ProSystem fx Engagement 6.8 Admin User Guide

68 Pages·2011·2.98 MB·English

ProSystem fx®
Engagement Admin
Guide
August2011
Copyright2011 CCH INCORPORATED. A WoltersKluwerbusiness. All RightsReserved. Material inthispublicationmay
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subjecttochangewithoutnotice.
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Contents Administrator 1
Overview 1
Using theProSystemfx EngagementAdministrator 2
InitialLogintotheEngagementAdministrator 2
EnteringInformationAboutYourFirm 3
Using YourActiveDirectory inProSystemfx Engagement 4
MappingYourActiveDirectorytoEngagementStaff 4
ManuallyUpdatingStaff 6
ViewingtheActiveDirectoryImportLog 6
SchedulinganImportfromActiveDirectory 6
Setting UpStaff GroupsandStaff 8
StaffGroups 8
DefaultStaffGroups 8
AddingaNewStaffGroup 9
AssigningStaffGroupRights 10
DeletingaStaffGroup 11
Adding Staff Members 11
AddingNewStaffMembers 12
ModifyingStaffProperties 14
UsingtheGlobalProfileManager 15
Setting UpTeams 18
ManagingTeams 19
AssigningStafftoaTeam 19
Licensing 21
AddingLicenses 21
AssigningLicenses 22
Setting uptheAdministratorEnvironment 25
CreatingaSecondaryOfficeServer 26
Disabling/EnablingAdminSynchronizationforanOfficeServer 27
ChangingtheMainOfficeServer 28
CreatinganAdminPackage 28
SavingtheAdminPackagetoaHardDrive 29
AttachingtheAdminPackagetoanE-mail 29
ReceivinganAdminPackage 29
SchedulingAdminSynchronization 30
ManuallyRunninganAdminSynchronization 31
ViewingAdminSynchronizationHistory 32
ViewingtheAdminActivityLog 32
SettingFirmOptions 33
SettingAdminSynchOptions 35
UsingtheDocumentCompletionDateReport(Admin) 35
SchedulingtheDocumentCompletionDateReport 36
Creating a Central FileRoom 37
Disabling/EnablingSynchronizationonaCentralFileRoom 39
SettingUpClientFolders 39
DeletingaClient 40
DeletingaCentralFileRoom 41
DeletingaSecondaryOfficeServer 41
DeletingtheSecondaryOfficeServerProgram 41
Contents• 3
Contents
Managing BinderTypes 42
CreatingaNewBinderType 43
EditinganActiveBinderType 44
DeletingaBinderType 44
EditingaDeletedBinderType 46
Managing BinderStatuses 46
CreatingaNewBinderStatus 46
EditinganActiveBinderStatus 46
DeletingaBinderStatus 47
EditinganInactiveBinderStatus 47
Managing ClientBinders 48
CreatingaNewClientGroup 48
EditingaClientGroup 49
DeletingaClientGroup 49
AssigningClientstoClientGroups 49
AssigningStaffMemberstoBinders 50
ArchivingaBinder 51
UnarchivingaBinder 52
UnfinalizingaBinder 53
MovingBinders 53
ReceivingTransitionBinderPackages 55
DeletingaBinder 56
Using theProSystemfx PracticeInterface 56
LinkingandEditingProjects 56
LinkingandEditingClients 57
AccessingtheProSystemfxPracticeInquiryModule 58
Managing Bins 58
LaunchingtheBinManagerUtility 58
BinManagerUtilityMainWindow 59
CreatingaBin 60
DeletingaBin 61
SchedulingDailyTasks 61
UpdatingBinStatisticsManually 61
MovingBinders 62
ViewingBinderProperties 62
ViewingandInterpretingtheBinDiagnosticReport 63
ManagingtheTipoftheDay 64
Contents• 4
Chapter 1
ADMINISTRATOR
Administrator
Overview
Thischaptershowsyouhow tosetuptheProSystemfx EngagementAdministratormodule. When
accessing theAdministratormoduleforthefirsttime, theadministratormustdesignatea main
officeserver. Themainofficeservermanagesfirm, licensing, staff, andcentral fileroom
information. Anoptional secondary officeservercanbecreatedandpromotedtomainofficeserver
intheeventanadministratoratthesecondary officeserverneedstoperformfunctionslimitedto
themainofficeserver.
Secondary officeserverscanbeconfiguredandconnectedtothemainofficeserverormaintained
asdisabledforsynchronization. Thesecondary officeserversharespertinentstaff, firm, and
central fileroominformationwiththemainofficeserver. Firm, team, clientgroup, andstaff
informationcanbeviewed, butnotchanged, froma secondary officeserver.
YoumustusetheAdministratormoduletosetupstaff membersinyourfirmbeforethey canbegin
tousetheProSystemfx Engagementprogram.
Eachstaff memberisassignedtoa staff group. Eachgroupisgivenspecific grouprightstovarious
functionswithinProSystemfx Engagement. Youcanalsocreatestaff teamstostreamlinethebinder
assignmentprocess. Thisallowsyoutocontrol andmanagetheelectronic engagementprocess.
