The Fiduciary Focus Toolkit now includes a document storage option called the Vault. This feature can be used to both store and organize various client documentation including reports run within the system and files uploaded directly by the user.
This article includes instructions on the various use cases including:
Adding Documents
1) Add report to vault upon generation:
*Run the reports from the Monitoring Reports tab. Open report folder to view.
*Once the report generation is completed, select the reports you are looking to download, and select Download Reports.
*Check the Send to Vault option before clicking download at the bottom of the window. This can be done whether choosing to download or not.
*You can do this with multiple client reports at one time and they will be added to their respective vaults.
2) Adding documents to client vaults directly:
*Select the client you are adding documentation to and click on the Vault tab.
*Select Upload Files
*Add tags that apply to the documents you are uploading, add an effective date. (This can either be the date the original report was processed, or the current date.) There are pre-populated tags in the system, but the +New Tag link allows for the creation of custom tags.
*Select the files you wish to upload and click Open. (To select more that one file, hold the CTRL or Command button on your computer and select the files you wish to upload. The system can process up to 50 documents at one time).
*Submit once selected.
Vault Organization
*Instead of individual folders, the Vault is organized using the Tags feature. The system has default tags to choose from, however, users are able to add Tags of their choosing for organizational needs.
*To view specific documents by tag, select the tag in the dropdown at the top of the table.
*There is also a Search function to the left of the tag dropdown that can be used to find specific documents for review.
Manage Existing Documentation
To edit the documents that have already been added to the vault, select the Pencil icon to the right of the file you would like to make changes to.
*This menu will allow you to update the name, tags, and effective date of the file. Once the updates have been made, click Submit.
To download or delete files from the vault, select the files using the box(es) to the left-hand side of the file name.
Select the trashcan (in red) to delete the file, and the arrow (in green) to download.
Please note: When a file is deleted, it will remain visible in the Vault for 90 days with a blue highlight. Within this time frame, a document can be recovered and become available again. To recover a document, click the recover arrow for the corresponding file. The deadline for recovery will be noted in the Vault.