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Administration

Permission groups

If you are an administrator, you can configure security permissions for permission groups in the application. Staff members can be assigned to specific permission groups based on their role in the firm.
  1. In Engagement Manager, select
    Setup
    , then
    Permission Groups
     to add, edit, delete, and assign permissions.
  2. Select Add
    Add
     to add a permission group.
  3. Enter a name and description, then select
    Next
    .
  4. Select each tab to give or remove permissions:

Setup

  • Modify Account Groupings
    With this permission you can use account groupings in Engagement Manager to help you organize trial-balance activity.
  • Modify Account Groupings Mapping
    With this permission you can map account groupings, tax codes, and account types for your firm.
  • Access Downloads
    With this permission you can go to
    Setup
    , then
    Downloads
     to download the following files:
    • Office Client Add-In
    • Engagement Manager link
    • Dynamic Web TWAIN
    • Creative Solutions Accounting
    • CaseWare and ProSystem fx
  • Modify Engagement Types
    With this permission you can configure the firm's engagement types as follows.
    • Enable, disable, or make read-only any file sections in GoFileRoom.
    • Calculate a default completion date and/or a deletion date based on the Ending Date or Report Release Date entered in the Engagement Properties panel.
      To make these fields required, mark the Required checkbox. This would require the user to enter the dates during the roll forward process for an engagement or when an engagement is created.
    • Set the default GoFileRoom indexing as End of Year or Beginning of Year.
      This is important if you use FirmFlow. For example, for an engagement with an ending date of June 2020 that is set to index in GoFileRoom by End of Year, the documents will be indexed in 2020. If the Beginning of Year is selected, the documents will be indexed in 2019.
  • Modify Firm Settings
  • Modify Engagement Status Report
    With this permission you can view and update the Engagement Status report. This report is helpful in finding which engagements must be finalized by a specific date or which engagements should be deleted after they get to the firm's retention policy date.
  • Modify Users List Report
    With this report you can list users, the permission groups they are assigned to, and the privileges enabled for each user.
  • Modify Roles List Report
    With this report you can list the permissions for each permission group role.
  • Modify Fund Listing Report
    With this report you can display a listing of the fund hierarchy for an engagement or fund template that you designate.
  • Modify Notification Rules List Report
    With this report you can list rule ID, rule name, notification method (alert or email), rule availability, and who the rule was created by.
  • Modify Security
    This permission is required for the Administrator group. We recommend that you limit this permission to only those individuals who are responsible for managing software application security.
  • Modify Signoff Types
  • Modify Tax Codes
    With this permission you can add, edit, and delete custom tax subcodes for any tax code for any tax vendor.
  • Modify Fund Templates
    With this permission you can set up fund templates for your firm.

Notifications

  • Modify Notification Rules
    With this permission you can create notifications and generate alerts for engagements, engagement dates and notes.
  • Add Public Rule
    With this permission you can add a notification rule and make it show up on everyone's dashboard across the firm.
  • Send Notifications to Other Users
    With this permission you can set up a rule that alerts someone other than just yourself.

Engagement

  • Access Status tab
    With this permission you can have high-level overview of a selected engagement, including engagement properties, sign-off information, any open notes, and the status of associated workpapers.
  • Add Engagement
    With this permission you can add engagements, perform functions inside of the binder, even if the permission is not allowed elsewhere in the security setup. For example, if you have the Add Engagement permission but not the Add Folder permission, you can still create a binder from a template with folders, and the folders will be included in the new engagement.
  • Move Engagement to Recycle Bin
    With this permission you can delete engagements.
  • Modify Engagement Properties
    With this permission you can edit engagement properties.
  • Modify Engagement Security
    With this permission you can lock sections of an engagement.
  • Roll Forward
    With this permission you can perform all functions related to the roll-forward process. For example, if you are not permitted to add workpapers but you are rolling an engagement forward, Engagement Manager will create all workpapers that are set to be included in the new engagement.
  • Finalize
    With this permission you can perform all functions related to the finalize process. For example, if you are not permitted to delete workpapers but you are finalizing an engagement, Engagement Manager deletes all workpapers that are set to be deleted during the finalize process.
  • Unfinalize
    With this permission you can right-click a Finalized engagement and select Administration, then Unfinalize. This procedure does not restore items that were deleted during finalization. The Finalize and Unfinalize events are retained in the History section of the Engagement Properties screen.
  • Send to PDF
    With this permission you can save an engagement as a PDF.
  • Add Folder
    With this permission you can add folders to engagements on the Workpapers tab.
  • Delete Folder
    With this permission you can delete folders.
  • Modify Engagement Templates
    With this permission you have access to all areas of
    Setup
    , then Templates including
    Engagement Templates
     and
    Fund Templates
    .
  • Re-index Client Information
    With this permission you can re-index the client name and client number for an engagement. This feature is helpful if an engagement was added or converted and the wrong client was used, or if the engagement needs to be re-indexed in the case of mergers or acquisitions.
  • Delete Engagement from Recycle Bin
    With this permission you can permanently delete engagements.

