SE
SmartEngagement
Working Papers
CaseWare Working Papers
AnalyticsAI
CaseWare AnalyticsAI
Time
CaseWare Cloud Time
PCR
OnPoint PCR (Preparation Compilation Review)
RCT
CaseWare  ReviewCompTax
PBC
CaseWare  Cloud Provided by Client Requests
Audit International
CaseWare  Audit International
SE
SmartEngagement
Working Papers
CaseWare Working Papers
AnalyticsAI
CaseWare AnalyticsAI
Time
CaseWare Cloud Time
PCR
OnPoint PCR (Preparation Compilation Review)
RCT
CaseWare  ReviewCompTax
PBC
CaseWare  Cloud Provided by Client Requests
Audit International
CaseWare  Audit International

Staff-Contact collaboration (Queries) in CaseWare RCT

This feature is only available with CaseWare ReviewCompTax.

Learn more about CaseWare ReviewCompTax

The interaction between a staff member and a contact in queries can be summarized in the following figure.

Staff-Contact collaboration

Create a query document

To request information from clients, add a Query document in your engagement. A query document consists of the following components:

  • Query questions - The requests and inquiries that clients need to respond to.

  • Question sets - To group related query questions.

  • Response types - To specify the expected user response. The following table describes the available response types:

    Response type

    Expected user response

    Text

    Enter the requested information.

    Picklist

    Select one item from the drop-down list.

    Multi Picklist

    Select one or more items from the drop-down list.

    File Upload

    Browse and add a requested file (or drag and drop the file).

    Date

    Select a date from the calendar.

  • Instructions - To provide guidance information for the clients. For example, add the supported file types for a document request.

To add a query in the engagement:

  1. Go to the Documents page, then select the Add () | Query.

  2. Select a query from the available templates and enter a name for the document.

  3. Note: You can also select a blank query but we recommend that you use the templates available in your product.

  4. Select Create Query.

  5. A new query is added in the engagement based on the selected template.

  6. Review the content and make any necessary changes if needed. To learn more, see Customize query content.

You can terminate a query at any point in time as long as its status is not Complete. Select More actions () | Cancel query to terminate a query. The query status changes to Cancelled. Canceled queries are no longer visible in Cloud to the assigned contacts.

Note: You cannot make any changes to the content or status of a Cancelled query. You can only modify the name of the query and its visibility settings. In the Documents page, select More actions () | Edit to change the query name and edit visibility settings.

Send the query to contacts

Once you have reviewed the query content and made any necessary changes, you can send the document to contacts.

To send the query to contacts:

  1. Open the query document, then select SEND.

  2. The Open Query dialog displays.

  3. Select a due date for the client response in the Query Due Date field.

  4. Select a client contact from the Assignees drop down list.

  5. You can select more than one contact or select the Assign to all contacts check box to send the request to all client contacts.

    If a contact doesn’t exist in Cloud, the query document provides direct access to Cloud so you can create a contact. Select Create new contact to be redirected to Cloud and add the contact. To learn more, see Creating an account.

  6. Add a message in the Email Body text box to be included in the notification email.

  7. Select OK to send the query.

    Send query to contact.

A notification email is sent to the assigned contacts. Once the contacts sign in to Cloud, they can view the query in the My Work section.

My Work pane for the assigned contact

Respond to a query

Once you have shared the document, your contacts can see the query on the My Work pane when they log in to Cloud. They can select the document to open it and provide responses.

Contacts can mark individual questions within the query as responded by selecting the Respond icon (). Once they mark a question as responded, the icon changes to the green responded version ().

Contact marked a question as responded.

Tip: Instead of separately marking each question responded, contacts can just select the MARK RESPONDED button at the top of the page once they provide responses to all questions. This automatically marks all questions responded and changes the status of the query to Responded.

Once all questions are marked as responded, a notification message displays featuring the MARK RESPONDED button so the contact can easily proceed to the next step in the workflow.

Notification on the bottom right corner of the page, once all questions are marked responded by the contact.

Once the query status changes to Responded, the Responded icon () becomes available next to the query in the Documents page.

Query document shows with a Responded icon next to it in the Documents page.

Open the query to start reviewing responses. Notice how the time of the response and the name of the contact that has responded to each query question displays.

Timestamp and contact information.

Review contact responses

You need to review the contacts responses. If the provided information in a response is valid, you can accept the response. Select the Responded icon () next to the query question, then choose Accept response.

Tip: Instead of separately accepting each response, you can just select the COMPLETE button at the top of the page once you review the responses and found them valid. This automatically accepts all responses in the document and changes the status of the query to Complete.

You can also return a response back to the contact if the information or documents provided are insufficient, incorrect or need clarification. Select the Responded icon () next to the query question, then choose Return to contact.

Review responses and either accept or return to contact.

Add comments or notes related to the question or the response to explain what’s missing or confusing in the information the contacts provided, if needed.

To add a comment:

  1. Go the question where you want to add comments or notes.

  2. Enter your comment in the Comment field below the question.

  3. Contacts and staff can add comments as needed. Notice how user initials, date and timestamp of all interactions display in the Comment field.

    An exchange between staff and contact through the Comments section.

Reopen a query

If you need more information or you want the contacts to correct some responses, you can reopen the query.

To reopen a query:

  1. Go to the Documents page.

  2. Select the query from the document list.

  3. Select REOPEN at the top of the page.

Once you reopen the query, contacts can access the document from Cloud to address your comments and concerns.

Note: If you have accepted one or more response, the corresponding query questions do not display for contacts. For example, if you have 5 questions in the document and you accepted 2 responses then reopened the query, only the remaining 3 questions will be visible for contacts.

Complete a query

Once you have accepted all responses, you can mark the query as Complete.

Tip: Instead of separately accepting each response, you can just select the COMPLETE button at the top of the page once you review the responses and found them valid. This automatically accepts all responses in the document and changes the status of the query to Complete.

To mark a query as Complete, select the Complete button at the top of the page after you accept all the responses. In addition to that, once all questions are accepted, a notification message displays featuring the MARK COMPLETE button so the contact can easily proceed to the next step in the workflow.

Notification to mark a query complete once all questions are accepted by the staff member.

The information provided in the query document is now final and can no longer be changed. Completed queries are no longer visible to contacts in Cloud.

Note: You cannot make any changes to the content or status of a Complete query. You can only modify the name of the query and its visibility settings. In the Documents page, select More actions () | Edit to change the query name and edit visibility settings.

View queries (the Query Dashboard)

To keep track of your progress and contacts’ progress on queries, you can go to the Query Dashboard page. The dashboard features a list of the visible queries in the engagement file. It consists of the following columns:

  • Query document - title of the query.

  • Status - status of the query. Available options are:

    You haven’t sent the query to the contacts yet.
    You reopened the query to make modifications or request further information or clarifications.
    Contacts responded to all questions in the query.
    You have sent the query to contacts and they haven’t responded yet.
    You’ve marked the query as completed.
    You canceled the query.

  • Progress - tracker of the contacts progress. It shows the number of answered questions out of the total questions in the request.

  • Due date - shows the query due date.

  • Contacts - displays the number of assigned contacts to each query document in the dashboard. You can also select a number to display a popup showing contact details. The popup also includes the Add contacts button which allows you to create a contact, if needed.

To access the Query Dashboard in your engagement file:

  1. Open the engagement file.

  2. Go to the Queries page.

A list of the available queries in the engagement file displays on the page. Select a column to sort the list by status, progress, due date, or alphabetically.

Note: Only visible queries display in the list. If a query is hidden due to visibility settings, it does not show in the Query Dashboard.

Query Dashboard

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