Creating Projects from Organizers
If your tax preparation software generates PDF organizers, you can upload them to automatically create client projects with AI-generated tasks. The system reads each organizer, extracts document request tasks, creates draft projects, and prepares them for bulk email delivery. This feature is ideal for quickly preparing large numbers of tax return projects at the start of tax season.
Video
Before You Begin
Before using PDF organizers to create projects, ensure that:
- PDF organizers have been generated from your tax preparation software.
- Your organizer PDFs are available on your computer.
- An email template has been created for sending document requests.
- You have permission to create projects.
Step 1: Open the PDF Organizers Module
Navigate to the Upload Organizers module from the main menu.
This is where you'll upload organizer PDFs that will be processed by AI.
🎥 Watch this step (0:00)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=0
Step 2: Upload Your PDF Organizers
Drag and drop your organizer PDFs into the upload area.
You can upload:
- A single organizer
- Dozens of organizers
- Hundreds of organizers at one time
After the upload completes, refresh the page if necessary so the uploaded organizers appear in the list.
🎥 Watch this step (0:12)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=12
Step 3: Select the Organizers to Process
By default, select View All to display every uploaded organizer.
Then:
- Select all organizers you want to process.
- If you've already processed some organizers previously, select only the remaining unprocessed organizers.
This helps prevent duplicate project creation.
🎥 Watch this step (0:40)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=40
Step 4: Start AI Extraction
Click Begin AI Extraction.
The AI reviews each PDF organizer and automatically extracts:
- Document request tasks
- Client checklist items
- Information needed to build the project
Processing time depends on the number of organizers uploaded.
- A few organizers: approximately 2 minutes
- Hundreds of organizers: allow up to 20 minutes before returning
🎥 Watch this step (0:57)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=57
Step 5: Create Projects
After AI processing is complete:
- Select the processed organizers.
- Click Create Projects.
The system automatically creates projects using the extracted tasks from each organizer.
🎥 Watch this step (1:29)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=89
Step 6: Review the Newly Created Projects
Each newly created project is automatically assigned:
- A 1040 tag
- A Draft tag
The Draft tag indicates that the project has been created but has not yet been sent to the client.
🎥 Watch this step (1:41)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=101
Step 7: Filter Draft Projects
Before sending document requests:
- Filter the Projects list.
- Display projects that contain both:
- 1040
- Draft
Filtering by both tags helps ensure that you only send requests for projects that have not already been emailed.
🎥 Watch this step (1:55)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=115
Step 8: Schedule Document Request Emails
Select the draft projects you want to send.
Click Schedule Email.
Then:
- Choose the sender.
- Select the delivery time.
- Apply your email template.
- Review the email.
- Click Schedule Send.
Tip: Prepare your email template before scheduling your document requests to streamline the process.
🎥 Watch this step (2:16)
https://www.loom.com/share/bf38e3ed4986496982e96c57d348095d?t=136
Expected Result
After completing these steps:
- PDF organizers are uploaded and processed by AI.
- Client document request tasks are automatically extracted.
- Projects are created with pre-populated tasks.
- Each project is tagged as 1040 and Draft.
- Draft projects are filtered for review.
- Document request emails are scheduled and sent using your email template.