Create and apply organizer templates

TaxDome organizers allow you to create interactive questionnaires to efficiently gather client information. Having all your FAQs ready to go will save loads of time. Plus, automate your organizers inside pipelines so that they go out to clients right when they need to—without you having to click a single button. 

Add organizer templates from the Marketplace

An organizer template can be added by a firm owner, admin or any team member with access rights to manage templates . 

You can download ready-made organizer templates using the best practices, then edit them to your needs. To add an organizer template from the Marketplace:

1. Go to Templates > Marketplace from the sidebar menu and open the Organizers tab.

2. Click Get free on the template you want to add or click on its price and proceed with the payment if it’s a paid template.

3. Go to Templates > Firm templates, open the Organizers tab and click on the name of the organizer template to begin editing.

Create organizer templates

To create an organizer template from scratch, go to Templates > Firm templates from the sidebar menu, select Organizers, then click Create template.

Or access this page by adding the Create organizer automation while creating or editing a pipeline, then click New template.

Organizer template structure

An organizer has sections and questions; each question belongs to a section. Learn more about the fields on the organizer template creation page below.

a. Template name: Enter what you want to call the template. You’ll see this name when selecting it.

b. Organizer name: Enter the name your client will see for the organizer. Click Add shortcode to personalize it: Shortcode includes dynamic data that gets replaced with, for example, a client’s name or the date. For more info on shortcodes, go to the detailed article . 

c. Template contents: Click on section names to view them or hold the six-dot icon to swap sections.

d. New section: Click to create extra sections. Use the template contents on the left for navigation between sections.

e.  Section name: Enter a heading for the first section (e.g., Address Info).

f.  Section settings

• Copy icon: Click to duplicate the whole section including all questions in it.

• Gear icon: Click to choose this section’s settings. Toggle on Allow client to repeat to let clients replicate sections (for more details, go here ). If you want a new section to be displayed when a client answers a question a certain way, toggle on Conditions, then set up conditional logic jumps (for more details, go here ).

  

• Trash icon: Click to delete the whole section. Be careful — deleting the section can’t be reverted after you save the template.

g. Question and Text block gear icons:

• Required: If toggled on, the client won’t be able to submit an organizer until all mandatory questions are answered.

• Pre-filled: If toggled on, the client’s answer to the question will be automatically populated when a client fills out the organizer for the second and further times. Read more on how pre-fill works for the client.

• Conditional: If toggled on, you will be able to make a question or text block to be displayed when a client answers a question a certain way. Read more on how to set up the conditional logic jumps .

• Description: If toggled on, you will be able to provide details that explain a question. The explanation is displayed beneath the question.

• Tagging: If toggled on, you will be able to add and remove account tags depending on client answers. Learn more in the detailed article .

• Sync to CRM: If toggled on, you can select account/contact custom fields to be synced with the answer. You can choose whether to sync each answer in each specific organizer. Learn more in the detailed article .

  

h. Question: Select the type of question or request from the drop-down. Remember that if you are going to sync answers with account/contact custom fields, the question type must be the same as the custom field type.

i. Text block: Click to drop a block of text. You can add links, embed videos and paste emojis in text blocks.

j. Preview: Click to see what it looks like from the client side. For details, go to the section below .

k. Settings:

• Notify about document upload: Toggle this on if you want to receive notifications about documents uploaded to the organizer. For more details, go here .

• Organizer self-service: Toggle this on if you want clients to create organizers on their own based on this template. For more details, go here .

• Automatically seal after submission: Toggle this on if you want a client to keep the client from making any new changes. Learn more here .

• Send reminders to clients: Toggle this on to enable sending automatic reminders for pending organizers. Learn more about reminders in organizers .

• Customize destination folder for document uploads: Toggle this on if you want to create a separate folder in the client account for storing uploaded documents. You can use shortcodes in the folder name.

l. Save & Exit, Save and Cancel: Click Save & Exit to save the template and go back to the templates list, Save to keep your changes and continue editing the template or Cancel to exit without saving.

Note

Empty sections without questions or text blocks won’t be saved. You’ll need to add information to them in or delete them.

Question types

• Free Entry is for entering text, such as a name, address, or company

• Email is for entering an email address.

• Number is for entering numerals, such as number of children or an SSN.

• Date is for entering a day, month and year, such as a DOB. When entering, the date must match one of the following formats: MMM-DD-YYYY (e.g. Jan-01-2022) or MM/DD/YYYY (e.g. 12/24/2022) for US firms; DD/MM/YYYY (e.g. 24/12/2022) for non-US firms.

• Radio buttons provide a list of at least two options, such as a company type (e.g., nonprofit or LLC).

• Checkboxes display small boxes (at least one) that can be selected, allowing for both multiple and single answers.

• Dropdown expands a menu to select one or more options.

• Yes/No is for yes/no answers to questions like “Are you married?”

• File upload provides a place to upload with the name of the doc that needs uploading. In the template settings, you can add a folder that will be created in the client account for uploaded documents. If you don’t add it, the client will need to select a folder when uploading.  

Apply organizer templates

Once you’ve created a template, you’re ready to use it to gather data from clients to start your work:

1. Create a new organizer either by clicking New at the top left and selecting Organizer or by selecting the recipients in your accounts list, then clicking Send Organizer.

2. Click the Organizer template list to expand it, then select a template. Preview it if needed.

3. Edit the organizer name or click  +Add shortcode to individualize the title. Shortcode includes dynamic data that gets replaced with, for example, a client’s name or the date. For more info on shortcodes, go here . 

4. Continue by enabling reminders and linking the organizer to jobs.

   

   Note

   If there is more than one recipient, you won’t be able to link the organizer to jobs.

Edit organizer templates

1. To make changes to an organizer template, go to Templates > Firm templates in the menu bar, open the Organizers tab, then click on the organizer template name in the list.

2. Edit questions (e.g, if you need to update the organizer for a new tax year), move or delete questions and sections using the icons to the far right of the section name or question.

3. After making your changes, you have two options:

• Click Save or Save & Exit to save the changes to the template only.

• Click Update organizers at the bottom of the page to save the template and apply updates to to all organizers linked to this template. Organizers that have already been started by clients will not be updated.

Duplicate organizer templates

Create a new organizer template from an existing one: Click the three dots to the far right of the organizer template name, then select Duplicate. The organizer’s copy will be saved with a suffix (e.g., Organizer (2)).

Delete organizer templates

To avoid clutter, remove an organizer template if you don’t need it anymore. Click the three dots to the far right of the organizer template name, select Delete in the dropdown, then confirm by clicking Delete. All organizers created for clients with that template will still remain.

What does my template look like for clients?

If you need to check your organizer template from the client side, click Preview on the top right of the template.

Here you can select sections to preview from the Go to section dropdown on the top left, fill out any block like your clients do and click Next to proceed to the next section. The green bar on the top will appear along with your progress with organizer blocks.

Once done, click Back to edit or X on the top right.

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