SafeSend Returns Firm Settings Setup Guide

Congratulations! Your Account is created!

 

Please follow the below guide to set your firm's settings. Please go through your settings before the Power User Training. The settings enabled in the screenshots are recommended but not required.

1.) My Company

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1.) Company Details

  • Fill in your remaining company information.
  • Enter the Address for your PRIMARY Office Location. Other locations can be added at a later time in this process.

2.) Primary Admin

  • This will be the first user that was created when the account was set up. This person can be changed at any point later on.

3.) Company Logo

  • You can choose to use the SafeSend returns logo or upload your own logo.
  • PNG or JPEG, Max Dimensions (pixels) 300W x 100H.
2.) User Management

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1.) Add User

1.1)Add User Details

  • First Name, Last Name, and Email are required fields for every user.
    • You must enter the email twice to confirm the email is correct.

1.2) Set Password

  1. After the user is created, a temporary password will be emailed to the user.

1.3) User Group

  • Here you will set up the Group for the user.  Each user can be part of multiple groups, or just one.  To determine which group you would like to set for each user, the summary of each group is below:
    • System Admin
      • Allowed to upload & submit returns.
      • Can process returns.
      • Can manage e-file authorizations post-delivery.
      • Only user group to have access to Account Management and Settings.
    • Partner 
      • Allowed to upload & submit returns.
      • Can process returns.
      • Can manage e-file authorizations post-delivery.
      • Appear as a selection in the ERO / Signer column when uploading returns.
        • An ERO / Signer is required for each return that is uploaded.
    • Staff
      • Allowed to upload & submit returns.
      • Can process returns.
      • Can manage e-file authorizations post-delivery.
      • They can deliver to the taxpayer but this can be restricted in Settings.

2.) Search & Information Fields

You can search and filter your Users based on Name, Email, and User Group.

3.) Edit User Details

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Clicking on the purple Edit User Details icon in User Management will open up the dialog box above, allowing you to quickly edit any of the user's information as needed. First Name, Last Name, and Email cannot be edited to be blank, as they are still required.

4.) User Groups

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Clicking on the grey User Groups icon next to a user's name opens up a window that allows you to choose which group a user is a member of.  The list of available groups that they are not a part of will be on the left.

Any group that the member is currently a part of is on the right.  By selecting a group, you can click the right or left arrows in the middle to move the group onto or off of the user.

5.) Change Password

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Clicking on the green Change Password key will open up a new window that allows you to quickly send a Reset Password link to the user, which they can click to set up their new password.

6.) Delete

Pressing the red X on a user's line will prompt you if you are sure that you wish to delete that user.  This will remove the user from your list and from being able to access SafeSend Returns.  We cannot restore a deleted user.

3.) Password Policies

This setting sets requirements for user passwords. Users will have to reset their password with every password policy change.

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  • SSR Default - The SSR default policy is as follows:

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  • Firm Defined Policy - The Character Types, Minimum Number of Characters, and Maximum Password Age can be edited to your preference

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4.) Transaction History

This feature allows you to see your active return count. 

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  • You can Filter by Date 
    • Selecting the following month will display the current month's usage
  • You can see your Current Balance of returns available
    • It is important to note that your account will never be turned off for going negative
    • This balance is a live count
5.) Saved Messages

These messages are displayed to Taxpayers on the Welcome Page once the Taxpayer has successfully accessed the return.

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1.) Select a Message to view or edit

2.) Add Message

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  1. The Name of the message that you are creating.  This is only visible to SafeSend Return users, not the recipients.
  2. The Body of the message is the text that will display to the taxpayer.
  3. This toggles the message to be the firm's Default Message.  You can only have one default message at any given time.
  4. Allow users to edit before sending.  Checking this will allow users to make changes to the message before sending it out.  Leaving this unchecked means they cannot alter the message.

3.) Edit Message

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  1. The Name of the message that you are editing.  This is only visible to SafeSend Return users, not the recipients.
  2. The Body of the message is the text that will display to the taxpayer.
  3. This toggles the message to be the firm's Default message.  You can only have one default message at any given time.
  4. Allow users to edit before sending.  Checking this will allow users to make changes to the message before sending it out.  Leaving this unchecked means they cannot alter the message.

