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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 are found here. Contact activity such as Plans, Prospects, and Proposals the Contact is linked to is organized here as well. 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.

 

Adding a Contact

Deactivating or Deleting a Contact

Home tab

Addresses tab

Numbers tab

Activity tab

To-Dos tab

Interactions tab

Notes tab

Frequently Asked Questions

 

 

Adding a Contact  top^

  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 appropriate Prefix, Suffix, Profession, or Communication Lists are not listed, 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 appear. If the company does not exist, 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 contact.  
  3. Use the drop-down on the Save button to select Save and Open. This will create the Contact and open 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 or edit the 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. In the Communication Lists tab, the user can add or delete the Contact to or from a list by clicking on either the add button or the delete button.
  3. An Address can be added by clicking on the Address tab, 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.
  4. A Number can be added by clicking on the Numbers tab, 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
  5. The Activity tab will show any Plans with whom the Contact is associated.
  6. A To-Do can be added by clicking on the To-Dos tab, 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 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.
  7. The Interactions tab will populate with a copy of any blast emails 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.
  8. A note can be added by clicking on the Notes tab, clicking on the add button, and completing the information on the Add Note slider menu.

Contacts are linked to a Plan from the Plan Details > People > Contacts tab. Click on the Add button and complete the information on the Add Plan Contact Role slider menu. To enter a contact start typing and then select from the list that appears.

 

 

Deactivating or Deleting a Contact top^

 

To Deactivate a Contact:

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

Deactivated contacts still have access to PlanSponsorLink. Users can revoke a Contact's access to Plan specific information on PlanSponsorLink by deleting the Website rights for their linked plans. Users can completely remove a Contact's access to PlanSponsorLink by resetting the Contact's PlanSponsorLink Password and removing their email address. For more information, please review Removing Plan Contacts from PlanSponsorLink.com.

 

To Delete a Contact from the Contact level:

In order to delete a Contact, all linked Interactions must be deleted. Also remove website rights first before deleting a Contact as a Plan Contact. Deleting a Plan Association does not remove the website rights.

  1. Select the Contact to be deleted.
  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 Screen.
  8. Click on Data Deletion.
  9. The Data Deletion Manager will appear.
  10. Choose Contact in the Type dropdown menu.
  11. The Contact to be deleted will appear in the data deletion grid.
  12. 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 on 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 be deleted.

  1. Click on Power Tools in the menu at the top of the screen.
  2. Click on Field Updates.
  3. A pop-up menu will appear.
  4. Click on Contacts.
  5. This will open Contacts Power Tool.
  6. Select the Field “Marked for Deletion” from the dropdown menu.
  7. Click the Value box.
  8. On the right hand of the screen use the Options button to set Data Filters to narrow the search results and click on the green refresh button. 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 delete.
  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 will appear.
  18. Choose Contact in the Type dropdown menu.
  19. The Contact to be deleted will appear in the data deletion grid.
  20. Highlight the Contact 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 Contact has been deleted.

 

 

Contact Details - Home top^

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 these sub-tabs by clicking the Edit button on the right 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 / Home tab for the Employee.
  • Relationship Tab - Allows the user to record information on the Contact such as Nickname, Birthdate, Spouse's Name, Anniversary, Last Contacted Date, etc.
  • Contact Types 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, Broker Dealer information, Platform Preference, Investment Provider information, etc. Please Note: to view this tab requires SalesPitch is enabled and the user has Access SalesPitch security right.
  • Communication Lists Tab - Allows the user to add or delete a Contact to/from a Communication List. Please note: this tab is only included on Essential, Premium, and Business Tiers.

 

 

Contact Details - Addresses top^

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 > Address tab, click on the Add button on the right of the Addresses grid. An Add Contact Address slider should appear.
  2. To add a new address, click on the Add button next to the Address dropdown menu.
    • If adding an existing Address, click the Address dropdown menu and select the Address.
  3. 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 Type is a List Value. If an Address Type is not available, click Maintenance > List Values, Select the General sub-tab, and select Address Type from the List Type drop-down menu. Click the Add button to the right of the grid and enter the new Address Type List Value.
  4. Click Save when complete.

Edit an Address:

  1. On the Contact Details > Address tab, click once on an existing Address to highlight it then click the Edit button to the right of the Addresses grid. An Edit Contact Address slider should appear.
  2. 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. 
  3. Click Save when complete.

Delete an Address:

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

 

 

Contact Details - Numbers top^

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 Contact Number slider should appear.
  2. To add a new Number, click on the Add button next to the Number dropdown menu.
    • If adding an existing Number, click the Number dropdown menu and select the Number.
  3. 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.
    • Number Type is a List Value. If a Number Type is not available, click Maintenance > List Values, Select the General sub-tab, and select Number Type from the List Type dropdown menu. Click the Add button to the right of the grid and enter the new Number Type List Value.
  4. Click Save when complete.

Edit a Number:

  1. On the Contact Details > Numbers tab, click once on an existing Number to highlight it then click the Edit button to the right of the Number grid. An Edit Contact Number slider should appear.
  2. 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.
  3. 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. Click "Yes" to confirm deletion.

 

 

Contact Details - Activity top^

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 linked 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 will be listed on the People Tab of the item opened.

 

 

Contact Details - To-Dos top^

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

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

Add a To-Do:

  1. On the Contact Details > To-Dos tab, Add button to the right of the To-Dos grid. An Add To-Do slider should appear.
  2. To add a To-Do, enter a Title for the To-Do, along with any other relevant information contained within the fields of the slider.
  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 on the Edit button on the right of the To-Dos grid. An Edit To-Do slider should appear.
  2. Edit any necessary information contained within the fields of the slider.
  3. 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 then click the Delete button to the right of the To-Dos grid. 
  2. Click "Yes" to confirm deletion.

 

 

Contact Details - Interactions top^

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

The Contact Details > Interactions Tab allows users to view any Interactions that are linked to the Contact. The Interactions grid shows the Interaction Title, any 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 should appear.
  2. To add an Interaction, select an Interaction Type from the dropdown menu, enter a title for the interaction, enter any details of the Interaction and an Interaction date. Edit any Interaction participants as necessary. Select an Interaction Type from the dropdown menu.
    • Interaction Type is a List Value. If an Interaction Type is not available, click Maintenance > List Values, Select the Interaction sub-tab, and select Interaction Type from the List Type drop-down menu. Click the Add button to the right of the grid and enter the new Interaction Type 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 on the Edit button on the right of the Interactions grid. An Edit Interactions slider should appear.
  2. Edit any necessary information contained within the fields of the slider.
  3. Click Save when complete.

Delete an Interaction:

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

 

 

Contact Details - Notes  top^

The Contact Details > Notes Tab allows users to view any Notes that are linked to the Contact. The Notes grid shows the Note content, 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 should appear.
  2. To add a Note, type the contents of the Note in the Note field, 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 a Note Category is not available, click Maintenance > List Values, Select the General sub-tab, and select Note Category from the List Type drop-down menu. Click the Add button to the right of the grid and enter the new Note Category List Value.
  3. Click Save when complete.

Edit a Note:

  1. On the Contact Details > Notes tab, click on the Edit button on the right of the Notes grid. An Edit Note slider should 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 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 Note Editing Allowed Preference to Yes and save. 

Delete a Note:

  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 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.

 

FAQ's

  • 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 receive the Blast Email. 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 mark 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 two 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 duplicate records as there is not a merge contacts feature.

 

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