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Adding, Editing, or Deleting a Contact

The Contact Details screen is where a Contact's information is stored. Contact information such as Address, Phone Number, and Email Address can be found here. Contact activity such as Plans, Prospects, and Proposals the Contact is linked to can be found on the Activity tab. Users can view and edit this information, keeping Contact information current.

 

Tier Availability: Track, Team, Core, Essential, Premium, Business

Security Rights Required: Add/Edit Contact, Maintenance

 

  Note: Tabs and fields will vary depending on the tier the user is on.

Menu:

 

 Adding a Contact

  1. From the Applications Menu click on Data > Contacts > Add a Contact.
  2. The Add Contact slider will appear. Complete the fields on the Add Contact slider menu.
    • First Name and Last Name are required fields.
    • If the desired Prefix, Suffix, Profession, or Communication Lists are not listed in the dropdowns, they can be added as a list value.
    • In the Company field, type the first few letters of the contact’s company and select the appropriate company name from the drop-down menu that will populate. If the company does not appear in the drop-down, click on the Add button to the right of the Company field and type the company name. The new company will be created along with the new contact.
  3. Use the drop-down on the Save button located at the bottom of the Add Contact slider to select Save and Open. This will create the Contact and open the Contact Details.

Adding Contact Details

  1. In the Home tab of Contact Details, the user can access the General, Relationship, Contact Types, Sales, and Communication Lists tabs.
  2. The user can add new information or edit the existing information found in the General, Relationship, Contact Types, and Sales tabs by clicking on the Edit button and completing the information in the slider menu.
  3. In the Communication Lists tab, the user can add a Contact to a list or delete a contact from a list by clicking on either the Add button or the Delete button.
  4. An Address can be added in the Address tab by clicking on the Add button and completing the information on the Add Contact Address slider menu. Address 1, City, State, Zip Code, and Address Type are all required fields. If the appropriate Address Type is not listed, it can be added as a list value.
  5. A Number can be added on the Numbers tab by clicking on the Add button and completing the information on the Add Numbers slider menu. Number and Number Type are required fields. If the appropriate Number Type is not listed, it can be added as a list value.
  6. The Activity tab will show any Plans the Contact is associated with, along with the Contact's Role for each Plan.
  7. A To-Do can be added in the To-Dos tab by clicking on the Add button and completing the information on the Add To-Do slider menu. Title (Name) is a required field. Clicking Save and Open will open the General To-Do Information window.
    • Here, users can click on the Comments tab, which will allow the user to add comments to the To-Do.
    • Click here For additional information on To-Dos. Please Note: To-Dos are not included on the Track tier.
  8. The Interactions tab will populate with any blast emails or Secure File Exchanges sent to the contact. An interaction can also be created by clicking on the Add button and completing the information on the Add Interaction slider menu. Type and Title are required fields. If the appropriate Type is not listed, it can be added as a list valueClick here for additional information on Interactions. Please Note: Interactions are not included on the Track Tier.
  9. A note can be added on the Notes tab by clicking on the Add button and completing the information on the Add Note slider menu.
    • Note Category is not a required field, however, if the appropriate Note Category is not listed, it can be added as a list value.

Contacts are linked to a Plan from the Plan Details > People > Contacts tab. Click on the Add button on the Contacts tab and complete the information on the Add Plan Contact Role slider menu. To select a contact, begin typing the first few letters of the contact's name and then select the contact from the list that populates. Click Save to link the contact to the Plan.

 *Contact Types not currently available on Track, Team, and Business*

 Deactivating or Deleting a Contact 

 To Deactivate a Contact:

Rather than deleting a contact, users can deactivate a contact in order to retain any Interactions, Activity, Notes and other Contact Information. Users should remove any website rights or assigned Plan Contact Roles prior to deactivating a Contact.

  1. From the Contact Details > Home > General tab, click the Edit button.
  2. At the bottom of the Edit General Information slider, uncheck the Active checkbox.
  3. Click Save.

Deactivating a Contact will completely remove the contact's access to PlanSponsorLink.

 

To Delete a Contact from the Contact level:

In order to delete a Contact, all linked Interactions must first be deleted.

