After Upgrading to New Collaborate from Legacy Collaborate using OneDrive

Note: This article is only relevant to users upgrading from Legacy Collaborate using OneDrive. 

For practices new to using Collaborate, click here to view New Collaborate Setup Instructions.

Once you have migrated to New Collaborate, you should complete the following steps to ensure a continued quality experience for your clients.

ESSENTIAL - Update Email Templates to include Site Links

New Collaborate uses the same merge fields to send links to documents and the client Upload folder. No changes are required to any email templates using these fields.

An additional merge field has been added to New Collaborate, used to link to the Collaborate Site home page on SharePoint. This field should be used in emails to direct clients to the Collaborate site home page, where they will be able to access their client Share Folder, Upload folder, and more.

  • Collaborate Site Link - {{ CollaborateSiteLink | web_link }}

The new Collaborate Site Link merge field will only become available once the New Collaborate setup process is complete.

Once you have updated the Collaborate app settings, we recommend that you update your Email Templates to include Collaborate Site Link.

Refer to Setting up Collaborate Email Templates.


ESSENTIAL - Re-share Documents with Clients

For all your remaining files that aren't in Co-Edit mode with your client but need to be shared, you will need to use the Share feature to re-share the files.

There is no automatic process to transfer your documents from OneDrive to New Collaborate on SharePoint.

You will need to remove and re-add your clients from the Sharing Settings, and manually re-share documents.

Note: You will be unable to add clients or share documents using New Collaborate until you have removed the Sharing Settings. The Sharing Settings button will be red, and when clicked, display the error "Unable to load full permissions list".

To add clients to New Collaborate, and provide access to all shared documents in the Client folder:

  1. Open the Client - Collaborate tab.
  2. Click the Sharing Settings button.
  3. Click the Delete Sharing button to remove all users.
  4. Click Give user access.
  5. Enter the contact name or email address to select the client.
  6. Click Save.
  7. Repeat for all other clients.

To share individual documents only refer to Sharing Documents with Clients.

You will then need to send an email to the client with links to the New Collaborate site as per the Email Template section above.

Share multiple documents at once

You can send multiple documents from FYI in one Share action so the client only receives a single email for all new links.

Note: Up to 10 documents can be shared at one time. To share more than 10 files with your customer you will need to share the documents in batches.

To share multiple documents, select the documents from the Client - Documents list, and click Share. Select or enter the email addresses for all recipients, and select Collaborate in Send Attachments. Once the email is sent, the client and contacts will receive links to the attached documents.

Refer to Sharing Documents with Clients.


Combine with an email highlighting your new Client Portal

When re-sharing the files and folders with your clients, you can take the opportunity to highlight your new client portal.

To assist with this process, we've provided a sample email template below.

Hi {{ FirstName }},

We're excited to announce the launch of our new Online Client Portal.

From this site you will be able to continue to securely access your documents from any location, while also keeping you updated on all the latest news and events at Growth Partners. 

{{ CollaborateSiteLink | web_link }} to access the new Client Portal.

We have transitioned your documents to the new site, and you can now access your documents in a variety of ways:

  • Client Portal: From the Home Page of the Client Portal, click the "Documents" link in the menu. {{ CollaborateSiteLink | web_link }} to access the new Client Portal.
  • Individual Links: Using the individual document links below.

You can continue to send files to our practice from your "Upload" folder. {{ UploadFolderLink | web_link }} to access your new Upload Folder.

Individual links to the documents currently shared with you:

{{ AttachmentLinks }}

If you have any queries, please let me know. 

We trust you'll enjoy the new Online Client Portal, and look forward to working together in the future.


How to identify which documents have been migrated

The Client - Collaborate tab shows a complete history of which documents were shared with clients and other recipients, both Collaborate and New Collaborate.

To see which files have already been shared with clients on New Collaborate, you'll need access to both the New Collaborate site, and the OneDrive folders used with the previous version of Collaborate.

  1. Open the New Collaborate Site on SharePoint.

  2. Click the Documents menu.
    Note: By default, there will be a Documents link in the menu when the New Collaborate site was created. If you can't see the link please refer to your OneDrive Admin who created and configured the New Collaborate site

  3. Select the appropriate Client Share Folder


  4. Open the various folders to compare the files in your Client Folder on your New Collaborate Site with the previous OneDrive Client Folder used in Collaborate; this will provide you with a list of which files have already been shared, and which files still need to be shared with the client

Refer to Sharing Documents with Clients and Summary of OneDrive Folders used in FYI (for the previous version of Collaborate)

OPTIONAL - Resume Client Co-Edit

Now that you've migrated you can resume Co-Editing files with your client. The file will be uploaded to your new Collaborate site, where both your client and your team can begin editing the file at the same time.

The process to Co-Edit a file with a client remains unchanged. Send attachments should be set to "Collaborate" and the Co-Edit with client toggle set to "On". Refer to Co-Editing a Document with a Client.

Tip: Edit the Co-Edit Invitation Email to introduce your client to the New Collaborate features. We have included a sample email in the Combine with an email highlighting your new Client Portal section below.


OPTIONAL - Implement a Data Retention Policy

FYI's New Collaborate feature utilises SharePoint as a secure way to send documents to clients. It is important for your practice to maintain the number of documents shared using this tool as it is not intended to be a permanent secure vault. By implementing a SharePoint Data Retention Policy you can automatically remove documents after a specific timeframe.

FYI recommends having your practice's OneDrive administrator, or IT professional create a Data Retention Policy.

Refer to Configuring a SharePoint Data Retention Policy for New Collaborate.

OPTIONAL - Add a link from your Website

Now that you have an online Client Portal, make it easy for your clients to access it by adding a link to your website! Offering your clients the ability to easily access their files, and even simultaneously edit files with your practice, offers a unique customer experience.

Contact your website administrator with your new Collaborate Site link and ask them to add it for you.



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