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 Suite. 

  1. Click the Navigation Widget
  2. Click Suite Settings

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General

Product Downloads

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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 SafeSend Exchange 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.

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SMS Text Notifications

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

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Client Management

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

  1. Add- All new client records will be added without manual approval. 
    • If the data conflicts with Client Management, the pop-up will still appear. 
  2. 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. 
  3. Confirm- Pop-up will appear for all new client records and any existing records where the data conflicts with Client Management. 

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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. 

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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. 

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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)

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.

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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.

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 the SafeSend Suite. System administrators can enable or disable any products as needed.

Important

  • SafeSend 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.

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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.

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User Management

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

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Add a new user

  1. Click Add User.
  2. In the pop-up, enter contact information and add one or more groups the user should belong to. Refer to our User Group Definitions for more information about our pre-configured groups.

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Once created, a temporary password will be sent to the user's email address.

Editing a user

On each user in the list, there are buttons in the action column to perform the following functions:

A.) Edit User Details: (Label A) Change user information and contact methods.

B.) User Group: (Label B) Specify which groups the user belongs to. This controls what permissions the user will have in SafeSend products.

C.) ERO Signature: (Label C) Control whether the user has an ERO signature and if it will be applied automatically to e-file forms. If enabled, the user can upload their own ERO signature image via their user profile.

D.) Password Options: (Label D) Reset the user's password credentials and send them a link to create a new one.

E.) Delete: (Label E) Remove the user from all SafeSend products.

Important

Once deleted, a user loses access to all SafeSend products. A deleted user cannot be restored. This will not, however, affect any of the returns the user processed or was assigned.

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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.

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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.

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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.

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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 SafeSend Returns. 

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

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Saved Messages

Saved Messages are a collection of predefined messages shown to taxpayers as they complete different sections of their return. Users can select one of these messages from a drop-down menu as they process a return or can customize a message (if allowed).

Default messages are provided, but firms are encouraged to add their own. Saved Messages are available for the following sections:

  • Message from Preparer: This is shown to the client after they start their return. Firms should allow this to be customized by their users so that specific client information can be added.
  • Attachment Instructions: This is shown in the Attachments section of a taxpayer's return. Attachments can be source documents or any other document that did not print within the tax software.
  • Paper Filed Instructions: This is shown in the Paper File section of a taxpayer's return. Note: Paper File Returns are only available if enabled in the firm's settings. For more information, see Paper File Returns.

Adding a new message

  1. Click the Add (+) button in the section where you want to add a message.
  2. Enter the necessary information. You can specify:
    • Message Name: A name that will appear in a drop-down list when processing a return. This is never visible to the taxpayer.
    • Default: Mark a message as the default message to use when processing a return.
    • Body: The body of the message. Simple HTML styling is available. For further personalization, a Variables List lets you specify dynamic items such as the taxpayer name, company name, and more in the body of the message.
    • Editable: Mark a message as editable by a user. This lets the user processing a return to customize the message prior to delivery. If unchecked, your users cannot alter the message.
  3. Click Add.

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Editing an existing message

  1. Click the message from the list. A preview is shown to the right.
  2. Click the Edit icon.
  3. Make any needed changes in the Edit Saved Message popup.
  4. Click Save.

Deleting a message

  1. Click the message from the list. A preview is shown to the right.
  2. Click the Delete icon.

Important

Deleted messages cannot be recovered.

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Client Instructions

Client instructions are email messages or text displayed to clients at various points during the signing process. They also include reminders for voucher payments. 

Default instructions are provided, but firms are encouraged to add their own. Client instructions are available for the following activities:

  • Initial Email: The first email sent to the client after the return is delivered. Different messages can be specified for E-sign and Manual Sign returns.
  • Review and Sign Reminder: Sent to clients if they have not yet signed their return. Reminders are sent according to a schedule set by the firm or by a user while processing a return. Users can also choose to manually send a reminder if needed.
  • Voucher Reminders: Sent to clients to remind them of upcoming due dates on vouchers. The schedule can be set by the firm, on the return while processing, or specified by the client when completing a return.
  • Download E-Signed Forms: Sent to the client when all parties have completed signing the return.
  • Payment Instruction: Shown to the client in the payment step while completing a return.
  • Invoice Payment Success Mail Notification: Sent to the client after an invoice payment is successfully completed. 
  • Voucher Revision Mail Notification: Sent to the client if a new or updated voucher or transmittal is added to a delivered or archived return.

Adding a new instruction

  1. Click the Add (+) button in the section where you want to add an instruction.
  2. Enter the necessary information. You can specify:
    • Name: The name that will appear in the Client Instruction list. This is never visible to the taxpayer. 
    • Default: Mark an instruction as the default to use for processing events.
    • Subject: The subject line of the email instruction. This is visible to the taxpayer. For further personalization, a Variables List lets you specify dynamic items such as the taxpayer name, company name, and more.
    • Text: The body of the email instruction. Entries from the Variables List can be used in the text field.
  3. Click Add.

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Editing an existing instruction

  1. Click the instruction from the list. A preview is shown to the right.
  2. Click the Edit icon.
  3. Make any needed changes in the Edit Client Instruction popup.
  4. Click Save.

Deleting an instruction

  1. Click the instruction from the list. A preview is shown to the right.
  2. Click the Delete icon.

Important

Deleted instructions cannot be recovered.

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Vouchers and Invoices

Vouchers and Invoices lets a system administrator specify options for voucher reminders, custom payment authorities, voucher due date recognition, and invoice payment options.

After making any changes in this section, click Apply in the upper-right corner of the page.

Payment Vouchers

  • Enable payment voucher reminders: Turns on payment voucher reminders.
  • Set default reminder: Select a default timeframe for when payment reminders are sent. This can be changed by the user while processing a return or by the client when completing a return.
  • Receive an email notification when your client adds payment information: This notification will be sent to the user selected as the “notify about signing events” when processing a return.

Important

Payment email notifications are only triggered when a client indicates that they have made a payment to a taxing authority. It does not receive any information from the taxing authorities themselves.

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Custom Authorities

Add custom authorities that are not part of SafeSend Return's default list. Be sure to include State and City authorities, as well as a payment URL for client access. Custom authorities can be added, deleted, and temporarily deactivated.

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Default Voucher Due Date

  • Specify what SafeSend Returns should do when it encounters a due date on a voucher. Options are:
    • SSR Default Due Date: (Recommended) This is the system due date for the uploaded return type. For more information, see the Voucher due date policy.
    • Voucher Form: SafeSend Returns will read the due date printed on the voucher forms.

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Invoices

  • Enable Invoices: Enable or disable invoices on delivered returns.
  • Send without invoice: (Recommended) Specify whether a user can deliver a return without an invoice. This is useful if some of your returns do not require invoices to be attached.
  • Replace invoice: Specify whether a user can replace invoices in a return. If your firm does not print invoices within your tax software, allow your users to replace invoices so that can upload them.

Important

Returns accessed on mobile devices cannot pay invoices. Those clients must log in to a desktop computer to pay an invoice or arrange a different method of payment. Mobile device clients will still be allowed to complete their return.

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Invoice Payment Processing Options

Specify how taxpayers should pay invoices in their returns. Options include:

  • Stripe: A third-party online payment platform integrated with SafeSend Returns. For more information, see Stripe Integration for Client Invoicing.
  • Third-Party URL: For online payment platforms other than Stripe, enter the URL which will direct the taxpayer to make a payment. Refer to your payment platform's instructions for setup.
  • Make Payment outside of SSR system: For when a firm is not including invoices in returns.

Important

If a firm is not using SafeSend Returns' invoice feature, the Make Payment outside of SSR system option must be selected.

