12th Feb AMA: I'm Courtney Youngblutt, Xplan Design Consultant & efficiency expert, Ask Me Anything!

We all know that data accuracy is the key to efficiency – want to make 2025 the year you leverage your data with Xplan?

For example, curious about using advanced search criteria and Xport to audit your data? Need help merging duplicate records or tidying up outstanding tasks? Looking for advice on implementing the new Ongoing Fee Arrangements (OFAs)? Or maybe you have feedback or questions on what we rolled out in 2024?

Join me here on Wednesday 12 February from 3pm to 4pm.

I’ve worked with hundreds of practices to optimise processes and boost everyday efficiencies in Xplan. If you have a repeatable process, there’s a good chance I can make it more efficient for you with Xplan. I’m here to help!

Start popping in your questions below and Ask Me Anything!

❗️Update: This AMA has now ended but please continue to pop your questions in the discussion forums and make sure you tag me at @courtney.youngblutt

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Comments

rainier.reyes

Welcome everyone to this AMA thread!

Please ensure you read the instructions on the right-hand side of this page.

Submit your Xplan questions now by hitting the 'Reply' button on the post above and Courtney will answer them via text during the scheduled time.

Not sure what to ask? I highly recommend checking out her latest blog on doing some Xplan housekeeping to start the year.

If you have any issues, please don't hesitate to send me a message.

Looking forward to seeing all your questions!

kshanks

Hi Courtney, always keen to learn more efficient ways of doing things in Xplan and looking forward to this AMA. No questions as this stage.....keen to hear what others ask.

kenski.arriesgado

Hi Courtney, I am keen to know on what is the best and efficient way to merge duplicate client records as well as duplicate tasks on XPlan?

Also, just want to ask if Outlook emails (like task updates) is best to save on Xplan File Notes or Xplan Task Comments & Attachments?

Looking forward for this AMA Forum.

s.hanley

Hi Courtney, would love to hear any tips around implementing the new OSA's but also around automating as much as possible of our OSA/review process. We use threads, not cases and am wondering if this is something we should be looking at?

sharna.warren

Hi Courtney,

I am building out some processes and previously I have tracked Workflow by utilising the Lead Stages. This way we can easily manage our XPlan Widgets with a current WIP, the stages can automatically update as certain tasks complete (noting some stages may have multiple tasks) and we can report on timeframes within each stage. The current version of XPlan I am now using only has 6 stages (we've been denied the request to add more), which doesn't allow for much dissecting of workflow. I was wondering if there is a better way to manage our WIP whilst still making it instantly visible (widgets) and reportable.

Also, we are looking to set up our client portal and also attempt to sync our diaries and would be looking to best utilise these functions for automation, do you have some links that show the capabilities and how to set up and utilise these components of XPlan? I've had a bit of a search around, however still familiarising myself with trying to find the most relevant information. Thanks

svincent

Hi Courtney, I'd love to know what's possible with allocating workflow to user groups rather than users or roles. Our CSMs work for specific advisers so it is fairly simple for their tasks to assign based on roles for clients. However, for our workflows like advice preparation and OFA renewal the task is not allocated by adviser, but generally shared out amongst 1-3 specific people depending on their current workload. If you assign tasks in a thread template to a user group instead of a role or person do those tasks appear in the to do list for all members of the group? If so, if they are then 'allocated' a specific member of the group can the rest of the group have easy oversight over all the relevant tasks so they can take over time relevant tasks if the other user is away for a day or more?

kshanks

Hi Courtney,

We currently manually extract data from CommPay and Xplan to then collate in Excel for management reporting. It is time consuming and hoping there is a better way.

We are very keen to learn how to be able to have XPlan run reports using revenue, commpay data, client ages and IPS assets to produce reports similar to this: