Moving to a Client Secured Collaborate Site

When moving to the Client Secured Collaborate site, documents will need to be unshared and reshared on the new site. 

To make it easy, practices may wish to utilise the Tags feature to tag any documents currently shared with clients. Once the Client Secured Collaborate site has been created, the documents list can be filtered by the relevant tag, and the documents re-shared accordingly.

The Documents List does not contain a filter to display documents currently shared with clients, however, the Bulk Update function on the Client - Collaborate tab can be used to add tags.

To tag documents currently shared with clients:

1. Add a new Tag to FYI, e.g. Shared.
2. Enabling Tags for the relevant cabinets, to ensure you can add the tag to the relevant documents.
3. From the Client - Collaborate tab, select all documents.
4. Click Bulk Update.
5. Select the Cabinet.
6. If Tags have been enabled for the Cabinet, the Tag field will be displayed. Select the tag created in step 1.
7. Run the Bulk Update.
8. Repeat for all other clients as required to add the tag to all shared documents.

A Document List View can be created, filtered by that tag, to display only documents tagged as being shared with clients.

1. From the Documents list, click the Filters tab on the left.
2. Locate the Tags filter.
3. Select the Tag created in the previous section. The Documents List will be updated to show only documents with that tag selected.
4. Save the view.

After creating the Client Secured Collaborate site, documents can be automatically uploaded to the New Collaborate client folder using the Share No Email Automation Step. Select the new Document View in the Automation filter to ensure you upload only documents that were previously shared with clients.

Documents currently shared using the Client Collaborate site will not be migrated automatically to the Client Secured Collaborate site.

Documents should be unshared first, then re-shared when the site is created. Any documents still currently shared with the client will be removed when the Client Secured Collaborate site is created.

Documents can be unshared individually or in bulk using a Custom Automation Process. 

• Individually - Documents can be unshared from a Documents list by selecting the document, clicking the drop-down next to the Share button, and clicking Unshare.
  
• Multiple Documents - Documents can be unshared using the Unshare Document Automation Process. Shared documents will be removed from the client's folder, automatically removing access from all users. Please note that Document Lists cannot be filtered by Share Status, so you will need to select a Document View in the Automation Filter that contains all documents.
  

Refer to Removing a Shared Document from New Collaborate.

Once the Client Secured Collaborate site has been created, documents can be reshared with your clients.

Documents in Client Co-Edit mode will not be migrated automatically to the new Client Secured Collaborate site.

You should Finish Client Co-Editing on any documents in Co-Edit mode to upload the latest version to FYI and file the document accordingly.

To finish Client Co-Editing:

• Individually - An FYI Admin, or a user who initiated the Co-Edit, can finish Client Co-Editing from the Documents List for individual documents. 
   
• Multiple documents - using the Finish Co-Editing Automation Process step. You may need to set up a Documents List View displaying only documents in Client Co-Edit mode.

Once you have migrated, documents can be reshared with your clients.

Documents that are still actively in Client Co-Edit mode are displayed in the Documents list with the Co-Edit icon.

The Edit Status column on the Documents list can also be added and filtered to show only documents with a status of Co-edit. Refer to Adding, Removing, and Moving Columns in Lists.

Documents are also displayed in the Collaborate tab. Refer to Client - Collaborate Tab.

Clients that have already been added to the Sharing Settings window will not be migrated to the Client Secured Collaborate site. When the new site is created, the list will be cleared. Users can be removed from the Sharing Settings window on the Client - Collaborate tab.

Note: To ensure you can re-add the correct users to the Sharing Settings once the new site has been created, make a note of the Access Emails displayed in the list.

To remove a shared user:

• Individually - click the red X button next to the user to be removed.
   
• All users for a client - to remove all Shared Users for the client, click Delete Sharing at the bottom of the Sharing Settings window.

Refer to Removing Access to the New Collaborate Client Folders.

The following step must be completed by an FYI Admin. 

When creating the Client Secured Collaborate site, you will need to configure the list of staff members with permissions to access the client, both in FYI and on the SharePoint site.

Please note that when Client Security is enabled:

• Only FYI Admins, and the users who have been given access to the client, will see any information about the client within FYI.
• All information is hidden from all users except those who have been given specific access.
• Any other users will not see the client in the Clients List, in any other lists, or in any searches. Any actions made by an Automation Process or a Bulk Update via an Automation Process will not show in the Automation History tab.
• Any other users will not see the client in the Outlook or Office Add-in when filing an email or document.
• Only an FYI Admin can make changes to the security access to a client or disable security.
• If a user who is not an FYI Admin has been given Security access to a client, they can access the Client - Security tab and see all the users who have been given access to that client. 

To 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 6 - Create Client Secured Site 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.
   Note: FYI Admins will also need to be added to the list if they require access to the site.
    
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 in FYI, 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 Client Secured Collaborate site, and will have access from within the Microsoft Admin Centre.
   

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 Secured Collaborate 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 Secured 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 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 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 when 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. If a different group is selected, Client Security in FYI cannot be used to add and remove internal users to the site. The practice will need to manually manage the Site Members list on SharePoint.
    
8. The Retain Uploads option allows practices to control whether client-uploaded files remain on the Client Secured Collaborate 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 the site after being imported to FYI.
    
9. Click Save. 
    
10. The site will be created, and the URL will be displayed under the Collaborate Site field.
    

Now that the site has been created, you can begin re-sharing documents. When sharing documents:

• Sharing a document will upload the file to the Client Secured Collaborate site, and allow you to send recipients an email containing links to the files. The client can click the link, and after logging in, will be able to access the document immediately.
• The Share No Email function allows you to share files to the Client Secured Collaborate site without sending an email, best used when you just need to upload the file immediately and plan to notify the customer later. 

If a tag was added to shared documents in Step 1 above, filter the Documents List by the tag to locate the documents to be shared.

Refer to Sharing Documents with Clients and External Users.

You can now re-add clients and other external users to the Sharing Settings window, as removed in Step 4 above.

Note: Users added to the Sharing Settings are referred to as Guest Users.

Adding clients and other external users to Sharing Settings will grant access to the client folder on the Client Secured Collaborate site, including all documents located within the client folder. Once they have been added, an email can be sent with a link to the Client Secured Collaborate site.

Refer to Sharing the Client Folder and Upload Folder with Clients.

Once your SharePoint site has been created, you can enable the audit feature to track user activity and understand which users have accessed the content.

Note: The following steps must be completed when logged in as the OneDrive Admin User (the SharePoint user).

1. In FYI, navigate to the Client - Collaborate tab for the relevant client.
    
2. Click the Sharing Settings button.
    
3. Click on the Collaborate Site URL.
   
4. The Collaborate site will open. Click on the Settings cog icon in the top right-hand corner.
   Note: It may take a few seconds for the icon to be displayed.
   
5. Click Site Information, and then the link View all site settings.
    
6. Click Site Collection Features.
    
7. Locate the Reporting option, and select Activate.
   

After 24 hours, the reporting function will be activated, and you will be able to create audit logs. Refer to the Microsoft article Configure audit data for a site collection.