How do I relabel staff positions and map staff roles from CCH ProSystem to Aiwyn?

CCH ProSystem allows you to rename the staff roles seen throughout your PM system. Because of this, and because Aiwyn must map our system's "Partner" and "Manager", it is recommended to review your own custom labels (if used) and ensure you are pointing the desired PM system staff role field to the Aiwyn staff fields correctly.

This article provides you with the steps to review (and edit) your current Staff Role custom labels in CCH ProSystem, as well as full definition of Aiwyn's Partner and Manager Roles and their functions within the system. Reviewing and understanding both systems will help you to make an informed decision regarding your configuration options in Aiwyn for the Partner and Manager roles.

Steps to Review and Edit Staff Position Custom Labels in CCH ProSystem

1. In CCH ProSystem, go to Administration 
2. Preferences > Variable Labels
3. Client Staff Position tab, this section contains the current list of Standard staff positions as well as any customized labels

Aiwyn Partner and Manager Roles

During implementation you must let Aiwyn know which Staff Roles in your system should be used for the Partner and Manager roles and functions in your Aiwyn system. We recommend to map your Aiwyn Partner and Manager roles to the corresponding staff roles. As you can see, in CCH ProSystem specifically, this could be a bit more customizable and flexible. 

We've found that how a firm uses the Staff Positions in CCH ProSystem varies. We know that a single boxed in approach to the data mapping from your system to Aiwyn is not going to work. Therefore, use the following definitions of the "Partner" and "Manager" Aiwyn Staff Roles to make your best judgment on how data from your PM system maps to Aiwyn.

Partner Role in Aiwyn

The Partner role in Aiwyn is shown primarily to staff in the Aiwyn Firm Portal. You must choose one Staff Role in your PM system to universally map to this role in your Aiwyn system.

In Aiwyn, the following functions can occur based on the "Partner" role:

• Payments: Partner can automatically receive payment receipt emails from all of their clients' payments made through Aiwyn. Generally, most firms do not choose to use this option.

• Collections: Partner can automatically be CC'd or BCC'd on Aiwyn generated/sent Statement Emails for their clients, based on the age of the AR. For example, you can copy the Client's Partner if they receive a Statement from Aiwyn for an invoice that exceeds 90 days overdue.

• Clients: Partner can be used to sort or filter list of clients, can also allow firm portal user to see just their Clients to whom they are assigned as Partner or Manager (my clients tab)

• Engagements: If you use Aiwyn's Client Engagement Automation tool, the default Partner of an Engagement created for a Client is based on this same Partner mapped to Aiwyn as such.
  • Default Engagement Partner seen when preparing a new Engagement for the Client. This is who is shown as the "Engagement Partner" and the Client's assigned Partner from your PM system is the default staff member selected.
  • Engagement Letter Notification Email to Client informs signatory/ies the letter was prepared by the Partner (by name). For example: Tanner Fritz is the Partner assigned to this engagement.

•  
  • Engagement Letter Placeholder Variable includes field to merge in the full name of the Partner assigned to that Client Engagement for use within the letter

• 

  • Shows to firm portal user when viewing list of Engagements (draft, sent, executed), can be used to sort/filter list. Allows firm portal user to see just their Engagements to whom they were the Partner (my engagements tab)

•  

Manager Role in Aiwyn

• Clients: Manager can be used to sort or filter list of clients, can also allow firm portal user to see just their Clients to whom they are assigned as Manager (my clients tab)
• Responsible Staff in Client Portal: When a user/visitor is reviewing a single unpaid invoice in their Aiwyn Client Portal, they can the name and click to email, someone from your Firm. This could be the Client's assigned "Manager" (click here for more info)
• Engagements: If you use Aiwyn's Client Engagement Automation tool, the default Manager of an Engagement created for a Client is based on this same Manager mapped to Aiwyn as such.
  • Default Engagement Manager seen when preparing a new Engagement for the Client. This is who is shown as the "Engagement Manager" and the Client's assigned Manager from your PM system is the default staff member selected.
  • Engagement Letter Notification Email to Client informs signatory/ies the letter was prepared by the Partner (by name) and the email itself is from the Manager. For example: Tanner Fritz is the Partner assigned to this engagement and the email is from Alex Kenis (the Manager assigned to this engagement)

•  
  • Shows to firm portal user when viewing list of Engagements (draft, sent, executed), can be used to sort/filter list. Allows firm portal user to see just their Engagements to whom they were the Manager (my engagements tab)