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Client Email Notifications from TaxFolder

Updated: 2022-03-15

TaxFolder automatically sends email notifications to your clients on your behalf. This topic explains the triggers, contents, and intended use of those emails.

Warning: Clients won’t get a reminder email if they ignore the email request.

From and Reply-to

By default, all emails are sent on behalf of the preparer and will show with the no-reply@taxfolder.com email address in the From line. If a client chooses to reply to one of these emails, it will use either the preparer or firm address, as set in TaxFolder Account settings.

  1. On the General Information page in Account Settings, you can choose whether the preparer or firm name displays as the sender.
    Preparer/Firm
  2. You can also direct replies to the preparer or firm. If you choose Firm, enter the email address for the firm here.
    Preparer / Firm

Personalizing Emails

Emails use variables to insert the preparer, client’s name, engagement name into the standardized TaxFolder emails and notifications. For some emails, you can modify the subject line and insert text into the body of the email before sending it.

Email Samples

This list explains the triggers, content and actions for each email sent from TaxFolder to your clients.

Add Client to TaxFolder (New User)

When you add a new client to TaxFolder who does not already have an activated TaxCycle account, the client receives an email asking them to Activate their account. (If they already received this email, they will receive the existing user email, below).


Trigger
Add a new client by making a request from TaxCycle or by adding a new client in the TaxFolder dashboard

You can disable the activation email in TaxFolder Notifications Settings in TaxFolder for all new clients. In TaxCycle, a check box in printer and pdf output options allows you to decide whether to Invite a new client to TaxFolder.

  • Check this box to send an email invitation to a new client, asking them to activate their new TaxFolder account.
  • Clear this box to prevent the email invitation and only send an email requesting signature or approval of a document.
  • This check box works together with a Notification Settings in TaxFolder. You must enable both for new clients to receive an email invitation to create an account in TaxFolder, triggered by a request from TaxCycle.

Taxcycle release notes screen capture


How to Resend
If the link has expired, your client can request a password reset to receive an email with a link to complete their account activation.


Subject
You're invited to TaxFolder


Body
This email uses a variable to insert the preparer’s full name as it is set in their TaxFolder account. Preparers can change their name in TaxFolder Account Settings.


Client Action
The client clicks the Activate your account button to set a password and sign in to TaxFolder.

Add Client to TaxFolder (Existing User)

When you add a new client to TaxFolder—whether or not they have already activated their TaxCycle Account—the client receives an email inviting them to use TaxFolder. A client may already have a TaxCycle Account because they were previously invited to TaxFolder by another preparer, or they were invited last year but they never activated their account.


Trigger
Add a new client by sending a document request from TaxCycle or by adding a new client in the TaxFolder dashboard.


How to Resend
Resend this email from the Client Dashboard in TaxFolder. Find the client and click Settings and select Resend Activation Email. This email is only sent if they have activated their TaxCycle Account.

Sign in to Taxfolder Email


Subject
You're Invited to TaxFolder


Body
This email uses a variable to insert the preparer’s full name as it is set in their TaxFolder account. Preparers can change their name in TaxFolder Account settings.


Client Action
The client clicks the Sign in to TaxFolder to go to the TaxFolder sign-in page where they enter their username and password.

If they can't remember their username or password—or they never activated their account—they can request a password reset from the sign-in page.

Request to Upload Documents

The request to Upload Documents is no longer sent by default. This can be managed in the add client/add engagement windows or from the print dialogue in TaxCycle. The customer can also now choose to disable the Client Portal document uploads for all clients or enable/disable for specific engagements.


Trigger
Create a new engagement in TaxFolder or send a document request from TaxCycle and ask a client to upload documents.


How to Resend
This email cannot be resent.

Upload Documents


Subject
{{preparerName}} needs your tax documents


Body
This email uses a variable to insert the preparer’s full name as it is set in their TaxFolder account. Preparers can change their name in TaxFolder Account Settings.


Client Action
The client clicks the Upload Documents button to sign in to the TaxFolder client portal.

Signature or Approval Request, Triggered from TaxCycle

When you request a signature or approval by printing from TaxCycle, the client receives an email prompting them to sign or approve a document. This can be managed in the add client/add engagement windows or from the print dialogue in TaxCycle. The customer can also now choose to disable the Client Portal document uploads for all clients or enable/disable for specific engagements.


Trigger
Request a signature or approval by using the Print/PDF process in TaxCycle.


How to Resend
Open the form or letter in TaxCycle. In the blue bar at the top of the form, click the Resend link. Or, resend the request from the engagement in TaxFolder. See the Resend the TaxFolder Signature Request Email help topic for details.

review document


Subject
The subject of the email comes from the email cover letter template you choose in the TaxCycle print dialogue.

Edit the subject by cloning the template and changing the subject field in the template properties. See the Email Templates help topic.


Body
The text at the start of the email is replaced by the body from the email cover letter template you choose in TaxCycle.

TaxCycle comes with email templates for various forms and returns requiring a signature. You can clone and edit an existing email template or create your own.


Client Action
The client clicks the Review Document button to verify their identity before signing or approving the document.

Signature or Approval Request, Triggered from TaxFolder

When you request a signature or approval from the client engagement in TaxFolder, the client receives an email prompting them to sign or approve a document. This email is similar but not identical to the email sent when you use TaxCycle to make this request.


Trigger
Create a new approval request in the TaxFolder Client Dashboard.


How to Resend
Resend the request from the engagement in TaxFolder. See the Resend the TaxFolder Signature Request Email help topic.

Review document


Subject
Enter the Subject line when you make the request in TaxFolder.


Body
Type a Message to the recipient when you make the request in TaxFolder. This text is inserted under the dark blue box in the email.


Client Action
The client clicks the Review Document button to verify their identity before signing or approving the document.

View Signed Document

After signing a document, your client receives an email with a link to download and view the signed document.


Trigger
The client signs or approves a document.


How to Resend
This email cannot be resent.

View Signed Document


Subject
A signed document is ready on TaxFolder.com!


Body
You cannot modify the body of this email. The original message from the signature/approval request appears under the dark blue box in the email.


Client Action
The client clicks the View Signed Document to verify their identity before opening or downloading the document.

Document Uploaded

The client receives this email when you share Final Copies of documents from TaxCycle, or if you manually upload documents to the TaxFolder Preparer Files section of a client engagement and include a link to the TaxFolder client portal where they can view and download the shared documents.


Trigger
Share documents when printing from TaxCycle OR upload documents to the TaxFolder engagement in the Client Dashboard


How to Resend
When you share or upload additional documents within the same sign-in session, TaxFolder only sends one email. Sign out and in again before uploading another document to trigger a new email to notify the client

Final Copies


Subject
Preparer documents have been shared with you on TaxFolder.com!


Body
The name of the preparer assigned to the engagement and the engagement title will be inserted into the notification template.


Client Action
The client clicks the Sign in to TaxFolder to go to the Sign-in screen for www.taxfolder.com and enter their username and password before being redirected to the client portal.

Engagement Complete

When the preparer marks the engagement status as complete, the client receives an email notification.


Trigger
Complete the engagement in TaxFolder. See the Managing Engagements in TaxFolder help topic.

You can choose whether to send this email on the Notification Settings page in Account Settings.


How to Resend
There is no way to resend this email unless you reopen the engagement and complete the engagement again.

Your engagement is complete


Subject
Your engagement for {{year}} has been completed.


Body
The company name and the year for the engagement are inserted into the template.


Client Action
client clicks the Sign in to TaxFolder to go to www.taxfolder.com and enter their username and password before being redirected to the client portal.