An overview of CaseWare Cloud... 4 What is CaseWare Cloud?... 4 Understanding the building blocks of CaseWare Cloud... 4 Knowing the difference

Transcription

1 Page 1

2 An overview of CaseWare Cloud... 4 What is CaseWare Cloud?... 4 Understanding the building blocks of CaseWare Cloud... 4 Knowing the difference between CaseWare Cloud Features, Applications and Tools... 5 Understanding the different user profiles in CaseWare Cloud and knowing which one you will be Online resources about CaseWare Cloud to help you upskill and reference information CaseWare Africa Success Community The Help function on CaseWare Cloud Minimum requirements for CaseWare Cloud Supported Browsers Supported Devices CaseWare Working Papers (Desktop) Requirements Getting started with CaseWare Cloud as a user Logging into CaseWare Cloud Navigating CaseWare Cloud Your CaseWare Cloud Profile Profile main menu Profile Settings Sign Out About Entities Creating a new Entity Creating a new Staff or Contact individually Creating a new task Initiating a new discussion Uploading a file and searching for existing files As a Firm Champion How to get started Setting up your Firm as an administrator from the Firm Settings Menu Configuring the Firm Setting up Users Setting up Entities Starting with the engagement About CaseWare Working Papers uploaded to CaseWare Cloud Integrating your Desktop CaseWare Working Papers with your Firm s instance of CaseWare Cloud Uploading a Compressed Working Papers File Downloading a Compressed Working Papers File Downloading Files from Cloud to CaseWare Working Papers Backing up a Parent Sync File to a Local Drive and Removing from Cloud... 42

3 About CaseWare Cloud Applications About CaseWare Time Setting up CaseWare Time Roles Summary Adding Staff Rates Staff Information - Rates Dates Adding Holidays Dates and Workdays CaseWare Cloud Managing your Firm s tags CaseWare Cloud General resources... 50

4 An overview of CaseWare Cloud What is CaseWare Cloud? CaseWare Cloud gives any auditor a new way to collaborate when working on an Audit Engagements. It combines a series of collaborative web applications for your day-to-day internal interactions and for external communications. It also integrates with other CaseWare Apps, such as Working Papers, Q Audit and Q C-PEM templates, Review on the Go, and Time on the Go. It s a single cloud platform that enables you to reach an even higher level of efficiency when working with CaseWare Working Papers. This guide will be taking you through CaseWare Cloud and all the various functions, applications and tools to help you gain a good understanding of how you will be using this in your day-to-day engagements. Cloud integrates both the power of CaseWare Tracker and SmartSync Server to provide Working Papers users with a new kind of collaboration experience for their engagements. A staff member working on an engagement can use both Working Papers and Cloud to work more efficiently and productively as a team. Understanding the building blocks of CaseWare Cloud CaseWare Cloud aims to give you an integrated practice that is cloud based and eliminates the need to duplicate efforts. This not only saves you time but it also increases your ability to achieve a level of data accuracy that is normally lost when maintaining multiple data sets for your clients. Let s first look at Entities, People and Contacts. The first thing to look at is that of Entities, Staff, Contacts and Groups. It is important to note that CaseWare Cloud needs this before it can help you to integrate and simplify any of your engagements as this is where your core source data begins. No matter which Application or Feature you plan on using, it will need the essential core data that is derived from Entities, Staff, Contacts and Groups as it will know what to do or which tasks to assign once it knows to whom this will be directed to. Below is an illustration that starts to depict this relationship ad we will build on this as we further explore CaseWare Cloud in this guide.

5 CaseWare Cloud Source data feature What is it? Everything begins with an Entity. With any audit engagement you need to know who the client is. Entities are essentially the workspaces where everything in CaseWare Cloud happens. People who are staff members at a firm or contacts of a firm are associated to various entities to provide a common workspace where they can share and manage information. All your Applications like CloudSec, Time, CloudTax and Activities and files are all associated to a single entity within the system. More information on entities can be found in the topic About Entities. It combines social networking, client portal, document management, engagement tracking and dashboard mining. Staff will be users of CaseWare Cloud that are members of your firm and represent your clients. You have the ability to individually create them and manage their profile access. Some staff can see only certain clients and others can see everything depending on your preference. Staff are associated with an entity but do not require full access to the system. A staff member can store files for an engagement in Cloud or stage them there to include in a client file in Working Papers later on. Contacts are normally your clients or people that are external to your firm that need to provide you with input. Contacts could be someone in the client s organisation that needs to provide you with information (comments or documents) or someone that needs to log in and sign something off. Permissions are also customisable where contacts can be limited to what they are able to see and not. People can be added as contacts in order for the team to share messages and files with them in a secure environment. With bigger teams and more complex audit engagements, it is sometimes easier to create groups to communicate to with regards to certain audits. Groups can be a combination of Staff, Contacts and Contacts Knowing the difference between CaseWare Cloud Features, Applications and Tools. CaseWare Cloud comes an online platform that is equipped with Standard Features that help enhance the experience and efficiency of your Audit Engagement (Like our dashboard). Applications are purpose built for specific functions and they are normally purchased separately (Similar to applications on your smartphone). Tools are standard elements to help you manage settings, appearances etc. Let s unpack each of them in more detail.

6 Feature What is it? CaseWare Cloud gives you a chronological timeline where you are able to view all the activity that has taken place on your Firm s instance of CaseWare Cloud. This is aimed at giving credible visibility to teams that sometimes need to work in separate locations and it is also good to instantly gauge progress made on certain engagements as it immediately alerts you to certain tasks that have been completed by a certain staff member, contact or group on a specific audit engagement. This is a shortcut where you can quickly view or create a new Discussions, Task or File Request. It immediately asks you for which Entity it is and who this needs to be directed to so that you do not have to sift through multiple layers to get something done. Having all your Files for an Audit in the Cloud not only gives you a credible portfolio of auditable document for that audit, but it gives you the ability to manage information far more effectively for that Entity (i.e. your client). A good example could be that of an Identity Document. Now the client only needs to provide it once allowing you to use it every time it is required. That saves you time and eliminates the need to continuously ask clients for it. When you use CloudSec and need a person s Identity Document to complete a certain task, then this is another way to reuse something that has already been uploaded. Here you can get a bird s eye view on all your audit engagements across Entities, Staff and or Contacts. This is aimed to act as a productivity enhancer to help you get access to what it is you need quicker and with less clicks. Entities are your clients. As long as you remember the building blocks explained earlier on, you will know that any Audit Engagement starts with an Entity. If your client s organisation is called Jo s Hamburger Stand, then that will be the name of the Entity. Taken from the Jo s Hamburger stand example above. If Jo s Hamburgers asked your firm to audit their financials, then you will create or assign the Staff in your firm that will be performing the audit.

