GruntWorx FAQ

Find out everything you need to know about GruntWorx family of Products by exploring a list of Frequently Asked Questions.

Frequently Asked Questions

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Top Questions

Q: What assurances do you have that our data and our client's data are completely secure?

Document security and data privacy are paramount to the success of our business. Our industry-leading safeguards provide the best possible assurance of the security of all data.

Our software runs on servers that are hosted at a highly secure data center that is closely monitored 24x7x365. All communications between your computers and our servers are secured with the same technology used in electronic filing and electronic banking (128-bit SSL/Secure Sockets layer encryption). We use a DigiCert SSL Certificate and server-gated cryptography for strong encryption of all communication to and from our application services.

We will never contact nor solicit your clients for any reason. We will never sell or rent any information on their source documents. All your data is stored in the U.S., and is never accessible by anyone or any computer outside of the United States. Ever.

As noted in our Privacy Statement, client records may be viewed or accessed only for the purpose of resolving a problem, support issue, quality concern, suspected violation of GruntWorx’s User Agreement, or as may be required by law. Select employees permitted to view this data have passed extensive background checks, are located in secure areas within our offices in the United States (accessible only via secure passkeys), are bound by stringent confidentiality agreements, and are fully insured.

GruntWorx products are also IRC Section 7216-compliant. Tax Professionals using GruntWorx products in the preparation of a return are not required to have clients sign a written consent to use or disclose tax data. The use of the GruntWorx products is permitted as a tax preparer to tax preparer disclosure described in Treasury Regulations Section 301.7216-2(d)(1) since all of GruntWorx service providers are located in the United States and GruntWorx Populate provides an auxiliary service in connection with the preparation of tax returns that does not provide substantive determinations or advice affecting the tax liability reported by taxpayers.

We hope this gives you confidence that GruntWorx manages this sensitive data with the utmost care and integrity.

Q: How do I download the completed PDF files?

You can download and save the organized file in multiple ways:

  1. Saving without opening the file:
    1. Click the ‘View’ icon next to the taxpayer in the ‘Organized’ column
    2. In the ‘File Download’ window, click ‘Save’
    3. In the ‘Save As’ window you can save the PDF file to the location of your choice (your desktop, specific folders, specific drives, etc.)
  2. Saving the opened file:
    1. Click the ‘View’ icon next to the taxpayer in the ‘Organized’ column
    2. In the ‘File Download’ window, click ‘Open’. The organized PDF will open in a new window.
    3. In the new PDF file window, select ‘File – Save As’ from the ‘File’ drop down menu in the top menu bar.
    4. In the ‘Save As’ window you can save the PDF file to the location of your choice (your desktop, specific folders, specific drives, etc.)
  3. Saving multiple client files at once:
    1. Click the checkbox next to the Client Name. You can select a single client, or multiple clients. If you would like to select all clients on a particular page, click the checkbox next to the ‘Client Name’ heading
    2. Click the ‘Download’ button above the header bar. This will compile all selected returns into a .zip file for download
    3. In the ‘File Download’ window, click ‘Save’, then save the .zip file to the location of your choice (your desktop, specific folders, specific drives, etc.)

Note: To download all client PDFs in your account, this process will need to be repeated for each page of clients. Use the page control buttons on the right, above the header bar or below the client list, to navigate between pages of clients.

Q: I uploaded my documents, but after 4 hours, it’s still not completed. Why?

GruntWorx Organize processes a typical return in 1 to 4 hours. During peak tax season returns may take up to 1 business day for processing. If you do not see your documents completed within this time frame, please contact Customer Support at 1.877.830.6059, and press 3 for Customer Support. Or Email GruntWorx Customer Support at support@gruntworx.com

Note: The status on your dashboard will be marked ‘Processing’ after you send a job to GruntWorx Organize. If the status is ‘Not Started,’ you must click the ‘Process’ button to send the job to GruntWorx Organize.

Q: How do I create multiple client records in GruntWorx products (batch upload)?

To create several new records at once, upload a CSV spreadsheet of your clients’ identifying information, including “First Name”, “Middle Initial”, “Last Name”, and “Client ID”.

Note: The CSV file should not contain these fields as headers; only the client information in separate columns following the above sequence. The maximum number of client records per upload is 500.

You can create a CSV spreadsheet by creating a spreadsheet in any industry‐standard spreadsheet program, and saving it with a CSV file extension. Do not save the file with a TXT extension. In Excel: Save As > Other Formats > CSV (Comma delimited) (*.csv)

Formatting the fields:

You must complete each field under the First Name, Last Name, and Client ID columns for every client to create a valid file. Middle Initial is optional. No field may include commas. Also, if including a Middle Initial, make sure it is less than 3 characters long. Any entry in the Middle Initial field greater than 3 characters will fail.

Valid CSV Upload:

valid_csv_upload

Invalid CSV Upload:

invalid_csv_upload

Q: When I download the file and 'print-to' my DMS, why do I lose the bookmarks?

When you ‘Print to’ a DMS, it only sends the original file pages to the DMS, and leaves out any bookmarks, notes, annotations, etc. If you ‘Save to’, ‘Copy to’, or drag-and-drop the files into your DMS folders, it will keep the bookmarks.

Q: Can I print out the pages in the order of the bookmarks?

If you choose to repaginate organized documents, GruntWorx Organize will change the order of the input tax documents in the organized output file to match the order of the bookmarks. From there, printing the pages in the PDF will match the order of the bookmarks.

If you do not choose to repaginate organized documents, you can follow these simple steps to print out the documents in the organized PDF in the order of the bookmarks in any industry-standard PDF file:

  1. Open the PDF
  2. Click on the bookmarks icon so all of the bookmarks show
  3. Select and highlight the first bookmark
  4. Hold down the <Shift> key and click on the last bookmark to highlight all the bookmarks (Note: only the Chapter headings will be highlighted)
  5. Right-click on the mouse, and select ‘Print’
  6. The pages will then print in the order of the bookmarks

You can also use the standard Microsoft keyboard shortcut to select all bookmarks.  Click on any bookmark. Then use the keyboard shortcut <Ctrl> A to select all bookmarks.  After all the bookmarks have been highlighted, Right-click the mouse and select Print on the menu.

Please note that this is not a standard procedure supported by GruntWorx, but it is a feature in any industry-standard PDF writer.  More information can be found in the Adobe Acrobat ‘Help’ section, in the Bookmarks tab under ‘Print.’

Q: Are there any limits on the filesizes that I upload to you?

Currently, the size limitation is 50MB per PDF and a maximum of 10 files per submission. For PDF’s larger than 50MB we recommend you split the documents between two or more PDF’s, taking care not to make the splits in the middle of Consolidated 1099s or multi-page K-1s.

Q: What are the ideal settings to use when scanning documents?

To achieve optimum quality on the scanned documents, scan documents at a minimum of 300dpi and with the black & white setting. For best results, scan original source documents – not copies or faxes.

Q: Can I use symbols, like ampersands, in my PDF file names?

Some PDF filenames may cause an issue when those files are submitted to GruntWorx products. Using the following symbols in the filename of a source PDF document is known to cause issues: ampersands ( & ), apostrophes ( ‘ ), and blank spaces.

Examples of problem PDF filenames:
O’Tool_tx2007.pdf
Bill&Judy_Smith2007.pdf
BillandJudy Smith2007.pdf

Renaming the PDF file and eliminating these symbols will allow the PDF to go through GruntWorx products without issue.

Examples of OK pdf filenames:

OToole_tx2007.pdf
BillJudy_Smith.pdf
Bill_and_Judy_Smith.pdf

Q: Why can I only attach 10 files to a client… what if I have more than 10?

Currently, up to 10 PDF’s can be submitted for a single client. You can use any PDF writing/editing software tool to combine PDFs if you have more than the maximum of 10.

Q: How do I save GruntWorx-organized PDFs into Thomson Reuters FileCabinet CS without losing the bookmarks?

