CRM account list (Basic): Filter, export, pending activation

Your cloud-based account list allows you to quickly glimpse everything you need to know: the status of documents, invoices, tasks, emails—and more! Plus, filter and sort to quickly find anything. 

Covered here:

• Your client account list
• Customizing your account list
• Searching for accounts
• Filtering your account list
• Exporting your account list
• Printing your account list
• Accounts pending activation and resending invitations
• Client IDs and statuses

Your client account list

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TaxDome allows you to easily track your clients, so you can always stay on top of what they need. For an overall picture of your accounts, go to  Clients > Accounts from the left menu bar.

The entire client account list is available to a firm owner, admin or any team member with access rights to view all accounts. Otherwise, team members see only the accounts assigned to them.

The  Accounts page is fully customizable. You can view columns for:

• ID: the unique client ID (read more on client IDs below)
• Name: the client’s first and last name or the name of their business
• Follow: whether you are following the account or not (read more on account followers)
• Type: accounts can either be a Company or an Individual. The difference is that for a Company, you can fill in the company name and address
• Invoices: the total number of invoices the client has received since they began using your services
• Proposals: the number of proposals sent to the client
• Chats: the number of unresolved messages, with both unread and active status
• Tags: color-coded tags that help you filter your account list
• Pending signatures: the number of pending signature requests sent to the client
• Pending organizers: the number of pending organizers sent to the client
• Last login: the date and time the client last logged in to TaxDome. If the account has multiple users, it shows the date and time the last user logged in
• Credits: available money that can be applied to the client’s new invoices
• Tasks: the number of client tasks
• Team: the people who have access to the account
• QuickBooks: the account QuickBooks sync status
• Custom fields: you can add all your account custom fields to the table. All newly added custom fields will be enabled by default

The account name column always stays locked in place as you scroll across tables — similar to Excel's freeze pane feature. Column names remain in view at all times while scrolling.

Click the up-down arrow next to the header of the column you wish to sort.

Customizing your account list

You can customize your account list in different ways. You can resize, enable, disable and move columns to your liking.

You can customize the size of each column, except for the ID and Name columns. The size for these columns can only be customized together. To customize all other columns, click and hold the divider between column names and resize it by moving your mouse.

To set up the columns you want to be displayed in the account list section, click the gear icon on the top right of the table.

Here you can select the columns you want to be displayed. You can enable, disable or move any columns you want, except for the Name column. After clicking Apply, the table will be rebuilt with new columns.

Clicking  Reset will display all columns except ID.

Searching for accounts

To search for a specific account using a keyword or a custom field value:

• To use global search from any page, click the search button at the top left of your screen, type in the search field, then navigate to Accounts.

• You can also use the search field at the top right of Accounts page. Type a keyword, then press enter on your keyboard. Click the x in the search field to clear it.

Note! You can't search for custom fields of the User and Date types. Read more about custom field types.

Filtering your account list

Filters help you find specific accounts within your account list based on certain criteria. For example, you can find all accounts managed by a specific team member, or all accounts that have overdue invoices. Here's more about filters.

To filter your account list, click the  + Filter drop-down at the top left of your Accounts page and select the filter and the parameter:

• Selecting is/in will display accounts that contain the value selected in the filter
• Selecting is not/not in will display all accounts that don't contain the value selected in the filter

Here are the different filters you can apply:

• Client type shows all accounts with the selected type:
  • Individual shows accounts that are individuals
  • Company shows accounts that are companies
  • Other shows accounts without an account type selected
• Tags shows only accounts with specific tags
• Team shows accounts assigned to one or more specific team members
• Pipeline and stage shows accounts with jobs in/not in one or more specific pipelines. Select one or more stages to further narrow the results.
• Invoices lets you view accounts with Paid, Unpaid or Overdue invoices. When you select Unpaid, you can also choose to see Overdue statuses.
• Chats:
• Active shows accounts with active message threads
• Unread shows accounts with unread message threads
• Archived shows accounts with archived message threads
• Imported at lets you select the date and time the accounts were imported. You can select one of the suggested parameters or set a custom date.
• Last Login lets you select Today, Last week, Last month, Last quarter, Last year or Never. You can also set a custom date. In addition, you can filter clients that are Online or Offline right now.
• Approvals lets you select Pending payment, Pending approval, Approved or Rejected.
• Organizers:
  • Pending shows accounts with pending organizers
  • Active shows accounts with organizers that are partly or fully completed
  • Finished shows accounts with completed organizers
  • Archived shows accounts with organizers that are either partly or fully completed
• Proposals & ELs:
  • Pending shows accounts with pending proposals
  • Partially signed: shows accounts with proposals signed by at least one person 
  • Signed shows accounts with signed proposals
• Signatures:
  • Signed shows accounts with documents that are fully signed
  • Partially signed shows accounts with documents signed by at least one person
  • Pending signature shows accounts with documents awaiting signature
  • Prepared for signature shows accounts with documents pending signature that have not yet been sent to the client(s)
  • Opted out shows accounts with documents that users have declined to sign
  • Pending KBA shows accounts with documents that require at least one person to provide a signature with KBA
  • Failed KBA shows accounts with documents for which at least one signer failed KBA and/or a signer declined to sign
  • Voided shows accounts with documents that were signed offline and voided by your firm
    
• Date created shows accounts that were created Today, Last week, Last month, Last quarter, Last year or on any custom date
• Date updated shows accounts where information was updated Today, Last week, Last month, Last quarter, Last year or on any custom date
• User shows accounts that have a certain user added to the custom fields
• Date shows accounts that have the Date custom field with a value that corresponds to Today, Last week, Last month, Last quarter, Last year or any custom date

Printing your account list

To print an account list, click Print at the top right of the page.

Accounts pending activation and resending invitations

Once you invite someone to their TaxDome portal, or you add a user to an account, TaxDome automatically sends them an email requesting them to activate their account.

Until a user activates their account and creates a password, their email address remains on the Pending Activation tab. Go to Clients > Accounts from the left menu bar, then select the Pending activation tab to see who hasn’t activated their account yet.

Here, you’ll also see...

• EMAIL: the email address of the person who hasn’t activated their account yet. A red exclamation mark next to it means the address is invalid.
• ACCOUNT(S): the name of the account. If a user has several accounts, they are all displayed.
• INVITE SENT: the date the invitation to activate the account went out. Click the up-down arrow to sort the column by date.
• INVITED BY: the name of the person (either the team member or client) who has invited the person

If a user has been on the Pending activation tab for a long time, resend an invitation. Or if you disabled the option to send out an invitation, send one at any time:

1. Go to  Clients > Accounts from the left menu bar, then to the Pending activation tab.

2. Select the checkboxes to the left of the users you want to resend invitations to, then click Resend to selected.

You also can cancel the invitations if they are not needed any more. To do this, click Cancel invites to selected.

Client IDs and statuses

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