Setting up standards and workflows

When you are setting up your Cloud portal for the first time, you can customize some elements to reflect the work model for your organization. Configuring these settings will make it easier for your staff members to use Cloud, because it will be more familiar to them.

Customize terminology

You can change the labels of certain fields in Cloud to make them more appropriate to your organization's practice or to your region. For example, you could change the name of the address field for Province to State. You could also change the name for Client Entity to a more specific term for your organization's client base.

To customize Cloud terminology:

  1. Ensure you have the Settings Admin role or equivalent privileges.

  2. From the Cloud menu, select Settings.

  3. Select Customization | Terminology.

  4. Enter the appropriate options and select Save.

Create workflows

You can help organize your organization's information on Cloud by creating workflows. For example, if your organization has a standard process for completing engagements, you can create a workflow for Working Papers files with stages for each step of the engagement process. For client workspaces, you could create a workflow with stages that indicate the status of the client - for example, whether they are a Prospect, a New client, or a Long-term client.

If you create one or more workflows during initial setup, you or other staff will be able to use them later to help organize your Cloud content.

To create a new workflow:

  1. Ensure you have the Admin role.

  2. From the Cloud menu, select Settings.

  3. Select Customization | Workflow Management.
  4. Next to the type of item want to create, select (Not Assigned) | Create Workflow.

    Create new entity workflows from Settings | Workflow Management

  5. Enter a Workflow Name and Select Add Stage () to begin specifying the stages of this workflow.

    Build and manage workflows from the Create Workflow dialog

  6. Select the color drop-down ( ) to change the workstage color or drag the ( ) icon to reorder the stages.

  7. Click OK.

Create tags

Tags are keywords that you can assign to people, entities, or files in Cloud. Tags can be used as search terms, making it easy for users to locate relevant materials and personnel. You can create both system-wide tags that can be assigned to all categories and specialized tags that users can only assign to staff, contacts, files, or entities.

For example, if your organization has business clients that operate in different industries - agriculture, finance, manufacturing or oil and gas - you could create tags for these industries. Then your organization staff could tag client workspaces or files as you add them to Cloud, and partners and managers would be able to quickly view all engagement information for specific client industries.

To create tags:

  1. Ensure you have the Settings Admin role or equivalent privileges.

  2. From the Cloud menu, select Settings.

  3. Select Customization | Tag Management.

  4. Select Add to open the Add Tag dialog.

  5. Enter a Name and specify the Tag Type (System-wide, Staff, Contacts, Files, or Entities) for your new tag.

    The Add Tag dialog from the Tag Management page

  6. Select OK.

Add custom properties to workspaces

You can add custom entity properties in Cloud so that staff members can add or view more detailed information when they are looking at an entity's details. This enables your organization to record and track information specifically relevant to your practice all in one place.

For example if your organization wanted to record banking information for its clients, you could create a custom property group named Banking Information. You could add text fields for this property group for bank name, branch number, and branch address. If you then assigned this property group to your client entities, you would be able to enter all of those details when creating or modifying a client entity.

To create custom entity properties:

  1. Ensure you have the Settings Admin role or equivalent properties.

  2. From the Cloud menu, select Settings.

  3. Select Customization | Custom Entity Properties.

    The Custom Entity Properties section of the Settings page.

  4. Select the type of entity you want to add a property group for (All, Clients, Other Entities, or Internal Entities), then select Add Properties Group.

    Select Add Properties Group from the Custom Entity Properties page to begin to define your custom entity properties

  5. Enter a Group name in the first text field, and select Add Property to add text fields for the Properties.

    Enter a Group name and add custom properties for the entity type

  6. In the drop-down boxes next to each property, choose the Type of input required from the user for that property, such as a checkbox, a URL, or an amount.

  7. For any field in which user input is required for the entity to be saved, select the Required field checkbox.

  8. Select Save to create the custom entity properties.