This guide covers:
- attaching supporting documents to your Wdesk reports
- collecting supporting documents from others
- how to markup supporting documents
- how to bundle main report + supporting documents into reviewable packages
Access / Licensing
Depending on your account set-up and license level, you may or may not have the ability to attach supporting documentation to your Wdesk reports. If you have the paper clip icon on the right side of your editing window, you'll be able to see attachments made by others, and you may be able to attach things yourself. Try making an attachment or contact your Account Administrator to find out.
Attach and Collect
You can attach supporting documents to a Wdesk Document or Workbook. For example, users collecting evidence for SOX purposes usually attach to a Workbook (Evidence Management). Users collecting documentation to back up their quarterly and annual reports usually attach to a Document (Support Binders).
To attach supporting documents yourself, navigate to the Attachments panel via the paper clip icon.
Select the workbook cell, table cell, or string of text that your supporting document will substantiate.
Click the paper clip icon at the top of the Attachments panel.
Follow the prompts to select the appropriate file.
Here are some things to remember when adding attachments:
- You can attach almost any external file, but not another Wdesk file.
- It works best if you have less than 100 attachments per section, and no singular attachment is more than 50 MB.
- For large Excel® file attachments, it may work best to save individual sheets, or set the print area before you attach it in Wdesk.
- Attachments inherit the same permissions as the document section they are attached to—for example, if a collaborator can see the Statements of Earnings section, they can see any attachments made to the Statements of Earnings section as well.
- If you'd like to create a placeholder for something to add later, select the Create Placeholder button in the bottom left of the attachment pop-up.
- Use the dropdown to the left of the attachment name to delete, download, replace, or remove the attachment. (Remove leaves a placeholder; Delete does not.)
- The next time you open your Wdesk document, the orange attachment indicator labels will not automatically appear. To see them, just open the attachments panel.
Requesting supporting documents from others
You can also request attachments from other people. They must have a Wdesk license to provide an attachment, but it's not necessary that they have any special add-ons.
To do so, make sure the section is not being edited (no pencil icon next to the section title).
Select the cell or text the attachment will substantiate,
Click the Request Attachment icon at the top of the Attachment panel.
Fill in the details of the supporting documentation you are requesting, and click Create. This will send a notification to the person you're requesting documentation from.
When the recipient gets the request email, they'll be taken to an attachment upload portal that looks like this.
Once the attachment is uploaded, it shows up in your main document in exactly the place where you made the request.
Once support is attached, you can mark up and annotate those documents as needed using the toolbar in the Wdesk Viewer.
To open an attachment in the Wdesk Viewer, click the blue arrow to the right of the attachment name.
To delete a particular annotation, select it within the editing window and click the Delete key, or you can delete from the Annotations panel as well.
If you follow a process where attachment must be approved, use the Approval Stamp for final approval. Once applied, markup can't be changed unless the person who applied the stamp deletes it.
For the occasion where your original attachment changes but the markup will largely stay the same, use the Replace function in Attachments panel.
You can choose to keep the markup or not when you make the replacement. If you keep it, you can multi-select annotations and move them to accommodate changes.
Bundle and Review
As you progress through the collection and markup process, you may need to send particular sections or the whole document (with attachments) for review. Wdesk enables several ways of doing this to suit any process or set-up.
From the Attachments panel in a Document or Workbook, you can create a .zip file of individual sections at any time.
The .zip file will include:
- a .pdf of that particular section of your Wdesk document, with the orange attachment indicators showing
- .pdfs of all the attachments in that section, with markup
- the original attachment files—in their native file type—without markup
Users might do this if they need to send one section to someone without a Wdesk license to review, especially if the reviewer will need attachments in their native file type (to check formulas in an Excel® file, for example). But there are other ways to do this as well.
For users attaching things to a Wdesk Document, you can Create a Support Binder by clicking the far right icon at the top of the Attachment panel. A Support Binder is an easy way to send this package for review within the Wdesk environment.
When you open the Support Binder, it will look like this. This view is called the Binder Manager—kind of like an automatically-generated table of contents for your Support Binder. To see the actual contents, click Preview in the top toolbar, or right-click on a section and select View in Binder.
When you open your report and supporting documents in the Binder, you can add markup to your main document (tie things out), add to or amend markup made on supporting documents, or add comments.
To delete an annotation, just select it and click delete.
For people external to your team that need to review documents—external auditors, for example—there are several options.
Some users get an additional seat license for their external auditor. With the appropriate permissions in place, this affords the auditor easy navigation of final documents, without exposing anything unfinished or meant for internal purposes only.
Other users export their Support Binder to a .pdf. You can do this for the whole Support Binder (Save as PDF), or just specific sections (Print Current Tab, if you right-click on a Section).
Open the bookmarks to easily navigate your exported .pdf.
From within the Binder, you can also download a .zip file of a section and its attachments; or, you can download single attachments individually, in their native file type without markup.
For more detailed instruction on the different parts of this process, check out the following Help articles.