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Update SMART Engagement

Use the
Update SMART Engagement
 feature when you have made changes to a Practice Aid audit program document generated by SMART Practice Aids, and you want the changes in your external version applied to the version within SMART Practice Aids.
note
This feature can be used only with
SMART Practice Aids – Risk Assessment
. For Field Work users, refer to Create SMART Docs and Synchronize Workpapers with SMART (for information about selecting Open this Workpaper in SMART).
You can initiate the update from the document in Microsoft® Word or from SMART Practice Aids.
Update from within Microsoft Word
With this option, you can update a Risk Assessment audit program from within Microsoft Word.
To update a SMART engagement from within Microsoft Word:
  1. Open the audit program document in Microsoft Word.
  2. On the
    PPC
     menu, click
    Update SMART Engagement
    .
    If your engagement is open, you will see a message asking you to close it.
  3. Click
    Yes
     to continue.
    The program launches SMART Practice Aids and displays a report that compares the audit program version in SMART Practice Aids with the changed Practice Aids version in Microsoft Word.
  4. Review the changes. If you want a hardcopy version, click
    Print
    . To proceed with updating the SMART Practice Aids version, click
    Continue
    .
  5. When the
    Continue Update
     window appears, click the
    Update
     button to verify your decision to continue with the update.
    All changes made in the Practice Aids Word document will be updated in the Risk Assessment audit program.
  6. Upon completing the update, regenerate the Practice Aids document to ensure you are working with the latest document.
Update from within SMART Practice Aids
With the
Tools
 menu, you can update an audit program within the current engagement to include user changes to the generated version of the same audit program document.
To update a SMART engagement in SMART Practice Aids:
  1. Open the engagement from which the audit program document was generated in SMART Practice Aids.
  2. On the
    Tools
     menu, click
    Update SMART Engagement
    .
    The
    Open
     window appears.
  3. Browse to the folder where you store your audit program documents.
  4. Select the audit program document and click
    Open
    .
    SMART Practice Aids displays a report that compares the audit program version in SMART Practice Aids with the changed Practice Aids version in Microsoft® Word. (See the graphic in the previous procedure.)
    This example of the comparison report includes a procedural step that has been added to the Word document, an invalid assertion that has been added to a step, and a step that has been edited. The invalid assertion appears in red text and is indicated by a yellow icon. You can roll your mouse pointer over the icon for explanatory text.
  5. Review the changes. If you want a hardcopy version, click
    Print
    . To proceed with updating the SMART Practice Aids version, click
    Continue
    .
  6. When the
    Continue Update
     window appears, click the
    Update
     button to verify your decision to continue with the update.
    All changes made in the Practice Aids Word document will be updated in the Risk Assessment audit program.
  7. Upon completing the update, regenerate the Practice Aid document to ensure you are working with the latest document.
Special considerations
Before selecting the
Update SMART Engagement
 option, consider the following requirements:
  • If you are using a version of Microsoft® Office earlier than 2007, you must download the Microsoft Compatibility Pack. Visit www.microsoft.com/downloads for more information.
  • You must have access to the database from which the audit program document was generated.
  • Multi-user locking rules will apply. For more information, see the Help topics Allow Multi-User and Edit a Form.
What is updated
Audit program documents are arranged in a table format with rows and columns. During the update, the system processes each row according to rules pertaining to the type of information (procedure step, practical consideration, certain headings, and so forth) in the row.
The following types of changes, when found in the audit program document in Microsoft® Word, are updated in the SMART Practice Aids audit program:
  • New custom steps added by the user (For helpful guidelines on how to insert new steps in a way that will prevent errors during the update process, see "Tips for editing an audit program document in Microsoft® Word" at the end of this topic.)
  • New headings or sub-headings added by the user within the list of steps
  • Edited text of a step, including formatting changes that include boldfacing, italicizing, and underlining, changes to indention, and deleted text that leaves the row blank
  • Edited text of a heading or subheading within the list of steps
  • Deletion of a row that contained a step or practical consideration
  • Valid additions or changes to assertions or objectives on custom steps
  • Hyperlinks added by the user
The
Update SMART Engagement
 feature preserves user sign-offs and workpaper references. These do not appear online when you view the audit program but are inserted into the audit program during the next generation. However, the program only supports up to 1024 characters in either the signoff or workpaper reference column. If more than 1024 characters are entered in either of these columns, the text will be dropped during the update process and a message stating that the limit was exceeded is displayed on the regenerated audit program.
What is not updated
The following types of changes are not updated:
  • Changes to the indentation of practical consideration text
  • New custom practical considerations added by the user
  • Changes to objectives or assertions on PPC-provided steps
  • Images and graphics inserted by the user
  • Tables altered by merging columns
  • Nested table added by the user within another table
Incomplete procedures
Incomplete procedures may be identified during Update SMART Engagement processing. Incomplete procedures are those that are missing assertions, procedure type, or certain attributes such as yellow book, single audit, or analytical.
Incomplete procedures are flagged in the audit procedures pane within SMART Practice Aids. The procedures are placed in the
All Audit Procedures
 right-hand pane under Incomplete Data.
You can modify an incomplete procedure in SMART Practice Aids by selecting the procedure, and then selecting
Modify
 from the
Edit
 menu. You also can right-click the procedure and click
Modify
 on the shortcut menu.
Tips for editing an audit program document in Microsoft Word
To help ensure a clean, error-free update of the audit program document in SMART Practice Aids, the following practices are encouraged:
  • To insert a new step, select the row of another step that is directly above or below the intended position of the new step. Then select
    Insert
     from the
    Table
     menu and click either
    Rows Above
     or
    Rows Below
     to specify the location.
    This method inserts a row with the same properties as the selected row, which allows SMART Practice Aids to recognize that it is a step when you use the Update SMART Engagement option. Other methods, including dragging a blank line into position, may result in the system not recognizing that the row contains a step and not updating it in SMART Practice Aids.
  • To insert a step that appears in the All Audit Procedures pane, but was not included in the audit program when it was originally generated, the best practice is to first use the Update SMART Engagement option to preserve signoffs and workpaper references. Then, in SMART Practice Aids, add the step by dragging and dropping it into the center pane. You can then generate the audit program document with the step included.

This article applies to:

  • Product: SMART Practice Aids