The Contact Tab

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The Contact tab displays contact information—street addresses, phone numbers, email addresses—for persons stored in PensionPro. This information can be easily referenced and edited to keep contact information current.

 

Opening a Contact Tab

 

  1. Use the Search bar to search by Contact name.
  2. Expand the Contacts result list.
  3. Select the name of the Contact.

 

Tier Availability: Track, Team, Business

 

Note: During the process of managing Contact information, many input fields populate their dropdown options by pulling in List Values. More information on List Values can be found in the article List Values.
Note: Some features and views may not be available in all tiers.

 

Article Contents

 

 

 

The Contact Tab Header

 

The tab header is displayed at the top of the tab, above any selected view. The header contains the following items, presented from left to right:

 

  • The Contact Name.
  • The Helphelp.png icon, which opens this article in a new browser window.
  • The Moremore_options.png icon, which contains menu options for creating Merge Documents.

 

 

Navigating Contact Views

 

The Views panel on the left side of the Contact tab separates Contact information into a selection of categories. The Contact tab contains the following views: General, Addresses, Numbers, Relationship, Activity, To-Dos, Interactions, Communication Lists, Notes, and Sales.

 

 

Editing Attributes

 

Requires Security Rights: Add/Edit Contact

 

Some views, such as the General and Relationship views, contain attributes and information that define the Contact. To edit these attributes:

  1. Select Editedit.png at the top-right of the view. The corresponding window displays.
  2. Make any necessary changes.
  3. Select Save.

 

 

Adding Records

 

Requires Security Rights: Add/Edit Contact

 

Other views, like the Addresses and Numbers views, contain lists of records attached to the Contact. In these views, records can be added by performing the following steps:

  1. Select Addadd.png at the top-right of the view. The corresponding window displays.
  2. Complete the required fields.
  3. Select Save.

 

 

Views on the Contact Tab

 

The aim of this guide is not to provide an exhaustive list of Contact fields and properties. However, any items of particular note are covered in each view's section, below.

 

 

General

 

The General view contains the information that was entered during Contact creation, such as Name and Company, as well as other basic information, like Contact Preference and Category. Use Editedit.png at the top-right of the grid to make changes to this information.

 

  • The following fields are required: First Name, Last Name
  • The following fields reference List Values located under Core > Contact: Prefix, Suffix, Profession, Preference, Grouping, Category, Status

 

Selecting Moremore_options.png at the top-right of the General view displays options for linking and unlinking the Contact to contact entries within ftwilliam.com. Additionally, if the Contact uses PlanSponsorLink, password and multi-factor authentication management can be accessed from this menu.

 

 

Addresses

 

The Addresses view allows for adding, editing, and deleting a Contact's address information. If the Contact has been linked to a Company, addresses associated with the Company can be easily copied to the Contact.

 

Use Addadd.png at the top-right of the grid to add a new address, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. For more information on working with addresses, refer to the article Addresses and Numbers for Companies, Clients & Contacts.

 

 

Numbers

 

The Numbers view allows for adding, editing, and deleting a Contact's phone number information. If the Contact has been linked to a Company, numbers associated with the Company can be easily copied to the Contact.

 

Use Addadd.png at the top-right of the grid to add a new number, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. For more information on working with numbers, refer to the article Addresses and Numbers for Companies, Clients & Contacts.

 

 

Relationship

 

The Relationship view can be used to store personal information about a Contact, either for reference or personalization purposes. Use Editedit.png at the top-right of the grid to make changes to this information.

 

  •  The following field references a List Value located under Core > Contact: Contact Source

 

 

Activity

 

The Activity view displays Plans, Proposals, and Prospects the Contact is linked to. Each entry in the grid includes the name of the Plan, Proposal, or Prospect the Contact is connected to, as well as the Contact's Role relative to that item. Double-click an entry to open the associated Plan, Proposal, or Prospect in a new tab.

 

The list of Activities is automatically populated; new records cannot be manually added to the grid.

 

 

To-Dos

 

The To-Dos view displays any To-Do items that relate to the Contact. These are reminders or directions that assist in tracking and completing unexpected work.

 

Use Addadd.png at the top-right of the grid to add a new To-Do, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. For more information, refer to the article To-Dos.

 

 

Interactions

 

The Interactions view records any communications that have occurred with the Contact, such as Blast Emails and Secure File Exchanges. Interactions that aren't generated by PensionPro—such as details of an email or phone call—can be added manually.

 

Use Addadd.png at the top-right of the grid to add a new Interaction, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. Some Interactions cannot be edited.

 

For more information, refer to the article Interactions.

 

 

Communication Lists

 

The Communication Lists view displays any Communication Lists that include the Contact. These lists are hand-curated collections of Contacts, meant to simplify Blast Email distribution when recipients have little other connection between them.

 

Use Addadd.png at the top-right of the grid to add the Contact to a Communication List. To remove the Contact from a Communication List, hover over the entry and select the Deletedelete.png option on the right-hand side. For more information, refer to the article Communication Lists.

 

 

Notes

 

The Notes view is used for recording any miscellaneous information that pertains to the Contact. This could be confirmation of communications, instructions for special handling, or simply information that doesn't fit anywhere else.

 

Use Addadd.png at the top-right of the grid to add a new Note, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. To view archived Notes, select Moremore_options.png > Show Archived.

 

For more information, refer to the article Notes.

 

 

Sales

 

Requires Security Rights: Access SalesPitch

 

The Sales view stores sales-related information for a Contact, such as Sales Territory and Investment Provider details. Use Editedit.png at the top-right of the grid to make changes to this information.

 

  • The following field references a List Value located under SalesPitch > Prospect: Sales Territory
  • The following fields reference List Values located under SalesPitch > Contact: Broker Dealer, Platform Preference
  • The following fields reference List Values located under SalesPitch > Investment: Investment Provider, Plan Provider

 

 

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 the General view, and what do those control?
    Receive Bulk Email typically dictates if the contact should receive mass emails. Ok to Email specifies if the Contact can be emailed. Ok to Call specifies if the Contact accepts phone 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 options set to Yes 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?
    It is not possible to remove the Personal designation from a phone number or address. Instead, remove the number or address, then add the number or address to the Contact again, leaving the Personal checkbox unselected. The new number or address will be linked to the Company the Contact has been assigned to on the General view of the Contact tab.
     
  • I have a Contact that I want to set up as an Employee, can I convert a Contact to an Employee?
    Currently, there is no way to convert a Contact to an Employee in PensionPro. However, to prevent the loss of the history associated with the original contact record, select Editedit.png on the General view of the Contact tab. In the Edit General Information window, remove the email address and deselect the Active checkbox. Then, from the Navigation Panel, select Add Data > Employee as normal to create a new Employee record.
     
  • Can a Contact be set up with multiple email addresses?
    Currently, only one email address can be stored for a Contact. However one possible option is to 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?
    The duplicate records will need to be manually edited and/or deleted, as a "merge contacts" feature is not available at this time.