Firm Setup Guide

Introduction

Congratulations! Your account is now active. Before attending your Power User Training class, please go through this guide to configure your firm's settings.

Important

• You must be a member of the System Admin group to make these changes. If you don't see an Account Management or Settings option in the navigation menu, please contact your firm's primary system administrator.

Suite Settings 

The Suite Settings menu allows firm administrators to update and save global default settings for SafeSend. 

1. Click the Navigation Widget. 
2. Click Suite Settings. 

General

Product Downloads

Setting	Description
SS Signatures-Mail Merge	Click the Download icon to download the Mail Merge desktop app and Microsoft®Word plugin. See our Mail Merge Guide for information about this feature.
SS Exchange-Web Add-in	Click the Download icon to download the Exchange Outlook® plugin. See our Exchange help center for more information about this feature.
TicTie Calculate Plug-In	Click the Download icon to download the bit version that matches Adobe®, not your PC. See our TicTie Calculate help center for more information about this feature.

API Access

1. Toggle API Access to On to activate the Roles Based Access Control permission check for the SafeSend APIs.
   • When enabled, users can utilize the APIs without requiring the specific API Developer Role to be activated for that user. This feature is particularly beneficial for firms with straightforward user groups, enabling API support for seamless software integrations with SafeSend.

SMS Text Notifications

1. Toggle SMS Text Notifications to On to provide the option for clients to receive signer reminders via text message.

Client Portal Experience

Enable or disable the Client Portal experience for your clients, change your Client Portal firm contact, and edit your Client Portal URL. See our Client Portal Overview article for more information. 

1. Toggle Client Portal on or off. 
2. Click Edit Contact Person to choose who appears as a firm contact for clients using the Client Portal. 
3. Click Edit to change your Client Portal URL (web address for client login).
4. Enter a new Client Portal URL. 
5. Click Update.
6. Click Yes to confirm any changes made.

Client Management

Use the options below to manage how clients are added to Client Management.

1. Extract Client ID's from CCH
   • When enabled, SafeSend extracts the Client ID from the uploaded PDF file name and fills it. 
   • Reconcile Record settings apply; if Ignore is chosen, no updates will be made to Client Management Client IDs. 
2. Add- All new client records will be added without manual approval. 
   • If the data conflicts with Client Management, the pop-up will still appear. 
3. Ignore- No pop-up will appear for new client records.
   • If the data conflicts with Client Management, the pop-up will still appear. 
   • If no clients are added to Client Management, this option essentially turns off the feature. 
4. Confirm- Pop-up will appear for all new client records and any existing records where the data conflicts with Client Management. 

Tax Software

Select the tax software to enable your users to upload for that printing program.

1. Click General in the left panel. 
2. Click the checkbox next to the tax software(s) used by the firm. 
3. Click Apply Changes to save any changes made. 

Security

IP Filtering Options

The firm can restrict users from accessing their accounts unless they are logging in from a trusted IP. For more information about this feature, see: 

IP Restriction

Multi-factor Authentication

The firm can enable/disable multi-factor authentication for internal users and taxpayers. For more information about these features, see: 

Enabling Multi-Factor Authentication (MFA) for Firm Users 

Enabling Multi-Factor Authentication (MFA) for Taxpayers 

Account Passwords 

This section determines the firms' password settings for users. Users will be required to reset their passwords any time the policy is changed.

1. Click SSR Default to use the default password policy provided by SafeSend OR
2. Click Firm Defined Policy to edit the Character Types options. 
   • Check Upper Case to force users to include at least 1 Upper Case letter.
   • Check Lower Case to force users to include at least 1 Lower Case letter.
   • Check Numbers to force users to include at least 1 Number.
   • Check Special Characters to force users to include at least 1 Special Character.
   • Select a Minimum Number of Characters that the password can be from the drop-down.
   • Select a Maximum Password Age that the password can be from the drop-down.
     • After the password expires, the user will be prompted to create a new one. 
3. Click Apply Changes to save any changes made. 

