Client Management - Client Administration: Linking Clients

Linking Clients Overview

An XPLAN client entity can be associated with (or linked to) other XPLAN clients in two ways: Client Relationships and Client Groups.

Client Relationships allow you to specify how client entities are associated. When accessing a client you can view their Relationship Tree, which shows the entities they have direct relationships with. You can expand a related entity branch to view the sub-relationships within the Relationship Tree.

 

Client Groups

Each client has a single Client Group that defines which related XPLAN client entities are included for reporting, advice documentation and group-based analysis.

In a client's Relationship Tree:

1. Ticked client entities are members of the Client Group.
   
2. Unticked client entities are not members of the Client Group and have no effect on any analysis or reporting within XPLAN. 
   

 

Differentiating between Client Group members and Client Relationships only

 

How do I link clients?

To link clients:

1. Locate the master client’s (or entity’s) record in XPLAN.
   
1. It is important to link additional clients to the master client. For further information, refer to the Important points to note below.
   
2. The client to be added to the Client Group must already be set up in XPLAN.
   
2. Go to Groups > Client Group:
   
   
3. The client’s current Relationship Tree is displayed in the Client Group Members section:
   
   
   
   
4. Click Edit (in the top right-hand corner).
   
5. To add a direct relationship, click for the master client entity:
   
   
1. Non-direct relationships can also be added by clicking for other clients in the Relationship Tree.
   
6. The Add Relationship box is displayed.
   
7. From the Relationship Type dropdown list, select the type of relationship of the existing client to be linked.
   
8. To search for the Entity to be linked, click <Not Selected>. The Lookup Client search interface is displayed.
   
9. Use Search or Group Hierarchy to locate the client, and click Ok. The Entity field updates to display the selected client:
   
   
   
10. Click Ok. The client is added to the Relationship Tree.
    
11. Tick the client to add them to the Client Group:
    
1. This will ensure the client is included for reporting, advice documentation and group-based analysis
   
   
   
12. To link the client to the Partner:
    
1. Click for the partner client entity.
   
2. In the Add Relationship box, the client relationship added in Steps 6 to 10 above is displayed.
   
3. Click Ok.
   
13. Click Save. The updated Relationship Tree is displayed in the Client Group Members section:
    
     

Notes It is important to link additional clients (or entities) to the master client, as some areas of XPLAN allow for actions to be performed against members of the master client’s Client Group, such as: Contact Details synchronise contacts between the master entity and group members. Loan Search for emailing all group members of a master entity who owns a loan. Risk Profiles can be set for a Client Group, allowing you to manage portfolio investments at an overall group level. Xport reports allow for report layout organisation based on grouping. Partners are always treated as members of a client's Client Group, and cannot be excluded. By clicking  next to the client’s name, all client entities in the Client Group will be available for selection: The Relationship Tree is built each time the Client Group screen is displayed, and will show all sub-entity relationships that are associated with (or linked to) the client’s entities. If a client entity is listed twice, only the first appearance in the Relationship Tree can be expanded to view sub-relationships. Each Client Group is separate, and group membership is one-directional. For example, if Frank Black is added to John Smith's Client Group, John Smith is not automatically added to Frank Black's Client Group. Each Client Group member must be manually added.

How do I unlink clients?

To unlink a client:

1. Locate the master client’s (or entity’s) record in XPLAN.
   
2. Go to Groups > Client Group.
   
3. The client’s current Relationship Tree is displayed in the Client Group Members section.
   
4. Click Edit (in the top right-hand corner).
   
5. To remove a client from the Client Group, untick them in the Relationship Tree:
   
   
   
   
6. To remove a client from the Relationship Tree:
   
1. Click  for the client to be removed:
   
   
   
   
2. Click OK to confirm the client is to be removed.
   
   
7. Click Save. The updated Relationship Tree is displayed in the Client Group Members section.

Notes Partners are always treated as members of the master client's Client Group, and cannot be removed using this method. To remove a partner from the master client, you must use the Purge Partner function. To find out how, in the XPLAN Hub go to Clients > Separating a Client and Partner. If you remove a Client Relationship that results in a Client Group member not having a relationship link with the master client, the Client Group member will still display in the Relationship Tree as directly linked to the master client. No relationship text will display next to the client entity's name.

