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CCH Portal 2014.2 User Manual and Getting Started Checklist

1. 2012 Tax Return 2013 pdf Christa Spencer 15 Apr 2013 08 50 shared Approved by Mr David Test on 15 Apr 2013 08 52 MORE FEATURES COMING SOON CCH PORTAL 2014 2 USER MANUAL JULY 2014 94
2. WorkflowTask Assignment Template Accounts 02 09 2013 Prebilling reports A Unspecified amp By type UNSPECIFIED amp By employee By month I By group Centre UNSPECIFIED UNSPECIFIED If Tasks O Date Created 30 08 2013 2 Billing wizard Created By Samuel Shirley iry 2 WIP enquiry Assignment Status Geen J y Create timesheet en L gt Roll Fwd Wizard Apply Team Security CCH Document Q E Create Document g Add Document Responsibility Assignment Manager ia Spencer Christa Assignment Partner Audit Trail Q View Assignment Audit Trail 2 5 2 Setting client team at client level For special client assignments or where the client relationship is managed differently from the practice norm it is also possible to set the client team for portal purposes at client level Once a client has portal access enabled a client team hyperlink is created in the client Message Centre Client Name Mr David E Test m Create message Documents Client team Disable Portal account If you click the hyperlink you will be presented with a client team portal user screen which is populated from the complete list of employees included in the responsibility tab on the client record Client Team Miss C Test pens Er ET AA RARA OAA AAA EREA From here you can tick and untick individuals who you wish the client to be able to communicate with directly
3. Attached age amp Phone Call m 24 06 2013 11 39 40 Second approval Hello ee Zt Task 24 06 2013 11 18 42 Please approve attached tax ret The Message Centre will be clearly marked as suspended Suspended accounts can be re activated at any time by your Practice by clicking on the relevant hyperlink where upon an email will be sent to any portal users of that account advising that the account has been reactivated Client Name ABC Limited Client Code ABCD Main Message Centre Addresses Associated Assignmen Portal account suspended This account has been sufpe CCH PORTAL 2014 2 USER MANUAL JULY 2014 42 The message which your client will see on trying to log in can be set in Maintenance gt Portal gt Security by changing the Client Suspension Login Message Client Suspension Login Message Login error message for suspended clients Your portal account is curently suspended Please get in touch with your usual practice contact to discuss reinstatement Where a portal user has access to more than one client portal when they log in they will not be able to access or see suspended portals but they will continue to be able to access portals which remain active You can delete the client s portal account which removes the portal account permanently When portal accounts are suspended or deleted no messages can be sent or deleted by client or practice users for that client portal You will still be able
4. any message or document published to the portal in error To delete a message and its associated attachments from the client portal select the relevant message from the message summary list in the Message Centre in CCH Central right click and select Delete In order to delete any Document Folder you must first ensure that all documents in that folder are deleted Note that system folders such as Accounts Correspondence Tax and Shared cannot be deleted CCH PORTAL 2014 2 USER MANUAL JULY 2014 68 Deleting messages with documents attached When a message or conversation is deleted from Portal that has one or more attachments stored in the Shared folder on portal you will be prompted to save local copies from the Shared folder into Document Management Files in the Shared folder typically do not have a corresponding version stored in Document Management pe dn ne income and gains have been fully declared and correctly 37 49 Test When you are satisfied that the return is correct please Files in the Shared folder will be lost Do you want to save them to Document Management Cancel Yes No Documents in deleted portal accounts When a client s portal has been suspended and deleted the contents of the portal including the messages and documents will remain within CCH Central together with the remainder of that client s record Deleting documents by Practice Clients Your clients can only delete
5. 4 Clear Search amp Print Email K Delete amp Restore Document 5 gt Bulk Update The steps are then identical to those for CCH Personal Tax described in 7 1 2 1 above 7 1 2 5 Publishing from CCH Corporation Tax In order to publish to portal from any product in the suite the practice user must first have the appropriate task permissions These can be found in Maintenance gt Security gt Task Permissions Select Corporation Tax from the Product drop down then expand the Portal area CCH PORTAL 2014 2 USER MANUAL JULY 2014 65 Product OK Corporation Tax Cancel Group Partner Plus Tax Search Group Description CorporationTax 0 1 Data Conversions 0 4 Document Management 0 2 W E Permissions Description Portal Efiling Publish Tax Return 0 15 and tick Portal Publish to allow publication of tax returns and computations from outside the eFiling area and Portal Efiling Publish to publish from the eFiling area Click OK to save changes It is possible to publish the tax return and computation directly from the CCH Corporation Tax module The tax returns and computation can be published the Publish to Portal option within the client record Tax Returns gt Tax Return gt Summary gt Task Bar rp a e o CCH Central User srs Using database Central on QAFAMILYTEST CCI 200 File View Billing Favourites Maintenance Accounts Boo
6. CC Caroline Test X Message Q Add Files Close Reply CCH PORTAL 2014 2 USER MANUAL JULY 2014 47 Both in Central and the portal you can see who has been sent the message and associated documents from information in the To field 6 3 Saving Messages as Draft You can cancel the message and save it as draft and re open a saved message from the Message Centre clearly marked as Draft New Message Samuel Keynes 3 Subject Personal tax retum for the year ended insert year Attached Tax Return 2013 AK pdf The current message was not sent Would you like to save it as a draft Insert template Once saved drafts can be re opened from the Message Centre in the Message List They can be edited further sent to Portal or deleted VU SoS I DGAT Cilio DSA SA y IO vU eM NOW Peel PC Home j Defaults Message Centre T Main Addresses Bills Group Documents Extra Associated Assignments Create message Documents Clientteam Associated Contacts Personal tax return for the year ende Reply Disable Portal account Attached Tax Retur 2013 AK Draft Personal tax return for Dear Sirs Rep ttach your personal tax return for Delete insert year for your review and Edit and send draft to Portal r with an accompanying letter e key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in tou
7. In addition when sending a bulk Portal message client specific documents will not be available to attach to the message Bulk messages can be used for example for sending marketing messages newsletters e bulletins and so on j New Bulk Message From Subject July newsletter Jessie Knight Attached E Accounting July Newsletter Save Draft Hi Please find our monthly newsletter for the latest industry news and developments Kind regards Jessie Insert template CCH PORTAL 2014 2 USER MANUAL JULY 2014 53 Warning for Central user attempting to send bulk message to non Portal clients Practice users will be warned if they select non Portal clients as well as Portal clients from the Find Clients screen and attempt to send a bulk Portal message After the warning message has shown the non Portal clients are automatically removed from the recipient list in the New Message window where the message can be sent to the Portal clients only Warning A This message will not be sent to all selected clients 6 8 Print Portal message conversations for filing Portal message conversations between the Practice and the client can be printed out to be filed in client records To print click the Printer icon within the message in the top left corner Welcome to the Practice One client portal Reply Alternatively go to Message Centre right click on the message and select Print Conversation Drag a column heade
8. You may therefore wish to agree with them from the outset who might wish to have this access Once agreed you should check all the individuals are included in the organisational client record as associated contacts with valid email addresses or update the Central record accordingly When messages and documents are sent to a client via Portal they are sent to one or more of the associated contacts therefore not all messages and documents on the portal are available to view by all associated contacts of a client CCH PORTAL 2014 2 USER MANUAL JULY 2014 35 5 2 Activate Individuals Clients and Associated contacts To activate an individual client go to Client record in CCH Central and navigate to the Message Centre tab Before a client has been activated to use portal the Message Centre will only display a link to activate the client portal see section 5 Click on this link to activate client portal fe CCH Central User sts Using d ntral on OASSPORT File View Billing Favourites Maintenance Accounts Bookkeeping Tools Window Help O Home 33 Contacts E ciients suppliers 3 Assignments SS Scan E Global Documents Employees 2A Rep jg Home Page Main view Find Employees Find Clients Client Samuel Keynes Refresh 2 Client Name Samuel Keynes 2 Company Unspecified T Refresh x Client Code SAMWK as Client search Document Centre Workflow Tracked Emails Email 6 Documents Extra Associated A
9. activation page where they will be asked to enter their activation ID To complete this process they will also be asked to create a password Next time your client returns to the Portal they will be able to login using this password Your client s username is their email address Section 3 2 3 Section 3 Section 4 1 Section 4 2 ed Section 5 Section 5 1 4 Quick reference checklist to get started FOR YOUR CLIENTS Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 8 Step 9 Step 10 Step 11 Provide revised terms and conditions to the client Check client has a valid email address Send the client the Activation ID to use Confirm to the client that portal username is the client user s own email address Inform client of the minimum password requirements Advise client that repeated attempts to login with incorrect password will lock the client portal for 15 mins Activate Portal in CCH Central Check regularly until Resend Activation email in Client record gt Message Centre tab is greyed out Establish why client has not activated portal Resend Activation ID is necessary Start using Portal for communications with the client Make staff aware that portal should be used for communications with the client CCH PORTAL 2014 2 USER MANUAL JULY 2014 This has to be the EMAIL field in CCH Central gt Client record gt Addresses tab gt Email in th
10. Home 33 Contacts e2 Clients gt Suppliers 3 Assignments gt Scan E Global Documents d Employees 2A Rep 8 P Home Page Main view Find Employees Find Clients Client Samuel Keynes Refresh O Client Name Samuel Keynes 2 Company Unspecified Refresh S Client search Client Code SAMWK mm Document Centre Workflow Tracked Emails Email 2 Documents Extra Associated Assignments Responsibility ToDo Accounts Production gt Email merge wizard i Home Defaults Tax Returns Marriage Tax Links a Main Addresses Bills Group i Email templates oe Import email tracking To Do Q CRM ja Document WorkflowTask Fade O An na oe pr sent to the following email shirley wolterskluwer co uk gt Billing wizard p WIP enquiry B Debtor enquiry Create timesheet en Close billed CCH Document 2 E Create Document ag Add Document In the unlikely event that the activation email fails the screen will revert back to the original activation window so that the user can activate the client again Please contact CCH Software Support for further assistance if the holding page remains static and only shows the activation email message After the client s activation the Message Centre will display the messages in conversation style in chronological order with the most recent at the top Completed messages in the Message Centre can be deleted by right clicking on the message and
11. by the Practice Clicking the link in the activation email takes the client user to the activation screen i Swiss Accountants ACCOUNTANTS Welcome to Swiss Accountants s portal activation screen Please enter below the activation ID you have been given Activation ID The activation ID is the same as client code and should be provided before the Portal activation process by the Practice USEFUL TIP Activation ID is NOT the client s username It is a one off activation key The client s username is their email address CCH PORTAL 2014 2 USER MANUAL JULY 2014 85 12 2 Password set up and password reset Once Client portal has been activated a password setup will be required according to the password complexity set by the Practice prior to activation The number of characters and types of characters required as a minimum will be clearly identified on this screen as seen in the screenshot below Please create your own password Thank you for activating your portal access Please now enter a password which you should not reveal to anyone The password should be at least 6 characters long contain at least 1 uppercase characters contain at least 1 digits contain at least 1 of the following special characters w 2 amp lt gt _ N Re enter Password Passwords can be reset by using the Forgot Password link on the main login page on subsequent visits User name Passwo
12. changes impacting any new passwords set Security Password Length Uppercase Lowercase Numbers H RT EY The more complex a password is in terms of length and different character types the more secure the password will be However you will need to balance complexity with the need for your clients to be able to remember the password In the event that a portal user forgets their password they can click on the Forgot Password link on the portal login page This will send them a temporary password by email which will have to be changed on first visit No portal user passwords are stored within Central for security reasons 4 2 Client Activation ID CCH PORTAL 2014 2 USER MANUAL JULY 2014 32 The portal activation ID is the client code in Central for the client portal you plan to activate For an organisation the client code will be that of the organisation not the individual where the organisational client s portal access is enabled before enabling access to the individual s own portal reflecting their personal affairs We recommend this activation code is provided to clients separately from any other communication about the portal for security purposes 4 3 Activation link expiry The configuration of the expiry time is located within Maintenance gt Portal gt Security When you activate your Clients portal access see section 5 your client associated contacts will receive a Portal activation email
13. created within CCH Central Any incorrectly spelled words will be underlined in red To correct spelling you can manually amend or right click and select an appropriate word from the list offered Alternatively you can ignore the spelling error or add the word to the dictionary for future use Message pm Title Please see attached for the following documents Hello all at Keynes and Mill Please see attached Let me know your Regards Sam Ignore All Add to Dictionary abe Spell Attach File OK Cancel CCH PORTAL 2014 2 USER MANUAL JULY 2014 55 6 10 New message popup notification Provided you are logged into Central when a new message is sent to you a pop up will appear in the bottom right hand corner of your screen Test David Tax return info m YS 10 11 If you click on the pop up you will be taken straight to that client s Message Centre tab so you can review and action the message You can vary the time the pop up remains visible by altering the number of seconds from the default of 5 in Maintenance gt User Defined gt Configuration gt Portal_TimeForDisplayingNotification Popup The system will check for new messages every 30 seconds and notify relevant users of any new messages If you want to vary the frequency that this polling happens you can change the number of seconds from the default of 30 in Maintenance gt User Defined gt Configuration gt Porta
