XPLAN Implementation Guide - Client Management: Modify All
Modify All Overview
The purpose of this session is to give instructions for Modify All
XPLAN Champions are granted the capability to 'Modify All' to all clients they can view. No other users in your planning team will have this capability. This allows users to make changes to multiple clients efficiently. This bulk ac on can be applied across either a select range of clients or the entire practice database.
The Modify All function allows for mass modification of selected client details for example, if a planner leaves and a new planner comes into the team and is now responsible for the clients.. Possible applications of this function include:
- Transferring a group of clients from one adviser to another.
- Changing the categories of a group of clients from one category to another.
- Deletion of multiple clients (proceed with extreme caution).
- Update the data within a custom field in bulk.
| EXTREME CAUTION: Before using Modify All. |
When making changes using the modify all function, changes cannot be undone and changes do not appear on the clients audit trail, so tips before using are:
- Always export field data before using modify all i.e. list > functions > export select list of fields that you wish to export (i.e. those that you will be changing). This will export as a csv file. Save this somewhere for future reference.
- Always have a test client and perform tests and validate results before making wholesale changes to real clients.
- Always have a peer review i.e. ask a trusted adviser to double check before clicking run.
- Always check post modify all that your changes have been made as specified.
- Check your download envelope for the number of changes. Verify those to the exported csv.file.
- Repeat step 1, export data and save for future reference.
Test Modify All on Test Clients before applying to Actual Clients
It is recommended that you create some test clients in your database for the purpose of testing. As the Modify All function cannot be undone and does not appear in the audit trail it is important to test your chosen Modify All function against your selected test clients to that you are comfortable with the results and the output before running the function on actual clients.
Export a Back Up of your Clients Data before commencing any Modifications
It is highly recommended that before any bulk changes are applied using Modify All, you export a back up copy of your client data prior to applying the change. You can do this by selecting List > Functions > Export Data.
Select the fields you wish to include in the report by ticking the relevant tick boxes and click Export. Download the csv. output file and save this for future reference and audit trail purposes.
Modify All
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Clients
<Description>
Further information on Modify all Clients here -
Groups
<Description>
Further information on Modify all Groups here -
Referrers
<Description>
Further information on Modify all Referrers here -
Suppliers/Professional Advisers
<Description>
Further information on Modify all Suppliers/Professional Advisers here -
Users
<Description>
Further information on Modify all Users here
Power Functions
-
Target Clients
- Make your selection to apply the change to:
- Only Selected Clients - Indicates those that you have ticked in your list
-
All Listed Clients - Incorporates all clients in your database
-
Function
- Select the required function to apply to the client list by selecting from the list of functions in the drop down menu
-
Parameters
- When the chosen parameters have been selected, double check the selection. It is also good practice to have a peer review prior proceeding
- When you are satisfied, click Run. The changes will process in the background and you will be notified of success and number
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