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PensionPro 2.0 - Adding, Editing, or Deleting a Contact

The Contact tab is where information such as addresses, phone numbers and email addresses can be found. Here, users can view and edit this information in order to keep 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 Navigation Panel, click Add Data > Contact.
  2. The Add Contact menu will display where users can input the applicable information.
    1. First Name and Last Name are the only required fields.
    2. If the desired Prefix, Suffix, Profession, or Communication Lists are not listed in the dropdowns, they can be created in List Values.
    3. 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 the Add icon to the right of the Company field and type the company name. The new company will be created along with the new contact.
  3. Click the drop-down on the Save button located at the bottom of the Add Contact menu to click Save and Open. This will create the Contact and open the Contact record.

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

  1. From the General Information grid, click the Edit icon.
  2. At the bottom of the Edit General Information menu, deselect the Active checkbox.
  3. Click Save.

General Menu

This is the default that displays when a user accesses the Contact record. It 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. Users can edit information in this menu by clicking the Edit icon in the upper right corner of the grid. The contact's password for PlanSponsorLink can also be managed on the General tab by clicking the More button and then selecting Set Password from the menu.

Addresses Menu

The Address menu allows users to view, add, edit, and delete a contact's address information.

Add an Address:

  1. On the Addresses menu, click the Add icon. An Add Contact Address menu will appear.
  2. Fill out the Address information in the Address field or select an address from the dropdown menu. Select the boxes for Personal Address and/or Primary Address if applicable. Select an Address Type from the dropdown menu.
    1. Address 1, City, State, Zip Code, and Address Type are required fields.
    2. 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 Addresses menu, hover the mouse over an existing Address to highlight it.
  2. Click the Edit icon. An Edit Contact Address menu will appear.
  3. Edit the Address information in the fields that appear in the Edit Contact Address menu. Select the box for Personal Address and/or Primary Address if applicable.
  4. Click Save when complete.

Delete an Address:

  1. On the Addresses menu, hover over an existing Address to highlight it.
  2. Click the Delete icon.
  3. A popup warning will appear asking, “Are you sure you want to Delete this address?”
  4. Click Yes to confirm the deletion.

Numbers Menu

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

Add a Number:

  1. On the Numbers menu, click the Add icon. An Add Numbers menu will appear.
  2. Fill out the Number information in the fields. Select the box for Personal Number and/or Primary Number if applicable. Select a Number Type from the dropdown menu.
    1. A Number Type is Required
    2. 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 Numbers menu, hover over an existing Number to highlight it.
  2. Click the Edit icon. An Edit Contact Number menu will appear.
  3. Edit the Number information in the fields that appear in the Edit Contact Number menu. 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 Numbers menu, hover over an existing Number to highlight it then click the Delete icon to the right of the Number grid.
  2. A popup warning will appear asking, “Are you sure you want to delete this number?”
  3. Click Yes to confirm the deletion.

Relationship Menu

This menu allows the user to record information on the Contact such as Nickname, Birthdate, Spouse's Name, Anniversary, Last Contacted Date, etc. Information on this screen can be edited by selecting the Edit icon, filling out the applicable information, and clicking Save.

Activity Menu

The Activity menu 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 Employee Roles tab or Contact Roles tab of the item opened.

To-Dos Menu

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

The To-Dos menu allows users to view To-Dos that are linked to the contact. The To-Dos grid shows the , the employee who is assigned the To-Do, the title, description, due date, status, created by, progress, and a completed-on date if applicable. For more information, please review the Using To-Dos article.

Add a To-Do:

Adding a To-Do from the Contact > To Dos menu will automatically associate it with the Contact.

  1. On the To-Dos screen, click the Add icon in the upper right corner of the grid. An Add To-Do menu will appear.
  2. Fill out the To-Do information in the applicable fields.
  3. Click Save when complete.

Edit a To-Do:

  1. On the To-Dos menu, hover over an existing To-Do to highlight it.
  2. Click the Edit icon in the upper right corner of the To-Dos grid. An Edit To-Do menu will appear.
  3. Edit any necessary information contained within the fields of the menu.
  4. Click Save when complete.

