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Change Log:
Date | Changes |
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September 2021 | Comprehensive documentation about using Form Matrixes |
Audience: Financial Professionals and Account Managers, Back Office, platform administrators, and business analysts.
Functionality: The Forms Matrix Domain is used to package one or multiple forms for specific products.
Overview
The Forms Matrix Domain is used to package one or multiple forms for specific products. The mapping information provided from the Form Wizard in Starting Point to specific forms is done in the Forms Matrix.
Typically, in a Broker-Dealer setting, administrators of Docupace would use the Form Matrix tool to map products to a form(s).
How to Access the Forms Matrix Domain
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Locate the “Forms Matrix” under Administration > List Domains > Name = Forms Matrix.
Select the Forms Matrix to review any existing configurations to the matrix. If none, the screen will appear blank and you can add a new record (product to form mapping). |
Locating the Forms Matrix Domain
Creating a New Record
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Review the table below to learn more about each field.
Field | Description |
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Derived Request Type | Determines the correct Request Type for routing the work through the workflow. This is the Request Type that will be automatically assigned to the work item created. |
Derived Client Subfolder Type | When a new account is requested, a Docupace Client Subfolder is created, and the Subfolder Type is assigned (usually Brokerage or Advisory but may be different depending on the BD configuration). |
Required | A yes/no field. If you select yes, then all forms listed in the record reside in the work item and must be used. If no, there is a separate process (reviewed further in guide). |
Request Group | A general grouping such as New Account, Maintenance, etc. to classify the general request. |
Vendor/Custodian | Which vendor is associated? Is it the Clearing Firm, BD or Direct? The Vendor/Custodian for the transaction being created. This will be used to create the Client Subfolder as well as associate the transaction to the correct forms for the selected Vendor/Custodian. |
Product Type | Which product type may drive specific forms. |
Product Name | Which product name may drive specific forms. |
Registration Type | Registration Type identifies the Registration of the account. For example; Individual, Joint, IRA, Simple IRA. |
Forms | Search for and add the forms that would be associated to the various linkages/combinations. |
Account Service | Not required. Free list to give user more flexibility. *Account services can have one extra level of hierarchy in terms of what you need. |
Account Options | Not required. Free list to give user more flexibility. *. With the account options, you can have many options. So you could pick as many options as you want. And each one of those single options should be tied to a bundling record. And so you would get a different form depending on the option that you selected. |
Entity | Ability to filter the request by entity, if setup in your site. |
Editing Existing Record
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Copying A Forms Matrix
Once a forms matrix is created you can copy the original to make a duplicate. This is very useful when you would like to create a required form bundle and an optional form bundle.
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Best Practices
If you need a form added to every packet regardless of the path chosen during the form wizard:
Add a Forms Matrix with just the Request Group and Form as either Optional or Required. This will add the form to the packet every time.
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Notes: If you have empty values, then nothing is required and it will skip those questions. If there is just one value, then it would inherit that and skip, and you wouldn't be required to select that either. If there are multiple valued, and you leave them blank, then it will apply to all of them. If you put every value, it will populate the list and let you pick anything. If you require all or if it could be any, then instead of selecting them all, just leave it blank. |
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Example: There is no Vendor Custodian or Product Type associated with that line item, so it ignores those questions when it is trying to see if the selections count for having that form show up. |
Request Group
If you would like to do an optional and required bundle:
Create your first forms matrix then copy the forms matrix to create your second. The only changes you would need to make are if the matrix is required or optional and the forms that will display.
Differences
* Additional Notes About the Account Services and Account Options
When setting up forms groups for a client, additional filters have to be updated. Account Services and Account Options are another, domain, another level of hierarchy to allow drilling down further on specific forms.
Account services are usually designed to just drive sort of one type of behavior and have one extra level of hierarchy in terms of what you need.
With the account options, you can have many options. So you could pick as many options as you want. And each one of those single options should be tied to a bundling record. And so you would get a different form depending on the option that you selected.