File Notes Overview

The purpose of this guide is to provide you with information and instructions on using XPLAN Notes.

You could be at any stage and need to record any contact with the client or upload documents to the client record. Notes are not only used for file notes. Notes are created for emails, phone calls, documents, client meetings and will help you ensure your client files are compliant and have all required documentation on file.

Information and documents can be saved to a client's electronic file in the Notes section of your client's record. Notes can be created, saved, viewed or printed from the client's electronic file.

 You will need to access the Notes screen to perform any of the following:

• To add a note of any conversation, meeting, email or any other communication with clients or regarding the clients.
• To view notes stored in the clients electronic file.
• To attach documents which are required to be stored in XPLAN. 

Accessing Notes

While in a client file:

1. Click on Client Summary > File Notes in the navigation menu:
   
     

Note Filters

When in the Note area of a client file:

• The Document Filters panel allows you to search for certain Notes that have been saved to the client file.
  
  

Notes can be filtered by:

• The Note Type or Subtype
• Date Range of the Note
• If the Note is viewable by clients with Client Online Access
• Files/Attachment names the note contains
• The Subject of the Note
• Keywords within the Note
• Associated Categories
• Creator of the Note
• Whom the Note was last modified by; or
• The Portfolio Account the note is associated with

Create Notes

• Individual Client

  The purpose of this guide is to provide instructions on adding a Note to individual clients.

  Further information on Create Notes: Individual Client here
  
  

• Bulk Clients
  
  While individual clients and users can be added one-by-one to a Note, this can become time consuming and inefficient when a large number of entities need to be added to a Note. Bulk adding Notes allows a user to assign all entities in one step from a list of clients or users.
  
  Further information on Create Notes: Bulk Clients here

Create Note Templates

The purpose of this guide to provide you with instructions on creating and using Note templates.

Further information on Notes Templates here

Create Task from Notes

Edit or Delete a Note

The purpose of this guide is to provide instructions on editing or deleting a file note in XPLAN.

Further information for How to Edit or Delete a Note here 

Adding a Merge Report to Note

The purpose of this guide is to provide instructions on adding an XMerge report as an attachment to a file note in XPLAN.

Further information on Adding a Merge Report to Note here

Attach a Document to a Note

Rich Text Fields

The purpose of this guide is to provide instructions on entering images into rich text fields.

Image files can be displayed within Notes. Images can be sourced from:

• Document Note attachments in the Document Library
• External websites

Further information on Rich Text Fields here

Document Library

To access the document library:

1. Under the XPLAN menu in the Title Bar, click Document Library.
2. On the Document Filters panel select the required category from the List drop down menu.
   
   

The Document Library allows for general and client-specific Notes to be stored within XPLAN. Key features of the Document Library include:

• Indexing of attached files, such as PDF, text files and Word .doc/docx
• Categorisation of Notes within logical, hierarchical folders
• Email notifications of new Notes within categories
• Searching by:
  • Keyword
  • Author
  • Edit date
  • Note Type
  • Mappings to client and user entities
  • Filename
• Mapping/association of Notes to clients and users
• Permissions to make Notes private, or share within groups or globally visible
• Note previews
• Audit trail of Note creation, deletion and modification
• Can be used to store Xmerge syntax
• Creation of Note Templates
• Storage of Unallocated Notes 

Document List

When a Note has been saved, it will be visible in the clients Document List. Any existing notes saved in the client's electronic file will be listed under the Document List panel.

If a note has an attachment you will see a paperclip icon beside the subject name.

To view the note details and apply actions to the note, click on the Action Arrow beside the subject of the Note. Sort notes by clicking on the header, an arrow will appear to sort. You can do this for each column header.       

Digital File Management Guidelines

File Note Framework

Further information on File Note Framework here