WORKFLOW MANAGER RELEASE NOTES NEW FEATURES * OPEN ISSUES * ADDRESSED ISSUES RELEASE DATE: MAY 17, 2013 CS.THOMSONREUTERS.COM

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1 WORKFLOW MANAGER RELEASE NOTES NEW FEATURES * OPEN ISSUES * ADDRESSED ISSUES RELEASE DATE: MAY 17, 2013 CS.THOMSONREUTERS.COM

2 Proprietary Materials No use of these Proprietary materials is permitted without the express written consent of or license from , Thomson Reuters/Tax & Accounting. Altering, copying, distributing, or reproducing any of these proprietary materials in any manner is expressly prohibited. Software License Agreement The right to use the software product described in this workbook is specifically conditioned upon your execution of and compliance with the Tax License Agreement with , Thomson Reuters/Tax & Accounting. All contents copyright , Thomson Reuters/Tax & Accounting. All rights reserved. TL26691 (5/17/13) 2

3 About This Document This document provides release notes, known issues, and addressed issues for the May 17, 2013 release of WorkFlow Manager. 3

4 TABLE OF CONTENTS New For This Release... 7 What s New: WorkFlow Manager (All Users)... 7 What s New: WorkFlow Manager (Administrators Only)... 7 What s New: FileRoom... 8 WorkFlow Manager Rules-based Workflows... 9 Ability to Restrict Access to the Close Not Relevant Permission to Rules-based Workflow Tasks... 9 Adding the Close Not Relevant Permission to a Group... 9 Using the Close Not Relevant Permission... 9 Ability to Restrict Access to the Reopen Option to Rules-based Workflow Tasks Adding the Reopen Permission to a Group Using the Reopen Permission Allow User Assignment to Multiple Roles in Rules-based Workflows Assigning Users Making Multiple Assignments Ability to Prevent a User from Creating Rules-based Workflows for an Inactive Client Bulk Instantiation of Workflows Roll Forward Settings Updated Control Sheet for Rules-based Workflow Properties WorkFlow Manager - Serial and Parallel Workflows Ability to Route or Assign Groups to Tasks for Serial Workflows Ability to Route Multiple Tasks for Serial Workflows Ability to Update Workflow and Task Properties for Serial and Parallel Workflows Through Import Roll Forward of WorkFlow Current Folder or Multiple Folders WorkFlow Manager All WorkFlow Types Addition of Multi-value Search for My Work Tasks and My Work Events Fields

5 Ability to Access the Notes Dialog Box from Tasks, Events, and Delivery Instructions Tabs Within a Workflow Folder New Search Method Added for Assigned To Criteria in My Work Tasks WorkFlow Manager (Administrators Only) Ability to Create or Modify Custom Fields for Folder or Workflow Criteria Ability to Show or Hide Workflow Properties Based on a Date Value in a Rules-based Workflow Ability to Group Rules-based Workflow Properties by Title Ability to Pre-assign Tasks on Serial or Parallel Workflow Templates to a User or Group Ability to Preview a Checklist After Exporting from a Workflow Template Ability to Designate Specific Note Types When Adding or Viewing Notes Ability to Grant Permission to Modify Custom Fields When a Workflow is Locked Ability to Grant Permissions to Edit the Workflow and Folder Level Custom Fields FileRoom Addition of Rule Notifications for Documents New My Alerts Gadget New Support for Digital Signatures Setting Up CoSign to Work with FileRoom Signing a Word or Excel File in Edit Mode Signing an Adobe Acrobat File in Edit Mode Addition of TaxSort Feature Submitting PDFs for TaxSort Processing Checking Source Documents Status for TaxSort Processing Setting Up and Enabling TaxSort Configuring TaxSort Bookmarks Reordering TaxSort Bookmarks Adding TaxSort Bookmarks Deleting TaxSort Bookmarks Renaming TaxSort Bookmarks

6 Resetting TaxSort Bookmarks Setting Up PDF Preferences Addition of Document Browser Multi-value Client and Entity Search Support Open Issues Import for Role Assignments Functioning Incorrectly Addressed Issues Creating a Rules-Based Workflow for an Entity with Inactive Status Urgency Colors in My Work Reset After Closing Serial or Parallel Tasks Actions Menu Functions Correctly When Right-clicking in My Work Viewing Correct Role Assignments for Supplemental Workflow Tasks Supplemental Workflow Tasks No Longer Duplicated Updates to Closed and Date Completed Flags for Completed Rules-Based Workflow Tasks45 Locking of Rules-Based Workflows Modifications to Options View and Clear Search Criteria in Reports Filter Random Lookup List Icons Workflow Indirect Reports Reporting Month Update

