Files Overview in Liscio
The Files Page, also known as the Liscio Vault, provides a complete view of all files uploaded to Liscio. Every employee in your firm can access files uploaded by or shared with Contacts and Accounts, except for Restricted Account Files and Specialist employees, who can only view files tied to specific accounts.
Features of the Files Page
Filters for Easy Searching
Quickly locate files using various filters:
All Files: Firm Uploads, Client Uploads, and Firm-Only Files.
Source: Message, Note (internal), Task, Manual, and Request.
Tags: Customizable by Firm Admins in Preferences.
Month/Year: Filter by time period.
Account/Contact: Find files tied to specific accounts or contacts.
Active/Archived: Toggle between active and archived files.
Pro-Tip: The None filter under the Account filter helps locate files that are not associated with any Account or Contact.
Bulk Actions
Perform actions on multiple files simultaneously, including:
Exporting files to integrated document management systems like SmartVault
Downloading files
Archiving files
Editing tags
Sharing files
Deleting
To perform bulk actions: Scroll to the bottom of the Files page and use the icons to apply actions.
Upload Files
Click the +Upload File button to manually upload files.
Notify recipients of uploads by sending a message, or check Do not Send Message to upload without a notification.
Pro-Tip: Select a Document Management System (DMS) to securely share files with clients without having to download to your computer.
(Optional): Mark files as Firm Only (internal) to keep them hidden from clients.
File Management Best Practices
Managing the Client Upload Tag
Every file uploaded by a client is automatically tagged Client Upload. To mark files as handled:
Replace Client Upload with a custom tag (e.g., Downloaded).
Filter by Client Upload to see which files still need processing.
Archiving Files
Some firms prefer archiving files instead of re-tagging them.
Archived files are moved from the Active files list to the Archived files list but remain accessible whenever needed.
Archiving files only affects visibility on the firm's side. Clients will still see these files as active unless separately archived on their side.
Ensure staff knows how to switch views between Active and Archived files.
Renaming Files
Helps both you and the client easily identify documents.
Changes to file names are visible to clients.
Alternative: Use tags instead.
Adding Tags for Organization
Tags act like virtual folders, helping clients quickly locate files with fewer clicks.
Example: When uploading a client's tax returns, apply tags such as "Tax Return" and the corresponding year (e.g., "2024") for efficient search and retrieval.
Uploading & Downloading Files
If using an external document management system (DMS), securely upload or download files in bulk for easy migration.
Liscio integrates with SmartVault, SharePoint, OneDrive, Box, and Google Drive for direct import and export.
Connect under the Third-Party Apps section of your profile.
Finding and Managing Files
Contact Profile
To view files associated with a client, navigate to their Contact record and either:
Filter the Timeline by Files, or
Click the Files tab to view all related documents.
Filtering Options
Uploaded By: Find files uploaded by a firm user or client.
Sources: Identify where the file originated (Message, Task, Request, or manually uploaded).
Tags: Categorize files by type (e.g., tax, payroll, bank statements).
Client-side uploads are automatically tagged Client Upload.
Firms can add custom tags, Month, and Year to streamline searches.
Month/Year: Filter by time period.
Account: Identify the business or personal account associated with the file.
Contact: Identify the person associated with the file.
Active/Archived:
Active files are readily accessible.
Archived files help maintain an organized workspace.
Archiving is a personal setting and does not impact the firm or other users.