Learn about client integration mappings in CCH Axcess Workflow.

Client Integration Mappings - Overview

This article contains information about the default database field mappings in CCH Axcess Workflow as they relate to the CCH Axcess Workflow Client Integration process.

These default mappings may need to be modified during installation to accommodate each firm’s use of Axcess fields and how they should be carried over into XCM during the import of new clients or synchronization of existing linked clients as changes are made in Axcess.

Fields can be excluded from the mapping table, and/or one Axcess staffing field can be mapped to more than one XCM staffing role.

Axcess Fields

In the Client Manager, client profile pages display fields that are mapped to CCH Axcess Workflow fields.

Client type will be logically mapped to a corresponding CCH Axcess Workflow entity type through an CCH Axcess Workflow integration utility available to the firm.

The integration uses Sort name field for both entities (copies the fields exactly as it is), and for individuals (constructs last, first middle names). CCH Axcess Workflow parses the Sort Name field to create a first and last name, the delimiter is the first comma (or, if no commas, the first space). Text prior to the first comma becomes the CCH Axcess Workflow Last Name / Entity Name, and text after the first comma becomes the CCH Axcess Workflow First Name.

The Office field is mapped to a corresponding CCH Axcess Workflow Originating Location through an CCH Axcess Workflow integration utility. Every client must have an office selected and mapped for CCH Axcess Workflow to recognize the client.

The CCH Axcess Workflow Client Account Number field is a concatenation of the Client ID and Client sub-ID fields, separated by a period. In the case above, the CCH Axcess Workflow Client Account Number would be 334123.004. When CCH Axcess Workflow does its initial automatic linking, it matches clients based solely on the Account Number field. As a result, if clients already exist in both PM and CCH Axcess Workflow, the better the overall match between account numbers, the more efficient and thorough the initial automatic linking will be. Importing clients will automatically generate the matching CCH Axcess Workflow Client Account Number by combining the two ids. For firms who do not use the Client sub-ID, CCH Axcess Workflow integration can be configured to ignore the field and instead just use the Client ID as the CCH Axcess Workflow Client Account Number.

The first phone number field is mapped to the CCH Axcess Workflow Client Phone Number field. The phone number format follows the standard 10-digit United States theme and CCH Axcess Workflow will truncate any extra characters.

The Email Address maps to the CCH Axcess Workflow Client e-mail field. An accurate email address for the client is important for two reasons: CCH Axcess Workflow’s Points email generation from within a Task uses it to send requests for information to the client; and if the firm utilizes eFile mail within CCH Axcess Workflow, the email generates to the email address on file.

The Year end field will appear in CCH Axcess Workflow as mm/dd.

Responsible staff assignments are mapped to CCH Axcess Workflow staffing assignments. Depending on the firm’s use of each, those defaults may need to be changed during installation and/or one PM role mapped to more than one CCH Axcess Workflow role.

The CCH Axcess Workflow Responsible Person (top role if renamed) role is required in CCH Axcess Workflow and affects workflow processes, so to optimize new client imports and synchronization it is important to map a valid and always populated Axcess staffing assignment to the CCH Axcess Workflow Responsible Person. Since both applications allow labeling of staffing roles, firms can easily match the name of each CCH Axcess Workflow staffing role to its associated PM staffing role.

CCH Axcess Workflow will import and synchronize the Client Group field with the CCH Axcess Workflow client group field. Best practices suggest that creating matching groups in PM and CCH Axcess Workflow, and assigning PM clients to the desired groups is the most efficient way to organize and synchronize clients for administrative purposes. If an identically named group exists in CCH Axcess Workflow, when the client is imported, it will automatically be added to that group. If the group does not exist in CCH Axcess Workflow, a new group will be added to CCH Axcess Workflow and the client will be assigned to it.

CCH Axcess Workflow connects the users via employee’s email address from the system email field when matching staff assignments. It must exactly match the user’s login email address in CCH Axcess Workflow or user role mapping synchronization will not work.

CCH Axcess Workflow Client Details Page

Client Integration synchronizes the above Axcess fields with CCH Axcess Workflow fields appearing in the top portion of the CCH Axcess Workflow Client Details screen, and updates the CCH Axcess Workflow data with changes to data through synchronization jobs.

The information in the bottom part of the CCH Axcess Workflow Client Details screen provides information from Axcess about the linked client and is used for reference.

Mapping Utility within CCH Axcess Workflow

Firms control the frequency of the synchronization of data updates through the scheduler tab. Schedules can be set on an hourly basis and run on-demand if needed. This will update changes to the client profile in Axcess with the corresponding sync’d clients in the CCH Axcess Workflow profile.

Importing or excluding clients to CCH Axcess Workflow is maintained in the Data Management tab. This provides the firm with control over the clients that are created in CCH Axcess Workflow and the ability to exclude the clients from the application.

Link CCH Axcess Workflow Clients to External Clients provides the ability to review and update existing CCH Axcess Workflow clients that have not been linked to a corresponding Axcess client.

Data Mapping External Client Types determines the default task type for the CCH Axcess Workflow client based on the Axcess client type.

Data Entities mapping provides flexibility for optional fields for import such as email and phone number. It also allows the staffing mapping to be maintained to the needs of the firm.