Double categorizes files into two distinct types and then organizes them under that file folder structure.
Auto-organized folders
Organizes files that are stored alongside other objects in Double (i.e. task attachments, vendor files, question attachments, or transaction files)
Custom folders
Custom organization for any documents that need to be stored in Double, but aren't attached to a task, question, specific transaction, etc.
Accessing files
All files for a client can be accessed from the Files button at the top of the Close page.
Additionally, any files attached to tasks, transactions, vendors, or questions are visible when viewing those objects.
Custom folders
Double’s custom folders functionality works like a standard file system. Folders and subfolders can be created, files can be added to those folders, and folder structures can be copied from one client to another.
Uploading entire folders from a computer
Entire folders, including subfolders and nested files, can be uploaded from a desktop into Double. This provides an efficient way to migrate existing files into Double.
To bulk upload a folder, click the Add Files button and drag and drop the folder into the file uploader (rather than clicking the square icon to open the file viewer).
Check out the video below for a quick guide:
Auto organized folders
Any file attached to a task, vendor, question, or transaction is automatically organized in the auto-organized folders area for easy access.
These files are also visible whenever the related objects are viewed (for example, when viewing a task).
Attaching files to tasks
Attaching files to tasks simplifies management of supporting documents required to complete a task.
For example, this is an effective way to manage bank and credit card statements, as statements and reconciliation reports can be attached to each account reconciliation task within a client’s close.
Roll forward files to the next month-end close
Once you've attached a file to a closing task, you can mark it as a roll forward file to be attached automatically to the same task in the next close you create.
To roll forward a file to a new close:
Select the attachment icon in your closing task.
Select the [...] menu and click on Enable roll-forward.
Your file will now say "Yes" in the Roll-forward column of the attachments table.
Your file will automatically be copied and reattached to the same task when a new close is created in the past or in the future.
In the new task, you can click the [...] menu on your new file to view, download, or rename the file, among other options.
To stop rolling a file forward when it's no longer needed regularly, select the [...] menu and select "Disable roll-forward."
Moving files
To move a file from one location to another, hover it and then click the Move button.
Bulk actions
Files can be moved, downloaded, or deleted in bulk by selecting them using the checkbox on the left and choosing an option from the top menu that appears.
Showing files in the Client Portal
Double allows control over which files are accessible to clients. To make a file visible in the Client Portal, hover over the file and click "Make visible" or "Show to client."
💡 Make sure to give that contact files access.
Files that are visible in the Client Portal can be viewed by clicking the Client Portal tab in Files or by using preview mode in Portal Settings.
Deleted files
If a file or attachment is deleted in Double, it can be accessed and restored within 30 days. Go to Files > Trash to access recently deleted documents.
Prevent users from deleting files in Double
Utilize Practice Settings (Admins only) to do the following:
Restrict standard users from deleting files with the "File deletion lock"
Prevent standard users from permanently deleting files from the Trash.
FAQs
Does Double have file storage limitations?
Double supports unlimited file storage, with a 100 megabyte per-file limit.