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Virtual Workshop - 07.29.2021
Virtual Workshop - 07.29.2021

This is the recording for the virtual workshop held on Thursday, July 29th.

Zach Bradshaw avatar
Written by Zach Bradshaw
Updated over a week ago

Speaker1: [00:02:14] And Chad,

Speaker2: [00:02:16] I was going to

Speaker1: [00:02:18] Slide show Chad,

Speaker2: [00:02:20] Ok, I'm here. Looks like we got a couple of attendees already in here. Thank you for joining. Guys, we got about two minutes until we get started. Get everybody some time to jump in. But I know you guys are all busy right now, this time of year. So thanks again for jumping in for another mango workshop. We're looking forward to it. Starring, starring, Tim signs himself in the flesh. And Tim, you've already got a question that's come through, so let's go ahead and put a note down regarding the wild cards and shortcuts, where they're where they're set up, how they're used. And then is there a list of built-In shortcuts like mentioned prior and current year?

Speaker3: [00:03:04] Yes, apparently there's four shortcuts, it's they all start with the carrot, which is the upper case over the six upper case six. So it'd be a carrot. Just it's very simple. Current year, see why prior year, which is why

Speaker1: [00:03:21] S.m is current month. P.M. is prior month. So where they're used, that is, and the engagement when you set up a default invoice description, you could say preparation of financial statements for the month of the current month, prior month with the carrot and, you know, carrot current year. And when you go to invoice, that information will be substituted automatically. You can use it for invoicing. You can also use a four time entry. And I believe I'm almost 100 percent certain that it's supported in the short cuts. So even if you're using a shortcut, I believe we're even doing the substitution there as well.

Speaker2: [00:04:09] So Hope is also curious about the shortcut codes,

Speaker1: [00:04:12] The shortcut codes. OK, you're sharing your screen currently.

Speaker2: [00:04:18] Yeah, here. I can stop that. Let everybody know that it's not just a black screen.

Speaker1: [00:04:24] Ok, let me go into. My screen. So I'm going to flip into full screen mode for a lot of people don't know it f 11 again is just a little hidden trick. If you want to only have mango on your screen and you don't want to see the browser and you want to have more screen real estate if you're on a small screen so you can toggle back and forth by hitting F 11. If you notice that the browser tabs and their taskbar at the bottom, but he went F 11 and put you in full screen, shortcuts are located in the quick links. So here are your shortcut codes. And you can add or just click the line and right there and let's just go ahead and test it while we're doing this. I'm just going to do current year. Let's test it and see if this works. I'm going to update that shortcut. I'll close it and I'm just going to go right back to the quick link item. Time entry. And hopefully I picked the right shortcut. I don't know if I did. Let me show you what that shortcut was again. It was 10, 40. Something going off my mouse. Yeah, so they're supported in the short cuts as well. If you'll notice, it put the current year in there for me.

Speaker2: [00:05:59] So instead of doing preparation of Fed and state personal income tax return for twenty twenty, they could have done carrot P for prior year, prior year.

Speaker3: [00:06:09] And it was there in twenty twenty one. It would put in twenty twenty. Very good. Very clear. So short cuts are do support the wild cards and then while I'm here I'll go to a client. Give me one second here. I'm going to jump right into a client.

Speaker2: [00:06:37] And guys, just a little housekeeping that we're after the hour, we got quite a few more participants that have joined us. We're here with Chad and Tim. We're just just got started talking about wild cards and shortcuts. And Tim is showing us how to use shortcuts within an invoice description.

Speaker3: [00:06:55] Correct. So this is your default unvoice description, you can put a shortcut out, I should say, a wild card anywhere in here. So instead of having to update this every year, which we do have an update utility to update or change these descriptions, by the way. So if you want to change all your ten forty default descriptions are 11, 20. In this case, we do have a utility in settings that it will go find all your 11, 20 S's and update them with a description. But you can also do that, by the way, use the update utility and put the wild

Speaker1: [00:07:30] Card in and go update

Speaker3: [00:07:31] All your engagement default invoice descriptions. So let's go ahead and do that. So if you see I've got 20, 20 here, I'm going to jump right over to settings. And for some reason, Chad, I don't know if Zoom has consumed my bandwidth, but I have a quite a delay here with my mouse moving around. But I'm going to go to assignment's. I'm going to drop the list down and go to. Update engagement's. I'm going to go grab all my 11, 20 assets and I'm going to say preparation of our year, federal and state business tax returns. Once I have it the way I want it, I'm going to do a search and replace. It tells me it successfully updated, I'm going to. Go to my clients. Actually, this is serious, the way my mouse is just lagging.

Speaker2: [00:08:49] It's not almost dead, is it, Tim, say again. Do you have a wireless mouse? Yeah, I want to check the batteries on two brand new.

Speaker3: [00:08:59] Yeah, but anyway. So I'm going to go to Engagement's

Speaker1: [00:09:04] I'm going to call it the 11 20 s,

Speaker3: [00:09:06] And if you notice, it updated my default description to what I did in the assignment you told me. So basically, when you go to do an invoice now for 11, 20 s, it's going to automatically do the substitution for you for the prior year. So that's how shortcuts are used and that's how you can also update your default invoice descriptions.

Speaker2: [00:09:31] Awesome. Tim and James message and earlier and said thank you. So I think we covered it well for them. Victoria is also messaged and asked about is there a way to set a discount that is only for a particular service?

Speaker3: [00:09:45] Only for a particular service. You cannot do it for a particular service.

Speaker1: [00:09:54] It's a yes and no. When you're in manual

Speaker3: [00:09:57] Invoicing, you can use this option up here to do a full discount for the full invoice. You can do it on a flat amount or you can do it on a percentage if you want to do it on a percentage. It's going to do it on the total invoice amount. If you want more detail than what I would suggest on the invoice line items, if you're doing a narrative, I would do an invoice line item. And create an invoice line item and then just put less discount for payroll services or whatever you want to put in your description, but that would probably be the best way to handle that.

