Documents

Main Navigation Structure

The Documents interface provides an Explorer-like experience with:

Toolbar Functions

• Create folder
• Delete items
• Share documents
• Manage access
• Edit/rename files
• Download/upload
• Refresh view
• Sort options

Breadcrumb Navigation

• Visual path indicator showing current location
• Click any level to navigate directly
• Maintains context during deep folder navigation

File List View

• Name column with automatic date prefix
• Size information
• Upload date tracking
• User who uploaded
• Access type indicators

Automatic Date Prefixing

Every uploaded file receives an automatic, non-editable date prefix:

• Format: YYYY.MM.DD (e.g., 2025.09.22)
• Applied before the editable filename
• Facilitates chronological sorting and archiving
• Ensures consistent file naming conventions

Folder Access Types

Public Access

• Available to all users within the Live Client
• No individual permissions required
• Suitable for company-wide announcements or policies

Shared Access

• Restricted to specifically selected individuals
• Granular permission controls per user
• Most flexible access option

Company Shared (Default for company folders)

• Accessible only by users of the specific company
• Automatic access for new company members
• Maintains company data segregation

File Access Settings

Access settings vary based on folder location:

In Personal Folders:

• Private (Default) - Only owner access
• Public - All Live Client users
• Shared - Selected individuals only

In Company Folders:

• Shared (Default) - Selected individuals
• Public - All Live Client users
• Company Shared - All company users

Granular Permission Controls

When setting "Shared" access, administrators can grant specific permissions:

Permission Types:

• View/Download - Read-only access to documents
• Edit - Modify existing documents
• Manage Permissions - Change access settings
• Delete - Remove documents

Inheritance Options:

• Inherit from parent folder
• Apply to all subfolders
• Apply to folder contents
• Override with specific permissions

Creating Folders

1. Click the Create Folder button in the toolbar
2. Enter folder name in the dialog
3. Configure access settings:
   • Choose access type (Public/Shared/Company Shared)
   • Option to inherit from parent folder
   • Set specific permissions if needed
4. Click CREATE to confirm

Uploading Files

Single File Upload:

1. Navigate to target folder
2. Click upload button
3. Choose file from system
4. File receives automatic date prefix
5. Confirm upload

Multiple File Upload:

1. Click upload button
2. Select "Choose Files" option
3. Select multiple files simultaneously
4. All files uploaded with individual date prefixes
5. Progress indicator shows upload status

Managing File/Folder Access

1. Select the file or folder
2. Click "Manage Access" icon (lock symbol)
3. Choose access type from dropdown
4. For "Shared" access:
   • Click "Add Individual"
   • Select users from dropdown
   • Configure specific permissions
   • Option to share with company manager
5. Apply inheritance settings if managing folder
6. Click SAVE to apply changes

Renaming Files

1. Select the file
2. Click rename icon (pencil)
3. Edit the filename (date prefix remains unchanged)
4. Press OK to confirm
5. System maintains file history

Deleting Files/Folders

1. Select items to delete
2. Click delete button (trash icon)
3. Confirm deletion in dialog

Import from ZIP Archive

The ZIP import feature enables bulk document upload with intelligent processing:

Basic Import Process:

1. Click import icon in toolbar
2. Select "Import ZIP Archive"
3. Configure target folder (Personal/Company)
4. Choose individual assignment (if applicable)
5. Upload ZIP file
6. Click IMPORT to process

Automatic Extraction:

• Maintains folder structure from ZIP
• Preserves file metadata
• Applies date prefixes to all files
• Generates import report

Export to ZIP Archive

To export to ZIP Archive, navigate to the desired folder path and use the toolbar option: download of zip archive with all folder / subfolders structure will begin shortly

This advanced feature automatically distributes documents based on individual tax codes:

Configuration Options:

1. Search Strategy:
   • Content (PDF only) - Scans PDF content for tax codes
   • Filename - Matches tax codes in filenames
   • Both - Combines content and filename matching
2. Target Settings:
   • Individual selection for single-person import
   • Company folder with automatic distribution
   • Personal folder assignment
3. Matching Process:
   • System detects tax codes in files
   • Automatically matches to registered individuals
   • Creates individual access permissions
   • Reports unmatched files
4. Conflict Resolution:
   • Duplicates Detection: Identifies existing files
   • Action Options:
     • Skip duplicate files
     • Overwrite existing
     • Import with different filename
   • Missing Matches: Lists files without valid tax code matches
5. Notifications:
   • Option to disable notifications during import
   • Bulk notification after completion
   • Error reporting for failed matches

Share documents across different Live Client organizations:

Prerequisites:

• Existing share grant between Live Clients
• Appropriate permissions in both environments
• Active Live Client accounts

Sharing Process:

1. Select folder to share
2. Click "Share with Live Client"
3. Search and select target Live Client
4. Choose specific users (optional)
5. Configure access permissions
6. Confirm sharing arrangement

Adding New Live Client:

1. Click "Add live client" button
2. Select from available Live Clients dropdown
3. System validates existing share grants
4. Confirm addition
5. Configure specific permissions

The Documents Requests system enables structured collection of documents from individuals:

Creating Document Requests

1. Access Document Requests section
2. Click "Add new document request"
3. Configure request details:
   • Individual: Select target person
   • Checklist: Define required documents
   • Due Date: Set submission deadline
   • Target Folder: Specify storage location
4. Add Checklist Items:
   • Click "Add checklist item"
   • Enter document description
   • Set as required/optional
   • Add multiple items as needed
5. Configure Reminders:
   • Type: On due date, before due date, after due date
   • Frequency: One-time or recurring
   • Notification method: Email/System/Both
6. Click ADD to create request

Managing Document Requests

Request Status Indicators:

• Red Warning: Overdue requests
• Green Check: Fulfilled requests
• Yellow Clock: Pending requests

Request Actions:

• View submitted documents
• Send reminders
• Modify due dates
• Cancel requests
• Download submissions

Fulfilling Requests

Recipients can fulfill requests by:

1. Accessing their document requests
2. Viewing required documents checklist
3. Uploading requested files
4. System automatically:
   • Marks items as complete
   • Notifies requester
   • Files documents in specified folder
   • Updates request status