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CASEWARE®

WORKING PAPERS

SMARTSYNC USER GUIDE

SmartSync User Guide

Copyright © 2012 CaseWare International Inc. 2

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Table of Contents

1 SmartSync Overview ....................................................................................... 4 1.1 Overview ........................................................................................................................... 5

1.1.1 How are files synchronized? ................................................................................ 6 1.1.2 Conflicts during synchronization .......................................................................... 6

1.2 SmartSync Environments – Examples ............................................................................. 8 1.3 Citrix/Terminal Environment – Example ......................................................................... 10

2 Using SmartSync ........................................................................................... 11 2.1 Getting Started ................................................................................................................ 12

2.1.1 Creating a sync copy.......................................................................................... 12 2.1.2 Status of synchronized copies ........................................................................... 13 2.1.3 Synchronization Properties ................................................................................ 14 2.1.4 Viewing synchronization properties ................................................................... 14

2.2 Working with SmartSync ................................................................................................. 16 2.2.1 Working in a sync copy ...................................................................................... 16 2.2.2 Deleting a sync copy .......................................................................................... 17

2.3 Configuring your SmartSync ........................................................................................... 18 2.3.1 Setting the default SmartSync path ................................................................... 18 2.3.2 Connecting to a parent ....................................................................................... 18

2.4 Peer to Peer Synchronization ......................................................................................... 19 2.4.1 Internal peer synchronization ............................................................................. 20 2.4.2 External peer synchronization ............................................................................ 21 2.4.3 Setting up the Parent in the Field ....................................................................... 23 2.4.4 Connecting to a parent using a router or switch ................................................ 24 2.4.5 Troubleshooting Peer Synchronization .............................................................. 25

3 Managing SmartSync ..................................................................................... 26 3.1 Protection and SmartSync .............................................................................................. 27

3.1.1 Setting up protection for SmartSync .................................................................. 27 3.2 Conflict Resolution .......................................................................................................... 28

3.2.1 Confirming synchronization conflicts .................................................................. 30 3.2.2 Conflicts in external and CaseView documents ................................................. 31 3.2.3 Resolving file change conflicts ........................................................................... 33

3.3 SmartSync Maintenance ................................................................................................. 34 3.3.1 Applying changes to the Top-Level Parent file .................................................. 34 3.3.2 Clear Synchronization Information command .................................................... 34 3.3.3 SmartSync Repair .............................................................................................. 34 3.3.4 Abandon synchronized copy with Lockdown, Cleanup and Maintenance ......... 36 3.3.5 Backup in SmartSync ......................................................................................... 36

3.4 Support ........................................................................................................................... 37 3.4.1 Troubleshooting SmartSync ............................................................................... 37

4 SmartSync with Working Papers and CaseView ......................................... 42 4.1 Features .......................................................................................................................... 43

4.1.1 Features with special circumstances ................................................................. 43 4.1.2 Features currently not available ......................................................................... 44



1 SmartSync Overview This section introduces Working Papers SmartSync. A high-level overview of SmartSync is provided along with the key concepts that enable real-time collaboration among Working Papers users.

The following concepts are briefly discussed:

• What is SmartSync? • How does SmartSync work? • Where do I work? • Where do my changes in Working Papers go?

For more detailed information see the section on SmartSync Concepts in the SmartSync section of the Working Papers Help.



1.1 Overview Working on an engagement alongside several accountants can require additional planning and preparation. When preparing a trial balance or generating client reports with others, it can be essential for the group to work in unison and communicate updates to each other as they occur. This can reduce redundant work and eliminate wait times on a shared file or document. SmartSync can help facilitate collaboration, reporting updates on an engagement file to you in real-time and resolving most user conflicts automatically.

SmartSync is a file synchronization system that can support several people working on a single Working Papers client file, simultaneously. SmartSync enables a team to work independently while providing each member with instant updates on work completed by other members. Each member is a part of a tree hierarchy and connected to each other through a shared copy of the client file. From this shared copy each user can create their own copy of the client file and work independently of others. SmartSync automatically sends updates to the shared copy as you work.

A typical hierarchy of SmartSync client file copies is illustrated below:

In SmartSync, each user owns a copy of the client file known as a synchronized copy. Each synchronized copy transmits and receives changes from other synchronized copies when connected to a shared file called the Top-Level Parent. The top-level parent acts as a master copy from which synchronized copies are derived; a synchronized copy can also be called a child copy. From the diagram, you can see the tree can extend to grandchild copies; synchronized copies can be created from other synchronized copies.



The above diagram depicts a top-level parent on a server with two synchronized copies (child copies), one of which has two children of its own. This synchronization hierarchy is defined by the file structure below, that you can view from the SmartSync Properties window:

Note:

• You can access this dialog from the Sync menu located on the bottom right-hand corner of the Working Papers interface.

SmartSync facilitates communication between these files over a network. The top-level parent resides on a server that each user accesses from their local workstation. A synchronized copy resides on a user’s local workstation. Only changes made in a synchronized copy are transmitted along the network, not entire client files. Transmitting only changes enables SmartSync to track all updates made to an engagement, including potential conflicts that can occur. When conflicts do occur they are identified and then managed by the SmartSync engine.

1.1.1 How are files synchronized?

File synchronization operates in the background and requires little intervention from users. When you create a synchronized copy of the top-level parent file, the entire file is copied to your local drive. A sync folder is also created on your local drive to track SmartSync information and record the changes.

Any updates you make to your local copy are then stored in this sync folder. During synchronization, only the changes made to the file (which are stored in the sync folder) are transmitted to the top-level parent. Synchronization is a two-way exchange of changes; not only can you send your changes to the parent file; you can also receive changes the parent file has already received from other synchronized users.

When synchronized copies are working in an online state (in communication with the parent) these changes are synchronized in real time, without a need for manual intervention. Staff can also choose to work offline and store their changes locally for a time before synchronizing with the parent. For more detailed information, see the section File Synchronization in the SmartSync section of the Working Papers Help.

Synchronizing outside the office

A synchronization hierarchy can be formed outside the office. Peer-to-Peer synchronization enables staff to realize the benefits of SmartSync collaboration even while at a client site. Depending on the type of network connection available you can either synchronize with a peer using your internal network or establish an external network in the field. When you return to the office, you can once again synchronize with the top-level parent. It is important to note that in peer-to-peer synchronization the top-level parent does not leave the office.

For example scenarios see the section on Synchronizing with a peer in place of a parent. For setting up a peer-to-peer connection, see Peer-to-Peer Synchronization.

1.1.2 Conflicts during synchronization

When two or more updates are in conflict with each other, SmartSync attempts to resolve these conflicts automatically. For example, when two users transmit an adjusting journal entry with an entry number of 8, SmartSync resolves this conflict by assigning the next available entry number



for the user that transmits this update last. For more information on automatic conflict resolution, see Synchronization Conflicts.

Although the SmartSync engine can resolve most conflicts, certain types require user-intervening resolutions. Conflicts related to external documents can arise where two or more users update the same external document. SmartSync cannot track changes within an external document and so only one version of the document can be selected to resolve the conflict. For more information on these types of conflicts, see Conflicts in external and CaseView documents.



