Client Portal
2016
User manual
Contents
Client Portal 3
Accessing the Client Portal via a Web browser ... 3
Logging into the Client Portal ......................... 3
Accessing on-line help ................................... 6
Linking to another Group login ....................... 6
Uploading documents .................................... 7
Assigning a category to a document .............. 9
Viewing and signing a document ................. 12
Sending an email message to the document
owner ........................................................... 16
Managing the Client Portal ................................. 18
Viewing the status of your Client Portal
logins ............................................................ 18
Customising the Client Portal ....................... 20
Index 32
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Client Portal
The optional Sage HandiSoft Client Portal module
provides a convenient and secure method of
transferring documents. Where previously you would
have to either physically transfer documents or attach
them to emails, you and your can now simply upload
them to the Client Portal, from where they can be
downloaded, edited and signed.
Accessing the Client Portal
via a Web browser
Logging into the Client Portal
You can log into the Client Portal from any location via
a web browser.
1. Click on the link in the activation email to open the
Client Portal Login page.
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2. Type in your Client Portal Group login User name
and Password, and click Login.
3. If the Group login you used is linked to more than
one Portal user, on the Select Portal Area page,
click on the user whose Web Portal area you want
to open.
Figure 1: The Select Portal Area page
The Client Portal Document Listing page will
open.
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Figure 2: The Document Listing page
The Document Listing page lists the documents
that have been uploaded to the Client Portal.
4. You can search for a document by selecting a
search object, entering search text, and clicking
.
The documents matching your search text will be
listed.
5. To clear your search text, and display all the
documents, click the cross as shown below.
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Accessing on-line help
You can access on-line help by clicking in the top
right corner of the Client Portal pages.
Linking to another Group login
Once you have logged into the Client Portal using
your linked Group login, you can link your Portal user
area to another Group Portal login.
1. Login to the Client Portal using the Group Portal
login to which your Portal user area is linked.
2. If the Group login you used is linked to more than
one Portal user, on the Select Portal Area page,
click on the user whose Web Portal area you want
to open.
3. On the Document Listing page, click to open
the Link to Portal Login page.
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4. In the User name and Password fields, enter
user name and password for the Group Login to
which your Portal user area is to be linked.
5. On the Attention page, click Yes to confirm the
link.
Uploading documents
It is possible to upload documents to the Client Portal
from any location via a web browser.
1. Log into the Client Portal Document Listing page.
Figure 3: The Document Listing page
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2. To upload a document to the Client Portal, click
to open the “Upload File” window.
3. In File Name, click Browse to select the
document file to be uploaded.
4. If necessary, type in a comment about the
document.
5. Click Upload to upload the document to the Client
Portal.
The document will be added to the Document Listing
page, with a Status of ‘Document Uploaded’.
You will receive an email message informing of the
event.
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Assigning a category to a document
You can categorise documents in the Client Portal, to
enable filtering for searches.
1. Log into the Client Portal Document Listing page.
2. Click on the document to which you want to
assign a category, to open the “Document Details”
window.
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Figure 4: The "Document Details" window
3. To assign a category to the document, click
next to the Category Name field.
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4. In the “Categories” window Category Name field,
either select an existing category or type in a new
one.
5. Click Select to assign the category to the
document.
When you search for a document, you can select a
category to search on.
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Viewing and signing a document
Once a request for signature has been issued, you will
receive an email with instructions for downloading and
signing the document.
Do the following to view and sign the document.
1. Click on the link in the email to open the Client
Portal Login page.
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2. Type in your Client Portal User name and
Password, and click Login to log into the Client
Portal Document Listing page.
Figure 5: The Document Listing page
3. The document requiring a signature is marked by
. Click on it to open the “Document Details”
window.
The Signature Requested field will show that a
signature has been requested for the document.
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4. Before you can sign the document, click to
download it.
5. Click Ok to the Download File message.
6. After viewing the document, you can click to
sign it.
7. On the “Electronic Signature” window, click Sign
Document.
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The “Document Details” window, Downloaded
and Signed fields will show the dates that the
document was downloaded and signed.
Your accountant will receive an email informing you
that the document has been signed.
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Sending an email message to the document
owner
You can send an email message to the owner of a
document in the Client Portal.
1. Log into the Client Portal Document Listing page.
Figure 6: The Document Listing page
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2. Click on the required document to open the
“Document Details” window.
3. To send an email to the document owner, click
4. On the “Email Document Owner” window, type on
your message and click Send.
Tip: Select the Email Copy to Me checkbox to
send a copy of the email message to your email
address.
5. Exit from the “Document Details” window
The document owner will receive an email with your
message.
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Managing the Client Portal
Your Admin login user can customise the Client Portal
and view the status of all your logins.
