If you and your team keep any handouts or supplemental material on hand to give out to your clients, you can simplify your process by adding those documents to your BusyPaws account. You'll then be able to easily email any uploaded documents out to your clients as needed. Providing digital copies of your materials helps reduce the amount of paperwork you need to keep track of and allows your customers to access those files on any of their devices. Use your BusyPaws documents to store and send text documents, photos, videos, and more to your clients!
In this guide we take a closer look at everything you need to know about documents; where to find them, how to upload them, and how to send them to your customers.
Your Documents List
To locate any previously uploaded documents, start by clicking the gear icon in the bottom-left corner of the page to open your Settings navigation page.
Then select "Documents" under the "Product Configuration" section.
The Central Document Storage page includes a full list of any documents you and your team have uploaded to your account. Each document will be listed with the file name and the date and time it was added. Selecting the name of any file opens the document in a new browser tab.
Select the cloud icon for any document to download a copy of the file.
Click the trash can icon to delete the file.
Adding Documents
To upload new documents to your account, start by clicking the "Browse" button at the top of the Central Document Storage page. That will open a file selector you can use to select one or more files you wish to upload from your device.
After you have selected the files you would like to upload, you will see the first of your chosen files in the field next to the "Browse" button. If you need to add more files, click "Browse" again.
If you have selected more than one file, only the first will be listed in the field, however all files will still be uploaded after clicking the "Upload" button.
When you are ready to complete the upload, click the "Upload" button.
Note that, depending on the number and size of the files you have selected, it may take some time for the upload to complete. Once the documents have been successfully added to your account, a green banner will appear at the top of the page with the message "Documents uploaded".
Sending Documents to Clients
Any documents that you choose to upload to your account will be available to send to your clients through their profile. To do this, start by navigating to the Customer Profile page of the client to whom you want to send the document(s). From there, select "Send Forms/Documents" in the "Actions" button menu at the top of the page.
The resulting pop-up will include a list of all of your uploaded documents. Click on one or more of the listed documents that you want to send to the client.
Selected documents will turn purple. Click any selected document a second time to de-select it.
Note that any files that have previously been sent to the client will be listed with a green paper airplane icon in the "Send" drop-down. Files that have been sent previously may still be selected to send again.
When you are ready, click the "Send" button to email the selected documents to the client.
The customer will then receive an email message with links to all of the documents you selected. Note that each document will be listed with the file name, so it is a good idea to use concise naming conventions as much as possible.
By default, any sent documents will also be visible to the customer in their Private Client Portal account. You can see a list of documents sent to the client and control their visibility in the Documents tab on their Customer Profile page. This tab displays all documents that have been uploaded directly to their profile (listed under Customer Documents) as well as those that have been sent to them via the "Send Forms/Documents" flow (listed under Shared Documents). It will also show any documents the client has uploaded themself from the Documents page of their Private Client Portal account (listed under Client Uploads).
The eye icon for each document indicates its visibility status. A regular eye icon indicates a document that is visible to the customer in their portal. A crossed out eye icon indicates a document that is not visible (i.e. for internal use only). Click the icon to change its status from visible to not visible, or vice versa.
If a document has been sent to a customer using "Send Forms/Documents" marking that document as not visible will not undo the sent email, it only controls whether the document is visible in the Private Client Portal as well.
Sent documents always default to being visible to the customer in their Private Client Portal.
This option is not available for documents the client has uploaded themself from their Private Client Portal account.
If you would like more information on Customer Profiles and messaging, check out some of our other help documents: