Document Management System (DMS) - Basic

Overview

AccountKit is not a document management system, leaving this to the multitude of providers specifically built to look after your file management needs. Instead, we utilise the connections to link back to source documents enabling quick access and previewing from within any tool and the ability to save reports and files directly back into your DMS. 

The idea is to bring the documents you need to your fingertips for quick ease of access.
 

Basic DMS

This article will cover all the aspects of the Basic DMS functionality in AccountKit, available in all AccountKit subscription tiers. This includes setting up the DMS integration and connections, browsing, creating folders and more.

Advanced DMS

For more information on the new functionality we have brought to the document management integrations in AccountKit click HERE. This includes folder structure and document templates, PDF editing, E-signing integration and more. 

he Advanced DMS features are only available in the Professional and Practice subscriptions tiers in AccountKit. Find out more about what each subscription tier includes here.
 

Before you start

Supported Document Storage Systems

AccountKit connects to multiple document management systems (DMS), of which you’re able to connect to more than one at a time if you run more than one. Those presently available to connect to include:

• SuiteFiles
• FYI
• Dropbox
• GoogleDrive
• Microsoft OneDrive, OneDrive for Business and Sharepoint
• Box
• Nimbus Portals

Initial Setup (All except FYI)

Setting up the Practice’s Initial Connection

The connection process is the same for each DMS with exception to FYI, noting that you can have multiple DMS's hooked up at the same time.

• The practice administrator needs to go to Practice Settings > Integrations Tab

• Select Connect next to your DMS of choice  
  1. If you’re already signed into your DMS
     • Click Allow when asked to allow AccountKit to connect to your DMS
  2. If you're NOT already signed into your DMS
     • The sign in page will appear, sign into your DMS as normal
     • Click Allow when asked to allow AccountKit to connect to your DMS
  3. You will then be returned to AccountKit where you’ll now have the option to define the default directory for each connected DMS.
  4. All Users will be notified via the notification strip of the connection to the DMS and can access from their login. 

Selecting the practice default folder

The purpose of this is to select a Default Folder to start from when browsing the file structure of each DMS throughout AccountKit; This is optional.

1. Click Select the Default Folder per the above image.
2. A browse window will appear. In the browsing window select the folder you want to be the default. If you do not have a folder yet click New Folder and you can create and name a new one. 
3. Be sure to click the checkbox next to the folders name
4. Click Select.

Connecting individual users

Once the practice has been connected, individuals will get a notification at the top of the page identifying that there’s been a new DMS connected. By requiring individuals to individually login, they’re assigned the same underlying folder and file permissions already attributed to them.

Each user (including the Practice Administrator) can follow the link within the notification or just head straight to the “My Profile” under their username.

• Here they’ll find under the integrations section a grey version of the icon representing the DMS to be connected. Select this icon and follow these steps:
  • If you’re already signed into your DMS
    • Click Allow when asked to allow AccountKit to connect to your DMS
  • If you're NOT already signed into your DMS
    • The sign in page will appear, sign into your DMS as normal
    • Click Allow when asked to allow AccountKit to connect to your DMS

• You will then be returned to AccountKit, where the icon will now be in colour to indicate the successful login. All DMS related elements of each page will now be enabled.

Setting a Client Default Folder

The purpose of this is to streamline access to the underlying client folder from within any tool saving a manual browse through the directory structures to find the applicable location of a particular document; It’s not mandatory, but sure will make your life easier.

You have three places you are able to set the default folder for your clients, but broadly speaking, anywhere you see the logo of the DMS of your choice, you will have to ability to browse to and edit the default folder for your clients. 

1. People Page
   • Click on the grey DMS icon - e.g. OneDrive, FYI, Google Drive etc
   • Click on "Set Default Folder"
   • The DMS window will open, browse the client's folder
   • Once you find the correct client folder, click on it and then hit the icon (top right of the window), to set it as the default folder

   • Click on "Select folder" - green button - to close the window. 

     You'll note that the icon is now coloured, giving you the option to show the client folder (within AccountKit) or browse to the folder (within the DMS itself).

     

     

      

2. Client Summary Page - Integrations area

   • This is identical to setting the default from the Client List Page above.

