Managing Your Documents


By Mary Cooper

updated about 8 hours ago

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

Covered here:

Overview: Your Documents

On TaxDome, documents are stored in three places: They go either in the Private, Public, or Client’s Docs location (or subtab).

  • Private: These files are visible only to you and to any team member assigned to them. If you want your clients to have access to them, you will have to move them to either the Public or Client’s Docs location (or subtab).

    You can also drag-and-drop files directly into a folder on your desktop using our mapped drive. This allows you to bulk upload multiple files at once into a desired client account. If you decide to publish the files, you must place them in either the Public or Client Doc’s folder, which will make them visible to the client (see below).

  • Public: All files that a firm has prepared for a client account go here. Clients can't delete Public documents or move them to another folder.

  • Client’s Docs: All files that have been uploaded by your client accounts or uploaded by a member of your firm on behalf of a client go here. Clients can delete these documents or move them to another folder.

Under the Private, Public, and Client’s Docs 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 (available for the files in Public and Private locations): The name of the team member who uploaded the file.

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

  • Status (available for the files in Public and Client's Docs locations): The statuses of your documents help manage and organize them. See the details  in the section below.

Document Statuses Overview

Both Public and Client's Docs locations have the STATUS column. Statuses help you to identify documents that need your attention. Statuses are color-coded for quick recognition. If a document has more than one status, only the first one will be visible in the list. Hover your mouse to the bubble icon with a number on it to see other statuses.

Here is the list of available statuses for Public location:

  • PENDING PAYMENT. The document is locked and waiting for the client to pay the associated bill.
  • PENDING APPROVAL. You have sent the approval request, but the client hasn’t approved it yet.
  • APPROVED. The client approved the document.
  • DISAPPROVED. The client rejected to approve the document.
  • PREPARED FOR SIGNATURE. You have created the signature request, but haven’t sent it to the client.
  • PENDING SIGNATURE X/Y. You have sent signature request to Y number of users. X users have already signed or declined to sign. Hover your mouse over the status icon to see details and find out which signatures are still pending.
  • SIGNED: All users have signed the document.
  • OPTED OUT: All users have declined to sign the document.
  • FAILED TO PASS KBA: None of users have signed the document, at least one of them have failed the KBA.

There is only one status for Client's Docs location where it helps to indentify the documents that were sealed. Read more on this here.

Moving Documents to Public or Client's Docs (Making Them Visible to Client Accounts)

Documents uploaded to the Private location are not visible to the client account until you decide to move them to the Public or Client's Docs location:

  • Move documents prepared for the client account by your firm to the Public location.
  • Move documents uploaded by a member of your firm for the client account to the Client’s Docs location.

When a firm-prepared document is moved from the Private to Public location, it becomes visible to the client account, who will automatically receive an email notification about it. When you are ready to give a document to a client, you can lock it to a bill so that the client will be able to see the document but not download it until they make a payment. You'll also have the option and/or request the client’s approval.

Sometimes you might also need to move documents from the Private to Client's Docs location, or vise versa. For instance, this might happen if a client sent you documents by mail and you want to store them in their profile on TaxDome.

Documents can be moved by a firm owner and by a team member who has granted the Manage documents permission.

To make a document visible to a client, go to their profile: 

1. Navigate to the Docs tab, then open the subtab of your choice.

2. Select the checkbox to the left of the document(s) you want to move, then click the MOVE button. 

If you need to make only one file to make public, you can also click on the three dots icon to the far right of the document’s name, then hit Move. Additionally, you can access the Move option from the document viewer.

3. Select the folder you'd like to move your file(s) to, then click MOVE.

4. Proceed with file settings:

  • If moving from Private to Public, continue by uploading as described in Additional Options When Uploading to Public instructions 2. through 5. Repeat for each file by clicking on Next Document link, then click  PUBLISH or PUBLISH ALL
  • If moving to Client's Docs or Private, select the year (Unsorted is set as the default) the file will go to, then Select the folder you want to upload the document to or create a new folder for it. If no folder is selected, the document will automatically be saved to the main folder. Repeat for each file by clicking on Next Document link.

You cannot move documents with Pending statuses (e.g., Pending Approval, Pending Payment, or Pending Signature) from Public to Client's Docs location.

