How to Prepare for Axcess Workflow Integration?

Article Type:
Documentation
Last Modified:
03/26/2024

Objectives

Learn how to prepare my data and firm for the CCH Axcess™ Workflow integration

Environment

CCH Axcess™
CCH Axcess™ Tax
CCH Axcess™ Workflow
CCH Axcess™ Document
CCH Axcess™ Practice

Details

CCH Axcess Integration

If you are also using any CCH Axcess solutions, you can benefit from integration with the CCH Axcess platform, like easily linking your tasks to CCH Axcess Tax Returns and linking files from CCH Axcess Document. As well as your firm’s staff can sync with the CCH Axcess common database.

Office Integration

If there is only 1 office within both products, the integration will link these together and update moving forward. Otherwise, the process will look for a matching name between products to link together. Compare your offices between products to make sure the names match.

*WARNING* Comparison is by Office/Location Name. If no match is found, the sync will create a new location based on the (unmatched/unlinked) office name

(ex. Office = Denver will not auto match with Location = DEN. This would cause DEN and Denver to exist within Manage Locations after the Axcess Integration is started.)

*NOTE* If you were previously using the an integration with CCH Axcess, and had multiple offices mapped to a single location, those mappings will still be supported.  If preferring to have the one-to-one office to location integration moving forward, the mappings can be removed for the updates to be picked up moving forward.

Staff Integration

An automated comparison will review Workflow users and Axcess Staff by email to create the bridged profile.

To prepare your users for the integration:

Update email addresses to match within both systems
- For instances where there may be a mismatch, these users will have the opportunity to manually connect their profiles by successfully logging into both systems (a single time) when prompted. This would need to be completed prior to the end of the grace period.
**IMPORTANT** Within CCH Axcess, add the license to the staff for Workflow.
- Once the staff is integrated, Workflow will check for the license within CCH Axcess Staff Manager to allow access.

Note - CCH Axcess Workflow - Practice Management Integration 6.0 and Axcess Staff Integration

Client Linking

Integration between Workflow Clients and CCH Axcess Client Manager is initially linked based on Account Number (ClientID.SubID). Additional information about the mapped fields within the Client Profile can be found here: CCH Axcess: Client Integration Database Mappings Guide

Before you link your clients:

Populate Workflow Client Account number with CCH Axcess ClientID and SubID (format: ClientID.SubID, ex. 123456.000)
Within CCH Axcess, enable the data warehouse (Dashboard > Application Links > Settings and Defaults > Reports > check box for data warehouse)
Complete Mappings for the below:(Utilities > CCH Integration > Data Settings)
- Client Entity \ Type Mapping
- Data Entities > Role Mapping

Clients without an account number within Workflow or that do not find a match based on the auto-link criteria (Account Number = ClientID.SubID) can be manually matched within the Data Management site.

NOTE: If you were previously using Practice Management 6.0, some old mappings may need to be cleared out prior to initiating the Axcess Client Integration.

Tax Integration

The user establishing the link to the Tax Return from the Control Sheet will need to be:

Integrated with CCH Axcess
Licensed for CCH Axcess Tax
Added to a security group within CCH Axcess with permissions to view returns

For details on how the Tax Integration looks, please see the article: CCH Axcess Workflow – Tax Integration

For details on how the E-File integration looks, please see the article: CCH Axcess Workflow – E-File Integration

Document Integration

To open a document directly from the Control Sheet or to manually attach documents to the Task, the user will need to be:

Licensed for CCH Axcess Document
Added to a security group within CCH Axcess with permissions to view documents

For a detailed walkthrough of how to set up the Document Auto-Sync, please see the article: CCH Axcess Workflow – Document Integration (Auto-Sync)

Note: Document Auto-Sync will not retro link files to Tasks. Only newly added or modified documents will link to the Task, starting from the time the feature is enabled.

Practice Integration

The Time Integration is a consultant-led implementation to walk through all the requirements and how to set those up.

To pull in the actual hours for tasks and scheduling, the following items must be completed:

Complete Mappings for the below: (Utilities > CCH Integration > Data Settings)
- Skill Level Mapping
- Service Code Mapping
Time Entry Custom dates setup within CCH Axcess.(dependent on the version)
Grace Periods setup by Task Type. (dependent on the version)
User added to a security group within CCH Axcess with permissions to Time Capture for entering time.
Staff Positions are set up and assigned within CCH Axcess
Added User Rights within Workflow related to Integration. User Rights - User Rights Related to Axcess Practice/Practice Management