Archiving Gather Requests

You can move completed Gather requests to help keep your Reports section more organized (recommended). You can also restore a document from the Archived section if necessary. 

Important

Gather requests should be closed before they are archived. This will prevent the taxpayer from uploading additional documents or making other edits. It will also remove any related pending tasks from the taxpayer's Client Portal dashboard. 

Close Requests Before Archiving:
Start by archiving all prior-year Gather requests that have already been closed by the firm. This keeps completed requests organized and out of the active workflow.

Bulk Close Remaining Requests:
Once closed requests are archived, bulk close any remaining open requests. This helps prevent the risk of accidentally reopening requests that should remain closed.

Be Mindful of Button Functionality:
The current system uses the same button for both opening and closing requests by the firm. There is no built-in safeguard to prevent reversing the status, so use caution to avoid unintended changes.

Address Pending Tasks and Active Links:
Archiving Gather requests alone does not resolve all pending tasks on the Client Portal, and related links may remain active. This could allow clients to upload source documents to the wrong requests. Always ensure all tasks are closed, and links are deactivated before completing the archive process.

Close/Open by Firm

This option allows you to close or reopen a Gather request. Before archiving, all requests should be closed except those that already have a Closed by Firm Organizer status. 

Important

• If a Gather request is reopened, the client receives an email notification requesting that they update the Gather request. 
• If the client attempts to open a closed Gather request, they see the following message:

1. Check the box to the left of the client's name.
2. Click Close/Open by Firm.
   • If the Gather request was closed, it is reopened, and the status is changed to Delivered or Questionnaire Completed. 
   • If the Gather request was open, the status is changed to Closed by Firm.
3. Click Confirm. 

Archive

1. Check the box to the left of the client's name.
   • Ensure the Organizer Status column shows Closed by Firm. 
2. Click Archive above.
3. Click Confirm to move the Gather request to the Archived section.
   • Note: All scheduled reminders are turned OFF for archived Gather requests. 

Restore

If a Gather request is restored from the Archive, you can reopen the organizer to allow the taxpayer to make changes. 

1. Navigate to the Archived section in the left panel. 
2. Check the box to the left of the client's name.
3. Click Restore above.
   • Previously scheduled reminders are turned ON for restored Gather requests. 
4. Click Confirm to move the Gather request back to the Delivered section.