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October 22 nd RootWorks.com FileCabinet CS & NetClient CS Best Practices Amy McCarty Education Services

Objectives Learn the recommended setup of FileCabinet to work with the client portals Learn the best practice for adding client portals and the full setup of the client portals Learn the recommended process for sending data to clients on the portals RootWorks.com

Agenda FileCabinet CS Setup NetClient CS Setup Pushing Information to Client Portals RootWorks.com

FileCabinet CS Setup – Document Folders What your client sees in the portal is based on the organizational setup in FileCabinet CS Create custom document folders to ensure that both you and your clients can easily navigate the organization of documents RootWorks.com

FileCabinet CS Setup – Document Folders Text Only Folders – This type will never have sub folders based on months / years. This folder type is best used for: – Permanent Files – Client Action Required – Client Source Documents – Engagement Letters – Prior Accountant Year Variable Folders – The proper naming format is “YYYY Folder Name” – RootWorks members have used this type of folder to store prior year tax returns when handling several prior returns for a client. Month / Year Variable Folders –The proper naming format is “MM/YYYY Folder Name” – MM/YYYY Employee Setup Forms – MM/YYYY Payroll Reports – MM/YYYY Financial Statements RootWorks.com

FileCabinet CS Setup – Naming Documents RootWorks recommends using simple standard naming conventions so that documents can easily be identified – Payroll Forms – include a ‘month-year’ at the end – Payroll reports – are stored as ‘Payroll Reports MM- DD-YY’ – Financial Statements – are stored as ‘Financial Statements MM-DD-YY’ – Engagement Letters –use the year as the document name since the folder name indicates the document type RootWorks.com

FileCabinet CS Setup Clean up your current database – Move inactive clients to a separate data location Note: This will not work for SAAS users since you cannot create data locations Create separate data locations Copy inactive drawers to new location Delete inactive drawers from existing location – If changing folder structure move documents in bulk RootWorks.com

FileCabinet CS Setup - Integration w/NetClient Select Client Drawer Contributors – Individually by client drawer OR – In bulk RootWorks.com

FileCabinet CS Setup - Integration w/NetClient Determine which documents to give your clients on their portal – Enable document folders to globally transmit all contents If you want to give your clients more information If you want to spend less time controlling which documents are transmitted to portals – Individually select which documents will be transmitted to portal If you want more control over which documents are given to clients Transmit documents to portals RootWorks.com

NetClient CS Setup RootWorks recommends setting the user/portal up directly in NetClient CS – Advantages of doing it this way: Tie the portal login to a single contact Only have to train staff on one portal process to administer Can edit all of the user’s login information Can use the spouse’s address for the login when necessary Control when the client accesses the portal RootWorks.com

NetClient CS Setup RootWorks recommends creating a separate portal for ANY contact you plan to do work for – Each contact will then only have access to the appropriate documents RootWorks.com

NetClient CS Setup RootWorks recommends the following modules – Document Presentation Documents pushed from FileCabinet CS display here Push everything from FileCabinet CS because it allows for more control over folder structure and presentation of documents – File Exchange Use when you need to exchange larger files Use Personal folder called Document Exchange Never use Private folders Shared folders are used for things that you want to provide to multiple clients (i.e. payroll forms) RootWorks.com

NetClient CS Setup – Step by step 1.Log into NetStaff CS as a firm administrator 2.Click the Admin button to access the Administration area of the portal 3.Ensure that Users is selected under the NetClient CS section 4.Click Add and select Single user – manual notification. IMPORTANT – Do NOT select the automatic notification options! RootWorks.com

NetClient CS Setup – Step by step 5.Enter user’s info: – Login: contact’s address – Password: password1 6.Enable Document Presentation 7.Click the wrench icon to access the settings for Document Presentation 8.Select the client drawer(s) that the user should have access to 9.Select the specific folder(s) the user should have access to within the client drawer(s) RootWorks.com

NetClient CS Setup – Step by step 10.Enable File Exchange 11.Click the wrench icon to access the settings for File Exchange 12.Select the Personal folder 13.Select the specific folder(s) the user should have access to within the Personal folder or click Add Folder if it does not already exist RootWorks.com

NetClient CS Setup Personalize settings – Utilities > Notification > Preferences Change Sender Name to your firm name Change Sender to administrative staff in charge of managing portals Upload logo for the Message Header – Utilities > Notification > Templates Use Global Addresses Change messages to reference Online Client Access RootWorks.com

Pushing Information to Client Portals RootWorks recommends having an administrator transmit all drawers whose contents have changed Simplified process Not everyone needs to be involved Controls the communication RootWorks.com

Questions? RootWorks.com

Objectives Learn the recommended setup of FileCabinet to work with the client portals Learn the best practice for adding client portals and the full setup of the client portals Learn the recommended process for sending data to clients on the portals RootWorks.com

Resources on ngaf.comngaf.com Resources by Product FileCabinet CS – FileCabinet CS Implementation & Use NetClient CS – NetClient CS Logo Upload Instructions – NetClient CS Portals Setup & Use RootWorks.com

Resources on ngaf.comngaf.com Video Library FileCabinet CS – Setup of Document Folders – Document Naming Conventions – Integration with NetClient CS Part 1 – 3 NetClient CS – Document Presentation Setup – File Exchange Setup – New User Setup – Temporary Portals – Linking a Web Employee – Web Employee View RootWorks.com

Thank you for attending! RootWorks.com ( for any needed assistance with FileCabinet CS and/or NetClient

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