Templates - File Note Template

Templates - File Note Template

File Note Template Overview

To comply with your Licensee’s record keeping requirements, XPLAN Notes are to be used for the storage of all documents and client file information in line with the Digital File Management framework.
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). When a template is used to pre-populate a Note, the Note can be manually updated as required before saving.
  1. To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 27, 2016)
Follow our practical guide on how to:
  1. View your Practice's Note Templates
Please see the further below article. 
  1. Edit or delete a Note Template

Where can I get help or further information?

For instructions on how to use your Practice’s Note templates when creating Notes for your clients, in the XPLAN Hub go to Notes, emails, tasks & threads > Notes:


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

Digital File Management Guidelines
File Note Framework
      

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

View your Practice’s Note templates

To view your Practice’s Note templates:
  1. Go to XPLAN > Document Library:

  2. In the Document Filters panel, ensure Category is selected for the List filter:



  3. In the Categories panel (on the left-hand side below the Document Filters panel), expand the Template folder by clicking the + icon:



  4. Your Practice’s Note templates will be displayed in the Document List panel:
    1. All Notes displayed in the Template category will be available as templates

 

Create a Note template

To create a new Note template:
  1. Follow steps 1 to 4 above for View your Practice’s Note templates.
  2. In the Document List panel, click Add (in the top right-hand corner):



  3. In the Summary tab:

    1. 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 when the Note template is used.

      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
    2. Select who the Note template is to be available to in your Practice.
      1. Select Shared with my groups if you would like other users in your Practice (or User Group) to also access and use the Note template
    3. In the Subject field enter a short summary or description for the Note.
      1. This field is indexed for searching using the Document Filters
    4. Enter detailed information in the text box, as required. When the template is used, this information will be pre-populated in the client’s Note.
      1. This information can be formatted as required




  4. To add an attachment to the Note template:
    1. Select the Attachment tab.
    2. Click Upload File.
    3. Browse for and select the document(s) to be uploaded, and click Open.

      Files uploaded to Note templates should be the final versions of the documents to be presented or delivered to 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.



  5. Click Save and Close
Note:
  • If the Note template will be used to record the delivery of an ongoing advice service to your clients 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 also ensure the ongoing advice service will be correctly disclosed on your clients’ FDSs when they are merged (or generated) at the end of their service arrangement periods.
    1. If the Note template does not relate to an ongoing advice service to be reported on your clients’ FDSs, use an alternative Note Type and Subtype from the File Note Framework.