Delete a To-Do:

  1. On the To-Dos menu, hover over an existing To-Do to highlight it.
  2. Click the Delete icon to the right of the To-Dos grid.
  3. A popup warning will appear asking, “Are you sure you want to Delete this To-Do?”
  4. Click Yes to confirm the deletion.

Interactions Menu

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

The Interactions menu allows users to view interactions that are linked to the contact. The Interactions grid shows the Interaction title, participants, date, type, and status. For more information, please review the Using Interactions article.

Add an Interaction:

Adding an interaction from the Contact > Interactions menu 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 menu. This feature is only available on the Premium and Business Tiers.

Note: We currently do not support drag and drop in Firefox or Safari. 

  1. On the Interactions screen, click the Add icon in the upper right corner of the Interactions grid. An Add Interaction menu 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.
    1. 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.

Edit an Interaction:

  1. On the Interactions menu, hover over an existing Interaction to highlight it.
  2. Click the Edit icon on the right of the Interactions grid. An Edit Interaction menu will appear.
  3. Edit any necessary information contained within the fields of the menu.
  4. Click Save when complete.

Delete an Interaction:

  1. On the Interactions menu, hover over an existing Interaction to highlight it.
  2. Click the Delete icon to the right of the Interactions grid.
  3. A popup warning will appear asking “Are you sure you want to Delete this interaction?”
  4. Click Yes to confirm the deletion.

Communication List Menu

This tab allows the user to add a contact to or delete a contact from a Communication List. The Communication List grid shows the Communication List name and description. Please note: this tab is only included on Essential, Premium, and Business Tiers.

To Add a Contact to a Communication List

  1. On the Communication List menu, click the Add icon.
  2. On the Add Communication List menu, select a list from the dropdown menu and select the Add icon.
  3. Once the list has been added, click Save.

To Remove a Contact from a Communication List

  1. On the Communication List menu, hover the mouse over the list name.
  2. Click the Delete icon.
  3. A pop-up warning will display that asks, “Are you sure you want to Delete this communication list?”
  4. Click Yes to confirm the deletion.

Notes Menu

The Notes menu allows users to view Notes that are linked to the contact. The Notes grid shows the Note content, category, creation date and who the note was created by. For more information, please review the Using and Maintaining Notes article.

Add a Note:

  1. On the Notes menu, click the Add icon to the right of the Notes grid. An Add Note menu will appear.
  2. To add a note, type the contents of the note in the Note field and select a Note Category if necessary.
    1. Mark the box next to Important if the note is important.
      1. Important notes are marked with a red exclamation icon and are relegated to the top of the Notes grid.
    2. 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.
    3. 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:

In order to edit a note, the user must have the Note Editing Allowed Preference set to Yes under Maintenance > Preferences > PensionPro > Preference Type: Data Security.

  1. On the Notes menu, hover over an existing Note to highlight it.
  2. Click the Edit icon on the right of the Notes grid. An Edit Note menu will appear.
  3. Edit any necessary information contained within the fields of the menu.
  4. Click Save when complete.

Delete a Note:

In order to delete a note, the user must have the Allow Deletion of Notes preference set to Yes under Maintenance > Preferences > PensionPro > Preference Type: Data Security and possess the Delete Notes security right. This is a global preference and will override the Delete Notes Security Right.

Security Rights Required: Delete Notes

  1. On the Notes menu, hover over an existing Note to highlight it.
  2. Click the Delete icon in the upper right corner of the Notes grid.
  3. A pop-up warning will display that asks, “Are you sure you want to Delete this note?”
  4. Click Yes to confirm the deletion.

Sales Menu

The Sales tab allows the user to create or edit sales information related to a contact such as Sales Territory/Team, Investment Advisor and Broker Dealer information, Platform Preference, Investment Provider information, etc. Users can edit information on this tab by clicking the Edit icon. Please Note: to view this tab SalesPitch must be enabled and the user must have the Access SalesPitch security right.

 

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. 
  • 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 the General tab.
  • 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 icon on the Contact > General menu 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 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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