Version: 5.3.0.

4
September 2021.
www.tickmark-software.com
Table of contents

1. User interface ..................................................................................................................... 1

1.1. Basic user interface functionalities .............................................................................. 2
1.2. Project tree ................................................................................................................... 6
2. System access and setup ..................................................................................................... 9
2.1. Tickmark signup .............................................................................................................. 9
2.2. Tickmark installation ................................................................................................. 10
2.3. Tickmark login.......................................................................................................... 14
2.4. Tickmark administration ................................................................................................ 18
2.4.1. Adding new users ................................................................................................... 18
2.4.2. Adding/removing the user subscription ................................................................. 19
3. Project setup ..................................................................................................................... 20
3.1. New project setup ...................................................................................................... 21
3.1.1. Creating a project ............................................................................................... 21
3.1.2. Creating a step group .......................................................................................... 24
3.1.3. Creating a new step ............................................................................................ 25
3.1.4. Assigning team members and their rights .......................................................... 27
3.2. Project setup using a template ................................................................................... 29
4. Project work ..................................................................................................................... 31
4.1. Editing a project step document ................................................................................ 31
4.2. Deleting a project, step group or step ........................................................................ 35
4.3. Managing attachments ............................................................................................... 36
4.4. Copying/pasting a step group or step ........................................................................ 40
4.5. Linking project step with an external document ....................................................... 41
4.6. Document printing ..................................................................................................... 45
5. Instruction notes ............................................................................................................... 49
5.1. Adding instruction notes ............................................................................................ 49
5.2. Adding instructions and deleting notes ..................................................................... 51
5.3. Closing instruction notes ........................................................................................... 52
6. Project status .................................................................................................................... 54
6.1. Status change ............................................................................................................. 55
6.2. In process status......................................................................................................... 57
6.3. Completed status ........................................................................................................ 57
 6.4. Reviewed status .......................................................................................................... 58
6.5. Edited after review status .......................................................................................... 59
6.6. Locked status.............................................................................................................. 59
6.7. Disabled options in statuses that prevents changes in document .............................. 60
7. Data synchronization ........................................................................................................ 62
8. Conflicts ........................................................................................................................... 65
8.1. Conflicts and errors ................................................................................................... 69
9. Other functionalities ......................................................................................................... 70
9.1. Password change........................................................................................................ 70
9.2. List of deleted steps ................................................................................................... 71
9.3. Tools for application’s info and user help ................................................................. 72
10. Log module– tracking user's activity ............................................................................. 73
10.1. Action Log .............................................................................................................. 74
10.2. Transition Log ........................................................................................................ 77
10.3. Search Log ............................................................................................................. 80
11. Tickmark modules ......................................................................................................... 81
11.1. Tickmark statistics module ..................................................................................... 81
11.2. Tickmark Web module ........................................................................................... 82
11.3. Tickmark Reporting Tool ....................................................................................... 84
12. FAQ ............................................................................................................................... 85
Appendix A – project's structure .............................................................................................. 89
Appendix B – business process state chart ............................................................................... 90
1. User interface
The Tickmark user interface consists of two main parts – the left part provides an overview
and management of all projects in the project tree, and the right serves as a text editor for the
project documentation.
Image 1.1 shows the Tickmark user interface; the following are the numbered:
1 – Main menu bar – contains the menus Project, View, Tools and Help
2 – Projects filter bar – contains a filter bar together with font increase/decrease buttons
3 – Projects frame – contains the project tree, – an overview of all the projects and their
step groups and steps, providing additional information about the project’s current status
4 – External references frame – a list of references to external (physical) documents,
belonging to the currently marked project, step list or step
5 – Instruction notes frame – a list of instruction notes written while working on the
currently opened document
6 – Step attachments frame – a list of files attached to the currently opened step and
corresponding document
7 – Documents frame – contains a text editor to be used while writing and editing a
document and managing the steps’ statuses according to revision standards

Figure 1.1 Tickmark user interface

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1.1. Basic user interface functionalities

The described frames in the user interface are defined by movable separators. This way
the user can decide how much space each of the frames takes up. The application saves the
defined organization and displays it the next time it runs. Also, the View menu in the main menu
bar allows the user to completely hide some of the frames (figure 1.2).

Figure 1.2 View menu with managing options for frames and color scheme

The View menu options are divided into three groups.

The first group defines the frames’ display in the user interface. It contains one option:

• Wide Screen Editor – expand the Documents frame across the entire window, hiding
the Projects, External references, Instruction notes and Step attachments frames.
Selecting the option again undoes the effect and returns the frame organization to
the usual. This option is also accessed through a keyboard shortcut – ctrl + W.

The second group defines the visibility of certain frames. The setup is saved when the
application is exited, so the next time it runs it remains the same. Figure 1.3 shows an example
where the External refs and Instruction Notes frames are hidden. Three frames’ visibility is
optional:

• Show Attachments Box

• Show External Refs Box
• Show Instruction Notes Box

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 Figure 1.3 User interface with the External refs and Instruction Notes frames hidden

The third group provides one option to change the colour of the user interface:

• Panel colour scheme – a drop-down menu displays a choice of different colours

The Project menu contains the following functions (Figure 1.4):

• Sync all – used to synchronize changes inside all projects with the cloud at once
• Revert all and Cleanup all – used for resolving the potential inconsistent state of
the local repository
• New project – used to create new projects
• Refresh sync status – usable when explicit changes are being made on attachment
files (Tickmark cannot detect such changes automatically, so sync status remains
unchanged) in case of unsuccessful synchronization
• Local repository info – information about total disk usage, which includes Project
resources and Version control resources. The former includes current project
resources and the latter includes all previous changes related to the project (such as
deleted information that can be restored at some time)

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 Figure 1.4 Project menu with managing options

While the Revert all function resolves the potential inconsistent state of the local
repository for all projects, Revert local changes does the same for one project. This can be
implemented by right-clicking the project and choosing the Revert local changes option.

The Tools menu contains the following functions (Figure 1.5):

• Option to log transition in a document used for automated logging of status
transitions in the document body. This function can be switched on/off by
unchecking/checking it
• Show temp files, an interface for displaying the content of the application's
temporary (temp) directory, is used for saving the right version of project
attachments . This directory contains attachment files that were opened through
Tickmark and were in a step state that protects any changes (e.g. Completed,
Reviewed). It is important to emphasize that, due to the release of disk resources,
the content of the temp directory is permanently deleted each time a user starts the
Tickmark application.

Figure 1.5 Tools menu with managing options

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 The Help menu contains options to access tools for help in using the application. The
user can select any of the following options:
• Official FAQ forum –users can ask questions
• Official YouTube channel
• The digital version of the user manual

The Bell icon (Figure 1.6) displays updates from the last data synchronization. So, the
user can see the projects and what the other team members do; additionally, it presents what
others have sent to the cloud server since the moment of the user's last synchronization.

Figure 2.6 Bell icon

Below the main menu bar is a projects filter bar as well as the font size increase/decrease
buttons (Figure 1.7) with options for searching and filtering the projects.

Figure 3.7 Bar for searching and filtering the projects

Figure 1.7 numbers the available tools:

1. Show unlocked projects – displays all the projects whose status is not Locked,
meaning the work is not finished
2. Show locked projects – displays only the projects whose status is Locked, meaning
the work is done and cannot be altered
3. Show all projects – displays all projects
4. Filter by project name – provides an input box and searches the project names by the
entered keywords

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 5. All years – a drop-down menu displays a choice of years to search by; it only displays
the years existing in the projects
6. Filter by assignees – provides an input box and filters projects by team members
using the entered team member names.

1.2. Project tree

The Projects frame contains the project tree; a hierarchical display of all the projects with
their step groups and steps. As Figure 1.8 shows, it’s made up of several columns containing
information about the projects and their steps:

• Project – project names

• Step Group – step group names
• Step – step names
• Status – the current status of the project, step group or step (status indicators are
explained in detail in the chapter Project Status)
• Att – a paperclip icon ( ) signifies that the project, step group and/or step contains an
attached file (an external file somehow relevant to the project)
• iNotes – a post-it note icon ( ) signifies that the project, step group and/or step
contains instructions noted during a review
• Sync – status of server synchronization
- a green icon ( ) signifies that the local resources are in sync with the server, a
red icon ( ) means that they are not; an orange icon ( ) means that there’s
conflicting data (conflicts and their resolution are described in detail in the
chapter Conflicts)
• P – contains a checkbox; it’s used for checking the projects, step groups and/or steps to
be printed
• Year – year in which the project is carried on (or finally submitted)
• Type of engagement – project type
• Team members assigned – list of team members working on the project

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 Figure 1.8 Project tree in the Projects frame

Clicking on the column names defines the order in which the projects are listed. For
example, clicking on the Projects column and setting the arrow which appears upwards, lists
the projects alphabetically, and setting the arrow downwards lists them in the opposite way;
clicking the Sync column and setting the arrow upwards lists the un-synced projects first, and
setting the arrow downwards lists the synced projects first. The same options are available in
the columns’ right-click context menu (figure 1.9), as Sort Ascending and Sort Descending.

