TicoonSales

Emailing a Contact


Complete the following steps to email a contact profile:

1. In the quick “Search Window”, enter the contact name and from the drop down list select the contact.

The Contact Profile displays

2. To email the contact, select the “Assign Email” button.

3. The button changes to a “Send Email” link. To send the email, click on Send Email.

4. The default email window opens. Enter the content of the email then click the Send button.

5. In the contact profile, to view the email, select the Email tab. The email has a status of “Pending Release”. 

  • To send the email, click on the email subject (Client Appreciation Day) as shown in the image below.

From here you can manage the email.

To manage the email, complete the following steps:

  1. To send the email on behalf of another person, enter the person name in the field
  2. Enter the name of the recipient
  3. Select the preferred language
  4. To receive a copy of the replies, select the check box
  5. To send a copy to the “Household” members, select the check box
  6. To make changes to the email, click the “Actions” button & make your selection
  7. Click the Approve & Release button to send the email

The “Action” button allows you to perform the following functions.

Hold: provides the ability to hold the email
Disable Email: provides the ability to disable and or enable the ‘Do Not Email” function
Manage Email: provides the ability to manage the email accounts

Note the following to the email function:

To use the email, de-select the “Do Not Email” button

To set an email as “Primary”, click “Set as Primary” then click the “Save as Primary” button

8. Once you have reviewed the email, click the “Approve & Release” button.

The email status changes to “Approved” which means the email was sent to the recipient. 

Note: To view the final status of the email, click on the email subject. The email has a status of “Sent”.

9. To view the contact response, click on the email subject.

10. The contact response displays.

Searching for Tasks & Activities


Complete the following steps to search for Appointments, Tasks and Notes:

1. Select the Contacts tab and from Contacts drop down menu, select Classic Search.

2. In the Contact Search window, select the Advanced button.

3. In the Contact Search window, select the following:

  1. From “Where”, select Task and Activities 
  2. Select Appointment Type 
  3. Is
  4. Appointment 
  5. Click GO

The appointment result will display in the Contact Search Results window.

Helpful Hint: Repeat the steps above to view Tasks and Notes.

Searching for Contacts


There are multiple ways to search for contacts:

  • Searching for an individual contact
  • Searching for all contacts connected to an advisor
  • Searching for contacts using the “Detail Type” search function
  • Searching for contacts using the “Advanced” search function

To search for a contact using the quick “Search Window”, complete the following steps:

1. In the quick “Search Window”, enter the contact name and from the drop down list select the contact.

2. The Contact Profile displays.

To search for contacts using the Contacts tab, you have the following options:

  • New Search Function
  • Classic Search function

The Contacts tab defaults to the New Search function, which allows you to search by the following.

  • Contacts
  • Account
  • Insurance
  • Household

1. In the New Search window, enter the contact name press Enter or click Search

2. The contact displays in the Search Results window as shown in the image below. 

  • To populate the contact profile, select the contact name. 

To search for all contacts connected to an advisor, complete the following steps:

1. From Contacts, click the Search button.

2. The results display in the Search Results window.

To search for contacts using the Classic Search function, complete the following steps:

1. From the Contacts tab drop down menu, select the Classic Search function.

2. In the Contact Search window, enter the contact name press Enter or click GO.

3. The result displays in the Contact Search Results window.

  • To populate the contact profile, select the contact name.

To search for all contacts connected to an advisor, complete the following steps:

1. From the Classic Search function, determine the maximum results then click the GO button.

2. The result displays in the Contact Search Results window.

To perform a “Detail Type” contact search, complete the following steps:

1. In the Contact Search window, from the “Detail Type” drop down menu, select the search type then click GO.

2. The result displays in the Contact Search Results window.

To perform an advanced search, complete the following steps:

1. Select the Advanced button.

2. The advanced search add criteria feature populates. 

  • Select the search criteria then click GO.

Note: Using the “Advanced” search option Actions button allows you to create a group and save a contact list.

Relationships Tab


The Contact Profile “Relationships” tab allow you to perform the following functions:

  • Add new households
  • Add relationships
  • Add roles and privileges

1. In the quick “Search Window”, enter the contact name and from the drop down list select the name.

The Contact Profile displays

2. To add a relationship, select the Relationships tab.

3. The Relationships tab displays with the following windows.

Households - provides the ability to add household members and display all household member.

Relationships - provides the ability to add households and maintains records of clients personal & business relationships.

Roles & Privileges - provides the ability to add a list of roles and privileges that involves the contact.

To add a New Household member, complete the following steps:

1. From the Relationships tab, select New Household.

User Guide-Contact Profile-Relationships Tab-004.png

2. In the Household Details window, enter the information of the household.

•    If there are multiple members to add to the household, select Save and Add Other Members.
•    If there is only one member to add to the household, select Save and Close.

To add a Relationship, complete the following steps:

1. From the Relationships window, select the Add button.

2. In the Add Relationship window, there are two relationship options.

  • Existing Contact and New Contact

3. Select Existing Contact and in the Contact Search window, type the contact name and press enter or the GO button.

  • When the contact name displays, select the name then click the Add button.

4. In the Add Relationship window, the following functions are available.

• From Relationship Category, select the category.
• From Relation, select the relationship type. If required, click Dependent then click Save.

To add a new contact as a relationship, complete the following steps:

1. Select New Contact.

  • In the New Contact window, enter the information of the new contact then click Save

2. The new relationship displays in the Relationships window.

Note: By selecting the “Actions” button, you can edit or remove relationships.

To add Roles and Privileges, complete the following steps:

1. In the Roles/Privileges window, select the Add button.

2. In the Contact Search pane, type the contact name and press enter or the GO button.

3. The results display in the Contact Search Results pane.

4. Select the contact name and click the Add button.

5. In the Add Role/Privilege window, from the drop down menu, select the account to add the role then click Save.

Merging Contacts


Complete the following steps to merge contacts:

1. Select the Contacts tab and from the drop down menu, select the Classic Search function.

2. In the Search window, enter the contact name press Enter or click the GO button.

The search result displays in the Contact Search Results window.

3. To merge the contacts, select the contact name and from “Actions” drop down menu, select Merge Contacts.

4. When the merge message displays, select Merge Contacts.

5. In the Review Contacts window, select the Merge button.

6. In the Confirm window, select YES to merge the contacts then click Done.

7. The following message appears. Click YES to complete the merge process.

8. Once the merge is complete, in the Contact Search Results window, only one result displays for the contact.