Administrator Manual

1. Introduction & Overview

eTrustPortal is a secure, multi-tenant document and client management platform built specifically for accounting firms. As an Administrator, you have full access to all operational features of the Admin Portal. You can manage clients, staff, documents, tasks, e-signatures, messaging, reports, accounting integrations, and the powerful built-in AI assistant.

The Admin Portal is the operational hub of your firm's eTrustPortal instance. From a single interface you can onboard new clients, request and review documents, assign tasks to staff, send secure messages, generate reports, manage accounting integrations with QuickBooks, Xero, and Sage, and leverage GPT-4o-powered AI tools to automate routine analysis and writing tasks.

Access to the Admin Portal is controlled by your SuperAdmin. Your account will have one of two roles: Staff (operational access, no settings) or Admin (full access including firm settings, user management, and integrations). Sections restricted to Admin-only are marked with a 🔒 icon.

2. Logging In & Authentication

2.1 Accessing the Portal

Navigate to your firm's eTrustPortal URL and click Admin Login, or go directly to /admin.html. You will be prompted for your email address and password.

2.2 Multi-Factor Authentication (MFA)

eTrustPortal enforces MFA for all administrator accounts. On first login you will be prompted to set up a TOTP authenticator (e.g., Google Authenticator, Authy, 1Password). Scan the QR code shown on screen with your authenticator app, then enter the six-digit code to confirm setup.

On subsequent logins you will be asked for your password and then your current TOTP code. MFA cannot be disabled for admin accounts.

2.3 Session Management

Admin sessions expire after 24 hours of inactivity. All session tokens are stored in HTTP-only cookies and are not accessible to JavaScript.

2.4 Password Policy

Passwords must be at least 10 characters and contain uppercase, lowercase, numeric, and special characters. You can change your password at any time from Settings → My Profile. Administrators cannot recover their own passwords — contact your SuperAdmin if locked out.

2.5 Forgot Password

Click Forgot Password on the login screen, enter your registered email address, and a secure reset link will be sent. Reset links expire after 1 hour.

3. Dashboard

The Dashboard is the first screen you see after login. It provides a real-time overview of your firm's activity.

3.1 Statistics Cards

Active Clients — total active client accounts. Pending Documents — documents awaiting review. Open Tasks — incomplete tasks. Pending Signatures — unsigned e-signature requests. Accounts Receivable *(requires Accounting integration)* — total outstanding AR balance.

3.2 Quick Actions Panel

One-click buttons for the most common operations: Add Client, New Document Request, Create Task, Request Signature, and Send Message — all opening creation modals without leaving the dashboard.

3.3 Recent Tasks Widget

The five most recently updated tasks with status, assignee, and due date.

3.4 Recent Documents Widget

The five most recently uploaded documents across all clients, including document name, client name, upload date, and status.

3.5 Client Activity Feed

A scrollable list of recent client activity: document uploads, message replies, signature completions, and request fulfillments. Drawn from the audit trail and refreshes every 60 seconds.

4. Clients

4.1 Client List

Displays all active (and optionally archived) clients in a searchable, sortable table. Columns: Client Name, Email, Status, Tags, Date Added, and Actions.

4.2 Adding a New Client

Click + New Client. Fields include Full Name, Email, Phone, Business Name, Notes (internal only), and Tags. On save the system creates the portal account and sends a welcome email with a secure password-setup link.

4.3 Client Profile & Detail View

Click any client's name to open their profile panel with tabbed sub-navigation: Documents, Tasks, Requests, Signatures, Messages, Invoices, and a Timeline of recent activity.

4.4 Editing a Client

Click the ✏️ Edit button in the Actions column to open the edit modal pre-populated with current data.

4.5 Archiving a Client

Archiving hides a client from the default view without deleting data. To archive click the 🗃️ Archive button. Archived clients can be restored by filtering to show archived clients and clicking Restore.

4.6 Client Tags

Tags are a flexible organisation tool. Common uses include tax year groupings, service type, priority level, or workflow status. Tags are searchable and filterable throughout the portal.

5. Documents

5.1 Document List

Table columns: Filename, Client, Category, Upload Date, Size, Status, and Actions. Document statuses: Pending, Reviewed, Approved, Rejected, Archived.

5.2 Uploading Documents

Click Upload Document, select the target client, category, and one or more files. Supported formats: PDF, DOCX, XLSX, images (JPEG, PNG), and common archive formats. All documents are encrypted at rest using AES-256-GCM with per-tenant keys managed via HashiCorp Vault.

