Go File Room: The Ultimate Guide to Thomson Reuters’ Document Management System

1. Introduction: The Modern Accounting Firm’s Dilemma

Picture this: It’s February, deep in tax season. The conference room of a mid-sized CPA firm is no longer a place for meetings; it’s a labyrinth of banker’s boxes and stacked client files. A senior accountant spends 20 frantic minutes searching for a single client’s prior-year tax return, only to find a junior associate has the only copy. In another office, a partner working from home needs to review a critical financial statement but can’t access the on-premise server. The clock is ticking, client anxiety is rising, and inefficiency is costing the firm thousands in lost billable hours.

This was the reality for countless firms before the advent of integrated, cloud-based document management. Enter Go File Room, a solution designed not just to store files, but to transform chaos into order. Developed by Thomson Reuters as a core component of its CS Professional Suite, Go File Room is the cloud-based Document Management System (DMS) that has become the digital filing cabinet for forward-thinking accounting and tax professionals. It’s where client documents, tax returns, and workpapers live securely, accessible from anywhere, at any time.

This definitive guide will explore every facet of Go File Room. We will delve into what it is, its powerful features, how to set it up and log in, its pricing structure, and the profound advantages it offers to firms striving for efficiency, security, and seamless client collaboration.

2. What is Go File Room?

At its core, Go File Room is a secure, cloud-based Document Management System (DMS) developed specifically for accounting firms and professional service providers by Thomson Reuters. It is not merely a cloud storage drive like Dropbox or Google Drive; it is an intelligent, integrated platform designed to manage the entire lifecycle of a professional firm’s documents.

Its primary purpose is to:

• Store: Provide a centralized, secure repository for all client files and firm documents.

• Organize: Automatically index and categorize documents for instant retrieval.

• Share: Facilitate secure internal collaboration and external document exchange with clients.

• Protect: Ensure the highest levels of security and compliance for sensitive financial data.

Go File Room’s true power is unlocked through its deep integration with the Thomson Reuters CS Professional Suite. It acts as the central document hub for:

• UltraTax CS: Tax returns and supporting documents are seamlessly stored and linked directly from the tax software.

• Practice CS: Documents are tied to client and engagement records, streamlining workflow and billing.

• NetClient CS: Provides a secure portal for clients to upload and download documents directly to their dedicated folder in Go File Room.

• Microsoft Office: Allows users to save and open documents directly from Word, Excel, and Outlook to Go File Room.

For firms undergoing digital transformation, Go File Room is the critical piece that moves them from a paper-dependent, server-bound operation to a agile, cloud-ready practice.

3. The Evolution and History of Go File Room

Go File Room’s story is intertwined with the evolution of the accounting profession’s technology. It originated as part of the CS Professional Suite, a collection of integrated software solutions that began with a focus on local network installations.

Initially, document management for many firms involved scanning documents to a network drive with complex, often inconsistent, folder naming conventions. This was a step up from paper, but it was fragile, difficult to search, and inaccessible remotely.

As the internet matured and the “cloud” became a viable and secure option, Thomson Reuters pivoted. They evolved their suite to offer cloud-hosted versions of their applications, with Go File Room leading the charge as a native cloud DMS. This evolution was driven by several key trends:

• The Rise of Remote Work: The demand for secure, remote access to client files, which accelerated dramatically post-2020.

• Increased Security & Compliance Demands: Regulations like GDPR and client expectations for data security made on-premise solutions riskier and more expensive to maintain.

• The Need for Integration: Firms grew tired of using disjointed “best-of-breed” applications that didn’t talk to each other, seeking a unified ecosystem.

Go File Room represents the culmination of this journey—a purpose-built, cloud-native DMS that supports firms leaving behind the limitations and IT burdens of local servers.

4. Key Features of Go File Room

Go File Room is packed with features designed specifically for the workflows of accounting firms. Here’s a detailed breakdown:

Cloud Storage & Document Organization

• Centralized Repository: Every document has a single, definitive home. Gone are the days of wondering if you have the “latest version” saved on someone’s desktop.

