Sending a PDF Business Organizer to your office via email

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New (tax) year, new help!

Fixed Assets and UltraTax CS 2023 help is now on Help and Support. We're still moving articles, but you can find most content for the 2023 tax year there. Continue using the Help & How-To Center for tax years 2022 and older.

Before you send PDF Business Organizers and Excel files to your clients via email, we recommend that you send a PDF and Excel file 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.

    Note: UltraTax CS copies the email addresses you entered in the Email Address field in the Client Communications dialog to the Email address field 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 Messaging Application Programming Interface (MAPI).
    • Click the Email PDF / XLS option if your email application supports MAPI.
    • Click the PDF / XLS 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 / XLS 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.
  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 Business Organizer for Tax Year 2022 for [client name]" appears in your Inbox, just as it will for your client. The email includes attached files named ClientID.PDF and ClientID.XLS (if applicable). You will be prompted to enter a password when you open the files(s). After you open the attachment(s), you can print the PDF, complete the organizer questionnaire, and include notes and questions. You can also view the content of the Excel spreadsheet.


  • If the client ID contains nine digits, it is assumed to be a taxpayer identification number, so the PDF and XLS attachment filenames are automatically changed for security reasons. The attached file is named <####>_<xxxx>.PDF (or <####>_<xxxx>.XLS), where <####> is the last four digits of the nine digits assumed to be the TIN and <xxxx> is the first four characters of the client name. For example, if you use client ID 12-3456789 for your client, John Smith Industries, the attachment filename would be 6789_SMIT.PDF (or 6789.XLS).
  • To change the default filenames that UltraTax CS assigns to the organizer PDF and XLS files, click the PDF File Options button in the Setup > Office Configuration > Print Options tab and use the PDF File Options dialog to select and re-order the elements that comprise the filenames.

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