CCH Central Version Release Notes

Transcription

1 CCH Central Version Release Notes

2 Legal Notice Disclaimer Wolters Kluwer (UK) Limited has made every effort to ensure the accuracy and completeness of these Release Notes. However, Wolters Kluwer (UK) Limited, its staff and agents will not be liable for any errors or omissions and use of the software is subject to the customer s licence with Wolters Kluwer (UK) Limited. These Release Notes should not be relied upon as a detailed specification of the system or the software. Wolters Kluwer (UK) Limited may make changes to these Release Notes from time to time. Copyright These Release Notes may not be copied, altered, edited, disposed of or distributed without the prior consent of Wolters Kluwer (UK) Limited. The content is confidential Wolters Kluwer (UK) Limited Elements of this product include software developed by MYOB Technology Pty Limited MYOB Technology Pty Limited. Distributed under licence by Wolters Kluwer (UK) Limited. Unless indicated otherwise all elements of this software product are owned by Wolters Kluwer (UK) Ltd. Trademark Rights Microsoft, Windows, Windows NT, Windows for Workgroups, Windows 98, 2000, XP, MS- DOS, Windows Vista, Windows 7, Windows 8, Windows 10, Windows Server, Microsoft SQL Server, and Microsoft Office, are either registered trademarks or trademarks of Microsoft Corporation. Novell and NetWare are trademarks of Novell Inc. Citrix MetaFrame is a registered trademark or trademarks of Citrix Systems, Inc. All rights reserved. All other trademarks are the property of their respective owners. Wolters Kluwer (UK) Limited 145 London Road, Kingston Upon Thames, Surrey KT2 6SR CCH CENTRAL APRIL 2018 II

3 Contents g Release Highlights 1 Prerequisites 1 1. Legislative & Compliance Updates 2 General Data Protection Regulation (GDPR) in CCH Central User Consent Personal Data Data Portability and Right to Access Audit Trail Software Enhancements 25 CCH Central Increased memory available in Central Smart Reports 25 CCH Workflow Workflow Type Practice Management Starting Rule Bill Posted Custom Reference Dates Bill Due Date Bill Due Date Task Bill Paid Convert Smart Report to PDF Create from Document Assignment Jobs workflows - Update Extra Field Check Extra Field and Update Extra Field retrieves only Client and Contact extra fields 35 CCH Reporting ITS Additional field under Jobs/Schedules ITS Ability to show nulls by default Include/Exclude Historic Associations in a report Quality Improvements CCH Central CCH Workflow Known Issues Workflow System Administrator CCH Central Service GDPR - Generate PDF and Generate XML - Task Permissions Report Audit Trail Task Permission Delete Report Audit Trail Task Permission Configuration Keys Appendix A 44 GDPR Merge fields available for Central Personal Data templates Appendix B 47 III CCH CENTRAL APRIL 2018

4 7.1 Linking Practice Management to Document Management Troubleshooting practice management workflows 47 CCH CENTRAL APRIL 2018 IV

5 Release Highlights This release contains the following items: General Data Protection Regulation (GDPR) in CCH Central Increased memory available in Central New Workflow Type Practice Management Practice Management Workflow activities Other enhancements Fault fixes Full details of these changes are included within this document. Prerequisites Installing CCH Central This release is installed using the Central Suite Installer. This ensures that all prerequisites are in place and that all the products for which you are licenced are installed in the correct sequence. You can find out more about the Central Suite Installer here: 1 CCH CENTRAL APRIL 2018

6 1. Legislative & Compliance Updates General Data Protection Regulation (GDPR) in CCH Central The General Data Protection Regulation sets a new standard in the protection and control of personal data. To have more control over client data while ensuring the transparency of operations, CCH Central provides a set of simple features that can help organizations meet GDPR requirements. 1.1 User Consent GDPR requires that all users provide explicit consent to track personal information. CCH Central offers the necessary functionality for the companies to store the consent from the clients whose data they want to use and/or share Extra Fields GDPR Consent scope Users can define GDPR consents using Extra Fields. For this purpose, a new scope, called GDPR Consent, has been added in the Applies To section within the Extra Fields screen, allowing users the ability to define consents using extra fields: The following rules are applied for the GDPR Consent scope from the Extra Fields screen: The GDPR Consent scope can be applied only for the Extra Fields or Category Extra Fields that were applied for Contact. The following message is returned if the GDPR Consent is ticked on an extra field which is not applied to Contact: CCH CENTRAL APRIL

7 The GDPR Consent scope cannot be applied on the Category Extra Fields with the Data Type: Flag. The following message is returned if the GDPR Consent is applied on a Flag Category Extra Field: Note: GDPR Consent scope can be applied on Flag Extra Fields. The following message is received if the user tries to untick the GDPR Consent option from an extra field if the consent is in use: The following message is received on the Extra Fields screen when a user tries to delete a GDPR Consent extra field that is an open consent: The following message is received when an extra field that is applied to GDPR Consent scope is selected in the Bulk Update Wizard from Find Clients or Contacts screen: 3 CCH CENTRAL APRIL 2018