Speaker2: [00:10:36] Excellent. And she also said, thanks, so wonderful. And then on the project management side, Lisa has asked, can we discuss the different uses for tags versus tasks?

Speaker1: [00:10:46] Yes.

Speaker3: [00:10:49] While we're speaking here, I'm just going to try to clear out some things in my memory. Bear with me one second. Yeah, no problem. See if that speeds up my mouse.

Speaker1: [00:11:15] All right, let me jump over to project management.

Speaker3: [00:11:20] So basically, tags are at the project level, and that's how you tag a project if it's available for work. It's extended. Is the whole project urgent? It's a way to tag things and then quickly segment your projects by those tags that you can easily get to quickly. So, for example, if I want to see what's available for work, I only happen to have one. But I could click that and it would filter those out for available. So those are. Those are. Project heads, we just did a new update. We've changed the dashboard because the tags were a little confusing as they are related to tests. So now when you flip the switch and go to task. And I'm going to go all and I'm going to go ahead and get all dates. We're hiding the tags, so the tags really mean nothing to the tasks. This is your workflow and a big update that we just did and this is junk data.

Speaker1: [00:12:26] But all we are now grouping all

Speaker3: [00:12:29] Of your tests and we're going to show you what tests are pending, which tests are ready to work active, what tests or do if they have due dates on them today, this week, next week, and what tests are overdue. So this now should give you more information to actually see the overview of your tests. How many are pending ready and working out what the ready to work means is if you have five tests, for example, on a 10 40. And one and two are done. Only three is ready to work on, so we are only going to get the next task that's in the list that's ready to be worked on that would appear here. So this is a great way for your staff, managers or partners. They can come in and look by staff. They could see for the whole firm. So when you're in this view here, you can set your date ranges. We are going to be adding, by the way, you have this month, this quarter, this year, we're going to be adding prior month, I'm sorry, next month, next quarter and next year. So you will have the option if you're in November, December and you want to see what's coming up for next quarter, you'll have that option there. But anyway, so the task summary is updated. We're going to show you all the tasks that are ready to work and we're going to show you how many are active and how many are pending. They haven't even started yet. So this is a nice update. And for your staff or for the full term, if I'm logged in right now, I'm seeing everybody, but I can see all the tasks that were completed on which project. For which client,

Speaker1: [00:14:13] By whom

Speaker3: [00:14:15] And in their time stamp. So this is the nice log that we're going to give you the last 15 days for which we think is enough, just the kind of review, what's been done. So this is the past summary. And hopefully I answered the question regarding the dashboard tags and how do you tag a project? Just give a thumbs up. If I did, I'm going to keep talking about project management. Another thing we just added recently, which is a new feature. And I'm not sure who do I think this came from a participant, I think it might have been Dan and I don't know if Dan's in there again today. I don't see Dan. But anyway, we have this nice feature now that you can select one

Speaker1: [00:14:59] Or many

Speaker3: [00:15:00] Projects or clients here and these batch options become available. If I uncheck it, you're going to see you have no Bache options. If I select one or more, this becomes available. So we have this batch of the projects routine that now if I want to tag a bunch of projects at one time, I can. So if I want to just select a bunch of tags and put them on projects, you can do it from this batch of the why I'm here. If you want to change the due date, which was important for this past year, your 10 priorities, they had to do data for 15. You want to change them to five. Seventeen, you could do that update and it will go change all your due dates if a partner leaves or you want to reassign a bunch of clients, projects, etc., you can uncheck check what you want to change, select the value and then update and update the checked off items that you have selected. So this is useful to if you want to make changes on on many, many projects, you could do it in batch. We have the same functionality in the test. So when I jump over the task, if I select one or more task, maybe let me give you a real life scenario. Maybe I want to go find everything that Michelle is assigned to. I could do it from this filter here. I can also do it from here. I can. So go grab anything that Michelle's assigned to and go fetch that data. So this is useful for filtering out your data. But I filtered it right here. And if I wanted to select all these, they Michelle left the firm no longer with the firm. She's on all these tasks. I could go to this batch update task. Change the assigned user

Speaker1: [00:16:54] On all the

Speaker3: [00:16:55] On all tasks that Michelle was assigned to.

Speaker2: [00:16:59] So, hey, Tim, sorry for interrupting you in your flow. We had a question back on. The tags come through if we offer a list of pre populated tags for new users that are just getting started.

Speaker3: [00:17:14] Pre populated what their tanks are over here and settings, and this is where you can customize them. So this is what's going to be available to all the firm. So these tanks have set up at the firm level and they are used on your projects and I'm not sure.

Speaker2: [00:17:32] Are they are they out of the box or do they have to go put them in themselves?

Speaker3: [00:17:36] These will all come in blank except for the first, though. OK, so you will come in and put in what you want to put into these tags. Most people do the red urgent, whatever colors you like for whatever flags want. But if you notice, these down here are just miscellaneous information. These were actually new. We just

Speaker2: [00:18:01] Knew. Of course, you, of course, use Mango on your own firm. Do you have any recommendations for tags at least that maybe. Are these the ones over here that you guys use that maybe she could copy from you guys?

