Document Management System (DMS)

 

Before you start

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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) | New UI

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Setting up the Practice’s Initial Connection

i

Microsoft uses the same login process across all of their platforms (OneDrive, OneDrive for Business and Sharepoint), so if you use the login associated with your Office365 account, it will give you access to the SharePoint files on the team site. So, ensure you are using the correct login credentials. This includes the connection to FYI as well.

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 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 DMS logo, you will have to ability to browse to and edit the default folder for your clients. 

1. People Page
   • Select the grey DMS icon
   • Choose "Set Default Folder"
   • Browse to the clients folder
   • Select the  icon to set the current folder as the default
   • Close the pop-up.
   • You'll note now that the icon is in full colour, giving you the option to show the client folder or browse to the folder within the DMS itself.

1. Client Detail Page - Integrations area
   • This is identical to setting the default from the Client List Page above.
     
     
2. 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 " Set default folder" as part of the upload / linking process.

i	You don’t need to go through and do all clients at once. Instead, when you next go to link a document for a specific client, from the browsing window, you have an option at the top to set a current folder as the current client’s default folder. This is a much better use of your time!

 

General Use | New UI

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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 clients 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.

Initial Setup (All except FYI) | Legacy UI

---

Setting up the Practice’s Initial Connection

i

Microsoft uses the same login process across all of their platforms (OneDrive, OneDrive for Business and Sharepoint), so if you use the login associated with your Office365 account, it will give you access to the SharePoint files on the team site. So, ensure you are using the correct login credentials. This includes the connection to FYI as well.

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 each Clients 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 DMS logo, you will have to ability to browse to and edit the default folder for your clients. 

1. Client List Page
   • Select the grey DMS icon
   • Choose "Set Default Folder"
   • Browse to the clients folder
   • Select the  icon to set the current folder as the default
   • Close the pop-up.
   • You'll note now that the icon is in full colour, giving you the option to show the client folder or browse to the folder within the DMS itself.
     
     
     
2. Client Detail 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
   • Open the link pop-up window by selecting " Link or upload documents" under the "Link documents option"
   • Browse to the applicable folder
   • Select " Set default folder" as part of the upload / linking process.
     

 

i	You don’t need to go through and do all clients at once. Instead, when you next go to link a document for a specific client, from the browsing window, you have an option at the top to set a current folder as the current client’s default folder. This is a much better use of your time!

 

Initial Setup (FYI)

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Setting up the Practice’s Initial Connection

i	FYI utilises Microsoft Single Sign-On. With this in mind, it's worth noting that Microsoft uses the same login process across all of their platforms (OneDrive, OneDrive for Business and Sharepoint), so ensure you are using the correct login credentials.

 

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. In the browsing window 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 name which automatically gives us the correct location for that client.

 

General Use | Legacy UI

---

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.

 

Client Detail Page

Here you can browse a specific clients 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 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.

• In the Actions column of the record click the link icon. This will bring up the file browser;
  • Select the appropriate DMS in the top right-hand corner if it hasn’t already been preselected.
  • If the file is already in the cloud locate it and click the checkbox and click Select to complete the process.
  • If it does not exist in the cloud then click upload a file, select the applicable file and press the upload button.
  • The link icon will darken with a number identifying the number of linked documents.
• Alternatively, you can open the record and carry out as follows
  • Select "Link or upload the document" per the above process; OR
  • Drag and drop a document into the middle of the register entry page for it to then give you an option of where to save the document within the current client folder structure. After uploading, the file will also be linked.
• Before   
• After      

New Records

• Where you’re making a new entry into any of the registers, you essentially follow the same steps as above. Instead, though, you initiate the process by pressing the “Link or upload documents” button at the bottom of the record.
• Here's how it looks once a document is linked to the mail register.
  

 

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 is quite easy.

• When the file browser window is open, you will see on the right-hand side the available DMS systems presently connected. The selected DMS will be in colour to indicate this is where you're presently looking.

             

• To select a different DMS simply click on the icon you want to connect with.
  • The browsing window name will change to the DMS Selected.
  • The DMS icon selected will appear in colour to indicate that it's been selected.

            
 

 

How to Create a New Folder

Sometimes you need to be able 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. 

• In the browsing window select the "New folder" option
• A field will open where you can type in the new folder name.
• Click "Create Folder" to finalise the new folder process.
   

 

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

• Click the link Icon from one of the admin tools which will bring up the browsing box
• Click on upload a file, and select “choose file”.
• You will be taken to your local storage (PC, Mac) where you will search and select the file you wish to upload.
• Select the file you want to upload and click open and you will be returned to the browsing window in AccountKit
• Click the Upload button, the file will be uploaded to the current location within the DMS.

 

Upload via drag and drop

• From your local storage folder (PC, MAC) select the file you wish to upload to your DMS and AccountKit.
• Click and drag the file to AccountKit and drop the file anywhere within the register area. You can tell if you're in the right area as the drop area will highlight with a green dashed outline.
• Let the files go and you'll be presented with the current default folder for the selected client (if no default setting for the current client, it will default to the practice folder);
• Once you've browsed to the folder you want to upload the file to, let the mouse button go to initiate the upload process.
• When the progress bar has completed, the file will have been uploaded and linked.

i	You can use drag and drop within any of the practice tools once the register entry window is open. Similarly so, anywhere you can browse the clients folder, you can also drag and drop single or multiple files.

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, using the search function will search and filter all files within the current folder and associated sub-folders.

• In the browsing window select the “Search” field in the top right corner
• Start typing the name of the file and it will begin searching for that file showing all files and folders that meet that criteria;
• You can then select the applicable file as required.

 

Related Links

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Shared Elements (Eg. Action Menu)	Check out this link for various elements shared throughout the various toolsets.
Customising your Practice Settings	Follow this link see how you can customise the Franking Register Types.
Document Management System - Advanced	Discover more about what the advanced DMS package includes.
E-signing	To find out more about how e-signing through AccountKit click here.