Integrate SPbinder with SafeSend Gather AI

Prerequisites

Have an active SafeSend Gather AI account
You must have an active SurePrep account with SPbinder access
Your SurePrep account must be connected to your tax software (GoSystem, UltraTax, and CCH Axcess)
Users must have appropriate permissions in both SafeSend and SurePrep systems.
SurePrep permissions to review:
Binder creation rights
- Firm user must be assigned to a group with permissions to be an Owner. Go to
User Management
and ensure
Can be an Owner
permission is selected.
Binder access rights
- Some firms place restrictions based on Office Location, 7216 Consent, and Assigned Members. Firm users must have permissions to access the binders. See the 'Managed Restrictions' article for more details.

Step 1: Create a custom user group in SafeSend

In SafeSend, click the
Navigation Widget
in the upper right.
Select
Account Management
. A new tab opens.
Select
User Management
.

Click the
User Groups
tab.
Click
Add User Group
.
Enter
Name
.
Enter a
Description
(max character length 100).
Select the
Roles
for the group.
Apply
only
the
Send to SPbinder
role.
To assign additional permissions, create a custom group.
Select
Add Group
.

Step 2: Assign users to group

In SafeSend, click the
Navigation Widget
in the upper right.
Select
Account Management
. A new tab opens.
Select
User Management
.

Select
Edit
in the
Actions
menu for the user you want to update.
Search for the custom user group you created earlier for SPbinder integration in the
User Groups
section, then select the checkbox next to the group name.
Click Update
Select
Update
to save any changes made.

Step 3: Connect SurePrep to SafeSend

Go to
FileRoom
,
Account Admin
, the
API
tab.
Select the
Key Management
tab.
Select
Copy Key
.
If the
Copy Key
button is disabled, select
Generate
to generate a new API key, then try again.
Set API firm defaults. Select the
Firm Defaults
. tab, then select the following firm defaults;
Account Number
(required field)
office location
(optional)
7216 Consent
(required if 7216 consent is enabled)

Select the
Navigation Widget
.
Select
Product Settings
,
Select
Integration Options
in the left panel.
Select
Authenticate
in the
SPbinder
section.

Paste
SurePrep API Key
copied earlier, then select
Confirm
.

Select the
Gear
icon in the SPbinder section.
Adjust your default binder options (for instance, tax software, service type, binder type, service type).
Select
Update
to save any changes.

Send to SPbinder

In Gather AI, locate the client. Select the
More Action Items
(ellipsis) icon.
Select
Send to SPbinder
.
Select the
SPbinder Defaults
as needed.
Select
Send
.

Ensure all relevant documents have been added before uploading to SPbinder.
Each Gather request can only be submitted to SPbinder once; resubmission is not currently supported.
The Client ID for the Gather request must be unique; otherwise, the transfer will fail as a resubmission.
Each document must be under 78 MB.
Supported file types include .PDF, .xls, and .xlsx.
Transfers related to 2022 and 2023 tax year documents may fail. Tax year 2024 and later documents are supported.
Currently, SafeSend does not support creating binders using the
Simplified Leadsheet
option. Users will only be able to create binders with either
Classic
or
No Leadsheet
options. If
Simplified
Leadsheets are desired, the binder may be submitted through the SurePrep FileRoom instead.

Troubleshooting issues

Ensure users have the appropriate SafeSend permissions as outlined in the prerequisites.
Ensure your SurePrep account has enough units of the binder you are trying to submit.
Check FileRoom to see if there is an error icon. Point to the error icon to gather more information about the error.
Check to see if the request was already submitted. Each Gather request can only be submitted to SPbinder once. Resubmission is not currently supported.
Ensure that the Client ID is unique. Submission will fail for duplicate Client ID.
Tax year 2024 or later. Previous tax years' submission may fail.
Document must have:
File size under 78 MB
Supported file type (.PDF, .XLS, and .XLSX)