eTaxPortal Admin User Manual
Contents
1. 2009 March Sales and Use Tax i Target Project Select Project k Un assigned Records Assigned Records MAR FY09 Use Tax Detail_4191 xls MAR FY09 TB_CON_4191 doc MAR FY09 SBM Toledo Use Tax_4191 xls MAR FY09 WA Shipments_4191 xls IP header jpg Preview 1 jpg 4 doc txt e Select a project whose files you would like to share from the drop down Source Project e Select a Project where you like to share files from the drop down Target Project e The files in the selected source workspace will display in the list box e Select the files and click on the right arrow e Click Save The files that have been shared will be available in the Shared Library section D Discussion This feature empowers users to communicate send messages within the workspaces e When you send a message to another team member the portal will generate an email message to the team member with the summary line and directing them to the portal to respond e The Messages tab shows a list of received messages and also who has sent them Send Message e Click on Add Message tab e Select a person from the drop down Send To e Create a message and click Submit Cir f Namtra eTaxPortal Subject Message Sault Sates e Click on Inbox to view all the messages received and Outbox to view all the sent messages E Member Access It provides a list of users who has access to the workspaces along with the description of the respective2. e Selecta File or multiple files e Select the folder from the dropdown Folders e Click on Move to Folder e User can easily drag and drop a file or folder in any specific folder ar Root ayesha1 Upload Files C Add Folder e j Move File Folder Edit Title Project Date l 5 5 2009 3 7 GE ayesha 2 2009 March Sales and UseTax Ps Organize Files in Sub Folders e Select a File or multiple files e Select the folder from the dropdown Folders e Select subfolder from the drop down Sub Folders e Click on Move to Folder 2 Root all gt root2 CJ Root root2 B folder3 sub folder Upload Files J Add Folder sa Move File Folder Title Project F rpe imgsearch gif Association a folder3 Association eTaxPortal Date Ste 2 25 2009 12 12 14 PM Op 4 8 2009 1 20 32 AM Cir Namtra C Shared Library Shared Library allows users to share files with other workspaces ProjectTask AllFiles SharedLibrary Discussion MemberAccess ProjectMember Viewing 2009 March Sales and Use Tax EA Add Shared Documents File View Source Project File Description Folgers Smuckers Integration and Re engineering Work Folgers Smuckers Integration and Re engineering Work z Plan 72908v3 _4128 xls Data Requests Plan 72908v3_4128 xis Frar a a arae SE Ee 1 e Click on Add Shared Documents button from the second level of tabs e You will be presented with the following screen K Shared Library Source Project
3. Click on the Move task to Project button B All Files The second tab in the Project is All Files tab All Files is an area where you can organize and store files and documents You can create custom folders and subfolders and can tag each document for easy searching It also provides Checkin CheckOut and versioning functionalities Cir Namtra eTaxPortal ProjectTask AllFiles SharedLibrary Discussion MemberAccess ProjectMember Viewing 2009 March Sales and Use Tax Upload Files A Folder View Search for Q Search Select Tag Select Select Select Select Select ee Add Tag Delete S Upload New Yersion v Income Tax 4 0 Open 0 Assigned 0 Prepared 0 Reviewed 0 Signed Off Federal Returns 4 0 Open 0 Assigned 0 Prepared 0 Reviewed 0 Signed Off pm fa Edit File Title Assigned To User To Notify Date Status AoA B vw iP header ipa null 05 05 09 Page No A Page Size 5 gt UnCategorized 4 0 Open 0 Assigned 0 Prepared 0 Reviewed 0 Signed Off AllFiles Upload Documents m To upload Files amp Upload Files e Click on Upload files button e Upload Files screen will open Select Files tojupload Browse Remove Clear list eee Add 100 Uploaded 1 files Upload complete e Click on Browse e Selecta files to be uploaded and click Open e The file will populate in the upload box e Click on Add You can upload
4. O O O O O O O O Advance Search OO Select Tag Select Select Select Select Select v rd gt 01 08 2009 0 0 Assigned 0 Open 0 Prepared 0 Reviewed 0 Signed Off gt 01 13 2009 0 0 Assigned 0 Open 0 Prepared 0 Reviewed 0 Signed Off gt 01 14 2009 0 0 Assigned 0 Open 0 Prepared 0 Reviewed 0 Signed Off gt 01 21 2009 0 0 Assigned 0 Open 0 Prepared 0 Reviewed 0 Signed Off gt 01 28 2009 0 0 Assigned 0 Open 0 Prepared 0 Reviewed 0 Signed Off gt 01 29 2009 0 0 Assigned 0 Open 0 Prepared 0 Reviewed 0 Signed Off gt 01 30 2009 0 0 Assigned 0 Open 0 Prepared 0 Reviewed 0 Signed Off Cir Namtra eTaxPortal Advanced Search Advanced Search will allow users to search documents by applying more than 1 filter Hierarchical View Hierarchical reports allow users to view documents in a hierarchical view There are five radio that button represents tags Click on each radio button to view the reports by any tag in a hierarchical format Note These reports can be personalized according to requirement of your company Report Search Hierarchical C O Legal ty O _ Categor Jurisdiction Perlod Business Enti 2 0 Open 2 Assigned 0 Prepared 0 Reviewed 0 Signed Off 0 Open 1 Assigned 0 Prepared 0 Reviewed 0 Signed Off 0 Open 1 Assigned 0 Prepared 0 Reviewed 0 Signed Off 0 Open 1 Assigned 0 Prepared 0 Reviewed 0 Signed Off Fil
5. When a new user is created by an administrator of an organization eT axportal creates a personalized workspace for the user Here the user can store all there personal documents files and images The following are the options when you click on My Workspace eTaxPortal Cir f Namtra Issue Lo 5 Issue Log Lssus too My Dashboard Project Portal Personal WorkSpace Issue Log File Room Project Health Administration Data Tool Add Issue f Export to Excel Status Entity Jurisdiction TaxYear Assigned Correspondence Category Select v Select v Select v Select v Select v Select amp Preview Issue Entity Jurisdiction Response Due Date AssignedTo Status To C CallLog Address change request 2008 Personal Pro Taxes J M Smucker LLC MD 4 13 2009 Wiliam Lewis Assigned C Calllog Assessment Notice for unpaid tax Knudsen and Sons Inc PA 10 12 2008 CurtSuppes Signed Off C Calllog Assessment Notice on unpaid tax Milnot Company PA 10 12 2008 CurtSuppes Signed Off Issue Log contains detail of the issues There are seven drop down lists in issue log portal page Status Entity Jurisdiction TaxYear Assigned Correspondence and Category User can search any issue based on different search criteria Go button is used to display only those issues which user select to search User can check out the detail of issues by clicking any of the issue links in the table Call log Provides lo