How Do I Know That a Client Has Uploaded a Document?

Once your client account uploaded a document, you'll receive a notification by email. You also will get a notification in your Inbox+. Click the document link to view it. Click Go to... link to navigate to account uploaded documents. 

Note that you can change notification preferences if you like.

Sealing Client’s Documents

Sometimes you may want to restrict your clients from managing documents uploaded by them. Say, you are working with important files and do not want your clients to delete them or move to another folder. In this case, you have two options:

  • You can move important document to the Public location (see above). Clients cannot delete Public documents or move them to another folder. They can only view and download it.
  • You can seal important document. This will leave the document in its original location, however, the client will not be able to delete it, edit file info, or move to another folder.

To seal a document stored in Client’s Docs location, select the checkbox to the left of the document(s) you want to seal, then click the Seal button. You can also select folders to seal. In this case, all documents located in this folder will be sealed. 

If you need to seal only one file, you can also click on the three dots icon to the far right of the document’s name, then hit Seal.

All documents stored in Client’s Docs are unsealed by default. When you seal them, its status is changed. Click on the up-down arrow icon to the right of the Status heading if you want to see all sealed documents at the top.

When you no longer need to restrict your clients from managing specific document, unseal it by selecting the files/folders and clicking the Unseal button at the top of the list. 

Or, if you want to unseal only one file, you can also click on the three dots icon to the far right of the document’s name, then click Unseal.

Previewing a Document

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

Either click on the document name or the eye icon to view it. If PDF orientation is wrong, you can easily rotate it clockwise by using the arrow button. 

When previewing images (jpg, jpeg, png, jfif, gif), you can easily rotate it clockwise, zoom in or zoom out using the buttons at the right.

While viewing the document, you can also choose to download it, move it to another location, delete it, or view its audit trail. Click the three dots icon in the upper right corner to get access to these options. 

If there are two or more files in the current folder, you can move between them using the Previous and Next links at the top right.

Click Close at the bottom to return to the list of files.

Viewing a Documents History (or File Audit Trail)

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

To view a document’s history, click on the three dots 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 nonpersonal accounts) or client account.

  • 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 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 and Restoring a Document 

Documents can be deleted and restored by a firm owner and by a team member who has granted the Manage documents permission.

When you delete a document from TaxDome, you put it in your trash. The file will stay there for 30 days and then will be permanently deleted. Clients can't access/sign/approve the documents which were put to Trash.

1. Select the checkbox next to the required document(s), then click the DELETE button. To select all documents, select the checkbox 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. 

You can access all files that were deleted during the last 30 days by navigating to the Trash subtab of the Docs tab. 

Note the following:

  • Files removed from different silos are displayed in one list. You can see its year and location in the PATH column.
  • You clients don't see files deleted from Public or Private silos in their trash. Only document's deleted from Client's Docs (either by a firm or by the client) are shown to them.
  • You still can preview or download files when they are in Trash.
  • When you put a document to Trash, it loses all connections, e.g., bills, signatures, etc.
  • When you delete a folder, all files from a folder are put in Trash. Empty folders are deleted immediately.

To restore a document, click on the three dots icon to the far right of the document’s name, then click Restore.

  • If a year or a location of the restored file are not exist, they are automatically created.
  • Document Audit Trail is restored along with a file.
  • All prior document's connections, e.g., bills, signatures, etc., are not restored.

Editing a Document

Documents can be edited by a firm owner and by a team member who has granted the Manage documents permission.

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

You can change the file’s name, description, year, and so on. For public documents, you can also turn on/off Request client account approval and/or Lock this document to an unpaid bill options. 

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. Click the cross icon in the Search field to clear it.  

Please note: You can search for documents from the sidebar. This is useful when you’re not already in a particular client’s account. The search field in the sidebar looks through all the files on TaxDome 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 three filters so that you acquire a list of all of your PDF files uploaded in 2017 and signed by the client.

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, File Type, Signature, and/or Approvals filters. You can apply a single filter or more than one, depending on what you wish to find.

3. Click APPLY.

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 up-down arrow icon to the right of the Name, Uploaded By, or Date Uploaded headings to sort your list of documents. For documents in the Public section, you can also sort by document status.

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