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ProSeries Intuit Hosting onboarding and setup guide

by Intuit•1• Updated 2 days ago

Table of contents:

‣ Scheduling your onboarding appointment
‣ Activating your Rightworks account
‣ Adding users and assigning packages
‣ Setting up access from your computer
‣ Installing apps
‣ Onboarding automation
‣ Completing your program setup
   ↳ Installing additional tax types and states
   ↳ Licensing ​ProSeries
   ↳ Updating your e-file acknowledgements
‣ ProSeries Fixed Asset Manager (FAM)
‣ Uploading other data into the hosted environment

For more Print & PDF resources, check out our Troubleshooting page for Print & PDF where you'll find answers to the most commonly asked questions.

Additional guides are available for setting up some additional products in the hosted environment:

Scheduling your onboarding appointment

When you purchase Intuit Hosting online, your Order Summary will have a Schedule appointment button. This will allow you to select a date and time that works best for you to have one of our onboarding experts help you move your ProSeries information into Rightworks.

When you purchase through sales, they'll assist you with scheduling your onboarding appointment.

If you have an appointment scheduled, see Steps to complete before your Intuit Hosting onboarding appointment.

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Activating your Rightworks account

  1. From the welcome email, select Activate Your Account.
    Welcome email_INTHost_US_Ext_101221.png
  2. Create your Rightworks password.
  3. Sign in to the Rightworks AppHub with your email address and your newly created password.
  4. You'll be walked through prompted to enter a contact number, Country Code, Area Code, and Phone Number (without dashes).
  5. The 4-digit number support pin it has you select is for additional security that you may be asked to provide during a call.
  6. Highlight the Intuit ProSeries Tax box to assign one of the packages to yourself, if applicable.
  7. Scroll down and select Next.

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Adding users and assigning packages

  1. Sign in to the Rightworks AppHub.
  2. Go to the Admin Controls.
  3. Select the Users tab.
  4. Choose the Add User button.
  5. Select a role for the new user from the Role dropdown list:
    • User (catalog) lets users install apps for themselves.
    • User (no catalog) doesn't let users install apps for themselves.
    • Account Admin is similar to the Account Owner role. These users can add/remove users, assign/unassign packages and add-ons, send password reset emails to users, and install apps for themselves and other users.
    • Information about the other listed roles can be seen by hovering over the ?.
  6. Enter the new user's First Name, Last Name, and Email Address, and then select Next.
    • The email address entered can't already be in use in Rightworks.
  7. Highlight the Intuit ProSeries Tax box to assign one of the packages to the new user and select Next.
    • If you want the user to only have access to the Rightworks AppHub, you can select Next without assigning a package.
  8. Make sure the new user's information is correct on the Add User - Review Details pop-up screen.
  9. Select Add User.

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Setting up access from your computer

For instructions on setting up access from a Mac, see this article.

Select the Download Setup Wizard link on the upper right of your Rightworks AppHub My Apps screen, then select the Windows button in the pop-up to download the wizard.

Note: The wizard can be run on multiple computers and set to use the same login, however, keep in mind only one computer can access the hosted environment at the same time with the same login. Ex. If you leave your home computer signed in to the hosted environment and go to your office and use it to access hosted the home computer will be kicked off.

  1. Run the downloaded RightNetworksSetupWizard.exe.
  2. Select Just set up your computer.
  3. Enter the email address that is your Rightworks username and the password you created.
    • If you receive an error about not having permission to sign in or an "object reference not set to an instance of an object" error message, check the Rightworks AppHub and make sure you have an Intuit ProSeries Tax package assigned to the email address being used.
  4. The wizard will then install TSPrint and TSScan (used for printing and scanning). When you receive the Installation Successful! message, select Next.
    • Windows may ask if you want to allow the wizard to make changes at this point and later while running this wizard, select Yes if prompted.
  5. The wizard will then add a Rightworks shortcut to your desktop and a shortcut to the Rightworks AppHub​​. You may uncheck the Add AppHub Shortcut checkbox, if desired. Select Next.
  6. When you see the You're Done! message from the Setup Wizard, select Finish to close it.

