Welcome and Introduction

Agenda

Session Focus

This course is aimed at providing users with the ability to use the various functions that connect their email program with client File Notes in XPLAN.

Duration

Maximum of 60 mins.

Prerequisites

• A basic understanding of XPLAN

• Experience adding File Notes to client in XPLAN.

Expectation

What you can expect from today’s session?

• Online Demonstrations

Session outcomes

After completing this workshop, you will be able to:

• Install and Use the Outlook Plugin

• Use the Email to XPLAN function

• Install and Use IMAP

Using this Guide

This guide has been written and structured to be as easy to follow as possible. To help you to
navigate through this guide, a number of symbols are used to help identify key points or sections.

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.

Email to XPLAN

Available from Version 2.10 onwards of XPLAN. Filing of client email correspondence is vital to ensure that your electronic client file is a complete record. XPLAN now supports the automatic filing of inbound emails sent to your XPLAN site, which are saved as Notes and linked to XPLAN entities based on the email To and From addresses

To send an email from Outlook into a client file the email address needs to be in the following format

entity_id@yoursite e.g. 1084623@trainingdemo.xplan.iress.com.au

The Entity ID can be found URL bar when in a client file:

Note: You may also find this number in the client file or with the client name at the top of the client page. The Entity ID field in XPLAN needs to be added to the client file for it to be visible

Example:

Similar to the existing email matching functionality for IMAP integration, XPLAN will link incoming
emails to clients with an email address that matches the ‘From’ address.

Emails sent to an entity are always matched. From address matching and matching external email
addresses is optional and must be enabled in System Settings.

This could be used by XPLAN users to forward emails to have them automatically filed against a
client, or to provide a reply email address to clients or third parties to ensure that their emailsare automatically filed. The Note created can be found against each party included in the email, sothird party contacts can be included if they are set up in XPLAN.

You can also email to user accounts or groups:
Users - [username]@[yoursite], e.g. wchurchill@myserver.xplan.iress.com.au
User Groups - [group_id]@[yoursite]. Special case, see User Group Linking below.

Instructions

1. Locate the clients Entity ID (instructions on previous page)

2. Either Forward and email, Reply to an email to or open a New email.

3. . Enter the XPLAN email address relating to the client in the To address box instructions on

   previous page). You can also use the email address in the CC or the BCC address boxes.

   

4. Send the email.

5. You will be able to see this in the clients File Notes. Navigate to Admin > Note in the client file

   

Outlook Plugin

Available from XPLAN version 2.11 onwards. XPLAN offers a new Outlook plugin that allows users to quickly and easily save a copy of email correspondence in XPLAN as a Note.

In Outlook the user selects an email then activates the plugin. A pop-up displays where the user can set the details for the Note to be created, including the related clients, visibility settings and Note Type and Subtype. The Note Subject is pre-filled with the email Subject, while the content of the email is saved as the Note contents.

When the Note is saved, a unique reference for the source email is stored. This allows XPLAN to track subsequent correspondence in the email thread. If the user runs the plugin on a later email in the thread, such as a reply from a client, XPLAN will add the content of this email to the existing Note. This allows a single Note to hold the entire contents of an email conversation between multiple parties.

Access to the Outlook plugin requires the User Capability File Email as Docnote.

Auto-run Plugin
The Outlook plugin can be set to automatically display the pop-up when the user sends, forwards or replies to an email. The user can simply select Cancel for emails they do not want to save to XPLAN.

Attachments
Email attachments are saved as attachments to the Note.

Set up the Outlook Plugin

1. Ensure the user has the capability File Email as Docnote.

2. Click XPLAN > Administration Functions > Outlook Plugin
   

3. Click Install Outlook Plugin. You will be prompted to download and save the plugin file

   

4. Run the downloaded file and install the plugin.

   Note: If Outlook was open while you installed the plugin you must restart Outlook.

5. In the Outlook ribbon select Settings > XPLAN Settings
   

6. Enter your XPLAN Site details.

   

7. In Document Settings you can set the default Note Type and Subtype and visibility Permission of created Notes.

8. Select if the plugin should automatically ask to file every time you send, forward or reply to an email.

9. Click Ok.

To use the Outlook Plugin

1. Open Outlook and locate the email that you wish to save to XPLAN

2. . Right Click on the email, then select File to XPLAN.
   