Figure 1.9 Right-click context menu for a column in the Projects frame

The same menu is used to define the columns’ width, as well as which columns to show:

• Best Fit – sets the width of the marked column such that it displays the full name of
all its rows
• Best Fit All – sets the width of all the columns such that they display the full name
of all their rows

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 • Auto Fit (No Scroll) – sets the width of all the columns such that they all fit in the
Projects frame without the need for the horizontal scrollbar
• Pinned – pins the marked column to the far left of the frame; if more columns are
pinned, they're stacked to the right of each other
• Customize Columns – enables users to temporarily remove or add columns to the
Projects frame; it opens up a window in which the user can drag-and-drop the
currently unnecessary columns (figure 1.10). The columns can be dragged back to
their place and are automatically put back every time the application runs. The
Resource ID column is permanently removed and can be temporarily put in the
Projects frame.

Figure 1.10 Removing the currently unnecessary columns from the

Project frame with the Customize columns option

Selecting a certain project, step group or step (it needs to be highlighted with blue, not grey
color) and pressing the F2 key enables the user to change name of the project, step group or
step (figure 1.11). If the document is opened in the Documents frame, its name is automatically
updated there as well. The names can be changed only if the project’s status is In Process or
Edited After Review (project statuses are explained in the chapter Project Status).

Figure 1.11 Renaming a project using the F2 key

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2. System access and setup

Tickmark services can be accessed using the following link: https://app.tickmark-

software.com/.

2.1. Tickmark signup

Before accessing the Tickmark services, the company administrator needs to register the
company and fill in the signup form (Figure 2.1) that can be found on the signup page of the
Tickmark website (https://app.tickmark-software.com/clients/signup/). The administrator can
choose the required services (i.e., the Tickmark Audit software and/or the Tickmark reporting
tool). Once the administrator has filled in the signup form and accepted the terms and conditions
(having authorization to enter a legally binding agreement), she/he will receive an email from
the Tickmark team containing the registration approval. The user enters the application via the
Tickmark website, by pressing the login button. Subsequently, the user will enter the username
and passwords and log in to the user interface, using the reporting tool button to access the
application.

Figure 2.1 The Tickmark signup form

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 Tickmark Audit Software consists of two main parts: (1) .NET client application and (2) a
cloud system that stores all the data securely and allows collaboration.
Application is installed using ClickOnce, a Microsoft deployment technology that enables
updating and running application via provided link. Installation process is described in Section
2.2.
Once installed, application will prompt for provided user credentials to properly initialize
data store on local computer. Initialization/login process is described in Section 2.3.

2.2. Tickmark installation

Every Tickmark user will be provided with the link for application retrieval and installation.
Upon link activation, web page will be presented in default web browser (figure 2.2).

Figure 2.2 ClickOnce installation of the Tickmark application

The web page informs of the prerequisites that need to be installed on the local machine,
namely Windows Installer 3.1 and Microsoft .NET Framework 4. Clicking the Install button
starts the installation of all the needed prerequisites and the Tickmark software. However, most
contemporary computers are already equipped with these packages, so if the user is certain
they've already got the necessary prerequisites, they can click the launch link and install only
the Tickmark software.

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 After clicking Install or launch, the download begins but depending on the browser, it may
be necessary to first confirm the download in a prompt (figure 2.3).

Figure 2.3 Prompt asking for download confirmation (in Firefox)

Now the user must wait for the application file to be downloaded. The progress can be
monitored in the dedicated part of the browser (figure 2.4 for Firefox, figure 2.5 for Chrome),
and once it's done, the application is run by double-clicking it.

Figure 2.4 Part of the browser for monitoring downloads; once the download is done, a double-click on the
file iRevizija starts the installation (in a Firefox browser)

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 Figure 2.5 Part of the browser for monitoring downloads; once the download is done, a single click on the
file iRevizija starts the installation (in a Chrome browser)

Installation starts with a short system setup and verification that all the prerequisites are
fulfilled (figure 2.6), followed by a security warning about installation of a new software (figure
2.7). Clicking the Install button in the prompt starts the installation (figure 2.8).

Figure 2.6 Verifying application requirements

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 Figure 2.7 Security warning about installing new software

Figure 2.8 Installing Tickmark

The installation usually takes a few minutes, and when it's done, it automatically runs the
Tickmark application, which prompts a security warning. In the prompt, the user needs to
uncheck the box saying Always ask before opening this file and click the Run button (figure
2.9).

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 Figure 2.9 Security warning about running a new application

This completes the installation of Tickmark software and starts the application for the first
time. Every further application start can be invoked through the Start menu or via custom
desktop shortcuts.
If the new version of Tickmark is available, the software user should download and run it
(for more details refer to section FAQ Q18).

2.3. Tickmark login

Tickmark client application can be used irrespectively of the Internet connection status.
When the computer connects to the Internet, the local data can be synchronized and updated
according to the data in the remote, central repository in the cloud.
After starting the application, Authentication & Sync dialog is shown (fig. 2.10), requiring
input of user credentials. Each user is assigned an initial password, but it’s recommended to
change it after the first login (password changing is described in section 9.1.)

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 Figure 2.10 Authentication and login dialog (sync in progress)

As the figure above shows, once the correct username and password are input, there are
three buttons available:

• Update button is used to obtain data from the central repository in the cloud. Update
delivers new data from the central repository to the local filesystem. This action requires
an Internet connection.
• Commit button serves to send local, previously unsynchronized, changes to remote
repository in the cloud. Since there can be no local changes at the first application start,
this button is disabled initially. This action requires an Internet connection.
• OK / Close dialog closes the login dialog and allows the user to continue working with
the application. It should be activated after a successful synchronization using the
Checkout/Update or Commit buttons (figure 2.11), but it can also be used without
previous synchronization, to work with local data only. The latter doesn’t require an
Internet connection.

Figure 2.11 Authentication and login dialog (sync completed)

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 Having chosen one of the options, the user must wait for the synchronization to be
completed (successfully or unsuccessfully) and during that time, all the buttons are disabled to
prevent potentially harmful synchronization interruptions.
If the credentials input by the user are wrong and they try to sync, an error message appears
(figure 2.12), asking for correct credentials. The user should check the username and password
combination and try again.

Figure 2.12 Unsuccessful login due to incorrect credentials

Incorrect credentials input prevents the user from accessing local data and synchronizing.
However, choosing the OK/Close dialog button enables the use of application as an
unauthenticated user (figure 2.13). This way, all the application options are available, but the
local data and projects are not.

Figure 2.13 Notification saying that the user hasn't been authenticated

The Authentication & Sync dialog can be reopened at any time by choosing the Sync all
option from the Project menu in the main menu bar (figure 2.14). After the input of correct
credentials, the user becomes authenticated and can access the application data.

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 Figure 2.14 Accessing the Authentication & Sync dialog to login as an authenticated user

If the user enters correct credentials and syncs the data successfully, they are „ remotely
authenticated “, which is shown in the application title bar (figure 2.15).

Figure 2.15 The Tickmark application title bar when the user is remotely authenticated, after successful
synchronization

If the user enters correct credentials and doesn't sync, but clicks the OK/Close dialog
button, they are „ locally authenticated “, which is shown in the application title bar (figure
2.16).

Figure 2.16 The Tickmark application title bar when the user is locally authenticated

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2.4. Tickmark administration
After successfully logging in to the Tickmark website using the login page (
https://app.tickmark-software.com/accounts/login/), the administrator can add or remove new
users as well as user subscriptions. These procedures are described in sections 2.4.1. and 2.4.2.