14. e Select the Approval button from the New Message window in the Central Message Centre 2 Approval e Select Browse to add further files from the Approval window that subsequently opens e Tick the files that you want approved in the Requires approval column e f the document s in question are being sent to an organisation with more than one associated contact there will be the options to select o the users required to approve to approve the document s via a dropdown menu CCH PORTAL 2014 2 USER MANUAL JULY 2014 70 o whether all or just one of the selected users must approve the document s for it to be marked as approved via adjacent radio buttons John Mill x Samuel Keynes Al selected users must approve Any user can approve Select all Aden Kees James Hetwewet Gr John Mill Managing Director I John Mill The New Message window is also updated with the approval details once a document has been selected for approval Keynes and Mill Ltd Subject Corporation tax for the year ended 2013 Attached B Tax Return 2013 AK pdf a Tax return cover letter docx Dear Sirs am pleased to attach the company s draft tax retum and associated computations for the year ended 2013 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesit
15. field in the new message screen has a dropdown list populated with activated associated contacts for the selected client New message ABC Limited From Christa Spencer E Mr David Test Mrs Caroline Test CCH PORTAL 2014 2 USER MANUAL JULY 2014 46 Only those selected client contacts will see the messages and any associated documents either in the portal Message Centre or the Documents area If you are sending documents for client approval you will be able to select portal users from the associated contacts list for that client and only those you selected will see that message and its attachments New message ABC Limited From Christa Spencer To E Mrs Caroline Test From your client s viewpoint when creating a new message they will be given the option to send a message to one practice employee and all or some of the associated contacts Create New Message x From David Test To Christa Spencer v CC Caroline Test X 9 Select all Message ve Caroline Test Subject If you are sending documents for client approval you will only be able to select portal users who are in the To list to approve documents From your client s viewpoint when creating a new message they will be given the option to senda message to one practice employee and all or some of the associated contacts Reply x Important documents for approval From Christa Spencer on 02 Mar 2014 16 45 From David Test
16. files such as client bookkeeping data are regularly uploaded to the portal CCH PORTAL 2014 2 USER MANUAL JULY 2014 66 7 2 1 Moving Documents between folders In the Documents area you can move and download files on the client portal To move a file find it in the document tree and drag and drop it to the new folder To download the file to local or network file storage right click on the relevant document You then have the option to save the file to disk which offers the usual browse screen or save the file to CCH Document Management which offers the usual screen to save to DM with the option of adding descriptors as required To delete a file highlight the relevant line you wish to delete and press the delete key on your keyboard 7 2 2 Documents saved deleted from Documents Centre When messages are sent to Portal from Central any attachments allocated to the Shared folder will not be saved into the client s Document Centre This is designed to save local space and is consistent with the designation of Shared as the temporary exchange folder Attachments are allocated to the Shared folder in the Portal Create Message window via the Folder dropdown after the Attach File option is chosen when moving a file from Shared to a permanent folder within the Documents window within the Central Message Centre the CCH Document Management Send to window now prompts the user to save a copy in CCH Document Ma
17. if it was sent by the Practice can be seen in the Message Centre in chronological order from the most recent to the oldest To reply to a message click Reply To send a new message a document or file click on New Message Swiss ACCOUNTANTS Message Centre ENST SA Welcome to our new client portal Dear David am pleased to welcome you to our new client portal As discussed this is a more secure means than email over which to communicate collaborate and share documents and files hope you ll find it useful and look forward to working more closely with you over it in the future Regards Enter subject and message and select Practice recipients to send to Click Add Files button to add files and documents to the message Create New Message x From David Test To Please select CC Caroline Test X hal Subject Message Add Files Close Create Message P Clients can send a message to one Practice employee and all or some of the associated contacts within the client organisation CCH PORTAL 2014 2 USER MANUAL JULY 2014 89 Create New Message x From David Test To Christa Spencer v CC Caroline Test X Select all Subject pE Message Kl Caroline Test 13 2 Email Notifications Whenever a new message is sent to a client portal an automated email notification is sent to the associated contacts at the clients to whom the message was sent to This email notification is generic and will
18. page The default setting above will not automatically create a welcome message on activation To create a draft welcome message tick the box Prompt to send welcome message on activation This will use the Welcome message template to create a draft welcome message for you to personalise and send to your clients as appropriate To send the message automatically without creating a draft for further editing and personalisation untick the Save welcome message as draft option 2 3Set employee Practice user permissions User permissions can be found in Maintenance gt Security gt Task Permissions CCH PORTAL 2014 2 USER MANUAL JULY 2014 19 Select Portal from the Product drop down then for each security group you have created within the practice review and allow permissions as appropriate by ticking the relevant box Select OK to save changes Product OK Portal x Cancel Group Partner Plus Tax x Search Group Description a Client 0 5 Permissions Description Allow Create Portal users for associated contacts Disable access to Portal Edit client teams Enable access to Portal View client teams Document Centre 0 4 OODOODO Permissions Description Allow Delete documents from Portal Move documents View documents from Portal View message status E Employee 0 1 OOOO Permissions Description Allow Create Portal user for employee m 3 Maintenance 0 7 Permissions Description All
19. plan to delete the portal for that client any documents held in the Shared folder must be deleted by the practice or moved to one of the folders other than shared if the practice wishes the tracker documents to be retained This is to ensure the client file is preserved for Practice Assurance purposes even after the cloud based portal is destroyed If you try to close a client or delete a client portal when there are documents still held in the Shared folder an error message will be shown If a contact is associated with an active client Portal this contact can no longer be deleted An error message is displayed when trying to delete such contacts with a list of clients that are associated with the selected contact CCH PORTAL 2014 2 USER MANUAL JULY 2014 44 Contact Delete Errors 5 8 2 Restriction on Deleting Only Portal Associated User Each portal requires at least one client portal user associated contact with whom the practice can communicate All associated contacts can be deactivated on the Portal for an organisational client Where a replacement user is to be added it s recommended to activate the alternative user before retiring the existing user Disabling an individual s personal Portal account does not prevent their access to their associated accounts CCH PORTAL 2014 2 USER MANUAL JULY 2014 45 6 MESSAGING 6 1 Sending a message In order to send a message to your client click on the Message
20. select the Create Message option from the Portal area of the task bar USEFUL TIP You might find this facility useful to send a welcome message to a number of clients you have set up to use the new portal service or maybe to deliver some interesting generic information to them such as a newsletter or other technical update CCH PORTAL 2014 2 USER MANUAL JULY 2014 52 wv i Home Page Main view Client Mr David E Test Summary Mr David Test 2012 Onli Find tasks Searchfor est Search type New gt Print results Type All v New search E Export to Excel Shand je Remove ticked Clear search Eg Travel client Code a Name gt Undo Travel l AUTOO1 Test Mr Autofill E Export client TEST Test Mr AB Bulk Update TEST2 Test Mrs Caroline R Y Reset Grid TEST3 Test Mr David E TEST5 Test Miss G Lists Saved Search Email To Do Documents PM Portal Create message H Vocume ig Create Document E Add Document You are then presented with a new Portal message screen When more than one client is selected in the clients search list clicking the Portal create message link displays the Portal message window as usual with the only difference that the to field is no longer visible and the message will be sent to all associated contacts that are activated on Portal Therefore specific recipients cannot be selected when sending bulk Portal messages
21. selecting Delete Completed option Delete Com pi eted fn Fona 8 22052014 1 4 28 05 2014 11 Re send message 27 05 2014 08 57 57 Activi Text in the message body in the Message Centre can be copied to clipboard for use in other applications Welcome to the SRS Portal 17 09 2013 client portal g Attached Dear Samuel Welcome to our client portal We hope you ll find this a useful facility over which we can work more closely and securely We also hope to be abl ents we discussed in final form for your consideration and approval very Kind regards Copy Ctrl C Samuel CCH PORTAL 2014 2 USER MANUAL JULY 2014 31 4 PERMISSIONS 4 1 Password complexity The password algorithm can be set in Maintenance gt Portal gt Security The default password complexity requires that portal users create password of at least 6 characters in length and with at least one number CCH Portal enables you to decide how complex passwords should be for non practice users accessing the client portal This enables you to set a minimum password length we recommend at least 6 or more characters and the minimum number of uppercase and lowercase letters numbers and special characters listed in the right hand box Use the up and down arrows on each selection to increase or decrease the numbers and click OK to save changes The security settings can be altered by the practice at any time with any such
22. structure created by the Practice 3 4 Homepage controls 3 4 1 Setting up your home page control There is a home page control to enable you to see what messages have been sent to you by your clients over the portal To set this up click Home in Central then select a View screen in which you wish the home page control to reside Select Customise homepage iv Home Page Main view Views Ge Fi Main view E Message tracker AT View 3 il View 4 m View 5 Common tasks ix CCH PORTAL 2014 2 USER MANUAL JULY 2014 28 Select Portal gt Messages and drag and drop the Messages icon onto the main view area Resize as necessary Messages Homepage control positioning You can re position the Messages homepage control by click and dragging the compass icon when in Home gt Task Bar gt Customise homepage mode p d 3 4 2 Working with your home page control New messages sent to you will appear in your home page control in bold until you click on them Once you have dealt with the contents of the message you can right click on the message and select Delete This does not delete the message from Central or the portal just from the home page Should you wish to refer back to the message go to the client message centre to select it The home page message list can be sorted in line with Central convention by dragging any of the column headings up to the head of the page to group by that column This enables you to
23. to review the existing folder structure select Maintenance gt Portal gt Document folders Document folders for Portal files can be configured in Maintenance gt Portal gt Document Folders Portal is shipped with system folders which are Accounts Correspondence Tax and Shared Non year sub folders can also be created under these system folders New main folders can also be created by the practice with further sub folders under them if required As a default 4 tiers of subfolders can be created for example Permanent gt Assets gt Property gt 10 High Street CCH PORTAL 2014 2 USER MANUAL JULY 2014 27 The number of tiers that can be created is configured by the Practice within Maintenance gt User Defined gt Configuration gt Portal DocumentFolderMaxLayers There is no limit to how many layers of subfolders that can be created this way vi x iome Page Maiaga tada lipo Docsi Faoss gs foiea Chart Mr nad ACh t r N re Var ven amerert e Frat at Fest Tea Folder and subfolder names can include letters numbers spaces forward slash hyphen but no other special characters Folder names can be a maximum of 100 characters Folder names cannot begin with a forward slash or a hyphen Folders and subfolders are Practice configured and are viewable by the client in the client Portal when there are documents posted to those folders Client Portal users cannot make changes to the folder
24. to them separately from any other communication about the portal for security purposes At this stage they will be asked to set a password to be able to login securely The activation ID will NOT be needed again after this point Your client s username is the same as their email address in their CCH Central account CCH PORTAL 2014 2 USER MANUAL JULY 2014 39 As soon as your client has activated their portal account they will be greeted with your customised Welcome Message in their Messages area assuming you have selected to send the welcome messages to new portal accounts see section 2 2 Branding 5 5 Client portal indicator You can identify clients with portals from the client find screen Please note this indicator reflects portals activated by your practice NOT where client users have activated their login Searchfor 1 Serchtp Type All Me 1 1 found Sort search results by dragging a column header here Gh Code Name En Gi ABCO ABC Limited JONOT Jones Mr Peter SPED Spencer Christa amp TES03 Test Mr David TESO4 Test Master George TEGN Tact Mice Baths ie lee 5 6 Client activation report You can generate a report of activated portal users from within Smart Reports under Client gt Portal clients To create a new report Click Create and drag the relevant fields onto the report as follows Client Code Client Name PortalDisplayName return
25. to view the Message Centre in Central Even after deletion the practice retains access to the messages and documents which were previously available on the client portal rF CCH Central User srs Using ntral on QAFAMIL File View Billing Favourites Maintenance Accounts Bookkeeping ImportData Tools Window Help f Home 33 Contacts e2 Clients gt Suppliers g Assignments a Scan E Global Documents Campaigns Employees an CCH Onlin s x K Client Christa Spencer Refresh 2 Client Name Christa Spencer fa Company CCH OK AY Ref ne EA Client Code SAMWK al Cancel Client search Responsibility Tax Returns Accounts Production CCH Autofill 8 Home Mainz Message Centre Document Centre Addresses Extra Associated Bills Fee Protection Assignments oe Open Email O Portal account deleted 5 gt Email merge wizard Tax return details fe Email templates 2 Import email trackin This client portal has been deleted in the Cloud Attached ge ernea s Data shown is recorded for completeness of the client record only j Hello Christa To Do Q i 2 CRM Create message Documents Client team No that s all we need thanks 52 Document Disable Portal account Resend activation email Delete Portal Email i Internal Message Date v Subject Sam 52 Letter 24 06 2013 12 47 04 Tax return details i mail 24 06 2013 11 44 59 Document approved H Meeting 24 06
