Using GruntWorx products
- How do I upload a file to GruntWorx Organize?
- How do I enter a new client record?
- Are there any limits on the file sizes that I upload to you?
- Do I need to wait until I've received all of my client's source documents before I use GruntWorx Organize?
- Do I need to organize my source documents before scanning them?
- What are the ideal settings to use when scanning documents?
- Can I use symbols, like ampersands, in my PDF file names?
- What if pages in my PDF are upside-down or sideways?
- Is the order of the client documents customizable in the organized PDF?
- How do you handle client data in their own handwriting (not on an organizer or government form)?
- Do organizer pages need to be included in the scanned papers?
- What do you mean when you say the organized document is 'editable'?
- Can I print out the pages in the order of the bookmarks?
- What is the advantage to having two monitors?
- Why can I only attach 4 files to a client… what if I have more than 4?
- How do I download the completed PDF files?
- Can I download multiple PDF documents at once?
- How do I save GruntWorx-organized PDFs into Thomson Reuters FileCabinet CS without losing the bookmarks?
- How do I create multiple client records in GruntWorx (batch upload)?
- How do I save GruntWorx-organized PDFs into Intuit Lacerte DMS without losing the bookmarks?
You can also download the GruntWorx Organize Quick Start Guide in PDF format for assistance.
Using GruntWorx products
- How do I upload a file to GruntWorx Organize?
Using a web browser, follow these simple steps:
1. Select: Type in your client's name, or double-click the client's name from the list of clients you've already entered.
2. Scan: Using a standard document scanner, scan your client's paper documents into PDF files, or upload pre-existing PDF files from your computer.
3. Send: Click "Process" to send the data to GruntWorx Organize for processing via secure Internet connection.You can view what you uploaded by clicking the "View" icon under the "Source" heading next to the client's name on the dashboard.
After the data is processed through GruntWorx, you can view it by clicking the "View" icon under the "Organized" heading. (You may need to refresh your screen for the icon to appear).
Once you've downloaded the organized PDF, you can choose to delete the client, and all files associated with the client, from your dashboard by clicking on the checkbox to the left of the client name and clicking the "Delete" icon at the top of the dashboard.
- How do I enter a new client record?
Create a new client record (individual)
To create a single new record, simply type in your client's name and client ID (on the left side of the dashboard, under "Create New Client"), and click Create. The client ID is a unique ID number that you create. The client ID can only contain letters or numbers (no special characters). Many tax professionals use some form of the client tax file number or tax ID number for the Client ID in GruntWorx Organize. For GruntWorx Populate users, the client ID is the GoSystem Locator ID.Create multiple client records (batch upload)
To create several new records at once, upload a CSV spreadsheet of your clients' identifying information, including First Name, Middle Initial, Last Name, and Client ID (or Locator ID for GruntWorx Populate users). Note: The CSV file should not contain these fields as headers; only the client information in separate columns following the above sequence.You can create a CSV spreadsheet by creating a spreadsheet in any industry-standard spreadsheet program, and saving it with a CSV file extension.
In Excel: Save As > Other Formats > CSV (Comma delimited) (*.csv)
- Are there any limits on the file sizes that I upload to you?
Currently, the size limitation is 30MB per PDF. For PDF's larger than 30MB we recommend you split the documents between two or more PDF's.
- Do I need to wait until I've received all of my client's source documents before I use GruntWorx Organize?
You can submit PDFs for a client as many times as you want, but each submission counts towards your processed returns balance. Therefore, if you submit 3 PDFs at separate times for a client, it will use 3 credits (returns) from your total. If you were to submit 3 PDFs for a client in one submission, it will use 1 credit. You are able to attach up to 4 separate PDF files to a specific client, so you can add and remove PDF files as many times as you like (with each submission counting towards your balance), as long as there are no more than a total of 4 PDF files associated with the client.
- Do I need to organize my source documents before scanning them?
Absolutely not! Documents do not need to be organized, nor do separator pages need to be inserted prior to scanning. However, for best results, multiple documents should not be combined on a single page, and multipage documents should be kept together in logical order.
- What are the ideal settings to use when scanning documents?
To achieve optimal quality on the scanned documents, scan documents in 600dpi and black & white. For best results, scan original source documents - not copies or faxes.
