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16381: Drake Portals - Employee and Client Settings


Drake Portals - SecureFilePro

Choose from the following employee and client settings available on the Drake Portals website:

 

For settings available through Drake Documents, see Related Links below.

How do I set up employees in Drake Portals?

Follow the steps below to set up an employee through the Drake Portals website.

  1. Log in to your Drake Portals website as an administrator.  
  2. Go to username > Firm Management > Employees tab.
  3. Click Add New.  
  4. Enter all information, select an Access level, and click Save.
  5. The employee will receive an activation email that they will use to create their password and access their account. 


Notes:

  • An Admin level login is required for this process. Employees with an access level of Preparer will only have access to edit their own employee profile, set up a new client, or access the client list.
  • Employee email addresses must be unique - two employees cannot use the same email address.
  • Employees do not have to be in the same physical office.
  • When creating employee usernames, using a combination from the first and last names and initials makes it easier to remember.
  • As a security measure, limit Admin access level assignments.

How do I set up clients in Drake Portals?

Follow the steps below to set up a client through the Drake Portals website. For steps on setting up a client through Drake Tax, see Related Links below.
  1. Log in to your Drake Portals website.  
  2. On the Home page, expand the Clients section.
  3. Click Add New.
  4. Enter all information; required entries are indicated by a red asterisk (*).
  5. Select whether to Send Activation Email (optional).
  6. Click Save.

Notes:

  • Client email addresses must be unique - two clients cannot use the same email address.
  • When creating client usernames, using a combination from the first and last names and initials makes it easier to remember.

How do I resend the activation email to a client?

To send another activation email to a Client, do the following:

  1. Log into your Drake Portals Account.
  2. Expand the Client section and locate the client.
  3. Under the Actions column, select the icon, and choose Activation Email
  4. An activation email is sent to the Client.
    • Note: The activation link in the email expires after the time frame selected under Account Settings > Account tab > Program Options > Activation Link Expiration

How do I delete Employees or Clients from Drake Portals?

Deleting Employees:

You can only delete employees one-at-a-time. You cannot restore a deleted employee, but you can re-enter a deleted employee just as you would enter a new one (see steps above). To delete an employee, follow these steps: 

  1. On your Drake Portals Home window, select your username and click on Firm Management.
  2. Under the Actions column, locate the employee and choose Delete.

  3. You are prompted to confirm the employee deletion - click Yes to proceed. 

Deleting Individual Clients:

Warning: When you delete a client, that particular client is deleted in its entirety. All the client's folders, as well as files, are permanently deleted and cannot be restored. You must upload the files again and recreate any custom folders again.

You can delete an individual client through the Drake Portals website. For steps on deleting clients through Drake Tax, see Related Links below.  

  1. Log in to Drake Portals. 
  2. On the Home page, expand the Clients section.
  3. Under the Actions column, click the icon and choose Delete Client.

Deleting a Batch of Clients:

You can also delete clients in a batch by upload date. To do so, follow these steps: 

  1. Select your username from the Home window of your Drake Portals website.
  2. Select Firm Management
  3. Click File Maintenance.
  4. Select Clients from the Delete all files in drop list.
  5. Select a date from the calendar control that appears when you click the Uploaded on or before field.
  6. Click Delete.
  7. You are prompted to confirm the deletion. Click OK to proceed, or Cancel.


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