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.
The article below describes the login processes that may be experienced.
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.
Sharing Documents
When documents are shared, you can choose to send an email to the client with a link to the shared documents. The client can click the link to access the document immediately. Refer to Sharing Documents with Clients and External Users.
Alternatively, you can also select to share the document without sending an email (the file will be uploaded to the New Collaborate site). Clients with access to the Share Folder will be able to see the files automatically. Refer to Sharing the Share Folder and Upload Folder with Clients.
Note: Documents shared via Collaborate will be accessible by users with Share Folder access.
If sending an email to the client:
- The client receives an email notification with a link to the attached document.
- The client clicks on the link and is required to log in using their email address.
Note: 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. - The document opens in the online version of Office.
Accessing the Share 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 Share Folder and Upload Folder with Clients.
It's recommended to encourage the client to bookmark the Collaborate site for easy access.
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 share 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.
- The client receives an email notification with a link to the New Collaborate site.
- The client clicks on the link and is required to log in using their email address.
Note: 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. - The Home Page of the New Collaborate site opens.
- 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.
- The client will only see the folders they have access to within the Document Library.
- If the client has access to the entire Share 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 used, 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) to 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.
Login with 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.
- The client receives an email notification with a link to the New Collaborate site.
- The client clicks on the link and is prompted to log in with their email address.
- 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.
- 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. - 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. - After the Authenticator App has been configured, the client will be prompted to enter a code from the app.
- 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:
- The client receives an email notification with a link to the New Collaborate site.
- The client clicks on the link and is prompted to log in with their email address.
- After clicking Next, the client will be redirected to Google to log in using their login details.
- 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.
- 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. - 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. - After the Authenticator App has been configured, the client will be prompted to enter a code from the app.
- 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
- The client receives an email notification with a link to the New Collaborate site.
- The client clicks on the link and is prompted to log in with their email address and password.
Note: If the client has enabled Multifactor Authentication for their personal account, they may be prompted to complete MFA to continue signing in. - The client will be prompted to enter a one-time code, sent to their email address.
- The client will receive an email with a subject line containing the practice's name, and "Account Verification Code".
- After entering the code, the client will be prompted to create a password unique to the New Collaborate Client Portal.
Note: This password does not need to be the same as the email password.
- 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. - After the Authenticator App has been configured, the client will be prompted to enter a code from the app.
- 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.