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Integrate with CS Suite

Set up integration with GoFileRoom and UltraTax CS

Integration between GoFileRoom and UltraTax CS began with version 2009.4.0.
The initial setup steps have been completed by default in the Virtual Office and Software as a Service (SaaS) environments.
  1. Perform the initial setup:
  2. For each workstation, you'll need to do a Desktop Setup.
  3. Download and install the UltraTax CS licenses to ensure that they are up to date for integration.
  4. Configure GoFileRoom indexes to UltraTax CS values:
    1. Select
      Setup
      ,
      Office Configuration
      , then the
      Onvio
       or
      GoFileRoom
       tab.
    2. Select
      GoFileRoom
       from the
      Document management
       dropdown list.
    3. Select the
      GoFileRoom
       tab.
    4. Select
      GoFileRoom Options
       to access the
      Configuration
       window.
      note
      If the user has yet to sign in to GoFileRoom through QuickLaunch or Microsoft Office, they’ll be prompted to sign in.
      We give tips on using the Index Mapping and Tax return type mapping in the 2 examples at the end of this article.
    5. Select the
      GoFileRoom (GFR) Drawer
       for which you would like to establish mapping.
  5. Print UltraTax return data to GoFileRoom
  6. Select
    File
    , then
    Print Returns
    .
  7. Mark the
    GoFileRoom
     checkbox.
  8. Select
    To Drawer
     or
    Print
     (if you are also printing to other destinations).
    note
    • Verify that the values are correct and match up to the indexes before sending to GoFileRoom.
    • The File Section and Document Type are completed based on the values defined in the Tax return type mapping, as this example used the
      [Map Each Return Type]
       value as the Document Type within the Index Mapping options. All of the other indexes are also completed based on selections within the
      Configuration
       window. If a value is undefined in the configuration, or if you need to change a value for only this print job, you can make changes from this window. When you've finished making changes, select
      To GoFileRoom
      .
    • If the return includes 1 or more state returns in addition to the Federal, the indexing screen will appear for each return to enable separate indexing.
Tips for Index Mapping section of the Configuration window
  • GoFileRoom Index represents the GoFileRoom Add screen for the selected drawer.
  • UltraTax CS Property represents a value that will be passed to that screen from UltraTax CS.
  • You can choose from the following in the dropdown list: UT Client ID, UT Client Name, Date Printed, Document Name, Document Type, UT Year, Period End, and Map Each Return Type.
  • You can also use
    Custom Static Text
     to define a value that won’t change.
    tip
    We recommend that you don't map the UltraTax Name with the Client Name because typically they are slightly different, which will cause a new client to be created when the PDF returns are added to GoFileRoom.
    Instead, use static text such as
    PREPARER COPY AWAITING REINDEXING
    . This way, the new client that gets created when the return is sent to GoFileRoom is very obvious as to what it is. If you search for a client by their name, you won't see this 2nd incorrect client and get confused.
    If you need to find the preparer copy before the next day you can search by the client ID With Auto Reindexing turned on. The document will be re-indexed overnight and the duplicate client will no longer exist.
    This is how it will appear in GoFileRoom:
    SMITH, JOHN & MARY SMITH001
    PREPAPER COPY AWAITING REINDEXING SMITH001
Tips for Index Mapping section of Configuration window
The Tax return type mapping section of the configuration window only applies when the Index Mapping option, File section, is set to value
[Map Each Return Type]
.
  • The Tax return type mapping section allows for more detailed indexing: it is possible to map a separate File Section for each type of return, then a corresponding document type.
  • When utilizing the Tax return type mapping options, both the File Section and Document type of each printed document are dynamically indexed using the options specified within the Tax return type mapping fields.
  • The 1040 return maps to the Individual Tax 1040 file section. The available file sections within the dropdown are pulled from the
    Add
     screen of the selected GoFileRoom drawer.
We recommend that you mark the
Prompt to view/verify return indexes when printing to GoFileRoom
 checkbox in the
Configuration
 window. This gives you a final review of the index information before sending the return data to GoFileRoom. You can make corrections to any index information from the GoFileRoom window, which appears at print time if you mark this checkbox.
For internal use only
A firm can be licensed for both FileCabinet CS and GoFileRoom. If this is the case, a license file for each product will be within the
\WINCSI\Licenses
 folder and the GoFileRoom license (
GFNAME.dat
) will take precedence over the FileCabinet (
ZFCNAME.dat
) one.
  • You can verify this from within the program, as the Ultra Tax tab in System Configuration will be labeled GoFileRoom, not FileCabinet.
  • If you need to view the FileCabinet tab instead, close Ultra Tax, rename the appropriate GoFileRoom license file and reopen the application. The GoFileRoom tab will be gone and the FileCabinet tab will be listed.
  • If the firm is on Virtual Office, they won’t be able to do this. Instead, verify the request with the firm licensee and send a request to Citrix Porta lTech with the Firm ID.
Beginning with UltraTax 2012, a firm can choose to send corresponding K1 packages to GoFileRoom, if that K1 recipient is also an Ultra Tax client. This option can be marked directly by going to
Setup
,
Office Configuration
, then the
GoFileRoom
 tab.
If marked, when a tax return with a K1 is sent to GoFileRoom, a copy of the K1 package will be filed under the GoFileRoom client (assuming the K1 recipient also exists within the GoFileRoom drawer).

This article applies to:

  • PRODUCT: UltraTax CS

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