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CAS 360 and Simple Fund/Invest 360 Contact Integration

Overview

BGL has developed a two-way integration that synchronises your clients/contacts which you manage in BGL. When a change is made, these details will be updated for all products.

Synchronised

CAS 360 

Clients: Companies & Trusts

Contacts: Directors, Joint Members, Shareholders, Unitholders and Beneficiaries 

Simple Fund 360

Clients: SMSFs

Contacts: Members, Trustees, Directors

Simple Invest 360

Clients: Companies, Trusts and Individuals

Contacts: Trustees, Directors, Shareholders, Unitholders and Beneficiaries 

Important: CAS 360 Users 

An update to a client's details in Simple Fund/Invest 360 will automatically produce the required ASIC forms in CAS 360 where required! Changes to names and addresses will allow you to lodge prepared documents at the click of a button, even at the multi-company level.  

How does this integration work?

  1. Ensure the contact records across products are free of duplicates. 
  2. Connect BGL Products
  3. All contacts and clients are downloaded from the selected products.
  4. BGL will attempt to match together clients/contacts from different systems using matching fields. e.g same ACN.
  5. Where there is a discrepancy in the data or duplicate records you will need to select a course of action to correct. 
  6. No new clients/contacts will be added to a product without your approval.
  7. Once the initial synchronisation has been completed, any change made to the client/contact will be updated for all products or be flagged for review.

Pre-Sync Duplicate Check

To ensure all the contact data are free of duplicate records. Please refer to the following individual product approach to achieve it:

CAS 360 Simple Fund/Invest 360 External Platforms

Review the Contact Type “other entity” to ensure they are updated to the sub-type entity that you wish to
integrate them.

Please use Find Matches Screen to check the following:

  • Review contacts with the same name and address
  • Review contacts with the same name

Export Contact Report

  • Select Settings|Contacts
  • Admin Access required to
    export report
  • Review contacts with the same name using Excel Duplicate Values Function.

Refer to the help article specific to the platform you are integrating with

If there are differences between the contacts in Simple Fund 360 and CAS 360, this may result in duplicates. To ensure that you minimise the risk of duplicates, it is best that there are no differences between the applications. Please ensure your firm has taken the necessary steps to ensure consistency between the contact lists in Simple Fund/Invest 360 and CAS 360.

Connect BGL Products

To create the integration between BGL Products, please complete the following steps for your firm:

Navigate to the App Switcher and select Integrations.  mceclip0.png
Select Practice Management Settings from the top toolbar. mceclip1.png
2. To begin, select the BGL Products you would like to integrate.
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Users can synchroise clients (entities) and contacts between different products in any given variation. 

3. Add the email addresses you want to receive notifications. You can edit this list at any time.

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4. Click the button [Start Initial Synchronisation]. This will commence the Initial Synchronisation of data. Depending on how many clients/contacts you have this may take anywhere from 5 mins to a couple of hours.
Whilst this takes place you will see the following message on screen “Initial Synchronisation is in progress. Settings cannot be modified until this is complete.”

Any changes made to clients/contacts whilst the Initial Synchronisation takes place will be processed once the synchronisation has been completed.

5. Once the Initial Synchronisation has been completed, you will receive an email. 

Client List and Details

Client List Client Details

From the upper menu, select Clients.

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After the Initial Synchronisation has taken place you will be able to view a list of all of your clients/contacts from all products. The list is sorted by the date last modified.

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Search

Easily find a client/contact by using the search bar. Only the Name is searchable.

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Filters

You can use the filters to narrow and customise your Client List to find exactly what you want. For example, you can find clients/contacts updated within the last 7 days or Companies which are not linked and not in CAS 360. The filters can be used in conjunction with the Search.

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Clients/Contacts

For each client/contact, the Name, Type (Business Structure), Date Last Updated, Status and Product will be displayed. Click on the client/contact's name to view all details or to review data.

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Clicking on the client/contact's name will allow you to view the Client’s Details (Next tab).
Status

Each client/contact will have a status to let you know if the client/contact is integrated or has an issue. This will be one of the following:

Status Description

Linked

The client/contact is linked between 2 products (e.g CAS 360 and Simple Fund/Invest 360) and all data matches.

Not Linked

The client/contact is not linked to another product.

Review - Data

The client/contact is linked between 2 products however not all data matches. Click on the client/contact's name to review.

