Safesend

There is more in-depth training available weekly at https://safesend.com/learn/customer-training/

• If you have not already done this
  • Please turn on notifications – notifies you by email in Outlook when a file is uploaded to you in exchange
    • In Safesend Exchange go to your Bubble in the top right corner and choose “Drop Off Links”, enable the Notification.
    • This also has your personal link that goes in your signature block for email.
  • Set up mailbox delegation – so that your team can access your inbox if you are unavailable 
    • Note: This needs to be refreshed when new employees are added, it does not automatically add them (if you have your box set to “ALL”. 
    • Go to your Bubble again and choose “My Settings”, Mailbox Delegation, click button “Enable other users to access my Mailbox”.
      • You can select ALL or individual users, then click Apply in the bottom right corner
• To access someone else’s inbox go to the double person in the top right corner
  • The Search box will come up and you can type the name of the person
    • It only shows those who have their mailbox delegation turned on and have you selected

• You cannot send a message as someone else, but can download the files from the message

• You can use the “sign in with Office 365” since you are already signed into your computer
• The maximum file size limit per upload is 3 GB
  • Client can use any email address to receive the access code when sending information to ADKF
    • It does not have to be the one on dashboard
• Use Safesend “Report a problem” for any assistance to search Help Center Articles 

 

• Easily navigate through the Suite by using the

                                                               

Safesend Exchange

 

• Safesend Exchange is used to securely send any document(s)
  • Can use Outlook plug-in or the safesend website
    • You can drag the file from CCH to the email, or from your desktop
      • The documents must have different names
      • This can be a problem when sending groups and all the TMT’s are name 2022 TMT.  In this case, you would have to download the files and rename to send.
    • Anyone CC’d in outlook plug in cannot access the file
    • Information sent is tied to each individual email address
    • If client forwards link to another person, that link will not work for them
    • Client will get an email notification of when the access link will be expiring for file download (if they have never downloaded the file).
• Default settings use the access code for authentication – separate email sent with the access code
  • Can be changed to use Q & A – you will enter the answer
    • Last four of SSN
    • Last four of EIN
    • Cell phone number (does not send access code SMS)
    • You can also add your own question and answer and set as your default setting
  • Again, the authentication is tied to each individual email
    • If Q&A used, you will need to enter the answer for each email
• Default setting for Retention period (how long the link is active) is 30 days
  • This can be changed in both outlook plug-in and the website (they look different)
    • 1, 7, 14, 21, 30, 90, or 180 days
    • 1, 3, or 7 years
• You can save drafts of messages before sending (in both versions)
• The client has three attempts to authenticate to access files,
  • after 3 failed/invalid attempts it is locked, and they get a message that it has been locked
  • the sender of the files also gets a message that users account is locked
  • Go to your Exchange on the left, middle and you will see UNLOCK
    • Check box, and then right click, choose unlock
  • You can also use exchange to Request Documents – located in the middle
  • This could be good for missing items list
  • There are three templates set up
    • Business
    • Trusts
    • Personal
    • Or you can use it without a template and make your own
  • Tax year defaults to 2023 (can be changed)
  • Add a due date (this cannot be blank)
  • Retention period defaults to 30 days (can be changed) – I would suggest 90 or 180 days
  • Choose Authentication method
    • Access code – separate email with access code
    • Question & Answer
      • Last four of SSN
      • Last four of EIN
      • Cell phone number (does not send access code SMS)
  • Easily customize the templates by deleting any you don’t want or scrolling to end and adding a new one
  • There is one at the end of the template lists called “Other Documents”
  • The list for requested documents is separate from files sent through exchange (for tracking)
    • You can see how many of the documents have been uploaded (2/10)
    • You can send reminders
    • It will show you status
      • Pending upload
      • Overdue
      • Complete

 

