Sending your own documents, keeping versions, and seeing who received them.
Firm documents is where you keep what you give every client: your Form ADV brochure, Form CRS, privacy notice and agreements. Every version you upload is kept, and each delivery records exactly which version a client was given and when they acknowledged it.
Only PDFs can be given to clients. A photo of a page (JPG, PNG or HEIC), whether chosen or dropped, is kept as a PDF. Choose or drop several photos at once and they're kept together as one PDF, a page each, so a paper form stays one document. Use New folder and Move to… to organize documents. Once a document carries a tag, Any tag beside the search narrows the list to one tag, in every folder. See Tags.
PDFs you fill for a client are kept apart, in Filled for clients, with a folder for each client group. Cartenda keeps these folders, so they can't be renamed, deleted or added to, and the documents in them aren't searched with the rest or offered to a form. Open a client group's folder to see what was filled for it, a page at a time.
A PDF you filled with a client's Social Security number is the exception to who can open or send a document: only people allowed to see full numbers can, after confirming their password, and it is always sent with a code. See PDF templates.
Open the document and click New version. A new version never replaces an earlier one. Each is kept exactly as it was uploaded, under the SHA-256 fingerprint shown beside it.
Once it has been checked, the newest upload becomes the Current version. To go back to an earlier one, click Make current beside it.
A new version doesn't move your forms on its own. A form that hands out the document keeps the version it already uses. When forms are behind, the document's page says so. Click Move to the current version, choose the forms, and confirm. A client who is partway through one of those forms is asked to acknowledge the new version when they send.
On the document's page, click Deliver this version beside the current version, then choose what the client should do with it:
Then pick your recipients and send. Everyone on an earlier version rolls a new version out to everyone who had the last one. See also Collecting signatures.
Choosing a consent doesn't make the document compliant on its own. The wording of what your clients sign is your firm's decision. Check it with your compliance officer.
To give one client a file without asking anything of them, open their page in Clients and click Send files. Attach files from your computer or pick them From firm documents, add an optional message, and click Send. They get a link to download the files. To have them confirm or sign a document, send it with a form instead. A PDF filled for a client is offered, and can be sent, only to people in the client group it was filled for.
On the client's Documents tab, under From requests and sends, Sent by link lists what you sent this way and whether it was opened. From there you can Copy link, make a New link, Send again or Stop link. Send again goes to the client's email and cell phone as they are now, so correct a mistyped address on their page first. Reminders stop texting a client once you withdraw their consent to texts.
The client can also find these files, and everything else between you, in your client portal. Copy portal link on the same tab copies its address.
Each document's page has a Delivery log: every client who acknowledged it, the exact version they were given, when they opened it and when they acknowledged it. Signed deliveries say who signed and link to the signing record.
For your files or an examiner, click Download CSV or Proof of delivery PDF.
The delivery log is kept even after retention deletes the submissions it came from.
Click Archive to take a document off the list. Forms that hand it out keep handing out the same file, and nothing a client was already given changes. While it's archived, no new form can choose it and no version can be made current. Click Restore to bring it back.
Adding documents, uploading versions, archiving and delivering are for people who can build and change forms: owners and admins, by default. Any member can view documents and send files to a client from the client's page.
Still stuck? Write to hello@cartenda.com and a person will answer.