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Firm setup guide

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Introduction
Your account is now active. Before attending your Power User Training class, go through this guide to configure your firm's settings.
note
Members of the System administrator group can make these changes. If you don't go to an
Account Management
 or
Settings
 option in the navigation menu, contact your firm's primary system administrator.
Product Settings
The Product Settings menu lets firm administrators update and save global default settings for SafeSend. For a full overview of the options available, go to our Product Settings Overview article.
  1. Select the
    Navigation Widget
    .
  2. Select
    Product Settings
    .
General
Product downloads
Setting
Description
SS Signatures-Mail Merge
Select
Download
 to download the Mail Merge desktop app and Microsoft® Word plugin. Go to our Mail Merge Guide for information about this feature.
SS Exchange-Web Add-in
Select
Download
 to download the Exchange Outlook® plugin. Go to our Exchange help center for more information about this feature.
TicTie Calculate Plug-In
Select
Download
 to download the bit version that matches Adobe®, not your PC. Go to our TicTie Calculate help center for more information about this feature.
API access
  1. Switch
    API Access
     to
    On
     to turn on the Roles Based Access Control permission for the SafeSend APIs.
    • When enabled, users can utilize the APIs without requiring the specific API Developer Role to be turned on for that user. This feature is particularly beneficial for firms with straightforward user groups, enabling API support for application integrations with SafeSend.
SMS text notifications
Turn on or turn off SMS Text Notifications for your clients.
  1. Switch
    SMS Text Notifications
     to
    On
     to provide the option for clients to receive signer reminders via text message.
Client portal experience
Turn on or turn off the Client Portal experience for your clients, change your Client Portal firm contact, and edit your Client Portal URL.
  1. Switch
    Client Portal
     on or off.
  2. Select
    Edit Contact Person
     to select the firm contact for clients using the Client Portal.
  3. Select
    Edit
     to change your Client Portal URL (web address for client sign in).
  4. Enter a new
    Client Portal URL
    .
  5. Select
    Update
    .
  6. Select
    Yes
     to verify any changes made.
Client management
Use the following options to manage how clients are added to Client Management.
  1. Extract Client ID's from CCH
    • When enabled, SafeSend extracts the Client ID from the uploaded PDF file name and fills it.
    • Reconcile Record settings apply; if
      Ignore
       is selected, SafeSend makes no updates to Client Management Client IDs.
  2. Add
     - SafeSend adds all new client records without manual approval.
    • If the data conflicts with Client Management, the pop-up will still appear.
  3. Ignore
     - No pop-up appears for new client records.
    • If the data conflicts with Client Management, the pop-up will still appear.
    • If no clients are added to Client Management, this option essentially turns off the feature.
  4. Confirm
     - A pop-up appears for all new client records and any existing records where the data conflicts with Client Management.
Tax application
Select the tax application to turn on your users to upload for that printing program.
  1. Select the checkbox next to the tax application used by the firm.
  2. Select
    Apply Changes
     to save any changes made.
Integration Options
E-file
This integration lets you release your e-file forms in GoSystem after clients eSign them in SafeSend Returns.
  1. Switch
    GoSystem
     on in the
    E-File
     section.
  2. Enter your GoSystem
    LoginID
    .
  3. Enter your
    Firm
     name.
  4. Enter your
    Location
    .
  5. Enter your GoSystem
    API Key
    .
  6. Select
    Authenticate
     to turn on the integration.
  7. Select the
    Automatic Send E-File
     checkbox to release all e-file forms automatically once signing is completed in SafeSend Returns.
SPbinder
This integration lets users securely upload
Gather
 documents directly to SPbinder.
A System administrator will need to copy the API key from SurePrep and enter it in SafeSend to turn on the integration.
SurePrep
  1. Go to the
    Admin
     dashboard.
  2. Select the
    API
     tab.
  3. Select the
    Key Management
     tab.
  4. Select
    Copy Key
    .
SafeSend
  1. Select the
    Navigation Widget
    .
  2. Select
    Product Settings
    .
  3. Select
    Integration Options
     in the left panel.
  4. Select
    Authenticate
     in the SP Binder section.
  5. Enter your
    SurePrep API Key
    .
  6. Select
    Confirm
    .