IntheAdministratormodule, youcandothefollowing:
AddProSystemfx Engagement, CCH Title, andKnowledgeToolslicenses
Addstaff groupsandassigntheappropriaterightstothosegroups
Addstaff membersandassignthemtostaff groups
Managestaff profiles
Assignstaff memberstoa homeofficeserver
Assignlicensestostaff members
Addteamsandassignstaff memberstoteams
AddclientstobeusedintheProSystemfx Engagementprogram
Addclientgroupsandassignclientstothegroups
Assignstaff membersandteamstoclientengagementbinders
Archivebindersthathavebeenfinalized
Unarchiveandunfinalizebinders
Createa mainofficeservertostorefirm, staff, licensing, team, clientgroup, andcentral
fileroominformation
Administrator• 1
Createsecondary officeserverstostoreadditional central fileroomswithclientandbinder
information, if applicable
Createcentral fileroomstostoreandorganizebinders
Synchronizemainandsecondary officeserverinformation
Movebindersfromonecentral fileroomtoanother
EditBinderpropertiesina central fileroom
Create, edit, anddeletecustombindertypesandbinderstatuses
Importstaff andstaff groups
Importstaff via ActiveDirectory
ManageBinderdatabaseinformationby storing bindersinbins
EditProSystemfx Practiceprojectsandclients, andlaunchtheProSystemfx PracticeClient
Inquiry module
ManageTipof theDay
Using the ProSystem fx Engagement Administrator
FromtheWindowsStartmenu, selecttheprogramgroupwhereyouinstalledtheProSystemfx
EngagementAdministrator. SelectProSystemfx EngagementAdministrator, ordouble-click the
Administrator icononyourdesktop. TheProSystemfx Engagement AdminLogindialog displays.
Initial Login to the Engagement Administrator
Only staff assignedtotheAdministratorStaff Groupcanlog intotheAdministrator. Theprogram
providesonedefaultstaff memberintheAdministratorStaff Group. Youcanmodify thepassword
andstaff informationforthedefaultuser, butyoucannotchangetheLoginNameordeletethis
staff member. Thereisnolimittothenumberof licensedstaff youcanassignasadministrators.
Note: If youwantotherworkstationstoaccesstheAdministratormodule, install Administrator
Workstationtothoseworkstations. SeeChapter2, Installation, intheUserGuidefordetails.
Thefirsttimeyoulog in, dothefollowing:
1. StartEngagementAdministratorby doing oneof thefollowing:
Double-click theEngagementAdminicononyourdesktop.
SelectStart/Programs/CCH/Engagement/EngagementAdmin.
TheEngagementAdminLogindisplays.
2. IntheLoginNamefield, enterADMIN. LeavethePasswordfieldblank.
3. Click OK. TheProSystemfx EngagementAdministratorprogramdetectsthata mainoffice
serverhasnotbeensetupanddisplaysa messagethatthecomputermustbeconfiguredas
anofficeserverbeforeyoucanlog in.
4. Click Yes. TheProvideOfficeServer Informationdialog displays.
5. Entera label of upto32 charactersforthemainofficeserverintheLabelfield. Thelabel is
requiredandisusedastheofficeserver'sname.
6. TheServer namefielddefaultstothenameof thecomputertowhichyouareloggedin.
Administrator• 2
7. Entera descriptionfortheserverof upto60 charactersintheDescriptionfield. The
descriptionisoptional.
8. Click Next. TheDeterminetheofficeserver designationdialog displays.
9. SelectMain office server toestablishthisasthemainofficeserver.
10. If theFirmhasmorethanoneofficeserverandthisofficeserverdoesnothavea physical
connectionwiththeotherofficeserver(s), check theDisable Admin Synchronization
check box.
11. Click OK. TheFirmPropertiesdialog displays.
12. Enterthefirminformationandclick Next. TheConfigureOfficeServer Summary Report
displays.
13. Doany of thefollowing:
Click Printtoprintthesummary report.
Click Save As tosavethereportasanHTML file.
Click Backtomakechangestoyoursettings.
Click Cancel todiscardyourwork andexittheConfigureOfficeServer Wizard.
Click Finish tosaveyoursettingsandopenEngagementAdministrator.
Onceyouareintheprogram, youcanchangetheadministrator'spasswordandaddmorestaff to
theAdmingroup, if needed. SeeAdding New StaffMembersonpage12.
Note: Forinstructionsoncreating a secondary server, seeSetting uptheAdministrator
Environment onpage25.
Entering Information About Your Firm
Theupper-mosticonintheleftpanerepresentsyourfirm. Using thisfeature, youcanchangethe
propertiesof thefirmandenteryourfirmnameandinformation.
Tochangefirminformation, click theiconandperformoneof thefollowing actions:
SelectFile/Properties.
Right-click andselectProperties fromthepop-upmenu.
