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 on Admin (1) > Contact Maintenance (2).
There are five tabs in the Contact Maintenance window:
Contact Search
Setup
Privacy Setup
Merger Tool
Households
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 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)
Find and update Contact records with Household information (Households)???
Audience: System Administrators, Back Office Administrators
Functionality: Contact Maintenance is used to view, configure and manage all Contacts, merge duplicate entries, and mark Households for 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 terms or select values from dropdowns to narrow your results and click the Filter (A) button.
Tip: Use the Exclude No Customer checkbox to search for only those Contact entries, that are current customers. If this checkbox is empty, then the filtered list will also show beneficiaries, trustees, 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 Detail window.
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: 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, and Insurance tabs of the Contact Detail window.
Setup for Contact Field Values
This tab is used to manage values, that appear in fields or dropdowns for all Contacts.
Each field is shown 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
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.
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 | 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 |
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 the data will be displayed. |
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 Annual Income dropdown, on the Contact Details window.
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:
Setup of Privacy Field Values
Merger Tool
This tab is used 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 to create 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.
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 full client. 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 of the entries. Use the Contact Merger tab to locate and merge these entries.
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)
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.
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.
- To open and edit a specific Contact entry, select it and click the Details (D) button. The system opens the Contact Detail window.
- To combine several duplicate entries, 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: 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.
- Run the merge process on all Contacts at the same time, click the Batch Merge (F) button.
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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.
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 Detail window.
- 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: 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 Duplicate Contacts
To merge several duplicate Contacts into one, follow these steps:
Open Admin > Contact Maintenance and click on the Merger Tool tab.
Select at least two search criteria for identifying Duplicate Contacts: First Name, Last Name, SSN Type, or SSN.
Click SEARCH.
The system lists duplicate Contacts alphabetically by Last Name and their unique jCore Customer GID.
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.
Click MERGE.
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.
Once the merge is complete, a red arrow appears next to the envelope icon in the upper left corner of the screen.
Double click on the envelope icon to open messages.
In the open jCore Messages window, double click on Merging Objects Finished row, to see the message.
In the information dialog click OK.
In the Message Detail dialog click CLOSE.
Example: How to Merge Contacts with Different Names
To merge several Contacts with differently spelled names into one, follow these steps:
Open Admin > Contact Maintenance. Click on the Merger Tool tab, then on the Contact Merger tab.
Click ADD CONTACT.
A Contact Search window opens. Select criteria to locate the first one of the Contacts to be merged. Click FILTER.
Select the Contact form the list of results and click SELECT.
Selected Contacts will appears in a list in the Contact Merger tab. Repeat the ADD CONTACT, to add up to five more Contacts for merging.
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.
Click MERGE.
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.
Once the merge is complete, a red arrow appears next to the envelope icon in the upper left corner of the screen.
Double click on the envelope icon to open messages.
In the open jCore Messages window, double click on Merging Objects Finished row, to see the message.
In the information dialog click OK.
In the Message Detail dialog click CLOSE.
Households