6. access rights ProjectTask AllFiles SharedLibrary Discussion MemberAccess ProjectMember User Name Workspace Access Start Date Ankeet Mehta 4 3 2009 Bozena Lenartowicz 4 3 2009 Catherine Warner 4 3 2009 Jennifer Lau 4 3 2009 Laura Conrad 4 3 2009 Michelle Mccarthy 4 3 2009 Workspace Access Expiry Date 4 3 2010 4 3 2010 4 3 2010 4 3 2010 4 3 2010 4 3 2010 Viewing 2009 March Sales and Use Tax Workspace Name 2009 March Sales and Use Tax 2009 March Sales and Use Tax 2009 March Sales and Use Tax 2009 March Sales and Use Tax 2009 March Sales and Use Tax 2009 March Sales and Use Tax Rights Preparer Preparer Preparer Preparer Preparer Preparer Approve No Yes Yes Yes Yes Yes F Project Member It provides a list of those users who are related to the selected project ee ProjectTask AllFiles SharedLibrary Discussion MemberAccess ProjectMember User Name Ankeet Mehta Bozena Lenartowicz Catherine Warner Jennifer Lau Laura Conrad Michelle Mccarthy Portal User Type Internal internal Internal internal Internal Internal Viewing 2009 March Sales and Use Tax Phone 3129243403 3125883432 4158163008 3125883410 3306843198 5137829226 Email Address showkatmir gmail com showkatmir gmail com showkatmir gmail com showkatmir gmail com showkatmir gmail com showkatmir gmail com MyWorkSpace 4 My Workspace la ace
7. are selected for a project click Save button to finalize the settings To Un assign a user from a project e Select Users from Assigned Users list box and clicking the arrowhead pointing to the Un assigned Users list box e Click Save button to finalize the settings 5 Create Users Click on Add User and you will be directed to a new screen where you can perform the following functions e Add User e Define eTaxPortal access for a User e Define Users access to a Project e Set user permission on a Project Add User 1 2 3 4 Add Edit User Define Application Set Users Access Set User Permission Access to Projects on Projects p Add Edit User User 1D Company Ucensedio Mose 8 First Name Last Name Phone __ mm Role Email Address User Active Yes No e Enter User details e Select the User Type c i Namtra eTaxPortal ee Portal User Type Administrator External Internal e Select if the user will be Active or Inactive Inactive user cannot access the Portal e Click on Add User button Reset User People frequently forget their passwords One way to create a new password is to reset a user e Click on the check box by the User Id in the report e The user s information will get populated in the user form e Click on Reset Users button The user will receive an email with the user name and password Define User access to Issue Log Select the Issue log right for the user and click on Add
8. lanua Lon Rinhta Read Only Preparer Reviewer Approver Assign User to the project W Assign User projet eara OOOO O Un Assigned Users Assigned Users Andrea gronenthal Admin Administrator Ann Crawford CPA Internal Bob West Administrator John Elliot Project Manager Administrator John Lehigh Administrator Administrator gt Kelley Lear Administrator Administrator Russell Peters Administrator Stacy Shedivey Marketing Administrator 4 Suzzanne Moss Internal Terry Ogden Administrator Terry Ogden Internal Internal Save e Select the users from the list box Un assigned Users and click the arrowhead pointing to the list box Assigned Users The user is seen in Assigned Users list box e Click Save button to finalize the settings Set User Permissions on a Project Approve User to access a particular project e Select the Project name from the drop down e The users that were assigned to the that project will get populated in the report e Click on the check box by the user s name and then select Approve button CAK Namtra eTaxPortal K Assign Workspace Permission 2 Approve mn Disapprove Search By Project Internal Preparer User Name Project Access Start Date Project Access Expiry Date Rights Approved Edit Anant Moore 5 6 2009 5 6 2010 Read Only No Edit Theresa Internal 5 6 2009 5 6 2010 Approver Yes By default the user s access date for
9. multiple files at the same time e Click on Save Please note that you must click on the Add button to upload your document and then Save button to store your changes If you select save without adding first your document will not be attached While you are uploading a file you can perform multiple actions on the document which includes tagging assign file to a team member assign a status and notify other team members about your recently uploaded file ee Cki Namtra eTaxPortal if the files are not tagged while uploading they are available under untagged documents in the Category view Select Tags Select Tag Select Tag Select Tag Vv Select Tag Select Tag v g Add Tag RR Delete fa CheckOut i Checkin E Export to Excel Upload New Version Cateqo Title Assigned To User to Notify Date Status Total E i Donors doc Donor List John Doe null 4 2 2009 Open E a Grant for College Education doc Grant for College Education John Doe Ayesha Admin 4 2 2009 Assigned Action that can be performed after uploading of Files Versioning If you upload a document several times you don t have to rename the document every time Documents are never overwritten and all versions are saved The latest version is always on the bottom amp Upload New Version e To upload a new version o Click on Upload New Version button from All Files tab o Browse to upload a new file o Click on Save To v
10. the workspace is same as the Project Start and End date However administrator can define the workspace access dates for a user by clicking on the Edit button and changing the dates Once the date reaches to an end the Project is no longer available for the user on the dashboards Define user s access rights to the Workspace e Click on the Edit Link beside the user s name e Select the right you want to provide to the user e Click on Update Delete g Approve F Disapprove Project Employment Taxes L User Name Workspace Access Start Date Workspace Access End Date Workspace Name Rights Approved Oo Yx Adam Russel 9 1 2009 9 1 2011 Employment Taxes _ Read Only No GB I Andrea gronenthal 9 1 2009 9 1 2010 Employment Taxes Approver Yes Explaining Users Right Documents and tasks in eTaxPortal have different status and rights by which they can be viewed during the course of a project However individual users may possess different levels of rights relating to status within different workspaces Due to these facts we can assign the rights to user at the project level as opposed to at the user level Status and levels of rights are defined below Status 1 Open 2 Assigned 3 Prepared 4 Reviewed npes 5 Signed off Preparer The levels of Rights Approver 1 Read Only Rights 2 Preparer Read Only 3 Reviewer ropan i Reviewer 4 Approver Approver 5 Signed off The User with Read Only cannot make changes t