     
      

3. Anywhere you access the file browser to link a file
   • Head to the shared toolbar and look for the link icon
   • Browse to the applicable folder
   • Select to set default folder as part of the upload / linking process

General Use

Icons and their meanings

There are a number of standard icons used across the DMS as follows

• You’ll see this scattered all throughout AccountKit; Selecting this will either show and link new files; If they’re a light grey, no documents are linked as yet; Once a file is linked, the icon will go a dark grey and identify the number of documents presently linked.
• Enables you to preview (but not edit) a linked document; Where the document is unable to be previewed, the eye will appear in light grey.
• Pressing this icon will download the current linked document to your local computer.
• Generally, this can be used to break the link and remove it from the current record; It does NOT delete the file, just removes the link; If it’s red, it means the file has been removed;
• Pressing this will enable you to upload a document from your local computer into the current location in the DMS.
• Selecting this icon will delete the applicable file from the DMS; This is not reversible unless the DMS allows it from within their system.

Browsing your client folders

Sometimes you need quick access to a client file. Rather than sending you back to the DMS to find it, you can browse the client folder structures and preview documents direct from AccountKit in 2 ways.

The Document Management Page

Here you can browse/view/edit/upload/manage your entire document manage system

Client Detail Page

Here you can browse a specific client's folder via the integrations area of the page.

Client Group Page

Here you can browse all client folders within a family group within one place.

Linking a File

The option to link a file is available throughout AccountKit and is indicated wherever you can see the icon. The process for linking files is the same throughout the system.  Note that you can link any file, but you can't preview all files in which case the icon will be greyed out.

Refer to the shared toolbar for more information.

Connecting individual users

Once the practice has been connected, individuals will get a notification at the top of the page identifying that there’s been a new DMS connected. By requiring individuals to individually login, they’re assigned the same underlying folder and file permissions already attributed to them.

• Each user (including the Practice Administrator) can follow the link within the notification or just head straight to the “My Profile” under their username .

• Here they’ll find under the integrations section a grey version of the icon representing the DMS to be connected. Select this icon and follow these steps:
  • If you’re already signed into your DMS
    • Click Allow when asked to allow AccountKit to connect to your DMS
  • If you're NOT already signed into your DMS
    • The sign in page will appear, sign into your DMS as normal
    • Click Allow when asked to allow AccountKit to connect to your DMS

• You will then be returned to AccountKit, where the icon will now be in colour to indicate the successful login. All DMS related elements of each page will now be enabled.

Initial Setup (FYI)

Setting up the Practice’s Initial Connection

The connection process for FYI is different to the other providers in that there is only the need for the practice administrator to authorise the connection, then all users with a FYI account will have access at this point.

• A team member with appropriate administrative authority needs to go enable the integration within FYI.
  • Go to Automation -> Apps Tab
  • Select the cog within the AccountKit integration area
    
     
  • Select the Request button
    
     
  • Take a copy of the Access Key Secret. Whilst you're there, you can also set the default filing details as well. (IMPORTANT - The Access Key Secret cannot be accessed again if not copied. You will need to disconnect the current integration and reconnect to get a new Access Key Secret).
    
  • Click Done.
  • Copy the Access Key ID.
  • Now return back to AccountKit.
     
• Within AccountKit, a user with practice administrator user permissions needs to go to Practice Settings > Integrations Tab
  • Select Connect for FYI 
    
     
  • Enter the Access Key and Access Key Secret previously noted
    
  • The FYI logo will now be coloured to show the connection has been established. All Users will now have the FYI logo appear in various places across AccountKit.

Selecting the Practice default cabinet

The purpose of this is to select a Default Cabinet to start from when browsing the cabinet structure of FYI throughout AccountKit; This is optional.

1. Click Select the Default Cabinet option
   
    
2. A browse window will appear: select the cabinet you want to be the default, from the left-hand side.
    
3. Click Select.

Setting each client's Default Cabinet

This isn't required with the FYI integration, as we pass through the client's name which automatically gives us the correct location for that client.

Linking to a File

The option to link a file is available throughout AccountKit and is indicated where ever you can see the icon. The process for linking files is the same throughout the system.  Note that you can link any file, but you can't preview all files in which case the icon will be greyed out.

Examples of files that you may want to link include as follows. 

• Mail Register – A clients Notice of Assessment, engagement letter or correspondence with the ATO
• Important Document Register – Wills, land title certificates, and trust deeds.
• Correspondence Register – Reference documents for a meeting held.
• Professional Development Register – All documents and certificates relating to staff training.
• Equipment Finance – A copy of the finance contract and invoice.

Existing Register Record  

Where a register entry has already been processed with no documents linked, you can come along afterward and link a file at your leisure.

