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Manage workpapers
You can add documents, edit documents, view documents, move documents, export documents, email documents, and delete documents in the Workpapers tab.
- Add workpapers - There are several options for adding workpapers to Engagement Manager, including dragging and dropping documents, importing documents from GoFileRoom, scanning documents, etc.
- You can add a paper document to an engagement in Engagement Manager. Scan the document directly into Engagement Manager or scan the document to your computer or network location and then drag and drop into Engagement Manager.
- When you add a document from GoFileRoom into Engagement Manager by selecting GoFileRoom as the source, it doesn’t make a copy of the document. Engagement Manager re-indexes the document to the selected engagement's properties, including the document type as Workpapers, regardless of the indexing that was in GoFileRoom.
- View and edit workpapers - You can view and edit the selected engagement in Engagement Manager. Right-click the workpapers in the workspace and chooseVieworEditfrom the context menu, or double-click the workpapers.
- Multiple users can open the same document in View mode at the same time. However, only 1 user at a time can edit a document. Before you open a document, it’s helpful to refresh the Workpapers workspace to see if any documents are currently open for editing. These documents will have a status of Checked Out.
- You can hover your mouse pointer over the "Checked Out" status for a workpaper to see who has it open for editing.
- We recommend the best practice of saving documents to GoFileRoom often when you work in Word, Excel, or Acrobat.
- You can add the Save to GoFileRoom save button to your quick access toolbar. Right-click the icon in the ribbon on the GoFileRoom menu and selecting Add to Quick Access Toolbar.
- Ideally, use Excel documents with multiple tabs instead of linking multiple Excel workpapers. If you need to open multiple Excel workpapers in the same session to link them, open the 1st Excel document in Engagement Manager, and then select the GoFileRoom Document from the GoFileRoom menu in Excel to search for, and open the other Excel documents.
- Workpaper properties - In the Workpapers tab, mark the checkbox to select a workpaper and either right-click and select Properties or chooseManage, thenPropertiesto specify options for the workpaper.
- General tab: Includes key features of the workpaper, including the workpaper reference, reference description, user assignment, rollforward status, and more.
- Signoffs tab: Displays the names of all staff members who are assigned to the workpaper, their signoff type, and the date of the signoff. You can also manually sign off, change the date, or delete a signoff in this tab, depending on the security permissions set for your login.
- GoFileRoom tab: Displays the workpaper’s properties as designated in GoFileRoom. These fields are read-only and can't be modified in Engagement Manager.
- History tab: Displays the date and time that specific actions were taken for a workpaper and the user who completed the action.
- Export a copy of a workpaper - Export a copy of a workpaper to your local computer or to other locations.
- Replace a placeholder workpaper - Replace a placeholder workpaper or other workpaper that you’ve previously added to Engagement Manager with another file. This is helpful in situations such as replacing engagement letters.
- The replacement file inherits the properties of the workpaper that it replaces.
- You can replace only 1 workpaper at a time, and you can't replace a whole folder.
- You can also replace PDF, Word, or Excel workpapers, but you must replace them with files of the same type. For example, if the workpaper you are replacing has an .xlsx filename extension, you must replace it with another workpaper with a .xlsx filename extension.
- Email a workpaper - To send a workpaper to a client right-click it and choose to email either from Outlook or Engagement Manager.
- You can press and hold the CTRL or SHIFT key to select multiple workpapers to email at the same time. You can't email folders.
- Engagement Manager doesn’t provide security for the emailed workpaper. If you use Outlook, this may be a more secure option if you have an additional security option to encrypt email.
- Emailing workpapers is an option for exporting multiple workpapers at the same time.
- Publish a workpaper - If you have appropriate security permissions in GoFileRoom and are licensed for either NetClient CS or Client Center, you can publish a workpaper to the portal from within Engagement Manager.
- To publish a workpaper, right-clicking the workpaper, selectClient Portal, thenPublish.
- To unpublish a workpaper, right-click the workpaper and chooseClient Portal, thenUnpublishfrom the context menu.
- Delete a workpaper - Delete a workpaper from Engagement Manager in the Workpapers tab. When you delete a workpaper from Engagement Manager, you must verify that the workpaper was also deleted from GoFileRoom. If you accidentally delete a workpaper from the Engagement Manager recycle bin, see your GoFileRoom administrator to restore the document.
Link engagement data
- Link engagement information to Excel and Word workpapers - The formatting is done in Excel is mostly done on the Home screen, whereas the formatting in Word is done from the bottom of the Engagement Link.
- Display linked Microsoft Excel data on a Word document - You can display linked Microsoft Excel data on a Word document. Most firms use this feature for financial statements and notes for the financial statements. Another option is to use tables for these.If you insert an Excel table in a Microsoft Word document, the Engagement Link button won’t work. However, Word tables will work with the Engagement Link.
- Link client names and Excel formula options for dates - Follow the guidelines in the Format Engagement Manager engagement links in Word and Excel workpapers article for formatting client names and combining dates with text.
Work offline with Engagement Manager documents
- Work offline - Engagement Manager is designed for web-based production. As such, the application is not intended to provide a local copy of the trial balance or workpapers. However, if you need to work on Engagement Manager workpapers offline, you can save the workpapers to a local drive, disconnect from Engagement Manager, edit the workpapers as necessary, and return them to Engagement Manager. If you need a copy of the trial balance, the best practice would be to export it from the Trial Balance tab using the Data menu.