XPLAN and the Advice Process

Introduction

Overview

Many advisers use the Advice to Client process to manage the advice process in their business.
To enable participants to be able to relate to the different modules in XPLAN, this course is structured along the line of the Advice to Client process.

XPLAN and Financial Planning

The components and tools in XPLAN have been created to support and complement the process of providing quality and efficient recommendations to clients.

XPLAN Components

Client Focus

A comprehensive Fact Find and Client Relationship Module. This is where client data is entered.

Underlying these functions is the task management capability, which is designed to support the workflow process within a business.

XPLAN CRM Office

A suite of tools which not only provides users with standard document templates but also the functionality to build customised templates.

These tools provide the ability to manage the templates as well as to merge data from the system into the templates.

Xtools

A suite of tools which can be used for projection and analysis. Some of the calculators can be used in a client facing situation.

XTOOLS+

XTOOLS+ is a powerful modelling tool that can be used to model and compare cashflows and projections.

IRESS Portfolio System (IPS)

IPS is used to manage and provide reporting on client portfolios

Risk Researcher

A fully interactive risk research tool that provides both qualitative and quantitative analysis for personal risk insurance products.

SuperSolver

A superannuation comparison tool that provides product specific comparisons of costs and intangible plan features. It provides data on hundreds of retail, industry, government and corporate superannuation funds, and allows for the creation of new plans or deriving new plans
from existing plans.

Debt Qualifier

It is a mortgage-qualification and analytics system. It provides a single point solution for Debt and Risk Management for existing and new clients.

Navigating XPLAN (Refresher)

XPLAN Overview

XPLAN is a web based financial planning software package that brings together the different stages in the  advice process through the use of a number of modules and tools.

XPLAN enables delivery of advice to clients through integrated client management, modelling and portfolio management tools and applications.

The facilitator will demonstrate and take you through each of the modules and tools, and explain their function to you.

XPLAN Components

Client Focus

A comprehensive Fact Find and Client Relationship Module. This is where client data is entered.

Underlying these functions is the task management capability, which is designed to support the workflow process within a business.

XPLAN CRM Office

A suite of tools which not only provides users with standard document templates but also the functionality to build customised templates.

These tools provide the ability to manage the templates as well as to merge data from the system into the templates.

Xtools

A suite of tools which can be used for projection and analysis. Some of the calculators can be used in a client facing situation.

XTOOLS+

XTOOLS+ is a powerful modelling tool that can be used to model and compare cashflows and projections.

IRESS Portfolio System (IPS)

IPS is used to manage and provide reporting on client portfolios

Risk Researcher

A fully interactive risk research tool that provides both qualitative and quantitative analysis for personal risk insurance products.

SuperSolver

A superannuation comparison tool that provides product specific comparisons of costs and intangible plan features. It provides data on hundreds of retail, industry, government and corporate superannuation funds, and allows for the creation of new plans or deriving new plans from existing plans.

Debt Qualifier

It is a mortgage-qualification and analytics system. It provides a single point solution for Debt and Risk Management for existing and new clients.

Logging into XPLAN

1. To login, access your designated website by typing in your website address
2. The login page for your website is displayed
3. Enter your User ID and Password and click .
   
   

Navigating the XPLAN Interface

The XPLAN interface is composed of three areas, the Title bar, the Navigation menu, and the Main Page.

Title Bar

• Available in all areas of XPLAN

• Quick links to XPLAN, Add (Client, Note, Task), Help, Logout and List of Clients. From v2.1 the ‘Home’

  button has a default ‘XPLAN’ but can be customised.

• Quick search for Clients, Users, Groups, Documents, Tasks (by ID), Suppliers, Professional Advisors

  and Referrers

• Recent is the list of clients recently worked on.

• Advanced function allows users to search the client base that meet certain criteria.

The Instant Search  icon allows you to search for any key heading within your XPLAN system. Once you have searched, hyperlinks will be shown to take you directly to that location.

Navigation menu

• Located on the left of many XPLAN screens

• Allows for access to XPLAN modules and subsections

Client Focus Screen

The Client Focus screen is displayed when a specific client has been selected and comprises the following sections:

• Title bar provides shortcuts to various commonly used functions within XPLAN.

• Home or XPLAN menu - access to the various XPLAN components are located

 Any time you see  click on the arrow to access additional options and sub menus.

Getting Help

Overview

XPLAN has an Online Help function which provides the most up to date information on the different components and tools in the system. Interactive Tutorials are also available for viewing Training Workshops.

The Help files also provide updates on all new software versions.

Accessing Help

1. Click on the Help function located on top of the Title bar.
   
   
   
   

2. The ‘Help’ screen is displayed.

3. Navigate using the menu bar located on the left.

   
   
   
   
4. You may also want to use the “Search” function available.

Accessing Interactive Tutorials from within the Help Files

1. Select Video Tutorials followed from the menu bar located on the left:

2. Click on the workshop you would like to view.

3. A video will start automatically with a chapter menu available from the left side menu bar.
   
   
   
   

4. Click on the workshop you would like to view.

5. Follow the online prompts to view individual videos.

 Dashboard is the default ‘home’ screen to load. To navigate back to the ‘home’ screen, just click on the site logo. You can also open additional windows by holding down the ‘Shift’ key and click on the logo. ‘Ctrl’ and click will open new tabs. News is also available through a dashboard tab.

User Administration

Each practice has a number of users who use XPLAN to access client details. In this section, we will learn how to:

• create a new user in XPLAN,

• access user details,

• update user details.

Creating a New User

In order to add New Users, the appropriate capabilities need to be in place. It is recommended that you have logged-in using the administration password.

 For this Workshop, only the Trainer will perform this function

Scenario

Nick Surname is joining your practice tomorrow as an adviser and you are required to create a login for him and also assign him appropriate capabilities in XPLAN.

Creating a New User

1. On the Title Bar, select the ‘Add’ button and ‘Add User’;
   
   
   
   
2. The “Add a New User” screen is displayed;
   
   
   
   

3. Enter the user's surname and first name, then click .

4. Enter the user's contact details, then click .
   
    The contact details section is optional however if you would like users to be able to send emails out of XPLAN they must have an email address entered (this can always be entered later if not available at present)
   
   

5. In the ‘Access Level’ list, select the most appropriate access level for the user. Access levels are used to predefine capabilities for users, which can then be manually adjusted.
   
   You may also be requested to choose a ‘Billing Department’ for the new user.

6. Tick the Licenses required for the new user, then click .
   
   
   
   

7. Enter the ‘User ID’ and ‘Password’. Once the User ID is created, this cannot be changed. Ensure ‘Enable This Account’ is ticked in order for the user to be able to login;
   
   
   
   
8. Select if you wish to create a new group for this user,
   
   
   
   
9. Click ‘Finish’. A user creation confirmation is displayed;
   
   

10. Nick Surname has been created as new user in XPLAN. Click on the  button to view the details you have entered.

11. Return to the Dashboard.

• A user can also be created by click on the ‘XPLAN menu > User Functions > Add a New User’.

• To navigate back and forward between the pages, use the  and  buttons.

• The access level will allow a predetermined set of capabilities to be applied.

• The appropriate license needs to be selected in order for the appropriate capabilities to be applied.

Search for a New User

XPLAN contains a number of methods of displaying and searching user records. You can view a list of users which can be filter by group, access levels and status or you can use the XPLAN Quick Search to quickly find all users based on part of their name.

We will look at the Quick Search method in more detail.

Quick Search

1. In the Quick Search box click on the icon and change it to ‘Users’;
   
   
   
   
2. Once the icon has been changed, type the name of the user and press enter or click .
   
   
   
   
3. The search result will display the user list;
   
   
   
   
4. Click on the user name to view/edit the user details (the same as a client);
   
   

 You can also search for a user through the ‘XPLAN button > User Functions > Administer Users’. This will give you a list of all the users.

Editing the User Record / Managing User Capabilities

Main

1. To enter additional or to edit the users details, from the user menu on the left, click on ‘Key Details > Main’;
   
   
   
   

2. Click on the  button to add or edit the data.

3. Once complete, select ‘Save’.

Access

This allows the administrator to change the password on the user account and also put any time restrictions on the user to control when the user can log into the XPLAN server.

