Get the answers your staff needs to easily integrate GoFileRoom into their work
routine using these helpful FAQs. We also offer comprehensive consulting services to ensure that your GoFileRoom
implementation runs smoothly and that you are taking full advantage of this powerful
document management and workflow system.
Question: How do I store electronic workpaper documents,
such as Word or Excel® files?
Answer: When storing electronic documents in GoFileRoom (Word or Excel), it is recommended to maintain them in their native format. Using the GoFileRoom Office Integration feature you can maintain versions of the document. By storing Word/Excel documents directly in GoFileRoom you can maintain scanned images, electronic documents, etc. in one central repository. To store the final archive of the Word/Excel document, create a PDF version of the document using the Print to GoFileRoom driver.
For non-Office documents, there are many options.
Add File Link
GoFileRoom provides a service called Add File Link. With this service, users can link to documents stored on the firm's common network drive. Note: Documents linked to GoFileRoom do not follow Record Retention policy and if users 'link' to files on their workstation hard drives, others will not
have access via GoFileRoom.
Control Panel Profiles
It’s quick and easy to create a ControlPanel profile and add the shortcut to your desktop, allowing you to drag and drop files to the shortcut and upload them to GoFileRoom. Each ControlPanel profile contains a drawer and index information.
To add a profile:
- Click the Windows Start button and choose All Programs > GoFileRoom > GoFileRoom ControlPanel.
- In the ControlPanel window, click the New Profile button. GoFileRoom creates a temporary profile named [NEW PROFILE].
- Select a drawer from the Drawer drop-down list.
- Enter or select indexes for the profile from the remaining fields in the ControlPanel window.
- Save changes by clicking the Save Profile button.
To create a profile shortcut on your desktop, click the Create Desktop Shortcut button. A window will open to confirm that a profile shortcut was successfully created.
Using this method also allows you to view documents filed under the same index as the profile created, and for direct integration with Microsoft Outlook.
Printing to GoFileRoom
Once you have installed the GoFileRoom print driver, you can print text-searchable PDFs directly to GoFileRoom.
Question: Why are some index fields blue and some white?
Answer: Blue fields indicate required fields. White fields indicate
optional fields. Selection of files section and document types will automatically change
required fields to that value.
Note: In order to add documents to GoFileRoom, all required fields should
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Working with Documents/Online Review
Question: How do I annotate documents?
Answer: PDF documents can be annotated using the following
Adobe® features in GoFileRoom:
You can type in notes specific to page.
You can use this feature to circle or
Enables you to highlight questionable
You can use this feature to indicate
approved or completed items.
You will be allowed to see listings of
annotations in documents. This is useful for jumping to a specific annotation.
Note: GoFileRoom offers extensive Adobe Online Review training.
Question: Are annotations permanent on the document?
Answer: Annotations are not permanent on a PDF document; they are a
part of your file, but can be removed from the document. It is recommended that you use
annotations when the comment needs to be part of the permanent file.
Before printing the document to paper, determine whether annotations are desired on
the paper copy. Comments and annotations can be filtered out of the print job.
Note: You will be prompted to save annotations during closing of the
document, or they will be automatically saved during synchronization in GoFileRoom.
You are permitted to delete your own annotations.
Question: Where do I store review and permanent notes?
Answer: With FirmFlow, the notes tab may be used to store review
and permanent notes. These notes can be maintained and marked as closed. When the
workflow is routed to the completed step, it is recommended to have the Review Notes
automatically deleted by GoFileRoom.
If you are not using FirmFlow, it is recommended to use a Word document to store
review and permanent notes.
Question: How do I remove review and permanent notes?
Answer: If you are using FirmFlow, notes can be manually deleted
from the notes tab by users with delete privileges, or FirmFlow may be configured to
delete them automatically when the Workflow is marked completed or rolled forward.
If you are not using FirmFlow, the Word document (containing review and permanent
notes) can be deleted upon completion of a Tax Return.
Note: The user must have delete privileges or route the document to an
administrator for deletion.
Question: Can I turn off annotations when printing?
Answer: Yes, before selecting print, set the properties of the
print dialogue box to only print the document. Annotations can be turned on or off
during printing from the dropdown list in the print dialog box.
