CCH Staff Integration
 

A. Summary of Staff Integration

             The staff integration provides seamless staff management to save time for both administrators as well as users. Firms electing to use the integrations will start with the Staff Integration. Staff integration is necessary to leverage the Tax and Document integrations.

The Staff Integration has 3 primary features/steps:
 

1. Linking Users between Axcess Workflow and CCH Axcess platform
2. Linked users will use their CCH Axcess login method/credentials to log in to both systems.
3. Automatically updating mapped fields between linked users from the Axcess platform to Workflow users.  (Including creating new users)

Once staff has been linked, users will be able to log in with their CCH Axcess™ credentials to gain access to both systems.  Users are linked automatically via the Integration Dashboard by matching the email address between both systems or through a double-prompt login process.  Licensing for all CCH Axcess™ products will be configured within the CCH Axcess™ Staff profiles, linked users will need to be

licensed for the CCH Axcess Workflow product to be authorized to access it.  
 
For staff that has been successfully linked, their profile data can now be managed from a single source, CCH Axcess™ Staff Manager.  Staff created and modified within CCH Axcess™  will be updated within CCH Axcess™ Workflow > Manage Users.
 
The fields that are mapped between the two systems will be disabled within the CCH Axcess™ Workflow user profile for linked users/staff.
 
The following staff profile information will be managed from a single location (CCH Axcess™ Staff Manager):
 

Primary Location - User-created from CCH Axcess Staff Manager will be automatically created in Axcess Workflow. In this single instance, the Office from the CCH Axcess will flow to the Axcess Workflow. (Other than this instance, in no other way the location will not be synced or updated in Axcess Workflow)

Note - Location can be manually updated in Axcess Workflow anytime 

B. Requirement/Prepare for 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 ( 60 days from the Integration started) 
• **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.
  • The existing user in the Workflow, added to the CCH Axcess will be automatically synced with CCH Axcess Workflow post every successful sync schedule. But the Newly added (created) staff in CCH Axcess ( which is not present in the Workflow)  will not be auto-generated within CCH Axcess Workflow until the grace period is over (during 60 days). Post grace period (after 60 days), the newly added staff in CCH Axcess(which are not present in the workflow) will automatically be created within CCH Axcess Workflow in near real-time.

Integration Dashboard:
Normally, once the renewal for the firm is in place, the Staff Integration Dashboard will be turned on and the License for CCH Axcess Workflow License will be available.
Please make sure you have the user rights to view the Integration Dashboard. After assigning the user rights (Logout and Login back to view), if you not seeing the Integration Dashboard. Please contact CCH Axcess Workflow support. 

User Rights to view the Integration Dashboard:
Under Manage User Utility 



Please select the user and apply the below User right to the user to see the Integration Dashboard





Dashboard Icon and Integration Dashboard.





C. To Enable the Staff Integration

Phase 1

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 with the appropriate access users will be presented with the Integration Dashboard.

Clicking on the [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 user having Integration Dashboard User rights can view this option).  

 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.   

Before Granting  access, please go to the Data Settings > Location/Office Mappings.
Map the Ext location (Axcess) with Workflow Location. 
 

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. 

Click on Add Mapping




Once the location mapped, now we can proceed with the Granting Axcess. 
 

• Enter the User Name
• Click on the Grant button
• This will re-direct you to the Axcess Login page
• Enter the Axcess credential to Grant the process 

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 set up 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 been 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 a 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 set up in Axcess.  This is the Workflow account, web user. Every account has one for support purposes. 

**IMPORTANT** Unmatched users will only be allowed to Skip the self-linking until the grace period has been completed or the firm has indicated that there will be no more matches found. 
Any users not already in CCH Axcess Staff Manager, these users will need to be added prior to the end of this period. 




Users 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)).