🤓 Xplan Hint: Automatically file your emails to Xplan from gmail, outlook or any email client

courtney.youngblutt

Did you know that you can forward an email to your Xplan Group’s ‘inbox’ and Xplan will automatically find the correct client and file it for you? Xplan will even set the correct note type and subtype. If you’re not a fan of the plug in or use gmail or another email client, this one is for you.

Some of you already know that you can file an email to an individual client record in Xplan  by forwarding the email to the client’s “entity id@your xplan site name”. (If you didn't - you do now) but this existing functionality is way more powerful than that.

Simply forward or cc an email to your User Group inbox and Xplan will file it for you. It scans for matching email addresses across your database and files the note against the right client record automatically. Your Xplan Inbox  is your “user group’s id@your xplan site name” (as opposed to your client’s entity id). 

AND you can even have Xplan automatically set the type and subtype of the note that is created based on the email subject by setting up rules that recognise certain words or phrases in the email subject.

It wont' work unless you do this first

If you are not using email to Xplan already, submit a request via IressConnect to have Incoming Email activated for your site and make sure the domain of the incoming email is added to your Xplan Whitelist - your Site Administrator can help with this.

💡Pro Tip

If you prefer emailing to each entity individually but are still manually looking up the entity id each time, create an export containing client name and entity id, add a column for @sitenname then use the excel function ‘concatenate’ to create every client’s unique Xplan email address for you - then import into your email client!

If you’re wondering how long this feature has been available, or want to see the step by step instructions, check out this article from 2015! 🤯

https://community.iress.com/t5/Best-Practice-Xplan/Incoming-email-How-to-automatically-file-your-emails-from-any/ta-p/4660

svincent

@courtney.youngblutt this is a great tip and is really improving the number of emails that are getting added to Xplan. Do you have any tips for a couple of issues we've found.

1 If you create the file note by this bcc method and then it adds the user as an entity to the file note as well as the clients, presumably off the back of recognising the sender email address and matching it to the user records. This in itself isn't causing us any problems as it just stores as a note against the user who isn't aware of it.

2 If you subsequently use the Action, Add Followup Task from the File Note that was created above it adds the task to the User as well as the Client entities. If the adviser has also cc'd an admin team member then it will also add it to them. This does cause problems because the Users see the tasks in their task lists, which is annoying, and requires work to delete/complete.

Is it possible to have Xplan only search for Client entities in both the instances and ignore user entities?