Add, Delete, and Manage Clients

From the Client Management tab of the Firm Administration screen you can add clients to Cloud Cabinet, disable access to Cloud Cabinet for specific clients, delete clients you no longer service, and search for and open an individual client's folders.

The tab lists all of the clients with folders in Cloud Cabinet, including clients you have added and enabled directly and clients with folders created when you archived reports or forms from an application such as Payroll Relief or Accounting Power.

Note: If you archive documents from Accounting Power or Payroll Relief for a client who has not been added to Cloud Cabinet, the system automatically creates a folder that reflects the originating application to hold the archived document. However, the default folder set is not applied to the client, and the client does not have access to the folder.

Clients are listed in table format, with columns indicating the following:

§        The Name and Code of the client.

§        # Files: Indicates the number of files stored by each client.

§        Space Used (MB): Indicates the amount of space used, in total, by each client.

Note: A notation beneath the Navigation pane indicates the total space used by all clients.

§        Latest Upload: Indicates the date of the most recently-uploaded file, allowing you to review uploading activity for each of your clients at a glance.

§        Login Enabled: Indicates whether you have provided access to Cloud Cabinet to the client. This column enables you to identify clients to whom to provide a client login from the Administration module.

Note: Because Cloud Cabinet supports folder-level access rights, access to Cloud Cabinet only gives clients access to the folders you specify.

To add, delete, disable, or manage clients:

1.  Select Firm Administration from the Navigation pane to open the Firm Administration screen, and select the Client Management tab.

The tab lists all of the clients you have added to Cloud Cabinet in alphabetical order by client Name.

2.  Click any column heading to sort the listed clients by the information in that column.

For example, you can:

o       Click the # Files column heading to review the number of documents uploaded or saved to Cloud Cabinet for a specific client.

o       Click the Space Used (MB) column heading to determine which clients use the most space, or locate clients who have not yet uploaded any files.

o       Click the Latest Upload column heading to review recently uploaded files, to identify clients who uploaded files on a specific date, or to determine which clients no longer upload files.

3.  (Optional) Enter a specific client's name or code in the Filter field and click Search to locate that client.

4.  Click the Sign Up Client button to add a client to Cloud Cabinet

The Sign Up Client dialog appears. You can use this dialog to add a client you previously set up in the Administration module to Cloud Cabinet:

a.  Select the name of the new client from the drop-down list in the Client Name field.

Before you can add a client to Cloud Cabinet, you must have set the client up in the Administration module.

b.  Ensure that the Include Default Folders option is selected to create a default folder structure for the new client, or clear the check box to create the client with a Shared folder only.

c.  Click OK.

You are prompted that the client has been added successfully.

5.  Click the Delete Client button to remove a client's folders from Cloud Cabinet, if necessary.

Important! Deleting a client removes all of the client's folders and all of the files in those folders from Cloud Cabinet. This action is permanent and cannot be reversed, so be sure that you have reviewed all of the files in the client's folders and have downloaded and stored important files elsewhere before you delete a client.

The Delete Client dialog appears. You can use this dialog to remove a client you no longer service from Cloud Cabinet:

a.  Select the client to delete from the drop-down list in the Client Name field.

b.  Click OK to remove the client's folders from Cloud Cabinet.

You are prompted that the client has been removed.

6.  Click the check box in the Select column for one or multiple clients and click the Disable Client button to restrict access to Cloud Cabinet for the selected client or clients.

The Disable Clients dialog appears, prompting you to confirm that you want to disable access to Cloud Cabinet for the selected clients. Click Yes to continue.

The Login Enabled column changes to reflect that the selected client no longer has access to Cloud Cabinet.

7.  (Optional) Click the name of a client to open and review that client's folders.

The File Manager screen opens, with the Client Folders tab selected, displaying all of the folders assigned to the specified client.