Single Sign On

The firm can enable/disable Single Sign On for internal users. For more information about this feature, see: 

Enabling Single Sign-On (SSO)

Vouchers & Invoices

Custom Authorities

Add a custom authority to apply to e-file forms and vouchers not automatically recognized by Returns. All state and federal e-file forms and vouchers should be automatically recognized. Not all city/county forms are recognized. 

1. Click Add.
2. Click the State drop-down to select the state for the authority. 
3. Type into the City field to enter a city name. 
4. Type into the Online Payment URL field to add a default online payment URL for the authority. 
5. Click the Prefix State Code with City Name checkbox to prefix the city name with the state abbreviation (optional). 
6. Click the Activated checkbox to make the authority available to processors. 
7. Click Add to save the new authority. 

View our Adding Custom Authorities article for more details on how to utilize the added custom authorities. 

Account Management

Account Management is where you configure basic settings such as your firm's address, branding, and users. You can also see how many returns you've purchased and a usage report of activity on your account.

My Company

My Company contains settings about your firm's primary address, main system administrator, and what products will be available to users in the firm.

Company Details

• Enter your company information such as name, phone, website, and the address for your primary office location. Other locations can be added later. See our Multiple Office Locations article for more information. 

Primary Admin

• The primary admin will be set to the first user added when your account was created. It can be changed at any time by any user in the System Admin group. Users can be selected from those entered in User Management.

Company Account Details

• Company Account Details shows the subscription tier your firm has purchased along with a list of available products in SafeSend. System administrators can enable or disable any products as needed.

Important

• Returns is a required product and can't be disabled.
• When enabling or disabling SafeSend products, the change is effective immediately.
• Contact your customer success representative if you need to change your subscription tier.

Branding

The branding section lets you specify logos and colors to use in product pages and email notifications.

• Logos can be in PNG or JPEG format.
• Logos cannot be larger than 300 pixels in width x 100 pixels in height.
• Delete any existing logos by clicking on the Delete button.

Company Logo

• This logo will be displayed on all SafeSend application pages, taxpayer-facing pages, emails, and notifications.

Company White Logo

• This logo will be displayed on all SafeSend application pages where there is a colored background.

Color Palette

• These colors will be used on all taxpayer-facing pages and email notifications.

User Management

User Management is where you can add users, delete users, and configure settings for users who will access products in SafeSend. The Groups control the activities that a user can perform.

To edit users in bulk, see our User Management: Bulk Import or Edit Users article. 

Add User

1. Select User Management. 
2. Click Add User.
3. Enter the new user's information.
   • Each field with a * is required.
   • If Multi-Factor Authentication (MFA) is enabled a mobile number is required.
4. Select applicable User Group(s); move them from Available Groups to Current Groups. 
5. You can also use the Search bar to locate existing groups.
6. Click Add User to save.

Edit/Delete User Details 

To edit users in bulk, see our User Management: Bulk Import or Edit Users article. 

When a user is deleted, none of their associated documents are deleted. Their name will still appear in reporting sections. Any documents in process will be unassigned from the deleted user. 

1. Click Edit to update user details. 
2. Click Delete to remove the user. 
3. Click the ellipses (...) under Actions to see additional options. 
4. Click Reset Password to send a password reset email to the user. See more details below. 
5. Click ERO Signature to adjust the signature settings for Partners. See more details below. 
6. Click Revoke Office 365 to remove single sign-on permissions for the user. See our Single Sign-On article for more information. 
7. Click Audit Report to see a report of permission changes for that user. 

Add User Group

Info

Refer to User Group Definitions for more information on the default user groups. 

1. Navigate to User Groups in the User Management section.
2. Select Add User Group.
3. Add the Name of the group. 
4. Add Description.
   • This can be a general description of what roles this group has. 
5. Select the Roles to be applied to the group
6. Select Add Group. 

ERO Signature 

Please note:

ERO Signature Stamps must be enabled in your Returns Settings for this option to be available. The user must also have the Partner user group permission. 