In rare cases, you may not be able to run the setup wizard. Usually this is due to local system configuration. If this happens you'll need to manually set up access:

  1. On the TerminalWorks TSPrint download page, make sure Windows EXE (200,XP,Vista,7,8,10,11) is selected from the Client dropdown.
  2. Choose Download Client.
  3. Run the downloaded TSPrint_client.exe file.
  1. On the TerminalWorks TSScan download page, make sure Windows EXE (200,XP,Vista,7,8,10,11) is selected from the Client dropdown.
  2. Choose Download Client.
  3. Run the downloaded TSScan_client.exe file.
  1. In the Windows search box in the taskbar, type mstsc.exe and select the Remote Desktop Connection app.
  2. Go to the Advanced tab.
    • If you don't see tabs, select Show Options in the lower left.
  3. From the If server authentication fails dropdown list choose Connect and don't warn me.
    • If you are unable to see the Advanced tab select Show Options in the lower left.
      1-Remote-Desktop-Configuration-Windows copy.jpg
  4. Go to the Experience tab.
  5. Select LAN (10 Mbps or higher) from the Choose your connection speed to optimize performance dropdown.
    • If you have an especially slow internet connection, you may set this lower to improve the experience.
      2-Remote-Desktop-Configuration-Windows copy.jpg
  6. Go to the Local Resources tab.
  7. Uncheck the Printers checkbox under the Local devices and resources section.
    3-Remote-Desktop-Configuration-Windows copy.jpg
  8. Go to the General tab and enter your login address in the Computer field.
    RDP General_INTHost_US_Ext_121021.png
    • If you don't have your login address, call to speak with one of our Intuit Hosting experts.

For more information on how to contact ProSeries, as well as our operating hours, see here.

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Installing Apps

  • The package assigned to a user (and add-ons, if any) control what's available to install for them.
  • The Account Owner, and users with the role of Account Admin, can install apps for any users that have been assigned a package. They will need to install apps for users with the User (no catalog) role.
  • Users with the User (catalog) role that have been assigned a package can install apps for themselves and will be taken directly to My Apps when they sign in to the portal.
  • Install ProSeries for the user who should be the ProSeries admin first.
  • The 10 most recent years of ​ProSeries​, multiple years of Fixed Asset Manager, and the current version of ​ProSeries​ ​Document Management System​ are available to install when a ProSeries​ package is assigned to a user.

To install apps for yourself:

  1. Sign in to the Rightworks AppHub.
  2. Select My Apps in the left column.
  3. Go to the Cloud Apps tab.
    • Additional apps are available on the Manual Install Apps tab that can take up to 3 business days before becoming available (the Rightworks Provisioning Team may email asking for additional information needed).
  4. In the Available Applications section, choose Install for all desired programs.
  5. Once an app has been installed, you'll see it in the Installed Applications section.

If you are the Account Owner or Account Admin and want to install apps for your other users:

  1. Sign in to the Rightworks AppHub.
  2. Select Admin Controls.
  3. Go to the Users tab.
  4. Select on the name of the user to be taken to their Apps screen.
  5. Go to the Cloud Apps tab.
    • Additional apps are available on the Manual Install Apps tab that can take up to 3 business days before becoming available (the Rightworks Provisioning Team may email asking for additional information needed).
  6. In the Available Applications section, choose Install for all desired programs.
  7. Once an app has been installed, you'll see it in the Installed Applications section.

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Onboarding automation

Before uploading your data using automation, check the space you have available on your C:\ drive. ProSeries will need enough space to temporarily copy the files you'll be uploading. You can have the automation tool upload one year, then run it again to upload a different year if needed. You can check your disk space in File Explorer by selecting This PC on the left. The available space will appear under Devices and drives.