Follow these simple steps to save the organized PDF into Thomson Reuters FileCabinet CS without losing the bookmarks:

  1. Save the organized GruntWorx file to your Desktop
  2. Open FileCabinet CS
  3. Select “Object – Create from File” from the “Object” drop down menu in the top menu bar.
  4. Browse your Desktop and select the GruntWorx PDF document
  5. Once you open your document in FileCabinet CS there will be a series of buttons on the left. Click the second button, called “Bookmarks”. This will display all of the bookmarks created by GruntWorx.
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About GruntWorx Organize

Q: What is GruntWorx Organize?

GruntWorx Organize is a web-based application that enables tax professionals to standardize workflow by automatically organizing and bookmarking their clients’ tax return data. GruntWorx Organize converts a client’s paper and digital tax documents into a well-organized, electronic PDF file: indexed, accessible, editable, and ready for faster, more accurate data entry and review.

Q: What are the benefits of using GruntWorx Organize?

GruntWorx Organize saves a tax preparer valuable time during tax season. With an automated and standardized method for organizing client source documents, your staff can eliminate time-consuming manual sorting while still being able to quickly find and review any client document. GruntWorx Organize requires no knowledge of tax documents, making it easy for support staff to scan and upload the client source documents – freeing tax preparers to focus on higher value activities.

Q: What makes GruntWorx products unique?

The GruntWorx family of products are the first web-based applications to read and classify data from paper-based forms and PDF files with unprecedented accuracy across thousands of variations of IRS documents. GruntWorx products are easy to use, provide absolute security of client data, and are extremely affordable – an unmatched value proposition for accountants. Furthermore, the products require no training. There is no software to install in your office or on your PC. Try GruntWorx Organize free today.

Q: How does GruntWorx Organize achieve such high levels of accuracy across such a broad range of tax documents?

By developing advanced patented technologies, our multi-disciplinary engineering team has solved the problems that have plagued early attempts to automate tax document processing. Our document image processing technology optimizes the quality of real-world document images, including background colors, gray zones, speckles, streaks, rotated pages, etc., without any effort on the part of tax professionals. We use pattern recognition, not simple OCR, to accurately identify each source document.from thousands of different tax forms. Combine all of this together, and you have a solution that meets the extremely high levels of accuracy required by the tax profession.

Q: What are GruntWorx Organize system requirements?

GruntWorx Organize requires only a PC with an Internet connection and a scanner. No additional equipment or software is required, as all image processing occurs on the GruntWorx Organize secure web servers.

System Requirements:

* Windows XP Professional or higher
* Internet Explorer 8 or higher, Firefox 22 or higher
* Adobe Acrobat Reader version 6 or higher

Q: What types of source documents does GruntWorx Organize read?

GruntWorx Organize recognizes thousands of variations of IRS government forms, tax organizers, and brokerage statements. GruntWorx Organize will even recognize and categorize blank pages, back pages, and handwritten notes!

Q: What tax and document management software does GruntWorx Organize work with?

GruntWorx Organize works with all tax and document management software because it is a web-based application that delivers a standard Adobe PDF file.

Q: How much time does GruntWorx Organize require to process a job?

GruntWorx Organize processes a typical return within 1 hour. During peak tax season returns may take up to 1 business day for processing.

Q: How can I try GruntWorx Organize?

You don’t need any disk or software to try GruntWorx Organize … just a web browser and an Internet connection. To demo the product, follow these easy steps:

1. Visit the GruntWorx registration page: Gruntworx Registration

2. Fill in your basic information, email address, create a password, and then press ‘Register’

3. Shortly thereafter you will receive an email message confirming your registration – and free tokens for you to test the product!

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About GruntWorx Populate

Q: What is GruntWorx Populate?

GruntWorx Populate is a web-based application that extracts tax data from scanned tax documents and populates the data into the leading tax preparation software packages. GruntWorx Populate also converts your clients’ scanned tax documents into an organized, bookmarked PDF file, facilitating faster data review.

