Financial Advisor Quick-Start Cabinet

This Help topic refers to the following editions:

þ Enterprise þProfessional

 

DocuXplorer Quick-Start Cabinets are designed to speed the process of setting up a DocuXplorer Library.

DocuXplorer Libraries, like your physical office, contain structures of Cabinets, Drawers, and Folders. The documents are stored in the Folders and associated to an Index Set. Each Index Set can have up to 25 user-definable fields. A Quick-Start Cabinet contains a sample Drawer and Folder structure, and a pre-defined Index Set with fields that have proven successful with existing DocuXplorer users for their industry. The pre-defined Index Set can be modified to fit your specific needs.

To connect The Financial Advisor Quick-Start Cabinet to your Library:

 

The Financial Advisors Quick-Start Cabinet is composed of Drawers arranged alphabetically. The Folders are labeled with the Client’s Name. The Financial Advisor Client Document Index Set is composed of 12 user-defined fields. They are:

 

Priority

This field allows you to color code the documents. Color-coding a folder can give your users a quick visual cue as to what documents may need attention or an action.

You can add text to the color-coding Priority using the field’s Properties dialog box. To see more information use the program help item ”r;Color-Coded Static Data List Field.”

 

Client Name

This field is used to associate the document with a client name, and is defined as a Text Field set with the Dynamic Data Lookup List edit control. This allows a lookup list item to be created as a new document for a new client and is added to the Library.

Since the Folder name is the same as the client name, this field uses a DocuXplorer Auto-Indexing Variable to auto-populate the field with the Folder Name reducing data entry.

 

Account

Many clients have multiple accounts, (i.e., Investment, IRA, 529, etc.). The Account field has been established to define the account that a specific document is associated to. This field is a Text Field set with the Static Data Lookup List edit control.

The Static Data List assures that all entries are always accurate and allows a user to simply select an item from the pre-defined list. All Static Data Lists provide auto-complete functionality to speed data entry. You can revise the pre-defined Static Data List in the field’s Properties dialog box. More information is available in the program help item ”r;Static Data Lookup List Field.”

Use this field to group client documents in a folder. In this way all documents for the same account are grouped together. The display of the folder then makes it easy for a user to see all of a client’s related documents.

 

Document Type

Another item you will want to define a document by is the Document Type. A Document Type may be a statement, trade confirmation, e-mail, correspondence, or other document type. This field is also a Text Field set with the Static Data Lookup List edit control. Add or remove items to or from the default pre-defined list as described in the Account field.

 

Subject

The Subject field is a default field in DocuXplorer and will always display data about a document even when a folder is filtered to display the All Documents Index Set. Enter a short description of the document in this field.

 

Trade Type

This field is designed to identify a trade type as either a Buy or Sell and is relevant when the Document Type is a Trade Confirmation. This field is a Text field set up as a Static Data List with two entries ”r;Buy” and ”r;Sell.” This field becomes valuable during an audit or to track, along with the next field, which securities have been traded and their trade type for all clients.

 

Stock Symbol

This field is used to identify which securities have been traded as related to a specific Trade Confirmation. This is a Text field set up as a Dynamic Data Lookup List. Set up this way Security Symbols are added to a lookup list which allows auto-complete functionality. When a previously entered security is related to a new trade simply start typing and select from the displayed drop-down list to speed data entry.

 

Document Date

This is a Date Field. Enter the actual document date or select the date from the drop-down calendar.

 

Tax Year

Use this field to determine a document’s tax year. This field is defined as a Text field with its properties set to ”r;use the data last entered.”  When a tax year is entered, it will display for all new documents until it is changed to a new tax year at which time it will continue to display the new tax year until it is changed again.

The Tax Year field provides the ability to Group a Folder by tax year as well as create queries based on specific tax years. For example, an auditor may be looking for all trades for a specific client for tax year 2002.  The query might simply be ”r;able, max trade 2002” to bring up all trades for client Max Able for the year 2002.

 

Purge Date

This Date field, used with an Auto-Indexing Variable, automatically creates a purge date 7 years from the date the document is added to the Library.

DocuXplorer does not automatically purge documents. We believe there should always be human intervention and confirmation when purging anything from the Library.

Use the Purge Date field to create a ”r;Search by Field” Query for all documents within a date range (i.e. greater than or equal to 1/1/2015 and less than or equal to 12/31/2015).

Look over the resulting list of documents and you will see some documents you may want to keep permanently such as a Power of Attorney, and many that you need to purge like Trade Confirmations. Delete those unneeded documents. The deleted documents will go to the Recycle Bin where an administrator will look them over and permanently delete the documents by emptying the Recycle Bin.

 

E-mail From

Auto-populates the ”r;e-mail from address” when using the DocuXplorer-MS Office integration and saving e-mails from Outlook.

 

E-Mail To

Auto-populates the ”r;e-mail to address” when using the DocuXplorer-MS Office integration and saving e-mails from Outlook.

 

Assigned to

This Text field set up as a Static Data List is used in creating Workflows. The field will designate which employee or group of employees a document is assigned to and works with the Status Field to identify a document’s Workflow.

Within a Workflow, you can create a series of Saved Search Documents (see the program help item ”r;Saved Search Documents Overview”) so that each employee can automatically bring up a list of documents assigned to them for a specific Status. Once the employee has completed their task, they can reassign the document to another employee and reset the Status to identify the next step in the Workflow.

Use the field’s Properties Dialog to change the Static Data List to your own employees or groups.

Status

This Text field is set up as a Static Data List and is used to create Workflows. The field will designate the Status of a document based on your business process. Default status’ have been predefined for ”r;Waiting for Review”, ”r;Needs Action”, ”r;Complete”, and ”r;Incomplete”. Use the field’s Properties Dialog to change the Static Data List to suit your own business process.

 

The fields provided here are an example of how a Financial Advisor might set up a Library. As with everything in DocuXplorer it is easy to add, remove, or modify these fields. Use the Program Help when you have a question or e-mail support@DocuXplorer.com if the Program Help does not answer your question.