Set up Close Workspace

1. Go to Company > Admin > Subscriptions.

2. Find Sage Copilot Close Automation and select the switch to turn it on.

3. Select Subscribe.

4. In the confirmation window, select Close.

5. Select Enable Close Workspace.

6. Select Configure.

7. Select an option for the Calendar settings.

   • Select Use company schedule to use the weekly schedule set up on the Company information page. If you select this option, your designated weekends and holidays are not considered in the date calculations.

     So, for example, a task due date will not fall on a designated holiday, and weekend days are not counted when calculating a task's start date and due date.

     This selection is dependent on the weekly and holiday schedules set up on the Schedules tab on the Company information page. Make sure that those schedules are up to date if you select this option.

   • Select Use all calendar days to factor all days into the date calculation. If you select this option, all days are considered in the date calculations. Weekend days and holidays are treated like any other day when calculating dates.

   Dates are calculated relative to the period-end date.

8. Under Enable notification channels, select Email to send email notifications to task assignees based on their task assignment states.

9. If you selected the Email checkbox, set up the notification types.

   To set up notification types

   1. Select the checkbox for each notification that you want to send.

   2. Specify when each notification will be sent.

   3. Optionally, select an email template for each notification.

      If you do o not select a template, the default template will be used.

      To create a template, select the down arrow and then select Add.

   For more details, see the field descriptions for the Configure Close Workspace page.

10. Select Save.

When you assign permissions to users or roles, you'll see tasks related to managing templates and checklists that are applicable only for business users. The Tasks permission applies to both business and employee users. This permission lets users view their task assignments and update the state of the assignments.

Close Automation comes with several system-generated task templates, such as Review unposted bills, Prepare AP reconciliation, and Close AP. These tasks are available is Close Assistant is enabled.

To have Intacct correctly calculate the target start and completion dates for these tasks, you'll need to enter some information into the template. You can also add an attachment to the template, that will always be available when a task is created from the template.

Set up the system-generated templates in advance so that you do not have to update the individual tasks for each close.

Template categories help you organize your checklist templates.

Three system-generated template categories are included out of the box: 

• Month-end close

• Quarter-end close

• Year-end close

You can create additional categories as needed.

To create template categories

1. Go to Close Workspace > Setup > Templates for Close Workspace and select Add (circle) next to Close template categories.

2. Refer to the field descriptions in the following table to enter information about the category.

   Field descriptions for close template categories

   Field	Description
   Template category ID	The category ID is automatically generated when you save the category.
   Template category name	The name of the category. The name appears in a list when you're creating a checklist template.
   Description	A description to help identify the category.
   Status	The default status is Active. If you do not want the category to be available when you create a checklist template, change the status to Inactive. If you're no longer going to use a category, set it to inactive instead of deleting it to preserve historical data.

3. Select Save.

Use task categories to organize your close-related tasks.

Copilot includes several system-generated task categories. Some categories are based on an Intacct application, such as Accounts Payable and Cash Management. Other categories are more narrow in scope, such as Deferred revenue, Intangible assets, and Investments.

To view a list of existing task categories, go to Close Workspace > Setup > Templates for Close Workspace > Task categories.

You can add additional custom categories as needed.

To create task categories

1. Go to Close Workspace > Setup > Templates for Close Workspace and select Add (circle) next to Task categories.
2. Enter a Task category name to identify the category.
3. Optionally enter a Description for more details about the category.

4. Leave the Status set to Active if you plan to use the category right away.

   If you selected Inactive, the category will not be available to select from dropdown menus when creating a task.

5. Select Save.

Use task templates, combined with checklist templates, as a starting point for new checklists. The templates help you save time by eliminating the need to create a new checklist from scratch every time you close a period.

Task templates include the information needed to calculate a task's target start and completion dates. You can also add an attachment with instructions to help with the task, and a link to an Intacct page or external site that's used when completing the task.

Copilot comes with several system-generated task templates, but you might need to create custom ones to match all of your processes.

To view a list of existing task templates, go to Close Workspace > Setup > Templates for Close Workspace > Task templates.

To create task templates

After adding the task templates, you can designate it as a top-level only task, or you can create task assignments for each entity. You can specify if one task assignment is dependent on another task assignment.

These dependencies are part of what Copilot considers when it determines that a task assignment is at risk of going overdue because an assignment that it depends on is not completed. For example, you need to make sure that all bill payments have been posted before reconciling your bank accounts.

You can create a different checklist template for different close intervals. For example, create one template for the month-end close and another for the year-end close.

Sage Copilot comes with some existing tasks that you can use in your checklist templates. And you can create your own tasks, either before you start working on the checklist template or as you are creating it.

If you haven't already, set up the system-generated task templates that you plan to use in the checklist template.

To create the checklist template

Create the template record

1. Go to Close Workspace > Setup > Templates for Close Workspace and select Add (circle) next to Checklist templates.

2. Select a template category.

3. Select Save and continue.

You'll now see the Close tasks list, which contains all the system-configured tasks. You can keep these tasks or delete them.

To delete a task, select Delete (Trash can) at the end of the row. You can add the task back later by selecting Add at the top of the task list.

To reorder tasks, select the drag bars in the first column and then drag your mouse.

Add custom tasks to the template

1. In the Close tasks section, select Add.

2. In the Close task field, select Custom close task.

3. Optionally, you can select a Custom close task template.

   Some of the remaining fields are populated from the template, but you can change them. Fill them in manually if you do not select a template.

4. Select Top level only if this task is to be completed only at the top level.

   If you do not select this checkbox, an Entities section is available on this page. You can use the Entities section to create task assignments for each entity.

5. Refer to the field descriptions to complete the Task information section.

6. In the Entities section, select assignees for the top-level and each entity as needed. If the Top-level only checkbox is selected, you'll see only the top-level option in this section.

   To remove an entity, select the checkbox to the left of the entity name, and then select Remove.

7. Use the Navigation link section to include a link to a Sage Intacct page or another online resource.

   • Select Menu link and then select an Intacct page from the Menu dropdown.

   • Select Custom link, and then enter the Link text and the URL.

     Make sure to enter the full URL. For example: https://www.sage.com

   In addition to the checklist, this link appears on the Close Assistant panel and in notifications.

8. Use the Dependency section to indicate that the task assignee cannot start this task assignment before the completion of another task assignment.

   1. In the Condition field, select Start on.

   2. In the Data type field, select Completion of.

   3. Select the Task name.

9. Select Save.