2.4.1. Adding new users

The administrator can add new users by clicking the “Add User” button and completing
the form (Figure 2.17) for the new user by entering the user details (first name and last name,
username and email address). The password is optional. If a password is not added at this point,
the new user will be given the option to create their own via email. We recommend formulating
the username as “name.lastname.” Once the user form has been filled, the user will click the
“Add User & Send Email” button, and receive an email notifying them of their registration.

Figure 2.17 Form for adding a new user

Users can be demarcated as administrators by clicking the edit button, entering the area
where the users have been listed and marking the preferred users as administrators.
Administrative users have additional rights with respect to regular users.

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2.4.2. Adding/removing the user subscription

To add or remove user subscriptions for Tickmark’s services, the administrator should use
the “Edit Subscriptions” button on the homepage of the Tickmark website. Each software
service can be selected or unselected on a per-user basis. Subsequently, the Tickmark webpage
sends a request to the Tickmark team for approval. Once the request is approved/ disapproved),
each user will receive an email notification about the activation/deactivation) of the
subscription.

Figure 2.18 Form for adding a subscription

Besides adding/removing users or subscription, there are also Tickmark modules such as
Tickmark Web, Tickmark Statistics and an application called Tickmark Reporting Tool,
described in detail in the chapter on Tickmark modules and applications.

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3. Project setup

Project represents an assemblance of all documentation relevant for one audit. Following
the standard audit methodology (Generally Accepted Auditing Standards - GAAS), a project is
divided in step groups, which are then divided into steps. A single step, as the fundamental
unit of a project, represents one audit activity and contains the audit document with
accompanying attachments, external references, etc. Steps are assembled into groups which
represent the logical structural hierarchy of an audit project. For example, the usual groups are
„Risk assessment”, „Risk response”, „Reporting”. The display of a project structure in
Tickmark is shown in fig. 3.1.

Figure 3.1 Project structure

Project setup includes the following actions:

• Creation of a new project
• Creation of step groups
• Creation of steps
• Assigning team members to a project and defining their permissions and access rights

To make the setup of a new project easier and faster, it is possible to use an existing project
as a template to create a new project of the same structure (when auditing the same client several
times etc.).
The following chapters describe the setup of a new project, with or without a template.

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3.1. New project setup

This chapter describes the setup of a project without a template.

3.1.1. Creating a project

A new project is initialized by choosing the New Project option in the Project menu, in the
application's main menu bar (figure 3.2).

Figure 3.2 Initializing a project

This opens up a dialog asking for additional information about the project (figure 3.3.). The
data required is:

• Project name – the name of the new audit project

• Year of engagement – the year in which the audit is carried out or completed
• Project ID - short identifier code (arbitrary)
• Project Type – type of the project, chosen from a list
- The choices are:
▪ Audit – Financial statement audit
▪ Audit – Audit of project financial statements
▪ Audit – Audit in accordance with Company's law
▪ Audit – Other audits
▪ Reviews

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 ▪ Agreed upon procedures
▪ Deals – Transaction services
▪ Deals – Valuation
▪ Forensic services
▪ Risk Assurance
▪ Tax
▪ Other
• Project Leader – name of the project leader
• Due date – date of completion, given or expected

Figure 3.3 New project info input

After data input, clicking OK creates a new project which is then visible in the project tree,
in the Projects frame. Since the project is empty (it hasn't yet been assigned any step groups
and steps) there is no plus icon next to it ( ) to enable the expansion of the project and listing
of all its step groups and steps (figure 3.4).

Figure 3.4 Projects frame with the newly created project (New audit project) highlighted

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 Once the project is made, information about it can be found by right clicking the project
and choosing the option Project info (Figure 3.5). Then the frame shown in Figure 3.3 appears.

Figure 3.5 The project info option

Further, the information about the project memory usage on the disk can be found by right
clicking the project and choosing the Local resource info option (Figure 3.6).

Figure 3.6 The local resource info option

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 This opens up a dialog with the information (Figure 3.7).

Figure 3.7 Resource properties

3.1.2. Creating a step group

A step group inside a project is created by right-clicking the project and choosing the
Create Step Group option in the given context menu (figure 3.8).

Figure 3.8 Creating a step group

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 This opens up a dialog which requires the input of a step group name and offers a choice
between creating a blank document and using an existing template (figure 3.9). Clicking OK
creates a new step group, which is then visible in the project tree.

Figure 3.9 Create step group dialog

If this is the first step group in the project (the project was empty), a minus icon ( ) now
appears next to the project name, enabling users to hide the project’s content (figure 3.10).

Figure 3.10 New step group in the project tree

3.1.3. Creating a new step

A new step is created by right-clicking the step group and choosing the Create Step option
(figure 3.11).

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 Figure 3.11 Creating a new step

This opens up a dialog for defining the new step (figure 3.12). It requires the input of the
step’s name and offers a choice between using a blank document and an existing template.
Clicking OK creates a new step, which is then visible in the project tree.

Figure 3.12 Create step dialog

If this is the first step in the step group (the group was empty), a minus icon ( ) now
appears next to the step group name, enabling users to hide the group’s content (figure 3.13).

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 Figure 3.13 The new step in the project tree

3.1.4. Assigning team members and their rights

Assigning team members and managing their access rights can be done at every level, from
the whole project to individual steps, depending on how roles are defined.
Right-clicking the project, step group or step and choosing the Manage Access option
(figure 3.14) opens up a dialog for managing team members and their access rights.

Figure 3.14 Managing team members and their access rights

The dialog (figure 3.15) contains 7 columns. The first column, with no name, can mark the
row in which a new team member can be added ( * ), the currently selected row ( ► ) and the
row in which changes occurred ( ). The second column, UserName, lists the team members,
and all the others serve to assign their access rights.

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 Figure 3.15 Dialog for managing team members and their access rights

The users gain or lose any of the access rights by checking or unchecking the boxes in the
corresponding columns (the column’s name defines the access right). A checked box means the
user’s been granted the right, an unchecked means the user hasn’t been granted the right. The
rights are:

• Read – the right to view the documents

• Write – the right to change the documents
• GrantAccess – the right to manage access for other team members
• CanReview – the right to set the project status to “Reviewed”
• CanLock – the right to set the project status to “Locked”
Clicking the arrow next to the user’s name lists all the users who can be added as a team
member and choosing a user from the list replaces the current user, keeping all their access
rights. A new team member is added by clicking the arrow in the last, empty field of the column.
Under the table, two options remain:

• Clone this access rights to all subfolders – applies the changes to the access right to all
the step groups and steps of the project; the option is checked by default
• Merge this access rights to all subfolders – all the access right just added to the project
will be added to all its step groups and steps, but removal of rights has no effect to step
groups and steps
Clicking Apply saves all the changes just made, and Close closes the dialog.
The Manage Access option is available even after the project’s been locked, to give access
to new team members, but they can only have the Read right.

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3.2. Project setup using a template

A template is used to create a new project structurally same as an existing project.

Right-clicking the project to be used as a template opens a menu with the option Create
Project from this template (figure 3.16).

Figure 3.16 Creating a new project from a template

The dialog is the same as the one when creating a brand-new project, with an additional
line naming the project being used as a template (From template:) and the option to Include
source attachments in new project – if the template project contains some relevant attachments,
they can also be included in the new project (figure 3.17).

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 Figure 3.17 Create New Project from Template dialog

Clicking OK creates the new project (this could take a while – figure 3.18) structurally
same to the one used as a template (figure 3.19). The new project won’t contain the instruction
notes from the template project.

Figure 3.18 Notice to wait while the new project is being created

Figure 3.19 The new project based on the template (New Project From Audit Template)

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4. Project work

4.1. Editing a project step document

After selecting a step in the project tree (Projects frame), a tab opens in the Documents
frame containing the step's document. Multiple tabs can be opened at once (figure 4.1).
Navigating between tabs is done simply by clicking on the tabs, and clicking the x sign ( ) in
the tab's right corner closes the tab. The currently active tab (the one whose document is shown
in the text editor) is highlighted in white, while the other tabs are light grey (the colors may
depend on the Windows operating system version).

Figure 4.1 Document tabs

Right-clicking the active tab opens up a context menu with options for saving and closing
tabs (figure 4.2).

Figure 4.2 Right-click context menu of the active tab

The context menu options are:

• Save – saves the document in the active tab

• Save and Close – saves the document in the active tab and closes the tab
• Save all – saves the documents in all the opened tabs
• Close other tabs (discard changes) – closes all tabs except the active one without
saving (any changes made and not saved will be lost)

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 The Documents frame is primarily used for document display and editing. It's toolbar
(figure 4.3) offers all the same tools as a standard text editor and some specific to the Tickmark
software, implementing revision rules.

