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Overview
The Contact Manager tool allows Sales Representatives to view and manage Contacts assigned to them or created by them. Contacts may include individuals who are current clients of your company or potential customers.
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Note: A Sales Representative typically sees only their clients in the Contact Manager. If the user has a managerial role, they may see clients for several sales reps. |
To open it, click Sales (1) > Contact Manager (2).
Searching and Filtering Contacts
The Contact Manager
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who are not customers, you must have an Admin Role and use the Contact Maintenance tool. |
Audience: Sales Representatives, Sales Managers, Financial Professionals
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Functionality: Contact Manager is used to view and edit client data, create new Contact entries, run activities such as mail merge or cross-sell for several Contacts, or plan events for a specific Contact. |
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Buttons
The Contact Manager window has eight buttons.
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- To generate a list of existing Contacts, enter search terms or select values from dropdowns to narrow your results and click the
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- FILTER (A) button.
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- To delete all values from the search fields, click the
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- CLEAR (B) button.
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- To view the details about a specific Contact, select it and click the
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- DETAIL (C) button. The system opens the Contact Detailwindow or Company Detail window.
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Tip: Alternatively, |
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double-click on a Contact entry in the results list to view its details. |
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- reassign Contacts to a different Rep, click the
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- ADD RELATIONSHIP (D) button. You’ll be able to search for a group of Contacts or an individual Contact entry.
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- To run
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- mail merge campaigns for groups of Contacts, click the
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- MAIL MERGE (E) button.
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- To add event-specific notes or
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- general notes to a Contact, select it and click the
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- ADD NOTES (F) button.
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- To manually create a new Contact entry
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- , click the
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- ADD CONTACT (G) button.
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- To remove a Contact, select it and click the
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- DELETE CONTACT (H) button.
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Warning: You may remove a Contact only if it is not connected to any account. If you try to delete a client |
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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
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the
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corresponding search
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tab:
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The Clients/Prospects tab |
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contains contact entries for individuals |
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- your company’s existing clients or potential customers. If you manage Contacts for several Sales Representatives, select |
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one of them from the Contact Manager for Employee (A) dropdown at the top of the window. Enter the |
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criteria in any |
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search |
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field (B) and click |
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FILTER (C). The list of corresponding entries appears in the results table (D). |
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To add a new individual entry, click ADD CONTACT (E).  This tab shows those search fields (B) that are used most often:
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In the Agent/Rep tab, you can find potential agents or representatives |
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who can expand your network. This is an address book of people who may become your company’s employees |
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in the future |
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. Once they become employees, their contact information will appear in the Employee Manager. If you manage Contacts for several Sales Representatives, select one of them from the Contact Manager for Employee (A) dropdown at the top of the window. Enter the criteria in any search field (B) and click |
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FILTER (C). The list of corresponding entries appears in the results table (D). |
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To add a new potential Agent/Rep entry, click ADD CONTACT (E). 
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 |
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but whom you need to contact. |
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If you manage Contacts for several Sales Representatives, select one of them from the Contact Manager for Employee (A) dropdown at the top of the window. Enter the Employer (B) and click Filter (C). The list of corresponding entries appears in the results table (D). To add a new Bank Contact entry, click ADD (E). 
In the Companies tab, you can find entities that are customers of your company |
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as well as entities that employ your |
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clients and prospects. If you manage Contacts for several Sales Representatives, select |
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one of them from the Contact Manager for Employee (A) dropdown at the top of the window. Enter the |
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criteria in any |
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search |
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field (B) and click |
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FILTER (C). The list of corresponding entries appears in the results table (D). To add a new Company entry, click ADD (E).  This tab |
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displays the most common search fields (B) |
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Tasks in the Contact Manager
There are several additional tasks that you can perform in the Contact Manager window, such as:
adding a bank relationship
managing search categories
running the Mail Merge functionality.
Adding a Bank Relationship
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You can assign a group of Contacts or an individual Contact
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to
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another employee using the advanced search functionality. 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
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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
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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:
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In the main Contact Manager window, click the Add Relationship button. 
Select the SINGLE Search - by SSN, Name, etc. option and click OK.  Note |
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: 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. |
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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. |
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Adding a Bank Relationship for a Group of Contacts
To find a group of Contacts with similar characteristics:
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In the main Contact Manager window, click the Add Relationship button.
