The Gap Portal

Managing clients and client documents

Use the clients area to manage your client list and succinctly view a record of all documents completed for a selected client.

To manage your client list, clients can be added, edited or deleted in two different areas of the portal, depending on whether you're a portal administrator or portal user:
  1. The Main menu Manage Clients area, accessible by portal administrators only
  2. The Main menu >  > View Clients / Manage Clients area, accessible by all users

Adding clients

Attention
If your firm has an active Xero Practice Manager (XPM) connection, only add clients to your XPM database, then run a manual Xero Sync. Too late? The client will duplicate after the next sync. To fix, check out the  Fixing duplicate client profiles  article.

Adding a client manually 

  1. Navigate to  Main menu  >    >  Add Client  or  Main menu  >   >  Manage Clients.
  2. Click the  Add Client  button in the top right-hand corner.
  3. Complete the  Client Profile .
  4. Click  Save .
Important info
The Primary Contact will receive all of that client's portal correspondence by default; additional recipients can be added prior to sending documents.

Adding clients via CSV import

Check out our Importing clients via CSV file article for more information.

Adding clients via Xero sync (portal administrators only)

See our Syncing your client list from Xero Practice Manager article for more information.

Editing Clients 

  1. Navigate to Main menu > > Add Client or Main menu > > Manage Clients.
  2. Find the client you wish to edit by using the Search feature in the top left-hand corner or scrolling through your client list.
  3. Click Edit Client Details in the  Action  column next to that client.
  4. Make the required changes.
  5. Click Save.

Deleting clients

Important info
Deleted clients are archived. Portal administrators can access archived clients by navigating to  Main menu  >   >  Manage Clients > Archive .
  1. Navigate to Main menu > > Add Client or Main menu > > Manage Clients.
  2. Find the client you wish to delete by using the  Search  feature in the top left-hand corner or scrolling through your client list.
  3. Check the client's  Checkbox  , click the Delete button in the top right-hand corner, then click OK on the popover prompt.
  4. Alternatively, click the  Edit button, click Delete in the top right-hand corner of the client's Profile, then click OK on the popover prompt.

Restoring archived clients (portal administrators only)

  1. Navigate to Main menu > > Manage Clients.
  2. Click the Archive button in the top right-hand corner.
  3. Find the client you wish to delete by using the Search feature in the top left-hand corner or scrolling through your archived client list.
  4. Check the client's Checkbox , then click the Restore  button in the top right-hand corner of the deleted clients list.
  5. Click OK on the popover prompt. The client will now appear on your client list.
  6. Click the Back button in the top right-hand corner to return to the Manage Clients area.

Permanently deleting a client and all their data (portal administrators only)

To comply with your country's privacy legislation, you may need to permanently delete a client's data upon their request. Follow the instructions below to do this.
  1. Navigate to Main menu > > Manage Clients.
  2. Click the Archive  button in the top right-hand corner of the Manage Clients area.
  3. Locate the client and click Delete .
  4. Click OK button on the popover prompt.
  5. Click the Back button in the top right-hand corner to return to the Manage Clients area.
Warning!
This action is permanent and irreversible and deletes all client data, including documents created in the portal.

The client's Activity tab

  1. Navigate to Main menu > > Add Client or Main menu > > Manage Clients.
  2. Clicking a client's name will take you to the client's Activity tab
  3. This area contains a record of all completed documents saved to that client, the recipient's email address, the status of the document, the firm user who created the document and the date
  4. Upload documents not created in the portal by using the Upload Document button in the top right-hand corner

Document name

  1. Clicking the name of the document will download a PDF of the document
  2. Hover over the document name and click Edit Document Name to edit the name of the document
  3. A   black paperclip  next to the document name represents an attachment sent with the document, added by the user
  4. A   red paperclip  next to the document name represents an attachment sent with the document, stipulated by The Gap
  5. A   green paperclip  next to the document name represents an attachment submitted by the client

Recipient

  1. By default, the primary contact's email address will populate this field
  2. If a document was sent to multiple recipients, there will be a separate record for each recipient
  3. Documents BCC'd to  FYI do not create a record in the client's Activity tab

Status

Use the status column to track documents you've created for clients in the portal.
  1. Completed - the document has been completed but not sent to the client
  2. Email sent - the document has sent to the email address in the Recipient list
  3. Received - the client has submitted their document, e.g. pre-work, feedback, etc.
  4. Won - the proposal has been marked as won
  5. Lost - the proposal has been marked as lost
  6. Uploaded - the document has been manually uploaded to the client's Activity tab

Client's Profile tab

  1. Navigate to Main menu > > Manage Clients > click on client's name > Profile tab
  2. View, add or edit the client's contact information, proposal status, proposals won and notes
  3. To edit client contact information, click the Edit button in the top right-hand corner
  4. Proposals marked as Won on your Portal Dashboard automatically appear in the Proposals Won section
  5. Add new notes in the  Notes  section and click Submit to save a note against the client (submitted notes cannot be edited)

Client's Contacts tab

  1. Navigate to Main menu > > View Clients > click on a client's name > Contacts tab
  2. View, add or edit the client's primary contact information, or add more contacts to a client
  3. The first contact you add to a client is their primary contact by default .
    1. Primary contacts are marked by a green flag under the Action column
    2. Primary contacts always show at the top of the list of client contacts
  4. To add more contacts to a client, click the Add Contact button in the top right-hand corner
    1. All fields but the Phone No. input field are required in the Add Contact pop over prompt
  5. Additional client contacts are sorted alphabetically by Salutation, then First Name, and Last Name

The Action column

  1. To flag an existing client contact as the primary contact, click the flag
  2. To edit a client contact, click Edit under the Action column and amend the information as required
  3. To delete a client contact, click Delete under the Action column, then click OK to confirm
    1. It is not possible to delete the contact flagged as the primary contact. You will need to flag a different contact as the primary prior to deleting
    2. Deleted contacts go to the client's Archive, which you can access by clicking the Archive button on the top right-hand corner

The Contact Archive

Restoring a client's contact:
  1. Click the Archive button in the top right-hand corner.
  2. Check the contact's Checkbox , then click the  Restore  button in the Archive's Action column.
  3. Click OK on the popover prompt. The contact will now appear on the client's Contacts list.
  4. Click the Back button in the top right-hand corner to return to the client's Contacts area.

Permanently deleting a client's contact:
  1. Click the Archive button in the top right-hand corner.
  2. Check the contact's Checkbox , then click the Detele button in the Archive's Action column.
  3. Click OK on the popover prompt. The contact will be permanently removed from the Archive.
  4. Click the Back button in the top right-hand corner to return to the client's Contacts area.

Continue minimum setup: The Manage Users area
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