AMA: I'm Zita White, Xplan doc notes expert and product manager at Iress, Ask Me Anything!

That’s a great question fenella.smith 

Several third-party providers integrate with Xplan, including Voice Recognition, Lumiant and Avanser. We’re also in discussion with additional providers to add them to Iress Open, but there are no confirmations or ETAs at this time.

Jessica Lamb shared an excellent video in a previous discussion about using a Google Chrome extension for voice-to-text in Xplan. You can check it out here: speech to text - Xplan integration | Advisely 

Additionally, YBL offers a third-party product that uses AI to listen to your meetings, providing prompts for missed questions and assisting in producing meeting notes. While it doesn't automatically save notes to Xplan yet, it can update fields in Xplan based on your meeting. This could be a great tool to increase efficiency.

Hi sarah.schultz, this topic recently surfaced in our doc notes initiative. Unfortunately, we couldn't address it due to time constraints. However, we’ll review the feedback we've received for future implementation, and I've noted your idea for consideration.

Is there a way of doing more advanced searches for documents?

For example, I would like to search for a document with the subject name that starts with "Record of Advice" (no text before it), or to search for "ROA" (case sensitive), or a subject line that contains both "Record of Advice" and "implementation", but it can have other words in between.

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Thank you everyone for joining and submitting your questions. Don't forget to refresh the page as new questions and answers come in!

Hi amc and thanks for submitting the first question.

Without knowing the specifics of the questionnaire and the output, my initial assumption is that True Potential’s solution has likely digitised a simple process rather than using AI. A digitised process typically applies "if this, then that" logic to control the content of the output, such as the suitability report in this case. I assume the questions are basic, e.g., “Have your circumstances changed?” If the complexity increases beyond a certain point, it would likely be referred to an adviser.

The primary challenge lies not in the technical implementation but in defining the decision logic—understanding what each response signifies and building out the coded document to reflect these decisions. While AI could perform a similar function, it requires a significant dataset to analyse and extract historical patterns to provide answers for future scenarios. For AI to be effective, we need a robust, digitised dataset from which it can learn. For simpler scenarios, a decision tree outlining the advice process could serve as the foundation for automation.

Digitising the process offers greater control over the advice given, but comfort levels, historical data for training, and cost remain significant hurdles in AI adoption. Considerations around contracts, privacy, and data security are also important factors.

Iress’ Digital Advice product currently uses elements of digitised logic but continually evaluates its product strategy. AI in this space is more of a long-term strategy rather than a short-to-medium-term solution. While Xplan has the potential to incorporate such automated processes, leveraging AI effectively requires careful planning and significant data analysis, making it a path worth exploring.

There are parts of the process that can be achieved with current Xplan functionality. The review check-in in Client Portal can be configured with your questions. Once notified that the client has completed it and the results have been entered into Xplan, the RoA could be generated based on the client’s responses. I suggest discussing your desired scenario with your Relationship Manager to see what can be achieved now.

Hi genevievegibson , I understand that someone at Iress has already been in touch to discuss your specific requirements. However, I will still provide guidance on how to extract notes and attachments from Xplan.

Using Xmerge

• All file note attachments from selected entities, extracted in one or separate zip files
• All file note attachments for a single client.

Using Xport

• Notes and attachments for a specific client
• Notes and attachments for selected entities

Hi jaclyn.bazin4, unfortunately, it’s not possible to automatically link documents uploaded in the FSG section to a doc note. This functionality is not currently on our roadmap, but I've noted your suggestion for future consideration.

Regarding your question about saving an attachment from a task as a doc note, or linking it to an existing note, this is also not possible at the moment. Although this was considered as part of our recent doc notes uplift initiative, we were unable to include it due to time constraints. However, we have noted your suggestion and will review it for potential future enhancements.

Hi csampsonAbsolutely! You can use the 'view notes by' filter to choose from the date options: document created, document modified, or reference date. The second field then allows you to set the range. If you prefer a custom range, select the 'any days' option and a pop-up will appear for you to choose your desired range.

Hi darrylgunther4, sure! You can update the FSG details for individual clients using the FSG element, usually located on the FSG page. Depending on the Xplan site you use, this is often found within the Admin or Compliance menus. For detailed instructions, refer to this video in the Iress Community.

To update FSG details in bulk, you can use the "Modify All" functionality. This allows you to mass modify data for a selected list of clients. Follow these steps:

1. Use the Advanced Search functionality to refine your list of clients.
2. Run the "Modify All" functionality on the selected client list.

Important things to note:

• The "Modify All" functionality is powerful and irreversible, so please proceed with caution. For more information and instructions, refer to the Iress Community links:

• • Advanced Search
  • Modify All

• Depending on your Xplan site and user capabilities, you might need to contact your site administrator for assistance with running these bulk updates.

If you need to add additional FSG Version numbers to the field, this can be done by editing the Field Definition in the interface. This task must be completed by your Xplan site administrator. If you are the site administrator, instructions on how to edit field definitions is available here.