When reviewing a client record you may find that there are a lot of plans associated with the record. This article suggests ways to tidy up your current and old client records.
A good time for a tidy up is at the point of updating the start date of your Base Plan and the linked What-if plans to the new planning year. This is an opportunity to review the What-if's and ask whether you would like to take these forward to the new planning year or if they are no longer needed.
A reminder how to update and promote a plan:
How to update the start date of a plan - UK
If they are no longer needed, then there are several ways in which you can tidy up your existing plans to ensure that your records are manageable and meet compliance requirements. The ways are shown below:
Before you do go ahead, also consider using the Plan Differences functionality that helps you identify items modified in various what-if's, old and new, ensuring you delete the right plans.
Deleting old Base Plans/existing and old What-if Plans
If the What-if and old base plans are no longer relevant to the new planning year or older plans, you can delete these by clicking into your current Base Plan >Manage plans > Select the plan>Delete Plan.
You have the option to'show older plans' ,follow the same process, click into the plan and the option to delete will appear. It's a quick and easier way to delete old plans from one screen.
This article will explain how to do this: How to delete a What-if plan
For long term plans, it's recommended and suggested to keep your most recent years work so you have a reasonable audit trail and can compare to previous years advice given.
Tip - deleting a Base Plan will delete any linked What-if plans with it.
Tip - deleting a What-if plan linked to the active Base Plan, only deletes that What-if. The equivalent What-if linked to the previous Base Plan will not be deleted.
Important Note: deleting plans cannot be undone so ensure you select the correct plan to delete.
Archive or Delete Client Records
If you have too many client records you also have the option of archiving your client records. This will remove them from view in AdviserGo, but they remain visible in the Admin Console. This gives you the option, in the future, to retrieve the record if you need to.
This article will explain how to do this: Deleting or Archiving Client Records
It is not possible to archive part of a client record, i.e. past plans. You can only archive the whole client record.
However, if you have a newly modified plan that you want to keep but you want to archive the previous plans you can 'Use Copy and Archive'.
Use Copy and Archive function
Copy and Archive can be used to archive the original client record and create a new copy of it; you can then delete the old base plans/what-if scenarios that are not required from the new copy.
Tip - When you delete a Base Plan it will also delete the linked what ifs.
You can then use this copy as your Base Plan and create subsequent What-if scenarios from this. To Copy and Archive a client record open the client record in the Admin Console, then click 'Copy Latest Version To New Client Record (and Archive This Record)' in the left hand Actions menu.
If you ever need to see the old plans for Compliance reasons, these will be available in the archived original. These can be accessed under the Archive Clients in the Admin Console.