7 NEW FOR THIS RELEASE What s New: WorkFlow Manager (All Users) We added the following features to WorkFlow Manager: Rules-based Workflows Ability to restrict access to the Close Not Relevant option to rules-based workflow tasks Ability to restrict access to the Reopen option to rule-based workflow tasks Ability to assign a user to multiple roles in a rule-based workflow Ability to prevent a user from creating rule-based workflows for an inactive client or entity Updated control sheet for rule-based workflow properties Serial and Parallel Workflows Ability to assign or route tasks to groups (serial workflows only) Ability to route multiple tasks (serial workflows only) Ability to update workflow and task properties for serial and parallel workflows through import Roll forward of WorkFlow current folder or multiple folders All Workflow Types Addition of multi-value search for some fields in WorkFlow Manager My Work Tasks and My Work Events Ability to access the Notes pop-up display from Tasks, Events and Delivery Instructions tabs within a workflow folder New search method added for Assigned To criteria in My Work tasks What s New: WorkFlow Manager (Administrators Only) We added the following administrator-only features to WorkFlow Manager: Ability to create or modify custom fields for folder or workflow criteria 7

8 Ability to show or hide workflow properties based on a date value in a rulesbased workflow Ability to group rules-based workflow properties by title Ability to pre-assign tasks on a serial or parallel workflow template to a user or group Ability to preview a checklist after exporting from a workflow template Ability to designate a specific note type when adding or viewing notes on the notes pop-up from the Events or Delivery Instructions tabs. Ability to grant permission to modify custom fields when a workflow is locked Ability to grant permissions to edit the workflow and folder level custom fields What s New: FileRoom We added the following features to FileRoom: Addition of rule notifications for documents New My Alerts gadget to display rule notification details New support for digital signatures Addition of TaxSort feature Addition of Document Browser multi-value client and entity search support 8

9 WORKFLOW MANAGER RULES-BASED WORKFLOWS Ability to Restrict Access to the Close Not Relevant Permission to Rules-based Workflow Tasks You can now restrict access to the Close Not Relevant option that appears on the Actions menu for rules-based workflow tasks. The permission is located in the WorkFlow Manager Setup module. Click Security, then click Tasks. Adding the Close Not Relevant Permission to a Group As with any permission in this area, it can be enabled for groups of users. To add the Close Not Relevant permission to a group, select the check box to the left of the group name and click Save. In the example below, the All Users group is selected. Note: By default, the system group Administrators enabled for this permission. Using the Close Not Relevant Permission Any user who is part of the selected group(s) will see the Close Not Relevant option available from the Actions menu in both My Work and from the Tasks tab in the Workflow Browser folder 9

10 view. The option will be available in the menu when selecting a rules-based workflow task that is not closed. When you select Close Not Relevant, the task will automatically be marked as Closed. The status is updated to Completed Not Relevant, and the Closed check box will be selected for the task. If the task includes a required checklist, the checklist will be ignored since selecting Close Not Relevant for a task assumes that the checklist is irrelevant as well. Ability to Restrict Access to the Reopen Option to Rulesbased Workflow Tasks You can now restrict access to the Reopen option that appears on the Actions menu for rulesbased workflow tasks. The permission is located in the WorkFlow Manager Setup area. Click Security, then click Tasks. Adding the Reopen Permission to a Group As with any permission in this area, it can be enabled for groups of users. To add the Close Not Relevant permission to a group, select the check box to the left of the group name and click Save. 10

