In my tax practice I manage an immense amount of information from clients, and I need a way to manage the exchange of this sensitive information. After many attempts at other software solutions, I now use Javek for my needs. I find it useful for my business and personal life. Javek allows me to collect and access information (notes, documents, lists, forms, images, etc.) at anytime from anywhere since it is cloud-based. The free personal version allows you, as the administrator, as well as 2 guest users, to access up to 200 MB of storage.
Javek has two ways of exchanging information with clients, associates, and friends. The first way is the Buckets. Buckets are an easy way to exchange information by allowing the uploading and downloading of files with minimum setup and effort. When a file has been uploaded to the Bucket, a notification email is automatically sent to all that Bucket’s users who are to be informed of changes. It also has a widget I placed on my website that allows anyone to quickly upload files to a Bucket that then gets established with their name. I am notified by email and can see what they sent. I can also email anyone a link to a Bucket that allows them to access that Bucket of information (not available with the free version). These two features are fast and easy without the user being required to have a login.
The second way of exchanging information is with Events. Events are just like Buckets but have the added feature of providing a deadline date. As the deadline approaches, the user would receive email reminders. Each Event is categorized with an Event Type which allows you to store information that a user can access for reference. You also have the ability to customize the wording for the deadline dates.
Javek uses the terms Assets and Resources. Assets give you the ability to exchange files with other users that are specific to a particular Event. Assets are usually uploaded by clients, associates, or friends. Resources are files and links to content that explain something about your business or provide an explanation or information that is relevant to an Event. Typically, the event administrator would add resources to an Event that give necessary background information, such as a firm brochure, checklist, or other general documents.
Javek manages large amounts of information that can be securely exchanged between myself and my clients. I’ve found nothing better, and it stands in a class by itself. I will be writing future posts about how I use the buckets and events in my business.
Javek is free, and there is a paid version with additional capacity and features. Sign up and fall in love with it today.
I will be writing future posts about how I use the buckets and events in my business for communicating filing deadlines and document gathering.
Steve Eubanks, EA, MBA
Strategic Tax Group