Adding or Deleting Review Responsibility in bulk (Xplan)

Question

Good morning,

Just wondering whether there is a way to add or remove a Review Responsibility in bulk.

I’m aware that we can use the Modify All function on a saved search list; however, the only option available appears to be Change Review Responsibility, which reassigns the responsibility to another user.

What I’m hoping to do is either add a new Review Responsibility or remove an existing Review Responsibility for a group of clients. If this isn't possible via Modify All, is there another option, such as Import Data, that could be used instead?

At the moment, we need to update these individually, which can be quite time-consuming when working through a list of 50+ clients.

Any tips or workaround would be greatly appreciated.

Thank you!

jaclyn.stevens · Answer

Hi @margaux.bugante

Unfortunately, bulk import is not currently supported for adding or removing existing Review Responsibilities. Importing this information could overwrite the existing review data rather than safely amend it. It could also affect any review threads, tasks or cases linked to those reviews, which is why this option is not supported.

To clarify, the Modify All function can be used to change a Review Responsibility. Are you asking whether there is a way to use criteria filters to generate the initial list of clients transferring from a senior adviser to a junior adviser?

Also, where a client is moving from a senior adviser to a junior adviser, would the intended action be to remove the Review item entirely, rather than simply reassigning it?

The following options would not resolve the immediate requirement to bulk add or remove existing responsibilities. However, they may help ensure the correct workflow is activated when a client moves between FUM segments.

Use a client category or segment field

If clients are segmented based on FUM, do you currently capture this using a client category, service level, FUM band or another field? If so, this field could potentially become the source of truth for determining whether a client follows the Senior or Junior Adviser review process.

It may also be useful to confirm when the FUM segments are reviewed. If a client’s FUM position is reassessed during their current review, or when a change in circumstances is identified, a task could prompt the adviser or administrator to:

* Confirm the client’s current FUM segment.
* Update the client category or FUM field.
* Determine whether the client should follow the Senior or Junior Adviser process.
* Select the appropriate next Review Type.

This would allow the client’s review process to be updated at the point the change is identified, rather than relying on a later bulk update of Review Responsibilities. While this would not provide a bulk add or remove function for existing Review Responsibilities, it may reduce the need for those updates by ensuring the correct workflow is activated as part of the normal review process.

Use Review Types instead of relying only on Review Month

Rather than using the Review Month field alone to manage the Junior Adviser process, you could investigate using separate Review Types based on the client’s FUM position, for example:

-  Review Type: FUM above threshold

-  Review Type: FUM below threshold

The relevant Review Type could then activate the appropriate workflow, review frequency and task process, rather than relying on the servicing adviser to determine which workflow should apply.

This approach may help ensure the correct workflow is triggered when a client’s Review type changes, without requiring the Review Responsibility to be manually added or removed each time.

Use an inactive adviser for junior adviser reviews

If Junior Adviser reviews do not need to be assigned to a specific adviser, another possible approach would be to create an inactive or generic adviser profile and assign the Review Responsibility to that profile.

If the review type activates the tasks, threads or cases for the junior adviser, these would need to be regularly monitored to ensure activities assigned to the inactive adviser are not missed. This approach would therefore require clear ownership and monitoring controls.

Overall, the suggested approach would be to have the client’s FUM segment or Review Type drive the appropriate workflow, with updates made when a change is identified, rather than relying on bulk maintenance of Review Responsibilities.

Regards

Jackie

margaux.bugante · Answer

Hi @jaclyn.stevens, thanks for your reply.

Our clients are segmented based on FUM values. Clients who meet the FUM threshold are assigned to a Senior Adviser and placed on a formal review cycle. This includes a Review Responsibility that triggers a review case when the review becomes due.

Clients who fall below the threshold, however, are assigned to a Junior Adviser and do not follow the same review process. These clients are managed differently in Xplan, with a Review Month field used to determine their review schedule instead of a Review Responsibility.

As our adviser allocation is FUM-based, clients can move between Junior and Senior Advisers as their circumstances change. As a result, I occasionally receive lists of clients that need to be reassigned. For example, when clients are transferred from a Junior Adviser to a Senior Adviser, they may need a Review Responsibility added. Conversely, when clients move from a Senior Adviser to a Junior Adviser, their existing Review Responsibility may need to be removed as it is no longer applicable.

As these transfers often involve multiple clients at a time, I was hoping there may be a way to add or remove Review Responsibilities in bulk rather than having to update each client individually.

jaclyn.stevens · Answer

Hello @margaux.bugante

Thanks for raising your query. I understand you’re already aware that existing review responsibilities can be reassigned from one user to another using Modify All > Change Review Responsibility functionality.

To help us understand the additional requirement, could you tell us a little more about what you mean by “adding” or “removing” Review Responsibility? Each review can have one user assigned as the Review Responsibility, and the field requires a user, it cannot be left blank. A new review will generally default to the person who creates it.

If you are able to provide an example of what you would like to happen, we can better understand your use case and confirm the best approach.

Thanks

Jackie