26. users This profile photo can be added before or after employee activation at any time and the changes will be reflected to the client portal pages To upload photos of your employees into their Central record open each individual s employee record select the Personal tab and right click to Add Photo Send to Please select i David Wilson Subject Message 9 William Beveridge 2 5 Set Client teams for Portal Employees can be added to the Portal Client Team on an individual basis via the Message Centre gt Client Team Alternatively they can be added on a practice wide basis according to their Assignment Team Responsibility type via Maintenance gt Portal gt Client Team Defaults 2 5 1 Setting client team at practice level Set responsibility types within each client team from Maintenance gt Portal gt Client team defaults These settings replicate those that are set in Maintenance gt Internal gt Responsibility Types It is possible to define at practice level the responsibility types within each client team which will be communicated with the client over their portal If you would like an employee from a particular responsibility type to be visible to a client on the portal for instance the Assignment Manager where they are present on the client record ensure CCH PORTAL 2014 2 USER MANUAL JULY 2014 21 there is a tick in the box on Maintenance gt Portal gt Client Team defaults against that responsi
27. 2013 11 44 57 Document approved H amp Phone Call 24 06 2013 11 39 40 Second approval Speak to you tomorrow Attached Tax Voucher Div 003 tif Tax Retum 2012 AK pdf Helln Sam If a contact is associated with an active client Portal this contact cannot be deleted An error message is displayed when trying to delete such contacts with a list of clients that are associated with the selected contact A similar error is displayed in the case of merging a contact with another contact client where the first contact is deleted as a result If that contact is an active Portal user the error message will prevent it from being merged with the second contact until the Portal connection is removed CCH PORTAL 2014 2 USER MANUAL JULY 2014 43 Contact Delete Errors 5 8 1 Closing clients that have had a portal account It is possible to close a Central client if they have previously been activated for Portal This can be done only after the client s portal account has been suspended or deleted Before a client can be marked as closed in CCH Central the client portal must be suspended or deleted If you try to close a client without suspending the portal an error message will be shown If you suspend the portal you can close the client without further action with the portal The ability to close a Central client is located within the client record via Main gt Task Bar gt Client Status gt Close client If you
28. 4 CCH a Wolters Kluwer business CCH Portal 2014 2 User Manual and Getting Started Checklist Legal Notice Disclaimer Wolters Kluwer has made every effort to ensure the accuracy and completeness of this document However Wolters Kluwer 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 This document should not be relied upon as a detailed specification of the system or the software Wolters Kluwer may make changes to these Release Notes from time to time Copyright This document may not be copied altered edited disposed of or distributed without the prior consent of Wolters Kluwer The content is confidential 2014 Wolters Kluwer UK Limited Trademark Rights Microsoft Windows Windows NT Windows for Workgroups Windows 98 2000 XP MS DOS Windows Vista Windows 7 Windows 8 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 Wolters Kluwer 145 London Road Kingston upon Thames KT2 6SR UNITED KINGDOM CCH PORTAL 2014 2 USER MANUAL JULY 2014 Using this Guide This guide is designed to provide guidance on how to prepare for the introduction of a client portal to your practi
29. Centre tab in their record and click the blue Create Message hyperlink A popup window will appear enabling you to enter a message title a message copy either by typing the text yourself or selecting a readily available message template attach documents select reviewers and request approvals see further sections for details New Message e To Keynes and Mill Ltd 3 Subject Corporation tax for the year ended 2013 Send Attached Tax Return 2013 AK pdf 5 Tax return cover letter docx LSJ Dear Sirs am pleased to attach the company s draft tax retum and associated computations for the year ended 2013 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in touch Kind regards Samuel Enero If you click OK the message is sent to the portal and the client will be sent an automated email notification 6 2 Client user segregation Where a client portal has more than one portal user having activated associated contacts you can limit visibility of certain messages and associated documents to particular users Such segregation might apply to documents which only the company directors should see or for operational communications where not all parties need to see all correspondence From a practice view point the To
30. T then select the Publish to Portal option from the Actions area of the Task Bar gaa Preview Print eS Print to Pt tor ma Review XBRL EE Showhide preview GF Add Collection og Add Format op Browse to Format Copy Format E Reset Collection g Revert to Default f l Refresh The steps are then identical to those for CCH Personal Tax described in 7 1 2 1 above 7 1 2 3 Publishing from CCH Practice Management In order to publish to portal from any product in the suite the practice user must first have the appropriate task permissions These can be found in Maintenance gt Security gt Task Permissions Select VPM from the Product drop down then expand the Client area CCH PORTAL 2014 2 USER MANUAL JULY 2014 63 OK VPM Cancel Group Partner Plus Tax x Search Group Description Client 9 12 Allow Client Assignment View WIP Client Billing Use Own Tax Totals Client Create TimeSheet JIE PSO peso e and tick Client Publish To Portal to allow Click OK to save changes You can publish an invoice to Portal from the Bills screen of the client Highlight the invoice you wish to publish and click Publish to Portal from the Task Bar Refresh gq Refresh o Client search CCH Autofil Email To Do Tasks Billing wizard pp WIP enquiry TB Debtor enquiry Create timesheet entry Close billed CCH Document amp gg Create Document ag Add Document Audit Trail B D V
31. To Keynes and Mill Ltd Subject Corporation tax for the year ended 2013 Attached Tax Return 2013 AK p f Tax return cover letter docx S am pleased to attach the company s draft tax retum and associated computations for the year ended 2013 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in touch Kind regards Samuel se ieee The tax return will already be listed in the attached files area with the appropriate folder and year subfolder selected At this point you can create your message add other documents as in 7 1 above and designate the return for approval as appropriate CCH PORTAL 2014 2 USER MANUAL JULY 2014 61 A copy of the document published to portal will be added to the Document Centre with a published to portal icon ET To view publication details select the in the version area of the document s properties Contact Assignment Job None Standard ld 2937 File Name ABC Ltd 2013 pdf Description Library Client Type Correspondence Out Source Upload Archive Date Destruction Date Email and Letter To From Version Veton Number Tre reated By AB d and you will see the date the document was published and by whom r Version History ABC Ltd 2013 5 lt a x ry To roll the document back to
32. Y 2014 10 may therefore wish to review the employees listed on the client Responsibility tab to check they are up to date By default the client partner will always be included in the list which your clients will be able to select from 1 2 1 Engagement terms Working with your clients over a portal is likely to require a review of your engagement terms to ensure there is an appropriate understanding between you over this new form of communication and document sharing 1 2 2 Security You may wish to edit and brand the security paper to send to any clients who might be interested 1 2 3 Review Internal Processes Consider what changes you might need to make to your current internal processes to ensure the communications and service delivery continue to meet your practice s high standards in quality and presentation CCH PORTAL 2014 2 USER MANUAL JULY 2014 1 3 Quick reference checklist to get started FOR PRACTICE CCH PORTAL 2014 2 USER MANUAL JULY 2014 Review Central records Prepare Clients Activate Portal for Your Practice Customise Portal Login Page Activate Practice Employee as Portal User Set Portal User Permissions Set Practice Level Client Team for Portal Review and Customise Email Templates Review and update your client data contact details associated contacts client team employee data names details photos responsibilities Review your engagement terms with your client Ensure
33. an earlier version select a row in the grid and press the right mouse button Published Date Published By 18 04 2013 Christa Spencer In the event you want to send individual pages of the tax return or schedules to your client before the IR mark is generated we recommend you create a pdf of the relevant pages and attach them in line with 7 1 above 7 1 2 2 Publishing from CCH Accounts Production In order to publish to portal from any product in the suite the practice user must first have the appropriate task permissions These can be found in Maintenance gt Security gt Task Permissions Select Portal from the Product drop down then expand the Publish area Product OK Portal Cancel Group Partner Plus Tax Search Group Description j Client 0 5 j Document Centre 0 4 3 Employee 0 1 r Maintenance 0 7 Message Centre 0 3 E Publish 0 1 Allow Publish accounts and tick Publish accounts to allow Click OK to save changes CCH PORTAL 2014 2 USER MANUAL JULY 2014 62 You can publish accounts from CCH Accounts Production from the Financial Statements area in Financial Reporting Click on Financial Statements ha Home Transactions i Receipts gt Payments Journals 0 Import amp Export is Sync with Twinf View Transactia SA Trial Balance Saved Trial Bal Tax Link Audit Journals Reference 3 Financial Reporting B Statutory Datab a FAT
34. ant to use the custom colour palette click Define Custom Colours and select your chosen colour clicking Add to Custom Colours when you have the required colour For lighter shades use the hue slider OLLE BE TLL uer LIT bek TELLE LUT EE JEENE TELER LLLE i I 4 Hue slider 11 Td 11 Practice Logo enables you to upload your practice logo from a jpg file Click Browse and select the relevant logo file Click OK to save changes and exit You can return to the branding area to make amendments at any time CCH PORTAL 2014 2 USER MANUAL JULY 2014 2 2 2 Advanced Customisation Full Cascading Style Sheet CSS customisation is available from the Branding screen in Maintenance gt Portal gt Branding by clicking on the Advanced button The CSS is auto populated with the data entered on the basic branding screen but can be overriden from the advanced screen CSS can be imported via the Browse button while Reset will enable you to revert to the basic settings Here are a few examples on how you can edit the CSS to make changes to the appearance of your portal site To change the font colour of the text in the top right corner of the login and message centre pages select Insert then select Practice name colour Portal customisation Practice Name Swiss Accountants Portal Footer Great accountancy advice Color Advanced customisation Practice Logo Custom CSS navbarinner min height 40px padding
35. ared folder in the Documents page This is a temporary holding place for documents which can later be moved to permanent folders by the Practice See section 14 for further details on Documents CCH PORTAL 2014 2 USER MANUAL JULY 2014 91 15 CLIENT APPROVING AND REJECTING DOCUMENTS Now that documents for the various government authorities such as HM Revenue amp Customs and Companies House do not require original signatures and most documents are expected to be submitted electronically the document approval facility within the client portal will provide a secure and efficient way to obtain approval or rejection to documents Documents that require approval can also be viewed in two places 1 By clicking the hyperlink in the messages in the Message Centre From Christa Spencer on 18 May 2014 18 To David Test Dear David a Personal tax return for the raar ended 5 April 2014 am pleased to attach your personal tax return for the year ended 5 April 2014 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in touch Kind regards Christa David Test Tax Return 2014 pdf Your approval is needed 1 Tax Return supporting letter docx Reply 2 In the Documents page under the relevant folders Documents Approve Documents Reject Documents C
36. ask permissions are located in the Product dropdown menu within Maintenance gt Security gt Task Permissions Central Advanced iy Search Client 0 7 Documents 0 3 Employee 0 1 Homepage control 0 1 Maintenance 0 10 Message Centre 0 4 Permissions Description H Group Description Ue ee ee Create message i dl di Delete draft messages il Delete messages l View message centre C 6 4 Forwarding message It is possible to forward the message to another Practice user employee by right clicking against messages in that home page control CCH PORTAL 2014 2 USER MANUAL JULY 2014 49 It is also possible to forward a portal message task to an employee who has not been activated as a portal user They will receive the task in their tasks home page control assuming used by your practice but cannot read or action the message Solutions to this are to activate all employees as portal users with access to the Portal Message Home Page control or ensure messages are not forwarded to employees not using the portal 6 5 Deleting Messages When messages and conversations are deleted from Portal local copies are retained in the Central Message Centre to preserve the integrity of the client file When the user chooses to have them shown deleted conversations are denoted by line strikethroughs in the Message List They appear in their original order with each deleted constituen
37. at all clients have at least two practice employees assigned for portal communications with clients Should they decide to send the message to the out of office employee anyway the message will show the out of office status until the relevant date has passed Annual accounts pb m i 2c F si _ T ii a i niim am CCH PORTAL 2014 2 USER MANUAL JULY 2014 57 6 12 Time Zone Compatibility Time zone compatibility measures have been put in to ensure that users located in different time zones Practice employees as well as Practice clients can view messages and documents according to the time zone they are located in This is determined by each user s own date and time settings This affects various areas in the system including CCH Central message tracker client messages and documents messages for review or saved as draft forwarded or deleted and also in Client Portal messages and documents CCH PORTAL 2014 2 USER MANUAL JULY 2014 58 7 DOCUMENTS 7 1 Send message with document attachment 7 1 1 From local drive or client Document Centre In order to send a file or document to a client create a new portal message then click the paper clip icon next to the Attach area This will open a browse screen to you to select your file or document from Once you have identified the file you require select it and click OK You will be returned to the create message screen where additional selections are now visib
