Firm setup guide

General

Product Downloads:

Setting	Description
SS Signatures-Mail Merge	Select the Download icon to download the Mail Merge desktop app and Microsoft Word plugin.
SS Exchange-Web Add-in	Select the Download icon to download the Exchange Outlook plugin. Refer to our Exchange help center for more information about this feature.
TicTie Calculate Plug-In	Select the Download icon to download the bit version that matches Adobe®, not your PC.

API Access:

Turn API Access
On
to turn on the Roles Based Access Control
permission check for the SafeSend APIs.

When enabled, users can access the APIs without needing the API Developer Role assigned to their account. 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.

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.

Switch Client Portal
on or off.

Select Edit Contact Person
to choose who appears as a firm contact for clients using the Client Portal.

Select Edit
to change your Client Portal URL (web address for client sign in).

Enter a new Client Portal URL
.

Select Update
.

Select Yes
to confirm any changes made.

Client Management

Use the following options to manage how clients are added to Client Management
.

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, no updates will be made to Client Management Client IDs.

Add
: All new client records will be added without manual approval.

note

If the data conflicts with Client Management, the pop-up will still appear.

Ignore
No pop-up will appear for new client records.

note

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.

The Confirm
pop-up will appear for all new client records and any existing records where the data conflicts with Client Management.

Tax Software
:

Select the tax application to let your users upload for that printing program.

Mark the checkbox for the tax applications used by the firm.

Select Apply Changes
to save any changes made.

Security

IP Filtering Options

The firm can restrict users from accessing their accounts unless they are signing in from a trusted IP.

Multi-factor Authentication

The firm can enable/disable multi-factor authentication for internal users and taxpayers.

Account Passwords

This section determines the firms' password settings for users. Users will be required to reset their passwords anytime the policy is changed.

Select SSR Default
to use the default password policy provided by SafeSend OR

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
for the password from the dropdown.

Select a Maximum Password Age
that the password can be from the dropdown.

After the password expires, the user will be prompted to create a new one.

Select Apply Changes
to save any changes made.

Single Sign On

The firm can enable/disable Single Sign On
for internal users.

Vouchers & Invoices

Custom Authorities

Add a custom authority to apply to e-file forms and vouchers not automatically recognized by Returns. All state and federal e-file forms and vouchers should be automatically recognized. Not all city/county forms are recognized.

Select Add
.

Select the State
dropdown to select the state for the authority.

Type into the City
field to enter a city name.

Type into the Online Payment URL
field to add a default online payment URL for the authority.

Select the Prefix State Code with City Name
checkbox to prefix the city name with the state abbreviation (optional).

Select the Activated
checkbox to make the authority available to processors.

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 review how many returns you've purchased and a usage report of activity on your account.

My Company

My Company
contains settings about your firm's primary address, main system administrator, and what products will be available to users in the firm. Refer to our Account Management article for more information.

Company Account Details

Enter your company information such as name, phone, website, and the address for your primary
office location. Other locations can be added later.

Primary Admin

The primary admin will be set to the 1st user added when your account was created. Any user in the System Admin group can change this 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 a required product and can't be turned off.

When enabling or disabling SafeSend products, the change is effective 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 the Delete
button.

Company Logo

This logo will be displayed on all SafeSend application pages, taxpayer-facing pages, emails, and notifications.

Company White Logo

This logo will be displayed on all SafeSend application pages where there is a colored background.

Color Palette

These colors will be used 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

Select User Management
.

Select Add User
.

Enter the new user's information.

Each field with a *
is required.

If multi-factor authentication (MFA) is active, a mobile number is required.

Select
User Group(s)
; move them from Available Groups
to Current
Groups
.

You can also use the Search
bar to locate existing groups.

Select Add User
to save.

Edit/Delete User Details

When a user is deleted, none of their associated documents are deleted. Their name will still appear in the reporting sections. Any documents in process will be unassigned from the deleted user.

Select Edit
to update user details.

Select Delete
to remove the user.

Select the ellipses (...) under Actions
additional options.

Select Reset Password
to send a password reset email to the user.

Select ERO Signature
to adjust the signature settings for Partners.

Select Revoke Office 365
to remove single sign-on permissions for the user.

Select Audit Report
for a report of permission changes for that user.

Add User Group

Go to User Groups
in the User Management
section.

Select Add User Group
.

Add the Name
of the group.

Add Description
.

This can be a general description of what roles this group has.