1.2 SmartSync Environments – Examples Listed below are sample configurations for SmartSync environments.

Working online with the parent file

Each user creates a local sync copy and is connected to a parent file located on a file server. Each local synchronized child copy of the file points back to the parent file located on the file server (network).



Synchronizing with a peer in place of a parent

Connection to a parent file on a network is unavailable or slow - Staff can connect to and synchronize with a peer in place of a parent. However, the network share needs to be established before the connection is made between peers. Once the network share has been established, it is recommended that all staff connect to one sync copy to ensure that all changes are transmitted and applied to one client file.

If a VPN connection is available for one of the sync copies, then it can connect to the file server and transmit the changes from all sync copies (as shown in Peer-to-Peer (b)).

It is important to note that when changes are made to a sync copy at any level in the synchronization hierarchy, it first attempts to connect to the top-level parent to transmit the changes.



1.3 Citrix/Terminal Environment – Example Using SmartSync over a Citrix/Terminal Server is beneficial for the following reasons:

Greatly reduced network bandwidth - Rather than requiring client file data to cross the network from a file server to the Citrix/Terminal Server, it is localized to the local hard disk of the Citrix/Terminal Server. Only changes to the engagement file are sent across the network.

Increased performance - Accessing the engagement file from the local hard disk is much faster than over a network. This is especially true when more than one user is in the file where network access is penalized further as Window's network caching (opportunistic locking) is not utilized.



2 Using SmartSync Using Working Papers SmartSync provides greater online collaboration between users. Working Papers provides an enhanced interface for SmartSync users to share their changes and be notified of conflicts in real-time. Most Working Papers features in SmartSync are operated in the same way as in a regular Working Papers file. There may, however, be minor differences.

This section covers the following topics:

• How do I get started? • What do the SmartSync interfaces mean? • How do I use a synchronized copy? • How do I connect outside the office?



2.1 Getting Started 2.1.1 Creating a sync copy

You can create a synchronized copy of a client file located on the network from your copy of Working Papers SmartSync. The synchronized copy is saved on your local drive and all changes made in the copy are transmitted to the top-level parent file on the network (provided you work 'Online').

A synchronized copy can be made from another synchronized copy.

Prerequisites

• When creating the first synchronized child copy of a new sync hierarchy, you must have exclusive access to the parent file. This ensures another user is not in the parent file making changes while you create a synchronized copy. This can disrupt the state of your synchronized copy.

To create a synchronized copy of a file:

1. Select File | Open. The Open Existing File dialog opens. 2. Select the Create a synchronized copy check box. 3. Locate the file you want to open as a synchronized copy. You can use a client file that resides

centrally on the network or you can select an already synchronized copy. 4. Click Open. The file is saved in the default client file path that you selected in the Options

dialog (Tools | Options). The name of the client file folder is appended with the following text: (Sync); for example, ClientFileName (Sync). If you open the file as a synchronized copy, and a synchronized copy already exists anywhere

on your local drive, a message is displayed. To open the existing copy, select Yes. To create another copy on your local drive, select No.

Alternately:

1. Select File | Open and select the parent copy of the file. 2. Click Open. 3. Select File | Work Offline. You will be prompted to create a synchronized copy of the file. 4. Click Yes.

When the file is opened as a synchronized copy, it is automatically online. If needed, you can change the status to work offline. You can check the status to see whether it is online or offline.

Warnings:

• When creating a synchronized copy of a file that is from a previous version of Working Papers than you are currently using, you will receive an error message. You should first convert the file to your current version of Working Papers prior to creating a synchronized copy.

Notes:

• You cannot open and work with synchronized copies of a file in a non-SmartSync version of Working Papers.



2.1.2 Status of synchronized copies

The status of the synchronized copy is displayed in the right portion of the Working Papers status bar. This status bar when clicked opens the Sync menu.

When working with synchronized copies, you may see any of the following:

If you are in a top-level parent file that has sync information, the status will show as "N/A".

This status indicates the synchronized copy is connected to a top-level parent file on the network and is completely up to date. All changes have been forwarded and received and any new changes are processed immediately.

If you have chosen to work offline or the top-level parent file on the network is unavailable, this status is displayed.

All changes are queued locally and are not forwarded to any other files. Changes from other files are not reflected in the current file.

This status indicates the synchronized copy is connected to the top-level parent file on the network and is currently forwarding queued changes and receiving changes from other files, or both.

This status indicates the synchronized copy is connected to a peer sync copy instead of the top-level parent file. The peer sync copy can be located in the office or in the field (see peer-to-peer synchronization).

The current sync copy is up to date; all changes between this sync copy and the peer sync copy are processed, with any new changes being processed immediately.

This status indicates the synchronized copy is connected to a peer sync copy instead of the top-level parent file, and is currently forwarding queued changes and receiving changes from other files, or both.

You can click on the sync menu to perform the following operations:

• Properties: View the synchronization properties of this file. • Show conflicts: View any conflicts occurring in this file. • Synchronize All Documents: Transmit any documents with pending changes (see the

section on Sync On Demand in the Working Papers Help) • Parent file path: Check the location and name of the network file • Peer path: Check the location and name of the peer file. • Connect to a SmartSync copy: Connect to another sync copy • Work Offline: Temporarily disconnect from the parent file.



2.1.3 Synchronization Properties

This topic outlines properties related to your synchronized copy within the sync hierarchy. You can view:

• Where files are located • Who last accessed files • When a file was last synchronized • What percentage of synchronization is completed in relation to the other files listed

When you open this Synchronization Properties dialog your synchronized copy is shown highlighted in the file structure.

2.1.4 Viewing synchronization properties

1. Click the drop-down arrow of the sync menu located at the bottom-right corner of the Working Papers interface.

2. Select Properties.

Location

The location column shows the top-level parent file and the various synchronized copies in the hierarchy. The bold entry in the hierarchy is your file. The list of files on display is limited in scope based on how frequently your synchronized copy and other synchronized copies are connected to the parent copy. For example, if a child is created and brought to the field, remaining offline, any child copies created along that branch will not show in the sync hierarchy in the office, but will show in the hierarchy in the field. If a file from the field branch syncs with a file in the office, the branch's structure then appears in the office hierarchy as well.

User and Date

The User column lists the credentials of the last person to synchronize using that child copy. The Date column displays the date and time the last synchronization took place.



Completed (percentage)

In the Completed column is a synchronization percentage for each file. This represents how up-to-date the copy is according to the active synchronized copy's log. The currently active file (in bold) should always show 100%.

• 100% indicates the copy is fully up to date as far as the file is aware; all changes have been received and applied to the file. 100% may not necessarily mean that all changes in the hierarchy have been received and applied, however, if a file is offline and in the field being changed, the parent copy, unaware changes are taking place, will still show 100%.

• If a file is offline, its percentage (to other users) drops as changes are synchronized across the hierarchy. The percentage can be an indication of how long the copy remains offline. In the example screenshot above, Mary and Jane take their copies offline. When changes are made to and received by the parent copy c:\Program Files\CaseWare\Data\File0001 (Sync)\File0001, their percentage drops to indicate they have not received all the latest changes. It can inferred that Jane Smith has been working offline longer than Mary Jones. It appears that because Mary Jones has a higher percent complete that she has synchronized with the parent file more often than Jane Smith.