4.) Delete Message

With a message highlighted, clicking this will remove the Message from your list entirely.  There is no way to recover deleted Messages.

6.) Client Instructions

These are instructions to your client through each step of the process. Default instructions are already included. You may change these to better communicate with your clients. 

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    • In Client Instruction, the messages are broken down in the format above.
      • 1.) The name of the message, with a brief description of where the message is located or when it is sent, in the case of an email or reminder.
      • 2.) The Add button, which you can use to add additional messages to the relevant field beyond the Default.
      • 3.) A list of all current messages that have been saved, listed by name.
      • 4.) A preview of the message, including the name of the message, the Header/Subject, and the text.
      • 5.) The edit button, to make any needed changes to an existing template.
      • 6.) The delete button removes the selected message from the list.
    • Clicking on 'Add' or Edit' will open the following window:

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    • Add/Edit Information:
      • 1.) A toggle that can make a selected message your firm's default.
      • 2.) The name of the message.  This is not displayed to clients.
      • 3.) The Subject/Header of the message.
      • 4.) The text will display in the body of the message.
      • 5.) The Variable List, which houses bracketed variables, can add to the Subject or Text to personalize the message, such as <TaxpayerName> and <SenderEmail>.
7.) Vouchers and Invoices

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  1. Payment Vouchers
    • Enable or Disable Payment vouchers reminders.
    • Set default time in advance for these reminders.
      • Clients can always change this from inside their return
      • Senders can change on an individual return from the Delivered returns report
  2. Custom Authorities
    • Add custom authorities that are not part of SafeSend Return's Default list.
    • Include State and City authorities, as well as a payment URL for client access.
    • Edit, Delete, and temporarily Deactivate your firm's Authorities.
  3. Invoice settings
    • Enable or Disable invoices
    • Allow or do not allow returns to be sent without invoices
    • Allow or do not allow your users to replace invoices
  4. Online Payment
    • We allow you to paste a URL to your firm's online payment portal. This will allow your clients to click a Pay button to pay their invoice to you
8.) Signatures

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  1. 1040 Forms
    • E-Sign all returns. This will process every return for E-Signing. Including states that do not currently allow it.
    • E-Sign When all included returns are allowed. This will process only returns where all E-File forms belong to states that allow E-Signing. If you have a CA E-File form with a NY E-File form. The return will not be E-Signed due to NY not being allowed.
    • Manually sign all returns. No E-Signing, all returns must be printed, signed, and uploaded back through the program.
  2. 1040 Knowledge-Based Authentication
    • Enable or Disable Knowledge-Based Authentication to initiate the signing process. (This is required by the IRS).
  3. Allow Signature Stamps
    • Use Signature Stamps. Partners will upload stamps (image file) to personal Settings to be applied to their assigned returns. 
      • Enable Signer Delegation. Enable if partners wish to have processors apply their signature stamp on their behalf.
  4. Additional Document for E-Sign
    • Document Type Values you can add additional document types to the list and apply the type when uploading documents to Additional E-Sign during processing.  You may also edit and delete the types in the list below.
  5. Business & Trust Returns
    • Enable E-Signing on Business Returns. IMPORTANT: The IRS does not currently allow the use of E-Signatures on entity e-file forms. Enable only if your firm has decided to proceed despite IRS regulation.
      • NOTE: Due to current COVID allowances, the IRS is allowing E-Signatures for Business Returns.
  6. Automatic Signing Reminders
    • Enable Automatic Signing Reminders will set the default option when processing to turn these notifications on. The Signer will be sent an email reminder to sign according to the timeline chosen.
    • Set default reminder allows you to choose the number of days since the last reminder or initial email to deliver the reminder to sign.
  7. E-File forms Settings
    • Determine whether you want our system to automatically apply date blocks to E-File forms or not.
  8. Manual Signature Options
    1. Return Mailing Address
      • This is where you will add the mailing addresses and fax numbers of your different offices. Users will select their office as their default for any returns being manually signed. 
      • Edit, Add or Delete any addresses you would like included.
9.) General