Viewing the status of your Client Portal logins
Your Admin user is able to log into the Client Portal to
perform administrative tasks.
1. Click on the link in the activation email your Admin
user received to open the Client Portal Login
page.
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2. In the User name and Password fields, enter
‘Admin’ and your password.
3. Click Login to access the Client Portal Admin
page.
Figure 7: Client Portal Admin page
4. To view the list of your Client Portal logins, select
User List.
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5. To view details of a login, either double-click on
the user in the list or click on the user and click
Details at the bottom of the page. The “User
Details” window will open.
Figure 8: The "User Details" window
6. To Log out of the Client Portal, click the Log Out
button.
Customising the Client Portal
Your Admin user can customise the Client Portal for
your firm by doing the following:
Uploading an image file for your company logo
Specifying the URL of your company website
Editing the content of the message box displayed
when a user clicks Contact Us
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Editing the contents of emails sent by the Client
Portal to clients and users
1. Click on the link in the activation email your Admin
user received to open the Client Portal Login
page.
2. In the User name and Password fields, enter
‘Admin’ and your password.
3. Click Login to access the Client Portal Admin
page.
Figure 9: Client Portal Admin page
4. To view the list of the Client Portal content, select
Content.
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To select a Company Logo image file
1. To select an image file for your company logo,
either double-click on the CompanyLogo line, or
click on the CompanyLogo line and then click
Edit at the bottom of the page.
2. On the “Edit Image Content” window, click
Browse… to select the file name of your company
logo image.
Note: The file name must have a.jpg, .gif or .jpg
extension, and its size must not exceed 64 KB.
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Figure 10: The "Edit Image Content" window
The “Edit Image Content” window displays the
current logo image, which you are replacing.
3. Click Upload to upload the image file to the Client
Portal and close the “Edit Image Content” window.
When you next refresh the Client Portal page, your
newly uploaded logo image will appear at the top
right.
To enter your Company Web Address
You can specify the URL of the Web page that will
open when a client clicks your firm’s Home Page link.
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1. Either double-click on the CompanyURL line, or
click on the CompanyURL line and then click Edit
at the bottom of the page.
2. On the “Edit External Link” window, type the URL
of your firm’s website Home Page.
Figure 11: The "Edit External Link" window
3. Click Save to save your entry and exit the
window.
When you click on your company logo, the web page
specified in the URL you entered will open.
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To edit the content of the Contact Us
message box
Caution: Do not attempt to do this unless you have a
good knowledge of HTML coding. If you have any
doubts, please contact Sage HandiSoft Support.
1. To edit the content of the message box that is
displayed when a client clicks Contact Us, either
double-click on the ContactUsSent line, or click
on the ContactUsSent line and then click Edit at
the bottom of the page.
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2. On the “Edit MessageBox Content” window, you
can edit the Heading and Message Body of the
text box that is displayed when a user clicks
Contact Us at the bottom of the page. You can
include keywords that are replaced by Client
Portal values.
As an example, the highlighted text has been
added as shown below.
Figure 12: The "Edit MessageBox Content" window
Tip: To insert a keyword, right-click to make a
selection.
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3. Click Save to save your changes and close the
window.
When a client submits a message via the Contact Us
link, they will receive a message as shown below.
To edit the content of the Client Portal
emails
Caution: Do not attempt to do this unless you have a
good knowledge of HTML coding. If you have any
doubts, please contact Sage HandiSoft Support.
1. To edit the content of a Client Portal email, either
double-click on the required email message, or
click on the message and then click Edit at the
bottom of the page.
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2. On the “Edit Email Content” window, you can edit
the Subject and Message Body of the email sent
by the Client Portal. You can include keywords
that are replaced by Client Portal values.
As an example, the highlighted text has been
added, as shown below.
Figure 13: The "Edit Email Content" window
Tip: To insert a keyword, right-click to make a
selection.
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3. Click Save to save your changes and close the
window.
In this example, the following email will be sent when
a client uploads a document to the Client Portal.
To restore Client Portal email templates to
their default content
In the Content list, all entries with ‘Email’ in the Type
column are email templates.
Emails sent from your practice have a Name
prefixed with ‘DocSentBywebservice’.
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Emails sent from the client to your practice have
a Name prefixed with ‘DocSentBywebapp’.
1. To restore a Client Portal email template to its
default content, either double-click on the required
email message, or click on the message and then
click Edit at the bottom of the page.
2. On the “Edit Email Content” window, click
Restore Defaults.
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3. On the “Restore Defaults Alert” window, click Yes
to confirm the change.
The template will be changed to its default content.
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Index
C
Client Portal
assigning a category
16
Contact Us message
box content 24
email content 25, 26
emailing to document
owner 19
logging in 13
logins' status 20
selecting company
logo 22
selecting company
URL 23
signing documents
17
uploading documents
15