• A percentage may appear blank if there is no direct relationship between that file and the file being used to check the Sync properties. Sync properties only show percentages for direct parent or children. Peer offline copies and their children are not represented.

• If a file has not been opened, but its sync log is still online and actively accepting updates, it is listed with a lower percentage in the hierarchy. When the file is opened and the changes are applied, the percentage increases.



2.2 Working with SmartSync 2.2.1 Working in a sync copy

You can create a synchronized copy of a client file located on the network. That synchronized copy is then saved on your local drive and all your changes are saved back to the master file on the network.

Opening a synchronized copy of a file

Once a child copy of a client file has been created on your local machine, you can open it as you would any other Working Papers file.

1. Select File | Open. 2. Browse to locate the synchronized copy of the file. Click OK.

When working in a SmartSync environment you have the option of working online or working offline. Working online means you are connected to and synchronizing with the Parent file, whereas working offline means you are not synchronizing your changes with the Parent file and working entirely on your location machine.

Working Online (connected to a parent)

When you are in an "Online" state, you are connected to the parent file and sending and receiving changes immediately. This state enables several staff members working on the same file to be aware of any changes and any possible conflicts that may arise as they are working on the file.

1. In the Synchronization Toolbar at the bottom-right corner of the screen, click the drop-down arrow.

2. Clear the checkmark beside Work Offline.

The connection to the parent file is tested periodically behind the scene so as not to impact performance. If the status reads ‘Online’, the parent file is in the location Working Papers expects and the connection is live. Should the parent be moved or the network resource become unavailable, the sync status will change to Offline. Any attempts to return to an online state will result in an alert:

Click on the alert bubble to manually locate the parent file if it has moved or had its folder renamed. For more information, see Connecting to a Parent.



Working Offline (not connected to a parent)

Working "Offline" means you are not connected to any parent file. In this case, you do not send or receive any changes; all your changes are saved locally until you re-connect with the parent file. When you connect back to the parent file, changes you made to the file while it was offline are copied to the parent file and changes from other staff members are then received by your synchronized copy.

By default, a synchronized copy first attempts to connect with the top-level parent to share its changes with all other synchronized copies in the hierarchy. If this connection is not possible then an attempt is made to synchronize with the next level parent in the hierarchy and so forth.

To work offline select Work Offline from the File menu. A checkmark appears beside the Work Offline menu item to indicate that you are no longer connected to the top-level parent.

Alternately:

1. From the sync menu at the bottom-right corner of the screen, click the drop-down arrow. 2. Select Work Offline

A checkmark also appears next to the sync menu Work Offline item. The sync status changes to an "offline" state.

Note:

• When you select File | Work Offline in the top-level parent, you are prompted to create a synchronized copy of the file.

2.2.2 Deleting a sync copy

After you are finished working on your synchronized copy of the client file, you can delete it. All of your changes are transferred to the top-level parent before deleting your copy. If the status of your copy is still synchronizing then wait until all your changes are transmitted before performing this action.

Deleting the synchronized copy from within Working Papers can be done by selecting, File | Delete Synchronized Copy.

Important:

The "Delete Synchronized Copy" function performs certain cleanup operations to let other files know it is being removed; removing the child copy by deleting it through My Computer or Windows Explorer leaves erroneous entries in the hierarchy. It is strongly recommended that child copies be deleted from within Working Papers.



2.3 Configuring your SmartSync 2.3.1 Setting the default SmartSync path

When you create a synchronized child copy of a client file, it is automatically saved to a default location specified under Working Papers options. You can customize this path.

To set the default path for SmartSync copies:

1. Click Tools | Options | Default Paths. 2. Under SmartSync Path, enter the location where you want to create your synchronized copies

or click Browse and navigate to that location. It is recommended a local folder be used as the default path. Setting a network folder nullifies

the benefit of lower bandwidth usage realized when using SmartSync. 3. Click OK.

The name of the client file folder is appended with the following text: (Sync); for example, ClientFileName (Sync). By default this folder is created in your local CaseWare directory under the Data folder.

Note:

For SmartSync Server users “(Sync)” is not appended to the client file name.

2.3.2 Connecting to a parent

To synchronize with other users and ensure your copy of the client file is up-to-date, you must be connected to a parent file. In the event the parent file is moved to a different location, you may have to re-enter the parent file path.

The sync menu displays the Parent file connections for your synchronized copy. If there are multiple parent files visible from this menu a checkmark indicates which parent file you are currently connected to.

Locating or changing the Parent file

Click the sync menu. If you are connected to a parent file, a checkmark appears next to the path of the parent file.

If you are not connected to a parent file or want to connect to a different parent, you can change the path from the synchronization properties dialog:

1. Click the sync menu drop-down list. 2. Click Properties to access the synchronization properties dialog. 3. Select the parent file you wish to connect with. 4. Click Change Location. From the browse window search for the network location of the parent

file. 5. Click Connect. SmartSync attempts to establish a connection to the specified parent file.



2.4 Peer to Peer Synchronization You can synchronize directly with your peers in the office or at a client site. When synchronizing with a peer you are connecting to another synchronized copy and not to the top-level parent. In this configuration, one synchronized copy acts as a parent file and other synchronized copies connect to this parent file. This configuration preserves a hierarchical structure to ensure all peers receive all synchronized changes.

There are two main ways of establishing a connection to a peer. You require either:

• Access to your internal network at your firm, or • A router or switch to establish an external network.

In each case the synchronized copy acting as the parent must grant all other peers full access to their sync folder. This includes both Read and Write permissions. A peer can then locate the parent’s synchronized copy. Once the sync copy is located, the current file begins synchronizing. The synchronization state indicator is colored yellow instead of green, to indicate that the connection is to another sync copy rather than an immediate parent.

After a connection is established, the location of the sync copy is displayed in the sync menu below the default parent file location. The path of the sync copy is now checked instead of the default parent file. This alternate path is retained for the lifetime of the local copy, and it can be selected in lieu of a parent file at any time (as long as the connection path does not change).

Note:

If you are connected to a peer and the parent file becomes available, your connection is not automatically switched to the parent file unless you attempt to perform an operation that requires this connection (for example, lock down or clean-up). In all other cases, you must explicitly switch to the parent file using the sync menu.

Ending a peer connection

After all changes have been synchronized to the peer acting as the parent file you can connect back to the top-level parent or discard your sync copy. If you are acting as the peer parent then ensure you have resolved all conflicts between your peers before re-connecting with the top-level parent. This act ensures all other sync copies connected to the top-level parent do not receive sync conflict notifications incurred during your peer session.



2.4.1 Internal peer synchronization

If you are connected to your internal network you can connect to peers directly from Working Papers. This means you are on your workstation or logging in remotely through VPN and can be granted access to the local directory of your peer. To establish a connection to another synchronized copy you must be granted read and write access to their sync folder.

Granting internal users full access to your sync folder

1. Open Windows Explorer and navigate to the local folder where you created your sync copy. 2. Right-click on the folder or inside the folder and select Properties 3. From the Properties dialog, click the Sharing tab. 4. Click the Share button to access the File Sharing dialog. 5. Enter the User or Group that you want to share your folder with.

a. If you are entering users individually, repeat step 5 for all relevant users. 6. Grant all relevant user accounts or groups Read/Write permissions and click Share. 7. Click Done and close the Properties dialog.

