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.
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: 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 Detail window.
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: 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 Detail window.
Search Tabs
To search for specific Contacts, use the corresponding search tab:
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:
Adding a Bank Relationship for a Group of Contacts
To find a group of Contacts with similar characteristics:
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.
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.
Adding a Search Category Manually
To create a Search Category:
Deleting a Search Category
To delete a Search Category: