Find your documents

You will learn what you can see and do on the Documents page of the Client Portal.

Anyone signed in to the Client Portal for a client, when your service provider has added a Documents link to the portal menu. Your service provider decides which folders you see.

The left side lists Folders. The right side shows the files in the folder you picked.

• Recent — your newest files, from every folder you can see, and the files on your tasks.
• Uploaded by me — every file you uploaded, wherever it is now.
• New files — files you uploaded that your service provider has not filed yet.
• The folders below are the ones your service provider shares with you.

Your service provider may also add a folder to the portal menu. Click it to open that folder directly.

1. Click Documents in the portal menu.
2. Open the folder you want the file in.
3. Drag the file onto the list, or click Browse files under Upload files and choose it.

A file you upload while a folder is open goes straight into that folder and stays there.

A file you upload anywhere else goes to New files, including uploads in Recent, in Uploaded by me, and on a task. Only you see your files in New files. The page tells you what happens next: “About an hour after you add files here, they are moved into your accountant’s folders. You can still find them under “Uploaded by me”.”

To attach a document to a specific piece of work, upload it to the task.

Click a file to open the preview. Use Previous and Next to move through the folder.

Images, PDF files, spreadsheets, text files and Word documents open in the preview. Presentations and very large files show Download instead: click it to open the file on your computer.

Open a file’s menu, or select it and click Details, to find these actions:

• Rename — the part after the dot stays, so a .pdf stays a .pdf.
• Add description — a short note about what the file is.
• Move to… — pick another folder you can see.
• Download — save a copy.
• Share — copy a link to the file. Only people signed in to this portal can open the link.

Tick several files to download them as one zip file, or to move them all to the same folder.

When you open a folder, the browser address ends with /documents/f/ and a number. The number belongs to the folder, so the address keeps working when your service provider renames the folder. Bookmark it, or send it to a colleague at your company.

A colleague who may not see that folder lands in New files instead.

If your service provider uses a digitisation service, you can send documents to it from this page.

1. Select the documents you want to send.
2. Click Digitise.
3. Read the window, then click Send.

Files that are not on a task yet are added to a new task called “Digitised”. Files that were already digitised are left out. If you picked only those, the portal asks whether to send them again.

Select the file and click Delete, then confirm.

A file that is part of an open signing request cannot be deleted. The portal says: “This file is part of a signing request, so it cannot be deleted.”

• Create, rename or delete folders. The folders belong to your service provider. Ask them if you need a new folder.
• See another person’s uploads in New files. Each person sees only their own until your service provider files them.

Your service provider decides which pages appear in your portal. Ask them to add the Documents page.

Your service provider has archived your contact for this client, so the portal shows nothing for it. Ask your service provider to restore your access.

Your service provider’s folders received it, about an hour after the upload. Open Uploaded by me to find it. If its row reads Private, the file is in a folder you cannot see, and your service provider still has it.

Open Recent: a file on one of your tasks is there, marked “via task” and the task’s name. Otherwise, your service provider may not share the folder that holds it. Ask them to move the document into a folder you can see.

The folder is not shared with you, or it no longer exists. Ask the person who sent the link, or your service provider.

Files in New files are visible only to the person who uploaded them. After your service provider files a document into a folder you can see, it appears for you too.