Figure 4.3 Documents frame toolbar

Figure 4.3 numbers the available tools:

1. Document status – it can be Saved (no new changes have been made), Edited (there
are some updates that need to be saved) or Saving… (a short state indicating that the
document is being saved at the moment)
2. Step status, according to audit business process (further explained in chapter Project
status)
3. Save the document
4. Save all opened documents (tabs)
5. Print the document
6. Change project status – further explained in chapter Project status
7. Insert a checked checkbox in the document
8. Insert an unchecked checkbox in the document
The last two options (7 and 8) are significant to Tickmark software because checkboxes
are often used in the revision process, while collecting and documenting data. These
options enable auditors to use checklists, and even create their own template documents
based on the check-lists (example in figure 4.4).

Figure 4.4 Example of a checklist

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9. Create a link to another step in project – inserts a link to another step in the
document, making navigation between related steps easier.
The cursor needs to be set at the point in the document where the link should go,
without selecting any part of the text; if some text is selected, a warning appears
saying a steplink cannot be inserted (figure 4.5).

Figure 4.5 Warning saying that the link insertion's been unsuccessful

If the cursor's been set correctly, a StepLink Dialog appears, listing all the steps
in the current project (figure 4.6).

Figure 4.6 List of steps in the current project

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 After selecting a step in the dialog and clicking OK, a link is created in the document
(where the cursor was set), written in red and named after the step it links to (figure 4.7).

Figure 4.7 Appearance of the link to another step

10. Change the text ( ) or background ( ) color

11. Cut ( ), copy ( ) and paste ( ) options
12. Undo ( ) or redo ( ) changes
13. Page setup options – margins, header and footer, columns and borders
14. Set page orientation – vertical or horizontal
15. Activate header and footer
16. Display other options – if the toolbar isn't wide enough to display all the tools, the
remaining are displayed by clicking on the arrow (figure 4.8)

Figure 4.8 Toolbar extension

17. Text formatting

18. Paragraph formatting
19. List formatting
20. Styles formatting
21. Choice of language
22. Table formatting
23. Image formatting

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 24. Rullerbars visibility
25. Statusbar visibility
26. Horizontal scrollbar visibility
27. Due date – the number of days available for finishing the project. If there are more
than 15 days left to finish the audit, the letters are displayed in grey color, between
7 and 15 days, letters change to yellow/orange, for less than 7 days to red and in case
of overdue the letters are bold red.

4.2. Deleting a project, step group or step

Deleting a project, step group or step is done by right-clicking the project, step group or
step and choosing the corresponding option in the given context menu - Remove Project,
Remove Step Group or Remove Step. Only one of these options will be available, depending on
what's been clicked, and the others will be disabled and displayed in light grey color (figure
4.9).

Deleting is only possible in the In process and Edited After Review states.

Figure 4.9 Options for removing a project, step group or step – in this case, the given
context menu is for a step, so only the Remove Step option is enabled

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 After clicking the Remove option, a removal dialog appears asking for confirmation, as data
will be permanently lost (figures 4.10, 4.11, 4.12). Deleting a project deletes its step groups and
step and their documents.

Figure 4.10 Confirm removal of step

Figure 4.11 Confirm removal of step group, along with its steps

Figure 4.12 Confirm removal of project, along with its step groups and steps

4.3. Managing attachments

Sometimes additional documents provided by the client need to be included as audit

evidence. To include them in Tickmark documentation, they are added as step attachments.

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 Attachments are added by choosing the Add Attachment option, available in two places:
the right-click context menu of the corresponding step in the project tree (figure 4.13), or the
context menu opened by right-clicking anywhere in the Step Attachments frame (figure 4.14).
The latter requires the corresponding step document to be opened in the Documents frame.

Figure 4.13 Adding attachments from the step context menu

Figure 4.14 Adding attachments from the Step attachments frame context menu

Choosing the Add Attachment option opens the Document Attachment dialog (figure 4.15).
The user needs to click the Browse button, find the document to attach and click OK.

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 Figure 4.15 Document Attachment dialog

Clicking OK closes the dialog, and if the attachment's been successfully added, it's shown
in two ways: the attachment is listed in the Step attachments frame, and a paperclip icon appears
in the Att column of the Projects frame, in the corresponding step's row. Also, the paperclip
appears next to the step's group and project, indicating they contain one or more attachments
(figure 4.16).

Figure 4.16 Paperclip icon next to the step and its step group and project,
indicating they contain one or more attachments

Each step can contain an unlimited number of attachments, and they're all listed in the Step
attachments frame (figure 4.17), along with their file types (if the file is in one of the standard
formats). Files that are in a nonstandard format, can also be added as compressed (zipped)
format.

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 Figure 4.17 Step attachments list in the Step attachments frame

Attachments can be opened and viewed by double clicking their type; they are opened in
their type's default program. This enables editing the attached document, but any changes made
can be saved and synchronized only if the step is in one of the statuses which allow editing –
In process and Edited After Review. If the step is in another status, the user is warned that the
changes won't be saved (figure 4.18).

Figure 4.18 Warning that the changes made to the attached documents won't be saved in the repository

Attachments can also be removed (deleted from the repository), by right-clicking the
attachment type and choosing the Remove attachment option (figure 4.19).

Figure 4.19 Removing attachments by choosing Remove attachment in the context menu

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 Attachments can be inserted as a link in the document itself, by clicking its file type and
then dragging and dropping it to the point in the document where it's referenced. The name of
the attachment will be written in the document in link format (blue in color, underlined and
framed by square brackets - figure 4.20). Clicking the link opens the document in its default
application, just as when it's opened from the Step attachments frame.

Figure 4.20 Inserting an attachment in the document as a link

4.4. Copying/pasting a step group or step

Step group or step can be copied from one project to another by right clicking the step
group or step and choosing the corresponding option copy or copy with attachment (in case we
want to copy those with included attachments) (Figure 4.21).

40
 Figure 4.21 Options for copying/pasting a step group or step; in this case, the given context menu is for the
copying/copying with attachments step group, so the paste here option is enabled

4.5. Linking project step with an external document

The audit process still requires preservation of some physical documents as audit evidence,
and those need to be linked to electronic documentation. Tickmark does this by registering
External references.
A reference is added by choosing the External references option in the context menu of the
step in the project tree (figure 4.22). This opens up a dialog for external references management
(figure 4.23).

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Figure 4.22 Adding external references to a project step

Figure 4.23 External references dialog

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 To add a new reference, the user needs to click on the yellow plus ( ). The Step ID field
is automatically assigned the name of the step the reference is being added to, and it cannot be
changed. Reference ID field is also predefined, but can be changed to match the auditors archive
organization. The third field allows adding a short description of the document that's being
referred to (figure 4.24).

Figure 4.24 Adding a new external reference

Clicking OK registers the new reference and lists it in the External references frame of the
corresponding step (figure 4.25).

Figure 4.25 List of external references (inside the External references frame) assigned to the step, step group or
project (depending on what's selected in the project tree)

Multiple references can be added to a step, in the same way, and they can be searched
through using the arrows in the external references management dialog (figure 4.26). The same
dialog enables deleting a reference, by clicking the red x ( ).

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 Figure 4.26 Arrows for listing through references

The list of all external references in a project can be printed; choosing the External Refs
Listing in the project context menu (figure 4.27) opens a dialog for setting the print options
(figure 4.28).

Figure 4.27 Printing the external references listing option

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 Figure 4.28 Print options dialog

4.6. Document printing

Documents can be printed in two ways.

The first way is to click the Print document option (printer icon - ) in the Documents
frame toolbar – this prints out the document currently opened in the text editor (figure 4.29).

Figure 4.29 Printing the currently opened document through the Documents frame toolbar

Choosing this option opens a dialog for setting the printing preferences (figure 4.30).

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 Figure 4.30 Print document dialog

Having chosen the printer and number of copies, clicking OK opens a new window with a
print preview – what the document is going to look like once it's printed (figure 4.31). To
confirm printing, click on the printer icon ( ) in the window's toolbar. The window now
closes and the user can continue working in the application while the document's being printed.
Clicking the Close button in the toolbar cancels printing, in case the user changes their mind.

Figure 4.31 Final print preview

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 The second way to print out a document is by using the P column of the Projects frame
(figure 4.32). This way multiple documents from a single project can be printed at once. To
mark all the documents (steps) to be printed, the user needs to check the checkboxes in the P
column.