7 Also taken from the example above. If there are people that need to contribute to Jo s Hamburger Stand audit then you create them as contacts where they can submit files, partake in discussions or sign off certain documents to complete the audit. For larger engagements, there is sometimes a need for a group of people (Staff or Contacts) to receive communications for a specific Entity (Client for which the audit is being performed). This reduces the need for erroneous s. If you need to know what is happening on your instance of CaseWare Cloud, then use the dashboard to get an excellent overview of all the activity that is taking place. This helps you to ascertain progress and activities quickly and easily without the need to spend a lot of time monitoring your team s progress on certain audits. It greatly helps with management reporting that can sometimes be very time consuming to produce. Instead, this gives you real time and specific information at your fingertips. Dashboards are used in Cloud to display firm content in one view. Gadgets are added to a dashboard to provide different kinds of information. For more information, see About Dashboards Application What is it? The benefit of CaseWare Analytics is that it has been developed to run the required analytical data that relates to all your Audit Engagements where you can extract all the data you need without the need for extensive training and technical skills. CloudSec is an Application that is specifically built to help automate all your Secretarial process that are often time consuming and incredibly hard to maintain from a compliant point of view. All your client data is drawn from CaseWare Cloud s Entity, Staff and Contacts and Groups information therefore eliminating the need to maintain a separate data set for all your Tax clients.

8 This application is a powerful application that enables any Firm to effectively and efficiently submit and manage their bulk tax submissions to the receiver of revenue. It is revolutionary as its now possible to do bulk submissions anytime, anywhere as long as you have an Internet Connection. All your data is safely stored on CaseWare Cloud and all your client data is drawn from CaseWare Cloud s Entity, Staff and Contacts and Groups information. If your firm uses CaseWare Q in conjunction with the Audit template for Working Papers, you can review summary information about the progress of your engagements on Cloud. You can use these high-level views to monitor your schedule. With CaseWare Q, you can easily review any upcoming or overdue deliverables on your audit engagements. The deliverable data is pulled from all your published Q files and collected on Cloud. This data is summarized on the Q overview page. CaseWare Cloud provides many ways for your firm to obtain high level information about all your engagements and to ensure they are up to par with your firm quality standards. This includes the ability to Sync, Upload and Download CaseWare files to and from CaseWare Cloud. If your firm uses the Time app to track time and expense entries, you review your firm s costs and billing in Cloud. Using the Time and Billing apps, you can view summary information about your firm s overall costs and invoices on Cloud. If you need more detailed information about the costs incurred by the firm, you can also run reports on the Analysis app. The Expense app creates entries for billable and non-billable expenses, and allows you to add receipts associated with those expenses. Mobile support means you can enter expenses sooner and keep more accurate records. The Billing app prepares both WIP and final invoices based on entries created the Time and Expense apps. Once prepared, invoices can be sent to clients directly from the app, or printed and sent by mail. The Analysis app generates both detailed and summary reports based on data collected through Cloud. These reports can be based on time entries, expenses, invoices, or WIP, and provide the information required to track your work on a given engagement and best decide how to allocate resources.

9 Tool What is it? This is a useful tool to get quick access to things like your Firm Dashboard. This option deals with all the back-end settings your Firm Champion will be dealing with. Here all the settings for your Firm s instance of CaseWare Cloud is set. Examples will include permission settings for certain people, uploading your Firm s logo and even the standard way messages are sent via CaseWare Cloud in instances where discussions, requests or instructions are given from a CaseWare Cloud Audit Engagement (Example file requests are given and an is triggered from CaseWare Cloud to the individual with a short message and a link to access this Audit Engagement on CaseWare Cloud where the request can be actioned) This is your instruction button. Here you can clicking on it to initiate a new Discussion, Task, File Request, perform a File Procedure, Access CaseWare Time and your Expenses. This is your search function. Here you can type in any search query and the predictive search function will sort a list of results per Entity, People, Files etc. This is your discussion board. Here you can click to send messages to specific people. Need help? Just click on the help option to access a wide variety of selfhelp tools to guide you on how to use CaseWare Cloud. Top right, you will see your Profile. Click on the icon to edit your profile and view your permissions, restrictions and settings

10 Settings area Firm Champion (Super User for your Firm s CaseWare Cloud instance) Description Once Cloud is installed, a firm and the system settings are completed by an administrator as part of the initial set up of the system. The firm is the organisation that everything else in Cloud is associated to. The Firm Champion (Also known as a Super User or Administrator), can refer to the Getting Started Guide for CaseWare Cloud Administrators guide on how they can set up their firm. Roles and Security The security model in Cloud is based on roles that can be assigned to staff and contacts in the system. More information on the available roles in the security model is available in the topic Roles Security. Custom roles can also be created and custom rights can be defined for these roles. Admins can access the interface where this is done. Permissions can also be specific to certain files where only specific people will be able to view certain files. The same applies to Entities where specific Staff and Contacts can only view what they have been assigned or associated to. Understanding the different user profiles in CaseWare Cloud and knowing which one you will be Device Firm Champion / Super User / Administrator Description This is the person that has been identified by your firm as the person that will have full control over all the settings and permissions of your firm s instance of CaseWare Cloud. This individual will be the first person to get a username and password. He or she will set up your Firm s instance of CaseWare Cloud and all the customisations that is required. Lastly, this person will also be the first one to create entities, staff and contacts. Staff user Contact user This will be the employees of your firm. All staff will be associated to Entities (I.E. the organisation name of your client) and contacts (Actual people that work for your Client (Entity) or outside people that have to contribute to a specific audit engagement. This is someone that does not work in your firm. It will be a person that has very limited viewing rights and abilities to make changes to an Entity, Documents, or People. This is normally a person that would need to perform a very specific and very limited task.

