View source for Client: Contacts (Create, Edit, or Delete)

[[Category: Profiles]]
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
<tr>
    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Client]] Newton User Guide: [[Newton User Guide#Client|Client]]</td>
</tr>
<tr>
    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|March 2017]]</td>
</tr>
<tr>
    <td>[[File: Ic_settings_backup_restore_black_24dp.png]]  Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Client:_Contacts_(Create,_Edit,_or_Delete)&oldid=4020 Click Here]</td>
</tr>
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
    <td>Related Pages</td>
</tr>

<tr> 
<td>
<ul>
<li>[[Client Keyword Search]]</li>
<li>[[Client Profile]]</li>
<li>[[Client Tab]]</li>
<li>[[Report: Client Query Wizard]]</li>
</ul>
</td>
</tr>

<tr style="background-color: #d3d3d3; text-align: center; ">
    <td>Related Categories</td>
</tr>

<tr>
<td>
<ul>
<li>[[:Category:Profiles|Profiles]]</li>
</ul>
</td>
</tr>
</table>

Client contacts store information in addition to the details provided in the [[Client Profile]] such as additional phone numbers, birthdays, email addresses and more. 

Client contacts can be selected when [[Email|sending an email]], using [[Batch Send]], creating a [[Memo Writer: Create or Delete a Client Memo|client memo letter]], or enrolling a client in [[MyInsuranceDashboard.com Integration|My Insurance Dashboard]]. 

The [[Client Keyword Search]] used to find clients includes matches for contact fields, including the contact email addresses.   The contact’s date of birth [[Report: Client Query Wizard#Filter by Client Details|can be used for reports, such as birthday mailings and age-group-targeted marketing]].  Contact details are included with any [[:Category:Client Query Wizard|Client Query]] that outputs to a spreadsheet (CSV File), including [[Report: Client Query Wizard: Export All Active Client Email Addresses Excluding Prospects|a list of email addresses]]. 

== Create A Client Contact ==
When a [[Daily_Process_for_Policy_Downloads#Process_A_Download_For_A_New_Policy_Number|new policy number is processed in download]] and the operator allows download to create a new [[Client Profile|client]], a client contact is automatically created.   Client contacts can also be added within the [[Client Profile]] during the process of creating a new client using the contacts tab. 

#[[Client_Keyword_Search#Find_a_Client|Load a '''Client''']] on a [[Client Tab|client tab]]. 
#Expand the '''Contacts''' band and select '''Create Contact'''. ''(The contact band can be automatically expanded by [[Preferences#User Options|enabling the user preference]].)''
#:[[File:Clienttab-contacts.png]]
#Enter the contact '''Name'''. 
#Select a contact address to '''Use Mailing''', '''Use Physical''', or '''Override'''.  Client contacts which refer to the client physical or mailing address will be automatically updated if the [[Client Profile|client profile address]] is changed.
#Two phone numbers will pre-fill based on the [[Client_Profile#Client_Profile_Screen|client type of Regular Personal or Regular Commercial]].
#:[[File:Clientcontact-edit.png]]
#Enter the contact '''Email''' and any additional information. 
#A contact set as '''Primary''' will display at the top of the contact list. This value is unique per client. [[Memo_Writer:_Create_a_Form_Letter_Template#Add_Merge_Fields_to_Memo_Writer|Generic Merge codes]] for client contact will default to the primary contact, or lowest contact number if not applicable. 
#:[[File:Clientcontact-edit-primary.png]]
#Select the '''User Defined''' tab to store additional information such as Height and Weight.  The user fields have [[Memo_Writer:_Create_a_Form_Letter_Template#Add_Merge_Fields_to_Memo_Writer|corresponding merge codes]] that can be used within [[:Category:Memo Writer|Memowriter]]. 
#:[[File:Clientbasic-contacts-userdefined.png]]
#Select '''Save'''. (Requires  [[Security System|Security System: Profiles -> Client -> Entry]] access.) 
#Select '''Exit'''.

