Building a Scan

You build a scan by specifying the identifying information, selecting the columns that will display in the results, and building the criteria for the scan.

• Note: We limited the maximum characters to the first 4000 characters. This means that any search condition that tries to match the text content might not yield correct results.

  • For example: The 990 Exempt Organization return type - Federal > Schedules > Sch O - Supplemental Information for Form 990 > 1 - Schedule O Explanations or any paragraph input field in any return type such as the accountant prepared paragraph, postscripts, or Footnotes, etc.

1. Click New in the Scan Management group of the Home tab.
2. Enter a Name and Description for the scan.
3. Select a Search type. The Search type allows you to group your scans.
4. To filter the fields and forms that are displayed, select a Source, and then do one of the following:
   • If you select Keywords or Government as the source, then select a year, return type, and tax authority as necessary and click Go.
   • If you select Tracking as the source, select a year and a return type and click Go.
   • If you select Profile as the source, select a client type and click Go.
   • If you select Worksheets as the source, then select a year, return type, tax authority, and category and click Go.

   Notes:

   • When you add worksheets to the criteria, DataScan includes only those returns in which the selected worksheets include user-entered data.
   • Only forms that are highlighted in the forms list in Tax will be included in the scan.
5. Select an item under Available forms and fields and click one of the following:
   • Add to Criteria and Report. Adds the selected field or form to both the Scan report section and the Criteria section. This option is available for Keywords, Tracking, and Profile.
   • Add to Criteria. Adds the selected worksheet to the Criteria section. This option is available for Worksheets and Government.
   • Add to Report. Adds the selected field to the Scan Report section. This field will display in the scan results. This option is available for Keywords, Tracking, and Profile.
6. To remove a field from the report, select it in the Scan report section and click Remove from Report.

Note: Client ID and Return ID are required fields for Keywords, Tracking, Government, and Worksheets. Client ID is a required field for Profile. Required fields cannot be removed from the report.

7. Build your criteria.

Tell me how to build criteria.

Use the four buttons above the grid to do the following:

• Insert Row. Inserts a row above the selected row.
• Delete Row. Deletes the selected row.
• Attach To. If you are searching for repeating field data that could be attached to different entities, you can specify whether you want to search only a particular entity or all possible entities. For example, if you are searching for depreciation detail, you can search only on Schedule C, or you can search on any entity.
• Look Up Value. Displays a list of valid options for the selected field.

The following table describes the criteria options.

Component	Description
{	Use the opening brace to specify the sequence of evaluation of the criteria. Criteria placed within braces are evaluated prior to criteria placed outside braces. There must be a closing brace } for each opening brace {. Nested criteria with up to two opening and closing braces are allowed.
Year	Displays the tax year for the field or form on this row.
Return Type	Displays the return type for the field or form on this row.
Field/Form	Displays the field or form for this row.
Include	If the field on this row occurs multiple times, select one of the following: Any. Include in search results if any occurrence in a return meets the conditions of the search criteria. For example, if you are searching for returns with mortgage interest paid of $15,000 or above, you would use “Any” as your qualifier to have the system include in the results any return with one or more mortgage interest payments of $15,000 or above. All. Include in search results only if all occurrences in a return meets the conditions of the search criteria. If you used All in the example given above, only returns where all mortgage interest payments were $15,000 or above would meet the search criteria. Note: If you do not make a selection, Any is the default selection.
Operator	Select an operator to be evaluated against the value in the Value column. Not all operators are applicable or available for all values. Note: You can hover over any operator to view its definition. Explain the available operators. Operator Definition < Less than <= Less than or equal to > Greater than >= Greater than or equal to = Equal to <> Not equal to P Present NP Not Present Contains The value exists in the field Starts with The first numbers or characters in the field match the value
Value	Specify a value to be used with the operator. Important: Use the following formatting guidelines when entering values: Text Enter the complete text, exactly how it is entered in the string field. For example, if the address is 123 Happy Street: Correct Address = 123 Happy Street Incorrect Address = 123 Happy St. Address = Happy Street Amounts For an amount field, do not enter a dollar sign ($). Correct AGI > 150000 AGI > 150,000 Incorrect AGI > $150000 Use a minus sign (-) for negative amounts. Do not use brackets or parentheses. Correct Balance >= -35.27 Incorrect Balance >= (35.27) We recommend you use two decimal points for amounts. However, up to six decimal points are accepted. Percentages Use decimals for percentages. Do not use a percent sign (%). Correct Percentage ownership <= 0.47 Incorrect Percentage ownership <= 47% Percentage ownership < = 0.47% Note: DataScan will match the value you enter to the value in the return. For example, if you enter Percentage ownership < = 0.47, DataScan will find returns in which percentage ownership was entered as 0.47, 0.4699, or 0.000004, but not returns in which percentage ownership was entered as 47, 46.99, or 47.000000. Decimal values are acceptable up to the sixth decimal point. The entered value will be matched as is against the value in the return. Correct Percentage ownership = 0.000005 Social Security Numbers Enter the full Social Security Number or Employer Identification Number, with hyphens. Wild cards are not accepted for Social Security Numbers. Correct Social Security = 123-45-6789 Incorrect Social Security = 1234* Note: If you select Profile as the source and enter an all numeric Social Security Number or Employer Identification Number, the hyphens will be removed automatically. Dates Enter dates with slashes (/). Correct Date of Birth = 05/02/2005 Incorrect Date of Birth = 05022005 You can use wild cards in date fields, as long as at least one part of the date is present (day, month, or year). Examples: */30/* */*/2003 5/*/*
}	Use the closing brace to specify the sequence of evaluation of the criteria. Criteria placed within braces are evaluated prior to criteria placed outside braces. There must be a closing brace } for each opening brace {. Nested criteria with up to two opening and closing braces are allowed.
Connector	Select And to require both the current and following conditions to be true for inclusion in the scan results. Select Or to require either the current or the following condition to be true for inclusion in the scan results.

8. Click one of the following:
   • Submit or Schedule Scan. Takes you to the Define Scope/Submit screen, so that you can choose the scope of the scan job and then either submit the scan or schedule it to run later.
   • Save and Close. Saves your changes and closes the Build Scan screen. You can select this scan at a later time to submit or schedule it.
   • Cancel. Closes the Build Scan screen without saving the scan.