Figure 4.32 Printing multiple documents using checkboxes in the P column of the Projects frame

Having checked all the necessary steps, choosing the Print selected project documents in
the context menu of any of the project steps (figure 4.33) opens up a dialog for setting the
printing preferences (figure 4.30), and after that a print preview is shown (figure 4.31). The
preview composes all the checked documents in a single file and uses the standard page
navigation to search through them.

Figure 4.33 Printing the checked documents

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 If no documents were checked prior to selecting the printing option, a message pops up
informing the user to check documents for printing (figure 4.34).

Figure 4.34 Information that no documents are selected for printing

In order to print the document, all the changes made to it need to be saved. If the user tries
to print an edited and not saved document, a message pops up with warning that the documents
first need to be saved (figure 4.35).

Figure 4.35 Warning that there are unsaved changes in the documents

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5. Instruction notes

Instruction notes are a simple tool for communication between team members about the
project. They are a way to store notes about the project, for example warnings about errors
discovered during a review or some questions a team member might have. This is a useful tool
for managing projects and share knowledge.
When a team member completes a step, the team leader (or some other person responsible
for the project) has to review it. If they find an error, fault etc. They can leave an instruction
note explaining what needs to be done. The instruction note is directed towards the team
member who completed the step, but everyone else can also see it.
Instruction notes can only be added and edited while the step's status is In process or Edited
After Review.

5.1. Adding instruction notes

An instruction note is added by selecting the Instruction notes option in the step's context
menu (figure 5.1).

Figure 5.1 Adding (or viewing) instruction notes

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 After selecting the option, the Instruction notes management dialog opens (figure 5.2) and
a new note is added by selecting the yellow plus ( ).

Figure 5.2 Instruction notes management dialog

After selecting the plus, the Step ID field is automatically assigned the name of the step that
the instruction note is being added to. The dialog asks for input of an id or short description of
the issue (reason for making an instruction note), and there is a checkbox which defines the
note's status (figure 5.3). Checking the box sets the status to OPEN, meaning the issue is to be
resolved, and this is the default setting of a new instruction note. Clicking OK creates the
instruction note.

Figure 5.3 Adding a new instruction note

The note is displayed in two places (figure 5.4): in the project tree there is a post-it note
icon in the iNotes column next to the corresponding step, step group and project, and a list of
all instruction notes is visible in the Instruction notes frame when the corresponding document's
been selected. Open notes are written in red and closed in green.

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 Figure 5.4 Notifications about instruction notes in the project tree and the Instruction notes frame

5.2. Adding instructions and deleting notes

To add instructions to a note (a newly created one or an existing active one), the user needs
to double-click the note in the Instruction notes frame. This opens a window which lists all the
previous instructions (Previous posts) along with the name of the user who's created them and
time of creation. Under the list, there is a New post frame which allows the input of a new
instruction. After writing an instruction and clicking Give note, the new instruction's been
created and is automatically displayed in the Previous posts list. In this window, a short dialog
can take place about an issue and its solution (figure 5.5). Clicking Close dialog closes the
window.

Figure 5.5 Instructions within a note

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 Multiple notes can be added to one step, in the same way, and they can all be viewed and
edited using the arrows in Instruction notes management dialog (figure 5.6). They can also be
deleted by clicking the red x ( ).

Figure 5.6 Listing through notes in the Instruction notes management dialog

All the changes made to the notes are visible to other team members after successful
synchronization of the project.

5.3. Closing instruction notes

Once the issue's been solved, the instruction note can be closed. This is done simply by
unchecking the OPEN option in the Instruction notes management dialog (opened by selecting
the Instruction Notes) option in the step's context menu). The status of the note is then changed
to CLOSED, indicating the issue's been solved (figure 5.7).

Figure 5.7 Closed instruction note

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 Clicking OK closes the instruction note and its color in the Instruction notes frame changes
from red to green (figure 5.8), disabling further editing of the note (figure 5.9). When all the
instruction notes are closed, the post-it note icon is removed from the iNotes column in the
project tree.

Figure 5.8 The instruction note „Correct working papers“ has been closed (so it's written in green) and
editing is disabled. On the other hand, the „Missing contract“ note is opened (so it's written in red) and editing is
enabled.

Figure 5.9 Adding new instructions to a closed note is disabled

If there is a need for additional editing of a closed instruction note, it first needs to be
reopened (by checking the box in the Instruction notes management dialog).

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6. Project status

A project, and its components (step groups and steps), can be in one of five different states,
describing the phase the project is in. Each state/status defines access rights and ability to edit
documents. Defining the status serves to facilitate the audit process and align with International
Audit standards and standards of risk management.
The status is displayed in the Status column of the Projects frame and the toolbar of the
Documents frame while editing the corresponding document (figures 6.1 and 6.2).

Figure 6.1 Status mark in the project tree

Figure 6.2 Status mark in the Documents frame

In Tickmark software, project resources can be in one of the following states/statuses:

- In process ( ) – set by default on each new project, step group and step; allows work
on and editing of associated documents for all users that have write access right
- Completed ( ) – marks that the work on the step has finished and it is ready to be
reviewed by the superior associate; if it's needed, it is possible to change status back to
In process for further changes and editing. Status transition Completed > In process can
be activated by reviser himself (typically when he notices his own mistake) or by
superior associate who is reviewing the document (in this situation, the transition is also
accompanied by instruction notes)
- Reviewed ( ) – marks that the superior associate has reviewed the step document and
has approved its content

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 - Edited after review ( )– marks that the superior associate has reviewed the step
document and has decided that further work and changes are needed
- Locked ( ) – marks that the project is completely finished and no more changes are
possible, which ensures immutability of project data after it has been locked

Details of business process flow (getting document and project through statuses) are
described in next chapters and visualized by state chart in appendix at the end of this document
(Appendix B).

6.1. Status change

Status is always set on step level, more precisely on level of one revision document, except
in the case of final Locked status, which can be only set on project level. Step group takes status
of the step in earliest state of making and project takes status of the step group which is in
earliest state of making (for example, if one step in step group has In process status and all
others have Completed, the group will have In process status).
Status can be changed in the Documents frame by clicking on the appropriate status icon
in toolbar when the document is opened (figure 6.3).
It's important to note that user will only be able to pick those status changes that are allowed
by business process specification. For example, if document is in Reviewed status, In process
status change won't be possible, because that transition is not allowed in audit process. Figure
6.3 shows that there are 4 statuses which can be set on steps, that is because Locked status
cannot be set on individual step nor group. Locked status can only be set on project through
context menu in Projects frame, which will then also lock all its step groups and steps.

Figure 6.3 Icons in toolbar for changing step's status

On each attempt of status change, a window will be displayed asking for confirmation,
allowing user to withdraw his attempt to change status (figure 6.4).

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 Figure 6.4 Window asking for confirmation of changing status into Reviewed

On status transitions into Completed, Reviewed or Locked, new status, author of status
change and time of change will be written in red on top of the document (figure 6.5).

Figure 6.5 Automated logs of status change in document

Automated logging of status transitions in document body can be stopped with unchecking
of Log transitions in document option in Options menu of Tools menu in main application's
menu bar (figure 6.6). Checking that same option back can enable those logs again at any time.

Figure 6.6 Option to enable/disable automated logging of status transitions in document body

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6.2. In process status

Every new project, step group and step have this status when it's created. This status marks
that the step, step group or project is in process of working and editing and that all team
members can work on it, according to their rights.
Step in this status will be marked with In process icon in Status column inside project tree,
and in tool bar in Documents frame with the same icon and label In process. Icon for this status
is red pencil ( ).
From this status only available transition is into Completed status.

6.3. Completed status

When work on certain step is finished and no more changes are planned, its status should
be set to Completed, which marks that it's ready to be reviewed by supervisor. This status can
be set by selecting option in Documents frame's toolbar or in context menu that opens after right
clicking document tab. Icon for this status is magnifier ( ).
Completed status prevents further changes in it, so it can only be read (and, if needed,
copied). If further changes are needed, step's status needs to be set back to In process by
selecting option (red pencil icon - ) in Documents frame's toolbar (figure 6.3)
From this status, step can transit into Reviewed status when user with needed permission
(CanReview) reviews document and approves its content.
Multiple steps in the group can be completed by selecting the option Complete all in step-
group (Figure 6.7).

