How to Enable the Axcess Workflow Integration?
- Article Type:
- How To
- Last Modified:
- 03/26/2024
Objectives
Environment
- CCH Axcess™
- CCH Axcess™ Document
- CCH Axcess™ Practice
- CCH Axcess™ Tax
- CCH Axcess™ Workflow
Procedure
STEP 1: Log into CCH Axcess Dashboard. Assign licenses.
- Within CCH Axcess, select Dashboard > Applications > License and product access (under Security)
- Ctrl + click on all the staff you want to assign on the left
- Select Workflow product on the right
- Click [>] button.
- Click [Apply] and then [OK] to close
**WARNING** Do NOT move to Step 2 until you have completed Step 1 or users will be unable to log into CCH Axcess Workflow.
STEP 2: Start CCH Axcess Integration
Start Integration
Log into Axcess Workflow. Once provided the appropriate access users will be presented with the Integration Dashboard.
Clicking on [Start Integration] button will start the process of allowing your staff to use the CCH Axcess
authentication process and having common staff data flow from Axcess into Workflow.
- If you are not ready to integrate you can click on the X or [Got it].
- To reopen the screen, select the Integration Dashboard icon at the top of the page. (Only the administrator contact can see this icon at this time).
Note: CCH Axcess Workflow - Practice Management Integration 6.0 and Axcess Staff Integration (If you are using Practice Management 6.0, please review the Knowledge Base article)
Grant Access
Upon clicking Start Integration, a new webpage will open, asking you to “Grant” access.
In order to Grant Access, the user needs to be setup as a Full Rights CCH Axcess user with licenses to the products to which you are integrating. (Preferably included in all Client/Staff Access Groups in order to integrate all clients/staff). After [Grant] has been completed, you can close this window.
NOTE: Grant is allowing a bulk compare to happen (by user email) and will be used to establish the credentials for the automation with other integrations you have setup with CCH Axcess. Synchronization jobs will run every 6 hours to make sure your data matches between products.
Even if you do not Grant access for the automated bulk compare to occur, users will now be able to self-link upon login.
If the user logs in before the compare has completed, then they will be asked to self-link. Once linked, they will only log in with their CCH Axcess authentication process moving forward.
Check Status
Back on the Workflow webpage, you will have an updated Integration Dashboard icon (with warning) that will show you how many staff have been integrated.
To see a list of which staff are still pending, you can click on the blue # and this will give you an on-screen report of unlinked staff.
- The zzzAdmin is not one of your Axcess Staff and does not need to be setup in Axcess. This is the Workflow account webuser. Every account has one for support purposes.
**IMPORTANT** Unmatched users will only be allowed to Skip the self-linking until the grace period has completed or the firm has indicated that there will be no more matches found. For any users not already in CCH Axcess Staff Manager, these users will need to be added prior to the end of this period. User can be entered manually or imported from a spreadsheet using the Staff Import Utility within CCH Axcess (Dashboard > Applications > Utilities (under Firm)). Once the new users have been added to CCH Axcess Staff Manager, the administrator will also need to assign a license to the users that will need access to Axcess Workflow. (Dashboard > Applications > License and Product access (under Security)). If you need assistance with the import, please contact support.
STEP 3: Integrating products (optional)
In order to have the best experience with your integrations, please review the following table to understand which features are required, not needed, or recommended.
* Although Axcess Client Integration is not required, it is beneficial to have to provide a more seamless workflow.
NOTE: Consulting is required to assist with Client and Practice (Time) Integrations.
Office Integration
Office Integration will occur automatically as part of the start of integration.
Staff Integration
Staff Integration happens automatically as part of starting the integration. Other than addressing staff that have mismatched email addresses, no additional steps need to be taken.
Client Linking
Client integration will start automatically as part of starting the integration.
NOTE: If the firm did not have the data warehouse step (from How to Prepare) in place prior to starting the integration, this step may also need to be revisited.
Tax Integration
CCH Axcess Tax Returns can be associated with a Task from within the Control Sheet.
- Prerequisites:
- Staff Integration (with CCH Axcess Tax License assigned)
- Client Profile includes Account Number
- How to link a Return:
- Open a Task
- Click on Manage Tax Returns at the top of the Control Sheet
- Single version returns for the task year will automatically link to the return upon initial open of Manage Tax Returns screen.
- If there are multiple versions, or additional returns need to be associated with the task, those will need to be linked manually by selecting Link Returns within the Manage Tax Return pop-up.
Document Integration
Manual
For information on manually linking documents to a task using the pre-existing Document Integration: CCH Axcess™ Workflow: Document Integration Guide.
Manual Document Configuration
- Within Workflow click on the gear
- Select ‘Manage Settings and Defaults’
- Expand ‘Integration Settings’
- Bottom grid is for Document Integration. Click on the button on the right that looks like [ : ]
- Enter the following into the pop-up window: https://api.cchaxcess.com/sdk;###### (###### = firm Axcess Account number)
- Check the box to ‘Apply to all the branches’
- Click [Apply]
Auto-Sync
In addition to the ability to manual link documents, Document auto-sync can be configured to automatically link files from CCH Axcess Document to the route sheet based on client, year, and category/task type mapping to the class/subclass specifications.
- Prerequisites:
- Granted Access within CCH Integration Settings
- To get to CCH Integration Settings: Go to Utilities > CCH Integration Hyperlink > Select Settings across the top. Click Grant Axcess and enter CCH Axcess Credentials of an admin user.
- User connected to the Sync Job should be a full rights user, included in all Client Axcess Groups, and a CCH Axcess Document License. (Default Admin is ideal, or similar user with no restrictions)
- Client Linking
- How to Setup:
- Select Add Mapping button at the top right of the screen.
- Choose the Class/Subclass combination in the first dropdown
- In the second dropdown, you can select multiple Category/Task Types to automatically sync the documents to
- Once the mappings are in place, change the toggle at the top of the screen to ON to enable the files to start linking to your Tasks.
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
Note: Please contact your Workflow Consultant about having this enabled as it is not enabled by default with the [Start Integration] button
To quality for actual hours to be added to tasks, the following will need to be completed:
- Prerequisites:
- Granted Access within CCH Integration Settings
- To get to CCH Integration Settings: Go to Utilities > CCH Integration Hyperlink > Select Settings across the top. Click Grant Axcess and enter CCH Axcess Credentials of an admin user.
- User connected to the Sync Job should be a full rights user, included in all Client Axcess Groups, and a CCH Axcess Practice License. (Default Admin is ideal, or similar user with no restrictions)
- Client Linking
- Skill Level Mapping
- Service Code Mapping
- To verify the TimeUpdate job is included in the scheduled job
- Go to Utilities
- Click on CCH Integration Hyperlink
- Navigate to Data Settings > Data Sync
- Row with TimeUpdate is checked (this checkbox is not editable on the webpage, this is for view purposes only. If NOT checked, please contact support)
Solution Id | 000222092/How-to-Enable-the-Axcess-Workflow-Integration |
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