Data Mining is a versatile feature that enables you to query your firm's UltraTax CS databases for specific data and client characteristics. When you use Data Mining, you can easily identify your client's tax accounting needs, pinpoint tax savings opportunities for your clients, prepare estimate reminder letters, and target communications with your clients.
To start, choose Utilities > Data Mining from within UltraTax CS. A wizard will guide you through the data mining search process.
First, you must decide what you want to produce from your search: reports and/or letters, mailing labels, or export reports. Then, you must select the criteria (such as values calculated by UltraTax CS, entries in specific input screens, statement dialog fields, and forms produced within the tax return) by which you want to search a specific application database. Then, Data Mining returns results that include all clients whose data meets the selected criteria.
After you review the search results, you can use the information in a variety of ways.
The complete Data Mining process
Use these key questions and examples to help as you plan your search.
Tip: Keep your searches simple, using as few criteria as possible to target the clients you want to find. Fewer clients will pass the search with each criterion you add. Also, very complex searches may yield results that are difficult to analyze.
UltraTax CS federal applications for which you are licensed appear as available databases in the Client Database drop-down list. To access a database in the Data Mining window, select the appropriate client database from the drop-down list. Data Mining defaults to the database you worked in last. Always make sure you have selected the correct database before beginning Data Mining tasks.
Note: Only one user can search an entity in the same database at the same time. Use the drop-down list to select an entity to search. If you have a network license and another user is using the selected database, Data Mining will default to the next available database. To see who is using the database, click the selected database in the drop-down list and Data Mining displays the user's network identification.
After you select the client database in the Data Mining window and click the Continue (Step 2) button, you must decide what you want to produce from your search: reports and/or letters, mailing labels, or exported reports.
The reports and letters that are available in the Print Selection and Client Search dialog include the predefined reports and letters provided with Data Mining, as well as any custom reports and letters that you or someone in your firm created or proforma'd. If the reports or letters listed in the Print selection group box of the Print Selection and Client Search dialog do not meet your needs, you can add new reports or letters, or modify existing reports or letters. Data Mining can retain up to 99 letters and an unlimited number of reports at any one time.
You can create simple or complex searches. For a simple search, you can choose just one criterion in which to search. In order to create a complex search, you need to create a search formula. To do so, select multiple criteria using AND/OR relationships. You can modify your search formula, by adding/modifying criteria or deleting criteria.
Data Mining has many predefined search criteria that you can use to create a search formula. Although predefined search criteria cannot be modified, you can add new criteria or modify criteria that you previously created. When you add new criteria, you can choose from among the following types of information.
- Forms criteria — Forms associated with client returns. Data Mining can search for clients for whom a specific form or schedule was prepared or for whom a specific form or schedule was not prepared. You do not edit forms criteria, just select them as you build or modify a search.
- Calculated values criteria — Values such as amounts, numbers, or dates that are calculated by UltraTax CS. You can modify any user-created calculated value criterion, which are listed in the Add/Modify Search Criteria dialog, by specifying a number, a range of numbers, or a month that Data Mining will use in a search.
Note: Forms criteria and calculated values criteria are available only for clients whose returns have been calculated.
- Input screen field criteria — Data entered in input screen and statement fields. For any input screen or statement field that you add to the Available criteria list in the Add/Modify Search Criteria dialog, you can define the acceptable data entries that Data Mining will use in a search.
- State Attachment — Data Mining can search for clients for whom a specific state is attached or not attached. (Available only when a State is selected from the Product drop-down menu.)
- Return type criteria — Return types associated with client returns. Data Mining can search for clients for whom a specific return type was prepared. (Available only when Federal is selected from the Product drop-down menu.)
- Client status criteria — Client status events associated with client returns. Data Mining can search for clients for whom a specific status event was logged at any time, or is the current status, or for whom a specific status event was not logged. (Available only when Federal is selected from the Product drop-down menu.)
After you select the search you want to perform and click the Continue (Step 3) button in the Print Selection and Client Search dialog, Data Mining performs the search and displays the Print dialog where you can review the results in the Search Results dialog. In addition, you can use the Print dialog to print the selected reports and/or letters for all clients who passed the search, create Web / eSignatures (for certain letters), or you can send the selected letters via email to all clients who passed the search.
Note: If no clients passed the search, the Search Results dialog opens. From here, you review the search results by criteria or client. Click Done to return to the Print Selection and Client Search dialog where you can select a different search or modify the last search.
When you are satisfied with the search results, you can choose to complete any of the following tasks.
Video: Using Data Mining to generate client letters (approx. 3.5 minutes)
Examples: UltraTax CS Data Mining Examples
UltraTax CS
