The following pages will detail these changes and allow you to get familiar with the new interface quickly.
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1 Overview As part of our continued effort to enhance XCM, we are excited for you to experience the New Release! These changes reflect XCM s commitment to continue to expand the software capabilities, embrace innovation and deliver an application to help enable your productivity. The primary change in the new release is XCM s shift to the HTML5 platform, which allowed us to enhance XCM s usability, and also gives us the tools to keep it intuitive as we continue to develop new features. Key Changes The new release encompasses our existing feature set, but takes advantage of functionality available through HTML5 to streamline the navigation and utilize capabilities like in-line editing and drag & drop to enhance usability, in addition to the following: Tasks can be accessed directly instead of navigating within menus resulting in ease of use. For example, Add Task can be accessed from the My Views page. New features such as Quick Search and the ability to view all selected tasks at the top of your My Views page make for a better user experience. It is OS independent and can be accessed from any web browser. The following pages will detail these changes and allow you to get familiar with the new interface quickly. Key Differences The New Release has been deployed with a focus on maintaining consistency with the functionality our users have grown accustom to within the Legacy platform. Development was pursued with the goal of reducing functionality differences between the two systems. With that said there are a select number of key changes to be aware of. Section Field Legacy 2016 Release Notes / Information Advanced Search Multi Select Option Click, hold down + drag to select multiple items Ctrl + Click each item to select in bulk Multi select option is consistent between both versions of the application. However, the method to multi select has changed to accommodate the new grid design and functionality options. My View My Tasks, My Extensions, My Checklists My View; single page view via buckets / bins My View; tabular access Functionality specific to tasks, extensions, and checklists have been defined to reside on the sections related to each category. This will prevent the result of requesting action from a feature on screen that is not relevant to the action desired to be taken. Routing Sheet Client Name, Period End, Task Type Editable field Locked down When a task is created a unique task ID is established using Client Name + Task Type + Period End + Description. Any changes to this unique ID will have an impact on existing data and have the potential to corrupt the task permanently. As a result this field will be locked down indefinitely. Routing Sheet Release Date Located in Shipping Section Located in General Task Info Section Release date from shipping section within legacy does not transfer to the 2016 release. Updated: August
2 My View Comparison Legacy Site XCM New Release Alternate My View link The default view you see when you log in. (a) Tasks Assigned to Me and status bins Click the Tasks Assigned To Me icon to view tasks and their statuses. Tasks tab All task-related action buttons show up when you select a task from the grid. (b) Extensions Assigned to Me Extensions menu on the second menu bar at the top of the screen. (c) My Schedule link Schedule menu on the second menu bar at the top of the screen. (d) Scheduler tab Scheduler menu on the menu bar at the top of the screen. (e) Search tab Click the icon beside the Quick Search box to go to the Advanced search. (f) Utilities tab Click the gear icon to open the Utilities menu. (g) Views drop-down Views menu on the second menu bar at the top of the screen. (h) Reports tab Reports menu on the menu bar at the top of the screen. (i) Help Help menu on the top right of the screen. (j) Logout User profile drop-down on the top right of the screen. Updated: August
3 My View Navigation & Grid Features Application Navigational Bar The top navigation bar gets you into application menus. The lower sub-navigation bar takes you to specific pages within a menu. The Views drop-down from the My View sub-navigation bar shows the different views available. My View - Navigation Default View Any of the views shown (except Schedule and Exceptions) can be set as your default setting for your My View page by accessing the Manage User Utility. See your firm XCM Admin to change your default view. My Tasks Displays Tasks assigned to the logged in user. My Extensions This view displays all extension Tasks assigned to the logged in user. My Checklists Displays Checklists assigned to the logged in user. My Schedule This view is displayed only when the firm has purchased XCM Scheduling. This view displays the calendar of scheduled work for the user. My Exceptions This view is displayed only when the firm has purchased XCM scheduling and has enabled Practice Management integration. This view displays time charged to clients that XCM integration cannot determine the appropriate task to charge. Views Dropdown This view is displayed only when the firm has purchased XCM scheduling and has enabled Practice Management integration. This view displays time charged to clients that XCM integration cannot determine the appropriate task to charge. Updated: August
