Overview
The Contact Manager tool allows Sales Representatives to view and manage Contacts assigned to them or created by them.
Note: A Sales Representative normally 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 initially opens 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 contact persons who are not customers, you must have an Admin Role and use the Contact Maintenance tool.
Audience: Sales Representatives, Sales Managers, Financial Professionals
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.
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 or Company Detail window.
Tip: Alternatively, double-click on a Contact entry in the results list to view its details.
- To reassign 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 mail merge 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 manually create a new Contact entry, click the ADD CONTACT (G) button.
- To remove a Contact, select it and click the DELETE CONTACT (H) button.
Warning: 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:
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
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 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, investment objectives, 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:
Running the Mail Merge Functionality
You can use the Mail Merge functionality to create and send personalized messages to a group of contacts:
Sending Direct Mail with Mail Merge
Direct Mail means printing letters and sending them by post.
Sending E-Mail with Mail Merge
Email activity will generate e-mail messages to all filtered Contacts.
Creating To Dos with Mail Merge
To Do will create a Calendar entry for the selected representative, reminding them to call the Contact.
Running a Marketing Campaign with Mail Merge
A marketing campaign can be run as Direct Mail or Phone Calls. It allows to create additional follow-up To Do Events after the initial contact with the customers.