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 Figure 6.7 Option for completing all in step-group

6.4. Reviewed status

Reviewed status marks that certain step has been reviewed by responsible person and its
content has been approved. This status prevents any changes to step document.

This status can be set by selecting option (green tick icon - ) in Documents frame's
toolbar (figure 6.3) For this option to be enabled, step needs to be in Completed status.
If review shows that further changes to document are needed, its status should be set to
Edited after review, to mark that those changes will be made after review. After those changes
are made, step can again transit into Completed status, and then into Reviewed status.
Multiple steps in the group can be reviewed by selecting the option Review all in step-
group (Figure 6.8).

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 Figure 6.8 Option for reviewing all in step-group

6.5. Edited after review status

Edited after review status enables further changes to document after it has been reviewed
by responsible person. This status can be set by selecting Edited after review option (red pencil
over green tick icon - ) in Documents frame's toolbar (figure 6.3).
Step can transit into this status only from Reviewed status.

6.6. Locked status

Locked status is the last and final status of the project, after which no further changes or
status transitions are possible to any part of that project. Locked project represents final version

59
and can be used as evidence of audit. Only change that can be made is adding new members to
project's team. This can be useful for providing insight into specific firm's audit project to new
employee or to enable access in case of supervision.
To set project's status to Locked, all its steps must have Reviewed status and all its
documents must be closed (none should be open in Documents frame). Project can only be
locked by user with special CanLock permission. Project can be locked by right clicking on it
in project tree and selecting Lock Project option in context menu that opens (figure 6.9). Icon
for this status is green padlock ( ).

Figure 6.9 Locking the project

6.7. Disabled options in statuses that prevents changes in document

When step is in status that prevents changes (COMPLETED, REVIEWED, LOCKED),

options for editing and changing becomes disabled, to ensure immutability of audit data (figure
6.10). More precisely, in those statuses it is:

• forbidden to edit document

• allowed to copy text from document (using option in toolbar or keyboard shortcut ctrl
+ C)
• not possible to add attachment, instruction note or external reference
• not possible to change attachment, but it's possible to preview it

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• not possible to add new or delete existing step from step group
• allowed to add new members to project's team through Manage Access option to provide
insight into project’s documentation

Figure 6.10 Context menu of locked project – all options for changing/editing are disabled (except for
Manage Access)

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7. Data synchronization

Data synchronization in context of Tickmark Audit Software is extremely important because

it enables parallel work of multiple revisers on same project. Synchronization mechanism
supports data backup into cloud (data are securely stored and safe in case computer stops
working), gives audit team members possibility of insight into mutual work and enables work
on project even when user's computer is offline.
Data synchronization represents exchange of locally stored data and data on remote, central
server in cloud system. It enables getting new data from the server, which has been, for example,
added by other users in the meantime (after the last successful synchronization), or sending all
local changes to the server (no matter of Internet connection in the time of making those
changes). For successful synchronization, it is necessary that the computer is connected to the
Internet. Short example of synchronization process flow inside audit project is shown in figure
7.1.

Figure 7.1 Short example of synchronization process flow inside audit project

Sync column in Projects frame shows status of synchronization with the server for each
step, step group and project (figure 7.2). Green icon ( ) marks that the resources are
synchronized, red ( ) means they are not synchronized and orange ( ) means there is a
conflict (more about conflicts and how to solve them is described in Conflicts chapter).

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 Figure 7.2 Sync column inside Projects frame

Tickmark application supports synchronization on a level of each individual step. This

means it is possible to synchronize changes inside all projects at once or to synchronize changes
only inside one particular project, step group or step. Synchronization of all projects can be
done at the start of the Tickmark application, but also at any other time, by selecting Sync all
option in Project menu inside main application's menu bar (figure 7.3).

Figure 7.3 Sync all option for synchronization of all data at any time

Selecting Sync all option will open dialog for authentication and synchronization (identical
to the one that shows on the application's start) (figure 7.4). Inside that dialog, user can choose
synchronization type and after that needs to wait for the synchronization process to finish.
Duration of that process depends on the amount of data transferred through communication
channel and quality of Internet connection. After successful synchronization (Completed key
word will be displayed), user should click OK/Close dialog to continue work in application.

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 Figure 7.4 Authentication and synchronization dialog

There are two types, i.e. „directions“ of synchronization: Commit and Update. Commit
means sending all new local data to the central repository so that other users can also see and
use it. Update is used to download newest data from the central repository that is not yet in the
local storage, i.e. on the user's computer.
To synchronize only one particular step, step group or project it is necessary to right click
it inside project tree and select Sync selected only option in the given menu (figure 7.5). This
selection will also result in opening of the authentication and synchronization dialog (figure
7.4).

Figure 7.5 Sync selected only option for synchronization of only one particular step, step group or project

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8. Conflicts

Conflict marks that there was a direct overlap in the work of two users on the same
document, and that synchronization mechanism can't unambiguously determine the right
version of that document. Conflict prevents successful synchronization, so it is necessary to
solve it as soon as possible.
Below is described simple example scenario that leads to conflict. User A works on
particular step's document and makes some changes and then synchronizes those changes using
Commit. User B, at the same time, is working on that same document on their local computer
and, when they finish, tries to synchronize their changes using Commit. This time server will
notice that this commit would destroy User A's version of document, without User B even
knowing it. This is why, server will block this synchronization and notice User B about it (figure
8.1).

Figure 8.1 Synchronization (Commit) error, potential conflicts

When synchronization error message is shown, it is very probable that there's a conflict. In
that case, it is necessary to first get all new data from the server using Update synchronization
(in example described above, this would mean getting changes made by User A). When this
synchronization ends, in Sync column of Projects frame, particular project, step group and step
itself inside of which conflict happened, will be marked with orange exclamation point ( )
(figure 8.2).

Figure 8.2 Orange icons in Sync column indicating there's a conflict

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 Conflict needs to be solved for further work on that document and successful
synchronizations. Conflict resolution begins with right clicking the particular step in which
conflict happened and selecting Document conflict resolution... in the given menu (figure 8.3).

Figure 8.3 Activating option for conflict resolution

Selecting said option will open dialog for conflict resolution (figure 8.4). In given dialog,
it is possible to preview multiple versions of the document: versions of both users and last stable
version (version before any changes that brought to conflict). Said versions can be chosen
selecting one of tabs in the dialog:

• Mine tab contains document's version created on local computer of the user trying to
solve conflict
• second tab contains document's version of the other user that brought to conflict, and its
name is author's name and time when it was committed to the server
• Base tab contains last stable document's version

In addition to the previewing of document's versions, Conflict resolution dialog offers all
tools for text editing so it's also possible to change any of them and create new version based
on these.

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 Figure 8.4 Conflict resolution dialog

If conflict can't be solved by simple choosing of one of the given versions and user needs
to edit one of the versions, all changes need to be saved clicking the corresponding Save option
at the bottom of the dialog window (only Save for the currently selected tab is enabled).
After correct version of the document is selected/created, it is necessary to select
corresponding Use option at the bottom of the dialog window. This option will keep only the
selected version, and the rest two will be deleted. This is why, user will be once more asked to
confirm his decision (figures 8.5, 8.6 and 8.7).

Figure 8.5 Dialog for confirmation of conflict resolution with Mine tab version

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 Figure 8.6 Dialog for confirmation of conflict resolution with version of the other user

Figure 8.7 Dialog for confirmation of conflict resolution with Base tab version

Choosing Yes, user confirms their decision after which message about successful conflict
resolution will be displayed (figure 8.8). To be sure that conflict has been solved, it is possible
to check Sync column in Projects frame which now shouldn't contain conflict's orange icon.
Instead, there should be red icon ( ) marking that the new change, i.e. conflict resolution,
must be synchronized with the server.

Figure 8.8 Message about successful conflict resolution

Conflicts inside Tickmark application can happen even on other levels, not only text editing.
Conflict can happen in so called „ meta data “, for example when two or more users are changing
step's status, external references, same instruction notes and similar. These conflicts are solved
automatically on the server according to internal application's rule, and based on similar
distributed system's best practices.

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8.1. Conflicts and errors
If conflicts cannot be solved by the procedure explained in Chapter 8, and the user still
receives the message Could not execute update sync/checkout (Figure 8.1), a procedure where
the Revert all and Cleanup all functions from the Project menu in the application's main menu
bar are used to solve the error.

