The Permanent Documents section is used to store documents that are NOT specific to certain Business Types or Account Years, like Drivers Licenses, PoA, etc. Note: Documents that are associated with a specific Account Year should be uploaded into the ATOM specific Account file (for example, 2024 tax documents should be uploaded into the client’s 2024 Tax Preparation file in ATOM).
Field Descriptions #
Navigation Buttons #
Type – This checkbox will group your documents based on their Upload Types; allowing you to view all the documents of a certain Upload Type. Clicking view will allow the uploads to be shown. The displaying uploads are shown towards the top of the page.
Add #
This button is the primary way of uploading documents into the client’s file. When you click on Add, a new pop-up menu will appear. On this pop-up menu:
Upload Type – Dropdown selection for available Upload Types that can be selected for the document that will be uploaded. The selection of the Upload Type is important as it will be used to categorize the uploaded document and can be setup to automatically send notifications when the document is uploaded.
Note: To customize your Upload Types, go to Admin > Category Types > Upload Types.
Client Access – This setting sets the client’s access level for the document. No Access means the client cannot access the document. Full Access means the client can access the document. Limited Access means the client must settle the Account Year’s balance before they can view the uploaded document.
Note: Limited Access does not have any functionality in Perm Docs due to how Perm Docs isn’t associated with any specific year or Business Type.
Done – Checkbox that will cause the uploaded document to be marked as Done or not Done when uploaded.
Note: Uploaded documents that are not marked as Done will be highlighted yellow.
Expiration Date – clicking this field will allow you to type in a date that the uploaded document will expire (usually used for a driver’s license). Clicking the calendar icon will display a calendar which you can use to select a date to fill in. Predefined Notes – Dropdown menu where you can select a predefined note to add to the Note field. Predefined Notes automatically add a timestamp with the date, time, and User that is making the note.
Note: Predefined Notes can be setup in Admin > Category Types > Upload Types > Predefined Notes.
Timestamp Clock – This icon will add the date, time, and User to the Notes field.
Note: This is typically used when manually typing notes.
File(s) – Displays the name of the file(s) that will be uploaded.
Browse – Button that will open your device’s documents where you can select a document to upload.
Drop Files Here – An area where you can drag a document into to upload. Typically works best when using multiple computer monitors.
Year – A field where you can type a year to denote to the document.
Save / Close – Clicking this will upload the document(s) and close the menu.
Clear – Clicking this will clear all fields in the menu.
Add Additional Uploads – Clicking this will upload the document(s) but keep the menu open if you want to upload more.
Actions #
This contains a handful of Permanent Documents-specific actions.
Delete – Clicking this will delete the selected document(s).
Download As Zip – This will download the selected document(s) to your device as a zip folder.
Fax – ATOM Users who have signed up for Fax will see this option. Clicking Fax opens a side menu where you can enter the recipient’s fax number, search for a client to send the fax to, type a description for your ATOM record, and a checkbox to add a Cover Page to your fax.
Move Uploads – This opens a pop-up menu that allows you to move the selected document(s) to different account years or to other account years of a linked client.
Override Fields – This opens a pop-up menu that allows you to mass override the File Access, Notification cadence, and Upload Type of the selected document(s).
Update #
This button works with the Done checkbox found in the Done column.
Column Headers #
Actions – This contains a selection box to select the document, an Edit button which will reopen the Add New Permanent Upload menu where you can make changes, and a delete icon which will delete the document.
Done – A checkbox that will indicate if the stored document is Done or not. Documents NOT marked as Done will appear highlighted. This checkbox works with the Update button.
Upload Type – Displays the Upload Type.
File – Displays the file name. File name will be highlighted if it is not marked as Done.
Year – Displays the year given to the document.
Description – Displays any notes that were added to the document.
Expiration Date – Displays the expiration date given to the document.
File Access – Displays the File Access of the document.
Tracking – Displays who uploaded the document and the day and time it was uploaded.