Adding and customising Roles/Schemes

Adding and customising Roles/Schemes

Previously in our SE product range, users were limited to a maximum number of 3 sign-offs per document. You would have the default preparer and reviewer levels, and if required you were able to activate a Second reviewer.

Since we have activated the new Document page, the Second Reviewer is no longer available or required.

Instead the new Document page allows the user to move beyond the simple one preparer and a maximum of two reviewers. In the new Sign offs tab, users can now create custom roles and sign-off schemes to track the required preparer and reviewer workflows on a document.


This is where the user defines the specific preparer and reviewer role labels. You can add as many roles as needed. For example, you can define Jr. Preparer and Sr. Preparer as preparer roles and Reviewer, Partner, ECQR as reviewer roles. 


This is where the user can set up the applicable combination of preparer roles and reviewer roles for a specific document or a group of documents. You can create as many schemes as needed.

For example, the quality control work papers are typically signed off by the engagement partner. Therefore you can define a scheme called Quality Review and include Engagement Partner as the only role.

The Roles and sign-off schemes also cater for:

  • Documentation and audit trail requirements (at the market level or firm level)

  • Large firms that have large engagement teams where extended review levels are needed to track progress and validate the work

  • A new tab Sign offs is now available in the template and engagement settings dialog. To create a custom sign off, you must set up roles and schemes.

Assigning custom schemes to documents

If you don’t select a sign-off scheme for a document, the default sign-off scheme is applied. To apply a different scheme to a document, follow the below steps:

1. On the Documents page, go to the document and select More actions (...) | Edit Properties.

In the Document Properties dialog under Signoff Scheme, a grid with brief details of the available schemes in the product is displayed.

2. You can select a signoff scheme from the grid to change the existing one.

You can also choose None to have no signoff scheme if needed.

If you hover your cursor over a scheme in the grid, the EDIT button displays for quick access to the Signoffs | Schemes tab in the settings.

3. Select SAVE.

With signoff schemes now in place, the following takes effect in engagement files:

  • The More actions () | Sign-offs option is available to allow you to view signoff details and progress.

With this option enabled, you can hover anywhere next to the document name to display the grey pencil icons (and sign off by selecting the icons. You can also select the hollow circle icon () next to the document name to sign off. To remove your signoff, you can select the ().

Sign off by hovering over the icons:

Note: Users with Admin, Settings Admin role or similar can remove sign offs by other users. Non-admin users can only remove their own sign offs. To learn more about roles, see Built-in roles and Assign security roles.

As the designated reviewers and preparers sign off, icons display in the Documents page to help track the progress on signoff:

  • Partially prepared () - Not all preparer roles in the applied scheme have signed off.

  • Partially reviewed () - Not all reviewer roles in the applied scheme have signed off.

  • Prepared () - All preparer roles in the applied scheme have signed off.

  • Reviewed () - All reviewer roles in the applied scheme have signed off.

  • Modified since last review () - Documents that have changed since the last time a reviewer has signed off on them.

You can also select any of the above icons to display a log that shows:

  • Name of the reviewer or preparer that provided a signoff

  • Date of the signoff

  • Name and date of the last reviewer sign off (only for the Modified since last review icons)

    • Related Articles

    • What levels of permission do each contact roles have on an Activity or File

      When assigning Contact roles to an activity or a file, you have 3 levels of access as indicated via the Roles. Owners: A contact can be assigned the Owners role or they will also automatically be assigned the Owner role when they create an activity ...
    • How to add a Second Reviewer in SMSF Audit?

      To add a Second Reviewer to an SMSF engagement, refer to the below steps: 1. Click on the 'Information' icon, and open up the engagement Settings. 2. In the Settings dialog, open up Schemes and click on +Roles. ​ 3. From the dropdown list, enable the ...
    • Continuous loading screen when adding risks in Audit

      The primary reason for an engagement file to encounter issues such as an infinite loading screen when adding risks is due to the Engagement file name containing special characters. As demonstrated by the image below. The way this issue can be ...
    • 5. Customising Xtend for your firm

    • Xtend May 2021 release video

      Please refer to the below video for an overview of what's included in the May 2021 Xtend update: Note: If you DO NOT use a custom firm template, you will not need to action anything. The update will automatically roll out to the default template on ...