11 Online resources about CaseWare Cloud to help you upskill and reference information CaseWare Africa Success Community Getting help with CaseWare is just a click away. The CaseWare Community is our latest innovation to help you achieve success when using CaseWare and all our associated products. The community was developed to serve as the primary place for you to find information, updates and other useful resources. Here you can gain quick access to the knowledge base, product updates and your log in screen. It also comes with our search function to help you search for the information you are looking for. To access the community, go to success.casewareafrica.com Below is a quick video that explains all the features and benefits of the CaseWare Africa Success Community and it will provide you with an overview of how to use it to help you achieve success. Click here to ply our introduction video

12 The Help function on CaseWare Cloud Minimum requirements for CaseWare Cloud Supported Browsers CaseWare Cloud is supported on the following browsers. We recommend you use one of these browsers for the best browsing experience on your desktop computer. Google Chrome Mozilla Firefox Microsoft Internet Explorer 10+ When working in the web, it is essential that you keep your browser up-to-date in order to receive the latest enhancements and security updates. See Updating Browser Versions. We recommend a minimum screen resolution of 1280x800 pixels and a minimum browser width of 1024 pixels. Fortunately, CaseWare Cloud s ability to implement new improvements and or changes without asking you to install anything on your PC makes it even more beneficial. All you would need to worry about would be to ensure that your Internet Browser stays up to date and that will ensure that CaseWare Cloud will function optimally.

13 Supported Devices CaseWare Cloud is supported on the following tablet and smartphone devices. Device Apple Smartphone Android Smartphone Apple Google Asus Description iphone 6 (using ios 8.1 or higher) iphone 5S (using ios 8.1 or higher) Galaxy Nexus (using Android or higher) Samsung Galaxy S4 (using Android or higher) ipad with Retina Display (using ios 8.1 or higher) ipad 2 (using ios or higher) Nexus 7 (using Android 5.0 or higher) Nexus 10 (using Android 5.0 or higher) Transformer Infinity Pad (using Android or higher) with Google Chrome CaseWare Working Papers (Desktop) Requirements You can integrate your CaseWare Working Papers software with CaseWare Cloud to access your client file data from the web. The following versions of Working Papers can be integrated with CaseWare Cloud. Working Papers SmartSync - CaseWare Working Papers 2013 or higher Working Papers SmartSync for use with Review on the Go - CaseWare Working Papers 2013 or higher Getting started with CaseWare Cloud as a user Study the below to get a good idea of all the things you need to be aware of before you start working on CaseWare Cloud as this will ensure that your ability to achieve a higher level of efficiency when working with CaseWare Working Papers and CaseWare Cloud.

14 Logging into CaseWare Cloud When a new user is added by the Firm Champion and a password has not been specified, they will be prompted to set their password and accept the license agreement. An will be triggered Step 1: Click on the link in the received. This will open the preferred browser on the desktop computer, tablet, or smartphone device. Step 2: Specify the provided Cloud logon credentials. (Note: If logging on for the first time, a password will need to be set for the Cloud account.) After logging on, the default app will vary according to the user: The staff will default to the Timeline. The Contact(s) will default to the Contact Overview.

15 Navigating CaseWare Cloud Begin your introduction to CaseWare Cloud by watching this short video that does a basic navigation in CaseWare Cloud so that you better familiarise yourself with all the concepts in this guide. Click here to watch the video To begin using Cloud we recommend you start with the following areas: Hamburger menu to access doormat Top right is your quick access toolbar and your profile Timeline

16 Your CaseWare Cloud Profile To access your CaseWare Cloud profile, refer to the profile icon top right. Here you will be able to action three options: 1. Profile main menu 2. Profile Settings 3. Sign Out Profile main menu Your Profile main menu enables you to get a bird s eye view of which Entities you are associated to, your Firm- Wide Roles information and the CaseWare Cloud Applications that your firm has made available to you. You can make edits to this and save it.

17 Profile Settings Here you can manage your preferences. In this section of your Profile Settings you can decide how you would like to receive notifications, manage your profile picture, your account password, Google Drive settings and much more. Sign Out CaseWare Cloud only requires you to sign in once a day and it will bring you back to your instance even if you close all windows and open it again. If you would like to ensure that your session has been closed (for security reasons), then you have the option to sign out manually.

18 About Entities An entity is a general concept that can represent an organisation, department, individual or client. Entities are independent workspaces related to the firm which can be internal or external. They provide a method of constructing organisational divisions in CaseWare Cloud. When a firm first configures Cloud, a single entity representing the firm is created by default. This entity cannot be deleted. Additional entities can then be added. Introduction A firm running Cloud typically creates different entities representing each of their clients, departments, projects and other related workspaces. All the staff who work on a client engagement would be assigned to that entity. Contacts for each client engagement, typically client staff and other resources, would also be assigned to the entity. Once an entity is set up, assigning people to the entity allows them to begin sharing information such as activities and files. These are usually visible to anyone with an appropriate role on an entity. Assigning a person to multiple entities allows them to access all the activities and files for those entities. Only certain staff roles provide permission to assign other staff or contacts to an entity. For more information, see Security - Roles. There are three types of entities in CaseWare Cloud: When you go to your Entities screen and click on New it will ask you what type of Client, Internal or Other Entity you would like to create. Client Entities - Entities are usually created for each of a firm's clients. Staff working on a client engagement are assigned to the entity and can view related activities and files for that client. Assign contacts associated to the entity to share related engagement activities and files. Internal Entities - Entities can be created for internal projects or departments. Staff working on a project, or in a department, are assigned to an internal entity and can view related activities and files. Other Entities - Entities can also be used for providing a workspace for third parties. For example, the law firm representing a firm could have an entity containing staff and contacts that interact together.

