> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/general-navigation/knowledge-articles/file-note-template-example.md).

# File Note Template Example

In this example we'll create an AI-assited file note template for meetings that are general in nature.

**1) Navigate to knowledge tab and create the record**

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fg4jHHr72xBXTqxBLhhJ3%2FCreate%20Knowledge%20Article.gif?alt=media&amp;token=50d951ed-aa98-4910-8ac3-ee395bd021c7" alt=""><figcaption></figcaption></figure>

**2) Using an AI tool, such as ChatGPT, Claude or MS Copilot, use this prompt as a guide to get started. Once you're happy with the output, click Publish**

> *I need a file note template for a general meeing, context being an australian financial planning business. We use AI to guide our templates so please include clearly labeled AI hints and AI-merge fields when creating so the AI knows where to insert content and follow instructions. Respond with only the template content.*

<details>

<summary>Example Output:</summary>

***

## 📄 File Note – General Client Meeting

**Australian Financial Planning**

***

### 1. Meeting Details

* **Client Name(s):** {{CLIENT\_NAME}}
* **Client Entity / Household:** {{CLIENT\_ENTITY}}
* **Meeting Date:** {{MEETING\_DATE}}
* **Meeting Type:** {{MEETING\_TYPE}} (e.g. Review, Discovery, Check-in)
* **Meeting Location:** {{MEETING\_LOCATION}} (e.g. Office, Teams, Phone)
* **Adviser(s) Present:** {{ADVISER\_NAMES}}
* **Other Attendees:** {{OTHER\_ATTENDEES}}
* **Meeting Duration:** {{MEETING\_DURATION}}

***

### 2. Purpose of Meeting

**AI\_HINT:** *Summarise in 1–2 sentences why the meeting occurred, based on agenda, prior notes, and client context. Be factual and neutral.*

{{AI\_MEETING\_PURPOSE}}

***

### 3. Client Update & Key Discussion Points

#### 3.1 Personal & Family Updates

**AI\_HINT:** *Capture relevant personal, family, or lifestyle updates that may impact financial advice. Exclude irrelevant or overly personal detail.*

{{AI\_PERSONAL\_UPDATES}}

***

#### 3.2 Financial Position & Cashflow

**AI\_HINT:** *Summarise any discussion relating to income, expenses, surplus/deficit, liquidity, or changes since last meeting.*

{{AI\_FINANCIAL\_POSITION}}

***

#### 3.3 Assets, Liabilities & Structures

**AI\_HINT:** *Note changes or discussion around assets, debts, ownership structures, trusts, companies, or superannuation.*

{{AI\_ASSETS\_LIABILITIES}}

***

#### 3.4 Insurance & Risk

**AI\_HINT:** *Summarise discussions around personal insurance, business insurance, risk exposure, or protection strategies. Note if unchanged.*

{{AI\_RISK\_INSURANCE}}

***

#### 3.5 Investments & Strategy

**AI\_HINT:** *Capture any discussion on investment performance, asset allocation, risk profile, strategy changes, or client preferences.*

{{AI\_INVESTMENTS}}

***

#### 3.6 Retirement & Long-Term Planning

**AI\_HINT:** *Summarise any retirement, estate, or long-term goal discussions, including timeframes or concerns raised.*

{{AI\_RETIREMENT\_PLANNING}}

***

### 4. Advice Provided

**AI\_HINT:** *Clearly summarise any advice given during the meeting. Distinguish between general information and personal advice. If no advice was provided, explicitly state this.*

{{AI\_ADVICE\_SUMMARY}}

***

### 5. Client Decisions & Instructions

**AI\_HINT:** *List explicit decisions, confirmations, or instructions provided by the client during the meeting.*

{{AI\_CLIENT\_DECISIONS}}

***

### 6. Risks, Warnings & Disclosures

**AI\_HINT:** *Note any risks discussed, warnings provided, or limitations acknowledged. Include client understanding where relevant.*

{{AI\_RISKS\_WARNINGS}}

***

### 7. Agreed Actions & Next Steps

| Action            | Responsible              | Due Date               |
| ----------------- | ------------------------ | ---------------------- |
| {{AI\_ACTION\_1}} | {{AI\_ACTION\_1\_OWNER}} | {{AI\_ACTION\_1\_DUE}} |
| {{AI\_ACTION\_2}} | {{AI\_ACTION\_2\_OWNER}} | {{AI\_ACTION\_2\_DUE}} |
| {{AI\_ACTION\_3}} | {{AI\_ACTION\_3\_OWNER}} | {{AI\_ACTION\_3\_DUE}} |

**AI\_HINT:** *Only include actions that were explicitly agreed. If none, state “No actions agreed at this time.”*

***

### 8. Documents & Information Requested

**AI\_HINT:** *List any documents requested from the client or provided during the meeting.*

{{AI\_DOCUMENTS}}

***

### 9. Adviser Observations

**AI\_HINT:** *Optional section. Capture professional observations relevant to advice, client engagement, or complexity. Keep objective and compliant.*

{{AI\_ADVISER\_OBSERVATIONS}}

***

### 10. Next Review

* **Proposed Review Timing:** {{NEXT\_REVIEW\_DATE}}
* **Expected Focus:** {{NEXT\_REVIEW\_FOCUS}}

***

**File Note Prepared By:** {{ADVISER\_NAME}}\
**Date Prepared:** {{FILE\_NOTE\_DATE}}

***

</details>

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FinY5oL1Ijc8egqlpo0Ee%2FFile%20Note%20Template.gif?alt=media&amp;token=797a7616-e975-4320-935e-ee9ef96ddb1d" alt=""><figcaption></figcaption></figure>

**3) Test file note output**

Once again using our friend ChatGPT, generate a sample transcript to test the file note output. You'll notice in this example that it kept the AI\_HINT lines in the final output, this was easily cleaned up when requesting changes, but a long term solution would be to go back into the Knowledge Article and simply add an instruction to "*ensure all reference to AI hints and instructions are removed when merging*".

You can also add as much supporting content as you like to a file note, this includes general notes or additional context, as well as files which will be extracted. You will need to click the link to watch this video.

{% embed url="<https://screen.studio/share/VfznwnWF>" %}

<div><figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FDTPjWkKKviYPfTptNQMt%2FScreenshot%202026-02-09%20at%2012.30.14%E2%80%AFam.png?alt=media&amp;token=a75047e0-479b-485a-b6f5-55ae32216d34" alt=""><figcaption></figcaption></figure> <figure><img src="https://screen.studio/share/VfznwnWF" alt=""><figcaption></figcaption></figure></div>