8 The following message is received when a user tries to mark as Inactive a GDPR Consent extra field that is in use: An icon is displayed on the GDPR Consent extra fields within the Extra tab from Client and Contact screen: Consents tab from Client and Contact screen A new tab, called Consents, has been added in the Extra tab from Client and Contact screen, allowing users the ability to manage consents using the extra fields which are applied to GDPR Consent scope in the Extra Fields screen. In the Consents tab are displayed only the GDPR Consent extra fields which have a value within the Extra tab from Client or Contact screen: The following columns are available in the Consents grid: CCH CENTRAL APRIL

9 Date Received: Users can enter the date when the consent from the client or contact is received. This field is mandatory, and the following message is received if a date is not entered: Description: This field represents the name of the GDPR Consent extra field and it is by default populated in the Consents grid if the extra field has a value set within the Extra tab from Client or Contact screen. Consent: This field is populated with the value of the GDPR Consent extra field set within the Extra tab from Client or Contact screen. Source: Users can select an option for the consent source: Expiry Date: Users can set when the consent expires. Consent Document: If CCH Document Management is installed, users can associate a document to the consent: 1. Click on the ellipses button from the Consent Document field. 2. Select a document from the grid or search a file by typing the name in the Search For field. 3. Click OK to save the change and close the dialog. 4. The name of the selected file is displayed in the Consent Document field and it represents a hyperlink to the file: 5 CCH CENTRAL APRIL 2018

10 The file set in the Consent Document can be deleted by using the Remove Link option from the right click menu: If CCH Document Management is not installed, then the following message is displayed when the user clicks in the Consent Document field: This operation is not possible as the practice is not licensed for Document Management. Withdrawal Document: If CCH Document Management is installed, users can associate a withdrawal document to the consent. The Withdrawal Document field has the same functionality as the Consent Document. Users cannot delete the consents directly from the Consents grid. A consent can be deleted if the user removes or changes the value of the GDPR Consent extra field from the Extra tab within the Client or Contact screen. The following message is received in the Extra tab if a user changes or removes the value of a consent that is in use: The history of changes made to the Consents grid from the Client and Contact screen is recorded in the Audit Trail which can be opened from the the ribbon: button on the Advanced tab within CCH CENTRAL APRIL

11 1.1.3 Bulk Update Wizard: Consent - Expiry Date A new option has been added to the Bulk Update wizard for Clients and Contacts called Consent Expiry Date, giving users the ability to bulk update the Expiry Date for the Consents set on Clients or Contacts. To update the Expiry Date for a consent, select the clients or contacts from the Find Clients or Contacts screen then click on Bulk Update option from the ribbon. In Step 1 of Bulk Update Wizard, select Consent Expiry Date from the Field Name drop down list and click Next. In Step 2, set values for the following fields and then click Next: 7 CCH CENTRAL APRIL 2018

12 Extra Field/Category Name: Select the Consent for which you want to update the Expiry Date. Expiry Date: Select an expiry date for the selected consent. In Step 3, the Confirmation tab of Bulk Update Wizard, displays the number of records that will be updated. Click Finish to update the Expiry Date for the selected consent. If the Expiry Date is successfully updated for all the selected clients, the following dialog will be displayed: CCH CENTRAL APRIL

13 If the Expiry Date cannot be updated, a dialog will appear displaying the name of the clients or contacts and the reason for which the selected consent cannot be updated. Export to Excel is available on this dialog, allowing the ability to export to Excel the details from the grid Reporting Consent fields A new section, called Consent, has been added in the Central > Contact area within Reporting, to enable users to report on the consents defined on contacts and clients. 9 CCH CENTRAL APRIL 2018

14 1.1.5 Reporting Include/Exclude Expired Consents A new option, called Expired Consents, has been added in the Parameters section when creating or editing a grid or pivot report that contains fields from the Contact > Extra Fields area, allowing users the ability to include or exclude extra fields used as Consents with an Expiry Date in the past within the report. 1.2 Personal Data GDPR states that Personal Data means any information relating to a person who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person. Within this release, additional options have been added to both Extra Fields and Association Types maintenance windows to allow practices to easily identify what can be construed as Personal Data Personal Data option for Extra Fields and Association Types CCH Central offers practices the ability to mark as Personal Data the extra fields and association types which they consider personal information. A new option, Personal Data, has been added in the Extra Fields screen, allowing users the ability to set which Extra Fields and Category Extra Fields are personal data. An icon has been added to the Extra Fields grid within the Extra tab from the Client/Contact screen and Add New Client/Contact Wizard, to identify the extra fields that were set as Personal Data in the Extra Fields screen. CCH CENTRAL APRIL