Configuration
  1. Select the
    gear
     icon in the SP Binder section.
  2. Adjust your
    SPbinder Defaults
     as needed.
  3. Select
    Update
     to save any changes.
Security
IP filter options
The firm can restrict users from accessing their accounts unless they sign in from a trusted IP. For more information about this feature, go to:
Multi-factor authentication
The firm can turn on or turn off multi-factor authentication for internal users and taxpayers. For more information about these features, go to:
Account passwords
This section determines the firm's password settings for users. Users will need to reset their passwords whenever the policy changes.
  1. Select
    SSR Default
     to use the default password policy provided by SafeSend OR
  2. Select
    Firm Defined Policy
     to edit the
    Character Types
     options.
    • Mark
      Upper Case
       to force users to include at least 1 capital letter.
    • Mark
      Lower Case
       to force users to include at least 1 lower case letter.
    • Mark
      Numbers
       to force users to include at least 1 number.
    • Mark
      Special Characters
       to force users to include at least 1 special character.
    • Select a
      Minimum Number of Characters
       from the dropdown.
    • Select a
      Maximum Password Age
       from the dropdown.
      • After the password expires, they'll be prompted to create a new one.
  3. Select
    Apply Changes
     to save any changes made.
Single sign-on
The firm can turn on or turn off single sign-on for internal users. For more information about this feature, go to:
Enable Single Sign-On (SSO)
Vouchers & Invoices
Custom authorities
Add a custom authority to apply to e-file forms and vouchers that Returns don't automatically recognize. Returns recognize all state and federal e-file forms and vouchers automatically. Not all city/county forms are recognized.
  1. Select
    Add
    .
  2. Select the
    State
     dropdown to select the state for the authority.
  3. Type into the
    City
     field to enter a city name.
  4. Type into the
    Online Payment URL
     field to add a default online payment URL for the authority.
  5. Select the
    Prefix State Code with City Name
     checkbox to prefix the city name with the state abbreviation (optional).
  6. Select the
    Activated
     checkbox to make the authority available to processors.
  7. Select
    Add
     to save the new authority.
Account management
Account Management is where you configure basic settings such as your firm's address, branding, and users. You can also check how many returns you've purchased and a usage report of activity on your account. For a full overview of the options available, go to our Account Management article.
My Company
My Company contains settings about your firm's primary address, main system administrator, and what products are available to users in the firm.
Company account details
  • Enter your company information such as name, phone, website, and the address for your
    primary
     office location. You can add other locations later.
Primary administrator
  • The system sets the primary administrator to the 1st user added when your account was created. Any user in the System administrator group can change it at any time. Users can be selected from those entered in User Management.
Company account details
  • Company Account Details shows the subscription tier your firm has purchased along with a list of available products in SafeSend. System administrators can turn on or turn off any products as needed.
note
  • Returns are required product and can't be turned off.
  • When enabling or disabling SafeSend products, the change takes effect immediately.
  • Contact your customer success representative if you need to change your subscription tier.
Branding
The branding section lets you specify logos and colors to use in product pages and email notifications.
  • Logos can be in PNG or JPEG format.
  • Logos can't be larger than 300 pixels in width x 100 pixels in height.
  • Delete any existing logos by selecting
    Delete
    .
Company logo
  • SafeSend displays this logo on all application pages, taxpayer-facing pages, emails, and notifications.
Company white logo
  • SafeSend displays this logo on all application pages that have a colored background.
Color palette
  • SafeSend uses these colors on all taxpayer-facing pages and email notifications.
User management
User Management is where you can add users, delete users, and configure settings for users who will access products in SafeSend. The Groups control the activities that a user can perform.
Add user
  1. Select
    User Management
    .
  2. Select
    Add User
    .
  3. Enter the new user's information.
    • Each field with a
      *
       is required.
    • If multi-factor authentication (MFA) is enabled, a mobile number is required.
  4. Select the
    User Group(s)
    ; move them from
    Available Groups
     to
    Current Groups
    .
  5. You can also use the
    Search
     bar to locate existing groups.
  6. Select
    Add User
     to save.
Edit/Delete user details
To edit users in bulk, go to our User Management: Bulk Import or Edit Users article.
When you delete a user, the system retains all their associated documents. Their name still appears in the reporting sections. The system unassigns any documents in process from the deleted user.