Select the GROUP Search - by sales characteristics option and click OK.  Note |
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: 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.
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In the Client Cross Seller window, fill out the search criteria. Select the checkboxes to define which criteria |
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to use.
Deselect the Process this request in the background job queue, and notify me upon completion option to see the results immediately. |
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You can also select this option to get the search list as a separate report.
Click SEARCH in the top-right corner.
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displays a list of Contacts that match |
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your query. 
Select which Contacts you would like to assign to the current Rep. Note |
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: Rep’s name |
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appears in |
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angle brackets: “Assign Contacts to <Last name, Name> using Category Name:.” |
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Specify a new Category Name and Description and click ADD |
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CONTACT. Alternatively, to save the search results for future reference, click SAVE. In the Save Options window, select one of two choices:
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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
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Search Category and
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manually add specific contacts to it
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Example |
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: You may wish to categorize your contacts by their hobbies, interests, investment objectives, or other relevant conversational topics. |
Category Setup
Using the Category Setup feature, you can reassign
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Contacts between existing categories.
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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:
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In the Category Setupdialog, click ADD.
Enter the new Category Name and select the 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:
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In the Category Setupdialog, click ADD. 
Confirm that you wish to delete the category. 
Click SAVE when done. |
Running the Mail Merge Functionality
You can use the Mail Merge functionality to create and send personalized messages to a group of contacts:
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In the Contact Manager search window select filter criteria, for example, a predefined Category, and click FILTER.
Click MAIL MERGE. The system will create messages for all filtered results.  Alternatively, you can click MERGE to run a mail merge for just one Contact directly from the Contact Details screen. 
In the Mail Merge Options dialog select the Activity Type:
 Depending on the Activity Type further options will differ (see further sections for more details).
To reduce the amount of spam mail, select the following options:
Choose what the salutation will look like:
Choose which address to use in the Address Selection dropdown.
Click OK to run the selected mail merge and to create a mailing event for each Contact. |
Sending Direct Mail with Mail Merge
Direct Mail means printing letters and sending them by post.
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In the Mail Merge Options dialog select Direct Mail as the Activity Type. 
In case you are sending direct mail and need to include an Approved Letter, select the corresponding checkbox. Then click the three dots icon to attach the approved letter from the Forms Search.This will generate additional PDF files to be printed and mailed by post. Note: Letters are added to the system using the Form Warehouse functionality. 
Choose the employee whose signature to use for the letters from the Selected Employee dropdown.
Select Generate a mailing event checkbox so that the system will add a record to the Contact’s Event History. Fill out additional information for this event:
As a result of this mail mergeactivity, a table with contact information is created. You can use it with MS Word to generate and print letters for all selected Contacts.  |
Sending E-Mail with Mail Merge
Email activity will generate e-mail messages for all filtered Contacts.
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In the Mail Merge Options dialog, select Email as the Activity Type. 
Fill out these e-mail fields:
As a result of this mail mergeactivity, all filtered Contacts will receive an e-mail message. |
Creating To-Dos with Mail Merge
To Do will create a Calendar entry for the selected representative, reminding them to call the Contact.
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In the Mail Merge Options dialog, select To Do as the Activity Type. 
Fill out additional information for this To Do:
As a result of this mail mergeactivity, the system will add Calendar entries reminding the employee to call the customer or prospect. An event record will also be added to the Contact’s Event History.  |
Running a Marketing Campaign with Mail Merge
A marketing campaign can be run as Direct Mail or Phone Calls. It allows for the creation of additional follow-up To Do Events after the initial contact with the customers.
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In the Mail Merge Options dialog, select Campaign as the Activity Type. 
Give a descriptive name to the campaign and click OK. 
Choose the Event Type:
In case of a Mailing Event, add an Approved Letter and specify additional options:
Note: Letters are added to the system using the Form Warehouse functionality. 
In case of a Phone Event, specify additional options:
As a result of this mail mergeactivity, the system will add Calendar entries reminding the employee to call the customer or prospect. If the due date is in the future, an event record will also be added to the Contact’s Event History or Planned Events.  |