Introduction: This guide provides a description of records and information associated with the client folder.
Table of Contents
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 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 allow you to:
Organize related information all in the same place
Pre-populate data on forms
Auto-complete fields via Blue Arrows
Figure 1: Connections
1. Spouse | 2. Authorized Individual | 3. Primary Beneficiary | 4. Contingent Beneficiary |
|---|---|---|---|
Another client in the system | Not clients, but used to keep information useful for forms | ||
Organizing Related Information
The Client Folder displays connections in a summary format, which makes it easy for you to reference the information quickly.
Figure 2: Sections of the Client Folder
Pre-populate Data on Forms
The Client Folder will pre-populate the following information if it is present in the client folder:
The Client information section that matches the Client Type (such as Trust, Person, entity, 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.
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.
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.
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.
Figure 5: 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. | |||