Click theProperties buttononthetoolbar.
TheFirmPropertiesdialog displays.
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Completetheinformationinthedialog. Whenyouarefinished, click OK. ThecaptionfortheFile
Roomiconchangestothenameenteredinthemandatory FirmNamefield. Youcanusethe
Propertiescommandtochangefirminformation. Theinformationenteredinthisdialog isavailable
forlinking toyourWordandExcel workpapers. SeeChapter9, Using Excel, andChapter10, Using
Word, intheUserGuideforfurtherinformation.
Using Your Active Directory in ProSystem fx Engagement
Administratorscanleveragethetimeandeffortspentbuilding uptheActiveDirectory onthefirm's
network.
ProSystemfx Engagementallowsadministratorstoimportandmapexisting usersintheProSystem
fx Engagementstaff table. Thiscanbedonemanually orscheduledvia ScheduledTaskstobedone
during off hours.
Mapping Your Active Directory to Engagement Staff
Usethisproceduretomapexisting usersinyourActiveDirectory toexisting usersintheProSystem
fx Engagementstaff.
1. FromtheProSystemfx EngagementAdministratormainmenu, selectStaff/Importfrom
Active Directory/Configure Mapping. TheDomainLogindialog displays.
Administrator• 4
2. Log intothedomain. TheConfigureMapping dialog displays.
3. SelecttheUsers tab.
4. Selecttheappropriatedirectory fromtheActiveDirectory fromwhichtoimport field. The
defaultisEngagement. Onceyoumakethisselection, theUserssectionispopulatedwith
ActiveDirectory usersandEngagementstaff. (If theActiveDirectory groupfromwhichto
import fieldisnoteditable, configuretheActiveDirectory groupfirst, thenreturntothis
task.)
5. Click Auto-map Users toautomatically mapActiveDirectory userstoEngagementstaff via
name-matching. Themapping displaysintheEngagementstaff section, showing theActive
Directory usernestedundertheEngagementstaff.
6. Check theShowonlyunmapped staff box todisplay unmappedEngagementstaff members.
Administrator• 5
7. Manually mapunmappedstaff, if necessary, by firsthighlighting thecorrelating namesin
theActiveDirectory andtheEngagementstaff. Theneitherclick therightarrow tomapthe
personfromtheActiveDirectory totheEngagementstaff orclick theleftarrow tounmap
thepersonfromtheEngagementstaff totheActiveDirectory.
8. Click OKtofinalizethemapping andexittheConfigureMapping dialog.
Manually Updating Staff
Youcanruna manual importfromActiveDirectory tothemainofficeserverbutnottoa secondary
officeserver. Thisisbecauseyoucanmodify staff propertiesonthemainofficeserveronly.
Tomanually updatestaff, dothefollowing:
1. SelectActive Directory/Manual Import/Update/Staff/Import. If youhavenotloggedinto
a domainyet, theDomainLogindialog displays. Onceyouareloggedin, theImport/Update
StaffProgressdialog displaysthroughouttheimportprocess. Whenimportiscomplete, if
any errorshaveoccurred, theErrorstabdisplays.
2. Click theTasks tabtoseea listof all theattemptedtasksandwhethertheirstatusis
CompletedorFailed.
3. Click ViewImportLog toseethecumulativediagnostic reportforall imports. Themost
recentimportinsertsatthetopof thereport.
Youcanprinttheimportlog fromyourInternetbrowser.
Anelectronic copy isstoredatX:\Pfx Engagement\Admin\AdminSharedirectory
(whereXrepresentsthedrivewhereEngagementAdministratorisinstalled).
We Recommend: Schedulenightly updates, evenif youroutinely domanual updatesafter
every staff change. SeeScheduling anImport fromActiveDirectory onpage6.
Viewing the Active Directory Import Log
TheActiveDirectory ImportLog keepsa history of all importsfromActiveDirectory forthefirm,
withthemostrecentimportinsertedatthetopof thedocument. Thelog opensinyourInternet
browserasa printableHTMfile. Thelog isstoredintheX:\Pfx Engagement\Admin\AdminShare
directory (whereXrepresentsthedrivewhereEngagementAdministratorisinstalled).
Useoneof thefollowing methodstoview theActiveDirectory importlog:
SelectStaff/ImportfromActive Directory/ViewImportLog fromthemainmenu.
Initiatea manual updateby selecting Staff/ImportfromActive Directory/Manual
Import/Update. Whentheupdateiscompleted, click ViewImportLog inthe
Import/UpdateStaffProgressdialog.
Scheduling an Import from Active Directory
YoucanscheduletheimportfromActiveDirectory totakeplaceautomatically onthedateand
timeyouselect. Youcanreview theschedule, retry if animportfails, andview theimportlog of
theofficeserversinvolvedintheimport.
YoucanscheduleanimportfromActiveDirectory tothemainofficeserverbutnottoa secondary
officeserver. Thisisbecauseyoucanmodify staff propertiesonthemainofficeserveronly.
Administrator• 6