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  1. MiiiA Support
  2. D365 FinServices
  3. Compliance

Managing Opt-In Renewals

 

Managing your Opt-In obligations on a regular basis is straightforward.

Link

To set Opt-In Dates, please see the Disclosure & Opt-In Dates article
To get started with Opt-In records see the Generating Opt-In Renewals article
For letters & mail merge see the Disclosure & Opt-In Templates article

 

Locate Opt-In

  • Navigate to the ◭ Practice Compliance dashboard

  • Select the Opt-In button 

  • The window opens displaying any Active generated Opt-In records
    Notice the Status, and the Renewal Due dates

 

Opt-In Record

These records will help you manage your multiple Opt-In obligations. Statuses show the overall state, and fields will record key data. Once they are satisfied you can Mark Complete.

  • Open any Opt-In record 

 

 

Statuses

As you work with Opt-In records the Status will change automatically to help you keep organised. 

  • Draft
    The default status, indicates nothing has occurred yet.
  • Awaiting Response
    Setting a Notice Provided date will trigger this status 
  • Response Recorded
    Setting a Response will trigger this status

 

Fields Explained

The fields are designed to help record the key data.

  • Notice Provided
    Set this date to record when you issued the renewal notice
  • Response
    Record the appropriate response by the Renewal Due date
    Opted-In, Opted-Out, Opted-Out (No Response) 
  • Response Date
    Record the date that the response was received
  • Response Method
    Record the method by which the response was received
    Email, Phone, Letter, In Person

 

Edit Records

You can edit single Opt-In records, or in bulk when updating values.

 

Individual Records

  • Open any Opt-In record

 

  • Add a Notice Provided date when you have issued a renewal
  • Add a Response, Response Date & Response Method when one is received
  • Add any relevant Activities via the Activities Tab
  • Add any relevant Documents via the Documents Tab

 

Records In Bulk

  • Navigate to the ◭ Practice Compliance dashboard
  • Select the Opt-In button to view your active Opt-In records 

  • Select all Opt-In records desired (tick one, many or all)
  • Click the Edit button

 

 Edit only the values required

  • Add a Notice Provided date when you have issued a renewal
  • Add a Response, Response Date & Response Method when one is received

 

  • Click Change to bulk edit
Critical

Bulk editing will overwrite all records with the values you enter, there is no Undo! Therefore be careful to only update those values you wish to modify across all records.

  • After updating the Notice Provided on three records, notice the Status is now updated 

 

 

Closing Records

By the Renewal Due date, you must have either:

a) with client response documented as evidence
    set the Response = Opt-In or Opt-Out
    set the Response Date & Response Method


b) when no response is received
    set the Response = Opt-Out (No Response)

 

  • By doing this, the Status of your Opt-In records will be Response Recorded

 

You can close single Opt-In records, or in bulk when updating values.

Individual Records

  • Open any Opt-In record
  • Click the Mark Complete button

Records In Bulk

  • Navigate to the ◭ Practice Compliance dashboard
  • Select the Opt-In button to view your active Opt-In records 

  • Select all Response Recorded Opt-In records desired (tick one, many or all)
  • Click the Mark Complete button

 

Confirmation

You will be prompted to confirm the Mark Complete action.

  • Click OK to proceed

  • The records will be deactivated and removed from your Active Opt-In view
  • For those marked Opt-In, the Contact's Next Opt-In Date will be moved forward 2 Years
  • For those marked Opt-Out, the Contact's Next Opt-In Date will be removed

 

 

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