- How will Portrait for IFAs help my business?
- What kind of data is held?
- Can I network Portrait for IFAs?
- What if I need support?
- Can training be provided?
- Can I load all my existing data quickly into the system?
- Are we able to carry out a targeted mailshot campaign?
- Is it possible to ensure that I always contact clients in advance of any significant dates?
- Installing the software: I get an error message (usually it will say that a file already exists or that a file is in use).
- Are there any restrictions on which directory to put the software in?
- What kind of installation do I select from the three options offered?
- Is there a simple way to make copies of my data in case there is a problem?
- Is there a good housekeeping process that I can follow to ensure that I keep my database nice and compact and get any corrupted bits tidied up?
- My PC crashed and now I cannot sign on to Portrait. What can I do?
- A new adviser has joined our practice who would like to use the system. When we try to add him/her as an authorised user we get the message "You cannot add any more advisers to the system".
- Can I customise printed documents for my clients?
- Is it possible to allow other members of staff to maintain any changes to my client's circumstances when I am out of the office, without giving them my sign-on details?
- In a multi-user environment can I prevent another adviser from accessing and/or amending my client data?
- What happens when we need to change the adviser responsible for a given client?
- Can I carry out one, automatic, all encompassing letter run, each day?
- Can I add items to all the drop-down boxes?
- Are there any planned enhancements?
1. How will Portrait for IFAs help my business?
- Have your detailed or summary client data at your fingertips
- Produce professional looking client summaries at the click of a mouse
- Never miss critical points in your client's financial affairs
- Mount sales campaigns aimed at clients matching a given profile
- Demonstrate your overall professionalism to your clients and justify that fee-based charging
2. What kind of data is held?
Information on each client is entered on the following screens:
- Personal details
- Dependants
- Income
- Wills
- Employee benefits
- Pensions
- Insurances
- Investments
- Properties
- Money laundering compliance
- Names and addresses
- Bank accounts
- General notes
- Outgoings
3. Can I network Portrait for IFAs?
Yes. As well as single user licences, multi-user licences for 2, 3, 4 or 5 users (each priced differently) can be bought.
4. What if I need support?
If you call us on 020-7692-0595 or email us at support@mbsportrait.co.uk, we will respond to you within 24 hours. If a program fix is necessary, we will endeavour to provide one in a reasonable amount of time, bearing in mind our desire to carry out a significant amount of testing on any changes as well.
5. Can training be provided?
Yes. There are two courses. The beginners' course covers all of the steps necessary to get you up and running. More sophisticated usage, such as carrying out marketing campaigns, is covered in our advanced course.
6. Can I load all my existing data quickly into the system?
Yes. We provide an optional extra data load service. >Contact us for further details.
7. Are we able to carry out a targeted mailshot campaign?
Yes. The process involves the following steps :
- Set up a selection rule (e.g.. clients with a net monthly income greater than 2,000 salary units
- Create a standard mailshot letter for the campaign either within Portrait for IFAs or in an external word processing package
- Ensure that the clients listed on the screen are those meeting the selection rules (you select these from a list)
- Locate the letter that you have created in the list of standard letters and click a button to produce one addressed to each of the clients in your list
8. Is it possible to ensure that I always contact clients in advance of any significant dates?
Yes. Associated with each date in Portrait for IFAs is an event. This event can be set up so that you are given advance warning of the next imminent occurrence. For example, mortgage review date may be set up to be an annually occurring event. In addition, a lead time can be associated with this, say 14 days. Attached to this would some action to carry out; phone the client or send them a standard letter.
To illustrate this, a client A.N. Other, has a mortgage where the review date is 26th of April. On the 12th of April, the adviser will see on their list of today's events, an entry saying "Send standard mortgage review appointment letter" for client A.N. Other.
9. Installing the software: I get an error message (usually it will say that a file already exists or that a file is in use).
As there are an incalculable variety of PC configurations out there, we have to try and cater for everybody. In doing this, we may in our installation procedure, be attempting to provide you with files/programs that you already have. That is why you get these messages.
Where the message gives you an "OK" option, click on it. The installation process will continue. Sometimes, you will be offered several choices. In this instance, always click on (i)gnore.
10. Are there any restrictions on which directory to put the software in?
No. You could even install the software into a directory called Rumpelstiltskin if you wanted.
11. What kind of installation do I select from the three options offered?
The one marked "Typical".
12. Is there a simple way to make copies of my data in case there is a problem?
There is; by using our archiving shortcut. When you are in "programs" on your PC, you will see "Portrait for IFAs". Clicking on this, will display three sub-options. The second one in the list is "Portrait for IFAs - archive your data". Click on this and a copy is made of your database into a sub-directory (called "Archive") of whichever directory you have chosen to install the software in.
13. Is there a good housekeeping process that I can follow to ensure that I keep my database nice and compact and get any corrupted bits tidied up?
Yes. When you are in "programs" on your PC, you will see "Portrait for IFAs". Clicking on this, will display three sub-options. The third one in the list is "Portrait for IFAs - Repair & Compact". Click on this and all corrupted areas will be repaired, deleted records reclaimed and the database spring-cleaned generally.
14. My PC crashed and now I cannot sign on to Portrait. What can I do?
- Start the system up by selecting the appropriate shortcut
- Select the File menu
- Click the Error Reset option
15. A new adviser has joined our practice who would like to use the system. When we try to add him/her as an authorised user we get the message "You cannot add any more advisers to the system".
You have reached the limit of the system that you have paid for. We can, after payment of an upgrade fee, modify your system so that you can add further advisers. The maximum number of advisers possible is five.
16. Can I customise printed documents for my clients?
Yes. There is an adviser preferences option that allows the creation of variable text that will be printed at the foot of client summaries.
17. Is it possible to allow other members of staff to maintain any changes to my client's circumstances when I am out of the office, without giving them my sign-on details?
Guest users can be created by the administrator. A given adviser can then specify which guest can have access to his/her clients. The guest can modify a client's details but cannot create or delete clients.
18. In a multi-user environment can I prevent another adviser from accessing and/or amending my client data?
Advisers each have their own profile with an associated password. If you sign on as yourself you will be presented with a list of your own clients and no others.
19. What happens when we need to change the adviser responsible for a given client?
An adviser can reassign a client to another adviser by selecting from a drop-down box.
20. Can I carry out one, automatic, all encompassing letter run, each day?
Yes. There is a button that shows all the things that you, as an adviser, ought to do today ("Today's Events"). Some of these things will be manual events like making a telephone call to a client. Other events will relate to sending an assortment of standard letters out to a variety of clients. One click on a button gives you a list of all the letters that this will produce and to whom they will be addressed. A further click carries this function out. It is as simple as that.
21. Can I add items to all the drop-down boxes?
Yes. There are numerous drop-downs in Portrait for IFAs. All of them can be edited.
22. Are there any planned enhancements?
Yes. We are planning to create a reporting suite that allows advisers to run ad hoc print requests that demonstrate when new units of client information came into being. A report might show, for instance, all client properties added to the system in the last eighteen months. This might be a useful basis for a marketing campaign.
Another one that we are considering is the enhancement of our Outgoings screen. This screen is a kind of disposable income/available for investment ready reckoner. We are investigating the possibility of adding projected growth functionality based on all the various industry-standard rates.
