New Audit Year, New Audit Requests Portal

by Ashley Avena, Senior Associate

Posted on June 18, 2025

The year’s impending audit usually commences once your auditor has notified you that the new requests are ready for you to review and address. However, it may look a little different this year. After several years of using Engagement Organizer as the portal for viewing and uploading audit requests, we have done away with it and are excited to launch a new platform this year through ShareFile. There are several different reasons why there has been a change to ShareFile. Among them are the allowability for larger files, a faster operating system, the ability to limit user access and more.

To get started, the main audit contact will first receive an email generated from ShareFile notifying them that they’ve been added to a ShareFile account. Through this email, you will activate and create your password to be able to log in to view the audit requests. If you’ve previously used ShareFile to sign documents from HeinfeldMeech electronically, you do not need to activate or create a new account.

Once logged in, you will see the audit requests by going under “Projects” and selecting the fiscal year under audit. There are several tabs within each project, but you will predominantly be utilizing the “Document Requests” tab. In this tab, you will see different sections categorizing audit requests such as Items to Provide in Advance, Information Technology, Payroll, Cash, and more. In each section, you will see the list of individual audit requests relating to that section. By clicking on a line item, you will see a description of the audit request and any related attachments your auditor has uploaded, and there you will also be able to add files or comments. Once you have uploaded the requested documents or information, you will want to hit the “Submit for Review” button to signify to your auditor that the request has been completed. Once your auditor has downloaded the files or reviewed comments in the request, it will be marked as “Approved”.

One of the perks of switching to ShareFile is the capability to add District employees to the portal yourself without having to request access from your auditor. Additionally, with the new platform, you now can limit access for District employees so that they only see the specific sections and requests that have been assigned to them. For example, you may want to restrict the payroll requests to only payroll personnel so that other employees do not see sensitive information. To do this, you will click on the three dots next to a specific line item and click “Assign Users”. You can also assign users to more than one item at a time or to an entire section by selecting the boxes next to the line items you’d like to add them to and then clicking “Assign” at the top of the list.

Some additional features and helpful information regarding the new platform are as follows:

• A more user-friendly interface that allows for more clarity and simplicity in use. The platform provides a more comprehensive overview of how many sections and requests are still open, in review, or have been approved or closed. You are also able to filter requests by status or assignee which will aid in completing requests more efficiently.
• The Engagement Organizer did not allow files over a certain size, limited the number of files that could be uploaded for a line item, and slowed down as more files were uploaded. ShareFile addresses each of these issues which, in turn, will make for a smoother audit.
• Auditors do not get notified after requests are submitted for review and, unlike the Engagement Organizer, there is no option to send a notification. Your auditor will only receive a notification email once every item in a single section has been marked as “In Review”. Be patient with your auditor and consider letting them know that new items have been uploaded if it is after fieldwork and they may not be checking as often.
• Due dates for sections and requests are set by the audit team based on the dates of fieldwork. Your auditor may have uploaded all requests at once for both prelim and final fieldwork. Review section due dates to know what requests to pay attention to. Once due dates have passed, you will begin to receive emails automatically generated from ShareFile notifying you of overdue items.

As with all other things, ShareFile is not perfect and you may run into some difficulties. Reach out to your audit team if you run into any of the following problems:

• If you are not receiving emails from ShareFile. First, check your spam or junk folder, and if you are still not seeing the emails then reach out to your auditor as they may need to re-send an activation email or you may need to ask your IT department to allow emails from the IP address.
• If you do not see the option to manage users or share with others after clicking the three dots next to sections or requests.
• If you are receiving too many emails for overdue items. Your auditor can work with you on due dates to stop the automatically generated emails.
• Any other hurdles you may come across while using the portal.

Overall, we are excited about the switch to ShareFile and all of its capabilities that we believe will aid in a more smooth and successful audit. The new platform is much more user-friendly and intuitive, but there could always be areas for improvement. ShareFile has been very responsive to our feedback and is constantly making updates, so please let us know of any roadblocks or ideas for improvements along the way. Here’s to a great new audit year!

Related: Presentation Slides on ShareFile from 6/12/25 School District Conference