  1. Search for the Contact.
  2. From the General Information Tab, click on the Edit button in the right-hand corner.
  3. The Edit General Information slider menu will appear.
  4. At the bottom of the menu uncheck the Active Box.
  5. At the bottom of the menu check the Marked for Deletion box.
  6. Click Save.
  7. Click on Maintenance in the menu bar at the top of the Screen.
  8. Click on Data Deletion.
  9. This will open the Data Deletion Manager screen. 
  10. In the Type dropdown menu, select Contact. 
  11. Contacts that are Marked for Deletion will appear in the Contacts for Deletion grid.
  12. Click once to highlight the Contact and click the red X on the right-hand side.
  13. A pop-up warning will appear asking “Are you sure you want to delete this contact PERMANENTLY?”
  14. Click "Yes."
  15. The Contact has been deleted.

To Delete Contacts using the Power Tool:

Please note that in order to delete a Contact, all Interactions must first be deleted.

  1. Click on Power Tools in the menu at the top of the screen.
  2. Click on Field Update.
  3. A pop-up menu will appear.
  4. Click on Contacts.
  5. Contacts Power Tool will open.
  6. Select the Field “Marked for Deletion” from the dropdown menu.
  7. Check the Value box to the right of the Field box.
  8. On the right-hand side of the screen use the Options button to add Data Filters to narrow the search results. Click on the green refresh button to populate Contact results. note: Data Filters are not required.
  9. All Contacts that meet the Data Filters criteria will appear in the grid.
  10. Select the Contacts that you would like to mark for deletion.
  11. Click the Execution Tab.
  12. Click Unlock.
  13. Click Execute.
  14. The tabs on the left will indicate how many were completed and how many failed.
  15. Click on Maintenance in the menu bar at the top of Screen.
  16. Click on Data Deletion.
  17. The Data Deletion Manager screen will appear.
  18. Choose Contact in the Type dropdown menu.
  19. The Contacts marked for deletion will appear in the data deletion grid.
  20. Highlight the Contacts and click the red X on the right-hand side.
  21. A popup warning will appear asking “Are you sure you want to delete this contact PERMANENTLY?”
  22. Click on "Yes."
  23. The Contacts have been deleted.

 

 Contact Details - Home

The Home Tab contains basic information for the Contact. It is separated into multiple sub-tabs which are listed and described below. Users can edit information within each of these sub-tabs by clicking the Edit button on the right side of the screen after selecting a sub-tab from the Home tab.

  • General Tab - Allows the user to edit a Contact's General Information. If the Contact is an Employee, an Employee field will appear, containing a hyperlink to the Employee Details.
  • Relationship Tab - Allows the user to record information on the Contact such as Nickname, Birthdate, Spouse's Name, Anniversary, Last Contacted Date, etc.
  • Contact Type Tab - Allows the user to identify the Contact Type. For example, whether the contact is an Accountant, Attorney, Auditor, Custodian, etc. Please note: this tab is only included on Core, Essential, and Premium Tiers.
  • Sales Tab - Allows the user to create or edit sales information related to a Contact such as Sales Territory/Team, Broker Dealer information, Platform Preference, Investment Provider information, etc. Please Note: to view this tab SalesPitch must be enabled and the user must have the Access SalesPitch security right.
  • Communication Lists Tab - Allows the user to add a Contact to or delete a Contact from a Communication List. Please note: this tab is only included on Essential, Premium, and Business Tiers.

 

 Contact Details - Addresses

The Contact Details > Address Tab allows users to view, add, edit, and delete a Contact's address information.

Add an Address:

  1. On the Contact Details > Addresses tab, click on the Add button on the right of the Addresses grid. An Add Contact Address slider will appear.
  2. Fill out the Address information in the fields that appear after clicking the Add button. Select the boxes for Personal Address and/or Primary Address if applicable. Select an Address Type from the dropdown menu.
    • Address 1, City, State, Zip Code, and Address Type are required fields.
    • Address Type is a List Value. If the appropriate Address Type is not available, it can be added as a list value.
  3. Click Save when complete.

Edit an Address:

  1. On the Contact Details > Addresses tab, click once on an existing Address to highlight it.
  2. Click the Edit button to the right of the Addresses grid. An Edit Contact Address slider will appear.
  3. Edit the Address information in the fields that appear in the Edit Contact Address slider. Select the box for Personal Address and/or Primary Address if applicable.
  4. Click Save when complete.

