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Overview

AdviserLogic's Quick Vault feature simplifies document management by allowing you to upload documents from anywhere within AdviserLogic and allocate them directly to any client without needing to open the client record.

This efficient tool saves time and cuts down workflow, ensuring that important files are quickly and accurately stored in the correct client vault, enhancing overall productivity and organisation within your practice.

Access

To access the Quick Vault feature, navigate to the left menu panel on your AdviserLogic interface.

This panel of features remains visible regardless of which module you're using within the software, providing easy and consistent access to Quick Vault at all times.

Hovering over the menu will expand it, select Quick Vault from the available options to get started.

The Quick Document uploader window will open, allowing you to upload files.

Drag and drop files or browse your device to upload them by selecting Browse from the Document Upload interface.

You can upload individual or multiple files, showing in a list where you can manage them.

This includes options to edit or delete the documents by selecting the Rubbish Bin icon on the right of each line item.

Assign & Customise Uploaded Documents

Before saving your uploaded documents, you'll need to assign your documents to a client and use the available fields to customise them. This allows you to organise and manage your documents more efficiently.

Assign to Client

To assign a client the uploaded record/s start typing their name into the Client field above the list of documents you have just uploaded. A list of existing clients, matching the text will populate a drop-down list. Choose your client from the list to begin assigning the documents and customising the management fields.

To customise the documents to ensure they are well managed within the client's Document Vault we recommend applying the correct information to the Document Customisation Fields.

🗂️Document Customisation Fields

🔠Name	Change the document name, this is how the document will be seen in the Document vault
🗃️Category	Assign a category to the document
🗂️Sub-Category	Assign a Sub-Category to the document
📅Year	Edit the year the document relates to
👁️Visibility	Change the visibility settings
🔗Entity	Choose which Entity the document is allocated to
💾Save	Save the uploaded Documents to the Document Vault

🔠Name

Customise the Name field of the document by typing directly into this field. This name is how the document will be displayed in the Document Vault main screen.

💡Tip

Implementing practice-wide naming conventions will make client documents easier to find and manage, ensuring consistency and efficiency across the board.

🗃️ Category

Assign a previously created category to the document by selecting it from the Category field dropdown.

📌Note

Customise the Document Categories by selecting previously created categories from the drop-down menu. To create new categories follow the Document Category Creation Instructions or select <Add New> from the bottom of the drop-down menu and follow the prompts. The document can now be Filtered by Category on the main Document Vault window.

👉 <Add New> Instructions

Selecting <Add New> will open a pop-up window where you can set the new Category Name. If you want a particular document to be available in Adviser Documents, check the Visible at Adviser Documents box before saving.

📌Note

Selecting <Add New> does not allow you to create a Sub-Category within the Category field; this can be done by selecting <Add New> in the Sub-Category field.

🗂️ Sub-Category

Similarly, you can add a subcategory for the document by clicking on Sub-Category and selecting it from the drop-down.

📌Note

A Sub-Category can only be assigned if it was created during the Category setup stage, specifically under Tools > Practice Management > Category > Documents – Subcategory. If no relevant sub-category exists, you'll need to follow the <Add New> instructions to create one.

👉 <Add New> Instructions

📅Year

Set the Year to which the document is related by selecting the appropriate year from the dropdown menu.

📌Note

This helps to organise documents chronologically and makes it easier to locate specific files from the Year Search in the client's document Vault main window when needed.

👁️Visibility

The Visibility field determines who can see the documents. When you click on Visibility, you'll have two options from the drop-down menu: Just Us and Us and the Clients.

📌Note

Selecting Just Us restricts the document's access, making it visible only to the adviser. If you choose Us and the Client and save, the document will be accessible to both the adviser and the client via the Client Login or Client Web Portal, if enabled.

Once applied, access settings can be reviewed and filtered from the assigned client's Document Vault main screen.

🔗Entity

Selecting the Entity field allows you to allocate a particular document to one of the existing entities within the client's record. You'll see a list of options such as the Client, Partner, Dependants, Superfund, Company, or Trust associated with the document.

Select the relevant entity and save your changes.

📌Note

The document can now be filtered using the Entity Search field on the assigned client's main Document Vault screen.

💾Save

On the right side of each field - Category, Subcategory, Year, Visibility, and Entity - you'll see a Copy-to-all symbol. This feature allows you to apply the same parameters to all the uploaded documents in one go.