1. Select User Management. 
2. Locate the partner and click the ellipses(...) from the action menu. 
3. Select ERO Signature.
4. Click Upload Signature and select a file from your computer. 
   • Signature stamps must be 300 x 100 pixels or smaller.
   • Supported file types include JPG, BMP, or PNG. 
   • A white background is recommended.
5. Check the box next to Automatically place __ signature stamp on e-file forms to have Returns automatically place signature stamps in e-file forms for this ERO (optional). 
6.  Click Allow other users to apply __ signature if ERO Stamp Delegation is enabled. 
   • Click Select Users to choose the users who can apply this ERO's signature stamp (optional).
7. Click the Default ERO/Signer toggle to ON to change this user's default ERO/Signer when they upload returns. 
8. Click Save & Close. 

Reset Password

Refer to our Reset Password article for more information.

1. Select User Management. 
2. Click the ellipses (...) under the Actions column. 
3. Click Reset Password.
4. Click Ok.

User Permission

User Permission shows any users that have requested to use the Office 365 Single Sign-On feature. System administrators can choose to grant or deny access to these users. For more information, see Enabling Single Sign-On.

Client Management

This section can be used to manage and view client information across the Returns and Organizers modules. View the Account Management: Client Management article for more information.

1. Click the Navigation Widget in the top right corner.
2. Select Account Management. 
   • A new tab opens. 
3. Select Client Management.

Dashboard

1. Search Bar- Search for clients by Client ID, ERO, Name, SSN/EIN, or email address. 
2. Edit Office Location (Bulk Editing Option) - Edit the assigned Office Location for the selected client. 
3. Delete (Bulk Editing Option) - Delete the selected client from Client Management. 
4. Office Location Filter - Choose which office location clients to display. 
5. Download Template- Choose which template to download when using option G to import client information.
6. Customize Columns- Select/unselect the box next to each column name to add/remove it from the report.
7. Import CSV - Upload the completed template. See our Client Management: Import Clients article for more information. 
8. Export to Excel - Export the Client Information to Excel. 
9. Add Client - Add client information manually.
10. Select - Select one or more clients to use the Bulk Editing Options. 
11. Click Here - Select all client records to use the Bulk Editing Options. 
12. Edit - Edit Client information.
13. Delete - Delete client from Client Management.

Important

The delete option deletes the client completely from our database. No client information will populate automatically for newly uploaded items. 

Payment History

In Payment History, system administrators can see the firm's subscription tier, all in-product purchases, invoice records, and purchase additional returns. Records can be filtered by date range and exported to an Excel spreadsheet.

Info

• The Current Returns Balance displays a real-time count of returns that can be delivered.
• Accounts are never turned off for going negative. Should you account go negative, reach out to your customer success representative as soon as possible.

Purchasing additional credits

1. Click Purchase.
2. In the pop-up, enter the quantity of returns to add to your account.
3. Click Add.
4. Click Proceed.
5. View the order summary.
6. Click Proceed to Payment.
7. Follow the instructions on the screen to complete your purchase.

Usage Report

The Usage Report shows how many returns, organizers, extensions, and signature documents your firm has delivered. Reports can be filtered by return type (for returns and extensions), date range, and printed or exported to an Excel spreadsheet.

Running a usage report

1. Click the Product Type drop-down menu and select a product.
2. (Optional) Click the Return Type drop-down menu and select a return type.
3. Click the date range drop-down menu and select a date range.
4. Click Run Report.

Return Settings

The Return Settings menu allows firm administrators to update and save global default settings for Returns. 

1. Click the Navigation Widget. 
2. Click Returns. 
3. Click Settings in the left panel.  
4. Click the section you want to navigate to. 

Saved Messages

Here you can add, preview, and change Saved Message templates that you can apply while processing a return. Saved message sections: 

• Saved Messages: The message appears after the taxpayer authenticates and clicks to begin. 
• Attachment Instructions: This message appears in the Review > Attachments section on the taxpayer side (if attachments are included with the return).
• Paper File Instructions: This message appears before the taxpayer views their paper file return (if paper file returns are included and enabled). 