1. In the Navigation menu, click ‘Access’;
   
   
   
   
2. Under the ‘Access Details’ panel, you can update the following items;

• Expiry Date - Allows you to set an expiry date for the login. At this date all capabilities will be removed at this date.

• Changing User Password:

  • Click ‘Edit’.

  • In the Password text boxes, enter the user's new password twice.

  • Deselect ‘Do not change password’;
    
    
    
    When changing a password you can select to ‘Force Password Change on Next Login’
    the user will have to update the password to something of their choice.

  • User Policy on Time Restriction:
    The time restriction policy can be used to control when users can log into XPLAN. For an example, it can be used to deny all access for this Login restriction profile except for weekdays between 8am and 6pm.
    
    1. Click ‘Add’;
       
       
       
       
    2. The ‘Add Time Restriction Rule’ dialog box displays;
       
       
       
       

       • For ‘Policy’ select either ‘Allow’ or ‘Deny’.

       • For ‘Day’ select either ‘Everyday’ for the rule to be valid on every day or ‘Specific Days’,

         tick the days for the rule.

       • Select the ‘Start Time’ and ‘Finish Time’ for the rule.

       • Click ‘Ok’.

       • When you have added all of the required rules, click ‘Save’.

Capabilities

User capabilities control the permissions a user has within XPLAN.

1. On the navigation menu, select ‘Key Details > Capabilities’;
   
   
   
   
2. In the ‘Group’ drop down menu, select either ‘All Capabilities’ to list all XPLAN capabilities or
   choose a group to only display the capabilities for that group.
   
   
   
   
3. Tick a capability to assign it to a user. Click  to assign all capabilities.
   
   
4. To remove a capability, un-tick the capability which you do not wish the user to have. User
   capability changes are automatically saved when they are ticked or unticked.

 If a capability requires the deployment of a licence and there are none available to allocate you will be presented with a similar message to the below;

Adding a User to a User Group

Users can be added to user groups, allowing categorisation and permission control at a group level.

1. While in the user record, from the User Menu, select ‘Key Detail > Entities’. A list of all user groups displays;
   
   
   
   
2. Under the ‘Search Result’ panel, check the tick boxes for the permission and Group to grant group permissions to the user. Changes are automatically saved;
   
   

The following group permissions are available:

• M column - user is a Member of this group

• P column - the user's Primary group. When using group hierarchy, if the user is in multiple groups, the Primary group is the group used for applying hierarchy settings.

• C column - user can add Clients to this group. Users must have M membership for a group before they can add clients.

• R column - user is visible to Referrers in this group. Visibility to referrers also depends on Adviser Selector Rules. To control which advisers a referrer can select for clients

• O column - user can Oversee this group. User can see members and clients in group, but is not visible to group members in fields such as diary appointments and adviser lists.

• S column - user is a Subscriber to this group. This permission allows the user to view the target sets and approved product lists that have been made visible to the subscribed group

Unlocking a Denied Account

If a user happens to lock their login due to incorrect password attempts, you can unlock the account from either ‘System Settings’ or the ‘User Record;

System Settings

Within System Settings you are able to view all denied user accounts and accounts can be reactivated by removing them from the Denied Accounts list.

1. Click the ‘XPLAN menu > Administration Functions > System Settings > Login Setting > Denied Accounts’;
   
   
   
   
2. Click the  button to re-enable an account.
   
   

User Record

Denied accounts can also be released from with a user account record.

1. Search for the user, and click into the user account.

2. In the User Menu, click ‘Key Details> Access’.

3. Under the access details panel, click ‘Release’;
   
   
   
   

4. This will release the account and be available for the user to login.

Deactivating or Removing a User

When a user leaves a practice or you are required to deactivate their login for a period of time, you have the ability either deactivate the client or remove the user by soft deleting them. Deactivating the user can be done by either within the ‘User Menu’ or ‘Access Levels’. These are shown below.

There are number of steps to follow to ensure that not only are user’s capabilities and licences are removed but also the reallocation of any clients and tasks, which are integral to the daily business continuing.

To completely disable a user account and reallocate all of the user's clients, the following steps can be used:

Deactivating - Using the User Menu to Deactivate a User

• Deselect the Login capability of the user:

  1. Navigate to the User Record

  2. In the navigation menu select ‘Key Details > Capabilities’.

  3. Click on the Group list dropdown and select ‘Administration’. The list of capabilities is filtered.

     
     
     
  4. Deselect ‘Login’, by clicking on the box;
     
     
     
     
  5. Deselect all remaining capabilities for the user, if applicable.

 Depending on the reason the user is being deactivated you may chose to leave all other capabilities ticked in the event the login requires reactivating.

• Remove the licenses attached to the user:
  

  1. To do this in the navigation menu select ‘Key Details > Capabilities’, and select .

  2. In the ‘Available Packages’ field select the licence acquired.

     
     
     
     
  3. Click the search box, change the ‘Lookup’ to ‘User’ and type in the name of the outgoing adviser and press ;
     
     
     
     
  4. Deselect the box to remove the licence from the user. You will have to do this one by one to remove all licences;
     
     
     
     
• Reallocate user's clients to another user: To reallocate all of the removed user’s clients to another user you need to follow these steps;
  
  
  1. Click on ‘List > Entire List’ on the top right hand side of your screen to get the full list of all the clients;
     
     
     
     
  2. Using the Search Filters, narrow the list by the client adviser name, by clicking on , the look up user box displays, search for the user name and click ;
     
     
     
     
  3. Select the user and click ;
     
     
     
     
  4. The client list updates to only display that user’s clients;
     
     
     
     
  5. In the navigation menu select ‘Functions > Modify All’;
     
     
     
     
  6. Select ‘Function – Change Adviser To’ and select the adviser who will take over the outgoing. Adviser’s clients, also select to update the use group membership and the client group membership;
     
     
     
     

  7. Click on  and confirm the action to complete the reallocation of clients.

  8. A message will confirm the operation has been successful;
     
     
     
     

• Remove the user from any user groups:
  

  1. Within the user record navigate to ‘Key Details> Entities’.

  2. Untick the groups the user was a member of, this will automatically save;

     
     
     
     
• Reallocate users tasks to another user: To reallocate all of the removed user’s tasks to another user you need to follow these steps;
  
  
  1. Click ‘XPLAN > Diary & Workflow >Task’;
     
     
     
     
  2. The task page will appear. In the ‘List’ drop down select ‘All Tasks’;
     
     
     
     
  3. In the ‘Assigned to’ Filter, select ‘Choose an assignee’ and search for the deactivated user by clicking on ;
     
     
     
     
  4. Using the ‘Assigned by’ filter select ‘All Advisers’ this will ensure you capture all tasks assigned;
     
     
     
     
  5. Click , the task list will update.
     
     
  6. Click , select the options and click ‘Ok’;
     
     
     
     Tasks have now transferred.

Deactivating - Using an Access Level to Deactivate a User

Another method of removing a user’s capabilities and licences would be to change their access level to ‘Deactivated’.

A Deactivated access level would be created with no capabilities ticked; the result would be when this is selected it would remove all capabilities and licences for the selected user.

1. Select the user from either selecting ‘XPLAN menu > User Functions > Administer Users’ or from using ‘Quick Search’.

2. In the ‘Key Details’ page click .

3. Under the ‘User Details’ panel change the Access Level;
   
   
   
   

4. Click .

5. This has now removed the user’s capabilities and licences

6. Proceed with the steps mentioned above that are required after capabilities and licences have been removed.

 If you do not have an access level called ‘Deactivated’ you will need to create this in ‘Field Definitions’, this can also be named ‘Inactive’ or ‘Archive’ for example. The field that requires updating is called [User Detail] Access Level.

To soft delete the user

 You will need the User Capability – ‘Delete User Entity’ to be able to soft delete a user.

