Creating and Managing clients in IRIS OpenSpace Guide 5

Use the links below to skip to a section in the topic.

• Creating an IRIS client

• Client activation steps

• Adding multiple users to a client

• Creating multiple clients with the same email

• Client Statuses

• Client Interface

Creating a non-IRIS client

• IRIS clients are created automatically by uploading from the IRIS Practice Suite. Clients created manually or non-IRIS clients cannot be linked to IRIS OpenSpace from the IRIS Practice Suite.

Adding Client - Clients tab, New Client, Enter client details, Create

1. Select/deselect Accountant File Structure. For more information about this see the Manually uploading and Managing documents in IRIS Openspace Guide 3.

2. Select/deSelect Notify Client to send an automatic email to the client when new files are uploaded.

3. Once you have received the message New Client Created (see example below) your clients can then setup their IRIS Openspace account. The steps for this are the same for creating an IRIS client, please see the Client activation steps below:

Creating an IRIS client

1. To create an IRIS client in IRIS OpenSpace you do NOT need to select New Client. If you upload your first document for the client from IRIS the client will automatically be created in IRIS OpenSpace.

2. The Status of the new client will show as 'Not Registered' once you’ve uploaded your first document from IRIS. You now have to add a user to the client to complete the setup and send them an activation email.

2. Clients tab, Select the new client, Edit Client, Add Client User, Enter clients name and email address, Register.

3. Once you have received the 'Success!' message your clients can then setup their IRIS Openspace account. The steps for this are the same for creating a non-IRIS client, please see the Client activation steps below.

Client activation steps

1. Client activation email - Your client will then receive an email entitled IRIS OpenSpace Client Registration. To activate their account they will need to click on the link in the email and create a password (see screenshot below):

2. Client password setup - The link will take them to a page where they can setup a password for their IRIS OpenSpace account (see screen shot below):

3. Client Confirmation Success - The client will then see a message confirming the account has been setup along with a button login to IRIS OpenSpace. This will take them to www.irisopenspce.co.uk. They will also receive an email entitled Welcome to OpenSpace (see example below). They are now ready to log in to OpenSpace and view any documents you have uploaded.

Adding multiple users to a client

• An IRIS OpenSpace client can be accessed by multiple OpenSpace users. If you create a client and upload documents to the client either manually or from IRIS any OpenSpace any users under the “Add Client User” will be able to view the accounts when they login to their OpenSpace account.

1. Clients tab, Select the new client, Edit Client, Add Client User, Enter clients name and email address, Register.

Creating multiple clients with the same email

• You are able to create clients and attach them to an email address you have already used for another client. When they login to their IRIS OpenSpace account they will be able to see multiple documents.

1. Clients tab, Select the new client, Edit Client, Add Client User, Enter clients name and email address. You will then see a message advising you the email address is already registered (see screen shot below), Register:

Client Statuses

• Not Registered - client created automatically by uploaded file from IRIS, need to add a client user

• Clients tab - select the new client, Edit Client, Add Client User, Enter clients name and email address, Register

• Registration Sent - an email has been sent to the client. Waiting for client user to activate their account and setup a password

• Active - client is now a registered OpenSpace user and has setup their account

• Inactive - client user has become deactivated

Client Interface

When a client logs in to their OpenSpace account they can:

• Download and Upload files to and from the Practice

• Notifiy the practice a file has been uploaded

• See who is able to upload to their OpenSpace