 47 sending a signature request reminder 33 setting email addresses 24 signing documents 41 suspending client logins 25 uploading documents 28, 39
R reports client portal history 37 portal documents not yet viewed 36
W windows
Client Portal Configuration for 17
New Signature Request 31
Portal Document Details 28
Portal User Selection 31
Signature Requests 31
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