Uploading Documents

Upload documents to TaxDome: drag-and-drop them, select all from a folder, or use a zip archive that will automatically unpack. 

Documents can be uploaded by firm owners or by team members with access to the account & who are granted the Manage documents permission.

Covered here:

How to Upload Documents

Files can be uploaded to TaxDome using any one of these options: 

To upload a document to TaxDome with the + NEW button:

1. Click + NEW on the left sidebar, select Document and find the name of the client account you wish to upload to. If you are already inside the client profile, it will pre-populate.

2. Choose files to upload: Drag-and-drop or click icons to browse your computer. Add as many files to different locations ( Private, Public, or Client's Docs) as you like. 

3. That's it! Click UPLOAD to finish uploading the documents to TaxDome.

Note that if you'll try to leave the Upload Documents page without clicking on UPLOAD button, we will warn you. Click Cancel in the alert pop-up, then upload your documents. Please do not select Prevent this page from creating additional dialogs checkbox, otherwise, you will not be able to receive such alerts in the future.

Please mind the following:

  • See Disallowed file types to find out more about file types that are not recognized. With all types, the maximum upload size is 200 Mb. 
  • If there are no folders, that means none have been created so far. See folder templates
  • You can manually add folders by clicking on the three-dots icon to the right of the location of your choice and then selecting New Folder.

  • You can rename or delete any files from the tree view.

  • If at least one of the files you want to upload was placed in the Public location, you'll see a notification after you've clicked the UPLOAD button. Find out about the options you have below.

Additional Options When Uploading to Public (see below for file permissions)

When uploading to the Public location, you'll then have two choices: 

  • JUST UPLOAD: The files will be instantly uploaded, and the client will not be notified about it. You can access additional options later by editing the document.
  • EDIT & UPLOAD:This gives you access to additional options. You can:
    1. Edit the file name and add description (up to 150 characters).
    2. Lock documents to bills (see here for the details).
    3. Request client approval on the document (see here for the details)
    4. Notify your client that a file has been published. When you have the Notify client toggle on, this sends an email to all linked contacts who have the notifications turned on for their email. Read more on how to turn on the notifications for your clients here.
    5. Receive a notification when client views document for the first time. When you have the Notify assignees when client opens document toggle on, all team members assigned to a client who have the notifications for Documents turned on, will receive a notification to their email and Inbox+. Read more on assigning team members to a client here.

Auto-Uploading Documents to Client Accounts as Automations

Folder templates + Auto upload new file from TaxDome on Vimeo.

You can upload documents to client accounts as automations when a job has been moved to a new stage in a pipeline. For example, you can put accounting, bookkeeping or tax templates to the Private folder, service agreement to the Public folder, or automatically upload any other documents that are not client-specific.

To upload a document to a client automatically, you’ll first need to create a folder template containing the files you want to be uploaded automatically. Please read our detailed instructions on how to create a folder template

Once you have a folder template with files, you can add the Apply Folder Template automation to the pipeline. This way, all accounts that are added to a specific pipeline can have a predefined set of custom documents uploaded automatically. 

Document Permissions, Explained

On TaxDome, documents can be stored in three silos: Private, Public, or Client's Docs 

  • Private: Private files are visible only to you and to any team member assigned to the client it belongs to. (For more information on how to set up team permissions and access rights, see User Access Rights.) 

  • Public: Public Documents are visible to clients. Clients cannot modify these files in any way. Documents uploaded to Public, may have additional settings: notify client of upload, lock document to unpaid bill (the client won’t be able to download it until a payment is made) and request the client account’s approval.

  • Client’s Docs: When clients upload documents in their portal, they are placed into Client's Docs. You may also upload to this silo on their behalf. These documents are visible to the client. Clients can delete these documents or move them to different folders.

Within each silo, you can create any folders. They can be added either manually or using the folder templates. You can upload files to folders or to inside a top-level silos.

When you add new accounts to the system (either manually or by importing them) a default folder template named Default Tax Years is automatically applied to them. If you don’t want to use our default folder template, you can either change it to another one, edit it (years are not obligatory), or choose to create new accounts without default folder template. Read more on this here.

Uploading Whole Folders

The simplest way to upload a folder is to drag and drop it.

To upload a whole folder without drag and drop, click - click +New in the left sidebar, go to Documents, find the client account, then click the folder upload icon to the right of the folder of your choice, then choose the desired local folder.

When done, click the big UPLOAD button at the bottom to add all the documents from a folder to TaxDome.

Please note the following about uploading folders:

  • TaxDome processes all files in your selected folder as well as in all subfolders.

  • File types that are not recognized will not upload.

  • Your original folder structure will carry over.

  • If you need to upload several folders at once, drag-and-drop. 

Uploading Zip Archives

Another way to upload multiple files quickly is by using a zip archive that contains multiple documents. TaxDome can upload zip files of up to 200 Mb. Uploading a zip archive is the same as uploading all the files inside it individually but less time-consuming.

Zip files are uploaded the same as other files. However, once a zip file is uploaded, TaxDome handles it differently:

  • The zip file is automatically unzipped.

  • File types that are not recognized will not upload.

  • Folders on the zip will not replicate on TaxDome, so you'll need to create new folders on TaxDome to organize your files.

  • The original zip archive that you uploaded is deleted.

  • When uploading to  Public, you'll be able to provide details for each unpacked file.

What Your Client Sees When You Send Them Documents

Your client can access the documents you've moved to Public by either going to Documents, then Firm Prepared Documents on their portal, by clicking the link sent to them in the automatic email notification, or by clicking the notification on their dashboard. 

You can see a read-only view of client's account portal to experience TaxDome from their side.

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