==== Copy Contacts From Another Client ====
One or more contacts can be copied from another client, such as a [[Client: Related Clients (Cross-Reference)|related client profile]]. 
#[[Client_Keyword_Search#Find_a_Client|Load a '''Client''']] on a [[Client Tab|client tab]].
#Expand the '''Contacts''' band and select '''Create Contact'''. ''(The contact band can be automatically expanded by [[Preferences#User Options|enabling the user preference]].)''
#Select '''Copy'''.
#:[[File:Clientcontact-edit-copy.png]]
#Enter the existing source client number or use the [[Client Keyword Search]] to find the client by left-clicking the display area labeled "Must Enter Client".
#If contacts do not display, make sure to '''<TAB>''' out of the client number field. 
#Select the desired contacts, and select '''Copy'''.
#:[[File:Clientcontact-edit-copy-copyfrom.png]]
#Exit the  profile screen and the copied contacts will display on the client tab.

==== Copy Contacts From Drivers ====
Contacts can be created by copying information from one or more driver profiles. 
#[[Client_Keyword_Search#Find_a_Client|Load a '''Client''']] on a [[Client Tab|client tab]].
#Expand the '''Contacts''' band and select '''Create Contact'''. ''(The contact band can be automatically expanded by [[Preferences#User Options|enabling the user preference]].)''
#Select '''Copy'''.
#:[[File:Clientcontact-edit-copy.png]]
#Select '''From -> Drivers''', and select the existing drivers to copy as contacts.  
#:[[File:Clientcontact-edit-copy-copyfromdrivers.png]]
#Select '''Copy''' when finished. 

Any selected item will always create a new contact, and will merge both driver information with client information if not defined.  For example, if the driver address is not defined within the driver schedule, the contact will automatically use the client mailing address.

== View Or Edit A Client Contact ==
Client contacts are listed as the top band on the [[Client Tab|client dashboard]].  
#[[Client_Keyword_Search#Find_a_Client|Load a '''Client''']] on a [[Client Tab|client tab]].
#Expand the '''Contacts''' band. ''(The contact band can be automatically expanded by [[Preferences#User Options|enabling the user preference]].)''
#*Client contacts will automatically be sorted in the following order: Primary, Accounting, then alphabetically by first name.  
#*The primary contact is display in green and the accounting contact(s) in purple.
#*Inactive contacts are hidden from the contacts band.  To view the details of an inactive contact, select '''Create Contact''' -> '''Find''' -> '''Show Inactive'''.
#:[[File:Clienttab-contactsband.png]]
#'''Left-Click''' on a contact to view the full contact details. 
#Edit the contact details and select '''Save'''. (Requires  [[Security System|Security System: Profiles -> Client -> Entry]] access.)  
#Exit the contact profile screen. 

==== Export A Client Contact to Microsoft Outlook ====
Client contacts can be exported directly to Microsoft Outlook. 
#[[Client_Keyword_Search#Find_a_Client|Load a '''Client''']] on a [[Client Tab|client tab]].
#Expand the '''Contacts''' band. ''(The contact band can be automatically expanded by [[Preferences#User Options|enabling the user preference]].)''
#'''Left-Click''' on a contact to view the full contact details. 
#Select '''Send to Outlook'''.
#:[[File:Clientcontact-edit-sendoutlook.png]]
#The option will display the extracted contact details within Microsoft Outlook for confirmation. 
#:[[File:Releasenotes-basic-clientcontact-outlookpreview.png]]
#Save the Microsoft Outlook contact and exit the contact profile screen. 

== Delete A Client Contact ==
A contact who is no longer active should be marked as inactive, not deleted.  To mark a contact as inactive, [[#View Or Edit A Client Contact|edit the contact]] and set the '''Active Status''' to '''Inactive'''. 
#[[Client_Keyword_Search#Find_a_Client|Load a '''Client''']] on a [[Client Tab|client tab]].
#Expand the '''Contacts''' band. ''(The contact band can be automatically expanded by [[Preferences#User Options|enabling the user preference]].)''
#Left-Click on a contact to view the full contact details. 
#Select '''Delete'''. (Requires  [[Security System|Security System: Profiles -> Client -> Global]] access.)
#Select '''Yes''' to confirm. ''(A deleted contact cannot be restored.)''
#Exit the contact profile screen.