Collections

Managing a Client's Documents

By Mary Cooper

updated 1 day ago

TaxDome features an easy to use dashboard that displays all of the documents that pertain to each of your clients. Instead of spending precious time trying to find documents from different years, you can get started working with them right away.

Covered here:

Overview: Client's Documents

You have three places to store your documents at TaxDome:

  • Client Uploaded. All files that have been uploaded by your clients or uploaded by a member of your firm on behalf of a client
  • We Prepared. All files that a firm has prepared for a client 
  • Source Files. All files that are intended for internal use and not visible to your clients.

In these subtabs, you’ll find the following information about each document:

  • Name: The document’s title. An icon showing the document’s file type will appear next to its name.

  • Date: The date that the document was uploaded. Documents are grouped by year.

  • Uploaded by: The name of the team member who uploaded the file (available for the files in We Prepared and Source Files subtabs).

  • Description: A description of the content of the document if one was added when it was uploaded (optional).

  • Status: The statuses of your documents help to manage and organize them. If a document is Pending Approval, the status is displayed in brown. Documents that are in Approved status are green, whereas Disapproved ones are red. Pending Payment documents are gray (available for the files in We Prepared subtab).


Previewing a Document

You can preview the files prepared by your firm by using TaxDome’s  built-in document viewer.

Either click on the document name or the eye icon to view it.  While viewing the document, you can also choose download it, move it to another folder, delete, or view its history.

Click Close to return to the list of files.

Viewing a Document's History (or File Audit Trail)

You can always see the events that have taken place with any uploaded document. TaxDome’s audit log allows you to find out when someone  uploaded, viewed, downloaded, signed, renamed, approved, or disapproved a document. This feature also tells you if a client opted out of using TaxDome’s e-signature verification system.

To view a document’s history, click on the sideways ellipsis icon to the far right of the document’s name, then click Audit Trail.


You can also access the Audit Trail link from the document viewer.

In the Audit Trail window, you’ll find the following information about a document’s history:

  • ACCOUNT NAME: The organization’s (for non-personal accounts) or client’s name.

  • USER: The first name, last name, and email address of any user who has accessed the file.

  • EVENT: An event that took place with a file. 

  • SERVER TIME: The time that the event took place on TaxDome. The time is shown in UTC.

  • CLIENT TIME: The time in the user’s location when the event took place.  The difference between UTC and the user's location time is also helpfully displayed.

  • IP ADDRESS: The IP address of the user who accessed the file, as well as the city and country they are located in.

  • BROWSER: The browser used when the event took place.


Downloading a Document

When you need to download a file, follow these steps:

  1. To download it to your computer or handheld device, click on the download icon.

You can also access the Download link from the document viewer.

2. When prompted, choose the location you would like to save the file to, then click Save.

3. When the download finishes, click on the file name of the downloaded document to open it (for more, go to How to specify where files are downloaded).

Deleting a Document

To remove a document from TaxDome:

  1. Select the checkbox next to the required document(s), then click the Delete Selected button. To select all documents, select the check box at the top of the table.

You can also access the Delete link from the document viewer.

2. Click the DELETE button in the Document Delete Confirmation pop-up. 

Editing a Document

To make any changes to a document, click on the sideways ellipsis icon to the far right of the document’s name, then click Edit.

You can change the file’s name, description, tax year, and so on. For Firm Prepared Documents, it is also possible to change the bill the document is locked to. Each document can be locked to only one bill, but a bill can have several documents locked to it.

To change the bill a document is locked to, click on the Change link next to the bill’s information in the Edit Document section, then select the bill you wish to lock the document to, then click Save.

Searching for a Document

To search for a document, type all or part of the document’s title into the search field, then click Enter.

The document list will be narrowed to your specified parameters.

Please note: You can also search for documents from the sidebar. This is useful when you’re not in a particular client’s profile. The search field in the sidebar looks through all files in the system so that you can quickly find what you need.

Filtering Documents

Filters help you find documents that meet a specific criteria. For example, you can select two filters so that you acquire a list of all of your Excel files uploaded in 2017.

To filter a list of documents:

1. Click on the FILTER button.

2. Narrow the list of documents you are searching for by selecting from the Year Uploaded and/or File Type filters. You can apply a single filter or more than one, depending on what you wish to find.

3. Click Apply filter.

The list of documents will be narrowed to your specified parameters.

Sorting a List of Documents

Sorting will order a list, so it is a useful tool to search for and view documents. . You can sort a list after you’ve applied filters to narrow it. When you sort a list by document name, you place it in alphabetical order. When you sort it by date, you place it in order of most recent document to least or vice versa. 

Click on the arrow icon to the right of the Name or Date Uploaded headings to sort your list of documents. For Firm Prepared Documents, you can also sort by document status or by a team member who has uploaded document. 

 

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