Known limitations with SurePrep domain mapping and automatic binder creation
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Key limitations
- A single UltraTax CS firm can only be actively mapped to 1 SurePrep domain at a time, even if the firm owns multiple domains.
- Switching domains doesn't delete or hide the other domain's binders; they stay viewable, verifiable, and downloadable. However, you can't create new binders or import their data until you reconnect.
- A single UltraTax CS client can't be used across more than 1 SurePrep domain. Doing so causes data import issues.
- To stop automatic binder creation, disconnect the SP Binder integration within SafeSend.
- Reconnecting a domain or lowering a threshold doesn't retroactively create binders on its own. A new SafeSend event is needed to trigger the recalculation.
- Binders created directly in FileRoom don't yet show in Tax Automation, and Tax Automation doesn’t pull SafeSend documents directly.
Expand the options here to learn more about each limitation.
One UltraTax CS firm connects to only 1 SurePrep domain at a time.
Some firms maintain more than 1 SurePrep domain, for example, a training domain and a live production domain, while operating a single UltraTax CS firm. An UltraTax CS firm can be actively mapped to only 1 SurePrep domain at a time. Firms may own multiple SurePrep domains, but UltraTax CS's connection is always exclusive to a single domain at any given moment.
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Switching the connected domain doesn’t delete or hide binders that belong to the other domain. Those binders remain visible, verifiable, and downloadable. However, you can't create new binders or import their data until you reconnect UltraTax CS to their domain.
Automated processes, such as threshold-triggered binder creation in Gather, always use whichever SurePrep domain UltraTax CS is currently connected to. They have no awareness of which domain you intended a client's binder to go to. Make sure the correct domain is connected before relying on automatic binder creation. A domain left connected to training, even temporarily, can result in live client binders being created in the wrong place.
This applies to any binder, based on whether the SurePrep domain it belongs to is currently connected to UltraTax CS.
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This is a known limitation, separate from the firm-level domain connection described previously.
Action | Binders tied to the Connected domain | Binders tied to the disconnected domain |
|---|---|---|
Create a new UltraTax CS binder | Yes | No |
Import binder data into the UltraTax CS client | Yes | No |
View binder in Tax Automation (All Clients / Prepare) | Yes | Yes |
Verify binder (Review Wizard / 1040Scan) | Yes | Yes |
Download binder files (FileRoom or Tax Automation) | Yes | Yes |
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To regain full functionality for a disconnected domain's binders, disconnect UltraTax CS from the currently connected SurePrep domain. Then, reconnect it to the domain the binders belong to. There's no way to create new binders or import binder data for a domain that isn't actively connected.
How to identify which domain you're working with:
- SurePrep Firm ID column:Shown in the All Clients and Prepare grids in Tax Automation, this column identifies the SurePrep domain a given binder was created in. Use it to filter the grid to show only binders from one domain.
- Connected domain indicator:The top navigation header in Tax Automation displays the SurePrep domain UltraTax CS is currently connected to.
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If you can't create a binder or import binder data, compare the SurePrep Firm ID column value for that binder against the domain shown in the top navigation header. A mismatch confirms the binder belongs to a domain that isn't currently connected. This is expected, by-design behavior, not a defect.
A client can't be used across multiple SurePrep domains.
A single UltraTax CS client can't be used in more than 1 SurePrep domain. Using the same UltraTax CS client across multiple SurePrep domains will cause issues importing data.
Stopping automatic binder creation
Two settings control whether Tax Automation creates binders automatically:
- Disconnect the SP Binder integration in SafeSend, in .
- Disconnect SurePrep in UltraTax CS, in .
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Disconnecting SafeSend from UltraTax CS alone doesn’t stop automatic binder creation. Binders will still be created automatically once the threshold is met unless you disconnect SurePrep as described previously.
SafeSend also has a separate automatic-transfer toggle. Its availability depends on whether the Tax Automation threshold has already been saved and synced with SafeSend. If the threshold hasn't been synced, the toggle stays available to turn off in SafeSend. Once it has been synced, the toggle becomes unavailable. When the toggle is off, automatic binder creation is unavailable, but you can still manually trigger binder creation from the SafeSend Gather Delivered screen.
Reconnecting or lowering a threshold doesn't automatically catch up existing uploads.
If SurePrep and SafeSend are disconnected while a client is mid-upload, or if you lower the Tax Automation threshold after documents have already been uploaded, the binder doesn’t automatically create because the connection is restored or the new threshold is now met. A new event in SafeSend, such as another document being uploaded or the gather task being marked complete, is needed to recalculate the status and create the binder.
Binders created directly in FileRoom don't yet appear in Tax Automation.
If a binder is created manually in SurePrep (FileRoom) while SafeSend and SurePrep are disconnected from each other, but both remain individually connected to UltraTax CS, the binder still processes normally and its data still imports into the UltraTax CS client. However, binders created directly in FileRoom don’t currently appear in Tax Automation's All Clients or Prepare screens.
No direct pull of SafeSend documents into Tax Automation
Without the connection between SafeSend and 1040SCAN, Tax Automation can't pull SafeSend documents directly today. When automatic binder creation is turned off, manually downloading documents from SafeSend and uploading them to create a 1040Scan binder is the only available path.
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