  1. Select
    Edit
     to update user details.
  2. Select
    Delete
     to remove the user.
  3. Select the ellipses (...) under
    Actions
     to find additional options.
  4. Select
    Reset Password
     to send a password reset email to the user. Go to more details.
  5. Select
    ERO Signature
     to adjust the signature settings for Partners.
  6. Select
    Revoke Office 365
     to remove single sign-on permissions for the user.
  7. Select
    Audit Report
     to find a report of permission changes for that user.
Add user group
  1. Go to
    User Groups
     in the User Management section.
  2. Select
    Add User Group
    .
  3. Add the
    Name
     of the group.
  4. Add a
    Description
    .
    • This can be a general description of what roles this group has.
  5. Select the
    Roles
     to apply to the group.
  6. Select
    Add Group
    .
ERO signature
note
ERO Signature Stamps must be turned on in your Returns Settings for this option to be available. The user must also have the Partner user group permission.
  1. Select
    User Management
    .
  2. Locate the partner and select the
    ellipses(...)
     from the action menu.
  3. Select
    ERO Signature
    .
  4. Select
    Upload Signature
     and select a file from your computer.
    • Signature stamps must be 300 x 100 pixels or smaller.
    • Supported file types include JPG, BMP, or PNG.
    • A white background is recommended.
  5. Mark the checkbox next to
    Automatically place __ signature stamp on e-file forms
     to have Returns automatically place signature stamps in e-file forms for this ERO (optional).
  6. Select
    Allow other users to apply __ signature
     if ERO Stamp Delegation is enabled.
    • Select
      Select Users
       to choose the users who can apply this ERO's signature stamp (optional).
  7. Select the
    Default ERO/Signer
     switch to
    ON
     to change this user's default ERO/Signer when they upload returns.
  8. Select
    Save & Close
    .
Reset password
  1. Select
    User Management
    .
  2. Select the
    ellipses (...)
     under the
    Actions
     column.
  3. Select
    Reset Password
    .
  4. Select
    Ok
    .
User permission
User Permission shows any users that have requested to use the Office 365 single sign-on feature. System administrators can choose to grant or deny access to these users.
Client management
This section lets you manage and view client information across the Returns and Organizers modules.
  1. Select the
    Navigation Widget
    .
  2. Select
    Account Management
    .
    • A new tab opens.
  3. Select
    Client Management
    .
Dashboard
  1. Search Bar
     - Search for clients by Client ID, ERO, Name, SSN/EIN, or email address.
  2. Edit Office Location
     (Bulk Editing Option) - Edit the assigned Office Location for the selected client.
  3. Delete
     (Bulk Editing Option) - Delete the selected client from
    Client Management
    .
  4. Office Location Filter
     - select which office location clients to display.
  5. Download Template
     - select which template to download when using option G to import client information.
  6. Customize Columns
     - Select or unselect the checkbox next to each column name to add or remove it from the report.
  7. Import CSV
     - Upload the completed template.
  8. Export to Excel
     - Export the client information to Excel.
  9. Add Client
     - Add client information manually.
  10. Select
     - Select one or more clients to use the Bulk Editing Options.
  11. Click Here
     - Select all client records to use the Bulk Editing Options.
  12. Edit
     - Edit client information.
  13. Delete
     - Delete client from
    Client Management
    .
note
The delete option removes the client completely from the database. No client information will populate automatically for newly uploaded items.
Payment history
In Payment History, system administrators can view the firm's subscription tier, all in-product purchases, invoice records, and purchase additional returns. You can filter records by date range and export them to an Excel spreadsheet.
note
  • The Current Returns Balance displays a real time count of returns that can be delivered.
  • The system never turns off accounts for going negative. Should your account go negative, contact your customer success representative as soon as possible.
Purchasing additional credits
  1. Select
    Purchase
    .
  2. In the pop-up, enter the quantity of returns to add to your account.
  3. Select
    Add
    .
  4. Select
    Proceed
    .
  5. View the order summary.
  6. Select
    Proceed to Payment
    .
  7. Follow the instructions on the screen to complete your purchase.
Usage Report
The Usage Report shows how many returns, organizers, extensions, and signature documents your firm has delivered. You can filter reports by return type (for returns and extensions) and date range, and print or export them to an Excel spreadsheet.