38. ate to get in touch Kind regards Samuel Where one or more contact rejects a document the document as a whole will be marked with a rejected status Within Central practice users can review the detailed approval status of a document by selecting the approval status hyperlink within the Documents window in the Message Centre CCH PORTAL 2014 2 USER MANUAL JULY 2014 71 Documents x Refresh File Name Uploaded By Date Cr Approva Approva gt cwf1 1 pdf Christa Spencer 02 03 2014 Rejected 02 03 2014 Identitiy Assurance and HMRC 15 11 12 Christa Spencer 02 03 2014 Pending 02 03 2014 Client Name Approve Rejected Date Caroline Test 02 03 2014 16 46 40 As some of Practice clients can be slow to activate their client portal access you won t be able to publish a document on portal for approval until at least one client user has activated their access Where you are sending documents to more than one user you will be able to see which users have yet to activate their login CCH PORTAL 2014 2 USER MANUAL JULY 2014 9 INTERNAL REVIEW OF DOCUMENTS AND MESSAGES Many practices have a policy of reviewing communications before sending to clients Likewise a practice employee can draft a portal communication and then forward it to a colleague to review Once the message has been drafted click the review button from within the new message window New message Davi
39. bility type If you do not want a particular responsibility type to appear ensure that type is unticked Click OK to save the settings Where in the client record there is an employee listed against a responsibility type selected in Client Team defaults then that employee s name will appear in the drop down list available to individuals accessing the client portal when they are preparing to send a message or document to the practice Please note the client partner is automatically included in the default client team at practice level and their name will also appear in the drop down list Client Name Mr David E Test saa Company Unspecified OK Client Code TEST3 Cancel s Defaults Tax Returns Marriage Tax Links Bills Group Main Addresses Message Centre Home Documents Tracked Emails Extra Associated Assignments Responsibility ToDo Accounts Production Document Centre Partner Responsibility Team Apply Team Security Start Date End Date Partner Employee Responsibility 22 11 2012 Spencer Christa Finch Jenny Assignment Manager Jones Peter Assignment Partner At least one Central employee must be a member of the Portal client team If a Central user attempts to remove the only member of a client s Portal client team a warning message is shown preventing the only member being removed enforcing the requirement that the client has at least one contact to send a Portal message to Warning i This employe
40. by the preparer by clicking on the red flag Personal tax return for the year ended 30 April 2013 Reply Drag a column header here to group by that column Portal Messages Jenny Finch Dear David am pleased to attach your personal tax return for the year ended 30 April 2013 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in touch Kind regards Christa CCH PORTAL 2014 2 USER MANUAL JULY 2014 Click on Review message to review and send the message To do Please review this message Main History Ld tome O Save and Mark As 8 Low importance Create Task Close Completed Action Save Actions Priority To do r Subject Please review this message Date 02 03 2014 Action Review Employee Jenny Finch Comment Please review this Due End 02 03 2014 v Contact Assignment Contact Status Not started v Review Message When the message is open you can review make changes and Send This will complete the task in the reviewer s task list and home page control send the message to the client and retain a history of the review notes against the message Alternatively you can click on Mark as Completed to complete and send the message and the result will be the same For those using Task Management in CCH Central the
41. ce and describes the steps you need to undertake to get up and running with CCH Portal It assumes that you are familiar with the Microsoft Windows environment and can perform basic tasks within CCH Central The guide does not include installation notes which are provided separately and it assumes CCH Portal has been successfully installed CCH PORTAL 2014 2 USER MANUAL JULY 2014 Table of Contents FN re ee eee eB PR mT mr em em ee nee ene tere ee 2 STN UNS GUESS 3 Tale TENNENE 4 WAVE CRH POM NN 7 FOR PTE EN NT 10 ds PREPARATION POR PRI AP 10 1 1 Update client records and associated contacts cccccessseeceeessssseeceeessseeeeeeesseeees 10 1 2 Review client team responsibilities rrrrrrrrnrnnrrrrnnnnrrnrnnnnrrnrnnnnrvrrnnnnrrnrnnnnrvnsnnnnvnesnnnnnne 10 1 3 Quick reference checklist to get started FOR PRACTICE rrrrnnnnrrnrnnnnrvnrnnnnvvennnnnnne 12 1 4 Quick reference checklist to get started FOR YOUR CLIENTS rrrrrnnnrrrrnnnnrrrrnnnnnne 14 23 ACTIVATE AND CUSTOMISE PORTAL senere 15 2 1 Activate portal for Practice adsense 15 2 2 Branding and customising PL 15 2 3 Set employee Practice user PErMISSIONS ccccsssssecesssrsesssseseressetsersssensersssenees 19 2 4 Activate employees Practice USEL ccsssseccsssssecesssrsecsssscsecessesersssensersssensersssenees 20 2 5 S Cent ENST PL RPR 21 Be CUSTOMISE TEMP AT BS se 24 3 1 Email notification templates rrrnnrrrr
42. ch Sam Need to attach cover letter Kind regards Samuel A draft message also appears in the Messages homepage control where the user can double click on the message or right click and select Edit and send draft to Portal to edit send the message from the Edit Message window CCH PORTAL 2014 2 USER MANUAL JULY 2014 48 Home Page Mainview Find Clients Client Samuel Keynes Client CCH Software Lia Client Utherorg Cient John Stuar Drag column header here to group by that column Personal tax return for the year Reply Name _ showsubject RECEIVE Keynes and Mi Draft Accoun 2013 10 30 Draft Accoun 30 08 2013 10 29 Draft Accoun 30 08 2013 10 29 Draft Accoun 30 08 2013 10 29 lt er a VE erson JUNI Attached Tax Return 2013 AK pdf Dear Sirs CCH Software Mill John am pleased to attach your personal tax return for the year ended insert year for sourrcossiow and approval together with an ying letter which explains the key te including the tax liabilities the due dates for payment Completed Restore Edit and send draft to Portal u have any queries please do not hesitate to get in touch Sam Need to attach cover letter Kind regards Samuel There is a task permission which restricts whether Central users other than the original message creator can delete draft messages from the Message Centre Portal t
43. d Test From Christa Spencer To Mr David Test Subject Personal tax retum for the year ended insert year This will pop up a task window enabling the employee to select a reviewer an action and make a comment Add Review Task Employee OK Action Review Comment If an employee is selected as a reviewer who isn t a portal user the following error message will be displayed Warning A The employee selected is not currently activated as a portal user After an appropriate reviewer is selected the review task filled in and after clicking OK the user will return to the new message window and the Send button will have changed to read Send for review CCH PORTAL 2014 2 USER MANUAL JULY 2014 73 Subject Accounts for the year ended 31 March 2013 Attached B XTZ Limited Accounts for the year ended 31 March 13 Copy docx z Dear all am pleased to attach your your company s draft accounts for the year ended 31 March 2013 for your review and approval together with an accompanying letter which explains the key points of note Should you have any queries please do not hesitate to get in touch Kind regards 4 Insert template On clicking Send for review the task will pass to the reviewer s portal home page control marked as In Review It will also be visible as In review on the client message centre The reviewer can see the comments made
44. dress clientspace co uk where is the name f you wish to link portal access to your own website please contact your CCH Account Manager Portal Name Address https clientspace co uk SS To find your practice portal domain URL you can re visit select Maintenance gt Portal gt Activation and find the link to your portal 2 2 Branding and customising portal Select Maintenance gt Portal gt Branding to customise the portal which your client will see CCH PORTAL 2014 2 USER MANUAL JULY 2014 15 2 2 1 Basic Customisation Update all four fields in the basic customisation screen Portal customisation X ienne man Portal Footer Banner Color Practice Logo JI Prompt to send welcome message on activation J Save welcome message as draft Untick to send directly J Show How to use Portal on Login page Show How to use Portal on Activation page Practice Name is used in a number of the email templates in notifications to your clients so you should include here your practice name as you would wish it to appear to them in such communications as well as on the client portal itself Portal footer might be used either for the practice s promotional strapline or a copyright message Banner Colour enables you to customise the colour on the banner header on the login page and portal which the client sees You have access to the usual colour palette by clicking the m If you w
45. e dropdown list The activation ID is the same for all users within the same Client This is configured in Maintenance gt Portal gt Security The number of attempts can be configured in Maintenance gt Portal gt Security This sends Activation email to your client with activation link This means that client has activated This can be done in CCH Central within Client record gt Message Centre tab gt Resend Activation hyperlink 2 ACTIVATE AND CUSTOMISE PORTAL 2 1 Activate portal for Practice To activate your practice Portal select Maintenance gt Portal gt Activation and type your practice name in the box called Portal Name and click Activate This process cannot be reversed This process only needs to be undertaken once on your Central database In the unusual event you have more than one Central database please contact CCH for advice on how to proceed Practice Activation creates the secure portal website which your clients and associated portal users will access The domain name of the website will appear as follows https yourpracticename clientspace co uk We recommend practices use the same domain name as their main website for consistency In keeping with domain name conventions spaces and special characters are not permitted Por ne Portal Activation x In order to setup a portal account we require a unique web address for the account Please enter a unique name below to create the ad
46. e is the only member of this team Please add a new employee in the team before deleting this member Employees with more than one Responsibility Type If an employee is listed under more than Responsibility Type for a client but only one of those Types had been set as active within the Client Team defaults for Portal they will still be added to the Client Team Employees that are members of an Assignment Team The Assignment Team is located within the client record Assignments gt Assignment Name gt Main Employees that are members of an Assignment Team of client s Assignments can be added to the Portal Client Team Clients are restricted to sending Portal messages to members of the Portal Client Team only CCH PORTAL 2014 2 USER MANUAL JULY 2014 22 FT P CCH Central User srs Using am File View Billing Favourites Maintenance Accounts Bookkeeping Tools Window Help Home BY contacts YB ciients SG Suppliers EN Assignments SS Scan E Global Documents d Employees A Reports 4 Assignment Details Keynes and Mill Ltd Accounts Refresh Client Keynes and Mill Ltd i Refresh xmas Me cssignment KMLTD Accourts Assignment search o Home Main Schedule Extra Rates WIP Misc Est Provisions ToDo Documents Group Bills gt To Do 7 IE i _ ss 3s 7 2 24 CRM Main Notes Es Assignment Type Accounts lj Title Date o e
47. ee Last Name As you are aware your second Payment on Account for the year ended 5 April 2014 is due for payment by 31 July 2014 Based upon the calculations already camed out the amount due for payment is July 2014 Payments on Account Amount due July 2014 Employee First Name Client Salutation Client Pret Organisation Name Client Last Name Yours sincerely Client First Name fe mployee First Namel Practice Name Please let me know when you have made this payment alternatively you may send the cheque to me which will forward to HMAC on your behalf If you have already paid this amount shall be grateful if you wall let me know that date on which the payment was made If you have any queries with regard to calculation of the liability please do not hesitate to contact me a July 2014 Payments on Click one of the available fields fram above to insert a field into the editor left click or into the message subject right click The fields in the July payment report are available as merge fields which will be populated for selected clients in the next step g Double click on the message template to modify the content In the left navigation area of the message click on July 2014 Payments on Account to expand this option A list of merge fields available are displayed Client Partner Client Office Client Name Client Dept Client Code Amount due July 2014 Click on each merge field to include i
48. ejected who took that action and when Documents Shared Refresh a Accounts File Name i pproval St Approval D 4 NL 15 TI 12 Chikh Spera 02 03 2014 16 37 00 i 02 03 2014 Correspondence 7 1 2 From other CCH components PT DM PM CT AP 7 1 2 1 Publishing from CCH Personal Tax In order to publish to portal from any product in the suite the practice user must first have the appropriate task permissions These can be found in Maintenance gt Security gt Task Permissions Select Personal Tax from the Product drop down then expand the Portal area Product OK Personal Tax v Cancel Group Partner Plus Tax Search Group Description 3 All Personal Tax 1 1 Clients 7 7 Contacts 2 2 3 Employee 0 1 Employers 2 2 j Menus 17 36 and tick PersonalTax Portal Publish to allow Click OK to save changes CCH PORTAL 2014 2 USER MANUAL JULY 2014 60 In Personal Tax once you have generated the IR Mark in the Online Filing area the Publish to Portal option in the task bar becomes active iv Close window Tax Return B Next year Previous year SZ Data entry menu Sb Publish to Portal View tax return EN HMRC Help Client 8 a Open client A Open spouse f Client relationships When you click this the familiar page selection for the tax return and accompanying schedules pops up Select the required pages you wish to publish and click Publish J
49. et up to record accounting dates indicated by square brackets While some may be dynamically linked from the compliance software you can add square brackets into any templates where you wish additional data to be inserted The software will sense check for remaining square brackets and alert to you amend the message before sending it All message templates can be customised to your Practice s needs System message templates cannot be deleted such as a Welcome Message template There are currently 6 message templates as follows Accounts Accounts for the year ended insert year Accounts and Corporation Tax Return Accounts and Corporation tax for the year ended insert year Accounts and Personal Tax Return Accounts and tax for the year ended insert year Corporation Tax Return Corporation tax for the year ended insert year Personal Tax Return Personal tax return for the year ended insert year Welcome Welcome to the Practice Name client portal 3 3 Document folders 3 3 1 Standard folders within CCH Portal When either you or your client uploads documents to the client portal they can be located ina specific Documents area in Central which is grouped into document folders When CCH Portal is installed and activated the following default folders are created automatically Accounts Correspondence Tax Shared CCH PORTAL 2014 2 USER MANUAL JULY 2014 26 The Shared folder is a temporary folder area t
50. eturn for the year ended 5 April 2013 Welcome Welcome to the Practice Name client portal Dear Client Salutation am pleased to attach your company s draft accounts for the year ended for your review and approval together with an accompanying letter which explains the key points of note Should you have any queries please do not hesitate to get in touch Kind regards Employee First Name Practice users can double click on existing template to edit the content in a new window Edit Portal Message Template i A a Personal Tax Retum OK Personal tax retum for the year ended 5 April 2013 Cancel Dear Client Salutation am pleased to attach your personal tax retum for the year ended 5 April 2013 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in touch Kind regards Employee First Name Click one of the available fields from above to insert a field into the editor left click or into the message subject right click The merge fields on the left will insert data from your Central database dynamically To add one of these fields into the body of your message template click the location in the body of the text where you wish to insert the field then click on the relevant merge field to insert it In the Po
