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CRM sync review

Checked against product: 27 October 2026 · Owner: Wealthie product team

Purpose

CRM sync reads new client information, such as a submitted discovery form, a meeting transcript, an interaction or an email, and proposes updates to the group's client record. Each proposal shows where it came from. How much is applied without review depends on the mode your firm uses.

Before you start

  • CRM sync is configured for your organisation. Your Wealthie contact can confirm which mode your firm uses.
  • For email and meeting sources, the relevant mailbox or meeting recordings are connected and linked to the group.

Where to find it

  • The notification bell → the client record updates notification → Client record updates.
  • Links to a group's updates open the same panel on the group's page.

Modes

The mode is set for the whole firm, not per adviser.

  • Off: no updates are proposed.
  • Shadow (the default): nothing changes automatically. Updates that would have been applied are recorded under Would apply so you can see what auto mode would do, and anything that needs a decision goes to review.
  • Auto Firm setting: clear, trusted updates are applied and listed under Applied automatically, where you can undo them. Anything uncertain still goes to review.

How sources are trusted

Sources are ranked: provider data first, then client forms and client emails, then meeting transcripts and adviser input, then adviser notes, then third parties. A proposal does not overwrite a value that came from a more trusted source, and anything from a third-party sender goes to review.

Review proposed updates

  1. Step 1: Open Client record updates

    From the notification, open the panel. It has up to three tabs: Needs review, Applied automatically and Would apply.

  2. Step 2: Check the evidence for each proposal

    Each proposal shows the current value, the proposed value and the source it came from. Open the source when you need to check the wording.

  3. Step 3: Look for flags

    • May duplicate an existing record: check whether the item already exists before approving.
    • Current value came from a more trusted source or The source gives more than one value: a conflict to resolve.
    • Not clear which member this is about: these cannot be bulk-approved.
    • Large change — check the figure, From a third-party sender and From an email — confirm before saving.

  4. Step 4: Approve or reject

    Select Approve or Reject for each proposal, or Approve all for the proposals that are safe to apply together.

Undo or give feedback

  1. Step 1: Undo an automatic update

    Under Applied automatically, select Undo (or Undo all). Fields edited again after the update are left alone.

  2. Step 2: Tell Wealthie whether shadow results were right

    Under Would apply, use Agree or Disagree to record whether you would have wanted the change.

What you should see

  • Approved updates appear on the group's record. Rejected ones are marked Rejected and nothing changes.
  • Recent items stay visible in the panel for 14 days so you can undo or give feedback.

What is saved or sent

  • Approving or applying an update changes the group's record. The change is recorded in the audit trail with its source.
  • Nothing is sent to the client.
  • Proposal states you may see: pending, approved, applied, would apply, rejected, stale, dropped and undone.

If something goes wrong

Stale — the record changed
The record was edited after the proposal was made, so it was not applied. Check the current value and update it yourself if needed.
These updates are no longer available
The proposals have expired or been handled. Check the group's record directly.
Some changes were kept after an undo
They were edited again after the automatic update, so undo left them alone. Correct them on the record if needed.
Wrong information was applied
Undo it from Applied automatically while it is listed, or correct the field on the record.