Adding contacts and companies

You can add contact and company records to the system on the Contacts workspace. Click the Add button

In the New Contact or New Company dialog that opens fill in the required information. See the tables below for descriptions of specific fields.

After you add a new contact or company, you can add additional addresses and communication methods, add or remove custom fields, user fields, and categories, update an entity's coverage, or add an entity to a list, by navigating to the corresponding cards in the entity's Detail tab.

Adding contact records

When adding a new contact record to the system, the New Contact dialog includes the following fields:

Field name	Description	Required field
Bio	Additional biographical information about the contact.	No
Company	Select from a list of companies. As you type the name of the company you want to add to the contact record in the Company field, a list of corresponding companies appears below the field. Select the desired company when you see its name appear in the list below the Company field. You can also click the Select button and select from a list of companies. If the target company does not exist, you can click the Add a new item button  in the Select a company dialog, enter the company information in the New Company dialog, and save your changes to add the required company.	No
Dear	The name to be used in salutations.	No
Household	Select from a list of households.	No
Rep Code	The Rep Code field is available only if the Hierarchical Access Model is enabled.  A rep code is assigned to a contact, company, or household to make it accessible only to the user and to other users higher in the hierarchy. Rep code s make it easier to share data access if required. For example, an advisor may be temporarily assigned another advisor's rep code, so they can manage their colleague's contacts while they are on vacation. Contacts do not inherit rep code s from companies or households. Users need to assign rep code s to contacts individually when adding new contacts. All users can access contacts, companies, or households that do not contain rep code s. If the Hierarchical Access Model is enabled and you provide Rep Codes for your new contacts, you can filter the data table of contacts by Rep Code on the Contacts workspace. To select the alphanumeric code for restricting access to the contact, click the Add button.	No
Role	A hierarchy role defines a contact's role within a hierarchy. For example, you can assign the head of household role, or the role of spouse, or dependent, to a contact who is a member of a household. The Household field must contain a value before you can select a hierarchy role. Your administrator must configure the hierarchy roles for them to be available for selection.	No
Service Level	A service level is a set of touches that occur with a contact at a predefined interval or frequency. For example, a Gold service level can specify quarterly reviews and monthly interactions with the contact. When a user applies the Gold service level to a contact, the contact's service model includes the quarterly review and monthly interactions with the contact.	Yes
Status	Contact's status. For example, Prospect, Client, or Ex-Client.	Yes
Tier	A tier is a property assigned to contacts or companies to determine what kind of service plan they will receive. Administrators can map tiers to service levels in the NexJ Admin Console so selecting a tier can also change the value in the Service Level field. The Tier field does not display in the Detail tab if regionalized tier functionality has been enabled.	No

Adding company records

When adding a new company record to the system, the New Company dialog includes the following fields:

Field name	Description	Required field
AUM	Assets under management (AUM) is the total market value of assets that your institution manages for this company.	No
Bio	Additional information about the company.	No
Household	Select from a list of households.	No
Parent	Name of the parent company. As you type the name of the company you want to add to the company record in the Parent field, a list of corresponding companies appears below the field. Select the desired parent company when you see its name appear in the list below the Parent field. You can also click the Select button and select from a list of companies. If the target parent company does not exist, you can click the Add a new item button  in the Select a company dialog, enter the company information in the New Company dialog, and save your changes to add the required company.	No
Rep Code	The Rep Code field is available only if the Hierarchical Access Model is enabled.  A rep code is assigned to a contact, company, or household to make it accessible only to the user and to other users higher in the hierarchy. Rep code s make it easier to share data access if required. For example, an advisor may be temporarily assigned another advisor's rep code, so they can manage their colleague's contacts while they are on vacation. Contacts do not inherit rep code s from companies or households. Users will need to assign rep code s individually to contacts when adding new contacts. All users can access contacts, companies, or households that do not contain rep code s. To select the alphanumeric code for restricting access to the company record, click the Add button.	No
Status	Company status. For example, select Prospect or Client.	Yes
Tier	A tier is a property assigned to contacts or companies to determine what kind of service plan they will receive. Administrators can map tiers to service levels in the NexJ Admin Console so selecting a tier can also change the value in the Service Level field. Select a property to determine the service plan the company receives. The Tier field does not display in the Detail tab if regionalized tier functionality has been enabled.	Yes
Total Invested Amount	Total Invested Amount is the amount of money that the owner and investors spent establishing the company.	No
Type	Company type. For example, Company, Corporate, Institution, or Service Provider. Select a company to represent a business or incorporated entity. Select corporate to represent a corporate client that issues securities. Select an institution to represent an institutional client that trades securities through your company. Select a service provider to represent an organization that supplies services for an event.	Yes

Copying entities

If you are adding a new entity with information similar to an existing one, you can save time by copying the existing entity. This lets you avoid re-entering detail information, such as addresses, communication methods, or categories.

There are two ways to copy an entity:

• On the Contacts workspace, click the More Actions button

  

  in the entity's record row and select Copy.
• On an entity's detail page, click the More Actions button in the banner and select Copy.

The New Contact dialog opens with some fields filled in with the existing entity's information. You can change any of the information that was copied over and fill in the rest of the new entity's information as usual .

When you copy an existing entity, information is also copied from the entity's Detail tab. It is recommended that you review these values in the new entity after its creation.

Editing entities

Depending on where you access the specific entity information, you may be able to edit it in two places.

If the information is available on the cards in the Detail tab, edit it directly on the corresponding cards. 

To edit other information open the edit dialog in one of the following ways:

• double-click the entity record in the data table
• click the Edit button 

  

  in the data table
• open the detail page for the entity, click the More Actions button 

  

  in the banner, and select Edit.

Deleting entities

Deleting an entity permanently deletes its information and any documents associated with it.

Activities associated with a deleted entity are not deleted. They remain accessible through the assigned user's Home workspace, or through associations to other entities. In this case, users can still see the deleted entity in the For field of activities to which it had been previously added, but can no longer add the entity to new activities.

To delete an entity, navigate to the Contacts workspace, in the data table click the More Actions button

If you want to hide an entity from the system without permanently deleting the entity and its associated information, you can deactivate the entity instead.

A company cannot be deleted when it has associated account plans.

Managing profile images for contacts and companies

When adding contacts or companies, you can add a profile image by clicking the Picture button 

The supported image file formats are BMP, GIF, JPEG, JPG, and PNG.

The file size for an image must be less than 10 megabytes.

To delete a profile image, click the Picture button and select the Delete menu option.

Related links

• Deactivating and activating entities - Deactivate an entity without permanently deleting their record.
• Managing addresses - Set address defaults, select preferred addresses, and add, edit, or delete an entity's addresses.
• Managing communication methods - Set communication defaults, select a preferred communication type, and add, edit, or delete communication methods for an entity.
• Managing categories - Add a category label to an entity and use it for searching and grouping entities.
• Managing custom fields - Add additional structured information not otherwise available for an entity.
• Managing user fields - Add additional unstructured information not otherwise available for an entity.