11 Using the Reopen Permission Any user who is part of the selected group(s) will see the Reopen option available from the Actions menu in both My Work and from the Tasks tab in the Workflow Browser folder view. The option will be available in the menu when selecting a rules-based workflow task that is marked as Closed. When you select Reopen, the task will automatically be opened. The task status is unchanged, and the Closed check box will be cleared for the task. Allow User Assignment to Multiple Roles in Rules-based Workflows A user can now be assigned to more than one role in a rules-based workflow template. You can do this either by a user having multiple role assignments or by direct assignment to a task by role or with a combination of each. The user can be assigned to as many roles as are available in the workflow template. A user who is assigned multiple roles for the same workflow will see tasks according to the urgency. The task and corresponding color for urgency will appear according to the role with the highest urgency task s task category in the workflow template. For example, a user assigned to the Low on Totem Pole role will be the first to see the task in My Work since the task will display with a Low urgency (green) 35 days before the task is due. Thus, the task urgency level is higher for a user assigned to the role Low on Totem Pole compared to roles of Editor, Reviewer, and so forth. 11

12 Assigning Users User assignments to roles or specific tasks can be added, modified, or deleted in the Assignments or Direct Assignments dialog boxes. Additionally, you can import role assignments in bulk by using the Role Assignment Import option. Making Multiple Assignments You can view assignments for rules-based workflows and tasks from several areas, including a Workflow Folder view, Task Properties, and My Work. Assignments are also listed in several WorkFlow Manager reports such as Urgent Tasks, All Tasks, All Tasks Detailed, Your Task List, and Assignments. In the workflow folder, the Assigned To column lists users assigned by roles and direct assignment. To view all assignments by task, hover the mouse over the Assigned To column. A pop-up window appears and displays the name of each user in alphabetical order and all roles assigned to this user. In the following example, Primary Task 4 is selected, meaning that when you hover over the Assigned To column, all assignments for Primary Task 4 appear in a pop-up window. 12

13 In the example above, Gayan is assigned to the roles Low on Totem Pole, Editor, and Reviewer. When a user is assigned to multiple roles, the task and corresponding color for urgency will appear according to the role with the highest urgency. In this example, the Task Properties dialog box displays the task for Gayan in yellow which corresponds to the urgency for the Low on Totem Pole role even though Gayan is also assigned to the Editor and Reviewer roles. The urgency for the Editor role is much less as evidenced by Lynn s assignment and the green color for urgency. Here is the same task for Gayan as viewed from My Work: 13

14 In this example, both Gayan and Lynn are assigned to the Editor role for Primary Task 4. If a task that is assigned to multiple users for a single role is changed to a direct assignment, meaning a single user is assigned to the role for that task, then the Assigned To column will display only the user with direct assignment in the role. Notice the difference between the example above with Gayan and Lynn listed in the Editor role for Primary Task 4 and the example below. When Primary Task 4 is directly assigned to Sampath and the page is refreshed, the Assigned To column is updated for Sampath to be the direct assignee of Primary Task 4 for the Editor role. Gayan and Lynn have been hidden. 14

15 Ability to Prevent a User from Creating Rules-based Workflows for an Inactive Client You will be unable to create a rules-based workflow for a client with an Inactive status. An inactive client will not appear in the New Rule-Based Workflow wizard, meaning that it cannot be selected in the creation of a new workflow. The client DLA Baker sinc.com has an Inactive status as shown below in the Client Profile dialog box. The inactive client will not be found even when searching Client Name or Client Number in Step 1 of 3 in the Rule Based Workflow Creation Wizard. 15

16 Bulk Instantiation of Workflows If your administrator attempts to instantiate workflows for an inactive client by using the Bulk Instantiation option in Workflow Setup, then the administrator will receive an similar to the following showing the row that failed due to the client being inactive. Roll Forward Settings If the Roll Forward settings are enabled for a workflow template, then the workflow instance for the inactive client will be prevented from automatically rolling forward in the scheduled increment. The administrator will receive the standard similar to the following with a new error message stating that the client is inactive. 16

17 Updated Control Sheet for Rules-based Workflow Properties The control sheet now includes workflow fields created in a rules-based workflow template. These fields appear as workflow properties within the WorkFlow folder. 17

18 WORKFLOW MANAGER - SERIAL AND PARALLEL WORKFLOWS Ability to Route or Assign Groups to Tasks for Serial Workflows For serial workflows only, you will now be able to route tasks to a workflow group. For example, you may have a pool of users in a group, such as a manager group or a reviewer group, where any user from this group could potentially be assigned to a specific task. You can route a task to the group and have a user later decide to be directly assigned to the task. Users are filtered based on their association with groups and permissions. Ability to Route Multiple Tasks for Serial Workflows We added the ability for you to route multiple tasks simultaneously within My Work and the WorkFlow Browser. To route multiple tasks, select the tasks to be routed by pressing the Shift key and clicking to select the appropriate tasks. Right-click to view the Actions menu or select Route from the Actions menu. Complete the routing step by selecting an assigned group or user, then click Save. Note: You can only route tasks and workflows that have the same workflow template. 18

