Tracking Requests

You can see the list of requests that are in each stage of the Client Collaboration workflow by clicking a status link in the Request Status section of the Requests dashboard. You can also move from one workflow status view to another view by selecting an option from the Request Status filter list above the request grid.

Requests in many cases will move from one workflow status to the next automatically based on specific triggers. In some cases, your firm can also manually trigger a status update.

Tell me more about the workflow statuses and the triggers to move between them.

Workflow Order	Status	Description	Trigger for Moving to the Next Status
1	Ready to Send	The request has been created and is waiting to be sent to the client at the appropriate time.	Requests progress automatically to the Client Progress status when the request is successfully sent. Requests that do not send successfully are moved to the Error view (if there is an issue with an individual request) or the Batch Requests view (if there is an issue with sending a batch request).
2	Client Progress	The request was sent to the client, and the client has begun working on it.	Requests progress automatically to the Return Ready to Start status when either the client or a staff member closes the request. If a staff member reopens a request, it is moved back to this status.
3	Return Ready to Start	The requested tasks are marked as completed. The firm can begin work on the engagement.	Requests progress automatically to the Return in Progress status when the firm downloads the tax documents for a request from this view.
4	Return in Progress	The completed request has been downloaded by the firm and work has begun on the engagement.	Requests progress automatically to the Awaiting Return Signature status when the firm sends the Form 8879 form for the client to sign.
5	Awaiting Return Signature	The return and Form 8879 has been sent to the client for review and signing.	Requests progress automatically to the Return Signature Received status when all required client signatures have been added to the Form 8879.
6	Return Signature Received	All the required client signatures have been added to the Form 8879.	Requests progress automatically to the Finalized status after 30 days in this status. A firm staff member can also manually mark the return as finalized.
7	Finalized	All work for the engagement has been completed.	n/a

Other Status Views

In addition to the workflow statuses, there are other statuses that indicate that a request requires additional attention from your firm. You can access these status views from the Requests dashboard. These views are not accessible from the workflow status views.

Note: Requests in some cases can both appear both on one of these status views, as well as in a workflow status view. For example, a request that is in the Client Progress workflow status could also display on the Overdue status view.

Tell me more about the other status views.

Status	Description	How to Access this Status View
Reopen	A request has been submitted to reopen this request. Reopening the request will change the workflow status to Client Progress and remove it from this view.	Click View reopen requests on the Requests dashboard.
Overdue	The client either has not yet signed the engagement letter or has not completed the request, even though the due date set by the firm has passed. If needed, you can update the due date or close the request to move it out of overdue status.	Click View overdue requests on the Requests dashboard.
Error	An issue is preventing a request from being sent to the client. Use the information in the Error column in this view to correct the issue.	Click View errors on the Requests dashboard.
Batch Requests	This view summarizes information about batch requests. It includes two tabs: Batch Activity indicates whether past batch jobs sent successfully. In Progress summarizes jobs that are currently in process.	Click View batch requests on the Requests dashboard.

Using the Request Grids

The request grids provide additional information to help you follow the progress of an engagement. For example, progress circles in certain columns indicate how much of that task the client has completed.

Green filled areas on the circles indicate the percentage of the request that the client has completed.
Gray areas represent the incomplete portion of the request.
A check mark displays when all portions of a task are completed.

When all tasks for a request are completed, the request automatically moves to the Return Ready to Start tab, indicating that the firm can take the next required action on the engagement.

In addition, clicking in the Actions column for a request displays a menu that you can use to perform additional tasks for that request.

Note: The actions you can perform on requests vary depending on the status view you are in. Similarly, the columns that are visible in a status grid vary as well.

On any status view, you can perform the following tasks to help you quickly find specific requests:

Apply a custom filter. Click above the grid, and then select the filter set you want to apply. See Creating Filter Sets for the Request Grid for information on defining new filter sets.
Sort the list. Click a column header in the grid to sort by that column. Click the same header again to reverse the sort order.
Change the number of results that display per page. Select a different number in the Results per page box at the bottom of the page.
Navigate to another page in the list. Click a specific page number or the arrows in the lower right beneath the grid to move to another page.
Search for a client in that status. Enter all or part of a client name or client ID in the search box above the grid and to the right.

Tell me about all the columns in the request grid.

Column	Description
	Click this box to select a request to perform an action on. If you select the box in the grid header row, you can select all of the requests.
Client	Displays the name and, in parentheses, the client ID and the sub ID (if one is assigned) for the client the request is for. Note: Click the blue arrows next to the Client header to reverse the sort for the list. The sort applies across all pages of the request list, not just the current page.
	Indicates the status of any messages for the request. Click the icon to open the messages for the request. An open message bubble indicates that there are no unresolved messages. A filled message bubble indicates that there are unresolved messages. A filled message bubble with a number badge indicates the number of unresolved messages that are assigned to you.
Actions	Click to access a list of additional actions you can perform for the request. Note: The options on the menu vary depending on the request's status.
Login Progress	Indicates whether a client has logged in to the client hub. For a married client, the progress indicator is only half completed if the spouse was invited to the request, and only one of the spouses has logged in to the hub.
Service	Displays the type of work that your firm will perform with the information gathered from this request. Note: At this time, only the TaxPrep:1040 service is available in Client Collaboration. In future releases, additional services will be available.
Engagement Letter Signed	Indicates whether the engagement letter has been signed. For a married client, the progress indicator is only half completed if the spouse was invited to the request, and only one spouse has signed the letter.
Due Date	Indicates the due date for signing the engagement letter, as specified when the request was created.
Questions	Indicates the progress the client has made in completing the organizer sections.
Organizer Files	Indicates the progress the client has made in attaching requested files, per the client marking the items complete.
Due Date	Indicates the due date for completing the request and submitting all requested files, as specified when the request was created.
Form 8879	Indicates whether the Form 8879 form has been signed. For a married client, the progress indicator is only half completed when one spouse has signed Form 8879 and the other has not. When the signed return package is available for download, the icon displays here as well. Click this icon to download the signed return to your computer. The package will also be available for download from the Document Locker. Note: You must have the Client Collaboration - Requests Dashboard - Document Locker permission to download the return package.
Last Activity	Indicates the last action taken on the request by either a firm staff member or a client. To see all history for the request, click the icon at the end of the row.