Client Portal Client User Manual

Transcription

1 Client Portal Client User Manual Version 2.0

2 Contents Client Portal User Manual... 3 Groups and User Levels... 3 Inviting Users... 5 Terms of Use... 9 Removing Users Password Reset List Items Management (Contacts, Links, Tasks, etc.) Adding Items Editing an Item Inline Editing an Item Document Libraries Adding a Document Restricted Folders Moving/Uploading Multiple Files Using the Eplorer View Drag & Drop Alerts Alerts for a List or Library Alerts for Folders, Files or List Items Page 2 of 25

3 Client Portal User Manual Groups and User Levels The following groups have been set up for all Client Portals: User Permission Visitors Client Members BDO Member Client Admins BDO Admins General Permissions Manage Lists Override Checkout Add Items (Links, Contacts, etc.) Edit Items (Links, Contacts, etc.) Delete Items (Links, Contacts, etc.) View Items (Links, Contacts, etc.) Add Documents (Document Library) Edit Documents (Document Library) Delete Documents (Document Library) View Documents (Document Library) Approve Items Open Items View Versions Delete Versions Create Alerts View Applications Pages Create Calendar, Document Library, Pages Web Part Permissions Manage Personal views Page 3 of 25

4 Close Web Parts in Personal View Update Web Parts with Information Adding New WebParts to a Page User Administration Create User Invite User User Management (reset password, etc.) Restricted Library * Create Folder and Assign a User Access Grant Contribute Access to Assigned Folder Access All Restricted Folders Access their Assigned Folders Add Item to All Restricted Folders Add Items to their Assigned Folders Delete Items NAV Services View Nav Charting y y y y y Rich Client (Nav for Windows) y y = has permission for this item y = requires NAV account approval * All restrictions must be done by using the Restricted Folders option outlined later in the manual. Page 4 of 25

5 Inviting Users You can invite colleagues using the Invite User option. With this option, an will be sent automatically to the invited user informing them where they need to register before they can access the portal. The invite is only valid for 7 days. If the invitee does not complete the registration within 7 days, the invitation epires and a new one needs to be sent out. Please note: after sending the invite, if the user s invite epires, you will be notified through . Invite User Go to the Administration tab and click the "Invite User" link. Page 5 of 25

6 A new window will popup. Fill in the required information: Click on the Send Invitation button. Once the invite gets sent out, the user should get an fairly quickly and the invitation will only be valid for 7 days. If the user misses this window, a new invitation will need to be sent out. The invitation comes from the address of the person that initiated the invitation. Page 6 of 25

7 Below is a sample of the actual the user receives. "bdo-test" is the name entered when inviting this user. Welcome to the BDO Client Portal Hi bdo-test, You have been invited to access the BDO Client Portal site: ccharron-test ( To register, please click here and use bdotest12@gmail.com as your user account, then choose a password. For security reasons, this invitation will be valid for the net 7 days. Thank you, BDO Client Portal Administrator Please do not reply to this . Replies to this message are routed to an unmonitored mailbo. The registration page looks like this: Page 7 of 25

8 Once the user clicks the "Register" button a confirmation page appears: When the user clicks on the link, they are brought to the Client Portal login page: Page 8 of 25

9 They will be prompted for their password on the following screen: When they login for the first time a Terms of Use page is displayed. The user must agree to this. Terms of Use You must read and accept the Terms of Use before proceeding. Terms of Use Agreement - BDO Client Portal Welcome to the BDO Client Portal. Please be advised that by accessing the BDO Client Portal, you, as the user, are agreeing to comply with and be bound by the following terms and conditions of use. If you disagree with any part of these terms and conditions, you shall not be permitted to use the BDO Client Portal. Scope The Terms of Use, as amended from time to time, govern your use of the BDO Client Portal and apply when you access or use the portal, regardless of the technology you use to access any documents on the portal. Passwords You agree to keep your passwords and personal verification questions absolutely confidential; they are for your use only. You will not Page 9 of 25

