Manage Client and Firm Files and Folders

The File Manager provides access to firm and client-specific folders and enables you to access and manage client and firm files and documents. The File Manager's tabbed interface organizes client and firm folders efficiently and intuitively.

§        Client Folders: The Client Folders tab displays all of the folders created for a specific client, either from the Default Folder Set or custom folders you created specifically for the client, regardless of whether the client can access them.

Using the Client Folders tab, firms and clients can store, share, view, download, or upload client documents and files, and search for specific documents.

Note: When clients log in to Cloud Cabinet, they can see only the folders they can access and, on a separate Resources tab, the contents of the Shared folder.

§        Firm Folders: The Firm Folders tab, visible only to firm staff members, lets you store and manage firm-specific practice documents in Cloud Cabinet. The tab displays all of the folders you have created specifically for your firm, as well as the Shared folder you can use to share documents and information with your entire client base.

Note: The Default Folder Set is not applied to firm folders. You must create all firm folders individually.

From this tab, you can view, download, or upload documents and files related to the firm and its operations, search for specific documents, and store and share files related to practice business.

Note: The folders on the Firm Folders tab are separate from staff-only folders on the Client Folders tab.

Both the Client Folders and Firm Folders tabs provide the same features and functionality, enabling you to add or delete folders and upload and download files. A number of file management tools are available from the pop-up menu that appears when you select a file or folder and right-click, or from the Action Bar that appears at the top of the folder list.

Note: The Action Bar is useful on devices that do not support right-clicking, such as tablets or smartphones.

Using the options on the Actions bar or pop-up menu, you can:

§        Download: Save the selected folder, document, or file to the Downloads folder on your PC.

§        Send: Email a link to the file to any email address.

The Send option is only available for files and documents, not for folders. For security purposes, the system sends an email to the recipient with a link to the sent document, rather than the actual file. The link expires 24 hours after being sent. The link does not require the recipient to log in to Cloud Cabinet or be a Cloud Cabinet user.

§        Rename: Change the name of the file or folder.

§        Delete: Remove the selected subfolder, document, or file from the folder and add it to the Recycle Bin.

When you delete a folder, all of its contents and subfolders and their contents are also deleted and stored in the Recycle Bin, from which you can restore them if necessary, or purge them permanently.

§        Cut or Copy: Move or copy a subfolder, file, or document to another folder.

§        Allow Client Access: Enable or disable client access to the selected folder and all of its contents.

Note: The Rename, Delete, and Cut/Copy and Paste options are not available to clients when they log in to their Client Folders. Clients can only upload, download, view, and send files and documents.

To manage files and folders on the Client Folders and Firm Folders tabs:

1.  Open Cloud Cabinet from another application or from the Portal page, or select File Manager on the Navigation pane.

The Client Folders tab is selected by default. You can select the Firm Folders tab to review firm-specific files and folders.

2.  Select a client from the Select Client drop-down list on the Client Folders tab to open a specific client's folders.

The Client Folders tab displays all of the folders assigned to the selected client, including the folders the client can access and staff-only folders that the client cannot access.

3.  Click New to create a new folder on either tab, and, in the Create Folder dialog that appears, enter the name of the folder in the New Folder Name field and click OK.

Be sure to give descriptive names to folders so users can easily identify the purpose and content of each folder.

4.  Click a folder to open it and review all subfolders, documents, or files in the folder on either tab, and click a document to open it.

The screen lists the size of each document or file, the date and time it was uploaded to the folder, and the name of the person who uploaded it.

As you drill down into folders, a row of breadcrumbs appear above the folder list, indicating the folders you have opened as you drilled down. You can click any folder name in the breadcrumbs to return to that folder directly.

Alternatively, you can click the Child Folder icon to return to the parent folder.

5.  Select or right-click an individual file or folder on either tab and select Download from the pop-up menu or Action Bar that appears, and then specify how to save the document or folder.

Alternatively, you can click the Download button to download all of the files and documents contained in the currently-selected folder and click Yes in the Download All dialog to confirm.

To download multiple folders, files, or documents, hold down the CTRL key and select the items to download, then click Download.

When you download a folder or multiple files or documents, Cloud Cabinet downloads a zip file containing the entire contents of the subfolder or all of the documents you selected.

6.  Select or right-click a document and select Send from the pop-up menu or Action Bar to email a link to the file to any email address, and, in the Send File dialog that appears, enter the recipient's email address in the Email field, and click OK.

Note: You can only send a single document or file at a time. You cannot send an entire folder.

The system sends a link to the file to the email address you specified. For security reasons, the link is only active for 24 hours after you send the file.

7.  Select or right-click a file or folder and select Rename from the pop-up menu or Action Bar to change the name of the file or folder, and, in the Rename File dialog, enter a name for the selected file in the New Name field and click OK.

8.  Select or right-click a file or folder and select Delete from the pop-up menu or Action Bar to remove the item from its current folder and send it to the Recycle Bin, and in the Delete Entry dialog that appears, click Yes to confirm the deletion.

Deleted files and folders are sent to the Recycle Bin from which you can restore them. An indicator appears next to the Recycle Bin button when files or folders have been added to the Recycle Bin.

9.  (Optional) Click the Recycle Bin button to review deleted files or folders, and select or right-click a deleted item and select Restore from the pop-up menu or Action Bar to restore the item to its original location, or select Purge to delete it completely from the system.

Deleted files and folders in the Recycle Bin are purged from the system after 90 days.

10. Select or right-click a file or folder and select Cut or Copy from the pop-up menu or Action Bar to copy or move an item to a new location, then select or right-click the target location, and click Paste to add the subfolder, file, or document to the new location.

11. Select or right-click a file or folder and click or clear the Allow Client Access check box on the pop-up menu or Action Bar to enable or disable client access to the selected folder.

The folder icon changes to indicate the new access level.

12. Enter all or part of a file name in the Search field to search for a file name in all of the folders in your folder structure and click the Search button.

Alternatively click the Advanced Search button to open the Advanced Search dialog and use the expanded set of search criteria available.

You can search for a file by all or part of the File Name, by quoting some of the Content of the file, all or part of the name of the person the file was Uploaded By, the approximate or exact Upload Date, or the approximate or exact File Size.

13. Click the Upload button to upload a file or document to the current folder.

Note: You must select a folder to enable the Upload button.

In the Upload File dialog that appears, click the Browse button to navigate to the file or document to upload, and double-click it to select the file for upload, or drag a file from your computer and drop it into the Upload File dialog to select it.

14. Select the Email Client or Text Client notification options to optionally notify the client that you have uploaded the file, and enter contact information for the notification.

o       If you select Email Client, enter an email address to which to send a notification that a document has been uploaded.

Note: The default email address for the client is automatically populated in the Email field, but you can change this or add another email address to the field. The email address you add is displayed the next time you upload a document

o       If you select Text Client, enter a mobile phone number to which to send a text notification.

15. Click the Overwrite Existing Document option to replace an existing document with an uploaded document of the same name.

For example, you can overwrite an existing list of employees with a newer, updated list, or upload a corrected copy of a letter or document.

If you do not select the Overwrite option for a document with the same name as an existing document, two versions of the document are retained in the folder.

16. Click OK to upload the document.