Xplan ExpertHi Laura,
We are wanting to try and streamline our annual review process and we are wondering how we can achieve the following:
Create a thread linked to the Upcoming Fee Disclosure date in Xplan to generate a Task to go to the Administrator 30 days prior to start the annual review process? Is this possible?
Send an automatic email through Xplan to our client 1 month prior to their upcoming fee disclosure date in Xplan to arrange their annual review?
Set up an automatic SMS to our clients 1 day prior to their appointment?
Thank you in advance.
Xplan ExpertHi Alyssa,
Thank you for your question. It's great to hear you want to automate your reviews. This is a topic that is very close to my heart when it comes to efficiency, and I highly recommend using a combination of the Review Module and a case workflow for this exact purpose.
You can set the anniversary date as a type of review in the Review Module and set up a case workflow to automatically kick off the first task 30 days before the date in the module. The configuration of the workflow itself can be whatever you need it to be. For example, you can have both the initial task to the administrator to activate AND you can have the automated email sent to the client off the back of this task (or even the task following the administrator's one).
The SMS reminder can also be set up as a template and can be sent via a diary event template (even if you don't use Xplan calendar, you could still set up the diary even just for the purpose of sending the SMS reminder to save you time and you won't need to remember to do it manually).
The biggest advantage of using a combination of the two functions together is that upon the completion of the entire review process and the case itself, it can automatically reset the next review for the following year based on the frequency you have selected in the Review Module.
If you would like to know more about Cases and Benchmarks and how the above can be set up, you can attend our upcoming Cases Virtual Classroom session on Tuesday 1st October at 11am. If you still need assistance after this, check with your Account Manager for details on how to get in touch with the customer services design consultants team.
Hi Laura,
Thank you so much for your response.
If we are not using cases, are we still able to set up a thread workflow to automatically activate 30days prior to review and send an email?
Xplan ExpertYes, absolutely!!
Terrific! Do you have any materials that would assist me in creating?