Q: What is the difference between GruntWorx Organize and GruntWorx Populate?

GruntWorx Organize automatically identifies and organizes scanned tax forms into a single, bookmarked PDF file that can be used for data entry and review.

In addition to GruntWorx Organize functionality, GruntWorx Populate extracts data from the bookmarked documents and automatically imports the data into the leading tax preparation software packages.

Q: Which tax preparation software packages does GruntWorx Populate support?

GruntWorx Populate currently integrates with Drake Software, Thomson Reuters’ GoSystem Tax RS, CCH ProSystem fx Tax, UltraTax CS & Intuit Lacerte.

Q: How can I get started using GruntWorx Populate?

GruntWorx Populate integrates with Thomson Reuters’ GoSystem Tax RS, CCH ProSystem fx Tax, and UltraTax CS. To learn more and register for a free demo, please contact GruntWorx sales at 1.877.830.6059 x2.

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Your Data Security

Q: How is my clients' data secured?

We have engineered our systems to achieve the highest levels of accuracy and security. All communications between your computers and our servers are secured with the same technology used in electronic filing and electronic banking (128-bit SSL/Secure Sockets Layer encryption). Our servers are hosted at data centers in the United States. All your data is stored in the U.S., and is never accessible by anyone or any computer outside of the United States. Ever.

Q: What assurances do you have that our data and our client's data are completely secure?

Document security and data privacy are paramount to the success of our business. Our industry-leading safeguards provide the best possible assurance of the security of all data.

Our software runs on servers that are hosted at a highly secure data center that is closely monitored 24x7x365. All communications between your computers and our servers are secured with the same technology used in electronic filing and electronic banking (128-bit SSL/Secure Sockets layer encryption). We use a DigiCert SSL Certificate and server-gated cryptography for strong encryption of all communication to and from our application services.

We will never contact nor solicit your clients for any reason. We will never sell or rent any information on their source documents. All your data is stored in the U.S., and is never accessible by anyone or any computer outside of the United States. Ever.

As noted in our Privacy Statement, client records may be viewed or accessed only for the purpose of resolving a problem, support issue, quality concern, suspected violation of GruntWorx’s User Agreement, or as may be required by law. Select employees permitted to view this data have passed extensive background checks, are located in secure areas within our offices in the United States (accessible only via secure passkeys), are bound by stringent confidentiality agreements, and are fully insured.

GruntWorx products are also IRC Section 7216-compliant. Tax Professionals using GruntWorx products in the preparation of a return are not required to have clients sign a written consent to use or disclose tax data. The use of the GruntWorx products is permitted as a tax preparer to tax preparer disclosure described in Treasury Regulations Section 301.7216-2(d)(1) since all of GruntWorx service providers are located in the United States and GruntWorx Populate provides an auxiliary service in connection with the preparation of tax returns that does not provide substantive determinations or advice affecting the tax liability reported by taxpayers.

We hope this gives you confidence that GruntWorx manages this sensitive data with the utmost care and integrity.

Q: Are GruntWorx products IRC Section 7216 compliant?

Yes. Tax Professionals using GruntWorx products in the preparation of a return are not required to have clients sign a written consent to use or disclose tax data. The use of the GruntWorx products is permitted as a tax preparer to tax preparer disclosure described in Treasury Regulations Section 301.7216-2(d)(1) since all of GruntWorx service providers are located in the United States and GruntWorx Populatevides an auxiliary service in connection with the preparation of tax returns that does not provide substantive determinations or advice affecting the tax liability reported by taxpayers.

Q: How long are my organized PDF's kept on your servers/available to me on my online account?

We will keep all data on our servers (unless you choose to delete them) until the end of the calendar year following the tax preparation period. For example, files uploaded on 2/15 will be available through 12/31 of the same calendar year, at which time the files will be deleted from our servers.

Q: What happens if I forget my password? How will you know it's me?

