Uploading Documents

Avatar

By Mary Cooper

updated 12 days ago

There are many ways to upload documents to TaxDome. You can upload them one by one, several or all  from a folder, or use a zip archive that will automatically unpack. You also have the option of doing all of that on the TaxDome Windows App.

Covered here:

The Ins and Outs of Uploading on TaxDome

On TaxDome, documents are stored in three places: They go either in the Private, Public, or Client’s Docs location (or subtab). You access them by going to Clients, selecting the client’s name, then navigating to the Docs tab.

  • Private: All the files you upload to TaxDome are saved here. Private files are visible only to you and to any team member assigned to them. (For more information on how to set up team permissions and access rights, see User Access Rights.) The Private location (or subtab) is where you can safely store drafts; reference materials for tax preparation; proprietary spreadsheets, such as Proseries or Lacerte files; a client’s firm-prepared documents; or any documents that do not need to be seen by the client.

  • Public: Documents you want to share with your client will need to be moved from Private to Public location (or subtab). It then becomes visible to the client, and they receive an automatic email notifying them. When you are ready to move to Public, you can also lock the document to an unpaid bill (the client can see the document but won’t be able to download it until a payment is made) and/or request the client’s approval.

  • Client’s Docs: All documents uploaded to TaxDome whether by the client or by you on their behalf are stored in Client’s Docs. These documents are visible to the client.

Uploading Documents

Files can be uploaded to TaxDome any one of three ways: 

  • Clicking  the +New button on the left sidebar.

  • Going to Clients, selecting the client’s name, navigating to the Docs tab, then opening the Private, Public, or Client’s Docs subtab, where you can drag-and-drop the file.

  • Using the TaxDome Windows App.

To upload a document to TaxDome:

1. Click +NEW on the left sidebar, select Document, find the name of the client whose document you're uploading. You’ll see a list containing your five most recent clients. If the one you are looking for does not appear here, type their name, ID, or email into the search field. 

2. Click the ADD DOCUMENTS button, then locate the file on your computer and select it. 

  • To add several files from one folder, select them while holding down the control key on your keyboard. 

  • To add files from another folder, click on the + ADD DOCUMENTS button again.

Permitted file types: PDF, MS Office, QuickBooks Desktop, images, and zip archive. With all file types, the maximum upload size is 100 Mb.

You can also upload by going to Clients, choosing the client’s name, navigating to the Docs tab, then opening the Private, Public, or Client’s Docs subtab, where you can drag-and-drop files. All files uploaded via drag-n-drop always go to Private subtab. 

2. Select the year (Unsorted is set as the default). If a particular year does not appear in the list, it means the client hasn’t yet submitted documents for that year. You can add the year by clicking on the Add Year link. 

3. Edit the file name (optional) and add a description about it (up to 150 characters).

4. 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.

5. If you are uploading several files, click on the file name in the list to begin adding the details and settings for the next file to be uploaded.

6. Click UPLOAD or UPLOAD ALL to add the document to TaxDome. The file will be saved to the Private subtab. Your uploaded files are never visible to the client until you decide to make them public

Uploading Documents to Public

Though all files you upload to TaxDome go to the Private section by default and have to be moved to Public to become visible for a client, you have an option to upload them straight to Public. To do so:

1. Click +NEW on the left sidebar, select Document, turn on Share with Client toggle, then select the name of the client.

2. Proceed with uploading ad described in Fill in 2. through 6. in Uploading Documents to TaxDome above.

3. By default, your client receives an email notification on a file uploaded to Public. If you don't want a notification to be sent, turn off Notify client toggle.

When uploading straight to Public you don’t have access to additional options, such as locking a file to a bill or requesting a client’s approval. You can access these options via editing a document.

Uploading a Folder

To upload multiple documents quickly, you can do an entire folder at once. To add all the files from a folder, click +New in the left sidebar, go to Documents, find the client, click the +ADD FOLDER button, then choose the desired folder. 

Fill in all the necessary details and choose your settings (for more help, see 2. through 4. under Uploading Documents, above). Uploading an entire folder is the same as uploading all the files inside it one by one,  but much less time-consuming.

With the TaxDome Windows app, you can also upload multiple folders at once (see Bulk Uploading).

Please note the following about uploading folders:

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

  • Permitted file types include images, PDFs, Word, Excel, and zip; all other file types will not upload.

