New Collaborate Client-Specific Sites using Client Security (Beta)

New Collaborate offers the ability to create dedicated client-specific sites, giving practices greater control over which users can access sensitive client information, for example, documents relevant to a Partner.

Using the Client Security function, FYI Admins can nominate which users can access the client. Only these users will be able to view the client within FYI (including in lists and search results documents) and access their Client-Specific SharePoint site.

Note: This feature is only available to practices already using New Collaborate.

To sign up for the New Collaborate Client-Specific Site Beta, please contact support.

Overview

With the introduction of Client-Specific Sites, there are now two types of New Collaborate sites:

• Default Collaborate Site - The standard functionality of New Collaborate, where a single SharePoint site is used to share documents with any client without a Client-Specific site. Each client added as a Guest User will have access to their unique client folder, with all internal users having access to the site and all client folders.
  
  
• Client-Specific Site - A site dedicated solely to an individual client in FYI, used to share that client's documents only. Only the internal users added via Client Security in FYI will be able to access the site. Clients will still need to be added as Guest Users to access the files.

Using the New Collaborate functionality in FYI is the same process for both sites. Clients and external users are added from the Client - Collaborate - Sharing Settings window, and documents are shared using the same Share and Share No Email functionality. Merge Fields added to documents and emails remain the same, with FYI inserting the correct link to the relevant site or folder.

Creating a Client-Specific Site

Step 1 - Enable Client Security

1. In FYI, open the Client Workspace and click on the Security tab.
   
   
2. Enable Security is initially set to "Off" for all clients.
   If your practice has already enabled Client Security for the client, you can move on to Step 2 below.
   
3. Click the Off toggle to switch it On.
   
   
4. The current user will be added to the list automatically.
   
   
5. Click Add User to Client.
   
   
6. Search or scroll to the relevant user, and click the Minus symbol (-) to change it to a tick. Repeat for any other additional users. 
   
   
7. Click OK to save the changes.
   
   
8. The users will be added to the Security list. These users will be able to log into the Client-Specific Collaborate Site once created.
   
   Note: FYI Admins, excluding OneDrive Admins, will be able to see the client and relevant documents but will not be granted access to the site unless they have been added to the Security list. The OneDrive Admin will be set as the "Owner" of the site, and will have access from within the Microsoft Admin Centre.
   

Step 2 - Create a Client-Specific New Collaborate Site

Client-specific Sites are created within the Client Workspace.

1. In FYI, open the Client Workspace and click on the Collaborate tab.
   
   
2. Click Sharing Settings.
   
3. Click the Settings tab.
   
   
4. Change the Default Collaborate Site drop-down to No. The Client-Specific configuration fields will be displayed.
   
5. Create a new Collaborate Site by clicking the plus + button on the right of the Collaborate Site field.
   
   Enter a name into the New Collaborate Site Name field. FYI will automatically create and configure the site for you with the required permissions.
   
   Note: When naming your client-specific New Collaborate site, the name will be visible to your clients. We recommend using a format like "(Client Name) Client Portal" in the name to indicate the SharePoint site's purpose for your clients. The name must be unique for each client.
   
   

   Important: For practices with an existing SharePoint site used for external purposes, we strongly recommend creating a new SharePoint site exclusively for your client. Using an existing site that was not created specifically for New Collaborate may prevent core New Collaborate functionality from working.
   
   

   If selecting an existing SharePoint site, the list will exclude the default practice site and client-specific sites already in use. If a site is selected and multiple Document Libraries are detected, a warning will be displayed. New Collaborate is only able to control access to the Document Library selected in the Collaborate app settings in FYI. Where multiple libraries exist, this can result in guest users to the site having access to libraries that the practice does not intend for them to access.
   
   
6. The Document Library field will be greyed out if creating a new site.
   
   
7. The Microsoft Group is a mandatory field, displaying the Security Group used to control sharing and access to documents. The field will be set to "Users with secure client permission" by default.
   
   It is not recommended to change the Microsoft Group to ensure the Client Security features are enforced.
   
   
8. The Retain Uploads option allows practices to control whether client-uploaded files remain on the SharePoint site after being imported to FYI. If the option is set to Yes, uploaded files will be moved to a "Processed" folder within the client's Upload folder, enabling clients to confirm their documents have been successfully imported. If set to No, the files will be deleted from SharePoint after being imported.
   
   
9. Click Save. 
   
   
10. The site will be created, and the URL will be displayed under the Collaborate Site field.
    
11. Click the Users tab to begin adding clients and sharing the Client Folder. Once users have been added, the links in the Options drop-down will be available, and the site link will be displayed in the top right-hand corner.

Using Client-Specific New Collaborate Sites

Sharing the Client Folder and Documents

Once a Client-Specific Site has been created, users can add clients and share documents using the same process as the Default Collaborate Site. Click on the links below for more information:

• Sharing the Share Folder and Upload Folder with Clients
• Sharing Documents with Clients and External Users

Running a Client-Specific Site Status Check

The Status Check verifies that settings and permissions are correct with the Client-Specific New Collaborate Site and assists users with diagnosing and rectifying issues where possible.

As the Status Check is relevant to the client site only and not the Default Collaborate Site, the Status Check is run from the client's Sharing Settings window.

1. In FYI, open the Client Workspace and click on the Collaborate tab.
   
   
2. Click Sharing Settings.
   
3. Click the Settings tab.
   
   
4. Click Status to begin the Status Check.
   

Each configuration step requires a Status of a green tick. The verification may take a few minutes to complete and displays "Fetching..." during this process.

Where the icon is a red cross, and an action is required to rectify the error. A message is displayed with a short explanation. Follow the instructions or links to resolve the error. More details on common errors can be found in the New Collaborate Status Check Troubleshooting section.

Frequently Asked Questions