Connecting to a peer

1. Open your copy of Working Papers SmartSync. When you open a sync copy, it automatically connects to the parent file; it does not connect to a peer.

2. Access the sync menu and select “Connect to SmartSync Copy”. This launches a standard file browse.

3. Navigate to the shared folder of your peer. If you cannot locate this folder ensure your peer

has shared their sync folder with you. 4. Select the SmartSync file of your peer and click Connect. The state indicator appears yellow

and attempts to synchronize with your peer. When the status displays as ‘Online’ you are fully connected to your peer.



2.4.2 External peer synchronization

Working Papers can support SmartSync collaboration between engagement teams in the field. Outside the firm, where connection to the top-level parent is unavailable, you can connect to and synchronize with a common SmartSync peer instead. Working in the engagement file remains the exact same process. However, connecting to a peer requires additional steps.

When multiple staff members share a client file offsite, one laptop acts as a “parent in the field”. The person acting as this parent shares their synchronized copy with other staff in the field. All changes made in the field are synchronized to the parent’s SmartSync copy; the top-level parent never leaves the office. This way, each person in the field can work from their existing synchronized copies and transmit changes to each other through the parent in the field.

Setting up a parent in the field

To prepare for engagements at a client site, the person acting as the parent in the field needs to set up their laptop to enable peer-to-peer synchronization through an external network. This parent needs to make their SmartSync copy available to all other staff members working in the field. This entails that each staff member can:

• Connect to the peer parent laptop through a router or hub, and • Access the shared folder where the peer parent's SmartSync copy is located.

To do this, the parent in the field needs to:

1. Create local logins on their laptop for each person connecting to it in the field 2. Share a folder on their laptop that contains the SmartSync copy of the client file and give the

local logins permission to read and write to the shared folder 3. Ensure that a hub, router, or wireless access point and adequate cables are available at the

client site

For instructions on completing these steps see the topic Setting up a Parent in the Field.



Domain login

This is the login that you normally use for the network at your office. When you work remotely you should be able to use this same login for your laptop. This will display your normal desktop and obtain an IP address for your computer to use with the hub or router that your team is connecting to in the field.

Local login

The laptop where the peer parent file is stored will require a different login than the one you normally use to login to your laptop. When you connect to the shared folder that contains the peer parent file you will be asked to provide a user name and password. These are the local logins that are set up on the peer parent laptop for other staff to use when they are accessing the shared folder.

Note:

• Windows XP has a limit of up to 10 concurrent inbound connections. Windows 7’s limit is 20. If you have more peers than the maximum number of connections allowed then:

o Use Windows Server to increase the number of connections. • Avoid connecting to the peer parent laptop with any application except Working Papers



2.4.3 Setting up the Parent in the Field

Follow this procedure to set up the parent in the field prior to leaving the office.

Prerequisite:

Ensure your synchronized copy is saved to a folder that is local to your laptop.

Set up local user accounts on the parent laptop

1. Open Control Panel from the Start Menu. 2. Access the User Accounts dialog:

a. Windows XP: Click User Accounts b. Windows 7: Click User Accounts, and then click Manage User Accounts

3. Click the Advanced tab and under Advanced user management click the Advanced button. 4. In the Local Users and Groups window, right-click the Users folder and select the option New

User… 5. In the New User dialog enter, at minimum, the User name and password and click Create. 6. Check the Users folder to ensure the new local user account exists. 7. Repeat steps 4-6 to create another local account. 8. Close the dialog and the Local Users and Groups window.

Grant the local user accounts full access to the sync folder

1. Open Windows Explorer and navigate to the local folder where you created your sync copy. 2. Right-click on the folder or inside the folder and select Properties 3. From the Properties dialog, click the Sharing tab. 4. Click the Share button to access the File Sharing dialog. 5. Enter the User name of the local user account you created and click Add

a. Repeat step 5 for all required local user accounts. 6. Grant all local user accounts Read/Write permissions and click Share. 7. Click Done and close the Properties dialog.

Ensuring that the Required Networking Equipment is available

Prior to going out in the field, ensure you have the necessary network equipment to enable peer-to-peer networking.

Network equipment

One of the following:

• Router + network cables (minimum 2) • Switch/hub + network cables (minimum 2) • Wireless router • Wireless Access Point

Network configuration

There is no network configuration required. Because Internet access is not required for the team to work in the field, the switch or router is not necessarily plugged into local network infrastructure available at the field. When using hub, or wireless access point without plugging into local network infrastructure, each laptop will automatically get an IP address in APIPA range which is 169.254.0.0/16. When using a router, the DHCP server inside router will assign IP address automatically in the Class C range configured on the router.



2.4.4 Connecting to a parent using a router or switch

Once in the field each peer needs to synchronize with the parent in the field:

1. Connect all laptops to the router or switch. If there are not enough cables then alternate connections between peers. Ensure the parent is always connected for steps 2-4.

2. For each connected peer, launch Working Papers and navigate to the shared folder where the parent file is located:

a. From the Sync Menu, select 'Connect to SmartSync Copy'. b. Browse to shared folder; the network location is the computer name of the peer parent

and the path to the shared folder:

Parent_ComputerName\Path_to_shared_folder

3. After you locate the shared folder, select the engagement file and click Connect. a. When prompted enter the local account login information provided by your parent.

Enter the username as follows:

User name: Parent_ComputerName\LocalAccount_UserName

Tip: You may want to select the “Remember my password” checkbox to avoid having to repeatedly enter login information on subsequent connections to the parent.

4. After a peer connection is established you can use Working Papers SmartSync regularly. Choose to work offline if there are not enough cables to connect all users to the router or switch; you can re-connect at a later time to synchronize your copy. Note: For a peer to work “Online” they must be connected to the router or switch while the parent is connected.

As a best practice, before returning to the office, ensure each peer synchronizes their changes with the parent and resolves any conflicts. This ensures the top-level parent in the office does not synchronize across the hierarchy any conflicts incurred in the field.



2.4.5 Troubleshooting Peer Synchronization

The following topic discusses potential issues with locked user accounts for an external peer synchronization.

Unlocking local user accounts

Repeatedly failed login attempts using a local user account will lock the account on the laptop of the parent in the field. This can happen if the password for the local user account has been changed. To unlock an account in this state on both Windows XP and Windows 7:

1. Right-click My Computer and select Manage 2. In the Computer Management interface, select Local Users and Groups on the left navigation

pane 3. Double-click the Users folder in the right pane 4. Right-click the locked user and select Properties 5. On the General tab, uncheck Account is disabled

Deleting or editing cached remote user accounts

When accessing a remote file share using local accounts setup on remote computer, the system will prompt for a user name and password during the initial connection. A “Remember my password” check box will enable the system to store these credentials for automatic authentication in future. If the password has changed, the remembered password will cause the account to be locked out on remote computer. To remove or edit the cached password:

Windows XP

1. Open Control Panel; click User Accounts under Pick a category to open and the User Accounts dialog box appears.

2. On the Users tab, click the user that you want, and then click the Advanced tab. 3. Click the Manage Passwords button to open the Stored User Names and Passwords dialog

box. 4. In the Stored User Names and Passwords dialog box, click the credential that you want, and

then click Properties. The Logon Information Properties dialog box is displayed. 5. Change the items that you want, and then click OK. 6. In the Stored User Names and Passwords dialog box, click Close.

