Axcess Workflow Client Import Procedure:

In Axcess Workflow, we can import clients in bulk. To import client in bulk, please follow the below instructions. 
Download the attached "Client Import Tool" Excel from this knowledge article and follow the below steps

Steps: 
1. Login to Axcess Workflow 
2. Go to Utilities settings page. 



.3. Axcess the "Prepare for Import" utility and click on Export. This will export the current details from the system in the excel formate.



4. Excel named "Locations" exported 



6. Excel "Location.xls" contains the following information. 



Location details exported to excel
User details exported to excel
Group details exported to excel
Task Type details exported to excel. 


5. Open the "Location" & "Client Import Tool" Excel and copy the existing data from "Location" excel to "Client Import Tool" Excel.

a. Location excel "Locations sheet" to Client import Tool "Locations sheet".




b. Location excel "User sheet" to Client import Tool "Users sheet".

Note - Make sure the Inactive users details are removed 



c. Location Excel "Groups sheet" to Client import Tool "Group sheet".

If you want to create groups in CCH Axcess Workflow, you can add the groups to Excel ( which is not available in the system), while importing the group will automatically be created in the CCH Axcess Workflow (Group name should not exceed 50 Char)



d. Location Excel "Task Type sheet" to Client import Tool "Default Task Type sheet".


 

6 Once all the details are copied from Location Excel to Client Import tool Excel. Please close the Location Excel and start updating the client details sheet on the Client Import tool Excel. 

Client Import Tool Excel 
Mandatory fields - Below are the mandatory fields that need to be updated for the Import

1. Client Type
2. FirstName (If Client Type = Individuals)
3. Last Name/ Entity Name ( Should not exceed 80 char)
4. Originating Location
5. Responsible Person
6. Default Task Type
7. Fiscal Year

Field Format

1. Client Type  - Entity or Individual
2. Last Name/Entity Name - If Client Type = Individual, Last name should be updated. If Client Type = Entity, Company Name should be updated.
3. Originating Location, Client Group , Group Number, Staffing (Responsible etc.,) and Task Type - should be updated from related sheets. Only the system existing values are allowed to be updated in the  Client sheet 



4 . Staffing fields should be in email format. for example: Test@Test.com or any domain.



5. To add the NEW Location, Task Type, Group, and User details into the Excel (which is not currently present in the System.) in the process of creating clients in bulk using Client Import Tool Excel. 

Please use the below KB articles to create them in the System and then follow the process listed in this article.

To Add Location
To Add Task Type
To Add Group
To Add Users




Client Import Tool Validation: 

Once all the details are entered into the Client sheet in Client Import Tool Excel. 
1. Go to Add-Ins
2. Click on Validate Client Data

This will start to validate the Excel and this might take a few minutes 

Once Validation is completed it will provide a prompt stating "Data Validation is completed"






If all the data entered is valid then the excel will not prompt for any errors. If the data entered has some discrepancies, then Excel will throw an error alert in red highlighted. 

For example - In the below, the Location is entered as Test 0 which is not present in the system. While doing validation, the Excel identified and threw an error message. 

In this scenario, we need to correct the data. Update the location to a valid location present in the system. 

Note:

.



Once all validation and corrections are done. 

Please attach and send the mail to XCMSupport@wolterskluwer.com