XPLAN’s Notes functionality will help you manage and keep track of activities relating to your clients (such as the delivery of services), and the documents presented or delivered to clients can be attached. Notes can also be created after client telephone calls and meetings to record important details that were discussed.

What’s more, if there is an item in the Note requiring action or follow-up, you can create a Task from the Note and assign it to yourself or someone else in your Practice. To find out how, in Zendesk go to Create a Task from a Note.

When creating Notes for your clients, Note templates can be used to pre-populate text and settings, such as the Subject and the details of the Note, and the Note Type and Subtype selected in line with the File Note Framework. To learn more, in Zoho got to Create Note Templates.

Notes can be created for individual clients and for groups of clients in bulk. For step-by-step instructions on how to create a Note for a list of clients, in Zendesk go to Create Notes: Individual clients.

 

Where can I get help or further information?

To find out more about the Digital File Management framework, in the XPLAN Hub go to Notes, emails, tasks & threads:

• Digital File Management Guidelines
• File Note Framework

If you require further information or have any questions regarding Wealth Axis’s Digital File Management framework, policies and procedures, please contact your Practice Manager or Practice Implementation Manager.

 

Create a Note for an Bulk Client

To create (or add) a Note for a group of clients in bulk:

1. Click Advanced in the search area of the Title Bar (at the top right-hand corner of the screen):
   
   
   
   
2. Select the required Saved Search or create a new Advanced Search to generate the list of clients for your Note.
   
   
3. A list of clients that meet the Advanced Search criteria will be displayed in the Search Result panel.
   
   
4. Select the clients for which a Note is to be created, as required.
   
   
   • If no clients are selected (ticked), a Note will be created for all clients
     
     
   • If some clients are selected, a Note will only be created for those selected (ticked)
     
     
5. In the Search Result panel, click on the down arrow icon to the left of a client’s name and select Add Note to All:
   
   
   
   
6. The clients for which a Note will be created will be displayed in the Selected Clients panel.
   
   
   • If required, click on the group to remove clients:
     
     
     
     If using a Note template:
     
     
7. Click Template (in the top right-hand corner) and select the required Note template. This will pre-populate the fields and text box for you automatically.
   
   
   
   
8. Edit/update the Note details, as required.
   
   
9. To store attachments with the Note, refer to Step 15 below.
   
   If not using a Note template:
   
   
10. Select the appropriate Type and Subtype from the File Note Framework for the ongoing advice service, client document or file note information being recorded or stored.
    
    
    • If your Practice has selected service tracking as the preferred method for reporting the delivery of ongoing advice services on your clients’ FDSs, please refer to the Important points to note for FDS service tracking below
      
      
11. Select who the Note is to be available to in your Practice:
    
    
    • Shared with specific groups: To be shared with selected User Groups
      
      
    • Shared with my groups [default and recommended option]: All of your Practice (User Groups) can access the Note
      
      
    • Shared with client’s Groups: When a Note is linked to a client, this option gives access to anyone in your Practice (User Group) that the client belongs to
      
      
12. Change the Date, if required.
    
    
    • This should be the date the service was delivered to the client (as per the Digital File Management Guidelines). For example, when the Statement of Advice (SoA) or Fee Disclosure Statement (FDS) was presented or delivered, or when the client meeting was held.
      
      
13. In the Subject field enter a short summary or description for the Note.
    
    
    • This field is indexed for searching using the Document Filters
      
      
14. Enter detailed information in the text box, as required.
    
    
    • This information can be formatted as required
      
      
      
      
15. To store attachments with the Note:
    
    
    • Select the Attachment tab.
      
      
    • Click Upload File.
      
      
    • Browse for and select the document(s) to be uploaded, and click Open.
      
      
    • Files uploaded to the Note should be the final versions of the documents presented or delivered to the clients. The filenames of key documents must also be in line with the Naming Convention. For further information, refer to the Digital File Management Guidelines.
      
      
      
      
16. Click Save and Close.

     

    Notes: If the Note is to record the delivery of an ongoing advice service to your client for Fee Disclosure Statement (FDS) disclosure, select the correct FDS-related Note Type and Subtype from the Service Package Offer Matrix. If your Practice has selected service tracking as the preferred method for reporting the delivery of ongoing advice services on your clients’ FDSs, this will ensure the ongoing advice service will be correctly disclosed on your client’s FDS when it is merged (or generated) at the end of their service arrangement period. If the Note does not relate to an ongoing advice service to be reported on your client’s FDS, use an alternative Note Type and Subtype from the File Note Framework