Speaker3: [00:18:12] Yeah, all firms are different. It just depends. I will give you a couple of hints with them. I mean, most people are going to use an urgent missing information. I like the review tag. I don't like to use the review status that we have on projects. And I'll give you my reason why is your workflow might be you met with a client, you've got your documents, you're doing the tax prep. Somebody is going to do the bill. Somebody is going to do the eighty eight, seventy nines. And then if you have that, that workflow is to be reviewed, go into review, status, approval. Let me just show you. So here's a workflow now, typically our review status, what happened after the last item is done, but in this case, I like a review to be down here, which kind of flows after the tax prep is done, the building's done. And now I can review everything. You may want the review done before the billing,

Speaker1: [00:19:15] But I like

Speaker3: [00:19:16] A task set up as review. Some people may want somebody else to review it and they'll tag the project. That's why this review team is there. So there might be a review here for multiple people, but you can use a review tag as well. I don't know if that helps. A lot of people use these tags for different reasons. There's there's audit firms. They may have different reasons for tags. There's tax firms, things like that. So we've tried to add as many useful tags as we thought you would probably want to use. We can always add more, but we've we've found that this has been enough to use. So a lot of times if you're working on a project, you may want to tag it with a telephone call. The somebody got to call the client and maybe put a note on the project why you need to call the client so you can put notes on these projects. If I leave and call up a project, I can add project notes down here so I could say call client regarding, schedule the stock basis or whatever, and then I could come up to the top. And I active the tag. Telephone call. And so I have my note, I didn't save it. So now I have my timestamped note here, and if I go back to my dashboard, we save this, I go back to the dashboard. And flip the switch and go back to projects, here's my telephone calls. So there's my tag, and if you hover over these tags, they'll tell you what they're for. By the way.

Speaker1: [00:21:03] So. Hopefully that any any other questions

Speaker3: [00:21:07] On tags, just let me know.

Speaker2: [00:21:10] No other questions on target. We did have a question come in from Dan Raymi regarding milage and Mango, and then he mentioned that in Imagine Time, they had a unique expense code for each year to reflect the current year's IRS reimbursement rate. So assuming that that's something he would like to replicate here within Mango.

Speaker3: [00:21:27] Yes. What you need to do there, Dan, is I would just recommend if you're going to have a mileage rate in there by year, you just would have to set up a a new expense code for each year and then just label it for the year. So, for example, I'm going to click add and maybe I want to do a mileage twenty, twenty one and you would put in your rate and I'm not even sure what it is. Fifty seven. Fifty seven. Fifty five. I don't know. You could put in your description mileage rate mileage reimbursement. And and close, so you'll be able to see it from your dropdown, Dan, and you'll be able to grab it by ear.

Speaker1: [00:22:16] Ok.

Speaker3: [00:22:16] Hopefully that answers your question, but there's your cost than you would just put in if you're entering that expensive item up here, first, select your client. Selector engagement. Maybe you had to run out there and pick up your tax documents and.

Speaker1: [00:22:37] Mileage, here's a good point,

Speaker3: [00:22:41] We keep a lot in cash sometimes some of these lists, if you don't see your item there, that that just came up. Go ahead and click that refresh button, because we we don't load these lists every single time in order to optimize the speed of the program. So let me go ahead and try this now. And let's see if my expenses here. Now it's not.

Speaker1: [00:23:08] Let me log out.

Speaker3: [00:23:10] Actually, I just I just deployed an update, by the way, too, and that could be calls in an issue. So I'm going to go ahead and log back in. And let's go ahead and do that expense entry. And did I just call it mileage if you're this thing showing off your hold on a second. Let's go back. Oh, that's because it's there it was there the whole time, that was my description mileage, but so in this case you might want to put mileage to go to one and the description. So my fault. All right. Let's do it one more time. It was there all the time. False alarm. So now it will be there and easily identified as milage, twenty, twenty one is bringing in my cost and let's say the round trip to this client was 30 miles

Speaker1: [00:24:14] And

Speaker3: [00:24:15] We want to either charge or reimburse the staff person. You can make it reimbursable as seventeen dollars and ten cents put in your description. So hopefully that answers your question. And that's the best way to handle it.

Speaker1: [00:24:27] And Mango.

Speaker3: [00:24:32] Any other questions that if not, I'm going to jump over to the DM's

Speaker2: [00:24:35] None right now, let's jump on over.

Speaker1: [00:24:37] All right.

Speaker3: [00:24:38] So bunch a bunch of new releases here lately. You just saw the project management. What the task dashboard. We've updated that. If many of you aren't using the DMS and Imagine chair or if you don't know about imagine chair, I would recommend inquiring about it. And using it in your practice is very useful for requesting documents securely from your clients by email.

Speaker1: [00:25:08] But what I want to show

Speaker3: [00:25:09] You here in the VMS is some new functionality that we've added in here to actually share documents securely. So I'm clicking on a folder, and if I can share a document within the document, within the folder by selecting it right click, I can share it or I can go right back to the folder itself. And click it, and I could share the whole folder of documents, so I'm going to click share and what we're doing is we're creating a secure link that is going to be shared by email. So we're going to do a question here, a secure question, and we can change it whatever we want to zip code. And you have the option to just create the link and share it in your in your own email or however you would like to share it, or if you flip the switch, have to do an email. You can email us document. But in a message. Send the mail and that mail will get sent directly out to whoever you're sharing that link with. Now, it could be your client could be a banker requesting tax returns or a refinance. It could be anything. They're going to receive that email. And let me show you what it's going to look like to the recipient. So it's going to show up in their email and we're working on this logo right now, it's a bit big, but we're going to size this down.

Speaker3: [00:26:48] It's going to say, Tim signs, shared files. Here's the message and here is the link to those files. So there's no text files here to this email, which gives it the security feature. And when I click here, it's going to redirect me to where the recipient is now going to have to enter in that secure question. And I'm going to validate and this is all branded with your logo. So when the banker logs them, they'll see your firm logo, the individual within your firm that shared the documents. We show it up to the left and we just give a short response, share files for this client from this firm. Now, as you can see, there's a folder here. Just double click the folder and there's all your documents. If you want to preview this document or the bank or once the previous documents or whoever received that, they can preview right here. And there are those documents are if they want to download, I can use the breadcrumbs and go back to the folder, I could download this entire folder to a zip file. I can open that zip file up and see if there was one or two or three or more sub folders and that shared document, you'll be able to see those. We retain the file structure and there's all your documents.

