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

Modify or add a letter or memo

This feature is only available with products on the CaseWare Cloud Engagements platform.

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 modify or add a letter or memo in your firm template.

Note: If you want to modify or add a letter or memo in the firm template, you must have the Settings Admin role or similar to access the firm template. To learn more, see Built-in roles and Assign security roles. See also Manage the firm template for information on how to open and edit the firm template.

Add a letter or memo

You can modify existing letters or memos or add new ones.

To add a letter or memo:

  1. Select Add () at the documents page, then choose Letter or Memo.

  2. Select Edit () to start adding content.

To start modifying an existing letter or memo, open the document and select Edit ().

Note: You can make limited modifications to the default content that comes with your product. You also can’t delete the default content that comes with you product. However, if you have access to the firm template, you can suppress content so it doesn’t show in engagements.

Add a Table of Contents

To add a Table of Contents, open the document and select Edit (), then select +Add section | Table of Contents.

A Table of Contents area is added in the document with a default title Table of Contents. You can select the default title to change it. Note this title is not part of the document content.

To delete the Table of Contents, select Settings () | Delete.

Add a grouping area

You can use grouping areas to group multiple text areas. Grouped items are slightly indented.

To add a grouping area, open the document and select Edit (). then select +Add section | Grouping Area.

A grouping area is added in the document with a default title Grouping Area. You can select the default title to change it. Note this title is not part of the document content.

You can only add text areas and guidance sections in a grouping area.

To delete a grouping area, select Settings () | Delete. If you delete a grouping area, all text areas and guidance sections in that grouping area are deleted as well.

Add text

Text areas are fields that hold the text content of the letter or a memo.

To add a text area:

  1. Open the document and select Edit ().

  2. Select +Add section | Text Area.

  3. A text field displays in the document with a default title Text Area. You can select the default title to change it. Note this title is not part of the document content.

  4. Select the text field to start adding content to a text area.

The formatting toolbar displays. Use the toolbar to make the following changes:

Toolbar icon

Description

Apply a style to selected text or paragraph.

Bold, italicize or underline selected text.

Change the color of a selected text or a paragraph or highlight selected text or paragraph.

Add a bullet or number list

Add visibility conditions to lists.

Indent selected text or paragraph.

Align selected text or paragraph.

Add a horizontal line

Add an image

Add a table

Add a special character in the text section.

Add field placeholders.

Field placeholders are drop-down lists for selecting a staff member or a client contact from Cloud, or a date.

Add text placeholders.

Add or remove a link.

Add data links.

Remove all formatting for a selected text or a paragraph and revert to the default.

Add or remove a link in text areas

You can add links to a URL, an email or a phone number.

To add a link in a text section:

Open the document and select Edit (), then select Add link () and enter the following information in the Link Info tab:

  • Display Text - the selected text is the default Display text for the link. If you haven’t selected text, enter the Display Text in this field.

  • Link Type - select a type from the drop-down list. Based on your selection, the dialog displays different sets of fields that you need to specify:

    Link type

    Fields

    URL

    Protocol - select the link protocol (http, https, ftp, news or other)

    URL - enter the URL

    Link to anchor in the text

    This feature is currently not functional

    Email

    E-mail address - enter the email address

    Message Subject - enter a subject for the email message

    Message Body - enter the email message body

    Phone

    Phone number - enter the phone number

In the Target tab, select where you want the link target to open. The default is in a new browser window.

You can also enter more information in the Advanced tab. Note that if you add a link to a file download, you can select the Force Download check box in this tab so the file download starts once the user selects the link.

Once you’re done, select OK.

To remove a link in a text section, select the link text then select Remove Link ().

Add placeholders in text areas

You can add placeholders for text and fields to prompt users to insert specific information related to the engagement, organization or client. For example, you can add a date placeholder to prompt accountants to add today’s date as part of the content.

