Overview: Active Documents provides multiple ways to add documents directly to the platform, such as by uploading files, adding a hyperlink document, starting a blank Word, Excel, or Powerpoint file, or generating from a template. Regardless of the method, all documents are profiled and filed at the point of creation.
Please refer to the Glossary for definitions of key terms used in this article.
Add documents
From the Clients page
Navigate to the Active Platform home page and click on Clients to open a client.
Select the relevant client by either searching or using various filters.
In the Clients page, navigate to the Documents module by clicking the Documents tab.
To add a document, click on the Add Documents button, or drag and drop documents directly into the page to upload documents from your local folder.
Clicking Add Documents displays the different ways to add documents, select the option that best suits:
Dropdown option | Description |
Upload | Upload one or more files from your local folder |
Add hyperlink | Add a document that exists only as a URL |
From Template | Generate a document from a published merge template and add or file it to Active Documents. |
Start Blank: Word Document/Excel Spreadsheet/Powerpoint | Creates a new Word, Excel or Powerpoint file directly in Active Documents. |
From the global documents list page
For document uploads that are not client-specific, or when working across multiple clients, users can also upload documents directly from the global documents list.
To do this, from the homepage, click on the Documents icon in the left sidebar.
To add a document, click on the Add Documents button, or drag and drop documents directly into the page to upload documents from your local folder.
Clicking Add Documents displays the following options:
Select the option that best suits how you would like to add the document:
Dropdown option | Description |
Upload | Upload one or more files from your local folder |
Add hyperlink | Add a document that exists only as a URL |
From Template | Generate a document from a published merge template and add or file it to Active Documents. |
Start Blank: Word Document/Excel Spreadsheet/Powerpoint | Creates a new Word, Excel or Powerpoint file directly in Active Documents. |
Upload Documents
Documents can be uploaded from either the client page or the global documents list by dragging and dropping files directly into the documents list, or by selecting Upload from the Add Documents button.
Both single and multiple documents can be uploaded in one session. How documents are profiled differs depending on the number of documents being uploaded.
Single document upload
Once a document is uploaded, a slide-out will open for users to complete the document’s details.
The document Profile Details section contains information pertaining to how the document will be filed in Active Documents. Populate this information to ensure the file is filed correctly upon saving.
Dropdown option | Description |
Client | Select the client relevant for the document(s). If uploading documents through the client screen, this field will be automatically populated with the current open client. |
Document Status
| Select the relevant status for document(s). The default status selected upon upload is Draft. |
Cabinet | Select the relevant cabinet for document(s). |
Document Type | Select the relevant document type for document(s). |
Financial Year | Select the financial year relevant for the document(s). Whether this field is required depends on the selected cabinet. |
Month | Select the month relevant for the documents. This field is not a required field and can be left empty if not applicable. |
Link to Binder | Select an existing binder to link this document to. Linked documents will appear in the Workpaper’s Documents tab and can be attached to relevant accounts. |
The Additional Details section contains additional metadata that can be applied to the document for better visibility.
Dropdown option | Description |
Reference Code | Populate the reference code for the document, if applicable. |
Description
| Populate the description for the document. |
Tags | Populate relevant tags for the document to ease visibility or for searching documents. |
Employee Roles | Assign a preparer, reviewer, manager or partner to a document, if applicable. |
Employee Roles are automatically populated based on the client information. These can be modified for specific documents, if needed.
To rename a document before saving, click on the pencil icon next to the document name in the List of Documents section. Upon clicking on the pencil icon, the title field will become editable.
Click the ✓ (checkmark) button or press Enter on your keyboard to save the change or click ⨂ button to cancel.
Once all the required fields are populated and you are ready to save the document, click Save & Close.
Multiple Documents Upload (Bulk Upload)
Profiling all documents at once
Fill out the fields in the Default Profile Details and Additional Details section. Any information entered here will be applied to all documents in the upload list, eliminating the need to profile each document individually.
Profiling documents individually
If individual documents require different profile details, click Edit Profile Details on the relevant document. Information entered here applies only to that specific document and will override the default profile details for that document only.
When profile details are edited for an individual document, that document’s tag will update to Customised Profile, indicating that it has its own profile details separate from the defaults. The count displayed in the Default Profile Details section will also update to reflect how many documents the default profile details still apply to.
To revert an individual profiled document back to the information in the default profile details section, click Reset to Defaults.
Additional documents can be uploaded and added to the List of Documents at any time before saving. To upload more documents, simply drag-and-drop into the upload area in the List of Documents section, or click ‘click here’ to browse and select files from your local folder.
Note: Any documents added at this stage will have the default profile details applied to it. To apply different profile information, click Edit Profile Details on the relevant document.
Once complete and ready to save documents, click Save & Close.
Add Hyperlink
Select Add Hyperlink from the Add Documents button to add a reference to a document that exists as an external URL – for example, a document stored in an external system or one that can only be accessed directly via its link.
Note: Hyperlinked documents are not stored or previewed within Active Documents. The hyperlink is saved as a reference, and clicking it will open the document in its original location.
A slide-out will open where you can enter the document’s hyperlink. Populate the hyperlink field with the URL for the document and click Add to confirm.
Upon clicking Add, the Profile Details and Additional Details sections will appear where users can populate the document details.
Once completed, click Save & Close.
From Template
Select From Template in the Add Documents dropdown to generate a client-ready document from one of the firm's published merge templates. The generated document is profiled and filed in Active Documents at the point of creation.
Note: For a step-by-step guide on how to create documents from templates, see the article: How to generate documents from templates.
From Blank
In addition to adding existing documents to file in Active Documents, users can also create a new Word, Excel, or Powerpoint file directly in Active Documents.
This option is useful when a document does not yet exist and needs to be created. By starting from Active Documents, the file is profiled and filed at creation.
Select Word Document, Excel Spreadsheet, or PowerPoint from the Start Blank section of the Add Documents button to create a new file directly in Active Documents.
A slide-out will open to complete the document's profile details before the file is created.
Fill out the profile fields, then click Create & Open.
The new document will open for editing using the standard Microsoft Office experience. This document will also be filed immediately and accessible in Active Documents.