Did you know you can automate secure communications and report delivery to your clients via the Client Portal using Scheduler? By combining a file note template with portal access enabled and an Xmerge template with specific settings, you can "set and forget" recurring activities like quarterly portfolio reporting or FSG distribution without any manual intervention.
- Eliminate manual tasks: Stop running reports one by one; let Scheduler do the work in the background while you focus on the actual advice.
- Securely delivery sensitive data: Using Secure Messaging via the portal is significantly safer than emailing sensitive financial data.
- Ensure consistency: Ensure every client in a specific segment receives their reporting at the exact same time, every time.
To set up the automation
- Configure the File Note Template: Under Notes & Documents > Templates, create the file note template that will be used when you run your Xmerge report.
- Set the Type and Subtype, Tags and Note Permissions
- Enter the subject and body you want your client to see
- Then under the “Related” tab, set Client Access to Yes and choose to Notify the client on note creation (This will send the preconfigured Client Portal email to the client letting them know they have a document to view)
- Configure your Xmerge Report: Choose your desired Xmerge Template (e.g., Quarterly Portfolio Report). Set Add to Note = Yes
- Select the File Note template you created
- Identify your audience: Create a Saved Advanced Search. This ensures the automation only targets the correct group of clients.
- In Scheduler, create your automation rule to use your Advanced Search criteria and merge your report. When the report is merged, it will automatically add a file note using your note template which is configured to show in the portal and email the client to let them know it’s there! Then schedule it to run automatically.
Not keen on having the reports go automatically? You can still set up the Schedule - but instead of enabling it to run automatically - a team member can choose to run it on-demand
Pro Tip
💡 Think about how you can code your template so that no manual intervention is required. If your report currently requires someone to select a date range, consider updating the code to always merge the previous quarter or previous 12 months.
💡Use syntax to rename the merge report so that it reads nicely when the client downloads it. So instead of “reportout-126484526-54841987.docx", your file can merge as "Fee_Consent_Form_Smith_June_2025.pdf"