  • After the upload, you will be able to provide details for each document in your folder and subfolders. 

  • Your original folder structure will not carry over; you will need to create folders in TaxDome to organize your files.

  • You cannot select several folders at once. If you need to upload multiple folders, use the + ADD FOLDER button for each one. 

Uploading a Zip Archive

Another way to upload multiple files quickly is by using a zip archive that contains multiple documents. TaxDome allows zip files of up to 100 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.

  • Only images, PDFs, Word, and Excel files are recognized (other file types will not upload).

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

  • The original zip archive you uploaded is deleted.

  • You will be able to provide details for each unpacked file.

Changing a Client's Name While Uploading

Usually, you select the client’s name before selecting the files you are about to upload. However, you might have the wrong client:

  • If you clicked + NEW button and then selected Document while inside a client’s profile, you probably are looking to upload a document for that client. The next step would be to upload their document.

  • However, if  the document is for someone else, you can still choose another name once the Upload Document pop-up comes up:

You can still choose another client’s name once the Upload Document pop-up comes up:

1. Click the client’s name at the top of the window. You’ll see a list containing your five most recent clients. If the one you need does not appear here, type their name, ID, or email into the search field. 

2. Click the CHANGE CLIENT button. 

Please note: Changing a client's name will clear all fields. You will need to locate the files on your computer and select them again.

Moving Documents to Public

When a firm prepared document is moved from Private to Public section it becomes visible to the client, who automatically receives an email notification letting them know. When you are ready to share your document with a client, you can also lock it to an unpaid bill (the client will be able to see the document but not download it until they make a payment) and/or request the client’s approval.

To make your document visible to a client: 

1. Upload the file to TaxDome as described in the Uploading Documents section above. The file will be saved to the Private location (or subtab). 

2. Select the checkbox next to the document(s) you want to move, then click the MOVE TO PUBLIC button. 

If you need only one file to make public, you can also click on the vertical ellipsis icon to the far right of the document’s name, then hit Publish.

3. Select the year (Unsorted is set as the default). If a particular year does not appear in the list, it means the client hasn’t yet submitted documents for that year. You can add the year by clicking on the Add Year link. 

4. Edit the file name (optional) and add a description about it (up to 150 characters).

5. Select the folder you wish to upload the document to or create a new folder for it. If a folder is not selected, the document will automatically be saved to the main folder.

6. You can turn on Lock this document to an unpaid bill to ensure receiving a payment for your firm's work. When this option is enabled, the document will be visible to the client but not available for download until the bill for it has been paid. Once it has been, the document will automatically unlock.

7. You can also turn on Request client approval. Enabling it allows you to make sure the client is satisfied with your work (or whether they want you to make any changes).

8. Your client will automatically receive an email notification that a file has been published. If you don’t want a notification to be sent, turn off Notify client by clicking on the toggle so that it is grayed out. 

9. If you are moving several files, click Next File to begin adding the details and settings for the next one you upload. You can also click on the file name in the list.

10. Click PUBLISH or PUBLISH ALL. Once you have done so, file(s) are moved from the Private to Public subtab.

Moving Documents to Client's Docs

While clients typically upload files to TaxDome on their own, sometimes you might need to do it for them. When you’ve received some documents from a client by mail and want to store them in their profile on TaxDome.

To upload a document for a client:

1. Upload the file to TaxDome as described in the Uploading Documents section above. The file will be saved to the Private location (or subtab).

2. Select the checkbox next to the document, then click the MOVE TO CLIENT'S DOCS button. 

If you need to move only one file, you can also click on the vertical ellipsis icon to the far right of the document’s name, then click Publish on Behalf of Client.

Do not use the Move to Client's Docs option to share documents prepared for the client by your firm. Use the Move to Public instead. 

3. Select the year (Unsorted is set as the default). If a particular year does not appear in the list, it means the client hasn’t yet submitted documents for that year. You can add the year by clicking on the Add Year link. 

4. Edit the file name (optional) and add a description (up to 150 characters).

5. 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.

6. If you are publishing several files, click Next File to begin adding the details and settings for the next one. You can also click on the file name in the list.

7. Click PUBLISH or PUBLISH ALL.  The file(s) will then be moved from the Private to Client’s Docs location (or subtab).

Did this answer your question?