11. to be alphanumeric and a minimum of 8 characters long and may contain numbers With so many options you should come up with a password that s easy for you to rememl but almost impossible for someone to figure out First Time Access The system will require the Users to change their auto generated password once they have accessed the system for the first time Password Configuration o Password should consist of alphanumeric characters o Minimum of 8 characters long Cin f Namtra eTaxPortal o Do not use spaces symbols amp or numbers A strong password contains a combination of uppercase and lowercase letters Remember Your password is case sensitive After saving the password the User will be redirected to the login page again where the User will use the new password that was created 3 Portal Setup Click on the first link Portal Setup TGNA G Iiraja wy e aX PO rtal Tax Document and Collaboration Tool Getting Started Portal Setup w First Project Setup S Create Users Dashboard Project Portal I Personal P Notree teg Files amp Folc Ste sie ax Calender i Aud E OrTask Document New to eTaxPortal Reset DashBoard Customize Configure Tab Preferences You will be directed to the following screen Q amp Manage Organization Organization Name Organization URL Ip Address No of Licenses Header Edt 19 ACME etaxportal com 5 25 9e370902 d
12. to be imported should have the first 4 columns as Item Description Status Che Namtra eTaxPortal and Order 2 The first row should have the Column Names To Assign Workflow to a Project e Click on the Assign CL to Project button e Select project you want to assign the Workflow to from the dropdown box labeled Select a Workspace amp Assign CLto Projec e Select the Workflow from the list box Un assigned Workflows and click the arrowhead pointing to the list box Assigned Workflows The Workflow can be seen in Assigned Tasks Lists list box e Click Save button to finalize the settings 6 Archive UnArchive Once the Project reaches its end date it gets archived and no longer visible on the Project Portal However the Project and its content are still available on the Portal in Archive UnArchive section To make the workspace available the workspace has to be UnArchived or the Close date of the Workspace has to be extended UnArchive a workspace e Select a Workspace e Click on a UnArchive To Extend the Workspace Close Date e Click on inline Edit button for the Workspace e Change the Date and click on check mark JA Archive UnArchive t Workspace Name O Ve cTO F a Test Project State Exams F J Test Project State Exams F J Test Project State Exams F 7 Project ayesha s admin 7 Document Search Mb Document Search Search for File Name B E 1269539 4134 xls 2 1
13. 120 1A 2001 2002 4144 pdf 1120 JM Smucker LLC 2006 4144 pdf A F 1147Ninw Nierinea A124 wie eTaxPortal Workspace Start Date 9 10 2008 5 5 2009 5 5 2009 5 5 2009 5 5 2009 Workspace Close Date 9 30 2009 5 12 2009 5 12 2009 5 12 2009 6 4 2009 Title RE Smucker eTaxPortal SERP income Analysis Select Status Archive Workspace Archive Date 9 10 2008 5 5 2009 5 5 2009 5 5 2009 5 5 2009 Status Archi Archive Archive Archive Archive 2001_lA_CorporationReturn_TheJMSmuckerCompany amp Subsidiaries 2006 _Federal_1120Return_JMSmuckerLLC Inventory CAK Namtra e Click on Document Search from Administration Panel e Enter the document name in the search bar e Click on Go button e All the search results will be displayed 8 Manage Access Log e This function is used by an Administrator to view the log for all the users who have accessed this application K Manage Access Log f Export to Excel amp Full Name User Name Site Access Start Date Site Access End Date F Bob Kenner Bob Kenner 7 30 2008 1 40 00 PM 7 30 2008 1 41 00 PM F Bob Kenner Bob Kenner 7 30 2008 1 41 00 PM F Michelle Mccarthy Michelle Mccarthy 8 7 2008 11 17 00 AM 8 7 2008 11 18 00 AM F Michelle Mccarthy Michelle Mccarthy 8 7 2008 11 18 00 AM o i F Michelle Mccarthy Michelle Mccarthy 8 7 2008 11 25 00 AM F Michelle Mccarthy Michelle Mccarthy 8 7 2008 1 47 00 PM F M
14. 2009 k it My Team Overdue Tasks 0 GD My Task Reminders 2 Create a budget for the Property Tax i Issues Assigned to me 6 Project Project John Elliot 4 22 2010 A u 1g 6 Create a marketing plan Project John Elliot 1 28 2010 Over due Today s Task Projects Due Date Automate personal finances online Project John Elliot 1 21 2010 File tax return Project John Elliot 326 2010 12 Recent Issues Issues Response Date Status Review property classifications 9 20 2008 Signed Off Penalty for state of Ohio Reviewed Once the User has logged in User will see the default view of My Dashboard A Sections in My Dashboard Document and Task Charts Display the status completion of the documents and tasks assigned to you Today s Tasks Displays tasks that are due today Recent Tasks Displays tasks that are due within 7 days Recent Documents Displays documents that have been uploaded within past 7 days Recent Issues Issues that have been uploaded within past 7 days Task Reminders It reminds user for any upcoming tasks Quick Link Help User to navigate easily within the portal for administrative tasks Tag Cloud Links that helps users to quickly access commonly used sites out site the portal Cir f Namtra eTaxPortal Task Key Matrix Display the tasks due today and overdue tasks Clicking on any link will take user to particular task and document B Search e The users can also search a document or a task from the s
