Working with CaseWare Files

Your firm can store CaseWare files in Document's extended storage area. Unlike most of the file types that are stored in Document, CaseWare files are not standalone files. They rely on databases and other supporting files to be useable. For this reason, there are some differences in the way you will work with CaseWare files in Document versus other file types. These differences are described below.

ClosedMulti-user Check-outs

CaseWare files stored in extended storage can be opened by more than one staff member at a time. The file must be opened via direct editClosed Checking out and opening a file for editing by double-clicking the file on a grid. If you make edits and close the file, Document automatically prompts you to save and check in your changes. Direct editing can reduce the number of clicks required for making quick edits to files. to allow multiple people to open it. CaseWare files that are already open and in use by another staff member will display the multi-user status icon  in the Document file grids.

ClosedCaseWare Supporting Files

Both compressed and expanded CaseWare files can be stored in Document.

  • Compressed CaseWare files (files with the *.ac_ file name extension) contain all of the supporting files required to open and work with the CaseWare client file. When you check out a compressed file, it is automatically expanded, making the necessary files available so you can edit the client file. When you check in the file, the client file and the supporting files are compressed again, and your updates are added to Document.
  • All the supporting files for uncompressed CaseWare client files (files with the *.ac file name extension) must be stored in the same Document folder where the client file is stored. When you check out the main client file, all of the supporting files are automatically checked out of Document as well. When you check in the file, the supporting files are checked in also.

ClosedCheck-out Locations on Your Local Computer

If you check out a CaseWare file via direct editClosed Checking out and opening a file for editing by double-clicking the file on a grid. If you make edits and close the file, Document automatically prompts you to save and check in your changes. Direct editing can reduce the number of clicks required for making quick edits to files., the file is not copied to your computer. However, if you check out a CaseWare file manually, Document creates a copy of the file on your computer. You can then work with the file offline before checking it back in to Document. The version stored in Document will be unavailable for other people to edit until you check in your edits.

The locations where you can find the checked-out CaseWare files are as follows:

  • Individual CaseWare files. Document creates a folder with the name of the entity and the entity ID-sub ID in the My Documents\Drafts folder. Inside this folder is another folder that shares the name of the file, with either .ac (for uncompressed files) or .ac_ (for compressed files) appended to the name.

Example: A compressed CaseWare file named JoeSmithAutomotive.ac_ that you check out will be stored in the following location on your computer: 

C:\Users\<your user name>\My Documents\Drafts\Joe Smith Automotive 1234-01\JoeSmithAutomotive.ac_

  • If you check out a CaseWare file as part of a file group, Document creates a folder in the Drafts folder named File Groups. Within that folder, another folder with the same name as the file group is created. Inside this folder will be a folder for the entity type, followed by a folder with the name of the CaseWare file.

Example: A compressed CaseWare file named JoeSmithAutomotive.ac_ is checked out as part of the Sole Proprietors file group. The file will be stored in the following location on your computer: 

C:\Users\<your user name>\My Documents\Drafts\File Groups\Sole Proprietors\Clients\Joe Smith Automotive 1234-01\JoeSmithAutomotive.ac

See Checking Out a File Group for more information about checking out files in a file group.

ClosedCanceling Check-Outs for a CaseWare File Being Edited by Multiple Users

If you are direct editing a CaseWare file that other staff members are also editing, you can cancel your own check-out. If you are an administrator, you can cancel the check-out for individual staff members or for all staff members who have the file checked out.

Note: If you have selected the user option to automatically check in a file after closing a direct edited file, you cannot cancel your check out.

To cancel your own check-out, do the following:

  1. Close the file.
  2. Select Don't Save.
  3. Click Cancel Check-Out on the Direct Edit Check-in window.
  4. Click OK.

If you are an administrative user, do the following to cancel the check-outs for one or more staff members:

  1. ClosedLocate the file in Document CentralClosed The main window where most Document tasks originate. Document Central contains several tabs that display lists of files, file groups, discussions, tasks, and recent entities..
    • Use the navigation panel to locate the file by entity. Locate and select the entity the file belongs to on the navigation panel. Then, select the File List tab on Document Central to view all files for the entity. You can filter or sort the grid on this tab as needed to find a specific file.
    • Search for the file. Document offers both a quick search and an advanced search. You can use filters and wildcard characters to help you limit your search to relevant results.
  2. Right-click the file and select Cancel Check Out.
  3. Select the check boxes next to the staff members for whom you want to cancel check out.
  4. Click OK.
  5. Click Yes.