Uploading Documents

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By Mary Cooper

updated about 5 hours ago

There are many ways to upload documents to TaxDome. You can drag-n-drop 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 or via TaxDome Drive.

Covered here:


The Ins and Outs of Uploading on TaxDome

On TaxDome, documents are stored in three places, separated by permissions: 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: Private files are visible only to you and to any team member assigned to the client. (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 account’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 are stored in Public location (or subtab). They are visible to the client, and they may receive an automatic email notifying them. When uploading 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 account’s approval. Clients can't delete Public documents.

  • Client’s Docs: All documents uploaded to TaxDome whether by the client account or by you on their behalf are stored in Client’s Docs. These documents are visible to the client account. Clients can delete these documents or move them between the folders.

Within each silo, there is an Unsorted folder. You can also create YEAR folders. You can upload your files inside of any year or Unsorted folder.  You cannot create folders inside the top-level silo that are NOT a year or unsorted (see example below)

Uploading Documents

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

To upload a document to TaxDome:

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

2. You will see the tree view of all documents for that client account. You have two options here:

  • Drag-n-drop the files to the TaxDome folder of your choice, OR
  • Click the document upload button to the right of the TaxDome year folder or subfolder of your choice, then locate the file on your computer and select it. 

See Permitted file types to find out more on file types we allow. With all file types, the maximum upload size is 100 Mb. 

3. If a particular year does not appear in the list, it means the account hasn’t yet submitted documents for that year. You can add the year by clicking on the Add Year link to the right of the location of your choice.

4. Add as many files to different locations (Private, Public, or Client's Docs) as you like. 

5. Click UPLOAD to add the documents to TaxDome.

Accessing Additional Options When Uploading to Public

If at least one of files you want to upload was placed to the Public location, you will see a notification after you clicked the UPLOAD button. You have two options here:

  • JUST UPLOAD - The files will be instantly uploaded. The client will not be notified on new document(s). You can access additional options later via editing a document.
  • EDIT & UPLOAD - You will have an opportunity to lock the documents to bills, to request client's approval, to turn on the email notification, etc. 

If you want to make any changes, click EDIT & UPLOAD, then follow these steps:

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

2. 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 account but not available for download until the bill for it has been paid. Once it has been, the document will automatically unlock.

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

4. Your client account 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. 

5. If you are uploading several files to Public, 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 UPLOAD or UPLOAD ALL.

Uploading Folders

Uploading entire folders is the same as uploading all the files inside it one by one, but much less time-consuming. To add all the files from a folder, click +New in the left sidebar, go to Documents, find the client account, then either:

  • Drag-n-drop the local folder(s) to the TaxDome folder of your choice, OR
  • Click the folder upload button to the right of the year folder or subfolder of your choice, then choose the desired local folder. 

Click UPLOAD to add all 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 allowed will not upload.

  • Your original folder structure will carry over.

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


Uploading Zip Archives

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.

  • File types that are not allowed 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.

  • If uploading to Public, 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 Documents screen comes up:

You can still choose another client’s name once the Upload Document screen 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 account, 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 account: 

1. Navigate to the Private location (or subtab) of the Docs tab inside the client account. 

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 three dots icon to the far right of the document’s name, then hit Publish.

3. Proceed with uploading ad described in Fill in 2. through 5. in Uploading Documents to Public above.

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

What Your Client Account Sees When You Send Them Documents

Your client account can access documents you've moved to Public either by going to Documents > Firm Prepared Documents of their portal or by clicking the link in the email notification. 

You can access Read-Only View of Client Account Portal to experience TaxDome from the client account'’s side.


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 account by mail and want to store them in their profile on TaxDome.

To upload a document for a client account:

1. Navigate to the Private location (or subtab) of the Docs tab inside the client account. 

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 three dots 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).


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