Hi Everyone,

Now that we have upgraded to V2.12, we have access to a new feature that allows users to integrate their emails into Xplan in the Document Library. This feature is an alternative to the Outlook Plug-In and IMAP options, and is ideal for those users who do not use Outlook.

An email can be added as a Note in the Document Library simply by sending or forwarding an email to an Xplan email address.

Xplan email addresses are available for Clients and Users. The system matches emails based on set criteria, and attaches the email as a file note to the correct entity.

Xplan Email Addresses for Clients:
The format of the email address must always be entered as:
This email address is being protected from spambots. You need JavaScript enabled to view it.

To obtain a client’s entity id number, go to Key Details > Personal Details, and it is the first field listed on the page:

 Using the example provided in the client image above:

The result in Xplan, is that a note is created against that client entity.

 Note: It automatically creates the Note as an “Email” Type.

The Xplan email address are used solely to add Notes to the client entity – the client will not receive any emails that are addressed to the Xplan email address. 

This functionality works the same for Users.

Xplan Email Addresses for Users:
The format of the email address must always be entered as:
This email address is being protected from spambots. You need JavaScript enabled to view it.

Note: The username is the User Id that is used to login to Xplan. 

Ideas and Tips for Using Email to Xplan

1. Sending emails to clients out of Xplan will automatically create a Note against the client record. However, if you do not use Xplan to send outgoing emails and use other systems e.g. Gmail, Thunderbird or other web-based email systems. you can simply CC the client’s Xplan email address to ensure it is added into the Xplan Document Library. NOTE: this functionality does work in Outlook, however most Outlook Users to tend use the IMAP and Plug-In options.
2. To save time, add the Xplan email address into your email contact/address book with the client’s standard email address - this will save you time ensuring you don’t need to look-up the client’s entity id every time you wish to forward or send an email to Xplan; this makes it easy to store the Xplan email address and ensure both addresses are used when you send your client an email. You can send the email TO the standard email address, and CC the Xplan email address.

3. If you have used the above idea, you could add a Note to bottom of your emails asking your clients to hit reply all to your email – this way their response email will also automatically be added to the Xplan Notes without you having to forward it. Understandably, for professionalism, you may prefer not to do this, so you still have the option of just forwarding their response when you receive it.
4. Depending on the email system you are using, you may be able to setup automatic filters or forwards e.g. if an email is received from client This email address is being protected from spambots. You need JavaScript enabled to view it., the email is automatically forward to This email address is being protected from spambots. You need JavaScript enabled to view it..
5. If your clients have other professional advisers that you correspond with e.g. accountants or lawyers, the functionality could still be helpful. You could send an email to the other advisor and CC the client’s Xplan email address. You could then ask the advisor to reply all and their response could be added as a Note in Xplan against the client entity.

 
We also encourage all Users to watch the relevant section of the online webinar 'Feature Focus - Xplan and Emails' for further information on this feature.
http://support.iress.com.au/xplan/2.0%20tutorials/Articulate/Feature%20Focus%20XPLAN%20and%20Emails/story.html

If you have any questions regarding this feature or would like further information, please don't hesitate to contact us.

Any questions regarding the intergratiom of your emils with Xplan please contact us at Specialist PMC. We would love to assist you with any of your Xplan requirements please click here: This email address is being protected from spambots. You need JavaScript enabled to view it.

The Team at Specialist PMC

Specialist Practice Management Consultant
Xplan Site Administration
Xplan Customisation
www.specialistpmc.com.au
0431 279 923