   

3. The Select Clients To File Email Against dialog box displays.

4. Select the Client Name that the Note will be linked to.

5. In the Document Settings section set the Note Type and Subtype, and the

   access Permissions.

   

6. Click Ok.
   The email will now be saved against the client as a file note.

IMAP

Available on all versions of XPLAN. Outlook email accounts can be linked to XPLAN via IMAP, allowing users to copy files from Windows Explorer and emails from Outlook into the Document Library.

Setup IMAP in Outlook 2010

Instructions on Setting up IMAP for other versions of Outlook are available in the Help menu in XPLAN.

1. Open Outlook

2. Select the File tab

3. Click Add Account

4. The Add New Account dialog box opens.

   

5. Select Manually configure server settings or additional server types, then click Next

6. Select Internet Email, then click Next
   
   

7. Enter the following information:

   • Your Name

   • Email Address

   • Account Type - IMAP

   • Incoming mail server - please contact the Wealth Management Support Team for details on the IMAP server you should use

   • Outgoing mail server (SMTP) - set the same as the Incoming mail server (while this account cannot be used for sending email, without a SMTP server it is not possible to create an email account

   • User Name - in the form of your_xplan_username@xplan_server.

     Write-only: xplanusername@sitename or xplanusername/writeonly@sitename

     Read and Write: xplanusername/full@sitename

   • Password - your XPLAN password.

     

     Write-only access

     Write-only access only allows you to upload new content to XPLAN, and you cannot access any existing Document Notes in the IMAP folder. When using Write-onlyaccess, the IMAP client folders will appear to be empty. Emails dragged onto the Inbox folder will be uploaded to your XPLAN server. If Automatically attach to entities that match email addresses is ticked in IMAPSystem Settings XPLAN will attempt toautomatically add the email as a Note to clients based on email address.Read and Write accessRead and Write access allows you to upload emails as per Write-only access, and also allows you view Document Notes for your clients in the IMAP folder.

     Controlling your IMAP access Access to Write-only IMAP is determined by the format of the user name used to log in to IMAP.

8. Click More Settings. The Internet Email Settings dialog box opens

9. On the General Tab you can set the name of the account. This is how the folder name will be displayed in Outlook. You can change this if you wish.

   

10. Active the Advanced tab, then select SSL for Use the following type of encrypted connection. Ensure that the Incoming server (IMAP): number has changed to 993.

     

11. Click Ok. The Internet Email Settings dialog box closes

12. Untick the Test AccountSettings by clicking the Next button checkbox. As you cannot send email via the XPLAN server this test will fail.

     

13. Click Next, then Finish.

Set Outlook to not automatically check the IMAP connection

While running Outlook 2010:

1. At the top of the Outlook window select the Send/Receive tab.

2. Click Send/Receive Groups, then select Define Send/Receive Groups.
   

3. The Send/Receive Groups dialog box opens

   

   Assuming that the XPLAN IMAP account is in the All Account group, ensure that All Accounts is highlighted and click Edit.

4. The Send/Receive Settings dialog box opens

5. In the Accounts list on the left, select the XPLAN IMAP account, then untick the Include the selected account in this group checkbox.

   

6. Click Ok. The Send/Receive Settings dialog box closes

7. Click Close

Get the list of folders in Outlook 2010

While in Outlook 2010:

1. In the email folders list, right-click the XPLAN IMAP root folder, then select IMAP Folders. The IMAP Folders dialog box opens.

   

2. The following box will open:

   

   If you get an error message when trying to open this folder. Close Outlook and reopen to try again.

3. Click Query. A list of all accessible IMAP folders is listed. The available folders are defined in the XPLAN IMAP System Settings.

4. Select the folders you wish to subscribe to. To show all clients, Untick the box When displaying hierarchy in Outlook, show only subscribed folders. You do not have to subscribe to any folders using this option.

   

5. Click Apply, then click OK.

View the IMAP folders

1. Click on the arrow to open the IMAP Folder.

2. Click the Arrow to Open the Inbox Folder

3. Click the Arrow to Open the Client Folder. This will give you the list of client folders by Surname

4. Click the Arrow for the Surname of the client.

5. Click the clients’ Name. This will show you any file notes under the client (assuming that you have set up you IMAP connection with Read and Write access).

