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Introduction: This guide provides a description of records and information associated with the client folder. |
Table of Contents
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Change Log:
Date | Changes |
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July 2020 | Comprehensive documentation about how information connects to the client folder |
Audience: Administrators of Client Sites
Functionality: Client folders contain information related to a specific client and Blue Arrows auto-populate that information into forms.
What is the Client Folder?
When you create a client in Docupace, the system creates a folder for that client to contain all the related information. Besides storing client subfolders with documents related to client accounts, the system can connect information about related individuals. These connections make life much easier for advisors to find information quickly and complete forms using blue arrows. This saves you from having to hand-type the same information over and over again for each account.
Figure 1: Connections
1. Spouse | 2. Authorized Individual | 3. Primary Beneficiary | 4. Contingent Beneficiary |
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Another client in the system | Not clients, but used to keep information useful for forms | ||
Auto-Complete Forms Using Blue Arrows
The Blue Arrows allow you to auto-complete forms by pulling information from the Client Folder. :
The system scans the work item documents and identifies the kind of information required for each field.
It then checks to see if a connection in the client folder has matching information.
Then, it displays a Blue Arrow to the left of fields that appear to match.
You can then choose to auto-populate fields using the information that the system found or type it in manually.
Each section that you fill out adds additional information that the auto-complete Blue Arrows can use. For example, the system can use the primary beneficiary to auto-complete both general beneficiary sections and primary beneficiary sections.
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Tip: The more connections you make to the client folder, the easier and faster it will be to fill out forms for each work item. |
Figure 2: Sections of the Client Folder
Figure 3: Blue Arrow Autopopulating Fields
Troubleshooting Connections
If the Blue Arrows are not carrying over the desired information, you can check what the system is looking for by visiting the Form Fields Meta domain (255) and the Form Fields Groups domain (275).
Form Fields Meta Domain
First, you need to find out which group is associated with the information. Navigate to Administration>List Domains> Form Fields Meta and complete the following steps.
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Search for the Form Field Name.
Click the Search or Refresh button.
Find the Form Field Name you are looking for.
Write down the group that appears in the Form Fields Group column. |
Figure 34: Form Fields Meta Domain
Form Fields Groups Domain
Next, you need to find out which field prefixes are associated with the group. Navigate to Administration>List Domains> Form Fields Groups and complete the following steps.
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Search for the Form Field Name.
Click the Search or Refresh button.
Find the Form Field Group you are looking for.
Check that the form field prefixes match the ones shown below. The table below lists the default field prefixes that each connection maps to.
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Figure 45: Form Fields Groups Domain
Spouse | Authorized Individual | Primary Beneficiary | Contingent Beneficiary |
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Note: Not all forms differentiate between contingent and primary beneficiaries. | |||