10 disclose to others (including a close family member, a friend or other unauthorized individual) what your passwords or personal verification questions are. You must carefully select your passwords and personal verification questions so that they cannot be easily guessed or reverse engineered by anyone else. Liability and Warranty Disclaimer BDO shall not take any action or perform any work with respect to any document that you upload to the BDO Client Portal without first having received direct instructions from you. Despite your use of the BDO Client Portal, you agree that BDO shall not be responsible or held liable as a result of your failure to instruct BDO to perform work or file any documentation on your behalf. BDO shall not be liable for any direct, incidental, consequential, indirect or punitive damages arising out of your access to or use of this site. Copyright The BDO Client Portal contains material which is owned by or licensed to BDO. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions. Dispute Your use of this portal and any dispute arising out of such use of the portal is governed by the laws of the Province of Ontario. Termination BDO may terminate access of any user to the BDO Client Portal at any time, without notice to the user, in which case these terms and conditions shall continue to apply in respect of your pass access. BDO shall not be liable for any losses or inconvenience that result from its termination of your access. Page 10 of 25

11 After accepting these terms the user is brought to a page where they see a list of all the portals they have access to. New: When a user registers, an will go out to the person that invited the user. The will look like this. Hi ccharron@bdo.ca, The user 'bdotest12@gmail.com' has been successfully registered to the Charron-test Client Portal. Thank you, BDO Client Portal Administrator Page 11 of 25

12 Removing Users On the Administration tab hover over the user you wish to remove to activate the dropdown list. From the list, click the Delete option. Page 12 of 25

13 This will bring up another window. Simply click the "Delete" button to remove the user from the site. Page 13 of 25

14 Password Reset To reset a password, go to the Administration tab: A list of invited users will show up in this area. Hover over the user whose password you wish to reset to activate the dropdown list, and from the list choose the Edit option. Page 14 of 25

15 A new window will popup. Near the bottom there is a "Reset User Password" button. Click this button and the user's password will be reset. Please note that the will say who reset the password so it's best the user knows this person. The user will receive an similar to the one below, which will include the new password: The user can log into the site using the password in the . Note: the password is made up of all the bolded characters as shown in the image above. Please ensure the characters are inserted as shown and no etra spaces are added. After the user logs into the site they should change their password to something more user friendly. This can be achieved by clicking the "My Account" tab in the portal. The password must follow these rules (if they choose a password that doesn't meet these requirements, a warning bo with the rules will appear on-screen): Page 15 of 25

16 Minimum length 8 characters Passwords may not contain your Account Name / address The password contains characters from three of the following categories: o Uppercase letters (A to Z) o Lowercase letters (a to z) o Numbers (0 to 9) o Non-alphanumeric / special characters (ie.!, $, #, %) 8 passwords remembered (you cannot use the same password used the past 8 times) 2 day minimum password age (Before you can change it again) List Items Management (Contacts, Links, Tasks, etc.) Adding Items Navigate to the site containing the list for which you want to add an item. Click the name of the list on the left navigation menu, or click Settings click the name of the list., click Site contents, and then in the appropriate list section, In the ribbon at the top, click the Items tab, and then in the New group, click New Item. Enter the information for the list item. Note the following: You must enter information if the column label has a red asterisk net to it. To attach a file to the list item, in the ribbon, on the Edit tab, in the Actions group, click Attach File, click Browse to locate the file, and then click OK. You can attach more than one file for each list item. If the Attach File command is unavailable, your list may not support attachments. Depending on the list, additional commands may be available on the Custom Commands tab on the ribbon. When you are finished entering the information, click Save at the bottom of the form. To discard any information you entered, click Cancel at the bottom of the form. Editing an Item Inline Navigate to the site containing the list for which you want to edit an item. Click the name of the list on the left navigation menu, or click Settings click the name of the list., click Site contents, and then in the appropriate list section, Page 16 of 25

17 Click edit at the top of the list: Enter the information for the list item. Note the following: For columns that require information, if you do not enter anything, an error message displays net to the column. You cannot attach a file to a list item when editing inline. However, you can still attach a list item by adding the item with a form. Do one of the following: When you are finished entering the information, click Stop editing this list. Editing an Item Navigate to the site containing the list for which you want to edit an item. Click the name of the list on the left navigation menu, or click Settings section, click the name of the list., then click Site contents, and then in the appropriate list Page 17 of 25

18 Click the checkmark net to the item you want to edit. In the ribbon, on the Items tab, in the Manage group, click Edit Item. Note: You can also click the ellipsis ( ) net to the item and select Edit Item from the menu. Page 18 of 25

19 Edit the information in the list item. Note the following: You must enter information if the column label has a red asterisk net to it. To attach a file to the list item: In the ribbon, on the Items tab, in the Actions group, click Attach File, click Browse to locate the file, and then click OK. You can attach more than one file for each list item. If the OK command is unavailable, your list may not support attachments. When you are finished entering the information, in the ribbon, on the Edit tab, in the Commit group, click Save, or at the bottom of the form, click Save. To discard any information you entered, in the ribbon, on the Edit tab, in the Commit group, click Cancel. Document Libraries Adding a Document Adding a file to document library allows you to share your document within the Client Portal. With most modern day browsers, you re able to drag and drop files to a document library. Another option is to click the new document link. Page 19 of 25

