Summary
This article will describe the additional necessary tasks firm IT will need to complete as part of your overall implementation tasks as they relate specifically to CCH Axcess. Select any link to learn more about a particular task.
Required CCH Axcess IT Tasks
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- Install (or update to newest version) the Data Axcess Utility (DAU)
- Enable Update Cadence
- Enable Change Tracking
- Add scheduled task for DAU Full Table Refresh
- Axcess Contact Conversion Project
Install or Update the DAU
CCH Axcess does not allow third parties such as Aiwyn to connect directly to their database. Instead they require any release of CCH Axcess database information be done through their tool, the Data Axcess Utility (DAU). Your Firm must be subscribed to the DAU from CCH Axcess.
All data maintained in CCH Axcess must first go into the Firm's hosted DAU, which is done so through a scheduled task in Windows Task Scheduler. This scheduled task occurs once every four (4) hours (if using the most recent version, more on that below). Only after the DAU receives data from CCH Axcess will that data be available in Aiwyn.
In short - new data from CCH Axcess goes to Aiwyn once every four (4) hours (because of the DAU).
Enable Update Candence
Once the DAU is installed, you must enable the Default Scheduled Task, and then you must update the cadence to once every 4 hours.
See article CCH Axcess: Technical DAU Setup
Enable Change Tracking
You must enable Change Tracking and View permissions on several tables in the DAU.
See article CCH Axcess: Technical DAU Setup
Add scheduled Task for DAU Table Refresh
Setup another scheduled task to also run once every 4 hours on the DAU, for a full table rerun for the CLIENTCRS, CLIENTBILLINGEMAIL, CLIENTCONTACT, CLIENTCONTACTBILLINGEMAIL tables, using the documentation below.
See article CCH Axcess: Technical DAU Setup
Axcess Contact Conversion Project
Important: The existing Clients in your Firm's CCH Axcess system will require a few important changes in order to support the sending of Clients the Aiwyn 1-Click Invoice Email experience.
CCH Axcess does not allow outgoing email traffic to be hosted by the firm or any other third parties (such as Aiwyn).
As such, we have created a workaround to allow invoice emails to be sent from CCH Axcess as normal, but still be intercepted by Aiwyn so that we can send the Client Contact(s) their Aiwyn 1-Click Invoice Email.
For each Client in CCH Axcess to whom should receive Invoices and Statements via email, two actions must be taken as part of this conversion:
- Each real Contact that is plugged into the Email Invoices section of Client Profile must have the Invoice flag deselected and the Statement flag selected
- Your firm's Aiwyn Inbound Email (format is FIRM@inbound.aiwyn.ai) is a Contact in Axcess, share Contact to Client. Then plug in the Aiwyn Inbound Contact into the Email Invoices section of Client Profile with the Invoice flag selected
As a result, the Aiwyn Inbound Email receives the CCH Axcess Invoice Email. Aiwyn checks that the Invoice is Posted and then creates the Aiwyn 1-Click Invoice Email (with Invoice PDF attached as it came from CCH Axcess) and sends the invoice email to those Contact(s) with the Statement flag selected.
Important: The changes described above should not happen until the firm has completed Implementation and is prepared to Go Live with Aiwyn Payments & Collections. We recommend making the Client Contact changes during a time when Invoices are not getting emailed.
To ease the process on the firm in making such a large, manual update to Client records, Aiwyn has two (2) options for your firm to convert these contacts in order to be ready to go-live with Aiwyn:
Firm Manually Updates Clients