• Client-Centric Structure: The system is organized around your client list, which is automatically synced from Practice CS. Each client has a dedicated, secure folder.

• Customizable Indexing: Tag documents with metadata like document type, year, preparer, and reviewer for powerful search and filtering.

Secure Access & Role-Based Permissions

• Granular Control: Define exactly what users can see and do. For example, a staff accountant can be granted view-only access to sensitive client acquisition documents, while having full edit rights for their own tax workpapers.

• Client Portal Security: Through NetClient CS, clients can only access their own specific folder and documents you explicitly share with them.

Workflow Automation Tools

• Routing and Approval: Set up automated workflows where documents are electronically routed from preparer to reviewer to partner, with notifications at each step.

• Task Integration: Link document completion to task management in Practice CS, providing a holistic view of engagement progress.

Full-Text Search & Indexing

• Find Anything Instantly: Search for a document by its name, its content, or its metadata. Need to find all documents that mention “Charitable Donation Receipts” from 2023? A quick search will surface them immediately.

Version Control and Audit Trail

• Complete History: Every time a document is checked out, edited, and checked back in, a new version is created. The previous versions are retained and can be restored if needed.

• Irrefutable Audit Trail: The system logs who accessed a document, when, and what changes they made. This is invaluable for internal quality control and external audits.

Integration with Microsoft Office

• Save Directly to Go File Room: From within Word or Excel, use the “Save As” function to save directly to a client’s folder in Go File Room.

• Outlook Email Archiving: With a click, you can file entire emails and their attachments directly to the relevant client folder, ensuring all client communication is documented and secure.

Mobile Access and Remote Collaboration

• Fully Functional Mobile Experience: The web interface is optimized for tablets and smartphones, allowing professionals to view, search, and share documents from anywhere.

E-signature & Client Portals

• Streamlined Signatures: Integrates with e-signature solutions to send engagement letters and other documents for signature directly from the system.

• NetClient CS Portal: Clients can log in to their private portal to download tax returns, upload tax documents, and view messages securely, eliminating unencrypted email.

5. How Go File Room Works: The Technical Flow

Understanding the architecture demystifies the process. Go File Room is a SaaS (Software-as-a-Service) application hosted on Thomson Reuters’ secure, SOC-compliant cloud servers.

A typical document lifecycle looks like this:

1. Upload: A staff accountant completes a client’s financial statement in Excel. Instead of saving it to their “My Documents” folder, they click “Save As” and choose the client’s folder in Go File Room.

2. Indexing & Security: Upon saving, the document is encrypted and transmitted to the cloud. The user is prompted to add metadata (e.g., Document Type: “Financial Statement,” Year: “2024”).

3. Storage: The document is stored in the secure cloud repository. The system automatically manages backups and redundancy.

4. Retrieval: The partner, working from home later that evening, needs to review the statement. They log in to the Go File Room web portal, uses the search bar to find the client, and opens the document directly in their browser or Excel Online.

5. Collaboration & Versioning: The partner makes review notes and checks the document back in. The system saves it as a new version, logs the action, and notifies the original preparer.

6. Sharing: Once finalized, the document is shared with the client via the NetClient CS portal. The client logs in, downloads it, and the entire interaction is recorded in the audit trail.

6. Go File Room Login and Setup Guide

Login Process:

1. Access the Portal: Always navigate to the official Thomson Reuters Go File Room login page. Never use links from emails you do not trust.

2. Enter Credentials: Input your username and password provided by your firm’s system administrator.

3. Two-Factor Authentication (2FA): If enabled (and it should be), you will be prompted to enter a code from your authenticator app or via SMS.

4. Dashboard: You will be taken to your personalized dashboard, typically showing recent documents and a searchable client list.

Supported Browsers: The latest versions of Google Chrome, Microsoft Edge, and Mozilla Firefox are recommended for the best experience.

