User Guide Supplement Release Notes XCM Version 10.0b

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1 User Guide Supplement Release Notes XCM Version 10.0b December 2012

2 TABLE OF CONTENTS Overview of Release Enhancements My View Page Alternate View Admin View Allowing for Multiple Office View Search Page Single and Multiple Move Button Additional Move Button (Single and Multiple) Options Move Bottom Warnings When Moving in Bulk Adding Actual Time to the Routing Sheet from the Move Button Auto Populated in Name Fields Added to the Move Button Saved Searches Multiple Searches Auto Populate Name Fields in Search... Error! Bookmark not defined. 3.0 Routing Sheet Changes Expansion of Budget and Actual Hour Fields Time Tracking Detail Added to Hours Calculation Custom Fields Available on the Routing Sheet Issues/Points Dropdown View Linking Tasks Linking Tasks on the Search Page Linking Tasks on the Task Page (Routing Sheet) Managing Linked Tasks Rolled Over Linked Tasks Utility Update New User Right: Completed Tasks Manage Workflow Mapping Logic Change... Page 2

3 OVERVIEW OF RELEASE ENHANCEMENTS As part of our continuing goal to make XCM the best workflow application on the market today, we are releasing the final components of XCM version These enhancements were designed in direct response to feedback we received from last year s firm survey. This release is specifically targeted to enhance the user experience by reducing the number of clicks required to perform key functions, giving you greater flexibility in customizing your search view, and giving you easier access in searching for and viewing your Tasks. The new features provided in this release are as follows: Alternate My View and Admin View within the My View Page The Alternate My View allows users to select a single grid display, like the search page, instead of the classic bin view. Users can toggle between the views based on how they would like the information displayed. XCM has also expanded the Admin View functionality allowing users to display multiple office Tasks from within the view s bins. Enhanced Search Page XCM has enhanced the functionality within the Search page making it easy to update and move Tasks individually and in bulk. New capabilities allow multiple searches to enhance Task login functionality. Lastly, we added a Saved Search feature and have auto populate functionality within the client name field making the overall search experience easier and more enjoyable. Expanded Manage User Rights To allow for greater granularity in assigning user permissions, we have ungrouped the rights themselves so that you may assign specific permissions to an individual or a group of users. This uncoupling of user rights gives the firm much greater flexibility in determining which users have permissions to perform certain functions. We have also added new rights. Expanded Budgeted and Actual Hours Functionality and Issues/Points View Display The expanded budgeted and actual hours fields also now include additional columns for the fields Over/Under, Estimated Time to Complete, and a Comments section which allows you to add notes for billing purposes. The Issues/Points dropdown has been modified to reflect the number of open items against the total number of points replacing the white dot previously displayed within this page. Custom Fields Added to the Routing Sheet Firms now have the ability to add up to five custom text and/or date fields to the Task routing sheet allowing each firm to track any additional information that will add value to your specific processes. Linking Tasks Page 3

4 XCM now allows users to link related Tasks such as an individual tax filing with its estimated payments or a financial statement with the corporate tax return. This will allow the user preparing the Task to easily view the information from all related Task items linked to it. Utility Updates A new utility called Lock Completed Tasks has been added that prohibits users from modifying Tasks that have been moved to the Completed status. Firms that assign Checklist items prior to completing Tasks for billing or other purposes should keep this setting deactivated. XCM has also added a new user right called Override and move Tasks out of the Completed status which limits a user s ability to edit or modify Tasks within the Completed status. Firms should give this right to any users responsible for signing off on CheckList items assigned prior to completing Tasks. Page 4

5 1.0 M Y V IEW P AGE There were two changes made to the My View page. The first change is the addition of an Alternative My View in lieu of what will now be referred to as the Classic My View page that displays Tasks assigned to you in bins. The Alternative My View Page displays all Tasks in a grid format without separating Tasks into the current status bins. When users leave the My View page, and then return to it, the grid will remain open without having to click through separate status bins. You may also toggle between the Classic and Alternate My View pages by clicking either the Classic My View or Alternate My View buttons found at the top left corner of the page. An XCM site administrator can also use a default Admin View to display Tasks for multiple offices through the Manage Users utility. This functionality allows firms that pool administrative resources between office locations to easily access and process work regardless of the Task s origin. 1.1 A LTERNATE V IEW The Alternate View, available within the My View page, allows firms to display Tasks outside of the traditional bin display. Instead, the page lists all Tasks in a grid format similar to the display on the Search page. You can default each user s My View page to either the Classic My View or the Alternate My View through the user s set up page accessible within the Manage Users Utility. Once in a user s profile a system administrator can set the default view for their users. Page 5