15 Users can set the association types as Personal Data within File> Maintenance> Internal > Association Types screen. The Personal Data icon is displayed in the Associated tab within Client/Contact screen and Add New Client/Contact Wizard for the relationships that are set as Personal Data in the Association Types screen: 1.3 Data Portability and Right to Access Data portability, in accordance with the GDPR, is the right for an individual to require an organisation to give them back a copy of the personal data they previously provided or, to send this data to another organisation. Users may request access to any information companies possess relating to them like information about their Tax Returns or Accounting Periods. CCH Central allows the export of files in standard formats: PDF and XML. 11 CCH CENTRAL APRIL 2018

16 1.3.1 Prerequisites for generating the Personal Data files To use this feature, practices must ensure that their Client Codes are only alpha, numeric, or alphanumeric. As we create folders within Windows Explorer we conform with their naming convention. For example, the following characters are not available when creating a folder in Windows Explorer: GDPR Path A new option, called GDPR Path, has been added in the Mailing Settings screen, so that users that do not have CCH Document Management installed can set the path to the folder where the generated files are saved. If CCH Document Management is installed, the Personal Data files are temporally saved in the GDPR folder until they are uploaded in Document Centre. To set the GDPR Path: 1. Go to File > Maintenance > Documents > Mailing Settings. 2. Click on the ellipsis button from the GDPR Path. The Browse for Folder dialog is displayed. 3. From the Browse for Folder dialog, select an existing folder or create a new folder where the files with the personal data will be saved. CCH CENTRAL APRIL

17 4. Click OK. In the GDPR Path field is now displayed the path to the selected folder. 5. Click OK to close the Mailing Settings screen. 6. Select File > Log Off then login again in Central, so that the changes made in the Mailing Settings screen to take effect. Template for Central Personal Data PDF file Within the Central Deploy > Templates folder a default template has been supplied to enable practices the ability to generate their clients Centrals Personal data when using the PDF option within either Contacts or Clients. The template consists the common Personal Data fields like name, addresses, phone details, associations, etc. Note: Merge Fields for the GDPR Personal Data query for both Extra Fields and associations are only available where they have been marked as Personal Data within their respective maintenance windows. The list of the merge fields that CCH Central deems as Personal Data is displayed in the Appendix section: GDPR Merge fields available for Personal Data templates. Where practices may want to amend or create templates for PDF generation, the customisations are required to be performed within the standard Mail Merge Wizard, using the new GDPR- Personal Data query. Note: The GDPR Personal Data query only contains field from Central. Personal Tax and Accounts Production where present will produce a separate PDF/XML document. To learn how to create or edit a template using fields from a query in Mail Merge Wizard, please refer to the Mail Merge: Adding tables to a new or existing Template using Queries section from the CCH Central Online Help: Generate the client or contact personal data in PDF format A new section, called GDPR Group, has been added in the Main tab within the ribbon from the Client and Contact screen. In the GDPR Group are available two options: Generate PDF and 13 CCH CENTRAL APRIL 2018

18 Generate XML, which allows users the ability to export the client or contact personal data from Central, Personal Tax, Trust Tax and Accounts Production in PDF or XML format. Task permissions have been added to allow users to specify which security groups can use the Generate PDF or XML option from the Client or Contact screen. For further information regarding enabling these task permissions, please refer to the System Administrator section for GDPR - Generate PDF and Generate XML - Task Permissions. To generate the client or contact personal data in a PDF format: 1. Open the client or contact. 2. Select the Main tab. 3. Click on the Generate PDF option from the GDPR Group section within the ribbon. If the GDPR Path is not set within File> Maintenance> Documents > Mailing Settings screen, then the following message is displayed when Generate PDF option is clicked: If in the Deploy > Templates folder there is more than one template created or edited with the GDPR Personal Data query, then the user is prompt to select the desired GDPR template that will be used to generate the Central Personal Data PDF file: Note: The templates edited or created with the GDPR Personal Data query needs to exist in the path set within File> Maintenance> Documents > Mailing Settings > Templates. If there are no templates edited or created with fields from the GDPR Personal Data query, then the generation of the PDF file will fail. 4. The Generate PDF dialog opens. CCH CENTRAL APRIL

19 In the Generate PDF dialog are displayed the CCH products for which the client or contact personal data files will be generated in PDF format. Central: Personal Data option is by default selected. A PDF file that contains personal information about the client or contact like name, date of birth, address, associated contacts, etc, will be generated. Personal Tax/Trust Tax: Current Year and Other Years are available on Clients with the following Contact Types: Other Person, Trust, Partnership and LLP. The options are by default selected and they can be unticked. If the options are ticked, a PDF file containing information about the current or prior tax years will be generated. Note: The Accounts Production option from the Generate PDF dialog is displayed but is unavailable in this release. 5. Click OK on the Generate PDF dialog. 6. The Generating GDPR Data dialog opens and it displays the status of the files that are generated. 15 CCH CENTRAL APRIL 2018

