Question 1

Enabling and Exporting Transcripts from Teams, Zoom and Other Platforms

Accepted Answer

Recording meeting transcripts is essential for effective documentation and streamlined workflows, especially when using AI tools like Claras. This guide will walk you through how to enable and export transcripts in popular conferencing tools.

Why Transcripts Matter

Claras relies on high-quality meeting transcripts to generate accurate and comprehensive file notes. By providing Claras with raw transcripts, you ensure the best possible output for your client documentation. Read our best practice recording tips here.

Enabling and Exporting Transcripts

Microsoft Teams

Start a Meeting

Open Microsoft Teams and start your meeting

Enable Live Transcription

Click on the three dots (More options) in the meeting controls
Select "Start transcription"

Start the transcription

Access the Transcript

After the meeting, find the transcript in the meeting chat or under the "Recordings & Transcripts" tab

Export the Transcript

Navigate to the "Recordings & Transcripts" tab
Click on the transcript and select "Download" to save it as a .vtt or .docx file
Upload to Claras when creating a new file note (You'll see the button at the bottom of the page)

|| Pro Tips: || As a timesaver, set Teams up to have transcripts enabled for all mee

Question 2

Create and Edit File Note Templates

Accepted Answer

Claras now offers editable templates to streamline your file note creation process, implement practice standards, and support your advice workflow. This article will guide you through creating, editing, and using custom templates in Claras.

Benefits of Using Templates

Support practice workflow: Adapt templates to your specific advice model and focus, ensuring key information is captured.
Improve consistency: Ensure all your notes follow a standardised format, implementing your practice standards effortlessly.
Improve client communication: The email editor helps you craft clear, consistent, and action-oriented client emails

Watch the video here: https://www.loom.com/share/610cc0f6269b40248da28f77fb9c38fa?sid=7211f02c-e039-4db8-abe7-81fcfa7483d1

Getting Started

To begin using Editable Templates, simply log into your Claras account and visit the Templates section, accessed using the left-hand menu. Choose a template to customise, and you'll be on your way to more personalised and efficient client documentation in no time!

Access the template library: Click the ‘Templates’ icon in the left hand navigation bar.
Choose a template: Select one of the base templates to edit.
Editing a template: Click on any section of the template

Question 3

Our Commitment to Data Security and Privacy

Accepted Answer

At Claras, we prioritise the security and privacy of your client data and practice information. Our commitment to robust cybersecurity practices ensures a secure and reliable platform that supports your practice and licensee standards. This document outlines our comprehensive security measures and data privacy protocols.

Cybersecurity Practices

Infrastructure Security

Cloud Infrastructure: We leverage industry-leading cloud services, benefiting from their world-class security measures.
Network Security: Our systems are protected by enterprise-grade firewalls and intrusion detection systems to prevent unauthorised access.
Multi-Factor Authentication (MFA): Mandatory MFA (also known as 2FA) for all user accounts, internal systems access, and service provider accounts.
Regular Security Audits: We conduct frequent internal security reviews to identify and address potential vulnerabilities.

Data Protection

Encryption:
All data is encrypted at rest using industry-standard encryption.
Data in transit is protected using secure protocols.
Sensitive information (e.g., access tokens, API keys) undergoes additional application-level encryption before database storage.
Access Controls: Strict role-based access control ensures that employees only have access to the data necessary for their job functions.
Data Redundancy: Regular backups protect against data loss.

Vulnerability Management

**Continuous Monitoring:

Question 4

How to use AI to streamline your financial practice workflow

Accepted Answer

Financial planners are experiencing a surge in demand. Clients are increasingly seeking expert guidance in navigating complex financial decisions. However, this growth presents a challenge for advisers: how to efficiently manage your workload while delivering exceptional client service.

AI is a game-changer, offering financial advisers a powerful toolkit to address this challenge. This video shows how AI can empower you to thrive in this high-demand environment.

${youtube}How AI can streamline your financial advice practice

Boost efficiency when demand is high: AI automates time-consuming tasks like file note generation and data analysis, freeing you to dedicate more time to new clients and complex financial planning needs.
Prioritise client relationships: By handling administrative burdens, AI allows you to focus on building strong client relationships, fostering trust, and providing personalised financial advice.
Data-driven decisions: AI can analyse vast amounts of data to identify trends and opportunities, leading to more efficient portfolio management and risk assessment in an ever-changing market landscape.
Unlock valuable insights: AI algorithms can provide valuable insights into market data, research and client behaviour, allowing you to make informed decisions and tailor financial strategies to individual needs in a dynamic environment.

Beyond Claras: The Rise of AI in Financial Planning

AI i

Question 5

Checklist: Choosing an AI File Note Platform or Tool

Accepted Answer

When selecting an AI file note platform for your financial advice practice, it's crucial to ensure that the solution meets your needs for security, efficiency, and compliance. This guide provides a detailed checklist to help you evaluate potential platforms.

Why Use This Checklist?

It's designed to help you:

Assess the security and privacy features of AI file note platforms
Ensure compliance with Australian regulations
Evaluate the versatility and customisation options
Consider the innovation and user-friendliness of the platform

| Want to keep this checklist handy? Download the PDF version here.

The Checklist

1. Secure & Private

Anonymises PII (personally identifiable information)
Redacts sensitive client information before AI processing
Supports your licensee's security policies (e.g., MFA login)

2. Advice Specific

Alerts for missed elements
Prompts for licensee-specific requirements
Flags potential risks not addressed in the meeting

3. Australian-Based

Australian company with local support
Data stored within Australia
Complies with Australian Privacy Principles

4. Versatile

Works for all meeting types (in-person, phone, video calls)
Standardises file notes across multiple advisers
Integrates with common recording tools like Teams or Zoom

5. Customisable

Flexible file note temp

Question 6

Refine and Regenerate Client Emails

Accepted Answer

This article explains how to refine the client summary email after your file note has been updated or changed. Regenerating ensures client emails accurately reflect the latest information.

Steps

Update the file note: Edit the file note directly in Claras, then click 'Save'.
Open the regenerator: Click into the Email tab then click the 'Regenerate' button.

Regenerate the email

Specify the changes: Tell Claras about any changes you need. Click the placeholder shortcuts to speed up the feedback process and ensure clarity.

Email regenerator

Regenerate and review: Claras will redact any PII (sensitive client information) during the regeneration process. Once you've reviewed and edited the draft, you can finalise it by removing the redactions and adding any necessary closing information.
Save the email: Your client email is now ready to copy and use in Outlook or your email app.

Redact and review client email

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