5.3 Downloading Documents

Click the ⬇️ Download button. The system decrypts the file server-side and streams it to your browser. Only authenticated staff for the same tenant can download documents.

5.4 Reviewing & Approving

Click 👁️ View to open a document preview inline. Use the status dropdown to mark as Reviewed, Approved, or Rejected. When rejecting, enter a reason that will be visible to the client.

5.5 Document Categories

Standard categories: Tax Documents, Financial Statements, Identity & Compliance, Contracts & Agreements, Correspondence, Invoices & Receipts, and Other. Your SuperAdmin can customise categories for your tenant.

5.6 AI Document Tools

Every document row includes an 🤖 AI button with actions: Summarize, Extract Key Data, Suggest Better Filename, Ask a Question, Flag Anomalies, and Detect Missing Documents. See Section 15.

5.7 Bulk Operations

Select multiple documents via checkboxes for: bulk download (as ZIP), bulk status change, or bulk delete. Bulk delete permanently removes encrypted files and cannot be undone.

6. Tasks

6.1 Task List

Columns: Task Title, Client (if linked), Assigned To, Priority, Due Date, Status, and Actions. Filter by status, assignee, client, or date range.

6.2 Creating Tasks

Click + New Task. Fields: Title, Description, Client (optional link), Assigned To, Priority (Low/Normal/High/Urgent), Due Date, Tags. Alternatively use 🤖 AI Create Tasks to auto-generate tasks from a plain-English description.

6.3 Updating Tasks

Click a task title to open its detail view. Update status, add comments, change assignee, update due date, or log time. Statuses: Open → In Progress → Completed (or Cancelled). All changes are recorded in the audit trail.

6.4 AI Task Prioritisation

Click 🤖 Analyse Priorities to have the AI review all open tasks and suggest a recommended execution order with reasoning. See Section 15.6.

7. E-Signatures

7.1 Signature Request List

Columns: Document Name, Client, Provider (Internal / DocuSign / AdobeSign), Status, Sent Date, Completed Date, Actions. Statuses: Draft → Sent → Partially Signed → Completed → Voided.

7.2 Creating a Signature Request

Click + New Signature Request. Fields: Document, Client, Provider, Message (optional), Expiry Date. For DocuSign/AdobeSign, clicking Send creates the envelope in the provider's system. For Internal, the client sees the document under "Sign Documents."

7.3 Monitoring & Reminders

The signature list shows real-time status from connected providers. For overdue requests, click Send Reminder to trigger an automated reminder email.

7.4 Voiding Requests

Click Void to cancel a request. The client can no longer sign the original. Create a new request with the corrected document.

7.5 AI Engagement Letter Generation

Click 🤖 Generate Engagement Letter to have the AI produce a professional engagement letter based on the client's profile and selected services. See Section 15.10.

8. Document Requests

Document Requests replace email-based "please send us your…" communications with a tracked, auditable workflow.

8.1 Request List

Columns: Request Title, Client, Documents Requested, Deadline, Status. Statuses: Open → Partially Fulfilled → Fulfilled → Overdue → Cancelled.

8.2 Creating a Request

Click + New Request. Fields: Client, Title, Documents Needed (one per line), Deadline, Message, and Reminder Schedule. The client receives an email with a link to their portal to upload.

8.3 Tracking Fulfilment

As clients upload, each line item is checked off. Click any uploaded document to view or download it directly from the request view.

8.4 Sending Reminders

Click Send Reminder for an immediate nudge email. Automatic reminders also fire based on the schedule set when the request was created.

9. Secure Messaging

Encrypted, in-portal communication threads between staff and clients. Messages are stored encrypted — only notification emails are sent, directing recipients to log in and read their message.

9.1 Message Threads

The Messages page lists all threads with client association, subject, and unread count badges.

9.2 Starting a New Thread

Click + New Thread. Select Client, enter Subject and First Message.

9.3 Replying

Open any thread, type your reply, and click Send. The client receives a notification email prompting them to log in and reply.

9.4 AI Message Tools

🤖 Draft Reply — AI reads thread history and drafts a professional reply. 🤖 Summarise Thread — concise bullet-point summary. 🤖 Check Tone — traffic-light rating (Professional ✅, Neutral ⚠️, Too Informal ❌) with feedback. See Sections 15.7–15.9.

10. Onboarding

10.1 Onboarding List

Shows all active onboarding workflows with current stage, client name, assigned staff, and start date.

10.2 Starting an Onboarding

Click + Start Onboarding and select a client. Choose a standard template or begin a custom flow.