Using Migrate ProSeries to move files instead:

Creating your backup file:

  1. Open 2022 ProSeries Professional.
  2. From the File menu, select Migrate ProSeries.
  3. Select Yes to close ProSeries.
  4. Select Backup ProSeries.
  5. Select the years and versions you would like to include in the backup and click Backup ProSeries.
    • If any other years or versions of ProSeries are open you'll be prompted to close them.
  6. Select OK to confirm your selection.
  7. When complete select Close.
  8. You'll find a folder on your desktop titled ProSeriesBackups.

Note: ProSeries Basic isn't able to be hosted. If you haveProSeries Basic, the data needs to be zipped and uploaded via File Manager. ProSeries Basic can be restored within the hosted ProSeries Professional program however migrate can't be used to move it.

  • This article references default installation paths and uses YY to reference the tax year in 20YY format. C: will always indicate the local drive and X: will always indicate the network drive.

Preparing your client data and options to be moved:

You can install 10 years of the tax program in the hosted environment. You can upload all 10 years of data if wanted and older as a backup only; however, when a new year of the tax program gets released, the older program exceeding 10 years gets uninstalled. When this happens, your data will remain and can be downloaded if needed to restore locally.

  1. On your desktop computer, browse to your Data folder.
    • For ProSeries Standalone Installations, this is usually in C:\ProWinYY.
    • For ProSeries Network Installations, this is usually in X:\ProNetYY.
  2. Using Ctrl+click, highlight both the YYData folder and the Common folder.
    • For Network versions year 2018 and newer the masterinventory.dat file can also be highlighted to include in the zip.
  3. Right-click on the YYData folder.
  4. Go to Send To and choose Compressed (zipped) folder.
    • This will make a copy of the two folders into a zipped file giving it the name YYData.
  5. Repeat this process for each tax year you want to move into the hosted environment.

Uploading your client data and options

Transferring files to the hosted environment:

  1. Sign in to the Rightworks File Manager locally, outside the hosted environment.
    • The I:\ drive is selected by default in the left column.
  2. Select the blue Upload button.
    File Manager Upload_INTHost_US_Ext_021022.png
  3. The Upload Files pop-up has a Drag and drop files here area available for use.
    File Manager Upload Drag Drop_INTHost_US_Ext_021022.png
  4. If you won't be dragging and dropping, for each year you'll be uploading, you'll need to:
    1. Click the Add... button.
    2. Browse to where the zipped file was created.
    3. Highlight the zipped file and click Open.
  5. Select Upload to begin copying the data to the hosted environment.
    File Manager Upload Selected_INTHost_US_Ext_021022.png

Finishing up Migrate ProSeries in the hosted environment

These steps do not need to be repeated for other users. Other users will start with an empty HomeBase and ProSeries will recognize the clients as new ones that need to be added to their HomeBase.

Make sure each year of ProSeries is already installed in the hosted environment before running the Migration tool.

How to restore data from the backup file:

  1. Open 2022 ProSeries in the hosted environment.
  2. From the File menu, select Migrate ProSeries.
  3. Select Yes to close ProSeries.
  4. Select Restore ProSeries.
  5. Use the Browse button to Open the backup file.
  6. Under Select version(s) to restore check off each year and version you need to restore.
  7. Select the Restore ProSeries button.
  8. Confirm your choices and select OK to continue.
  9. Select Close.

When your installation is complete, your settings and data will be available within your new ProSeries installation.  The Options Setup Wizard will open automatically, but may be closed.

The HomeBase will need to be renamed for each year so the HomeBase rebuilds with the files in the new locations.

Browse to H:\ProWinYY\ and rename the HomeBase folder adding old to the end. You can use F2 (keyboard shortcuts work by default in the hosted environment when it's maximized) or select the Home tab in File Explorer and use the Rename button.

This article uses YY to reference the tax year in 20YY format.

