The Portal has been developed to facilitate collaboration with your customers. The most fundamental features of the Portal are easy and secure communication and transferring of files. The Portal can also be used to solve money laundering obligations: you can identify your customers and mark the actual beneficiaries per the new money laundering law. From here you can read more about the benefits of our Portal. If you would like to start using the Portal, please contact our customer service.
CONTENTS THE ARTICLE
1. Logging in
You will get an email from Koho when your access to the Portal has been activated. The message contains a link to create your password and a link that you can use to log in. Your username is your email address.
2. Front page and navigation
The Portal has the following sections:
3. Menu
You can open the menu by clicking the menu symbol in the upper right corner.
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4. Chats
On the Chats window you can see all public chats and private chats where you are a participant.
- The circled number on the left side of the chat tells how many messages have been sent to the chat. A small red dot above the number means that there are new messages to the chat.
- The lock symbol shows whether the chat is private or public. When the lock is red and locked, it means that the chat is private. You can change this by clicking on the lock.
- The chats can be archived from the archive symbol next to the lock. You can see archived chats by clicking on the "Archived chats" button.
New chats can be started by clicking the "New button". Give the chat a name and select a target (term) if necessary. Choosing a target automatically defines the participants of the chat depending on the permissions of the target.
If a chat is set as private, a list appears where you can select the desired participants of the chat. A private chat can only be seen by the selected participants and the user who created the chat. Finally click the "Open chat" button to create the chat.
If you want to activate an archived chat, you can click the arrow symbol next to the lock.
The chat window
You can open the chat window by clicking a chat on the "Chats" list. On the left upper corner of the window, you can see the date when the chat was created and the title of the chat. Below the title you can see a list of participants. By clicking the field you can add new participants. Participants can be deleted by clicking the X symbol next to the participant's name.
From the "Choose target" field you can select a target category whose responsible persons will see the chat. By clicking the "Public" field you can determine whether the chat is public or private. Below the "Choose target" field you can see list of persons who can see the chat.
The chat can be archived from the "Archive" symbol on the upper right corner. You can also download the chat as a pdf file from the blue "PDF" link.
By taking your cursor above a single message, you can see the different message functions. You can open the message as a new chat, send a reminder of the message to the participants or delete the message. Messages are written with a rich text editor which can be used to edit the text in many ways.
From the "+File" button you can upload a file to the message. Files are shown on their own lines in the chat.
5. Files
On the "Files" section you can add files by dragging files to the "Add file by dropping or clicking" field or by clicking the same field. When you are using Portal on your mobile device, you can directly take a picture with your device and add it as a file.
All downloaded files can be seen on the list on the "Files" section. You can also search for files from the search bar. If you click the "All files" button, the "Files" section is opened into a new window.
Remember to pick a category and a folder to the files to make sure they are visible to the right persons. On the "Files" section you can filter the files by date, assignment and folder. You can also download files as a zip package: click the "ZIP" button, select the files you want to download and then click the "ZIP" button again.
6. Tracking
On the tracking section of Koho you can follow the progression of accounting and payroll work. You can also deliver materials to your accounting company by clicking the target month and then dragging the files under the selected month. Alternatively you can also click the field to select the file. If you want to start a chat that is related to the file, you can click the speech bubble icon. If you want to delete a file, click the X symbol. Clicking the menu symbol on top of the "Tracking" window opens it to a new window.
On the "Tracking" page you can follow the progression of work in more detail. You can see a list of terms and their requirements. If a requirement has been completed, the date on which it was completed is shown in green colour. If a requirement is late, its due date is shown in red colour. If the due date is in the future, it's shown with grey colour.
If you click a term, you can start a chat that is targeted to that term and assignment.
7. Persons
On the "Persons" section you can see a list of users and responsible persons. Admin users can also add new users and edit existing users. To create a new user, click the "Add user" button. To edit existing user's information, click the edit symbol on the user's row.
Adding a new user
Fill in the user's information and select the "Enable access". The user will get a notification to their email about the account that has been created and directions on how to change their password and log in.
If you select the "Actual Beneficiary" field, you can fill in the actual beneficiary information for the user.
If you want to give the user admin rights, select the "Admin" field.
Finally click the "Save" button.
After you have saved the user, their information will appear on the list.
You can also revoke access from users by clicking the "Edit" symbol and then clicking on the "Revoke access" button on the edit form.
8. Money Laundering Law
The Money Laundering Law requires that companies in certain industries (including financial administration and auditing) store information about their customers and create a register of actual beneficiaries. They must also identify their customers. You can use the Portal to collect information about actual beneficiaries and identify your customers.
Actual beneficiary
You can add an actual beneficiary when you are creating a user or you can open the user edit form by clicking on the
-icon next to the user's name. Select the "Actual beneficiary" field to fill in the information.
Identification
Users can identify themselves by clicking on the menu symbol on the right upper corner and then selecting "Identification" from the menu.
Users can identify themselves with their passport or do an electronic identification. If you select passport option, you can add passport number and a picture of the passport. If you select electronic identification, you must fill in an email address where the verification request is sent to.
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Do you have some questions about the portal? Please contact our customer service at asiakaspalvelu@kohosales.com