Safesend Returns

• Used to send tax returns for review and electronic signature of the form 8879
  • Supported tax returns
    • 1040
    • 1041
    • 1120s/1120c
    • 1065
    • TMT’s
    • 990
  • From the client dashboard they can do the following (after they have gone through authentication):
    • Review the tax return, and e-sign the form 8879
    • Make Tax payments and ES payments
      • Includes filing instructions and due dates
      • Has the payment vouchers and filing instructions
      • Website to make payment online
    • Deliver K-1’s to partners
      • The return must be signed before K-1’s can be delivered
      • Once the emails are entered, the system saves them for the next time
      • We can deliver the K-1’s for the client
        • Will need email for the individual or business/trust
    • View, download, or securely forward the return to another person or entity (bank, etc)
• Returns are sent with an email and cell phone (Firm practice)
  • If a phone is not available, email only will still work (for those overseas where a phone number may not work)
    • Access code will go to email in a separate email as in exchange
  • If phone number entered, the access code will be texted to the number provided (this is why we need cell phone numbers)
• These can be sent individually or in groups
  • If sent in groups, Admin uses the billing groups
  • All returns in a group will go to the same controller
    • Larger groups can still be split into smaller groups, if needed
    • Only Admins can change the information for the controllers in groups
      • Name
      • Email address
      • Cell phone
  • Controllers can review the information on return
    • If everything is accurate, they will need to delegate signing to whomever signs the returns
    • They will add email and phone number for signer (can be email only)
• The access link is active for the life of the document (7 years for returns) for single and groups
  • Only Admins can change controller information – email and/or cell phone
    • If changes are made to the phone number, the same access link works
    • If email changes, access link is resent to new email address and the link for the previous email is deactivated
  • The access link can be resent at any time (only after the client has accessed the link)
• Delivered Returns is for a return delivered individually
  • For Joint returns – we can choose to whom the return goes to first to review and e-sign, the primary or the spouse
    • Once, e-signed they will need to enter date of birth
    • There is a small box under the date of birth that must be checked for it to go to the spouse next
      • If no info for spouse is entered by admin, the taxpayer will enter the spouse information
      • Can use a phone number, or will work with just an email
    • If the return gets locked for wrong answers to the knowledge-based questions, they can be unlocked
    • If they choose Manual sign they will have to download, print, sign the 8879, and return it to our office
      • If they did this by accident, it can be recalled and resent by Admins
  • If you can’t “see” the client in the list by search, the access may need to be set
    • This must be done by whomever loaded it (you can find this on the route sheet)
• Grouped Returns – any group of returns (by billing groups)
  • Grouped Returns report – lists all the groups
    • All returns in a group are going to the SAME controller
  • Search by name or client ID (1234)

 

 

 

 

Safesend Signature

• Used to send any document for e-signature
  • One-off Returns - such as 990’s, 706, 709, etc.
  • Consent to release information
  • Engagement letter - individually
• Not to be used for any document that needs a wet signature (POA’s)
• You can send one document for signature by multiple people.  It goes in order of the email entry.
  • All person’s CC’d (not designated as a signer) will not get the document until all signatures have been obtained.
• Load the document(s) you want to send. 
  • You can send multiple documents, but each document must have at least one page that needs a signature.  You cannot send an additional document that does not require a signature.
  • Set the access for the delivered signature report (new feature)
  • Add the client ID, and client Name, and tax year (defaults to 2023)
  • Choose the document type:
    • Engagement Letter
    • Consent form
    • Other
  • Expiration is set for one year from the date you are sending.  You can change this if needed.
• Enter the email addresses of the recipients (in the order they need to sign – if multiple signers are needed)
  • For each recipient you will choose
    • Recipient type: signer or CC
    • Link Authentication
      • First 4 of SSN
      • Last 4 of SSN
      • Access code (email)
      • Access code (SMS)
      • Question & Answer (name of your first pet)
  • Message configuration
    • Template
      • Default
      • Custom Message
    • Subject
      • Default – if used Default template
      • Enter if Custom message used
  • Then you will need to place at least one signature field within the document.  Drag and drop into document (for each recipient)
    • Signature (only field required)
    • Initials
    • Date signed
    • Print name
    • Company field
    • Title
    • Text – (you will fill in a text prompt and can choose if it is required or not by checking the box)
    • Check box
  • Can choose who is notified when doc is signed
  • Can set up automatic reminders to go every (1-30) days.
  • Submit
• Delivered – report for all that have been sent
  • If you notice you typed an email wrong it can be changed without having to resend the entire thing
    • Go to the “more … “
    • Choose “edit client details”
      • You can change the email address and the Authentication type/information (phone # , if used)

 

 

 

You can always reach out to IT or Cassandra for assistance.