Client Portal. Sage HandiSoft 2015
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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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Managing client access to the Client Portal Client Portal 2015
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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Client Portal 2015 Adding clients
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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Managing client access to the Client Portal Client Portal 2015
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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Client Portal 2015 Suspending a Portal user’s access
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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Managing client access to the Client Portal Client Portal 2015
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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Client Portal 2015 Viewing and editing document details
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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Accessing the Client Portal via Document Manager Client Portal 2015
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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Client Portal 2015 Managing document signature requests
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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Accessing the Client Portal via Document Manager Client Portal 2015
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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