51. from their portal Any such changes will impact only this client CCH PORTAL 2014 2 USER MANUAL JULY 2014 23 3 CUSTOMISE TEMPLATES 3 1 Email notification templates For each automated email there is an email template which can be found in Maintenance gt Portal gt Email templates When a message or document is placed on the client portal Publish to Portal an automated email notification is sent to any portal users linked to that client so they know to access the portal to review the communications sent See section 1 1 for further explanation on associated portal users There are currently 8 such templates as follows Portal activation notification to an individual asking them to complete the activation process Message notification general notification that a new message awaits them on the portal Reset password notification of a temporary password when a user has clicked Forgot my password Notification that portal access has been re enabled where access has been suspended by the practice Portal activation for an associated portal user notification asking them to complete the activation process Notification to an existing portal user that they now have access to an additional client portal eg a director who has portal access in respect of his personal affairs gains access to his company s portal in addition Notification of new access rights When an existing user is given new access rights Di
52. ge Documents enables you to see what documents have been published to the client s portal in their folder structure to move them around between folders and to download and delete them Client team details the client team the client will be able to send messages to from their portal This screen also enables you at client level who the client can send a message to from their portal Simply tick or untick the box next to the employee name to select and deselect Disable Portal account enables you to suspend portal access This will suspend access to that portal for all client users while retaining read only access to its contents from CCH Central The client s Central file is clearly marked to show the portal account has been suspended Note that even where a portal is destroyed in the Cloud the communications and files will remain accessible to the practice through Central Tax Returns Campaigns Bills Group Main Addresses Message Centre Fee Protection Docume Create mess Documents Clientteam Associated Contacts fisable Portal account k TT ae Ped 4 AED T A oe J CCH PORTAL 2014 2 USER MANUAL JULY 2014 41 5 8 Suspend Disable and Delete a Client Portal The option to disable and then delete a portal client s account is located within the client record via Message Centre gt Disable Portal account As a practice you can suspend disable a client s portal account for any reason for in
53. he email address of each associated contact 5 4 Activating Clients Select the client s Message Centre tab If no portal has previously been set up for this client click the blue hyperlink to enable access Home Page Main view Find Clients Client Mr David E Test Client Name Mr David E Test Company Unspecified OK Client Code TEST3 ees Cancel D 5 Main Addresses Message Centre Home Documents Tracked Emails Extra Associated Assignments Responsibility ToDo Accounts Production Document Centre Defaults Tax Returns Marriage Tax Links Bills This client does not have a Portal account set up Please click the following link to enable access to Portal Enable access to Portal You will be asked to confirm you wish to proceed with a reminder of the email address being used for this purpose When you have enabled the portal access your client will automatically receive an email message including an activation link Your client must click on this link reach the activation page and enter their activation ID to activate their portal account Activation ID is the same as client code in CCH Central Please note for an organisation the code will be that of the organisation not the individual where the organisational client s portal access is enabled before enabling access to the individual s own portal reflecting their personal affairs We recommend this activation code is provided
54. here is information still missing This message can be saved as draft The draft message will be available in each client record s Message Centre as well as all together in the Message Centre homepage control of the employee who is creating the Portal message merge Each of these draft messages will then display the actual figures for the particular client when reviewed This message can be sent straight away or saved as draft or sent for review as usual New Message Save Draft f Attached CCH PORTAL 2014 2 USER MANUAL JULY 2014 82 11 PORTAL REPORTS 11 1 Client Activation Report You can generate a report of activated portal users from within Smart Reports The report can be found under Client gt Portal clients To create a new report Click create and drag the relevant fields onto the report as follows Client Code Client Name PortalDisplayName returns the name of each portal user against that client PortalEmail returns the email of that portal user IsActivated returns True or False against each user to indicate whether they have activated from the link in the activation email Once created click Save to name and save the report for future use As with all Smart reports you can edit the look of the report using the Edit and Edit in designer functions 11 2 Document Approval Status Report This report allows Practices to have an overview of files and documents sent to clients via Portal and their curre
55. iew Client Audit Trail The steps are then identical to those for CCH Personal Tax described in 7 1 2 1 above 7 1 2 4 Publishing from CCH Document Management In order to publish to portal from any product in the suite the practice user must first have the appropriate task permissions These can be found in Maintenance gt Security gt Task Permissions Select Document Management from the Product drop down then expand the Portal area CCH PORTAL 2014 2 USER MANUAL JULY 2014 64 Product OK Document Management iy Cancel Group Partner Plus Tax x Search Group Description Assignment 0 1 Client 0 1 Contact 0 1 Document Centre 0 34 Document Creation 0 2 Employee 1 2 a ee lt lt lt lt Portal 1 1 Permissions Description and tick Portal Publish to allow Click OK to save changes You can publish any document from CCH Document Management by clicking the check boxes next to the documents you wish to upload and selecting Publish to Portal from the Common Tasks area of the Task Bar iv Home Page Main view Refresh O Client Name ae Refresh Client o Main Addresses Messac CCH Autofill B Search for Email To Do Drag a column header here to t Tasks Fy ld 3 Billing wizard P D WIF enquiry TB Debtor enquiry Create timesheet en Close billed m CCH Document ia lg Create Document a Add Document Audit Trail tf D View Client Audit Tr Common Tasks G
56. ight Alp paddinn LETT AL DM Where it says insert color type in your chosen colour replacing the entire insert color including the square brackets CCH PORTAL 2014 2 USER MANUAL JULY 2014 17 Advanced customisation x CustomCSS awebkit box shadow 0 1px 4px rgba 0 0 0 0 065 a moz box shadow 0 1px 4px rgba 0 0 0 0 065 box shadow 0 1px 4px rgba 0 0 0 0 065 ne navbarinverse nav li dropdown open gt dropdown toggle Reset background color Black background bannerColor background color Black insert _ practice name color color jinsert color vr Overwrite basic settings m To activate the customised CSS click Overwrite basic settings and OK Advanced customisation Custom CSS webkit box shadow 0 1px 4px raba 0 O 0 0 065 A mozbox shadow 0 1px 4px rgba 0 0 0 0 065 box shadow 0 1px 4px rgba 0 0 0 0 065 navbarinverse nav li dropdown open gt dropdowndoggle I background color HODOOAD background bannerColor r background color HD000A0 practice name color colorred a Overwrite basic settings To review the site select Maintenance gt Portal gt Activation and click on the hyperlink to your client portal 2 2 3 How to client portal video A short unbranded video has been created to explain some basic steps on how to use the client portal If you would like to embed this into your clien
57. kkeeping ImportData Tools Window Help Ay Home gt Contacts e2 Clients gt Suppliers g Assignments Scan E Global Documents Campaigns a Employees a CCH Online r g Client Keynes and Mill Ltd Tax Return Keynes and Mill Ltd 20 06 2014 x 4 pb Homep Summary RA Online filing Summary E View computation Pe HB e E El EE A View Tax returns ip A amp amp Import Accounts Data Notes Summary Eb Publish to Portal Keynes and Mill Ltd Publish to Portal Period of Account 21 06 2013 20 06 2014 32 Publish to DM A1 Corporation tax liability AP to Ref 20 06 2014 GA Poy oS A V Profits chargeable to corporation tax A2 7 2 Document housekeeping Practices have told us that they want to retain control over the documents and files which are uploaded to the client portal both to keep it tidy but also to minimise the amount of storage space used unnecessarily To that end we have created a Shared folder which is a temporary folder Clients can only upload files into this area while you can select to either place files in this area for later deletion or in a folder structure of your choosing With files uploaded by clients you can easily either move them to different folder on the client portal or download them to a Windows structure or document management system We recommend the Shared folders are cleared regularly as part of your housekeeping routines particularly where large
58. l user to click on to start the secure activation process Enters the first name included in the Amend Contact Name area which can be accessed by clicking the an next to the contact name in their Central record Last Name Enters the last name included in the Amend Contact Name area which can be accessed by clicking the an next to the contact name in their Central record Organisation Name Enters the name of the organisation as it is written in the Main field in the Amend Client Name area which can be accessed by clicking the an next to the client name in their Central record portal entered in the Branding area re dl tab in the contact s Central record Temporary Password Including this field in a message will automatically add in a computer generated password to deliver to a portal user who has clicked the forgotten password option on the login page Enters the title included in the Amend Contact Name area which can be accessed by clicking the L next to the contact name in their Central record You can also edit the text font size and colour from this area to suit your Practice branding CCH PORTAL 2014 2 USER MANUAL JULY 2014 25 3 2 Message templates Portal message templates can be created and edited in Maintenance gt Portal gt Message templates Portal allows Practice to communicate with its Clients securely and the Portal messaging system is key to this communication Some message templates have been s
59. l_FrequencyOfPolling In each case click OK to exit the Configuration screen and apply the new setting 6 11 Out of Office rules Designed to ensure your clients know when a practice employee is not available to action a portal message they are sent this manual Out of Office functionality needs to be set by the practice user It does not integrate to any email Out of Office functions To activate the relevant user should click the following in the Task Bar from the Portal homepage control a Portal Activate out of office CCH PORTAL 2014 2 USER MANUAL JULY 2014 56 then enter the date of return Out of Office Out of office until ET March 3014 When activated the task bar indicator will change to Portal on Deactivate out of office When clicked or on logging into Central when the out of office flag is set the user will be alerted as follows Portal Disable out of Office Your out of office is currently set Do you wish to disable a Clicking Yes will disable while No will keep the out of office flag active When your client creates a new message on their portal they will see the following where a practice employee is marked as out of office EW kea l l ee wef d a a Create New Message x From To Please select Message EN Jenny Finch This will let them know that they should select a different practice employee for immediate attention It is recommended th
60. le Attach files Correspondence Shared Accounts Accountsi2013 Accounts 2014 Accounts 2015 Correspondence Correspondence 2013 Correspondence 2014 Browse DM From here you can select the folder in which you wish the client to see the file or document by clicking the drop down box under Folder If this is also a document requiring client approval tick the Requires Approval box Since the Shared folder is a temporary folder you will not be able to save any document requiring approval in this area You must select another folder from the drop down box You can select multiple documents in the same way by holding the CTRL button on your keyboard and attach documents to your message If you click Browse DM option in the same window you can browse and attach documents that currently exist in client s document centre Such documents will appear in the Document Centre with an icon 3 that indicates that they have been published to portal CCH PORTAL 2014 2 USER MANUAL JULY 2014 59 New message ORGANISATION CLIENT ORGANISATION CUENT zT own 5 Attach files us View the status of documents for approval You can see which files and documents have been uploaded to the portal by clicking on the Documents hyperlink in the client Message Centre From here you can see the current approval status whether it has been approved or r
61. me Documents Tracked Emails Extra Associated As Relationships Relationship Types All x Test David Mr Address Main Phone Fax Mobile EMail dtestcaes live co uk is director of B Test Caroline Mrs Address Main Phone Fax Mobile EMail ctestcaes live co uk As before click on the organisational client s message tab then click Enable access to Portal A list of associated contacts together with their email addresses will appear Tick the individuals you wish to have access to the client portal minimum 1 and click OK You will be able to view who has been given portal access from the Associated Contacts hyperlink in the Message Centre Associated Contacts pE 2 l Portal access can be enabled and disabled for associated contacts from this screen by ticking and unticking the relevant Portal User box Each portal requires at least one client portal user with whom the practice can communicate CCH PORTAL 2014 2 USER MANUAL JULY 2014 38 However all associated contacts can be deactivated on the Portal for an organisational client Where a replacement user is to be added activate the alternate user before removing the retiring user USEFUL TIP Ensure you have provided your client with an activation ID prior to enabling the portal account Activation ID is the same as the client code in CCH Central However activation ID is NOT the client s portal username Portal username for clients is t
62. ments Responsibility Accounts Producton Document C Create message Documents Clienttearp Associated Contacts Welcome to the Swiss Accountants client portal Disable Portal account Resend activation email Amim k 02 03 2014 16 10 28 307 ctestcass live co It is possible to create a portal for a client where the only user is an associated contact eg where the client is a minor and you are dealing with their parent using the same associated contacts screen to select the appropriate individuals 5 3 Activate Organisational Clients and Associated contacts The process of activating an organisational client is the same as that of an individual client The only difference is for organisations you will need not only need to activate the organisational client s portal but also the users who will have access to it eg the directors the associated contacts The users will be enabled by way of using the functionality of the Associated tab Before setting up an organisational portal therefore please ensure that any anticipated users of the organisation s client portal are listed in the Associated tab and that they have current valid email addresses CCH PORTAL 2014 2 USER MANUAL JULY 2014 37 Home Page Main view Client Mr David E Test Summary Mr David Test 2012 Online Filing Mr Client Name ABC Ltd an Company Unspecified Client Code ABCO2 cas Main Addresses Message Centre Ho
