Browse and manage a client's documents

You will learn how to find, file, and tidy a client’s documents, and how to change who sees a folder on one client.

• Opening, searching, previewing and downloading — any member with access to the client.
• Uploading, renaming, moving, filing, and adding folders — any member who can manage the client.
• Deleting files and folders, and changing folder settings — the Company Owner, Company Admins, and the client’s Client Admins.
• A folder with Member visibility roles is hidden from members who do not hold one of those roles. See How client folders work.
• The Documents app is on the Elite plan.

Path: open the client → Documents

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

• Recent — the client’s latest files, from any folder, from a task, or from no folder.
• New files — what client contacts uploaded, before Uku files it.
• The folders below come from the client’s folder template, with the folders your team added by hand.

The list shows each file’s Name, Creator, Date, Location and Info. A file that is in no folder reads Not filed under Location.

To narrow the list, type part of a file name in the search box. Click Show all to show only files from Tasks, Notes, E-mail or Client portal. To filter by date, click + and add Period.

Click a file to open the preview. Use Previous and Next to move through the folder without closing the window.

Images, PDF files, spreadsheets, text files and Word documents open in the preview. Presentations and very large files offer a download instead.

1. Select the folder you want the files in.
2. Drag the files onto the list, or click Browse files and choose them.

The files appear in the list straight away, and they stay in that folder.

Client contacts’ uploads wait in New files. Uku files them automatically one to two hours after the upload, by the template’s Automatically filed here rules. You can file them at once.

1. Open New files.
2. Click the File now into … button at the top of the list. The button names the folder the files go to.
3. Read the File now window, which lists where the files go.
4. Click File now. Uku shows, for example, 1 file filed.

The filed files leave New files. The contact still finds them under Uploaded by me in the client portal.

Open a file’s row menu for Open, Details, Rename and Move to. With a connected drive, the menu also has Open with the drive’s name, which opens the file on the drive.

1. Click Move to on the file’s menu.
2. Choose the folder under Choose a destination folder.
3. Click Move. Uku shows, for example, File moved to Payroll.

To act on several files, tick them in the list. Download then saves them as one zip file, and Move takes them all to one folder. Details opens the file panel, where you can Add description.

With a connected drive, Uku renames and moves the drive copy too. If the drive does not follow, Uku tells you, and the change in Uku still stands.

1. Click the New folder icon next to the Folder settings gear above the folders.
2. Type the Folder name and click Create. Uku shows Folder created.

The New folder icon adds the folder under Private. To add a folder inside another one, open that folder’s menu and click Add folder. The same menu has Rename and Delete.

A new folder is always Private, even inside a Public folder, so the client does not see it yet. To show it to the client, change its Visibility in Folder settings.

A folder that comes from the template has no Rename or Delete. Change the folder template instead, and the change reaches every client. New files has no menu.

Select the file and click Delete. What happens depends on where the file came from.

• A file uploaded straight into a folder — Uku asks Delete files? Click Delete. The file is deleted, and this cannot be undone.
• A file that belongs to a task, a note or an e-mail — Uku asks Remove files? Click Keep on task to remove it from this folder only; the file stays where it came from. Click Delete completely to delete it everywhere.

A member who cannot delete files sees Remove from folder instead, on files that belong to a task, a note or an e-mail. The file stays where it came from.

A file in an open signing request cannot be deleted by anyone, anywhere. Uku says: “This file is part of a signing request, so it cannot be deleted.” Delete the signing request first.

Visibility and roles come from the folder template. You can change them for one client only, for example to hide a folder from one client’s contacts.

1. On the client’s Documents page, click the Folder settings gear above the folders.
2. Select the folder. A grey line under each setting shows the template’s value, for example Template: Everyone.
3. Change Visibility, Client contact visibility or Member visibility.
4. Click Save. The Apply settings window says what changes, for example how many files become visible to the client.
5. Click Apply settings. Uku shows Folder settings saved.

The setting now shows Differs from template. The client keeps its own choice when the template changes. Other clients are not affected.

To follow the template again, click Reset next to Differs from template, then Save and Apply settings.

The Client portal menu link can only be set in the template. A folder your team made by hand reads Not part of the template, so it has no Reset.

Deleting needs Company Owner, Company Admin or Client Admin rights for the client. A member with other rights sees Remove from folder on files that belong to a task, a note or an e-mail.

The folder has Member visibility roles your colleague does not hold. Open Folder settings, select the folder, and add one of their workflow roles. Or give your colleague that role on the client.

Uku is updating the client’s folders from the template. Wait a moment, then click File now or Save again.

Files added before the folder tree existed are in no folder, and their Location reads Not filed. A Company Admin can file all of them at once with Organize files. See Folder structure templates.

The folder or a folder beneath it still holds files. Move or delete the files, then delete the folder. A template folder cannot be deleted on one client at all: remove it in the template.