Speaker1: [00:28:12] Ok, so very cool feature.

Speaker3: [00:28:15] Chad, you want to charge the expert, by the way, on Immagine Share. He was one of the chief designers of our chief designer unimagined share. So if you have any comments that about Imagineer, go ahead, Chad.

Speaker2: [00:28:28] Yeah. Dan Raymi just had a good question, asking if the transmission of files is encrypted in end. Of course, we do SSL for any data in-transit. Two hundred fifty six gigabyte encryption for anything at rest. So whatever buzzword we want to use, bank level encryption, military level security, it's you know, it's we check all those boxes. And that's that's really as far as what Tim just showed here. It was a great was a great demo of it. You know, just the ability to send your clients something via link, having them just type in an answer to a secret question rather than having to remember a username and password. It's it's very, very straightforward and easy. You're not getting a thousand calls during tax season to get a password. I'm not I'm not much of a sales guy, so I'm probably doing a poor job selling it now.

Speaker1: [00:29:18] You're doing great. I think I think the big thing is

Speaker3: [00:29:23] There's multiple ways we can get documents from our clients in the middle of taxes and we can send out an email and request that they send it and they're going to attach it to an email and send it. Obviously, people are doing it. It's not the most secure way to do it. Many clients refuse to do it because their security concerns. But so that's one way. The other way is they can log into a portal, which we have a client portal as well. Your clients can log in and view documents and upload documents. And our DMS also is designed if you drag and drop the tax return to that, our DMS, the client's going to get an email said, hey, Chad, we've uploaded your tax return to the portal. Click the length of this email to give you your documents. So that's one way they can log into the portal. But you have the friction of having your client log into the portal to give you the documents or whatever you want them to do on the portal. The third way of doing it is to send out an email and say, hey, we're requesting these documents from you, click this link and securely upload them so they're not going to be attached to an email. They can securely just drag and drop. And I believe, Chad, they can drag and drop it right in the email, correct? Yes. Yeah, so they can drag and drop those files right in the email and upload it right from there without ever having to log into a client portal.

Speaker2: [00:30:51] So, Tim, if you wanted me to, I could I could show off the outlook. Plug in real quick.

Speaker3: [00:30:57] Yeah. Why don't you why

Speaker2: [00:30:58] Don't you know why we're here?

Speaker3: [00:30:59] Let me stop here.

Speaker2: [00:31:01] No problem. All right, get I'll jump over to a. New message here, and so basically this can work, obviously, from your desktop as well. Most of our clients use desktop outlook, so it's not a problem at all. I'm just a millennial, so I use the online version. So this is just going to be great for anybody's workflow. When you're going to be working with a client, maybe you're emailing them back and forth. A lot of those other file sharing applications are going to send them a link from their email server. So it does not look like it's coming from you. And in today's world, with phishing emails and things of that nature, that is just a little bit scary whenever you're dealing with financial information. So what we wanted to do is give you guys a way to securely embed these files within your email so you can actually send them from your your mail server. And of course, we have three functions here. We can send files, request files, request signature. And we're about to have a big fourth one here for request payment, which is going to be very exciting. So you actually be able to create an invoice from this outlook plugin that's in progress right now. Very excited about that. But just to show you what Tim is talking about here, you can grab a file and let's say I wanted to grab like and I've got a couple of eighty eight seventy nine here that I could pull from.

Speaker2: [00:32:14] And I was going to have to send this over to my client for some reason or like a draft in 40 for them to review. And you can choose the client location to upload to and hit next. And then you have that option to add that secret question or just make it a direct link depending on the nature of the file. You can say if you want notifications when it's viewed or downloaded or if you want to expire it, if you're doing any audit work or things like that. And then from there, you just click create link. And then what's going to happen is that link gets injected into the body of the email and then the client receives the email from you and they just have to open up that link. And of course, if they have the secret question on, they would have had to answer the question. But then they can come here and download the file, preview the file. And as I mentioned, it's all encrypted with two hundred fifty six point encryption. It's really smooth and it's the same same kind of functionality here with the signature request. So if I come here and I say request signature. And I want to grab an eighty eight, seventy nine and have them sign an E file authorization form, for example, let me grab that. So hit next, and it's the exact same interface as we saw back there with sharing files, but this time I need to say, is it a template or do I want to do drag and drop for my signature? And this is the beauty of this guy's.

Speaker2: [00:33:32] You can actually do drag and drop right here within your email. So instead of having to go to another application and create a template or to drag and drop there, we can actually just drag and drop these blocks right on the fly. I'm sorry, my zoom was anything on me. So drop, drag, drag that little signature block there. Click finished and then I can put in the sign her name and all that detail and then I'll inject that link right into the body. So what we try to do is just bring these workflows. You know, you guys share files with your clients, you guys request files from your clients, you request signatures from your clients. We just wanted to match your existing workflow inside of your inbox and give you the security measures that you guys absolutely must have to protect financial data. So this is what we came up with, with this Outlook plugin. And our our users are just absolutely loving it. So if anybody on this call is not using and they're interested to learn more, if you feel for you feel free to reach out to us, happy to give you a full blown demo of it, and we can talk about any questions you guys might have.

Speaker3: [00:34:31] And the nice thing about the imagined share product is that it's fully integrated with mango.

Speaker1: [00:34:37] So whatever you're doing

Speaker3: [00:34:40] And imagine share as far as requesting documents from your clients, they're all also going to show up into the Mango DMS

Speaker2: [00:34:47] In Victoria. Asked an excellent question, she asks if we support Quba for knowledge based authentication and for anyone that isn't aware, Kabia is required for file authorization forms by the IRS for them to be signed. And we absolutely support kabia. So that's that a wonderful question. Thank you, Victoria, for highlighting that for me.

