When viewing files from the Files tab, you can click the three dots to the right of a file to see a list of actions you can run on the file. This article will go over each function.
Download - Downloads the file from the Basil cloud to your local computer.
View Details - Shows additional details about the file, such as the last user to modify it.
View Access - Shows which users can view the file when logged into Basil. These permissions are only set at the Workspace level, not the file level nor subfolder level. This includes client users (primary and client users) and team members (account owner, team members, consultants). From that screen, you can also invite additional users to the Workspace by clicking ‘+Add’ at the top-right.
Rename File - Renames the file. You cannot rename the file to another file of the same name and type in that particular folder or its deleted items.
Duplicate File - Copies the file and places it in the exact same folder, automatically adding ‘ copy1’ (or a higher number) to the end of the file name.
Move - Moves the file or folder to any other available folder, including My Firm folders or other Clients’ folders. If a file of the same name already exists in the destination folder, the file will not be moved, and you will receive an error message indicating that the file already exists.
Lock for Client - Prevents primary users and client users from opening or downloading the file. This could be useful if you don’t want the client to acquire their tax return until they’ve paid their invoice, for example. Only Account Owners or Team Members with the 'Manage Client Locks' permission can lock or unlock files for clients. Once locked, if the client tries to view or download that file, they will get a message 'The file is locked. Please contact the Account Owner.' Your team can unlock the file again for clients by clicking the Actions button and clicking 'Unlock for Client'.
File Copy - Copies the file to any other available folder, including My Firm folders or other Clients’ folders. Use the ‘Duplicate File’ action if you want to copy the file to the same folder. If a file of the same name already exists in the destination folder, the file will not be copied, and you will receive an error message indicating that the file already exists.
AI - Performs special features on a file. This action is only available for PDF files. These features first need to be enabled by Account Owners through Basil Settings under the ‘AI’ section.
- Summarize with AI - Analyzes the contents of the PDF and creates a text-based summary of the file. To view the summary, click the Actions button again for the same file, hover your mouse over ‘AI’, and select one of the following:
- View Summary - Displays the summary on-screen.
- Export Summary - Creates a new PDF file with the same name as the file plus a ‘summary for ‘ prefix. The summary file is placed in the same folder as the original.
- Validate Tax Return - Parses the contents of a federal or state tax return file and provides feedback. This action needs to be enabled by Basil Support first. Select the jurisdiction and year that the file applies to and click ‘Validate’. If the action is successful, it will provide the feedback on-screen. If the page does not respond after about a minute, you may need to refresh the page and try again.
Delete File - Deletes the file from the folder. Files can be restored up to 30 days from deletion by going to the Actions button on the top-right of the folder and clicking ‘Deleted Items’.
Category - Adds a category to the file, allowing it to be searched within local or global search. Account Owners can go to Basil Settings and ‘Custom Document Categories’ to add or remove additional categories to this list.
eSignature - Initiates an electronic signature on the document. This action is only available for PDF files.
Email Download Link - Sends an email to the Basil user or any email address to allow the file to be downloaded to the user’s computer securely.
Apply Actions on multiple files:
You can use the checkboxes on the left to select multiple files and perform certain actions on them. After selecting multiple files, use the additional set of icons that appears on the top-right. Hover your mouse over each icon to see its description. If at least one folder is selected, you can only select the Move or Delete button. The actions available are:
- Lock/Unlock for Client
- Email Download Link
- Download
- Move
- File Copy
- Delete
- Category
