The steps below will outline how to confirm or set up email notifications sent to a client from ShareFile when a file is uploaded from DMS to the ShareFile portal Navigate to the correct DMS Client site and Year library Once in the correct library, select Portal Tools > Portal Setup > Client Administration  When the ShareFile Client Administration screen appears, confirm that a checkbox is toggled On in the "Notify Upload" column for the specific email address in question The example above shows that Mike is not getting notifications, but Eileen is Select the Edit link > toggle the "Notify Upload" option to On > Select Save > Update User(s) to Portal > Finish You will need to go to any other client sites to confirm and edit notifications

Downloaded report from Safesend creates a .zip file with 20 signed engagement letter pdf’s   Issue: When clicking on the file in DMS to view the signed engagement letter you will be prompted to enter a password     Solution: Right click on the ellipsis icon and choose either Preview or Download      

1. Select the document 2. Click the DMS Tools dropdown 3. Select “Sign Off Selected” 4. Choose the Sign-Off Type 5. Select the Red “X” next to the name of the user that signed off on the document to remove the Sign-Off

ISSUE: Staff are opening a ZIP file and then dragging directly into DMS.  This behavior is not supported by Microsoft and will result in missing or corrupted files in DMS. Files inside of a compressed zip file must be extracted prior to moving them to DMS.   RESOLUTION: Save the file to your hard drive (i.e. "C:\temp") Using File Explorer, navigate to the file Right-Click the Zip file and choose "Extract All..." Confirm the destination folder and click "Extract" Navigate to the new destination folder Since the files are now extracted, you can drag-and-drop the files into a library in SharePoint Online

Currently, files saved to sub-folders in a DMS client site cannot be uploaded to ShareFile due to Microsoft limitations. This is on their future feature list.   ISSUE: Portalling documents contained within a subfolder of a client site is currently not possible. In the example below, the excel files and outlook messages can be sent to the ShareFile portal without an issue. However, if there are any files in the “Test Folder” folder, they will not portal correctly. Although you can select the files, select Save to Portal, and get the ShareFile icon, they will not upload to ShareFile properly and the client will not be able to see them.         RESOLUTION: In order to successfully send a group of files to a client, you have two options è   You can copy the individual PDF files to a section in DMS, select all desired files > select Portal Tools > Save To Portal. The client will get an email and will be able to select one or all files and download them as a zip file on their system.  They will not need to download them one by one and they will not receive separate emails, unless you portal the files one-by-one When you generate the K-1 files, create a zip file out of all the K-1 PDFs you want to deliver Upload the Zip file(s) to the correct client site/year and select an appropriate class. DO NOT put them into a sub-folder Select the Zip File > select Portal Tools > Save To Portal. The image below shows the ZIP file uploaded to the “Root” location of the client site. It is not in a sub-folder The client will be able to download and uncompress this file at their convenience.       RECOMMENDATION: SafeSend Returns is the recommended method to deliver Individual and Business returns/K-1s. For business returns, when the Client Copy and K-1 PDFs are combined into one file, they can be uploaded to DMS and then delivered via SafeSend Returns. The client can then review the return(s), e-sign the 8879(s), and distribute K-1s to partners/shareholders electronically, or as they see fit.

Issue: Newly uploaded documents do not have the class field available in the "Details" of the document Solution: 1.  Select the ellipsis and then details: 2. Change the Content Type to "DMS Columns" This will change the property fields to allow you to set a Class

Issue: "Apply Barcode" is not functioning in DMS Solution: Check to ensure that your browser window is set to full screen and the zoom is set to 100% 1.  To check the zoom settings on the browser you will need to select the ellipsis on the top right

ISSUE: How do I add a new client user to DMS and then the portal RESOLUTION: The steps below will outline how to set up a client email address in DMS so that documents uploaded to the portal will notify them directly. They will then be able to download or read those document directly from ShareFile Navigate to the correct DMS Client site and Year library Once in the correct library, select Portal Tools > Portal Setup > Setup From Client When the Setup From Client Folder Administration screen appears, Select Add User Enter the Client email address, First Name, Last Name, Company. Also, make certain to select the Notify Upload box Select Save to accept the new or changed information Important: You must select Commit Changes to Portal to push the newly added or changed information to ShareFile The newly added client will receive an email indicating that they have been added The newly added client will need to select the Activate Link in the email they receive to set up their account Once they activate their account, they will be able to review the documents that were uploaded to the portal

Instructions for Applying Electronic Barcode in DMS Upload the properly named CCH Axcess Tax file to DMS. Select the document and then click DMS Tools > Apply Barcode Select the correct Job Name from the Jobs list for that client. The Job ID should match the Job ID in PE. Then Click Apply. The system will process the file and add Barcodes to the 8879s in the document. When finished you will get a message in the site notification area. Opening the PDF file will reveal that all 8879s are barcoded and titled. Note the File can be pushed to SafeSend Returns for the client to e-sign. Barcode both the CLIENT and GOVERNMENT PDF copies.

ISSUE: File classification missing from file properties in DMS RESOLUTION: Sometimes DMS will not apply the DMS Columns Content Type to a newly uploaded file and you will need to apply it manually Select the file On the right-hand side, in the column, select the Content Type dropdown and then select "DMS Columns" This will correct the issue If you need to edit multiple files then you follow the same procedures noted above except select Save to changes to multiple files when you have completed your changes