Add a letter or memo
You can create blank text documents as part of your work in an engagement file. There are two types of text documents available: letters and memos.
When you create a letter, it is accessible to the entire engagement team automatically. You can also add references to other documents or areas in the engagement file.
Create letters and memos
If your Smart Engagement does not already include a template that matches your needs, you can create a new letter or memo and add custom content to it.
To create a letter or memo:
From the top menu, select Documents.
Select the Add icon (), then choose Letter or Memo.
Enter an Identifier and a Name for your letter or memo.
Your new letter or memo is added to the chosen folder of the Documents page. You or other staff members can view or edit the blank document.
Modify text and formatting
Now that you have created a new letter or memo document in your engagement file, you can begin to write it. In Smart Engagement letters and memos, you can format text and add tables, images, and links.
To modify text and formatting in a letter or memo:
On the Documents page, select the letter or memo that you want to edit. Select the Edit button to change the document content.
Note: If the document was just created, you will open the document in editing mode automatically.
A new letter or memo has one main text area by default. To add text to the body of your document, select the gray bar in this text area. You can then create your document’s content.
You can format your text and add additional content into your document by using the formatting taskbar. This bar is displayed at the top of the document when your cursor is positioned in a text field.
Block and inline styles
Select a style to apply to your current paragraph.
Formatting and color
Make font bold, italicized or underlined, or change the color of the text or background.
Remove all formatting
Return selected text to the default paragraph style.
Bullets, numbering and indentation
Add a bulleted or numbered list to the document or indent your current paragraph.
Change the alignment settings for your current paragraph.
Links and formulas
Add a hyperlink to the selected text, remove a hyperlink, or add a formula to your document. You can also add a drop-down box where other staff can select a staff member or client contact from Cloud, or a date.
Add a horizontal line, an image, a table or a special character to your document.
View or change engagement glossary terms and dynamic text
An engagement glossary contains terms. Terms are words and phrases that can be reused throughout the product. When a term is changed, it is changed everywhere the author defined.
Dynamic text fields change if certain conditions are met. For example, if the client responds ‘Yes’ to a procedure in a checklist, then ‘Agreed’ shows in the dynamic text field.
Primary authors create engagement glossary terms and configure the conditions for dynamic text output. Your documents may contain terms from the glossary or dynamic text fields. Depending on your product, you may be able to override glossary terms and dynamic text outputs.
To view engagement glossary terms or dynamic text in a document:
Open a document and select Toggle edit view ().
Select the document’s text area. Areas highlighted in gray are variable content.
Hover the pointer over a variable content area.
Select the link.
The Data Link dialog displays. The Engagement Glossary tab displays in the dialog if the selected link leads to an engagement glossary term. If the link is dynamic text, the Dynamic Text tab displays instead.
In the example below, “we” displays in the document because the Output condition was met.
If it changes to a link select pointer () the content is either dynamic text or an engagement glossary term.
Note:You can only change an existing glossary term or a dynamic text output if the override option is enabled in your product.
To change an engagement glossary term or a dynamic text output:
Select the document’s text area where you want to change.
Areas highlighted in gray are either glossary terms or dynamic text fields.
Select the glossary term or dynamic text to open the Data Link dialog.
If you select a glossary term, you can select information () to see the number of places that term is used.
Change the Output as desired and select Save.
When the Output condition is met, the text changes in all the places it’s used in the engagement. If a different condition is met after the change, the Output changes to match the configured output text for that condition.
Add headers and footers
You can add header and footer sections to your letters and memos. You can use these sections to create documents with the same content at the top and bottom of each page. Headers and footers are a good way to create letterhead for electronic versions of your documents.
To add a header or a footer to a letter or memo:
To add a header and footer, select the ellipsis icon, then select Headers and footers. Areas for the header and footer display in the document.
Enter text for the header and footer of your document. You can apply the same types of formatting as you can in other text areas of the document.
Add a firm logo
When you are creating the header or footer, you can add your firm logo to the document. Adding your firm’s logo to the letter is another way to replicate your firm’s letterhead for these Smart Engagement documents.
To add a logo:
To add a firm logo to your letter or memo, select the ellipsis icon, then select Headers and footers. Areas for the header and footer are displayed in the document.
On the formatting taskbar, select Insert image (). In the Image dialog, select Choose File and locate the image file for your firm’s logo. Once you have selected it in the file navigation dialog, a preview of the image is displayed.
Select OK to add the logo to your header or footer.
Once you have finished editing your letter or memo, select the Edit button to save your changes.
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