  1. Rename the YYData folder in I:\ProSeries20YY\ProNetYY\ adding old to the end.
  2. Add a new folder in the same location.
    • You can use Ctrl + Shift + N or select the Home tab in File Explorer and use the New folder button.
  3. Rename the new folder to YYData.
  4. Open that year of ProSeries. Before restoring, the needed states and formsets need to be installed.
    • See Installing additional tax types and states under Step 4: Completing your program setup for instructions.
  5. Once ProSeries is updated, open that year again and restore your clients.
    1. From the File menu, choose Client File Maintenance and select Restore.
    2. From the Type dropdown select All Tax Returns.
    3. Select Set source directory and browse to the YYDataold folder then select OK.
    4. Click Select all, and then choose Restore client(s).
      • If a state or formset was not installed you'll receive an error that lets you know which client file, what state, and the formset ProSeries could not restore.
        • It's suggested that you note what you'll need to install and the client you'll need to restore later.

This article uses YY to reference the tax year in 20YY format.

Unzipping the uploaded folders

Once the data has finished uploading to the hosted environment, it needs to be extracted before you can restore it to ProSeries.

  1. Open the Rightworks remote desktop using the hosted environment shortcut.
    Right Networks rdp_INTHost_US_Ext_102821.png
  2. Open File Explorer and browse to your I:\ drive.
  3. Highlight an uploaded zipped folder.
  4. Select the Compressed Folder Tools Extract tab that appears.
  5. Select Extract all.
  6. The Files will be extracted to this folder field will default to the I:\ drive in a folder that would be created using the same name as the zip. Select Extract.
  7. Repeat the extraction process for each year uploaded.

Getting your options into place

  1. Copy the extracted common folder.
    • You can use Ctrl+C (keyboard shortcuts work by default in the hosted environment when it's maximized) or select the Home tab in File Explorer and use the Copy button.
  2. Browse to I:\ProSeries20YY\ProNetYY.
  3. Paste the common folder.
    • You can use Ctrl+V or select the Home tab in File Explorer and use the Paste button.
  4. You'll get a message that the destination has files with the same names. Select Replace the files in the destination.

Placing the masterinventory.dat for Network versions

The masterinventory.dat file was designed to ensure users on a network have the same tax types and states installed. By placing this before opening ProSeries, it will see that additional selections need to be installed without the need to manually check boxes.

Follow these steps to place the masterinventory.dat file for 2018 and newer:

  1. Copy the masterinventory.dat file.
    • You can use Ctrl+C (keyboard shortcuts work by default in the hosted environment when it's maximized) or select the Home tab in File Explorer and use the Copy button.
  2. Browse to the appropriate location for that year's file: I:\ProSeries20YY\ProNetYY.
  3. Paste the masterinventory.dat file.
    • You can use Ctrl+V or select the Home tab in File Explorer and use the Paste button.
    • If there is already a masterinventory.dat file present you'll get a message that the destination has files with the same names. Select Replace the file in the destination.

Restoring your clients

Once your common folder is in place and you've installed what's needed, you'll need to restore your client files.

  1. Open ProSeries. Before restoring, the needed states and formsets need to be installed.
    • See Installing additional tax types and states under Step 4: Completing your program setup for instructions.
  2. From the File menu, select Client File Maintenance and choose Restore.
  3. Click the Set source directory button and browse to the extracted YYData folder.
  4. Select All Tax Returns from the Type dropdown.
  5. Use the Select all button.
    • If you don't want to restore all files, you can alternatively select just the client files you want to restore.
  6. Click Restore client(s).

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Uploading your data to Rightworks:

  1. Open 2024ProSeries locally.
    • Close all other years of ProSeries.
    • Ask all other ProSeries users at your firm to close all years that you will be uploading.
  2. From the Tools menu, select Intuit Hosting for ProSeries Tax (Rightworks) and choose Copy Data Files to Hosting (data transfer).
  3. After reviewing the notice, select Confirm.
  4. Enter your Rightworks Username and Password, and then select Sign In.
  5. On the Select Files screen, check the programs whose data you'd like uploaded to Right Networks.
    • Select the Show more files link to see additional options.
  6. After you've made your selections, click the blue Upload button at the bottom right of the window.
    • If you experience an interruption in your internet service, the upload will resume once the connection is re-established.

