Overview: HowNow is being retired and replaced by Active Documents. This article covers frequently asked questions about the transition process, system requirements, and key differences between the platforms.
Getting started
When do you recommend transitioning from HowNow to Active Documents?
As soon as possible. The HowNow portal will be retired on 31 March 2027, and the HowNow product will be fully retired on 31 December 2027.
Can I trial Active Documents?
Yes, we offer a 14-day free trial which can be initiated by your firm.
To do this, navigate to the Admin Centre and select Users & License Management under the Firm banner.
Click on the License Summary tab up the top and select to Try it now in the Product Store.
Do I need a Microsoft 365 account to run Active Documents?
Yes, Microsoft 365 subscription: Business Standard or Premium is required.
Note: You must use the same email address to sign in to both Microsoft Office and the Active Platform. If the emails don't match, you won't be able to integrate Active Documents with Microsoft Office products.
Can Active Documents support Windows or Mac and remote environments?
Yes, please refer to our system requirements here to ensure you can run Active.
When can we set up our practice management connection?
Once you are subscribed to Active Documents. Active Documents integrates with leading practice management systems, allowing you to import your clients and link contacts to entities. If you are running MYOB AE or Access APS, our team will be in touch to organise your set up.
Our firm uses an offshore team, is that an issue?
No. Please ensure that your offshore team has the right system requirements to run Active. Active system requirements can be found here.
My Microsoft email address is different to my business email address, what do I do?
We recommend updating your Microsoft email to match your business email, your IT team or Microsoft account holder should be able to make these changes. Your Microsoft email should not have .onmicrosoft in the email address.
HowNow retirement
When will HowNow be retired?
The HowNow portal will be retired on 31 March 2027, and the HowNow product will be fully retired on 31 December 2027. We recommend planning your transition to Active Documents well ahead of these dates.
Will my HowNow Smartlinks still work?
Yes. All HowNow Smartlinks will be maintained during the migration to Active Documents.
Is there a migration service to move our documents into Active Documents?
Yes. When you schedule your migration, our team will work with you to move your documents across. As part of this process, we'll discuss your current record locations in detail to ensure they are accurately mapped to the new structure.
Can we replicate our HowNow filing structure in Active Documents?
Documents in Active Documents are organised using a set of fields that you can filter and search by, with each field representing a location or keyword in HowNow:
Client - which client the document belongs to.
Cabinet - the top level grouping (for example Permanent, Tax, Accounting).
Document Category - what type of document it is.
Financial Year - which year the document relates to.
Active Documents
What are the main feature differences between HowNow and Active Documents?
Access our comparison table here.
Does Active Documents integrate with practice management systems?
Yes. You can import your clients from your practice management system and then upload or generate files for those clients in Active Documents. Structured contact management lets you link contacts to entities.
Does Active Documents provide a full audit trail?
Yes. Active Documents provides a full audit trail from the moment a document is imported or created through to when it is marked as final. It also leverages the version history in Microsoft for collaborative work, giving you total version control.
Can multiple team members work on a single document?
Yes. Multiple team members can work on a single document at the same time when editing Microsoft files such as Word, Excel or PowerPoint. There's no need to check documents in or out to edit them.
Does Active Documents have full text searching?
Search in Active Documents works by scope, fields and filters, so you can narrow results quickly. Scopes let you choose where to search (all items, documents, or emails), fields let you choose what to search by (document title, email subject, or keywords/tags), and filters narrow results further by client, status, cabinet and file type. Active Documents also remembers your last five searches. Searching inside the content of a document or email isn't available yet, but we're actively working on it for a future release.
How will HowNow portal functionality be replaced?
Active Documents will include a document exchange portal that gives clients a single place to view and manage everything your firm needs from them. Clients can respond, upload documents, and track conversations directly in the portal, with all communication stored in one place. This functionality is due for release at the end of 2026.
What e-signature integrations are available in Active Documents?
Active Documents allows you to connect with the following e-signature providers:
Annature
FuseSign
Implementation & training
What is the implementation and training process?
Each firm's implementation & training process will differ slightly depending on firm size, practice tools and preferences. Our standard training service is done online, for your full team and will cover best practices on how to use Active Documents.