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E-Sign Options

E-Sign Options contains signature setting defaults for individual and entity returns, Knowledge-Based Authentication (KBA) options, ERO signature stamps, signing reminders, and some settings for when a user chooses a manual signature over an e-sign.

After making any changes in this section, click Apply in the upper-right corner of the page.

1040 Forms

  • E-sign all returns: (Recommended) Sets e-sign as the default for all processed returns.
  • Manually sign all returns: Disables e-signing for returns. All delivered returns must be printed, signed, and uploaded back into SafeSend Returns.

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1040 Knowledge-Based Authentication

  • Knowledge-Based Authentication for the signing process: Specify whether to enable KBA before the client initiates the signing process on a return. KBA is required by the IRS for e-signing.
  • Knowledge-Based Authentication for delegated signers: Specify whether to enable KBA for delegated signers. This option is only available if Signer Delegation is turned on.

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Allow ERO Signature Stamps

  • Use ERO Signature Stamps: Allows users in the Partner and System Admin groups to upload image files to use as stamps on returns.
    • Users assigned to the Partner group can upload stamps in User Profile > My Settings.
    • System administrators can upload stamps for all users in User Management.
  • Enable ERO Stamp Delegation: Allows users in the Staff group to apply a partner's signature stamp on their behalf. 

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Additional Document for E-sign

  • Document Type Values: When uploading additional files during processing, users select a document type. A default list is provided, but document types can be added, renamed, or deleted. A label will show how many documents of that type have been applied to returns.

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Signer Delegation

Allows a return recipient to grant signing responsibility to a third party.

  • Individual (1040) Returns: Enables signer delegation for individual returns. If enabled, KBA will automatically be turned on for individual returns. 
  • Entity (1041, 1065, 1120, 1120S) Returns: (Recommended) Enables signer delegation for entity returns.

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Business & Trust Returns

  • Enable E-Signatures for Business & Trust Returns: Allows e-sign as an option for business and trust returns. Note: Due to COVID allowances, the IRS currently accepts e-signatures for business returns. For more information, see the IRS e-signature policy update.

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Automatic Signing Reminders

  • Enable Automatic Signing Reminders: Turns on signing reminders for returns. Users can disable signing reminders on specific returns during processing. If enabled, clients will be sent an email reminder according to the selected timeframe.
  • Set default reminder: Sets the default number of days to send a reminder since the client received the initial email to sign (or since the last reminder was sent). Signed returns do not receive reminders.

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E-File Forms Settings

  • Do not insert dates on the E-File forms: When enabled, SafeSend Returns will not automatically add date controls to e-file forms. Users will be required to add date controls manually.

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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 modified or deleted. Addresses can be added in your Account Management > My Company settings. See our Multiple Office Locations article for information about locations.

 

General

General contains settings for a number of SafeSend Returns options. System administrators can configure the firm's tax software, whether users in the Staff group can deliver returns, and more.

After making any changes in this section, click Apply in the upper-right corner of the page.

Delivery Options

  • Allow the Staff user group to deliver Tax Returns: When disabled, users in the Partner or System Admin groups are the only ones who can deliver tax returns.
  • Allow any internal user to distribute K-1s: (Recommended) Allows any user to distribute K-1s on behalf of a client via the Client View feature on a return.

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Download Options

Transmittals

  • Include in the tax return PDF: Saves transmittal documents in the same PDF as the tax return.
  • Create a separate PDF: (Recommended) Creates a separate PDF that contains only transmittal documents.

Payment Vouchers

  • Separate by quarterly due dates: (Recommended) Creates separate PDFs according to quarterly due dates.
  • Group in single PDF: Saves all vouchers in one PDF.

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Filing Option

  • Paper File Returns: Shows a Paper File Return tab while processing returns. Users can upload government copies of returns for clients to sign. For more information, see Paper File Returns.

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Customize Delivered Report

Adds one custom column to the Delivered Returns page. Most commonly used for firms to add other office locations for easy identification. For more information on how to use custom columns, see Custom Column Setup & Usage.