15. 649 4f0b a462 9a97 1 7f0f6e7 jpg P Manage Tab Preferences for EET Home Page Project Page Tab Name Description External URL Status Select Up Down Default Edit Dashboard Dashboard Approved M 7v Ww Edit Tax Office Projects Team Portal Approved M A v i Edit Audit Room Audit Room Approved M a v IDRs RARs NOPAs and Other Audit Related Edit Notice Log Communications Approved v A vv Edit File Room Shows Document for particular category Approved M a v Edit Project Health Shows tasks related to projects and resources Approved Til A v Edit Audit Projects _ Kelley MyWorkspace Approved M a v Edit Data Tool Data Tool Approved M a v Edit eTaxCalendar Tax Calendar Approved M A A K Contact Details to be used when sending email notifications for support issues Preview Contact Person Email Office Phone Cell Address Fax Pelete Edit Theresa Ogden Theresa intelysys com 703 391 7071 703 939 0084 11800 Sunrise Valley Dr Suite 317 Reston VA 20191 703 773 6974 94 gt SMTP Settings Organization Smtp Port From Email User Name Password Disclaimer Delete Edit ACME 465 etpadmin etaxportal com etpadmin passwOrd This email is confidential pe iki Namtra EI eTaxPortal a Manage Organization You will find your organization information under Manage organization Upload a your header for your Portal o Click on Choose File o Upload your own personal header from your desktop and click Save Yg Manage Organizat
16. ales and Use Tax Compliance Filing Task List Loading the Sales and Use Tax data into the Vertex Compinace Software Edit Add Task Tax information request to P amp G i Tax information request to P amp G l l o Edit Add Task Test Check List Testing Add Tasks to the Workflow The user can add individual tasks to a Workflow that is created e Click on an Add Task Link by the Workflow you added e Enter the required information for each task e Click on Add button 4 Task List 8 Import From Excel Task Status Open v Description Assigned To Select v Order Add a Item Description Assigned To Status Order Level 2 Edit To check add Task List to work Task List Open 3 00 Create Hierarchical Tasks e Click on Level 2 from the Task Report e Enter the required information e Click on Add e Now a sub task is added to a parent task e Follow the same procedure for Level 3 Import Tasks from Excel The user can import Tasks from CSV format or XLS format to the application e Click on Import from Excel button e Click on Browse button e Select the file to import e Click on Import button Format to Import from Excel 1 The Excel file to be imported should have the first 4 columns as Item Description Status and Order 2 The first row should have the Column Names 3 The data to be imported along with the header row should be highlighted and given a namespace of Workflow Format to Import from CSV 1 The CSV file
17. ck on Add Edit Link e Enter Name and URL and Click on Save e Global Links To make the Link available for all the users click on the Global Link W Add Edit Link Link Name Link URL 4 Lock UnLock When a User enters its user id and password incorrectly three times eT axPortal locks that user e To unlock a user On Administration screen click Lock unlock icon under Manage User e Clicks on the check box by the user name from the list and click the Unlock icon K Lock Unlock A Pa User ID First Name Last Name User Type Phone Status F Bob Kenner Bob Kenner Internal 3306843532 UnLock F AndreaGronenthal Andrea Gronenthal Internal 3122353328 UnLock F Khaja N Syed Khaja Syed SUPER ADMINISTRATOR 7033917071 UnLock F Michelle Mccarthy Michelle Mccarthy Internal 5137829226 UnLock 5 Workflow In addition to manually creating tasks in the task portion of the workspace you can load a predefined list of tasks that are common across multiple Project s Create Workflow e From the Administration select Add Edit Workflow e Enter Workflow name and Description e Click on Add Es k Namtra eTaxPortal g Assign CLto Project Wg Add Edit WorkFlow WorkFlow Description Preview Add Task WorkFlow Description Edit Add Task Folger Cashflow Folger Cashflow Project Edit Add Task Process and Technology Process Edit Add Task Sales and Use Process for January Sales and Use Process for January Edit Add Task S
18. ck on Save Yg Document Tag setup Tag 1 Caption Tag 2 Caption Tag 3 Caption Tag 4 Caption Tag 5 Caption Documents Tag List Setup G gt Entity 6 gt Period 23 Jurisdiction Business Category oe Cite Once the metadata fields are named you are ready to enter the Meta data Create Meta Data for the Tags gt Meta Data Field 1 e Select Meta data field 1 e Enter the information e Click on Save gt Meta Data Field 5 Hierarchal tagging It allows to create hierarchical tags For example Scholarship Department Application Correspondence Grants To Create Hierarchical tags Car f Namtra eTaxPortal e Create the first level of tag enter the information and click on Save e Once the first tag is added it displays in the report e Click on Level 2 button to create a sub tag enter the information and then click Add button e You can create four sub tags for one tag In the following example the Meta Data field 5 is Category Ug Category Category o Add x Delete Levels Category F Level 2 Edit Administration F Edit ____Charts F Edit Human Resources F Edit _ Meeting Minutes cO Edit ____ Correspondence am O Edt Other oo oO i Level2 Edit 5 Folgers integration oO Level 2 Edit Employment Tax 2 Create Groups e Select Add Edit Groups from the Administration e Enter the required information click on Add Add Edit Group Group Name Group Description Add Assign user
19. e Name File Project U Visio Provision Steps in Visio ver pdf 2 Sales and Use Task Provis Property Tax Find aS Page No 7 Project Health Project health is a part of efaxWorkflow that lets you view at a glance all the tasks and its status categorize by resources and projects This area is designed for you to easily manage Project It keeps control of the all tasks and resource workload regardless of the projects they belong to A Project View Click on Project View Tab to view the Task status according to the Project B Resource View Click on the Resource View tab to view the Task status by Resources C Task Calendar View Click on the Task Calendar View tab to view the overdue tasks status The project and resource view group tasks in three categories 1 Currently due or Today s tasks 2 Late or Overdue tasks 3 Completed Task Select Project Ace Tasi Help Screen Help on this page Project View Resource View Task Calendar View John Elliot 53 0 Todays Task 0 Upcoming Task 53 Over Due Task v Stacy Shedivey 2 0 Todays Task 0 Upcoming Task 2 Over Due Task over Due Tasks 2 0 Open 2 Assigned 0 Prepared 0 Reviewed 0 Signed Off Task Due Date Priority Status i Review Rash Demo 06 30 2009 Medium Assigned E Findings at fieldwork exit conference 04 01 2010 Medium Assigned Page No 4 Page Sze 5 3 To view the details information about tasks Expand the drop down by clicking on an arro