Windows 7

1. Open Control Panel – User Accounts – Credential Manager 2. In the left pane, click Manage your credentials. 3. Click the vault that contains the credential that you want to manage. 4. Select the credential you want to manage. 5. Click Edit, make the change you want, and then click Save.



3 Managing SmartSync The SmartSync engine actively works in the background to manage a number of concerns when synchronizing files. In Working Papers, there are several user operations that complement the SmartSync engine to help facilitate file synchronization.

The following lists operations in Working Papers performed on the part of the user:

• Protecting client files across your sync hierarchy. • Resolving synchronization conflicts. • Maintaining sync files in a sync hierarachy.



3.1 Protection and SmartSync Enabling and disabling protection does not take immediate effect in synchronized copies. If the file is open, the change to protection is held in the SmartSync log until the file is closed and reopened.

Users in the Users and Groups dialog and Global Users and Groups dialog can extract a list of groups and their associated users by right-clicking on the group or user name in the Available Groups section and selecting Save As . The list gets saved as a .txt file by default, but you can save it in a different format.

Client files that use Global Groups may have invalid group information synchronized from sync peers that last connected to a Data Store that was subsequently updated. A client file that exhibits this behavior will have to be closed and re-opened to refresh Global Group information from the Data Store.

Deleting a group

Users from deleted groups may still appear in the Users and Groups dialog when working in a synchronized copy of a client file.

Removing a user from the current client file

When using SmartSync, deleted users may still appear in issues they have been assigned to or history events they are associated with.

Permissions

The new option to "Open client file directly" permits members of this group to open a client file directly, without having to sign out the file or create a synchronized copy.

3.1.1 Setting up protection for SmartSync

Assigning users to client files and documents

Just as in any Working Papers file, you can determine who will have permission to work on a client file.

Note:

• If you do not have permission to assign client files and documents, you will not be able to perform the following procedures.

• If protection is not set up in the client file, these steps are unnecessary.

To assign a user to a client file:

1. Click Tools | Protection | Protection Setup. 2. In the Users and Groups dialog, add users and or groups to the current client file. 3. Click OK.

To assign a user and groups to a document:

1. Click Document | Assign Users. 2. With a document selected, assign users and/or groups from the drop-down list. 3. Click OK.

Tip:

In Working Papers, ensure the cursor is in the Document Manager, open the View menu and select Filter By. You can filter the Document Manager to show only those documents that are assigned to you.



3.2 Conflict Resolution Conflicts are common in a collaborative environment. Resolving conflicts in a timely manner ensures that the accuracy and integrity of your client files across your sync hierarchy is maintained.

Conflicts can be of two types:

• conflicts that the SmartSync engine can resolve automatically • conflicts that require manual intervention

When conflicts require user resolution, you are notified through the Working Papers interface. An alert bubble appears over the status bar and the sync status indicates the number of conflicts that require resolution. To access the conflict resolution dialogs either click the alert bubble or from the sync menu select the option "Show Conflicts".



Conflicts can occur when: Resolution:

Several users create duplicates of the following in their synchronized copies:

• Adjusting Journal Entries • Account Numbers • Mapping Numbers • Group Numbers • Document Numbers

For example, User A in the field using a synchronized copy offline creates an account number 100, and User B of the engagement team also creates an account number 100 in his or her synchronized copy, can lead to a conflict.

These conflicts are automatically resolved by Working Papers.

For example, where two people create account number 100 in their respective copies, Working Papers checks both the items. One was created at 9:10 and one at 9:11, the account created at 9:11 is renumbered to 101. You can review a list of the conflicts if you need to confirm they are resolved as you want them to be.

See Confirming synchronization conflicts.

When several people make changes to external documents in the synchronized Working Papers client file such as the following:

• CaseView documents • Word documents • Excel documents • PDF documents

For example, if a Word document is modified at 10:20 am by User A and then again at 10:30 am by User B, it leads to a file change conflict.

These conflicts cannot be resolved automatically by Working Papers. They are brought to your attention for you to resolve manually.

See Resolving file change conflicts.



3.2.1 Confirming synchronization conflicts

Conflicts can occur for a variety of reasons. Although SmartSync can resolve most conflicts there are certain conflicts you must resolve explicitly. To ensure conflicts are resolved in the manner you desire, confirm conflicts from the conflicts dialog. Anyone can confirm the conflict in either the synchronized copy or the master file on the network.

Note that conflicts that arise from changes to external documents must be resolved; they are not resolved automatically.

To confirm synchronization conflicts:

1. In either the synchronized copy or the master file on the network, do one of the following to open the Synchronization Conflicts dialog:

a. Click the pop up message that informs you that conflicts exist. Whenever there is a conflict between the synchronized copies, a message pops up informing you that a synchronization conflict occurred.

b. Click the status drop-down and select Show Conflicts. 2. In the Synchronization Conflicts dialog that opens, a list of the conflicts are displayed: the

description of the resolution, by whom the action was made and on what date and time. 3. Review the list. 4. If the resolution is not acceptable, click Close. Make your changes in the master file on the

network and open the Synchronization Conflicts dialog again. 5. If the resolution is acceptable or you have made the adjustments in the file already, click

Confirm. Clicking Confirm removes the conflict from the list so you can keep track of which conflicts have been reviewed.



3.2.2 Conflicts in external and CaseView documents

When staff are working on the same document (such as Word, Excel, or CaseView documents) from their own synchronized copies, a conflict may occur. Changes made by different users to the same document cannot be automatically resolved and a second copy of the document is created in the sync log.

When there are multiple copies of a document in the sync log, you are notified if a conflict occurs. By default, the copy of the document with the latest modifications is set as the Current Version if no other copy has been confirmed. All other copies of a document are then labeled as a version that is Pending, Conflicting or Other. Versions of the document that are not Current can be viewed and promoted to the Current Version as necessary.

Note:

• If conflicting versions of a document exist, a warning flag appears over the document icon on the Document Manager. Opening this document presents you with the Synchronization Conflicts dialog.

• You cannot open the document from the Document Manager until the conflict is resolved.

File Versions

The File Change Conflicts dialog displays copies of a document in a synchronized client file. Each copy of the document is categorized into one of several versions.

Pending Version

Shows the pending document version, as well as information explaining why that version is pending (e.g. the file was busy or the cache file was missing). If a version is "Set as Current" while there is still a pending version, the new version will also be show as pending.

This dialog may also list a Pending Version of the document which is currently synchronizing, or for which the synchronization has been temporarily disrupted.

Current Versions

Shows the currently confirmed version of the document. This version appears in the Document Manager as the most recent copy.

Conflicting Versions

Shows file versions that have not yet been resolved.

Conflicting Versions appear when changes are made to two or more Offline synchronized child copies and Working Papers is unable to integrate the changes into a single Current Version. External documents such as Word, Excel, and CaseView documents often generate Conflicting Versions as the changes are internal to the document and Working Papers is unable to extract and combine the changes from the various versions. Changes to the Working Papers databases are typically able to be isolated and combined by Working Papers into a Current Version and rarely cause a conflict.

Documents which currently have Conflicting Versions are indicated on the Document Manager with a caution icon.

Conflicting Versions can be seen as two or more equally valid Current Versions competing for the title.



