Updating Client Data in CCH Axcess

The Client Import Utility updates client data from external systems to CCH Axcess™. After selecting your update file and update options, you will associate the data to be updated to attributes in the client profile. The utility provides a diagnostics report to validate the client data is complete and accurate before you begin the update process.

Preparing for Updates

Before you can begin the update process, client data from your external system must be entered in Microsoft ^® Excel^® with column headers. Review the following guidelines before you begin:

• Each column header should represent an attribute, such as client ID, first name, or last name, that can be mapped to a client field in CCH Axcess. When updating client data, a client ID or both client ID and sub-ID must be included in the spreadsheet. For more information about client profile fields, refer to the related links in Managing Your Clients.
• Each worksheet should include only one client type. For example, Individual clients should not be included on a worksheet with any other client type.
• Cells that will contain client IDs and sub-IDs should be formatted as text before entering the values in Excel^®. Text formatting retains any leading zeros; otherwise, Excel^® truncates leading zeros. In Excel^®, do the following:
  1. Select the cells to contain client IDs and sub-IDs.
  2. Right-click and select Format Cells from the menu.
  3. Select Text from the Category list.
  4. Click OK.
• Multiple client values, such as Active and Inactive values for the Status attribute, can be delimited by using a special character, such as a comma, to separate values.

Note: If the spreadsheet input for sort name is blank, the system will use the default format configured in firm settings. See Entering the Firm's Defaults for more information.

Updating Client Data

To update client data, do the following:

1. Click Utilities under Firm on the Application Links window in Dashboard.

2. Click Import clients.
3. Review the overview information on the Welcome window and click Next to continue.

Configure Client Update

4. Browse to and select the Excel^®update file.
5. Select the worksheet in the update file containing the client data to be updated.
6. Assign the client data for the selected worksheet to a client type.
7. Click Next.

Configure Client Data Mapping

8. Do any of the following to configure the client data mapping:

Use a mapping template.

Browse to and select an existing mapping template A mapping template associates columns from your selected import or export file to specific profile attributes. You can edit the configuration of a selected mapping template in the grid and save it as another template to apply in future data imports or exports. to use for the update. After you configure data mapping or edit the configuration of a selected mapping template, you can save the settings as a new template to apply in future data updates.

Map Excel^® columns to client profile attributes.

You can edit the configuration of a selected template or configure custom mapping for the client data to be updated.

Select a profile category on the left navigation panel. The client data available in CCH Axcess for the client type you selected is listed in the CCH Axcess Client Fields column. For example, to map attributes that are applicable for contacts, click Profile Information > Contacts on the navigation panel. Select a value from each item under Map to Excel Columns that you want to update to a CCH Axcess client field. Only the values that have not been mapped display in the list. To quickly locate an item, you can enter the first two characters of the attribute to be mapped.

Select a different update option, if needed, for individual attributes. You can select to merge the updated data with the existing data, overwrite existing data with updated data, or overwrite existing data with updated and blank data.

Use the button bar.

You can use the button bar above the grid to change your selections or search for specific items.

Component	Description
Find	Click Find to search the grid. Enter the complete criteria to search for a specific record or partial information to search for similar matches, and then click Find Next to select the next instance of your criteria in the grid.
Unmap	Click Unmap to remove all client data mapping for the profile category selected on the navigation panel.
Unmap All	Click Unmap All to remove all client data mapping. All Excel® column values will display Not Mapped for all profile categories.

Value Mapping

Value mapping is available when a client attribute in the update file has multiple values associated with it. The system automatically maps the update values to default values in the corresponding CCH Axcess client profile. You can keep the system's value mapping or select different values.

Example: The Status client field may have associated values of Active and Inactive.

You can map specific values for items that display List in the Data Type column. List becomes an active link after a value has been selected under Map to Excel Columns. The List Mapping Status column displays an icon for each List data type that is color-coded to indicate whether the system values are configured or you have manually selected different values.

9. Do any of the following:

   Select value mapping for countries and states.

   1. Click List in the Data Type column for the Country client field.

   Note: You should first map Excel^® columns to the Country and State client fields.

   2. Select a value for each country.
   3. Click OK.
   4. Select a country from the list.
   5. Select a value for each state that applies to the selected country.
   6. Continue steps d and e for all available countries.

   Select value mapping for offices and business units.

   1. Click List in the Data Type column for the Office client field.

   Note: You should first map Excel^® columns to the Office and Business Unit client fields.

   2. Select a value for each office.
   3. Click OK.
   4. Select an office from the list.
   5. Select a value for each business unit that applies to the selected office.
   6. Continue steps d and e for all available offices.

   Select value mapping for other fields.

   1. Click List, if available, in the Data Type column for a client field other than country, state, office, or business unit.
   2. Select a value to change the system default mapping.
12. Click OK.
11. Link the third party clients to existing CCH Axcess clients. Select from the following options:
    • Select a third party client to view matching CCH Axcess clients, based on client ID or client sub-ID attributes.
    • To map clients, select a client from each list and click Link Client.
    • To move focus to the next clients without linking, click Skip.
    • If needed, select a client in the Mapped Clients list and click Unmap to remove mapping.

Run Diagnostics, Save Template, and Update Clients

12. Click Run Diagnostics to display the Client Update Diagnostics report and validate the client data to be updated. See Reviewing the Client Update Diagnostics Report for more information about this report.

After you configure client data mapping or edit the configuration of a selected mapping template, you can save the settings as a new template to apply in future client data updates.

13. Click Save Template to save the client data configuration. If you made changes to a selected template, your changes are saved. If you are creating a new template, you are prompted to enter a template name.
14. Click Update Clients to start the update process. The Client Update Report displays when the update process is complete, providing a Summary and Detail view. See Reviewing the Client Update Report for more information about this report.