To add a text placeholder:

  1. Open the document and select Edit ().

  2. Go to where you want to add the placeholder, then select Add Text Placeholder ().

  3. In the Text Placeholder dialog:

    • Enter a label describing the information that users need to add in the placeholder in the Label field.

    • You can optionally enter content as a suggestion for the users in the Suggested Text field. A reduced version of the formatting toolbar displays so you can customize the format.

  4. Select Save.

  5. The text placeholder displays in the text section marked with a blue color.

Note: If you enter suggested text, it displays in the text section. Otherwise, the label text displays. The label text also shows as a tooltip for the engagement team members.

To add a client contact placeholder:

Open the document and select Edit (). Go to where you want to add the placeholder, then select Add Contact Placeholder () from the formatting toolbar.

A drop-down list is inserted in the text section. The engagement team members can then select a client contact from the list while working on the engagement.

The default label for the contact placeholder is Select Contact. To change the default label, select the field, then enter a custom label in the displayed dialog box. To apply your change, select the arrow () next to the label field.

To add a staff placeholder:

Go to where you want to add the placeholder, then select Add Staff Placeholder () from the formatting toolbar.

A drop-down list is inserted in the text section. the engagement team members can then select a staff contact from the list while working on the engagement.

The default label for the staff placeholder is Select Staff. To change the default label, select the field, then enter a custom label in the displayed dialog box. To apply your change, select the arrow () next to the label field.

To add a date placeholder:

Open the document and select Edit (). Go to where you want to add the placeholder, then select Add Date Placeholder () from the formatting toolbar.

A drop-down is inserted in the text section. The engagement team members can then specify a date using the calendar that displays once they select the drop-down.

The default label for the date placeholder is Select Date. To change the default label, select the field, then enter a custom label in the displayed date picker. To apply your change, select the arrow () next to the label field.

To add a logo placeholder:

Open the document and select Edit (). Go to where you want to add the placeholder, then select Add Logo Placeholder () from the formatting toolbar.

If the firm author uploads a logo, the placeholder is automatically replaced with the uploaded image. Otherwise, a link to Cloud displays.

Add data links in text areas

Data links () allow you to have already existing information in the engagement or in Cloud automatically retrieved and inserted in text sections.

The following data links are available:

Engagement properties

(from Cloud)

Engagement properties as defined in Cloud, such as:

  • Operating name
  • Legal name
  • Year end date
  • Year start date
  • Current Year
  • Website
  • Prior Year
  • Entity address

Trial balance

(from the engagement)

Items in the trial balance such as, account name, grouping name, or values from the current or prior year.

Firm properties

(from Cloud)

Firm name

Firm address

Responses

(from the engagement)

Responses to procedures from checklists. Once you select a checklist document from the list, select the response you want to retrieve and insert in the text section.

Materiality

(from the engagement)

Defined values in the Materiality document.

Dynamic text

Dynamic text is conditional text. It’s a field where different text displays based on a condition or a set of conditions.

See Add dynamic text.

Forms Value

Insert the value of a specific form field. Once you select a form and a field, the value of the selected field is inserted in the text field.

Note: This option is only available in the Data Link dialog if custom forms are available in your product, such as Tax forms.

To add dynamic text:

Note: You can only add dynamic text if you are customizing the firm template. To access the firm template, you must have the Settings Admin role or similar. See Manage the firm template for information on how to open and edit the firm template.

  1. Open the document and select Edit ().

  2. Go to where you want to add a formula in the text.

  3. Select Add Data Link () from the toolbar.

  4. At the Dynamic Text tab, select the Add Condition drop-down list.

  5. Different setup details display in the Data Link dialog based on the condition you choose:

Condition type

Condition setup

Response

Document - select the source document for the response

Procedure -  select the procedure for which the response is provided

Condition - select the value of the response

Output - select the text to be displayed when the condition is met

Trial balance

Financial Group - select the trial balance account or account group

Condition - select how the name of the Income Statement displays based on the value of Net Income in the trial balance