1. Select the user from either selecting ‘XPLAN menu > User Functions > Administer Users’ or from using ‘Quick Search’.

2. At the top of the page, click the user’s name and then select ‘Delete’ to delete the user;
   
   

• Users cannot modify their own details in XPLAN (except for passwords and certain contact details).
• Details from the user record can be coded into documents, to be applied as signatures or as required.
• To permanently delete the user, access the deletion log ‘XPLAN menu > Client Functions > Deletion Log’;
  
  

Access Levels

Access Levels are used to manage predefined sets of capabilities for entities with access to XPLAN. When creating a new user, enabling or disabling access, you select an Access Level and all the Capabilities in the Access Level are mass enabled.

Access Levels are assigned for:

• Users

• Clients with Client Online Access

• Professional Advisers with Professional Adviser Access

• Referrers with Referrer Access

Editing Access Levels

1. Click ‘XPLAN menu >Administration Functions > Access Levels’.

2. Select the access level you wish to change using the dropdown list;
   
   
   
   

3. Tick or untick the capabilities you wish to pre-set for that Access Level. This automatically saves when you tick the capability;
   
   

Licences

As part of managing user accounts, we also need to manage the XPLAN licenses that are assigned to a user and maintained with your XPLAN site.

Viewing current and Reloading licences

The number of licenses you hold currently, the number that are in use, and the current license expiry dates, can be displayed by completing the following;

1. Click ‘XPLAN menu > Administration functions >Licenses’;
   
   
   
   
2. The licenses page will display;
   
   
   
   
3. Where you have requested new licenses to be added to your XPLAN site you will need to click .This will refresh the page and update acquired licenses you have to deploy.

To manage licenses

Licenses can be managed for users, clients, referrers and professional advisers from the License area of XPLAN.

Within this area you can add and remove licenses for the afore mentioned entities.

1. In the navigation menu, select the entity type, i.e. users;
   
   
   
   
2. Click the search box and change the ‘Lookup’ to ‘User’ ;
   
   
   
   
3. Type in the name of the user, click enter or and select the user name;
   
   
   
   
4. Press .
   
   
5. In the ‘Available Packages’ drop down menu you can select the licence you wish to view and
   update for the user by ticking or un ticking the licence checkbox;
   
   

Group Administration

XPLAN allows the creation of groups which enables the segregation and sharing of client information. User groups can be used to categorise and group users and clients together. Many XPLAN items, such as notes, tasks and templates, can be shared within user groups.

Creating a User Group

1. Click on ‘XPLAN menu > User Functions > Administer Groups’;
   
   
   
   
2. Click  to create a new Group.
3. Fill out the Group Details for the new user group.
4. Click  and the user group would be created.

Adding clients to user groups

User Groups allow for categorisation of clients, which can then be used to quickly select clients within particular groups for actions such as mail merges.

A client needs to be a member of a User Group to enable other users to see that client.

These users also need to have permissions to access this group. It is not compulsory for a client to be a member of any group; however this would make a client only visible to the user that created the client's file.

This can be used to keep a client private when necessary.

1. While accessing the client, select ‘Administration > Grouping > User Group’ in the navigation menu. A list of groups displays;
   
   
   
   
2. Tick the checkboxes for the groups that you want the client to be a member of. The changes save automatically;
   
   

• Users should first be members of a group before they can be granted the ability to add clients.

• When adding a client to User Groups, the groups listed will only be those that the current user has created or is a member of.

• Clients and Users can be added to groups from the User record for users and from Client Focus for clients. To add a User to a Group, please refer to the section 3.4 Adding a User to a User Group

System Settings

In this section the system administrator are able to set-up and adjust the site settings. To view the system settings go to ‘XPLAN menu > Administration Functions > System Settings’.

Interface

Below are some areas of the Interface that can be adjusted. Interface settings can be accessed by clicking ‘XPLAN menu > Administration Functions >System Settings > Interface’;

Options

Within this section you are able to update a number of Client Focus options including setting search default options, the default add client wizard, formatting options for Salutation and Address title, delete client options.

1. On the Navigation Menu, select ‘Interface > Options’;
   
   

• Client List Options

  1. Under the ‘Client List Options’ panel, set the ‘Additional Filters’ and ‘Default Entity Status’ for the client listing page;
     
     

• Delete Client Options

  1. Under the ‘Delete Client Options’ panel, set the entity types for soft deletion;
     
     
     
      To access clients that have been soft deleted ‘XPLAN menu > Client Functions > Deletion Log'.
     
     

• Client Field Formatting Options
  

  1. Under the ‘Client Field Formatting Options’, use this section to set how the Salutation and Address Title fields will automatically populate in the site.
     
     
  2. Type the output tag that you wish to automatically generate;
     
     
     
     
  3. Click .
     
      Example output can be found in the XPLAN Help files under; ‘XPLAN Help > Administration > Interface Customisation > Edit the Interface >Automatically Generate the Content of Address Title and Salutation Fields’.

Client Focus > Diary

Diary allows you to maintain the options available for users.

Access Dairy by clicking ‘XPLAN menu > Administration Functions > System Settings > Client Focus > Diary’;

Time Slot

The time slot settings control when users are available for events. As well as a system default, users can also set their own available times;

1. In the navigation menu, select ‘Diary > Time Slot’.

2. In the top right hand side, select the user to modify, or ‘Default’;

   
   
   
   
3. Under the panel ‘Time Slot Setting’, select the day to modify;
   
   
   
   
4. Under the panel ‘Edit Setting (Australia/Sydney)’ tick ‘Remove’ to delete any existing time slot;
   
   
   
   
5. Select the ‘Start Time’, ‘End Time’ and the ‘Category’ for the time slot;
   
   
   
   
6. Click  to have a new Time Slot. The new details are displayed on the top;
   
   

Notifications

These settings control which entities are notified when a diary event is created, changed or removed.

1. In the navigation menu, select ‘Diary > Notification’.

2. Tick or untick the entities to be notified;
   
   
   
   

3. Click .

Colour coding

Diary events can be colour coded for ease of identification.

1. In the navigation menu, select ‘Diary > Colour Coding’.

2. Set the ‘Preference’ dropdown to display colour coding by either “category” or “location.”

3. Set the desired colour coding by clicking on and selecting the colour;
   
   
   
   

4. Click .

Auto email

Emails that are sent to users and clients regarding diary events, such as an event being cancelled, are produced based on the automatic diary email template.

1. On the navigation menu, select ‘Diary > Auto Email’.

2. In the ‘Type’ list select either ‘User’ or ‘Client’;
   
   
   
   

3. In the ‘Subject’ filed enter the subject for the emails;
   
   
   
   
4. In the ‘Content’ field enter the body text for the emails;
   
   
   
   
5. Click  to generate an example output from the email template.
   
   
6. Click .

Client Focus > Email

Email Signature settings can be accessed by selecting the ‘System Settings > Client Focus > Email > Signature’ menu;

Signature

A compulsory signature can be attached to all emails sent out through XPLAN (system wide email signature).

1. Tick ‘Compulsory Signature’ to automatically insert the system signature into created emails. If the signature is not compulsory, users can choose to enable the signature;
   
   
   
   
2. Enter the signature into the text area;
   
   
   
   
3. Click .

Uploading Images for an email signature.

1. To use images in XPLAN you need to first upload the image into the ‘Document Library’. To do this, click on ‘XPLAN menu > Document Library’;
   
   
   
   
2. Create a new category to store your images. To do this, click the small down arrow icon on the ‘Root Category’ and select ‘New Category’. We will call it ‘Images’;
   
   
   
   
3. Within the ‘Images’ folder, create a new note in order to attach the actual image. Do this by clicking on ‘Add’;
   
   
   
   
4. Within the note, click on the tab ‘Attachment’ and then click on ‘Upload File’ button to attach the image. Remember to click on ‘Save and Close’ once done;
   
   
   
   Now the file is ready to use in your email signature.

• Inserting Images into an email signature.