STEP 1. Click OK/Close, then Sync all (Update) and check if the synchronization works.
If not, go to step 2.
STEP 2. Click OK/Close, then the Cleanup all function. This function removes potential
locks that may be the source of an inconsistent state of the local repository. Following this, click
Sync all (Update). Check if the synchronization works; if the same message appears again, try
step 3.
STEP 3. Click OK/Close, then Revert All (it is important to note here that all local changes
and work done by the user will be lost); otherwise contact our support. If you are ok to continue
and then click Sync all (Update). Then, check if the synchronization works; if not, then contact
our support. Further, note that revert all removes (deletes) all local changes made by the user
since the last sync update. The revert on the local computer returns all changes to the “last
current” state, except it cannot recover previously deleted items.

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9. Other functionalities

9.1. Password change

After initial login into Tickmark application with given credentials (username and
password), it is recommended to change password for security reasons.
To change password, user have to visit https://www.tickmark-software.com/ and choose
login button. (figure 9.1).

Figure 9.1 Official page of Tickmark software

This selection will open a new page where user have to click the button forgot password.
(figure 9.2). In given dialog (figure 9.3) with direct link to that page (https://app.tickmark-
software.com/accounts/password_reset/), it is necessary to enter email and click reset my
password. User will receive an email with further instruction and link for the new password.

Figure 9.2 Button Forgot password?

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 Figure 9.3 Dialog with further instructions for changing password

9.2. List of deleted steps

It is possible to see all deleted steps for each individual project, provided that the deletion
of those steps has been synchronized with the server. List can be seen by right clicking particular
project and choosing Step Deletion List option in given menu (figure 9.4).

Figure 9.4 Step deletion list option in context menu

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 List contains username of the user that deleted step, time of deletion and file code of that
step (instead of step's name) (figure 9.5). For mapping codes to real names of deleted steps, it
is needed to contact Tickmark support and ask for restauration service.

Figure 9.5 List of deleted steps in C1 project

9.3. Tools for application’s info and user help

Help menu in main application's menu bar contains options for accessing tools for help in
using of the application (figure 9.6). User can select any of these options:
- official FAQ forum on which users can ask their own questions
- official YouTube channel
- digital version of the user manual

Figure 9.6 Help menu options

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10. Log module– tracking user's activity

Tickmark users, when making the contract or changing service, can choose to include the
Log module in the license. Users with this license can keep track of all activities that happens
during work on all audit projects. Log module gives overview of time sequence of activities in
which for each change inside one of the documents (that has been synchronized with the server),
there’s also an explicit record about type and author of that change. This way it is always
possible to unambiguously determine when, who and what has been done, and, if needed, it’s
possible to restore project’s whole history.
Activity logs are shown in Activity logs frame that is situated under Step attachments frame
(figure 10.1). Visibility of this frame can also be set through View menu of the main
application’s menu bar, which will now additionally have Show Log Box option (figure 10.2).

Figure 10.1 Tickmark application with license that includes Log module will show additional Activity logs frame
which will contain logs of activity in projects

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 Figure 10.2 View menu contains additional Show Log Box option to control visibility of Activity logs frame

Activity logs contains two tabs which represents two different types of records that can be
previewed and analyzed. Action Log tab contains information about project’s file resources, and
Transition Log tab contains information about status transitions inside the project.

10.1. Action Log

The Acton Log tab lists the file system's action logs. They log the time, author, type of action
and resource identifier of the given action. The logs all refer to the currently selected node in
the project tree. If a step is selected, the Action Log tab lists the logs related to the step. On the
other hand, if a project is selected, the Action Log tab then lists all the logs related to the project,
which includes the logs related to its steps. An example of some logs in the Action Log tab is
given in figure 10.3.

Figure 10.3 An example of logs in the Action Log tab

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 Every action log consists of these components:

• Time – time of the action (the time it was registered on the server)
• Author – username of the project team member who generated the logged action
• Action – type of action:
o Add – Creation of a new resource (a directory and/or file related to a part of
the project)
o Modify – Modification of an existing resource
o Delete – Deletion of an existing resource
• Revision – revision number, that is, an internal identifier of the synchronization
which registered the change: the number continues to grow with time and new
synchronizations
• Resource ID – a string of 8 characters, framed in square brackets, serving as a
unique identifier for the file resource
• Resource Type – the last part of the log defines on which part of the project the
change was made. The possibilities are:
o Project folder – the top folder of the project
o Project manifest – file with basic project info
o Project info data – meta-data of the project
o Project access rights – access rights for the project

o Step group folder – folder of the corresponding step group

o Step group info data – meta-data for the corresponding step group
o Step group access rights – access rights for the corresponding step group
o Step group document body – content of the corresponding step group file

o Step folder – folder of the corresponding step

o Step info data – meta-data for the corresponding step
o Step access rights – access rights for the corresponding step
o Step document body – content of the corresponding step file
o Step attachment – attachment of the corresponding step

Based on the explained taxonomy, it's easy to analyze the logs. For example, the first log in
figure 10.3 confirms that, by a synchronization (internal identifier 460), at the exact written
time the listed user updated the access rights for the currently selected step, whose resource
identifier is shabg5mg. Additionally, it can be determined that this was the last successful
change done on the step, since the log is shown at the top of the action logs list.
Since the application interface, after a completed synchronization, shows only the newest
version of a document, it’s not possible to view the contents (or meta-data) of an earlier version.
Relating to the given example from figure 10.3, for the step identified as shabg5mg, only and
exclusively the current access rights can be shown (through the Access Control dialog), and it's
not possible to see the exact changes that were made. However, if such information is
required, it can be acquired by contacting Tickmark Support, which can deliver all
versions of a document per request of an authorized person.

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 An example of log analysis is visualized in figure 10.4, assuming that information about
step attachments is of particular interest (still referring to the step shabg5mg).

Figure 10.4 Action log for the currently selected step: highlighted is the
log referring to changes related to step attachments

The resource identifier, written in square brackets in the log, always refers to the currently
selected node in the project tree, meaning it can refer to a step, step group or an entire project.
The user can find the exact name of the step/step group/project by referring to the Resource ID
in the project tree. Figure 10.5 shows that action logs with the identifier shabg5mg correspond
to step Another evidence.

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 Figure 10.5 Resource ID in the project tree and as part of a log

10.2. Transition Log

Unlike Action Log tab that shows list of actions on filesystem level, Transition Log tab
contains logs that exclusively refers to changes of project's, step group's or step's status. In
accordance with standardized audit process, each project’s resource goes through allowed
sequence of statuses (detailed description in chapter Project status) in which first status is
always In Process, and final is always Locked which prevents any further changes.
List of records shown in tab depends on currently selected node in project tree, so selecting
project’s node will result in all status transitions that were (implicitly!) done inside that project.
Implicit status change refers to project and step group, because their status transition is
determined based on all steps that it contains. Figure 10.6 shows example of records in
Transition Log tab for selected project.

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 Figure 10.6 Records in Transition Log tab for selected project: list of records contains status transitions, i.e.,
project's transitions through different states of business process. Record marking implicit transition of the project
to Completed status for the first time is marked red and visualized.

Each record in Transition Log tab can be decomposed in three components:

• Local time – local time when transition happened

• User – user that changed step's (explicitly) or group’s/project’s status
(implicitly)
• Transition – transition that happened (in format Status_before → Status_after)
Unlike in Action Log tab, Transition Log tab’s list of records is sorted in a way that oldest
record shows on top of the list. First record should be transition NO_STATUS → In_Process,
which effectively represents creation of the resource and setting its status to initial In Process.
All other records should contain only those transitions that are allowed by standardized audit
business process. Figure 10.8 shows logs in which project multiple times transits from In
Process to Completed status and vice versa. It’s case when one or more associates iteratively
updates project’s documents before they meet the conditions for Reviewed status (on figure, it’s
possible to see that project is in Reviewed status, but record for that transition isn’t shown
because only first part of the record’s list is shown).

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 Finally, figure 10.7 shows selected step (Another evidence) which is part of the locked
project (has Locked status). Transition Log tab shows list of records of status transitions which
reveals exact time sequence of carrying out that step through audit business process. It’s
possible to see that one associate worked on that step. It’s also possible to, based on time
records, determine distribution of relevant actions in period of work on project.

Figure 10.7 Transition logs reveals details about carrying out step (step group or project) through standardized
business process; in given example, step was once marked as Completed before it was Reviewed and then finally
Locked

Log module is very useful for all audit teams that need precise supervising of work course
on projects. Records that are made on file’s action level and status transition level enables
synergy effect – exact project’s analytics, including insight into dynamics of work on project
and effectiveness of all team members.

