Labeling, sorting, and extracting tax-source document data

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The FileCabinet CS source-document processing features use OCR (Optical Character Recognition) technology to identify and extract data from tax-source documents that have been scanned into FileCabinet CS. The extracted data can then be used to automatically populate applicable fields for the corresponding 1040 client in UltraTax CS using the UltraTax CS Source Data Entry utility.

Extract tax-source data

Follow these steps to extract tax-source data from your documents using the FileCabinet CS source-document processing features.

You must set the scan resolution in your scanner application to 400 DPI, black and white, when scanning documents for source-document processing. If you must use color or grayscale image modes, set your scanner resolution to 300 DPI and use the lowest color depth, 8 bit, instead of 24 bit. Color and grayscale images produce file sizes 10 to 20 times larger than black and white images.

  1. Scan tax-source documents into FileCabinet CS as a single image group.
  2. In the Scan Pages dialog, mark the Include in transfer to Source Document Processing (OCR) for data extraction and page naming checkbox.

    Note: You can also designate image groups for source-document processing by marking this checkbox in the Image > Image group or Edit > Document Properties dialogs, or you can right-click an image group in the Folders window and choose Include in Source Document Processing from the context menu.

  3. Choose File > Source Document Processing.


    • You can also open CS Connect and choose Select Drawers under the OCR checkbox. You don't need to manually select drawers if the Setup > System Configuration > CS Connect + Misc > Enable automatic transmission checkbox is marked.
    • If you would like Thomson Reuters to sort your documents into a logical order when processing, choose Setup > System Configuration > Source Document Module (OCR) and click the Automatically sequence pages identified by the Source Document Module option. You can also modify the order from the default Thomson Reuters order, to better match your firm's internal processes, if desired. This option can be marked either before or after transmitting the documents to our servers.
  4. In the Source Document Processing dialog, highlight drawers that contain documents you want to transfer for source-document processing and click the Select button to move them to the right pane, or click the Select All button to select all drawers currently available in the Drawers available list.
  5. Click the Connect button.
  6. In the CS Connect dialog, click the Call Now button. Note that the Transmit to Source Document Processing checkbox has been marked automatically.
  7. Click the Close button to close the Call Summary and Online Status dialogs.
  8. Choose File > CS Connect and mark the Retrieve from Source Document Processing checkbox.


    • The average turnaround time is between 5 and 10 minutes depending on the complexity and number of pages.  We do not guarantee a turnaround time.
    • When an image group is transferred for source-document processing, its Folders window icon includes a red exclamation point, prior to retrieval.
    • Icons for Image groups that have been processed include a pink exclamation point in the watch window.
    • When an image group with retrieved data is selected in the Folders window, the page names that appear in the Page title field of the FileCabinet CS toolbar are preceded by pink squares.
  9. Verify that the extracted data was named correctly by selecting the image group containing retrieved data in the Folders window, choosing Image > Image Groups, and verifying that the correct form names appear in the Image names pane.
  10. Click the Done button to close the Image Groups dialog and, with the image group still selected in the Folders window, click the Source data entry button in the FileCabinet CS toolbar to open the UltraTax CS Source Data Entry utility.
  11. For each image in the image group, compare the source data in the UltraTax CS Source Data Entry window with the original tax-source document in the FileCabinet CS Watch window. Make corrections in the UltraTax CS Source Data Entry window as needed, accept or reject the extracted data, and export accepted data to UltraTax CS.

    Note: If you view a document in FileCabinet CS at the same time you have the UltraTax CS Source Data Entry utility open and are viewing the retrieved data, the data is highlighted in yellow in FileCabinet CS for the active field in the UltraTax CS Source Data Entry utility.

    The UltraTax CS data sharing feature must be turned on. When you open the corresponding client in UltraTax the data sharing feature is used to accept the extracted data that was verified in Source Data Entry.

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