  1. Return to ‘System Settings > Client Focus > Email > Signature’.

  2. Insert the uploaded image by clicking on the insert/edit image button in the email toolbar and a pop-up window will appear;

     
     
     
     
  3. In the ‘Image Properties’ dialog box, click on ‘Browse Server’ and it will take you to the ‘Document Library’;
     
     
     
     
  4. Now locate your ‘Images’ folder and the note you created earlier. Click on the file note first then the image file’;
     
     
     
     
  5. Click , you will see the image in the image properties. At this point you can resize this if required;
     
     
     
     

      In addition to adjusting the width and height you can click on the tab ‘Link’ and add a URL that allows the recipient to click on this image and it will direct them to the listed URL.

     

  6. Click  to insert the image into your email signature.

  7. You should now have the image within your email signature;
     
     

• Users can create their own email signature and use it for emails. This can be done by navigating to ‘Preferences > Email > Signature Options’.

• If a system signature is set to compulsory, it will be inserted into all emails. This will override any signature settings defined by a user.

Client Focus > Tasks

Access Task settings by clicking ‘XPLAN menu > Administration Functions > System Settings > Client Focus > Task’’

Default

Administrators are able to specify the default task options.

1. In the navigation menu, select ‘Task > Default’.

2. In the ‘Default’ tab set default ‘Reminder Days’, ‘Force Time-Taken’ and ‘Report Sent to’ options;
   
   

   • Reminder Days - how often a reminder is sent for activated tasks

   • Force Time-taken - force users to enter the duration of work for a task when it is

     completed

   • Report Sent To - tick the entities to receive a report on a task.

3. Click .

4. In the ‘Notification Default’ tab, select the entities to be notified when a task is ‘Created’,
   ‘Changed’, ‘Due Not Complete’ and Complete;
   
   
   
   
5. Click .

Auto Email (Automatic Task Emails)

Emails that are sent to users and clients regarding tasks, such as a task being modified, are produced based on the automatic task email template.

1. In the navigation menu, select ‘Task > Auto Email’.

2. In the ‘Type’ list select either ‘User’ or ‘Client’.

   
   
   

3. In the ‘Subject’ field enter the subject for the emails.

4. In the ‘Content’ field enter the body text for the emails;
   
   
   
   

5. Click  to generate an example output from the email template.

6. Click .

Colour Coding

Tasks can be colour coded for ease of categorisation and identification

1. In the navigation menu, select ‘Task > Colour Coding’.

2. In the ‘Preference’ list, select either:

   
   
   
   

   • Do not use colour - no colour coding

   • Use colour for priority - you can assign different colours to task priorities

   • Use colour for type - you can assign different colours to each task type.

3. Set the desired colour coding by clicking on  and selecting the colour.
   
   
   
   

4. Click 

Portfolios

Access Portfolio settings by selecting ‘XPLAN menu > Administration Functions > System Settings > Portfolios’;

Settings

1. On the navigation menu select ‘Portfolios > Settings’.

2. Under the ‘Portfolio System Settings’ panel, the following are some options available;

   • Asset Allocations - This controls if positions with negative values are included in asset allocation calculations and reports.
     
     Set ‘Exclude Negative Positions’ to either ‘Yes’ or ‘No’;
     
     
     
     

   • Goals Based Analysis - This setting controls if goals set for a can be used in the Portfolio Functions.
     
     
     
     
   • Risk Score Analysis – Set if the Risk Scores are to be used for analysis;
     
     
     
     A risk score assigned to a product is used to calculate a weighted total risk score for a client’s actual and target portfolio.
     
     
   • Show Portfolio Summary - This controls if the Portfolio Summary page is visible on the Position and Recommend pages.
     
     

Reports

Options on this page will allow you to modify the appearance of reports.

1. On the navigation menu select ‘Portfolios > Reports’.

2. Under the ‘System Wide Report Settings’ panel, the following are some options available;

   • Report Header - text entered here will appear in the header area of generated reports.
     
     
     
     
   • Report Footer - text entered here will appear in the footer area of generated reports
     
     
     
     
   • Report Shading - when enabled each second line is shaded;
     
     
     
     
   • Upper Case Entity Name in Group Header – when enabled displays the entity name in capital letters in the header
     
     
     
     
   • Report Header Date Format - controls the formatting of date values.
     
     
     
     

   • Report Margins - sets the margins on reports

   • Report Transforms

     • Apply Summary Line Only Filters To Reports - selected Portfolio Accounts can be set to display only as a summary line on reports.

     • Show Address Titles Only - uses the Address Title field from Client Focus for the name on reports

     • Show Joint Name as Address Title - joint entity reports use the Address Title field.

     • Show Alternative Name – uses the format that is set at the ‘Entity Name Display’.
       
       

   • Report Logo - an image can be applied to generated reports. Browse for the logo and upload it to XPLAN;
     
     

3. Click  if you have made any changes.

Products

The names of products within XPLAN and on generated reports can be displayed in a variety of formats. The format can also be different between XPLAN and the reports.

1. On the navigation menu select ‘Portfolios > Products’.

2. The screen displays 2 Sections – ‘Security Formats’ and ‘Codes Available’

   Security Formats – In this section you select the format of the security. This format will determine how the security name will be displayed in XPLAN and in the reports. You will use the ‘Codes.

   Available’ section column to select the format.
   
   
   
   Note: Each security situation begins with either:

   • Default - displayed within XPLAN
   • Report - format on generated reports.
     
     Codes Available – displays a list of format codes which you can apply to the security.
     
     
     
     
3. Click .

Report Views and Visibilities

Due to the large number of portfolio reports available within XPLAN, you may find it useful to only make certain reports visible to certain user groups.

1. On the navigation menu select ‘Portfolios > Report Views and Visibilities’. A list of the reports display, along with their current Visibility;
   
   
   
   
2. Click  under the ‘Visibility’ column on a report to change the visibility option. Select either:
   
   

   • Visible to Everyone – to share with all groups

   • Visible to Selected Groups - then tick the user groups that will have access to the report.
     
     
     
     

3. Click ‘Continue’.

 Please refer to the Appendices of this document for further information on System Settings

Assumption Management

XPLAN has an underlying set of Economic and Investment assumptions that are managed at the system administrator level. Assumption sets can be used to segregate assumptions so they can be applied to different user groups.

Creating an Assumption Set

To create an Assumptions Set follow the below processes:

1. Click , then select ‘Administration Functions > Assumptions’;
   
   
   
   
2. The ‘Assumptions Page’ displays;
   
   
   
   
3. Click  to open up the ‘Create Assumptions Set’ box.
   
   
4. Enter ‘Assumptions Set’ name and the ‘Base Assumption Set’
   
   
   
   
5. Click .

 Group and Product Associations

1. You can set the applicable Group and or Product Associations by clicking on 
   
   
   
   
2. Click ‘Group Associations’ to set the user groups this will display for;
   
   
   • Click 
     
     
     
     
   • Use the search field or group hierarchy to narrow the list of user groups displayed.
     
     
     
     

   • Click 

   • Click 

3. Click ‘Product Associations’ to add the Product Override Set Assumptions.
   
   Product override sets are assumptions used to project portfolio returns. A product override set can be associated with a single assumption set. When the assumption set is active, the associated product override sets can be used for portfolio projections.

Economic Assumptions

Edit the economic assumptions for an assumption set:

1. Display the Economic Assumptions by selecting XPLAN (Home) button, then select ‘Administration Functions > Assumptions’.
   
