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This article applies to:

  • Product: safesend
  • Subject: AI
  • Audiences: Staff

Archive Gather requests

You can move completed
Gather
 requests to help keep your
Reports
 section more organized (recommended). You can also restore a document from the
Archived
 section if necessary.
note
Gather
 requests should be closed before they are archived. This will prevent the taxpayer from uploading additional documents or making other edits. It will also remove any related pending tasks from the taxpayer's ClientPortal dashboard.
Close requests before archiving:
 Start by archiving all prior-year
Gather
 requests already closed by the firm. This keeps completed requests organized and out of the active workflow.
Bulk close remaining requests:
 Once closed requests are archived, bulk close any remaining open requests. This helps prevent the risk of accidentally reopening requests that should remain closed.
Be mindful of button functionality:
 The current system uses the same button for both opening and closing requests by the firm. There is no built-in safeguard to prevent reversing the status, so use caution to avoid unintended changes.
Address pending tasks and active links:
 Archiving
Gather
 requests alone doesn’t resolve all pending tasks on the Client Portal, and related links may remain active. This could let clients upload source documents to the wrong requests. Always ensure all tasks are closed, and links are turned off before completing the archive process.

Close or open by firm

This option lets you close or reopen a
Gather
 request. Before archiving, all requests should be closed except those that already have a
Closed by Firm
 Organizer status.
note
  • If a
    Gather
     request is reopened, the client receives an email notification requesting that they update the
    Gather
     request.
  • If the client attempts to open a closed
    Gather
     request, they get the following message: 
    Your Gather has been closed to prevent any further use. If you have any questions please contact your CPA.
  1. Mark the checkbox for the client's name.
  2. Select
    Close/Open by Firm
    .
    • If the
      Gather
       request was closed, it is reopened, and the status is changed to
      Delivered
       or
      Questionnaire Completed
      .
    • If the
      Gather
       request was open, the status is changed to
      Closed by Firm.
  3. Select
    Confirm
    .

Archive

  1. Mark the checkbox for the client's name.
    • Ensure the
      Organizer Status
       column shows
      Closed by Firm
      .
  2. Select
    Archive
    .
  3. Select
    Confirm
     to move the
    Gather
     request to the
    Archived
     section.
    note
    All scheduled reminders are turned off for archived
    Gather
     requests.

Restore

If a
Gather
 request is restored from the archive, you can reopen the organizer to let the taxpayer make changes.
  1. Go to the
    Archived
     section in the left panel.
  2. Mark the checkbox for the client's name.
  3. Select
    Restore
    .
    note
    Previously scheduled reminders are turned on for restored
    Gather
     requests.
  4. Select
    Confirm
     to move the
    Gather
     request back to the
    Delivered
     section.

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