Versions Compared

Old Version 57

changes.mady.by.user Inese Auzina

Saved on

compared with

New Version Current

changes.mady.by.user Inese Auzina

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Expand
titleView Changelog

Date

Change

September 2023

Initial Version

Overview

The Contact Maintenance tool allows users with administrative rights (Admin Role) to view and manage all Contacts within the system.

To open it, click Admin (1) > Contact Maintenance (2).

There are four tabs in the Contact Maintenance window:

  • Contact Search

  • Setup

  • Privacy Setup

  • Merger Tool

Managing Contacts

You can complete the following tasks within Contact Maintenance:

  • Search and view details for all the Contacts in the system (Contact Search)

  • Delete erroneous Contact entries from the system (Contact Search > Contact Details)

  • Edit Contact Details as described in the Contact Manager Details section (Contact Search > Contact Details)

  • Configure values used in system dropdowns for Contact fields (Setup)

  • Configure the list of privacy values for Contacts (Privacy Setup)

  • Find and merge duplicate Contact records (Merger Tool)

Audience: System Administrators, Back Office Administrators

Info

Functionality: Contact Maintenance is used to view, configure, and manage all Contacts, as well as to merge duplicate entries.

Filter by label (Content by label)
cqllabel in ( "contacts" , "setup" , "merge" , "households" , "relationships" ) and space = currentSpace ( )

Contact Search Tab

The Contact Search tab allows filtering and finding specific Contact entries in the system.

Note

Important: As an administrative user, you can see all Contacts in the system, regardless of the assigned Rep Code(s). It includes non-customer contacts.

Contact Search Buttons

There are three buttons located at the top of the Contact Maintenance Search window.

  •  To generate a list of existing Contacts, enter search criteria or select values from dropdowns to narrow your results and click the Filter (A) button.
Tip

Tip: Use the Exclude Non-Customers checkbox to search for only those Contacts who are Primary Account Holders. If this checkbox is empty, the filtered list will also show beneficiaries, trustees, employees, and other Contacts that are not direct customers.

  •  To view the details about a specific Contact, select it and click the Details (B) button. The system opens the Contact Detailwindow.
Tip

Tip: Alternatively, you can double-click on a Contact in the results list to view its details.

  •  To remove a Contact, select it and click the Delete (C) 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.

CM_Search_win.png

Setup Tab

Use this tab to manage values that appear in fields or dropdowns for all Contacts.

Each field appears as a separate tab in Setup.Open the tab to see currently defined field values.

Values for the following fields can be managed:

  • Annual Income 

  • Attributes (fields in the Attributes tab of Contact Details)          

  • Company Address Type 

  • Company Type  

  • Contact Type     

  • Country

  • Event Type         

  • Inv Objective

  • Investment Experience

  • Investment Income

  • Liability Type

  • Liquid Assets

  • Marital Status

  • Net Worth

  • Order Type

  • Person Address Type     

  • Person Email Type          

  • Person Phone Type        

  • Personal ID Type             

  • Risk Tolerance  

  • Subject Type      

  • Tax Bracket

  • Time Horizon

Setup Tab Buttons

Within each field’s tab, there are four buttons for managing the values.

  •  To create a new value for a field, click the Add (A) button.
  •  To delete a value, select it in the list of values, and click the Delete (B) button.
Note

Warning: A confirmation dialog will ask you “Do you really want to delete this Control Value?“. Click Yes to delete the value permanently.

  •  After making changes to the value entry, click the Save (C) button.
  •  If you don’t wish to keep the changes you have made, click the Cancel (D) button.

Defining a Field Value

Within each field’s tab, the left side of the screen lists existing values for that field.

  •  To define a new value, click the Add (A) button.
  •  To edit an existing value, select it from the list (B).
  •  Settings for a value appear on the right side of the tab (C).

Settings will differ depending on the type of field that you are setting up. Here is a list of possible settings for a value:

Setting

Description

Name

A code name used by the system programming to refer to this value.

Display Value

The name of the value that appears to the user, for example, as a value in a drop-down list.

Description

A longer description that the user will see for some field types.

Order or Order Key

The system displays the values in a dropdown or a list sorted according to their Order Key.

Ref. Code

Code used by the system programming to refer to this value.

From Value

For numeric values, this marks the start of the range of included values.

To Value

For numeric values, this marks the end of the range of included values.