4 Searches To conduct a search from the navigational bar, use the Quick Search or Advanced Search features. Quick Search: Start typing the client name and then choose the client you are searching for from the autofill options provided. The search grid will display the results. If you have global rights, multiple offices will be displayed. Advanced Search: Click the Advanced search icon to access the advanced search page that displays available filters for a more detailed search. Utilities Click the gear icon to access the Utilities section of the application where the Firm Administrator can perform bulk functions. User Profile and Logout Click the drop-down where your name is displayed to access your user profile. Click the Log Off button to log out of the application. My View Grid Features Info Graphic Click the info graphic to display the grouping of Tasks by their status. Click the status to show the results in the grid. Updated: August
5 Action Buttons Select the check box next to any client name in the grid to activate the action buttons. From here, you can access the Task Info pages, Move Tasks, Add Issues/Points and Create Extensions. Grid Icons Page Refresh Sort Quick Filter Column Selector Excel Export Bring all the data in your current view to its most current state. Sort the Grid results using this multi-column sort feature. Simply drag the columns you want sorted to the top of the page. You can sort using three columns Quick Filter allows you to narrow down your search without having to redefine your search parameters on the Advanced Search page Eliminate columns from Grid by clicking on the column identifier on the pull down when clicking this icon Export the current view / grid results directly to Excel. Add a Task To add a new Task, click this push button to access a wizard to help you determine the information needed for the Task. Column Sorting Click on each column heading to sort and re-sort the order of the column information within the grid. Resize Columns To resize the column, click and drag the column break as needed. Power Select To select multiple rows within a grid, select one record as shown above and click on the dot at the right hand corner and drag the mouse to the desired row. All the check boxes until the desired row will contain a check mark. Updated: August
6 Hyperlink to Pages All fields within the grids that are displayed in color as shown in the image are hyperlinks to the related control sheet (or Task Info). Row Selection Indicator and Sort Select the check box corresponding to a row from the My View grid to see the Row Selection Indicator and Sort button that displays the number of rows selected. Click the arrow button to move the selected rows to the top of the grid. Time Stamp To display the time stamp, mouse over any field in the Last Changed or Last Moved columns within the grid. Help Click Tips/Video/Help to view on screen help, on screen video and access the XCM User Guide. Control Sheet Task Information Action Buttons Integration Client contact information appears in the upper-right of the control sheet. Additional integration allows you to click on the address to open an in the default browser with the client address already populated. Updated: August
7 Page Navigation The control sheet contains all of the Task information on one scrolling page, for ease of use. You can navigate to information using the scroll bar or by selecting the specific section from the menu on the left. Quick Navigation When you select a menu item, that section is brought to the top of the page. Click the arrow at the lower-right of the screen to return to the top of the page. General Info This section contains both the client level information and the Task Information. Click on the icon to activate the fields that are editable. Keep in mind that the task information is non-editable. If this task was created in error, move the task to To Be Deleted status and create a new task from the My View page. The task type may be set to automatically roll over tasks. If this task is not to be rolled over, mark off and save the "Do not Rollover" option to mark the task should not be rolled over. Staffing This section captures the roles and the users that are assigned to the task along with the associated budgeted, actual and remaining hours for the particular role. Click within the role field and the auto populate list will appear. If you chose the incorrect person, delete and retype the name. Updated: August
8 The plus sign next to the Role name indicates that there are multiple staff assigned to the role. Click on the plus sign to open up the role to see the staff assigned. Click on arrow to show the additional staffing roles. If the icon is red, it means that a comment has been added to the role. Click on the icon to access the comments. Jurisdiction/Deliverable Scroll over the i symbol to view the information about the Jurisdiction page Click on the Add Jurisdiction icon to access a list of jurisdictions for the particular task type. Save the Jurisdiction/Deliverables and they will be displayed in the grid. Click on the Jur/Del Status field to note a Jurisdiction/Deliverable as Not Filing. This status will be displayed on the Assembly and shipping as well. Assembly Action Buttons The bulk edit icon pulls up a pop up screen that allows you to change multiple fields in the grid at once. Add Instructions allow you to add non-jur/del specific assembly instructions. The instructions will be displayed in the grey section above the grid Add Attachments allows you to instruct the person assembling the final product what attachments need to be included with the final product. The attachments will be displayed in the grey section above the grid. Updated: August