Speaker1: [00:35:06] And one quick thing.

Speaker3: [00:35:08] Two guys is that you can embed a link in the signature block of your emails. Anybody you send an email

Speaker1: [00:35:15] To can securely send you files. That way, they don't even have to be set up in the portal to send you files.

Speaker3: [00:35:23] Good point, Tom. Good point, yeah, so when you're you're firing off emails back and forth to your clients, they always have an option if they're going to send you something, maybe they received the notice, maybe they received some other information. They just want to get it to you. You haven't been requested it that late. As Tom mentions in your signature block, they can always use that link to upload files and send them to securely.

Speaker1: [00:35:51] All right, Chad, you're still sharing your screen, I think, are you done sharing?

Speaker2: [00:35:56] Yep, I killed my share, OK.

Speaker1: [00:35:58] All right. So as we mentioned, you can use a match and share independently. You can use the magic share and mango with the integration. And if you are using both products and you want to turn on that integration, we have an option right here to where you will put in your API keys and link link the two up and then everything that's done to Mango will integrate with the magic chair and vice versa. So anyway, that's I just wanted to get into the DMS today. We haven't really got into it from any of the workshops. And the link sharing is a new feature we just added. But if you're not using the VMS, there's a lot of good things in here as well. And if there's any questions, let us know. But you know, some of the things in the dorms, I'll just keep going. You can set up templates here, structure, templates that you would like to create for engagement's, et cetera. And then once you set these up, you can duplicate these out to all your clients. You can filter by individuals, corporations. If I type an individual, it's going to go fine. Five hundred fifty three individuals. And I could quickly assign and set up these folder structures to all my clients and batch. So. So that's a way to get the DMS set up and get your folder template structure set up. We also have email customized templates that you can come in and customize your own messaging for.

Speaker1: [00:37:30] So for example, when you upload a tax return or drag and drop a document to a client tax return folder for a given year, you would set on that folder, on the upload event to go ahead and fire off this email, automatically be auto generated, auto sent. It'll say, hello, Tom. Your tax return has been prepared and uploaded. It will substitute the link in here to the to your portal and your client would receive the email, click the link and they'll be able to log it into the portal. So there's various templates out here. You can modify them and we do have they can be customized. So here's the parameters that you can substitute in why you're building it. So that that's that. Let me jump on. Another feature just occurred to me with these email templates. We just added a new feature. Many of you might want to use it. So for and invoices that were emailed out, we had a static template, basically, hey, your invoices attached. Click to pay or log into the portal, make a payment if you're using that option. But we've added these email templates over here now that you can now select, like your invoice email template. When you select it, you can come up here and modify the messaging and you can use these parameters as you want so you can custom design your own template now for the emails that are going out for invoices.

Speaker1: [00:39:02] Now, what we do do is based on the type of method that you want to accept payments for, which I'll show you here in a minute. We will put the appropriate buttons in the body of the email. Either you want your clients to log into the desktop portal or you want your you only want to use click to pay. You don't want your clients to have to log into the desktop portal to make a payment. So that's fully optional. Fully optional. So that's the invoice. This is the email template and this is the cash receipt template just to thank your client when they do make a payment, if you want to turn that on or not. So where do you control the buttons? Let me go over to invoices and these are your email options on your invoices. I like to click to pay myself personally. They receive the email, they can get it on their phone, and if they want to make a payment on their phone, they can make a payment on their phone. So it's now fully responsive no matter what device you're on. If you want to have both buttons, the client portal log in and the click the pay. You can force that on your email statements. Now, if you're emailing out statements, I would recommend and actually this might be another option we want to add add in here is that these could be four invoices. We really should probably add another one for statement emails, because if you're emailing out a statement, it has four or five, six invoices on it that are open.

Speaker1: [00:40:34] You may want your client to log into the portal so that they can view those invoices and they could selectively pay the invoices that they want to pay. Hopefully they're going to select all of them and pay them all. But the click to pay is only going to be invoice by. Invoice, they can full pay that invoice, they can partially pay that invoice. So these are all new features. I'm showing you that and changes that have been made to the platform here recently. So that's that's here. And then under other are the templates. Another feature I'll point out while I'm in here, I brought it up in the last workshop. It's a pretty cool feature and it's automatic email statement reminders. So you can enable this at the firm level and in settings. The gear icon under assignment's. You can enable this for all your clients as well. And you can selectively at the client level or when you're doing your assignments, turn this on or off at the client level. So how does this work? If a client has three invoices, two of them are current and one is Pastor Grace period. Say it's due upon receipt 15 days. Grace are 30 days. Grace says 30 days. Grace once one invoice for a client goes over 30 days. Grace It's considered to be past due.

Speaker1: [00:41:55] It will qualify. If that statement reminders turn down for that client, they will automatically get emailed an email with a button and a reminder that they have open invoices will attach the statement to the email as well. Now, once they get that, we are going to note on the client's record that they just got a reminder this is the interval. They will not get another reminder for another 15 days no matter what. So now if they pay that overdue invoice, then they're going to be not passed, do so 15 days come by. They won't get a reminder. They're only going to get the reminder are the email when they have one invoice that qualifies. So that's that's the statement reminder. We run this every night at two o'clock in the morning for all mango customers, for all clients that have this enabled. So it's done automatically got. Trying to think what else has been added recently, hmm? And clients, we did add many of you may have seen, if you're using project management, we do have a client area in project management. But when I'm in a client, I can click the project tab here and I can quickly see all the open projects. Why I'm at this client. I might be looking at invoices, but I want to pop over here and see what I have active could be payroll, their tax return, accounting, whatever. We also give you the option

Speaker2: [00:43:37] That you can actually. And before we jump too far, Victoria had a question about will the late fee be assessed?

