Home > About > OpenSpace our secure document server

Nicolson Accountancy use OpenSpace to exchange information with our clients.  This is a secure document server which allows for the secure transfer of information and for electronic approval of accounts, tax returns, engagement letters and similar documents.

The system is simple to use, and simple to understand, and it allows the speedy approval of documents without the need to post them to and from our offices.

Clients can also upload files for us, which can make life easier.  Hotmail users have to go through an extra step to allow messages through their spam filter.

Registration with OpenSpace

When we register you with OpenSpace and create an account, you will receive an activation email which looks similar to below.  If you do not receive this and you use Hotmail then please follow the whitelisting instructions.  If you use another email provider, then please check your spam and junk boxes.

Register at OpenSpace

Your user name is your email address and then you set a password that we have no access to.  This then gives you access to the full system, where you will see files that require you attention.

You will also receive an email when we uploaded a file.  You will receive an automatic reminder for any document that you do not approve within 14 days.  If you do not want to Approve an document, then you can Reject it.

Either way, you must open the document and read it before being able to chose how to respond.  We receive an automatic email to advise of your decision.

Validity of an OpenSpace signature

An OpenSpace approval is as good as – if not better – than an ink signature and just as legally binding.

How to approve a document

There are three simple steps to approving a document in OpenSpace.

  1. If Nicolson Accountancy tell you that they have shared a document with you ready for your approval, then you
    should receive an email from IRIS OpenSpace notifying you of this.  Clicking the link will take you to the document directory.
  2. Once you’ve clicked the link, you will be taken to the login page and prompted to input your username – which is your email address – and your password. If you have forgotten or lost your login credentials, please click ‘Forgot your password?’ and follow
    the steps. Otherwise, simply type in your details and click ‘Login’.  You will then have a view of the directory structure, similar to what is shown below.  Tax Returns and accounts will be in the “Files from Nicolson Accountancy” directory.OpenSpace directory
  3. Now you’ll need to click that directory. Once you’ve opened the folder, you should see your file contained within. To download and view your file, simply click on it. To approve your file, click the ‘Approve’ button.  That’s it.

A video demonstrating the OpenSpace process is available below.

Further information

Hotmail users

  1. Open your mailbox and click “Options” in the upper right-hand corner
  2. Click the “Junk e-mail Protection” link
  3. Select the “Safe List” link
  4. In the box titled “Type and address or domain” add all of the following:
    a.       openspace@nicolsonaccountancy.co.uk
    b.       168.63.8.45
    c.       62.52.144.68

For more information or assistance with OpenSpace, then please contact admins@nicolsonaccountancy.co.uk.

Disclaimer

The information provided is for general information purposes only.

Legislation and details may have changed since this was written.  The text may not include all matters that are relevant to your individual situation.

You should not make decisions, or refrain from making decisions, without taking further professional advice about your specific circumstances.

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