Contact settings (login, notify, email sync, signatory)

TaxDome oferă flexibilitate în CRM , în același mod în care clienții dvs. sunt configurați în lumea reală. Fiecare cont poate fi conectat la mai multe contacte, iar fiecare contact poate avea mai multe adrese de e-mail. Atunci când creați un cont sau importați clienți, puteți configura permisiunile și notificările. În plus, puteți actualiza permisiunile în bloc, oricând în viitor. Acest articol va descrie cum să configurați accesul și notificările pentru adresa de e-mail a fiecărui contact din fiecare cont.

Contact settings, explained

Contact settings control the basic permissions and notifications for your client interactions:

• Login defines if the client has portal access .

• Notify defines if the client will receive system notifications and which ones.

• Email sync defines if you will receive emails from clients inside TaxDome. 

• Signatory defines whether the contact can sign proposals & ELs or recurring invoices .

Each client account can be linked to multiple contacts, but you can configure contact settings for each linked contact separately. This allows you to provide portal access and other settings to specific contact linked to the client account without giving it to the other contacts. Contact settings are always linked to contact email, so if your contact has two or more emails, you can select different settings for each.

You can access contact settings:

• in the Info tab of a client account  

• when creating a new client account 

• during client list import

• în lista de conturi.

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You can streamline client management and update contact settings in bulk. Learn more in the section below .

Conectare, explicată: gestionarea accesului la portal

When Login in the Info tab of the client profile is checked, the contact can access the TaxDome client portal. Usually, when you check the Login box, you may want to send the invitation to the client. However, you can check Login but choose to invite the clients later. This way, the account will be active but marked as Pending activation.

You can configure your portal to allow certain actions —such as viewing, signing, uploading documents, paying invoices and completing client requests—without requiring portal access.

Activați accesul la portal

You can check Login in the Info tab of the client account page to give portal access to the person to whom this email address belongs.

Ce face acest lucru:

• Utilizatorul primește prin e-mail o invitație la portalul pentru clienți TaxDome .
• Odată ce acceptă invitația, aceștia se pot conecta la portalul pentru clienți.

După ce ați adăugat acces la portal la adresa de e-mail a unui contact, vi se solicită să trimiteți o invitație prin e-mail utilizatorului respectiv. Când faceți clic pe Trimitere , TaxDome trimite persoanei respective o cerere de activare prin e-mail. Pentru a activa contul, persoana respectivă acceptă cererea și creează o parolă. Noul utilizator este apoi conectat automat la cont. Fiecare utilizator are propriile credențiale de conectare pentru un cont.

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If you want to turn the Login on but send the invite later, consider updating contact settings from account list .

Eliminarea accesului la portal

If someone no longer wants to have access to an account, go ahead and remove them. Under the Info tab of the account profile, uncheck the Login box to the right of the user’s email address. The account will remain intact; however, the user will no longer be able to access it.

Notificare, explicată

The Notify setting in the Info tab of the client profile helps manage the system notifications sent to the specific client. You can turn it off completely or decide which types of notifications the client will receive.  

Selectați ce notificări vor primi clienții

Decide which notifications the user should get by clicking the three dots to the far right of the email address, then selecting Notification preferences.

Ce înseamnă comutatoarele:

• Documents: File upload:

  • Notificări despre noile documente încărcate de firmă

• Documente: Cereri de semnătură :

  • Cereri de documente în curs de semnare
  • Memento-uri privind documentele în curs de semnare

• Documente: Aprobări :

  • Cereri de documente în curs de aprobare
  • Memento-uri privind documentele în curs de aprobare

• Mesaje și sarcini client :

  • Notifications about new messages, including client tasks
  • Notificări despre răspunsurile noi în discuțiile de chat

• Propuneri :

  • Cerere de noi propuneri
  • Reamintiri privind propunerile în curs de examinare

• Organizatori :

  • Solicitări de noi organizatori
  • Amintiri despre organizatorii în așteptare

• Facturi și plăți :

  • Cereri de noi facturi
  • Memento despre facturile în curs de plată
  • Confirmări pentru plata facturilor
  • Notificări privind restituirile emise

• Cereri ale clienților :

  • Cereri pentru cereri de clienți noi
  • Memento-uri cu privire la cererile în așteptare

• Transactions:

  • The user will receive a weekly reminder email every Monday at 9:00 AM (in their time zone) with unanswered transaction questions.

Sincronizarea e-mailului, explicată

When this is enabled, you and your team can see and reply to the client’s emails right from TaxDome. 

Ce face acest lucru:

• If Email sync is enabled, the Email tab appears under the Communication tab in the client account. 

• All team members see all emails received from that address in the Inbox+ section and in the Communication tab of the account profile and be able to reply from TaxDome.

• Tot istoricul dintre e-mailurile sincronizate și e-mailurile contactului va fi completat automat pe TaxDome .

