Modify or add a checklist

Checklist documents help you create dynamic workflows to facilitate the engagement process for users. It’s like a questionnaire that consists of items intended to gather information about the client and the engagement. When used with visibility settings, a checklist document simplifies the initial engagement file.

As users respond to the checklist, related documents and content become available (or visible) in the engagement file. This way, only documents that users need are available on the Documents page, while other documents remain hidden.

You can add or modify checklists in the engagement file or your firm template.

Note: If you want to modify or add a checklist 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.

Checklist components

The following components are available in checklist documents:

• Procedures - The checklist items that users need to go through and provide responses for.

• Groups and subgroups - To group related procedures.

• Sub-level Procedures - To add sub-procedures to a procedure and create a multilevel structure.

• Response Types - To specify the expected user response. The following table describes the available response types:

  Response type	Expected user response
  Manual	Enter the requested information.
  Picklist	Select one item from the drop-down list.
  Multi-Picklist	Select one or more items from the drop-down list.
  Date	Select a date from the calendar.
  Entity Information	View and verify client data. The displayed information links to CaseWare Cloud. The user can edit any incorrect information if needed.
  Contact Information	View and verify client contact data. The displayed information links to CaseWare Cloud. The user can edit any incorrect information if needed.

• Guidance - To provide guidance information for the users. For example, to state which document will be available in the engagement file if user answers Yes in this procedure.

Add a checklist

You can modify existing checklist documents or add new ones.

To add a checklist:

1. Select Add () at the documents page, then choose Checklist.

A blank checklist opens.

2. Select Edit () to start adding content.

To modify an existing checklist, 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 it so it doesn’t show for end users.

Review and modify the checklist default settings

Once you've added a checklist, you need to review the default settings and make changes as necessary.

To review and modify the checklist settings:

1. Open the document and select Edit ().

2. Select the Settings icon ().

The Checklist Settings dialog opens.

Note: This dialog is only available in checklists that you have added in the engagement.

2. Review and modify the following settings as needed.

3. Once you're done, select Save.

   Modifications immediately apply in the document.

Add a group or a subgroup

Groups are sections of the checklist document where you can add procedures. You can organize your procedures by adding them to groups and subgroups.

To add a group, Open the document and select Edit (), then select + Group at the top of the document. The default title of the new group is New Group with a black font color. You can select the default title to change it.

If you want to hide procedure numbering in the group, select More actions () and choose Hide procedure numbers within group.

To add a subgroup in a group:

1. Open the document and select Edit ().

2. Go to the group that you want to add a subgroup for.

3. Select More actions (), then choose Add subgroup.

A new subgroup is added with a default title New Group with a blue font color. You can select the default title to change it.

If you want to hide procedure numbering in the subgroup, select More actions () and choose Hide procedure numbers within group.

Add a procedure

Procedures are the checklist items that users need to go through and provide responses for. You can only add procedures in groups or subgroups.

To add a procedure:

1. Open the document and select Edit ().

2. Go to the group or subgroup that you want to add a procedure in.

3. Select More actions () | Add Procedure or select + Procedure.

A new procedure is added with a default description New Procedure and the default response type (if specified in the document settings).

4. Select the default description to change it.

Once you select the text field, the formatting toolbar displays. Use the toolbar to make the following changes:

Toolbar icon	Description
	Bold, italicize or underline selected text.
	Add a bullet or number list.
	Indent selected text or paragraph.
	Align selected text or paragraph.
	Add a table.
	Add or remove a link.
	Insert a reference to a visible or hidden document in the engagement file.
	Add data links.
	Remove all formatting for a selected text or a paragraph and revert to the default.

You can also select the Summary field above the description to enter a short name for the procedure.

5. Select More actions () | Settings to review and customize the procedure settings.

   You can also add a sub-level procedure to create a multilevel structure in the procedure.

To add a sub-level procedure:

1. Open the document and select Edit ().

2. Select the procedure or sub-procedure that you want to add sub-levels for.

3. Select More actions ()

If you selected a main procedure in Step 1, select More actions () | 2nd Level Procedure. A second level list is added with the new procedure and alphabetic numbering.

If you selected a 2nd level procedure in Step 1, select More actions () | 3rd Level Procedure. A third level list is added with the new procedure and roman numerals numbering.

4. Select More actions () | Settings to review and customize the settings for the newly added sub-procedure.

To hide the numbering for the sub-procedure, select More actions () | Hide sub-procedure numbers.

Add or remove a link in the procedure description

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

To add a link:

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, select the link text then select Remove Link ().

Add a data link in the procedure description

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:

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.

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

5. 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
   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.
   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

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.

6. Once you’re done, select Save.

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.

Review and customize procedure settings

If you want to view or customize the settings for a specific procedure or sub-procedure in the checklist, open the document and select Edit (). Select More actions () | Settings, then select the Override the checklist settings check box.

The following options are available in the Procedure Settings dialog:

Once you’re done, select Save.

Add a response type to a procedure

You can modify the options for the default response type or remove it and add a different one.

To add a response in a procedure:

1. Open the document and select Edit ().

2. Select the procedure or subprocedure.

3. Select More actions () | Settings, then select the Override the checklist settings check box.

4. Select +Response.

5. Enter the placeholder text.

This is the default text that appears in the response field before the user enters or selects a response.

6. Select a response type.

The following types are available:

7. Specify the response options for the following response types:

   Response type	Options
   Picklist and Multi-Picklist	Select the Edit icon () to modify the response options for lists. The following settings are available: Edit the existing options in the text fields or select Delete () to remove the response from the list. Select + Option to add a new option to the list. Select Other to add a text input field where users can enter a text response within the drop-down list.   Select Display inline to display the responses next to each other in the procedure rather than in a drop-down list. You can use the arrow up () and arrow down () to rearrange the order of appearance of the response options. Once you’re done, select the Checkmark () to save your changes. Note: You can use the responses you’ve added to this procedure in other procedures in the checklist document.
   Entity Information	Link one or more of the following fields to your procedure: Legal name Operating name Year end date Year start date Current year Prior year Address Website Entity number Business number Organization type Business phone Business fax Mobile phone Home phone Industry codes Client since Date of incorporation
   Contact Information	Link one or more of the following fields to your procedure: First name Last name Initials Email Job title Description Home phone Work phone Mobile phone

8. Once you’re done, select Save.

Add authoritative references in a procedure

You can add a link to an authoritative resource in the procedure. For example, you can add a reference to AU-C 570 The Auditor's Consideration of an Entity's Ability to Continue as a Going Concern.

Note: You can only add authoritative reference in a procedure in the firm template. You must have the Settings Admin role or similar to access the firm template. For more information, see Built-in roles and Assign security roles.

To add an authoritative reference:

1. Open the document and select Edit ().

2. Select + Authoritative reference link.

3. Enter the link text to be displayed in the procedure at Label.

4. Enter the URL address at URL.

5. Select OK.

Rearrange procedures

You can move procedures in the checklist document to change the order of appearance.

To move a procedure:

1. Open the document and select Edit ().

2. Select the procedure that you want to move.

3. Select the Move ().

Arrows indicating the possible target locations where you can move the procedure display in the document.

4. Select the arrow next to the desired target location.

The procedure now displays in the new location.