Overview

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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.

 

Before you start

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Base DMS Functionality and Integration Partners

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:

• The new functionality cannot be accessed via the legacy user interface.
• You will need to be using the current pricing of AccountKit. See details regarding are current pricing HERE.

Template Folders & Documents

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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 > General settings > Document Management System.

Folder Templates

Icon	Action	Detail
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.

 

Creating a new folder template

Click "+ Create New" and a pop-up window will appear, from this pop-up 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 and the right side provides a preview of how the template will look in your DMS.

Additional options next to the folder include:

Icon	Function
	Create a sub-folder under the current folder.
TBA	Rename folder.
	Delete folder.

When you are done, click Close.

Document Templates

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.

Icon	Action	Detail
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.

 

Creating a new file template

Click "+ Create New" and a pop-up window will appear, from this pop-up give your file template a name to easily identify its purpose, optionally add a short description and a facility to select a file from your DMS:

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.

 

i	This functionality is not supported in FYI docs. They use a filing system that is based on cabinets rather than the traditional folder structure.

 

PDF Editing

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

#	Action	Detail
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	Print	This option allows you to print preview and print to pdf a document.
22	Document crop	This option allows you to crop specific parts of a document.
23	Search document	This allows you to search rich text within a document.
24	Download	This action allows you to download the document.
25	Thumbnails	This shows the various pages in thumbnails in the sidebar.
26	Outline	This shows the document outline (where applicable).
27	Annotations	This details all narrations in the document (where applicable).
28	Bookmarks	This displays and allows you to add bookmarks to the document.
29	Rotate Right	Rotate the page 90 degrees right.
30	3 dots	Further page adjustment options (add, delete duplicate, rotate)
31	Document window	This is where you can see the current page of the document.

 

E-Signing

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

 

Related Links

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Document Management System (DMS)	Learn how to connect and manage your DMS
E-signing	Learn how our e-signing integration works.
Annature	Learn more about our e-sign partner Annature.
Fusesign	Learn more about our e-sign partner Fusesign.
Workflow	Learn more about AK Workflow.
Workflow 101	Click here to check out the workflow 101 videos