19 Ability to Update Workflow and Task Properties for Serial and Parallel Workflows Through Import You can now handle any updates to workflow and/or task properties for serial and parallel workflows through import. To do so, you initiate the process from the WorkFlow Browser. First, filter the available workflows using the left navigation area. When the desired workflows appear, from the Actions menu, select Import, then select Get Update Template. Select the items that you want to update, then click OK. You will be prompted to download an Excel spreadsheet file to your workstation. 19

20 The spreadsheet will contain Instructions, WorkFlows, and/or Tasks tabs. Use this spreadsheet to record the changes that you want to make, then save the file to your workstation. Open WorkFlow Browser to submit the file for processing. Then, from the Actions menu, select Import, then select Update WorkFlow. You will be prompted to browse for the spreadsheet containing your changes. Click Save to submit the file for processing. When the file is submitted, you will receive an that includes a Request ID assigned by the system to help you identify your import job. When the process is complete, the system will send another . Any errors encountered will be logged and included in an error file attached to this second . Roll Forward of WorkFlow Current Folder or Multiple Folders With this release, you now have the ability to pre-assign groups as the Assigned To user at the workflow template level. In light of this change, we modified the Roll Forward option to Keep Assigned To groups and/or users as selected on the current WorkFlow. 20

21 WORKFLOW MANAGER ALL WORKFLOW TYPES Addition of Multi-value Search for My Work Tasks and My Work Events Fields You can now select one or multiple WorkFlow templates when searching My Work Tasks. Please contact Support for assistance with enabling a multi-value search for your tax typerelated field on both the My Work Tasks and Events grids. Ability to Access the Notes Dialog Box from Tasks, Events, and Delivery Instructions Tabs Within a Workflow Folder Click the Notes link to open a dialog box for easy access to the Notes feature. This separate window will remain open as you move through the tabs in the WorkFlow folder. 21

22 Based on the type of note configured by your administrator, the notes on the Events and Delivery Instructions tabs will be filtered to that specific note type. Otherwise, for all other tabs in the WorkFlow folder, you will see all available note types. 22

23 New Search Method Added for Assigned To Criteria in My Work Tasks To improve performance when searching for a large number of users, we modified the way that you enter search criteria. As you type each character, the system begins to narrow down the results for items that contain the search criteria entered. You may either double-click the item or position the cursor on the item, then click OK to add the selection to the Assigned To column for the task. Using this control, you will be able to search for serial and parallel workflow tasks assigned to a user or a group. 23

24 WORKFLOW MANAGER (ADMINISTRATORS ONLY) Ability to Create or Modify Custom Fields for Folder or Workflow Criteria Custom fields allow you to supplement drawer indexes with additional information specific to the workflow process. Custom fields are searchable, and are available for display on the WorkFlow Browser, WorkFlow Manager - My Work, platform My Work, Documents, and Control Log grids. To facilitate this, we added the Custom Fields option to the WorkFlows node in the Setup area. Note: Any pre-existing custom fields were added by our implementers or support personnel based on your request. Tip: Click the splitter to close the left navigation area to allow you to view the full grid without needing to scroll left or right. 24

25 To add a custom field, specify the information in the Category, Caption, and Type columns. Select the Required check box to make the field required. Category: There are two categories of custom fields: Folder or WorkFlow. If you select Folder, the field will appear on the workflow Folder tab. If you select WorkFlow, the field will appear in the upper left-hand section of the workflow folder. Type: There are four types of custom fields: General Text, Date, User DropDown or DropDown. If you select DropDown, you will be required to provide a list of acceptable values. You can make multiple edits before saving your work. When you click Save, the Information dialog box appears. 25

