Using the Document Assembly Wizard

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1 Using the Document Assembly Wizard July 2012 Copyright 2012 CRM Software All Rights Reserved 1

2 Table of Contents Overview...3 Step 1: Create a new template...4 Step 2: Determine which clients will receive reports...7 Step 3: Select your Document Assembly...9 Step 5: Build Document Assemblies Additional Step: Customize a Template for Specific Contacts Junxure Security Contact Us

3 Using the Document Assembly Wizard Overview The Document Assembly Wizard is a powerful tool for Junxure and ClientView Live users that assembles a single PDF report for your clients including: Microsoft Office documents including Word, Excel, and PowerPoint (Microsoft Office 2000 to 2010 are supported) PDF files Portfolio Reports* (from your portfolio management system) Junxure Reports Junxure Mail Merge templates By bringing together documents and files from various sources into one single PDF report, the Document Assembly Wizard is perfect for producing client reporting packages that can be uploaded to your ClientView Live web portal, saving you significant time and money each time they are produced. You can also print hard copies of the PDF reports for physical delivery to clients. *In order to include Portfolio Reports as part of your document assembly, you must first process these reports using the portfolio report wizard. For more information on how to use this wizard, view the instructional video. System requirements Any PC running Junxure 8 or higher ClientView Live version or higher 3

4 Setting up the Document Assembly Wizard There are several required steps to set up your document assemblies through the Document Assembly Wizard: 1. Create a new template 2. Determine which contacts will receive your reports 3. Select your Document Assembly 4. Address any Document Conflicts 5. Build Document Assemblies NOTE: To include Portfolio Reports as part of your document assembly, you must first process these reports using the portfolio report wizard. For more information on how to use this wizard, view the instructional video. Step 1: Create a new template Before you run the Document Assembly Wizard, you will need to create your template using the Template Builder from the ClientView Live desktop application. To get started: From Junxure, go to Database Tools > ClientView Setup. 4

5 The ClientView Live desktop application opens. To start the Template Builder, go to Document Assemblies > Template Builder. First close the template guide screen. 5

6 The Document Assembly Template Builder dialog box appears. Select criteria for the following sections: Report Name What your clients will see as the single report name Category Used to group reports on the website Contact Folder Where the report will be saved in the contact s CompanyFiles folder, accessed on the Documents tab in Junxure (If the Add to Document Imaging is not selected on the wizard). ClientView Tab Choose from the drop down to have the report appear under the Portfolio Report tab or the Document Vault tab on the ClientView Live website. Note: You can create new categories by clicking on the Edit icon to the right of the Category field. In the Document Assembly - Template Items section choose which documents to add to this report. 6

7 To add documents to your Template Items list, you can click and drag the document into the list from the Database Report Sources (including Portfolio Reports and Junxure reports) and File Report Sources. You can also use the Browse button to search for documents on your system. Note: To remove documents from your list, drag them to the trashcan. Reorder your documents by clicking and dragging the document up or down in the Template Items box. The red insertion line indicates where the document will be dropped. Note: To add or remove items from a template for a specific contact, see Customize a Template for Specific Contacts section at the end of this document. Click Preview to see how your report will appear. Click Save to save your template then click Close. Step 2: Determine which clients will receive reports Launch the Document Assembly Wizard: o From Junxure, go to Main Menu > Letters > Document Assembly o From ClientView Live setup menu, go to Document Assemblies > Assembly Wizard 7

8 The Document Assembly Wizard opens in a new window. Click Next to begin. Determine which contacts you would like to build reports for on this screen: Under Who do you want to run the Document Assemblies for? Choose which contacts in Junxure that you wish to receive a report. You can choose All Contacts, contacts filtered By Rule, or Only Contacts From Last Portfolio Batch. Under Other Options, set the Post Date (this is the report date your contacts will see on the website). If you have a third party document management system such as Worldox OEM, then select the Add to Document Imaging button to store the repots there. (We currently only support Worldox OEM.) Click Next. The grid returns all contacts that matched the criteria you selected. You can exclude contacts by un-checking the Selected check box. You must have at least one selected contact to continue. 8

9 Click Next. Step 3: Select your Document Assembly In the Document Assembly Selection, you will select which Document Assembly you wish to run. To begin: o Click the + icon to view all reports that are included in your selected template. 9

