Organizers (Basic): Send Manually or Automatically

This page applies to TaxDome Pro! pricing plan only. You can upgrade anytime.

Our Organizers tool allows you to create custom-designed questionnaires and forms to get all the basic information you need from clients. And your clients can upload their documents directly in response to questions.

Our mobile-friendly organizers can contain conditions (logic-jumps), and they autosave. They not only provide you with a powerful tool to automate information gathering but also give clients an outstanding user experience.

Covered here:

Sending Organizers
Reminding Clients About Pending Organizers
What Clients See When You Send an Organizer

Sending Organizers

Organizers can be sent to clients by a firm owner, Admin, or any employee with access rights to manage organizers.

To send an organizer to a client, you’ll first need to create a template. For more details, go to Custom Organizer Templates (we also have a template library for you to choose from).

Once you have an organizer template:

Send an Organizer to a Client
Bulk Send Organizers
Send Organizers Using Automations
Let a Client Create an Organizer on Their Own

Send an Organizer to a Client

To send an organizer to a client, follow these steps:

1. Click on the + NEW button in the left sidebar menu, then select Organizer in the slide-out.

2. Click the Organizer Template list to select a template, preview your questionnaire, then click Create to send the organizer to the selected client.

That’s it! The client will automatically receive an email notifying them that an organizer has been sent to them to fill out.

There are a couple of additional options:

Organizer name: by default, the name of the organizer is the same as the template title. You change it or click Add shortcode to individualize the organizer. Apply shortcode to include dynamic data, such as the name of the person associated with the account, or the year. Read more about shortcodes in the article.
Reminders: Make sure your client gets an email notification when you send them an organizer. For details, see below.
Link to Jobs: Link organizers to existing jobs to make them immediately available in your workflow when needed. Click the Link to Jobs on the right, and select the jobs. Once linked, you’ll see the job title and the pipeline it belongs to in the Jobs section. (For more details on linking organizers to jobs, read the article.)

Bulk Send Organizers

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viewing and learning everything you need to know about TaxDome.

If you need to send the same organizer to multiple clients, use our bulk feature:

Go to Clients from the left sidebar menu, select the checkboxes next to the clients you want to send the organizer to, then click Send Organizer. You can send organizers to clients whose accounts are either active or offline. For instance, you may want to send an organizer to an offline client before you send them an invitation to use their TaxDome portal.

Here, you have the same options as described in Send an Organizer to a Client above.

Send Organizers Using Automations

For more helpful how-to videos, visit TaxDome Academy, our free online hub for
viewing and learning everything you need to know about TaxDome.

Set up an automation so that an organizer is automatically sent to the client when one of their jobs is moved to a new pipeline stage. Here’s how:

1. Go to Settings from the left sidebar menu, select Pipelines from the menu bar, then click on the pipeline name or the CREATE PIPELINE button.

2. Select the stage you want to link the automation to, click + Add automation, then choose Send Organizer in the pull-down.

3. Select the template for the automation. Decide whether you want to toggle on Reminders, so that an additional email goes out to the client if they don’t return the completed organizer by a certain deadline. For more details about Reminders, see below.

4. Click the SAVE button to keep your changes. Once the automaton is added, you’ll see it by going to the pipeline page and clicking the automation icon above the stage.

Now, when the job is moved to the stage in the pipeline with the Create Organizer automation, a notification with the automation is displayed. If you don’t want the organizer to be sent to the client, deselect the action, then click MOVE.

Reminding Clients About Pending Organizers

Whenever you send an organizer, a notification goes out. Users linked to the account—who have the Notify toggle turned on—receive it. You can check which users have the Notify toggle turned on by going to an account’s Info tab and viewing the Contacts section.

In case recipients take too much time performing the action item or if they forget to, you can either:

manually resend a notification on the pending organizer OR
set up automatic reminders

Manual Reminders (Resend)

To resend a notification on the pending organizer, click the three dots to the right of the item in the list, then select Resend.

Here's what happens:

An additional email message is sent to the client.
A portal notification for this item will be moved to the top of the client's to-do items.

Automatic Reminders

For more helpful how-to videos, visit TaxDome Academy, our free online hub for
viewing and learning everything you need to know about TaxDome.

Clients get an email notification when you send them an organizer.

When manually sending an organizer, setting up a Send Organizer automation, or viewing any sent organizer which is in Pending status, you have the option to toggle on Reminders. When you do, an additional email goes out to the client if they don’t return the completed organizer by a certain deadline. Once you turn on Reminders, you can configure it:

Inactivity Threshold, Days: By default, a reminder is set to go out three days after the organizer was sent to the client, but you can change this to a number you prefer.
Limit to: By default, the client gets only one reminder email, but you can also change this to a number you prefer.
The Reminders option can be turned on or off at any time by opening the pending organizer. Don't forget to click Save when you make changes to reminder settings.

Reminders stop when...

...the client has not submitted the organizer and the set number of reminders has been sent.
...the organizer was submitted.

What Clients See When You Send an Organizer

The client fills out an organizer you’ve sent them either by clicking the link in the email notification they’ve received, by clicking the notification on their dashboard, or by going to the Organizers section of their portal.

If you’d like to see TaxDome from the client portal side, access a read-only view.