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Client Portal

Client User Manual

Version 2.0

Client Portal – User Manual

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Contents Client Portal User Manual .......................................................................................................................................................................................... 3

Groups and User Levels .......................................................................................................................................................................................... 3

Inviting Users .......................................................................................................................................................................................................... 5

Terms of Use .......................................................................................................................................................................................................... 9

Removing Users ..................................................................................................................................................................................................... 12

Password Reset ...................................................................................................................................................................................................... 14

List Items Management (Contacts, Links, Tasks, etc.) ........................................................................................................................................ 16

Adding Items ...................................................................................................................................................................................................... 16

Editing an Item Inline ........................................................................................................................................................................................ 16

Editing an Item .................................................................................................................................................................................................. 17

Document Libraries ............................................................................................................................................................................................... 19

Adding a Document ........................................................................................................................................................................................... 19

Restricted Folders ................................................................................................................................................................................................ 20

Moving/Uploading Multiple Files Using the Explorer View .................................................................................................................................. 21

Drag & Drop .......................................................................................................................................................................................................... 22

Alerts .................................................................................................................................................................................................................... 22

Alerts for a List or Library ................................................................................................................................................................................ 22

Alerts for Folders, Files or List Items .............................................................................................................................................................. 23


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Client Portal User Manual

Groups and User Levels

The following groups have been set up for all Client Portals:

User Permission Visitors Client

Members

BDO

Member

Client

Admins

BDO

Admins

General Permissions

Manage Lists x

Override Checkout x x

Add Items (Links, Contacts, etc.) x x x x

Edit Items (Links, Contacts, etc.) x x x x

Delete Items (Links, Contacts,

etc.)

x x

View Items (Links, Contacts, etc.) x x x x x

Add Documents (Document

Library)

x x x x

Edit Documents (Document

Library)

x

Delete Documents (Document

Library)

x x

View Documents (Document

Library)

x x x x x

Approve Items x x

Open Items x x x x x

View Versions x x x x x

Delete Versions x x x

Create Alerts x x x x x

View Applications Pages x x x x x

Create Calendar, Document

Library, Pages

x

Web Part Permissions

Manage Personal views x x x x


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Close Web Parts in Personal

View

x x x x

Update Web Parts with

Information

x x x x

Adding New WebParts to a Page x

User Administration

Create User x

Invite User x x

User Management (reset

password, etc.)

x x

Restricted Library *

Create Folder and Assign a User

Access

x x

Grant Contribute Access to

Assigned Folder

x x

Access All Restricted Folders x x x

Access their Assigned Folders x x x x x

Add Item to All Restricted

Folders

x x x

Add Items to their Assigned

Folders

x x x x x

Delete Items x x x

NAV Services

View Nav Charting y y y y y

Rich Client (Nav for

Windows)

y y

x = has permission for this item

y = requires NAV account approval

* All restrictions must be done by using the Restricted Folders option outlined later in the manual.


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Inviting Users

You can invite colleagues using the Invite User option. With this option, an email will be sent automatically to the invited user informing

them where they need to register before they can access the portal. The invite is only valid for 7 days. If the invitee does not complete the

registration within 7 days, the invitation expires and a new one needs to be sent out. Please note: after sending the invite, if the user’s

invite expires, you will be notified through email.

Invite User

Go to the Administration tab and click the "Invite User" link.


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A new window will popup. Fill in the required information:

Click on the “Send Invitation” button. Once the invite gets sent out, the user should get an email fairly quickly and the invitation will only

be valid for 7 days. If the user misses this window, a new invitation will need to be sent out. The invitation email comes from the address of the person that initiated the invitation.


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Below is a sample of the actual email the user receives. "bdo-test" is the name entered when inviting this user.

Welcome to the BDO Client Portal

Hi bdo-test,

You have been invited to access the BDO Client Portal site: ccharron-test (https://client.bdo.ca/sites/ccharron-test). To register, please click here and use [email protected] as your user account, then choose a password.

For security reasons, this invitation will be valid for the next 7 days.

Thank you,

BDO Client Portal Administrator

Please do not reply to this email. Replies to this message are routed to an unmonitored mailbox.

The registration page looks like this:

http://mybdo/en/it/software/clientportals/Pages/GettingStarted.aspx


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Once the user clicks the "Register" button a confirmation page appears:

When the user clicks on the link, they are brought to the Client Portal login page:


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They will be prompted for their password on the following screen:

When they login for the first time a Terms of Use page is displayed. The user must agree to this.

