Topic results Contact Management

CCH Central
Working with Contacts and Clients
The document outlines the importance of creating a record for every individual or entity that interacts with a practice in a centralized database, categorized into contacts and clients. It includes various functions related to managing these records, such as adding, editing, and deleting contacts and clients, updating addresses, and maintaining associations. Additionally, it describes responsibilities related to client work, the Bulk Update Wizard for mass changes, and task management for practice activities. The overarching aim is to streamline interactions and maintain accurate records within the practice's database.
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CCH Workflow
Check Contact Type
The document explains the "Check Contact Type" feature, which evaluates the contact type of clients or contacts within a workflow. It offers the ability to create multiple outcomes based on different contact types, allowing for customized steps in workflow design. Additionally, it describes the "Add Default Choice" option, which directs the workflow to a standard step for a specific contact type while redirecting all other types to an alternative step. Visual aids are included to demonstrate the process.
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CCH Central
Adding a team for a contact or client
This document provides a step-by-step guide for recording a team for a client using CCH Central. It outlines how to access the client’s contact page, assign team responsibilities, and apply team security features to ensure client anonymity. Users are instructed to search for employees, departments, offices, and companies and allocate responsibilities accordingly. Additionally, there are notes on amending responsibilities and details on the implications of team security settings, which restrict access to selected team members only.
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CCH Central
Contact window
The document provides an overview of the Contact window, which features multiple tabs for organized information management. These include the Main, Addresses, Extra, Associated, and Responsibility tabs. It details the functionalities available, such as converting a contact to a client or deleting contacts through the Task Bar options. The data within these tabs is primarily generated via the Add New Contact Wizard. The document includes links for further reference on each tab and related processes.
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CCH Central
Deleting a contact or client
The document provides a step-by-step guide on how to delete a contact or client from a database. It outlines the process of finding the desired contact or client, selecting the delete option on their page, and confirming the deletion. Additionally, it notes that if future work with the client is anticipated, it may be better to close the client record instead of deleting it, as this option is available on the client page.
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CCH Central
Entering custom field and category information (Extra fields)
This document outlines the use of custom categories and fields for organizing information related to contacts, clients, suppliers, and employees within a system. It details the process for entering and managing this extra information via an "Extra" tab, which includes options for sorting and grouping data. Mandatory fields are highlighted, and instructions for adding values to custom fields and categories are provided. Users are encouraged to request the creation of new custom elements through their system administrator if needed.
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CCH Central
Merge Contact records
This document details the process of merging duplicate contact records within the Central database. It outlines the reasons for potential duplicates, the rules governing merges (only two contacts at a time, and restrictions on merging client records), and specifics on which fields of information can be merged. Additionally, it describes the merge contacts process, including selecting records, confirming merges, and the final outcome. It emphasizes user permissions related to merging contacts and provides important notes regarding data handling, such as retaining master contact information and the treatment of draft contacts.
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CCH Central
Importing Contacts and Clients
The document provides guidance on using the CCH Import Contact Utility for importing client and contact data from an Excel spreadsheet into CCH Central. It outlines the process, including downloading the necessary spreadsheet, mapping fields, and managing data imports. Key features include handling mandatory fields, editing records within the Import Wizard, and managing associated contacts and extra fields. It also addresses common errors that may arise during importation, emphasizing the importance of correct field mapping. After successful imports, new records will be searchable within CCH Central, though duplicates may occur.
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CCH Central
Export the Client or Contact Personal Data
This document provides detailed instructions for generating client or contact personal data files in both PDF and XML formats, focusing on the GDPR compliance process. It outlines steps such as selecting the main tab, using the generate functions, and handling output file locations based on the type of data generated. Warnings are provided regarding necessary settings within the software, and the document emphasizes the importance of templates and document management settings. It also describes the folder structure for saving generated files and notes specific scenarios impacting available options.
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CCH Central
Responsibility tab
The document outlines the functionality of the Responsibility tab in the Contact and Client pages, which is used to manage information regarding team members assigned to client work. Users can define roles such as Client Manager or Junior Accountant, which are maintained by a system administrator. The document details the process for adding team members, specifying responsibilities, and managing partner allocations, including start and end dates. Additional fields allow for department, office, and company assignments, as well as client-specific notes. Overall, it serves as a guide for setting up responsibilities for client management.
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CCH Central
Save lists
This document outlines the process of saving a static search in a system as a List, particularly for client data within a specified date range. It details steps including accessing the Lists icon, saving the search with a title and description, and retrieving the List later. Important notes indicate that saved searches do not update with new records added to the system, and that lists cannot be edited once created. Visual aids accompany the instructions to enhance clarity.
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CCH Central
Save Advanced Search
This document explains how to save advanced searches in a contact or client management system. Users can save searches to avoid repeated setups by accessing the Advanced icon and selecting 'Save'. It details the steps to title the search, add a description, and set privacy levels. The saved searches can be reopened easily, and any new records matching the criteria will automatically appear in the results. This functionality streamlines the process of filtering contacts or clients based on specific criteria.
