If you will be sharing the OneDrive folder with any of your clients, we recommend introducing them to Share Folders before you commence using this functionality. Our suggested best practice is for you to use the next meeting with your clients as an opportunity to take them through the process for accessing the Shared folders and the Upload folder and to make sure they add the firstname.lastname@example.org email to the safe sender list in their email.
We have drafted a sample email below that outlines the process. Please feel free to use this sample as a draft for your client communication.
This information can be set up as an Email Template. Or you can also set this up, for example, as a PDF and include this as an attachment in the email that you send either before, or when you share folders.
An FYI administrator can also use all or part of this as the basis to set up the default Email Template that is used when the folders are shared. A template needs to be set up with Merge Fields for the links to the folders and you can be set this up with any additional instructions to the client as required. Refer to Sharing the OneDrive Folder with the Client and Creating Email Templates and including Merge Fields.
Note: You can share folders with the clients contacts and other email addresses as well the primary contact for the client. Therefore, Merge Fields for the addressee such as the Salutation, First Name, Last Name etc will not always be relevant for who you are sending the email to. It is recommended to set up the email with a general salutation without a name or this can be added before sending.
You can also refer your clients to our help article of any initial issues they may have - Troubleshooting initial issues with Shared Documents or Shared Folders.
We will soon be letting you know that we have given you access to a Shared OneDrive folder. This will give you access to all documents we have sent to you via our OneDrive so you can see a record of these. The access will be sent specifically to you and to any other specific users who need access.This ensures your documents remain secure, private and only accessed by those intended.
Sharing the OneDrive folder with you also gives you access to the Upload folder. This provides an alternate way for you to send documents to the us instead of sending documents by email. For example, you can upload documents such as Tax Receipts, or if we are doing bookkeeping services for you, Upload provides a way for you to send source documents and information.
To ensure that this is as seamless as possible, we would like to step you through what you do to access the Shared folders. Please note than these steps are a function of Microsoft and, if needed, you will be prompted to login to your Microsoft 365 account.
- You will still receive an email from us with links to the Shared folder and to the Upload folder.
- First, click on the link in the email to access the Shared folder.
You may be prompted to follow the verification process to ensure you are the intended recipient (for security purposes).
For the verification process:
- Enter or verify your email address. This email address must match the email address the link was sent to.
- Click Next. An email is sent to that email address with a verification code.
- Open the the email to see the verification code.
- Enter the verification code that has been sent and click Verify.
Note: By clicking Keep me signed in to checkmark it, you will be able to access the link to the shared OneDrive folder in the future without having to verify again.
Once you have verified, the Shared OneDrive folder displays as in the following example.
You can open any folders and see the documents that we have shared with you.
Your Upload Folder
Within the Shared folder, you will also see the Upload folder. Before you are allowed to upload files, you need to first click the link that we emailed you to the Upload folder, and verify access when prompted.
- In the email we sent you, click on the link to access the Upload folder.
- Follow the prompts for the verification process in the same way as for the Shared folder to ensure you are the intended recipient.
- Open the Upload folder and it displays as in the following example:
We suggest that you add the verification code email address - email@example.com - to your safe senders list. This will ensure that these emails are not treated as junk email and are received directly in your Inbox.
Need to know how to do this? Outlook users and Gmail users.
Once you have accessed the Shared folder, the Upload should display without any issues. The access and verification process are Microsoft functions. If you have any initial problems, please click this link to the FYI help article - Troubleshooting initial issues with Shared Documents or Shared Folders.
You can drag files to the Upload folder, or use the Upload function to upload selected files or folders. There is a 500MB limit per file that can be added to the Upload folder.
When you add files to the Upload folder, these are automatically imported to FYI and then deleted from the Upload folder. This sync is performed every 10 minutes.
If you lose the link
If you lose the link to your Shared or Upload folder, let us know and we can resend it to you.
Should you have any further questions or experience issues that cannot be resolved from the information above, please contact our office.