Adding, Deactivating, or Deleting a Contact

Contacts in PensionPro are useful in a number of ways; not only do they store contact information, they can also be assigned to Plan Roles and added to Communication Lists. This article covers creating Contacts, as well as managing Contact records in other ways.

Tier Availability: Track, Team, Business

Article Contents

• Adding a Contact
• Deactivating a Contact
  • Reactivating a Contact
• Deleting a Contact

Adding a Contact

Requires Security Rights: Add/Edit Contact

When adding a new Contact to PensionPro, the individual can either remain independent or be assigned to a Company. This can be changed later via The Contact Tab.

To add a new Contact:

1. Open the Add Contact window via one of the following methods:
   • From the navigation menu on the left, select Add Data > Contact.
   • In the Company tab, navigate to the Contacts view, then select Add at the top-right of the grid.
2. Enter the First Name and Last Name of the Contact.
3. (optional) Add a Company. This field is only available if the Contact is added from the Add Data menu.
   • If the Company exists in PensionPro (either as a Client or linked to another Contact): use this field to search for and select the desired Company. An existing company name will not save to the Contact if it is not added in this way.
   • If the Company does not exist in PensionPro: select Add at the right of the Company field and enter the company name. The new Company record will be created along with the Contact.
4. (optional) Add any other details as desired.
   • Email is not required, but is necessary if the Contact will use PlanSponsorLink. Other contact methods can be added after the Contact is created.
   • The Communication Lists field can optionally be used to add the Contact to a Communication List for Blast Email and similar purposes. For more information, refer to the article Communication Lists.
5. Select Save. The new Contact will be created.

Deactivating a Contact

Requires Security Rights: Add/Edit Contact

When required, a Contact can be designated as Deactivated within PensionPro. As opposed to deleting a Contact, deactivation has the advantage of retaining all Activity, Notes, Contact Information, and Interaction history associated with that Contact.

A deactivated Contact will not appear in any search results, unless the Show Deactivated/Closed option is enabled in Search Preferences.

To deactivate a Contact:

1. Open the Contact in a new tab and navigate to the General view.
2. Select Edit at the top-right of the grid. The corresponding window displays.
3. (recommended) Select an appropriate Status. This will be used for informational and reporting purposes.
4. Clear the Active field.
5. Select Save.

Reactivating a Contact

1. On the Contact tab, select Edit at the top-right of the General Information grid. The corresponding window displays.
2. Select Active.
3. (recommended) Update the Status.
4. Select Save.

Deleting a Contact

Requires Security Rights: Add/Edit Contact, Maintenance

Deactivating a Contact is recommended over deleting it, as a deactivated Contact retains Contact Information, Activity and Interaction history, and other data. Deleted Contacts are removed from PensionPro permanently, and any records associated with them (such as File Access Logs) may be erased as well. However, if the deletion of a Contact is necessary, follow these steps:

1. Open the Contact in a new tab and navigate to the General view.
2. Select Edit at the top-right of the grid. The corresponding window displays.
3. Select Marked for Deletion.
4. Select Save.
5. Next, the record must be deleted via the Data Deletion Manager. Navigate to Maintenance > Data Deletion; the corresponding tab opens.
6. Select Contacts from the Views list on the left.
7. Hover over the Contact's entry in the grid and select Delete on the right-hand side.