Once updated, the user s Admin View will display Tasks from all locations selected within

6 1.2 A DMIN V IEW A LLOWING FOR M ULTIPLE O FFICE V IEW Firms sharing administrative processing resources can update a users profile to allow for a multi-office Admin View. Once updated, the user s Admin View will display Tasks from all locations selected within the admin view regardless of user view preferences (Classic My View or Alternate My View). Page 6

7 2.0 S EARCH P AGE XCM has enhanced the Search page functionality making it easy to update and move Tasks individually and in bulk. We have also allowed for multiple searches to enhance Task login functionality. Lastly, we added a Saved Search feature and have auto populate functionality within the client name field making the overall search experience easier and more enjoyable. 2.1 S INGLE AND M ULTIPLE M OVE B UTTON The application has always allowed users to move multiple Tasks at a time. However, if a Task type s workflow was mapped, the user could only move one Task at a time, since we could not show to whom or what status the multiple Tasks were being moved to. With this release, a new Multiple Move popup will display the movement information in a grid format. This page will now allow you to see both the status and the person the Task is being moved to. This capability will only allow you to move Tasks of the same Task type simultaneously (i.e., 1040s, 1120s, etc.). The top of the New Multiple Move popup still reflects the same fields as the single move popup page. In the grid, you have the ability to change the Task information one at a time by either clicking the Task field drop downs and editing the Task field itself or by using the fields above the grid to select the information that applies, then clicking the All checkbox or individual checkboxes to the left of the client name and the Bulk Apply to Grid button to globally make the changes within the grid. Notice the User Name field is an auto-populatedion field that will allow you to choose the user you want to move the Task to. Page 7

in order to make sure the routing sheet reflects the most current information.

8 2.1.1 A DDITIONAL M OVE B UTTON (SINGLE & M ULTIPLE) O PTIONS Both the Single Move popup and the Multiple Move popup will now allow you to update the user listed in the Role section of the routing sheet with the user you are moving the Task to in order to make sure the routing sheet reflects the most current information. This checkbox will include a default in the firm setting that will allow you to have the checkbox automatically checked on or off as the move popup appears. Page 8

the user of the additional work that needs to be done.

9 2.1.2 W ARNINGS W HEN M OVING T ASKS IN B ULK If the Tasks require SignOffs or Issues/Points or CheckList items to be completed prior to moving the Task, a popup warning will appear, just like it does now, informing the user of the additional work that needs to be done. The multiple move page will show which Tasks need additional work and also provide hyperlinks to automatically open up the page to complete the required information. Page 9

10 2.1.3 A DDING A CTUAL T IME TO R OUTING S HEET W HEN M OVING T ASKS Both the Single Move popup and the Multiple Move popup will include a new field that will allow the user to add their time to the routing sheet as they move the Task. If time is added from the Move popup page, the actual hours listed on the routing sheet for the person moving the Task will be increased. See actual/budget time to the Routing sheet below A UTO P OPULATE IN N AME F IELDS W HEN M OVING T ASKS The auto-populate feature will be added to the move button when choosing the name of the person you are moving the Task to. Page 10

search name and hit the select button. This new feature will substantially reduce the number of clicks that are required to perform repetitive searches.

11 2.2 S AVED S EARCHES A Saved Search feature is being added to the regular search page. This will allow the user to save their favorite search filters by specific names so that the next time they use the search page, instead of selecting the filters again, they can simply choose the search name and hit the select button. This new feature will substantially reduce the number of clicks that are required to perform repetitive searches. The searches will be saved at both the user level and the firm level. There is a rating feature in for every saved search that will prioritize the list of save searches, most favorite showing at the top of the page. Clicking on Save Filter/s will bring up the Save Search Filter pop-up, you can provide a Search Name, add description to define the selected filters, choose the level (either Firm level Page 11

Click on Run to actuall run the search Click on Edit to change the filters. Click on Delete to delete the selected filter, this is only for user level.

12 or User level) and also rate the favorite as per choice. Rating the favorite will prioritize the save search from top to bottom. Click on Save to save your filters or Close to navigate back to the Search page. Click on View All Saved Filters to view the list of favorites set by the users. Click on Run to actuall run the search Click on Edit to change the filters. Click on Delete to delete the selected filter, this is only for user level. If the favorite is chosen for Firm level the delete button appears, however it is disabled. 2.3 M ULTIPLE S EARCHES We have added a multiple search feature to the search page. Instead of selecting one Task at a time and moving the Task, you can know select multiple clients to search for and move them all at one time. Think about the amount of time that is saved, by searching multiple Tasks at a time when 10 or 20 returns come in during the day and need to be started. Page 12

