Xplan Expert12th Feb AMA: I'm Courtney Youngblutt, Xplan Design Consultant & efficiency expert, Ask Me Anything!
Hi Courtney,
I would like to set up an ‘Advanced Search’ when Fee Consent is set to Yes.
How do I set up the search
- Entity Status = Client
- Fee consent = Yes
- Search Client and Partner
- Next consent Date = next 30 days
Once the Advanced search is created, then set up the Scheduler to run every day
Then the same report, but for Fee Consent that is overdue?
Thanks
- courtney.youngblutt
Hi Sally, thanks for your question!
With the option to bring the reference dates in line, rather than searching for each line item in the fee consent element, a more efficient approach would be to search for the Next Reference Date fields, assuming all your ongoing fee arrangement forms are due at the same time.
When setting up your search criteria, consider how often you want the schedule to run and the implications.
With the example below, I have set the criteria to look for a reference date between 29 and 30 days. If run daily, each day you would get clients who have a reference date 30 days into the future. Alternatively, if you set this to look for a reference date between 0 and 30 days and ran it daily, each day you would get clients who have a reference date anytime within the next 30 days - so each day some of the same clients would appear on the list. Conversely, if run monthly, then on the 1st of the month you would get all clients with a reference date from today up until 30 days into the future - if the next reference date was today or tomorrow, you would not have a lot of time to get them to sign!
Your search criteria could look like this:
(Entity Status = Client AND (Is Partner = No OR Is Partner = Yes) AND Opt-in Required = Yes AND Next Reference Date is Between 29 - 30 days)
For Scheduler:
1. Your first step would be ‘Client Selection’ and then choose the saved search criteria we set up above.
2. Your next step could be any one of the following automations in the list below.
Did you want to send an email to the clients using an email template, add a task or thread/case, xport the list and email it to someone?
3. Once set up, run a few tests so you are comfortable that it is returning the result you wanted.
4. Next, select the recurrence tab and set when you want the Schedule to run. If running over a large client base or if you expect a large result, it is best to set the Schedule to run out of hours.
5. Finally, and almost most importantly, don’t forget to enable it!!! 😄
Plus, once the advanced report is run, what types of reports are people running to show the client, product, fees and the date?
- courtney.youngblutt
This one is a little more tricky to answer in this forum as it really depends on where you storing your product and fee data. If you are using the standard Ongoing Fee Arrangement (old opt-In) and Fee Consent elements, there are some great widgets and some xmerge code posted above (I'll tag you in it now).
If wanting to run a report via Scheduler you might like to build out an xport report that extracts the OFA & Fee Consent details.
Thanks, I have created an xport report, but the data pulls through all assets in the Fee consent area that includes Fee consent 'yes' and consent set to 'no' - it needs alot of filtering.
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