Client Management - File Notes: Edit or Delete a Note

Client Management - File Notes: Edit or Delete a Note

Edit or Delete a Note Overview

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

How to Edit or Delete a File Note

  1. To edit or delete a Note template:
  2. Follow steps 1 to 4 above for View your Practice’s Note templates .
    • To edit a Note template:
      • Click on the Subject description for the Note template to be updated:



      • Make your changes to the Note template, as required.
      • Click Save and Close.
  3. To delete a Note template:
    • Click on the down arrow icon to the left of the Note template to be deleted and select Delete:



    • Click Ok to delete the Note template (or Cancel  to retain the Note template).

 Tabs

Attachment Tab

While adding or editing a file note:

  1. Click on the Attachment 

  2. Choose between Multi-Upload for multiple documents to be uploaded at once or Upload file for a single document.


  3. After you have clicked on the Upload file button, select the file location on your computer where the file you wish to upload is saved.

  4. Click on the file to be uploaded.

  5. Click Open. This will then add the file to XPLAN ready for saving. (Please take note of the next step as you must save before exiting.)


    Note: The Multi-Upload function is a repeat of the above steps however in step 2 you can select multiple files to upload.

  6. The attached document is listed in the Attachment

  7. Click Save and Close and the file will be saved against the client's file. You have then successfully attached a file to a client's file:


  8. The document will be listed in the Document List panel and a paperclip will appear next to the Subject indicating the document has an attachment:


 

While accessing a File Note, select the Related tab


  • The category the Note is assigned in the Document Library
  • Entities (clients, users or other professionals) the Note is linked to
  • External entities who can view the Note
  • Portfolio Accounts and Portfolio Account Groups the Note is linked to. (Account Groups are for Private Wealth customers only)

When viewing a list of Notes the Related Entities column shows the entities and their Entity Type set on the Related tab. A maximum of two Related Entities can be shown, and (Multiple entities) will show for Notes with more than two Related Entities.

 

Entities

Use the entity selection interface to select an entity to link the Note to.

  1. Click Add.

 

Entity Access

Tick the following checkboxes:

  • Client Access

    • enable a client in the Entities list to access the Note via Client Online Access. When this is ticked, an additional option Show at Login displays, which allows you to select if the Note or an attached video is shown when a client logs in to New Client Online Access. Client Online Access

    • Ticking Shared with all clients on site will make the Note accessible in Client Online Access to all clients on your site.

  • Referral Access
    • enable a Referrer in the Entities list to access the Note via Referrer Access. Referrer Access

  • Prof Adviser Access
    • enable a Professional Adviser in the Entities list to access the Note via Professional Adviser Access. Professional Adviser Access
Note: To share a Note with an entity, you must both tick the access option for the type of entity (Client, Referrer or Professional Adviser) and add the entity to the Entities area.

 

Categories

Add a category

  1. In the Categories area click select Add. A list of Document Library categories displays.

  2. Select [category] > Add Category for any categories you wish to assign. Selecting the top level Add Category, adds the file to the root category.

Remove an assigned category

  1. Tick the checkbox for a category listed in the Categories area,

  2. Click Remove.

Associations Tab 

The Associations tab displays the client data items that are linked with the Note. This tab only displays when an item has been linked to the Note.

Options Tab

The Options tab controls the Thread templates and Cases that the Note is linked to.


  1. In the Thread Template list, you can select an existing Thread templates to be activated when the Note is saved.
  2. In the Case field, you can select active Cases for the Note to be added to. 

 


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