• Related Articles

• Client Management - Client Grouping

  Client Grouping  Client grouping within XPLAN allows you to group and create a relationship amongst various client entities to help display how they are associated and linked. Grouping clients allows you then to utilise further XPLAN functionality ...

• Client Management - Adding Clients: Client

  Adding a Client in XPLAN Overview  The purpose of this guide is to provide instructions on adding a client (Individual) to XPLAN. To view the IRESS Insights Video, please view the following link here. (Created by IRESS on March 12, 2019)   How to Add ...

• Client Management - Client Administration: Merging Clients

    Merging Clients in XPLAN - Overview The purpose of this guide is to provide instructions on merging duplicated client records in XPLAN. The merge client option in XPLAN is useful when you have more than one entity ID for a particular client. The ...

• Client Management - Client Administration: Separating a Client and Partner

  Separating a Client and Partner Overview Generally, a couple’s client records are linked in your XPLAN CRM and their financial situation is recorded accordingly in Client Focus. Follow our practical guide on how to unlink their client records.  How ...

• Ultimate Guide to Client Management

  Client Management Course Overview  What is this about? This course aims to provide you with the necessary skills on managing your client's data in bulk through your XPLAN site.    Fundamentals of Client Management Client Management Overview and ...

• Popular Articles

• Wealth Axis Files - Naming Convention

  File Format: Date, Client Name, File Name Date - yymmdd E.g: 12 Sept 2013 - 130912 E.g: Undated - 010101 Client Names One Client / Only primary client (John Smith) E.g: Smith, J Two Clients (Primary and Secondary Client/Client and Partner) - Married ...

• Wealth Axis Wizards - Overview

  Overview  This article is designed to help you effectively use the Wealth Axis Wizards in XPLAN. The key features of the Wealth Axis Wizards are: Integration with key modules such as Client Focus, Portfolios (IPS), Risk Researcher, WealthSolver and ...

• New User Manual - Admin

  XPLAN and the Advice Process Overview Many advisers use the Advice to Client process to manage the advice process in their business. To enable participants to be able to relate to the different modules in XPLAN, this course is structured along the ...

• Administration - Email: Setting up the Outlook Plugin

  Outlook Plugin - Overview  Outlook Plugin is a function available with XPLAN that allows you to quickly and easily save and record email correspondence in the XPLAN document library as a Note that is linked to a client or user entity. This allows for ...

• XPLAN Workshop - XPLAN Client Setup

  Introduction Overview     Each practice deals with leads, referrals and potential clients differently. However, most practices have a system regarding the way client information is recorded and relationships with clients are managed. In this section, ...

• Recent Articles

• XPLAN Legislative Rates June 2022

  XPLAN Legislative Rates - June 2022 Legislative rates have been updated to reflect: 1. Social Security rates effective July 2022 2. AFSA Retirement Standard Benchmarks for the March Quarter 2022.  Social Security Rate Changes - July 2022 The rate ...

• XPLAN: Task Notifications - Redirecting

  XPLAN: Redirecting Task Notifications XPLAN task notifications can be sent to your Email Inbox (e.g. Outllok, Gmail) to notify you if a task has been created, unactioned, is overdue or complete. If the task notifications cannot be turned off, then ...

• XPLAN Version Enhancements - 18 November 2021 (Version 21.11.195)

  XPLAN Version Enhancements - 18 November 2021 (Version 21.11.195) Client Focus Digital Signature Notification will Honour the "Override from Address" when sent by Super User The notify signatories template configured in system settings > client focus ...

• XPLAN Version Enhancements - November 2021 (Version 21.11.194)

  XPLAN Version Enhancements - November 2021 (Version 21.11.194) Client Focus New Current Residential Address Field A new field, current residential address, has been added to record a client’s current address. When entering the first address for a ...

• XPLAN Datafeeds: HUB24 Enhancements (v4.3) 29 October 2021

  HUB24 Enhancements: 29 October 2021 HUB24 have released enhancements to their  XPLAN EPI 4.3 datafeeds, to be effective 15 November 2021. Below is the information directly from HUB24 on the enhancements. The Individual Holding extract is where the ...