• If Automatically save attachments is enabled , all future emails with attachments will automatically save the documents to the Docs section of the account.

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Check Sincronizare e-mail for future clients who don’t yet have portal access (their Autentificare is still unchecked), so you can receive emails from them, too.

Signatory, explained

Signatory defines whether the contact has authority to sign proposals & ELs or recurring invoices. When enabled, contacts can sign proposals, enter payment details for invoices included in proposals, and sign recurring invoices with payment details.

This setting is useful when you have multiple contacts linked to an account but only want specific contacts (such as primary account holders) to have signing authority.

For more information, read the Manage signers & signature authority for proposals article.

Update contact settings in bulk

Updating contact settings in bulk streamlines client management and saves time. This way, you can modify settings for all contacts linked to your selected accounts. To update contact settings in bulk, go to Clients > Accounts from the left menu bar and follow these steps:

1. Choose the clients by selecting checkboxes to the left of them.

2. Click More Actions and then select Edit login, notify, email sync.

3. Selectați o acțiune din meniul derulant din dreapta fiecărei setări:

• Nu faceți nimic: setarea nu va fi actualizată.

• Activare pentru toate contactele: Setarea va fi activată pentru toate contactele conectate la conturi.

• Login: Enabling Login allows you to select the Send invitations checkbox and add a message for the invitation email (optional).

• Notify: Enabling Notify allows you to toggle on Customize notification preferences and select the system notification types your clients will receive (optional).

• Dezactivați pentru toate contactele: Setarea va fi dezactivată pentru toate contactele legate de conturi.

Once done, you will receive an Inbox+ notification with a brief report on the bulk update result and a list of errors (if any).

Clienții mei au acces?

You can quickly check whether your clients have portal access and view their Login, Notify, and Email sync settings in the Clients > Accounts section of the left menu:

• Login: The ID column in your client list indicates whether at least one contact linked to the account has portal access. Statuses are color-coded so you can identify them at a glance in your accounts list: 

  • Verde means the client account is Activated. The account has at least one user that can log on.

  • Yellow means the client account is Pending activation. The invitation was sent, but the client hasn’t activated their account yet.

  • Gray means the client account is Not activated. The account exists on TaxDome, but the invitation was not sent, and the account doesn’t have users that can log in.

• Notify and Email sync: the Notify and Email sync columns indicate whether the setting is enabled for at least one contact linked to the client account.

Notă

If you don’t see these columns, customize your client account list to display them.

Adăugați mai multe adrese de e-mail

Because a contact is a person, it’s natural that one contact might have several email addresses (personal, work, etc.). By default, each contact has one email address field, but you can manually create extra CRM fields or add ones while you’re creating new contacts manually or importing them .

In the account profile, open the Info tab, then review the Contacts section. Here, you can view all email addresses and phone numbers for the contacts linked to the account. If you want to add email addresses that aren’t listed, either add another linked contact or add another email address to the contact that is already linked.

Urmați acești pași:

• Create custom CRM email fields to store the additional email addresses.

• Update the existing contact to include an additional email address.

• Turn on the Login, Notify and/or Email sync settings for the email address if you need to.

Notificări și e-mailuri pentru clienții în curs de activare

If you’ve turned on contact settings for a contact linked to an account, but they haven’t yet activated their account, they’ll still receive TaxDome email and system notifications:

• All regular email you send from TaxDome will go out to the recipient regardless of whether their account is activated or not. You also can receive Inbox+ notifications about new emails from that contact linked to the account (set this up in your Notification settings ).

• Toate notificările de sistem vor fi trimise la adresa de e-mail a persoanei de contact și vor include bannerul de activare a contului în partea de sus a e-mailului până când aceasta activează contul.

You can always resend an invitation .

Schimbarea adresei de e-mail pentru un client

Atunci când adresa de e-mail a unui client se schimbă, adăugați noua adresă de e-mail ca și cum ar fi un utilizator suplimentar.

Notă

Asigurați-vă că nu eliminați imediat adresa de e-mail învechită.

În schimb, urmați acești pași:

1. Update the client contact to include the new email address instead of the old one.

2. Check the Login box and wait for the user to accept the invitation sent to the new email address, so that they don’t lose access to their account. 

3. După ce clientul a acceptat invitația, ștergeți adresa sa de e-mail anterioară din secțiunea E-mailuri neconectate dezactivând opțiunea Conectare .

Sfat

Dacă modificați adresa de e-mail înainte ca persoana invitată să dea clic pe linkul de invitație, aceasta va fi dezactivată din motive de securitate. Un nou e-mail de invitație va fi trimis la adresa de e-mail actualizată.

How clients can switch between accounts in the client portal

They can switch to the other account anytime later by clicking on the to-dos in the other accounts at the bottom of the Home page or by selecting the other account from the top right of the page.

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