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Auto-Index non-standard documents (DILLY & DILOP)
There are many entities and municipalities for states and cities, each has its own form format variation that may not be recognized by OCR (non-standard documents).
SurePrep's auto-indexing feature uses Artificial Intelligence and Machine Learning (AI/ML) technology to automatically learn and match the non-standard PDF documents to the
INDEX TREE
. As a result, firm users save time by avoiding the manual work of matching documents to their respective folders.SurePrep auto-indexes non-standard documents using 2 methods:
- DILLY(Do It Like Last Year) - Auto-indexes based on how the documents were matched in the previous year for that client.
- DILOP(Do It Like Other People) - Auto-indexes based on how other users at your firm matched this type of non-standard document.
SPbinder first attempts to auto-index non-standard documents using DILLY. However, if there was no document match found for the client in the prior year, SurePrep will use DILOP to find a matching folder where the document can be placed/indexed.
DILLY (Do It Like Last Year)
DILLY
(Do It Like Last Year) matches the documents to the INDEX TREE
based on how they were matched in the previous year for the client. Example:Tax Year | Actions |
|---|---|
Prior Year (Year 1) | A preparer manually matches (indexes) the document to the desired folder. |
Current Year (Year 2) | DILLY auto-indexes the document to the same folder as last year for the same client - without any manual work from a preparer. |
In the 1st year, assign the document in the
INDEX TREE
.
In the following tax year, the 
icon shows documents that were auto-indexed using the DILLY or DILOP feature. These documents haven’t been verified by SurePrep and require your attention.
INDEX TREE
tab of SPbinder will show DILLY documents matched to the same workpaper folders as the prior year. A pink dot icon shows documents that were auto-indexed using the DILLY or DILOP feature. These documents haven’t been verified by SurePrep and require your attention.
DILOP (Do It Like Other People)
Matches the document to the
INDEX TREE
based on how other users at your firm matched this type of non-standard document. Unlike DILLY, DILOP lets you take advantage of AI/ML in year 1, the 1st time your taxpayer client submits a particular non-standard document.
DILOP is an advanced feature that complements DILLY (Do It Like Last Year) auto-indexing method. While DILLY relies on the historical data of how documents were matched in the previous year for the same client, DILOP leverages the collective intelligence of your firm. It auto-indexes non-standard PDF documents based on how similar documents have been handled by other users at your firm, making it particularly useful in situations where there is no prior year match to use as a reference.
How DILOP Works:
- Attempt with DILLY:SPbinder first tries to auto-index a non-standard document using the DILLY method.
- DILOP Steps In:If no match is found from the previous year, DILOP is used to find a suitable folder by referencing other similar document matches within your firm.
- Document Handling:Non-standard documents verified by DILLY/DILOP will be matched to theINDEX TREEwithout data capture.
- Fallback Indexing:If a document can't be matched (for example, due to a deleted or renamed folder), it will be indexed to the next available folder, maintaining the structure of theINDEX TREE.
Benefits of DILOP:
- First-Year Efficiency:Unlike DILLY, DILOP allows you to benefit from AI/ML technology from the 1st year a taxpayer client submits a particular non-standard document.
- Collective Learning:DILOP utilizes the patterns of document indexing across your firm, improving the accuracy of auto-indexing non-standard documents for your whole firm.
- Improved Accuracy:As more documents are processed, DILOP's AI/ML algorithms learn and enhance their ability to match documents correctly, which in turn increases the reliability of the auto-indexing feature for your firm.
Covered non-standard (DILLY/DILOP) Documents
Non-standard documents verified by DILLY/DILOP will be matched to the
INDEX TREE
without any data being captured. All non-standard documents are eligible for DILLY/DILOP, however, not all non-standard documents will qualify for DILLY/DILOP if the AI/ML can't verify the document variation. note
If DILLY is able to match to a document in the prior year binder, we'll index the current year document in the same way. If we can't, we'll use DILOP to attempt a match with other similar documents and index in a similar way as possible. To prioritize accuracy, AI/ML may not always find a matching document, this improves the user experience when we do find a match and it is indexed correctly. Since DILLY and DILOP use AI/ML, you will see the document coverage and accuracy improve over time.
Suppose DILLY or DILOP detects a non-standard document without a matching folder in the current year (for example, folder deleted or renamed). In that case, the document will be indexed to the next available folder on the
INDEX TREE
- 1 level up on the folder hierarchy.
- DILLY will use the same name for the document as last year since it's for the same client.
- DILOP will name the document/workpaper the same name as the folder it is indexed to. Using a folder name helps prevent personal information from being shared across different clients.
Blank Pages and Instruction Pages will be auto-indexed in the
Unused
folder in the INDEX TREE
tab.
Requirements
Binder Type |
|
Tax Client ID (DILLY) | For DILLY, the current year binder's Tax Client ID must be the same as the prior-year Tax Client ID. |
Leadsheets |
|
Services |
|
Tax Software |
|
Binder Submission | The document must go through OCR in order to qualify for DILLY.  |
note
- Documents won’t be verified by SurePrep.
- DILLY documents won’t appear in New Form Review (NFR) wizard step
- Documents that don't go through OCR or are dragged and dropped into SPbinder won’t be eligible for DILLY.