   
2. On the navigation menu select ‘Economic Assumptions > Economic Data’;
   
   
   
   
3. Select the Assumption Set you want to Edit from the dropdown box;
   
   
   
   

4. Click 

5. Enter the values for:

   • Consumer Price Index (CPI) – Mean – Standard Deviation

   • Average Weekly Ordinary Time Earnings (AWOTE) – Mean – Standard Deviation

   • Pensioner and Beneficiary Living Cost Index (PBLCI) – Mean – Standard Deviation
     
     
     
     

6. Click .

Asset Class Settings

Edit the asset classes for an assumption set:

Returns

1. In the navigation menu select ‘Asset Classes > Returns’;
   
   
   
   
2. In the ‘Assumption Set’ list select the assumption set to modify;
   
   
   
   
3. Click .
   
   
4. Enter the required values.
   
   
   
   
5. Click .

Asset correlations

1. In the navigation menu select ‘Asset Classes > Correlations’;
   
   
   
   
2. Click .
   
   
3. Enter the required values.
   
   
   
   
4. Click .

Asset colours

1. In the navigation menu select ‘Asset Classes > Colours’;
   
   
   
   
2. Click .
   
   
3. Click  to select the colours for each asset class.
   
   
   
   
4. Click .

Risk Profiles

Edit the risk profiles for an assumption set:

1. On the navigation menu select ‘Risk Profiles > Risk Profiles’. The Risk Profiles page displays.
   
   
   
   
2. In the ‘Assumption Set’ list select the assumption set to modify;
   
   
   
   
3. Click 
   
   
4. Set the Profile Name and values of each risk profile as required. You can create up to 20 risk
   profiles.
   
   
5. Click 
   
   

• The assumption sets will be reflected in the IRESS Portfolio System (IPS) module and the modelling tools (XTools and XTOOLS+).

• In the modelling tools users can override these assumption sets; however, this is dependent on capabilities.

Legislative Updates

The Legislative assumptions used by the XTOOL calculators can be set to automatically update when a new Legislative Update is available, or to manually require a system administrator to select the Legislative Update is use by the site.

The list of Legislative Updates is updated overnight. If your site is set to automatically update, when the list is updated XPLAN will automatically start using a newer Legislative Update.

 There are two user capabilities associated with Legislative Assumptions

• View Legislative Updates

• Manage Legislative Updates

Activating Legislative assumptions can be set to update automatically or you can manually select these. The list of Legislative Updates is updated overnight. If you site is set to automatically update, when the list is updated XPLAN will automatically start using a newer Legislative Update.

To set the active Legislative Assumption:

1. In the navigation menu, select ‘Legislative > Legislative Updates’
   
   
   
   
2. For automatic updates, tick the ‘Automatically update to the latest nightly’ button
   
   
   
   
3. Or for Manual Selection, untick Automatically update to the latest nightly(you cannot manually select a Legislative Update while this option is ticked)
   
   
4. In the Active column select the Legislative Update to use.
   
   
   
   
5. Click .

Portfolio Administration

The portfolio management section allows the creation of new products on the XPLAN site; it also allows the administrator to change the default settings for existing investments. This section also allows users to apply different assumption sets for specific investments, allows for Corporate Actions to be applied for all clients holding a particular investment, as opposed to individually as is from IPS.

As part of Portfolio Management, the administrator is also able to create Model Portfolios, and Approved Product Lists (APL).

To view the Portfolio Administration Functions, ‘XPLAN menu > Portfolio Functions’;

Adding Products

To create a custom product

1. Display the product manager screen by selecting ‘XPLAN menu >Portfolio Functions > Products.
2. Click  (top right hand side of your screen)
   
   
   
   

3. Enter the following details:

   • Code - used to identify the product. This cannot be the same as an existing product

   • Exchange - either select the exchange from the dropdown list, or enter an exchange code

   • Description - the full product name

   • Security Type - select the type of security for this product

   • Recommendation - select a recommendation from the list
     
     
     
     

4. Click 
   
   
5. Use the tabs to enter any other details for this product. – for more detail about these tabs see 9.2 Editing an existing product.

Editing an existing product

If you need to edit the details of an existing product you can do so by locating the product and working across the required tabs.

1. Display the product manager screen by selecting ‘XPLAN menu > Portfolio Functions >
   Products’.
   
   
2. In the ‘Search’ box enter the product code or name and click the ‘Search’ button;
   
   
   
   
3. Select the product from the list of products by clicking on the name;
   
   
   
   
4. Using the tabs, click across and enter the required details for the product being edited
   
   

 When searching for products you can select products for comparison. Simply ‘tick’ the comparison box for the products that you have searched for then click ‘Compare’.

Prices

1. To view or modify the product's price history select the ‘Prices’ tab. Using the date filter you can view the history;
   
   
   
   

2. Click to modify the price of the product.

3. Enter the price details using one options available;
   
   
   
   

4. Click .

Asset Allocations

To view or modify the product's asset allocation select ‘Asset Allocation’ tab



To Modify the Prices

1. Click  to modify the asset allocation and click ‘Submit’.

Fees

To add or edit the fees for managing the product select Fees tab.

1. Enter the current rates and amounts for the fees.
   
   
   
   
2. Click ‘Save’.

Research reports

To view research report information on the product select Details > Research Reports. The research folders for the product are displayed.

Click on  to view research reports from the corresponding provider.

• Assumptions
  
  

  To view the assumptions (growth & income rates) select ‘Overrides > Assumptions’.
  
  Custom Assumptions on the product can be uploaded into XPLAN as a CSV file format using the Upload Overrides option in the navigation menu (Admin > Bulk Upload)
  
  To import security assumptions via CSV (similar to creating the research file):

  1. Creating the CSV assumptions file in excel Row 1 must be left unchanged

  2. Any number of blank rows can be added between the header row (row 1) and the column heading row

  3. A blank cell will make the corresponding security research field blank.
     
     
     
     

  4. Once the CSV file is ready to upload:

  5. On the navigation menu, select ‘Admin > Bulk Upload’.

  6. Click ‘Choose File’. Then Choose File dialog box displays.

  7. Locate and select the CSV file to upload, then click ‘Open’. The CSV file's details display in the Upload file (CSV) text box.

  8. Click ‘Upload Overrides’.

  9. On the navigation menu go back to ‘Overrides > Assumptions’. The screen will display the assumptions you have uploaded.
     
     

• To import security price history data via CSV:

  1. A CSV of price history can be uploaded using Upload Prices in the navigation menu.
     

     The CSV files should be in the following format:

     • product code,

     • product exchange,

     • price,

     • date (YYYYMMDD)
       
       An example is demonstrated below:
       
       
       
        When saving the file ensure the file type is ‘CSV (Comma delimited)’.
       
       Once the CSV file is ready to upload:
       

  2. On the navigation menu, select ‘Admin > Bulk Upload’
     
     
     
     
  3. Click ‘Choose File’ underneath ‘Upload Prices’.
     
     
     
     
  4. Locate and select the CSV file to upload, then click ‘Open’. The CSV file's details display in the Upload file (CSV) text box.
     
     
  5. Click 
     
     
  6. The result of the upload will display
     
     
     
     
  7. On the navigation menu go back to ‘Details > Price’s tab, the uploaded price history will appear.
     
     
     
     

• To import security research data via CSV:
  
  

  Custom research on the product can be uploaded into XPLAN as a CSV file format using the Upload Local Research option in the navigation menu (Admin > Bulk Upload > Upload Local Research)
  
  A CSV file can be used to upload research information for multiple securities (Excel file must be saved as CSV before uploading).
  
  Creating the CSV research file in excel

  1. Row 1 must be left unchanged

  2. Any number of blank rows can be added between the header row (row 1) and the column heading row

  3. Each security must be on a separate row

  4. The Code and Exchange columns are compulsory. All other columns are optional

  5. If an optional column is not included, any existing research data corresponding to the column will be unchanged

  6. A blank cell will make the corresponding security research field blank.
     
     
     
     Once the CSV file is ready to upload:

     1. On the navigation menu, select ‘Admin > Bulk Upload’.

     2. Under ‘Upload Local Research’ click ‘Choose File’. The Choose File dialog box displays.

     3. Locate and select the CSV file to upload, then click Open. The CSV file's details display in the Upload file (CSV) text box.

     4. Click ‘Upload Research’.

     5. On the navigation menu go back to Details > Local Research. The bottom half of the screen will display the research you have uploaded.
        
        

Approved Product List (APL)

Approved Product Lists (APL) restricts what products are visible to users when searching for products. Multiple APLs can be defined.

Create a new product list

Access the product list manager by doing one of the following:

1. Click the ‘XPLAN menu > Portfolio Functions > Product Lists’;
   
   
   
   
2. At the top of the existing product lists, click .
   
   
   
   
3. The Add Product List dialog box displays, enter a Name and Description for the new APL.
   
   
   
   
4. Click ‘Save’. The new APL displays in the list of APLs.
   
   
5. If you wish to define the product list details, for example the Visibility or remove the product list, click .

• The ‘Parent Product List’ enables you to have the new product list linked to an existing product list.

