| Expand | ||||
|---|---|---|---|---|
| ||||
|
Searching and Filtering Contacts
The Contact Manager initially opens as a search window to find specific Contact entries in the system. You can create new contacts and run sales campaigns from here.
| Note |
|---|
Important: As a user, you can only see those Contacts that are assigned to you. If you manage Contacts for several Sales Representatives, select one, several, or all of them from the Contact Manager for Employee dropdown at the top of the window. |
| Tip |
|---|
Tip: Filtered results show only Contacts that are prospects or current customers. To see all contacts, including non-customer contact persons, and to use administrative functions, you must have an Admin Role and use the Contact Maintenance tool. |
Buttons
The Contact Manager window has eight buttons.
To generate a list of existing Contacts, enter search terms or select values from dropdowns to narrow your results and click the Filter (A) button.
To delete all values from the search fields, click the Clear (B) button.
To view the details about a specific Contact, select it and click the Detail (C) button. The system opens the Contact Detailwindow.
| Tip |
|---|
Tip: Alternatively, double-click on a Contact entry in the results list to view its details. |
To re-assign Contacts to a different Rep, click the Add Relationship (D) button. You’ll be able to search for a group of Contacts or an individual Contact entry.
To run e-mail campaigns for groups of Contacts, click the Mail Merge (E) button.
To add event-specific notes or general notes to a Contact, select it and click the Add Notes (F) button.
To create a new Contact entry manually, click the Add Contact (G) button.
To remove a Contact, select it and click the Delete Contact (H) button.
| Note |
|---|
Note: Use the Delete function to remove erroneous Contact entries. You may remove a Contact only if it is not connected to any account. If you try to delete a client with open accounts, the system will display an error message. Check for accounts in the Brokerage, Annuity,Insurance, and Trust tabs of the Contact Detailwindow. |
Search Tabs
To search for specific Contacts, use the corresponding search tab:
| Rw ui tabs macro | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
In the Clients/Prospects tab, you can find contact entries for individuals who are customers of your company. To add a new individual entry, click ADD CONTACT (E). Enter the search criteria in any of the search fields (B) and click Filter (C). The list of corresponding entries appears in the results table (D).  This tab shows those search fields (B) that are used most often:
In the Agent/Rep tab you can find potential agents or representatives to expand your network. This is an address book of people who may become employees of your company in the future. To add a new Agent/Rep entry, click ADD (E). Enter the Employer (B) and click Filter (C). The list of corresponding entries appears in the results table (D). 
In the System tab, you can find Bank Contact entries defined in the system. This is an address book of persons or businesses that do not have accounts with your company, but whom you need to contact. To add a new Bank Contact entry, click ADD (E). Enter the Employer (B) and click Filter (C). The list of corresponding entries appears in the results table (D).
In the Companies tab you can find entities that are customers of your company or that employ your customers. To add a new Company entry, click ADD (E). Enter the search criteria in any of the search fields (B) and click Filter (C). The list of corresponding entries appears in the results table (D).  This tab displays the most common search fields (B):
|
Adding a Bank Relationship
Using the advanced search functionality, you can assign a group of Contacts or an individual Contact to another employee. This will create a Bank Relationship with the type Prospect and status Cold.
This may be useful in several scenarios:
To substitute a co-worker - when one Representative (Employee) is away on vacation, another Rep may need to take on the first one's customers. The action will add this Employee as a second Bank Relationship to the customer (Contact).
To run a sales campaign - look for a specific group of prospects, then run a mail merge campaign or make cold calls directly. You can save the search criteria and the actual group of contacts by creating a Search Category.
To visit neighboring clients - find existing customers that live in the same area. Schedule in-person meetings and visit several clients in nearby locations.
Adding a Single Bank Relationship
To add a single Contact as a new Bank Relationship:
| Rw ui steps macro | |||||
|---|---|---|---|---|---|
In the main Contact Manager window, click the Add Relationship button. 
Select the SINGLE Search - by SSN, Name, etc. option and click OK.  Note. If you are in the Clients/Prospects tab, the Contact Search dialog will appear. If you are in the Companies tab, the Company Monitor dialog will appear.
Fill out the search criteria in the Contact Search window and click FILTER. 
The system will show the list of matching Contacts. Click on the necessary entry and click SELECT in the top-right corner. 
This creates a Bank Relationship with the type Prospect and status Cold. You can open the Contact Details to change the type and status as appropriate.  |
Adding a Bank Relationship for a Group of Contacts
To find a group of Contacts with similar characteristics:
| Rw ui steps macro | ||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
In the main Contact Manager window, click the Add Relationship button.
Select the GROUP Search - by sales characteristics option and click OK.  Note. If you are in the Clients/Prospects tab, the Client Cross Seller dialog will appear. If you are in the Companies tab, the Companies Search Criteria dialog will appear.
Fill out the search criteria in the Client Cross Seller window. Select the checkboxes to define which criteria will be used in the search.
Deselect the Process this request in the background job queue, and notify me upon completion option to see the results immediately. Or select this option to get the search list as a separate report.
Click SEARCH in the top-right corner.
jCore displays a list of Contacts that match your query. 
Select which Contacts you would like to assign to the current Rep. Note. Rep’s name is shown in angle brackets: “Assign Contacts to <Last name, Name> using Category Name:”.
Specify a new Category Name and Description and click ADD CONTACT. Alternatively, to save the search results for future reference, click SAVE. In the Save Options window, select one of two choices:
This will add the current Rep as a Bank Relationship with the type Prospect and status Cold to all the selected Contacts.
In the future, you can use the Category filter in the Contact Manager to find this specific group of customers.  |
Managing Search Categories
As described in the previous section, you can find a group of Contacts and save the criteria as a search category using the advanced search functionality. Alternatively, you can create a new Search Category and manually add specific contacts to it.
| Tip |
|---|
Example. You may wish to categorize your contacts by their hobbies, interests, or other relevant conversational topics. |
Category Setup
Using the Category Setup feature, you can reassign contacts between existing categories.
| Rw ui steps macro | |||||
|---|---|---|---|---|---|
In the Contact Manager window, click the plus + icon next to the Category field. 
Select any of the existing categories in the Defined Categories list. 
You may edit the Category Name. 
Select the Display Unassigned/Assigned List checkbox. You will see which entries are already included in this category. Use ADD, ADD ALL, REMOVE, and REMOVE ALL to reassign contact entries to this category.
Click SAVE when done. |
Adding a Search Category Manually
To create a Search Category:
| Rw ui steps macro | |||||||
|---|---|---|---|---|---|---|---|
In the Category Setupdialog, click ADD.
Enter the new Category Name and select category type from the Applies To dropdown. 
Select Manually to assign contacts to the category one by one. Alternatively, select Using Search to run the advanced search for a group of entries.
Select Common Category to make the category visible to all users in your company.
Click OK to create the category.
Use ADD and ADD ALL buttons to assign contact entries to the new category.
Click SAVE when done. |
Deleting a Search Category
To delete a Search Category:
| Rw ui steps macro | |||
|---|---|---|---|
In the Category Setupdialog, click ADD. 
Confirm that you wish to delete the category. 
Click SAVE when done. |