How to share documents with your accountant using ReChive share targets
How to set up share targets, send entry files by email, and keep track of which documents still have to be shared.
A share target in ReChive is a person or organization you regularly send documents to, most often your accountant or bookkeeper. You save the share target once with its name, email address, and the entry types it should receive. You then send the files of an entry to it from the entry's "Share target" tab, and ReChive keeps track of which documents have been shared and which have not.
Share targets replace the habit of collecting PDF files and emailing them to your accountant at the end of every month. If a share target is required, every matching entry stays in the "Pending" list until its files have been shared, so no invoice or receipt is forgotten.
Share targets are available on the Pro plan or higher. See pricing.
Adding a share target
- Open "Workspace settings" and choose "Share targets".
- Click "Add a share target".
- Enter the "Name" and the email address of the share target.
- Under "ReChive entry types", select the entry types that are allowed to be shared with this share target, for example invoices and receipts for your accountant.
- Choose whether the share target is "Required" or "Optional".
- For a required share target, choose the "Start date", the day from which sharing documents with this share target becomes mandatory.
- Click "Save".
A workspace cannot have two share targets with the same name or email address.
Required and optional share targets
- Optional: you can share documents with the share target whenever you want, but ReChive does not remind you to.
- Required: you will be reminded to share the documents with this share target. Every entry that has files, matches one of the selected entry types, and has a date of issue on or after the start date has to be shared. Until it is, the entry appears in the "Pending" list, even if its status is done, with a "Not shared" tag.
For example, if your accountant needs all invoices and receipts from January 1 onwards, create a required share target with those two types and a start date of January 1.
Sharing the files of an entry
- Open the entry.
- Go to its "Share target" tab. It lists the share targets that apply to the entry's type. If none applies, it shows "No related share target found".
- Select the files you want to send.
- Click "Send files".
ReChive sends an email with the selected files as attachments to the share target and shows "An email with the selected attachments has been successfully sent" with the share target's name. The "Share history" of the entry records what was sent, when, and to whom.
Share statuses
For each share target, an entry has one of these statuses:
- "Sharing not required": the share target is optional, or the entry does not match its types or dates.
- "Not shared": the entry has to be shared and none of its files have been sent yet.
- "Partially shared": some of the entry's files have been sent, but not all of them.
- "Already shared": all the files of the entry have been sent.
Entries that are "Not shared" or "Partially shared" with a required share target stay in the "Pending" list. If you add more files to an entry later, for example a receipt to an invoice, share them too.
Ending or disabling a share target
- An optional share target can be disabled at any time from its menu with "Disable", and restored later with "Restore".
- A required share target cannot simply be disabled, because it represents an obligation. Instead, set its "End date": the last day you will be reminded and able to share documents with it. After that day, the share target is automatically disabled. The end date can only be set once, so ReChive asks you to confirm it.
This is useful when you change accountants: set the end date on the old accountant's share target and create a new one for the new accountant.
Who can share documents
Sharing files with a share target requires the "Share workspace data" permission, and creating or editing share targets requires the "Edit workspace Detail" permission. Members without these permissions don't see the "Share target" tab of entries. See Manage the permissions of your workspace members.
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