Client documents in Tallify
Every document on a client's Tallify file in one place: advice on file, ID and FICA, the signed letter, intake sources, uploads and who opened what.
Every document on file for a client is listed in one place: their advice on the registers, their identity and FICA documents, the onboarding letter, and the intake sources.
The Documents card
On a client's Overview, the Documents card lists their documents in four groups:
- Advice on file: every Record of Advice and needs analysis on the registers, current and superseded, with a Word link where a Word copy is kept.
- Identity and FICA: ID, FICA and other documents uploaded in the console, sent through the onboarding link or filed from an email.
- Onboarding: the signed disclosure letter, and documents held for you to look at.
- Intake sources: the fact finds, notes and photos the client's intakes came from.
Select a name to open the document. Refresh reloads the list.
The Documents tab
The client's Documents tab lists them full width. Each document is one row, with its type, name and notes, date, version, status, who filed it, size and reference, and Open, Word and (for administrators) Remove. The buttons at the top filter the rows: All, Advice, Identity and FICA, Onboarding, Intake sources, each with a count. The view keeps its own address in the browser, so a refresh or the Back button returns to it.
Uploading
The upload row takes a kind, a date and a file:
| Kind | Where it goes |
|---|---|
| ID document, FICA document, Other document | The client's Identity and FICA group. |
| Record of Advice (historical) | The RoA register. An RoA dated before the client's current one is filed as Superseded; a later one supersedes the current one and takes the next version number. |
| FNA (historical) | The FNA register. |
For historical advice, set the date to the date of the document. Read-only users see the list but not the upload row.
An ID, FICA or other document can be a PDF, a photo (JPG, PNG or HEIC), a Word or Excel file or a text file, up to 25 MB; historical advice is a PDF or a Word file. A file is taken only when its name and its content agree on one of those kinds, so a renamed file is refused with a message that says what the row takes.
Who opened what
Opening a document, or the client's list of documents, is written to the audit log with the user and the client.
Removing
An administrator can remove an uploaded ID, FICA or other document; the file is deleted from the vault. Advice records, signed letters, held documents and intake sources cannot be removed here.
Scope
A user scoped to an adviser sees the documents of that adviser's clients only.