Downloading a file
You can download files from the Portal to your device by clicking on the file name.
Adding a file
Files can be added either by dragging a file into the "Add file by dropping or clicking" field, or by clicking on that field, which opens the resource manager where you can select the files you want. On mobile, adding a file is done by clicking on the field. On mobile, you can also take pictures directly with the camera and add them as files.
To add files in bulk, drag them all at once into the "Add file by dropping or clicking" field. The files will then be uploaded as a bundle to the folder and period of your choice.
NOTE! Files downloaded in bulk must be uploaded to the same location!
1. File destination
After adding a file, the site will ask you in the sidebar for the period for which the file is to be placed.
NOTE! Sorting files is particularly important to ensure that files are directed to the right people.
The image below is an example from a judicial perspective:
Customer - Everyone
Rantalainen - Account Manager (NOT an accountant or payroll clerk)
Category, Monthly payrolls:
Customer - Persons entitled to "Payroll"
Rantalainen - Client's payroll clerk(s)
Category, Annual accounting:
Client - Persons entitled to "Accounting"
Rantalainen - Client's accountant(s)
2. File folder
Next, the sidebar asks you which folder to place the file in. At this point, either the accounting or payroll folders will appear, depending on the period selection. A public folder is also always available.
If you know which folder the file belongs to, sort the file in the Portal accordingly. In situations where you do not know where to put the file, you can put it in the accounting folder "Other accounting files" or in the payroll folder "Other payroll files". In a situation where you do not know whether the file belongs to accounting or payroll, the general folder "Other files" can be used. In this case, however, you should note that the file will be visible to all Portal users.
3. Sorting afterwards
The folders in the file can be changed afterwards using the arrows below. The point indicated by the upper arrow changes the period of the file. The point indicated by the lower arrow changes the folder of the file.
Other file related
1. The Files bar can also be found on its own tab. The tab can be accessed by clicking on the menu in the top right corner and selecting "Files (All)"
2. Multiple files can be added to Portal at the same time.
3. You can comment on files in the text box below the file name.
4. Once the file has been approved by the accountant or payroll administrator, it can no longer be deleted from the Portal. Approved files will be marked green when they have been approved.
5. The list below shows the functionality of the buttons in the view files in more detail:
A) The search function can be found at the location indicated by arrow A. The search function allows you to search for files by period, folder and name.
B) You can comment on the file on the text field indicated by arrow B.
C) From the file, you can open a conversation from the location indicated by arrow C.
D) The file can be made private from the location indicated by arrow D. A private file is only visible to the person who added the file.
E) You can delete the file from the location indicated by the arrow E. All other files except approved files can be deleted from the Portal.