Initial Setup (For Administrators):

1. User Provisioning: The firm administrator uses the Practice CS system to set up users. These credentials are then used for Go File Room login.

2. Permission Structuring: Define security groups (e.g., “Partners,” “Senior Accountants,” “Admin Staff”) and assign folder-level permissions to each.

3. Client Sync: The client list from Practice CS automatically populates Go File Room. The administrator can organize clients into groups for easier management.

4. User Training: Roll out the system to the firm, emphasizing the new “Save As” habit and the power of the search function.

7. Go File Room Integrations

The seamless integration is Go File Room’s killer feature.

• UltraTax CS: This is the most critical integration. When you open a tax return in UltraTax, all source documents and prior-year returns stored in Go File Room are just a click away. You can save the current year’s return directly to the client’s folder upon completion.

• Practice CS: Manages the firm’s operations. Time and billing data, engagement letters, and task management are all linked to the documents in Go File Room.

• NetClient CS: This is the client-facing side. Documents you publish in a client’s Go File Room folder can be made instantly available in their private portal.

• Microsoft Office & Outlook: The direct “Save As” and email archiving integrations make incorporating Go File Room into daily workflows effortless.

8. Go File Room Pricing and Licensing

Thomson Reuters typically uses a subscription-based, per-user pricing model for Go File Room. The exact cost is not publicly listed and varies based on:

• Number of Users: The primary cost driver.

• Firm Size and Volume: Larger firms may negotiate enterprise agreements.

• Bundled Products: Significant discounts are often available when bundled with the entire CS Professional Suite (UltraTax CS, Practice CS, etc.).

While you must contact a Thomson Reuters sales representative for a precise quote, firms should view the pricing as an investment. The Return on Investment (ROI) comes from:

• Elimination of physical storage costs.

• Recovery of billable hours previously spent searching for files.

• Reduction in IT costs for server maintenance and backups.

• Increased revenue through improved client service and the ability to take on more work without adding overhead.

When comparing to alternatives like DocuWare or eFileCabinet, the decision often comes down to the deep integration with the tax and accounting tools you already use. The time saved from a fully integrated system often outweighs a slightly lower sticker price from a standalone DMS.

9. Advantages of Using Go File Room

• Dramatically Improved Efficiency: Instant document retrieval can save hours per week, per professional.

• Anywhere, Anytime Access: Supports a modern, remote, or hybrid workforce without compromising security.

• Enhanced Security & Compliance: SOC 2 compliance, encryption, and audit trails provide peace of mind and meet professional standards.

• Superior Client Service: Quick access to information and secure portals make client interactions faster and more professional.

• Scalability: The cloud-based system grows effortlessly with your firm, eliminating the need for costly server upgrades.

• Disaster Recovery: Since Thomson Reuters manages the infrastructure and backups, your firm is protected from local disasters like fire, flood, or ransomware.

10. Potential Drawbacks or Limitations

• Internet Dependency: A stable internet connection is mandatory. There is no offline mode for core functionality.

• Learning Curve: Some team members, particularly those resistant to change, may struggle with the new workflow initially.

• Cost: The subscription fee can be a significant line item for very small or new firms.

• Ecosystem Lock-In: The tool is optimized for the Thomson Reuters ecosystem. Firms using a significant amount of non-Thomson Reuters software may find integration clunkier.

• Storage Limits: Depending on the plan, there may be storage caps, though these are typically generous and scalable.

11. Security and Compliance

For accounting firms, security is non-negotiable. Go File Room is built to meet the highest standards:

• Encryption: Data is encrypted using robust standards (like AES-256) both in transit (when being transferred to your browser) and at rest (while stored on the server).

• SOC 2 Compliance: Thomson Reuters undergoes regular SOC 2 Type II audits. This independent verification confirms that their controls for security, availability, and confidentiality are operating effectively.

• Access Control: Role-Based Permissions ensure the principle of “least privilege” is enforced—users only have access to what they absolutely need.

