Set up an engagement file

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

On CaseWare Cloud, you can use SmartEngagement products to perform engagement work entirely online. This topic will provide an overview of what you need to do to get a new online engagement ready.

Create an engagement file

You have spoken with your client, and you know that you will be performing a job for them. To begin, you need to create the client file for this engagement.

To create an engagement file:

  1. From the Cloud menu, select Engagements.

  2. From the Engagements menu, select the New button.

    Select the New button to create a new engagement file.

  3. In the New Engagement dialog, select your SmartEngagement product.

  4. In the next dialog, choose your client entity and enter the name for the engagement file. You can also select the start date and end date for your engagement and enter budget information.

    Entering information for a new Smart Engagement.

  5. Select Save.

Your new engagement is created. If you select All from the engagement menu to view all of the engagements for your organization, you will see the engagement added to this list.

Assign staff to an engagement

Once you have created the engagement file, you can assign staff members to work on it. Select the engagement to expand it. You can see engagement information such as budgets and key dates.

Important engagement details are visible at a glance.

To assign staff to an online engagement:

  1. Select the Assigned field.

  2. In the Manage Team popup, enter the name of one of your staff members.

    Enter a staff member's name to select their profile.

  3. Select a staff member's profile. Choose one of the roles displayed below it to assign that role to the staff member.

    Selecting the Preparer role will assign Gary Adams as a preparer for this engagement.

You have assigned one of the roles on this engagement to your staff member. You can select the Assigned field to add other staff members to the engagement, creating your engagement team.

Add one or more external links in the engagement file

You can add one or more external link in the engagement file to include help videos for your clients or other supplementary information.

To add a link in the engagement file:

  1. Open the engagement file.

  2. Select Documents from the top menu.

  3. Select the Add Document icon (), then choose Link.

  4. The Document Properties dialog displays.

  5. Enter an identifier for the link in the Identifier field.
  6. Enter a title for the link in the Name field.

  7. If you do not add a title, a default title for the link displays in the engagement file.

  8. Enter the web address for the link in the URL field.

  9. Select Save.

  10. You can select Edit Visibility to modify the visibility conditions for the links you add.

Share the file with your client

One of the benefits of an online engagement is that you can easily collaborate with your client while working on the engagement. To enable this, your client needs to have a contact account on CaseWare Cloud, and you need to assign the appropriate role for this contact to access the engagement.

To collaborate with you on an online engagement, your contact needs to be assigned to their client entity and they need the Contact - Entity Collaborator role.

From the Cloud menu, select Contacts. Select the contact from the list and in the details pane, select Edit (). In the Edit Contact dialog, your contact's entity access details are displayed in the General section.

You can set what entity the contact is assigned to and what access level they have.

A client contact cannot open the engagement file itself, but they will be able to respond to client requests from the engagement.

Set engagement properties

Now that you have assigned the staff member accounts to the file in Cloud, you are ready to open the engagement file. Open the engagement from the Engagements page.

To set engagement properties:

You can open the Engagement Properties dialog by selecting the entity name.

In this popup, you can set the following properties:

  • Workflow stage - select a stage for the status of the overall engagement work.

  • Job Number - enter your firm’s job number for this engagement.

  • Operating Name - this field shows the Cloud entity name by default. You can change the default and enter a different name.

  • Year End Date - choose a year end date for this engagement.

  • Currency - select the currency for this engagement.

The Engagement Properties dialog also features the following buttons:

  • Second Reviewer - select to add a second reviewer for all signoffs. This adds Final Review to all signoff options.

    The new option Final Review is available for signoff once Second Reviewer is selected in the Engagement Properties.

  • Consolidate - select to create a consolidation engagement.

  • Lockdown - select to lock the engagement file, once all the work is complete. To learn more, see Lockdown the engagement.

Once you have finished updating the properties for your engagement, select the Save button.

Show or hide prior year information

You can set your engagement file to show or hide prior year information. For example, you can choose to hide the prior year information if the current year is not directly comparable to the prior year.

The engagement file's default setting is to show the prior year information.

To hide prior year information in an engagement file:

  1. Open the engagement file, then select the Engagement Information icon () at the top.

  2. Clear the Show carry forward information check box.

    Prior year information is hidden in the engagement file.

Select the Show carry forward information check box to show the prior year information in the engagement.

At this point, you have completed all of the basic setup steps for a new engagement file.