Select the Roles
to be applied to the group

Select Add Group
.

ERO Signature

note

ERO signature stamps must be enabled in your Returns Settings
for this option to be available. The user must also have the Partner user group permission.

Select User Management
.

Locate the partner and select the ellipses(...)
from the action menu.

Select ERO Signature.

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.

Mark Automatically place __ signature stamp on e-file forms
to have Returns automatically place signature stamps in e-file forms for this ERO (optional).

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).

Turn the Default ERO/Signer
switch to ON
to change this user's default ERO/Signer when they upload returns.

Select Save & Close
.

Reset Password

Select User Management
.

Select the ellipses (...)
under the Actions
column.

Select Reset Password.

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 can be used to manage and view client information across the Returns and Organizers modules.

Select the Navigation Widget
.

Select Account Management
. A new tab opens.

Select Client Management
.

Dashboard

Search Bar
: Search for clients by Client ID, ERO, Name, SSN/EIN, or email address.

Edit Office Location
(Bulk Editing Option): Edit the assigned office location for the selected client.

Delete
(Bulk Editing Option): Delete the selected client from Client Management
.

Office Location Filter
: Choose which office location clients to display.

Download Template
: Choose which template to download when using option G to import client information.

Customize Columns
: Mark or clear the checkbox for each column name to add or remove it from the report.

Import CSV
: Upload the completed template.

Export to Excel
: Export the client information to Excel.

Add Client
: Add client information manually.

Select
: Select one or more clients to use the Bulk Editing Options.

Click Here
: Select all client records to use the Bulk Editing Options.

Edit
: Edit client information.

Delete
: Delete client from Client Management.

note

The delete option deletes the client completely from our database. No client information will populate automatically for newly uploaded items.

Payment History

In Payment History
, system administrators can review 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.

Accounts are never turned off for going negative. Should you account go negative, contact your customer success representative as soon as possible.

Purchasing additional credits

Select Purchase
.

In the pop-up, enter the quantity of returns to add to your account.

Select Add
.

Select Proceed
.

View the order summary.

Select Proceed to Payment
.

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), date range, and print or export them to an Excel spreadsheet.

Running a usage report

Use the Product Type
dropdown to select a product.

(Optional) Use the Return Type
dropdown to select a return type.

Use the date range dropdown to select a date range.

Select Run Report
.

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

Select the blue plus button next to Saved Messages.

In the window that appears, enter the Name
of the message that will display in the list.

Enter the text that will display. HTML format options are available.

Check Allow users to edit before sending
to let users edit the message in the Delivery Options
section.

Select to expand the Show Variables List
to include fields in the message that will automatically fill with relevant taxpayer data.

Turn the Default
switch to On
to make this message the default for all returns during processing.

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

Select on a saved message from the message list. A preview of the message appears.

Select on the Edit
button to bring up the editing window.

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.

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.

Messages can be added, deleted, or edited by using the controls on the screen. The editing options are the same as those for the Saved Message
section.

note

Whichever message is marked as the Default
is sent 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	This reminder email is sent prior to the voucher due date to clients.
Download E-Signed Forms	This message is sent to clients once all required parties have completed e-signing the forms in the return.
Payment Instruction	This email is sent when the client requires a payment.
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	This notification is sent 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, our system sends out automated reminders [ X ] days before the vouchers are due.
Set default reminder to	Select the default reminder period via the dropdown to determine how many days before the due date our system will send those reminders out.
Receive an email notification when your client adds payment information	When enabled, users receive email notifications when clients enter their payment information into our system. note We don’t track the payments from the actual authority, only if the client adds the details to our 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 default voucher due date is automatically applied to all vouchers.
Voucher Form	The voucher date is pulled from the page when possible, otherwise, it will use our defined Voucher Due Date Policy .

Invoices

Setting	Description
Enable Invoices	Turn on to let invoices be sent with returns.
Allow user to send without invoice	Mark the checkbox to let users send returns without an invoice.
Allow user to replace invoice	Mark the checkbox to let users 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 our 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 will turn off all payment methods when selected. Payments will be processed outside of our program.

eSign Options

1040 Forms

Setting	Description
E-Sign 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 Partner/ERO stamp be applied automatically as users go through the preparation process.

Additional Document for E-Sign

This setting lets you create specific document types that a user in the firm can select when uploading additional documents for e-signing. By default, Engagement Letter, Consent Form, and Others are available options. To add or edit document types:

Enter a new name for a document type in the Column Value
field.