There is a “Forgot your password?” link on the login page. Simply enter your email address on the “Forgot your password” page, and you will be sent an email to reset your password. Or you can send an email to support@gruntworx.com, and we’ll be happy to reset your password for you! All you have to provide is the unique email address you signed up with.

Q: What if I forget the email address that I signed up with?

You’ll need to remember the email address you signed up with, as that is one of our security measures. We cannot reset any passwords without the correct username (which is the email address you signed up with), and if you forget it, you’ll need to sign up with a whole new account on a new email address.

Q: Is all the data stored in the U.S.? Can it be accessed by people or computers outside of the U.S.?

All your data is stored in the U.S., and is never accessible by anyone or any computer outside of the United States. Ever.

Q: How can I make sure that I am adhering to Section 54.1 of the California Board of Accountancy Regulations when using GruntWorx products?

Section 54.1 of the California Board of Accountancy Regulations requires informed consent of the client “through an engagement letter or in a separate consent agreement” before disclosing confidential information to an “external service provider” or an “external technician or software vendor in order to resolve software problems.”

For GruntWorx to support products, resolve software issues, or sample returns to verify product quality, it may be necessary to access confidential information. Practitioners are advised to get client approvals in advance of needing such support by using engagement letters, a well known and widely recommended practice. This wording from the AICPA’s sample language for engagement letters has been approved by the California Board of Accountancy as satisfying Section 54.1 requirements:

The firm may from time to time, and depending on the circumstances, use third-party service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. Furthermore, the firm will remain responsible for the work provided by any such third-party service providers.

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Using GruntWorx Products

Q: How do I upload a file to GruntWorx Organize?

Using a web browser, follow these simple steps:

1. Select: Type in your client’s name, or double-click the client’s name from the list of clients you’ve already entered.
2. Scan: Using a standard document scanner, scan your client’s paper documents into PDF files, or upload pre-existing PDF files from your computer.
3. Send: Click “Process” to send the data to GruntWorx Organize for processing via secure Internet connection.

You can view what you uploaded by clicking the “View” icon under the “Source” heading next to the client’s name on the dashboard.

After the data is processed through GruntWorx, you can view it by clicking the “View” icon under the “Organized” heading. (You may need to refresh your screen for the icon to appear).

Once you’ve downloaded the organized PDF, you can choose to delete the client, and all files associated with the client, from your dashboard by clicking on the checkbox to the left of the client name and clicking the “Delete” icon at the top of the dashboard.

Q: How do I enter a new client record?

Create a new client record (individual)
To create a single new record, simply type in your client’s name and client ID (on the left side of the dashboard, under “Create New Client”), and click Create. The client ID is a unique ID number that you create. The client ID can only contain letters or numbers (no special characters). Many tax professionals use some form of the client tax file number or tax ID number for the Client ID in GruntWorx Organize. For GruntWorx Populate users, the client ID is the GoSystem Locator ID.

Create multiple client records (batch upload)
To create several new records at once, upload a CSV spreadsheet of your clients’ identifying information, including First Name, Middle Initial, Last Name, and Client ID (or Locator ID for GruntWorx Populate users). Note: The CSV file should not contain these fields as headers; only the client information in separate columns following the above sequence.

You can create a CSV spreadsheet by creating a spreadsheet in any industry-standard spreadsheet program, and saving it with a CSV file extension.
In Excel: Save As > Other Formats > CSV (Comma delimited) (*.csv)

Q: Are there any limits on the file sizes that I upload to you?

Currently, the size limitation is 50MB per PDF and a maximum of 10 files per submission. For PDF’s larger than 50MB we recommend you split the documents between two or more PDF’s, taking care not to make the splits in the middle of Consolidated 1099s or multi-page K-1s.

Q: Do I need to wait until I've received all of my client's source documents before I use GruntWorx Organize?

New submissions can be created any time, but free resubmissions (second submission for the same client) are available only for Populate returns.