   

Save an Email via IMAP
There are two options when saving a file note to a client via IMAP.

1. If the clients email address is not in XPLAN or the email is coming from an email address that does not belong to the client:

   • Open the client folder via the IMAP hierarchy list.

   • Move back to the folder where the email is currently sitting

   • Click on the email and drag it to the client folder. Drop it in the client folder.

     

2. If the clients email address is in XPLAN and the email has come from that address:

   • Click on the email and drag it to the IMAP folder. Drop it in the IMAP Folder.

     

     XPLAN will find the correct client by using the client email address

     You will now be able to see this email in the clients File Notes in XPLAN
     
     
     To enable Automatic saving of client email by email address when using IMAP, this must be enabled in the System Settings:

     

To manage folder subscriptions

While in Outlook:

1. In the email folders list, Right-Click the XPLAN IMAP root folder, then select IMAP Folders.

   The IMAP Folders dialog box opens.

2. Click Query. A list of all accessible IMAP folders is listed

3. Highlight one or more Folders, then click Subscribe.

   

   An icon displays next to folders to be subscribed to.

4. Check the box for When displaying hierarchy in Outlook, show only subscribed folders.

5. Click Apply
   
   You can select the Subscribed tab to view a list of all folders that you are currently subscribed to.

   
   
   To unsubscribe from an IMAP folder Highlight the folders to be unsubscribed, then click Unsubscribe. The selected folders are removed from the subscribed Folders list. Click Apply.
   

Conclusion

Summary

Congratulations! You have completed the Email and XPLAN course.

Review Learning Outcomes

You should now be able to:

• Install and Use the Outlook Plugin

• Use the Email to XPLAN function

• Install and Use IMAP

Support and Contacts

What do I do if I have problems using XPLAN?

• Contact the XPLAN support centre on 1300 1300 69 (option 1)

• Email your enquiry to xplansupport@iress.com.au

• Contact your Account Executive

The Help Desk will be operative from 7am – 6pm Monday - Friday.

Customised Training

We offer a wide range of training and consulting services to get the most out of XPLAN for your business.

IRESS offers customised XPLAN training for any dealer groups or financial planning practices that
require tailored training solutions for their staff. We discuss your specific needs, agenda items and
timeframes, and develop an agreed training agenda based on your requirements. This training is
chargeable based on the number of attendees, time and location of training required.

For further information contact your Account Executive or the National Training Manager:

Andrew Roberts

National Training Manager

03 9018 5813

aroberts@iress.com.au

Consulting Services/Tailored Solutions

IRESS' consulting service offers a focused review of a dealership/practice and
identifies how our Wealth products can improve business efficiency.
IRESS' consulting service offers a focused review of a dealership/practice and aims to identify
how XPLAN can be better utilised to improve business efficiency. While all aspects are covered, key
areas may include:

• Assisting with the development and implementation of workflow processes

• Fine tuning SOA

• Designing and implementing SOA.

For further information contact your Account Executive or the Senior Project Consultant:

Andrew Wootton

Senior Project Consultant

07 3011 4700

awootton@iress.com.au

Appendix

Office 365 IMAP Integration

To use Office 365 IMAP integration you will need to contact XPLAN Support to arrange for access through the IRESS firewall.

Notes on using Office 365 IMAP integration:

• Office 365 only refreshes once every 24 hours. As a result, changes to document notes may
  take up to 24 hours to appear in Office 365. XPLAN Threads and Tasks will continue to
  operate correctly, however notifications may not arrive for up to 24 hours

• Office 365 is only designed for one way IMAP synchronisation. Any changes made to your
  IMAP folders within Office 365 will not synchronise back to XPLAN

• Word or Excel files within XPLAN cannot be directly opened in Office 365. You must
  download the documents

• IMAP folders are located within your Office 365 Inbox.
  

To setup IMAP in Office 365

Please referred to the Office 365 help documentation for instructions on setting up an IMAP account

You may require the following details:

• Incoming mail server (IMAP) - please contact the Wealth Management Support Team for
  details on the IMAP server you should use

• IMAP server port - 993
  

• IMAP encryption type - SSL
  

• User Name - in the form of your_xplan_username@xplan_server.
  E.g. If your account user name is jsmith, and you access XPLAN via the URL
  https://server.xplan.iress.com.au, the user name would be jsmith@server

Outlook IMAP FAQ

I have been adding clients in XPLAN however the corresponding folders are not appearing in Outlook. How do I get this to update?
Do you have When displaying hierarchy in Outlook, show only subscribed folders unchecked?