Add a New Message

1. Click the blue plus button next to Saved Messages.
2. In the window that appears, enter the Name of the message that will display in the list.
3. Enter the text that will display.  HTML format options are available.
4. Check Allow users to edit before sending to allow users to edit the message in the Delivery Options section.
5. Click to expand the Show Variables List to include fields in the Message that will automatically fill with relevant Taxpayer data.
6. Turn the Default toggle to On to make this message the default for all returns during processing.
7. Click Add to finish the Message and return to the Saved Messages screen.

Info

• To insert images, copy and paste them from another program.

Edit a Saved Message

1. Click on a saved message from the message list. A preview of the message appears to the right.
2. Click on the Edit button to bring up the editing window.
3. You can do the following:
   • • Change the name of the message.
     • Set the message as the default message to use when processing extensions.
     • Edit the body of the message in rich text format. This lets you change the font size, style, alignment, and color.
     • Let firm users edit the message before sending the extension.
4. Click Save when you are done making changes.

Client Instructions

Throughout the return process, clients receive email messages that contain instructions for filling out, reviewing, signing, and downloading their returns. They also receive reminders if they haven't reviewed or signed their returns, or if they have a payment due. The following is a list of the email messages and their purpose.

Messages can be added, deleted, or edited by using the controls on the screen. The editing options are the same as those for the Saved Message section. 

Important

Whichever message is marked as the Default is sent to all return recipients. These templates cannot be selected on a return-by-return basis.

Message	Description
Initial Email	This is the first message sent to the client when the return is delivered.
Review and Sign Extension Reminder	This is a reminder email sent to the client per the options set during delivery.
Voucher Reminders	This reminder email is sent prior to the voucher due date to clients.
Download E-Signed Forms	This message is sent to clients once all required parties have completed e-signing the forms in the return.
Payment Instruction	This email is sent when payments are required by the client.
Invoice Payment Success Mail Notification	The client receives an email message when their invoice is successfully paid (only applies when Stripe is used).
Voucher Revision Mail Notification	This notification is sent to the client when the firm uploads new estimated vouchers to the return.

Vouchers & Invoices

Payment Vouchers

Setting	Description
Enable payment voucher reminders	When enabled, our system sends out automated reminders [ X ] days before the vouchers are due.
Set default reminder to	Select the default reminder period via the drop-down to determine how many days before the due date our system will send those reminders out.
Receive an email notification when your client adds payment information	When enabled, users receive email notifications when clients enter their payment information into our system. Note: We do not track the payments from the actual authority, only if the client adds the details to our system.

Default Voucher Due Date

Select the preferred policy for voucher due dates when not printed on the page.

Setting	Description
SSR Default Due date	The default voucher due date is automatically applied to all vouchers. See our Voucher Due Date Policy article for more information.
Voucher Form	The voucher date is pulled from the page when possible, otherwise, it will use our defined Voucher Due Date Policy.

Invoices

Setting	Description
Enable Invoices	Toggle on to allow invoices to be sent with returns.
Allow user to send without invoice	Check the box to enable users to send returns without an invoice.
Allow user to replace invoice	Check the box to enable users to replace the printed invoice in the uploaded return.

Invoice Payment Processing Options

Setting	Description
Stripe	Click the radio button to enable Stripe Integration. For more information on how to enable payments through Stripe, please visit our Stripe Integration for Client Invoicing article.
Third Party URL	Click the radio button to enable payment through a Third Party URL. Select this option to enter a URL that our system will redirect to for invoice payments.
Make Payment outside of SSR System	Click the radio button to Make Payment outside of SSR System. This will disable all payment methods when selected.  Payments will be processed outside of our program.

E-Sign Options

1040 Forms

Setting	Description
E-Sign all returns	Click the radio button to enable electronic signature on all return types.
Manually sign all returns	Click the radio button to disable the e-signature process on all 1040s.