19 Entity Associations An entity association is an unnamed group of two or more entities. There is no hierarchical structure to an entity association. Each entity remains independent of the other entities and retains its own security settings. Entity associations provide a consolidated view of activities and files for the entities that are part of the association. Individual views of activities and files are also available to the entities. Different types of entities can be associated together although an entity can only be a part of one association. Attempting to associate an entity with entities already in an association results in a combined association. For example, two different associations, one composed of {A, B, C} and the other {D, E, F}. Associating an entity from one association with an entity from the other (i.e. entity C with entity E), results in a combined association of {A, B, C, D, E, F}. An icon displays beside the entity name of entities that are part of an association. This icon can be used to toggle between a consolidated or single entity view in the Activities and Files Apps. The icon indicates a consolidated view. Activities and files for all entities within the association are displayed. The icon indicates a single entity view. Activities and files for the specified entity only are displayed. Creating a new Entity Navigate to the Entities app by clicking its button in the CaseWare Doormat by clicking on the Hamburger menu button. Then scroll down and select Entities. From the entities screen, click on the New button. For further instructions, see Adding and Editing an Entity Watch this online tutorial How to import an Entity into CaseWare Cloud

20 Take note - Entities may be imported as a bulk action under the Firm Settings app. For clients that require assistance, please contact your provider to allocate a consultant. Creating a new Staff or Contact individually Contacts are people who are associated with an entity but are not staff. The Cloud interface offers several different tools to manage the information being shared with contacts. Contacts have limited access to CaseWare Cloud and can be assigned fewer predefined roles than staff. A contact cannot access the entities page but can get a list of entities for which they have some role. A contact will typically be someone who works for the client or an expert providing or reviewing information for an engagement. CaseWare Cloud offers two methods for adding staff members or contacts to your firm: importing a staff directory using a.csv file or delimited block of text, or adding staff individually in Cloud. If your firm has fewer than 50 staff members, we recommend creating each staff profile individually. You can add Staff or Contact users from the Staff or Contacts page. The procedure for both user types is the same. To add an individual user: Ensure that you have the Staff Admin role or equivalent rights. From the Cloud menu, select Staff or Contacts. Select New and, under Add, select Staff or Contacts. Enter the appropriate name and contact information. Note: If you are adding a contact and you do not want to create an account for them, leave the field blank. If you want to set the user s password, select the Password pane, select Set, and enter the new password. Otherwise, the user will set their password. Click on Save. The user is added to your Cloud firm and can be seen in Staff or Contacts to complete the Contact/Staff creation process.

21 For additional guidance, access How to import staff into CaseWare Cloud Setting user type If you have created user workflows, you can set each user s workflow status individually. For example, workflows can help you organize your staff users by seniority or position type. To set the type of user: o Ensure that you have the Staff Admin role or equivalent rights. o From the Cloud menu, select Staff or Contacts. o Select the user whose workflow stage you want to change. o In the user s menu, select the current workflow, then select the new workflow option.

22 o You have updated the user's workflow stage. Creating a new task There are a variety of tasks that can be created for your engagement. Fundamentally, just remember that every task needs to be associated to an Entity and then only are you able to assign it to either a Staff, Contact and or Group. Keep in mind that those Staff, Contacts and or Groups would also need to be associated to that Entity. To create a new Task, simply click on the plus sign top right. From the drop-down menu, select the Task option.

23 Indicate to which Entity this task will pertain to so that you are able to effectively direct the type of task to the right engagement. Then populate the Create Task form as shown below.

24 Initiating a new discussion The great thing about CaseWare Cloud is the ability to send direct messages to Staff, Contacts and or Groups. Another benefit when using the Chat function is that it not only reduces the amount of s that need to be sent for basic questions and or instructions but it gives you an audit trail on discussions. The biggest benefit herein is that you can audit the discussion at any time and it is saved in the Cloud so your discussion is both safe and not reliant on one server. To initiate a discussion, click on the Chat icon located top right. It will ask you to use the search function to locate the Staff, Contact and or Group to whom you would like to send this message to. Once you select the Staff, Contact and or Group it will launch the message dialogue box. Below is an example of such a message that you can send.

25 Uploading a file and searching for existing files To upload a file, click on the plus sign top right and select the Files option. You will be asked to identify which Entity this file will be associated to. Use the search function as shown below to find the Entity.

26 You have the option to either browse or drag & drop the file for uploading.

27 Here you will be asked to specify the security settings of this file as there might be instances where you would only need to share certain files with certain individuals with particular permissions as set out by your Firm s CaseWare Cloud Administrator and or Champion. Here you will see the progress of the file upload until it completed. As a Firm Champion How to get started Setting up your Firm as an administrator from the Firm Settings Menu CaseWare Cloud is an online platform and there is no need for anything to be installed. Your Firm Champion would however need to go to the Firm Settings to set up your Firm on CaseWare Cloud. The firm is the organisation that everything else in Cloud is associated to. Completing your firm profile and configuring your firm will create your firm identity. When it comes to setting up the firm identity, the Firm Settings interface has a number of settings along the left pane. Below is a complete tutorial on all the steps needed for your Firm s Administrator (Champion) to follow when setting up the Firm s instance of CaseWare Cloud.

28 Setting up your Firm in CaseWare Cloud as an administrator (Champion) Configuring the Firm Administrative users can log on to the system and begin setting up and configuring the environment. For role assignments, you require one of the following predefined roles (or equivalent): Staff: Firm Settings Admin role. Take note Verify role assignments from your profile to confirm the correct level of permission.

29 Navigate to the CaseWare Cloud URL provided with your activation and log on with your provided credentials. Open the hamburger menu and select Firm Settings. The Firm Settings interface has several settings along the left pane. Click on each of the following settings to configure your firm: o Firm Login Page Customisation Import Client Files o Settings Log o Security Session Management o o Time on the Go: Rather have this covered here Dates and Workdays Work Codes GL Accounts Tax Invoice Defaults Billing Codes Invoice Template After the firm identity is set and the firm is configured, you can begin to set up users. Setting up Users People in Cloud are the people that you share activities and files with. People who are added to Cloud do not have any rights in the system until they are assigned roles at a system level or on specific objects. Cloud has predefined roles that can be assigned to people and custom roles can also be defined as required. Once you have users in your firm, you can assign them to entities.

30 The following topics outline the role permissions required for each procedure. Add or import Staff members o Click the People link to access the people page where you can: o Add staff members. Click here to view. o Import staff members. Click here to view Apply Firm-wide Roles to your staff members o Firm-wide roles enable access to all entities in the system. Staff members assigned this role can, at minimum, see all the entities in the system. Click here to view. Import or add Contacts o Add contacts that you want to have access to the client portal to share files with users that are external parties to your organisation. You can add contacts for information purposes or provide the contact with access to the system. Click here to view o You can also import contacts using a *.csv file. Click here to view o You have added staff and contacts to your firm. We recommend you set up your entities to manage the content your users have access to. People People in CaseWare Cloud are the people that you share activities and files with. People who are added to CaseWare Cloud do not have any rights in the system until they are assigned roles at a system level or on specific objects. CaseWare Cloud has built-in roles that can be assigned to people and custom roles can also be defined as required. Types of People Staff People who are staff for an Entity are usually staff of the firm. They can be assigned most of the roles available in CaseWare Cloud and have more access to CaseWare Cloud functionality than contacts. Contacts Contacts are people who are associated with an entity but are not staff. The CaseWare Cloud interface offers several different tools to manage the information being shared with contacts. Contacts have limited access to CaseWare Cloud and can be assigned fewer built-in roles than staff. A contact cannot access the entities page but can get a list of entities for which they have some role. A contact will typically be someone who works for the client or an expert providing or reviewing information for an engagement. Contacts can only see content that has been shared with them. Content includes items such as Activities, Files, Dashboards and Google Documents. Staff can share items with Contacts by assigning additional roles to a contact. Groups Staff and Contacts can be associated to a Group and then to an Entity should there be a need to communicate certain actions or noteworthy information on a particular engagement. Use Groups to enhance your productivity

31 when working on an engagement, especially if it can help reduce the amount of s that are sent. The benefit again is in the trackability of all communications that can be used as evidence during an audit. Adding Staff (As a Firm Champion) Managing Staff Rates You can add or modify work code rates and standard rates for staff on their Profile. Note: Rate assignment is not allowed while adding a staff. For CaseWare Time users with Cloud Integration enabled, this feature is disabled in Cloud. Perform these actions in CaseWare Time. For role assignments, you require one of the following predefined roles (or equivalent): Staff: Staff Admin role. Take note Verify role assignments from your profile to confirm the correct level of permission. Navigate to the People app. Select the staff or enter their Profile. Click Rates. o People Details

32 People Profile Click one of the tabs to enter: Standard Rates Work Code Rates Click New to specify a rate. o o o Work code (for work code rates only). Effective Date. Rate. For additional reference on staff rates, Click Save or Save and add more. After specifying the standard rate or work code rates, staff can enter time using their specified rates. Staff members without a standard rate can still post entries to time. Their rate will amount to zero (0).

33 Setting up Entities An entity is a general concept that can represent an organisation, department, individual or client. Entities are independent workspaces related to the firm externally or internally. They provide a method to construct organisational divisions in CaseWare Cloud by client, department or other criteria. When a firm first sets up CaseWare Cloud, a single entity is created by default to represent the firm itself. This entity cannot be deleted. Additional entities are added to the system afterward. Follow this workflow to add or import entities and then assign your users to these entities. Watch this online tutorial How to import an Entity into CaseWare Cloud Take note - Entities may be imported as a bulk action under the Firm Settings app. For clients that require assistance, please contact your provider to allocate a consultant. The following topics outline the role permissions required for each procedure. Add or Import Entities o Entities will represent the repository for all client related data, Activities, Files, Working Papers Parent files, etc. For each client, you plan on working on in the Cloud you can: Add clients as entities. Import clients as entities. Assign users to Entities o Clients that you want to access and share files with must have the appropriate permissions (Entity Collaborator). Adding and Editing an Entity. Add or edit entities from the Entities app. o For role assignments, you require one of the following predefined roles (or equivalent): Staff: Entities Admin role on the entity. Take note Verify role assignments from your profile to confirm the correct level of permission. This can be done by following the steps outlines here: Navigate to the Entities app. Click New to add a new entity. To edit, select the entity and, in the Details pane, click Edit. This opens the Entity Wizard. Navigate in the wizard by clicking on the section or the at the top of the page where you can do changes to Details, Associated Entities, Staff and Contacts

34 Contacts (Optional) Click Assign to assign a New or Existing contact to the entity. New will create a new contact that will be assigned to the entity.

35 Details o Complete the Details form for the entity being created. Type, Name, Number and Status are mandatory fields. Address, Phone Number information and all other fields are optional. Click Save to save your changes. Associated Entities (Optional) o Add any associated entities, such as client entities belonging to the same group, internal entities working on this entity, or other entities. Remove entities associated in error.

36 Staff (Optional) o Assign any staff that does not have roles on the entity by default. Staff with firm-wide roles are displayed with roles in a grey font. Assigned staff entity roles will appear in a black font. o Details - The details have now been completed. Click Close to return to the Entities app.

37 Contacts (Optional) o Click Assign to assign a New or Existing contact to the entity. New will create a new contact that will be assigned to the entity. o The entity has been created or modified. o For CaseWare Time users with Cloud Integration enabled, a merge is automatically performed the next time you go online in the Time file. o The type cannot be changed in entities with invoices. Activities and Files - Activities and files are part of entities. Activities - Activities are created by Cloud (System activities) or by users (Discussions, File Requests, and Tasks). All user actions in Cloud, such as creating a file, changing user permissions on an entity, sharing items, or uploading a file, generate a system activity. Files - The Files app is used to add and organise files within entities. Create folders and/or assign tags to files to enable users to quickly find relevant files. Starting with the engagement 1. Open a copy of the prior year engagement file and publish it to CaseWare Cloud (assuming it s not there already). 2. Once publishing is done, perform a year end close to create the New Year s engagement file. 3. Set up the new file Ensure the security groups are still valid Ensure that the team members who will be working on the engagement are still the same, or alternatively, change the users accordingly. 4. Ensure that a Group and Users are created for the contact at the client who will be working in the engagement file. The following rights will be assigned to the Contacts group. Remove access to: o Protection - This will prevent the user from bypassing security to gain access to additional areas in the software. o File - Lock Client file - Unlock Client file - Modify issues created by other users - Complete issue without being assigned to issue - Apply updates from template - Publish client file / replace server copy o Engagement - Modify Engagement properties - Modify History Settings - Lock Down o Documents - Set document assignment - Modify documents without being assigned to it - Open/delete document without being assigned to it. - Set document assignment - Delete documents from recycle bin

38 5. Publish the new file to CaseWare Cloud 6. Share the files with the contacts who need access to it. 7. All users who need a copy of the file would create a sync copy: Open SmartSync Server Double click on the appropriate file About CaseWare Working Papers uploaded to CaseWare Cloud CaseWare Cloud can recognise and extract relevant meta-information from Working Papers client files uploaded to the system. A separate Working Papers interface is available in Cloud to view the available metadata from the client file. Working Papers files uploaded to the system are secured in the same way as other file items on Cloud. Client files have an object type called Working Papers and predefined roles are configured to grant the same object permissions as other file types, such as Uploaded Files and URL Links. The purpose for uploading client files is to use Cloud as a secure file repository with Cloud as the interface to manage files. For firms that use SmartSync, you can additionally leverage the SmartSync Server on Cloud to host your top-level parent files. How it works The upload procedure differs based on how you are using Cloud with Working Papers (with or without SmartSync). Both scenarios require additional steps compared to regular file items in Cloud. Whether you are using SmartSync or not using SmartSync, all Working Papers client files must be compressed and in a non-sync state prior to uploading onto CaseWare Cloud. Without SmartSync Server Cloud is used only as a secure file repository for your Working Papers client files. The procedure involves moving your files to a non-sync state and compressing the client file prior to upload. With SmartSync Server Cloud is used to host top-level parent files in a SmartSync environment. This procedure requires additional integrate with the Working Papers desktop application and the use of the Publish to Server command. After uploading or publishing to Cloud, the Working Papers files are displayed in the Files app of Cloud. Access the compressed client files from the Files app to download or open a sync copy. Additionally, select the file to view the Working Papers file details. Integrating your Desktop CaseWare Working Papers with your Firm s instance of CaseWare Cloud To use Working Papers with CaseWare Cloud, enable integration with Cloud from your desktop installation of Working Papers.You are required to have CaseWare Working Papers 2015 or higher as well as SmartSync when using Review on the Go. To integrate your Desktop instance of CaseWare Working Papers with your instance of CaseWare Cloud follow these steps:

39 Step 1: Open Working Papers. Step 2: On the Tools tab, click Options. Step 3: Select CaseWare Cloud. Step 4: Select Integrate with CaseWare Cloud. Step 5: Type your Cloud URL in the Server field. Do not include the web protocol ( or Example, us.cwcasewarecloud.com/docfirm za.casewarecloud.com/test-samypractice When prompted, provide your Cloud credentials to initiate a connection with the server. Tip: You can select Remember my password to avoid entering your credentials again. Step 6: Click OK. After a successful connection you can begin using Cloud from within Working Papers. Click the Cloud shortcut button on the command toolbar to connect to Cloud: Afterward, you can perform SmartSync functions on CaseWare Cloud including:

40 Publishing Client Files to Cloud Opening Synchronised Copies Logging out of Cloud or changing credentials within Working Papers will prompt an error message if Working Papers or CaseView documents are open. Logging on to Cloud with Working Papers displays your first and last name as your user name on the Working Papers status bar. Uploading a Compressed Working Papers File You can upload a compressed, non-sync, client file to CaseWare Cloud as a regular file. You are able to sync your Engagement file with that of your CaseWare Cloud instance. This eliminates the need to CaseWare files as everyone (Staff/Contacts or Groups should have been created and associated to that Entity). Follow this short video to see how easy it is to upload and download CaseWare files to and From CaseWare Cloud. CaseWare Working Papers How to sync your CaseWare file to CaseWare Cloud and how to download a file from the cloud For role assignments, you require one of the following predefined roles (or equivalent): Staff: Editor Role on the entity. Take note Verify role assignments from your profile to confirm the correct level of permission. Additionally: The client file must be in a non-sync state. The client file must be compressed in Working Papers. Compressed client files have a,.ac_, extension.

41 Step 1: Navigate to the Files app and select an entity from the Entity Selector. Step 2: Click New Upload File. Take note If uploading multiple files, use the Java plugin. Locate your compressed Working Papers file. Working Papers client files are commonly stored in the Data folder of your Working Papers installation folder (for example, C:\Program Files (x86)\caseware\data\). Step 3: Select the file(s) and click Add. Step 4: (Optional) Change the Share Settings. Step 5: Click Change. Step 6: Select an access setting for staff and contacts. Step 7: Click OK. The compressed Working Papers file is uploaded and accessible from the Files app on CaseWare Cloud. Click on the file name to access the Bundle information for the file. Downloading a Compressed Working Papers File You can download a compressed client file in a non-sync state from CaseWare Cloud as if it was a regular file. For role assignments, you require one of the following predefined roles (or equivalent): Staff: Viewer role on the client file. Take note Verify role assignments from your profile to confirm the correct level of permission. Step 1: Navigate to the Files app and select an entity from the Entity Selector. Step 2: (Optional) Use the Working Papers view or filter to narrow your displayed files list. Step 3: Select the appropriate Working Papers file from the list. Step 4: Click Download. The compressed Working Papers file is downloaded to the path specified in your browser settings. Open the file with the Working Papers application to view its contents. Downloading Files from Cloud to CaseWare Working Papers When accessing CaseWare Cloud from within Working Papers, you can download files from Cloud directly to the Document Manager.

42 Requirements - Integration with CaseWare Cloud enabled on your desktop Working Papers application. Take note Users with non-smartsync versions of Working Papers 2013, or earlier, installed can download files from Cloud to the Working Papers Document Manager by opening their Cloud firm site with the Working Papers internal browser. Prerequisites - For role assignments, you require one of the following predefined roles (or equivalent): Staff: Editor role on the entity. Take note Verify role assignments from your profile to confirm the correct level of permission. Step 1: Open the Working Papers application on your desktop. Step 2: Click the Cloud shortcut button on the command toolbar to connect to Cloud: Step 3: Navigate to the Files app. Step 4: Select the desired file(s). Step 5: On the Details pane, click Download. Step 6: Click Add. Files are downloaded to the client file folder and added to the Document Manager. Backing up a Parent Sync File to a Local Drive and Removing from Cloud Once the Working Papers engagement file is complete you can save the file to your server or a local drive and delete the copy that is on Cloud. Important Note: This process not recommended if there is still work to be done in the engagement file. Please refrain from removing the parent sync file from Cloud until all updates have been completed. For role assignments, you require one of the following predefined roles (or equivalent): Staff: Owner role on the client file. Take note Verify role assignments from your profile to confirm the correct level of permission.

43 Step 1: Open Working Papers on your desktop. Step 2: Locate and open the sync file. Step 3: On the File tab, click Back Up. Step 4: Browse to the desired save location. Note: Working Papers will create a new folder in the specified location. Step 5: Clear Include Sync folder. (Optional) Select Include Subfolders. Step 6: Click OK to create a backup. (Optional) Click File Delete Synchronised Copy. Step 7: Open Cloud and navigate to the Files app. Step 8: Select the file and click Abandon Sync Copy to abandon all outstanding sync copies. Step 9: Click again and select Delete. The client file is saved locally and the parent sync file has been deleted. All users will be unable to synchronise with the file. Take note Use the search to quickly find your client file. About CaseWare Cloud Applications About CaseWare Time CaseWare Time is a cloud-based application. The application is built on top of the CaseWare Cloud platform and offers features from CaseWare Time that have been optimised for the web. Features as of this version include: Entering Time and Expenses Basic Analysis for reporting Posting Interim and Final Invoices Sending Invoices to client entities Your firm must set up their Cloud environment prior to using CaseWare Time. You can then add: Staff members Work Codes Staff Rates Billing Codes General Ledger Accounts including Tax Accounts Invoice defaults Each staff member is provided their own Cloud account and can log on from any Internet-enabled browser. The current version of CaseWare Time uses the existing Cloud object types for security. For a detailed list of permissions and suggested built-in roles, see Roles Summary.

44 Setting up CaseWare Time CaseWare Time allows you to track time and expense transactions, create reports for the transactions, and bill your clients for the WIP performed. This app offers features available in CaseWare Time and is accessible from Cloud - without having to set up any cloud infrastructure. For role assignments, you require one of the following predefined roles (or equivalent): Staff: Firm Settings Admin role. Take note Verify role assignments from your profile to confirm the correct level of permission. Set up your Cloud entities and staff. These procedures outline the steps for using CaseWare Time after you have set up your firm on Cloud. Specifying the Year End Date, Workdays, and Holidays. The Year End Date, Workdays, and Holidays are available from the Firm Settings. Entering work codes for time and expense - Time and Expense codes are collectively called work codes and represent the specific codes your firm uses for transactions and entering work logged. Work codes are added to the system from the Firm Settings area. Adding staff rates to work codes - (Optional) Staff members can each have their own rates assigned to them. A staff member can have specific rates for each company work code. A standard rate can also be specified where no specific work code is applicable. Adding general ledger accounts and tax accounts - GL Accounts are used by CaseWare Time to track your balances for Time and Billing. GL Accounts that you create can be assigned as default accounts for Receivables, Fees, Primary Sales Tax, and Secondary Sales Tax. Adding billing codes - Billing Codes add your own custom text to invoices created in CaseWare Time. Use the Billing Codes interface to add new Billing Codes, edit existing Billing Codes, or delete unused Billing Codes. Adding invoice defaults Update the invoice default settings to generate an automatic invoice number and logo. Customising invoice templates. Perform simple or advanced customisation on multiple invoice templates. After work codes and staff rates have been set up, staff members can enter time and expenses using their specific rates.

45 Roles Summary CaseWare Time has an integrated security model with CaseWare Cloud. The existing object types in Cloud will extend to features in CaseWare Time. The following table outlines the role requirements to perform actions in CaseWare Time. Area Action Minimum Permissions built-in role Time Entering own - No permissions required and Entering on client Entity Read permission on Entity - Summary object Expense Access role on entity Entering for other staff Staff Admin role Read permission on Staff - Details object Analysis Viewing own - No permissions required Viewing other staff Staff Read permission on Staff - Details object Admin role Filtering by staff - No permissions required. Filtering by client Entity Access role on entity Read permission on Entity - Summary object Staff Viewing staff rates Staff Read permission on Staff - Details object rates Admin role Editing staff rates Staff Admin role Edit permission on Staff - Details object Work codes Viewing or Editing Work Codes Firm Settings Admin role Edit permission on Firm Profile object Adding Staff Rates You can add or modify work code rates and standard rates for staff on their Profile. Note: Rate assignment is not allowed while adding a staff. For CaseWare Time users with Cloud Integration enabled, this feature is disabled in Cloud. Perform these actions in CaseWare Time. For role assignments, you require one of the following predefined roles (or equivalent): Staff: Staff Admin role. Navigate to the People app. Select the staff or enter their Profile. Click Rates. : People Details Take note Verify role assignments from your profile to confirm the correct level of permission.

