Login Experience for Clients using New Collaborate

To ensure that shared documents are only opened by the intended recipients, the client or contact will be asked to log in to view the documents. 

Initially, this will be displayed as a Microsoft 365 login, however, clients may be prompted to log in using Google, or through the use of a one-time code, depending on how the practice has configured a variety of settings.

Refer to Collaborate with your Accountant - the Client Experience for a video and FAQs that can be shared with your clients.

How Clients Access Shared Documents and Folders

To ensure that the shared documents are only opened by the intended recipients, the client or contact will be asked to log in. 

Depending on the client's email address and various security settings, the login experience may be slightly different for each client. Refer to the Login Experience section below.

Please note that when accessing the Client Folder or shared documents for multiple clients, the link to the site may be different for each client, depending on the Collaborate Site Type selected for the client in FYI.

Sharing Documents

When documents are shared, you can choose to email the client with a link to the shared documents. The client can click the link to access the document immediately. Refer to Setting up Collaborate Email Templates and Sharing Documents using New Collaborate.

Alternatively, you can also select to share the document without sending an email (the file will be uploaded to the New Collaborate site). Users with access to the Client Folder will be able to see the files automatically. Refer to Sharing the New Collaborate Client and Upload Folders.

Note: Documents shared via Collaborate will be accessible by users with Client Folder access.

If sending an email to the client:

1. The client receives an email notification with a link to the attached document.
   
   If Personalised Links has been enabled in the Client - Collaborate app, the link will be customised to append the user account to to the URL. When the link is clicked, the account is automatically selected when accessing the New Collaborate site.
   
   For emails sent to multiple recipients, a separate link will be displayed for each recipient listed in the To field. If Personalised Links is disabled, a single link will be displayed. 
   
2. The client clicks on the link and is prompted to log in.
   
   Depending on the client's email address and various security settings, the login experience may be slightly different for each client. Refer to the Login Experience section below.
   
3. The document opens in the online version of Office.
   

Accessing the Client Folder (including Upload Folder)

After adding a client to the Sharing Settings, you should send an email with a link to the Collaborate site and the Upload folder. Refer to Creating an Email in FYI and Sharing the New Collaborate Client and Upload Folders.

It's recommended to encourage the client to bookmark the Collaborate site for easy access. Please note that when accessing the Client Folder or shared documents for multiple clients:

• The site link may be different for each client, depending on the Collaborate Site Type selected for the client in FYI.
• For emails sent to multiple recipients, where Personalised Links has been enabled in the Client - Collaborate app, a separate link will be displayed for each email recipient. Refer to Setting up Collaborate Email Templates.

By sharing the Collaborate Site Home Page link, the user can bookmark the site and display all documents that have been shared with them, rather than revisiting the individual share document emails you have sent.

If a client or contact does not have access to the client and upload folders, they will still be able to access the Collaborate site, however, they will only be able to see the individual documents that have been shared with them (not all files within the folder).

When the Collaborate Site Link is shared in an email, the client can click the link to access the Home Page of the site.

1. The client receives an email notification with a link to the New Collaborate site.
   
   If Personalised Links has been enabled in the Client - Collaborate app, the link will be customised to append the user account to to the URL. When the link is clicked, the account is automatically selected when accessing the New Collaborate site.
   
   For emails sent to multiple recipients, a separate link will be displayed for each recipient listed in the To field. If Personalised Links is disabled, a single link will be displayed. 
   
2. The client clicks on the relevant link and is prompted to log in.
   
   Depending on the client's email address and various security settings, the login experience may be slightly different for each client. Refer to the Login Experience section below.
   
   
3. The Home Page of the New Collaborate site opens. 
   
4. The client can access documents using the Menu at the top or links within the page.
   Note: If you have created a custom layout for your SharePoint site, ensure the menu and navigation make it easy for clients to access the Documents to ensure a smooth user experience. Refer to Customising your New Collaborate site on SharePoint.
    
5. The client will only see the folders they have access to within the Document Library.
   
6. If the client has been added to the Sharing Settings in FYI (to access the entire Client Folder), they will be able to view all files within. Otherwise, they'll only be able to see the Upload folder and any individual documents that have been shared with them.
   

Login Experience

Depending on the client's email address and various security settings, the login experience may be slightly different for each client. 

