Document Actions
8.
Sign In and Sign Out
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The OpenEngagement DMS provides a Sign-in/Sign-Out mechanism similar to that within Working Papers. It is possible, therefore, for users to do DMS-level sign-outs and Working Papers-level sign outs. The two are different concepts, but are analogous. Generally, firms using OpenEngagement will use DMS-level signouts and firms not using OpenEngagement will use Working Papers-level signouts. It is possible, though rarely necessary, to use both types of signout. Throughout this documentation, any mention of sign-in/sign-out, unless it specifies otherwise, refers to the DMS-level sign-in/sign-out.
With a large Engagement, the preparation and review are often done in parallel. For example, the cash section may be ready for review while the accounts receivable section is still being prepared. In order for these tasks to be performed in parallel, users should utilize Working Papers-level check-outs. Future versions of the OpenEngagement DMS will allow multiple simultaneous sign-outs and check-outs, but this is not possible at present. Instead the DMS provides a simpler and more controlled interface. The OpenEngagement DMS deals with the engagement as a whole; at any time, one user may sign out the engagement. At that time, others may view it, but not modify it. It is possible for the user to sign it out and download it to a network location, where users may do Working Papers-level sign-outs and check-outs.
Only the person who signed out an Engagement may sign it back in, or an Engagement Manager, Site Manager or Manager. Though these other users may have the ability to sign engagements back in, they generally should not. This functionality is provided to cover where staff are unable to sign in the documents themselves, such as after a change in employment status with the firm.
When Documents are signed-out, other users can not edit the Documents; they can not upload files to them, change their description, change their period end or anything of this nature. Some user may, though, be able to change the workflow state.
Engagement Managers, Site Managers and Managers are able to sign-out Documents when they are in the Reviewed and Completed states, but in these states, Preparers and Reviewers are not able to. In all states, up to the Archived state, some users are assumed to be working on the engagement, and so there should be some set of one or more users with permission to sign out the Document.
Once a user has a Document signed-out, it is possible to sign it in, or to undo the sign-out. In the case of Page and Link objects, there is no difference. With Engagement, File and Image objects, however, selecting Sign In, will take users to the Edit tab where they can upload the file.
When users upload files to Documents, they have the option of keeping the Document signed-out. This may be used when users partially complete their work, and wish to post it to the DMS so that those other users with viewing permissions on the Document may view an up-to-date copy, or to backup their work.