20 7. When the PDF generation process is finished, the status is changed to Completed and the Generating GDPR Data dialog can be closed. A warning icon is displayed for the files that cannot be generated. A tooltip displays the reason for which the files could not be generated: If CCH Document Management is installed, the generated files are uploaded in Document Centre with the Document Type: GDPR Collection. CCH CENTRAL APRIL

21 For users which do not have CCH Document Management, the files that are generated are saved in the folder set in the GDPR Path from within File> Maintenance> Documents > Mailing Settings screen Generate the client or contact personal data in XML format To generate the client or contact personal data in a XML format: 1. Open the client or contact. 2. Select the Main tab. 3. Click on the Generate XML option from the GDPR Group section within the ribbon. If the GDPR Path is not set within File> Maintenance> Documents > Mailing Settings screen, then the following message is displayed when Generate XML option is clicked: 4. The Generate XML dialog opens: In the Generate XML dialog are displayed the CCH products for which the client or contact personal data files will be generated in XML format. Central: Personal Data option is by default selected. A XML file that contains personal information about the client or contact like name, date of birth, address, associated contacts, etc, will be generated. Personal Tax/Trust Tax: Current Year and Other Years are available only for Clients. The options are by default selected and they can be unticked. If the options are ticked, a XML file containing information about the current or prior tax years will be generated. 17 CCH CENTRAL APRIL 2018

22 Note: The Accounts Production option from the Generate XML dialog is displayed but is unavailable in this release. 5. Click OK on the Generate XML dialog. 6. The Generating GDPR Data dialog opens and it displays the status of the files that are generated. 7. When the generation process is finished, the status is changed to Completed and the Generating GDPR Data dialog can be closed. If CCH Document Management is installed, the generated files are uploaded in Document Centre with the Document Type: GDPR Collection. CCH CENTRAL APRIL

23 For users which do not have CCH Document Management, the files that are generated are saved in the folder set in the GDPR Path from within File> Maintenance> Documents > Mailing Settings screen. In the following scenarios, only the Central Personal Data option from the Generate PDF/XML dialog is available: If the Generate PDF/XML option is performed on a contact. If Personal Tax is not installed. If the Personal Tax is installed but the Contact Type is Other Organisation, Limited, Not for Profit Organisation or Sole Trade Output Structure: PDF and XML Depending if the personal data files are generated for clients or contacts, the files are saved in the folder set within the GDPR Path as follows: If the personal data file is generated for clients, then a Client subfolder is created in the GDPR folder. In the Client folder are created subfolders for each client on which the personal data was generated. The name of the subfolder has the following format: Client Name_Client Code If the personal data file is generated for contacts, then a Contact subfolder is created in the GDPR folder. In the Contact folder are created subfolders for each contact on which the personal data was generated. The name of the subfolder has the following format: Contact Name_ContactID 19 CCH CENTRAL APRIL 2018

24 Note: The Personal Data files are saved in the folder set within the GDPR Path only for users which do not have CCH Document Management installed GDPR for CCH Document Management The client and contact files that are held in CCH Document Management can be marked as GDPR documents. A new Document Type, called GDPR Collection, that is using the new Document System Type with the same name, has been added in the Document Types screen. The GDPR Collection Document Type is by default associated with the Client Filing library within the Libraries and Types screen: The existing Create PDF Collection option from the Document Centre tab within Client and Contact screen has been renamed to Create PDF. The functionality of the Create PDF option has been extended so that users can either choose to create a PDF collection or a GDPR collection: CCH CENTRAL APRIL

25 To create a GDPR collection in CCH Document Management: 1. Open a client or a contact and select the Document Centre tab. 2. Select the documents that will be converted in a PDF file with the Document Type: GDPR Collection. 3. Click on the Create PDF button from the Send To section within the Document Centre tab on the Ribbon. 4. From the Create PDF dialog, select GDPR Collection: 5. Click OK. 6. The document is successfully converted to PDF and uploaded to Document Centre. 7. Click OK. The GDPR collection file has been successfully uploaded in Document Centre with the Document Type: GDPR Collection. 21 CCH CENTRAL APRIL 2018

26 1.4 Audit Trail Report Audit Trail A new window called Report Audit Trail, has been introduced within File > Maintenance> Audit Trail, allowing users the ability to view the history of reports created in CCH Reporting and Smart Reports that have been run and the history of the files that have been exported to Excel. A new task permission has been added to allow users to specify which security groups can access the Report Audit Trail screen. For further information regarding enabling this task permission, please refer to the System Administrator section for Report Audit Trail Task Permission. Each record from the Report Audit Trail grid, include information about the report name, the fields and parameters that are included in the report, the name of the employee who ran the report and on what date and time the report has been run. Icon: An icon is displayed depending on the report type: Smart Report, Reporting and Export to Excel. When the cursor is hovered over an icon, a tooltip with the report type is displayed Report Name: displays the name of the report that has been run or the name of the file that was exported to Excel. Fields Selected: displays the fields that are included in the report or in the Excel file. Parameters Selected: displays the parameters that were selected in the report. Employee: displays the name of the employee who ran the report. CCH CENTRAL APRIL

