Xplan ExpertAMA: I'm Courtney Youngblutt, Xplan Design Consultant and efficiency expert, Ask Me Anything!
đź“šThanks 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!!
Hi Courtney
Is there a way to send an automated templated email to a client on their Birthday?
Please also go through auto sending quarterly reports and sms reminders for appts also.
It would great if xplan task lists for a day could be ordered (like drag and drop) for priority (not just using priority drop down) - is this possible?
If there are any other xplan efficiency gems you know of and no one has asked about, please share, as we don't know, what we don't know until we know it!
Thanks ;)
Xplan ExpertQuarterly reports can be automated in a similar way to the birthday email above using Scheduler.
- Decide on your reports
- You could create an xmerge report pack or use your preferred reports direct from Portfolio
- Create your email template
- Use xmerge code to personalise the content
- Link your xmerge or portfolio reports to the email template
- Create an advanced search criteria
- This is really up to you - decide on what clients you’d like to send the report to and align the criteria accordingly
- Set up a schedule
- Set the schedule to use your search criteria to search for clients who you want to send quarterly reports
- Set the schedule to send your email template
- Schedule it to run quarterly or at your preferred time
- Don’t forget to enable the schedule for it to run
The key to achieving the greatest efficiencies with this automation is to trust your data. Make sure you have robust routine processes in place, ensuring key client and portfolio data is accurate and up to date.
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