Automatic binder creation from Gather engagements in Tax Automation
When a client completes their Gather engagement and uploads their documents, Tax Automation automatically creates a SurePrep binder and moves the client to Prepare. No manual steps required.
Overview
The process runs in the background, so your team can continue working in UltraTax while documents are processed.
Before You Begin
- SafeSend needs to be set up and connected to your firm before this workflow will run. Refer to Set Up SafeSend for licensing and connection requirements.
- At least one Gather template needs to exist in SafeSend before you can create a Gather engagement. Refer to Create a Gather Engagement for template setup and engagement creation steps.
Gather completion threshold
The Gather completion threshold controls when Tax Automation automatically creates a binder. The default is 50%. Each firm should review this setting before going live and adjust it to what works best for their workflow.
tip
Start with a larger threshold to reduce the chance of binders being created before all client documents are uploaded. As your firm gains experience with Gather and understands how clients typically upload, you can dial the threshold into a level that works best for your team.
To view or update the Gather completion threshold:
- In Tax Automation, open the drawer.
- Locate the field.
- Set the desired percentage. When a client’s upload completion reaches or exceeds the Gather completion threshold, binder creation triggers automatically.
note
The threshold is calculated based on the number of documents uploaded compared to the number of document request list (DRL) items included in the Gather engagement.
For example, if the threshold is set to 80% and a Gather engagement includes 10 DRL items, binder creation triggers automatically once 8 documents have been uploaded. Any documents uploaded after that point won’t be included in the binder. If a client uploads documents that are not included in the binder, you can download those documents from SafeSend and submit them to be processed in Prepare.
Refer to Upload Documents for instructions.
How the process works
The following stages describe what happens from the moment a Gather engagement is created, through taxpayers uploading documents and completing the organizer, to 1040Scan binder creation in Tax Automation Prepare.
- Stage 1: Gather Engagement Active.
- The CPA creates and delivers a Gather engagement in Tax Automation. Refer to Create a Gather Engagement for step-by-step instructions. The engagement is sent to the taxpayer through SafeSend, where they can upload their documents and complete their tasks. Tax Automation tracks the upload status in real time and displays document counts in the Gather grid.
- Stage 2: Automatic Binder Creation Triggered.
- When the taxpayer’s uploaded documents reach the configured Gather completion threshold, Tax Automation automatically takes those documents and initiates a 1040Scan binder. The binder is created using the Default upload settings configured in Tax Automation Settings. Once the binder is created, a client row is added to the Prepare grid within Tax Automation.
- Stage 3: Client Record Added to Prepare.
- Once the binder is automatically created based on the Gather completion threshold, the Prepare screen will show the client's record with the binder information in the Prepare grid. From there, the binder workflow can be managed and tracked. Refer to Prepare workflow help topics for more information.noteBinders created directly in SurePrep or SafeSend outside of Tax Automation will also appear in the Prepare screen. You don’t need to recreate them.
