Email Overview

The purpose of this guide is to providing instructions on using the Email to XPLAN functionality to save emails directly to XPLAN.

There are several different options available for storing email communications with your clients in XPLAN. This guide provides you with a brief overview of each of these options and will help you select the most appropriate method for your practice.

1. Email directly from XPLAN: You can use XPLAN to generate emails to your clients. The key benefit of emailing directly from XPLAN is that all emails will be automatically recorded in the client’s file notes.
   
   
2. Email to XPLAN: Allows you to forward an email from Outlook directly to your clients XPLAN record to be saved as a file note. To use this feature you must first contact us to register your Outlook hostname.
   
   
3. IMAP: Creates a list of folders within your Outlook inbox for each client. You can then drag and drop emails to store them in your client’s records in XPLAN.
   
   
4. Outlook Plugin: The XPLAN Outlook plugin allows you to file emails in XPLAN via Outlook, through a Plugin. The Outlook plugin also can automatically prompt you to save an email to XPLAN when you send, forward, or reply to an Outlook email. 

Accessing and Navigating Emails

Further information on Accessing and Navigating Emails here

Email to XPLAN

Filing of client email correspondence is vital to ensure that your electronic client file is a complete record. XPLAN now supports the automatic filing of inbound emails sent to your XPLAN site, which are saved as Notes and linked to XPLAN entities based on the email To and From addresses 

To send an email from Outlook into a client file the email address needs to be in the following format: entity_id@wealthaxis.xplan.iress.com.au e.g. 1084623@wealthaxis.xplan.iress.com.au

The Entity ID can be found URL bar when in a client file: 

Example: Similar to the existing email matching functionality for IMAP integration, XPLAN will link incoming emails to clients with an email address that matches the ‘From’ address.

Email to XPLAN can be used to forward emails and have them automatically filed against a client, or to provide a reply email address to clients or third parties to ensure that their emails are automatically filed. The File Note created can be found against each party included in the email, so third party contacts can be included if they are set up in XPLAN.

You can also email to user accounts or groups:

• Users - [username]@wealthaxis.xplan.iress.com.au, e.g. wchurchill@wealthaxis.xplan.iress.com.au
  
  
• User Groups - [group_id]@wealthaxis.xplan.iress.com.au

Using Email to XPLAN

1. Locate the clients Entity ID (instructions on previous page)
   
   
2. Either Forward and email, Reply to an email or open a New 
   
   
3. Enter the XPLAN email address relating to the client in the To address box instructions on previous page). You can also use the email address in the CC or the BCC address boxes.
   
   
4. Send the email. 
   
   
5. You will be able to see this in the clients File Notes. Navigate to Client Summary > File Notes in the client file.
   
   

The following guides explains various functions between Email to XPLAN:

• Send Emails - Individual Client
• Send Emails - Bulk Clients
• Adding an XMerge Report
• Adding an IPS Report 
• Email Templates

Email Settings

You are able to send an email to an individual client or a group of clients from within XPLAN. However, some clients may not receive these emails because they are treated as spam.

To ensure your clients are able to receive and read your Practice’s emails, it is recommended you ask your IT department or email administrator to add the below IP addresses to your whitelist:

• 203.32.185.0/24
• 103.3.196.0/24

Your Practice Email Signature

Upload an Adviser's Signature

An Adviser’s signature image  can be uploaded into XPLAN  to use in documents merged (or generated) for the Adviser’s clients

Further information on Upload an Adviser's Signature here

Upload Emails using the Outlook Plugin

IMAP  

The purpose of this lesson is to provide instructions on how to access and set up IMAP and Outlook Integration for yourself. XPLAN Champions will also need to sit with each user in the practice and set up IMAP and Outlook.

Your practice may now be using XPLAN to generate emails to your clients. The key benefit will be you will have all emails recorded in the client record as a note. The emails will be sent by XPLAN and a record of the email can be automatically saved in the client file notes.

When a client sends you an email, responds to your email, or you receive an email from a related provider like a fund manager about your client, these can also be stored in XPLAN under the client record as a note.

Outlook has MailBox folders. You will have a new folder called XPLAN IMAP. The XPLAN IMAP folder will open up to an A-Z list of folders. Each letter will open up to show all your clients. You simply drag and drop any emails relevant to your client into their folder. 

These emails are then stored within the client's notes and are able to be searched for utilising XPLAN's numerous search functions including date, type or by specific word/s.

The following guides are on:

• Setting up IMAP for Outlook 2007 and 2010
  
• Setting up IMAP for Outlook 2013
  
• Setting up IMAP for Office 365
  
• Import Email via IMAP

Outlook Plugin

XPLAN’s Outlook plugin enables you to quickly and easily save a copy of an email as a Note in XPLAN. Follow our practical guide on how to install and set up the Outlook plugin.

Further information on Outlook Plugin here