• If you want to import products into the list from a CSV file, you can select ‘Choose File’, find and select the CSV file and click ‘Open’. The file details will then display in the Product CSV box.

Adding a product to a product list

1. Click on ‘XPLAN menu > Portfolio Functions > Product Lists’.

2. Click on the name of the product list and any existing products in the APL are listed;
   
   
   
   

3. Click on the  where the existing products are listed on the right-hand side;
   
   
   
   
4. Enter the Security ‘Code’ and ‘Exchange’ into the Code and Exchange fields (or use the Search icon to search for the product).;
   
   
   
   
5. Click to add the product to the Product List.
   
   
6. Clicking on  next to the product name will remove the product from the APL.

Exporting a product list or report

1. Click on ‘XPLAN menu > Portfolio Functions > Product Lists’

2. Click the name of a product list.

3. When the list is displayed, click the  button. This will give you a list of report options.
   
   
   
   
4. Select the report that you wish to generate.
   
   

 Importing products into a product list

Products can be imported via a CSV, with the security code in the first column and the exchange in the second column:

1. Click on ‘XPLAN menu > Portfolio Functions > Product Lists’.

2. Click the name of a product list. Any existing products in the APL are listed on the right hand side screen split.

3. In the Product List area, click  on the list that you want to edit. Select Import CSV.
   
   
   
   

4. The ‘Choose File’ dialog box displays;
   
   
   
   

5. Select your APL, click on ‘Open’ to import and then click ‘Save’.

6. The imported APL will be displayed.

Model Portfolios

At times it is necessary to change the holdings in portfolios, either by manually building a portfolio proposal (buying and selling holdings individually) or by applying a model target set (model portfolios). A target set consists of a selection of securities and the recommended weighting for each security.

To create a target model set:

1. Access the Portfolio Modelling manager by selecting ‘XPLAN menu > Orders and Modelling
   Functions > Portfolio Modelling’.
   
   
   
   
2. On the navigation menu select ‘Target Sets > Target Sets’. This displays target sets on your
   XPLAN site;
   
   
   
   
3. Select the folder you wish the Target Set to be located in. On the right of the screen the Target Set list will be displayed;
   
   
   
   
4. Click  to create a new Target Set.
   
   
   
   
5. Add the Target Set Name and a Description;
   
   
   
   
6. Set the following permission settings:

   • Target Set Owner - which user will be the set's owner

   • Only Editable by Target Set Owner - can be used to prevent all other users from modifying the target set

   • Visible to All - Yes allows all groups that the owner is a member of to access the target set. Otherwise, allowed groups can be selected under Group Access.
     
     

7. A ‘Risk Profile’, ‘Investment Type’, ‘Platform’ and ‘Min and Max Investment Amount’ can be
   associated with this Target Set;
   
   
   
   
8. Click  on the ‘Targets and Asset Allocations’ tab to add a target. Fill in the target's Security, Exchange and the Target % for the security. Repeat for each target to be added.
   
   
   
   
9. Click .

To view and edit a target model set 

1.  Access the Portfolio Modelling manager by selecting XPLAN menu > Orders and Modelling

   Functions > Portfolio Modelling’.

2. On the navigation menu select ‘Target Sets > Target Sets’.

3. Click on  to view the target set list for that category.

4. To edit the target set, click on the  icon

5. Make the changes required and click .

 Please refer to the Appendices of this document for information on Portfolio Report Builder

Site Customisation 

Introduction

There are many types of components which you can create on your XPLAN site to tailor the software to your company’s specific needs.

Custom XPLAN pages can be built by placing interface elements into interface menu items. Every
component on a page, such as text and fields, corresponds to an interface element.

Most data in XPLAN is saved based on field definitions. These can define the data that can be entered, or can contain a selection of data to choose from, such as a list of categories. As well as

the default fields that come with XPLAN, you can create custom fields for use within XPLAN.
The data saved from a field can often be accessed via Xmerge code, such as adding a client's name into a merged document.

Entity Fields (Single Fields) 

These are fields where there can only be one answer. For example ‘Date of Birth’, ‘Gender’, ‘Nationality’, etc. To identify which existing fields are ‘Entity Fields;;’ these are edited/added in the client focus screens using the ‘Edit’ button in the top right hand corner.

Types of Entity Fields - XPLAN is provided with a generic set of fields and groups although these can be modified and added to.

Basic field properties are: 

Title: This is the unique identifier of the field and cannot be changed / modified once created. You cannot create 2 fields with the same name. Enter the name of the field to be created. Do not delete pipe ‘|’. The section before the pipe ‘|’, represents the area the field applies to. (E.g. Key Details). When coding templates, you will find this in the second drop down menu on the Xword toolbar and is referred to as ‘Category’. After the pipe is the name of the field (e.g. First Name, Last Name).

Type: This determines the type of data that can be entered into this field.

• Required: This means that the data entry field cannot be left blank. (E.g. when entering a new client).

• Searchable: This allows that data in this field can be searched, using the Search criteria functionality.

• Editable via XML-RPC: This is to do with webforms. Please speak to your account manager directly if you want more information regarding this.

Types of Fields 

Attachment: where an attachment can be added (e.g. Key Details – Main – Client Attachments) 

Bool: (Also known as a Boolean) response of True/False or Yes/No (e.g. Key Details – Estate – Will Exists)

Choice: provides a list of items of which only one can be chosen (e.g. Key Details – Category – Client Category)

Currency: $ amount (e.g. Financial Information – Assets – Current Value)

Date: Data entry in a date format (dd/mm/yyyy) (eg. Key Details – Main - Date of Birth)

Date time: A format with Date & Time

Float: Numbers that require a decimal point (eg. Percentages)

Integer: Whole numbers only

Multi: provides a list of items of which multiple items can be selected (eg. Objectives – Interests)

Password: requires a password and entered keys are not displayed

Questionnaire: links the field to a questionnaire source

String: Free text data entry field (eg. Key Details – Main – Comments)

Time: A time in the format hh:mm

Creating Single Fields

We will create the following new ‘Entity Fields’;

• FSG Provided: Yes or No

• FSG Version Number: v1.0, v2.0 or v.3.0

This is done in the ‘Field Definition’ area;

1. Select ‘XPLAN menu > Administration Functions > Field Definitions’;
   
   
   
   
   
2. You must select ‘Entity’ in the ‘Group’ dropdown list;
   
   
   
   
3. Click on  in the top right hand corner to create the field.
   
   
4. Enter the details as displayed below to create the Field for ‘FSG Provided: ‘Yes’ or ‘No’ option;
   
   
   
   
5. Click 

If the FSG has been provided, we need to enter the version number provided. Therefore, we need to create this field - FSG Version Number.

1. Click  in the top right hand corner to create the field.
   
   
2. Enter the details as displayed below to create the Field ‘FSG Version Number’;
   
   
   
   
3. Under the ‘Fields Extras’ panel under the ‘Choice Options’ this is where we enter the version
   number of the FSG. Click ‘Add’ to enter the choice;
   
   
   
   
4. Enter the version number;
   
   
   
   

5. Click on 

6. Repeat Steps 6 and 7 to add the other two version numbers.

7. The choice options can be deleted and edited at any time by clicking on  or respectively.

8. The order of the drop down choices can be changed by using the arrows to move the options up and down the order;
   
   
   
   

9. Click .

Conditioning Fields

You can condition fields to pull through default text dependent on a response of a previous field.

Scenario

With the 3 versions of FSGs you created, you may wish to add a brief description of the FSG to be displayed when the user selects a version. You have already created the choice field for the FSG Version Number, now we will create a string field for the description.

1. Click  in the top right hand corner to create the field.

2. Enter the details as displayed below to create the Field ‘FSG Version Description’;
   
   
   
    The field you are conditioning must be already created.
   