Display Exact Values

For numeric values, leave this checkbox empty to show the user the Display Value matching the range of the value, or select the checkbox to show the actual numeric value. For example, the actual value 17,765.00 vs. Display Value Under $25,000.

Type

For attribute values, select the data type of this value. Available options: Date, Text, Integer, Long Integer, Numeric, Character, Logical (Boolean).

Display Component

For attribute values, based on the data type of this value, you can additionally define how to display the data.

Event Type

Event type that will be registered in the system Event History when this value is selected. Available options: Appointment, To-Do, Sales Lead, Contact Notes, Account Notes.

You will see the resulting list of values in the dropdown on the Contact Details window.

CM_Setup_ex3.png

Example: How to add NIGO Reasons to a Workflow

To add a new NIGO (Not in Good Order) reason to be used within workflows, follow these steps:

Rw ui steps macro
Rw step

Open Admin > Contact Maintenance and click on the Setuptab.

Rw step

Scroll to the right and open the Subject Typetab. See the current list of NIGO reasons (1) on the left side of the tab. Review the list, to make sure your reason is not already there.

Rw step

Click the ADD (2) button. A new entry is created.

Rw step

Enter the name of the NIGO reason in the Display Value (3) field.

Rw step

Select To-Do from the Event Type (4) dropdown list.

Rw step

Click the SAVE (5) button. The new NIGO reason is saved. You may now use it within a workflow.

Privacy Setup Tab

Use this tab to manage options that appear in the Privacy tab for all Contacts. Privacy conditions can have only two values: Yes or No.

Each Privacy condition appears as a separate entry in the Privacy Setup tab.

Defining a New Privacy Condition

To add a new Privacy condition to be used for marketing campaigns, follow these steps:

Rw ui steps macro

Rw step

Open Admin > Contact Maintenance and click on the Privacy Setuptab.

Rw step

See the current list of Privacy conditions (1) on the left side of the tab. Review the list to make sure your option is not already there.

Rw step

Click the ADD (2) button. A new entry is created.

Rw step

Fill out the properties for the new condition (3): enter the name of the Privacy Condition, a more detailed Description, and a Flag Value.

Note

Important: The system uses the Flag Value to identify this privacy condition. The Flag Value must be a number that is a power of 2, i.e. 1, 2, 4, 8, 16, 32, 64, etc., and it must be unique among all Privacy conditions.

Rw step

Click on any other Privacy condition. Click Yes in the confirmation dialog.

Rw step

The new condition is saved. The users may select it in the Privacy tabof the Contact Detail window.

CM_Privacy_tab.png

Rw step

Users can filter by this Privacy condition in the Client Cross Seller extensive search. The new condition will appear in the Exclude Contacts with Privacy Selection(s) dropdown.

Merger Tool Tab

Use the Merger Tool tab to automatically find and merge duplicate Contact entries (Duplicate Merger tab) or to merge specific Contact entries into one (Contact Merger tab).

The jCore system does not allow creating exact duplicate entries manually (see an example with a warning of Possible duplicates when creating a new Contact), however, duplicates may appear after a data import.

Duplicate_SSN_error.png

Note: Duplicate entries may occur when several employees create two new Contact entries for the same client without searching that such a client already exists in the system. This can also happen when a Contact defined as a beneficiary on some account or a prospect without an SSN in the system becomes a Primary Account Holder. Use the Duplicate Merger tab to find and merge these entries.

Note: It is possible that the same contact has two different Contact entries, and you cannot find them with the automatic duplicate search. This can happen if the First Name or Last Name is spelled differently and no SSN is specified for some entries. Use the Contact Merger tab to locate and merge these entries.

Rw ui tabs macro
Rw tab
titleDuplicate Merger tab

Duplicate Merger Options and Buttons

Use the Duplicate Merger tab, to automatically find Contacts that represent the same person/entity.

At the top of the Duplicate Merger tab, there are four search options (A):

  • First Name

  • Last Name

  • SSN Type (SSN or EIN)

  • SSN (Social Security Number)

CM_Merge_buttons.png

There are five buttons for managing the Contacts:

  •  To find duplicate Contact entries, select two or more of the checkboxes and click the Search (B) button. For example, selecting the First Name and Last Name options will return a list of Contacts with the same full name, regardless if their SSN is entered in the system.
Note

Warning: If you select only the First Name or only the SSN Type, the system will not run the search, as that would return too many results.