Terms of Use

You must read and accept the Terms of Use before proceeding. Terms of Use Agreement - BDO Client Portal Welcome to the BDO Client Portal. Please be advised that by accessing the BDO Client Portal, you, as the user, are agreeing to comply with and be bound by the following terms and conditions of use. If you disagree with any part of these terms and conditions, you shall not be permitted to use the BDO Client Portal. Scope The Terms of Use, as amended from time to time, govern your use of the BDO Client Portal and apply when you access or use the portal, regardless of the technology you use to access any documents on the portal. Passwords You agree to keep your passwords and personal verification questions absolutely confidential; they are for your use only. You will not


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disclose to others (including a close family member, a friend or other unauthorized individual) what your passwords or personal verification questions are. You must carefully select your passwords and personal verification questions so that they cannot be easily guessed or reverse engineered by anyone else. Liability and Warranty Disclaimer BDO shall not take any action or perform any work with respect to any document that you upload to the BDO Client Portal without first having received direct instructions from you. Despite your use of the BDO Client Portal, you agree that BDO shall not be responsible or held liable as a result of your failure to instruct BDO to perform work or file any documentation on your behalf. BDO shall not be liable for any direct, incidental, consequential, indirect or punitive damages arising out of your access to or use of this site. Copyright The BDO Client Portal contains material which is owned by or licensed to BDO. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions. Dispute Your use of this portal and any dispute arising out of such use of the portal is governed by the laws of the Province of Ontario. Termination BDO may terminate access of any user to the BDO Client Portal at any time, without notice to the user, in which case these terms and conditions shall continue to apply in respect of your pass access. BDO shall not be liable for any losses or inconvenience that result from its termination of your access.


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After accepting these terms the user is brought to a page where they see a list of all the portals they have access to.

New: When a user registers, an email will go out to the person that invited the user. The email will look like this.

Hi [email protected], The user '[email protected]' has been successfully registered to the Charron-test Client Portal. Thank you, BDO Client Portal Administrator

mailto:[email protected]


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Removing Users

On the Administration tab hover over the user you wish to remove to activate the dropdown list. From the list, click the Delete option.


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This will bring up another window. Simply click the "Delete" button to remove the user from the site.


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Password Reset

To reset a password, go to the Administration tab:

A list of invited users will show up in this area. Hover over the user whose password you wish to reset to activate the dropdown list, and from the list choose the Edit option.


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A new window will popup. Near the bottom there is a "Reset User Password" button.

Click this button and the user's password will be reset. Please note that the email will say who reset the password so it's best the user knows this person. The user will receive an email similar to the one below, which will include the new password:

The user can log into the site using the password in the email. Note: the password is made up of all the bolded characters as shown in the image above. Please ensure the characters are inserted as shown and no extra spaces are added. After the user logs into the site they should change their password to something more user friendly. This can be achieved by clicking the "My Account" tab in the portal. The password must follow these rules (if they choose a password that doesn't meet these requirements, a warning box with the rules will appear on-screen):

http://mybdo/en/it/software/clientportals/PublishingImages/invite/reset-pw-email.jpg


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Minimum length 8 characters Passwords may not contain your Account Name / Email address The password contains characters from three of the following categories:

o Uppercase letters (A to Z) o Lowercase letters (a to z) o Numbers (0 to 9) o Non-alphanumeric / special characters (ie. !, $, #, %)

8 passwords remembered (you cannot use the same password used the past 8 times) 2 day minimum password age (Before you can change it again)

List Items Management (Contacts, Links, Tasks, etc.)

Adding Items

Navigate to the site containing the list for which you want to add an item.

Click the name of the list on the left navigation menu, or click Settings , click Site contents, and then in the appropriate list section, click the name of the list.

In the ribbon at the top, click the Items tab, and then in the New group, click New Item.

Enter the information for the list item. Note the following: You must enter information if the column label has a red asterisk next to it.

To attach a file to the list item, in the ribbon, on the Edit tab, in the Actions group, click Attach File, click Browse to locate the file, and then click OK. You can attach more than one file for each list item. If the Attach File command is unavailable, your list may not support attachments.

Depending on the list, additional commands may be available on the Custom Commands tab on the ribbon.

When you are finished entering the information, click Save at the bottom of the form.

To discard any information you entered, click Cancel at the bottom of the form.

Editing an Item Inline

Navigate to the site containing the list for which you want to edit an item.

Click the name of the list on the left navigation menu, or click Settings , click Site contents, and then in the appropriate list section, click the name of the list.


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Click edit at the top of the list:

Enter the information for the list item. Note the following:

For columns that require information, if you do not enter anything, an error message displays next to the column.

You cannot attach a file to a list item when editing inline. However, you can still attach a list item by adding the item with a form.

Do one of the following:

When you are finished entering the information, click Stop editing this list.

Editing an Item

Navigate to the site containing the list for which you want to edit an item.

Click the name of the list on the left navigation menu, or click Settings , then click Site contents, and then in the appropriate list

section, click the name of the list.


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Click the checkmark next to the item you want to edit.

In the ribbon, on the Items tab, in the Manage group, click Edit Item.

Note: You can also click the ellipsis (“…”) next to the item and select Edit Item from the menu.


