Pull transcripts
Who to pull
Civil Penalty quarters
🏢 Business transcripts (EIN — needs the entity's 8821 on the CAF)
Quarters (941/720)
SSNs auto-found (Logics → 8821). Override:
Client
documents from THIS pull
| Document | Type | Size | Logics | View |
|---|
| Not pulled | Year | Whose | Why the IRS would not give it to us |
|---|
File a Form
The filing engine (processing box) sends it: the form is verified by its printed IRS catalog number,
filed on the IRS Submit Forms portal, and the Logics copy is renamed and marked
“Submitted to CAF Unit” only after the IRS returns a confirmation.
For a 2848, the representatives printed on the form receive notices — to change who, use the processing portal.
Dashboard
Per person
| Who | Pulls | Clients | Transcripts | Got docs | Came back empty | Hit rate |
|---|
“Came back empty” = the pull finished but the IRS returned nothing — usually no 8821/2848 on the CAF yet.
Why transcripts failed
| Reason | Count |
|---|
Counted per transcript requested, not per client.
By day
Activity Log to
▼
| When | Case | Client | Event | Designee | By | Actions |
|---|
| Client | Case | Started | Pulled by | Result | Detail | Open |
|---|
Trusted networks
Anyone may reach this tool from these addresses. Individual access is granted per person below —
that is the lever for one employee working from home. This list is the other one: a whole location
everybody works from — a second office, a partner's floor, a VPN exit.
A trusted network only adds a place you may connect from. It grants nobody anything: you still have to be on the user list below, still have to be active, and your role still decides what you can do — exactly as if you were sitting in the main office. Every entry needs a label, so a year from now the list still accounts for itself. Removing one locks that network out within a minute.
Main office is set outside the portal and is always trusted. You are connected from .
A trusted network only adds a place you may connect from. It grants nobody anything: you still have to be on the user list below, still have to be active, and your role still decides what you can do — exactly as if you were sitting in the main office. Every entry needs a label, so a year from now the list still accounts for itself. Removing one locks that network out within a minute.
Main office is set outside the portal and is always trusted. You are connected from .
| Label | Address | Added by | When | Actions |
|---|
See what they see
Browse the whole tool as one of your roles. This is not a mock-up — you are actually
demoted for the session, so the server refuses what it would refuse them. It lasts
30 minutes, and a banner across the top brings you back at any time.
What each role can see
Tick what a user or a manager may do. Admins always have everything. Saving applies to every request from that moment; anyone already signed in picks it up within a minute.
| What they get | user | manager | admin |
|---|
Everyone can always pull transcripts and open their own pulls. These stay admin-only and are not on this list, because they are how access itself is granted: adding or disabling users, changing someone's role, IRS designees, trusted networks, the workflow automation, and attesting a filing. Adding and disabling plain users is a manager's job, as before.
Portal users
user = pull transcripts only · manager = also the activity log, and can add users · admin = everything
Remote access = may sign in from OUTSIDE the office. Everyone is office-only by default; admins grant it per person. Leave the IP box empty for "anywhere", or pin it to their own address (e.g. a team's own office line, or a field agent's home) so a stolen password still cannot get in from elsewhere.
Remote access = may sign in from OUTSIDE the office. Everyone is office-only by default; admins grant it per person. Leave the IP box empty for "anywhere", or pin it to their own address (e.g. a team's own office line, or a field agent's home) so a stolen password still cannot get in from elsewhere.
| Role | Status | Remote access | Actions |
|---|
IRS designees — the pull roster
Every pull tries these people in order until one is authorized for the client.
A designee needs: their IRS e-Services A2A consent granted for our Client ID
(org personality, production) — that page shows the Full User ID — plus their CAF number.
Adding verifies the login with the IRS first; nothing unverified gets saved.
| # | Name | Full User ID | CAF | Actions |
|---|
Pull automation TRANSCRIPTS FROM THE IRS
Once a day: lists every case in the statuses below, skips ones already handled, and runs the
standard pull (AT + Civil Penalty 11y incl. this year, WI 10y, TRT 4y, spouse included) — one case at a time, as
engine in the Activity Log. Documents stage for review unless auto-push is on.
IRSLogics → Admin → Filters, the ID column (e.g. 2256 “Tax Investigation - 5. Order Wage and Income”). The sweep downloads this filter each run, so whoever is in it that morning is who gets pulled.
Cadence & limits
Runs once at each time listed.
Every
from
to
The engine checks every minute and runs once at each time. Max cases per run is how many get queued
at each time (0 = everything the filter returns). Cases then run one at a time, so a big queue
never overloads anything — it just takes longer.
0 = run everyone in the filter
already pulled in the last N days → skipped
1 = failed today, tried again tomorrow · 0 = every run — one probe request per missing person until it goes through
0 = keep trying while it's in the filter
When a case pulls successfully
Leave blank and the case stays where it is.
Only when the IRS answered with a refusal letter — that letter is the proof our 8821 is on file and the IRS still would not produce the transcript, which usually means a verification problem on the account. A year we were simply never authorised for is not this, and keeps its own retry. The case skips Summary Pending entirely, so no investigation summary is written from transcripts that are missing.
"Everyone" means the primary, the spouse, and every business with an 8821 in the case documents —
the engine reads each BUSINESS 8821 to find its EIN, so three companies means three entities watched.
Whoever the IRS hasn't processed yet holds the case, and each day only the missing ones are
knocked for (one request each — never a re-pull of what's already in). The day one answers, their full
set is pulled and filed like the rest; the case moves when nobody is missing. Tick only the forms these
entities actually file: authorisation is per form.
Run now
Runs the same path the schedule uses — same caps, same skip rules — so a manual test is a real rehearsal.
8821 / 2848 push automation LIVE — FILES WITH THE IRS
On the schedule below: takes every case in the filter, has the filing engine (processing box)
verify the signed 8821/2848 by its printed IRS catalog number, files it on the IRS Submit Forms
portal, and marks the Logics copy “Submitted to CAF Unit” only after the IRS returns a confirmation.
Every case gets its row in the Automation history. Forms already marked sent are skipped.
The filter that lists the clients whose 8821/2848 should go to the IRS. Downloaded fresh each run.
Cadence & limits
Runs once at each time listed.
Every
from
to
The engine checks every minute and runs once at each time. Max cases per run is how many get
queued at each time (0 = everything the filter returns).
0 means “no limit” in all three: every case in the filter, checked on every run, retried until it files.
Nothing is ever filed twice — a form already marked “Submitted to CAF Unit” is skipped by the engine.
When a case is sent successfully
A case moves only after ITS form is filed and the IRS confirmation is back — queued-but-not-yet-filed
cases stay where they are until their receipt lands.
Run now
Same path the schedule takes — forms are REALLY filed with the IRS. One case is the honest rehearsal.
Progress shows in the Automation history box on this screen: a running strip with a Stop button,
then a row per case as it is filed. One form takes about half a minute.
Automation history newest first
| When | Case | Client | Outcome | What happened |
|---|
Clear Start Tax — internal tool. Build 540c3ffc2591.