10.3 Onboarding Stages

Standard stages: Initiation → Document Collection → KYC/Compliance Review → Engagement Setup → Active. Each stage has a checklist of required actions before advancing.

10.4 AI Onboarding Checklist

Click 🤖 Generate Checklist to produce a tailored onboarding checklist based on the client's industry, service type, and jurisdiction. See Section 15.11.

11. Notifications

11.1 Notification Feed

Lists recent events requiring attention: new document uploads, message replies, signature completions, overdue tasks, and system alerts. Unread notifications are highlighted with a count badge.

11.2 Notification Preferences 🔒

Admins can configure which events trigger email vs. in-portal-only alerts at Notifications → Preferences. Changes affect all staff accounts in the tenant.

12. Audit Trail

A complete, tamper-evident log of every action taken within your tenant — by staff, clients, and the system.

12.1 Audit Log Table

Columns: Timestamp, Actor, Action Type, Resource, IP Address, Details. The log is read-only and cannot be edited or deleted by anyone including SuperAdmins.

12.2 Filtering & Searching

Filter by Date Range, Actor, Action Type (Login, Document Upload, Download, Message Sent, Task Created, Settings Changed), and Resource Type.

12.3 Exporting

Click Export CSV to download the audit log as a spreadsheet for compliance reporting or archiving.

12.4 AI Audit Analysis 🔒

Click 🤖 Analyse Audit Period to select a date range and get an AI narrative summary: event volumes, key actors, notable spikes, and flags for anomalies. See Sections 15.12–15.13.

13. Reports

13.1 Available Reports

Client Activity Report, Document Volume Report, Task Completion Report, Signature Status Report, AR Ageing Report *(requires Accounting integration)*, and Staff Productivity Report.

13.2 Generating a Report

Select the report type, configure date range and filters, then click Generate. Reports render as charts and tables. Export as PDF or CSV.

13.3–13.5 AI Report Features

🤖 AI Client Status Report — comprehensive narrative status covering document activity, task progress, outstanding items. 🤖 AR Narrative — plain-English AR analysis with follow-up suggestions. 🤖 Invoice Narrative — client-friendly explanation of invoice charges. See Sections 15.14–15.17.

14. Accounting Integration

Connects eTrustPortal to QuickBooks Online, Xero, or Sage.

14.1 Connecting a Provider 🔒

Go to Settings → Integrations → Accounting. Click Connect next to your provider, authorise via OAuth2, and the integration activates. Credentials are stored encrypted.

14.2 Syncing Data

Click Sync Now to pull the latest data: Clients/Contacts, Invoices, Payments, AR Balances, and Transactions. Auto-sync runs every 6 hours.

14.3 Viewing Accounting Data

AR Summary (by client and ageing bucket), Recent Invoices, Recent Transactions.

14.4 AI Transaction Categorisation

Click 🤖 Suggest Categories to have the AI recommend account categories for uncategorised transactions. See Section 15.16.

15. AI Assistant Features

eTrustPortal includes 22 intelligent AI functions across documents, communications, tasks, reports, and accounting — all available to Admin and Staff roles.

15.1 Document Summarisation

Access: Documents → 🤖 AI → Summarise Document. Produces a concise executive summary covering main purpose, key figures, dates, parties, and notable findings. Best for quickly reviewing documents without opening them.

15.2 Data Extraction

Access: Documents → 🤖 AI → Extract Key Data. Returns a structured table of key data fields: dates, amounts, account numbers, party names, tax figures. Best for pulling structured data from financial statements or tax returns.

15.3 Filename Suggestion

Access: Documents → 🤖 AI → Suggest Filename. Reads document content and suggests a descriptive filename. Accept with one click to rename. Best for maintaining a clean, searchable vault.

15.4 Document Q&A

Access: Documents → 🤖 AI → Ask a Question. Ask any natural-language question about a document and get a direct answer citing the relevant section. Best for finding specific facts in long documents.

15.5 AI Task Generation

Access: Tasks → 🤖 AI Create Tasks. Describe work in plain English and get a structured task list with titles, descriptions, and priorities. Click Create All to add them. Best for quickly building engagement task lists.

15.6 AI Task Prioritisation

Access: Tasks → 🤖 Analyse Priorities. Reviews all open/in-progress tasks and produces a recommended execution order with reasoning. Best for heavy workloads and team planning.

15.7 AI Tone Check

Access: Messages → open thread → compose reply → 🤖 Check Tone. Returns a traffic-light rating (Professional ✅ / Neutral ⚠️ / Too Informal ❌) with feedback and a suggested rewrite.