20 In the Add a document dialog bo, click Browse to upload an individual file. Click OK. Restricted Folders If you need to create one or more folders that will have restricted access for a client member (i.e. a folder only that client will be able to access), you can do so through the Restrictions area. Please note: there is a difference between a Restricted Folder and the Restricted Library found on the left navigation. The Restricted Folder has to be manually created and a client assigned to it, and only that client will have access to it. The Restricted Library is the section of the portal that houses Restricted Folders, but should not be used to house files. The Restricted Library is accessible to everyone invited to the site, so any files added here will not be restricted to anyone. To create a Restricted Folder, click on the Restricted button on the top navigation to create the folder or Restricted Library on the left side navigation bar to add files to the folder. Note: only BDO Administrators and Client Administrators have access to create restricted folders and add files to them. They also have access to all the folders in the Restricted Library. Administrators of the site: To create a Restricted Folder, click on the Restricted button on the top navigation. In the field provided, give the folder a name and then grant a specific individual access to it by using the Grant Permission dropdown and choosing the appropriate Access Rights: After clicking on Create, the folder will be created in the Restricted Folder section and will only be viewable by that individual. Things to consider for Restricted Folders: Page 20 of 25

21 Before creating a restricted folder for a user, make sure that you have invited them to the Client Portal first. These restricted folders can only be viewed by that particular client. Other clients cannot see restricted folders that are not assigned to them, unless they are a Client Administrator. Only one client can be assigned to a restricted folder at a time. Moving/Uploading Multiple Files Using the Eplorer View This option may not be available as the icon may be grayed out. Please ensure that you are using Internet Eplorer as this feature does not work in other browsers. Go to the document library where the files are located. Click the Library option in the ribbon. This will open the library options. On this pane there is a little icon with a computer and folder. If this icon is not grayed out then this option is available. This will open the document library in the windows eplorer view. You can then move files into this folder as you would on your computer. Page 21 of 25

22 Drag & Drop This feature will work in Internet Eplorer 10+ and the latest versions of Chrome and Firefo. It will also work in IE8 and IE9 if Microsoft Office 2013 is installed. To use the drag & drop feature, select files from your computer and drag them to the library window. A bo will appear where the files can be dropped: Alerts Alerts for a List or Library You can choose to be notified via when an item has been added or changed in a list or document library. To setup an alert, in the list or library where you wish to create the alert, click Library or List at the top of the page to access the ribbon. Page 22 of 25

23 Click Alert Me > Set alert on this library. (In a list, the command will say Set alert on this list.) On the New Alert page, in the Alert Title section, change the title for the alert if you want. The title appears in the subject line of the alert message and is also used for managing alerts. If the Send Alerts To section is available, enter the address(es) of the individual(s) you wish the alerts to be sent to. If the Change Type section is available, choose the types of changes that you wish to be notified about. For eample, you can receive alerts about all changes or only when items are deleted. In the Send Alerts for These Changes section, specify whether you wish to be alerted for all types of changes, or for specific changes such as when anything changes or only when someone changes an item that you created or recently changed. In the When to Send Alerts section, choose how frequently you wish to receive the alerts, such as immediately or in a daily or weekly summary, and at what day or time. Click OK. Alerts for Folders, Files or List Items You can use the following procedure to create an alert to track an item in a list, a document in a library, or a folder in a list or library. In the list or library where the folder, file or list item is located, select the item you wish to create an alert for. Page 23 of 25

24 Click Files > Alert Me > Set alert on this document. On the New Alert page, in the Alert Title section, change the title for the alert if you want. The title appears in the subject line of the alert message and is also used for managing alerts. If the Send Alerts To section is available, enter the address(es) of the individual(s) you wish the alerts to be sent to. In the Delivery Method section, select the method of delivery you wish for your alerts. In the Send Alerts for These Changes section, specify whether you wish to be alerted for all types of changes, or for specific changes, such as when anything changes or only when someone changes an item that you created or recently changed. Page 24 of 25

25 In the When to Send Alerts section, choose how frequently you wish to receive the alerts, such as immediately or in a daily or weekly summary, and at what day or time. Click OK. Page 25 of 25