Organizers (Basic): Send Manually or Automatically
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Our Organizers tool allows you to create custom-designed questionnaires and forms to get all the basic information you need from clients. Plus, 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 your info gathering, but they also give clients a great 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 team member with access rights to manage organizers.
To send an organizer to a client, you’ll first need to create a template. We have a template library where you can find organizer templates. For more details, visit our Organizers (Basic): Create & Apply page.
Once you have an organizer template:
- Send an Organizer to a Client
- Send an Organizer to Multiple Clients at Once
- 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 more options:
- Organizer name: By default, the name of the organizer is the same as the template’s. You can change it and click Add shortcode to individualize the organizer. Apply shortcode to include dynamic data, such as the name of the client or the year. For more about shortcodes, go here.
- 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. 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, go here.)
Send an Organizer to Multiple Clients
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To send the same organizer to many clients, 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 above.
Send Organizers Using Automations
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viewing and learning everything you need to know about TaxDome.
Automate your organizers so that they automatically are sent to the client during a specific stage of a pipeline:
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. Choose the stage to which you would like to add the automation, click on the Add automations link, then choose Create organizer in the pull-down menu.
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 when they don’t return the completed organizer by a certain date. For more details about Reminders, see below.
4. Click SAVE 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 a 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 Notify toggled on—receive it. You can check which users have Notify toggled on by going to an account’s Info tab and viewing the Contacts section.
If recipients take too much time performing the action item or if they forget to, you can one of the following:
- Manually resend a notification about the pending organizer.
- Set up automatic reminders.
Manual Reminders
To resend a notification about a 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 notification is moved to the top of the client’s to-do list.
Automatic Reminders
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viewing and learning everything you need to know about TaxDome.
Clients get an email notification when you send them an organizer.
Toggle on Reminders at whatever point if needed. This way, an email goes out to the client when don’t return the completed organizer by a certain deadline. When you turn on Reminders, choose how your clients are reminded:
- Inactivity Threshold, Days: By default, a reminder goes out three days after the organizer is sent, but you can change that.
- Limit to: By default, the client gets only one reminder email, but you can also change that.
- The Reminders option can be turned on or off at any time by opening the pending organizer. Click Save when you are done with your changes.
Reminders stop when...
- ...the client has not submitted the organizer but all reminders have been sent.
- ...the organizer is submitted.
What Clients See When You Send an Organizer
The client fills out an organizer 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.
Note: Clients won`t see sealed and archived organizers in the to-do list.
How Can I Tell a Client Has Completed an Organizer?
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Completing an Organizers on a Client’s Behalf
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How Can I Submit an Organizer?
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Viewing Accounts With Pending Organizers
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Linking Organizers to Jobs and Setting Up Automove
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Viewing and Removing Organizers
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Archiving Organizers
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Sealing Organizers
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Exporting Organizers
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Printing Organizers
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Tip: Check out TaxDome Academy for comprehensive courses.