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Replies posted by amlbmo

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Rachel PengKarbon Team

Shared Triage

@amlbmo Shared Triage is different than a normal Triage inbox. I think what you are asking about more along the lines of delegate Triage? I believe this had been on the roadmap but am unsure where this is at with Karbon currently. One work around I can think of for you using Shared Triage is to set up a new email (not associated with a Karbon login/User) that you then autoforward your personal emails too. This Shared Triage can then be accessed in Karbon by your admin. You would still get everything into your personal Triage, but your admin would be able to assign to work, comment, assign to others & reply to emails from the Shared Triage. This might help you for now, as you would then be able to see that emails had been assigned to work etc as mentioned & you can then clear if you do not need to keep these in your personal Triage. Eg. email@yourdomain.com is the email associated with Shared Traige. Your emails amlbmo@yourdomain.com would then autoforward from your email to em

Rachel PengKarbon Team

Shared Triage

@DianeK thanks for the quick reply. Just to confirm, is a shared inbox different than a normal inbox? i.e. are there steps I need to take to ‘convert’ my inbox into a shared inbox via Microsoft admin first, or is just reach out to Karbon to have my inbox archived and connected via Shared Triage?

Rachel PengKarbon Team

Shared Triage

Great to see the email reminders!For Shared Triage, just to confirm, if I’d like my EA to manage my inbox (i.e. moez@amlb.ca) but still want access to the inbox myself, is that possible? I tried to connect my inbox to Shared Triage but it says “it is already connected”. Asking this question here instead of support as I expect others will have similar questions. Thank.

Curt MastioBeginner

asked in Ask a Peer

Project Manager Role/Job Description?

Hey @Curt Mastio , no worries, here you go (aided by ChatGPT and using some of your initial requirements above in the prompt) - hope it helps. Job Title: Workflow SpecialistJob Summary: The Workflow Specialist will be an integral part of our Virtual CFO business, ensuring that our project management and workflow systems, particularly within Karbon, are optimized for peak efficiency. This role will focus on the meticulous documentation and management of workflows, supporting the client services team and enhancing our service delivery.Key Responsibilities:Tool Optimization: Configure and optimize Karbon settings for streamlined operations. Deadline Management: Monitor and report on the delivery of client service deadlines, providing management with comprehensive status updates. Onboarding Precision: Ensure the accurate and timely creation of work items for each client during the onboarding process. Karbon Hygiene: Maintain Karbon hygiene, monitoring due dates, statuses, and overall use o

Curt MastioBeginner

asked in Ask a Peer

Project Manager Role/Job Description?

Hi everyone, this thread came up when I was searching for a job description for a “Workflow Manager” or “Karbon manager”, as we’re looking to create a dedicated role at our firm to take care of all aspects of Karbon management. @Curt Mastio , did you ever get a list of job responsibilities from anyone, or create your own list? If anyone else has a list, please do share. I’d love to see what folks have come up with and can of course share what I have as well once drafted. Thanks.

Logan BaillieKarbon Team

posted in Karbon AI

AI Feature: Compose Draft

Hi @Logan Baillie , this feature is fantastic. In some cases where I’m just confirming receipt of email and thanking the sender, I haven’t even provided a prompt and it drafts a simple confirmation / reply. Very nice! One suggestion would be to remove the salutation at the end (i.e. “Best Regards, Moez Bawania”), as I’m sure 95%+ of us have a signature block so don’t need this. It’s an extra few seconds of highlighting and deleting that we could do without :)

Logan BaillieKarbon Team

posted in Karbon AI

AI Feature: Personalized Client Updates

@Logan Baillie , very interesting feature and thanks for the overview video.Two suggestions:have the sent email automatically added to the work timeline allow for variables to be added into the prompt, especially work item name and client name. The few tests I did, the email came out quite generic so I assume it doesn’t use the work item name specifically in the email generation process.

Logan BaillieKarbon Team

posted in Karbon AI

Welcome to Karbon's AI Beta

@Liam Guinto FYIWe now have access and the summary actually highlighted a couple of points in a long client email that I otherwise may have missed or misread. Very cool.