Run a usage report
  1. Select the
    Product Type
    , then select a product.
  2. (Optional) Select the
    Return Type
    , then select a return type.
  3. Select the date range menu and select a date range.
  4. Select
    Run Report
    .
Return settings
The Return Settings menu lets firm administrators update and save global default settings for Returns.
  1. Select the
    Navigation Widget
    .
  2. Select
    Tax Returns
    .
  3. Select
    Settings
     in the left panel.
  4. Select the section you want to go to.
Saved Messages
Here you can add, preview, and change
Saved Message
 templates that you can apply while processing a return. Saved message sections:
  • Saved Messages
    : The message appears after the taxpayer authenticates and selects to begin.
  • Attachment Instructions:
     This message appears in the
    Review
    Attachments
     section on the taxpayer side (if attachments are included with the return).
  • Paper File Instructions:
     This message appears before the taxpayer views their paper file return (if paper file returns are included and enabled).
Add a new message
  1. Select the blue plus button next to
    Saved Messages
    .
  2. In the window that appears, enter the
    Name
     of the message that will display in the list.
  3. Enter the text that will display. HTML format options are available.
  4. Mark
    Allow users to edit before sending
     to let users edit the message in the Delivery Options section.
  5. Select to expand the
    Show Variables List
     to include fields in the Message that will automatically fill with relevant Taxpayer data.
  6. Turn the
    Default
     switch to
    On
     to make this message the default for all returns during processing.
  7. Select
    Add
     to finish the Message and return to the
    Saved Messages
     screen.
note
  • To insert images, copy and paste them from another program.
Edit a saved message
  1. Select a saved message from the message list. A preview of the message appears.
  2. Select the
    Edit
     button to bring up the editing window.
  3. You can do the following:
      • Change the name of the message.
      • Set the message as the default message to use when processing extensions.
      • Edit the body of the message in rich text format. This lets you change the font size, style, alignment, and color.
      • Let firm users edit the message before sending the extension.
  4. Select
    Save
     when you are done making changes.
Client instructions
Throughout the return process, clients receive email messages that contain instructions for filling out, reviewing, signing, and downloading their returns. They also receive reminders if they haven't reviewed or signed their returns, or if they have a payment due. The following is a list of the email messages and their purpose.
You can add, delete, or edit messages using the controls on the screen. The editing options are the same as those for the
Saved Message
 section.
note
The system sends whichever message is marked as the
Default
 to all return recipients. These templates can't be selected on a return-by-return basis.
Message
Description
Initial Email
This is the 1st message sent to the client when the return is delivered.
Review and Sign Extension Reminder
This is a reminder email sent to the client per the options set during delivery.
Voucher Reminders
The system sends this reminder email to clients prior to the voucher due date.
Download E-Signed Forms
The system sends this message to clients once all required parties have completed e-signing the forms in the return.
Payment Instruction
The system sends this email when the client has required payments.
Invoice Payment Success Mail Notification
The client receives an email message when their invoice is successfully paid (only applies when Stripe is used).
Voucher Revision Mail Notification
The system sends this notification to the client when the firm uploads new estimated vouchers to the return.
Vouchers & Invoices
Payment vouchers
Setting
Description
Enable payment voucher reminders
When enabled, the system sends automated reminders [ X ] days before the vouchers are due.
Set the default reminder to
Select the
default reminder
 period via the dropdown to determine how many days before the due date the system sends those reminders.
Receive an email notification when your client adds payment information
When enabled, users receive email notifications when clients enter their payment information into the system.
Note:
 The system doesn’t track payments from the actual authority, only whether the client adds the details to the system.
Default voucher due date
Select the preferred policy for voucher due dates when not printed on the page.
Setting
Description
SSR Default Due date
The system automatically applies the default voucher due date to all vouchers.
Voucher Form
The system pulls the voucher date from the page when possible; otherwise, it uses the defined Voucher Due Date Policy.
Invoices
Setting
Description
Enable Invoices
Switch on to grant invoices to be sent with returns.
Allow user to send without invoice
Mark the checkbox to turn on users to send returns without an invoice.
Allow user to replace invoice
Mark the checkbox to turn on users to replace the printed invoice in the uploaded return.
