What additional IT tasks are required for PracticeCS?

Outlined in this article are all of the PracticeCS specific IT tasks that must be completed as part of Aiwyn Implementation.

Required Tasks

1. Enable Change Tracking
2. Ensure Firm staff can send emails from PracticeCS
3. Create and enable a Mail Rule in Office 365 or Google Workspace

Enable Change Tracking

Change Tracking refers to the detection of deletions and additions made in PracticeCS on a daily basis. Click here for additional information regarding how to enable Change Tracking for SQL Server.

• Please view the following tables that will require Change Tracking. 
• Once change tracking has been enabled, grant permissions to view the CT tables
• Store incremental data for (2) days (standard) in all CT Tables

Tables

SQL Statements

Below are the SQL Statements that can be used to configure Change Tracking.  The <dbname> and <aiwyn_sql_user> placeholders will need to be updated before executing these statements in your database.

ALTER DATABASE <dbname>
SET CHANGE_TRACKING = ON
(CHANGE_RETENTION = 2 DAYS, AUTO_CLEANUP = ON);

ALTER TABLE <dbname>.dbo.Ledger_Entry_Application
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Ledger_Entry
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client_Date_Cache
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client_Financial_Data
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client_Financial_Data_Description
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client_Shortcut
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client_Shortcut_Group
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client_Staff_Grouping
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Client_Status_Event
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

ALTER TABLE <dbname>.dbo.Contact
ENABLE CHANGE_TRACKING
WITH (TRACK_COLUMNS_UPDATED = ON);

USE <dbname>;
GRANT VIEW CHANGE TRACKING ON Ledger_Entry_Application TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Ledger_Entry TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client_Date_Cache TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client_Financial_Data TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client_Financial_Data_Description TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client_Shortcut TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client_Shortcut_Group TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client_Staff_Grouping TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Client_Status_Event TO <aiwyn_sql_user>;
GRANT VIEW CHANGE TRACKING ON Contact TO <aiwyn_sql_user>;

Ensure firm staff can email from PracticeCS

PracticeCS requires the firm staff user(s) to connect their Outlook account to their PracticeCS user account, in order for invoice emails to go from PracticeCS to clients via email.

Typically IT does not need to assist a firm staff user with this, however we want to be transparent that the Aiwyn invoicing process starts first by firm staff sending invoices from PracticeCS via email which will require the outlook connection to be in place. If your firm staff currently send invoice emails to clients from PracticeCS then your IT support is likely not needed.

Create Mail Rule

In order to ensure that Aiwyn intercepts your firm's outgoing invoice emails from PracticeCS/Outlook and sends them to your clients with a 1-click invoice email “wrapper” included, we need to configure your emails to be redirected to us automatically based on a few specific criteria.

You will need to join the first Testing Session, during which time we will help you setup your Mail Rule. We find doing this live on a call and then doing a short test is the fastest, most reliable way of getting this completed accurately.

Click here for the full detailed instructions on setting up mail rule, which again should be done DURING Testing Session (live, with Aiwyn Implementation on the call).