9 The Copy From Prior button, if clicked will pull the following info from the prior year assembly page: Filing Method, Person to Sign, Sent To, Type of Copies, # of Copies and Instructions. In-line Editable Columns The above selected columns contain fields that are In-line editable or are editable using the Bulk Edit action button Shipping Action Buttons The bulk edit icon pulls up a pop up screen that allows you to change multiple fields in the grid at once. Add Instructions allow you to add non-jur/del specific shipping instructions. The instructions will be displayed in the grey section above the grid. The Copy From Prior option allows you to copy the shipping information from the previous year. You can copy Delivery Method, Mail To and Special Instructions from the Shipping page of the previous year. In-line Editable Columns The above columns contain fields that are in-line editable or are editable using the Bulk Edit action button. Automatic Moving of Task Once the Date Delivered field is entered for an efile jurisdiction, the task is automatically moved to the efile Awaiting Consent Form status and the date the Consent form was sent is added into the related field in the efile grid. Manual Bypass of the efile Process If you choose to bi-pass the efile workflow process, click on the box next to a jurisdiction, click on the "Eliminate efile Steps" button and click on the Move to Complete button. The task will automatically be moved to the completed status Paper Filed Jurisdictions/Deliverables After the shipping information is added to the grid, use the Move to Completed button to move the task to the Completed Status. Updated: August
10 efile Page Action Buttons The bulk edit icon pulls up a pop up screen that allows you to change multiple fields in the grid at once. The Move to Competed button is grayed out until the efile Accepted Date is filled in. Once the date is filled in, use this button to move the task to Completed status. Only those with certain rights can move the task to the completed status. In-line Editable Columns The columns below contain fields that are In-line editable or are editable using the Bulk Edit action button. Automatic Moving of Task efile Awaiting Transmittal status Once the date is entered into the Consent Form Received field, the task is automatically moved to the status efile Awaiting Transmittal. efile Awaiting Government Acceptance status - Once the Date efiled field is populated, the task is automatically moved to the status efile Awaiting Government Accepted. The Green and Orange bars in the Assembly, Shipping and efiling sections, help distinguish who should be inputting information into the fields. The Green Bar indicates these fields should be updated by Staff, while the Orange are typically updated by the Administrative team. Custom Fields There are 5 custom fields that are available; click within the field to enter the applicable date, text or item from the drop down. Updated: August
11 SignOffs Click the box next to the SignOff name to record your name and the date of sign off. If you are Signing Off for someone else, use the comments field to note that fact. The warning check box (W) indicates that a warning message will prompt you if the Sign off is not present when moving the task. If you are not ready to sign off on the step, you can skip this prompt and move the task. The Required checkbox (R) indicated that that a sign off is required before you can move the task Engagement Page The Engagement page contains information pertaining to both the entity as well as the specific task. It is often used as the basis for Peer Reviews Points This page displays the Knowledge/Instructions, Questions and Review points which can be accessed individually by clicking on the individual titles or all points seen at once by clicking on the All Points button. The numbers next to each title reflect the # of closed point vs total points. Action Buttons The Prior and Current buttons allow you to toggle between years displaying the points for the particular year. The Prior Year view is read only. The Prior button does not appear if a task does not exist for the prior year. Add Points To add a new point, click on the Add Point button. The following page will appear where you can add the appropriate information into the grid. Clicking on the Save button will Save the edits, but leave the pop up open. The points section of the control sheet is integrated with Outlook. Click on the check box on the specific rows and click on the Create button. This will automatically create an addressed to the client with the Open points within the text of the . Updated: August
12 In-line Editable Columns The fields that are In-line editable contain a clip within the column heading. While most of the column information is editable from the grid itself, the same information can be added when you are adding the point. To edit a Point after it has been added or enter a response to the Point, click the related field within the grid and an edit pop up will appear where you can make your changes. Checklist Page Action Buttons The Prior and Current buttons allow you to toggle between years displaying the points for the particular year. The Prior Year view is read only. The Apply Default button will reset the checklist items with the default template list as created in the Checklist Utility. As your firm updates the template, click on the Apply Default button to reset the checklist page. To add a new checklist item, click on the Add Checklist button. The following page will appear where you can add the appropriate information into the grid. The bulk edit icon pulls up a pop up screen that allows you to change multiple fields in the grid at once. Updated: August