Speaker3: [00:43:45] The late fee will be assessed if you assess it. We do have a routine to do it,

Speaker1: [00:43:51] So

Speaker3: [00:43:51] We're not going to do any assessments automatically. You'll have to do those and you can generate the late fees right here. So what we're doing here is we're bringing up all clients. We're showing you Greystanes, all clients that have passed through invoices and won't even give you a cut off, like maybe you want to run through June 30, OK, so you could back this up to June 30. And then when you select this, it's going to calculate that knows the date the last time that calculated this was the last calculation on this invoice. So basically, if this had imagined a five thirty one date in here, we would be calculating 30 days of late fees, five thirty one through June 30. So in this case, since there's no late past late date, we're going to calculate it off the invoice date.

Speaker1: [00:44:46] Ok, so

Speaker3: [00:44:49] This is how you calculate your late fees, you can just select them all and it's going to generate all your late fees, we're going to tell you what all the fees are. If you want to select a few invoices, you can. And then if you want to process them, you can.

Speaker1: [00:45:05] Ok. So that's how you

Speaker3: [00:45:09] Generate your late fees. Now what we do a couple of cool features and again, these are things that have been added recently is if you generate your late fees. So, for example, let's just take one client accounting payroll tax. They have four invoices that are past the. Let's identify the. When we calculate the late fees, we're just going to put one amount. We're going to create an invoice. It's called late fees, and you will see that in your client account under the invoices tab. So we know it's the late fees generated invoice. If you ever reverse that. We are also going to reverse the we're going to roll back the last late fee calculation. So just keep in mind, if you generate the late fees and you made a mistake or you didn't want it, you can roll it back and we're going to roll back these dates for you. So we're doing all that for you behind the scenes. So if you make an error, when you generate your late fees, it can be easily corrected. OK, let me make a mention here why we're here, because some some people that may be attending may be new.

Speaker3: [00:46:22] If you are coming over from immagine time and you've been running late fees and imagine time. We don't know that. Mango doesn't know that. So what you'll need to tell us during your implementation is when was the last time that you ran your late fees? If it was in this case, the example we were using, five thirty one will write a script and we'll go update all your open invoices with the last fee calculation of five thirty one, OK. That way when you want to go generate your late fees for six thirty and this is a hypothetical, we're only going to calculate the late fees from five thirty one to six thirty. If you don't do that, give us the last update and we to calculate the late fees. In this case we're going all the way back to seven 12 of twenty twenty and we're going to calculate it through six thirty so it'll be an incorrect fee amount. So just I just wanted to point that out,

Speaker1: [00:47:19] Any new

Speaker3: [00:47:20] Implementations, if you are calculating late fees or have an imagined time or you want to update your open invoices with a late fee date, let us know. We have a script. We put it in, we run it. It takes us a minute. Less than a minute. OK, any questions? Hang in there, Joe.

Speaker2: [00:47:42] None right now to

Speaker1: [00:47:44] None right now.

Speaker3: [00:47:46] All right, well, let me see what else we can touch on. That might be no,

Speaker1: [00:47:51] We

Speaker3: [00:47:51] Have tax imports. I think we may have touched on this a little bit the last time. But we do have some options for importing. And the options are if you want to export at a lesser price areas and you saw the five tax vendors that we support, you can set up that export one and done in your tax software and then you can export out whenever you want as many times as you want. And then you can upload that file on imported into into mango. It's as easy as you come through here and then click the upload and drag and drop that file out of here. Now, why would you want to use this utility if you're using your tax software to update your client address phone number, you're preparing their tax return, their phone, their address has changed from the previous year, etc. You can use that as your source, export it out imported into Mexico and update with the update option here

Speaker1: [00:48:53] Of

Speaker3: [00:48:54] The at or update. So any new clients that were added in groceries or whatever, they'll get added into mango and then if anything's changed on them, we'll update those and mango. And you can also even do assignments. You can assign your billing partners, your originating partner in your assigned staff, etc., client types. You can sign client types at that time as well. So if you're doing a 10, 40, for example, you may want to add probably as a client type of an individual. So invoice items, if you are exporting out and you're doing your billing by the form, for example, in your tax software and you want to generate those invoices out of your tax software, but you want to bring them into Mango and you can have a couple options here. You can add invoices with payments or you can add invoices with no payment. Now, what's very, very important, if you notice, you can't start this until you tell us what you're doing that for. And the reason why we do that is, is and this is what imagine time did and is if you're doing 20, 20, 20, for example, once we bring that invoice, then you're doing an import the next day. The next day. We're not going to create that invoice again because we already know we've created a twenty twenty invoice for your client. You also have an option to even release your time.

Speaker1: [00:50:20] So when you're doing that,

Speaker3: [00:50:21] You'll need to select that and 10 for your engagement in this case. And if you did your invoice, then your tax software, you want to bring that invoice into Mango and you want to release that time. We'll release all the time against this temporary engagement. Doesn't matter what activities you have under that engagement, it could be meetings you had for the ten forty. It could have been phone calls. It could have been tax prep, whatever is under that. Ten forty. We'll release that time for you.

Speaker2: [00:50:48] How did how did you get to that location, Tim? I had a message come through from James one just a minute ago, and he was asking, how did you get here?

Speaker3: [00:50:56] All right. So I started I want to hear the import tax which brought me to here. And then I'm right here. Adoption's. And then another, this is where you upload your file. You can drag and drop that here, you'll see the file listed here and here's where you start your import. And then we actually, based on the vendor you're selecting, this is pro series. We show you the required fields if you want to telephone is not required. If you want to bring it in, fine, you can bring it in. But we're showing at a bare minimum, if you don't have these columns in your import worksheet, we're going to alert you that you don't have the required columns that we need. So we need these require columns, especially for a new client. So these are the required fields and you can select any tax under here and look at the mappings. And now we're going to show you the mappings. Smelser.