27 Run Date: displays the date and the time when the report was run or when the file was exported to Excel. If the Fields or Parameters Selected are too long to fit in the field, a tooltip that displays all the fields or parameters is displayed when the cursor is hovered over the Fields Selected or Parameters Selected field: Users can filter the Report Audit Trail grid by: Date using the Date From and Date To fields: Type using the Report Type field: The Report Audit Trail grid can be grouped and sorted by any field like the rest of the grids from CCH Central. Report Deletion Users can delete the items from the Report Audit Trail grid either manually or automatically at a given frequency. To manually remove items from the Report Audit Trail grid: 1. Select the records that you want to delete from the Report Audit Trail grid. 2. Click on the Delete option from the Common section within the ribbon: 3. The Delete Report Audit Trail dialog is displayed: 4. Click Yes to remove the selected items from the Report Audit Trail grid. All the records from the Report Audit Trail grid can be automatically deleted by setting the deleting options at the bottom of the screen: 23 CCH CENTRAL APRIL 2018

28 The default deletion time is set at 11 PM. If the practice wishes to amend the pre-determined deletion time, the administrator is required to edit the config file within the Central Service Hub folder. Please refer to the System Administrator section CCH Central Service. A new task permission has been added to allow users to specify which security groups can use the Auto Delete option from the Report Audit Trail screen. For further information regarding enabling this task permission, please refer to the System Administrator section for Delete Report Audit Trail Task Permission. To set the delete options: Auto Delete: Tick this option to enable the automated deletion of the Report Audit Trail items. When the Auto Delete is ticked, the Frequency and Date Next are enabled. Frequency: Set how often the CCH Central Service should remove the Report Audit Trail items. Date Next: Displays the date when the CCH Central Service will perform the next deletion. This field is automatically populated when a frequency is set and is calculated based on the day when the frequency was set and on the frequency value. For example, if the frequency is Monthly and the date when the frequency was set is , then the Date Next is The Date Next is a mandatory field if Auto Delete is ticked and it can be amended. The following message is received when users try to close the Report Audit Trail screen if Auto Delete option is ticked and the Date Next is blank: Note: Users can set a Date Next without setting a frequency Report Audit Trail Wolters Kluwer strongly recommends that practices review their Audit Trail retention settings, which will have an impact with the General Data Protection Regulation (GDPR) compliance coming into force 25 th May CCH CENTRAL APRIL

29 2. Software Enhancements CCH Central 2.1 Increased memory available in Central CCH Central is a 32-bit application. This means that it normally has around 1 GB (about 1,000 megabytes) of memory available for data before it runs out of memory. If Central runs out of memory it can crash with an OutOfMemory exception. This could happen in any application in Central. An OutOfMemory exception was most likely to happen: When many clients were open at once When the user was using many Central applications at once When preparing consolidated accounts for a group with many subsidiaries in Accounts Production We have increased the amount of memory Central can use for data from around 1 GB to around 2.5 GB. Central will only be able to use this extra memory: If the computer Central is running on has enough memory If the operating system is a 64-bit operating system. This means that this change won t make any difference on the 32-bit editions of Windows 7 or Windows 10. If you are deploying the application in a Thin Client (Citrix XenApp, RDS or similar), or Virtualised Desktop Infrastructure (VDI) environment then you should monitor the memory footprint of the environment after the deployment of this new version and adjust the maximum memory limits accordingly to accommodate the heaviest users of the application who require capacity above the previous limit of 1 GB. Although you are unlikely to experience a significant increase in consumption across all sessions in these environments, the higher capacity requirements may reduce user density during peak periods. 2.2 Smart Reports ITS 57047/ (Uservoice) Add Dates to Associations Report The following two fields have been added to the Maintenance >Associations report Start Date End Date CCH Workflow 2.3 Workflow Type Practice Management In this release, users can create workflows that are specific to CCH Practice Management. A new workflow type, Practice Management, is available when creating workflows in Standard and Workflow Designer, which will allow practices the ability to automatically statements to clients using a workflow. 25 CCH CENTRAL APRIL 2018

30 The available Step Types for Practice Management workflows within Standard Designer or Workflow Wizard are the Client/Contact types and the Practice Management specific step types: Bill Due Date Task (this checks the Due date of the invoice within debtors enquiry) Bill Paid (this checks if the invoice has been fully paid) 2.4 Starting Rule Bill Posted A new Starting Rule, called Bill Posted, has been added when creating Practice Management workflows. If a Practice Management workflow is created with the Bill Posted starting rule, that workflow will start each time a bill is posted. Where multiple workflows are created for Practice Management with the Starting Rule: Bill Posted, then all will be started when a bill is posted. To prevent this from occurring, tick the Inactive option in the Standard Workflows screen for the workflows that are not required: CCH CENTRAL APRIL