Other Versions

Shows the last version of a document before it was deleted. The previous version can be "Set as Current" to restore the file. The deleted version can also be set to clear the file again. Either version can appear as pending if the file is busy.

Other Versions lists versions of the document which are outdated, but are not considered to be potential Current Versions. For example, if only one user at a time makes changes to a document, those changes are synchronized across the hierarchy and outdated versions of the document are listed under Other Versions.

Show Versions Command

This command shows all existing versions of a document in the All File Versions dialog. You can access this dialog from:

• The Document Manager by right-clicking on a document and selecting Show Versions. • The File Change Conflicts dialog by clicking Show All Versions.

Note that this dialog displays all other copies of a document (that is not the Current Version) as an Other Version.

To view all versions of a document:

1. In the Document Manager, right-click on the document. 2. Select Show Versions. The versions dialog for the selected document appears, listing all

available versions of the document, the users who last modified them, and the date they were modified. The various versions of the document are broken down by category.

3. The View button can be used to view the contents of the different versions to ensure the correct file is being selected as the Current Version. As well, a Save As option is available under the View button menu that allows an alternate version of the document to be saved to the Document Manager under a new name and identifier.

4. Select the version that you would like to set as the current and click Confirm. Other versions remain in the sync history.

5. Click OK.



3.2.3 Resolving file change conflicts

Conflicts can arise because multiple people make changes to the same external document. External document conflicts are not automatically resolved by Working Papers.

When resolving file change conflicts only one version of the document can be promoted as the Current Version. By default, the Current Version is determined by the document with the latest modifications (that is, the latest timestamp).

For more information on types of file versions see Conflicts in external and CaseView documents.

Working Papers provides two ways to resolve file change conflicts:

• Confirming the Current Version of the document, or • Promoting a different version (Conflicting or Other Version) of the document as the Current

Version and then confirming this new current version.

You can also save a Conflicting or Other Version of the document under a new name using Save As.

Prerequisites:

• Ensure the conflicting document is closed prior to resolving conflicts. This ensures you have no Pending Versions of the document.

• For Sync On Demand ensure no other sync copy transmits their changes while you are resolving the conflict.

Resolving file change conflicts:

1. In either the synchronized copy or the top-level parent file on the network, do one of the following to open the Synchronization Conflicts dialog:

a. Click the pop up message that informs you that conflicts exist. Whenever there is a conflict between the synchronized copies, a message pops up informing you that a synchronization conflict occurred.

2. Click the status drop-down and select Show Conflicts. In the Synchronization Conflicts dialog that opens, a list of the conflicts are displayed: the description of the resolution, by whom the action was made and on what date and time. Double-click the external document or select the document and click Confirm. The File Change Conflicts dialog opens displaying different copies of the external document with information on who modified the document on what date and time.

3. To view a copy of a document, select the document and click View. The document opens in Read-Only mode. You can open more than one copy at a time. The user name, time and date of changes are displayed in the title bar.

4. Once you have reviewed the documents, select the document to be retained and click Set as Current if it is not already showing under the Current Version heading. Note: You can also use the Save As command from the drop-down menu on the View button to save a copy of the document under a different name.

5. Click Confirm to move the conflict off the list. 6. Click Close. The File Change Conflicts dialog closes.

If you need to see the documents again and make additional changes, you can view the conflicts that have been confirmed and follow the preceding steps to make the changes.

mk:@MSITStore:D:\Flare\WP2011_Flare\Output\daniel_han\WP2011_Sync\cwin32.chm::/SmartSync/Procedure/Viewing_the_status_of_the_synchronized_files.htm



3.3 SmartSync Maintenance 3.3.1 Applying changes to the Top-Level Parent file

Every file (parent file or synchronized copy) in a synchronization hierarchy has its own _Sync folder where all changes are temporarily stored before being applied to the client file. The changes are applied to the file when it is opened, making it up-to-date.

The top-level parent file does not need to be up-to-date all the time; however, it must be opened on occasion to apply the changes from the _Sync folder to the shared engagement file. Doing so reduces the size of the _Sync folder, which can be beneficial in these situations:

• When creating a synchronized copy, the top-level parent file (including its _Sync folder) is copied in its entirety to a local user directory. If there are a large number of pending changes, then the size of _Sync folder can be large and unnecessarily increase use of network bandwidth when creating synchronized copies.

• When a top-level parent file is opened any outstanding conflicts can be resolved. This action can reduce the size of the _Sync folder because pending conflicts are also stored in this folder until resolved.

Ensuring a well-maintained _Sync folder in the top-level parent file can significantly improve network performance and reduce conflict concerns for synchronized copies.

Opening the top-level parent file

You can open a Parent file as you would any other Working Papers file. If your firm has set up protection, ensure you have the appropriate access rights to open the top-level parent file.

1. Select File | Open. Ensure the "Create a Synchronized Copy" check box is not checked, otherwise you will create

a sync copy rather than accessing the Parent file. 2. Browse to locate the Parent file. Click OK. 3. To ensure you have the top-level parent file open, view the sync status bar. Your status reads

'N/A' if you are in the top-level parent.

Note:

• When working in the Parent file, if you select File | Work Offline, you are prompted to create a sync copy.

3.3.2 Clear Synchronization Information command

Once all synchronized copies have been removed, the option to Clear Synchronization Information under the File menu becomes available in the top level parent file. Select this command to delete the _Sync folder and all of its contents from the client directory.

Note

• This step should be performed only after all synchronized changes have been applied to the file, as the synchronization history will be removed.

3.3.3 SmartSync Repair

Use this command to repair any synchronization errors that may have occurred. All synchronization changes that were made will be reapplied to the file.

Note

• If the changes from this file have not been sent to the other synchronized copies, making a back-up copy of this file is recommended prior to performing the repair.

• If you are performing a SmartSync repair, ensure that anyone working in a synchronized copy using Working Papers 2006.50.540r4 and earlier does not have the file open.



Important: If two option buttons appear, please select accordingly based on the descriptions below.

Transmit Document Manager Layout

There have been instances of items on the Document Manager moving to different locations, typically items in subfolders moving to the top level. When initializing the SmartSync repair process, a check for a potential document scrambling issue is performed and a prompt will be displayed if this has been detected. Select Transmit Document Manager Layout to send the corrected Document Manager from this file to all other synchronization copies.

Standard SmartSync Repair

Select this option to run a standard SmartSync repair, which involves reapplying all synchronization changes to your file.



3.3.4 Abandon synchronized copy with Lockdown, Cleanup and Maintenance

A number of Working Papers features have special considerations in a SmartSync environment. When performing these operations in Working Papers all synchronized copies must be online and transmit any pending changes to the top-level parent. Prior to performing these operations an additional wizard screen provides you with the ability to abandon outstanding synchronized copies or abandon synchronized copies altogether.

The following operations are affected:

• Engagement Lockdown wizard • Engagement Cleanup wizard • Maintenance wizard

Engagement Lockdown and Engagement Cleanup

Prior to performing an engagement lockdown or engagement cleanup, ensure there are no outstanding synchronized copies in the synchronization hierarchy. An outstanding synchronized copy refers to a copy that is not connected to the parent file (offline) with potential outstanding changes that have not transmitted to the parent.

