Managing & Sharing Documents in Townsquare

Overview

The Documents section in Townsquare serves as a centralized repository for uploading, storing, and sharing important files. Businesses can manage internal documents and securely share them with clients as needed.

This guide covers how to:

• Upload and manage documents
• Share documents with clients
• Request documents from clients
• Organize and track document activity

1. Uploading Documents

To add a document to Townsquare:

1. Navigate to the Documents section.
2. Click "Upload to My Documents."
3. Drag and drop files into the upload area or click to manually select files.
4. If uploading a single file, enter a title and description (not available for multiple files).
5. Click Save to complete the upload.

Uploaded files will appear in the My Documents repository, accessible in the Documents menu.

2. Sharing Documents with Clients

Townsquare allows businesses to send and track documents shared with individual clients or client groups.

Steps to Share Documents:

1. Go to the Documents Page and click "Add Document."
2. In the Add Document window, select the client(s)from the displayed list.
   • Use the search field to locate clients by name, email, or tag.
   • Click "+" to add a new client if necessary.
3. Click Continue.
4. Select the document(s) to share:
   • Choose from My Documents or upload a new file.
5. Choose a Share Option:
   • Available to Client: The client receives a notification and can download the document.
   • For Internal Use Only: The document remains in the system but is not visible to clients.
6. Add an optional message for the client.
7. Click Add to send the file.

Clients will receive an email notification and can view/download the document in their client portal.

3. Requesting Documents from Clients

The Request a Document feature allows businesses to collect necessary files from clients efficiently.

Steps to Request a Document:

1. Go to the Documents menu and select "Request a Document."
2. The Send an Email Invitation window will open, displaying the client list.
3. Select the client(s)who need to submit documents.
   • Use the search field to filter by name, email, or tag.
4. Click Continue.
5. In the next window, customize:
   • Subject Line
   • Message Text
   • Call-to-Action Button Text
6. Click Send.

Clients will receive an email notification directing them to upload the requested document.

4. Managing Documents in the Client Card

All shared and received documents are stored directly in the Client Card for easy access.

Client Card Document Categories:

• Submitted by Client – Files uploaded by the client.
• Sent to Client – Files shared with the client.
• Added Internally – Documents stored but not shared with the client.

Documents can be viewed, categorized, or shared directly from the Client Card.

5. Organizing & Managing Documents

Each document in the My Documents library has management options:

Actions for Managing Documents:

1. Grab Link – Generates a public access link for sharing.
2. Send by Email – Sends the document to selected clients.
3. Edit Document – Update the title and description.
4. Remove Document – Deletes the file from My Documents (previously shared files remain downloadable).
5. View Document – Downloads the file for local access.

Tracking Document Status:

• The Documents Page displays a list of all sent and received files.
• Documents include timestamps, client names, and status indicators:
  • Reviewed
  • Pending Review
  • Submitted by Client

To view detailed document information, click on the document name and open the Details tab.

6. Key Takeaways

• The Documents section is used for storing and managing business files.
• Documents can be shared with clients or used for internal purposes.
• The Request a Document feature simplifies client file collection.
• All client-related documents are stored in the Client Card for easy tracking.
• Businesses can manage documents efficiently with sharing, editing, and removal options.

For further assistance, visit the Documents Page or contact Townsquare Support.