31 Note: The Practice Management workflows can be started only if the starting rule Bill Posted is set. 2.5 Custom Reference Dates Bill Due Date A new reference date, Bill Due Date, has been added within Maintenance> Central Workflow > Custom Reference Dates, allowing users the ability to create Date Rules for Practice Management workflows based upon bill due dates. A new date rule, Bill Due Date has been added within Maintenance > Central Workflow > Date Rules and it is created based on the custom reference date: Bill Due Date. 2.6 Bill Due Date Task Bill Due Date Task is a new workflow step available when creating a Practice Management workflow in Standard or Workflow Designer. The Bill Due Date Task activity provides the ability to create a workflow with a step that will be automatically completed if the following conditions are met: The bill, for which the workflow that contains the Bill Due Date Task activity was started, has reached the due date. The system workflow runs after the bill due date expired. 27 CCH CENTRAL APRIL 2018

32 For example, if the bill due date was yesterday and if the system workflow runs today, then the Bill Due Date Task activity will be automatically progressed after the system workflow has ran. But if the bill due date is tomorrow and if the system workflow runs today, then the Bill Due Date Task activity will not be progressed until the system workflow will run again tomorrow Setting the system workflow scheduler If the following step type is already being used within an existing/running workflow Central Due Date Task, then the Delay Activity Scheduler will already be set. For practices using either the Central Due Date Task or Bill Due Date Task for the first time, then the Delay Activity Scheduler is required to be set and started. To start the system workflow, select File > Maintenance > Central Workflow >Notifications. Within the Delay Activity Scheduler tab: Set the system workflow run frequency. Set the start time for system workflow to check for expired Bill Due Date Task activities. Select Start button to apply the system workflow. CCH recommends that the Frequency is set to 1 Day and the Default Time is set after 12:00 AM and before the office opens. This is to ensure that the system workflow captures the new days CCH CENTRAL APRIL

33 Due Date Tasks to progress and has time to process the work load. (Where large volumes of data could be progressed, before CCH Central begins to be used). Note: If the system workflow is not started the Bill Due Date Task cannot be completed. 2.7 Bill Paid Bill Paid is a new workflow step available when creating a Practice Management workflow in Standard or Workflow Designer. Bill Paid is a Pass/Fail automated activity which checks if a bill is fully paid or not. In the example below, the Practice Management workflow contains the Bill Paid activity. If the bill for which the workflow was started is fully paid, then the next active step in the workflow is a Central Task: Bill is paid. If the bill is not fully paid, then the next active step in the workflow is Convert Smart Report to PDF. To set the Step Properties: Select a step to jump to if the bill is fully paid Select a step to jump to if the bill is partially or not paid The following field has been added within the Workflow Homepage control and is available only for the Practice Management workflows: Bill No: Displays the invoice number of the bill that has the workflow started. 29 CCH CENTRAL APRIL 2018

34 Note The Bill No is displayed by default in the Field Chooser. To add this field in the Workflow grid, open the Field Chooser from the right click context menu and double click on the field or drag and drop it near the other grid headers. 2.8 Convert Smart Report to PDF Convert Smart Report to PDF is a new Workflow activity available for all Workflow Subjects which converts a Smart Report into a PDF file that is then published in Document Management. Note: Convert Smart Report to PDF activity is available for all Workflow Subjects but it can be progressed in a workflow only if CCH Document Management is installed. To set the Step Properties: In the Smart Report Name field are listed all the reports created in Smart Reports. From the Smart Report Name list, select a report. The Convert Smart Report to PDF activity will run the report on the client that has the workflow started and then will convert to PDF and upload the file in Document Management. Select a step to jump to if the Convert Smart Report to PDF step is completed Select a step to jump to if the Convert Smart Report to PDF step fails to complete In the example above, the Client/Contact workflow contains the Convert Smart Report to PDF activity which is using the CCH Debtor Statement report. If the activity is progressed with success, the CCH Debtor Statement report that was run by the Convert Smart Report to PDF for the client on which the workflow was started, is converted to a PDF file and then it is published in Document Management. The file that is uploaded in Document Management has the following name format: Report Name for Client Name [ContactID].pdf CCH CENTRAL APRIL

35 A new Document Type, called Smart Reports, that is using the new Document System Type with the same name, has been added in the Document Types screen. All the files generated by the Convert Smart Report to PDF activity are uploaded in Document Management with the Document Type: Smart Reports. Go to File> Maintenance> Document Management > Libraries and Types and make sure the document type that is associated with the Document System Type: Smart Report is available for the Client library (the library that has the Type: Client Filing within File> Maintenance > Document Management > Libraries). If the report that is run by the workflow activity returns no data on the client which has the workflow running, the Convert Smart Report to PDF fails to progress and the following message is displayed in the Workflow Log: Two workflow templates have been supplied that can be used by practices to statements CCH Practice Management Statements CCH Document Management Statements These above two templates have been added in the Standard Workflows screen. The CCH Practice Management Statements workflow template contains the workflow activities described above and it can be used to generate and publish the statement in Document Centre and the CCH Document Management Statements workflow template can be used to the statements to clients. A new CCH Statement Template.dotx has also been added within the Deploy> Templates folder. This template can be used for the Body Template when using the Convert doc to activity. For practices wishing to use this template, copy and paste this into your standard Mail Merge Template location: File>Maintenance>Document>Mailing Settings>Templates Path. Note: If practices wish to amend the workflow templates, we recommend using the Save As option from Standard Designer to create a new template. 31 CCH CENTRAL APRIL 2018

