Sharing and Managing Documents Through the Client Portal

Overview

This article explains how to exchange documents with your clients using the CRM and Client Portal. You will learn how to share files from the CRM to a client's portal and how to manage documents that clients upload to you.

Note: Once a document is shared or unshared, the action is immediate. You cannot schedule sharing or unsharing for a future time.

Prerequisites

To use this feature, the contact must be an active user of your Client Portal.

Benefits of Using the Document Feature

Using the integrated document sharing provides several key advantages:

• Centralized Management: All shared and received files are stored in one location within the CRM, providing a clear overview.
• Streamlined Collaboration: Exchange files directly with clients without needing external file-sharing services.
• Simple Access Control: Easily grant or revoke a client's access to a document with a single click.

How to Share and Manage Documents

Accessing the Document Tools

To begin, navigate to the Contacts section, select a specific contact, and then click on the Documents tab in the left-hand menu.

Sharing a Document from the CRM

You can share both new and existing documents with a client.

Sharing a New Document

1. In the Documents tab, click the + Add icon to upload a new file.
2. During the upload process, you will see a toggle switch to share the document on the Client Portal. You can turn this toggle On to share it immediately or leave it Off to share it later.
3. A Shared indicator will appear next to any document that has been made available on the client's portal.

Sharing an Existing Document

1. Locate the document you wish to share in the list.
2. Click the three dots (…) next to the file and select Share to Client Portal.
3. Select Share to confirm. The document will now be visible to the contact in their portal under Shared Documents.
4. To revoke access at any time, find the toggle associated with the document and switch it to Off.

Receiving Documents from a Client

Clients can upload files to you through their Client Portal.

1. The client logs into their portal and clicks the Upload Document button.
2. After they select and upload a file, it will appear in your CRM within the contact's profile under Documents > Received > Client Portal.

Previewing and Downloading Files

Both you and your clients can view documents directly in the web browser.

• In the CRM: Click the Preview button next to a file to view it without downloading.
• In the Client Portal: Clients can also click Preview to see shared documents in their browser.

From the preview window, both parties have the option to download the file.

Deleting Files and Revoking Access

• Client Actions: A client can delete a file they uploaded by clicking the trash can icon next to it in their portal. This will also remove the file from the Received section in your CRM.
• CRM User Actions: To permanently remove a file you have shared, you can either toggle its share setting to Off or click the delete icon within the CRM's Documents tab.