• Find the record and click on the link icon. You can do it without having to open the record (far right, in the relevant entry row), or with the record opened (bottom left corner, using the Shared Tool Bar)

• This will bring up the file browser:
  • Select the DMS of choice in the bottom of the window, it hasn’t already been preselected.
  • If the file is in your cloud: locate it, select the checkbox and click on Select (green button) to complete the process.
  • If the file is outside of your cloud: click on to select files to upload, then find the applicable file and upload it.
  • The link icon will darken with a number, identifying the quantity of linked documents:

New Records

• Where you’re making a new entry into any of the registers, you essentially follow the same steps as above, but use the “Link documents” icon at the bottom of the record, in the Shared Tool Bar

How to select and change between various connected DMS systems

You may at some stage need to change between DMS which if you have multiple connections, it's quite easy.

• When the DMS window is open, you will see on the bottom the available DMS systems presently connected. The currently selected one will be coloured, to indicate this is where you're presently looking.
• To select a different one, simply click on the icon you want to use.
• The browsing window name will change to the DMS Selected.

Bulk update: move, copy, download and delete files and folders

Select one or more documents or folders, to have the option to bulk update them. 

You can move, copy, download or delete the item(s) by using these options, which will appear at the top once you select the items you'd like to update.

How to Create a New Folder

Sometimes you need to setup a folder on the fly, rather than browsing first to the DMS and setting it up. Instead, you can do it direct from within AccountKit through any of the file browser pop-ups. 

Use the icons on the top right to create new folders and folder structures, new documents using templates, upload external files into your DMS and refresh the page for updates. 

Click on Add new folder to create a new folder within the DMS location you're currently in - you can always move the folder location, if need be.

How to create a Client Portal (shared file location)

In AccountKit you can create a folder which can be shared with your client, to be used as a Client Portal, where both parties (client and practice) can drop files and use as a shared folder location.

In Document Management, find the relevant client (Bull Antics, in the example below) and click on the icon, to take you to SharePoint.

 

In your SharePoint, create a New Folder with your Client's name and the word "Portal" - e.g. Bull Antics Portal. You can do this as a Group Portal, if you wish.

Once the new folder is created, click on the three-dot and choose the option to Share (first on the list).

A new window will pop up so you can choose who to share the folder with, and what level of permissions you'd like to give them.

Click on the cogwheel next to Copy Link, to open the link settings and adjust the permissions.

Select People you choose and adjust the permissions around editing and a possible expiration date for the access, then hit Apply.

On the following screen, add the emails of the individuals who'll have access to this Folder, type a brief message (e.g. "Welcome to your Portal") and hit Send. People listed here will receive an email with a link to open and access the Folder, so they can drop files and access anything within that folder.

The final step is to add the link to this portal / folder to the Client Notes field in AccountKit, for easy access.

To do that, find the client in AccountKit, click on it and add an item to their Client Notes, with a web address link.

***Note: if the link you're posting from SharePoint is not letting you save this entry, copy the URL from the Client Folder in SharePoint and use it to paste into the web address link field shown below.

How to upload a file

At times the file you need to link to has yet to be uploaded to the clients folder on the DMS. You have two ways that you can do this direct from within AccountKit. Manually select a file via the upload option OR drag and drop.

Upload via Manual Upload

• Open the AccountKit DMS window:
  Click the DMS icon on the top left corner of the system or on any client or click on the link icon from one of the admin tools. Any of these will bring up the DMS window.
• On the top right corner, click on select files to upload:
  You will be taken to your local storage (PC, Mac) where you will browse and select the file you wish to upload (e.g. a recently downloaded file). 
• You will be returned to the browsing window in AccountKit and your file will be uploaded to the current location within the DMS.

Upload via drag and drop

• Open the AccountKit DMS window:
  Click the DMS icon on the top left corner of the system or on any client or click on the link icon from one of the admin tools. Any of these will bring up the DMS window.
• Open your local storage folder (PC, MAC), find and select the relevant file which you wish to upload to your DMS and AccountKit.
• Click and hold to drag the file to AccountKit, and drop it within the folder or register area to initiate the upload process. You can tell if you're in the right area as the drop area will highlight with a green dashed outline.
• When the progress bar has completed, the file will have been uploaded (and linked to a register, if applicable)

How to search for a file in your cloud storage

Sometimes you’ll need to search for a file amongst a set of files and folders. Use the search function to search and filter all files within the current folder and associated sub-folders.

• In the browsing area within the DMS window, use the "Search” bar on the top.
• Type a word to search and click on the magnifying glass to begin searching for files and folders that meet that criteria - remember to use more unique words whenever possible, to make your search faster.
• You can then select the applicable file as required.

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