Xplan (Iress) Integration Guide
This guide explains what happens when you push policy data to Xplan from 4admin, including pension and investment policies.
Pensions and investments
4admin used to push pensions only to Xplan. When you created a new plan, the Policy Type selector offered Pension, with Investment shown as "coming soon".
You can now push investments too. When you create a new plan you choose Pension or Investment, and 4admin sends the data to the matching record in Xplan:
- Pensions are written to the client's Pension plans.
- Investments are written to the client's Asset plans.
Xplan treats these as two different kinds of record with slightly different fields, so 4admin maps your extracted data to the right place automatically. The push experience is the same for both — the only difference is which fields move over (covered below).
What Gets Pushed
When you click Push to Xplan, the following data is sent to the client's Xplan record.
Plan Data
| 4admin Field | Xplan Field (Pension) | Xplan Field (Investment) |
|---|---|---|
| Plan Number | Policy Number | Policy Number |
| Plan Value | Fund Value & Current Value | Current Value |
| Original Investment Amount | — | Initial Value |
| Valuation Date | Fund Value Last Updated On & Current Value Last Updated On | Current Value Last Updated On |
| Start Date | Start Date | — (see note below) |
| Provider | Provider & Product Provider | Provider |
| Policy Type | Type | Type |
Xplan records an investment's inception as a Purchase Date rather than a Start Date. 4admin does not overwrite this, so the Start Date toggle does not apply to investment pushes — set the Purchase Date in Xplan if you need it.
Contributions
Contributions are pushed for both pensions and investments as a CSV document note containing:
| Column | Description |
|---|---|
| Date | Date of contribution |
| Type | Employee, Employer, Lump Sum, Transfer In, etc. |
| Amount | Contribution amount |
The CSV is attached to a Document Note with the subject format: ContributionHistory_[Provider]_[Plan Number]. It is only included when contribution data was found in the document.
Documents
The same documents are uploaded for pensions and investments as Document Notes:
- Input Document — The original policy PDF
- Checklist (Word) — Extracted values with page references
- Checklist (Excel) — Same data in spreadsheet format
Each document note includes:
- Subject line (your chosen name)
- Message text
- Document Type and Subtype (from your CRM configuration)
- File attachment(s)
Depending on your configuration, each file is posted as its own document note, or all files are combined into a single note (see Configure CRM → Create a separate document note for each attachment).
The Push Process
Step 1: Sign In to Xplan
When you click Push to Xplan, a new tab opens for Xplan OAuth authentication. Sign in and authorise 4admin.
You only need to connect Xplan once in Settings → Configure CRM (enter your Xplan site URL, e.g.
your-firm.xplan.iress.co.uk, and confirm an Xplan administrator has enabled the 4admin integration). After that you just sign in at push time.
Step 2: Search for the Client
Type the client's name and press Enter. Results show:
- Client name
- Date of birth (to help identify the correct client)
Step 3: Select or Create a Plan
Create New Plan
- Select "Create new..." from the dropdown
- Choose Policy Type — Pension or Investment
- Choose the Provider — the available providers update to match the Policy Type you picked
- Choose the Type — the sub-type list also matches the Policy Type (e.g. SIPP, Personal Pension for pensions; ISA, GIA, Investment Bond for investments)
- Select Plan Status
Update Existing Plan
- Select from the client's existing pension or asset plans
- Shows: Provider - Policy Number, Type - Value
- 4admin remembers whether each existing plan is a pension or an asset and pushes to the correct one
Step 4: Review What Will Be Pushed
Each data item has a toggle switch so you stay in control of what is written:
- Valuation — combines plan value and valuation date
- Plan Number — toggle to include/exclude
- Start Date — pensions only
- Original investment amount — investments only (writes to Initial Value)
- Contributions — "Contribution history as a document note"
If 4admin could not read a date or amount cleanly, that toggle is greyed out and flagged with a warning icon so it is never pushed in the wrong format.