Delete an Address:

  1. On the Contact Details > Addresses tab, click once on an existing Address to highlight it.
  2. Click the Delete button to the right of the Addresses grid.
  3. A popup warning will appear asking “Are you sure?”
  4. Click "Yes" to confirm the deletion.

 

 Contact Details - Numbers

The Contact Details > Numbers Tab allows users to view, add, edit, and delete a Contact's phone number information.

Add a Number:

  1. On the Contact Details > Numbers tab, click on the Add button on the right of the Numbers grid. An Add Numbers slider will appear.
  2. Fill out the Number information in the fields that appear after clicking the Add button. Select the box for Personal Number and/or Primary Number if applicable. Select a Number Type from the dropdown menu.
    • A Number Type is Required
    • Number Type is a List Value. If the appropriate Number Type is not available, it can be added as a list value.
  3. Click Save when complete.

Edit a Number:

  1. On the Contact Details > Numbers tab, click once on an existing Number to highlight it.
  2. Click the Edit button to the right of the Number grid. An Edit Contact Number slider will appear.
  3. Edit the Number information in the fields that appear in the Edit Contact Number slider. Select the box for Personal Number and/or Primary Number if applicable. Select a Number Type from the dropdown menu.
  4. Click Save when complete.

Delete a Number:

  1. On the Contact Details > Numbers tab, click once on an existing Number to highlight it then click the Delete button to the right of the Number grid.
  2. A popup warning will appear asking “Are you sure?”
  3. Click "Yes" to confirm the deletion.

 

 Contact Details - Activity

The Contact Details Activity Tab allows users to view Plans, Proposals, and Prospects the Contact is linked to. The Activities grid shows the name of the Plan, Proposal, and Prospect the Contact is connected to and the Role that links the Contact to the Plan, Proposal, or Prospect.

To open an item on the grid, double-click anywhere on the row. The Contact and their associated Role will be listed on the People Tab of the item opened.

 

 Contact Details - To-Dos

Tier Availability: Core, Team, Essential, Premium, Business

The Contact Details > To-Dos Tab allows users to view To-Dos that are linked to the Contact. The To-Dos grid shows the To-Do Title, the Employee who is assigned the To-Do, a Status of the To-Do, Progress, and a Completed On date if applicable. For more information, please review Using To-Dos.

Add a To-Do:

  1. On the Contact Details > To-Dos tab, click on the Add button to the right of the To-Dos grid. An Add To-Do slider will appear.
  2. Fill out the To-Do information in the fields that appear after clicking the Add button.
  3. Click Save when complete.
    • Adding a To-Do from this tab will automatically associate it with the Contact.

Edit a To-Do:

  1. On the Contact Details > To-Dos tab, click once on an existing To-Do to highlight it.
  2. Click the Edit button on the right of the To-Dos grid. An Edit To-Do slider will appear.
  3. Edit any necessary information contained within the fields of the slider.
  4. Click Save when complete.

Delete a To-Do:

  1. On the Contact Details > To-Dos tab, click once on an existing To-Do to highlight it.
  2. Click the Delete button to the right of the To-Dos grid.
  3. A popup warning will appear asking “Are you sure?”
  4. Click "Yes" to confirm the deletion.

 

 Contact Details - Interactions

Tier Availability: Core, Team, Essential, Premium, Business

The Contact Details > Interactions Tab allows users to view Interactions that are linked to the Contact. The Interactions grid shows the Interaction Title, Details of the Interaction, Interaction participants, a Date of the Interaction, and Type of Interaction. For more information, please review Using Interactions.

Add an Interaction:

  1. On the Contact Details > Interactions tab, click the Add button to the right of the Interactions grid. An Add Interaction slider will appear.
  2. To add an Interaction, select an Interaction Type from the dropdown menu, enter a Title for the interaction and enter any details of the Interaction along with an Interaction date. Edit any Interaction participants as necessary.
    • Interaction Type is a List Value. If the appropriate Interaction Type is not available, it can be added as a list value.
  3. Click Save when complete.
    • Adding an Interaction from this tab will automatically associate it with the Contact.
    • Users can also drag and drop emails to or from the contact to the Interactions grid to auto-populate the Add Interaction slider. This feature is only available on the Premium and Business Tiers.