1040 Knowledge-Based Authentication

Setting	Description
Use Knowledge-Based Authentication to initiate the Signing Process (Required by IRS)	Check the box to enable the KBA process for clients before e-signing.
Use Knowledge-Based Authentication to initiate the Signing Process for delegated signers (Required by IRS)	Check the box to enable the KBA process for delegated signers

Allow ERO Signature Stamps

See the Signature Stamp Guide for more information. 

Setting	Description
Use ERO Signature Stamps	Check the box to allow the option for a Partner/ERO user to upload a digital copy of their signature into the program to place onto returns.
Enabled ERO Stamp Delegation	Check the box to allow the Partner/ERO stamp to be applied automatically as users go through the preparation process.

Additional Document for E-Sign

This setting lets you create specific document types that a user in the firm can choose when uploading additional documents for e-signing. By default, Engagement Letter, Consent Form, and Others are available options. To add or edit document types:

1. Input a new name for a document type in the Column Value field.
2. Click the green [ + ] button to add the input to the list.
3. Click the Edit pencil to change the name of the document type.
4. Click Delete to remove the document type from the list.

Signer Delegation

See the Signer Delegation: Firm Settings article for more information. 

Setting	Description
Individual (1040) Returns	Toggle on to enable signer delegation for 1040 returns.
Entity (1041, 1065, 1120, 1120S) Returns	Toggle on to enable signer delegation for entity returns.

Business & Trust Returns

Setting	Description
Enable E-Signatures for Business & Trust Returns	Check the box to enable e-signature for non-1040 returns.

Automatic Signing Reminders

Setting	Description
Enable Automatic Signing Reminders	When enabled, our system sends out routine signature reminders.
Set default reminder to	Select the default reminder period for signature requests.
Send default SMS Text Reminder before ___ from due date.	Toggle to On to send a text notification X amount of days before the due date.

E-File Forms Settings

If a date and/or title is already printed on the return from your tax software, you can prevent Returns from also placing that information on the form. 

Setting	Description
Do not insert dates on the E-File forms	Check the box to remove automatic date fields from e-file forms during processing.
Do not insert Name and Title on the Entity E-File Forms	Check the box to remove title boxes from e-file forms during processing.

Manual Signature Options

The Manual address list is a list of return mailing addresses and fax numbers users can select when processing a Manual Sign return. Addresses can be added in your Account Management > My Company settings. See our Multiple Office Locations article for information about locations.

A selected address is highlighted in blue. Addresses can be modified or deleted.

1. Click the Edit pencil to open a new window to edit existing address information.
2. Click the Delete can to remove the selected address from the record.

General

Delivery Options

Setting	Description
Allow the Staff user group to deliver Tax Returns	Check the box to give users in the Staff group the ability to deliver returns.
Allow any internal user to Distribute K1's	Check the box to give users the ability to enter the return and send K-1s on the client's behalf. See K-1 Distribution - Firm Instructions for more information.

Download Options

Setting	Description
Transmittals	Select how Transmittals are downloaded, either Include in the Tax Return PDF or Create a Separate PDF for the tax return and transmittals.
Payment Vouchers	Select how Payment Vouchers are downloaded, either Separate by Quarterly Due Dates or Group in Single PDF.

Filing Option 

For more information about paper file returns see the Paper File Returns article. 

Setting	Description
Paper File Returns	Toggle on to enable the Paper File tab during processing.

Customize Delivered Report

A custom column can be added to the Delivered Returns and Archive Returns sections for reporting. See the Custom Column Setup & Usage article for more information. 

To add or edit a custom column: 

1. Enter the name of the custom column into the Column Name field. 
2. Click Update to save any changes to the Column Name. 
3. Click Delete to remove the Custom Column. 
4. Enter a new Column Value in the available text field.
5. Click Add to create the value as a new selection in the Custom Column.
6. Click Edit to adjust the name of a Column Value.
7. Click Delete to remove the Column Value from available selections.

Integration

For more information about the integration, please see the Setting up TaxCaddy™ and SafeSend Returns Handshake article.

Setting	Description
TaxCaddy™	Toggle on to enable the integration with TaxCaddy™ and enter your TaxCaddy™ key.

Download PDF

For more information see the Finish Option - Download PDF article.