   

3. Under the ‘Field Extras’ panel, select the size of the text box for the string field as below;
   
   
   
   
4. Under ‘Default’, select the ‘Choice Field’ drop down menu and select the field you are conditioning (i.e. the field you are adding the description to). Once selected, add the relevant default text per choice item;
   
   
   
   
5. Select  against the ‘Category Value’ to add your default text;
   
   
   
    Remember to click ‘OK’ before saving the field.
   
   
6. Enter the text for all of the options;
   
   
   
   
7. Click . You have now created the Entity Fields.

Creating Group Fields

These are data entry fields where there can be more than one answer (e.g. contact numbers, addresses, assets, etc…). You will notice that all Group Fields have an ‘Add’ button on the top right of the box.

We will create the following new ‘Group Field’;

• New Client Checklist

This is done in the ‘Field Definition’ area;

1. Select ‘XPLAN menu > Administration Functions > Field Definitions’;
   
   
   
   

2. Click  in the top right hand corner to create the Group Field.

3. Enter the Name of the group field;
   
   
   
   Preserve Order – this will hold the order of items within the group when the group is used in an Xmerge report.
   
   

4. Click ‘Save’.

5. Once added, you will notice it appears in the Group drop down list. Select this group;
   
   

• Once a field / group has been created, it cannot be deleted.

• Once the field is created you will not be able to alter the type of field, however the title and search ability can be altered.

 Work with your facilitator to create the following fields within this group;

• Welcome Letter sent - Yes/No

• Welcome kit sent – Yes/No

Interface

The interfaces within XPLAN, such as the adviser, client online access and referrer interfaces can be customised without alteration to the underlying application.

Custom XPLAN pages are built by placing interface elements into interface menu items. Every component on a page, such as text and fields, corresponds to an interface element.

1. Access the interface editor by selecting ‘XPLAN menu > Administration Functions > Interface’;

2. You will be taken to the Interface Editor;
   
   
   
   

3. The Interface Editor contains three panels; Edit Interface, Menu, Settings. These are explained below;
   
   
   • Edit Interface – this allows you to select the interface to be edited. Once this is selected, click on the refresh button to reload the page to update the changes. Select ‘Adviser Interface’. The items under the ‘Menu’ panel will update accordingly;
     
     
     
     
   • Menu – this is an expandable tree of the interface made up of elements. Menu and Wizard elements can be expanded to display pages, and each page can be expanded to display the interface elements on the page.
     
     For example, Key Details is a Menu. Click on this menu to open it and view the pages within Client Details is a Page;
     
     
     
     Within a client record, this is how the menus and pages are displayed in the Client Menu in Client Focus;
     
     
     
     The ‘More Options’ icon can is used to access Action menu items;
     
     
     
     

     • Hide - stops the menu or item from being displayed. Hidden items have (hidden) next to their title

     • Add Condition - conditions allow interface menus or items to be displayed under certain circumstances. For more information see Conditional Interface Access

     • Rename - renames the menu or item

     • Add New – Allows you to add a new Menu, Wizard or Page;
       
       Pages - The contents of a Page are set by adding fields. Click on the ‘More Options’ icon of the
       Page to access additional options for components, including the ability to Cut, Copy and Paste;
       
       
       
       

   • Menu/Page Element Settings - this displays the settings for the component that is selected in the ‘Menu’ panel. Once selected, the title of that component will display in this panel;
     
     

Interface Elements

Custom XPLAN pages are built by placing interface elements into interface menu items. Every component on a page, such as text and fields, corresponds to an interface element.

Types of interface elements

Editing the Interface

Adding Menus

We will now add Interface Elements to the ‘Menu’ panel starting with the ‘Menu’ element.

For the workshop, only the facilitator will create the first Menu.

1. Access the interface editor by selecting ‘XPLAN menu > Administration Functions > Interface’.

2. Click on the ‘Menu’ element icon and then drag and drop it to the desired location in the ‘Menu’ panel;

3. The ‘New Menu Settings’ dialog box will open. Enter the Menu Title;
   
   
   
   

4. Click ‘Save’.

 To move the Menus and Pages, simply click on the item then drag and drop it to the desired
location.

 Work with you facilitator to do the following;

• Move the menu ‘Client Summary’ to the top of the ’Menu’ list.

• Click the ‘more options’ icon on the new menu and Add a menu of your own. Call it ‘Client Summary (Your initials)’.

Adding Pages

On the new ‘Client Summary’ menu you just created, we will add a new ‘Page’ element.

1. Click the  icon for the menu created by the facilitator or click on the actual name of the folder to open that menu.
   
   
2. Click the ‘more options’ icon on ‘Client Summary (your initials)’ menu you just created and select ‘Add New > Page’ or Drag and drop the ‘Page’ icon from the Interface bar at the top of the screen;
   
   
   
   
3. The ‘New Page Settings’ dialog box will open. Enter the Page Title;
   
   
   
   
4. Click ‘Save’.

Adding/Editing interface menu items

1. Drag and drop the ‘Title’ element to the ‘My Client Summary’ page you created;
   
   
   
   
   
2. Complete the details of the ‘Title’;
   
   
   
   
3. Click ‘Save’.
   
   
4. You can expand the ‘Client Summary’ page to see the element. Do this by either clicking on the black triangle or the Page name;
   
   

On the new ‘My Client Summary’ page, we will add an Entity Field (Single Field) being the ‘First Name’ field.

1. To insert the first name of the clients, drag and drop the ‘Field’ icon to the desired page in the menu;

2. Locate the ‘First Name’ field and select the ‘Applicable Entities’ and ‘Locale Visibility’;
   
   
   
   

   • Alternative Title – This allows you to change the name of the field and this is what till be displayed in the client record

   • Mode – enables you to edit the filed in the interface.

   • Post Field Text – Enables text to be displayed after the field.

   • Tooltip Text – Information added here will display as the information button in the interface.
     
     

3. Click ‘Save’. Your menu now should look similar to the below;
   
   

 Work with your facilitator to now add the below elements to the ‘Client Summary’ page which will include the following details for the clients:

• Surname

• FSG Provided & FSG Version Number

On the new ‘My Client Summary’ page, we will add a Group Field being the ‘Address’ field.

1. To insert the Address details of the clients, drag and drop the ‘Group’ icon to the desired page in the menu.

2. Locate the ‘Address’ field;
   
   
   
   

3. In the ‘Fields’ section you can select the visibility, alternative titles and order of the fields. You can also select if a field is mandatory or not;
   
   
   
   
   • Visible to All – tick to make a field visible. Non visible fields will still display if it is editable and a user edits the page.
     
     
4. Select the ‘Applicable Entities’ and ‘Locale Visibility’.
   
   
5. Click ‘Save’.

 Work with your facilitator to now add the below elements to the ‘Client Summary’ page which will include the following details for the clients:

• New Client Checklist

You have now added all the Entity fields and Group fields into the interface. Arrange them in the order you wish to see them by dragging the elements to the desired locations.

With your facilitator, select a client and view the interface you have created.

Creating a wizard

Wizards allow site administrators to create custom procedure paths to collect data. Customised pages containing fields are used to input data.

Scenario

For this example, we will create a SOA Wizard.

 Prior to building a Wizard, any fields and groups need to be created in ‘Field Definitions’.
Please refer to the section 8.0 Site Customisation on how to create these fields.

For this scenario, the fields that have already been created are:

• [SOA] Who is this document for? (field type - choice)

• [SOA] Modules Used? (field type - multi)
  
  
  
  These choice fields can be used to condition what wizard pages show.

Wizard Menu

Access the interface editor by selecting ‘XPLAN menu > Administration Functions > Interface’.

1. Select the Interface menu to be edited, for this scenario select ‘Adviser Interface’.

2. Create a new menu updating the Title to ‘Wizard’.

3. Click ‘Save’.

4. Drag and drop the ‘Wizard’ element to the new menu and update the Title to ‘SOA Wizard’.

5. Click ‘Save’

6. This element comes with a default ‘Introduction’ page;
   
   

Introduction

1. Drag and drop pages to create the desired pages in the wizard. We will add the following pages for our scenario;

   • Scope

   • Personal Details

   • Employment

   • Assets and Liabilities

   • IPS

We can now build the content on each page. Either drag and drop the elements or click on the dropdown next to the page.

