The recommended way to upload documents is through Aiwyn Connect the upload tool built into your Document Library. Always use the Upload action rather than dragging and dropping files directly into the library to ensure your file is uploaded with the required descriptive tags, called metadata, that keep your documents organized and searchable.
- Navigate to the appropriate Client Site and Document Library.
- Select Aiwyn Connect in the top right corner and an upload form will appear.
- Complete the metadata form fields (see field descriptions below).
- Attach your file or files using the file explorer or by dragging and dropping them into the upload area within the form.
- Select Submit to complete the upload.
A few things to keep in mind when uploading:
- 20-file limit: At this time, you can upload a maximum of 20 files at a time. If you need to upload more, submit them in multiple batches.
- Duplicate file names: If a file with the same name already exists in the library, the system will automatically append a number to the new file name, for example
Test1242becomesTest1242_2. Review both files to determine whether the older version should be deleted or renamed.
Upload Form Fields
Document Type (Required) The file category for this document. Your firm's admin team defines these options for each service line.
- For example, CAS – Accounts Payable.
Service (Auto-filled) Defaults to the Document Library you are currently in.
- For example, CAS.
Month (Optional) The month associated with the document.
Year (Required) The year associated with the document.
Document Visibility (Optional) Options are Internal or Client. Client-facing documents will be surfaced in the Client Portal in a future release. Defaults to Internal.
Document Status (Optional) Indicates the document's current state. "Final" is the currently available option. Defaults to blank. Additional statuses can be configured for your firm.
Document Source (Auto-filled) Indicates where the file originated. Defaults to "Uploaded to DMS." When integrations such as SurePrep or SafeSend are configured, or when files are migrated from another system, this field will reflect that source automatically.
Notes (Optional) A free-text field for any additional context. This field can be hidden if it is not applicable for your firm.
Updating Metadata After Upload
If a file was uploaded without metadata or needs to be recategorized, you can update it at any time.
Updating a single file:
- Select the checkbox to the far left of the file in the Document Library.
- Open the Details panel on the top right.
- Update the relevant metadata fields and select Save.
Updating multiple files at once:
- Select the files you want to update.
- Open the Details panel.
- Update the fields and select Apply, then Save.