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courtney.youngblutt
Iress Contributor
Iress ContributorAMA: I'm Courtney Youngblutt, Xplan Design Consultant and efficiency expert, Ask Me Anything!
Do you ever wish there was a way to automate some of your daily routine tasks in Xplan and free up time and work on things that matter?
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📚Thanks so much for all of your questions! Some of them definitely required me to think outside the box but also reminded me of how flexible Xplan can be in helping to automate processes.
There were some common themes around how to automate various activities in Xplan. I’ve included some links to a couple of useful community articles below in case you want to try out any of these in your practice!
- Email Templates
- SMS Email
- SMS Email System Settings
- Client Appointment Reminder via SMS
- Advanced Search
- Advanced Search - Adding and saving criteria
- Campaigns
- Manage Schedules
Tip when using Scheduler - don’t forget to enable it once you have set it up!!
We are currently in the process of reviewing our approach to managing Fee Consents for clients.
At the moment, we rely heavily on spreadsheets provided by various product providers, which we recognise is not the most efficient system. Therefore, we are looking to streamline our workflow by using Xplan as the primary source of truth.
To that end, I would appreciate your insights on the following:
- Do you have a process in place that utilizes Xplan's Scheduler to track fee consents due within the next 60 days?
- When setting up Scheduler and nominating the 60-day period from the Fee End Date, does the system pull the Fee End Date from the "Edit Base Settings"?
- OR, does it source the Fee End Date from the individual account level?
Thank you in advance for your assistance.
- courtney.youngblutt
Hi Sally, I love that you’re using scheduler - so many routine tasks can be automated with this function! Scheduler is a great way to automate the tracking of fee consents.
Save your advanced search criteria to look for a ‘fee end date’ due within the next 60 days, and then set up a schedule to run the search at set times each week or month to match your internal process. For example, if your criteria are looking for a fee end date between 0 and 0 days (i.e. today) then your schedule should be set to run daily.
The action you automate from Scheduler is up to you - you could auto email the client a fee consent form to sign, activate a workflow for the team to work through steps in a process, or simply email the list to a team member. I hope that helps!
Hi Courtney, thanks for your response.....love that Scheduler can automate my workflow....just a question about the auto emailing of the fee consent form.......at this stage the providers won't accept our 'own' fee consent forms, so we are generating separately from different product providers as per their requirements. Do you think that this 'one' fee form across all providers is coming soon?
- courtney.youngblutt
Hi Sally, I agree that it's a challenge when providers want their own specific form signed. I certainly hope a single approved fee consent form comes in as par of the QAR changes and it does seem like there is consensus on that so fingers crossed.
- courtney.youngblutt
To answer your next question, when setting up Scheduler and nominating the 60-day period from the Fee End Date, the system uses the end date set at each individual account level. This is because in some cases, fee consent may be needed at different times per product provider /account. If your internal process is to align all the client’s accounts to have the same fee consent end date, rather than manage this per account, you could use the Opt-In dates or a review date to simplify the process.
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