Manage the engagement documents
While working on your engagement file, you will complete many work programs, create letters, and submit client requests. All of the documents involved are displayed on the Documents page.
Documents are grouped by the engagement stage they are completed in. Beside each of these high-level groupings a progress meter displays how much work has been completed for each stage as a percentage. Completion percentage is determined by how many documents have been reviewed and signed off.
Within these high-level groupings, documents are also organized into folders. Folder names have a different font color, and you can select the folder name to hide or display all of the documents under it.
Documents are displayed contextually: as you enter information in the planning documents, other documents relevant to your file will be added to the Documents page.
Create or upload a document
To add a document to the client file, select the Add Document icon () beside the high-level grouping. This button is also displayed when you hover over folders, enabling and you to add documents directly to the proper folder.
You can choose one of the following options:
Create a new document - choose one of the built-in document types to add it to your client file. You can also create new folders to organize your documents page, or create placeholder documents to represent files that you will add later in the engagement.
Upload a file - upload a file from your computer to the engagement file.
Copy a file from Cloud - add a copy of a file from the client entity in Cloud to the engagement file.
You can move documents from one folder to another to better organize your engagement content.
To sort the Documents page:
On the list of engagement documents, select the More actions () for the document to be moved, then choose Move.
Select the blue arrow icon () beside the folder where you want to move the selected document.
You have moved the document to a different folder.
Note: You can also drag and drop documents on the Documents page. Select a document and drag it into a folder or a high-level grouping to move it.
Hide a document
If your engagement file includes any documents that you will not need to complete, you can hide them on the Documents page.
To hide a document:
When you hover your cursor over a document, the visibility icon () is displayed. Select visibility () to display the visibility pop-up.
You can view the document's visibility conditions (if available) at the pop-up. Select Hide to hide the document.
Once a document is hidden, it is no longer displayed on the Documents page for any users in the current engagement.
If you need to review hidden documents, select the More actions button on the Documents toolbar, then select the checkbox beside Hidden Items.
Note: You can only display hidden items in an unlocked engagement. To unlock an engagement, select the entity name at the top left corner of the page to open the Engagement Properties dialog, then select Unlock.
Once hidden items are being displayed, you can make hidden documents visible by selecting the visibility icon and then selecting Show.
Add a link in the engagement file
You can add an external link to an engagement file to include help videos for your clients or other supplementary information.
To add a link in the engagement file:
Open the engagement file.
Select Documents from the top menu.
Select the Add Document icon (), then choose Link.
- Enter an identifier for the link in the Identifier field.
Enter a title for the link in the Name field.
Enter the web address for the link in the URL field.
The Document Properties dialog displays.
If you do not add a title, a default title for the link displays in the engagement file.
You can select Edit Visibility to modify the visibility conditions for the links you add.
You can create notes for particular documents directly from the Documents page. When you move your cursor over a document line, the Issues icon () is displayed.
To add an issue for a document in the engagement:
Select the Issues icon ().
In the text box, enter a description for your issue.
Select the issue type from the drop-down menu at the bottom of the editor.
Select Create Issue.
You have created a new issue for the selected document.
If members of your engagement team have created notes on documents, the total number of added notes displays at the note icon as shown below. Select the note icon to review the notes and take the appropriate action (Reply, Resolve, or Clear).
You can sign off on documents directly from the Documents page. Each document has a sign-off icon that indicates its status:
Not signed off ()
Select the sign-off icon to review when the document was signed off, to sign off on a role, or to remove a prior sign-off.
Save a copy of a document to Cloud
You can save a copy of a document to Cloud to make a copy that other staff can access outside of the engagement.
To save a copy of a document, go to the desired document and select More actions () | Save to Cloud.
A PDF version of the file is created and automatically added to the Files page for your client entity in Cloud.
Locate and access documents in the engagement file
You can access documents related to each task on the left panel of the engagement file. Similar to the Documents page, the left panel allows you to access all your documents grouped by engagement stage. Within the groups, documents are also organized in folders.
In the left panel, your documents are listed by engagement stage. When you open a document, your documents remain displayed in the panel for easy access.
Additionally, you can use the following features in the left panel to help you locate specific information or documents for your engagement work:
- Search - Locate specific information in documents by typing keywords into the Search field. When you perform a search, the left panel displays all matching documents.
- Recent - Access documents that you’ve opened recently. If you use one of the recent documents often while completing an engagement, you can select the pin icon () beside it to pin the document to the top of the panel for convenient access.
- Document Map - Once you’ve opened a document, you may see a list of its sections on the Document Map, depending on the formatting applied to the document. You can select a section to jump directly to it. This saves you from having to scroll through a lengthy document, such as the financial statement, to view the relevant section.
You can open and close the left panel by selecting the arrow () at the bottom. Within the left panel, you can also expand and collapse the listed documents as well as the panel's other features by selecting the arrows () beside them.
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