63. n connection with their personal affairs the same username email address can be used to access all client portal accounts When an organisational client is first activated some of the portal users for that client may have already been activated to use portal in the past for a different client Such individuals will receive and email notification informing them that new access rights have been created on portal with regards to another client Upon login a new dropdown list will appear in the client portal listing the client portals that can be accessed from this portal account Mr David Test Edit Profile Log Out ABC Limited m New Message Nr David Test It could also be that there are several contacts accessing the same client portal such as directors shareholders bookkeepers and so on Each individual will be given their own client portal access and will only see the messages and documents sent to them Create New Message x From David Test To Please select v CC Caroline Test X Jane Test X Message Replies to a particular portal message can only be seen by the recipients of that message When a document is approval required the approval will take place on the same document See further sections for more details on this CCH PORTAL 2014 2 USER MANUAL JULY 2014 88 13 CLIENT MESSAGES AND EMAIL NOTIFICATIONS 13 1 Sending messages Once logged in all messages including the first welcome message
64. nagement before the file is moved from the Shared folder r CCH Document Management Send to S Auto Populate Select Contents from Folder Library Client File Name J Contact Assignment Job Type ua Action Review Comment V Multiple Tasks CCH PORTAL 2014 2 USER MANUAL JULY 2014 67 CCH Document Management Send to LT 1 gt o oan mn mir m ad Library Kap z a Auto Populate Select Contents from Folder File Name a gt Contact Assignment Job Type Description A 89 S Cabinet Meeting 4th Jul u C Task Employee Ee E acion Commen 7 Multiple Tasks 7 2 3 File size limits The default maximum limit on the file size you can upload is 200 MB You can increase this up to 2GB in Maintenance gt User Defined gt Configuration gt Portal_MaxMbFileUploadSize For this change to take effect you must completely exit Central 7 2 4 Timeout limits Document upload time is limited to 5 minutes after which the upload process will give you a timeout message This will enable users with a slower internet connection to upload files without issues 7 2 5 Deleting documents Your practice has full capabilities to delete messages files and documents from the portal CCH Central will maintain a complete audit trail of any such actions This means that you can unpublish
65. nnnnrrrrnnnnnvnrennnnvnrnnnnnnnnnn 54 Oo SANNE NPE 55 6 10 New message popup notification rrrrnrrrrnrnnrrrrnnnnrrrrnnnnvrnrnnnnnrrrrnnnnvnrnnnnnvnsnnnnnrnssnnnnsnsen 56 B T BOT OE TE Leese 56 6 12 Time Zone Compatibility vavrsvvrdssrvvs ss 58 Fa DOCUMENTS NNN 59 7 1 Send message with document attachMent ccccccsscccsssseccessseeeesssseeeeessseeeeesaees 59 7 2 Document housekeeping rrrrnnrrrrrnnnrvrssnnvversnnnevnssnnnnvrsnnnnevnssnnnevessnnnevnssnnnesnssnnnesessnnnesene 66 8 DOCUMENT PRIVAT 70 8 1 Send documents for PProvdl suavsasrvadd Gakk 70 8 2 Multiple approval for documents rrrrrrnnrrrrnnnnrrnrnnnnnrrrnnnnnrnrnnnnnrnsnnnnnvnssnnnnvnssnnnnrnsnnnnnnesen 70 9 INTERNAL REVIEW OF DOCUMENTS AND MESSAGES rnrrvrrvrrnrrrnrrsnrrsvrrnvernrrsnrrsvrrnvesnrrsnernnr 73 10 SEND PERSONAL TAX PAYMENTS REMINDER TO PORTAL c ccccccsscsssesecssesteesseeseeeseens 76 10 1 View 2014 July payment report cccsccccsssecessssseecesseeeeeesseecessseeeesseeeeesseeeeeseas 76 10 2 Customise the message teMplate ccc ccccssscccsssseccesssseeeesssseeeesseeeessseeeeessseeeeeeeas 76 10 3 Generate payment reminder merge to Portal message rrrrnrrrrnnnnrrrrnnnnrrnrnnnnrvernnnnnne 78 10 4 Sending 04 sd AN 81 10 5 Sending to multiple Alientsnuunssarasesmadausunanasentokuedumisnasjenk uie 82 Wd POTET EN 83 likt CUENE ACTIVATION Repor eea reser Moki as 83 11 2 Document Approval Status Report rrrrnrnnrvn
66. not provide a specific content due to security reasons The email notifications are sent from notifications clientspace co uk notifications clientspace ie for Republic of Ireland and replies to this email address are not monitored The email notification provides a link to the client portal login page CCH PORTAL 2014 2 USER MANUAL JULY 2014 90 14 CLIENT DOCUMENTS AND FOLDERS 14 1 Viewing Documents Documents sent via the Portal can be accessed in two places 1 As an attachment to the messages in the Message Centre mF Accounts and Corporation tax for the year ended 31 December 2012 From Jenny Finch on 16 May 2014 09 24 To David Test CC Caroline Test Dear am pleased to attach the company s draft accounts tax return and associated computations for the year ended 31 December 2012 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in touch Kind regards Reply 2 In the Documents page under the folders Click on Documents to view documents uploaded to the portal by the Practice or by the Client Documents Message Centre Sha red Computation amp Tax Return 01 01 2012 to 31 12 2012 pdf Jenny Finch 16 May 2014 09 25 Documents Are 2013 All files and documents attached to a Portal message will be saved in the Sh
67. nt status in terms of approval or rejection Reports The report is available within Reports under Client category Find the report called as Portal document approvals and double click on it To create the report for all clients and their document approval status leave the Filter area blank CCH PORTAL 2014 2 USER MANUAL JULY 2014 83 Report Fields Click OK to generate the report and the report will be displayed Portal document approvals Powell Employee Moss Justin Powell Approved 20 06 2014 09 18 42 The report can then be printed or exported to excel as usual CCH PORTAL 2014 2 USER MANUAL JULY 2014 84 Il FOR YOUR CLIENTS 12 CLIENT ACTIVATION 12 1 Client Activation ID client code In order to get started with the client portal the following are required Client portal username Client email address Activation ID Practice client reference or client code Contact Practice for further information Note The activation ID is the same for all users of the same client regardless of how many associated contacts have a portal user account for the same client When an individual client s portal access is enabled an automated email notification will be sent from notifications Qclientspace co uk Email responses to this address are not monitored This email contains an activation link to complete the portal activation process The activation will time out after a set length of time configured
68. o which you can upload files and documents you do not wish to remain on the portal long term This is also the area where documents and files uploaded by clients and associated portal users will be saved You can then decide whether to move that document or file to a different folder on the portal for your client to continue to access or to save it in your practice document management or other filing area and remove it from the portal When documents are published directly from CCH Accounts Production they will automatically be saved to the relevant year in the Accounts folder Likewise publishing to portal from CCH Personal Tax or CCH Corporation Tax will be saved in the Tax folder Where the relevant year does not yet exist on the portal the appropriate year will be added automatically You will also be able to save other documents or files to any of these folders from the client record Aside from the Shared folder no other folders will appear on the client portal until documents are added to them This means a tax client will not see an Accounts folder unless a document or file is expressly delivered to that folder Folders on Portal appear in alphabetical order irrespective of the order in which they are added This is the same when attaching documents in Central ires Approval Correspondence NE Waor ex pondence0 1 2 Worrespondence 2013 Worrespondencel3014 3 3 2 Creating additional folders To create additional folders or
69. onnnrrononnnnvesnnnnnvennnnnnvesrnnnnvesnnnnnvessnnnevessnnnesessennesere 24 3 2 Message LEMPlAlSS ape 26 33 D c ment EN PS 26 12 Homepage ON cireni n a a a eE 28 FEN EN 32 21 Password COmplexity NR 32 42 ENNO DN 4 32 45 ACTIVATION UNK EXDIY ee 33 4 4 Re sending activation link Lausssersereskerueadeelereeerannealundn 33 De ACTIVATE C UENTS sa NN 35 Del Prepare TUNG ae 35 5 2 Activate Individuals Clients and Associated CONtACTS cc ceesesestecesteeseteeseteeeesaeens 36 5 3 Activate Organisational Clients and Associated contacts rrrnrrarnnnrrnnrrrnnnnrrnnrennnnnnne 37 db AVENSIS ae 39 55 ME TANN G 40 20 MENT NN 40 CCH PORTAL 2014 2 USER MANUAL JULY 2014 5 7 Client message centre VIEW ccccccsssssecssssssecssssesecsssseseesessesecssssesecsessesersessnserseseeserees 41 5 8 Suspend Disable and Delete a Client Portal rrrrnrrnnnnnnnnnrrnnrennnnrrnnsrennnnrnnnsennnnnnne 42 6 MESSAGING ee 46 ol Setra SG 46 6 2 CUENUUSEMSCOFEO ATION ss cctcascsesescvneutinuess tad N aN SN 46 6 3 Saving Messages Salus 48 6 4 Forwarding message sic ccciccixideiadsdeariasesied Ginscasionixidcsatadeasiovasiagaboadariguiaiicialacuasiovesiagatoaianiods 49 6 3 Deleting MESSAGES NR 50 6 6 Using message templates with mail merge fields rrrnrrrrrnrrnnnrrrrrnrnnnvrrnnrnrnnnrrensennnn 50 6 7 Sending Dulk MESSAGES x ansees Gardar 52 6 8 Print Portal message Conversations for filing rrrrrrnnrrrrnrnnrrrr
70. orrespondence Message Centre P 2018 5 2013 Poe aaa form pdf Documents rista Spencer 15 Apr 2013 08 50 Tax Needs appro 2012 _ EH Tax Return 2013 pdf Christa Spencer 15 Apr 2013 08 50 Shared Needs approval To approve a document tick the check box against each document and select Approve Documents and enter portal password CCH PORTAL 2014 2 USER MANUAL JULY 2014 92 If document is rejected then a reason or message must be entered Reject Documents x e TaxReturn pdf To reject please enter your password eeesesseeee Message The postcode for my address is slightly incorrect ejec Documents will indicate the approval status by all approvers at any given time payment Should you have any queries please do not hesitate to get in touch Kind regards Samuel Tax return cover letter docx Tax Return 2013 AK pdf You approved this document on 28 Aug 2013 16 05 Awaiting further approvals 1 1 APPROVED TO APPROVE Click on the approved rejected links to reveal which contacts make up each figure Tax Return 2013 AK pdf Needs approval from John Mill Once actioned the portal document will be clearly marked to indicate the action taken by whom and the date and time CCH PORTAL 2014 2 USER MANUAL JULY 2014 93 Documents Correspondence Message Centre P 2013 Registration form pdf Documents Christa Spencer 15 Apr 2013 08 50 Rejected by Mr David Test on 15 Apr 2013 08 52 Tax
71. our practice s branding for example ABClimited clientspace co uk The look and feel can also be customised using CSS cascading style sheets in a way that it feels like it is part of your firm s overall online presence This is very easy to do using your practice s own web design resources or CCH Software can provide this for you CCH PORTAL 2014 2 USER MANUAL JULY 2014 For further information please take a look at this short video http play buto tv ngBxn which explains why we have decided to use a secure portal to work more closely with our clients This second short video http play buto tv j4Fvz shows you some of the key areas of our client portal CCH PORTAL 2014 2 USER MANUAL JULY 2014 FOR PRACTICE USERS 1 PREPARATION FOR PORTAL 1 1 Update client records and associated contacts Certain data on the client portal will be populated from your Central database Consider reviewing the following in advance of launching your portal to ensure they are correctly spelled and presented Contact details salutation title first name and last name of any individuals likely to use the portal including individual clients and other likely associated portal users see 5 2 below Organisation names of clients eg names of companies trusts partnerships etc and other likely associated portal users see 5 2 below Employee details for those likely to be communicating with your clients over portal including employee names firs
72. ow Activate Portal Change branding settings Change role team settings Create document folder Edit document folder Edit email templates View Maintenance menu windows OO0O0O000 Message Centre 0 3 Permissions Description Allow Create message Delete messages View messages 000 2 4 Activate employees Practice user Once you have set up the user permissions for your practice you will need to activate your employees as portal users to give them actual access to communicate with the client portal This can be done either one at a time or by batch using the search and sort facility in the Employees area In order to select the employee s you wish to activate enter a tick in the box at the left hand end of the search list then click on the Activate Portal button on the task bar i Home Page Main view Find Employees Find take son sm gs Print results 28 Export to Excel 5 found r Settings Ort Sort search results by dragging a column header here Reset Grid Hierarchy Code Name PM Tasks gt Portal gt T1 C Test ER Activate Portal x eect ss Er CCH PORTAL 2014 2 USER MANUAL JULY 2014 20 2 4 1 Employee profile pictures Practice users employees can add profile photos in Employees gt Employee gt Person reverse click gt Add Photo Practice users employees can add a profile picture which will be visible to your Clients when they are messaging with the Practice
73. quests in real time CCH Portal is an easy to use electronic document exchange and communication application designed to help you to work more closely with your clients It provides a secure facility for personalised communications document exchange and collaboration in the Cloud with your clients while maintaining detailed records of those transactions in CCH Central with all your other client data CCH Portal addresses the 3 key fundamentals a practice focuses on e Client care e Quality control and risk management e Profitability driven from practice efficiency CCH provides these via 6 value added benefits to your practice and your client relationships 1 Treats your clients as individuals CCH Portal handles personalised communications Your clients will deal with your practice in a number of roles For example they might be the director of several different businesses and may also be a trustee they might be a taxpayer in their own right but also the spouse or parent of another of your clients and so on Your client portal should allow you to communicate with that individual in each of these contexts keeping the roles separate but without the complication and inconvenience of multiple logons CCH Portal provides just one logon for every contact with a simple drop down to switch relationships If there are a number of individuals involved with the same client such as the directors the company bookkeeper or the payroll clerk yo