• Yes - Close and reopen Outlook, or right-click the IMAP account and select Update Folder
  List
  

• No - Uncheck When displaying hierarchy in Outlook, show only subscribed folders then click
  Query to list all available IMAP folders in XPLAN.

The authentication prompt keeps popping up.

• Can you successfully log in to XPLAN?

• Make sure you are ticking the Remember Password checkbox when entering your username and password.

• 3 The Adviser/User Authentication setting in System Setting > Login Preference > Authentication must be set to <Default>

When importing an email that has another email as an attachment, the attached email does not correctly import.
XPLAN does not currently support importing attached emails via IMAP

Common Errors

The connection to the server is unavailable. Outlook must be online or connected to complete this action.
This error generally means that Outlook has lost the connection with the XPLAN IMAP servers, To reestablish
connection:

1. Expand the account (click next to account name)

2. Select the Inbox folder.
   

3. In the File menu, select Connect to xxx.

Cannot connect to server

1. t connect to server. 1. Make sure that the incoming IMAP account settings are set to use SSL.

2. 2 Check that you are not behind a firewall that is blocking port 993 (SSL).

3. The server responded: 'Mailbox does not exist'

   • Client entity names cannot contain the '%' character.

   • Client entity names can contain the '/' character only if the Folder Name for IMAP settings is set to (). IMAP System Settings

Cannot copy the items. Could not make another copy of the item. The original was either
moved or deleted, or access was denied.

• If the client has been renamed the existing subscribed folder in Outlook does not
  automatically update. You need to unsubscribe the existing folder and subscribe to the new one.

• The IMAP System Settings for Folder Name has been changed to display IMAP folders as (), causing the existing subscribed folders in Outlook to not link to the XPLAN IMAP folders. You need to unsubscribe from the existing folders and subscribe to the new ones.

Cannot move the items. The item cannot be moved. It was either already moved or deleted, or access was denied.

• If the client has been renamed the existing subscribed folder in Outlook does notautomatically update. You need to unsubscribe the existing folder and subscribe to the new one.

• The IMAP System Settings for Folder Name has been changed to display IMAP folders as (), causing the existing subscribed folders in Outlook to not link to the XPLAN IMAP folders. You need to unsubscribe from the existing folders and subscribe to the new ones.

Cannot expand the folder. There is not enough free memory to run this program. Quit one or more programs, and then try again

• Uninstall Business Contact Manager (BCM), it is incompatible with XPLAN IMAP

• Task 'xplan.iress.com.au - Sending' reported error (0x800CCC0F) : 'The connection to the server was interrupted. If this problem continues, contact your server administrator or Internet service provider (ISP).

XPLAN IMAP does not support sending emails via the IMAP account.

• Cannot move the items. The TCP/IP connection was unexpectedly terminated by the server.

• Moving large emails via IMAP can cause the connect to time out.

Processing Incoming Email

Note: In order to use the Incoming Email functionality in XPLAN (Email to XPLAN), you must request activation by contacting Wealth Manage Support or you Account Executive. Once activated, Incoming Email can be accessed by all users on your site.

XPLAN can accept and process incoming emails. This allows for:

• Emails to be linked to a specific client

• Advisers emailing content to be associated with a specific client

• Emails from clients or other entities to be associated with an XPLAN user

Incoming emails are used to create Notes in the Document Library (like Notes created by uploading content via IMAP). Notes are linked to XPLAN entities by both the target recipient, the sending email address and any matched external addresses.

System Settings are available for:

• Enabling entity Contact address matching

• Managing a Whitelist of sending domains

• Mapping Note Types of created Notes to specific sending domains or the Subject of incoming

  emails

• Viewing denied emails.

Incoming SMTP

Note: Emails will be rejected if the From email address does not met at least one of the following criteria:

• Matches a user or client unique email address

• Is not from a domain on the Whitelist

• Is not from a domain on the Domain to Note Type Mappings list.

Emails that are addressed to a username or Entity ID that does not exist will also be rejected.