The files browser
One place holding every document your firm has, per client, with folders you control and filters for finding the one you want.
Files is everything your firm holds, for every client — what came in through the portal, what you uploaded, and what you produced.
A client's own page has the same browser under their Files tab, narrowed to them. It is the same tool, not a second one, so anything below works in both places.
Finding one document
Search takes a file name, and the filters do the rest: Document type, Year and Status. Anything Vylan has not been able to place sits under Unsorted, which is worth a look occasionally rather than daily.
Some results are marked Content match rather than Name match — that means the words were found inside the document rather than in its title.
Searching inside documents only works for files Vylan has read, which is not all of them. A file that arrived before the reading existed, or after your AI allowance ran out, is findable by name only. Treat content search as a bonus, not as a guarantee that a document is not there.
Folders
Folders are yours to make: New folder, give it a Folder name, Create. Put a document in one with File into…, and take it back out with Take out of folder.
Folders belong to a client rather than to the firm, which is the right way round: your structure for a corporation is not your structure for a personal return.
What you can do to a document
- Preview — look at it without downloading.
- Download — take a copy.
- Rename and Move — tidy it.
- Delete — remove it. The message that appears has Undo.
A deleted document is kept for thirty days. Undo on the message puts it straight back; if you need one back later than that, ask us and we can recover it while the thirty days last. After that it is gone properly.
Uploading from your side
Upload files adds documents yourself — the ones a client emailed you, or handed over on paper and you scanned.
Vylan accepts PDFs and photos: PDF, JPG, PNG, WebP, HEIC and HEIF. A Word document or a spreadsheet will not go in. That surprises people, so it is worth knowing before you are mid-task — save it as a PDF first.
You choose which client each file belongs to. Nothing is routed automatically from the file's name or its contents, so an upload without a client picked has nowhere to go.
What a client can see is decided by the folder, never by the file. Right-click a folder and choose Show to client: that folder, everything inside it, and anything you file into it later appears in their portal. Keep hidden on a folder inside a shared one keeps it out. A file that is not in a folder yet, and any signed document, is never shown.