13 The checklist section of the control sheet is integrated with Outlook. Click on the check box on the specific rows and click on the Create button. This will automatically create an within Outlook displaying the checklist item(s) within the text of the . Individual checklist items can be assigned to a user. Once assigned, the checklist item will be displayed on the user s My View page. To assign an item to a user, add the user to the Assigned Person field, click on the row(s) you want to assign out and click on the Assign button. You can use the UnAssign button to reverse your previous action. Extension The extension page is broken up between three fields sections: 1) Extension instructions field that allow the user to input extension instructions for the person filing the extension. These fields can be edited by either accessing the Bulk Edit button or through in-line editing directly into the fields 2) Extension filing fields that allow the person filing the extension to document the history of the extension filing. These fields can be edited by clicking on the row and hitting the Extend button or through in-line editing directly into the fields. 3) The due date fields that push the due dates when the task is extender. These dates are pushed to the next due date by clicking on the jurisdiction row and clicking on the Extend button. If you extend the return by error, click on the Undo button to push the dates back to the original due date Portal The Portal section provides an integrated and secure interface for exchange of documents between the firm and its clients. The firm may also use the Portal to collaborate with its clients by sending points for the client to resolve or requesting missing information for the client to provide. Linked Tasks The Linked Tasks section is where other related XCM Tasks can be linked to the Task that is being displayed. In this section, you can easily see the status of the related Tasks and who is currently working on them. Within this section, you can take actions on all Tasks or some of the linked Tasks, similar to the bulk option available on the My View page and the Search Results page. To take actions on all or some of the linked Tasks, select the Tasks and click Manage. Updated: August
14 Details The Details section displays the audit trail of how the Task has moved in XCM. It provides details of different users and the hours they have spent on the Task. Control Page Grid Sections In-Line Editing within the Grid Direct Edit in the Grid cell In-Line editing allows you to directly enter changes within the Grid cell itself. Those fields that allow for In-Line editing will show the column heading bolded. Double click within the cell and show the drop down or calendar to choose from. If the cell is a text field, simply start typing. Drag and Drop To bulk populate the fields in the grid using In-Line editing, grab the corner of the cell by clicking on the squared corner of the cell with the mouse and drag over the cells you want populated with the same info and then release the mouse. Copy and Paste Another way to bulk populate the fields in the grid using In-Line Editing, paint over the fields you want to copy from, right click and hit the copy option, then paint over the fields you want to copy to, right click and choose the paste option. Calendar Drop Down To move between months, click the side arrows. If you want to move to a particular month or year, click on the month or year to access the monthly/yearly pull down. Updated: August
15 Saving In-Line Changes Any change made within the Grid using In-Line editing will be displayed in Orange to allow you to review your changes before saving them. To save any changes, click on the Save button located in the lower right had corner of the grid. Once save, the Orange color disappears indicating your changes have been saved. Integration Click on the address at the top right and an will be generated, populated with the address of the client. Training & Support The following tools are available to help familiarize you with the changes available in the New Release: On Screen Help Tips, Videos and a searchable User Guide are available within each page of the application, helping users navigate items specific to the page they are working on and the overall application. XCM elearning Modules XCM New Release Overview (Recommended for All Users) Various Monday s 2:00-3:00pm EST During this 60 minute webinars one of XCM s experienced Client Service Representatives will provide an overview of the platform highlighting the exciting features and updates available. This session is designed to give users an inside look at the application upgrades. In addition, the XCM Fundamentals and Administrative Functions will be delivered in XCM 16. These sessions will walk through the core functionality of the application for new users. While these sessions will not highlight the differences users transitioning from the legacy application into the new release, could also benefit from attending. Updated: August
16 XCM Support XCM Fundamentals (Staff, Manager and Partners) Tuesdays 2:00-3:00pm EST During this session, participants will learn how to log Into XCM, My View, Task and Search Navigation, Issues & Points, Moving a Task, Attaching a Document and Review of Task Information. Register Here! Use the following link to select the date you would like to attend and register: XCM Administrative Function (Office Admin) Wednesdays 2:00-3:00pm EST Logging into XCM, My View, Task, and Search Navigation, Detailed Task Information Review, Moving Tasks to Completed, Extension Process, Creating, Applying, and Deleting Jurisdictions in Bulk. Register Here! Use the following link to select the date you would like to attend and register: XCM Key Reports (Office Admin, IT Admin, Managers & Partners) Wednesdays 3:30-4:00pm EST Essential Due Date and Task Information reports, Running Reports, Customization, Saving Reports, Export Reports to Excel. Register Here! Use the following link to select the date you would like to attend and register: XCM Advanced Utilities Training (XCM System Admin and Office Admin) Thursdays 2:00-3:00pm EST Provides Guidance through the key Utilities, Managing Users, Managing Clients, Managing Task Information, and Setting Defaults. Register Here! Use the following link to select the date you would like to attend and register: All users have access to general support via the XCM site. General support hours are 7:00 am 10:00 pm EST Monday through Friday at support@xcmsolutions.com Updated: August
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