CRM (Basic): Apply Bulk Actions

A bulk action involves doing the same action for lots of clients at once; it’s a quick workaround to performing the action one client at a time. With TaxDome’s bulk-action feature, you first check off the clients who need the same thing done, then you trigger the action. It’s much more efficient than the one-at-a-time method—not to mention much faster!

How to perform bulk actions

To initiate a bulk action, go to Clients -> Accounts from your left sidebar menu to access your Active list. Next, select the clients for whom the action is intended. If you are searching for a specific type of client account, use the advanced filters and then choose the clients from the filtered list.

Once you’ve selected the clients, choose the bulk action from the menu bar above the Active list. To see additional actions, click on More actions in the menu bar.

CRM bulk actions

Here is the list of available CRM bulk actions:

Sending an organizer as a bulk action

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TaxDome’s custom organizers help you gather the client information you need to do your work. To send an organizer to multiple clients, you’ll first need to create an organizer template, if you haven’t already.

Next, select the clients you want to send the organizer to in the Active list, click Send Organizer in the menu bar, then click inside the Organizer Template field to choose the organizer from the pull-down menu. Click the CREATE button, and you’re done.

Managing tags as a bulk action

Two to three words long and color-coded for quick recognition, tags help filter your client accounts. When you need to assign tags to various client accounts, use the Manage Tags bulk action.

In the Active list, select the client accounts that need to be tagged, then click Manage Tags in the menu bar. You’ll then see a list of all your available tags. 

For each tag, select one of the following:

  • Do nothing: The tag won’t be assigned to any of the selected client accounts. If an account already has that tag, it will stay.
  • Assign to all: The tag will be assigned to all the selected client accounts.
  • Remove from all: If any of the selected client accounts already have this tag, it will be removed.

Applying a folder template as a bulk action

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Folder templates help you speed up the process of making folders for the Docs section of your client accounts. You can create folder templates, and then apply them to specific account. With this option, you can also upload documents that are not client-specific.

In the Active list, select the client accounts you want to apply a folder template to, click More Actions in the menu bar, then select Apply Folder Templates from the pull-down menu. Click on Folder Template field to select the one you want to apply from the pull-down menu.

Editing client type as a bulk action

When you need to change the account type for multiple client accounts, you can edit them in bulk.

To do this, go to the  Active or Archived list, select the client accounts for which you want to edit client type, click More Actions in the menu bar and select Edit client type from the pull-down menu. Select one of the client types in the sidebar and click Edit client type.

Archiving accounts as a bulk action

When you no longer need an account but want to keep all its information handy, a great choice is to archive it. Once you do, it disappears from the Active tab and moves over to the Archived tab, where it cannot be edited. With the Archive Accounts bulk action, you can archive several at once. When you archive an account, you can always restore it.

In the Active list, select the client accounts you want to archive, click More Actions in the menu bar, then select Archive Accounts from the pull-down menu.

If you’ve archived several accounts but later discover you need them again, you can easily switch them back to being active in bulk.

In the Archived list, select the client accounts you want to restore, click More Actions in the menu bar, then select Active Accounts from the pull-down menu.

Deleting accounts as a bulk action

attention

Attention! You can delete only archived accounts.

You might need to delete client accounts, either because you created them as tests or they are no longer a client. With the Delete bulk action, you can remove several at once. Remember, once you delete an account, you cannot restore it. And once an account is removed, all of its files and data are also permanently deleted, so you won’t be able to recover those either.

In the Archived list, select the client accounts you want to delete, click More Actions in the menu bar, then select Delete from the pull-down menu. Enter DELETE into the confirmation field and click Delete.

Managing team members as a bulk action

While a firm owner and Admin have full access rights to all client accounts, employees need to be either given access rights or assigned to the client. With the Manage Team bulk action, you can assign employees to various client accounts at one time. You’ll skip the long process of navigating to each client profile individually, and then assigning employees one by one.

In the Active list, select the client accounts that need to be assigned to employees, then click Manage Team in the menu bar. You’ll then see a list of your employees. For each employee, select one of the following:

  • Do nothing: The employee will not have access to any accounts. If this employee has already been assigned to this account it will remain at its current place.
  • Assign to all: The employee will have access to all selected accounts.
  • Remove from all: If this employee already has access to any of the selected accounts it will be removed.