20. eTaxPortal User Manual Administrator Copyrights Disclaimer This report contains information that is confidential and proprietary to Namtra Business Solutions and is solely for the use of eTaxportal personnel No Part of it may be used circulated quoted or reproduced for distribution outside Namtra Business Solutions If you are not the intended recipient of this report you are hereby notified that the use circulation quoting or reproducing of this report is strictly prohibited and may be unlawful C iNamtra eTaxPortal Table of Contents Getting Started 1 2 3 4 5 6 Exp 1 2 3 SNOOP ON a ON oo eTaxPortal Authentication Change Password Portal Setup First Time Project Setup Create Users Configure Tab Prefrences loring Options Dashboard Project Portal Projects Project Tasks All Files Shared Library Discussions Member Access f Project Member My Workspace Issue Log File Room Project Health AuditRoom C2009 dministrative Functions Document Tag Setup Defining Meta Data Create Groups Create Links Lock UnLock WorkFlow Predefined checklist Archive UnArchive Document Search Document History OO c i Namtra Introduction eTaxPortal is a feature rich platform for multiple groups involved in the tax department It addresses automation collaboration risk management compliance information sharing scheduling productivity and controls The Workflow Manage
21. earch bar across the project that they have access to O Task Document 2 Project Portal project Pore My Dashboard Project Portal Personal WorkSpace Issue Log File Room i Project Health Administration Data Tool Projects Assigned to Me Start Date Close Date Task Statistics 2009 March Sales and Use Tax 4 1 2009 6 30 2009 18 17 Open 0 Assigned 1 Prepared 0 Reviewed 0 Signed Off Chart Canada Room 9 15 2008 9 1 2009 0 0 Open 0 Assigned 0 Prepared 0 Reviewed 0 Signed Off Chart Credits and Incentives 8 27 2008 8 27 2009 6 1 Open 5 Assigned 0 Prepared 0 Reviewed 0 Signed Off Chart Data Requests 7 29 2008 12 31 2009 138 47 Open 10 Assigned 71 Prepared 3 Reviewed 7 Signed Off Chart Employment Taxes 8 27 2008 8 27 2009 19 4 Open 15 Assigned 0 Prepared 0 Reviewed 0 Signed Off Chart Over due Today s task Assigned To Projects Due Date Priority Status Deployment Khaja Syed Process and Technology Project 11 3 2008 Low Prepared FAS 109 Data Vertical Slice Khaja Syed Process and Technology Project 2 18 2009 Medium Assigned FIN 48 Data Vertical Slice Technical Khaja Syed Process and Technology Project 2 18 2009 Medium Assigned Fixed Assets Vertical Khaja Syed Process and Technology Project 1 5 2009 Medium Assigned Property by State Vertical Slice Khaja Syed Process and Technology Project 3 4 2009 Medium Assigned 499 Recently Uploaded Docu
22. elps organization to dictate their own standard classification of documents files that are uploaded in eTaxportal Using File Room e In File Room you can view all the documents regardless of which workspace they belong to e You can view reports by different meta data that the organization has defined e You can also upload a file from the File Room You can do the following in the File Room e View all the documents files regardless of any project they belong to e View reports by different Tags Meta data that the organization has defined e Upload files in any project from the File Room and tag them e Perform an Advanced Search for a Document e Search for any documents Note It is important to define tags or Metadata for your organization and apply tags to all the documents before viewing the reports in the FileRoom To define Meta data or tags review help in Organization Tags in Administration e Reports in File Room The reports in FileRoom are in two organized Formats Hierarchical view and Search view Search View Users can view documents by nine different filters The first five filters are by tags The rest of the filters are by status by Project and by Dates Click on the Radio buttons to view the desired report If you wish to view all the documents click on the radio button None Select Project Select v amp Upload Files None Category Entity123 Period Business Jurisdiction Status Project Da
23. fferent colors have been user to determine the priority of a task Red High priority yellow Medium priority Green Low Priority Open the Task in Edit Click on the blue link for a task will allow acting on that task It will open the task form in the Edit mode Click on a task to open in Edit mode vCalendar Linked Docs Task Title Due Date Priority Status Assigned To Order BE 0 5 7 2009 Low Open Ankeet Mehta 1 00 F gi lt Generate the sales and use tax reports and upload it on to the portal 4 8 2009 Low PreparedLaura Conrad 2 00 Assign users to tasks You can also assign or reassign Task from Assign User button from the Task Page e Select the task by clicking on a checkbox by the task e Click on Assign User button at the top of the report Add Task 9 Add reminder ax Delete R Exoort to Excel Search By Select Priority Search By Select Status e The Assign User screen will open e Assign user group from the drop down Assign To e Click Save Creating Reminders for a Task Users can create reminders for their tasks to display on Dashboard e Select the task by clicking on the check box e Click on Add Reminder tab Cir f Namtra eTaxPortal E Add Task ax Assign User T Add Reminder Delete f Export to Excel Search By Select Priority VY Search By Sdect Status Select vCalendar Linked Docs Task Title 0 Send Reminder to the Clients F att 4 Generate t
24. for an Audit 3 Once an Audit project is created click on Assign from the Project report 4 Assign users to an Audit Project K Add Edit Project Info Project Name 2009 Domestic Federal Audit Projects Project Start Date 171 2010 Project End Date 6730 2011 MSelect the Project for an Audit Ada tki Namtra eTaxPortal Il Administrative Functions Click on Administration link at the far right corner of every page to visit to the Admin Portal _ a A Manage Portal Show Hide wy Organization amp Tags t Portal Setup ins Document Tag Setup A Add Edit Link 4 lt p Manage User Show Hide Add Edit Company Cy Add Edit User amp Add Edit Groups 3 Lock Unlock aad Manage Project FN Add Edit Project Ig y Assign User Permission cA Add Edit WorkFlow a Project Archive fo Document Search l Show Hide ft Monitor Access Show Hide fu Project Access Log amr Document History 1 Document Tag Setup or Defining Meta Data eTaxportal gives organizations ability to define how they would like to tag the documents that are getting stored in eTaxportal for easy searching It provides options to create five tags for a document Bt default users will be provides with five tags However you change the name of the tags according to your organization needs Renaming the Tags gt Click on Edit gt Delete the tag names that are already there and type new names in all the fields Cli