In the Engagement Lockdown wizard and the Engagement Cleanup wizard select the 'Abandon Outstanding Synchronized Copies' checkbox to abandon any outstanding changes from a copy that is offline.

Note:

Any abandoned changes in a copy cannot be retrieved after lockdown or cleanup completes; it is permanently lost.

For more information on Lockdown procedure, see the section on Lockdown in the SmartSync section of the Working Papers Help.

Maintenance wizard

During Maintenance operations ensure all synchronized copies are online and have synchronized their changes to the parent file. If there are any lost or unused synchronized copies then select the option 'Abandon Synchronized Copies' to remove these copies.

Note:

An abandoned synchronized copy cannot connect back to the parent file after maintenance completes; it is permanently removed from the synchronization hierarchy.

3.3.5 Backup in SmartSync

Client file backups are an essential form of data safety. Even under the best circumstances, things like network crashes, damaged sections of a hard drive, and errors when sending or receiving a copy of a file, can undo a significant amount of work. When configuring the backup for SmartSync-enabled client files, it is extremely important to include the hidden _Sync subfolder. This folder contains all changes made to the client file since its creation and serves as an additional form of a backup (changes can be reapplied to the file if needed). Staff who wish to use the File | Back Up function within Working Papers to manually back up data to an external source, have the option to include this information with the file as well.

Additionally, the synchronized files themselves act as backup copies, though the frequency of synchronization determines how current each copy is. Files which are online with a parent get updated in real time as changes are made. Staff working off-site, however, need to decide how often they wish to synchronize with the parent file stored on the internal network (using VPN or similar software).



It is advised that you establish a sync schedule for off-site employees to ensure the field copy is up-to-date and has transmitted its changes to the top-level parent file.

Backing up Client Files

Working Papers offers a backup function to create compressed copies of client files. With a SmartSync enabled version of Working Papers, an additional option to “Include Sync Folder” appears on the backup dialog (accessed through File | Backup).

With this option enabled, the hidden _Sync folder, which includes synchronization hierarchy information, change logs, and compressed copies of external documents, are included with the backup. The backup copy is not included in the sync hierarchy.

When this option is deselected the resulting backup file does not retain any SmartSync information included in the _Sync folder; this option is deselected by default.. The backup copy contains only the Working Papers client file data.

Note:

• For SmartSync file submissions to CaseWare Support, ensure the ‘Include Sync Folder’ option is selected during backup.

3.4 Support 3.4.1 Troubleshooting SmartSync

If you are having troubles with your synchronized copies, please refer to the headings below to see if any resolutions are applicable to you.

Changes synchronized but are not applied to the file

It is important to remember that changes are transferred between sync logs and not through the client files themselves. If a client file is not opened, the changes will not be applied. This should not present a problem as opening the file to see if it is up to date will also apply any pending changes. However, if the _Sync subfolder is lost or damaged, the client file will only be as up to date as the last time it was accessed.

Connection settings

Should a loss of synchronization occur (changes are not transferring out or in), the first step to troubleshoot is to confirm the connection between the parent file and the child is available and somewhat stable. SmartSync is intelligent enough to work over slow or dropping connections; it will simply wait for a connection to be re-established and continue syncing where it left off. However, a connection must exist long enough to initiate the sync process, which begins with a connectivity test.

If the child file refuses go online due to a connection problem, confirm access to the parent file is available. Click on the SmartSync status to bring up the menu and select Properties. If the location of the parent file has changed, the new location can be specified in this screen.



SmartSync Repair

The SmartSync Repair’s primary focus to is return to the beginning of the Sync log and reapply all changes that have been logged to the child file. Most often, when an inconsistency appears between two versions of the same client file, a SmartSync Repair will correct it.

Additionally, as unique problems are identified and corrected, the SmartSync Repair is updated to look for symptoms and take steps to accordingly.

To run a SmartSync Repair, it is recommended that the file be backed up (File | Back Up) and ensure the option to Include Sync Folder is selected. When complete, click Tools | SmartSync Repair. A warning dialog will appear; click OK to begin the repair process.

When the process is complete, confirm that all changes are now present in the file.

Scrambling of the Document Manager

There have been instances of items on the Document Manager moving to different locations, typically items in subfolders moving to the top level. While in a synchronized copy, run a SmartSync Repair by selecting Tools | SmartSync Repair. When initializing the repair process, a check for the document scrambling issue is performed and a prompt will be displayed:

Select Transmit Document Manager Layout to send the corrected Document Manager from this file to all other synchronization copies.

Slow Performance

Several factors must be considered when synchronizations are running slowly. Most sync information being transferred between files consists of relatively small pieces of information, a database location with a new value, a new adjustment with a balance, etc. However, Working Papers is sometimes not able to gather information that specific. If a typo is corrected in a 1.5 MB .PDF document, for example, Working Papers must sync the entire document as it cannot determine exactly what has changed, only that something has. This is true for all external documents (Word, Excel, scanned images, etc) and CaseView documents. If several documents have been added to the file while offline, the initial synchronization can run very slowly. Because of this it is best, if possible, to let a synchronization that is still showing progress reach completion. If



subsequent synchronizations between the same two files are also slow, that is an indication of a larger problem.

If slow performance persists beyond the transfer of a large amount of sync information, Working Papers may be reading and writing a significant amount of information to the data store. On slow connections, particularly, it is suggested that clients disable file tracking under Tools | Options | Data Store.

Note:

• Administrator rights to the data store are required to make this change.

It may also be necessary to force Working Papers to use the personal data store (option located on the same page). Working Papers does this automatically when the data store is unavailable, but a connection from the field to the main office will reestablish the link to the data store and potentially slow down the synchronization process.

Unacceptable File Types

Some files types must not be added to the document manager in a synchronized file. These include: *.DBF, *. FPT, *.CDX, *.AC, *.AC_, *.BDF, *. STY, *.CGF, *.CV$, and *.TMP.

It is not recommended that these file types be brought into the Document Manager of a standard Working Papers Client File, but in a SmartSync file they pose a particular threat.

Unable to sync to the parent

Often clients create a child file by using File | Open and checking the option to Open as a Synchronized Copy. The file is created, but cannot communicate with the parent and shows a warning that the parent is offline or unavailable.

This is a permissions based issue. The staff creating the child copy has Read access to the parent file which is all that is necessary to traverse the parent folder and pull the contents of the parent to their local drive. However, without write access as well, no communication between the two log files can occur and as a result the parent appears unavailable. Confirm permissions for both the share leading to the parent and the parent folder itself have been set correctly.

Please refer to the "SmartSync User Guide.pdf" for more information.

Unknown object in Synchronization Conflicts dialog

In the Synchronization Conflicts dialog, an entry may appear similar to:

This conflict is caused by an invalid entry in the Adjusting Journal Entries database which may also appear in the Adjusting Entries browse.



At this time it is necessary to contact CaseWare Support for assistance in removing these invalid entries.

Synchronized child copy looks like a parent

If a connection failure or similar disruption occurs during the initial creation process for the synchronized child, the child file may be created without the hierarchial information necessary to establish itself as a child. Instead, it behaves as a parent file, showing nothing in the sync status dropdown and listing only itself in the sync hierarchy.

In this case the faulty child copy will need to be deleted. A new synchronized copy should be created after it has been confirmed that the connection to the machine hosting the parent file is stable.

