Xplan: Integration Setup
AVANSER’s new Xplan integration provides automated file noting against individual client contacts, combining call and transcription data. Each time a call is sent to Xplan, a file note is created with the full call data, attached call recording file and transcribed conversation.
The main benefits of the integration are:
- Automates the usually manual process of file noting, saving time and resources.
- Enforces a standard file note format across the board, increasing accuracy and quality of stored information.
- Centralises data, therefore minimising the need to manually check multiple platforms.
Before you start check our article Xplan: Fact Sheet for detailed information about this integration.
In order to proceed, you will need to have access to the Xplan Integration screen within the Legacy Portal . If you currently don’t have access or are not sure if you have access, please contact our Support Team at: support@avanser.com
SETUP WITHIN THE LEGACY PORTAL
In order to set up the AVANSER system to push the phone calls to your Xplan account, an integration “Route” needs to be created. This tells the AVANSER system where to send the conversions. To do this, complete the following steps:
1. Navigate to “Xplan” under “Integration” in the configuration menu drop-down.
2. Click the “Create New Route” button.
3. In the popup that appears, enter the following information:
- Push Name (can be anything, is just used to identify the integration).
- Xplan URL – The URL of your Xplan site. It should be the web address you access to log in, found in your browser address bar.
4. Once the route has been saved, click the “Key” icon next to the route to authenticate the AVANSER system with your Xplan Account. This will redirect you to the Xplan login screen, where you will give AVANSER permission to push the file notes.
5. Once done and you are back in the portal, you will notice the “Key” icon has changed to an “Octagon” icon. This denotes that the integration is active.
Click the “Star” icon to configure which numbers you would like file notes created for.
6. Once in the numbers configuration screen, press the “Plus” icon to configure a number. The icon will then turn into a blue “Octagon”, indicating that AVANSER is now pushing calls for that number. You can also use the check boxes and the green “Activate” button to enable numbers in bulk.
7. Do this for all numbers you have that need to be pushed to Xplan. The integration is now set up and you will start receiving automatic file notes in Xplan.
VIEWING THE FILE NOTES WITHIN XPLAN
A file note is created when a match is found with the contact details of a client in your Xplan account. This is done as per the following conditions:
- Inbound Call – The phone number of the caller is the same as one of the client contact numbers.
- Outbound Call – The number the staff member called is the same as one of the client contact numbers.
Each phone call is created as a separate file note document against the matching client. The list can be viewed by accessing the client and navigating to the “File Notes” screen.
Within the file note, the general call details are inserted as a table consisting of two columns: the field name and the value.
The transcribed call recording is entered below the call details table as a conversation script, separated into colour-coded caller and recipient speech blocks based on the flow of the conversation.
The call recording file is stored as an attachment to the file note document, where it can be downloaded and played at any time.
If you encounter any issues during the setup or use of this integration, please reach out to our Support Team at: support@avanser.com
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