Invoice payment processing options
Setting
Description
Stripe
Select the radio button to turn on
Stripe
 Integration.
Third Party URL
Select the radio button to turn on payment through a
Third Party URL
. Select this option to enter a URL that the system will redirect to for invoice payments.
Make Payment outside of SSR System
Select the radio button to
Make Payment outside of SSR System
. This disables all payment methods when selected. Payments will be processed outside of the program.
eSign options
1040 Forms
Setting
Description
eSign all returns
Select the radio button to turn on electronic signature on all return types.
Manually sign all returns
Select the radio button to turn off the eSignature process on all 1040s.
1040 knowledge-based authentication
Setting
Description
Use Knowledge-Based Authentication to initiate the Signing Process (Required by IRS)
Mark the checkbox to turn on the KBA process for clients before e-signing.
Use Knowledge-Based Authentication to initiate the Signing Process for delegated signers (Required by IRS)
Mark the checkbox to turn on the KBA process for delegated signers.
Allow ERO signature stamps
Setting
Description
Use ERO Signature Stamps
Mark the checkbox to let a Partner/ERO user upload a digital copy of their signature into the program to place onto returns.
Enabled ERO Stamp Delegation
Mark the checkbox to let the system apply the Partner/ERO stamp automatically as users go through the preparation process.
Additional document for eSign
This set up lets you create specific document types that a user in the firm can choose when uploading additional documents for e-signing. By default, Engagement Letter, Consent Form, and Others are available options. To add or edit document types:
  1. Enter a new name for a document type in the
    Column Value
     field.
  2. Select the green [ + ] button to add the input to the list.
  3. Select the
    Edit
     pencil to change the name of the document type.
  4. Select
    Delete
     to remove the document type from the list.
Signer delegation
Setting
Description
Individual (1040) Returns
Switch on to turn on signer delegation for 1040 returns.
Entity (1041, 1065, 1120, 1120S) Returns
Switch on to turn on signer delegation for entity returns.
Business & Trust returns
Setting
Description
Enable E-Signatures for Business & Trust Returns
Mark the checkbox to turn on eSignature for non-1040 returns.
Automatic signing reminders
Setting
Description
Enable Automatic Signing Reminders
When enabled, the system sends routine signature reminders.
Set default reminder to
Select the
default reminder
 period for signature requests.
Send default SMS Text Reminder before ___ from due date.
Switch to
On
 to send a text notification
X
 number of days before the due date.
E-file forms settings
If your tax application already prints a date and/or title on the return, you can prevent Returns from also placing that information on the form.
Setting
Description
Do not insert dates on the e-file forms
Mark the checkbox to remove automatic date fields from e-file forms during processing.
Do not insert Name and Title on the Entity e-file Forms
Mark the checkbox to remove title boxes from e-file forms during processing.
General
Delivery Options
Setting
Description
Allow the Staff user group to deliver Tax Returns
Mark the checkbox to give users in the Staff group the ability to deliver returns.
Allow any internal user to Distribute K1's
Mark the checkbox to give users the ability to enter the return and send K1s on the client's behalf.
Download options
Setting
Description
Transmittals
Select how Transmittals are downloaded, either
Include in the Tax Return PDF
 or
Create a Separate PDF
 for the tax return and transmittals.
Payment Vouchers
Select how Payment Vouchers are downloaded, either
Separate by Quarterly Due Dates
 or
Group in Single PDF
.
Filing option
Setting
Description
Paper File Returns
Switch on to turn on the Paper File tab during processing.
Customize delivered report
You can add a custom column to the Delivered Returns and Archive Returns sections for reporting.
To add or edit a custom column:
  1. Enter the name of the custom column into the
    Column Name
     field.
  2. Select
    Update
     to save any changes to the
    Column Name
    .
  3. Select
    Delete
     to remove the
    Custom Column
    .
  4. Enter a new
    Column Value
     in the available text field.
  5. Select
    Add
     to create the value as a new selection in the
    Custom Column
    .
  6. Select
    Edit
     to adjust the name of a
    Column Value
    .
  7. Select
    Delete
     to remove the
    Column Value
     from available selections.