10 o o Select which document assembly template you would like run by placing a check mark in the Selected check box. Note: The Customized check box indicates that a template has been customized for one or more contacts. If you d like to preview what this assembly would appear like, select the Preview button, then select the Run Report option next to a contact to preview the assembly. Click Close to close this screen. Note: If you need to create a new template, select Template Builder to create or edit a template directly from this window. (See Step 1 of this document for instructions on creating a template) Click Next. 10

11 Step 4: Address any Document Conflicts The Document Conflicts screen appears next, displaying any document conflicts within the report. Conflicts may be caused by missing information or files, and are displayed in this screen to alert you that some clients may not receive reports. You can expand any conflicts to see all of the affected contacts by clicking the + icon. Below is a chart that explains potential conflicts. In data does not exist for a report, this report will not be included in the contact s assembly. If you have questions related to conflicts, contact Junxure Support at 1(866) , option 1 or send an to support@junxure.com. Conflict No data for report to run. Report ran but did not convert to pdf. Missing Report Portfolio Report Not Assigned Source File not found Document Did Not Merge Document Did Not Print Did not print Reason This is for a Junxure report and means the contact did not have any data for the report to run. Junxure Report ran but did not get converted to pdf. This is from Portfolio Reports and means that the contact does not have this report. The contact does not have a Portfolio account assigned to them in ClientView. The file was not found Junxure did not Merge the mail merge document Junxure merged the document but failed to convert it to pdf. The Office document did not get converted to pdf. It is important to note that not all conflicts can be avoided. As such the Document Assembly Wizard will give you options on how to deal with them. 11

12 Once conflicts are addressed, choose one of the following by selecting the radio box: 1. Ignore Conflicts. This will generate the assemblies for all contacts without the reports that encountered conflicts. 2. Exclude Contacts With Conflicts. This will exclude any contact that has a conflict reported. To preview your assembled documents before your build them, click Preview in the top right. This will launch the Document Assembly Preview tool. View each report by clicking Run Report next to each contact s name in the Contact List. Click Close. 12

13 Step 5: Build Document Assemblies Click Next to begin building your assembled documents. The grid will show each report created and for what contact. You can view the report by clicking on To View Results Click. Click Next. The Manage Document Assemblies screen appears. This tool helps you manage what your client sees on the live website. (Note: You can also access the Manage Assemblies tool directly from ClientView Live setup menu at Document Assembles > Manage Assemblies.) The Manage Document Assemblies tool has two main sections: 1. Document Assembly Grid Allows you to manage assemblies as a whole. The assembly grid groups all of the consolidated reports that you have available for your clients on the ClientView Live website. You can: o o Edit the post date by selecting a record and clicking Edit. Delete a group of reports by clicking Delete. (Deleting reports does not remove the actual report but only removes the report from the ClientView Live website. All assembled reports are archived on the Documents tab in Junxure.) 2. Contact Grid Allows you to manage specific contacts and reports within the assemblies. The Contact Grid displays all of the reports that are in the selected Document Assembly Grid. Use this grid to view reports or to delete individual reports. (Deleting individual reports does not remove the actual report; it is removed only from the ClientView Live website view. All assembled reports are archived on the Documents tab in Junxure.) 13

14 Click Finish to close the wizard. Your documents now appear on the website. Additional Step: Customize a Template for Specific Contacts Customizing templates allows you to modify or create individual assemblies for specific clients. To customize a template for a specific contact, start the Document Assembly Wizard and create or open an existing template. In the Document Assembly Template Builder dialog box, click Edit Contact in the Customize For Contact section. 14

15 To customize a contact, select a contact in the Customize For Contact grid. This will enable the Document Vault, Exclusions For Selected Contact and the Contact Folder list (as shown below). The Document Vault list displays all of the selected contact s documents that exist in the ClientView Live Document Vault. The Exclusions For Selected Contact list displays any template Items that are removed for the selected client. To remove items and add them to the Exclusion list, click and drag them to the trashcan. If you want to restore the item, drag it from the Exclusions list to the Template Items list. The Contact Folder list displays any Microsoft Office document or PDF file in the contact s Junxure folder. The Contact Folder drop down menu allows you to select what Junxure folder to browse. Additional items that are available to add to the Template Items list will have green text in the Template Items list as shown below. Click and drag these to the Template Items. 15

16 When you want to return to the main template, click Return to Edit Template. If a contact has a customized template, a blue star will be in front of their name to indicate it. Junxure Security To set the security level for users who may access the Document Assembly Wizard, from the Main Menu in Junxure, go to System Setup > Setup User Rights. Select Main Menu Letters and set the security level for Document Assembly Program. Contact Us Send us an at support@junxure.com, or call us at , opt

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