The sign-in page may display a standard Microsoft login, or it may have been customised to match your company branding, for example, the images displayed, or the sign-in text. Refer to Customising your New Collaborate site on SharePoint.

Note: If your practice has not added privacy information to Microsoft Entra, the permissions will display "(Practice) has not provided links to their terms for you to review." To add privacy details, refer to the Microsoft article Add your organization's privacy information to Microsoft Entra

If the client has enabled Multifactor Authentication (MFA) on their personal email address, and your practice has also enabled MFA on Microsoft Entra, the client may be prompted to complete MFA multiple times when logging in. Refer to Using Multifactor Authentication (MFA) with New Collaborate.

Microsoft Email Addresses

If the client or contact has an email address with a Microsoft domain (for example, @hotmail.com, @outlook.com, @msn.com) or the address is managed on a Microsoft email server, the client will be able to log in using the Microsoft authentication process. 

1. The client clicks on the link in the email and is prompted to log in.
   
2. After entering the account details, the client clicks Sign in.
   Note: If the client has enabled Multifactor Authentication for their personal account, they may be prompted to complete MFA to continue signing in.
    
3. The client is then redirected to the Client Portal site with a request to Accept Permissions.
   Note: If the client cancels the prompt, they will be asked to accept the permissions the next time they log in.
   
4. If the practice requires additional Multi-Factor Authentication (MFA), the client will be asked to keep their account secure by setting up an Authenticator app. Microsoft will be recommended, but clients will be able to choose an alternative if preferred. Free options are available, for example, Google Authenticator.
   Note: If the client has enabled MFA for their personal email address (as per step 3) this will be the second prompt for MFA.
   
5. After the Authenticator App has been configured, the client will be prompted to enter a code from the app.
   
6. The New Collaborate site will open. Depending on the link the client clicked, this could be the Home Page, a document or the Upload folder. 
   

Other Logins with Google Authentication (Google Federation)

This scenario describes the login experience based on the following configuration:

• The client or contact email address isn't a Microsoft email address described in the previous section, Login with Microsoft Email Addresses, and
• The practice has enabled Google Authentication via Google Federation.

In this situation, the client will be redirected to a Google Sign-in page:

1. The client clicks on the link in the email and is prompted to log in. 
    
2. After clicking Next, the client will be redirected to Google to log in using their login details.
   
3. If the client has enabled Multi-Factor Authentication on their email account, they will be prompted to follow the Google MFA process, for example, tapping a prompt or entering a unique code. Refer to Google Help for 2-Step Verification.
    
4. The client is then redirected to the Client Portal site with a request to Accept Permissions.
   Note: If the client cancels the prompt, they will be asked to accept the permissions the next time they log in.
   
5. If the practice requires additional Multi-Factor Authentication (MFA), the client will be asked to keep their account secure by setting up an Authenticator app. Microsoft will be recommended, but clients will be able to choose an alternative if preferred. Free options are available, for example, Google Authenticator.
   Note: If the client has enabled MFA for their personal email address (as per step 4), this will be the second prompt for MFA.
   
6. After the Authenticator App has been configured, the client will be prompted to enter a code from the app.
   
7. The New Collaborate site will open. Depending on the link the client clicked, this could be the Home Page, a document or the Upload folder. 
   

Other Logins

1. The client clicks on the link and is prompted to select an account to log in with, or use another account if not logged in.
    
2. If the client has enabled Multifactor Authentication for their personal account, they may be prompted to complete MFA to continue signing in.
   
3. The client will be prompted to enter a one-time code, sent to their email address. 
   
4. The client will receive an email with a subject line containing the practice's name, and "Account Verification Code".
   
5. After entering the code, the client will be prompted to create a unique password. 
   Note: This password does not need to be the same as the email password.
    
6. If the practice requires Multi-Factor Authentication (MFA), the client will be asked to keep their account secure by setting up an Authenticator app. Microsoft will be the default recommendation, but clients will be able to choose an alternative if preferred. Free options are available, for example, Google Authenticator.
   Note: If the client has enabled MFA for their personal email address (as per step 2), this will be the second prompt for MFA.
   
7. After the Authenticator App has been configured, the client will be prompted to enter a code from the app.
   
8. The New Collaborate site will open. Depending on the link the client clicked, this could be the Home Page, a document or the Upload folder.