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Searching for Documents
Question: Why does the lookup list on the Search page not
contain all of the Client Names and Client Numbers like the list on the Add page?
Answer: The lookup list on the Search page contains a list of
only those clients who have documents stored under their Client Names. If a client
does not have a document stored in GoFileRoom, the Client Name and Number will
only exist on the lookup list of the Add page.
Question: What is a wildcard search? How do I use it?
Answer: An asterisk (*) can be used to perform a wildcard search.
It can be used as a substitute for information that you do not know.
All results starting with the letters 'sm'.
All results that end with 'th'.
All results that have 'mit' anywhere in the
Results such as 'smith' or 'smyth'.
Question: How do I use the full text search?
Answer: This is used to search for text contained within the
document. A user can enter values in one or more index fields. In the Text Search
area, a user can select the following query types from a drop down menu:
This will search for all words/phrases entered
in the text field.
This will search for either (or all) of the
words/phrases entered in the text fields.
This will search for one particular
word/phrase entered in the text field.
Note: A drawer must be configured for Text Searching before this feature
can be used. For faster Text Searches, several indexes should be used.
Using wildcard (*) is prohibited with Text Searching.
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Question: What is a workflow? When do I use multiple
Answer: Workflows store a collection of forms with a common due
date. A workflow represents a project, or task, and is used for due date monitoring.
It is good practice to store forms of different due dates in separate workflows. If
a form is extended that has a different due date from the rest of the group, it is
recommended that you create a new workflow and move the extended form to the new
Question: Are the forms in the folder the actual tax
forms from my tax software?
Answer: The forms in the folder are place holders that represent
tax forms for due date monitoring purposes. The actual form is in your tax software.
It is the firm's responsibility to maintain the accuracy of the FirmFlow forms list.
Question: How do I track my staff workload?
Answer: A FirmFlow Work-in-Progress Report By User is generated
in the report section in GoFileRoom. This report will allow you to enter
criteria to display a summary of FirmFlow folders by workflow step and user.
Note: To access the report in GoFileRoom go to the FirmFlow Reports icon, select Options in the drop down list, select Standard Reports, and choose WIP DETAILS (BY USER). You can then filter the results using search index fields and clicking the Search button.
Question: How do I pre-assign steps to users?
Option 1: Use routing tab
When a folder is created in FirmFlow, the routing tab will allow you to assign steps
to each user/group, provided that you have the necessary rights.
Option 2: Use bulk import spreadsheet
Use the bulk import spreadsheet to assign users/groups to each record in the tax
Note: When using rollover, old forms and assignations may remain; changes can be made to assignments during rollover.
Question: Can I assign steps to groups instead of
Answer: Yes, FirmFlow allows you to assign workflow steps to a
group/pool instead of individual members of FirmFlow. For example: A folder in
Preparation step can be assigned to a group called 'Prep Pool'. Individuals
responsible for this part of the Tax Preparation process will access the folders
assigned to this group and route them to themselves using the route feature in
Note: To access folders assigned to a group:
- Select the group from the drop down value, Assigned To: on the My Work page.
- Choose a folder you want to work on from the list of folders.
- Check the check box on the left of the folder; right-click.
- Choose the route option, and route the folder to yourself.
Question: How are folders created?
Answer: There are 2 methods by which folders can be created in
- Creation of Individual Folders: This method allows a user with the
appropriate rights to create FirmFlow folders one at a time.
- Bulk Creation of Folders: This method allows a GoFileRoom administrator
to create multiple folders at a time by uploading an Excel spreadsheet to
Question: What if I have a form that is not in the
list of standard forms?
Answer: The FirmFlow Forms Administrator of your firm will be
able to add the form to the standard list.
Question: Are checklists required for processing tax
Answer: Configuring a checklist is not required. If your firm
uses a checklist, it is recommended to continue using the checklist in FirmFlow.
Question: Who can mark a note closed?
Answer: Any FirmFlow user can mark a note closed.
Note: The audit feature will capture the user who marked the note
closed, as well as the date and time the note was marked closed.
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Question: Can scanners scan in duplex mode?
Answer: Most production level scanners are equipped with current
technology to scan in duplex mode. Please refer to your scanner's user manual for
duplex mode scanning capabilities. If you have questions regarding your scanner
please contact our Support Team at CS.Support@ThomsonReuters.com.
