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Adding new client

Edit client records in bulk (provide missing information)

In Client Management, you can use the
Edit Client
 to easily update a client's tax software information, change their office location, update their mobile phone number, or transfer them to a different owner based on their status.
If a client has the status
Missing Tax Info
, it means their record doesn't have all the necessary details to find them in the Tax Software. Once you update all the required fields with valid information, the client's status will change to
Eligible For Import
. After this status update, you can create a custom DRL for the client.
If a user has multiple clients to edit, they can download an edit template to perform multiple edits in bulk via Excel. Users can edit a single client's records directly in TaxCaddy's Client Management.

Edit client records in bulk

  1. From the
    CLIENT MANAGEMENT
     screen, select
    Edit Multiple Clients
    .
    note
    You will only be able to edit the client records currently displayed on screen with a maximum of 20,000 clients. You can refine the listed clients using the filters or search features.
    You may also see the
    Edit Multiple Clients
     icon appear with the following indicators:
    - Indicates a previous bulk edit is running in the background.
    - Indicates there's an exception report available for the previously failed edit attempt.
  2. When the
    Edit Multiple Clients
     window appears, there will be 3 tabs displayed at the top:
    • INSTRUCTIONS
      : Contains an overview of the edit process. Here, you can download the template that you will make your client record updates to.
    • EDIT CLIENT INFO
      : Upload the edited client record template after completing the necessary client updates to the downloaded Excel file.
    • PREVIOUS EDIT
      : View how many attempted clients were successfully updated. You can also download an Exception report to review the reason an attempted edit failed.
  3. Select
    GENERATE TEMPLATE FILE
     from the
    INSTRUCTIONS
     tab to download the Excel template.
  4. Once the template download completes, go to to your downloads folder then open the Excel template file. If the template opens in
    Protected View
    , select
    Enable Editing
     to let edits.
  5. Your clients' records will be displayed in the Excel file with the following column titles:
    Table of column titles in the edit template.
    Unique Identifier*
    Tax Software
    Client Type*
    Tax Account Number
    Client First Name*
    Tax Client ID
    Client Last Name*
    Tax Software Version
    Client Email*
    Tax Software Password
    Owner
    Project ID
    Location Restriction
    Status of 7216 Consent
    Office Location
    Expiration of 7216 Consent
    note
    * Unique Identifier
    ,
    Client Type
    ,
    Client First Name
    ,
    Client Last Name
    , and
    Client Email
     can't be updated in the Excel file.
  6. You can begin making your client record updates as you see fit. Rows that are missing required fields/cells or have an error will be highlighted (in peach color). You can scroll to the last column to see why the row is flagged as an error. Resolving the issue will automatically remove the select and the comment.
  7. After you've made your edits to the template, select the
    Edit Multiple Clients
     icon in TaxCaddy and go to the
    EDIT CLIENT INFO
     tab. Drag the Excel template to the drop-zone (
    Drag and drop completed client information template here
    ). You can select the drop zone
    Drag and drop completed client information template here
    , then select the Excel file.
    Upload the completed edit template.
  8. Select
    EDIT CLIENT INFORMATION
     to initiate the bulk edit.
    Select EDIT CLIENT INFORMATION.
    To remove the file, select the
    Close
     icon.
    Select the Red X icon to remove the uploaded template.
  9. Once the file has been uploaded, you may continue to wait for the edit process to complete or select
    CLOSE
     to return to the
    CLIENT MANAGEMENT
     screen.
    Select CLOSE.
  10. Once the bulk edit process is complete, the
    PREVIOUS EDIT
     tab of the
    Edit Multiple Clients
     window will display a count of successful and failed edit attemptsIf applicable, users can download an Exception report to view a report of failed edits.
Exception report
  1. After editing clients, the Exception Report lets firms to see which clients failed the edit process. To download the most recent Exception Report made on your domain, go to the
    CLIENT MANAGEMENT
     screen, and select the
    Edit Multiple Clients
     icon.
    Select the exception report is ready icon from CLIENT MANAGEMENT.
  2. On the
    Edit Multiple Clients
     dialog checkbox, select the
    PREVIOUS EDIT
     tab, then
    DOWNLOAD EXCEPTION REPORT
    .
    Select DOWNLOAD EXCEPTION REPORT.
  3. When you open the
    Bulk Edit Exception - Report
    , find the
    Comments
     column to view which client failed the edit process. Rectify the client data according to the suggestion on the
    Comments
     column and reupload your updated template.

Guidelines for editing client records

Due to some potential firm-wide settings configured in your domain, updating a client's records may impact available features or access restrictions to a client's account.
If a newly added client's records are inaccurate, they won’t be able to log into their TaxCaddy account and connect with your firm.
Changing contact information
When updating a
CONNECTED
 client's contact information records, saving erroneous records to their profile can prevent them from accessing their account. Make sure these records are accurate before saving any updates.
Offline Clients
For Offline clients, you can't edit first name, last name, and email address.
Editability based on status
Some fields may not be editable based on status (such as a client's first and last name can only be edited if they are in the
NOT INVITED
 status.).
Changing Owner
When changing a client's owner, you won't see Owners (users) with 7216 consent restrictions in the dropdown if 7216 Restriction is enabled. This prevents you from accidentally selecting a user with 7216 consent .
Office Location restrictions
Office Restrictions can be enabled globally at the firm level for all clients or locally per client. Firm-level restrictions apply across the whole firm and override local client-level restriction settings.
When editing a client record, you will see the following error notification if your firm enabled the
Office Locations
 restriction at the firm level after the client was already created: 
Office location restrictions have to be applied to this client.
note
If the firm has office location restriction enabled and a user doesn't have access to the client, they won't be permitted to update the
Office Location
 field.
When this happens, select
ON
 for the
LOCATION RESTRICTION
 in this client's records, then
SAVE
 your changes. The
LOCATION RESTRICTION
 feature can't be toggled back to
OFF
until the firm-wide location restriction is disabled.
note
Even when not attempting to edit a client's records, users without the necessary permissions to bypass firm-wide location restrictions will be unable to view restricted client profiles in
Overview
.
Changing Tax Client ID
TaxCaddy uses the
TAX CLIENT ID
 when creating a DRL (Document Request List) for the client or a binder.
TAX CLIENT ID
 links the client profile with their associated binder in FileRoom. If you plan to update the
TAX CLIENT ID
 field of a client with an existing binder (in TaxCaddy), altering a client's
TAX CLIENT ID
 won’t sync the updated
TAX CLIENT ID
 with the binder in FileRoom and you won't be able to access the binder through TaxCaddy.

This article applies to:

  • PRODUCT: SurePrep
  • Sub-Product: TaxCaddy
  • Subject: Clients

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