Read our tutorial on the Best Practices for Scanning Tax Documents
- Can I use symbols, like ampersands, in my PDF file names?
Some PDF filenames may cause an issue when those files are submitted to GruntWorx products. Using the following symbols in the filename of a source PDF document is known to cause issues: ampersands ( & ), apostrophes ( ' ), and blank spaces.
Examples of problem PDF filenames:
O'Tool_tx2007.pdf
Bill&Judy_Smith2007.pdf
BillandJudy Smith2007.pdf
Renaming the PDF file and eliminating these symbols will allow the PDF to go through GruntWorx products without issue.
Examples of OK pdf filenames:
OToole_tx2007.pdf
BillJudy_Smith.pdf
Bill_and_Judy_Smith.pdf
- What if pages in my PDF are upside-down or sideways?
No problem! GruntWorx products will automatically rotate all upside down (180 degrees) and sideways (90 degrees and 270 degrees) pages to the proper page orientation during processing. However, if a scanned document is skewed more than 10 degrees from any of these positions, page orientation will not be corrected and data will not be extracted for GruntWorx Populate users.
- Is the order of the client documents customizable in the organized PDF?
If you choose to repaginate organized documents, GruntWorx Organize will change the order of the input tax documents in the organized output file to match the order of the bookmarks. Because the source documents will be in the same order of the bookmarks, you will be able to use the page buttons in any industry-standard PDF program to navigate between bookmarked pages - rather than paging through the original source documents, as they were scanned. However, by repaginating the organized documents you will lose visibility of the original order of the scanned documents.
To set your account to automatically repaginate all GruntWorx Organize output files, go to "My Account," then to "Edit Preferences," and mark the "Repaginate Organized Documents" checkbox under the "Preferences" heading.
- How do you handle client data in their own handwriting (not on an organizer or government form)?
Though GruntWorx products recognize handwriting and classify handwritten notes as "Handwritten Notes; Poor Quality," neither product is able to read the handwriting. Forms that contain important identifying information that is handwritten may not be properly classified and will not extract tax data.
- Do organizer pages need to be included in the scanned papers?
GruntWorx products will classify and bookmark organizer pages under the bookmark "Organizer," so you can include them in your original source document input file.
- What do you mean when you say the organized document is 'editable'?
The bookmarked and categorized PDF file that is returned to you after GruntWorx processing is a standard format PDF file, and is as fully editable as any other PDF file, using software such as Adobe Acrobat, etc.
- Can I print out the pages in the order of the bookmarks?
If you choose to repaginate organized documents, GruntWorx Organize will change the order of the input tax documents in the organized output file to match the order of the bookmarks. From there, printing the pages in the PDF will match the order of the bookmarks.
If you do not choose to repaginate organized documents, you can follow these simple steps to print out the documents in the organized PDF in the order of the bookmarks in any industry-standard PDF file:
- Open the PDF
- Click on the bookmarks icon so all of the bookmarks show
- Select and highlight the first bookmark
- Hold down the <Shift> key and click on the last bookmark to highlight all the bookmarks (Note: only the Chapter headings will be highlighted)
- Right-click on the mouse, and select 'Print'
- The pages will then print in the order of the bookmarks
You can also use the standard Microsoft keyboard shortcut to select all bookmarks. Click on any bookmark. Then use the keyboard shortcut <Ctrl> A to select all bookmarks. After all the bookmarks have been highlighted, Right-click the mouse and select Print on the menu.
Please note that this is not a standard procedure supported by Copanion, but it is a feature in any industry-standard PDF writer. More information can be found in the Adobe Acrobat 'Help' section, in the Bookmarks tab, under 'Print.'
- What is the advantage to having two monitors?
Using two monitors as an extended desktop will allow you to have the organized PDF open on one monitor, and your tax prep software open in the other, allowing for easy navigation through the tax documents to create faster, more accurate data entry.
- Why can I only attach 4 files to a client... what if I have more than 4?
Currently, up to 4 PDFs can be submitted for a single client. You can use any PDF writing/editing software tool to combine PDFs if you have more than the maximum of 4.
- How do I download the completed PDF files?