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Importing your data in Rightworks:

  1. Open the 2024ProSeries program in Rightworks.
    • Do not open other years of ProSeries or DMS until the files have completed importing.
  2. Enter your Customer Account Number and Zip Code when prompted and follow the licensing prompts.
  3. Sign in to ProSeries.
  4. From the Tools menu, select Intuit Hosting for ProSeries Tax (Rightworks), then choose Import files into Hosting.
  5. The File Selection screen will automatically detect all applications that were uploaded earlier. Make sure that this is accurate, and then select Start Import.
  6. After the Import completes, a Summary will be saved to your I:\ Drive. Click Close to finish.

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Completing your program setup:

Installing additional tax types and states

In the hosted environment, only the 1040, 1120, 1120S, and 1065 Federal Products are installed to start. This is because the ProSeries program is slow when everything is installed. You'll need to install what's needed to be able to open your client files.

  1. Open ProSeries.
  2. From the Update menu, choose Select and Download New Products.
  3. Be sure to check the desired Federal Products in the lower left in addition to checking the needed State Products.
    • If you have more than one computer monitor, you may find it helpful to open the same year of ProSeries locally on your other monitor and navigate to this screen so you can compare it with what you installed locally.
  4. Click Next.
  5. Click Install Now when the Ready to Install screen appears.

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Licensing ProSeries

You may be automatically prompted to license ProSeries.

To manually license ProSeries:

From the Tools menu, select License Products.

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Updating your e-file acknowledgements

When you move your files over, e-file acknowledgements may need to be redownloaded.

This option is available for the current tax year, and the two prior tax years, while the IRS Modernized e-File Status (MeF) is open.

  1. Go to the EF Center HomeBase view.
  2. Select the returns.
  3. From the E-file menu, select Electronic Filing.
  4. Select Update Acknowledgement Status of Selected Returns/Extensions/Payments.
  5. Choose to update Only the selected return.
  6. Select OK to retrieve the latest available status.

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ProSeries Fixed Asset Manager (FAM)

Locating and zipping your FAM clients:

  1. On your desktop computer, browse to your Clients folder and confirm there are files inside.
    • When saved on the C:\ drive this is normally C:\FamWinYY\Clients.
    • To locate the FAM clients when they aren't in the above location:
      1. Open Fixed Asset Manager.
      2. From the Tools menu select Program Options.
      3. Select the Clients tab.
      4. Under File Locations make note of the Default Client Location.
      5. Browse to this location and confirm there are files inside.
  2. Right-click on the Clients folder.
  3. Go to Send To and choose Compressed (zipped) folder.
  4. If you are planning on uploading multiple years of FAM, rename the zip to YYFAM indicating the year.

Unzipping and putting FAM clients in place:

  1. Open the Rightworks remote desktop using the hosted environment shortcut.
    Right Networks rdp_INTHost_US_Ext_102821.png
  2. Open File Explorer and browse to your I:\ drive.
  3. Highlight an uploaded zipped folder.
  4. Select the Compressed Folder Tools Extract tab that appears.
  5. Click on the Extract all button.
  6. The Files will be extracted to this folder field will default to the I:\ drive in a folder that would be created using the same name as the zip. Click Extract.
  7. Repeat the extraction process for each year's FAM clients that were uploaded.
  8. Browse to the extracted Clients folder and open it.
  9. Select all.
    • You can use Ctrl+A (keyboard shortcuts work by default in the hosted environment when it's maximized) or select the Home tab in File Explorer and use the Select all button.
  10. Copy.
    • You can use Ctrl+C or select the Home tab in File Explorer and use the Copy button.
  11. Browse to I:\FamWinYY\Clients.
  12. Paste the contents of the Clients folder.
    • You can use Ctrl+V or select the Home tab in File Explorer and use the Paste button.