74. r here to group by that column Portal Messages Employee Moss mme to th 17 lune 07 Completed CLIENTOT TESTINDMD_ new CLIENTOT TESTINDMD muli Restore CLIENTOT TEST INDIVID hello Edit ee coment ae CUENTO TEST INDMD Dre pri CLIENTO2 ORGANISATI i Dram Messages can be printed directly from Client record from the Message Centre tab or from the Message Centre homepage control CCH PORTAL 2014 2 USER MANUAL JULY 2014 54 This will open up the standard Windows print screen where the document can be printed out on paper or if there is a PDF converter available it can be converted to PDF and saved as a file IVIDUAL CLIENT TEST Welcome to the Practice One client portal INDIVIDUAL CLIENT TEST on 2 June 2014 11 48 From Employeel Moss To INDIVIDUAL CLIENT TEST Message Great let me know if you need any help INDIVIDUAL CLIENT TEST Employeel Moss Welcome to the Practice One client portal Thanks I m excited to use the Portal Employeel Moss INDIVIDUAL CLIENT TEST Welcome to the Practice One client portal Welcome to our client portal We hope you ll find this a useful facility over which we can work more closely and securely We also hope to be able to send you those documents we discussed in final form for your consideration and approval very soon Kind regards 6 9 Spellchecker An automated spell checking is available for Portal messages
75. rd This will send an email to the client s email address with a temporary password Both the temporary password and the original activation ID used at the time of activation see section 12 1 will be required for this stage Once this is done a new password must be set and the temporary password will become void 12 3 Username and Remember Me On subsequent visits the main login page is displayed The username is the same as client s email address CCH PORTAL 2014 2 USER MANUAL JULY 2014 86 Swiss Accountants ACCOUNTANTS Password Forgot your password F Remember me Clicking the Remember Me option allows the username to be pre populated on subsequent visits 12 4 Client Personalisation Personalisation is available in the Edit Profile menu To upload a photo click on Edit Photo and select the picture to upload Maximum file size for such photos is 1MB Only Jpegs accepted maximum size is 1Mb dimensions will be changed Browse Upload Photo Photos will appear in the Message Centre Attached Hello all Will you be at the conference next week Nanarde Profile details can also be updated such as name title or salutation These changes will take effect in Practice s Client records accordingly CCH PORTAL 2014 2 USER MANUAL JULY 2014 87 12 5 Multiple portal access If a portal user has multiple relationships with the practice maybe as director of several companies and also i
76. ress in the client record via Addresses gt Phone and other details As you would expect for any cloud based software your client will need to have internet access to work with you over a client portal They will also need an up to date internet browser we support Internet Explorer 8 and later together with recent versions of Chrome Firefox and Safari Your client s email address will form their username for portal and they will be notified to that email address of any new messages or documents awaiting their attention on the portal It is therefore most important that the primary email address you have on record in CCH Central for them is correct Organisations can have the same email addresses as their associated contacts It is possible for Central clients organisations only to have the same email address as their associated contacts since the organisation s primary email address has no bearing on Portal unique email addresses are only required for the login credentials for individuals When you have a non client contact as an associated portal user in the event their email address changes the change will reflect in portal and hence their portal username when updated in the Addresses tab in CCH Central 5 1 2 Agree with any organisational clients who might require access Where you have relationships with a number of individuals in an organisation each of them can have personal access to the portal for that organisation
77. rnnnnrvnronnnrrnrnnnnrrnrnnnnrnrsnnnnnvnrnnnnnvnsnnnnvnesnnnnnne 83 I F R YOUR CLIENTS se 85 2 ETNE 85 12 1 Client Activation ID client code mrorrnnnrronnnnnvvosnnnnnvennnnnnvesnnnnnvesnnnnnvesnnnnnvesnnnnnvennnnnee 85 CCH PORTAL 2014 2 USER MANUAL JULY 2014 12 2 Password set up and password reset cece cccessseceesssseeeesssseeeesseeeeeeseeeesesseeeeessaeeeeeeeas 86 123 Vend e ana RENNENDE NE save 86 12 24 Lent Persoi lisaNNLumavvrvveavsserrsd sseeee A Genk 87 12 5 Multiple portal ACCESS se 88 13 CLIENT MESSAGES AND EMAIL NOTIFICATIONS rrrnrrrnrrronrrrnvrrnvrrnvrrnvrrsnrrsnvrsnvrrnvernvrrsnnrsnnnnn 89 120 Sedin Messe 89 2 Fra rd 90 14 CLIENT DOCUMENTS AND FOLDERS sunne 91 TAS VIEWING DOCUMEN HP 91 15 CLIENT APPROVING AND REJECTING DOCUMENTS rurrrnrrronvrrnvernvrrnvrrsrrrsnvrrnvernvrrnversvrrsnnnnn 92 CCH PORTAL 2014 2 USER MANUAL JULY 2014 Why CCH Portal CCH Portal is simply a way of sharing files with your clients over the internet There are many public file sharing websites but just like email there are concerns about security and they are not appropriate for practices that want to exchange sensitive information with their clients In addition to that simply sharing documents isn t quite enough Most of the time you are sending documents to clients you re seeking their approval or rejection for the documents and you probably want to be able to see the status of all outstanding approval re
78. rsonal Tax and highlight the July 2014 Payment on account report then select OK CCH PORTAL 2014 2 USER MANUAL JULY 2014 78 select Smart Report From Smart Report Search i 4 Category Personal Tax Sub Category July 2014 Payments on Account July 2014 Payments on account Where required filtering by Department Office and or Partner can be applied Report Fields Cancel Client Office Client Oper Client Partner Choose which clients to include in the message merge either all clients or a selection by ticking the appropriate boxes Only clients that have an activated portal account can be sent a payment reminder message These clients are indicated with a portal icon next to them a El CCH PORTAL 2014 2 USER MANUAL JULY 2014 79 searchtor seem om seen Type 15 found Sort search results by dragging a column header here lx Name Select Portal gt Create Message from the Task bar on the left Click Insert Template and select Personal Tax Payment Reminder template New message Big Zebra Builders From Jessie Knight To Edna Medina CCH PORTAL 2014 2 USER MANUAL JULY 2014 80 Message Template Make changes as required in the message body subject line and select recipients in the To dropdown field New message Big Zebra Builders e From Employee Moss To Edna Medina Subject Personal Tax July 2014 Payment Reminder Save Draft At
79. rtal Create Message window users can select Insert Template to insert the required template which will also draw through the mail merge fields Users can continue to edit the message once the template has been inserted CCH PORTAL 2014 2 USER MANUAL JULY 2014 51 David Test 3 Subject Personal tax retum for the year ended 5 April 2013 Send Dear David am pleased to attach your personal tax retum for the year ended 5 April 2013 for your review and approval together with an accompanying letter which explains the key points of note including the tax liabilities arising and the due dates for payment Should you have any queries please do not hesitate to get in touch Kind regards A task permission is available in the Product dropdown menu within Maintenance gt Security gt Task Permissions to control Central users ability to edit existing Message Templates Homepage control 1 1 z Maintenance 9 10 E 2 Permissions Description Activate Portal Can set password complexity Change branding settings Create and edit message templates Create document folder Edit client team defaults Edit document folder Edit email templates UO im Edit message templates oO 3 View Maintenance menu windows Message Centre 4 4 6 7 Sending bulk messages If you want to send the same message to a number of clients you can do this from the Find Clients screen Use the check box next to the relevant clients names then
80. s the name of each portal user against that client PortalEmail returns the email of that portal user IsActivated returns True or False against each user to indicate whether they have activated from the link in the activation email Once created click Save to name and save the report for future use As with all Smart reports you can edit the look of the report using the Edit and Edit in designer functions CCH PORTAL 2014 2 USER MANUAL JULY 2014 40 5 7 Client message centre view When portal access has been enabled the Message Centre view changes to the following Main Addresses Message Centre Home Documents Tracked Emails Extra Associated Assignments Responsibility ToDo Accounts Production Document Centre Defaults Tax Returns Marriage Tax Links Bills Group Create message Documents Client team Disable Portal account Date Subject As messages are exchanged with your client the list of messages will appear in a table on the left which can then be previewed in the right hand panel This area also contains hyperlinks as follows Create message clicking here opens up a message box where you can prepare a message for your client including uploading files for them Click OK when your message is complete and the message will be sent to their portal while an email notification is sent to their email address advising them to check their portal incorporating a link to the login pa
81. sabled Portal user When a portal user has been disabled To review any of the templates double click anywhere on the relevant template line This opens up a text editor which enables you to edit the Email Subject which will appear in the subject line of the email as well as the body of the text In the blue area on the left you will see a number of merge fields which are available to drop into the text to automate client names links to the portal login area and so on CCH PORTAL 2014 2 USER MANUAL JULY 2014 24 Edit Portal Email Template s Email Name When creating a new Portal User Email Type CreatePortalUser Email Subject Practice Name Portal activation Available merge fields MBESA i Gb Dear Salutation Practice Name has created a portal through which you will be able to work more closely with them in a completely secure environment Please click this link to complete the activation process using the activation ID you have been given You will then be able to set your own password If you are unsure what to do please call your usual contact at Practice Name To add such a field single click in the location where you wish to place the merge field then click on the relevant merge field button click to add the field into the main text reverse click to add it into the Email Subject The merge fields are defined as follows Activation Link Provides a hyperlink to the new porta
82. se tasks will also be available to view and action from there CCH PORTAL 2014 2 USER MANUAL JULY 2014 10 SEND PERSONAL TAX PAYMENTS REMINDER TO PORTAL It is now possible to send 31 July personal tax payment reminders to clients via Portal The fields to be merged into a Portal message are generated from the same report as is used to mail your clients by post 10 1 View 2014 July payment report The 2014 July Payment Report can be found under Reports gt Personal Tax gt July 2014 Payments on Account For further details on how to generate this report please refer to the Support Page which includes the July 2014 Payments User Guide 10 2 Customise the message template A message template has been created for this purpose and can be customised for Practice s own use the template can be found under Maintenance gt Portal gt Message Templates Double click on Personal Tax July 2014 Payment Reminder to open the message template To use data fields from the July payments report click on July 2014 Payments on Account at the bottom of the left navigation and reveal the fields available for message merge CCH PORTAL 2014 2 USER MANUAL JULY 2014 76 Edit Portal Message Ternplate Name Personal Tax July 2014 Payment Reminder Subject Personal Tax July 2014 Payment Reminder Avelable mange fields Dear Client Salutation Tax Liability Year Ended 5 April 2014 July Payment on Account Standard Employ
83. single secure environment for communication CCH Portal handles files and messages in a single secure environment With increasing concerns about the security of email your communications with your clients can take place within CCH Portal s secure environment A record of all those conversations are automatically incorporated into the client s file on Central so anyone with appropriate access in the client team has full visibility of what is happening so improving client service CCH Portal provides clear personalised contextual messaging for your clients Your client always knows what message relates to which document without having to seek out the file Replies are linked to the original message and from a practice perspective you have full visibility of the conversation with the client over the portal together with links to relevant documents all from the client file in the software 5 Works for you and your clients 24 7 Most of your clients lead a busy life and handle their financial matters outside of the working day CCH Portal works for you and your clients 24 7 Documents and messages are not automatically removed or archived to save storage space Everything is available for your clients to view 24 7 for as long as you keep them there 6 Helps you present a professional image CCH Portal is hosted on a generic non branded domain called clientspace co uk but with a subdomain prefix of your choice to reflect y
84. sort by client date or subject easily Each message in the home page control will incorporate the client code which is hyperlinked to the client record in Central Click on the blue client code field to access the client record in detail You can reply to any messages including adding further comment to messages you have sent by clicking the blue reply button in the top right hand corner of the messages home page control 3 4 3 Viewing another s home page control With the appropriate permissions set you can view another colleague s portal home page control by clicking the ellipsis next to the name at the foot of the home page control and selecting the alternate employee 3 4 4 Message Tracker Message Tracker is located via Home gt Task Bar gt Customise Homepage gt Portal Message Diagnostics CCH PORTAL 2014 2 USER MANUAL JULY 2014 29 Message Tracker is a portal message diagnostics homepage control which helps you see the status of all messages sent and received via Portal These are indicated via a traffic lights system as follows Green All published system messages that have been successfully received and sent to Portal Blue Messages that are yet to receive a reply from Portal Grey In the event that the Portal message service is not running the message tracker records any unsent messages with a grey circle When there are messages in the list which are grey this is an indication that the portal message ser
85. ssignments Responsibility ToDo Accounts Production gt Email merge wizard Home Defaults Tax Returns Marriage Tax Links Message Centre Main Addresses Bills Group E Email templates Import email tracking To Do Q wi CRM 52 Document WorkflowTask Ta 2 An activation email will be sent to the following email es address samuel shirley wolterskluwer co uk Billing wizard p WIP enquiry B Debtor enquiry Create timesheet en Close billed CCH Document 8 lig Create Document ag Add Document Once a client is activated for Portal from Central the Message Centre will show a holding page with a message indicating that an activation email has been sent to the client or their associated contacts Only when these activation emails have been successfully despatched will the normal Message Centre be shown to enable the practice user to send messages Individuals supporting clients where spouses parents carers or professional advisers wish to collaborate with you over the portal can activate associated contacts to collaborate with you over a client s portal for organisations As with organisations you can add and remove associated contacts via the Associated Contacts hyperlink in the client s message centre CCH PORTAL 2014 2 USER MANUAL JULY 2014 36 Client Name Mr David Test Company Your fim name Client Code TESO3 Man Tax Returns Message Centre Addresses Associated Assign
