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| This section is only relevant if you're using MYOB AE or MYOB AO on a desktop computer in your practice. |
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You can share documents with a client by publishing them to the client’s portal, straight from MYOB AO/AE. An approval task will be created for your client, so they can view, download, print and approve the documents from within their portal. For instance, you can send financial statements, invoices and tax returns. Watch this video to see how clients can approve documents in their portal. If you’re sending documents that don’t require a digital signature (approval), see Send Sending documents from MYOB AE /or AO by publishing to portal. UI Text Box |
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| About digital signatures A digital signature is a legally-binding way to electronically sign a document, and is covered by: MYOB has explicitly sought approval from the major industry bodies government bodies that our clients deal with (ASIC, ATO and IRD) to ensure there are no issues with our digital signing method. |
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title | To publish a document that requires approval |
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| - In MYOB AE/AO/AE, select a document you want to publish to the client portal.
There are several ways you can do this - see Select a document to publish for detailsIf the file you want to publish:- was added to MYOB AE/AO Document Manager: You can publish a document from Document Manager if its status is Completed or Approved.
- is in the client document folder in MYOB AE/AO: If you use MYOB AE/AO but don't have Document Manager, you can publish documents that are accessible from the Documents tab of the client record.
- Click Publish to Portal.
If you’ve already created your client portal, the Publish to... page appears. If you haven’t created a portal for your client, you’ll be prompted to either:- create a portal for your client. You’ll be directed to the Create Portal page to create your client portals.
- add the client to an existing portal. Select the relevant portal and click Add.
- In the Publish to … Portal page, you can tag (classify) each document into an appropriate category. Tagging documents makes it easier for you to find them later.
- Select the appropriate year that the document relates to from the drop-down.
- You can reorder the document list if you want. ClickImage Modified in front of the document you wish to reorder and drag it to the position where you want it.
- Click the document’s checkbox in the Signature required column. checkbox for each document requiring digital approval, then click Next.
- Select the portal users who need to digitally approve the documents.
You need to select at least one You can assign a contributor or full-access user. - If someone who needs to review and give their approval isn’t already a contributorelse usually deals with this client, you can add them by clicking + Create new userchoose to show them as the sender of the task. Click the x next to your name in the Send as section, and then click + Add sender to choose the name that should appear on the task and email notification.
- Select who in your practice should be notified when the document gets digitally approved, or if a user or contributor asks questions or adds comments.
Give the task a title and description. This The title will be the subject of the email that is sent to the users. It will also be the task title displayed on your Tasks page and the Tasks page of your client.
Enter a The description . This will be the body of the email the users receive. Give Use this to give them more details concerning about the task.
The Description text box contains has a simple rich text editor that lets you to format the email message. 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 for the task to be completed. Enter a date in dd/mm/yyyy format or click theImage Modifiedcalendar icon to select a due date.
- Click Publish and create task.
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| How to access the published documents - An email will be sent to each user you’ve published a document for, notifying them that you have shared documents with them that require approval.
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| When they sign in to their portal, they’ll see the documents you’ve shared in the Documents > Received page of their - An email will be sent to each user you’ve published a document for, notifying them that you have shared documents with them in the portal, and a task will be appear on their Tasks > Open
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| tasks- page.
- If you published more than one document, only one task will be created for them. Your clients can see all the related documents on the Tasks details page
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| .Tracking document approval- If only one user has been assigned the task of approving documents, you’ll be notified by email when they have either approved or rejected the documents.
- If more than one user needs to digitally approve the documents, you’ll be notified by email when all users have approved them, or if anyone rejects a document.
- You can also track the status of each document approval (approved, rejected, pending) on the Signees section of the Tasks details page.
- If there are several documents to be approved, then each document must be approved by all assigned users before the task is digitally signed. If one of the documents is rejected, then the whole task is rejected too. You’ll have to resend the amended documents for approval and this will create another task.
- When a document has documents have been approved by all users, you can mark the related task tasks as complete. The task tasks then moves move from the Tasks > Opentasks page to the Tasks > Completed tasks page in MYOB Practice Online.
- The task’s history appears in the Activity and comments section of the Tasks details page of the particular task.
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| Troubleshooting digital signature issues There are several reasons why a digital signature may fail to be applied successfully to a document. These include: - The document you sent to the client has already been digitally signed.
- The document you sent is not a PDF.
- The PDF file is encrypted or password protected.
- The width of the PDF file's first page is too narrow to include a digital signature.
- The file was deleted before it could be signed.
In these cases you will need to resubmit the documents for the client to sign. |
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