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Uploading other data into the hosted environment

How do I move files between the hosted and local environments?

  • When you need to move file(s) from, or to, the hosted environment, smaller files can be copied and pasted.
    • By default, keyboard shortcuts work in the hosted environment when it's maximized.
    • Ctrl+C and Ctrl+V are the copy and paste shortcuts. Alternatively, there are buttons in the Home menu in File Explorer for these functions.
  • Use the Rightworks File Manager site from the local computer to upload or download files when multiple files or larger files are being moved.
    • If the site is failing with a 404 error, clear cache and cookies and restart the browser, try in a different browser, or use an incognito window.
    • Make sure a wired internet connection is being used to better avoid timeouts due to problems with the internet connection.

You can zip locally using the following steps:

  1. Right-click the file or folder and select to Send to.
    • Windows 11 users will need to select Show more options to see this choice.
  2. Choose Compressed (zipped) folder.

To zip in the hosted environment:

  1. Open File Explorer.
  2. Highlight the file or folder.
  3. From the Share menu, select Zip.

First, sign in to the Rightworks File Manager. The I:\ drive is selected by default in the left column.

File Manager should be accessed locally, outside the hosted environment.

To upload to the highlighted location in the left column:

  1. Select the blue ↑.
  2. Either drag and drop the file(s) into the Drag and drop files here area, or select Add... and highlight the desired file(s) and select Open.
  3. Once you have the file(s) you want to upload added to the Upload Files window, select Upload.

To download:

  1. In the left column, highlight the drive or folder that contains what you want to download.
  2. On the right, highlight the desired file or folder.
  3. Select the blue ↓ and browse to where you want to save the download.
  1. Open File Explorer.
  2. Highlight the zipped folder.
  3. Select the Extract Compressed Folder Tools tab.
  4. Select Extract all.
    file-explorer-extract-all-zipped-folder-or-file.png

Errors received during uploading, or the upload failing, are due to connection instability. These steps require 3rd Party Software to be installed on your computer. See here for more information on this program before installing.

If your DMS Database is on a server, it can save a lot of time as long as the files are zipped from the server itself. Remote into the server if possible to download 7-Zip and run the zipping process.

Zipping may take a very long time - during this time make sure that your computer does not power off or go to sleep as this will interrupt the process.

  1. Click here to download 7 Zip installer.
  2. Run 7z1900-x64.exe.
    • After downloading, you can find the file in your Downloads folder of your browser. You can also use Ctrl+J to open the Downloads window.
  3. On the 7-Zip 19.00 (x64) Setup window, leave the default location for your Destination folder then select Install.
  4. Once the installation is complete, Close the window.
  5. Use File Explorer to browse to your DMS Database.
    • See steps 1-3 in the Zipping section for detailed instructions. You will be re-zipping the same folder as in those steps but this time using 7-Zip to create smaller, easier to upload zipped files.
  6. Right-click on the folder you will be zipping then hover your mouse over 7-Zip and select Add to archive…
  7. Select the Archive format drop-down and select zip if not already selected.
  8. Near the bottom left, select the Split to volumes drop-down and select 1000M.
    2020-11-17_10-45-32.png
  9. Select OK. You will see a progress window displaying the status. This will take some time, depending on the size of the folder.
  10. After this completes you will see the smaller zip files in the same location as the original folder (*.zip.001, *.zip.002, *.zip.003, etc where * is the name of the original folder)
  11. Upload all of these zip files created by 7-Zip. Refer to the Uploading your zipped folder section above for detailed instructions. If the process fails, take note of the last file that successfully uploaded and begin the upload again where you left off.
    • For example: If the upload fails while uploading file 056, you should re-upload files 056 to the end, you don't need to select 001 through 055 again.
  12. Once the upload is complete, you can select Log Off in the upper-right corner if additional files don't need to be uploaded at this time.

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