How to use document management in the client portal?
TL;DR: Link an external document folder (such as Google Drive) to a client's profile so the client can access and upload documents directly through the Uku portal. You can also configure digitisation by email to send documents to your digitisation provider.
Who can do this
Company account administrators (to configure document management settings)
Members with client editing permissions (to add folder links to client profiles)
The Client Portal must be activated for clients to access documents
Setting up a shared document folder
Go to Clients in the main menu and select the client.
Click the edit icon (pen) to open the client's settings.
In the Document folder URL field, enter a URL link that leads to the client's folder in your document management system (for example, a Google Drive link).
Save the changes.
Once a link is set, the client can upload documents directly to the shared folder through the portal.
How it works for the client
The client logs into the Client Portal.
The client clicks Documents in the portal navigation.
The shared folder between the accounting firm and the client opens.
Digitisation of documents
You can define an email address in the client's digitisation system (for example, client@costpocket.com) so that documents can be sent for digitisation directly from Uku.
Activating digitisation
Go to Settings & Apps in the main menu.
Activate digitisation of client documents under company settings.
Go to the client's profile and click the edit icon (pen).
Enter the digitisation email address in the Digitisation email field on the client card.
Save the changes.
Tip: If you are a user of Envoice, use the email address generated by Envoice for digitisation.
Sending documents for digitisation
Once the digitisation email is configured, the accountant can select Digitise within the task to send the attached documents to the digitisation system.
Troubleshooting
Client cannot see the Documents section in the portal: Verify that a valid Document folder URL has been entered on the client's profile. The link must be a full URL starting with https://. Also confirm that the Client Portal is activated for this client.
Shared folder link opens but the client cannot upload files: This is a permissions issue in your external document management system (e.g., Google Drive). Ensure the folder sharing settings allow the client to upload files.
Digitise option does not appear on the task: Check that digitisation has been activated in company settings under Settings & Apps, and that a valid digitisation email address is entered on the client card.
Documents sent for digitisation are not being processed: Verify that the digitisation email address is correct. If using Envoice, confirm the Envoice-generated email is properly configured and the Envoice account is active.
