How to use the client portal tasks to collect documents from clients?
TL;DR: Assign tasks to the Client Portal so clients can upload documents directly in Uku. Use a project template for one-time jobs like onboarding, or a task template for recurring document requests each period.
Who can do this
Admin and Owner roles can create project and task templates.
Members with access to the client can assign tasks to the Client Portal.
The Client Portal must be enabled for the company, and the client must have portal access.
Overview
With Uku, collecting documents from clients is streamlined and secure through the Client Portal. You can request and track progress by assigning specific tasks that clearly explain what you need.
Whether you use a task template or a project template does not matter. In both cases, you need to enable Client Portal for the company and make sure the client has access to the portal.
When to use which: Use a project template for one-time jobs (e.g., onboarding a new client). Use a task template when you request documents every period (e.g., monthly).
Option 1: Use a project template
In a project, you can set the task date relative to the start date of the project.
Navigate to Settings & Apps and select Projects, then Templates.
Click Add New Project Template.
Add the tasks that are part of the process (e.g., onboarding steps). Uku also provides onboarding templates you can use as a base.
Include one or more tasks specifically for document collection. In each task, add a description or checklist detailing what you expect from the client.
On the document collection task, set the assignment to Client Portal.
When you are ready, create a new project for the client and select the template you just created.
Option 2: Use a task template
For a task template, you need to choose a specific date for the task.
Navigate to Settings & Apps and select Tasks, then Templates.
Click Add New Task Template. It is recommended to add tasks without recurrence so they are created only once.
Name your template (e.g., "Document Collection - Onboarding").
In the task description, provide a short overview of the documents you need. Optionally, add a Checklist for specific items (e.g., ID proof, signed contract, tax forms).
On the task, set the assignment to Client Portal.
Save the template. When creating a new client, select the template you created.
What the client sees
The client will see the assigned task in their Client Portal. They can upload the needed documents directly to the task. When the client replies or uploads a document, you will receive a notification in Uku.
Troubleshooting
Client does not see the task in the portal: Verify that the Client Portal is enabled for the company and that the specific client contact has portal access. Also confirm the task is assigned to Client Portal and not to an internal member.
No notification when client uploads a document: Check your notification settings in Uku. Make sure notifications for Client Portal activity are enabled.
Tasks from the template are missing dates: When using a task template (Option 2), each task requires a specific date. If dates are missing, the tasks may not appear as expected. Edit the template and assign dates to each task.
Recurring tasks keep appearing for a one-time document request: If you used a task template with recurrence enabled, the tasks will repeat each period. Edit the template and disable recurrence, or switch to a project template for one-time requests.