Following/unfollowing accounts as a bulk action

Team members who follow an account receive notifications about all of its activity. You can follow or unfollow an account whether you’re assigned to it and have access or not. Read more on account followers in the article.

In the Active list, select the client accounts you either want to follow or unfollow, click More Actions in the menu bar, then select either Follow accounts or Unfollow accounts from the pull-down menu.

Communication bulk actions

Here is the list of available Communication bulk actions:

Sending an email as a bulk action

While your inbox on TaxDome is client-specific, you might sometimes need to send the same email to many clients at once. For example, you want to notify your clients about an upcoming deadline or an update at your firm. With the @Send Mail bulk action, you can send a personalized email to multiple recipients at one time (up to 400 emails per day) and use email templates to speed things up. To learn more about bulk emailing, go here.

Canceling scheduled email as a bulk action

Sometimes you need to cancel all scheduled emails for an account. To do so, select accounts for which you want to cancel scheduled emails, click More Actions in the menu bar, then select Cancel scheduled emails from the pull-down menu.

Sending a message as a bulk action

With the Send Message bulk action, you can send the same secure message to several clients. For example, you may want to notify all of your clients about an upcoming deadline or an update at your firm. Use chat templates to speed things up.

In the Active list, select the client accounts you want to send a message to, click More Actions in the menu bar, then select Send Message from the pull-down menu. Click in the Template field to select the chat template you’d like to use from the pull-down menu. Click the SEND button, and a personalized message will be sent to the selected client accounts. Here's more on sending messages in bulk.

Sending an SMS as a bulk action

With the Send SMS bulk action, you can send the same short message to several clients. For example, you may want to promote one of your services or notify tour clients on an update at your firm. Use SMS templates to speed things up.

In the Active list, select the client accounts you want to send an SMS to, click More Actions in the menu bar, then select Send SMS from the pull-down menu. Click in the Template field to select the SMS template you’d like to use from the pull-down menu. Click the SEND button, and a personalized SMS will be sent to the selected client accounts. Here's more on sending SMS in bulk.

Workflow bulk actions

Here is the list of available Workflow bulk actions:

Adding a job to a pipeline as a bulk action

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With this bulk action, you’re adding one type of job—say, a 1040 return—to a pipeline for multiple clients. The pipeline shows you the progress of those jobs for different clients in one place as each moves from stage to stage within the pipeline until completion.

In the Active list, select the clients the job is for, click Add Job in the menu bar, then click inside the Pipeline field to choose the pipeline from the pull-down menu. Click the ADD button, and you’re done.

If bulk adding the job wasn’t entirely successful, you’ll receive a notification in your Inbox+ explaining why. You’ll be able to troubleshoot from there. For more details, go here.

Creating a task as a bulk action

If you need to create the same task for multiple clients, select the checkboxes next to the client accounts in the Active list, click More Actions in the menu bar, then select Create Task from the pull-down menu. For more details on bulk creating tasks, go here.

Billing bulk actions

Here is the list of available Billing bulk actions:

Creating an invoice as a bulk action

If you need to create the same invoice for multiple clients, select the checkboxes next to the client accounts in the Active list, click More Actions in the menu bar, then select Create Invoice from the pull-down menu. Use invoice templates to speed things up. Here's more on creating invoices in bulk.

tip

Tip! You can include dynamic data to individualize your invoices. You can use account shortcodes based on custom fields, as well as date shortcodes. Here's more on shortcodes.

Sending a proposal as a bulk action

Proposals and engagement letters define the scope of engagement between a firm and a client. With the Send Proposal bulk action, you can send the same proposal to multiple clients. Use proposal templates to speed things up.

In the Active list, select the client accounts you want to send the proposal to, click More Actions in the menu bar, then select Send Proposal from the pull-down menu. Click in the Name field to give it a name (visible to clients), then click in the Template field to select the template from the pull-down menu. Click the Send button when you’re ready to send the proposal. Here's more on sending proposals.

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