Speaker2: [00:51:56] Ok, is there a prompt before you import to make sure you are importing the correct items?

Speaker3: [00:52:02] Absolutely.

Speaker2: [00:52:04] I was from Victoria.

Speaker3: [00:52:05] Yeah, we do that, Victoria. So when you do the upload, right after you do the upload, we're going to pop up those options for you. We allow you to get back to it in case you've closed it, but the flow is going to be selecting procedures, what kind of clients and my brand and what return types I'm bringing in 11, 20 cases. You're going to come here and upload your file

Speaker1: [00:52:31] The moment

Speaker3: [00:52:32] That file was finished uploading this is going to pop up for you. And then when you say, OK, it's going to start the import.

Speaker1: [00:52:41] Ok. So any other questions there, if not, I'll try to move on to something else and cover something else. Let me jump over to here to exports. A lot of people don't know.

Speaker2: [00:52:57] Hey, Tim, James, also James also, as you say, drop in a file. He's asking what file

Speaker1: [00:53:03] The file that you exported out of your tax software, James. So, for example, on groceries, your home base, if people are familiar with areas, you have your home base, you can build what your home base, whatever columns you want in your home base, your name, email address. When you set it up, you save it. All you have to do is select the home base you want to view and you hit the export button and it will export it to a file. It'll probably be in your downloads folder by default. You'll just drag and drop that folder or that file, I should say, to that drop zone area, and that will upload it for you. So it's going to be the file coming from your tax software,

Speaker2: [00:53:45] And Dana's response responded and says that she doesn't see the tax import link, is there anything that would be preventing her from seeing that under that gear?

Speaker1: [00:53:53] Yeah, there is. And we have this hidden inadvertently. I felt that this had been deployed today, but it's going to normally show up and we'll get it probably up there tomorrow. It's a fairly new item, but it's going to be under the gear icon and we'll be right down here at the bottom. So when we were in test mode, we actually had this as a hidden item, nobody else could see it. So that's where you'll see it. OK. Let me jump back over to exports. This is a nice way to get data out down to your local machine or just simply view data so I can go grab time records. One of my jump over here. I'm sorry. Time records, so you can use this column chooser to basically this is a lot of the columns that are in the database and you could grab all of information, you're billing rates on the time records, standard amounts, etc. And once you have and filtered this data the way you want it, you can export it out to a CSFI XL's or a PDF. So what we're doing here with this export, the purpose of it is, is to give you your raw data the way it's in the database and let you get it out for whatever reason to either view it here in this table or to export it out.

Speaker1: [00:55:32] And you can build your own reports and do whatever you need to do with it. It's just a nice utility. Some people use it and some people don't. But you can export your users and things like that. So this is exporting. We allowed you to export your clients and voice information to America's users, activity Co's expense codes, groups, client types and engagements. So just pointing it out that if you ever need to export out data, you'll find that under the gear icon data import export. Any other questions out there? Nothing, nothing. I don't know what else to cover. I don't want to just run off. Let me jump back here to the dashboard then. A lot of people may or may not be using the kanban. I love it. It's a great way to put those yellow sticky notes out here that you don't have to write and have all over your desk or your monitor to create one. You could just create one. You can just not mandatory that you use and then

Speaker2: [00:56:50] Can just to confirm we'll have that export import tax option available tomorrow. Correct.

Speaker1: [00:56:56] It will be out there tomorrow. Yes.

Speaker2: [00:56:58] Lisa, just ask that just in. Lisa just I was double checking that for you, but yet tomorrow.

Speaker1: [00:57:04] Now, the beauty of the campaign is you can categorize these one off to do so. If I wanted to come out here and find anything that I had related to Mango, I could quickly filter my items. I could have telephone calls. If you have a receptionist that are managing incoming calls, you can if there happen to be any phone calls, you could filter all your low priority, high priority, etc, phone calls. Somebody else can make these if they have the permissions can make to do items for other people within your firm, which is useful. So a lot of features here with it to do. And you can flip back to listed, by the way. So this was the old view which shows your priorities and you can filter your priorities here as well. I could get all my high priorities, medium priorities. So there's just different ways to look at year to do items. I prefer the combined view because here you can just drag and drop your things if it's a high priority. And if you're done, just move it over to completed. And there you go. You can clear these filters. And again, just drag and drop as things are done. Now, we don't brand we have all these different filters up here, you can filter by a staff. Obviously, there's one here for Michelle I could filter for Tim or I could filter for all these, these can be color coded by the way, these categories, they can be color coded and that's up under settings, general settings, lists.

Speaker1: [00:58:45] And if you noticed, here's where you can color code those categories. So if I want to edit the color, I don't like this color, just click it and I could change it to whatever color I want. OK, so useful. Let me point out one more thing, I'm jumping around here a little bit, but a lot of people don't know about this in their profile. So the logged in user can go to my profile and you can control what screen you go to after you log in. I prefer the client list, but you can you have different options here, Dashboard. Now, here's the thing. If you don't have if you don't have to plan for due date management or some hours or I think due date management's the only restriction here you have to be on a pro plan will notify you if you try to select that, hey, you don't have this option available. But if I want to go to my schedule every day when I log in, first thing I can do that I tend to be on my client list more than anything. So after I logged in, I like to go there. So again, it's just another option, this lock slide menu that's used for up here.

Speaker1: [01:00:03] We call this a hamburger icon. I like my menu at the top. A lot of people may have it on the side and the slide off kind of is annoying to me when I move in my mind, my mouse around you can pin it by clicking that right there so you can pin it and I can expand my menu items here. But if you want to lock this, this is not going to stay locked for you all the time. That's where this option comes in down here. If you want to lock that slide menu and keep it open, you would use that option there. So me personally, I like it at the top where it's front and center and I can just get to my items quickly and it will it will remember the last option that you when I log out, it knows where I'm at and it will load that choice at the top. So I'm just kind of covering different things that you guys may want to look at. This is a new feature we just added. Some people did not. We typically. And every every firm's different, I think, of Monday is my start of my workweek, OK, Monday, Tuesday, and then if I work Saturday and Sunday, that's like the end of my workweek. We have some people that want to go Sunday to separate the real work, the real week.

