Adding Documents to a Locked File
Adding Documents with Explanation
You can add a document to a file that is already locked down or to a file that will be locked down after the document completion date.
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When adding a new document in a locked down client file, the Lock Down checkbox can still be selected; however, you will receive a warning that the file will be locked down permanently.
After you click OK in Document Properties, the File Locked Down dialog box opens where you provide an explanation for adding the document. After clicking OK, the new document is created.
- For a file that is set to lock down after document completion and you create a new document before then, the Lock Down checkbox is selected. You can allow the document to be locked down by leaving the checkbox selected; or you can choose not to include the document in lockdown by clearing the Lock Down checkbox.
Adding Documents Without Explanation
Documents can still be added to a locked down file after first providing an explanation. For documents that do not pertain to the audit, for example tax documents, you may not want to provide an explanation every time a document is added. In that case, a folder can be set aside before the lockdown so that documents can be added to it without having to provide an explanation every time. See Adding Documents to a Locked Down File Without Providing any Explanation for the procedure.
Note: You must set the folder property before locking down the file. This property cannot be changed after lockdown.
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When a document is moved from a folder not requiring an explanation to one that requires an explanation, you must enter an explanation. Once an explanation has been provided, and the document is moved again, no further explanations are required.
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When a top-level folder has the Explanation not required when adding documents after lockdown checkbox selected, then each sub folder created within that folder has that property selected automatically. If the checkbox for the sub folder is cleared subsequently, then the sub folder still maintains the property of the top-level folder and no explanation is required when documents are added to it.
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You can add documents as you would typically to any folder: by creating a new document, dragging and dropping or copying and pasting from Windows Explorer, Outlook, or the Document Manager. Note that you cannot drag and drop from Windows Explorer or Outlook if you are running Working Papers as administrator.
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When a copy components operation is performed on the file, the folder retains the Explanation not required when adding documents after lockdown property.
Note: Documents that were not locked (or for new unlocked documents added to the locked down file) where signoffs get into a state where the indicators would normally appear - indicators will appear when the file is unlocked.