36 2.9 Create from Document An additional Step Type, Create from Document, has been added to the Step Type options when creating a Document workflow template in Standard and Advanced Designer. Create from Document extends the functionality of the Convert Document to so that if a client or an organisation has multiple associated contacts of the same relationship type then the user can select to which contact to the document. To enable the selection of an associated contact the following conditions must be met: The Template Source within the workflow step must be from Document Management. The document template needs to have an association set in the To field from the Document Templates screen. The client needs to have more than one association for the same relationship type. To create a workflow that enables users to the document to an associated contact: 1. Create a Document workflow that contains the Create from Document activity. 2. Set the Create from Document properties: Tick the Add document as attachment option. For Template Source select Documents from DM option. For the Body Template field, select a template that have an association set in the To field from the Document Templates screen: Enter a Subject for the . Select a step to jump to if the activity is progressed with success. Select a step to jump to if the activity fails to progress. 3. Set the properties for the other steps in the workflow template. 4. Save the workflow. CCH CENTRAL APRIL

37 5. In the Document Workflows screen, associate the workflow template with a Source, Library and Type and move the workflow template in the Is Available section: 6. Start the workflow on a client that has multiple associations for the same relationship type that was set in the To field from the Document Templates screen: 7. If the client that has the workflow started has multiple associations for the relationship that was set in the To field from the Document Templates screen, the user needs to right click on the step and click on Select Contact option: 33 CCH CENTRAL APRIL 2018

38 8. In the Select Contact dialog is displayed the list with the association contacts that have the same relationship. Select the contact that will receive the with the document attached. Note: Make sure the associated contact has a valid set in the Addresses tab from the Client screen. 9. If the activity is progressed with success, the selected contact will receive an . The attached document from the is the document that has the workflow started. The body of the is populated with the fields set in the template selected as the Body Template in the Create from Document activity. If the template contains merge fields that refer to associated contacts like Associated Address or Addressee Mailing Name, then those fields will be populated from the selected contact. If the workflow that contains the Create from Document activity is started using the Create Document option, then the activity will be automatically progressed, and the will be send to the selected contact from the To field Assignment Jobs workflows - Update Extra Field In this release, the Update Extra Field workflow activity is available for Assignment Jobs workflows. CCH CENTRAL APRIL

39 2.11 Check Extra Field and Update Extra Field retrieves only Client and Contact extra fields Previously, the list with the Category Extra Fields from the Step Properties of the Check Extra Field and Update Extra Field workflow activities, contained extra fields that were applied to other scopes like Assignment, Employee, etc. In this release, the Extra Field Name list from the Check Extra Field and Update Extra Field activities, displays only the Category Extra Fields that has Client or Contact ticked in the Applies To section from the Extra Fields screen. CCH Reporting 2.12 ITS Additional field under Jobs/Schedules An additional field of Assigned To has been added to the Job/Schedules section within reporting to allow practices to identify who the job/schedule was assigned to ITS Ability to show nulls by default A new configuration key has been created to allow practices to set Show Nulls by default to True globally. Currently, practices who wish to show nulls within their reports are required to activate Show Nulls within the Reporting > design tab on a report by report basis. With the configuration key set to on, users are then required to turn off Show Nulls on a report by report basis. Note: This will only take effect on new reports created after setting the configuration key. For further information regarding setting up the configuration key, please refer to the System Administrator section for Reporting Show Nulls. 35 CCH CENTRAL APRIL 2018

40 2.1 Include/Exclude Historic Associations in a report Previously, users could not view in reports the historic associations. In this release, a new option, called Inactive Associations, has been added in the Parameters section when creating or editing a grid or pivot report that contains fields from the Associations area, allowing users the ability to include or exclude the historic associations in the report. In the example below, the client Adam Clark is agent for Company X, but in the past, was agent for UK Express. A report that contains the association is agent for and that is ran without the Inactive Associations option ticked, displays only the active association: To view the historic associations, the Inactive Associations option needs to be ticked: CCH CENTRAL APRIL