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CCH Central
Finding and opening a second contact record
This document outlines the procedure for finding and opening a second record while a first record is active. Users can initiate the search by holding the Shift key and clicking the Search or Client Search link. It details how to input search criteria, adjust settings for record display preferences, and how the search functionality works, including options to search for any part of the name. Finally, it explains how to access the selected record, maintaining the same display tab as the first record.
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CCH Central
Finding a contact or client record
The document outlines functionalities for searching and managing contact and client records within a system. It describes how to access the "Find Contacts" and "Find Clients" tabs, perform searches using specific criteria, and manipulate search results through grouping and sorting. Additionally, it details right-click menu options including the ability to show/hide a preview panel, copy information, and manage favorites. Users can edit contact details directly from the search screen, optimizing the process of accessing and managing client information.
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CCH Central
Differences between Contacts and Clients
This document outlines the distinctions between "Contacts" and "Clients" within a practice management context. Contacts are individuals or companies not actively engaged in work but retained for potential future interaction; they lack a client code. In contrast, Clients are those for whom work is performed and possess a client code, enabling assignment tracking and billing. Clients are categorized into chargeable or internal types. The document also provides guidance on accessing and managing information for both contacts and clients through respective pages in a software system.
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CCH Central
Linking an existing address to a contact or client
This document outlines the steps to link an existing address to a contact or client in a system. It includes instructions on accessing the Contact or Client page, using the Address tab to search for and select the relevant address, choosing an address type, and confirming the linking process. Finally, it details saving the changes made. The process emphasizes user interaction with the interface, including navigation through tabs and confirming selections.
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CCH Central
Editing contact or client address details
This document provides a step-by-step guide on how to edit addresses, phone numbers, and other contact details in the Addresses tab of a Contact or Client page. Users are instructed to access the relevant page, select the details to edit, and input new information. It includes instructions for modifying email addresses and searching for existing addresses. Changes made are synchronized across all linked contacts and clients. The process concludes with saving the modifications to ensure updates are reflected.
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CCH Trust Accounts
Contacts
The document details the functionality and usage of the CCH Trust Accounts Formatter, which extracts contact information to list beneficiaries, bankers, and more from CCH Central. It explains how relationships among various contacts are defined and utilized through specific formulae. It emphasizes the importance of maintaining existing relationship mappings and outlines the synchronization between the Officers screen and Associated tab. The guide includes instructions for using field codes in generating reports and handling roles for Other Advisors and Delegated Managers, along with additional notes on contact details and the management of relationship definitions.
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CCH Trust Accounts
Find Contacts
The document outlines features of the "Find Contacts" screen, highlighting that Draft Contacts are included only when the "Include Draft Contacts" option is selected. Draft Contacts are displayed in italics, and there is an "Approve Drafts" option available on the Task Bar for handling these entries. An illustrative image is also provided.
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CCH Trust Accounts
Draft Contacts
The document explains that when contacts are imported from VAP, they are classified as Draft Contacts, which are not included in functions like Mail Merge in Central. To enable these Draft Contacts for full functionality, they must be converted to Full Contacts through an approval process. Additionally, the document lists topics related to finding contacts and the Drafts homepage for further guidance.
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CCH Trust Accounts
The Drafts homepage
The document indicates that the requested page on CCH Trust Accounts could not be found and presents related search results. It highlights the functionality of the Drafts homepage for managing draft contacts effectively and the benefits of the CCH Trust Accounts system, such as improving efficiencies, monitoring investments, and supporting various accounting needs for entities like trusts and charities. Links to additional resources and topics are provided for further assistance.
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CCH Accounts Production
The client or contact does not exist in CCH Central
This document provides instructions for creating a new client or contact in CCH Central. It includes links to two resources: one for adding a new client and another for adding a new contact. Users are directed to these links based on whether the client or contact already exists in the system.
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CCH Trust Accounts
How to set up a new contact in CCH Central
The document provides instructions for creating contacts in CCH Central, necessary for linking trustees, beneficiaries, accountants, solicitors, and other relevant parties to clients. It includes a step-by-step guide to adding a new contact through the Add New Contact Wizard, specifying how to choose the correct contact type and fill in required details. A key note emphasizes that each contact should only be set up once but can be associated multiple times with different clients. For further details, a link to additional resources is provided.
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CCH Practice Management
How to add an association to a new contact or client
The document provides a step-by-step guide on how to create associations between suppliers and contacts in a database using the "Associated" tab in the Suppliers window. Users can search for existing suppliers, create new contact relationships, and enter details for these associations. The process includes selecting a relationship type, filling in contact information, and indicates that newly created contacts can later be converted into clients or suppliers. It emphasizes the systematic procedure to manage supplier-contact relationships effectively.
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