  • Consistent → name displays as "Statement of Income"
  • Contrary → name displays as "Statement of Loss"
  • Inconsistent → name displays as "Statement of Income (Loss)"

Output - select the text to be displayed when the condition is met

Consolidation

Condition - select the consolidation situation (Consolidated, Non-consolidated)

Output - select the text to be displayed when the condition is met

Reporting period

Condition - select the value of the reporting period (Monthly, Quarterly, Semi-Annual, Annual)

Output - select the text to be displayed when the condition is met

Organization type

Condition - select a country

Output - select the text to be displayed when the condition is met

Group of conditions

Select this option if you want to add a group of conditions, where the text output is based on how the conditions in the group are collectively evaluated

Group Condition - select one of the following values:

When all conditions below are met -> all conditions must be true for the Group Condition to be met

When any condition below is met -> any condition must be true for the Group Condition to be met

Output - select the text to be displayed when the Group Condition is met

Form Value Condition - select a form and a field in the selected form

Output - select the text to be displayed when the condition is met

Note: This condition is only functional if custom forms are available in your product, such as Tax forms.

    You can add more than one condition type to trigger additional text outputs. To add another condition, select Add Condition.

    You can also optionally specify an alternate output for the text if no conditions are met.

  1. Once you’re done, select Save.

  2. If a condition (or conditions) is met, the corresponding output text you specified for that condition displays.

    If no condition is met, the alternate text output (the one you specified for when none of the conditions are met) displays. Otherwise, #ValueEmpty# displays.

Add a page break

You can add a page break anywhere in the document to manually mark where a specific page ends and a new one starts . This allows you to control the page layout for printing.

To add a page break, select +Add section | Page Break. A page break is inserted with a default title Page Break. You can select the default title to change it. Note this title is not part of the document content.

Note: You cannot add a page break in empty grouping area. You must add text areas or guidance sections.

To delete a page break, select Settings () | Delete.

Add a header and footer

You can add engagement information to the header and footer of your letter or memo. For example, you can add the name of the engagement in the header and the product name in the footer.

You can also customize the header or footer for each grouping area, page break or the table of contents.

To add a header or a footer to a letter or memo:

  1. Select the More actions () | Print Settings.

  2. Enter the header and footer content at the Header and Footer text fields.

The formatting toolbar displays. Use the toolbar to make the following changes:

Toolbar icon

Description

Apply a style to selected text or paragraph.

Bold, italicize or underline selected text.

Change the color of a selected text or a paragraph or highlight selected text or paragraph.

Add a bullet or number list.

Add visibility conditions to lists.

Indent selected text or paragraph.

Align selected text or paragraph.

Add a horizontal line.

Add an image.

Add a table.

Add a special character in the text section.

Add or remove a link.

Insert the current page number.

Add data links.

Remove all formatting for a selected text or a paragraph and revert to the default.

  1. Once you’re done, select Save.

To add a custom header or footer to a grouping area or a page break or the Table of Contents:

  1. Go to the desired grouping area or page break or the Table of Content.

  2. Select the Settings () | Edit Print Settings.

  3. Select Custom header and Custom footer to display the text fields for the header or footer.

  4. Enter the header and footer content at the text fields.

  5. The formatting toolbar displays. Use the toolbar to customize the header and footer content.

  6. Select Save.

  7. The header or footer information you added apply, overriding any existing header or footer setting for the document.

Set up the print options

The Print () button converts the document to a PDF format for users to print or save. Note that guidance sections are never included in the PDF.

To set up print options:

  1. Go to the Document Map, the select More actions () | Print Settings.

  2. If you want to have different settings for a page break or a grouping area or the Table of Contents, select Settings () | Edit Print Settings.

  3. Specify the preferred settings for Letterhead, Page Size and Margins.

  4. Select Landscape to change the page orientation.

  5. The default is Portrait.

  6. Clear the Count in page numbering check box if you want page numbering to start after the Table of Contents page.

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