 For this workshop, we will not add all content on each page.

Introduction

We will add text explaining the wizard and any instructions required. Ensure you always select the
‘Applicable Entities’.

1. Select the ‘Text’ element and it to the desired location in the ‘Menu’ panel and add the details as per below;
   
   

Scope

We will add the two fields that were created earlier specifically for the wizard.

1. Add the ‘Field’ element to this page;
   
   
2. Select the field ‘Who is this document for?’;
   
   
   
   
3. Click ‘Save’;
   
   
4. Add another ‘Field’ element to this page;
   
   
5. Select the field ‘Modules Used?’’;
   
   
   
   
6. Click ‘Save’;

Personal Details

1. Add the ‘Title’ element to this page.

2. Complete the details of the ‘Title’;
   
   
   
   

3. Click ‘Save’.
   
   
4. Add the ‘Gap’ element to this page also selecting the ‘Applicable Entities’ and click ‘Save’.
   
   
5. Add the following fields to the page;
   

   • First Name

   • Surname

   • Date of Birth
     
     When adding the field ‘First Name’, only select ‘Individual’ for the ‘Applicable Entities’ as fields are available for the other entities (i.e. [Key Details – Company] Company Name and then select ‘Company’ as the ‘Applicable Entities’)
     
     

6. Add the ‘Contact’ group element to this page;
   
   
   
   
7. In the ‘General’ tab, determine which fields you wish to see from the group.
   

    You may wish to set some details in the other tabs;

   • List Order and Edit Order – This controls the order of the group element’s field with viewed (list order) or edited.

   • Row Condition – Rows can be set to be displayed only when certain conditions are met. For example, only display a row of data if Country Code is Not Equal to Australia (+61)

   • Editable Condition – Group fields can be set to be editable only when other fields meet set conditions. When these conditions are not met, the target field does not display when editing.

   • Field Tooltips – Tooltips text can be displayed against the fields within a Group element.

   • Alerts – Group elements can be set to display only when a client breaches an alert rule.
     
     

8. Click ‘Save’
   
   
9. We will configure the ‘Personal Details’ page to have the client and partner details on the same page. Click on the page name and then click on the tab ‘Configuration Options’. Select ‘Same Page’;
   
   

Employment

1. Add the ‘Title’ element to this page.
   
   
2. Complete the details of the ‘Title’;
   
   
3. Click ‘Save’.
   
   
4. Add the ‘Gap’ element to this page also selecting the ‘Applicable Entities’ and click ‘Save’.
   
   

    To complete the page, fields such as the below can be added; For this workshop, we will not
   add these in.

   • Occupation

   • Job Title

   • Status

   • Employer

   • Start Date

   
   

    

   Assets and Liabilities

5. The following XPLAN elements can be added to this page;
   

   • Assets List

   • Liabilities List

   • Net Position
     
     The fields in these elements can edited by using the ‘More Options’ icon.
     
     You may just want to add the ‘Net Position’ element only because you can add assets and liabilities from this element.
     
     For our scenario, we will only add ‘Assets Lists’;
     
     
     
     

6. Select the ‘Applicable Entities’ then click ‘Save’.

IPS

1. Add the ‘Portfolio Holdings’ XPLAN element to this page. This will display the client’s current
   position and model.
   
   
2. You may or may not want to see this page in the wizard. To create this condition, we use the field on the ‘Scope’ page ‘ Modules Used?’. We condition the page to only show this element if the IPS module was ticked. To do this;
   
   Click on the dropdown next to the ‘IPS’ page and select ‘Add Condition’;
   
   
   
   
3. Click on ‘Add Client Condition’;
   
   
   
   
4. Search for the field and select the below options;
   
   
   
   
5. Click on ‘Add’ and it will display as below then click ‘Close’;
   
   

Wizard Targets

Now that the pages are completed, we can set the Targets for the wizard and Activity on Completion.

1. Click on the wizard name ‘SOA Wizard’, The following will display with a series of tabs;
   
   
   
   

   • General – This allows you to add the Title and choose to hide the element

   • Configuration Options – Wizard Options, Location, Target Action

   • Wizard Targets – Xtools and Xmerge Targets

   • Automatic Activity on Completion – Add Activity for a completion of the wizard
     
     

2. Click on the ‘Configuration Options’ tab and update the following options;
   
   
   
   

   • Move through pages by menu item- when building a Wizard you may choose to either force your users to follow the left-hand side page order as set out in the interface, or to navigate however they wish by clicking on the desired page. The 'Move Through' option controls this – tick this to allow users to navigate however they wish.

   • User Choice - all the Wizard Targets are displayed as buttons, allowing the user to choose which targets to execute. When an XTOOL target is executed, the XTOOL page is displayed and the user cannot manually run any additional Wizard Targets.
     
     

      Other options that are available are;

     Wizard Options

     • Hide "Save & Exit" button - controls the display of a 'Save and Exit' button, which allows users to leave a wizard before completing it.

     • Use final page as completion message - This page cannot be hidden.

     • When ticked, the final page of the Wizard is the Confirmation page, allowing you to customise the information displayed.

     • When unticked, the final page in the Wizard will display a Next button. When selected at the end of the wizard, any changes on the final page are saved and a Confirmation page displays.

     • Publish wizard to destination sites - tick this checkbox to publish this Wizard using Custom Managed Content Publishing. This will include all custom content related to the Wizard, such as fields and Xmerge templates. This setting will only display for users on with the User Capability Publish Site Content and when Custom Managed Content Publishing is enabled for a Publisher Site.

     • Display Entity Advice Selector - applicable to Scenario Wizards only.

      

     Target Action - this sets how the Wizard Targets are run.

     • Jump To First Target - XPLAN will automatically execute the first listed Wizard Target when the Wizard is completed. If this is an Xmerge report, the report is generated and the completion page displays to allow the user to manually select additional Wizard Targets. If an XTOOL target is executed, the XTOOL page is displayed and the user cannot manually run any additional Wizard Targets.

     • For a Scenario Wizard, an additional ‘Include Xmerge Targets when Scenario is Locked’ displays. Unticking this option prevents Xmerge reports being automatically generated by locked scenarios, and the first non-Xmerge target will be run.
       
       

3. We wish to merge the Wizard information into an XMerge SOA template therefore, click on the ‘Wizard Targets’ tab and click on ‘Add Xmerge Target’.
   
   When you complete the wizard in Client Focus, the last page will give you the options of:
   

   • View/Edit Entity Details - returning you to client focus and

   • Restart Wizard - taking you back into the wizard
     
     By using the ‘Add Xmerge Target’, you are able to select which XMerge document you wish to run once you have completed the wizard. Once you have added an XMerge target, it will be displayed at the end of the wizard you have created with the above two options (View/Edit Client Information and
     Restart Wizard).
     
     
     
     By using the ‘Add Xtool Target’, you are able to select which Xtools calculator you wish to enter once you have completed the wizard. Once you have added an Xtool target, it will be displayed at the end of the wizard you have created with the above two options.
     
     
     
     

4. Add the SOA template as below;
   
   
   
   
5. Click ‘Save’ and the tab will be updated;
   
   
   
   

6. To hold all this changes to the wizard settings, click back onto the ‘General’ tab and click the ‘Save’ button.

7. When the wizard is used, the Xmerge target will display as follows;
   
   
   
    Now that the wizard is complete, work with your facilitator to test the wizard against a client to ensure it is correct.

Appendices

System Setting >Server

Server settings can be accessed by clicking ‘XPLAN menu > Administration Functions > System Settings > Server’;

Outgoing Simple Mail Transfer Protocol (SMTP) - The SMTP server settings should already have been set during the site setup. It is advised that you contact Support if you have any problems with these settings.

IMAP Server - Outlook email accounts can be linked to XPLAN via IMAP, allowing users to copy emails from
Outlook into the document library.

IMAP allows XPLAN document notes to be created, viewed and managed from within an IMAP supporting
application, such as Microsoft Outlook
(To set up IMAP please contact your Site Administrator or Account Executive for more information).