Organize – You can submit PDFs for a client as many times as you want, but each submission counts towards your processed returns balance. Therefore, if you submit 3 PDFs at separate times for a client, it will use 3 tokens (returns) from your total. If you were to submit 3 PDFs for a client in one submission, it will use 1 token. You are able to attach up to 10 separate PDF files to a specific client, so you can add and remove PDF files as many times as you like (with each submission counting towards your balance), as long as there are no more than a total of 10 PDF files associated with the client.

Populate Resubmissions – One free resubmission is allowed for paid Populate returns. You can choose to process newly added documents alone or re-process all documents as if a new return. If the resubmission includes trades, tokens will be charged, as used. A third submission (second resubmission) will be charged as a new return.

Q: Do I need to organize my source documents before scanning them?

Absolutely not! Documents do not need to be organized, nor do separator pages need to be inserted prior to scanning. However, for best results, multiple documents should not be combined on a single page, and multipage documents should be kept together in logical order.

Q: What are the ideal settings to use when scanning documents?

To achieve optimal quality on the scanned documents, scan documents in 300dpi and black & white. For best results, scan original source documents – not copies or faxes.

Read our tutorial on the Best Practices for Scanning Tax Documents

Q: Can I use symbols, like ampersands, in my PDF file names?

Some PDF filenames may cause an issue when those files are submitted to GruntWorx products. Using the following symbols in the filename of a source PDF document is known to cause issues: ampersands ( & ), apostrophes ( ‘ ), and blank spaces.

Examples of problem PDF filenames:
O’Tool_tx2007.pdf
Bill&Judy_Smith2007.pdf
BillandJudy Smith2007.pdf

Renaming the PDF file and eliminating these symbols will allow the PDF to go through GruntWorx products without issue.

Examples of OK pdf filenames:
OToole_tx2007.pdf
BillJudy_Smith.pdf
Bill_and_Judy_Smith.pdf

Q: What if pages in my PDF are upside-down or sideways?

No problem! GruntWorx products will automatically rotate all upside down (180 degrees) and sideways (90 degrees and 270 degrees) pages to the proper page orientation during processing. However, if a scanned document is skewed more than 10 degrees from any of these positions, page orientation will not be corrected and data will not be extracted for GruntWorx Populate users.

Q: Is the order of the client documents customizable in the organized PDF?

If you choose to repaginate organized documents, GruntWorx Organize will change the order of the input tax documents in the organized output file to match the order of the bookmarks.  Because the source documents will be in the same order of the bookmarks, you will be able to use the page buttons in any industry-standard PDF program to navigate between bookmarked pages – rather than paging through the original source documents, as they were scanned. However, by repaginating the organized documents you will lose visibility of the original order of the scanned documents.

To set your account to automatically repaginate all GruntWorx Organize output files, go to “My Account,” then to “Edit Preferences,” and mark the “Repaginate Organized Documents” checkbox under the “Preferences” heading.

Q: How do you handle client data in their own handwriting (not on an organizer or government form)?

Though GruntWorx products recognize handwriting and classify handwritten notes as “Handwritten Notes; Poor Quality,” neither product is able to read the handwriting. Forms that contain important identifying information that is handwritten may not be properly classified and will not extract tax data.

Q: Do organizer pages need to be included in the scanned papers?

GruntWorx products will classify and bookmark organizer pages under the bookmark “Organizer,” so you can include them in your original source document input file.

Q: What do you mean when you say the organized document is 'editable'?

The bookmarked and categorized PDF file that is returned to you after GruntWorx processing is a standard format PDF file, and is as fully editable as any other PDF file, using software such as Adobe Acrobat, etc.

Q: Can I print out the pages in the order of the bookmarks?

If you choose to repaginate organized documents, GruntWorx Organize will change the order of the input tax documents in the organized output file to match the order of the bookmarks. From there, printing the pages in the PDF will match the order of the bookmarks.

