CCH Portal Release Notes
Legal Notice Disclaimer CCH Software has made every effort to ensure the accuracy and completeness of these Release Notes. However, CCH Software, 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 CCH Software. These Release Notes should not be relied upon as a detailed specification of the system or the software. CCH Software may make changes to these Release Notes from time to time. Copyright These Release Notes may not be copied, altered, edited, disposed of or distributed without the prior consent of CCH Software. The content is confidential. Unless indicated otherwise all elements of this software production are owned by Wolters Kluwer (UK) Ltd. 2013 Wolters Kluwer (UK) Limited (trading as CCH Software) Trademark Rights Microsoft, Windows, Windows NT, Windows for Workgroups, Windows 98, 2000, XP, MS-DOS, Windows Vista, Windows 7, Windows Server, Microsoft SQL Server, and Microsoft Office, are either registered trademarks or trademarks of Microsoft Corporation. Novell and NetWare are trademarks of Novell Inc. Citrix MetaFrame is a registered trademark or trademarks of Citrix Systems, Inc., All rights reserved. All other trademarks are the property of their respective owners. CCH Software 145 London Road, Kingston Upon Thames, Surrey KT2 6SR I
Contents Release Highlights 1 Prerequisites 1 Installing CCH Portal 2013.3 1 Software Enhancements 2 New message creation and reply windows 2 Multiple approval for documents 2 Creating messages in draft 5 Attachments uploaded to 'Shared' no longer automatically have copies saved in Document Management 7 Local copies of deleted messages retained 7 Message Templates 8 Configurable activation link expiry 10 Assignment team members can be added to Portal client team 10 Email notifications sent from Portals in the Irish Republic 11 Prompt to save local copy of documents when deleting messages from Portal 12 Quality Improvements 13 ITS/52114 - Documents moved from Shared to permanent folders 13 Document upload timeout increased to 300 seconds 13 Messages and attachments appearing in incomplete state on Portal 13 Ability to group employees by portal activation status 14 Activation message status in Message Centre 14 Activation email notification 15 Closing clients that have had a portal account 15 Organisations can have the same email addresses and associated contacts 15 Default password complexity changed 15 All successful messages in Portal Messages Diagnostics tool appear as green 16 New file upload timeout message 16 New session timeout message 16 New file size limit upload message 17 Warning for Central user to attempting to send bulk message to non-portal clients 17 At least one Central employee must be a member of the Portal client team 17 II
Portal logo shown in maintenance window for all users 17 Reset password emails not sent when accounts not activated/enabled 18 Text can be copied to clipboard from Message Centre 18 Known Issues 19 Tax folder occasionally is not created on Portal 19 Uploading files as a Gmail user within IE9 19 System Administrator 20 Post-activation check - **strongly recommended** 20 Adjusting maximum file upload size 20 Appendix 22 Tips for using Portal 22 Additional email addresses for portal users 22 Client team defaults 22 III
Release Highlights This release of CCH Central contains the following major enhancements: Multiple approval of documents Draft messages Message templates Retention of local copies of messages deleted from Portal Full details of these changes are included within this document. Prerequisites Installing CCH Portal 2013.3 This release is installed using the new Central Suite Installer. This ensures that all prerequisites are in place and that all the products for which you are licenced are installed in the correct sequence. You can find out more about the Central Suite Installer here: http://www.cch.co.uk/softwaresupport/2011/resources/central_suite_installer/index.asp Please note that future releases of CCH Central will require the following versions of Microsoft's.net framework: 2013.3 (October 2013) will require a minimum of.net 4.0 Furthermore, the 2014.1 release will not support Windows XP or MS Office 2003, as Microsoft are withdrawing extended support for these on 8 April 2014. Note: This upgrade is not applicable to sites using Replication. All Replication sites should contact their Account Manager. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 1
Software Enhancements New message creation and reply windows The 'Create message' window has been redesigned to incorporate the multiple approval and template insertion functionality. Now entitled 'New Message', the ability add select files for approval has been moved into the 'Approval' pop-out window, whilst general attachments can be added using the paperclip icon - which then appear below the 'Subject'. Messages are sent to the client by selecting 'Send'. The New Message window is found within the Central Message Centre by selecting 'Create Message'. Multiple approval for documents Documents can now be sent to Portal for approval by several contacts. For any Central client that is an organisation, some or all of the associated contacts can be chosen 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: Select the 'Approval' button from the New Message window in the Central Message Centre. Select 'Browse' to add further files from the Approval window that subsequently opens. Tick the files that you want approved in the 'Requires approval' column. If the document(s) in question are being sent to an organisation with more than one associated contact, there will be the options to select: 2 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
the users required to approve to approve the document(s) (via a dropdown menu) 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). The New Message window is also updated with the approval details once a document has been selected for approval. In Portal's Message Centre, each of the client organisation's associated contacts is informed whether their approval is needed for a document. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 3
They are also informed how many of the other Portal users have already given their approval and are still to approve the document. It is possible to click on the number of approved/rejected/to approve to reveal which contacts make up each figure. Where one or more contact rejects a document, the document as a whole will be marked with a rejected status. Documents can be approved or reviewed in both the Message Centre and Documents area. 4 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
Within Central, the Central users can review the detailed approval status of a document by selecting the approval status hyperlink within the Documents window in the Message Centre: Creating messages in draft Portal messages created in Central can now be saved as drafts before they are sent to Portal. When creating a message from the Message Centre or publishing from other modules, the user is asked whether they want to save the message as a draft when they close the message window (via the cross in the top right of the message). 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. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 5