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Edit the information in the list item. Note the following:

You must enter information if the column label has a red asterisk next to it.

To attach a file to the list item: In the ribbon, on the Items tab, in the Actions group, click Attach File, click Browse to locate the file,

and then click OK. You can attach more than one file for each list item. If the OK command is unavailable, your list may not support

attachments.

When you are finished entering the information, in the ribbon, on the Edit tab, in the Commit group, click Save, or at the bottom of the

form, click Save.

To discard any information you entered, in the ribbon, on the Edit tab, in the Commit group, click Cancel.

Document Libraries

Adding a Document

Adding a file to document library allows you to share your document within the Client Portal.

With most modern day browsers, you’re able to drag and drop files to a document library. Another option is to click the new document

link.


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In the Add a document dialog box, click Browse to upload an individual file. Click OK.

Restricted Folders

If you need to create one or more folders that will have restricted access for a client member (i.e. a folder only that client will be able to

access), you can do so through the Restrictions area. Please note: there is a difference between a Restricted Folder and the Restricted

Library found on the left navigation. The Restricted Folder has to be manually created and a client assigned to it, and only that client will

have access to it. The Restricted Library is the section of the portal that houses Restricted Folders, but should not be used to house files.

The Restricted Library is accessible to everyone invited to the site, so any files added here will not be restricted to anyone.

To create a Restricted Folder, click on the “Restricted” button on the top navigation to create the folder or “Restricted Library” on the

left side navigation bar to add files to the folder. Note: only BDO Administrators and Client Administrators have access to create restricted

folders and add files to them. They also have access to all the folders in the Restricted Library.

Administrators of the site: To create a Restricted Folder, click on the Restricted button on the top navigation. In the field provided, give

the folder a name and then grant a specific individual access to it by using the Grant Permission dropdown and choosing the appropriate

Access Rights:

After clicking on Create, the folder will be created in the Restricted Folder section and will only be viewable by that individual.

Things to consider for Restricted Folders:


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Before creating a restricted folder for a user, make sure that you have invited them to the Client Portal first.

These restricted folders can only be viewed by that particular client. Other clients cannot see restricted folders that are not assigned to

them, unless they are a Client Administrator.

Only one client can be assigned to a restricted folder at a time.

Moving/Uploading Multiple Files Using the Explorer View

This option may not be available as the icon may be grayed out. Please ensure that you are using Internet Explorer as this feature does not work in other browsers. Go to the document library where the files are located. Click the Library option in the ribbon.

This will open the library options. On this pane there is a little icon with a computer and folder. If this icon is not grayed out then this option is available. This will open the document library in the windows explorer view. You can then move files into this folder as you would on your computer.


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Drag & Drop

This feature will work in Internet Explorer 10+ and the latest versions of Chrome and Firefox. It will also work in IE8 and IE9 if Microsoft Office 2013 is installed. To use the drag & drop feature, select files from your computer and drag them to the library window. A box will appear where the files can be dropped:

Alerts

Alerts for a List or Library

You can choose to be notified via email when an item has been added or changed in a list or document library.

To setup an alert, in the list or library where you wish to create the alert, click Library or List at the top of the page to access the ribbon.


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Click Alert Me > Set alert on this library. (In a list, the command will say Set alert on this list.)

On the New Alert page, in the Alert Title section, change the title for the alert if you want. The title appears in the subject line of the

alert email message and is also used for managing alerts.

If the Send Alerts To section is available, enter the email address(es) of the individual(s) you wish the alerts to be sent to.

If the Change Type section is available, choose the types of changes that you wish to be notified about. For example, you can receive

alerts about all changes or only when items are deleted.

In the Send Alerts for These Changes section, specify whether you wish to be alerted for all types of changes, or for specific changes such

as when anything changes or only when someone changes an item that you created or recently changed.

In the When to Send Alerts section, choose how frequently you wish to receive the alerts, such as immediately or in a daily or weekly

summary, and at what day or time.

Click OK.

Alerts for Folders, Files or List Items

You can use the following procedure to create an alert to track an item in a list, a document in a library, or a folder in a list or library. In

the list or library where the folder, file or list item is located, select the item you wish to create an alert for.


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Click Files > Alert Me > Set alert on this document.

On the New Alert page, in the Alert Title section, change the title for the alert if you want. The title appears in the subject line of the

alert email message and is also used for managing alerts.

If the Send Alerts To section is available, enter the email address(es) of the individual(s) you wish the alerts to be sent to.

In the Delivery Method section, select the method of delivery you wish for your alerts.

In the Send Alerts for These Changes section, specify whether you wish to be alerted for all types of changes, or for specific changes,

such as when anything changes or only when someone changes an item that you created or recently changed.


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In the When to Send Alerts section, choose how frequently you wish to receive the alerts, such as immediately or in a daily or weekly

summary, and at what day or time.

Click OK.