CoraCloud is a cloud-based collaboration and sharing solution for tax professionals and their clients. Whether you are an individual tax professional, or a large CPA firm, CoraCloud has several enhancements that help you provide services to any number of clients conveniently, and securely by leveraging the power of cloud resources.
Account owners can sign up for CoraCloud, add their clients and client companies to the account. An ‘Internal Folder’ and an ‘External Folder’ are created automatically for each client company. Account owner can add company employees as Team Members to provide access to the contents of both the Internal and External folders. Client users will have access only to the contents of the External Folder.
Internal Folder can be accessed only by the Account Owner or Team Members. It is used for storing working documents like agreements, tax preparation documents, IRS publications, notes, etc. that are required for preparing client tax returns or other documents. The contents will not be seen by the client users, and are private to the owner and team members.
External Folder can be accessed by Account Owner, Team Members, and Client users. It is used for exchanging documents with the Clients. Account owner may share documents like Agreements, Tax Returns, Check Lists, etc. with clients. Clients can share documents required for tax preparation like W2s, 1099s, P&L statements, Income and Expense statements, etc. with the Account Owner and Team Members.
The Account Owner can add company employees and consultants as Team Members to provide access to company documents. Team Members can be marked as Admin, Regular or Associate.
Team Members marked as Admin will have automatic access to all Owner company, and Client company documents. They have permission to add additional team members, new clients, companies and client users.
Team Members marked as Associate will have access to only the Associate folder in the Internal folder, of the Client companies shared with them. Associate Team Members are usually consultants who need limited access during a project.
To add a Team Member, click the three-dot menu at the top, and select ‘Manage Team Members’. You can see the current Team Members. Select the add Team Member button and enter the email addresses of the team member(s), set their permission level by checking the boxes, and select Send Invitation.
To edit a Team Member, click the three-dot menu at the top, and select ‘Manage Team Members’. You can see the current Team Members. Click the three-dot menu for the Team Member, select Edit, and change the permission by checking the boxes provided. Click submit.
Account Owner or Team Member with Admin permission can add a client, by entering the Client Owner’s email address. The Client Owner can then create their own CoraCloud account. Client owners can create multiple companies, and share documents for each company separately.
Client users can be added by the Account Owner, Admin Team Member or Client Owner. Client users can be given access to one or more Client companies, so they can have access to the contents of the External Folder for that company.
Client users with Admin permission can add additional Client users, create subfolders within the External Folder, and have permission to delete any file. Usually these are client company employees who are given permission to manage the account by the Client Owner.
Client users marked Regular can have access to the contents of the External Folder of the Client Company shared with them, but do not have permission to add additional client users, or delete files in the folder. They have permission to delete only the files uploaded by them.
Client users marked Upload can only upload documents to CoraCloud. They can view or delete only the documents uploaded by them, and cannot access documents uploaded by another user. Documents are uploaded into the Upload Folder inside the External Folder. Upload Client Users are usually for Client company employees and consultants who are required to submit documents to the company for tax purposes.
To add a client, click the three-dot menu at the top, and select Manage Clients. Click the add client button and enter the email address of the client owner. The client will be added to the account when you click Create. The client owner will get an email invitation to join CoraCloud.
To add a client company, click the three-dot menu at the top, and select Manage Clients. The clients in your account are displayed. Select a client, click the Add Companies button, and enter the name of the client company. The company will be created when you click Create. The Internal and External folders will be created for the company.
To add a client company user, click the three-dot menu at the top, and select Manage Clients. The clients in your account are displayed. Select a client, then select a client Company. Click the add Client User button.
Select Add Client User to add a new client, enter their email addresses and permission, and click send invitation. The user will receive an email invitation to join CoraCloud and access documents.
Select ‘Choose Existing Client User’ to add an existing user who does not already have access to the company. Select users from the list displayed, and click Add to add them to the company.
Account owners can use CoraCloud to setup their own companies and folders, and share them with Team Members. These are not accessible to any of the client company users, and used for collaboration between the account owner and team members.
To add an owner company, click the three-dot menu at the top, and select Manage Owner Account. Select the Add Companies button, enter the name of the company, and click Create. The company will be added to the owner account.
To add team members to an owner company, click the three-dot menu at the top, and select Manage Owner Account. Select the owner company. Click the add Team Member button, and select a Team Member from the list. Click Add to provide access to the Owner Company documents.
Users with admin permission can create a folder by clicking the create folder icon provided at the top of the screen. The folder will get created when the name is entered. Please note that the folder and its contents will be automatically shared with the users sharing the parent folder.
To rename a folder, click the three dots menu for the folder and select ‘Rename’. After entering the new name, click the ‘Update’ button to change the name.
A folder can be deleted by clicking the ‘delete’ icon for the folder. The folder will be deleted when the popup message is confirmed. Please note that deleting a folder will delete all subfolders and files in the folder.