2.4 A UTO P OPULATE N AME F IELDS IN S EARCH Auto-populate search field the search field by Last Name/entity name is now searchable using the auto-populate feature

If you still want to search for a stream of Tasks beginning with the name of Albrecht, simply type in the name in the field, ignore the drop down list of names and

13 2.4 A UTO P OPULATE N AME F IELDS IN S EARCH Auto-populate search field the search field by Last Name/entity name is now searchable using the auto-populate feature within the application. If you still want to search for a stream of Tasks beginning with the name of Albrecht, simply type in the name in the field, ignore the drop down list of names and hit the search page. We will be adding a scroll over. Selected clients are shown in the Search Results. Don t forget earlier in the year XCM added the ability to customize the search page grid. You have the ability to choose which information you would like to view within the page and in which order. Page 13

3.0 R OUTING S HEET C HANGES XCM has enhanced the Task Page (Routing Sheet) expanding the functionality of Actual and Budget hours, updated the Issues/Points display, and now also allows a user to

14 3.0 R OUTING S HEET C HANGES XCM has enhanced the Task Page (Routing Sheet) expanding the functionality of Actual and Budget hours, updated the Issues/Points display, and now also allows a user to link into associated through linked Task functionality. In addition to the changes of existing functionality, firms can now also add up to five custom information fields to their routing sheet. The custom field can either display a date or text. 3.1 E XPANSION OF B UDGET AND A CTUAL H OUR F IELDS The budget hours and actual hours section has been expanded to include columns for Over/Under, Estimate Time to Complete and a Comments section where you can add comments for billing purposes. This section is being expanded to provide additional information. Page 14

15 3.2 T IME T RACKING D ETAIL A DDED TO H OURS C ALCULATION New logic has been added to the Actual Hours fields. As mentioned above, a user moving a Task can add time directly from the Move popup while moving the Task itself. In addition, as in the past, users can add time directly to the routing sheet. The logic between the two are as follows: i. If time is added or the time field is changed directly on the routing sheet, the Details page (from the routing sheet) will now show who added the time, the date the time was added and how much time was added or subtracted. ii. If the time is added from the Move popup page, the time is added to the time already reflected on the routing sheet. In addition, this time will be reflected next to the status change on the Details page. iii. If the Task Type is mapped, and the person moving the Task is the person listed in the Role on the routing sheet, the time will be added to the Actual Hours column for that Role. iv. If the Task type is mapped, but the Task is being moved by a person not listed in the role on the routing sheet, the time will be added to the Actual Hours column, and the Role name will now change its color to red and as you scroll over the Role. As you scroll over the Role, the popup will reflect the name of the person adding the time and show the amount of time added. v. If the Task type or the status is not mapped, any time added through the Move popup will be reflected in the Actual Hours column a new role added to the bottom of the roles called Other. Again, as you scroll over the Other role, it will reflect those that have added time. Page 15

This approach will provide an easy way to see how much time the Task is taking as it progresses through the preparation process vii.

16 Any time added through the Move popup or any time adjusted directly on the routing sheet will be reflected on the Details page as follows: vi. If time is added from the Move popup, the time will be reflected along side of the person who is moving the Task. This approach will provide an easy way to see how much time the Task is taking as it progresses through the preparation process vii. If the time is adjusted directly on the routing sheet, the Detail page will reflect the amount of time that has been adjusted and who was the person who adjusted the time. Page 16

These new fields will allow firms to more easily control and monitor the things that are important to their firms. 3.

17 3.3 C USTOM F IELDS New Customizable Fields on the Routing sheet. - We now provide up to 5 additional fields which are customizable by name and each of the fields can be set up as text or date fields. These new fields will allow firms to more easily control and monitor the things that are important to their firms. 3.4 I SSUES/POINTS D ROPDOWN V IEW Issue/Points drop down. In the previous version, a circle was used to indicate if there were open Issues/Points. Now, each Issues/Points page on the drop down will reflect the number of open items and the total number of points. Page 17

18 4.0 L INKING T ASKS XCM added the ability to link multiple Tasks to one another. This feature is being added to allow easy access to related Task such as a 1040 Task with its 4 estimated tax payment Tasks. While preparing the 1040, you will want to be able to easily view the estimated tax Tasks for payment information. 4.1 L INKING T ASKS ON THE S EARCH P AGE On the search page, we have added the ability to link Tasks by simply clicking the box next to the Tasks you want to link and clicking the Link button. Once the Tasks are linked, the related linked Tasks will be displayed in a new dropdown on the Routing sheet called Linked Tasks. Page 18

Link Tasks Instead of linking Tasks using the Search page, you can link related Tasks directly from the routing sheet. ii.