A draft message also appears in the Messages homepage control, where the user can doubleclick on the message, or right-click and select 'Edit and send draft to Portal', to edit/send the message from the Edit Message window. If creating a message to send to multiple recipients from the Find Clients window, it is possible to save the message as a draft. Once saved, each recipient will have a separate draft message which is then available to and edit and send on an individual basis for each client. There is also a new task permission which restricts whether Central users (other than the original message creator) can delete draft messages from the Message Centre. Portal task permissions are located in the Product dropdown menu within Maintenance > Security > Task Permissions. 6 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
Attachments uploaded to 'Shared' no longer automatically have copies saved in Document Management When messages are sent to Portal from Central, any attachments allocated to the Shared folder will no longer have copies 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. Local copies of deleted messages retained When messages and conversations are deleted from Portal, local copies are now 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 constituent 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. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 7
Message Templates Templates with mail merge fields can now be designed, edited, and inserted into portal messages in Central. It is possible to create, edit, and delete templates in the Message Templates maintenance window. Pre-populated with six default templates, the maintenance window is located within Maintenance > Portal > Message Templates. Users can double-click on existing template to edit the content in a new window. 8 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
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 Portal 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 2013.3 RELEASE NOTES OCTOBER 2013 9
A new task permission has been introduced to control Central users' ability to edit existing Message Templates. Portal task permissions are located in the Product dropdown menu within Maintenance > Security > Task Permissions. Configurable activation link expiry The ability to configure the expiry period of the activation links within client/associated portal user activation emails has been introduced. It is possible to set an activation link to expire between 1 and 50 days from when an activation email is issued. The configuration of the expiry time is located within Maintenance > Portal > Security. Assignment team members can be added to Portal client team Employees that are members of an Assignment Team of client's Assignments can now be added to the Portal Client Team. Clients are restricted to sending Portal messages to members of the Portal Client Team only. The Assignment Team is located within the client record - Assignments > [Assignment Name] > Main. 10 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
Employees can be added to the Portal Client Team on an individual basis via the Message Centre > Client Team. Alternatively, they can be added on a practice-wide basis, according to their Assignment Team Responsibility type via Maintenance > Portal > Client Team Defaults. Email notifications sent from Portals in the Irish Republic Automated email notifications for practices using CCH Portal in the Republic of Ireland are now sent from notifications@clientspace.ie. This ensures consistency with the [ ].clientspace.ie domain for Portals in Ireland. Previously, the email notifications were sent from notifications@clientspace.co.uk. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 11
Prompt to save local copy of documents when deleting messages from Portal When a message or conversation is deleted from Portal and has one or more attachments that are stored in the Shared folder on portal, users are now 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. 12 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
Quality Improvements The following quality issues were resolved in CCH Portal v2013.3: ITS/52114 - Documents moved from Shared to permanent folders Previously, if a Central user attempted to move a document on Portal from Shared to a permanent folder, an error would appear. This has now been resolved, and subject to the mandatory filing of the document into Document Management, the file is moved to the permanent folder. Documents can be transferred between the Portal folders via the client's Message Centre > Documents window. Document upload timeout increased to 300 seconds Previously, when documents were uploaded from the Portal website, the upload would timeout after 110 seconds, preventing users in areas with slower broadband from uploading larger files. The timeout will now occur after 300 seconds (5 minutes) after the upload has commenced. Messages and attachments appearing in incomplete state on Portal Previously, when a message with one or more attachments was sent to Portal, the message would occasionally appear in Portal before all the attachments had arrived. Messages now only appear in the Message Centre with all their attachments. N.B. If an attachment has failed after the message has been sent from Central, the message will still appear in the Central Message Centre, but not in Portal. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 13
Ability to group employees by portal activation status Previously, when a Central user attempted to group or sort Employees by whether they had been activated for Portal, this was not possible. It is now possible to apply the standard Central grouping and sorting functions to the Portal user column in the Find Employees window. Activation message status in Message Centre When 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. 14 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
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. Activation email notification Previously, when a portal user was activated for portal for the first time, there would be no message in the message diagnostics (tracker) homepage control to indicate that the activation email had successfully been sent. There is now a notification entitled 'ActivationEmailMessage', which when green indicates success, linked to further details. Closing clients that have had a portal account It is now possible to close a Central client if they have previously been activated for Portal. If the client's portal account has been disabled or deleted, the client record can be closed. If a user attempts to close a client with an active Portal account, they will be shown a warning message to remind them to disable the Portal account first. The ability to close a Central client is located within the client record via Main > Task Bar > Client Status > Close client. The option to disable (and then delete) a portal client's account is located within the client record via Message Centre > Disable Portal account. Organisations can have the same email addresses and associated contacts Previously it was not possible for Central clients (organisations only) to have the same email address as their associated contacts. This is now possible since the organisation's primary email address has no bearing on Portal - unique email addresses are only required for the login credentials for individuals. The option to add/edit the primary email address is available in the client record via Addresses > Phone and other details. Default password complexity changed Previously, the default password complexity for portal users included the requirement to create passwords with special characters and different letter cases. This has now been changed to only require that portal users create password of at least 6 characters in length and with at least one number. Minimum password complexity is adjusted via Maintenance > Portal > Security. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 15