15.8 AI Draft Reply

Access: Messages → open thread → 🤖 Draft Reply. Reads the entire thread history and drafts a professional, contextually appropriate reply. Appears in the reply box for editing before sending.

15.9 AI Summarise Thread

Access: Messages → open thread → 🤖 Summarise Thread. Bullet-point summary covering what was asked, agreed, outstanding, and key dates. Best for briefing colleagues or reviewing old threads before a client call.

15.10 AI Engagement Letter Generation

Access: E-Signatures → + New Signature Request → 🤖 Generate Engagement Letter. Generates a full engagement letter with scope, fee placeholder, confidentiality provisions, and signature blocks. Ready to review, edit, and attach to a signature request.

15.11 AI Onboarding Checklist

Access: Onboarding → select client → 🤖 Generate Checklist. Produces a tailored onboarding checklist from initial KYC through to scheduling the first review meeting. Based on client profile, business type, and service type.

15.12 AI Audit Analysis

Access: Audit Trail → set date range → 🤖 Analyse Period. Produces a narrative report: event counts by type, most active users, peak periods, notable patterns. Best for compliance reviews and management reporting.

15.13 AI Unusual Activity Detection

Access: Audit Trail → 🤖 Detect Unusual Activity. Scans recent audit entries for anomalies: unusual login times, bulk downloads, multiple failed logins, unexpected IP addresses, or high transaction volumes. Returns flagged items with risk level.

15.14 AI Client Status Report

Access: Reports → select client → 🤖 Generate AI Report, or from client profile → Reports tab. Comprehensive narrative covering document submission, task progress, outstanding items, recent communications, outstanding invoices, and key dates. Suitable for client review meetings.

15.15 AI AR Narrative

Access: Accounting → AR Summary → 🤖 AR Narrative. Plain-English analysis: total outstanding by age bucket, highest-risk debtors, suggested next actions, cash flow outlook. Best for management meetings and collections prioritisation.

15.16 AI Transaction Categorisation

Access: Accounting → Transactions → select uncategorised → 🤖 Suggest Categories. Recommends account categories based on description, amount, and date. Accept individually or bulk-accept all.

15.17 AI Invoice Narrative

Access: Accounting → Invoices → select invoices → 🤖 Explain Invoices. Generates a client-readable narrative explaining the charges for attaching to invoices. Reduces invoice queries and improves client satisfaction.

15.18 AI Natural Language Query

Access: Any data-heavy page → 🔍 AI Search in the toolbar. Type a plain-English question (e.g., "Show me all overdue tasks for Smith Accounting") and the AI converts it to a structured filter applied immediately to the current view.

16. Settings 🔒

16.1 Firm Profile

Update organisation display name, address, logo, and contact email. These appear on generated reports and engagement letters.

16.2 Staff Management

Invite New Staff (email invitation), Edit Staff (name, role, reset MFA), Deactivate Staff (immediately revokes access), Delete Staff (requires task reassignment).

16.3 Integrations

E-Signature Providers: Connect DocuSign and/or AdobeSign via OAuth2. Accounting Providers: Connect QuickBooks Online, Xero, or Sage via OAuth2. Email Configuration: Configure SMTP relay for outgoing notifications.

16.4 Notification Templates

Edit subject lines and body text of client notification emails. Variables like {{client_name}}, {{firm_name}}, {{link}} are available.

16.5 Document Categories

Add, rename, or reorder document categories. Archived categories remain on existing documents but cannot be assigned to new uploads.

16.6 Security Settings

Session Timeout (15 min to 7 days), IP Allowlist (restrict admin access to specific IPs/CIDRs), MFA Policy (mandatory, cannot be disabled; shows MFA status for all staff).

17. Roles & Permissions

18. Troubleshooting

I cannot log in.

Check caps lock is not on. Ensure you are using your email address. If MFA is failing, confirm your device clock is synchronised (TOTP codes are time-based). Contact your SuperAdmin if completely locked out.

AI features show "AI not configured".

Your SuperAdmin has not added an OpenAI API key. Contact them to enable AI features.

A document shows "Processing".

Large documents may take a few seconds to encrypt and index. Refresh after 30 seconds. If still processing after 5 minutes, contact your system administrator.

The accounting sync shows stale data.

Click Sync Now for an immediate sync. If it fails, the connection may have expired — go to Settings → Integrations → Accounting and reconnect.

A client is not receiving email notifications.

Check email configuration in Settings → Email Configuration. Verify the client's email address is correct. Check spam/junk folder policies.

I accidentally archived a client.

Go to Clients, change the status filter to "Archived", find the client, and click Restore.