25. gging capabilities for all telephone conversation 1 Click on call log to add the related information 2 You can also add information about multiple calls related to an issue It will display in the call log report Create issues or correspondence in eTaxPortal 1 Click on Add issues 2 Fill in all the related information related to issues 3 Upload a copy of an issue 4 Click on save Note The copy of issue and resolution can be uploaded even after the issue is created Click on the issue title from the issue log report and upload the document Wg Add Issue Description of Issue Date of Receipt a Nature of Correspondence ea Jurisdiction City Jurisdiction State Resolution Response Due Date Spsponna Required Date Resolved aoa Follow Up Required Follow up Assigned To Select e Follow Up Description T ed To Reviewer issue Contact Amount of issue Status Tax Year E of Tax Copy Of Issue Click to upload files Copy Of Resolution Click to upload files Search for issues e Users can search any issue based on different search criteria which are Status Entity eo C ih Namtra eTaxPortal Jurisdiction Tax Year Assigned Correspondence and Category e Click on Go button to display your search To view the details of issues Click on an issue link in the issue report 6 File Room File Room helps to index documents and records in a standardized manner for more effective discovery and reuse It h
26. he sales and use tax reports and upload it on to the portal e Enter the information and Click Save Q Add Reminder Task Generate the sales and use tax reports and upload it on to the portal StartDate 6 17 2009 e End Date 6 17 2009 a i ua VCalendar VCalendar will help in seamlessly integrating the eTaxPortal Tasks with the Microsoft outlook Task This will help the users to create reminder in their Outlook Express for those tasks The user just has to enter an email address in v Calendar and the reminder is created in the user s outlook Express Send To vCalendar Information TaskBL Title Generate the sales and use tax reports and upload it on to the portal Task Description The client will provide the following reports Smuckers 1 Use Tax Detail Report 2 Trial Balance 3 Sales by State A R detail report Start Date 4 8 2009 12 00 00 AM End Date 4 6 2009 12 00 00 AM Task Priority Low Task Status Prepared Task Order 2 00 Create Notes for a the Task e Click on the Add Notes icon e Add Notes and Click on Save eTaxportal will automatically save user name and date with notes ee k Namtra eTaxPortal Attach a document File to the Task There are two tabs on the Task form that allows user to add document File Upload Files o Upload Files CA Add Document From Project Library o Add Document from All Files Upload Files tab This button allows users to upload a new document from your local dr
27. ichelle Mccarthy Michelle Mccarthy 8 7 2008 4 03 00 PM 8 7 2008 4 16 00 PM 9 Document History Allow users to view the action performed on any document K Document History Project Date From Date To Generate Report Select a Project be 5 21 2009 n 5 21 2009 Generate Report _ e Select Project Name e Select a specific Date e Click on Generate Report e All the search results will be displayed CAK Namtra eTaxPortal
28. icking on any Project ProjectTask AllFiles SharedLibrary Discussion MemberAccess ProjectMember A Project Tasks Project Task is an area where you can easily access project related tasks and manage the entire milestones in one view You will be able to view the task description due date priority and status as well as whom it is assigned to Audit Tasks Project Files Shared Files Discussion Board Members Access Project Member fiewing Property Tax Task Portal View Task Calendar View Help Screen Help on this page E Add Task x Assign User C Add Reminder i Delete F Export to Excel Upload Files Search By Select Priority B Search By Select Status B Select Project F3 Move Task To Project Notes vCalendar i Priority Task Title Due Date Subtask Status Assigned To Order Gu OQ 1m Property Tax Planing 9 1 2009 Add Open Group_Property 4 00 0 z gi 0o E Determine effect on transfer tax implications 1 6 2010 Add Assigned John Elliot 2 00 CF 2 o rrem om pny information is not created timely and returns can not be filed on time Reporting 113 2010 Add Open Andrea gronenthal 3 00 l 0 g g 0 Reporting requirements related to transfer taxes 9 8 2009 Add Prepared John Elliot 3 00 A 0 gi 0 Reviews and reconciles to the original files received from client 1 13 2010 Add Open Andrea gronenthal 4 00 0 O gi 0 E Risk that information created in the flat fi
29. iew different versions click on the clock icon on the document report Checkin CheckOut This Functions allows to perform Check in and Checkout of documents so that only one person works on the document at any given point in time To check out Select the documents and click check out A lock will display by the document Edit File Title Assigned To User To Notify Date Status A Ov B 7 p header jpqg null 05 05 09 Comments Notes J lal Save Comments Ptease check the file before you send e Click on a Comment icon by the document e Comment box will appear at the top of the report e Add comment and click Save Comment Every time a new comment is added it appears with name of the person who added the last comment along with the date Cir Namtra eTaxPortal Comments Candidate list John Doe 4 3 2009 3 17 00 PM List of all accepted candidate lal Save Comments Category Title Assigned To UnCategorized a Donors doc Donor List John Doe Edit i ack e Inline Edit Click on the pencil icon on the document to change the Title ofa document reassign document to a user Notify user and change status of a document ps ja Edit File Title Assigned To User To Noti Date AOA BMX O ehessering nul seect M Seect M O 0559 seect S e Click on the inline Edit button from All Files tab e Enter the title Select the User group to assign and notify user and select the status from the d