Workpaper

  • Add Workpaper
    With this permission you can add external workpapers.
  • Delete Workpaper
    With this permission you can move workpapers to the recycle bin.
  • Edit Workpaper
    With this permission you can edit workpapers.
  • Email Workpaper
    With this permission you can email copies of workpapers, or hyperlinks to workpapers, from an engagement.
  • Move Workpaper or Folder
    With this permission you can move workpapers or folders within the Workpapers table for a selected engagement. You can move workpapers to the recycle bin.
  • Modify Workpaper Properties
    With this permission you can modify workpaper properties including Engagement Manager-specific information such as the engagement ID, reference, description, user assignment information, and whether the current workpaper will be included during a roll forward.
  • Lock or Unlock Folder
    With this permission you can lock or unlock folders. Locking folders in an engagement limits user access to viewing and adding notes to the items that are locked. You cannot edit, sign off on, replace, delete or change user assignments for locked folders.
  • Lock or Unlock Workpaper
    With this permission you can lock or unlock workpapers. Locking workpapers in an engagement limits user access to viewing and adding notes to the items that are locked. You cannot edit, sign off on, replace, delete or change user assignments for locked workpapers.
  • Clear Warning
    Engagement Manager displays warning messages when anyone edits a workpaper after any signoff. With this permission you can clear that warning without needing to delete the signoff and then re-add it. You can right-click the workpaper, select Administration, then Clear Warning.
  • Undo Checkout
    With this permission you can undo the checkout of a document that is checked out to another user. The person who originally checked out the document will lose any unsaved changes and will see a notification that the local GoFileRoom document does not exist if they attempt to open the document.

Notes

  • Delete Own Notes
    With this permission you can delete notes you originally created.
  • Delete Others' Notes
    With this permission you can delete notes that have a status of Open or Review that other staff members created.
  • Modify Others' Notes
    With this permission you can clear and make other modifications to notes that other staff members created.

Sign Off

  • Delete Sign Off
    With this permission you can delete sign offs that you or other staff members have created.
    To delete a signoff:
    1. Right-click the workpaper, then select
      Properties
      .
    2. Select the
      Sign Offs
       tab, then select the sign off.
    3. Select
      Delete
      , then select
      Yes
       to confirm.
  • Adjust Sign Off Date and Time
    With this permission you can change the date of sign offs that you've created.
    To change a signoff date
    1. Right-click the workpaper, then select
      Properties
      .
    2. Select the
      Sign Offs
       tab, then select the sign off.
    3. Select
      Edit
      , then select the signoff type.
    4. Change the date, then select
      Save
      .
  • Overwrite Sign Off
    With this permission you can change the date or sign off type of sign offs that you or other staff members have created.
    To overwrite a signoff:
    1. Right-click the workpaper, then select
      Properties
      .
    2. Select the
      Sign Offs
       tab, then select the sign off.
    3. Select
      Edit
      , change the type or date.
    4. Select
      Save
      .

Trial Balance

  • Add Accounts
    With this permission you can add accounts to a trial balance.
  • Modify Accounts
    With this permission you can edit an account from the Trial Balance tab:
    1. Double-click the account number or description to open the Edit dialog.
    2. Make your changes, then select
      Save
      .
  • Delete Accounts
    With this permission you can delete an account from the Trial Balance tab:
    1. Mark the checkbox for the account you want to delete.
    2. Select
      Account
      , then
      Delete
      .
    3. Select
      Yes
      to confirm.
  • Modify Account Groupings
    With this permission you can assign account grouping codes and subcodes to accounts in the trial balance for an engagement.
  • Modify Accounts Structure
    With this permission you can change the chart of accounts mask to either None, Consolidated, Divisional, or Fund.
  • Modify Views
    With this permission you can add custom views to the Trial Balance workspace to display information in the format you want.
  • Modify Prior Periods
    With this permission you can change prior-period balances for accounts on the Trial Balance tab. Note that manual changes to balances will override any previously existing balances and may cause accounts to become out of balance.
  • Import
    With this permission you can import trial balance data from a spreadsheet.
  • Account Groupings Import
    With this permission you can import a set of grouping codes and subcodes (along with their descriptions) into the engagement. This permission does not, however, allow you to import account groupings into the
    Setup
    , then
    Account Groupings
     screen.
  • Tax Information Import
    Mark this option to be able to include unknown tax subcodes on your trial balance spreadsheet import which will create the tax subcodes with a generic description.
  • Trial Balance Compare
    With this permission you can compare trial balances in separate engagements.
  • Modify Division and Fund Groupings
    With this permission you can use the Division and Fund buttons in an engagement.
  • Modify Tax Codes
    This permission allows access to the
    Setup
    , then
    Tax Codes
     screen at the engagement level and allows adding, editing, and changing the order of the subcodes.

Journal Entries

  • Add Journal Entries
    With this permission you can add journal entries when you work with trial balance data.
  • Modify Journal Entries
    With this permission you can edit journal entries when you work with trial balance data.
  • Delete Journal Entries
    With this permission you can delete journal entries when you work with trial balance data.
  • Roll Forward Journal Entries
    With this permission you can include journal entries when rolling an engagement forward.

Communications

You can set the following staff permissions for Client Communications:
  • Create request
  • Edit request
  • Send request
  • Manage contacts

This article applies to:

  • Product: Engagement Manager
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