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10.3. Search Log
By double clicking the padlock icon (Figure 10.8) the user activates the search log, which
is context-sensitive, and searches for either Action Log or Transaction Log, depending on which
tab of the log box is currently active. The user can search different criteria, for example, the
user’s name, attachment name, status of the step, etc.

Figure 10.8 The Search log activated by double clicking the padlock button

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11. Tickmark modules

11.1. Tickmark statistics module

The Tickmark Statistics module (Link: https://tst.tickmark-software.com/) offers

various information about projects and team members (i.e. efficiency), and the Tickmark Audit
Software provides general data and information about the Tickmark Reporting tool usage.
Projects in statistics can be filtered by project leader, project name, type, and year (Figure 11.1)

Figure 11.1 Filter leader, project, type, and year

The Tickmark Statistics module also provides various project statistical information
(Figure 11.2):
• Current Steps Statistics – tracks project efficiency. For selected projects, it shows the
number of opened and closed instruction notes, current status (percentage of
completion) of project steps – working papers, including the total number of steps-
working papers
• Statistics by User – tracks user efficiency. For selected projects, it shows the current
status of the project, percentage of completion of steps – working papers. The report list
is viewed by users. To use this report, the user for each project step is previously
assigned – working paper. The user assignment for each project and project step is done
in the Tickmark Audit software using the Manage access function. The access right
needs to be assigned to each user in the Audit Software, which is done by clicking the
checkbox for each step and user. This is followed by assigning the user right to complete
steps (read & write) to review the steps (read & write & complete) and lock steps (read
& write & complete & lock
• Statistics by Project – shows the current status of the selected projects and the
percentage of the completion of steps-working papers. The report list is viewed by
projects

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 • Statistics by Resource – statistical information per project such as size, number of
working papers, file and folder number of working papers
• General Statistics – information about the storage quantity, number of Tickmark users
and user commits (synchronizations made by the user with the server – the number of
“send to server” options)
• Tickmark Reporting Tool Statistics – information about the number of trial balance
imports made in the Reporting tool. This is used to track usage and annual fee
calculation

Figure 11.2 Various statistical information

11.2. Tickmark Web module

The Tickmark web module allows users to read data from the Tickmark Audit Software via
mobile phones and tablets.
There are two ways to access the Tickmark web module. The first one is from the Tickmark
website, after login, by clicking on the button Tickmark Web (Figure 11.3).

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 Figure 11.3 Button for accessing Tickmark Web module

The second way is by clicking on the link https://tmi.tickmark-software.com/tmi/ (Figure

11.4). After the user fills the form with their username and password, a list of all projects will
appear together with attachments (Figure 11.5).

Figure 11.4 The form for accessing the Tickmark web module

Figure 11.5 shows an example of a project in the Tickmark Web module.

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 Figure 11.5 Interface of the Tickmark web module

11.3. Tickmark Reporting Tool

The Tickmark reporting tool allows the easy compilation of different financial reports (such
as Financial Statements, Business performance reports involving KPIs, and Group consolidated
reports) based on the import of the trial balance. The tool can also be used in audit engagements
for the easy production of lead schedules and analytical reviews. As such, it can significantly
improve the work done both by auditors as well as corporations with multiple entities.
The Tickmark reporting tool is a Windows-based application, which requires the CPU
speed of 1 GHz clock, 2 GB RAM and 1.0 GB free disk space on the hard drive.
The application is supported by Google Chrome and Mozilla Firefox. The reporting tool is
not compatible with Microsoft Internet Explorer/Edge.
The link to open the reporting tool is https://trt.tickmark-software.com/ where you can also
find the user manual.

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12. FAQ

Q1. Where does Tickmark Audit Software store project data?

A1. Tickmark Audit Software stores project data on Amazon web servers. Cloud security at
AWS is their highest priority. AWS customers will benefit from a data center and network
architecture built to meet the requirements of the most security-sensitive organizations.

Q2. What is the level of data transfer security?

A2. Data transfer from the local machine to cloud server is secured by SSL certificate – banking
level security (100 % encryption).

Q3. How often does Tickmark Audit Software run backups?

A3. Complete backups of all data synchronized with the server are performed daily.

Q4. How can I install Tickmark Audit Software?

A4. After filling out our sign-up form, each Tickmark Audit Software user will receive an email
with a link for application retrieval and installation. Upon link activation, the web page will
open in your default web browser.

Q5. Do I need Internet connection for Tickmark Audit Software login?

A5. Tickmark Audit Software client application can be used irrespective of your internet
connection status. If there is a healthy connection, i.e. in an online context, local data can be
synchronized and updated with the central repository on the remote server in the cloud. On the
contrary, if internet access is unavailable, our application still allows storing data in offline
context. Once Internet access is available, both local and remote changes can be synced again.

Q6. Does each user have their unique login data?

A6. Yes, initial passwords will be provided for each individual user, but it is highly
recommended that users change their passwords the first time they login (through the
application interface).

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Q7. What does a single Project include?

A7. In the Tickmark Audit Software, a single project represents the complete documentation
that originates from the respective audit engagement. Usual project groups are “Planning tasks”,
“Audit evidence”, and “Financial statements and Audit completion”; however, you can also
create your own group names.

Q8. Can I add different access rights for a single team member?

A8. You can add team members who will work on single projects, and also add different access
rights for each user with just one click on "Manage Access". Access rights include Read, Write,
Grant Access, Can Review, or Can Lock.

Q9. Can I create a new project from an existing project template?

A9. Yes, you can use existing project templates to create a new project with the predefined
content.

Q10. Can I add attachments into a project step?

A10. Yes. It is often the case that electronic documents given by the client need to be included
as audit evidence to the documentation. This data can be in different formats and cannot be
copied directly into the application (e.g., PDF document). That's why we have created the
possibility of adding such documents as attachments.

Q11. Is it possible to link a project step with an external document?

A11. Yes. In the process of auditing, there still are hard copies that we can preserve as audit
evidence or part of the documentation. In order to link these documents with our electronic
documentation, you will find a category named "External references", which you can use for
this purpose.

Q12. What does data synchronization mean?

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A12. Synchronization is very important as your work is sent to the server and allows others to
see it, and hence, work on it. This also allows you to see the work of other team members and
use it in your audit.

Q13. Can I sync just a part or all of a project?

A13. Our application enables you to synchronize the whole project or just part of the project as
a step or a group of steps.

Q14. What are Instruction Notes?

A14. Instructions notes are tool used for communication among project team members. This is
a place where you can write your notes related to the project. This note will be addressed to
anyone working on the job and will be visible to all members of the audit team. The Note will
remain open until the status is resolved, as a reminder (we all know how it is easy to forget to
document something when working on audit projects!). Upon completion of the audit, all
instruction notes will be deleted.

Q15. What is project status?

A15. The project status aligns the audit process with the International Audit standards and the
standards of risk management. The project status could be "In progress", "Completed",
"Reviewed", "Edited after review", and "Locked".

Q16. How can I resolve the inability to execute the commit command?

A16. 1. OK/Close, then Sync all (Update). See if synchronization works, if not go to step 2.

2. OK/Close, then Clean up all, then Sync all (Update). See if synchronization works, if not
go to step 3.

3. OK/Close, then Revert (problematic directory / project or, if not known, All → in such
case local changes will be lost since the last synchronization, so if you did them, save the data),
then Sync all (Update). See if synchronization works, if not go to step 4.

4. Contact support

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Q17. How can I restore the LOCAL repository to a state BEFORE (new) local changes have
been made (since the last successful synchronization)?

A17. Revert all → all changes at the level of the entire local repository

Revert local changes → all changes to the respective, selected, “local” resource

Q18. What should I do if a new version of the Tickmark software is available? (Application
Update → A new version of Tickmark is available. Do you want to download it now?)

A18. In any case, you should definitely allow the installation of an updated version of the
application, because otherwise you will not be able to use all the benefits of the system.

Q19. What happens if I decide to stop using Tickmark Audit Software?

A19. Should you decide to stop working with Tickmark Audit Software, all your data and files
will be stored to your local computer. However, you will not have the option of synchronizing
your data, collaborating with your team members, or having your data backed up on Cloud.

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Appendix A – project's structure

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Appendix B – business process state chart

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