In PensionPro, Company records help in multiple ways: recording addresses and phone numbers for non-client organizations, uniting contacts under a single entity, and simplifying the process of moving data around when multiple organizations unite. This article covers navigating a Company record and discusses how they can be created, deleted, and merged together.
Article Contents
- Overview of Companies
- Creating a Company
- The Company Tab Header
- Company Views and Data
- Merging Two Companies
- Deleting a Company
Overview of Companies
A Company record is fairly straightforward—it stores addresses and phone numbers belonging to a single business or organization. It must be noted, however, that Companies integrate closely with Clients and Contacts to help in managing contact information for these records. For example, the following series of events is possible when adding a new Contact under an existing Company:
- The Contact is added to PensionPro.
- The Company name is added to the Contact record, linking them.
- The Company's addresses become dropdown options when adding a new address to the Contact.
The Company record also provides convenient lists of the Contacts and Prospects linked to it.
Expand the following items for additional information on Companies.
Companies and Clients
Each Client record is linked to a corresponding Company, although the reverse is not always true. A Company could simply be who a Contact works for; it's not necessarily a sponsoring employer.
While some actions can be performed within either the Client and Company (such as editing an address, which updates both records), functions relating to business or plan administration are specific to the Client tab.
Companies and Locations
Company records are not assigned to a Location and are not impacted by Location Rights. If the Company is linked to a Client, Location Right restrictions only apply to the Client record
Creating a Company
Companies cannot be added directly to PensionPro like other records. Instead, a new Company is created when:
- Adding or editing some record types (see below), and
- The Add
option in the Company field is used to type in a new company name (as opposed to linking to an existing Company)
When a company name is entered in this way, a new Company record will be created when the item is saved. This can be performed with the following record types:
- Clients
- Contacts
- Prospects (when Prospect Type is Company)
- Opportunities
Opening a Company
There are many ways to open a Company record in PensionPro. The following list, though not exhaustive, represents the most common methods of finding a given Company:
- Use the search field at the top of the page to search by the Company name.
- With a Contact record open, select the Company name on the General view (if available).
- With a Client record open, select the Client name on the General view.
The Company Tab Header
The tab header is displayed at the top of the tab, above any selected view. The header of the Company tab contains the following items, presented from left to right:
- The Company name.
- The Help
option, which opens this article in a new browser window.
Company Views and Data
The following sections detail the views and functions unique to the Company tab, such as address and phone number management and Contact lookup.
General
The Company Information grid on the General view contains the below fields; use Edit at the top-right of the grid to make changes to this information:
| Name |
The legal name of the Company.
|
| Linked to a Client | Indicates whether this record is associated with a Client. If Yes, selecting this field opens the corresponding Client record. |
| Marked for Deletion |
When enabled, the Company is added to the Data Deletion Manager for review and possible removal.
|
The More menu at the top-right of the Company Information grid contains the Merge option for merging two Company records and combining their address/number and Contact data. For more information, refer to the section Merging Two Companies.
Addresses / Numbers
The Addresses and Numbers views are used for storing Company address and phone number information. This data can be shared with any linked Client or Contact records.
For more information on working with the Addresses and Numbers grids, refer to the article Addresses and Numbers for Companies, Clients & Contacts.
Contacts
The Contacts grid lists every Contact linked to the Company (via the Company field on the Contact's General Information grid), including their Name, Email, and Profession. Double-clicking a Contact in the grid opens the corresponding record in a new tab.
By default, this grid does not display deactivated Contacts. To include these records, use More > Show Inactive at the top-right of the grid.
Use Add above the grid to add a new Contact; refer to the article Adding, Deactivating, or Deleting a Contact for more information.
Prospects
The Prospects grid lists every SalesPitch Prospect linked to the Company (via the Company field on the Prospect's General Information grid), including its Name, Category, and Description. The grid also indicates which Employee each Prospect is assigned to. Double-clicking a Prospect in the grid opens the corresponding record in a new tab.
By default, this grid only includes Prospects that are currently open. To include closed Prospects, use More > Show Closed at the top-right of the grid.
To delete a Prospect, hover over its entry in the grid and select Delete on the right-hand side.
Merging Two Companies
PensionPro can merge two Company records into one, combining all addresses and numbers, linked Contacts, and other items under a single company name. This is most useful in cases of company mergers or acquisitions.
What if the Company is also a Client? Can I still merge it?
It depends on the second Company. If one Company is linked a Client but the other isn't, a merge is possible; but if both Companies are Clients, PensionPro can't merge them. In the latter case, if a merge must be performed, it may be worth moving the Client to a new, empty Company, then merging the original.
To merge two Companies into one record:
- Open either of the two Companies in a new tab (it doesn't matter which). If necessary, select the General view.
- At the top-right of the Company Information grid, select More
> Merge. The corresponding window displays.
- Use the Merge dropdown to choose the direction of the merge:
- To delete this Company and transfer its data to another, choose To.
- To keep this Company add data from another (which will be deleted), choose From.
- Use the Company field to search for and select the second Company.
- The summary at the bottom of the window will update to display both Companies, the number of associated items, and how the data will be transferred. Review this information, then select Merge.
When finished, all linked items will be transferred to the chosen Company, while the other will be permanently deleted.
Deleting a Company
A Company record can be deleted if no longer needed. Prior to deletion, the Company will need to be unlinked from all Clients, Contacts, and SalesPitch records, and its addresses and numbers must be removed.
Company deletion is a two-step process that involves first marking the record for deletion, then removing it via the Data Deletion Manager. Expand the items below to view instructions for each step.
Step 1: Marking the Company for deletion
Requires Security Rights: Edit/Merge Company Names
- Open the desired Company in a new tab. If necessary, select the General view.
-
At the top-right of the grid, select
Edit
. The corresponding window displays.
- Select Marked for Deletion.
- Select Save.
Step 2: Using the Data Deletion Manager
Requires Security Rights: Maintenance
- Navigate to Maintenance > Data Deletion. The corresponding tab opens.
- Select Company Names from the Views list on the left.
-
Hover over the Company's entry in the grid and select
Delete
on the right-hand side.
- PensionPro will confirm the action; select Yes to delete the record.