Adding or modifying client letters in Data Mining

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Data Mining enables you to print a customized letter for each client who passed the most recent search. When you click the Compose Client Letters button in the Print Selection and Client Search dialog, the Data Mining Letters dialog opens. In this dialog, you can select create a new Data Mining letter or open an existing letter for editing. After making a selection, the UltraTax CS Document Editing window opens. In this window, you can create and format client letters, as well as insert a wide range of calculated values and input screen fields as letter variables.

You can select Data Mining letters to print in the same manner that you select reports to print; choose a search and select documents to print. When client letters created in Data Mining are printed, the variables you inserted into the letter are replaced with client-specific information that transferred from the information you entered in UltraTax CS.

Follow these steps to compose custom client letters. Note that Data Mining can retain up to 99 letters at any time.

  1. In the Data Mining window, select the database to work in from the Client database drop-down list, and then click the Continue (Step 2) button.
  2. In the Print Selection and Client Search dialog, click the Compose Client Letters button to open the Data Mining Letters dialog and the Document Editing window.
  3. Select a product from the Product drop-down list.
  4. Do one of the following:
    • To add a new letter: Click the New button. In the New Document dialog, enter a name in the Document name field and format the following items. When you are finished, click OK.
      • Header - Click the desired options in the Header / Footer group box for the first page and subsequent pages of the document.
      • Footer - Mark the desired checkboxes in the Header / Footer group box for the first page and subsequent pages of the document.
      • Border - Select the desired document border from the Border drop-down list.
    • To modify an existing letter: Highlight the name of the letter in the Data Mining Letters dialog and click the Open button. Modified documents will have an X in the Edited column to indicate that they have changed.

    Notes

    • You can change header, footer, and border settings from within the Document Editing window. To do so, choose Document > Properties.
    • You cannot edit header or footer text while in Data Mining. To edit headers and footers, access the Document Editing window from within UltraTax CS. Changes you make to headers and footers from within UltraTax CS apply to client letters created in Data Mining.
  5. Compose the new letter or modify the existing letter in the Document Editing window.
  6. To insert values calculated by UltraTax CS or taken directly from an input screen field, position the cursor where you want to insert the value, choose Insert > Variable, and select the desired variables.
  7. To insert embedded content, special characters, manual page breaksbitmap images, or Electronic Signature information, position the cursor where you want to insert the item, then choose the appropriate command from the Insert menu.
  8. To format text, highlight the text to be formatted and choose one of the following commands from the Format menu.
    • Font - This command opens the Font dialog, where you can select a font, font size, and font style.
    • Paragraph - This command opens the Paragraph Layout dialog, where you can select indentation and alignment for the current paragraph.
    • Tabs - This command opens the Tabs dialog, where you can add, delete, and clear tabs.
    • Print If - This command opens the Print If dialog, where you can select calculated values, input screens, or search name criteria as print if conditions.
  9. Choose Document > Save to save the document.
Notes
  • To preview the document, choose Document > Preview.
  • To print a copy of the document as it appears on screen, choose Document > Print, or if you are previewing the document, click the Print one page Print One Page button button to print the current page or the Print all Print All button button to print the entire report.

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