Sara GoepelKarbon Team

Karbon AIBlog

This is a great start. Would be great to ask questions about items in Triage and Work. Examples are: Who sends me the most emails on average in a week? Which client has the most overdue work items? Show me all overdue corporate tax work items. Am I pipe dreaming? :) 1 is available in Email Insights and KPI. 2 is available in Insights already. 3 is available in Insights already (if it is a Work type) 🙂 Thanks very much Sam for the reply. On #1, yes, that is in email insights but isn’t that an additional per user fee?#2 and #3, yes, the answers are available in different views; I should’ve clarified that one of the key benefits of a ChatGPT / conversational AI capability is to access whatever information you need at your fingertips. This alleviates the need to click through to different views for each question you’re trying to answer. It also creates possibilities around querying data with variation combinations / permutations without having to apply various filters. Ex

Sara GoepelKarbon Team

Karbon AIBlog

This is a great start. Would be great to ask questions about items in Triage and Work. Examples are:Who sends me the most emails on average in a week? Which client has the most overdue work items? Show me all overdue corporate tax work items.Am I pipe dreaming? :)

A

Anonymous

posted in Share Tips & Best Practices

Here’s a recording of the KPI virtual roundtable

@Miya , you may find this helpful re: what reporting / dashboards are available in Karbon Practice Intelligence.

amlbmoRising Star

asked in Ask a Peer

Client work deadline management and reporting in Karbon - best practices?

We have been experimenting with using TAKT and lean cells to plan out and get compliance work done by deadlines. TAKT = time available / number of work items-- this will tell you how often you need to spit out a sales tax return. If you have 15 returns and 150 working hours, then you need to complete a return every 10 hours to stay on track. This is used for measuring. Actual work is completed a little less evenly in lean cells. Lean cell = An admin, preparers, and a reviewer all on the same video call. If we have 15 sales tax returns and we know it takes, on average, 30 minutes of prep,15 minutes of review, and 10 minutes of admin for processing, then we know we have 450 minutes of prep, 225 minutes of review, and 150 minutes of admin. We smooth things out by having two preparers and one reviewer giving us a complete working time of 225 minutes + stoppage and breaks… roughly four hours. By doing the work in a lean cell, we complete all the sales tax returns in one 4-hour sitting. We

amlbmoRising Star

asked in Ask a Peer

Client work deadline management and reporting in Karbon - best practices?

Hi @amlbmo We follow the almost the same protocols as @kylenecarse - I have found having dashboards by Work Type and a date range for the due date to be incredibly useful. When you want to give a line of sight set up the columns by Due Date So you see I have also found having one person in charge of the dates to be best practice but best practice doesn’t always happen. We do have a role that is responsible for checking in on due dates to mitigate impact of moving dates and we talk about the process a lot. V As usual, you are awesome Victoria (haven’t met you yet but I know we’ll get along great 😊 ). Appreciate seeing the dashboard view you prefer to keep the dates in front of you. I’m going to look deeper into this next week and revert with what we decide on. Cheers.

amlbmoRising Star

asked in Ask a Peer

Client work deadline management and reporting in Karbon - best practices?

Good morning @amlbmo ! Here is how we manage all compliance work: One person is in charge of coordinating the work creation and repeat schedules for compliance work - this prevents the variation in due dates when multiple people are creating work All compliance work is set with the government mandated due date. If the work is extended we move it to the government extended due date We then create and monitor work views by the Work Type - that way we can isolate work by the due date for the type. Ex: 1040 tax returns - work type = 1040, due date = custom range 1/1/2022 - 12/31/2022 - we do this to make sure we catch work on extension and also on the off chance someone has created work outside our protocols and put an incorrect due date. We then filter by the Client Owner so that each CPA has a clear view of their work and deadlines We do have follow up type task that are done after the work is completed. For us, what has worked best is creating sub-statuses under the Complete

A

Anonymous

OneDrive added to document management, and much more!

I posted this on another thread but don’t think I saw a response: The OneDrive/SharePoint integration looks great thus far for attaching files to emails. However, our biggest pain point is saving files received FROM clients via email. Do you anticipate the integration will address that eventually or will we still have to click into the attachment then save as from the native app (i.e. Adobe for PDFs)?

A

Anonymous

Document management in Karbon

@amlbmo The current supported flow is to: Link the email to an work item timeline Go to the work item to copy attachments into OneDrive/Sharepoint destination Does that fulfil your need? Or would you want to move files into the DMS directly on the email in triage? @Aaron Kwan I see that now. Brilliant design of flow and ability to automatically copy to a folder (haven’t tried it but understand conceptually how that could save us a LOT of time/reduce manual work). The only issue is that, although most are, not all emails are tagged to a work item. Therefore, in addition to the flow you’ve described, if you can enable movement of files into the DMS directly via the email, that would be great.

