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Chapter 3: Engagement Settings

Christa Mason
Updated

Summary

There are a few Settings related to Engagements that are surfaced in the Settings section of the firm portal. Engagement Admins (i.e. firm staff granted permission to access Engagement Settings) can make two basic settings changes, described below.

Outside of these, Aiwyn Implementation (and Support) can make other adjustments to system and user settings affecting Engagements through our backend system. While covered in a few other areas of the help center, outlined below are the backend configurations and settings that could be adjusted for your firm by Aiwyn during Implementation, or ongoing by Support.

Included in this article:

Engagement Settings in Firm Portal

For the firm users granted appropriate permission, the Engagement Settings are accessible with the other firm portal Settings by selecting the "Settings" section of the firm portal.

ENG Settings 1.png

 

Manual Engagement Setting

The Manual Engagement Execution tool has one small setting you can control from the Settings tab (if your user is enabled to edit Engagement Settings).

As part of the Manual Engagement Execution, you can require that a PDF be uploaded in order to specify that a manually sent engagement is fully executed.

 

Manual Engagement Execution - Made with Clipchamp.gif

 

Engagement Renewal Setting

With the Engagement Letter renewal notification enabled in the Settings, Engagement Partners and Managers receive an email on the first of every month with a count of Engagements that are up for renewal within the next 90 days, as well as any Engagements past the renewal date.

The "renewal" date field on the Engagement Details for a given Engagement is used to determine when the Engagement is included in the Partner/Manager email reminder.

Renewal Staff and Date with Email.png

A "Renewal Date" on an Engagement is not required in order to renew the Engagement in the future, however it is required to have on an Engagement if the Engagement's Partner and Manager would like to receive the reminder email (if reminders are enabled in Settings).

 

Backend Settings

Aiwyn Implementation and Support have additional backend settings and configurations related to Engagements that they can change on your firm's behalf. During Implementation of Engagements, the Implementation Manager will provide you with options and request to provide your adjustments as desired.

System Settings

Settings affecting your entire system:

Default Engagement Name Template

Engagement Details - Engagement Name.png

    • Default Name: {{fiscal_year.year}} {{letter_template.name}} {{client.number}}
          • example: 2024 FAAS-Engagement-Partnership 0098391.003
    • Options: Any Engagement Name Placeholder Variable is available
          • example: {{fiscal_year.year}} - {{client.name}} ({{client.number}})
          • example: 2024 - Smith Family Trust (0098391.003)

Require payment method on all Engagements

  • Disabled by Default
  • If enabled, all Engagement's Billing Contacts must save a payment method in order to fully execute Engagements and the prompt would be greyed out from making a change when viewing the Engagement Details page

Engagement Details - Payment Method Prompt.png

Only display "Engagement" Contacts when viewing Contacts for Primary and Billing

  • Disabled by Default
  • If enabled, when viewing list of all Client Contacts, those in the list are only those Contacts properly marked as an Engagement contact in the Practice Management System

Primary Contact Choice List.png

 

User Permissions

The following is an outline of all available user permissions related to Engagements.

During Implementation of Engagements, your Aiwyn Implementation Manager will help you develop various User Groups, based on your firm's needs and intended outcome for staff and how they will use Aiwyn. Each User Group created for your firm can have it's own set of permissions that are enabled or disabled, based on their role.

Please refer to Firm Portal User Permissions for more information about User Permissions, User Groups, and how staff access Aiwyn.

  • View Engagements
    • If enabled, can see Executed Engagements Only
    • If enabled, can see all Engagements (draft, sent, executed)
    • Visibility of Engagements can be removed altogether for user group members if and only if the Default User Group does not have/need ability to View Engagements either
  • Create/Send Engagements
    • If enabled, can create, edit, and send any Engagement to any Client (including renewals)
    • If enabled, can edit unlocked section templates in order to edit content of letter for that Engagement
    • If disabled, can only view Executed Engagements
  • Delete Engagements
    • If enabled, can delete any Engagement in any status (draft, sent, executed)
    • If disabled, cannot delete any Engagement in any status
  • Edit Engagement Templates
    • If enabled, can create and edit any Engagement Template, including content and creating new Engagement Templates. Can disable/re-enable templates (Letter, Section Template, Section Type)
    • If disabled, cannot see "Engagement Templates" in Settings area of firm portal
    • If disabled, cannot edit content of locked Section Templates, cannot make changes to Templates

 

 

Next: Chapter 4: Engagement Template Management

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