Setting	Description
Enable	Toggle on to allow users to add the Download PDF option to the Finish step during processing instead of sending it via email to the client.

Footer

Setting	Description
E-File Form	Toggle on to add a Powered by SafeSend Returns logo on the footer of e-file forms.

Watermarks

Watermark templates can be created in the Settings menu and applied during processing. For more information about watermarks, see Watermark Setup and Usage. 

1. Enter a name into the Name field. 
2. Click the Add icon to open the Watermark Settings window.
   • Add or Edit the Name of the watermark.
   • Enter the Watermark Text to be displayed on the pages.
   • Select the Watermark's Font Size.
   • Select the Font style of the watermark.
   • Choose the Opacity of the watermark.
   • Choose the Color of the watermark.
   • Click the Default toggle to apply the watermark to all returns automatically. 
   • Move the watermark to the desired location on the page.  Use the Resize handles to grow and shrink the font area, and the Rotate handle to angle the text.
3. Click Save & Close.
4. Click Edit to open the Watermark Settings window for the selected watermark.
5. Click the Delete icon to remove the watermark from the list.

K1 Settings & Instructions

Mask/Unmask SSN

1. Toggle Mask SSN/EIN on all K1 documents on to SSN/EINs on shareholder documents. 

K1 Instructions

Returns provides IRS-generated instructional PDFs that are delivered to the K-1 recipient. 

1. Click the Tax Year drop-down to view/download/replace K1 instructional documents for different tax years.
2. Click the Download icon to download the instructional document.
3. Click Replace to replace the provided instructional document with your own.  

K1 Email Templates

The firm can edit the email notifications that are delivered to K-1 recipients. The message marked as Default will be sent to all K-1 recipients. See the Saved Messages section above for additional information about editing options. 

1. Click the blue and white Add Message button to add a new message template. 
2. Click the Edit button to edit the selected template. 
3. Click the Delete icon to delete the selected template. 

Security

SS Return Access Options 

Set Access settings determine the default for who is and is not allowed to view returns after upload. Administrators will be allowed to view all returns, regardless of settings. 

Setting

Description 

Default Access set to Everyone

Click the radio button to allow all users to see all returns after upload. 

Default Access set to Individual User

Click the radio button to allow only the user who uploaded the return to view it. 

Allow user to set additional access to other users before delivery

Check the box to allow the uploader to adjust access settings.

Default Access set to Uploaders User Group

Click the radio button to allow users in the groups assigned to the uploading user in User Management to access. 

Screen Share

For security purposes, some firms want to control whether users can screen share with clients. This option can be enabled or disabled firm-wide. See the Screen-Share: CPA Experience article for more information about this feature. 

Setting	Description
Enable Screen Share	Toggle on to enable screen sharing for all users in the firm.

Taxpayer Authentication 

For 1040 returns, the taxpayer is required to enter part of their social security number (SSN). The firm can choose if you would like them to enter the last 4 or first 4 digits of their SSN. 

Setting	Description
Last 4 of SSN	Click the radio button to have the taxpayer enter the last 4 digits of their SSN to authenticate.
First 4 of SSN	Click the radio button to have the taxpayer enter the first 4 digits of their SSN to authenticate.

Retention Policy 

The firm can choose how long to retain standard returns and attest client returns. Returns will automatically be deleted after this retention period. The firm can also decide if it would like to allow users to override this default setting before the return is delivered. 

Setting	Description
Default	Select a Default retention period by clicking the drop-down.
Attest Clients	Select a Default retention period by clicking the drop-down.
Allow any user to override before delivery	Click the checkbox to allow users to override the retention period before delivery.

Developer Section

The Developer Section contains advanced settings for firms that want to integrate their existing systems with the SafeSend. It requires firms to have dedicated software programming resources and advanced knowledge of application programming interfaces. The API Developer Portal is available for firm programmers. The username/password for the site is the same as their SafeSend username/password. 

Wrap-up

This completes your firm account setup. Should you have any questions about the settings listed, please speak to your customer success representative during the Power User Training class.