12th Feb AMA: I'm Courtney Youngblutt, Xplan Design Consultant & efficiency expert, Ask Me Anything!

Hi Sally! Welcome, thanks for posting.

I always recommend Cases as they have the added functionality of being able to link to the activity in Xplan that proves that you did the tasks. e.g. If an FSG is required, link the FSG record to the case, if a Xtools+ scenario is required, link the Xtools+ scenario to the case, if you write a file note about the work you are completing, link it to the case, even if it is not a required benchmark etc. This makes it easy to ensure everything is completed and provides evidence of supporting documents if you ever have to go back and review or are audited.

Having said that, threads are fine too, as they definitely help create efficiencies and step you through the process.

There’s a great article summarising the new OSA (Ongoing Service Arrangement) or OFA (Ongoing Fee Arrangement in community here: Managing Ongoing fee arrangements in Xplan in 2025

My tips for managing this process would be:

1. Get the foundations right - follow the guide and make sure your system settings etc are up-to-date. Edit the element on the interface to only show the fields you now need (where possible). Hide FDS fields etc. make sure your client data is right!
2. Consider whether you can simplify previous review and FDS processes into a single process, combining your review and OFA process by bringing the reference date inline with review dates. Also look to bring client and partner reference dates inline with each other and with the review date wherever possible. Much easier to have the client sign the OFA’s in the meeting, where they can ask any questions.
3. Use a case or thread to coordinate the process.
4. Before coding your OFA - check with your providers to see if they accept a generic fee consent form or whether you have to use theirs!
5. Have the case or thread activate automatically from the review date in the review group. Have the first task auto send a review invite (along with a Calendly link for clients to book online) and set the Opt-In status to ‘Pending Client Decision’ automatically on task completion. (look to sort the task list by subject then complete all review tasks in bulk for further efficiencies) OR Use Scheduler to run a search for clients with a review/reference date 120 days before today and automatically send a review invite and activate a thread.
6. Have the last task of the process redirect the user to the OFA screens in Xplan to ensure all fields are up-to-date and ready for the next 12 months of ongoing service.
7. Importantly, don’t forget to factor in terminating fees if a client does not sign a new agreement in time - have a task in your workflow to follow a termination process if a client does not sign. Use the system settings to automatically set the opt-out status to opt-out 150 days after 'Next Reference Date', run a daily Schedule to search for clients with:
   • [Opt-in Acceptance History] Date Between (days) and (days) In The Past 0 - 1
   • [Opt-in Acceptance History] Opt-in Update Type Equal Opt-in Status
   • Key Details] Opt-in Status Equal Opt-Out - No Client Response
8. Use Widgets - the next reference date is the old next opt-in date field relabelled so all the Opt-In Widgets will work as expected. There is a widget that can track changes to the Opt-In status so you have complete visibility.

For other great tips on managing the review process check out these articles by laura.capozzi and jessica.lamb.

• How to build a better client review process
• How automating the client review process can save you time
• A fresh look at the Review Process
• Free tool: 7 steps to automating your client review process
• AMA: I'm Laura Capozzi, Xplan Design Consultant and efficiency expert, Ask Me Anything!