Reporting files is a shared space for the documents that belong with your financial reporting. Think of it as a file-sharing location dedicated to reporting: a single place to keep and exchange reports, valuation files, and any other documents that matter in a financial reporting context. Rather than sending these files over email or storing them elsewhere, you keep them together where they belong, alongside the reporting they relate to.
It works in both directions. Admins in your company can share reporting documents with each other, and your company and your Optio team can share files with one another in the same space, so everyone is working from the same set of documents.
Reporting files lives in the Customer Admin portal under Financial reporting. From there you can upload files, organise them into folders, search by name, filter by date, and download, rename, or delete any file.
Worth knowing: Your company also has a separate File Sharing space. That one is more general and is not available to users with the Finance Manager role. Reporting files is the reporting-specific space, and Finance Managers can access it provided they have no data restrictions set. The two work the same way, so the steps below carry over.
Before you start
- You need a Customer Admin or Finance Manager role with access to Financial reporting.
- Finance Manager access to reporting files follows the data restrictions set for that user. A Finance Manager with no restrictions set sees reporting files; for now, a Finance Manager with any access restriction does not see reporting files at all. This is a deliberate safeguard: because any file can be uploaded here, there is no way to know in advance whether a file contains data that a restricted Finance Manager should not see, so access is withheld until more granular control is in place.
Open Reporting files
- Open the Customer Admin portal.
- In the left-side menu, open Financial reporting.
- Select Reporting files.
The list opens at the top level, showing your folders and files with their name, date created, and file size.
Upload a file
- Open the folder you want the file to land in. To upload at the top level, stay on the main Reporting files view.
- Select Upload a file in the top right.
- Choose the file from your computer.
When the upload finishes, the file appears in the list with its name, date created, and file size.
Create folders and navigate
- Select Create a folder in the top right.
- In the Folder name field, give the folder a name, for example 2026 Audit support or 2021 Q1 reporting.
- Select Create.
Open a folder to move into it. The breadcrumb trail at the top (for example Reporting files / 2024) shows where you are, and you can select any step in the trail to move back up a level.
Search and filter
- Search using the Type to search by names field to jump straight to a file or folder by name.
- Filter by date using the Range control: pick a preset or set a custom date range to narrow the list to files created in that period.
Download, rename, or delete a file
Each file has an actions menu (the ⋮ icon at the end of its row) with three options:
| Action | What it does |
|---|---|
| Download | Saves the file to your computer. Existing file links continue to work as before. |
| Rename | Changes the file's display name in the list. |
| Delete | Removes the file from Reporting files. |
Frequently asked questions
Q: Do my existing reporting files move across automatically? A: Yes. Your existing reporting files are carried over with their folder structure and details intact, so there is nothing for you to re-upload. While files are being moved across, you may briefly see a message asking you to wait; access returns automatically once the move is complete.
Q: Who can see reporting files? A: Customer Admins with Financial reporting access, and Finance Managers who have no data restrictions set. For now, a Finance Manager with any access restriction does not see reporting files. Because any file can be uploaded here, it is not possible to know in advance whether a file holds data a restricted Finance Manager should not see, so access is withheld as a safeguard until more granular control is added.
Q: Does this change anything in my financial reports? A: No. Reporting files only covers the documents you upload and share. The reports the system generates, and the figures in them, are unaffected.
Q: Can I still download a file the same way I always have? A: Yes. Downloads and existing file links continue to work without any change.
Q: Can I organise files into subfolders? A: Yes. Open a folder and select Create a folder to add a subfolder. The breadcrumb trail keeps your place as you move between levels.