External Document Links

Broken Document Links may appear in the Working Papers Document Manager if the staff member viewing the document does not have sufficient permission or if the location of the file not a network share. For example, if a staff member preparing the file creates a Document Link pointing to the C drive of their local workstation and then synchronized, a staff member reviewing the file would need to have the same document in the same location on their C drive for the Link to work. In this scenario, the reviewer would only see a broken link.

Document Management Systems (DMS)

A Working Papers client file that uses the new SmartSync functionality is fundamentally different from an ordinary client file. DMS systems may not be compatible with the new format.

Microsoft Windows Synchronization System

SmartSync is not compatible with the Microsoft Windows Synchronization System.

Windows Synchronization must be disabled before using a SmartSync enabled version of Working Papers.

When a synchronized copy of a file needs to replace the parent

There may be circumstances when a parent file is damaged or is no longer capable of fulfilling its function. Follow these steps to promote a synchronized child to become the new parent.

1. Select the file you want to become the new parent copy of the file. 2. Review all documents in the file to ensure they are the latest copy and include all changes

from all other sync copies. 3. Once you are sure that all external documents, which include Word, Excel, CaseView

documents, PDF, and etc. are the latest version you can delete the _Sync folder. a. In My Computer or Windows Explorer, and with Working Papers closed, browse to the

location in which the sync copy of the file is stored. b. Locate the _Sync subfolder within the client file folder (Note: this folder may be hidden

from view and it may be necessary to show hidden files and folders). c. Delete the _Sync subfolder.

Note: Once the _Sync subfolder has been deleted we can no longer help retrieve versions of old documents, so please ensure someone familiar with the content of the file performs the review before the folder is removed.

4. Move the client file to a new location on your server. We do not recommend placing the file in the same location if previously existed.

5. Delete all outstanding sync copies of the engagement file from other users (including the _Sync folder).



Reporting Problems to CaseWare Support

When reporting synchronization issues to CaseWare, be sure to sent a .zip file including the parent .ac file and sync logs. Please also send a .zip file containing all sync copies and indicate the user name/ID for each file.

To assist CaseWare's support team in diagnosing possible synchronization issues, you can enable an option that records when certain actions are performed in the file. To access this option, select Tools | Options | General. Select the check box "Enable event logging".

Selecting this option records the actions in a log file called "SmartSyncEventLog". The log file can be found in "C:\Documents and Settings\user.name\Local Settings\Application Data\CaseWare". This log file should be included in the .zip file that you send to CaseWare.



4 SmartSync with Working Papers and CaseView

This section outlines Working Paper features that have additional considerations when used with SmartSync. Note that some features are not available in SmartSync.



4.1 Features 4.1.1 Features with special circumstances

Creating a new folder in the Document Manager

If you are working in an offline copy of a synchronized file and you first create a new folder in the Document Manager and then move existing documents into that folder, those documents will not move in other synchronized copies after the file is brought online. A SmartSync Repair will detect and correct this scenario.

Copy Component

"All Components" are disabled if the destination file is a sync file.

To perform a Copy Component using these restricted functions, all synchronized child copies must first be properly removed from the hierarchy by synchronizing any outstanding changes and then selecting File | Delete Synchronized Copy. Once all synchronized child copies have been removed, select File in the master copy and choose Clear Synchronization Information. With all sync-related information removed, the file may receive any components through Copy Component.

Adjusting Journal Entries

Tax Codes

If a tax export code is deleted in one synchronized copy, and in another sync copy, an adjustment line item is created that is tied to that tax code, when the two copies synchronize, the adjustment line will not be automatically deleted. All adjustment line items assigned to that tax code will have to be manually deleted.

Consolidation

Consolidation requires an online connection the Parent file in SmartSync. See the section on Consolidation in the SmartSync section of the Working Papers Help.

File Versions

See Conflicts in external and CaseView documents for information on how document file versions are shown.

Lock Down

The Lock Down option is not enabled until all child copies synchronize their changes and are either Online or are removed from the sync hierarchy. See the section on Lockdown in the SmartSync section of the Working Papers Help.

Clean Up/Year End Close

The Clean Up option will not be enabled until all child copies have been brought online or abandoned, similar to Lock Down.

Attempting to run a Clean Up while offline will automatically bring the file online to communicate with the parent file. If the parent file cannot be found, an error will be displayed and cleanup will not continue.

The option to "Abandon Outstanding Child Files" has been added to the Engagement Cleanup wizard with the same conditions as those listed in the Lock Down notes.

Mapping/Grouping

When using SmartSync, if a mapping/grouping mask is modified in one synchronized copy and a map/group number is added to another synchronized copy, the mask will not be applied to the map/group number when the two files synchronize.

Protection

See Protection and SmartSync for information on Protection within a SmartSync environment.



Imports

When importing from another accounting software package or ASCII file, the file will automatically attempt to be brought online prior to proceeding with the import. If the file cannot be brought online, the user will be prompted as to whether or not to proceed.

Maintenance

The Maintenance option will not be enabled until all child copies have been brought online or abandoned, similar to Lock Down and Cleanup.

The option to "Abandon Outstanding Child Files" has been added to the Maintenance wizard with the same conditions as those listed in the Lock Down and Cleanup notes.

IDs and Settings

There is a limitation in specific SmartSync functionality when more than one child file is created from the same parent. If only the parent and one synchronized child exist, these areas are available in both.

• Creating a second child disables this functionality. Affected areas include: • Changing Journal IDs under Other Entries | Customize • Changing Tax Code IDs under Tools | Options | Lists • Changing Units under Tools | Options | Lists • Changing the Mask under Tools | Options | Mapping

4.1.2 Features currently not available

Exclusive locks for CaseView documents (only for peer synchronization)

When synchronizing in a peer-to-peer environment, CaseView exclusive locks are unavailable.

Sign In/Out and Check In/Out

Since SmartSync is meant to be an alternative to Sign Out/Check Out, these features are not available in a synchronized file.

Non-synchronized client files opened in a SmartSync compatible version of Working Papers can still make use of these features, but once a synchronized child copy is created, the file can no longer be signed out, or its components checked out.

Attempting to create an offline copy of a file that has been signed out or that has components checked out will display an error message:

File | Work Offline is also unavailable until the file has been completely signed and checked in.

Year End Close into an existing file

Year End Close changes are not included in the Synchronization log. The changes related to the Year End Close will not be sent to other synchronized copies, and information in the sync log may overwrite changes performed by the Year End Close.

Two different scenarios fall under the category of a Year End Close that closes into an existing file:

• Multiple Year End Close A Year End Close where the destination file already exists. For example, a client performs a

YEC and creates a new file to begin the current year. If the client then makes a change in the prior year file and performs another YEC with the same current year file selected as the destination, this is considered to be a Multiple Year End Close.

• Internal Year End Close A Year End Close where the new year file uses the same name and location as the existing

prior year file, overwriting the existing file.



When performing a Year End Close, select a new file in a new location as the destination. Once the file has been created, any prior year changes should be done manually within that file, rather than through a Multiple Year End Close.

Note:

If an attempt is made to perform a year-end close to an existing SmartSync file, an error message will be displayed, indicating that this action cannot be performed and the year-end close will be cancelled.

Date post:	06-Sep-2018
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