Speaker1: [01:01:25] So you have an option to either indicate your first day of the week is going to be Monday or Sunday. OK, I prefer the Monday. So what that's going to look like is if I go to my time card, it's now going to start actually. Hold on. What did I choose their. Let me look at that shoot. I think that's a global setting. At one moment. I did Monday, so let's do Sunday, so I did do Monday, so now I'm going to go back to the time card and see now it's going Sunday through Saturday. So personal preference, the options, they're just pointing it out, a lot of people don't know it's there. I prefer the Monday. Now, keep in mind that this setting is mainly for time entry, so right now, see, I'm going Monday and then here's my Saturday and Sunday. The scheduling is different. Has their own schedule preferences, they can indicate what their first day of the week is here, what their default. Do they want a month view, a day or workweek? So these are all settings. And again, you can set your color that you like to see on your calendar and your intervals. So if you're booking appointments one hour apart, 30 minutes apart, you can control the interval on the calendar. You can control your start time on the calendar. You're in time. And then days to display for the work week, so my work week is Monday through Friday.

Speaker1: [01:03:06] Now, the way that that works is let's just go back to the calendar and this is my work. Well, let's say work week is Monday through Friday if I want to show the full week. I'm Monday and I chose Monday, my first day of the week. So the these scheduled preferences are under your profile. And then we are bringing a new feature out, just so everybody knows, we'd like to inform you on new features that if you have multiple calendar resources, not everybody within the firm may make appointments. So you can designate what staff are a calendar resource. But what we're going to do is right now, the way it's working currently for those that aren't using it, if I come in here and do a new event, we've added this, too. By the way, you can now add your client in here. Before we didn't even have an option to the client. You just put a tax appointment. First choice, safety. But now now you can select your client. And if I want to select more than one person on this appointment, I can and you can put a description down here and I can save it. Now, since I have Michelle selected, I'm seeing her appointments as well. But the new feature that's coming, which I'm leading up to, is we're going to change it to where it's going to show Michelle's calendar side by side to Toombs.

Speaker1: [01:04:34] And then that way I can see Michelle's appointments under Michelle and Tim. So we're going to do the grouping at the top as well. It'll be an option that you can select how you want to show it. But right now, to bring in another person schedule, you just do that. If I want to just delete Michelle and not mine. I can delete it and it won't delete mine. OK, so. Just the features on the on the calendar and options, another thing that you can hide this. So if you want more screen real estate and if you here's a cool thing that I'm starting my day at 8:00, but let's just say by chance I put something up before eight o'clock. I have the option to do the show full day and now starting a 12 a.m. and I can just go all the way up till midnight now. So even though you have your settings for the start of your day, you can toggle that back and forth. And he got a bunch of different views here, genda we do show the agenda on the dashboard, so if you are using your scheduler back on this dashboard, you can button this up, by the way, and I can button this up. And then there's mine. My agenda. OK.

Speaker2: [01:05:58] So, Tim, it looks like we're about at the top of the hour, so if you have anything else to share, feel free to jump in.

Speaker1: [01:06:10] I mean, I think I've touched on everything. I'm not sure how many Nuni new users are in or power users that have been using it for a while. And they just have some more detailed questions. I've just kind of jumped into an overview. Hopefully I covered a few things that were interesting not to paint them

Speaker2: [01:06:29] As perfect guys to everybody that's attending. If you want to look in the chat right now, I just put a U. RL to our Entercom help for Siringo building site. And what I've got there for you is a list of all of the virtual workshops. They've got an embedded YouTube in the article, so you can actually just click the article and go view that recording makes it super easy to see all historical and most recent recordings. I'm trying to get the transcriptions as well added as we go. So if you notice a video without transcriptions, please be patient with me. I'm just working on them. But other than that, just keep an eye out for new videos as we post. So they should be up very soon.

Speaker3: [01:07:14] One last thing, Company Dashboard will close, everybody still here? Yeah, company dashboards are useful if you're not using them, just just go there and check them out. You can see your unbilled revenue. A snapshot. It's like eight reports in one realization rates GPM net right up and right down. You can do your comparisons this month. So where were you at last year? See where you're at year to date versus last year. And what's very useful for bigger firms quickly go out here and select the staff and you can see all their numbers. You can see their unbuild. We get the unbilled revenue, their realization rate, their GPM, and you can see the Rambhai month as well. Just want to point it out real quick. I don't think I've really gone over the company dashboard and any of the workshops, but if you're not using it, it's very, very useful. Get a lot of good information. All right, I just want to touch with that jet.

Speaker2: [01:08:13] Yeah, no problem. Well, guys, if there's nothing else, Dan, thank you for saying great session, love it. Carrie, thank you so much for the kind words as well. We love we love hearing from you guys. We love having you here. It's good to there's nothing better than spending time with our customers and get direct feedback from you guys. So really, that's much, much appreciated.

Speaker3: [01:08:33] We do appreciate it. One more thing. We like it. I guess the reason I bring you back every week is we will highlight all the new features. A weekly you can see weekly we're adding features. So one benefit of coming to the workshop is you get to ask questions. Plus you can see the new features.

Speaker2: [01:08:52] Yeah, we'll probably start as as they go. We'll probably do like a new feature spotlight or something like that at the very beginning just to go over what's new.

Speaker3: [01:09:00] There you go.

Speaker2: [01:09:02] Great guys. Everyone, have a fantastic day.

Speaker3: [01:09:07] Thank you.

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