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Client Management

General file transfer information

Use the file transfer function to securely share files with your staff members and contacts. This process uses NetClient CS or NetStaff CS.

License requirements

Use of the NetClient CS and NetStaff CS portals costs additional, automatic monthly fees. Contact Customer Service with any questions.
You'll need a license for the Client Management module of Practice CS and NetFirm CS to perform file transfers.

Types of portals and expiration of data

Full NetClient CS portals
 - a permanent portal for a client or standalone contact of your firm.
Temporary NetClient CS portals
 - this temporary portal expires and deletes 30 days after you create it. This deletes all content, including your clients sign in information. You can create another portal at a later date and reuse the sign in information.
NetStaff CS portals
 - a permanent portal for one of your staff members.
note
All file transfers expire after 30 days, and the application removes them from the portal. This includes any related content from the
File Exchange
 portlet in NetClient CS or NetStaff CS.

Check file transfer status or history

Check the overall file transfer status, individual file status, or electronic signature information status for all current and historical file transfers using one of these screens:
  • The
    File Transfers
     tab under
    Actions
     in
    Manage Clients
    .
  • The
    File Transfer
     portlets on the:
    • Firm Dashboard
    • Staff Dashboard
    • Client Dashboard

File transfer security

Configure security groups from
Setup
 on the
Security Groups
 screen. Required security group settings for file transfers are in two main areas:
  • access to file transfer related screens in the
    Menu
     node
  • access to the file transfer information and data in the
    Data
     node.

Data options

Separately manage the ability of staff to view, send, and delete file transfer data.
Practice CS options control access of the data related to the sender of the file transfer.
  • This is the
    Staff
     column of the file transfer window or
    From Staff
     in the detailed file transfer window.
    • For example, you can restrict access so staff members only see transfers they started.
  • If you allow staff members to send files from other staff members, the sender needs to enter the NetStaff CS portal password for the from staff member.
NetFirm CS options control access of the data related to the recipient.
  • This is the
    Contact
     column of the file transfer window or
    To
     in the detailed file transfer window.
    • For example, you can restrict a staff member's file transfer ability to staff or client contacts associated with their office.
  • Mark
    For Standalone Contacts without Associations
     to allow staff members to send files to contacts without a specific office.
  • Make sure you've configured the options for viewing, sending, and deleting file transfer data.

Signature information

The recipient can still access a file before signing, even if you require a signature. They can also download the file before signing. The transfer isn't complete until it is signed. Due to this, your file transfer's status isn't updated until signed.
You can consider the signature similar to an email notification. It isn't a legally-binding electronic signature for legal or IRS purposes. A true digital signature identifies the person who signed it, the precise contents of what was signed, and can demonstrate that it hasn't been tampered with.

Portal FAQs

  1. The client or recipient has forgotten their password, how do you reset it?
    • When a portal user enters the wrong password, they get a
      Help! I've forgotten my password
       link on the login page. They can follow this link to reset their password. The NetFirm administrator can also reset a NetClient CS portal password using the NetClient administration screen.
  2. Is there a data limit for file transfers?
    • There isn't an overall data size limit for File Exchange on the portals. However, disk space used for all web-based services is measured in aggregate, and if space exceeds the allocated amount, it will result in additional disk usage fees. Each individual file within a file exchange folder is limited to 2 gigabytes.
  3. There is a permanent NetClient portal that isn't needed. Can it be deleted?
    • Yes, but not in Practice CS. The NetFirm administrator at the accounting firm, using the NetClient CS administration screens, can delete the portal.
  4. There are a number of unregistered portals that clients never registered. What happens to those?
    • Temporary portals will expire and be removed in 30 days whether registered or not. Full portals will need to be deleted by the NetFirm administrator.
  5. When Practice CS creates a NetClient portal, can that portal be used for other NetClient functionality?
    • Yes, client portals created by Practice CS have the same capabilities as portals setup manually in NetFirm CS.

This article applies to:

  • Product: practicecs