Accessing Document Center
The Document Center can be viewed by going to the client’s profile in ProClient CRM. You can do that by clicking on the client’s name in Documents For Review. You can also get there by clicking on the client’s name in the Clients list view in the CRM.
From the Document Center, you can perform various actions to manage and organize client documents. If the client has uploaded any documents, you will see them listed here. Also listed will be any documents you added to the client account.
Each listing shows the Title, Document, Share Status, and Action function. The Title section shows the document’s filename and file extension. Clicking on this will open a pop-up window showing the contents of the document, plus the following Action buttons: Tags, Email, Download, Share/Unshare Document, Upload New Version, and Delete.
The Title section also shows the document’s Primary Tag and a short Note. If the document does not have a Primary Tag, add one by clicking on the Action function. This will open a selection menu. Click on “Tags” and add an existing tag or create a new tag.
The Document section shows the document’s filename, file extension, and file size. It also shows the date and time of upload.
The Share Status section shows an icon that tells you whether the document is shared with the client or not. If you hover the mouse cursor over the icon, a text pop-up will appear, telling you if the document is shared or not.
To change the share status, click on the Action function. Select “Share with Client” or “Unshare with Client.” Click “Yes” on the confirmation dialog box to enact the change.
The Action function lets you select from a number of actions you can perform on the document entry:
- Tags - lets you add and create tags
- Details - lets you edit the Primary Tag, Document Title, and Note
- Email - lets you compose and send an email message to the client with the document as a link or file attachment
- Download - downloads the document file to your current device
- Rename Title - changes the document entry's title (as it appears in the Title column) but does not change the name of the actual document file; this is useful for organization purposes
- Share/Unshare Document - toggles the share status of the document
- Upload New Version - lets you upload a file, overwriting the previously uploaded one
- Delete - deletes the document from the ProClient system
Performing Actions on Multiple Selections
To perform an action on multiple document entries at once, first click on the checkbox beside each document listing.
Then click on the icon to the right of the “Add Documents” button. The available actions include Tag, Email, Download, and Delete.
Adding a Document
To add a document to the client account, click on the “Add Documents” button.
This opens a File Upload pop-up window. It shows an empty box labeled “Drop your file here for upload.” Clicking anywhere within this box will open the file manager of the system in use (such as Windows, MacOS, and so on).
Adding Multiple Documents at the Same Time
You can add up to 20 documents at the same time by clicking the Bulk Upload Documents button.
This opens the Bulk Upload dialog box. Select your files, then drag and drop them into the box to add them to the bulk upload.
Alternatively, you can click within the box to open a file explorer window. Navigate to the correct folder, select the files to upload, and confirm your selection.
Once you have added the files, they will appear in the box:
Mouseover a file icon to display its full filename:
If you want to remove a file from the bulk upload, click on "Remove File" under its icon.
You can assign a tag to all documents in the same bulk upload, which means that the same tag will be applied to each one of the documents. Click on "Apply Tags" to assign the tag(s).
Once everything is in order, click on the “Upload" button to perform the bulk upload. The files will be uploaded to the client's account. The files will then be visible in the client's Document Center.