41 3. Quality Improvements 3.1 CCH Central ITS Ability to bypass mandatory extra fields in new client/contact wizard Previously, it was possible to bypass mandatory extra fields by selecting a group where no mandatory fields were present. The grouping is no longer available when using the New Client/Contact wizard ITS Prevent ability to paste image into description field of the Log a call section Previously, practices were able to paste images into the description field on the Log Call screen, when logging a call. Unfortunately the images were not appearing against the call for the Support Centre. Practice are now directed to use the attachment (paperclip icon) to paste relevant images ITS Merge FromName field not returning Previously, when added the FromName merge field into an template, when performing an merge the field was not returning any value ITS Smart reports client list with extra fields Previously, when a practice was running a Client list with extra fields within Smart Reports in certain circumstances the Client list was not being generated Audit Trail Aliases Previously, the history of changes made to the Aliases section from the Main tab within Client, Contact and Supplier screen was not included in the Audit Trail. 3.2 CCH Workflow ITS Correct spelling mistake for unhandled exception in Central Workflow Previously, when receiving an error message in the Workflow Management Console where a workflow step was to be assigned to an employee who was no longer active, the unhandled exception message had a spelling mistake. 37 CCH CENTRAL APRIL 2018

42 3.2.2 ITS Unable to view long workflow names when using the drop down combo on homepage control Since , the combo drop down box which displayed the workflow names on the homepage control had been reduced to 25 characters. This has now been increased to 50 characters. CCH CENTRAL APRIL

43 4. Known Issues 4.1 Workflow Create from Document Task created on document When the workflow activity, Create from Document requires a selection of a contact to be progressed, a task is created on the document which has the workflow started and if the red flag from the document is clicked a warning message is displayed. An error message is displayed if the task is opened from the To Do tab within the client or from the Tasks Homepage control. 39 CCH CENTRAL APRIL 2018

44 5. System Administrator 5.1 CCH Central Service In this release, we introduced a new service, called CCH Central Service that includes multiple services like the Report Audit Trail service and the Company Secretarial service. The CCH Central Service can be installed using the Central Suite Installer: Note: In a future release, all the CCH Central services like the Workflow, CRM and Document Management service will be included in the CCH Central Service. The CCH Central Service performs the deletion of the Report Audit Trail items and the default deletion time is set at 11 PM. To amend the time when the Report Audit Trail service runs: 1. Stop the CCH Central Service. 2. Run Notepad as an Administrator. 3. Click on File> Open. 4. In the Open dialog, navigate to the location where the CCH Central Service is installed. The default location is: C:\Program Files (x86)\cch Central Hub Service 5. Select All Files, then select the CCH.Central.Service.exe.config file. CCH CENTRAL APRIL

45 6. Click Open. 7. Modify the value for the DailyHourToRunReportAuditTrailService key. 8. Save the changes and close Notepad. 9. Restart the CCH Central Service. 41 CCH CENTRAL APRIL 2018

46 5.2 GDPR - Generate PDF and Generate XML - Task Permissions Client screen Generate PDF and Generate XML Task Permissions Two new CCH Central task permission keys have been created to allow access to the Generate PDF and Generate XML options from the Client screen > Main tab. The permission keys are located within Maintenance > Security > Task Permissions, Product: Central, Group Description: Client. #Client# Main# GDPR# Generate PDF #Client# Main# GDPR# Generate XML Note - If a user does not have permission, they will be unable to use the Generate PDF or Generate XML option and receive a Permission Denied warning message Contact screen Generate PDF and Generate XML Task Permissions Two new CCH Central task permission keys have been created to allow access to the Generate PDF and Generate XML options from the Contact screen > Main tab. The permission keys are located within Maintenance > Security > Task Permissions, Product: Central, Group Description: Contact. #Contact# Main# GDPR# Generate PDF #Contact# Main# GDPR# Generate XML Note - If a user does not have permission, they will be unable to use the Generate PDF or Generate XML option and receive a Permission Denied warning message. 5.3 Report Audit Trail Task Permission A new CCH Audit Trail task permission key has been created to allow access to the Report Audit Trail screen. The permission key is located within Maintenance > Security > Task Permissions. [AuditTrail][ReportAuditTrail] Note - If a user does not have permission, they will be unable to access the Report Audit Trail screen and receive a Permission Denied warning message. 5.4 Delete Report Audit Trail Task Permission A new CCH Audit Trail task permission key has been created to allow access to the Auto Delete option from the Report Audit Trail screen. The permission key is located within Maintenance > Security > Task Permissions. #Report Audit Trail@Can delete audit trail CCH CENTRAL APRIL

47 Note - If a user does not have permission, they will be unable to use the Auto Delete option from the Report Audit Trail screen and receive a Permission Denied warning message. 5.5 Configuration Keys Reporting Show Nulls Allows the practice the ability to set Show Nulls on by default when creating new reports within reporting. The Reporting_ShowNulls configuration key which is automatically created with the default value of 0 upon upgrade under Maintenance > User Defined > Configuration. Key Value Comments Reporting_ShowNulls 0 No change in existing behaviour Reporting_ShowNulls 1 Show Nulls by default on Reporting Note - Exit out of CCH Central once the Key Name and Key Value has been entered. Upon reentry, the configuration key is active. 43 CCH CENTRAL APRIL 2018