Introduction

XPLAN gives you the ability to create client management reports through the use of the Management Reports area. These reports are divided into 10 categories: Client Access, Client List, Movement, Diary, Insurance,Task,Practice Management, Portfolio,Referral and Miscellaneous reports.

Listing Clients

To look at your entire client list, click on the List > Entire List in the top right hand corner.

You can narrow down the list by using the research filters at the top of the screen.

Database Mining (Searching)

1.  To search for a list of clients with specific criteria, click on Advanced > Advance Search in the top right hand corner.

   

2. Click the Add button. Find the field that you would like to search on (example shows searching for all males)

   

3. Then click the Add button on the top right. (Alternatively, Add More can be selected to create an additional criteria)

4. Click the Search button to generate the list. It is from this list that you can then create management reports.

5. The List items checkbox can be checked if you want list items to meet all criteria set:

Printing Management Reports

1. Select List > Entire List

2. Use the Search filter functions to filter the list  of clients for your reports.

3. If retired, this list of clients can be further filtered by selecting the check boxes

4. On the Navigation menu, select Reports > Management Report. The Management Report screen displays:

   

5. Using the drop down list for the Select Report field, choose the report and set any parameters required. The parameters will change depending on the report chosen.

   • When- set the time when the report should be generated. Large reports can take a significant period and resources, and can be run at non-peak times

   • Email on Completion - generate an email to notify on completed report

   • Email on Failure- generate an email if the reports fails.

6. Decide if the report is to include all clients on the list or only those clients that were selected.

7. Click the  button at the top of your page and then wait for the message envelope.

Exporting Data

It is also possible to export data for the clients on the client list that has been created. The exported data can be used for all mail merges.

1. Select the Functions and then Export Data from the left hand menu.

2. This first area dictates when and if you are notified by email upon completion of the export.

   

3. The 'Load Criteria' option allows previous export criteria to be saved.

   

4. The 'Target Client'option dictates which clients will be included in the export.

5. The 'Partners' option defines if partner entity information is exported separated.

6. When mail merging for mailing lists, change 'Option' to 'Mailing List'

7. The 'Export Name' is the name that you can give to your search criteria.

8. It is then possible to export the data in the different file formats. 'csv' is generally used to export data in a Microsoft Excel spreadsheet format. 'doc' and 'txt' can be imported into Microsoft Word and are generally used for Mail Merges.

9. The next section defines what fields of data are exported. This defaults to 'Entity Fields'. The list of fields can be expanded by selecting the  symbol, and then a selection can be made for those fields that are required to be exported.

   

10. 'Entity List Items' displays the group data from XPLAN. Again, selections can be made as required. When selection is made it is possible to add a 'Filter' (see Database Mining (Searching) for information on how to create filters).

    

11. To select all items for export, tick 'Select All' at the base of the screen.

12. Select the 'Export button, and when completed download from the message envelope.

Professional Advisers and referrers

To print a list of Professional Advisers or Referrers

1.   Xplan button, Administration Functions > Key Relationships

2. Click either Pofr Advisers or Referrers from the side menu.

3. The Criteria option in the side menu allows you to filter these entities. (Click Add; enter the appropriate filters; and search – these steps have been covered earlier in ‘Data Mining’).

4. Go back to the Result page from the side menu and click the PDF button at the top of the list to produce a list of advisers and their contact details.

To print a merge report for a list of Professional Advisers or Referrers

1. Xplan button, Administration Functions > Key Relationships

2. Click either Prof. Advisers or Referrals from the side men

3. The Criteria option allows you to filter these entities.

4. On the Result page, select those that you wish to include in the report.

5. From the side menu, select Reports > Merge Report and use the dropdown boxes to choose the Target Clients (‘All Listed Referrers’ or ‘Only Selected Referrers’) and Report Category.

6. Select the  button next to the document we wish to produce, and click Execute to run.

   • To search using dates. When using dates as criteria the follow information applies: Choose an Operation with 'date' at the end, as these a specifically designed for date functions.

     'Equal Month', 'Older than Month', 'Less than Month' operations search only in the month field, and ignore day and year.

     ‘Older than' and 'Later than' are specifically designed to search for notes, although may be used elsewhere.

   • To use 'OR/AND/NOT' criteria
     

     By default results must meet all criteria, however by using the  functions of AND, OR and NOT searches can be generated where results can meet one of multiple different requirements.

     • AND - all criteria within the AND function must be met.

     • OR - results will meet any one or more criteria in the function.

     • NOT - inverts the other two functions (returns the opposite results). NOT AND returns clients that don't meet all the criteria in the AND function, and NOT OR returns clients that don't meet any of the criteria.

   • Examples: Using 'OR/AND/NOT'

     The below example shows a simple search for clients who are either younger than 30 years old OR older than 40.

     

   • By modifying the OR filter and enabled the NOT (Negate the filter list result) checkbox, the function is changed to find the inverse of the previous function, i.e. NOT younger than 30 years old OR older than 40. This returns any client aged between 30 and 40 years.

     

   • The power of the OR/AND/NOT filters is demonstrated by the below search, which finds all clients who are either aged 20 AND male, OR are full-time AND smokers.

     

   • To use the Manage Professional Advisers and Referrers feature you must have the correct ‘user capability’.

   • Here are a few reports you might want to consider:

     • Client Access Log - details of who of your clients uses the Client Access facility and when they last used it.

     • Client Listing – name, address and contact details are shown in this report.

     • Client Review List – details of client, review type, review date and other comments.

     • Policy Details Sorted by Underwriter – list of risk policies grouped by Underwriter

     • Current Threads – a great way to find the status of your business process The report shows the Threads which have been activated for each clients and whether the individual tasks in the thread have been actioned or not!

   • Incomplete Tasks – use this to find bottlenecks in your process by using the Overdue filter in this report.