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'll be creating a task associated with the documents. When you create a task associated with the digital approval of documents, your selected clients will be notified by email. This email will let your clients know that documents are waiting for them to be approved or rejected. A task entry appears on their Tasks > Open Tasks page. All client users of the 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. | UI Expand |
|---|
| Go to MYOB AE or MYOB AO or your desktop. Select one or more documents to publish to your client's portal. See Selecting documents to send to your portal for more info.If you've already created your client portal, then the Publish to Client Portal Name portal page displays in your browser. If you haven't created a portal for your client, you'll be prompted to select whether to:create one for your client. If you select this option, you'll | HTML |
|---|
<span data-swiftype-index="true"> |
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 Sending documents from AE or AO by publishing to portal. | UI Text Box |
|---|
| 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 government bodies that our clients deal with (ASIC, ATO and IRD) to ensure there are no issues with our digital signing method. |
| UI Expand |
|---|
| expanded | true |
|---|
| title | To publish a document that requires approval |
|---|
| 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- In MYOB AE/AO, select a document you want to publish to the client portal. If 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
portalor them - the client to an existing portal.
If you select this option, you'll then be prompted to select the portal to which you wish to add your client to - Select the relevant portal and click Add.
After confirming the addition to the selected portal, you can edit your client portal.
The client you've just added will be identified with a  Image Removedsymbol. All the 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 displays where Client Portal Name is the name of the client portal that you're publishing the document to. The client name is listed directly below the page heading. The documents you selected to publish from your desktop are listed within a table.For each document: classify it into an appropriate category in the Tag column.
Select the appropriate tag from the drop-down. Selecting a tag for your document is like filing it in a specific folder, making it easier for you to search for it later. | UI Text Box |
|---|
| Selecting a Tag for your document is optional. |
- 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.
| UI Text Box |
|---|
| You must select a Year option. |
- order your documents in the list, as required.
You can reorder the document list if you want. Click Image Modified in front of the document you wish to change in the listed order reorder and drag it to the position in the list where you want it to be positioned. - 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 then be displayed in the Create task section on the page. - 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'll be able to choose from:full access users, who are listed in the Request signature from section, and | UI Text Box |
|---|
| At least one full access user must be selected when creating a task for your client(s) to digitally approve documents. |
contributors.
Click Add other contributors to list all existing contributors of the client portal.
Click + Create new user to create a new contributor. See Creating new users for more info. | UI Text Box |
|---|
| If you include contributors, they'll also be required to digitally approve / reject the document(s) for this task only. |
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'd like to change the default title, delete the existing text and enter your own.
Enter a title that is informative for both you and your client. - Enter a Description.
This forms the body of your email to your clients giving them more details about the documents you've 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're able to Click the Signature required checkbox for each document requiring digital approval, then click Next. - Select the portal users who need to digitally approve the documents. You can assign a contributor or full-access user.
- If someone else usually deals with this client, you can choose 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.
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.
The description will be the body of the email the users receive. Use this to give them more details about the task. The Description text box has a simple rich text editor to format the email message. For example, enter a new line of text, bold text and retain all the formatting. - Enter or select the Due due date for the task to be completed.
Enter a date in dd/mm/yyyy format or click the Image Addedcalendar Image Removed 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 is displayed across the top of the page letting you know that the documents have been successfully published. The clients selected for this task to approve documents, will receive the email.
In the portal:
The documents will be listed on the Documents > Sent page of your portal.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.The documents will be listed on the Documents > Received page of your client's portal.- and create task.
| UI Text Box |
|---|
| 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.
- 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 page.
- If you published more than one document, only one task will be created
|
and associated with the documents- for them. Your clients can
|
sell - see all the related documents
|
you have published for them, listed - on the Tasks details page
|
in the order that you published them. On your desktop MYOB AE or MYOB AO, if you have Document Manager: - Once the current latest of the document has been published to the portal, an
 Image Removed icon is placed next to the document on your Client > Documents tab and the Versioning page of Document Manager. - An
 Image Removed icon is placed next to a document on the Client > Documents tab, where an earlier version of the same document has been published to the portal.
If you don't have Document Manager and you're publishing documents from your Client > Documents tab, there is no visual indicator to let you know which documents you've published to the portal. | | UI Expand |
|---|
| title | What happens once I've published the documents? |
|---|
| Your clients will: - receive one email notifying them that you've shared documents with them on your collaborative portal which require their digital approval.
At your end: If only one client user has been assigned to digitally approve documents, you'll |
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
you've assigned a number of client users - more than one user needs to digitally approve the documents,
you'll - you’ll be notified by email when all
the client the documents and if any one of your client users - 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
multiple documents associated with an approval task, then all the documents - several documents to be approved, then each document must be approved by all
your client for the document to be consider approved and the task complete- before the task is digitally signed. If one of the documents is rejected
by a client user approval You'll then make changes to - resend the amended documents
and resend them to your client - for approval and this will create another task.
- When
your clients approve the documents within a task, then the documents will be digitally signed.After a client user(s) approve the documents within a task, you'll receive an email. You can then view the task and mark it as complete. The task is moved tasks- page to the Tasks > Completed
tasks page of your portal.Once documents have been approved by your clients, see What happens to my documents? for more info.All actions will be listed in the Activity - page in MYOB Practice.
- The task’s history appears in the Activity and comments section of the Tasks details page of the particular task.
See Task details for more info.The portal will let you know when the digital signatures for the documents are ready for you to view and access.| UI Expand |
|---|
| title | How can I tell who has approved or rejected the documents? |
|---|
| It's easy to track the status of an approval task, i.e., a task that involves the digital signature of documents. Simply click the task listed on Tasks > Open tasks to access the Tasks details page. The Signees section lists all the clients who you've assigned to approve the documents and the status of the document approval is listed to the right of each client's name. At a glance, you can see the status of the document approval - approved, rejected or pending (waiting for your client to action). If one of your client's hasn't actioned the task, you can send them a reminder to prompt them to approve the documents. See Task details for more info| UI Text Box |
|---|
| 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. | |
Yes
No
Thanks for your feedback.