Overview
The Secure Files vault gives firms a centralized way to share and manage client and prospect documents. You can create folders, upload files, and control which items are visible to clients. Contacts receive push notifications when files are shared, ensuring timely delivery of important documents.
How to Access Secure Files via Contact Summary Page
Go to Contacts.
Search for and select the desired contact.
Click the contact’s name to open their Contact Summary Page.
From the top menu, select Secure Files.
Create and Organize Folders
Click Add Folder to create a new folder within the vault.
Rename, move, or delete folders as needed.
Use folders to group files by type (e.g., Statements, Agreements, Tax Documents).
Upload Files
All files must be stored in a folder. Click on the Folder you want to store your file in.
Click Add File to upload a document to the contact’s vault.
After upload, you can rename, download, or delete files.
Upload multiple files into the same folder for easier organization.
Turn Files on for Contacts
After uploading, toggle the file On to make it visible to the contact.
Files that are toggled Off remain stored in the vault but are hidden from the client.
Contact Push Notifications
When a file is toggled On, the contact will automatically receive a push notification.
The notification links directly to the document within their app.
What Clients See
Clients receive a push notification alerting them that a new file is available.
Files appear in their Secure Files vault, located in their app profile.
The vault mirrors the folder structure created by the firm/advisor, helping clients quickly find what they need.
Best Practices
Use Consistent Folder Structures – Align vault folders with firm processes (e.g., “Statements,” “Agreements,” “Planning Documents”) so clients know where to look.
Name Files Clearly – Include dates and document types in file names (e.g., “2025_Q1_Performance_Statement.pdf”) for easy reference.
Toggle Strategically – Only turn on files when you’re ready for the client to view them. Keep drafts or internal copies toggled off.
Leverage Notifications as Touchpoints – Consider timing file toggles to coincide with meetings or follow-ups, turning routine document delivery into client engagement opportunities.
Review Vaults Periodically – Regularly check folders for outdated or duplicate documents to keep the vault organized and relevant.
Secure Files Upload Quick Guide
Go to Contacts.
Search and select the contact.
Open their Contact Summary Page → Secure Files.
Add Folder or Add File.
Toggle the file On for the contact.
Client receives a push notification and can view the file in their app profile.