Sending a PDF organizer to your office via email

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Before you send PDF organizers to your clients via email, we recommended that you send a PDF organizer to your office via email so you can acquaint yourself with the process.

  1. Choose Setup > Client Communications.
  2. In the Email Address field, enter your email address in either the test client or an actual client whose organizer you plan to email to your office. By default, UltraTax CS will use the taxpayer's email address as indicated by the Tp in the first column of the Email Address field. Select Sp from the drop-down list in the Email Address field to enter your email address as the spouse email address.


    • If you entered your email as the spouse's email address, be sure to select Spouse from the Email To drop-down list on the Client Communications dialog. By default, UltraTax CS uses the taxpayer email address unless otherwise specified.
    • UltraTax CS copies the email addresses you entered in the Email Address field in the Client Communications dialog to the Taxpayer email address and Spouse email address fields in Screen Contact and vice versa.
  3. Enter your firm's email address in the Firm email address field.
  4. Click OK to close the Client Communications dialog.
  5. Choose File > Print Organizers to open the Print Organizers dialog.
  6. In the Print what group box, your selection will depend on whether your email supports MAPI.
    • Click the Email PDF option if your email application supports MAPI.
    • Click the PDF to File in option to create a PDF of the organizer package and save it to a specified location on your hard drive. You should use this option if your email application does not support MAPI, so that the PDF of the organizer package can be manually attached to an email message.
  7. If you clicked the PDF to File in option, click the Browse button Browse button to specify a location to save the PDF other than the default directory (My Documents). In the Modify Location dialog, select the desired location and click OK. Mark the Password protect files checkbox to assign a password to the PDF.
  8. In the Print Organizers dialog, click the Clients button to open the Select Clients to Print dialog and select the client to whom you want to email a PDF organizer.
  9. Click OK to close the Select Clients to Print dialog, and then click the Email button.

An email with the subject line "Electronic Client Organizer for Tax Year [YYYY] for [client name]" appears in your Inbox, just as it will for your client. The email contains an attached file named ClientID.PDF and you may be prompted to enter a password when you open it. After you open the attachment, you can print the PDF and write in new data, make edits to proforma'd data, complete the organizer questionnaire, and include notes and questions.

Note: If the client ID contains nine digits, it is assumed to be a Social Security Number, so the PDF attachment filename is automatically changed for security reasons. The attached file is named <####>_<xxxx>.PDF, where <####> is the last four digits of the nine digits assumed to be the SSN and <xxxx> is the first four characters of the client last name. For example, if you use client ID 123-45-6789 for your client, John Smith, the attachment filename would be 6789_Smit.PDF. If the Use client ID as the PDF copy name checkbox is marked on the Security tab of the Security Configuration dialog found in Setup > Security, the PDF name for John Smith in this example would be 123456789_2018_Organizer.pdf.

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