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Info

Introduction: This guide provides a description of records and information associated with the client folder.

Table of Contents

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Changelog

Date

Changes

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 The Docupace Blue Arrows insert the data from supported CRMs, PreciseFP, and the Client Folder into PDF forms. This helps Advisors complete forms in a Work Item more easily and precisely. They can also pull information from other forms in the Work Item that you have already filled out.

For the Blue Arrows to work, you must configure connections between the source of data and the form fields. The more connections you add, the easier it will be to complete the forms.

The sections below explain how the Blue Arrows look for information in the four types of Client Folder Connections.

Info

Blue Arrow Process: The process works as follows:

  1. First, the system scans the work item documents and identifies the kind of information required for each field.

  2. It checks to see if a connection in the Client Folder has matching information.

  3. Then, it displays a Blue Arrow to the left of the matching fields.

  4. The user can then choose to auto-populate fields with the found data or type it manually.

Connections in the Client Folder

When you register a new Client in Docupace, the system creates a folder for that client 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 can be:

A. Other clients in the Docupace system - Spouse, Authorized Individuals, Trustees

B. and C. Other persons related to the account - Primary and Contingent Beneficiaries

These connections allow you to:

  • Organize organize related information all in the same place

  • Prepre-populate data on formsAuto-complete

  • change recipients for signature fields

  • automatically complete form fields via Blue Arrows.

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Figure 1: Connections

  1. Spouse

  1. Authorized Individual

  1. Primary Beneficiary

  1. Contingent Beneficiary

Another client in the system

Not clients, but used to keep information useful for forms

Organizing BlueArrows1.pngImage Added

Organize Related Information

The Client Folder displays connections in a summary format, which makes it easy for you to reference the information quickly.

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Figure 2: Sections of the Client Folder

. The information appears in sections, and you can view all the related records at once. If anything changes, for example, due to divorce or marriage, you can add or remove these connected records as needed.

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Pre-populate Data on Forms

The Client Folder Forms will pre-populate the following information if it is present in the client folderClient Folder:

  • The Client information section that matches the Client Type (such as Trust, Person, entityEntity, etc.)

  • Spouse sections

  • Primary Beneficiary sections

  • Contingent Beneficiary sections

Note: People added as Authorized Individuals can only be added to forms via the Blue Arrows.

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Figure 3: Auto-populated Information

Auto-Complete Forms Using Blue Arrows

The Blue Arrows allow you to auto-complete forms by pulling information from the Client Folder. 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. As another example, the system can use the spouse information to auto-complete both the additional account holder section and the beneficiary sections.

Tip

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.

How it works:

  • 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

    Change Recipients for Signature Fields

    Rw ui steps macro
    Rw step

    Search for the Form Field Name.

    Rw step

    Click the Search or Refresh button.

    Rw step

    Find the Form Field Group you are looking for.

    Rw step

    Check that the form field prefixes match the default field prefixes. The table below lists the default field prefixes that each connection maps to.

    Tip

    Tip: If they do not match, and you believe this is causing an error, reach out to Docupace Support.

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    Figure 5: Form Fields Groups Domain

    Spouse

    Authorized Individual

    Primary Beneficiary

    Contingent Beneficiary

    • Owner

    • Trusted Contact

    • Beneficial Owner

    • Contact

    • Stakeholder

    • Authorized Individual

    • Trustee

    • Spouse

    • Owner

    • Trusted Contact

    • Beneficial Owner

    • Contact

    • Stakeholder

    • Authorized Individual

    • Trustee

    • Spouse

    • Householder Member

    • Spouse

    • Beneficiary

    • Household Member

    • Related Individuals

    • Contingent Beneficiary

    • Household Member

    • Related Individuals

    • Spouse

    Note: Not all forms differentiate between contingent and primary beneficiaries.

    Signature fields auto-populate with the owner’s information. However, sometimes the owner is not able to sign the document. To allow Reps to switch between the account owner and an Authorized Individual, you need to configure the Authorized Individual to appear for fields normally reserved for owners.

    Info

    Example: A father opens an account on behalf of his three-year-old son. However, minors cannot legally sign documents. The father needs to sign the document as an Authorized Individual.

    Tip

    Tip: 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).

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    Figure 3: Blue Arrow Autopopulating Fields

    Troubleshooting Connections

    1. 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.

    Rw ui steps macro
    Rw step

    Search for the Form Field Name.

    Rw step

    Click the Search or Refresh button.

    Rw step

    Find the Form Field Name you are looking for.

    Rw step

    Write down the group that appears in the Form Fields Group column.

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    Figure 4: Form Fields Meta Domain

    2. 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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    Complete Forms Using the Blue Arrows

    The Blue Arrows allow you to auto-complete forms by pulling information from the Client Folder. Each section that you fill out adds additional information that the Blue Arrows can use.

    Info

    Example: The system can use the primary beneficiary to auto-complete both general beneficiary sections and primary beneficiary sections.

    Info

    Example: The system can use the spouse information to auto-complete both the additional account holder section and the beneficiary sections.

    Tip

    Tip: The more connections you make in the Client Folder, the easier and faster it will be to fill out forms for each Work Item.

    Image Added