Getting your client's digital approval on documents

Apart from sending documents to your clients for their records and for them to view, you can also send your client documents that require their digital approval. In doing so you will be creating a task associated with the documents.

In creating a task for the digital approval of documents, your selected clients will be notified by email. This email will let your clients know that documents are available for them to digitally approve or reject. A task entry appears on their Tasks > Open Tasks page.

All client users of that portal will be able to view the documents as they are listed on the Documents > Received page, but only the client users assigned to the task will be able to approve or reject the associated documents/task.

To get digital approval on documents

Open MYOB Accountants Enterprise/Office on your desktop.
Go to your Clients > Documents tab.
Select one or more documents to publish to your client portal.
Use your [Ctrl] or [Shift] keys to multi-select documents as you normally would in a Windows Explorer view.
A document that is not in PDF format will be converted to PDF before it is published to the portal.
Click Publish to Portal on the Tasks bar.
1. If you’ve already created your client portal, then the Publish to Client Portal Name Portal page in MYOB Accountants Enterprise/Office Live displays.
2. If you haven’t created a portal for your client, you’ll be prompted to select whether to:
  1. create one for your client.
    You’ll be directed to the Create Portal page to Create client portals.
  2. add them to an existing portal.
  3. You’ll then be prompted to select the portal to which you wish to add your client to and click Add. After confirming the addition to the selected portal, you can Edit a client portal.
    The client you’ve just added will be identified with a
    symbol.
    All existing full access users of the client portal will be able to see the new client’s documents.
  The Publish to Client Portal Name portal page in MYOB Accountants Enterprise/Office Live opens, where Client Portal Name is the name of the client portal that you are publishing documents to. The client name is listed directly below the page heading. The documents you selected to publish from your desktop product are listed within a table.
For each document:
1. classify it into an appropriate category in the Tag column.
  1. Select the appropriate tag from the drop-down.
  2. Selecting a tag for your document is like filing it in a specific folder, making it easier for you to search for it later.
    
    Selecting a Tag for your document is optional.
2. select the appropriate Year option for your document from the drop-down.
  
  You must select a Year option.
3. order it in the list, as required.
  Click
  in front of the document you wish to reorder. Drag it to the position in the list where you want it to be positioned.
4. select the document(s) which require a signature from your client(s) in the Signature required column.
  You can do this by selecting the checkbox in the Signature required column for a document. A tick is displayed in the checkbox when it is selected.
  More options will be displayed on the page when a Signature required checkbox is selected for a document.
Select the clients who you require to digitally approve the document(s).
Only those clients who are part of the collaborative portal are listed for selection.
You will be able to choose from:
1. full access users, who are listed in the Request signature from section
  
  At least one full access user must be selected to create an approval task.
2. contributors.
  Click on Add other contributors to list all existing contributors of the client portal.
  Click the + Create new user to create a new contributor. See Create client portal users for more information.
Enter a Task name for the email notification. This forms the subject of the email that will be sent to your clients. This field is mandatory. If you would like to change the default title, delete the existing text and enter your own. Enter a subject that is informative for both you and your clients.
Enter a Description. This forms the body of your email to your clients giving them more details concerning the documents you have published to their portal and what actions you require them to do regarding the documents. This field is optional.
The Description text box contains a simple rich text editor enabling you to format the email message to your clients. For example, you are able to enter a new line of text, bold text and retain all the formatting.
Enter or select the Due date. Enter a date in dd/mm/yyyy format or click the calendar
icon to select a due date when your client must complete the approval of the document(s). This is a mandatory field.
Click Publish. A message will be displayed across the top of the page letting you know that the documents have been published successfully.
On your portal:
1. The documents will be listed on your portal’s Documents > Sent page.
2. A task will be created and listed on your portal’s Tasks > Open tasks page.
  If you have published a number of documents and requested a signature on more than one document, only one task will be created and associated with the documents. You can see all the documents you have published listed on the Tasks details page in the order that you published them.
3. The documents will be listed on the Documents > Received page of your client’s portal.
4. A task will be created and listed on the Tasks > Open tasks page of your client’s portal.
  If you have published a number of documents, only one task will be created and associated with the documents. Your clients can see all the documents you have published for them listed on the Tasks details page in the order that you published them.
Your clients will receive 1 email notifying them that documents requiring their approval have been published to their portal.