30. ion Organization Name ACME Organization URL etaxportal com Authorized Ip Address Custom Error Message Header Choose File no file selected b Manage Tab Preferences It allows users to change tab names and move tabs position according to their own preference For example a user can change the name of Project Portal to TaxProject and make that tab last in the row of tabs To manage main tabs of eTaxPortal click on the radio button Home To manage the tabs inside a Project click on the radio button Project To change the tabs position Click on the Up or Down arrow and click on Save To change the name of a tab click on Edit button To remove a tab for eTaxPortal uncheck the box in the Tab report To view any different page other than dashboard as a default click on the star by the desired tab name and the select SAVE c Contact Detail Administrator can add his or her contact information here to be used when sending email notification for support issues d SMTP Settings Click on Add to create SMTPP settings Click on home link at the far right corner of the screen 4 First time Project Setup Click on he First time project setup link on the Home Page e On the add Project page click on Add e Enter the project name and description its start and end date And click on Save e You will be directed to assign user and setup user permission a c i Namtra eTaxPortal K Assign User Access
31. ive with a task We will discuss about adding documents in the All Files Add Document from Project Library tab e Click on Add Document from Project Library e Select a Task from the drop down e Select documents from Project Library box and click on the right arrow to move the documents in the Task Document box e Click on Add K Add Documents Select a Task Project Library Task Document MAR FY09 Use Tax Detail_4191 xls MAR FY09 TB_CON_4191 doc MAR FY09 SBM Toledo Use Tax_4191 xls MAR FY09 WA Shipments_4191 xls IP header jpg Preview 1 jpg ied sdi pz Associated documents with the task appear under attachment sign in the Task report Move task to another Project The users can move tasks from one Workspace to another Add Task ax Assign User T Add Reminder Delete E Export to Excel Search By Select Priority Search By Select Status Select Project vCalendar Linked Docs Task Title Due Date Priority Status Assigned To Order M jin 0 Send Reminder to the Clients 5 7 2009 Low Open Ankeet Mehta 1 00 Fi gi 4 Generate the sales and use tax reports and upload it on to the portal 4 8 2009 Low PreparedLaura Conrad 2 00 F jin 0 Generate the sales and use tax reports and upload it on to the portal Open Michelle Mccarthy 3 00 e Select the tasks to be moved by clicking on the check box You can select multiple tasks as well e Select a Project from the drop down Select Project e
32. le is not complete or incorrect Accuracy 1 13 2010 Add Assigned John Elliot 4 00 0 z HE om Compliance sends a reminder for information to be collected by the 8th day 1 13 2010 Add Open John Elliot 4 00 A 0 O gi oH Determine impact on property tax procedures 1 6 2010 Add Assigned John Elliot 4 00 0 B iii oH Determine impact on property tax procedures 1 23 2010 Add Prepared John Elliot 4 00 A 2 mM n mm PEREP Ra ee E ae E aNNnNNNnANn Add Aaninnad Inha Elint ann To Create Tasks Once you are inside a Project the first tab is a Project Tasks tab Click on Add Task L e Enter the Task information e Click on Save peee c i Namtra eTaxPortal View of Add Task Page fiewing Employment Taxes gt gt Project Task CAR Add Document From Project Library Task Title Compliance sends a reminder for information to be collected by the 8th day e pa Select Users Groups to Notify Due Date 1 28 2011 Hi o Status Prepared Adam Russel Andrea gronenthal Gregory Jameson Date Completed 7 55 2011 Assigned To john Elliot L Group_Employment Taxes Team John Elliot Order 1 e Priority Medium re Russell Peters Task Description Here you can assign task to a team member as well as Notify other team members or a group Team members will receive an email upon notification Create Subtask Click on Add Subtask button to create a subtask for a main task View Tasks priority by color On the Task report di
33. ment and Document Management components of the eTaxPortal enables tax teams to securely access share and control digital assets and information It facilitates the incremental creation of corporate data and provides unified real time access to information held in disparate systems Targeted Audience Administrator Getting Started 1 Authentication 1 888 TAX 5003 e Log on the www etaxportal com e Type User ID amp Password e Click on Login Button 2 Change Password My Dashboard Project Portal Personal WorkSpace Issue Log File Room Project Health Administration Data Tool Administrator Portal gt gt Change Password D Change Password Change your eTaxPortal Password Enter your current password and then choose your new password Click Save when you re done Please Note To better protect your account make sure that your password is memorable for you but difficult for others to guess Do not share your password with anyone and never use same password that you ve used in the past For security purposes your new password must be a minimum of eight characters long It has to be a combination of letters and numbers A strc password contains a combination of uppercase and lowercase letters remember that your password is case sensitive and numbers User ID Old Password New Password Confirm Password Upon save you will be redirected to the login page Choosing Your Password A password has
34. ments Attachment Projects Date Posted Status my new ipod ti ipod info docx Project Theresa Ogden 6 15 2009 Prepared 1 This is the team view of the portal From here users can access all their Projects as well as view all team tasks and recently uploaded documents related to the projects that they have access to It has three sections Project Assigned to me e Clicking on the link in Project Assigned to me will take the user into a specific project e Every project will have its start date and close date along with quick statistics of the Tasks e Chart Users can view graphical representation of the status of all the tasks and documents related to a particular project Task Chart Document Chart 1 Prepared 0 Assigned 0 Reviewed 0 SignedOtt 0 Open 0 Assigned 0 Reviewed 0 SignedOTi 4 Prenare 17 Open 4 Prepared iki Namtra eTaxPortal Over due Today s Task Display the entire team tasks that are due today or overdue This is useful to facilitate other team members to assist in the completion of the task related to the project that they are part of Recently Uploaded Documents It displays recently uploaded documents that have been uploaded with in last seven days pertaining to the project that team belongs to 3 Projects Once the user selects a Project by clicking on the link a new set of tabs appear to direct the user through the project Following are the tabs the user will see when cl