Select the green [ + ] button to add the new document type to the list.

Select the Edit
pencil to change the name of the document type.

Select Delete
to remove the document type from the list.

Signer Delegation

Setting	Description
Individual (1040) Returns	Turn on signer delegation for 1040 returns.
Entity (1041, 1065, 1120, 1120S) Returns	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, our system sends out routine signature reminders.
Set default reminder to	Select the default reminder period for signature requests.
Send default SMS Text Reminder before ___ from due date.	Turn On to send a text notification X number of days before the due date.

E-File Forms Settings

If a date and/or title is already printed on the return from your tax application, 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 let users enter the return and send K-1 schedules 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

A custom column can be added to the Delivered Returns and Archive Returns sections for reporting.

To add or edit a custom column:

Enter the name of the custom column into the Column Name
field.

Select Update
to save any changes to the Column Name
.

Select Delete
to remove the Custom Column
.

Enter a new Column Value
in the available text field.

Select Add
to add the column as a new selection in the Custom Column
.

Select Edit
to adjust the name of a Column Value
.

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

Watermark templates can be created in the Settings
menu and applied during processing.

Switch Watermarks
feature on.

Enter a name into the Name
field.

Select the Add
icon to open the Watermark Settings
window.

Edit the watermark using the Selection Panel
.

Add or edit the Name
of the watermark.

Enter the Watermark Text
to be displayed 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 a location on the page. Use the Resize
handles to grow and shrink the font area, and the Rotate
handle to angle the text.

Select Save & Close
.

Select Edit
to open the Watermark Settings
window for the selected watermark.

Select Delete
to remove the watermark from the list.

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 K-1 schedules 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

A custom column can be added to the Delivered Returns and Archive Returns sections for reporting.

To add or edit a custom column:

Enter the name of the custom column into the Column Name
field.

Select Update
to save any changes to the Column Name
.

Select Delete
to remove the Custom Column
.

Enter a new Column Value
in the available text field.

Select Add
to create the value as a new selection in the Custom Column
.

Select Edit
to adjust the name of a Column Value
.

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

Watermark templates can be created in the Settings
menu and applied during processing.

Enter a name into the Name
field.

Select the Add
icon to open the Watermark Settings
window.

Add or edit the Name
of the watermark.

Enter the Watermark Text
to be displayed 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 a location on the page. Use the Resize
handles to grow and shrink the font area, and the Rotate
handle to angle the text.

Select Save & Close
.

Select Edit
to open the Watermark Settings
window for the selected watermark.

Select Delete
to remove the watermark from the list.

K1 Settings & Instructions

Mask/Unmask SSN

Switch Mask SSN/EIN on all K1 documents
on to SSN/EINs on shareholder documents.

K1 Instructions

Returns provide IRS-generated instructional PDFs that are delivered to the K-1 recipient.

Select the Tax Year
dropdown to view/download/replace K-1 instructional documents for different tax years.

Select Download
to download the instructional document.

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 K-1 recipients. The message marked as Default
will be sent to all K-1 recipients. Refer to the previous Saved Messages
section for additional information about editing options.

Select the blue and white Add Message
to add a new message template.

Select Edit
to edit the selected template.

Select Delete
to delete the selected template.

Security

SS Return Access Options

Set Access settings determine the default for who can and can't review returns after upload. Administrators can review all returns, regardless of settings.

Setting	Description
Default Access set to Everyone	Select the radio button to let all users review all returns after upload.
Default Access set to Individual User	Select the radio button to let only the user who uploaded the return view it. Let 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 give users in the groups assigned to the uploading user in User Management access.

Screen Share

For security purposes, some firms want to control whether users can share screen with clients. This option can be turned on or turned off firm-wide.

Setting	Description
Enable Screen Share	Turn on-screen sharing for all users in the firm.

Taxpayer Authentication

For 1040 returns, the taxpayer is required to enter part of their Social Security number (SSN). The firm can choose if you would like them to 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. Returns will automatically be deleted after this retention period. The firm can also decide if it would like to let users override this default setting before the return is delivered.

Setting	Description
Default	Select a Default retention period from the dropdown.
Attest Clients	Select a Default retention period from the dropdown.
Allow any user to override before delivery	Mark the checkbox to let users override the retention period before delivery.

Developer Section

Developer Section

The Developer Section
contains advanced settings for firms that want to integrate their existing systems with the 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.

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Firm setup guide

This article applies to: