Article Objective: To assist users in navigating the Active Platform to create and action internal notes and client queries within Active Workpapers. TABLE OF CONTENTS
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Creating and actioning internal notes
There are two ways to create an internal note:
Creating an internal note directly against a specific account; or
Creating an internal note in the general section, not directly against a specific account.
Example 1: Creating and actioning an internal note against an account
On the binder index, select the + for internal notes.
A pop-up window will display. Please select the type of internal note you want to create.
For this example, we will add a Matter for Manager note. Add a title and details.
Click Save.
Note: As a preparer, you will not be able to create a review point or modify its content or status. Elevated access is required to do this - you must be a reviewer, manager or partner. If you are assigned as one of these roles, you will see an extra tile as an option to insert a review point. If the preparer believes they have resolved the review point, it is ultimately up to the reviewer, manager or partner to determine whether they are satisfied if the matter is resolved and therefore can resolve on their end only.
Once you click Save, another pop-up will appear on the screen. This will show a summary of all internal notes relating to that specific account.
Once the internal note is resolved, click on Unresolved button to change the note status to Resolved.
Click Close.
From a trial balance perspective, any internal notes which remain unresolved will appear in a box with a pencil and a yellow circle representing the number of internal notes relevant to that particular account.
Once these notes are resolved, the internal notes icon will revert to being grey.
Example 2: Creating and actioning an internal note in the general section
On the binder index, navigate to the Notes and Queries icon.
This page shows a summary of all internal notes created within the binder. To add a general internal note, click + Add Internal Note.
For this example, we will add a File Note. Add a title and details. Select the Rollover checkbox if you want this to be a pre-filled query in the following years binder.
Click Post.
Hint: To add a hyperlink to the text in the detail section, select the words you wish to hyperlink and click the hyperlink icon.
This file note will be added to the Internal Notes list and automatically be marked as Resolved. This is because the majority of the time, a file note will not require any further action.
Creating and actioning client queries
There are two ways to create a client query:
Creating a client query directly against a specific account; or
Creating a client query in the general section, not directly against a specific account.
Example 1: Creating and actioning a client query against an account
On the binder index, select the + for client queries.
A pop-up window will display. Add a query title and details to be sent to the client.
Click Save.
Once you click Save, another pop-up will appear on the screen. This will show a summary of all client queries relating to that specific account.
Change the status of the client query as appropriate and select the Rollover checkbox if you want this to be a pre-filled query in the following years binder.
Click Close.
From a trial balance perspective, any client queries which remain outstanding will appear in a checklist box with a yellow circle representing the number of client queries relevant to that particular account.
Once these notes are resolved, the client queries icon will revert to being grey.
Example 2: Creating and actioning a client query in the general section
On the binder index, navigate to the Notes and Queries icon. Be sure to click on the Client Queries tab.
This page shows a summary of all client queries created within the binder. To add a general client query, click + Add Client Query.
Add a query title and details to be sent to the client. Select the Rollover checkbox if you want this to be a pre-filled query in the following years binder.
Click Post.
This client query will be added to the Client Query list. Change the status of the client query as appropriate.
Sending client queries
Once you have completed your list of client queries and are ready to send them to the client, check the Email drop-down button. From here, you can select 'Open in Outlook' or 'Copy to Clipboard'.
First, click Copy to Clipboard. If this is successful, a message will appear in the bottom right corner.
After this, click Open in Outlook. An email will pop-up, including the 'Client Queries' subject line.
Note: If this is the first time you are using the function, you may be asked to select the app you would like to open the email in and to link your account. This will a one off request.
From here, click Ctrl V to paste the client queries. This will simply post your list of client queries in the email.
Add the necessary greetings and adjust formatting if required, and Send.
Hint: We recommend you save down an email signature which includes all the additional information and formatting so you do not have to draft this up each time.