If you do not choose to repaginate organized documents, you can follow these simple steps to print out the documents in the organized PDF in the order of the bookmarks in any industry-standard PDF file:

  1. Open the PDF
  2. Click on the bookmarks icon so all of the bookmarks show
  3. Select and highlight the first bookmark
  4. Hold down the <Shift> key and click on the last bookmark to highlight all the bookmarks (Note: only the Chapter headings will be highlighted)
  5. Right-click on the mouse, and select ‘Print’
  6. The pages will then print in the order of the bookmarks

You can also use the standard Microsoft keyboard shortcut to select all bookmarks.  Click on any bookmark. Then use the keyboard shortcut <Ctrl> A to select all bookmarks.  After all the bookmarks have been highlighted, Right-click the mouse and select Print on the menu.

Please note that this is not a standard procedure supported by GruntWorx, but it is a feature in any industry-standard PDF writer.  More information can be found in the Adobe Acrobat ‘Help’ section, in the Bookmarks tab, under ‘Print.’

Q: What is the advantage to having two monitors?

Using two monitors as an extended desktop will allow you to have the organized PDF open on one monitor, and your tax prep software open in the other, allowing for easy navigation through the tax documents to create faster, more accurate data entry.

Q: Why can I only attach 10 files to a client... what if I have more than 10?

Currently, up to 10 PDFs can be submitted for a single client. You can use any PDF writing/editing software tool to combine PDFs if you have more than the maximum of 10.

Q: How do I download the completed PDF files?

You can download and save the organized file in multiple ways:

    1. Saving without opening the file:
      1. Click the ‘View’ icon next to the taxpayer in the ‘Organized’ column
      2. In the ‘File Download’ window, click ‘Save’
      3. In the ‘Save As’ window you can save the PDF file to the location of your choice (your desktop, specific folders, specific drives, etc.)
    2. Saving the opened file:
      1. Click the ‘View’ icon next to the taxpayer in the ‘Organized’ column
      2. In the ‘File Download’ window, click ‘Open’. The organized PDF will open in a new window.
      3. In the new PDF file window, select ‘File – Save As’ from the ‘File’ drop down menu in the top menu bar.
      4. In the ‘Save As’ window you can save PDF file to the location of your choice (your desktop, specific folders, specific drives, etc.)
    3. Saving multiple client files at once:
      1. Click the checkbox next to the Client Name. You can select a single client, or multiple clients. If you would like to select all clients on a particular page, click the checkbox next to the ‘Client Name’ heading
      2. Click the ‘Download’ button above the header bar. This will compile all selected returns into a .zip file for download
      3. In the ‘File Download’ window, click ‘Save’, then save the .zip file to the location of your choice (your desktop, specific folders, specific drives, etc.)

Note: To download all client PDFs in your account, this process will need to be repeated for each page of clients. Use the page control buttons on the right, above the header bar or below the client list, to navigate between pages of clients.

Q: Can I download multiple PDF documents at once?

Yes, just follow these simple steps to save multiple client documents into a single .zip file:

  1. Click the checkbox next to the Client Name. You can select a single client, or multiple clients. If you would like to select all clients on a particular page, click the checkbox next to the ‘Client Name’ heading
  2. Click the ‘Download’ button above the header bar. This will compile all selected returns into a .zip file for download
  3. In the ‘File Download’ window, click ‘Save’, then save the .zip file to the location of your choice (your desktop, specific folders, specific drives, etc.)

Note: To download all client PDFs in your account, this process will need to be repeated for each page of clients. Use the page control buttons on the right, above the header bar or below the client list, to navigate between pages of clients.

Q: How do I save GruntWorx-organized PDFs into Thomson Reuters FileCabinet CS without losing the bookmarks?

Follow these simple steps to save the organized PDF into Thomson Reuters FileCabinet CS without losing the bookmarks:

  1. Save the organized GruntWorx file to your Desktop
  2. Open FileCabinet CS
  3. Select “Object – Create from File” from the “Object” drop down menu in the top menu bar.
  4. Browse your Desktop and select the GruntWorx PDF document
  5. Once you open your document in FileCabinet CS there will be a series of buttons on the left. Click the second button, called “Bookmarks”. This will display all of the bookmarks created by GruntWorx.
Q: How do I create multiple client records in GruntWorx products (batch upload)?