26 Apply Screen Configuration is a database process which triggers the addition or deletion of a custom field to the various search panels and grids throughout WorkFlow Manager. It should be run any time a custom field is added or deleted. This process may take a few minutes to run. If you have completed all of your changes, click Yes in the Information dialog box. Your changes will be saved and the Apply Screen Configuration process will be run. If you have more changes to make, click No to save your changes but skip running the Apply Screen Configuration process. If you try to delete a custom field, the system will check to see if there are any existing workflows with data in that custom field. If no data is found, the field will be deleted; otherwise, you will be prompted to disable the field. New custom fields are automatically added to the appropriate tab based on the category, and positioned as the last field to be displayed. If desired, you may use the Folder Display and WorkFlow Display tabs to set the order you would like for the index and custom fields to appear on the left navigation area of WorkFlow Browser, My Work, Documents, and Control Log. On both the Folder Display and WorkFlow Display tabs, select the field that you want to move. The selected field appears in tan. Click the up and down arrows to reposition the fields. When you have made all of the needed changes, click Save. 26

27 Folder Display tab WorkFlow Display tab 27

28 Ability to Show or Hide Workflow Properties Based on a Date Value in a Rules-based Workflow The Visible list in a primary rules-based workflow template now allows you to hide a property based on a date. You can use this option to make workflow properties obsolete if they occur outside of a specified date range. For example, suppose that you need to update the Kansas Business Income Tax workflow template for all tax years after December 31, Originally, the workflow template was set up to choose Income, Franchise, and Privilege tax forms by tax type but the date was not specified. To set up a specific date, select Tax Accounting Period Start Date from the Visible list, then type 12/31/2010 in the To field. This means that for any rules-based workflows created for the tax year January 1, 2010 through December 31, 2010, the K-150 fields appear in the WorkFlow Properties dialog box as shown below. 28

29 If you create a new rules-based workflow for the tax year January 1, 2011 through December 31, 2011, the K-150 field will not be visible within the workflow. Note: You must enter the end date before saving the workflow. Ability to Group Rules-based Workflow Properties by Title Administrators and implementers can now add titles to a workflow field. To add titles to a workflow field, complete the following steps. 1. From the WorkFlows node of the Setup area, click WorkFlow Templates. 2. Click the WorkFlow Fields tab. 29

30 3. Select the workflow property that you want to appear under a specific title. 4. In the Title field, type a title to use. This field is not required. In the example above, we added titles for the following Kansas tax forms: Forms K-120, K-120V, and K-120ES have Corporate Income Tax as a title. Forms K-150 and K-150V have Franchise Tax as a title. Forms K-130, K-130V, and K-130ES have Privilege Tax as a title. 5. Use the same title for any other workflow property that you want to appear under that title. On the instantiated workflow, the workflow properties appear like this, and are grouped according to the titles that you created. Ability to Pre-assign Tasks on Serial or Parallel Workflow Templates to a User or Group With this release, task pre-assignments made at the workflow template now includes a group. Users appear first in the lookup list, followed by groups. To improve performance when searching a large number of users, we modified the way that you enter search criteria. As characters are entered, the system begins to narrow down the result set for items that contain the search criteria entered. You may either double-click the item or 30

31 position the cursor on the item and click OK to add the selection in the Assigned To column for the task. Ability to Preview a Checklist After Exporting from a Workflow Template We improved the Import checklist/export checklist feature used when adding a checklist to a task in a workflow template. Now, when creating a checklist, the order of rows specified in the import file will be used. To group items in a section, enter the same header for each row in the section. Exporting the checklist after the import will show that the sections are grouped properly and in the correct order. 31

32 Ability to Designate Specific Note Types When Adding or Viewing Notes For each service type and WorkFlow Manager drawer, you can designate the type of note that should appear whenever you access the Notes dialog box from the Events or Delivery Instructions tabs. You may select only one note type per tab. 32

33 An automatic filter will be applied when you access the Notes dialog box from the Events or Delivery Instructions tabs based on the settings that you make on the Configuration page of the WorkFlows node in the Setup area. Ability to Grant Permission to Modify Custom Fields When a Workflow is Locked Normally, no edits to workflow properties are permitted after a workflow has been locked. Now, a user in a group which has been granted the Edit Custom Fields On Locked WorkFlows permission will be able to make changes to custom fields without unlocking the workflow. 33

34 Ability to Grant Permissions to Edit the Workflow and Folder Level Custom Fields Custom fields are accessible from either the Folder Properties or WorkFlow Properties dialog boxes. We added a separate permission to permit the editing of custom fields on a field-by-field basis. All users who had Edit Folder Properties and/or Edit Workflow Properties permissions prior to the May 2013 release will automatically be granted permission to edit the applicable custom fields. 34

