File transfer practice and procedures

Overview

Clients can sign into their portal at http://netlinksolution.com.
Alternatively, you can create a sign-in page on your firm's website by following the steps listed in the NetFirm CS topic: Adding portal login fields to your website.

Start a file transfer to a contact

Select
Actions
then
Manage Clients
.
Select the
File Transfers
tab.
Right-click the screen, then select
Send Files to Contact
from the context menu.
Enter the
From Staff
contact information.
note
You can start a file transfer from your own staff ID and also start a file transfer as if it's being sent by another staff.
If you use a different staff member in the
From Staff
field, you'll  need to enter the other staff's NetStaff CS portal password before the file transfer can be initiated.
Enter the contact in the
To
box.
Enter a subject and message text. There are 2 options for delivering the message body.
Include message body in email
: will insert the message text into the email that is sent to the contact informing them that a file transfer has been initiated.
Deliver message body securely
: will not include the message in that email.
note
With either option, you can view the message text on the File Exchange portlet in NetClient CS when the client selects
Note
in the Message column to access the file transfers.
Choose the files then select
Add Files
.
note
The
Signature Required
option allows the sender of a file to require that the recipient sign the document electronically. The recipient can view or download the file without signing, but the request must be accepted or rejected before the file transfer can be considered completed.
The signature status is viewable in the file transfer details screen, and a notification can optionally be sent to the originator of the file transfer when the document is signed. The File transfer general information article has more details.
Select
Send
.

Start a file transfer request from contact

Select
Actions
then
Manage Clients
.
Select the
File Transfers
tab.
Right-click the screen and select
Request Files from Contact
from the context menu.
Enter the contact in the
To
box.
Enter a subject and message text. There are 2 options for delivering the message body.
Include message body in email
: will insert the message text into the email that is sent to the contact informing them that a file transfer has been started.
Deliver message body securely
: will not include the message in that email.
note
With either option, you can view the message text on the File Exchange portlet in NetClient CS when the client selects
Note
in the Message column to access the file transfers.
Select
Send
.

After you start a file transfer request

Practice CS will request the NetStaff CS portal password for the originator of the file transfer (the staff member in the
From
box).
You can have the application remember the password of the staff member currently signed into Practice CS. If you start the file transfer on behalf of a different staff member, you'll need to enter that staff member's NetStaff CS portal password each time. You can't have the application remember other staff's password information. 
To change the cached portal password information within Practice CS for your own staff ID, go to the
NetStaff CS Login Information
screen, select
System Configuration
then
Setup
. 
If the contact (recipient) is already associated with an active portal, Practice CS sends the message and transfers the file to their portal. If no portal exists for that contact, you'll get a message that recommends additional steps to assign an existing NetClient portal to the contact or add a new portal in NetClient CS for the contact. 
Once completed, on the client's portal (in the File Exchange portlet), there will be an extra
Upload
icon. This is how the recipient uploads a file.
Once the file transfer has been marked complete, the recipient can no longer add files to it. After the recipient uploads a file to the originator of the file transfer request, you can get it from the dashboard or via the
File Transfers
tab in Manage Clients.

Additional procedure when portal isn't associated with a contact

Manage file transfers

Save All Files
: Save any files associated with a file transfer. You can save files as long as they still reside on the portals (that is, they're not expired or manually removed). You can use this option to save files associated with file transfers to a client (sent from your firm), or file transfer requests (requested from a contact).
note
Practice CS will request the NetStaff CS portal password for the originator of the file transfer when using this command.
Browse to File Transfer
: Opens the NetStaff CS File Exchange portlet of the person who is listed as the "From Staff" in a web browser, so that you can also access file transfers via your NetStaff CS portal.
note
Practice CS will request the NetStaff CS portal password for the originator of the file transfer when using this command.
Remove File Transfer from NetFirm CS
: This command will log a deleted file transfer event in Practice CS and remove the file transfer data from the File Transfers section on the recipient's portal. It will permanently remove the file transfer, the associated message body, and any file data attached. This doesn't remove the file transfer status and history information within Practice CS. However, if you attempt to use
Browse to File Transfer
or
Save All Files
on a file transfer that has been removed, you'll get an error.
note
Practice CS will request the NetStaff CS portal password for the originator of the file transfer when using this command.
Resend Notification Message
: If the recipient of the file transfer hasn't signed-in and downloaded the file (status will show "Ready for Download"), then you can resend a copy of the message.

Retrieve files from contact