Importing Client Data to the CCH ProSystem fx Suite

The Client Import Utility imports client data from external systems to CCH^® ProSystem fx^®. After selecting your import file and import options, you will associate the data to be imported to attributes in the CCH ProSystem fx client profile. The utility provides a diagnostics report to validate the client data is complete and accurate before you begin the import process.

Preparing for Imports

Before you can begin the import 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 ProSystem fx. 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.

Importing Client Data

To import client data, do the following:

1. Open Dashboard, click Applications on the navigation panel, and then click Client Import Utility under Utilities.
2. Review the overview information on the Welcome window and click Next to continue.

Configure Client Import

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

Configure Client Data Mapping

7. 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 import. 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 imports.

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 imported.

Select a profile category on the left navigation panel. The client data available in CCH ProSystem fx for the client type you selected is listed in the CCH ProSystem fx 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 import to a CCH ProSystem fx 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.

Note: All fields that are required are prefixed with a red asterisk. Required fields must be mapped to run diagnostics or import 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 import file has multiple values associated with it. The system automatically maps the import values to default values in the corresponding CCH ProSystem fx 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.

8. 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.

9. Click OK.

Run Diagnostics, Save Template, and Import Clients

10. Click Run Diagnostics to display the Client Import Diagnostics report and validate the client data to be imported. See Reviewing the Client Import 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 imports.

11. 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.
12. Click Import Clients to start the import process. The Client Import Report displays when the import process is complete, providing a Summary and Detail view. See Reviewing the Client Import Report for more information about this report.