Manage Files and Folders

The Client Folders tab displays all of your folders and lets you store and manage files and documents in Cloud Cabinet.

Tabs on the interface organize the information you can view and access. The Client Folders tab displays all of the folders assigned to you. The Resources tab displays the contents of the Shared folder your accountant can use to share documents and information with all clients simultaneously.

Using the Client Folders tab, you and your accountant can store, share, view, download, or upload your documents and files, and search for specific documents.

You can access file management tools from the pop-up menu that appears when you right-click a file or folder, or from the Action Bar that appears at the top of the folder list when you select a file.

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.

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

1.  Open Cloud Cabinet from another application or from the Portal page to view the Client Folders tab.

The Client Folders tab displays all of the folders created specifically for you.  

2.  (Optional) Select the Resources tab to review the Shared Folder, containing files and documents shared by the firm with all clients.

You can view and download any files or documents in the Shared Folder, but you cannot upload documents to this folder.

3.  Click a folder to open it and review all subfolders, documents, or files in the folder, 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.

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

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.

5.  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.

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.

6.  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.

7.  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.

By default, Cloud Cabinet notifies the designated staff member when you upload a file to ensure that important documents are not overlooked.

8. 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.

9. Click OK to upload the document.