A

Anonymous

Document management in Karbon

The OneDrive/SharePoint integration looks great thus far for attaching files to emails.However, our biggest pain point is saving files received FROM others via email. Does the integration address that, or do you still have to click into the attachment in the email then use “save as” from the native app (i.e. Adobe for PDFs)? @Aaron Kwan - thoughts?

Anika ZubairKarbon Team

posted in Share Tips & Best Practices

Here’s a recording of our introduction to document management webinar

The OneDrive/SharePoint integration looks great thus far for attaching files to emails. However, our biggest pain point is saving files received FROM clients via email. Does the integration address that, or do you still have to click into the attachment then save as from the native app (i.e. Adobe for PDFs)? @Aaron Kwan - thoughts?

maxSr. Karbon Community Guide

posted in Ask a Peer

Anyone using the API?

@Eshah17 FYI, interesting thread on using Karbon’s API for capacity planning.

Wendy BarnaboRising Star

asked in Ask a Peer

Work Item Creation responsibility in your org?

Great discussion and insights everyone.We maintain a “master list of key processes”, both client service and business management (in Excel!) and assign a process owner to each one (either my business partner or myself). Templates can only be created and changed by the process analyst, with approval required by the process owner for all material changes to templates (i.e. broken links or other routine inaccuracies are not considered material)We also centralize creation of work items from existing templates for new clients during onboarding. Our VA currently does it but we’re hiring an onboarding specialist who will do this.Consistent with what others have noted above, after initially being created from templates, work items can be tweaked by accountants as they are working with a client, based on their specific needs. I’m sure we’ll get more rigorous about these client-level customizations at some point to be sure we’re being intentional about not creating entirely bespoke processes for

amlbmoRising Star

asked in Share Tips & Best Practices

My Week vs To Do - which do you use when?

Hi @amlbmo I am facing the same struggle with my team, on top of that they have created Dashboards which mirror much of the current functionality that we see in My Week. Dang independent thinkers…. I am easing into this from multiple fronts. The ability to assign emails to My Week (especially ones with multiple recipients) has been a feature that is popular on my team so we start there. The visibility of tasks and who they are assigned to with one click AND being able to check off tasks from there is my current - ‘isn’t this awesome’ campaign The Drag & Drop features particularly in “Working on Now” is something that cannot be done in To-do We utilized Loom/Slack so I will add Tip & Tricks for My Week in there to hype it up some. I have also given them room to take baby steps if they are not ready to jump all in - even though I am all in. I may or may not be using a bit of a scare tactic as well. As the functionality grows they will be left

amlbmoRising Star

asked in Share Tips & Best Practices

My Week vs To Do - which do you use when?

Hi @amlbmo I am facing the same struggle with my team, on top of that they have created Dashboards which mirror much of the current functionality that we see in My Week. Dang independent thinkers…. I am easing into this from multiple fronts. The ability to assign emails to My Week (especially ones with multiple recipients) has been a feature that is popular on my team so we start there. The visibility of tasks and who they are assigned to with one click AND being able to check off tasks from there is my current - ‘isn’t this awesome’ campaign The Drag & Drop features particularly in “Working on Now” is something that cannot be done in To-do We utilized Loom/Slack so I will add Tip & Tricks for My Week in there to hype it up some. I have also given them room to take baby steps if they are not ready to jump all in - even though I am all in. I may or may not be using a bit of a scare tactic as well. As the functionality grows they will be left behind or having to do a lot

maxSr. Karbon Community Guide

posted in Share Tips & Best Practices

HTML in Client Task Emails - Send Beautiful client tasks

I think that’s a great idea, Max. If we’re screen sharing, then there will of course be client data in view that we’ll have to figure out a way to manage. Other than that, I’m open to something like this for sure! We’re in Toronto, Canada by the way.

JanaRising Star

asked in Ask a Peer

Grammarly

Agreed on this, either Grammarly or WordTune.

maxSr. Karbon Community Guide

posted in Share Tips & Best Practices

HTML in Client Task Emails - Send Beautiful client tasks

Great discussion here everyone.@Eshah17 - FYI for our tax process improvement :)

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