You can download and save the organized file in multiple ways:
- Saving without opening the file:
- Click the 'View' icon next to the taxpayer in the 'Organized' column
- In the 'File Download' window, click 'Save'
- In the 'Save As' window you can save the PDF file to the location of your choice (your desktop, specific folders, specific drives, etc.)
- Saving the opened file:
- Click the 'View' icon next to the taxpayer in the 'Organized' column
- In the 'File Download' window, click 'Open'. The organized PDF will open in a new window.
- In the new PDF file window, select 'File - Save As' from the 'File' drop down menu in the top menu bar.
- In the 'Save As' window you can save PDF file to the location of your choice (your desktop, specific folders, specific drives, etc.)
- Saving multiple client files at once:
- Click the checkbox next to the Client Name. You can select a single client, or multiple clients. If you would like to select all clients on a particular page, click the checkbox next to the ‘Client Name' heading
- Click the ‘Download' button above the header bar. This will compile all selected returns into a .zip file for download
- In the 'File Download' window, click 'Save', then save the .zip file to the location of your choice (your desktop, specific folders, specific drives, etc.)
Note: To download all client PDFs in your account, this process will need to be repeated for each page of clients. Use the page control buttons on the right, above the header bar or below the client list, to navigate between pages of clients.
- Can I download multiple PDF documents at once?
Yes, just follow these simple steps to save multiple client documents into a single .zip file:
- Click the checkbox next to the Client Name. You can select a single client, or multiple clients. If you would like to select all clients on a particular page, click the checkbox next to the 'Client Name' heading
- Click the 'Download' button above the header bar. This will compile all selected returns into a .zip file for download
- In the 'File Download' window, click 'Save', then save the .zip file to the location of your choice (your desktop, specific folders, specific drives, etc.)
Note: To download all client PDFs in your account, this process will need to be repeated for each page of clients. Use the page control buttons on the right, above the header bar or below the client list, to navigate between pages of clients.
- How do I save GruntWorx-organized PDFs into Thomson Reuters FileCabinet CS without losing the bookmarks?
Follow these simple steps to save the organized PDF into Thomson Reuters FileCabinet CS without losing the bookmarks:
- Save the organized GruntWorx file to your Desktop
- Open FileCabinet CS
- Select "Object - Create from File" from the "Object" drop down menu in the top menu bar.
- Browse your Desktop and select the GruntWorx PDF document
- Once you open your document in FileCabinet CS there will be a series of buttons on the left. Click the second button, called "Bookmarks". This will display all of the bookmarks created by GruntWorx.
- How do I create multiple client records in GruntWorx products (batch upload)?
To create several new records at once, upload a CSV spreadsheet of your clients' identifying information, including "First Name", "Middle Initial", "Last Name", and "Client ID," (or "Locator ID" for GruntWorx Populate users).
Note: The CSV file should not contain these fields as headers, only the client information in separate columns following the above sequence. The maximum number of client records per upload is 500.
You can create a CSV spreadsheet by creating a spreadsheet in any industry‐standard spreadsheet program, and saving it with a CSV file extension. In Excel: Save As > Other Formats > CSV (Comma delimited) (*.csv)
Formatting the fields:
You must complete each field under the First Name, Last Name, and Client ID columns for every client to create a valid file. Middle Initial is optional. No field may include commas. Also, if including a Middle Initial, make sure it is less than 3 characters long. Any entry in the Middle Initial field greater than 3 characters will fail.
Valid CSV Upload:
Invalid CSV Upload:
- How do I save GruntWorx-organized PDFs into Intuit Lacerte DMS without losing the bookmarks?
Follow these simple steps to keep the bookmarks in GruntWorx-organized files when saving to Intuit Lacerte DMS:
- Open Lacerte DMS.
- Select "Tools - Options" from the "Options" drop down menu in the top menu bar.
- In the DMS Options window, make sure the checkbox under "View Options," marked "View PDF files within DMS (provides annotation capabilities)," is unchecked.
After performing these simple steps, the GruntWorx-organized PDFs saved in Lacerte DMS will open in a PDF writer/viewer, rather than in DMS. However, you will lose your ability to annotate using DMS tools. If you have an industry-standard PDF writer, you will be able to use the annotation tools provided therein.
Live Phone Support:
1.877.830.6059 x3
8AM to 8PM EST
Monday-Friday
Weekend support is available
via email