8th May AMA: I'm Kenny Foo, Xplan implementations expert, Ask Me Anything!

Hi jennifer.bendeich​, great questions!

Re: automating actions into a file note, there are a couple of options. If this task is part of a workflow, you can have multiple actions built into the task outcome, so that action 1 is to update the FSG page, and action 2 is to record a file note (using a template if you like). If this is not part of a workflow, after updating the FSG of all clients, run a Scheduler to search for all clients with FSG updated on that date, then create a file note again using a template.

With tracking implementations, this is a complex problem as you know, and the simplest solution I can think of is to use Cases with workflows linked to it. You could use a different Case template for each different type of implementation (e.g. Insurance, Super, Investment, etc.), then kick off a Case for each implementation item, e.g. Macquarie Super application, AIA insurance application. The Case benchmarks allow you to keep track of supporting material, and the workflow will help with keeping track of deadlines.

Alternatively, you could use note templates and utilise the follow up task functionality, so that all the required actions are captured in the file note, and the follow up tasks created will retain the file note information, and you can set a due date.

Hi alison.isherwood​, without knowing the specifics of what you're trying to achieve, there are a couple of options that might help:

1. If you're updating a Thread template, you can push the update to existing threads by clicking on the "Update All Threads" button. Note that this only updates threads which do not have any tasks activated as yet.

2. To close out threads in bulk, you can filter for tasks by thread template in Classic Tasks View only, and abort all tasks in bulk. You can then abort all subsequent activated tasks, choosing the shortest path, until the threads are closed.

If you need help with any specific scenarios, please raise a Service Desk request via Iress Connect for a team member to investigate.

Hi bernadette.shiels​, Scheduler's your friend! You can get Scheduler to search for clients that need to top up super (e.g. via client category or marketing/interests, or a Yes/No field you have on your site), and then to either just send an email, or also to kick off a thread for you to follow up and action. See this blog for more details. Also, look out for laura.capozzi​'s upcoming blog on Schedulers! 

Howdy!

laura.capozzi​  did a great piece on designing workflows.

To add to that, my advice is:

1. Always build your workflow in a Case template. Even if you’re not using the Case benchmarking feature, you can easily incorporate them in the future if you want to. Conversely, if you build your workflow using normal threads and you decide you want to leverage Cases, you’ll need to rebuild the workflow from scratch in a Case template.
2. (Per my response to @suzie.vincent above) Use a spreadsheet to list out each task, outcomes, and activating conditions of each task. Number each task (e.g. “1. Book client meeting”) so it’s clear where you are in the process.
3. Start small, keep the workflow as short and simple as possible, then once you’ve road tested the workflow in the business for a little while, then look at what else needs to be built in. If the workflow is too complex and has too many tasks to start with, this may create unnecessary noise and become a hindrance.
4. Consider who needs to receive notifications from a task. Would suggest only including those on a need-to-know basis only to minimise noise.
5. How do you want to kick off this workflow? Take a look at this blog to see what options you have available.

The most straightforward solution I can think of is to:

1. Flag clients with SMAs – you could use fields like Client Category, Marketing and Interests, Newsletters, whatever makes sense for your practice.
2. Use Scheduler to kick off your review workflows by searching for the flagged clients with SMAs. You can find more info in this blog.

If anyone else on here have other ideas, I’d be keen to hear it!

Miro, Visio, or Mural are great tools for mapping out your threads visually. Having said that, a whiteboard or butcher paper are also effective if you prefer a more tactile experience! If you find software/whiteboards too fiddly, you can do the same thing with sticky notes on a wall – this allows you to easily move the pieces around to get the right steps in the process.

I would also use a spreadsheet in conjunction to list out each task, outcomes, and activating conditions of each task. Number each task (e.g. “1. Book client meeting”) so it’s clear where you are in the process.

When designing a workflow:

1. Start small, keep the workflow as short and simple as possible, then once you’ve road tested the workflow in the business for a little while, then look at what else needs to be built in. If the workflow is too complex and has too many tasks to start with, this may create unnecessary noise and become a hindrance.
2. Consider who needs to receive notifications from a task. Would suggest only including those on a need-to-know basis only to minimise noise.

Hi everyone and welcome to today's AMA! Great to see all your questions already. In order to see new questions and responses as they come in, make sure you refresh the page regularly.

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