Additional Functions for Individual Records

In addition to viewing lists of clients, prospects and contacts and entering and editing records, Advisors can perform the following tasks from individual records:

• Go to the previous or next record.
• View, add, sort and delete notes.
• Add Prospect Information to a contact record. This changes the contact to a prospect.
• Enter a new record.
• Send an email to a contact, prospect or client.
• View all emails sent to a person.
• Send a prospect or a contact an invitation to open a client account. The information already entered in CRM for the prospect or contact is automatically entered into the new client application.
• Add, update and delete tasks.
• Delete and print individual records.
• Export an individual record to a Microsoft Excel spreadsheet by downloading them as a .CSV (comma-separated values) file.
• Generate a VCard for an individual record (Microsoft Outlook-compatible .VCF file)
• View all accounts for a specific client.
• Schedule events with a specific contact, prospect or client.
• Upload documents associated with a specific contact, prospect or client.
• Go to the Dashboard, where you can drill down to view account details for any client account.

To go to the previous or next record

1. On the CRM home page, click the title of the record you want to view.
2. Click the Previous Record or Next Record button to view the previous or next CRM record .

To view, add, sort and delete notes

We do not store or have access to your notes; they are stored on Rackspace. Before you can add notes to a CRM record, you must set a Notes password from the CRM home page. See Set and Reset Your Notes Password for details.

1. On the CRM home page, use the search function to find the client, prospect or contact to whose record you want to add a note.
2. Click the title of the record to which you want to add a note.
   The record opens.

3. Click the Notes tab.

The Notes tab lists all of your existing notes.

4. Click the Create Note button in the Client Communications section. The Note box opens.

5. Start typing a note in the space provided in the Note box.
6. Click the Save icon in the Note box to save your note. Click the X icon to close the Note box.
7. To sort the list of notes, select Newest or Oldest from the Sort drop-down.
8. Delete a note by clicking the X icon below the note.

To add Prospect Information to a contact record

1. On the CRM home page, use the search function to find contact to whose record you want to add prospect information.
2. Click the title of the record.
   The record opens.

3. Click the icon located in the Add Prospect Information heading. Note that this is only available in Contact records with no Prospect Information.

4. The complete record opens, allowing you to add information in ALL sections.
5. Click Save when you are done editing.

On the CRM home screen, the record type is now listed as a Prospect.

To enter a new record

1. Click the New Record icon from any individual record.

2. Create the new record by completing the form, and then clicking Save.

You can also enter a new record by clicking New Record on the main CRM screen.

To send an email to a contact, prospect or client

We do not store or have access to your CRM emails; they are stored on Rackspace. Before you can send an email to a CRM contact, prospect or client, you must request a Rackspace Mailbox from the CRM home page. See Set Up and Use a CRM Mailbox for details.

1. On the CRM home page, use the search function to find the client, prospect or contact whose record you want to view.
2. Click the title of the record.
   The record opens.

3. Click the Emails tab.
   All of the emails you have sent to this contact, prospect or client appears on this page.

To send a prospect or a contact an invitation to open a client account

1. On the CRM home page, use the search function to find the contact or prospect to whom you want to send an account invitation.
2. Click the title of the record.
   The record opens.

3. Do one of the following:

• Click the Application Invite link to send a fully electronic client application invitation. The Advisor Client Invitation page opens.

• Select the type of application for the new client, then click Submit.
• On the Client Fee Setup page, select the type of fees for the new client, then click Continue.
• Follow the instructions on the screens that appear to complete the client account invitation process. Note that the application already contains information from the CRM record.
• An email is sent to the new client, inviting him or her to complete an account application electronically.

• Click the Semi-electronic Invite link to send a semi-electronic client application invitation.
• Click Electronic Client Application for a Semi Electronic Application.
• Select the type of client account, and then click Continue.
• Follow the instructions on the screen to complete the electronic portion of the application, which already contains information from the CRM record.
• When you have completed the electronic application process, print the completed application and send it to your new client for his or her signature.

To add, update and delete tasks

You can add important reminders to CRM records in the form of tasks, which can easily be added, updated or deleted. Like Notes, Tasks are stored on Rackspace. You must set a notes/tasks password before you can add notes and tasks to a record. You can view a summary of current tasks in My Tasks on the CRM home page.

1. On the CRM home page, use the search function to find the client, prospect or contact whose record you want to update with a task.
2. Click the title of the record.
   The record opens.
3. Click the Tasks tab.

4. To add a task:

• Click Add Task. The Add Task section appears at the bottom of the page.

• In the first drop-down from the left, select the status of the task (Pending, In Progress, Completed, or Suspended). Pending is the default status.
• In the second drop-down from the left, select the priority of the task (Low, Medium or High). Medium is the default priority.
• Type a name for the task.
• The date field displays today's date by default. Click in the date field to display a calendar, which lets you select a different date.
• Click Save. The new task appears in the task list.

5. To update a task:

• Click the radio button for the task. The Update Task section appears at the bottom of the page.
• Update the task status, priority, name or date, and then click Save. The task is updated in the task list.

6. To delete a task, click the X icon for the task, and then click OK in the confirmation popup.

To delete an individual record

1. On the CRM home page, use the search function to find the client, prospect or contact whose record you want to delete.
2. Click the title of the record.
   The record opens.

3. Click the Delete link.

To print an individual record

1. On the CRM home page, use the search function to find the client, prospect or contact whose record you want to print.
2. Click the title of the record.
   The record opens.
3. Click the Print link.

To export an individual record to Excel in a .CSV file

You can download any CRM record to a .CSV (comma-separated values) file, which can then be opened in Microsoft Excel or a similar program.

1. On the CRM home page, use the search function to find the client, prospect or contact whose record you want to export to a .CSV file.
2. Click the title of the record.
   The record opens.
3. Click the Export link located.
4. You are prompted to save the file to a location on your computer.

To generate a VCard for an individual record (Microsoft Outlook-compatible .VCF file)

You can download any CRM record to a .VCF file, which is a VCard that can be opened in Microsoft Outlook.

1. On the CRM home page, use the search function to find the prospect, contact or client whose record you want to export to a .VCard.
2. Click the title of the record.
   The record opens.
3. Click the VCard link located.
4. You are prompted to save the file to a location on your computer.
5. See Microsoft Outlook's instructions to learn how to import the VCard and add the contact to your Outlook contacts.

To view all accounts for a specific client

1. On the CRM home page, use the search function to find the client, prospect or contact whose record you want to view.
2. Click the title of the record.
   The record opens.
3. Click the Accounts tab to view all accounts for the client, including Account Title, Account ID, Account Type, Date Applied, Date Open, Date Funded, Date Closed (if applicable) and Status for each account.

To upload documents associated with a specific contact, prospect or client

You can upload one or more documents associated with a contact, prospect or client from an individual CRM record. Each document must be between 0 and 2 MB and cannot be an executable (.exe) file.

1. On the CRM home page, use the search function to find a client, prospect or contact.
2. Click the title of the record.
   The record opens.
3. Click the Documents tab. This tab lists all previously uploaded documents that are currently stored with the contact, prospect or client record.
4. Click the Choose File button, and then search for and select the document you want to upload. The document must be no larger than 2 MB.
5. Click Submit.
   The document appears in the list of documents.
6. To delete a previously uploaded document, click the X icon on the document row.

To jump to the Dashboard

1. On the CRM home page, use the search function to find the client, prospect or contact whose record you want to view.
2. Click the title of the record.
   The record opens.
3. Click the Accounts tab.
4. Click the Dashboard button located on the upper right corner of the screen. The Dashboard main page opens.

For more information

• Users' Guide