35 35

36 FILEROOM Addition of Rule Notifications for Documents We added the ability for you to set up notification rules for documents. For example, you may create a rule to notify you when a tax-related document has been added, viewed, deleted, or edited. To create a new rule, from the Platform menu, select Notification Rules. When the Notification Rules page appears, select Add new from the Actions menu. Complete the steps in the Rule Creation wizard and name the rule. You can set up and alerts notification for each rule by selecting the check boxes within each column. New My Alerts Gadget The new My Alerts gadget allows you to quickly review alerts created by notification rules and WorkFlow Manager processing rules. To view an alert, double-click a row or select the row and select View from the Actions menu. Alerts will be deleted automatically from the grid view after 30 days. 36

37 New Support for Digital Signatures FileRoom supports the use of Adobe Acrobat s Sign & Certify features or any third-party signing tool, such as ARX CoSign, when you add or work with stored PDFs. For more information on Adobe Acrobat s Sign & Certify features, refer to the Adobe Acrobat help topics. Setting Up CoSign to Work with FileRoom To set up CoSign to work with FileRoom, complete the following steps. 1. Download and install CoSign. Important! We recommend closing all open applications on your computer while installing CoSign. 2. To sign a FileRoom document, open the document in Edit mode. The CoSign add in is not available in View mode. For Microsoft Word and Microsoft Excel files, the CoSign add in appears on the Add-Ins tab. 37

38 For FileRoom Adobe Acrobat documents, you can access the add-in from the Tools menu. Then, select Sign & Certify, then select Sign Document. Note: CoSign recommends that you access the Add Ins tab in Word and Excel and not the CoSign tab. Signing a Word or Excel File in Edit Mode To sign a Word or Excel file in Edit mode, complete the following steps. 1. Edit your FileRoom document. 2. Locate the area within the file where you need to add a signature. 3. From the Add-Ins tab, click Sign with CoSign. The CoSign Sign this document dialog box appears. 4. From the Reason list, select a reason for signing the document, then click Sign. 5. From the FileRoom tab, click Save to FileRoom to save your updates to FileRoom. 38

39 Signing an Adobe Acrobat File in Edit Mode To sign an Adobe Acrobat file in Edit mode, complete the following steps. 1. Edit your FileRoom document. 2. From the Acrobat Tools menu, select Sign & Certify, then select Sign Document. The Sign Document dialog box appears. 3. Locate the area within the file where you need to add a signature. 4. From the Sign As list, select an option. 5. Click Sign. Note: Select the Lock Document After Signing check box to lock your document. This is optional. 6. Click Save to save changes to the FileRoom document. Important! Do not change the file name or location. 7. Click Yes to replace existing file. The signature is now applied to the document. 8. Click the FileRoom Save icons to save to FileRoom. 39

40 Additional Notes: PDFs can be signed from within FileRoom only when in Edit mode. Digital signatures are removed when you merge PDF documents in FileRoom. You cannot add bookmarks to signed PDFs. You cannot add digital signatures to PDFs that are password protected. TaxSort and Secure PDF features are not currently applicable for PDFs with digital signatures. Addition of TaxSort Feature The FileRoom TaxSort feature uses OCR (Optical Character Recognition) to identify 1040 source documents. TaxSort recognizes many document types, including W-2s, 1099s, K-1s, brokerage statements, and more. After identifying documents, FileRoom organizes them in the resulting PDF with preconfigured bookmarks. Submitting PDFs for TaxSort Processing To submit PDF documents that have already been stored in FileRoom for TaxSort processing, complete the following steps. 1. From WorkFlow Manager, click Documents from the left navigation area to open the Document Browser. 40

41 2. Perform a search for a PDF that you want to submit for TaxSort processing. 3. In the Search Results list, select the check box for the PDF that you want to submit. 4. Right-click the selected PDF, then select TaxSort PDF(s). Note: PDFs submitted for TaxSort will be locked during the identification and organization process. Checking Source Documents Status for TaxSort Processing To check the status of source documents for TaxSort processing, complete the following steps. 1. Open FileRoom, then open a Document Tracking report. 2. If necessary, select the appropriate drawer from the Drawers list. 3. Select TaxSort Doc from the Status drop-down list. 4. Click Search. The Document Tracking report lists all documents that have been sent for TaxSort processing. Setting Up and Enabling TaxSort Before you begin, verify that Support has enabled TaxSort for your firm. If you have administrative privileges, you can follow this procedure to set up TaxSort. To enable TaxSort, complete the following steps. 41

