Documents explained

TaxDome stores all client documents in a central Documents section, organized into folders with configurable access levels. This article explains how documents are structured, where to find them, and how access control works.

Documents at a glance

The Documents section is the central file store for all client documents in TaxDome. Firms use it to receive files from clients, organize them into access-controlled folders, and act on them — requesting signatures, approvals or locking documents to invoices. Documents can also be linked to jobs and connected to pipeline automations.

How documents work

In general, the Documents workflow is:

1. Set up the folder structure for each client account: create top-level folders with the access level that fits each purpose.

2. Bring documents into TaxDome: the firm can upload documents from the web portal, desktop app or mobile app, or collect them from clients through organizers, document checklists, client requests, file requests, chats or email.

3. Organize and label documents: apply tags , check the document status , grant individual permissions per document or folder, or seal a folder to keep files in place.

4. Act on documents: request an e-signature , request client approval , lock a document to an unpaid invoice , or link a document to a job so it appears on the job card.

Automate processes with Documents

Documents connect to pipeline automations , so files can be delivered to client accounts and jobs can move forward through the pipeline without manual handoffs.

Common automation scenarios:

• Auto-upload documents to client folders — add the Apply folder template automation to a pipeline stage, and the folder template, together with any documents placed inside it, is applied to the account as soon as the job enters that stage.
• Move a job when an e-signature is complete — link a document pending signature to a job and enable Automove on the stage; the job advances automatically once all parties have signed.
• Move a job when a document is approved — link a document pending approval to a job and enable Automove; the job advances as soon as the client approves it.
• Move a job when a locked document is paid — link a document locked to an unpaid invoice to a job and enable Automove; the job advances once the client pays and the document unlocks.
• Send automatic reminders — when a document is pending approval or signature, scheduled reminders prompt the client to take action without you having to chase them.

Document upload notifications

When a client uploads a document, you receive an email notification. Plus, you get a notification in your Inbox+ . Click on the highlighted document name or the Go to… link to get to the document.

You also receive a notification when a client uploads documents to an organizer .

On the Documents page, documents that have been uploaded by the client and haven’t been viewed or downloaded by any of the firm members yet — and folders containing such files — are labeled New. Once any member of your team opens the file, the New label disappears for all firm members.

Next to Docs, you can see the general number of unopened docs uploaded by the client.

Note

Change your notification preferences whenever you need to.

Access and permissions

Firm owners and admins can upload, edit and delete documents for all accounts. Other team members need the Manage documents access right to work with documents. Firm owners and admins can also configure individual permissions per folder or document for both team members and clients.

Client view

Clients see documents with the Client can view and edit or Client can view access level in their client portal Docs section. They can upload documents to TaxDome, manage and download them, sign and approve documents prepared by the firm.

As a firm, you can upload documents to the client account folders. If you enable the Notify client toggle , the client receives a notification about it and may review documents. If the toggle is disabled, the documents will be added to the client accounts with the New label.

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