To create several new records at once, upload a CSV spreadsheet of your clients’ identifying information, including “First Name”, “Middle Initial”, “Last Name”, and “Client ID,” (or “Locator ID” for GruntWorx Populate users).

Note: The CSV file should not contain these fields as headers, only the client information in separate columns following the above sequence. The maximum number of client records per upload is 500.

You can create a CSV spreadsheet by creating a spreadsheet in any industry‐standard spreadsheet program, and saving it with a CSV file extension. In Excel: Save As > Other Formats > CSV (Comma delimited) (*.csv)

Formatting the fields:

You must complete each field under the First Name, Last Name, and Client ID columns for every client to create a valid file. Middle Initial is optional. No field may include commas. Also, if including a Middle Initial, make sure it is less than 3 characters long. Any entry in the Middle Initial field greater than 3 characters will fail.

Valid CSV Upload:

valid_csv_upload

Invalid CSV Upload:

invalid_csv_upload

Q: How do I save GruntWorx-organized PDFs into Intuit Lacerte DMS without losing the bookmarks?

Follow these simple steps to keep the bookmarks in GruntWorx-organized files when saving to Intuit Lacerte DMS:

  1. Open Lacerte DMS.
  2. Select “Tools – Options” from the “Options” drop down menu in the top menu bar.
  3. In the DMS Options window, make sure the checkbox under “View Options,” marked “View PDF files within DMS (provides annotation capabilities),” is unchecked.

After performing these simple steps, the GruntWorx-organized PDFs saved in Lacerte DMS will open in a PDF writer/viewer, rather than in DMS. However, you will lose your ability to annotate using DMS tools. If you have an industry-standard PDF writer, you will be able to use the annotation tools provided therein.

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Troubleshooting

Q: I have a question about client data that was organized by GruntWorx. What is the best way to send my client's data to you to resolve this question?

If you have questions about client data that is being organized by GruntWorx, please contact our Customer Support department by telephone (1.877.830.6059 x3) or email (support@gruntworx.com). NOTE: If you choose to contact us via email or web form, please DO NOT include or attach client data, as it would be unencrypted and not secure.

Q: I received a message that states the PDF file I uploaded isn’t good… what happened?

There are two common reasons why a PDF file will fail: password protection and page corruption.

Password Protection: PDF files that have password protection will fail. If you remove the password protection, delete and add-back the failed client and submit as a new job, the file should process normally. Occasionally, even though you have not added password protection, a document that you have downloaded from your client or from a portal, can have password protection. If you can’t remove the password protection, the pages will have to be printed at best quality, scanned at 300dpi, black and white and substituted for the password protected pages before it can be processed.

Corrupted Pages: PDF files that include corrupted pages will fail. The problem page/s can most often be found by viewing each page of the document

Q: When I download the file and ‘print-to’ my DMS, why do I lose the bookmarks?

When you ‘Print to’ a DMS, it only sends the original file pages to the DMS, and leaves out any bookmarks, notes, annotations, etc. If you ‘Save to’, ‘Copy to’, or drag-and-drop the files into your DMS folders, it will keep the bookmarks.

Q: I uploaded my documents, but after 4 hours, it's still not completed. Why?

GruntWorx Organize processes a typical return in 1 to 4 hours. During peak tax season returns may take up to 1 business day for processing. If you do not see your documents completed within this time frame, please contact Customer Support at 1.877.830.6059, and press 3 for Customer Support. Or Email GruntWorx Customer Support at support@gruntworx.com

Note: The status on your dashboard will be marked ‘Processing’ after you send a job to GruntWorx Organize. If the status is ‘Not Started,’ you must click the ‘Process’ button to send the job to GruntWorx Organize.

Q: I signed up for GruntWorx Organize, but I didn't receive a registration confirmation email. What happened?

Sometimes email filters from some email accounts will interpret a registration email as ‘junk’ mail, so please check your junk or spam email folder for the registration email from GruntWorx.

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