Step 5: Name Your Documents
Configure each document:
Uploaded policy document(s)
- Toggle to include/exclude
- Enter document name
Generated checklist document
- Toggle to include/exclude
- Enter document name
- Toggle Include page numbers to add/remove citations
- Both Word and Excel versions are uploaded
Document names follow the templates set in Configure CRM, using placeholders such as {Provider}, {PlanNumber}, {ClientName}, {PlanType} and {TodaysDate}. The default is {Provider} - {PlanNumber}.
Step 6: Push the Data
Click Push data. A confirmation appears when complete.
What Appears in Xplan After Pushing
Pension Plan
| Field | Value |
|---|---|
| Description | [Provider] [Policy Type] |
| Policy Number | From extracted data |
| Start Date | Plan commencement date |
| Fund Value | Plan value with GBP currency |
| Current Value | Same as fund value |
| Fund Value Last Updated On | Valuation date |
| Current Value Last Updated On | Valuation date |
| Provider | Selected provider |
| Product Provider | Same as provider |
| Type | Selected sub-type |
| Status | Selected status |
Investment (Asset) Plan
| Field | Value |
|---|---|
| Description | [Provider] [Policy Type] |
| Policy Number | From extracted data |
| Current Value | Plan value with GBP currency |
| Initial Value | Original investment amount with GBP currency |
| Current Value Last Updated On | Valuation date |
| Provider | Selected provider |
| Owner | The selected client at 100% |
| Type | Selected sub-type |
| Status | Selected status |
Document Notes
The same document notes are created for both plan types:
- [Document Name].pdf — Original policy document
- [Document Name].docx — Word checklist
- [Document Name].xlsx — Excel checklist
If contribution data exists:
- ContributionHistory_[Provider]_[Plan Number].csv — Contribution history
Pension vs Investment: Key Differences
| Pension | Investment | |
|---|---|---|
| Xplan record | Pension plan | Asset plan |
| Value field | Fund Value and Current Value | Current Value |
| Initial/original amount | — | Initial Value |
| Valuation date field | Fund Value Last Updated On and Current Value Last Updated On | Current Value Last Updated On |
| Start Date | Pushed | Not pushed (Xplan uses Purchase Date) |
| Provider field | Provider and Product Provider | Provider |
| Owner | Not required | Client added as owner at 100% |
| Providers / Types / Statuses | Pension-specific lists | Investment-specific lists |
| Documents & contributions | Same | Same |
Page Numbers Option
When pushing the checklist document, you can choose whether to include page citations:
With page numbers (default):
- Each value shows where it was found, e.g. "£50,000 (P3)"
- Useful for audit trails and verification
Without page numbers:
- Clean values without citations
- Useful for client-facing documents
Tips for Best Results
-
Pick the right Policy Type first — the Provider, Type and Status lists update to match Pension or Investment, so choose the type before the rest.
-
Search by exact name — Xplan search works best with accurate client names.
-
Check existing plans — select the correct plan to avoid duplicates.
-
Review the toggles — anything 4admin couldn't read cleanly is greyed out; fix the value in 4admin if you need it pushed.
-
Use meaningful document names — these appear in the Document Notes list.
Troubleshooting
Client not appearing in search
- Try different name variations
- Check that the client status is included (Client, Prospect, Archived)
Plan creation fails
- Ensure all required fields are selected (Provider, Type, Status)
- For investments, the client is automatically set as the owner — make sure you have selected the correct client
A toggle is greyed out
- 4admin could not read that value in a valid format (e.g. a date or amount)
- Correct the value on the policy in 4admin, then push again
Documents not appearing
- Document Notes may take a moment to process
- Check the client's Document Notes section, not the Documents tab
Date format issues
- 4admin accepts: DD/MM/YYYY, DD/MM/YY, DD-MM-YYYY
- If a date fails to parse, the field is skipped rather than pushed incorrectly
Large policy documents
- The original PDF is compressed automatically if it is large; very large files (over ~10MB after compression) may be skipped from the upload while the plan data still pushes