46 o People Profile Click one of the tabs to enter: Standard Rates and Work Code Rates o Click New to specify a rate. o Work code (for work code rates only). o Effective Date. o Rate. For additional reference on staff rates. Click Save or Save and add more. o After specifying the standard rate or work code rates, staff can enter time using their specified rates. For more information, see Entering Time. Take note Staff members without a standard rate can still post entries to time. Their rate will amount to zero (0). Staff Information - Rates Update the staff rates on the People Profile. Work code rates Rates can be assigned to staff members based on the work codes set up for the company. This enables the company to assign individual rates to staff members while maintaining a standard set of work codes across the company. You can also set work codes to a zero (0) rate to record time but at no charge. Note: Staff members without a standard rate can still post entries to time. Their rate will amount to zero (0). Rate Properties. Rate Properties Description Standard Status The current status of the standard or work code rate: rate and Work Active rate Code The current rate for this staff member. See Effective Date below. rates Historical rate

47 Standard Rate Work Code Rates Effective Date Rate Work Code Effective Date Rate The rate for this staff member in a prior period. Note: A prior period rate cannot be modified or deleted. Future rate A future rate for this staff member. A rate is a future rate if the effective date occurs after the current period. The date the standard rate takes effect. The effective date cannot be earlier than the period start date. The standard (default) rate for this staff member. The standard rate is applied when there is no corresponding rate defined for the specific work code. For example, a staff member enters time using work code 100. If there is no corresponding rate defined for this work code, then the standard rate is applied for this time entry. A pre-defined work code for time entries. The date the rate for the specified work code takes effect. The effective date cannot be earlier than the period start date. The rate for the specified work code for this staff member. If defined, this rate is applied when entering time using the specified work code. To use as an example, a staff member enters time using work code 100. A rate of $ is defined for this work code. This rate is then applied for time entries using work code 100. Dates For role assignments, you require one of the following predefined roles (or equivalent): Staff: Firm Settings Admin role. Take note Verify role assignments from your profile to confirm the correct level of permission. Step 1: Navigate to Firm Settings CaseWare Time Step 2: Select Dates. Step 3: Specify the Year End Date to indicate the end of the fiscal year. Step 4: Specify the Period Type and Active Period using the default settings or customise the periods. A preview of the dates are now generated. Take note The active period is highlighted in the preview.

48 Click to Play Click Save. The time summary reports are updated to reflect any changes to the period information. When entering time, a summary of your hours and amounts is reported based on these dates. Adding Holidays Add holidays and other days off to your firm for processing time transactions. Holidays are skipped when entering bulk time. For role assignments, you require one of the following predefined roles (or equivalent): Staff: Firm Settings Admin role Take note Verify role assignments from your profile to confirm the correct level of permission. Navigate to Firm Settings CaseWare Time Select Workdays. Click New Specify the Date and Description for the holiday. Click Save. The holiday appears on the list of holidays. Dates and Workdays Period Dates Period Dates is used to specify the fiscal year end and other period information for processing and reporting time and expense transactions. Workdays Workdays are used to specify the workweek and add any statutory holidays to your fiscal calendar.

49 Year End Date - Displays the end date. In many jurisdictions, this date is December 31st. o Click to modify the year end date. Active Period - Displays the current active period of the firm. Period Type - Displays the number of periods in the fiscal year: o Monthly Periods - twelve periods, each corresponding to one month. o Quarterly Periods - four periods, each corresponding to 3 months. o Yearly Period - one period for the whole fiscal year. o Custom - create your period date range and the amount of periods required for your firm. List of Period Dates - Displays a list of the periods and their date range. If Period Type is set to Custom, set the date range for your periods in this area manually Workdays - Select the days of the week when work should be logged. Days checked on workdays will be checked by default when entering bulk time. o New - Creates a new holiday day and adds it to the calendar. This will open up the Holiday dialog, allowing you to set the Date and a Description of the holiday. o Edit - Edits the selected holiday. o Delete - Deletes the selected holiday(s). o Date Range and Page Navigation - Date Range - filter a specific date range to find a specific holiday. Note: The date range defaults to the current calendar year, not the fiscal year. Page Navigation - navigates to the previous or next page of results. CaseWare Cloud Managing your Firm s tags Tags are also a very useful way in which your Firm or Organisation can organise People, Entities and Files. Here you can explore how tags can be managed from an administrator point of view as well as a user point of view. Click here to access the online tutorial entitled Tag management as an Administrator in CaseWare Cloud Click here to access the online tutorial entitled How to tag people entities and documents

50 CaseWare Cloud General resources Click here to access the webinar on the CaseWare Africa Success Community entitled CaseWare Cloud Fundamentals Training Click here to access the webinar on the CaseWare Africa Success Community entitled How to sync your CaseWare file to CaseWare Cloud and how to download a file from the cloud Click here to access the webinar on the CaseWare Africa Success Community entitled How to identify which options to select from the download packager list when downloading your software Click here to access the webinar on the CaseWare Africa Success Community entitled How do I resolve the error which states Cannot edit. Effective date is for a prior period when attempting to amend a staff member s staff rates? Click here to access the webinar on the CaseWare Africa Success Community entitled How do I process a CaseWare Cloud merge successfully without any merge conflict? Click here to access the webinar on the CaseWare Africa Success Community entitled How do the permissions on CaseWare Time differ from the permissions on CaseWare Cloud? Click here to access the webinar on the CaseWare Africa Success Community entitled How do I resolve the error which occurs during the CaseWare Cloud merge process? Click here to access the webinar on the CaseWare Africa Success Community entitled How do I correct the error, which tells me that there are time and expense transactions which need to be submitted on CaseWare Cloud? Click here to access the webinar on the CaseWare Africa Success Community entitled Is my data encrypted when transferring files to and from CaseWare Cloud? We will expand our topic around CaseWare Cloud, so please be on the lookout for more online tutorials to help you win with CaseWare Cloud. Also, visit the CaseWare Africa Success Community by going to CaseWare International also provides some generic resources. Click here to access the their resources online.