  •  To delete a Contact entry, select it in the list and click the Delete (C) 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 that has open accounts, the system will display an error message. Check for accounts in the Brokerage, Annuity,Insurance, and Trust tabs of the Contact Detail window.

  •  To open and edit a specific Contact entry, select it and click the Details (D) button. The system opens the Contact Detailwindow.
  •  To combine several duplicate entries of one Contact, select the Is Base checkbox for one of them, and click the Merge (E) button. The system incorporates data from duplicate entries into the base Contact.
Tip

Tip: The Merger Tool can combine a maximum of 5 Contacts at one time. It may be necessary to repeat the process if the system finds more than 5 duplicates for one Contact entry.

  •  To run the merge process on all Contacts that are found to have duplicates, click the Batch Merge (F) button. The system runs the process in the background and displays the results in the notifications.
Note

Important: To make sure the correct entries are used as the base, go through the list of duplicate contacts and select Is Base checkbox. Otherwise, the Batch Merge will select the first Contact in each duplicate list as the base.

Tip

Tip: The Batch Merge can combine a maximum of 1000 Contacts at one time. It may be necessary to repeat the process if the system finds duplicates for more than 1,000 Contact entries.

Example: How to Merge Duplicate Contacts

To merge several duplicate Contacts into one, follow these steps:

1. Open Admin > Contact Maintenance and click on the Merger Tooltab.

2. Select at least two search criteria for identifying Duplicate Contacts: First Name, Last Name, SSN Type,or SSN.

3. Click SEARCH.

The system lists duplicate Contacts alphabetically by Last Name and their unique jCore Customer GID.

CM_Merge1.png

4. Choose a Last Name from the Contacts list. Select which Contact entry Is Base. This entry will remain after the merge, and the system will incorporate data from the other entries into it.

5. Click MERGE.

6. A confirmation dialog will appear. Click Yes to continue merging Contacts.

Note: An information dialog will appear that the merge process has started. Click OK to finish.

7. Once the merge is complete, a red arrow appears next to the envelope icon in the upper left corner of the screen.

8. Double-click on the envelope icon to open messages.

9. In the open jCore Messages window, double-click on Merging Objects Finished row, to see the message.

10. In the information dialog click OK.

11. In the Message Detail dialog click CLOSE.

Rw tab
titleContact Merger tab

Contact Merger Options and Buttons

Use the Contact Merger tab, when merging specific Contacts that represent the same person/entity but have differently spelled First Name, Last Name, and SSN and the Duplicate Merger Tool cannot find them automatically.

CM_Contact_Merge_buttons.png

There are four buttons for managing the Contacts.

  •  To select duplicate Contact entries, click the Add Contact(A) button.
  •  To remove a Contact entry from the list, select it and click the Exclude (B) button.
  •  To open and edit a specific Contact entry, select it and click the Details (C) button. The system opens the Contact Detailwindow.
  •  To combine several duplicate entries, select the Is Base checkbox for one of them, and click the Merge (D) button. The system incorporates data from duplicate entries into the base Contact.
Tip

Tip: The Merger Tool can combine a maximum of 5 Contacts at one time. It may be necessary to repeat the process if you must merge more than 5 duplicates for one Contact entry.

Example: How to Merge Contacts with Different Names

To merge several Contacts with differently spelled names into one, follow these steps:

1. Open Admin > Contact Maintenance. Click on the Merger Tooltab, then on the Contact Mergertab.

2. Click ADD CONTACT.

3. A Contact Search window opens. Select criteria to locate the first one of the Contacts to be merged. Click FILTER.

CM_Contact_Merge1.png

4. Select the Contact from the list of results and click SELECT.

5. Selected Contacts will appear in a list in the Contact Mergertab. Repeat the ADD CONTACT,to add up to five more Contacts for merging.

6. Select which Contact entry Is Base. This entry will remain after the merge, and the system will incorporate data from the other entries into it.

CM_Contact_Merge2.png

7. Click MERGE.

8. A confirmation dialog will appear. Click Yes to continue merging Contacts.

Note: An information dialog will appear that the merge process has started. Click OK to finish.

9. Once the merge is complete, a red arrow appears next to the envelope icon in the upper left corner of the screen.

10. Double-click on the envelope icon to open messages.

11. In the open jCore Messages window, double-click on the Merging Objects Finished row, to see the message.

12. In the information dialog click OK.

13. In the Message Detail dialog click CLOSE.