To upload a document, first select a folder where the document needs to be stored and click the ‘Upload Files’ button at the top. Next browse and select the file from the local computer. You can also drag and drop files into the box. If you are uploading a single document, you can categorize the document using the dropdown. The document is uploaded when you click ‘Upload File’.
CoraCloud documents can be categorized into one of many options available during or after they are uploaded. Categories help identify a document without the need for opening the document to verify.
Word, Excel and PowerPoint documents can be directly edited in the cloud by clicking on the file. Edits are done using the integrated Zoho editor, which is offered at no additional charge. Only files in the Internal Documents folder can be edited by a Team Members. The file needs to be locked by the user so another user cannot edit the document simultaneously. Please use the Save button to save the edits periodically, and use the Close button to close and release the file lock when done with edits.
File lock ensures that the file can be edited by one user only at a time. The other users can view the file simultaneously in read only mode, but cannot make edits. When the document is saved and closed, a new version of the document, along with detail of the user who modified it, is recorded. File lock, Versioning and Rollback features of CoraCloud help users work collaboratively in a professional, mission critical environment, with responsibility and accountability.
CoraCloud saves 20 versions of the file in the cloud. The file can be rolled back to any of these versions using the History button.
To roll a file back to a previous version, please click the three-dot menu for the file, and select History. Select the version of the file, and click Roll Back. The file will be updated to the selected version after you confirm. Please note that roll back creates a new version and removes the oldest version from the history.
Yes, any user can download a file and edit it on the desktop. Before downloading the file can be locked by clicking the lock icon for the file, so another user cannot make changes to the file. After edit, the file can be uploaded to create a new version, and release the lock.
To download a file, click the three-dot menu for the file, and select Download. The file will be downloaded to the Downloads folder.
To move a file, click the three-dot menu for the file, and select Move. Select the target folder and click Move Here to move the file.
To change the category of a file, click the three-dot menu for the file, and select Category. Select a new category from the drop down provided, and click Update.
To delete a file, click the three-dot menu for the file, and select Delete File. The file will be deleted after you confirm. Please note that files can be deleted only by users with admin permission or by the user who uploaded the file.
Account owner or Team Members can initiate eSignature for a document which is stored in PDF format. Up to three users can sign the document electronically using personalized or typed signature. Once the document is signed, an associated audit trail can be viewed or printed to show record of users signing the document. eSignatures are done in a secure environment, and signed documents can be stored in the cloud folders for easy access.
To initiate eSignature, click the three-dot menu for the document and select eSignature. Enter the email addresses of users who need to sign the document. Check the Enforce signature order box if the users need to sign one after another. You can arrange the order by dragging the emails up or down. Click Prepare Document.
Next, drag and drop signature components like Signature, Initials, Date, Text box or Check Box into the document. Assign the components to each user by right clicking on the component. Click the Save and Send link to send an email to each selected user, with a link to access the document and sign. Click the Save link to save the document and work on it later.
Signatures can be typed or signed with a mouse in the space provided. You can also use a signature that is saved previously on the computer.
Text Box is used for entering information like Social Security number, address, name, etc. that are required in the document.
The Date field is populated automatically when a user signs the document.
After the signature components are dragged and dropped into the document, each component can be assigned to a user by right clicking and selecting the user from the drop down. The components are color coded to identify the user to whom they are assigned.
Yes, for security reasons, each user signing a document needs to have an account. The user can sign after logging into their account or sign the document without logging in, by entering their 4-digit eSignature PIN. The PIN is the last 4 digits of their phone number by default, and can be edited on the user’s profiles page.
Once the document is prepared for eSignature, click the three -dot menu for the document and select Audit Trail. The audit trail is presented in PDF format, and can be saved or printed.
Click the three-dot menu at the top right, and select My Profile. You can view and edit your name, phone number, change password, and change the eSignature PIN. Your email address cannot be changed.
Account owners are billed monthly or yearly for the owner and number of Team Members added to the account. Client owner and users are not billed. Please refer to the Pricing page at the CoraCloud website for pricing details.
To view your current and past bills, click the three-dot menu at the top of the screen, and select Billing. Click the View Bills icon to view your bills. Select a Bill to display details of the users getting billed.
To change billing cycle, click the three-dot menu at the top of the screen, and select Billing. Click the View Bills icon to view your bills. Select the current bill and click the Billing Cycle to toggle from Monthly to Yearly billing.
To pay your bill, click the three-dot menu at the top of the screen, and select Billing. Click Pay Bill icon. Enter your credit card information to pay the bill. Please note that payments are processed by BrainTree.
To setup automatic payments for your bills, click the three-dot menu at the top of the screen, and select Billing. Click the Auto Pay icon. Enter your credit card information, check Captcha, and click Store Details. Your credit card information will be stored on BrainTree, and will be charged on the billing date monthly or yearly based on the billing cycle selected.
To send billing notifications to another user, click the three-dot menu at the top of the screen, select Billing, and click the Notify icon. Enter the email addresses of the users who need to be notified. The users do not need to have a CoraCloud account and can make the payment using the link provided on the email notification.
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