Clients On-boarding process - MYOB AE
- Debby Gibson
Depending on the way the Nimbus AutoMate software syncs your Client Entity details and Contact details, your Nimbus account will either display ALL of your Clients and related Contacts, or only specific Clients / Contacts.
When you onboard a new Client into MYOBAE, you will either mark up an Extra Field to allow the data to flow through to Nimbus, or the data will flow through by default (without marking up your Extra Field).
When the Client Entity and Contact data has flowed through to your Nimbus account you the system will perform the following:
Create a Client Entity visible via the Client menu
The Client Entity will be created with a default folder structure, either based on the Entity type, or by using the default folder structure
Contact relationships will display on both the Client grid and the Contacts grid
Depending on the type of contact, Nimbus will create as a Primary contact, or as a Contact of Type "Contact"
If your MYOB AE database uses Associations, the contact type may be Spouse, Wife, Director, Trustee etc
Check if correct permissions applied to Contacts
When the Contact relationships sync into your Nimbus account, only the Primary Contact will be set with the correct permissions. Folder permissions are important as they allow a Contact to view documents published from a Client Entity folder. If folder permissions are not granted, the contact will be able to login to their Client Portal, but will not be able to view any published documents. The Contact will also not be able to share any documents with the business.
Select the Client menu, navigate to the newly onboarded Client, and expand the Client details to view the Contact relationships.
Check to ensure the email address, first name and surname are correct. If not, they must be modified in MYOB AE, and you must wait for the data to flow through to Nimbus.
On the screen sample above, you'll notice the Folder Access and Folder Read/Write options are already ticked on for Bruce Adams. This is because he is the Primary Contact. His wife Amy is not, and so her folder access is NOT granted by default.
Click the Blue Edit arrow for the Contact you wish to edit.
Enable both the Folder access and Folder Read/Write flags and click the Update button. This change is retained and will only be modified if a staff member performs the above task but in reverse.
What other Entities will this Contact have access to?
Contacts in Nimbus might have more than one Client entity relationship, meaning that when the Contact logs into their Client Portal, they will be able to see documents shared for multiple Client Entities.
Prior to welcoming the Contact to have a login to your Secure Client Portal, it is recommended that you check to see what other Entities this contact is related to.
Select the Contacts menu.
Filter the Contact listing to only show the Contact in question.
Check to see which Entities this Contact is associated with, by clicking the expand icon
or
(the icon shown will depend on the theme used on your Nimbus account) on the left hand side of the grid. When the Contact Person logs into Nimbus they will see the folders for each of these entities (if they have folder visibility).
In the example shown below, Bruce Adams has a contact relationship to Mrs Amy Adams, but currently does not have folder access. If you wish for other related contacts to have folder access, click the blue edit arrow
for the Entity required (as shown in the below screen). The Edit Contact Client relationship dialog will display. Click both the Folder access permitted and the Read/Write check boxes. Then click the Update button.
Welcoming your Contact to create their Nimbus Client Portal Login
You are now ready to send a “Welcome Email” to the Contact. Click the Welcome Email icon
against the Contact. Nimbus will automatically send a “ Welcome Email” to the Contact.
The Welcome email allows the Contact to setup their Client Portal Login credentials.