Threads Overview

The purpose of this guide is to provide instruction on how to activate a Thread against a client record.

Threads and tasks are essential components of XPLAN. A Thread is a series of Tasks related to each stage of the Advice Process.

A thread is a series of related tasks, designed to follow a certain process. Threads are used to help build business efficiencies and guide users through your business processes. Threads save time by automating certain processes such as merging templates, emailing and creating diary appointments.

When do I access Threads

You access Threads when you need to commence a workflow / process for a client.

All threads associated to a client can be viewed from the client's record under the Threads option in the Client Menu. Threads can be viewed from the XPLAN menu at in the title bar, under Diary & Workflow and also from the Dashboard.

Understanding Tasks within a Thread

The below example is the "Send Introduction Pack Letter and/or Email to Prospect" task within the "Prepare for First Meeting" thread.

1. Each task within a thread will have a description of what is required to be actioned to complete the task. To view the description, open the task from the client task list. Complete all instructions prior to completing the task. 

2. Tasks within a thread are automatically assigned to specific users based on their role. For example, a task may be assigned to the administrator; therefore the administrator will be responsible for completing the task.
3. The due date is determined by the activation date of the task.
   
   
   
   When completing threads, not all tasks will be activated. Some tasks are activated depending on the outcome you select when completing a task.
   
   
   
   It is important to ensure you select the correct outcome as this determines which task will be activated next in the workflow process.

Accessing Threads

1. The most efficient way to access Threads is to click on the Tasks / Threads menu option in the Client Menu. The menu will expand.
2. Click on Threads. You will be taken to the Threads screen for the client.
   Threads can be activated in many ways. Threads can be activated:

• From the completion of a wizard;
• From the creation of a diary appointment;
• From the barcoding system;
• As an outcome of a task; or
• By manually activating the thread.
  Important Note: Accessing Threads from within a client record will only display threads that are relevant to that particular client. 

Manually Adding a Thread

Whilst accessing the threads screen in a client record:

1. Click Add.
   
   
   
   
2. Select the Template you wish to use from the drop down box. The screen will refresh with the details of the thread template selected.
   
   
3. Select the Base Date and Base Date 2 for the thread you are adding in the Secondary Tab.
4. Click Save.
   
   
   
   
5. Click Activate. Tasks within this thread can now be completed via the Tasks screen.
   
   

Base Dates

A Base Dates provides a reference date for the thread that the tasks within the thread will be able to relate to. Threads can have two base dates are used by tasks to determine when the task should activate.
The types of base date available include:

• Fixed Base Date - A defined date set by the user
• Entity DOB
• End Of Current Calendar Year
• End Of Current Financial Year
• Thread's Created Date
• Thread's Activation Date 

Customising Threads

There may be situations where there is an existing thread template that you wish to customise by making simple changes to the template to be used within your practice. This guide will demonstrate how to customise a thread that requires only basic changes including:

• Create and customise a new thread template from an existing on
• Edit the description of the new thread
• Edit the task description; and
• Change the email template linked to a task within a thread

Further information on Customising Threads here

Viewing and Reporting on Threads

Learn how to view a list of Threads and Tasks, and also how to create a Task and Thread Management report.

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on Feb 19, 2018)

Link Reviews to a Thread Template

You can link a Task or Thread template to a Review type at Practice (or User Group) level. When a Review is created for a client, a new Task or Thread is then automatically created from the linked template based on the Review Type selected. When the Task or Thread is completed, the Review can also be automatically completed.

Further information on Link Reviews to a Thread Template here

Examples

• New Client Threads
  <Description>
  
  Further information Example - New Client Threads here
  
  
  
• SOA Thread 
  <Description>
  
  Further information on Example - SOA Thread here
  
  
  
• Assign, Activate and Complete a New Business Process
  <Description>
  
  Further information on Example - Assign, Activate and Complete a New Business Process here