• Audit Logs: A comprehensive, unchangeable log of every document action creates a powerful deterrent against misuse and provides a clear trail for forensic analysis if needed.

12. Troubleshooting Common Issues

• Login Problems: First, reset your password using the “Forgot Password” link. Ensure your browser is up-to-date and that you are not using a cached, old version of the site. Clear your browser cache and cookies.

• Missing Documents: First, check your permissions with your administrator. Use the full-text search. Verify the document was saved to the correct client folder.

• Integration Failure with Outlook/Office: Ensure the Go File Room plug-in is installed and enabled in your Microsoft applications. Sometimes, a repair of the Office installation or the Go File Room client software is necessary.

• Slow Performance: This is often related to local internet speed. Check your connection. If the issue persists, contact Thomson Reuters Support, as it could be a rare instance of performance issues on their end.

13. Comparison: Go File Room vs. Competitors

14. Real-World Use Cases

• Tax Season Efficiency: A tax preparer works on a 1040 in UltraTax CS. All K-1s, W-2s, and receipts are already in the client’s Go File Room folder, scanned by the administrative team. The preparer never leaves their desk to find a paper file.

• Remote Audit Support: An auditor requests a copy of a loan agreement from 2020. A manager, traveling for a conference, logs in from their hotel room, finds the document in under 10 seconds, and securely emails it directly from Go File Room, with the audit trail capturing the action.

• Streamlined Client Onboarding: A new client is set up in Practice CS. They automatically appear in Go File Room. An engagement letter is generated and sent for e-signature via the NetClient CS portal. The signed copy is automatically filed in the new client folder.

15. Expert Tips for Maximizing Go File Room

1. Standardize Naming Conventions: Create a firm-wide policy for how to name documents (e.g., “2024-TaxReturn-SmithJohn.pdf”). Consistency is key to searchability.

2. Leverage Metadata: Don’t just rely on file names. Consistently use the document type, year, and preparer fields. This unlocks the true power of filtered searches.

3. Train on Version Control: Drill into your team the habit of “Check Out” and “Check In” to prevent version conflicts.

4. Schedule Quarterly Clean-Ups: Assign an administrator to periodically audit folder structures and user permissions to maintain order.

5. Mandate Multi-Factor Authentication (MFA): This is the single most important security step you can take to protect your client data.

16. Frequently Asked Questions (FAQ)

Q: What is Go File Room used for?
A: It is used to securely store, manage, and share digital documents—like tax returns, financial statements, and workpapers—primarily within accounting firms.

Q: Is Go File Room secure?
A: Yes. It employs bank-level encryption, SOC 2 compliance, detailed audit trails, and robust access controls to protect sensitive data.

Q: How do I access Go File Room from home?
A: You access it via any modern web browser (Chrome, Edge, Firefox) by navigating to the official Go File Room login URL. No VPN is required.

Q: Can Go File Room integrate with QuickBooks?
A: Direct, deep integration like with UltraTax CS is not available. However, you can manually save QuickBooks reports and files to client folders in Go File Room.

Q: What happens if I forget my password?
A: Use the “Forgot Password” link on the login page. You will receive instructions via email to reset it. Your firm administrator can also reset it for you.

Q: How much storage does Go File Room provide?
A: Storage is typically included as part of the per-user subscription, with the amount depending on your firm’s agreement. It is generally sufficient for millions of documents, and additional storage can be purchased if needed.

17. Conclusion

In the relentless pursuit of efficiency and client service excellence, the accounting profession has fully embraced the cloud. Go File Room stands as a pillar of this transformation, offering far more than just digital storage. It is the central nervous system for a firm’s documents, intelligently connecting your tax software, your practice management tool, and your clients in one secure, seamless environment.

By adopting Go File Room, firms don’t just buy software; they invest in a future free from the burdens of paper, the fragility of network drives, and the limitations of physical office space. They empower their teams to work smarter, serve clients better, and build a more resilient, scalable, and profitable practice. In the digital age, that isn’t just an advantage—it’s a necessity.