The Documents section in Karbon for Clients is your client's central hub for all files exchanged with your firm. This article explains how your clients can view, search, upload, and manage their documents within the portal, providing a secure and organized way to share information.
Prerequisites
Your firm must have Karbon for Clients enabled.
Your client must have been invited to and have access to Karbon for Clients for the relevant client entity.
Your client has logged in to Karbon for Clients via the web portal or mobile app.
Steps
1. Accessing the Documents Section
To view their documents, your clients simply need to:
Log in to Karbon for Clients.
Navigate to the Documents tab in the main menu.
2. Understanding Document Visibility
The Documents tab pulls in all files accessible to the client from client-facing work, across client requests, approvals, and eSignatures. The exact documents a person sees depends on their access level to the specific client workspace:
Limited-Access contacts will see documents specifically sent to them in requests and work for that client.
Full Access contacts can see everything included in any sent requests for that client, whether they were a direct recipient or not.
For more details, see our FAQ: Which documents are visible in the Documents tab?
3. Searching and Filtering Documents
Karbon for Clients offers robust tools to help your clients quickly find specific documents:
From the Documents section, clients can use the search bar to type in keywords from the document name.
They can also apply filters based on Service Type (e.g., "Accounting," "Tax Preparation") or date ranges to narrow down the results.
Clicking on the Task associated with a document will take them to the containing work item, allowing them to review any linked messages and context.
4. Client Uploads
Clients can easily upload documents to your firm, even if a client request hasn't been sent yet:
In the Documents section, click the Upload button.
Select the file(s) from their computer or mobile device.
For mobile app users, they can also choose files from their gallery or use their device's camera to take a photo and upload it directly.
Once uploaded, these documents will appear in Karbon Storage for the relevant client in your Karbon account. Your firm will be notified via an activity entry on the client timeline and a triage notification sent to the client team.
5. Sharing a Document from Your Firm
As a firm user, you can share documents with your clients directly from Karbon Storage on the client record, without needing to create a work item:
Inside Karbon, navigate to the relevant client's contact record (e.g., Eucalyptus & Stone).
Click on the Documents tab.
Locate the document you wish to share, or upload a new one.
Click on the three dot options menu next to the document.
Select Share.
Confirm that you want to make the file available to users with Full Access to the client.
Note: For privacy, shared documents are only accessible to clients with Full Access to the client entity. Limited-Access contacts will not see these directly shared documents.
Troubleshooting
Can't find a document: Advise clients to check their filters (Service Type, date) or try different keywords in the search bar. Confirm they have the appropriate access level (Limited vs. Full Access) for the client.
Upload failed: Ensure the file size is within limits (individual files typically 200MB or less). Check the client's internet connection.
Document not appearing after upload (Firm side): Verify that a client team is set up for the client in Karbon to ensure triage notifications are received. Check the client timeline and Karbon Storage for the uploaded file.
Further Reading 📖