Question: How do I remove black borders from my
Answer: Scanned images should not contain black borders. Black
borders are generated by some scanner drivers. VRS image enhancement software called
Virtual Rescan Software will remove these black borders from scanned images. Contact
our Support Team (CS.Support@ThomsonReuters.com)
to verify that your scanner supports VRS technology.
Question: How do I ensure that all documents are
Answer: Following proper scanning procedures will ensure that
all documents have been successfully scanned. It is recommended that you count pages
prior to scanning so that you will have an accurate count of the physical pages of a
document. Comparing the number of physical pages to the page count displayed in the
scanning software (e.g. ScanFlow) will ensure that all pages have been scanned.
Note: It is also recommended that you maintain a count of the documents
Question: What is the recommended workspace
configuration for scan stations?
Answer: Scanner workspace should have desk space available on
either side of the scanner. One side should be used for prepping of documents prior
to scanning. The other side should be used for post-scanning grouping of documents.
Place a scanning inbox (and outbox) near the scan station to drop off documents to
Question: Can I scan using multi-functional devices
such as the Canon® Image Runner?
Answer: Multi-purpose scanner devices are good for backup
scanning capacity or 'one-off' scanning; however, a dedicated high-speed scanner
will achieve optimal results for batch scanning. You can use our CopyFlow software,
which allows you to use a multi-purpose scanner to scan an organized bar-coded
document one at a time. The software will automatically upload the document to
Note: Quality control is performed post-upload to GoFileRoom.
Question: Do I need to barcode all documents for
Answer: Barcodes are only required for capturing paper
documents in a centralized batch scanning process. Knowledge workers should index
documents and create Barcode Cover pages for scanning. ScanFlow, the scanning
software (operated by a Scan Operator), reads the barcode and files the documents
correctly in GoFileRoom. It is most efficient to use Barcode Cover pages with
centralized scanning procedures.
Question: What are the recommended scanner settings?
Answer: GoFileRoom recommends:
- Without VRS: 240 - 300 dpi
- With VRS: 240 dpi
- Set paper size for the largest size your scanner is capable of handling (e.g.
legal)—ensure auto page orientation is selected
- Black and white
Question: Do I need to scan legal and landscape pages
Answer: Most production level scanners are equipped with current
technology to auto-detect and capture multiple page lengths. Please refer to your
scanner's user manual for auto page length detection capabilities. If you have
questions regarding your scanner please contact our Support Team at CS.Support@ThomsonReuters.com.
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Question: How often does the system force
Answer: Your GoFileRoom systems administrators can set
policies to enforce system password changes. When the security policy is configured
in GoFileRoom, the system will automatically prompt users to change their
password. We recommend resetting passwords every 30 days.
Question: How do I restore a disabled user account?
Answer: To restore a disabled account in GoFileRoom you must
be a member of the Administrator group or have Manage Users/Group permission given
- From the main FileRoom page, select Administration, then Manage Users & Groups, and click on Users
- Deselect the Active checkbox to get the list of inactive users
- Select the User from the drop down list
- Deselect the Disable User/Comments checkbox of the user you want to restore
from the list
- Enter a new 'temporary' Password for the user, then re-enter in the Verify
- Select the User Must Change Password at Next Logon checkbox
- Click the Save button at the bottom of the page
Question: Should I apply security rules at a group or
Answer: Determining your security level in GoFileRoom depends
on whether you want to give security to a user or to a group. It is recommended to
use group-level security to minimize the number of security profiles to manage.
Question: Can I make certain documents read-only?
Answer: You can configure group/user security rules for
'read-only' access to documents based on specific index values or Archive the
Question: What rights do the system groups have in
Scan Operator: Users
belonging to this group will have access to the Document Tracking report. They will
be able to print out barcodes generated by every user in the firm.
FirmFlow User: Users belonging to this group will have
access to the FirmFlow module in GoFileRoom. However, a license is required.
Administrator: Users belonging to this group will have
access to the Administration module in GoFileRoom.
Records Manager: Users belonging to this group will
have access to the Manage RecordsFlow tab within the Administration module. This
permits the user to manage the Recycle Bin and the firm's Purge and Archive Policies.
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