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Manage the firm template

A new engagement is created based on a template. Templates are created and managed by authors.

Firm authors are staff members with the Settings Admin role or similar which allows them to customize the default product content to meet specific firm needs. For example, add the firm logo. To learn more about roles, see Built-in roles and Assign security roles.

Firm customizations include adding content and modifying or suppressing the default content.

Concepts and workflow

Before you begin, review the concepts and workflow of template management.

  • Product template - the template that contains the default content for your product.

  • Draft - the template you’re currently customizing for your firm (the work in progress template).

  • Archived template - an archived template is automatically created when a draft is published. To maintain a record of all previously used templates, archived templates cannot be deleted.

  • Firm template - the most recently published template (the template that’s currently used by your firm to create engagements).

The following figure shows the general workflow for managing the firm template.

If you don’t have a firm template, you need to create a draft, make your firm customizations, then review and publish.

If you already have a firm template, you can:

If you’re not satisfied with the draft you’re working on, you can delete the draft and either:

Create a draft

If you don’t have a firm template or a draft, then your starting point is to create a draft.

To create a draft:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Select Create Draft.

    A draft template opens in a new tab. Make sure that this tab is not blocked by your pop-up blocker.

You can close your draft at any time and continue working on it later. Once you close the draft, the options available to you on the Manage Template page are Open Draft, Delete Draft and Publish Draft.

To continue working on an existing draft, select Open Draft. Select Publish Draft to apply the changes to new engagements.

If you’re not satisfied with your draft, select Delete Draft to delete it and start a new one.

Delete a draft

You can delete a draft if you decide to use the product template instead or if you’re not satisfied with your current draft.

To delete a draft:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Select Delete Draft.

  4. The options available to you on the Manage Template page are Create Draft and Use Default.

If you want to start a new draft, select Create Draft.

If you want to use the product template instead, select Use Default.

Use the product template

If you don’t want to customize a template for your firm, you can set your firm template to use the product template. The product template contains the default content for your product.

Tip: To view information about your current product version, select Information () | About.

The advantage of using the product template is that you don’t need to manually update the firm template whenever there are new product updates. To learn more, see Update the firm template.

To use the product template:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Select Use Default.

The current template is archived and your firm now uses the product template. The option now available to you on the Manage Template page is Create Draft.

If you want to customize the product template to meet specific firm requirements, select Create Draft.

Publish a draft

After you customize your draft template, you can review and publish it. When you publish a draft, it becomes the current firm template and applies to new engagements.

To publish a draft:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Select Publish Template.

    The published template is automatically added to the archived templates list. The template version and publish date display in the list.

    Note: Once a template is published, it cannot be deleted. You can however revert to an older version.

The options available to you on the Manage Template page are Use Default and Create Draft.

Select Use Default if you want to use the product template instead of having a custom firm template.

Select Create Draft if you want to start a new draft then, select Open Draft to start customizing it.

Edit the firm template

You can make changes to the firm template if needed.

To edit the firm template:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Go to the archived templates list.

  4. Open the latest published template on the list.

  5. The template opens in draft mode. You can now make changes as needed.

  6. Once you’re done, return to the Cloud menu () and select Settings () | <your product name> | Manage Template.

  7. Select Publish Template to have the changes applied to newly added engagements.

Update the firm template

Once you receive notification of updates to the product template, you need to manually update your firm template with the latest changes from the product template.

Note: The Update button is only available in the page if there are new updates to the product template that you have not applied to your template yet. Otherwise, it does not display in the page.

To update the firm template:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Select Update.

  4. The available options on the Manage Template page are Open Draft, Delete Draft and Publish Draft.

    Note: When you update the template, the product settings are reset. Select Open Draft to redo the necessary product settings. If you’re not satisfied with the draft, select Delete Draft then Update then Open Draft to start a new one.

Once you're done, select Publish Draft to apply the changes to new engagements.

Create a draft using a previous template version

You can create a draft using a previous version of your template.

To create a draft using a previous template version:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Go to the archived templates list.

  4. Open an archived template to create a draft based on that template.

  5. The new draft opens.

  6. Make changes as necessary.

  7. From the Cloud menu () , select Settings () | <your product name> | Manage Template.

  8. Select Publish Template to have the changes applied to new engagements.

    The published template is added to the archive and a record of it displays in the archived templates list.

Revert to a previous template version

You can revert to a previous version of your template.

To revert to a previous template version:

  1. Ensure that you have the Settings Admin role or similar. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  3. Go to the archived templates list.

  4. Open an archived template to create a draft based on that template.

  5. The new draft opens.

  6. From the Cloud menu (), select Settings () | <your product name> | Manage Template.

  7. Select Publish Template.

    The published template is added to the archive and a record of it displays in the archived templates list.

    Notice that the record of the old template still displays in the archived templates list. This is because, in this step you have not re-published the old template, you have published the draft that was created based on that old template.

Note: If you revert to a version that's older than the most recent product template, the Update button becomes available on the page once you publish it.

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