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Outreach Center: Email Setup and Tax Return Request Workflow Overview

Outreach Center allows your firm to send tax return request emails to clients individually or in bulk, while tracking responses and uploaded documents. Before sending emails, your firm must verify a sending domain and configure email templates.


Outreach Center allows your firm to send tax return request emails to clients individually or in bulk, while tracking responses and uploaded documents. Before sending emails, your firm must verify a sending domain and configure email templates.

Note: The feature currently appears under Settings > Email. It will be renamed to Outreach Center in a future release.

Step 1: Configure Your Sending Domain

To send emails through Outreach Center, an administrator must first verify a firm-owned email domain.

Navigate to Email Settings

  1. Log in as an administrator.
  2. Go to Settings > Email.
  3. Select Add Domain.

Verify Domain Ownership

Enter the domain you want to use for sending emails.

Important: The domain must match the email address you are currently logged in with.

For example:

  • If you are logged in as advisor@yourfirm.com, you can verify yourfirm.com.
  • If you are logged in using a broker-dealer email address (such as a Raymond James address) but do not own that domain, you should instead verify your firm's domain (for example, yourwealthfirm.com).

A verification code will be sent to your email address. Enter the code to continue.

Configure DNS Records

After verification, Outreach Center will provide several DNS records that must be added to your domain's DNS settings.

Because DNS changes affect your firm's email infrastructure, we recommend involving:

  • Your IT team
  • Your managed service provider (MSP)
  • Your website or domain administrator

Once the DNS records have been added:

  • Verification typically completes within 48 hours.
  • Many firms see verification complete within a few hours.
  • Outreach Center automatically checks the domain status whenever you return to the Email Settings page.

If verification does not complete successfully, contact Support for assistance.

Step 2: Configure Firm Email Templates

Once your domain has been verified, configure the email templates that will be used across your firm.

Navigate to:

Settings > Email

Available templates include:

  • Tax Return Request
  • Tax Return Request Follow-Up

Customize Templates

You may edit:

  • Subject lines
  • Email body content
  • Firm messaging

Templates are managed at the firm level and are shared by all users.

Add Compliance BCC Addresses

If your firm requires email archiving or compliance monitoring, you can add one or more BCC addresses.

Examples include:

  • Compliance mailboxes
  • Shared office inboxes
  • Supervisory review addresses

All Outreach Center emails will automatically be copied to these addresses.

Step 3: Configure User Email Signatures

Each user who will send emails must configure their own signature.

Enable Sending

  1. Click your profile menu in the upper-right corner.
  2. Select My Account.
  3. Enable email sending.

Create Your Signature

Add your:

  • Name
  • Title
  • Contact information
  • Firm branding (optional)

Save your changes.

Each user maintains their own signature, which will be appended to emails they send through Outreach Center.

Step 4: Configure Household Email Recipients

Before sending requests, confirm that client email addresses are available.

Household Settings

Within a household record, you can:

  • Specify whether emails should be sent to the primary client or all clients.
  • Manage email preferences.

Individual Client Records

Each client record contains an email address field that should be populated before sending requests.

Step 5: Send a Tax Return Request to an Individual Household
  1. Open the desired household.
  2. Navigate to Returns & Transcripts.
  3. Select Request Return via Email.
  4. Review the generated email.
  5. Select Preview Email to verify content.
  6. Click Send Email.

Once sent, Outreach Center automatically:

  • Generates a secure upload link
  • Tracks the request
  • Records the request date
  • Displays expiration information

You can also:

  • Resend the original request
  • Send follow-up requests
  • Copy and share the upload link separately if needed
Step 6: Send Tax Return Requests in Bulk

Outreach Center supports bulk outreach directly from Tax Return Staging.

Send Requests to Multiple Households

  1. Navigate to Tax Return Staging.
  2. Select Request Returns via Email.

The system will:

  • Identify households missing email addresses
  • Prepare eligible households for outreach
  • Allow you to send requests to multiple clients simultaneously

This workflow is ideal for firms conducting seasonal tax return collection campaigns.

Tracking Requests and Responses

For each request sent through Outreach Center, you can monitor:

  • Request status
  • Upload links
  • Expiration dates
  • Follow-up activity
  • Resend history

This provides visibility into which clients have received requests and which still need to submit documents.

Need Help?

If you have questions about setup, domain verification, DNS configuration, or sending workflows, contact the Holistiplan Support team.

We welcome feedback as Outreach Center continues to evolve and appreciate your help testing and improving the experience.