Data & Files
The Data & Files section of Ryan.com houses all Data Requests that have been sent to clients, the files that have been uploaded, the contracts that have been signed, as well as the outstanding and paid invoices for the various projects. Ryan team members will be able to rename and organize files as well as make files visible to third-party users (Auditors, Attorneys, Appraisers). If a client emails a file to a Ryan employee, they will be able to upload it directly to the Files section without needing to go through a Data Request. Ryan Contracts will be fed over from Salesforce and will require management to rename and publish before it is available to clients. Contracts and Invoices are both downloadable.
Data Requests
Data Requests will be replacing the current Client Data Portal (CDP) and has the following features:
• Ryan employees can only create a Data Request • Re-assignment – Clients and Ryan users can change who is responsible for fulfilling the request
• Commenting Options – No more hunting through emails to see where your data is! • Followers – Ability to add users who can stay up to date with progress changes on the Data Request Need CODE assistance?
- Be sure to add your CODE team member as a follower on your Data Request, so they can get updates and know when to download the files.
Requesting Sensitive Date? **BP** SUBJECT TO CHANGE
- In the description part of your DR’s include a disclaimer to your clients that all sensitive data should be password protected, and the password shared with only the users that need access to the details- Increased Efficiencies - Keeping all correspondence within the Data Requests section of the platform will reduce the chance for lost information and will allow more users visibility into what is needed and when. Data Integrity – Keeping an audit trail of the data that is sent to the platform instills trust in us to our clients
Third-Party Visibility
Ryan users can grant third-party users, such as Auditors, Appraisers, and Attorneys, access to individual files within the platform. These third-party users will have extremely limited access to features within Ryan.com, only being allowed to see the Ryan team members on projects they have been added to, as well as any files that a Ryan team member specifically grants them access to see. Once a file is shared with a third-party user, it will be denoted with an eye icon which upon hovering will display which third-party user type that file is being displayed to.
** Third Party Users must be designated in SF as the appropriate Contact Type**
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File Organization and Action Options
Ryan users will be able to organize files in the platform however they see fit. However, it is encouraged that Ryan teams keep folder levels to a maximum of three folders deep. In this way, it will be much easier for clients and other Ryan users to find their data files. When a Data Request is created, the Ryan user must denote which file folder they would like all files transferred through the Data Request to reside, ensuring better data management.
Ryan users are also able to create new folders, move files to other folders within the project, download files, delete files, and link files to other projects that the user has access to. All these actions can also be done in batches, allowing the Ryan user to manage files efficiently.
Client users are restricted to only downloading and linking files. If a user (whether Ryan or Client) downloads more than 5 files at once, the files will be zipped and a download link will be sent to the user’s email address. If the download is 5 or less files at once, they will be downloaded to the browser. This is for security reasons and will prevent “smash and grab” attempts.
Ad-Hoc File Uploads
If a client user sends a Ryan team member a file that is pertinent to a project managed in Ryan.com, but they did not send the file through a Data Request within the platform, the Ryan team member can upload that file to the Ryan.com platform via an ad-hoc file upload. This allows all files relating to the project to be kept in one place for all project team members, both Ryan and client, to see.
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Contracts
The Ryan.com Client Platform gives clients the ability to always find the contracts they have signed with Ryan for each of their projects. Contracts flow into the platform from Salesforce and will not be visible to the client until a member of the Ryan team has published that contract.
Before a project is published to the client, it is a best practice for Ryan users to rename, and individually publish, all notable contracts.
Invoices
The Ryan.com Client Platform gives Ryan and client users easy access to all outstanding and paid invoices for each account. User can download these invoices directly to their computer.
Overdue/outstanding invoices will default to the top of the table.