The Document Vault in AdviserLogic provides a secure and organised space to store all important client-related files, ensuring advisers can easily access, manage, and use client documents within the platform. This centralised repository improves workflow efficiency, enhances compliance, and keeps documents directly linked to client records.

After opening a client record, you will see the document vault tab on the top of the client interface.

Selecting this tab will open the Document Vault window.

Select Upload from the top right of the screen to upload a document to your client's record.

The Document Upload window will open, allowing you to upload files.
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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, which will show in a list where you can manage them.
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This includes options to edit or delete the documents by selecting the Rubbish Bin icon on the right of each line item.

Before saving your uploaded documents, it is recommended that you use the available fields to customise them. This allows you to organise and manage your documents more efficiently.

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.

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 window.

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, simply check the Visible at Adviser Documents box before saving.

Similarly, you can add a subcategory for the document by clicking on Sub-Category and selecting it from the drop-down, but only if one has been created in the Category creation stage, and only where the category has been created in the Tools > Practice Management > Category > Documents - Subcategory section, otherwise you will have to follow the <Add New> Instructions.

Set the Year to which the document is related by selecting the appropriate year from the dropdown menu. This helps to organise documents chronologically and makes it easier to locate specific files from the Year Search in the main window when needed.

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.

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. Once applied this can be checked and sorted on the Document Vault main screen.

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.
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Select the relevant entity and save your changes. The document can now be filtered in the Entity Search field on the main screen.

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.
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To remove any unwanted files, select the rubbish bin icon at the end of the line item.

You will be prompted to confirm this decision. Select Yes to proceed.

Once you have modified all the required fields, select Save.

Once you have saved your uploaded files they will show in the Document Vault main window.

The Document Vault window offers several functions to assist in navigating and managing the uploaded files.

The first column in the Document Vault displays a list of existing document categories. These categories are created by following the Document Categories Instructions, ensuring all your documents are organised and easily accessible within their respective categories.
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To sort the files by Category, select the highlighted category headings. This will filter the list view to display only the files assigned to that specific category, making it easier to locate and manage your documents.

The category can be further filtered by Sub-Category.

Additionally, you can filter by Unassigned to quickly identify files without a category, allowing you to assign them to the appropriate category as needed.

Use the Search field to type in a word related to any of a file's attributes. This will help you quickly locate a particular file or group of files within the list.

Use the Search by Entity field to filter the list view and display only the files related to specific entities. This helps you quickly focus on the documents associated with a particular Client, Partner, Dependant, Superfund, Company, or Trust.

Use the Search by Sent Status field to sort files based on whether they have or haven't been sent for signature through the DocuSign integration with AdviserLogic. This feature helps you easily track the status of documents that require signatures.

Select documents for signature using AdviserLogics Integration with DocuSign then use the Send for Signature button to send them.

Use the upload button to upload documents.

The final column of the Document Vault window contains a list of previous and current years that you can use to filter the files. This allows you to quickly narrow down documents based on the year they were created or last modified, making it easier to manage and locate specific files.

The List View is the main body of the Document Vault, where you will see the results of your various filtering options. This view is presented as a table with multiple columns, which can be sorted by clicking on the headers.

These headers correspond to the fields completed when uploading the document, allowing you to organise and locate documents.

Use the Document selection column to select files to Send for Signature using AdviserLogics integration with DocuSign.

The Title column displays the name of the document, which can either be the original file name or the name entered in the Name field during upload or editing.

You can sort this column alphabetically by selecting the header.

The Upload Date column reflects the date the document was uploaded, regardless of the Year assigned. This column can be sorted in chronological order by selecting the header.

The Uploaded By column logs the users who have added files to the client's Document Vault. You can sort this list by selecting the header

The Year column displays the year assigned to the document, this corresponds to the Year field selected during upload or editing, not the upload date. If no year is assigned during upload, the current year will be used by default.
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This column can be chronologically sorted by selecting the header or using the year filter column.

The File Type column allows you to sort files by type, which is particularly useful when you need to locate all files available for the client's signature or all spreadsheets related to the client's finances. To sort the column, select the header.

The File Size column displays the size of each file, which can be useful for managing storage space or identifying larger files. You can sort this column by selecting the header

The Visibility column provides an at-a-glance snapshot of which files are visible to the client via the Login or Web Portal and which are not. This field corresponds to the Visibility setting selected during file upload or editing.
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This column can be sorted by selecting the header.

The Status column displays the delivery and signature status of documents Sent for Signature using AdviserLogic's Adobe Sign integration.
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This column can be filtered using the Status Search, and sorted by selecting the header.

The Description column reflects the description added to the file when editing the document Notes and is helpful to quickly identify or understand the context of a document.
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You can sort this column alphabetically by selecting the header.

At the end of each file's line item, you'll see three dots (a vertical ellipsis). Selecting these will open additional options, which vary depending on the file type.

Select the document line item from the main window to edit any fields related to the document, or to add notes.

A Document Detail pop-up window will open, displaying fields corresponding to the columns on the Main Screen and the fields available during document Upload.

The File field displays the document's name and is not editable. This reference-only field helps you identify the document.

The Title field determines the document's name and how it will appear in the main window.

Set the Year to which the document is related by selecting the appropriate year from the dropdown menu. This helps to organise documents chronologically and makes it easier to locate specific files from the Year Search in the main window when needed.

The Location of Original is an additional field visible only within the edit document window. This handy field indicates where the original uploaded document is stored within your practice, making it easier to locate the physical copy when needed.

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.

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, simply check the Visible at Adviser Documents box before saving.

Similarly, you can add a subcategory for the document by clicking on Sub-Category and selecting it from the drop-down, but only if one has been created in the Category creation stage, and only where the category has been created in the Tools > Practice Management > Category > Documents - Subcategory section, otherwise you will have to follow the <Add New> Instructions. The document can now be Filtered by Category - Subcategory.

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.

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. Once applied this can be checked and sorted on the Document Vault main screen.

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. The document can now be filtered in the Entity Search field on the main screen.

The Notes section of the Document Details window allows you to add brief notes related to the document. These notes appear on the Document Vault main screen as the Description, helping you quickly identify and understand the context of the document.

Once you've made the necessary changes, select Save and Close from the bottom right of the Document Detail window to apply them. The window will close, and your changes will be visible in the Main window.

To delete a document, select the line item from the list view, then choose Delete from the bottom left of the Document Detail window.

You will be prompted to confirm your decision, select yes to confirm the deletion.