35. o any status The User with Preparer rights can assign state of Open Assigned and Prepared The User with Reviewer rights can assign state of Open Assigned Prepared and Reviewed The User with Approver can assign state of Open Assigned Prepared and Reviewed CAK Namtra eTaxPortal and Signed Off For example User John Doe may be an Approver for the Workspace A but a Preparer for the Workspace B In that situation he warrants different levels of rights depending on which project he is working To Assign rights for a Rights to the user e Click on the Edit button by the user name e Select the rights e Click on the check mark ll Exploring Options Dashboarc 1 Dashboard Dashboard is the personalized summary of an individual work and a pathway to other content Dashboard Tax Office Projects Audit Room Notice Log File Room Project Health Audit Projects _ Kelley eTaxCalendar OTask Document Search New to eTaxPortal Click Here Help Screen Help on this page Customize Configure Tab Preferences Charts 2 Quick Links Task Chart Document Chart ni Add Edit Company Task Chart Document Chart Add Edit Project 7 Prepared S Reviewed y nt Add Edit User 5 E Assign User Permissions Add Edit Document P Add Edit Links Today s Tasks My Tasks 7 My Overdue Tasks 7 A5 My Team Tasks 0 Audit requests Project John Elliot 10 31
36. rop down e Click on the check mark when done Organizing Files There are two ways you can organize files e Tagging each files e Organizing files in Folders and Subfolder Tagging Once the files are uploaded they can be tagged Tagging is used for easy searching of all files uploaded in File room To Tag a Document e Click on an arrow by uncategorized documents All the documents uploaded will display in the report e Click on the check box by the document e Select all five tags and Click on Add Tag button Select Tag Select Select Select Select Select M tee Add Tag Delete amp Upload New Version v Income Tax 4 0 Open 0 Assigned 0 Prepared 0 Reviewed 0 Signed Off Federal Returns 4 0 Open 0 Assigned 0 Prepared 0 Reviewed 0 Signed Off w Edit File Title Assigned To User To Notify Date Status i O v 5 Z U IP header jpg null 05 05 09 Tagging can also be performed while uploading the document Folder and Subfolders To create a Folder A Folder iew Then Click on Add Folder 2 Folder e Enter the information and click Add e Click on Folder view k Namtra eTaxPortal Folder Name Folder Desc ni ale To Create Sub Folder o Click on the Root o Then Click on the folder in which you want to create Sub Folder Ge EaRoot H 9 root Organize Files in Folders or Move Subfolders into Folders A Folder Vievy e Click on Folder View
37. s to the Group o Click on Add to Group GB Add to Group o Select a group to which you want to assign the users to from the dropdown box labeled Select a Group o Select the users from the list box labeled Un assigned Users and click the arrowhead pointing to the list box labeled Assigned Users o Click on Save button a Add User to Group Select a Group Integration Team v Un Assigned Users Assigned Users aaa aaa ADMINISTRATOR Andrea Gronenthal Internal aaa aaa ADMINISTRATOR E Bob Kenner Internal aaa sss ADMINISTRATOR Chris Gunder Internal aaa a aa a aa ADMINISTRATOR gt Christina Peters Internal aaa kk aaa ww ADMINISTRATOR Curt Suppes Internal aaaa aaaa ADMINISTRATOR 4 Donald Misheff Internal Adriana Puente Internal Elaine Volarich Internal Alfred Pennyworth Internal Ellen McCabe Internal Anant Moore QA SUPER ADMINISTRATOR ae James Wolfrom Internal Anant More Internal tester Internal v Michelle Mccarthy Internal v Cki Namtra eTaxPortal Add group to a project o Select group from the project dropdown o Select the users from the list box labeled Un assigned Users and click the arrowhead pointing to the list box labeled Assigned Users o Click on Save 3 Create Links External Links can be created on Dashboard that allows access to other application from the dashboard e From the Administration cli
38. to Projects Project CA Audit 2009 ifs an Audit Project Un Assigned Users Assigned Users Andrea gronenthal Admin Administrator Ann Crawford Bob West Administrator Ayesha Siddiqua Gregory Jameson Accountant External gt John Elliot John Lehigh Administrator Administrator Kelley Lear Kiran Ext External External Terry Ogden Russell Peters Administrator Stacy Shedivey Marketing Administrator Suzzanne Moss Internal Terry Ogden Internal Internal S Note After a User is assigned to a Project The company Admin will be notified regarding a User s interest in access to a Project K Set User Permission on Projects amp Delete Project CA Audit 2009 z User Name Workspace Access Start Date Workspace Access End Date Workspace Name Rights Approved P Ann Crawford 1 1 2010 1 1 2011 CA Audit 2009 Read Only Yes 3 Ayesha Siddiqua 1 1 2010 1 1 2011 CA Audit 2009 Read Only Yes 2 JonEiot 1 1 2010 4 1 2011 CA Audit 2009 Preparer Yes I Kelley Lear 1 1 2010 1 1 2011 CA Audit 2009 Read Only Yes 2G Terry Ogden 1 1 2010 1 1 2011 CA Audit 2009 Read Only Yes Assign Users to the project e Click on the Assign link in the Workspace report beside any Project Name to which you want to assign a user e Select the users from the list box Un assigned Users and click the arrowhead pointing to the list box Assigned Users The user is now seen in Assigned Users list box e Once the users
39. w on the left side of the project resource name CAK f Namtra eTaxPortal Three different categories will appear Today s task Over due tasks and completed task Expand further to view the task detail Note It is important to assign a due date with the task because the task statistics are determined with the due date of the tasks If the user is not assigned to a particular project they will no be able to view the related project in Project health 8 AuditRoom AuditRoom helps to separate the projects that users are using for internal collaboration versus dealing with external Auditors for an Audit Once an Audit project is created it will display under AuditRoom tab All the functions that are available inside any other project will also be available in AuditRoom Access to an AuditRoom eTaxPortal limits Auditor s access to an Audit Projects only They rest of the application is not visible to the Auditors When an external user logs in to eTaxPortal he she would only be able to view the project that has been selected for an Audit by an administrator In order to limit auditor s access to Audit project assign External rights to the auditor Note Review help on the Add Edit user for assigning external rights to auditors Steps to create an Audit project 1 From the Admin Portal Click on Add Edit Project 2 Create a project and click on the check box by select a project for an audit The project is now marked
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