Edit an Interaction:

  1. On the Contact Details > Interactions tab, click once on an existing Interaction to highlight it.
  2. Click on the Edit button on the right of the Interactions grid. An Edit Interaction slider will appear.
  3. Edit any necessary information contained within the fields of the slider.
  4. Click Save when complete.

Delete an Interaction:

  1. On the Contact Details > Interactions tab, click once on an existing Interaction to highlight it.
  2. Click the Delete button to the right of the Interactions grid.
  3. A popup warning will appear asking “Are you sure?”
  4. Click "Yes" to confirm the deletion.

 

 Contact Details - Notes

The Contact Details > Notes Tab allows users to view Notes that are linked to the Contact. The Notes grid shows the Note content, Note category, date of creation and the Employee who created the Note. For more information, please review Using and Maintaining Notes.

 

Add a Note:

  1. On the Contact Details > Notes tab, click the Add button to the right of the Notes grid. An Add Note slider will appear.
  2. To add a Note, type the contents of the Note in the Note field and select a Note Category if necessary.
    • Mark the box next to Important if the Note is important.
      • Important Notes are marked with a red exclamation icon and are relegated to the top of the Notes grid.
    • Mark the Note as Archived if the Note should be archived or hidden from the regular Notes Grid.
      • Archived Notes can be accessed by clicking the Include Archived box at the bottom right of the Notes Grid.
    • Note Category is a List Value. If the appropriate Note Category is not available, it can be added as a list value.
  3. Click Save when complete.

 

Edit a Note:

  1. On the Contact Details > Notes tab, click once on an existing Note to highlight it then click the Edit button on the right of the Notes grid. An Edit Note slider will appear.
  2. Edit any necessary information contained within the fields of the slider.
  3. Click Save when complete.

To allow editing of Notes, the preference must be enabled. To enable the preference, click on Maintenance > Preferences > PensionPro and in the Preference Type dropdown select Data Security. Click on the edit button, and an Edit Preferences slider will appear. Set the Note Editing Allowed Preference to Yes and Save.

 

Delete a Note:

Security Rights Required: Delete Notes

  1. On the Contact Details > Notes tab, click once on an existing Note to highlight it then click the Delete button to the right of the Notes grid.
  2. Click "Yes" to confirm the deletion.

To allow deletion of Notes the preference must be enabled. To do this click on Maintenance > Preferences > PensionPro and in the Preference Type dropdown select Data Security. Click on the edit button and an Edit Preferences slider will appear. Set the Allow Deletion of Notes Preference to Yes and Save. This is a global preference and will override the Delete Notes Security Right. The user must also the Delete Notes Security Right to delete notes in PensionPro.

 

Frequently Asked Questions

  • Can two separate contacts have the same email address? No. The email address must be unique to the contact record.
  • What is the difference between the Ok to Call, Receive Bulk Email, and Ok to Email checkboxes on Contact Details and what do those control? Receive Bulk Email typically references if the contact should receive mass emails. Ok to Email references if the contact should receive any email. Ok to Call references if the contact should receive calls. These fields are for reference only and do not directly control if users can send correspondence to contacts or not. However, users can add a filter in Blast Email for these particular fields so contacts with the Receive Bulk Email or Ok to Email boxes marked will populate. Users can also update this field for multiple contacts at the same time by using the Contact Field Update Power Tool.
  • How can I make a phone number or address that was previously marked as personal, linked to the company the contact works for? There isn't a way to uncheck a phone number or address that was marked as personal. The user should add the number or address again to the contact and leave the personal checkbox unchecked. The user can then delete the number or address marked as personal. The new number or address will be linked to the company the contact has listed in their Company field on Contact Details.
  • I have a contact that I want to set up as an employee, can I convert a contact to an employee?Currently, there isn't a way to convert a contact to an employee in PensionPro. However, so users do not lose the history of the original contact record, users can click the Edit button on the Contact Details > Home > General tab, remove the email address and mar the contact as inactive. The user can then click Data > Employees  > Add an Employee as they would to create a new employee record.
  • Can a contact be set up with multiple email addresses? Currently, there is only one designated Email Address field to track a single email address for a contact. However, users can create a Note to track an alternate email address for a contact.
  • Can I merge two or more contacts into one record to remove duplicates? Users will need to delete the duplicate records as there is not currently a merge contacts feature.

 

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