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Folder options

Updated: 2017-09-25

Configure the location of client tax return files as well as other settings files used by TaxCycle. These options appear under the Files and folders section in Options.

Video: Magic folder options

Learn an easier way to configure the default folders for saving your client files.


Click a timestamp below to jump to a topic:

  • Use variables to create a default folder structure  (2:06)
  • Automatically create folders by client name, year, and more  (3:56)
  • Configure exceptions to allow for custom folder paths  (7:25)

Presented by Andrew Little
Date of broadcast: Wednesday, October 4, 2017

Magic folders for client files

Instead of setting a folder for each module and year of tax returns, use variables to define a folder structure for all years and modules of your client tax return files. TaxCycle then uses this format as the location to save new files, to find prior-year returns when carrying forward, and to suggest folders monitored in the Client Manager.

  1. From the Start screen, click Options in the blue bar on the left side. If you have a file open, go to the File menu, then click Options
  2. On the left, expand Files and folders, then click on Client Folders.
  3. In the Folder structure field, enter a path with variables to define a hierarchy and naming convention for your folders. Use a backslash to separate parent from child folders.
  4. On first install, this path points to your Windows® Documents folder and organizes the folders by return type and year: C:\Users\{WindowsUserName}\Documents\TaxCycle Files\{ReturnType}\{ReturnYear} (See "Sample folder structure," below, for examples on how to configure for servers, network attached storage devices and file sharing services.)
  5. Your path can include any items from the list of Available variables. Variables must be enclosed in single braces { } (curly brackets). See "Available variables," below.
  6. An example of your proposed folder structure appears under the field to help you see the results of the variables. If you have a file open, it uses the data from that file to show a preview.
  7. Check Create new folders as required when saving a file to automatically build the folder structure as you save tax returns (this is the magic part!) If the folder already exists because it was previously created, TaxCycle uses the structure to suggest the location for saving your file rather than creating the folder.
  8. Click Preview all folders to see a list of folders that would be created using this structure. See "Preview folder," below. 
  9. Scroll down to add any Exceptions to the folder structure. See "Exceptions," below.

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Available variables

Utilisez these variables to create a folder path.

Variable Description Sample output
{Name} Client name or company name Paul Marchand
{First Name} Client's first name Paul
{Initial} Client's initial J
{LastName} Client's last name Marchand
{ClientReference} Client Id from the Engagement worksheet.  
{FilingCabinet} First letter(s) of last name or corporation M
{HouseholdName} Household name Marchand, Paul & Tremblay, Pauline
{FamilyName} Family name The Paul Marchand Family
{SuggestedFileName} Suggested file name based on TaxCycle options 2018 Marchand, Paul & Tremblay, Pauline
{ReturnId} Return Id from the Engagement worksheet.  
{ReturnType} Tax return type. T1
{ReturnPurpose} Tax return purpose from the Info worksheet. Filing
{ReturnYear} Tax return year. 2018
{ReturnYearShort} Tax return year in two digits. 18
{ModuleYear} The year of the TaxCycle module. 2018
{ModuleYearShort} The year of the TaxCycle module in two digits. 18
{WindowsUserName} Windows user name of the current user. Elizabeth

Sample folder structures

For files stored on a local computer, in a folder that is not shared with others, use a drive letter in the path:
C:\server\Tax Returns\{ReturnType}\{ReturnYear}
For files stored on a server that is shared with everyone in the office, use the server name, preceded by two backslashes:
\\server\Tax Returns\{ReturnType}\{ReturnYear}
For files stored on a NAS (network attached storage) device, use the device name, preceded by two backslashes:
\\storagedevice\Tax Returns\{ReturnType}\{ReturnYear}
For files stored in OneDrive and where the folder structure is shared with others using Options Profiles, use the {WindowsUserName} variable to point everyone to the same folder on their computer. Each person then saves files to the OneDrive folder on their computer which is then synchronized:
C:\Users\{WindowsUserName}\OneDrive\Tax Returns\{ReturnType}\{ReturnYear}
For files stored in Dropbox and where the folder structure is shared with others using Options Profiles, use the {WindowsUserName} variable to point everyone to the same folder on their computer. Each person then saves files to the Dropbox folder on their computer which is then synchronized:
C:\Users\{WindowsUserName}\Dropbox\Tax Returns\{ReturnType}\{ReturnYear}
To save returns by client name, then by year, then by type, so that it works for both T1 and T2 returns:
\\server\Tax Returns\{Name}\{ReturnYear}\{ReturnType}

Preview folder structure

  1. Click Preview folders to see a list of folders that could be created using the variables in the folder structure. (Providing you selected the option to Create new folders as required when saving a file. See above.)
  2. This list also includes any exceptions. See "Exceptions" below.
  3. Click the Create missing folders button to create any folders that are missing.
  4. Click the Share all folders button to share all existing folders using Windows® file sharing.
  5. Click a column heading in the list to sort the list based on the entries in that column. Click again to sort in the opposite direction.
  6. If a folder does not exist, click the Create link to place that folder on the file system.
  7. Click View files to open the folder in Windows® Explorer.
  8. Click Share to share the folder on your office network.
  9. Click Remove to delete an entry from the list.

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Exceptions

If you need to point a year and type of tax return to a different location, create an exception. These override the "magic" folder structure set using variables:

  1. Scroll down to the Exceptions heading.
  2. Select a module and year.
  3. Click the Browse button to point to the folder where files will be saved. Or, type a path. (Advanced tip: you can use the same variables as for the folder structure in this field as well.)
  4. Click Add to add the folder to the list.
  5. Click a column heading in the list to sort the list based on the entries in that column. Click again to sort in the opposite direction.
  6. Click Remove to delete an entry from the list.
  7. Click Share to share the folder on your office network.
  8. Click View files to open the folder in Windows Explorer.
  9. If you create an entry and the folder does not exist, click the Create link to make the folder.
  10. Click Remove all to clear the list of exceptions.

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Common Folders

The Common Folders page in options allows you to configure where settings are stored for features in TaxCycle:

  1. From the Start screen, click Options in the blue bar on the left side. If you have a file open, go to the File menu, then click Options
  2. On the left, expand Files and folders, then click on Common Folders.
  3. Scroll down to see the list of folders you can define, including folders that store:
  4. Click View user window settings to open the file where window position and layout is saved.

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File Settings

The File Settings page in options allows you to configure assorted settings related to files:

  1. From the Start screen, click Options in the blue bar on the left side. If you have a file open, go to the File menu, then click Options
  2. On the left, expand Files and folders, then click on File Settings.
  3. Check Allow Passwords to set passwords on files. See the Password protection help topic.
  4. Check Use File Verification to have TaxCycle read the file back to ensure files are saved correctly. (Useful in some network configurations.
  5. Check Include VisualTax™ files in carry forward dialogs if you intend to carry forward files from VisualTax™. See the Carry forward returns help topic.
  6. Check Show DT Max carryforward menu items if you intend to carry forward files from DT Max®. See the DT Max® carryforward help topic.
  7. Click the button to Associate TaxCycle files with Windows®. This is usually only required if this association does not happen when you install TaxCycle.

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