Organizing client documents is simple in CountingWorks PRO. This guide walks you through how to view, upload, organize, and manage files and folders within the platform.
Accessing Files and Documents
From the left-hand navigation menu:
- Click Client Hub
- You’ll see two options:
- Files
- Documents
Understanding Files vs. Documents
Files View
- Displays all files across your firm
- Allows filtering and searching across clients
You can:
- Search by file name
- Filter by tags
- Use Advanced Filters to:
- Select a specific client
- Filter by date range
- Adjust how many files display per page (up to 100)
Documents View
The Documents tab provides more detailed information:
Here you can see:
- File name
- Associated client
- Upload method
- Uploaded by (user)
- Date and timestamp
You can also:
- Search files
- Adjust display count (up to 100 per page)
Managing Files Within a Client
To manage files for a specific client:
- Go to Clients
- Click on a client’s name
- Select the Files tab (next to Inbox)
Navigating the File Manager
Inside a client’s file area, you can:
- Search for files
- Filter by tags
- Sort files:
- A–Z
- Z–A
- Newest first
- Oldest first
Grid View vs. List View
- Grid View: Visual folder layout - Folders in top section, files below.
- List View: Folders at the top, individual files listed below
Creating and Managing Folders
Creating a Folder
- Click Create Folder
- Enter a folder name
- Choose visibility:
- Public → visible to you and your client
- Private → visible only to you
- Save
Public vs. Private Folders
- Public folders are shared with clients
- Private folders are only visible internally
💡 Use Case:
Keep folders private while preparing documents, then switch to public when ready to share.
Editing Folder Settings
To update a folder:
- Click the three-dot menu on the folder
- Select Edit Folder
- Change visibility (public/private)
🔒 A lock icon indicates a private folder.
Additional Folder Actions
From the folder menu, you can:
- Move the folder
- Download all files inside
- Delete the folder
Managing Files
Selecting and Moving Files
- Select one or multiple files
- Use actions at the top to:
- Download
- Move to a folder
- Share via chat
Drag-and-Drop File Organization
You can also:
- Drag a file
- Drop it directly into a folder
Uploading Files
To upload files:
- Click Upload
- Either:
- Drag and drop files, or
- Click to select files from your device
Once uploaded, files are immediately available in the client’s file manager.
File Visibility (Public vs. Private)
Like folders, files can also be set to:
- Public → visible to client
- Private → internal use only
To update file visibility:
- Click the three-dot menu on a file
- Select Edit File
- Change visibility
Using Tags for Organization
Tags help you quickly organize and find files.
Adding Tags
- Click on a file
- Select Manage Tags
- Create or apply a tag
- Choose a color
- Save
Removing or Updating Tags
- Open Manage Tags
- Remove or apply tags as needed
💡 Tip:
Use tags like “W-2,” “1099,” or “Tax Return” to quickly filter documents later.
Summary
With the file management system in CountingWorks PRO, you can:
- Organize documents by client
- Create public or private folders
- Upload and manage files easily
- Use tags and filters to stay organized
- Share files directly with clients