For more information on how to address un-matched data, see How do I review the Initial Synchronisation? | Review Un-Matched Data below.

Review - Duplicate

A client/contact exists more than once in a product.

For more information on how to address duplicate data, see How do I review the Initial Synchronisation? | Review Duplicate Data below.

Suggested Match

The client/contact is not linked to another product. BGL does not have enough data however, some fields match. e.g same client name.

For more information on how to address a suggested match, see How do I review the Initial Synchronisation? | Suggested Match below.
Products

A list of the products the client/contact is stored in will be displayed. You can click on the product logo to go directly to the client/contact in that product in a new browser tab.

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How do I review the Initial Synchronisation?

Review Un-Matched Data

Start by clicking on the Review - Data filter. This will display clients /contacts who have been linked together but have data that doesn't match. e.g. different address or missing ABN. 

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1.  Click on the Client/Contact's Name.

2. The Client Details page will open. You can do one of the following options: 

a) Select all data from one product to move to the other.

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b) Select Individual rows to move across from one product to another.

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3. Click Save. This sends the changes instantly.  mceclip1.png

4. Use the navigation buttons to move between clients/contacts. 

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Review Duplicate Data

Click on the Review - Duplicate filter. This will display clients/contacts who have duplicates within one product. These can be corrected by removing/archiving the duplicate in the product. 

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1.  Click on the Client/Contact's Name.

2. The Client Details page will open. You can do one of the following options: 

a) Make Primary and Sync

If you have duplicates in the same product that you wish to keep, there is the option to sync these.

For example, the same individual might be duplicated in CAS 360 due to having a different place of birth registered with ASIC for different companies they are attached to.

This option will keep the duplicate records in the product but will link them and allow them to sync with other products, such as Simple Fund 360.

i. Review the duplicates, by selecting the right arrow beside a product. 

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ii. If there are any minor differences between the duplicate records (e.g. one has an email and another does not) then ensure you select the record you wish to keep before clicking 'Make Primary and Sync'

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It will then update all duplicate records with the primary record and if a record in CAS 360 is updated, it will also prepare all of the relevant forms.

b) Unlink any of the duplicate records

This will keep duplicate records in the product but will not sync details.

Select the action icon and then click unlink. 

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c) Go into the product and fix the duplication

The duplicates can be addressed by selecting the action button, and navigating directly to the client/contact in the product.

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Suggested Match

Start by clicking on the Suggested Match filter. This will display clients/contacts who have been linked but not enough data to provide a 100% match. 

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1. Click on the client/contact Name

2. The Client Details page will open.  If the clients/contacts are the same then you can do one of the following options: 

a) Select all data from one product to move to the other. 

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b) Select Individual rows to move across from one product to another.

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3. Click Save. This sends the changes instantly.  mceclip1.png

4. Use the navigation buttons to move between clients/contacts. 

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If the clients/contacts have been matched together incorrectly then click on the action icon then unlink. 

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Add a client/contact to a product

On the Client List screen, select the clients/contacts you would like to add to another product. 

Select the button for the product you would like to add to.

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In the dropdown, choose whether to add as a Client or as a Contact. E.g. Adding a company as part of your subscription in CAS 360 is a client, vs. adding a company contact to your CAS 360 Global Contact Database.

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Manually match clients/contacts together

On the Client List screen search for and select the clients you would like to match together. This is only available for Suggested Matches. 

Select Match Clients.

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General Information 

Addresses

Addresses are matched on the following basis:

CAS 360
Companies
CAS 360
Trusts
Simple Fund 360 and Simple Invest 360
All Entities
Business Address Meeting Address Physical Address
Postal Address N/A Postal Address

New Clients/Contacts

  • Any new client/contact you add to CAS 360, Simple Fund 360 or Simple Invest 360 will be inserted into the Client List for that product.
  • New clients/contacts added to CAS 360, Simple Fund 360 and Simple Invest 360 will be received in real-time.

Updates to Clients

  • Changes to existing clients/contacts from CAS 360, Simple Fund 360 and Simple Invest 360 will be received in real-time.
  • Any changes you make on the BGL Integrations page e.g using the “Select data from” button will be sent to all products immediately.
  • Changes sent to CAS 360 will be displayed as a notification. Click on the Prepare Forms button which will also allow you to apply the change to other companies which have the same address.  

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