19 4.2 L INKING T ASKS ON THE T ASK P AGE (ROUTING S HEET) On the routing sheet, we have added a new drop down called Link Tasks. On the drop down, you will be able to do the following as described in more detail below. : i. Link Tasks Instead of linking Tasks using the Search page, you can link related Tasks directly from the routing sheet. ii. Manage Linked Tasks you will be able to update the links, delete the links as well and add information across the linked Tasks (such as Issues/Points Task Information etc) iii. Scrolling over the Manage Linked Tasks on the drop down will show the linked Task hyperlinks that will allow you to navigate to the related Task routing sheet by simply clicking on the linked Task. Process for Linking Tasks: Page 19

Clicking on the Link Task tab will bring you to a new search page where you can easily search on the Tasks you would like to link to the current Task.

20 Clicking on the Link Task tab will bring you to a new search page where you can easily search on the Tasks you would like to link to the current Task. All you need to do is search for the Tasks using the same functionality as displayed on the regular search page and click the Link Task button. Once the Tasks are linked, they will be displayed on the Linked Tasks dropdown on the routing sheet. These linked Tasks will roll over from year to year. 4.3 M ANAGING L INKED T ASKS Manage Linked Tasks to access this page, simply click on the Manage Link Tasks tab from the Linked Task dropdown. The Manage Link Task page will display all the Tasks that are linked along with the metadata from those Tasks. From this page, you will be able to update the links, delete the links as well and add information across the linked Tasks (such as Issues/Points Task Information etc). The Task shown in the color Red on this page indicates that that is the original Task that the rest of the links are attached to. Page 20

Scrolling over the Manage Linked Tasks on the drop down will show the linked Task hyperlinks that will allow you to navigate to the related Task routing sheet by simply clicking on

Once on the linked Task, you can use the back button in the upper left hand side of the screen (next to the URL address) or right click and hit the Back button to navigate back to the

21 Scrolling over the Manage Linked Tasks on the drop down will show the linked Task hyperlinks that will allow you to navigate to the related Task routing sheet by simply clicking on the linked Task. Once on the linked Task, you can use the back button in the upper left hand side of the screen (next to the URL address) or right click and hit the Back button to navigate back to the previous page. 4.4 R OLLED O VER L INKED T ASKS Rolled Over Linked Task - If one of the Tasks have been rolled over while others have not, the Tasks that have not rolled over will be displayed in the color Red on the routing sheet instead of Blue. Once the Tasks have been rolled over, hitting the Update Link button will activate those Tasks. Page 21

0 U TILITY U PDATES Three Utilities have been impacted by this release. The Manage Users utility now has a new user right called Complete and Move Tasks Out of Completed Status.

22 The Tasks that have not been rolled over are grey out. Once they are rolled over, the Tasks become activated on this page and the links can be updated by clicking the box next to the Task(s) and clicking the Update Link button. 5.0 U TILITY U PDATES Three Utilities have been impacted by this release. The Manage Users utility now has a new user right called Complete and Move Tasks Out of Completed Status. In conjunction with the new right XCM has also added a new firm setting within the Manage Settings and Defaults utility which globally limits the firm's ability to modify Tasks once they are in the completed status. Lastly, the login within the Manage Workflow Mapping Utility now pulls the name of the assigned to user when Tasks leave the standard workflow, so long as the exception has been built into your workflow mapping. Page 22

23 5.1 N EW U SER R IGHT: C OMPLETED & M OVE T ASKS O UT OF C OMPLETED There is a new user right on the Mange Users Utility that will enable the user with the right to edit, delete, and add information to the Task as well as the ability to move the Task from the Completed status. Without this right, users will be unable to update any Task information (including assigned CheckList items) once the Task is moved to the Completed status. 5.2 N EW S ETTING/DEFAULT XCM added a firm default setting that will disable Tasks that have been moved to the completed status to prevent firm users from recycling completed Tasks for use in the current year. If your firm chooses to enable the default Lock Completed Tasks, users will be able to access all Task information for completed Tasks as if the Task was active, but will not be able to edit, delete, add information, complete assigned CheckLists, or move the Task. If you chose to leave the default setting alone, users will continue treating completed Tasks (by default) the same way they treat them today. Page 23

5.2 U PDATED W ORKFLOW M APPING L OGIC Manage Workflow We have backwards engineered the workflow mapping so that when moving a Task, which has been mapped,

24 5.2 U PDATED W ORKFLOW M APPING L OGIC Manage Workflow We have backwards engineered the workflow mapping so that when moving a Task, which has been mapped, from a non mapped status back into a mapped status, the To Whom field is automatically populated once the Status field is completed on the Move Popup. Page 24

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