In this video:
- Upload Files
- Preview, Move and Share Files
Opt-In
Canopy has recently given our files a makeover. You have all the same great functionalities with a fresh new look. The files interface redesign is currently an opt-in experience.
To opt-in:
- Go to Files
- Click on Client files (you can do this from anywhere you access files).
- Click on the blue gift box at the bottom of the page.
- Under Files Interface Redesign click “Try it Out”.
You can return to the default setting by returning to this box at any time during the opt-in time period.
Uploading files and documents is the first step of exchanging information with your clients, whether it be sharing engagement letters, tax forms or other kinds of statements.
In Canopy, you can upload nearly 30 different file types, from your common types like docx, and PDFs, but also picture types like .jpgs and pngs.
The max file size for any one file is a precise 4.999342 GB. For comparison’s sake, that’s about 312 songs - basically, the entire Beatles and Led Zeppelin anthologies put together. In other words, Canopy can take on just about any file! So Let it Be!
Anyway, You can upload files in two areas of Canopy:
- On the Client Record page, under the File tab
- This is just for clients!
- Under the Files Module, then under Client, Internal, or My Files
Upload Files
Let’s begin with the client record page. Go to a client's record page within your client list, then select the Files tab.
After you’ve onboarded a client, you may want to share a welcome letter, where you might have important clients and phone numbers listed for your client to refer to.
- First, use the side bar to select the location you want to add the file to.
- Select the Add button.
- Select Upload File
- You’ll be asked to locate the file on your device. Select the file, and then click open (or you can also double-click)
Now your file has been added for this client.
It’s worth mentioning that when we upload files here, it does not mean your client can automatically see these yet.
A pop-up window appears after to ask you if you want to make this visible in the client portal. If you toggle this and have not yet invited them to the portal, you’ll see the client portal window to send an invitation.
Also, if you have team members at your firm who are assigned to work with this client, you have the option of notifying them that you added a file.
Clients are only able to view them if the files are made visible to them in the client portal. The silhouette icon indicates whether they see it - blue if it’s visible/gray if it’s not.
File Inbox
Your client can also share files with you through their client portal. When they have shared a file you will get a notification in your file inbox as noted by the red notification.
Note: If you are used to our old files interface you will notice you no longer will see the blue bar at the top of your screen when you have client files to review. It has been replaced with the red notification in the inbox!
You can click on the inbox to expand and see the files ready for review. When you click on each file you have the options to review by clicking on the eye icon, or rename by clicking on the pencil icon.
You can easily move the document from your inbox to your client’s folders by selecting the documents you want and dragging them to the applicable folder.
One thing to note is when you are in a client's files you will only see the files that client has uploaded in your inbox. If you navigate to your files from the global navigation bar and click on Client Files your inbox will have ALL the files uploaded by any client.
Let’s head back to our client’s files in the client record.
Manage Files
There are several things you can do with files once you upload them. You can find these options by right-clicking on your mouse or selecting the three dots icon on a file row. All of these actions can be done on the client record page or under the Files tab.
Let’s go over some of our favorites:
Preview a File
First, unless you have a photographic superpower, you likely will want to preview a certain file to verify it’s the right one you’re thinking of.
Right-click and select Preview.
The file preview screen allows you to preview any file in Canopy, zoom, and pan around the file, search the file's text, and print, download, or make the file visible to clients.
On the left, you can see the folder structure as well. So you can navigate between your structures to other files. You can also hide this side menu by clicking on the arrow at the top.
Press the X button at the top right to leave this menu.
Move Files
You can move files around into different folders or subfolders. Simply click on the row with the file you want to move. Then drag it. You can use the Expand All Folders button to see all subfolder when moving files.
If you’d like a more precise way of moving files, right-click with your mouse or click the three dots icon for that file, then click Move.
This menu, it’s essentially the same thing as we did before, just in a different format. Instead of dragging, it’s more point-and-click.
Move Files to Connections
In this Move Menu, you can move files between the client and the client’s connections (like a spouse, dependents, or important contacts) that you already linked to this account. In this example, I can move one file from Peter’s account to his spouse, Mary Jane.
Just click Client files to view connections and select where you want to move the file.
Sharing the File
You can also share a file with clients or team members that you're collaborating with ease. In the file menu, select share file.
In this menu, indicate which team member or client should see this. Note, again, it’s only going to show team members that are assigned or collaborating with this client. And only the client you are working with shows up.
Once you indicate who, you can decide to write a personalized message or a template.
Then click Send. If you are sending to a client, they will get an email notification that you shared the file with them and it appears in their client portal. So this makes the file visible to your client.
If you are sending to a team member, they will also get an email and link to the file in their Canopy account. It’s not sending an attachment, just more of a notification and direct pathway to the file.
Copy Link
Similarly, if you have a chat system or text messaging with a client or they just have trouble locating the file, you can copy a link to the file and send them the URL that way. Click Copy Portal Link in the menu and you can paste the link somewhere.
This also makes the file visible in the client portal if it wasn’t already.
Lock and Archive
There are several other features you can do from this menu including sending an eSign request (You can watch a video walking you through the eSign process here), and locking or archiving the files.
To view archived files you can click on the file box at the bottom to see any files that have been archived.