  • Column Name: Enter the name of the column and click Update to add to the Delivered Returns page.
  • Column Value: Click Add (+) and enter one or more values that can be selected for the column.

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Integration

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Download PDF

  • Enable: (Not recommended) Shows a Download PDF option in the Finish pop-up when processing returns. Users can then download a return for physical delivery.

Important

Using Download PDF will subtract from a firm's purchased return count.

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Tax Software

Place a checkmark next to the tax software your firm uses. This shows a corresponding upload button on the Tax Returns In-Process page. Multiple selections are supported.

 

Footer

  • E-File Form: Includes a "Powered by SafeSend Returns" message at the bottom of e-file forms.

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Watermarks

Lets users add a text overlay to forms in a return. Watermarks can be added, edited, or deleted. For more information on configuring and using watermarks, see Global watermark settings.

  • On/Off: Enables or disables the watermark feature.
  • Watermark Name: Enter some text to search the list for watermark names that match.

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K-1 Settings & Instructions

K-1 Settings & Instructions contains options for K-1 instructional documents and client email templates. 

After making any changes in this section, click Apply in the upper-right corner of the page.

K-1 Instructions

K-1 instructions for 1065, 1120S, and 1041 forms for the current tax year are displayed here. You can preview them by clicking the links or download them by clicking the download button. Upload your own instructions by clicking Replace. SafeSend updates these instructions with current copies around February 1st of each year.

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K-1 Distribution, Recipient Info Update, Client Info Update, and Recipient Update are messages shown or emailed to K-1 recipients and clients at various points of the signing process.

Default instructions are provided, but firms are encouraged to add their own. K-1 email messages show the client company as the sender's name (the reply e-mail address will be noreply@safesendreturns.com).

  • K-1 Distribution Instructions: This is the initial email sent to a K-1 recipient.
  • K-1 Recipient Info Update Email: The email notification sent to K-1 recipients when it's time to update their contact information.
  • K-1 Client Info Update Email: The email notification sent to K-1 clients when it's time to update their contact information.
  • K-1 Recipient Update Page: The welcome screen message shown to a K-1 recipient when they access their K-1 documents.

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Security

The Security section contains settings for authenticating taxpayers, how long to retain client data, whether to enable screen sharing across the firm, and more.

After making any changes in this section, click Apply in the upper-right corner of the page.

SS Return Access Options

Users can restrict access to a return during the upload process. The following settings determine the default behavior:

  • Default Access set to Everyone: (Recommended) Everyone in the firm will be able to see and access the return.
  • Default Access set to Individual User: Only the user who uploads the return will be able to see and access it.
  • Allow user to set additional access: Allows the user processing a return to change the access settings before delivery.

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Screen Share

SafeSend Returns allows clients to share their screen with users in order to get one-on-one help while completing their return. For security purposes, this functionality can be enabled or disabled across the firm. For more information, see Enabling and disabling screen sharing for users.

  • Enable Screen Share: Allows clients to share their screen with a user in the firm.

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Taxpayer Authentication

Prompts the taxpayer to enter either the first or last four digits of their SSN as part of the authentication process when accessing a return.

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Retention Policy

SafeSend Returns' default retention policy is 7 years from the date a return is delivered. Use the drop-down menu to select a different time period.

  • Allow any user to override before delivery: When enabled, users can change the retention policy for specific returns prior to delivery.

Important

  • Changing the retention period will immediately affect all returns (past & present). For example, if your firm's retention period is set for 5 years and then it is changed to 90 days, all returns sent over 90 days ago will be deleted. Returns with a specifically modified retention period will be unaffected.
  • Once a return is deleted, all links, reminders, and attachments are removed. Taxpayers will not be able to access SafeSend Returns using any email links previously delivered to them.
  • Report information is retained until the firm requests its removal.
  • For more information, see Managing Retention Policy.

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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.

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