86. stance where fees are unpaid which disables their access to portal Client Code ABCOZ Wain Message Centre Addresses As Create message Documents Clientteam Ass Pere rer rrererrrrrerrerr rrr rre rrr errr errr rrr rrr rrr rere irri rrr retiree itr r irr r rrr rrr irri rrr ir File View Billing Favourites Maintenance Accounts Bookkeeping ImportData Tools Window Help O Home 33 Contacts Q cients BB suppliers g ME lt gt Som E Global Documents Campaigns Employees 3 CCH Onli wv Client Christa Spencer x Refresh Q Client Name Christa Spencer uss Company CCH OK ay n Rekeah Client Code SAMWK al Cancel S Client search Responsibility Tax Returns Accounts Production Q Home Mainz Message Centre Document Centre Addresses Extra Associated Bills Fee Protection Assignments Open Email O Portal account suspended 5 gt Email merge wizard 2 Email templates This account has been suspended Click here to reactivate Attached Hello Christa Import email tracking To Do Q i 4 CRM Create message Documents Client team i No that s all we need thanks 52 Document Disable Portal account Resend activation email Delete Portal Speak to you tomorrow i Email m E Sam Internal Message 54 Letter Tax return details EI mail 24 06 2013 11 44 59 Document approved pen n ta Meeting 24 06 2013 11 44 57 Document approved
87. t in the message template Click OK to save the message template The data fields will be populated by Portal at the time of creating the Portal message CCH PORTAL 2014 2 USER MANUAL JULY 2014 77 New message Big Zebra Builders m Employee Moss Edna Medina Subject Personal Tax July 2014 Payment Reminder Save Draft Attached Dear Edna Tax Liability Year Ended 5 April 2014 July Payment on Account s you are aware your second Payment on Account for the year ended 5 April 3014 is due for payment by 31 July 2014 Based upon the calculations already canied out the amount due for payment is 20 427 50 Please let me know when you have made this payment altematively you may send the cheque to me which will forward to HMRC on your behalf f you have already paid this amount shall be grateful if you will let me know that date on which the payment was made f you have any queries with regard to calculation of the liability please do not hesitate to contact me Yours sincerely John Insert template 10 3 Generate payment reminder merge to Portal message Q2 Clients Click on the Clients icon Select New gt Search from reports from the Search Type drop down list E Click the Search button Search for OE Search type Mew Search OF For further details on how to generate this report please refer to the Support Page which includes the July 2014 Payments User Guide Go to Category gt Pe
88. t message or entire conversation also depicted with a yellow border Deleted messages can be previewed by ticking Show Deleted Messages at the bottom of Message Centre Disable Portal account Resend activation email Deleted from Portal Hello John Welcome to Portal Speak to you anon Sam J Show Deleted Messages 6 6 Using message templates with mail merge fields You can create edit and delete templates in Maintenance gt Portal gt Message Templates Templates with mail merge fields can be designed edited and inserted into portal messages in Central You can create edit and delete templates as well as use the six pre populated default templates CCH PORTAL 2014 2 USER MANUAL JULY 2014 50 r 4 CCH Central User AS Using da at al on WLKCNU1130 L H200 BoE x File View Billing Favourites Maintenance Accounts Bookkeeping Tools Window Help Home BY Contacts 2 cients gt Suppliers Assignments NN sean YF ciota Documents 2 Campaigns d Employ wv Home Page Main view Message Templates x Message Templates 2 Refresh To edit a message template double click on the relevant row below ox Laila Accounts for the year ended Corporation tax for the year ended Accounts and Corporation Tax Return Accounts and Corporation tax for the year ended Accounts and Personal Tax Return Accounts and tax for the year ended Personal Tax Return Personal tax r
89. t name and last name and employee photos if you plan to personalise the communications Within each client record there is an Associated tab in which you can record any individuals and organisations associated with that client Any individuals included in that list who have an email address are available to be selected as Associated Portal Users You may wish to discuss with your organisational clients which individuals might wish to have access to the portal Once agreed you should ensure the associated contact record for that client in Central includes the names and email addresses for those individuals If an individual has multiple relationships with the practice maybe as director of several companies and also in connection with their personal affairs they can be provided with a single login which enables them to access all of those client portals 1 2 Review client team responsibilities Within the client record there is a Responsibility tab which can be used to record the various members of the client team In the Maintenance area you will be able to set both practice wide and at client level which of the employees listed in this Responsibility tab have access to the client s portal Employees so selected will be used to populate a drop down list which your client will see when deciding to whom in the practice to send a message and or document from their client portal You CCH PORTAL 2014 2 USER MANUAL JUL
90. t portal activation and login pages to help your clients tick the appropriate boxes in Maintenance gt Portal gt Branding Portal castomBabon Practice Name Fortal Footer Accounting for growth anner Color i Practice Logo Swiss ACCOUNTANTS E Prompt to send welcome message on activation ave welcome message as dratt Untick to send Yrectly E Show How to use Portal on Activation page CCH PORTAL 2014 2 USER MANUAL JULY 2014 18 You can view and download this video and other helpful information on getting started with CCH Portal at http www cch co uk softwaresupport 2011 product news PORTAL asp 2 2 4 Auto sending a welcome message You can edit the Welcome message template in Maintenance gt Portal gt Message Templates however this template cannot be deleted as it s a system message template You can send a standard welcome message to all clients upon activating their portal account This can be sent immediately as soon as the portal account has been created without further input from someone in the practice Alternatively it can be created and saved as a draft to be personalised by someone in the practice before sending Both options are set from Maintenance gt Portal gt Branding Portal customisation Practice Name Portal Footer Accounting for growth Banner Color Practice Logo Swiss ACCOUNTANTS Show How to use Portal on Login page Show How to use Portal on Activation
91. tached Der Ec i a aaaaaa al Tax Liability Year Ended 5 April 2014 July Payment on Account s you are aware your second Payment on Account for the year ended 5 April 2014 is due for payment by 31 July 2014 Based upon the calculations already canied out the amount due for payment is 20 427 50 Please let me know when you have made this payment altematively you may send the cheque to me which will forward to HMRC on your behalf F you have already paid this amount shall be grateful if you will let me know that date on which the payment was made f you have any queries with regard to calculation of the liability please do not hesitate to contact me Yours sincerely John Insert template 10 4 Sending to a single client When sending the July payments reminder message via Portal to a single client that has an activated Portal account the message window will display the actual figures for the selected client when the message template is inserted CCH PORTAL 2014 2 USER MANUAL JULY 2014 81 This message can be sent to the client straight away or saved as a draft for further review 10 5 Sending to multiple clients When sending July payments reminder message via Portal to a multiple clients at a time the message window will not show the actual figures Instead the message will display data field names in brackets Message templates containing data field names instead of actual figures cannot be sent as t
92. tep 11 Set Password Rules and Complexity Step 12 Provide your client with an Activation ID Step 13 Clients and Associated Contacts Activate Portal for Step 14 Individual Clients CCH PORTAL 2014 2 USER MANUAL JULY 2014 Maintenance gt Portal gt Message Templates Review and customise all default templates that are available to you These will be used in sending secure messages to your client Maintenance gt Portal gt Document Folders The document folders on the client portal are where documents and files are uploaded to for action You may wish to add to them to meet practice need Maintenance gt Portal gt Security You can decide what level of complexity client access passwords should be in order to balance security with usability Activation ID This has been set by default as the client code Your client will need this to activate their portal access The activation ID is the same for all users within the same Client Client Record gt Associated tab For individual clients with no email address an associated contact with an email address can be activated on portal For organisational clients at least 1 associated contact with an email address must be available in order to activate portal Client Record gt Message Centre gt Enable Access to Portal Activating a client on portal will send them an automated email message with a link to activate their portal This link will take your client to the
93. they have internet access Update security paper Maintenance gt Portal gt Activation Create the practice s Portal in the Cloud by typing your practice name Maintenance gt Portal gt Branding A facility for you to customise the look and feel of the portal site your clients will access You can customise your Practice Name Logo Banner Colour and Footer Employee Search You need to activate all employees in your Practice that you wish to give access to client portal Until an employee has been activated for portal use they will not have any access to the practice s portal facilities regardless of what permissions have been set at security group level Maintenance gt Security gt Task Permissions As with all the CCH suite there are user permissions to set for your practice portal users to meet your internal requirements Maintenance gt Portal gt Client Team Defaults This enables you to define at practice level the default client team members who will be visible to your clients when they send a message from their portal Maintenance gt Portal gt Email Templates These templates will generate automated notification emails to your clients to alert them to access their portal Section 1 1 Section 1 2 Section 2 1 Section 2 2 Section 2 4 Section 2 3 Section 25 Section 3 1 Step 9 Review and Customise Message Templates Step 10 Review and Customise Document Folders S
94. those files from the portal which they have uploaded themselves but which you have yet to move out of the shared folder The messages they have written can only be deleted by authorised practice users CCH PORTAL 2014 2 USER MANUAL JULY 2014 69 8 DOCUMENT APPROVALS 8 1 Send documents for approval When sending a new message with a document in the attachment you can request approval from the client This is done within the same new message popup window in the document attachment area In the new message popup window click on the paper clip icon to go to the document attachment area aa Subject Personal tax retum for the year ended 5 April 2013 Attached E David Test Tax Return 2013 pdf S Dear David gt where you will be able to select or unselect the Requires Approval checkbox as well as placing your attachment in the desired document folder Attach files Folder Requires Approval David Test Tax Return 2013 pdf A Tax2013 3 l 8 2 Multiple approval for documents Documents may require approval by several contacts associated with the client For organisational clients some or all of the associated contacts can be selected to approve or reject documents If an organisation has more than one associated portal user the practice can select who is required to approve the document once the document has marked as Requires Approval To attach document s for approval the following steps should be followed
95. u can send messages and documents either to ALL of them or only a subset of that group by simply selecting the recipients from a drop down list With CCH Portal you can be assured that only the recipients selected will receive the private message private documents and even individual approval requests 2 Integrates fully into your day to day work It s important for your client portal to be integrated fully into your day to day work CCH Portal allos you to for example publish a tax return to the client portal Publishing a document to Portal is as simple as printing it especially when you use the standard message templates CCH PORTAL 2014 2 USER MANUAL JULY 2014 Once published to Portal you can check the status of files for example to find out whether a document has been approved without having to leave CCH Central that you use to do your everyday work CCH Portal sends you a message saying that the document has been approved or rejected without you having to look for that information 3 Works alongside your existing processes CCH Portal respects your practice s standards and procedures With CCH Portal you can easily do the following Create a new message then save it as a draft to finish later Send a message to a colleague for review Review someone else s message inbox an improvement on email and forward messages for action See all portal communications in a single location on the client file 4 Provides a
96. vice may need to be restarted After the portal message service has been restarted these messages should turn to green circles Red An exception has occurred while sending the notification message either on CCh Central or client Portal and the message has not been sent Message Tracker DateCreated Description 16 09 2013 10 54 30 Portal UserMessage ry 16 09 2013 10 54 30 Portal UserwithAvatarMessage gt 16 09 2013 10 54 29 DownloadAvatarMessage da 16 09 2013 10 54 25 Portal UserMessage gt 3 4 5 Message Centre The homepage control can be added from Home gt Task Bar gt Customise homepage gt Messages In every Client record there is a tab called Message Centre This is for portal activity Before a client has been activated to use portal the Message Centre will only display a link to activate the client portal see section 5 Once a client is activated for Portal from Central the Message Centre will show a holding page with a message indicating that an activation email has been sent to the client or their associated contacts Only when these activation emails have been successfully despatched will the normal Message Centre be shown to enable the practice user to send messages CCH PORTAL 2014 2 USER MANUAL JULY 2014 30 CCH Central User si Jsing database Central o QAS PORTALS anna Wo AZ eset dende File View Billing Favourites Maintenance Accounts Bookkeeping Tools Window Help O
97. which will include a link to activate their Portal account You can set this activation link to expire between 1 and 50 days from when an activation email is issued pr e eee 0 mer y ee na yU nt a Activation Link Expiry Email activation link will expire in day s after issue 4 4 Re sending activation link The activation link sent to clients is designed to time out for security purposes In the event that they fail to activate their account within this time period you can resend the automated activation email for clients and associated contacts activated for Portal For clients that are individuals the option to resend the activation email is located within the client Message Centre CCH PORTAL 2014 2 USER MANUAL JULY 2014 33 sults Tax Returns Message Centre T f TESNE TA ND tS tk D A a je Documents Client team account Resend activation email v Subject For contacts that are associated to organisations the option to resend the activation email is located by right clicking the relevant contact within the Associated Contacts window in the client Message Centre Associated Contacts i samuel shirley woltersk SERRE ape PO Pee EE EEE a Links in previous activation emails become void when one is resent CCH PORTAL 2014 2 USER MANUAL JULY 2014 34 5 ACTIVATE CLIENTS 5 1 Prepare Your Clients 5 1 1 Check email addresses and internet access Add edit the primary email add

CCH Portal 2014.2 User Manual and Getting Started Checklist

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