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  1. Delivery Options
    • Allow the Staff user group to deliver Tax Returns - If Disabled, Partners or System Admins will have to deliver the return
    • Allow any internal user to Distribute K-1's - If enabled, any user will be able to distribute K-1's on behalf of the taxpayer by accessing the 'Client View' for the return
  2. Download Options
    1. Transmittals. Choose one option:
      • Include in the PDF of the tax return
      • Create a separate PDF for only Transmittals
    2. Payment Vouchers. Choose one option:
      • Separate Vouchers by Quarterly Due Dates
      • Group into a Single PDF
  3. Customized Delivered Report
    • Add Column
    • This adds a custom Column to your delivered returns report. It allows you to add any information to display. Most commonly firms add "Office Locations".
    • Under Column Value, you may add multiple selections to the column, as necessary.
  4. Integration
    • Turn a TaxCaddy integration on or off, as necessary.
    • To learn more about setting up the Integration, click here.
  5. Additional Services
    • Toggle our Signature and Organizer services on or off, and allow or restrict access.
      • Use the Settings cog to add users to the service.
      • Click the Download icon next to SSR Signature in order to download the Mail Merge feature.
  6. Download PDF
    • Use this feature to enable the additional 'Download PDF' option at the Finish menu for returns, if you would prefer to download and deliver the return physically.
  7. Tax Software
    • Toggle which tax software you are using so that our system can recognize the files.  Select as many print program types as you use.
  8. Footer
    • E-File forms will come with a footer that reads 'Powered by SafeSend Returns'.  This can be turned on or off at convenience.
  9. Watermarks
    • Add text as an overlay to all pages in the PDF.  Click the green plus button to add a new watermark, edit or delete on the Watermark's row, or search via the 'Name' box if you have multiple watermarks.
10.) K1 Instructions

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  1. K1 Partner Information Update Email
    • Select a timeline for partners to receive their K-1 update emails to update their data around the Client's Year-End.
  2. K1 Client Information Update Email
    • Select a timeline for clients to receive their K-1 update emails to update their data around the Client's Year-End.
  3. K1 Instructions
    • This displays K-1 instructions for 1065, 1120S, and 1041. You can replace them if needed by selecting 'Replace' to the right of the K1 Instructions in question. We add these instructions around February 1st when we get the new PDFs for the tax year.
  4. K1 Distribution Instructions
    • This is the text placed in the initial email sent to the K1 Recipient.
  5. K1 Recipient Info Update Email
    • This is the text placed in the email sent to K1 Recipients when triggered to update their information.
  6. K1 Client Info Update Email
    • This is the text placed in the email sent to K1 Clients when triggered to update their information.
  7. K1 Recipient Update Page
    • This is the welcome screen message after the email recipient clicks on the link to access their K1 documents.
11.) Security

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  1. Taxpayer Authentication
    • Determine the authentication method for personal returns: First or Last 4 of SSN.
  2. Retention Policy
    • Default Retention is 7 years from the date delivered.
    • Changing the retention period will affect all returns (past & present) i.e. if you had the retention period set for 5 years and you change it to 90 days, all returns sent >90 days will be destroyed.
      • Returns that were delivered with the modified retention period will remain unaffected.
    • Once Returns are destroyed, all links, reminders, and attachments will be removed. The Taxpayer will not be able to access SafeSend Returns using the email link.
    • Report information will be retained until the CPA firm requests its removal.
    • See Help Desk article Managing Retention Policy for more information.
  3. Multifactor Authentication
    • You can enable text-based MFA for your staff and internal users as well as for the taxpayers. 
      • If enabled for the taxpayers, entering a phone number in Client Info will activate MFA for their return.
  4. Single Sign-On
  5. IP Filtering Options
    • IP Filtering Options is a function that can restrict access to select computers to further protect the security of your clients.  If you wish to use this feature see the help desk article: IP Restriction.
  6. IP Address List
    • Your IP will be automatically added to the list.  All you will need to do is add a "Name" to your IP.
    • Add Additional IPs by Entering the Name, From, and To IP Address fields. 
      • If you are not using a VPN, the From and To should be the same.

 Warning:

If you have enabled IP Filtering, please make sure to disable it before making any ISP or router changes as this will lock out all users until we are able to manually remove the filter from your firm profile.

12.) Wrap-Up

This Completes your Firm Account Setup!

Should you have any questions, please bring them to the attention of your Client Success Specialist during your power user training session.

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