Cross-Platform Collaboration with SPRCHRGR

Overview

At SPRCHRGR, we aim to balance speed and efficiency with data security and accountability for everything that we do. We also strive to be flexible in how we engage and integrate with the various people, systems, and workflows in each respective business across our diverse client base.

Since there isn’t a one-size-fits-all approach or technology solution between our firm and every client, we do our best to standardize what we can control on our side while remaining open to embrace the communication styles, collaboration tools, and processes that are most comfortable and effective for each individual client.

Please read below to understand our default approach and limitations - then let’s have a live conversation to figure out how to best align on the most seamless and efficient partnership possible.

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Each team member has a first initial + last name @sprchrgr.com primary email address:

These are Microsoft 365 standard user accounts.
They also concurrently have a Google Workspace license so that our team members can directly share and collaborate (using their first initial + last name @sprchrgr.com primary email address) with clients who standardize on Google Drive (incl. Google Sheets and Google Docs) for secure file sharing.
The same first initial + last name @sprchrgr.com primary email address can be used to access certain 3rd party systems using SSO or “sign in with Google” type authentication controls.

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We also provision a separate “accounting department inbox” email address for each client:

These are technically Microsoft 365 “shared mailboxes”
We configure those email addresses by default with a unique short code representing the corresponding client business, for example:
- ABC-accounting@sprchrgr.com or
- XYZ-accounting@sprchrgr.com
When we work collaboratively as a team to perform a specific function for our clients’ businesses (primarily ongoing recurring bookkeeping & controllership functions) our individual team members share access to this one unified email inbox.

Some clients create an accounting@client-url.com type email address on their own servers that they like our team to use as the shared “accounting department inbox” email address for ongoing recurring bookkeeping & controllership functions. We love integrating these within our practice management technology solution for the most seamless collaboration experience for all stakeholders - please ask any SPRCHRGR team member or email support@sprchrgr.com if you’d like to set something like this up with us for your business.

Unfortunately, there are a few (annoying) limitations with regard to how the Teamwork Desk ticketing system handles the ABC-accounting@sprchrgr.com and accounting@client-url.com emails - more details below…

PLEASE NOTE:

The shared “accounting department inbox” email addresses can NOT send or receive shared documents through the Google cloud - instead, please share Google files and folders directly with each individual user’s first initial + last name @sprchrgr.com primary email address depending on who from our team needs access to your data.
Our firm also standardizes on Teamwork.com internally for project & task management and we use the Teamwork Desk helpdesk ticketing software as the front-end for the ABC-accounting@sprchrgr.com and accounting@client-url.com emails mentioned above. Limitations:
- The ticketing system preserves the original subject line of each email on our end, regardless of any changes that you make to the subject line in subsequent replies you send on the same email thread:
  - To minimize confusion and help prevent missed messages, please always start a brand new email thread with us whenever you need to address a different subject.
  - Otherwise, our team won’t see the updated subject line you intend to raise our attention to, and we might overlook new questions and comments that you slip into a reply on an older email thread from a different subject.
- The ticketing system also suppresses in-line edits within your forwards & replies to us:
  - If you add in-line Q&A responses within the history of a forwarded or replied message (often in all caps or a different font color), our team, unfortunately, won’t see your in-line edits at all when we view your message normally in the system…
  - Our team will still be able to find your in-line Q&A notes after a few extra (atypical) clicks on our side - but it won’t be obvious to us that we need to take those extra steps unless you make that abundantly clear within the message at the very top of your email.
- If you deliberately remove someone from the TO or CC line when your reply back to us on an existing ticket, the ticketing system will automatically generate a brand new ticket while automatically closing the original ticket:
  - To ensure that the removed contact isn't inadvertently added back as a recipient when we draft our reply.

Overview

Email Correspondence & Secure File Sharing

SPRCHRGR team members use two different types of email addresses, depending on their role and functions being performed for each client:

Unfortunately, there are a few (annoying) limitations with regard to how the Teamwork Desk ticketing system handles the ABC-accounting@sprchrgr.com and accounting@client-url.com emails - more details below…

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