Searches

APEXA is built so that Advisor, contract, licence, E&O coverage and address records are all housed in separate areas. While these pieces of information are linked to one another, searching within one area will return records of that type. For example, if you search in the Advisor area and indicate licence = expired as your search criteria, only Advisor Records which have an expired licence associated with their account will be returned.

Therefore, the APEXA portal allows you to search for any of the following types of records, based on different criteria:

• Tasks
• Contracts
• Contract Requests
• Banking Information
• Advisors  
• Licences
• E&O
• Name Change
• Addresses
• Phone Numbers
• Emails
• Disciplinary Action          

Using Search

The search feature allows you to find all records, a specific record, or a set of records based on specific criteria. For example, you can search for all your contracts, you can search for a specific contract, or you can search for a list of contracts in an “active” status.

Saved Searches

To make it easier to access and/or export a frequently used set of search criteria, APEXA allows you to save any search and gives you the option to share that search with users across your organization. 

Dashboard, Tasks & Notifications

Dashboard

After logging in, you will always land on your dashboard, and can access it any time by selecting Dashboard from the left-hand menu. The dashboard displays two lists of tasks: a list of “Outstanding & Unassigned” tasks, alongside “My Outstanding Tasks”, which is a list of all incomplete tasks assigned to you.

Triggers

APEXA will allow a partner organization to create a set of triggers for which you wish to see tasks created. Triggers are set so that each time an event of that nature occurs, this “triggers” the system to create a task for that item. For example, if you set a trigger for contracts with a status of active, the system will create a “task” each time a contract moves into the active status. A trigger can be created for any set of search criteria.

Triggers are set at an organization level. Once they have been created, triggers will be available to anyone within the organization. It is a best practice to limit the number of people in your organization with permission to create, edit or delete triggers.

The first step to creating a trigger is understanding the type of task you wish to generate, and then thinking about the search criteria required to create that task. Once you have your set of criteria, follow the steps below.

Commonly Used Triggers & Saved Searches

Following are lists of common Saved Searches and Triggers. Whether you create a Saved Search or Trigger will depend on how your company wants to manage the work.

• Use Saved Searches if the information is “nice to have” and no action is required, or if you will take action but it’s not urgent (e.g. every Friday you run the search and use the results to update your back office systems).
• Use Triggers if you want to act on the information as soon as possible, or if you want a task so you can keep track of what you still need to manage.

Contract-related triggers & saved searches

Compliance-related triggers & saved searches

* Debt, Monitoring and Terminations can be searched for under Advisors or Contracts. For the indicated triggers & searches you should use the Advisors search screen.

• Searching Advisors, the results will include any public debt, monitoring or termination applied to an advisor with whom you work – even on contracts where you are not part of the contract chain.
• When you search on Contracts, the results will relate only to the contracts of which you are part of the contract chain.

Tasks

Once the appropriate triggers have been set up, tasks will begin to be generated. You can customize your dashboard to display the tasks that pertain to you (determined by the trigger). For example, you may be responsible for managing name changes, so you would want to subscribe to that trigger. 

When an event in the system triggers a “task,” the task is in an incomplete and unassigned state by default. On your Outstanding & Unassigned Tasks dashboard, you will see each type of task (indicated by the event that triggered it), the number of tasks of that type that are unassigned and the number of tasks of that type that are outstanding.

You can click on either number (unassigned or outstanding) to see the corresponding list of tasks. If you select the first number, you will see a list of all tasks of this type that are unassigned. If you select the second number, you will see a list of all tasks of this type that are outstanding. From this screen you can “claim” the task (which means it will now be assigned to you) by clicking Claim. Alternatively, you can assign the task to someone else in your organization (provided you have the proper permissions) by clicking Assign.

After a task has been assigned to you, you can remove the item from your queue, assign it to someone else or mark the item as complete.

Clicking on the task type will show you a list of all tasks of that type that have been assigned to you. To remove the task from your queue, click Unassign. To assign the task to someone else, click Assign (see Assign a Task to Someone Else, above). To mark the task as complete, click Complete.

Notifications

As described above, new tasks will appear on your dashboard, but you may also wish to receive a notification by email when there is a new task that requires your attention. You can select which triggers (task type) you wish to receive emails for. 

Tags

Tags allow a user to “tag” various items throughout the system with a word or phrase that can help to organize items and make searching for them easier. As an example, you may tag your agreements with an internal code, which would allow users to search for any agreement by that code instead of the document name. Tags can be added to any of the following items:

• Logos & Sections (not all accounts have these items)
• Agreements
• Documents
• Packages
• Contracts

Assigning Tags

When you add a tag to an item, tags that have been created for your organization will appear as you begin to type as suggestions; you can choose one of the suggested tags instead of creating a new tag. If an existing tag is edited in the administration area, the tag will automatically update to the new value wherever it has been used. If you are responsible for the creation and/or maintenance of tags, please refer to Tag Administration.

* If you do not have permission to add, edit or delete a tag on a contract, you will not see the Tag button.