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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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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.
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Blue Arrow Process: The process works as follows:
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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 forms
Auto-complete change recipients for signature fields
automatically complete form fields via Blue Arrows
Figure 1: Connections
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2. Authorized Individual
3. Primary Beneficiary
4. Contingent Beneficiary
Another client in the system
Not clients, but used to keep information useful for forms
Organize Related Information
The Client Folder displays connections in a summary format, which makes it easy for you to reference the information quickly. The information appears in sections, and you can view all the related records at once.
Figure 2: Sections of the Client Folder
If anything changes, for example, due to divorce or marriage, you can add or remove these connected records as needed.
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.
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.
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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. |
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.
Change Recipients for Signature Fields
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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 default field prefixes. The table below lists the default field prefixes that each connection maps to.
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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
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.
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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. |
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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). |
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.
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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 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.
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.
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Example: The system can use the primary beneficiary to auto-complete both general beneficiary sections and primary beneficiary sections. |
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Example: The system can use the spouse information to auto-complete both the additional account holder section and the beneficiary sections. |
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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. |