Secure Messages With Tasks

Covered here:

Messages, Explained

Messages are an in-app secure communication tool that resemble chat threads. Here’s what to know:

  • Both you and your accountant can create messages to ask each other questions, get info, or upload and download forms. 
  • Your preparer receives a notification that a question is pending and then answers it.
  • All messages and attached files are stored in one place and can be reviewed at any time. 
  • Both you and your accountant can attach files to messages.
  • Your accountant can add tasks for you in messages. Once you’ve completed a task, either you or your accountant can check it off as done. And you have the option to see all your tasks on a separate page.
  • Once everything in a message thread has been taken care of, your accountant archives it.

Creating Messages

If you have a question for your accountant, send a message:

1. Go to the  Messages section, then click on the NEW MESSAGE button.

2. Write what you need to inquire about. Apply formatting and add bullets or numbered lists. Give the message a title (optional)—you can do this later later or edit it at any time.

3. Click on the blue send button. Your preparer will receive an email informing them that they have a pending message from you on.

Replying to Messages

Once you have a new message, you’ll see a notification in the main menu. All pending messages along with tasks added to them are displayed on your dashboard. 

Remember, you’ll always get an email notification when your accountant sends you a message or requests additional information. Click the link in the message to view and reply to the message.

Carefully read the message from your accountant, then type your answer in the message field. Click the blue send button to relay your message. 

To access your messages, go to the Messages from the main menu. All messages are either under the  Active or Archived tab. Messages inside the Active tab require additional information from you. Once you respond to them, your accountant archives them.  All unseen messages automatically get a NEW or MORE INFO tag, so that you can always see which ones require your attention. To view a message and answer it, click on its title or on the RESPOND button. 

The following info is available in the  Messages section:

  • TITLE: The message’s name.
  • PROGRESS: The first figure shows the number of completed tasks (if any); the second, the total number of tasks in a message thread.
  • DATE CREATED: The date the message was added.
  • CREATOR: The name of the person who created the message.
  • LAST RESPONSE: The date or time of the last response to the message and who wrote it.
  • STATUS: If you have unread messaged in a thread, you’ll see a MORE INFO tag.

To find something quickly, you can sort the message list by title, date, creator, last response, and so on. Click the up-down arrow next to the column header to sort the list beneath it.

Managing Your Tasks

Within a message thread, your accountant might assign tasks—these will look like items on a to-do checklist. Your accountant can add tasks to a thread at any time. Once a task is completed, either you or your accountant can check the item off. 

You can check tasks right from the notification on your dashboard.

You can also track the tasks from all your messages threads on a single page. The tasks that refer to one message thread are always shown grouped together. The following information is available in the  Client Tasks subtab of the Messages tab:

  • TASKS: The task’s name.
  • TITLE: The message’s name. Click it to jump to the thread.
  • PROGRESS: The first figure shows the number of completed tasks; the second, the total number of tasks in a message thread.
  • DATE CREATED: The date or time the message was added.
  • CREATOR: The name of the person who created the message.
  • LAST RESPONSE: The date or time of the last response to the message and who wrote it.

By default, all tasks assigned to you are displayed. To view only the completed on uncompleted tasks, use the quick filter at the left. 

To search for a specific task, type a keyword in the search field, then press enter on your keyboard. The task list will be narrowed to your specifications.

You can also filter the list to see only messages containing completed/incompleted tasks or the messages created by a specific person:

1. Click on the  FILTER button.

2. Select one or two filters, then click on  APPLY.

The narrowed list will then appear.

Managing Files Within Messages

Within a message thread, your preparer can ask you to upload documents that are needed for tax preparation (e.g., Form W2, 1099-MISC, 1099-K, 1099-SA, etc.). The maximum upload file size allowed is 200 MB.

You can upload files from your computer or already on TaxDome. 

Click the ATTACH DOCUMENTS button, then select your preference:

  • Attaching files from TaxDome: Select From TaxDome, then click the folder and choose the file(s). You’ll be able to attach files from Client’s Docs.
  • Uploading files from your computer: Select From My Computer, then click on the ADD DOCUMENTS button and locate the file(s) you want to upload. 
  • Uploading whole folders: Select From My Computer, click on the ADD FOLDER button, then choose the folder. For more info about processing folders, go here
  • Uploading Zip archives: Select From My Computer, click on the ADD DOCUMENTS button, then locate the compressed file you want to upload. It will automatically unpack. Learn more about this here.

Deleting Documents

If you have uploaded the wrong document, you can easily remove it from the system by clicking the x icon located next to the file name. 

Viewing Documents

You can view any of the files that were uploaded to messages by you or your accountant: Click on  Firm Uploaded Files or Client Uploaded Documents to expand the file list, then click on the eye icon to open the document viewer. Click on Close to return to the messages screen.

Downloading Documents 

You can download any files that have been uploaded to messages by you or your accountant.

To download a file onto your computer or device:

1. Click on Firm Uploaded Files or Client Uploaded Documents to expand the files list, then click on the download icon. 

2. If prompted, choose where you would like to save the file, then click  Save.

3. When the download finishes, you will usually see it appear at the bottom of your browser window. Click on the file name to open the downloaded document (see How to Specify Where Files Are Downloaded for more information).