All successful messages in Portal Messages Diagnostics tool appear as green To ensure consistency, all published system messages that have been successfully received and sent to Portal now appear in the Message Tracker with the circular green icon. Only messages that are yet to receive a reply from Portal will now remain as blue. The Portal message diagnostics homepage control is located via Home > Task Bar > Customise Homepage > Portal Message Diagnostics. New file upload timeout message When Portal users are uploading files to Portal via the 'Create New Message' window in the Portal Message Centre, if the file is not uploaded within the timeout period a message is now shown. The user can remove the attachment an attempt another upload by selecting 'Delete'. New session timeout message When Portal users are creating a message or approving documents Message Centre or Documents area on Portal, if the session period expires, a timeout message is now shown. The user is then prompted to return to the login screen. 16 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
New file size limit upload message When Central users upload files to Portal via the 'New Message' window in the Central Message Centre, if the file is larger than 300 MB, a warning message is now shown, and the file will not be added. The user can attempt to compress the file and re-attach if within the file size limit. Warning for Central user to attempting to send bulk message to non- Portal clients Central users are now 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. 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. Portal logo shown in maintenance window for all users Previously, if a logo was added to Portal via Central on one user's machine, it could not be previewed on some other users' machines. This has now been resolved. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 17
The logo can be previewed via Maintenance > Portal > Branding. Reset password emails not sent when accounts not activated/enabled Previously, if a Portal user attempted to reset their password before their account had been activated for the first time, or had since been disabled, they would receive a password reset email. The Portal user now does not receive such email. Text can be copied to clipboard from Message Centre Previously, if was not possible to select text in the Central Message Centre messages to copy to the clipboard for use in other applications. This is now possible. 18 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
Known Issues The following are known issues: Tax folder occasionally is not created on Portal During the initial activation, occasionally the Tax parent document folder is not successfully created on Portal. This can be checked by conducting a post-activation check. If the 'PortalDocumentFolderMessage' message remains blue in the portal messages diagnostics homepage control, right-click and select 'Resend message'. It should then be successful and the status should change to green. Uploading files as a Gmail user within IE9 This issue only impacts clients who have a Gmail account and use Internet Explorer 9. In these circumstances, if they click on the link in their email to access the portal login page and log in to their account, they may not be able to upload files or a personal photo to the portal. The workaround for this is to right click on the link in the email instead, and select "Open in a new tab" to access the login page. Logging in from here ensures files can satisfactorily be uploaded by your client. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 19
System Administrator Post-activation check - **strongly recommended** After first-time activation of the practice Portal, the IT administrator should check that the initial communication between Central and Portal is successful. To do this, the Portal message diagnostics homepage control should be reviewed. Certain administrative messages are sent to Portal to apply the initial settings. The following messages should appear and should be green: If any message is red, or remains blue after several refreshes of the homepage control, this means that some of the messages have not successfully reached Portal. Please contact CCH Software Support for further assistance. The Portal message diagnostics homepage control is located via Home > Task Bar > Customise Homepage > Portal Message Diagnostics. Adjusting maximum file upload size When uploading documents to Portal from Central, there is a file upload limit, owing to a setting in CCH Document Management (if your practice does not use Document Management, this setting also applies). Document Management s default limit for uploading files is still 200MB. The maximum file size limit can be changed in C:\Program Files\Wolterskluwer UK\CCH Document Mgmt Document Store Wcf Service\WKUK.CCH.Document.DocMgmt.WCFWindowsService.exe.config (both 20 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013
maxreceivedmessagesize keys - e.g. add a zero at the end of the value for increasing the size limit to 2GB). After any changes are made, the Document WCF Service will need to be restarted via Control Panel > Administrative Tools > Services > CCH Document WCF Service. CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013 21
Appendix Tips for using Portal Additional email addresses for portal users A user s login ID for Portal is their primary email address. In Central this is set in the individual s contact record, using the default category of Email, and set as the Primary record with a tick in the relevant box. It is possible to add additional email addresses to the contact record. However, even if these are set as the primary record, Portal will not use these different addresses. In the event a client wishes to use a different email address as their Portal login ID, please alter the main Email record on the Addresses tab and ensure it is ticked as the Primary record. Client team defaults The practice can define which key employee responsibility types will be visible to your clients on their portal within Maintenance > Portal > Client team defaults. The defaults can be changed at any time, and this will be reflected across all client portals. We would therefore recommend not all client team options are unticked at once, since this could result in your clients having no practice members to send messages to from their portal. 22 CCH PORTAL 2013.3 RELEASE NOTES OCTOBER 2013