Setting up UltraTax integration with Firm360 is easy! Follow the steps below to get started.
The following instructions apply for users with a valid UltraTax software license.
IMPORTANT TO KNOW:
- This connector requires the Chrome browser.
- Filesync integration is currently compatible only with Windows OS.
- It must be installed in each users local drive.
- If a user leaves the firm, please 'delete' the token.
- If a new user joins the firm and needs the tool, please create a new token and install the filesync tool using the new token.
- You will need to uninstall / re-install the filesync tool if you're using the same computer as a previous employee, if not, the token will use the previous employees name since it was installed with their token.
- If you have Verito virtual environment that is partnered with UltraTax, you need to install it inside Verito in their Local (D:) drive.
- If you have Virtual Office environment, you need to install it in your local C: drive.
In Firm360 (these steps require the Admin role)
1. Navigate to Integrations under Admin on the black ribbon on the left.
NOTE: If the FileSync Integration is not visible after you go to Integrations in the black ribbon, the following things may be missing:
- You may not have the role of ADMIN. You must have the role of ADMIN to see the Integrations page. (This can be removed after the user installs the filesync tool if needed.)
- If you do not have the role of ADMIN, someone with the role of ADMIN in your firm will need to assign this role to you. Once granted this role, please log out of Firm360 and log back in to see the Integrations page in the black ribbon on the left.
- If you have the role of ADMIN and you still cannot see "FileSync Integrations" under the Integrations tab, then please contact Firm360 Support (support@myfirm360.com) to enable UltraTax FileSync for your Firm360 platform.
2. Under User Tokens > Create Token (this token is unique to every user) > copy the whole token to your clipboard since you will need to paste it in steps below.
3. Once token is created, click on Download Installer in blue italics under FileSync Integration.
Run the installer. Some versions of Windows issue a warning. If so, click "advanced" and select to install it anyway.
Sometimes the windows pop-up appears and you need to click "More Info" and then "Run Anyway".
- Enter the Firm Alias
- For example, if your URL is ledgerladies.myfirm360.com, your Firm Alias is ledgerladies — just the part before .myfirm360.com. Do not include .myfirm360.com part.
- Enter the User Token that you generated in Step 2
- Click Next
- Choose the default location (C:/firm360-sync) for the install path.
4. Finally, click "Windows" logo on your keyboard and search for and select "Services" application - scroll down and locate "Firm360 Sync" - make sure the service exists and is Running. If it isn't running, try to start it.
- If you get an error starting the service, contact your IT team as you may not have permissions to do this.
More In Depth Steps For IT Departments
In UltraTax
1. Please confirm UltraTax file options match up with Firm360 default rules:
NOTE: Skip this step if someone else in your firm already installed it because the Print Options below is office-wide. Proceed to step 2 below IF the variable options already match exactly the below picture. That means a user set it up in your office.
Using the UltraTax menu - Set Up > Office Configuration > Print Options > PDF File Options...
Once there, adjust the Variable Positions to match this:
Click OK
2. Test the installation: Print an existing tax return (File > Print Return).
- PDF to File - Click on the 3 dots (...) and locate the Firm360 folder and select Files (C:\firm360-sync\files).
- As seen in image below: Make sure to select Client Copy with field masking - Electronic Delivery - PDF to file, Preparer copy with field masking - PDF to file.
- Assemble
To test it works: Print a tax return. You must be inside a tax return for it to work.
3. When UltraTax finishes writing the files, look in your computers C:\firm360-sync\files to see if the files are there. Then confirm by C:\firm360-sync\files\completed and C:\firm360-sync\files\failed. If the file has been sent to Firm360, it gets moved to \completed and stays there. If there's an error, it will move to \failed folder.
To get Actionable Items select the following:
Government Copy > Create electronic file
4. Confirm \completed files are in Firm360 by navigating to the Documents tab of your client and refresh the screen. The new documents should appear at the top of the list.
IMPORTANT NOTE:
The Filesync tool will store the synced documents in the local C:\firm360-sync\files\completed and C:\firm360-sync\files\failed and your firm will need to follow the below policy to manage these documents:
Policy Overview:
While each firm may have its own security measures and policies, we recommend regular cleanup of the Filesync and download folders to mitigate potential risks associated with storing sensitive client data locally.
We cannot auto-delete documents from users' C drives due to the significant risk involved. Therefore, it is imperative that firm take responsibility for managing their saved documents in compliance with security protocols.
Recommended Practice:
Regular Cleanup: We advise users to clean their Filesync and download folders weekly to remove any unnecessary or outdated documents. This practice helps minimize the risk of unauthorized access to sensitive information.
Manual Deletion: Since automated deletion poses security risks, users must manually delete saved documents from their local C drive. By reviewing and deleting files regularly, users can ensure that only essential documents are retained on their devices.
Security Awareness: Users should be reminded of the importance of security and data privacy in handling client documents. They should exercise caution when saving, accessing, and deleting files to prevent unauthorized access or data breaches.
Firm-specific Policies: Users should familiarize themselves with their firm's specific policies and procedures for managing saved documents. Each firm may have its own guidelines tailored to its unique security requirements and compliance standards.
Conclusion:
In conclusion, managing saved documents from our Filesync tool on the local C drive requires careful attention to security and data privacy. Regular cleanup, manual deletion, security awareness, and adherence to firm-specific policies are essential practices to safeguard sensitive client information. By prioritizing security and following these best practices, firms can mitigate potential risks associated with storing client data locally.
Troubleshoot 'Failed' folder:
- Make sure the client name and client number is exact in both UT and Firm360, this includes all whitespaces, commas, etc.
- Check log file. It will show any issues - c:\firm360-sync\file-uploader.log
- If you ever see ${BASEDIR} it means the installer got confused. check the con.yml file and fix the directory properties manually (or re-run the installer)
UltraTax and Firm360 print driver:
- Please note that if using the print driver, all document types: Government Copy, Client Copy, and Preparer Copy will be merged into 1 PDF.
- If using the Print Driver in UltraTax, you must select 'Paper' option, not 'Print to PDF'.