42 1. Go to FileRoom, then select Administration, then select Manage FileRoom. 2. Select the drawer for which you want to enable TaxSort. 3. Select the TaxSort check box. Configuring TaxSort Bookmarks Administrators can configure bookmarks used to organize source documents processed through TaxSort. To access the TaxSort Configuration page, from the WorkFlow Manager Setup module, select the Documents node, then select TaxSort Configuration. The default TaxSort configuration appears. Reordering TaxSort Bookmarks You can reorder bookmarks by clicking a bookmark and dragging it to the desired location. Reordering bookmarks will not affect documents that have already gone through TaxSort processing. The new order will be reflected in subsequent TaxSort documents. 42

43 Tip: To produce a PDF with minimal bookmarks, move all pages into the Other bookmark. This will produce a PDF with all pages together in one category. New bookmarks will appear in orange. Adding TaxSort Bookmarks To add a TaxSort bookmark, complete the following steps. 1. Click Add. 2. Specify new bookmark name and click enter. 3. Drag the new bookmark to the desired position in the list. 4. Click Save. Deleting TaxSort Bookmarks To delete a TaxSort bookmark, complete the following steps. 1. Click the bookmark that you want to delete. 2. Click Delete. 3. Click Save. Renaming TaxSort Bookmarks To rename a TaxSort bookmark, complete the following steps. 1. Double-click the bookmark that you want to rename. 2. Type the new bookmark name and click Enter. 3. Click Save. Resetting TaxSort Bookmarks To reset bookmarks to the default order, click Reset. Setting Up PDF Preferences Administrators can enable the following options on TaxSorted PDFs: Show all top level bookmarks or Keep brokerage statements together. You can select this option by selecting the Show All Top Level Bookmarks or Keep Brokerage Statements Together check in the PDF Preferences section. 43

44 Addition of Document Browser Multi-value Client and Entity Search Support You can now search for multiple client or entities. Note: This feature is only available on drawers configured with client or entity special indexes. To search for multiple client or entity values, complete the following steps. 1. From WorkFlow Manager, click Documents from the left navigation area to open the Document Browser. 2. Browse to a client or entity field, then click the lookup list icon. The Search Lookup Results dialog box appears. 3. Select the check box next to the clients or entities that you want to search. 4. Click OK. 44

45 OPEN ISSUES Import for Role Assignments Functioning Incorrectly The Import function for Role Assignments occasionally fails. ADDRESSED ISSUES Creating a Rules-Based Workflow for an Entity with Inactive Status You are now prevented from creating a rule-based workflow for an entity with an inactive status. Urgency Colors in My Work Reset After Closing Serial or Parallel Tasks The color in the Urgency column from My Work will now reset to gray after a serial or parallel workflow task is closed. Actions Menu Functions Correctly When Right-clicking in My Work The Actions menu displays from My Work when you right-click any workflow task. Viewing Correct Role Assignments for Supplemental Workflow Tasks Supplemental workflow tasks now show the correct role assignments. Supplemental Workflow Tasks No Longer Duplicated Supplemental workflow tasks are no longer duplicated when the supplemental template association is deleted and re-added for an entity. Updates to Closed and Date Completed Flags for Completed Rules-Based Workflow Tasks The Closed and Date Completed flags for rule-based workflow tasks are now being updated when the Completed status is being updated by the rules. 45

46 Locking of Rules-Based Workflows Rules-based workflows are now automatically locked when all opened tasks are marked as Closed and the Automatically lock WorkFlow when Completed status is reached option is enabled in the Configuration area of WorkFlow Manager Setup. Modifications to Options View and Clear Search Criteria in Reports Filter We changed the Options View and Clear Search Criteria in the WorkFlow Reports Filter dialog box from links to buttons. Random Lookup List Icons Random Lookup List icons no longer appear in the WorkFlow Reports Filter dialog box. Workflow Indirect Reports Reporting Month Update We updated the Indirect Reports reporting month to accommodate both Calendar and non- Calendar taxable years as determined by the taxing authority. 46