Integration
Setting
Description
TaxCaddy™
Switch on to turn on the integration with TaxCaddy™ and enter your TaxCaddy™ key.
Download PDF
Setting
Description
Enable
Switch on to let users add the
Download PDF
 option to the
Finish
 step during processing instead of sending it via email to the client.
Footer
Setting
Description
E-file Form
Switch on to add a
Powered by SafeSend Returns
 logo on the footer of e-file forms.
Watermarks
You can create watermark templates in the Settings menu and apply them during processing.
  1. Enter a name into the
    Name
     field.
  2. Select the
    Add
     icon to open the
    Watermark Settings
     window.
    • Add or edit the
      Name
       of the watermark.
    • Enter the
      Watermark Text
       to show on the pages.
    • Select the watermark's
      Font Size
      .
    • Select the
      Font
       style of the watermark.
    • Select the
      Opacity
       of the watermark.
    • Select the
      Color
       of the watermark.
    • Select the
      Default
       switch to apply the watermark to all returns automatically.
    • Move the watermark to the location on the page. Use the
      Resize
       handles to grow and shrink the font area, and the
      Rotate
       handle to angle the text.
  3. Select
    Save & Close
    .
  4. Select
    Edit
     to open the
    Watermark Settings
     window for the selected watermark.
  5. Select the
    Delete
     icon to remove the watermark from the list.
K1 Settings & Instructions
Mask/Unmask SSN
  1. Switch
    Mask SSN/EIN on all K1 documents
     on to mask SSN/EINs on shareholder documents.
K1 Instructions
Returns provide IRS-generated instructional PDFs that are delivered to the K1 recipient.
  1. Select the
    Tax Year
     dropdown to view, download, or replace K1 instructional documents for different tax years.
  2. Select
    Download
     to download the instructional document.
  3. Select
    Replace
     to replace the provided instructional document with your own.
K1 email templates
The firm can edit the email notifications that are delivered to K1 recipients. The system sends the message marked as
Default
 to all K1 recipients. Go to the
Saved Messages
 section previously for additional information about editing options.
  1. Select the blue and white
    Add Message
     button to add a new message template.
  2. Select
    Edit
     to edit the selected template.
  3. Select
    Delete
     to delete the selected template.
Security
SS return access options
Set Access settings to determine the default for who can and can't view returns after upload. Administrators can view all returns, regardless of settings.
Setting
Description
Default Access set to Everyone
Select the radio button to let all users view all returns after upload.
Default Access set to Individual User
Select the radio button to let only the user who uploaded the return to view it.
  • Lets the user set additional access to other users before delivery.
  • Mark the checkbox to let the uploader adjust access settings.
Default Access set to Uploaders User Group
Select the radio button to let users in the groups assigned to the uploading user in User Management to access.
Screen share
For security purposes, some firms want to control whether users can screen share with clients. You can turn on or turn off this option firm-wide.
Setting
Description
Enable Screen Share
Switch on to turn on screen sharing for all users in the firm.
Taxpayer authentication
For 1040 returns, the taxpayer must enter part of their social security number (SSN). The firm can choose whether taxpayers enter the last 4 or first 4 digits of their SSN.
Setting
Description
Last 4 of SSN
Select the radio button to have the taxpayer enter the last 4 digits of their SSN to authenticate.
First 4 of SSN
Select the radio button to have the taxpayer enter the 1st 4 digits of their SSN to authenticate.
Retention policy
The firm can choose how long to retain standard returns and attest client returns. The system automatically deletes returns after the retention period ends. The firm can also decide whether to allow users to override this default setting before delivering the return.
Setting
Description
Default
Select a
Default
 retention period by selecting the dropdown.
Attest Clients
Select a
Default
 retention period by selecting the dropdown.
Allow any user to override before delivery
Select the checkbox to allow users to override the retention period before delivery.
Developer section
The Developer Section contains advanced settings for firms that want to integrate their existing systems with SafeSend. It requires firms to have dedicated programming resources and advanced knowledge of application programming interfaces. The API Developer Portal is available for firm programmers. The username/password for the site is the same as their SafeSend username/password.
Wrap-up
This completes your firm account setup. Should you have any questions about the settings listed, speak to your customer success representative during the Power User Training class.

This article applies to:

  • Product: safesend
  • Audiences: Staff