AccountKit is not a document management system, leaving this to the multitude of providers specifically built to look after your file management needs. The advanced component of the document management system allows for additional functionality to save clicks and create a slick experience from creating templated folder structures to collating/editing .pdf documents ready to be sent out for signature.

Thie features listed here are only available in the Professional and Practice subscriptions tiers in AccountKit. Find out more about what each subscription tier includes on our pricing page.

Check out the Document Management System (DMS) help page regarding details of the functions that is included with the base subscription.

All requirements regarding the DMS integrations is the same to use the new functionality, however, there are some additional criteria:

As part of the advanced DMS functionality, you will be able to set up templated folder structures and insert template documents into client folders. The reason behind this functionality is to help facilitate a standardised approach to setting up folders and work paper documents for clients so there is consistency regarding how to approach work across your business.

To view your template folder structures and template documents that can be surfaced in the DMS window you will need to head to your Practice Settings > Tool Settings > Document Management.

Set default settings for all elements in relation to your connected document management systems

These are located in your Practice Settings > Tool Settings > Document Management:

1. 3 dot action menu

From the 3 dot menu, you can edit and delete the selected template.

Editing from here allows you to modify the template name and description.

2. + Create Template

You can add a new folder template structure.

3. Click on the template name

Allows you to edit the underlying folder structure.

Now that you have customised your templates (step above), you can start creating your folder structure.

Click on the + icon in your DMS to create a new Folder Structure or a new Document, using the templates you've created.

A pop-up window will appear, for you to give your Folder Structure Template a name to easily identify its purpose, and optionally add a short description:

From here you'll be taken to a blank window to start adding folders. Add your folder by typing a name into the "+ Add folder" field and pressing the tab key or pressing enter to add the folder. (Note this is the same functionality when editing an existing folder template).

The left side of the window is where you can add the folders to, and on the right side there will be a preview of how the template will look in your DMS.

Additional options next to the folder include:

Create a sub-folder under the current folder.

Rename folder.

Delete folder.

When you are done, click Close.

The document templates section allows you to hold your document templates for various tasks which can be added to a client folder when in the DMS window in AccountKit.

1. 3 dot action menu

From the 3 dot menu, you can edit and delete the selected template.

Editing from here allows you to modify the template name and description.

2. + Create Template

You can add a new folder template structure.

3. Click on the template name

Allows you to edit the underlying folder structure.

Ensure you have created and customised your document templates in the previous step, before moving to this area.

Click on the + icon in your DMS to create a new Document, using the templates you've created.

A pop-up window will appear for you to Select a template to use.

NOTE -One thing to keep in mind is this document is inserted directly into the client folder, therefore, you DO NOT want to save a template file type here. For example; an excel document is saved as an .xlsx, however, traditionally, if you wanted a template document you would save it as an .xltx. This is not the case when linking a 'template' document to AccountKit.

With the advanced DMS functionality, you will now have access to the .pdf editor within AccountKit.

The .pdf editor can be accessed from wherever you can surface the DMS and will open whenever you double-click a PDF document.

Element functionality is as below:

1. Sidebar toggle

Show/hide sidebar window.

2. Undo

Undo most recent action.

3. Redo

Redo most recent undid action.

4. Page navigation

Navigate to the desired page via the arrows or by entering a value in the page number field.

5. Select multiple annotations

When a document is annotated use this tool to select one or more annotations together.

6. Pan mode

This icon turns your cursor into a hand which allows you to click on the document and pan the view as desired.

7. Zoom out

This icon allows you to zoom in.

8. Zoom in

This icon allows you to zoom out.

9. Fit page/width

This element allows you to toggle between fitting the page into the window or fitting the page by its width.

10. Text highlighter

This element allows you to highlight rich text within the document.

11. Strikethrough

This element allows you to format rich text with a strikethrough.

12. Underline

This element allows you to format rich text with an underline.

13. Text

This icon allows you to choose been add text or add a callout within the document. The default option is text.

14. Drawing

This icon allows you to choose between drawing annotation and free-form highlighting. The default option is drawing.

15. Link

This icon allows you to choose between inserting a link and inserting an image. The default option is to insert a link.

16. Arrow

This element allows you to draw shapes. The default is to draw an arrow.

17. Note

The element allows you to add a note to the document.

18. Eraser

The element allows you to erase annotations on a document.

19. Stamp

This icon allows you to add a stamp to a document.

20. Document editor

The document editor allows you to adjust: Page layout, page position, insert additional documents and add/delete pages.

21. Redaction *new feature

This allows you to do a text, area or smart redaction in the document.
You'll have the ability to hide, obscure, or remove sensitive, confidential, or private information.

22. Print

This option allows you to print preview and print to pdf a document.

23. Document crop

This option allows you to crop specific parts of a document.

24. Search document

This allows you to search rich text within a document.

25. Download

This action allows you to download the document.

26. Thumbnails

This shows the various pages in thumbnails in the sidebar.

27. Outline

This shows the document outline (where applicable).

28. Annotations

This details all narrations in the document (where applicable).

29. Bookmarks

This displays and allows you to add bookmarks to the document.

30. Rotate Right

Rotate the page 90 degrees right.

31. 3 dots

Further page adjustment options (add, delete duplicate, rotate)

32. Document window

This is where you can see the current page of the document.

This new feature allows the user to edit the PDF using text redaction, area redaction and smart redaction. To use it, click on the drop-down arrow next to Text Redaction and select your preference.

Noting that as soon as you click on Apply Redactions, you cannot undo it, unless you close the document without saving it.

Text Redaction - allows you to manually select a text within the document, so it can be redacted.

Area Redaction - use the mouse to select any area of the document and redact it.

Smart Redaction - click on Smart Redaction to open and select from a list type of information to be redacted. Click on Preview to automatically find all matches within the document.

Refer to our E-Signing help page for more information.

Document Management System (DMS)

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