Portfolio Management with ACCOUNTS and CONTACTS

To facilitate managing accounts and contacts in agents' portfolios, we will show below 3 actions on how to register/change in batch:

• How to export accounts from a portfolio
• How to import accounts
• How to import contacts
  
  

Export Profiles
It is possible to define multiple export profiles, if necessary, which can be used to facilitate the action. One profile can be defined for accounts and another for contacts.
To do this, simply click on the gear icon.

Selecting the Create Export Profile tab, simply define a name for the created profile with the desired actions and include it.

On the 1st tab, all created profiles will be displayed, just select the compatible one for the desired action.

Account Export

Step 1

In cases where it is necessary to transfer accounts from one portfolio to another, the first thing to do is to select from which portfolio they will be transferred and the type of account.

Step 2

After that, choose Excel as the export format.

Step 3

Simply download the spreadsheet that will be generated and copy the information to a model spreadsheet available in the system, following the step-by-step below.

In this same spreadsheet, in columns F to I, the data for the automatic creation of contacts related to the created accounts are indicated.

Here, for example, we simulate the import of accounts
for the user "TEST USER". Where the portfolio is defined
through the user's login!

Account Import

Step 1

Access Records > CRM > Accounts

Step 2

Click on "Import".

It is necessary to download the model spreadsheet and fill in the requested data, as the import is done from them.

In the next step, the model spreadsheet will be displayed!

Step 3

This is the model of the spreadsheet available in the system for importing loads. The fields highlighted in red are mandatory. However, in the Portfolio column, there are 2 ways that can define this field:

• For which portfolio will be imported using the user's login. (figure 1)
• Not defining any user, using the option Without Portfolio. (figure 2)

(Figure 1) Active accounts associated with a user

(Figure 2) Inactive accounts or without association with any user

Step 4

After filling out the model spreadsheet, the next step is to select it.

At this moment, it is important to check if the data was transferred correctly, to avoid exchanging this data.

Step 5

After selecting the file, it will be shown below with the name and size it was saved, then just click on UPLOAD.

Step 6

It is necessary to wait for the system to complete reading the loaded data, after that a pop-up will be displayed on the screen informing the user of the reading that was done, if the spreadsheet has been filled correctly, a message will appear that the data is correct. In the summary screen, it is also informed to the user in the Errors column if everything is correct.

If everything is as per the saved spreadsheet, just click on Next to finish the import.

In case of incorrect filling of the import spreadsheet, a Warning message will be displayed and the summary in the column indicating the type of identified error.

Contact Import

To import contacts, just repeat the process performed in accounts. It is only necessary to pay attention when filling out the spreadsheet, as the data is different.
Here are some essential information for correctly filling out the contact spreadsheet according to the manager's needs.

Importing new contacts

We have already seen in the topic regarding account importation that when filling out columns F to I in this importation, the contacts related to each account are automatically created, however, this spreadsheet does not have complete contact data, so the manager can opt for a separate importation.

• Correct filling out of the spreadsheet to import new contacts

The following model shows a spreadsheet to import new contacts, that is, they do not yet exist in the database. Below are the main ones and the ones that cause the most doubts:

• • Account Number – CRM (for medical accounts) and CNPJ (for company and insurance accounts)
  • Contact Name – the medical name or the responsible person for the company/insurance
  • Identifier – in this field, the account number is used (must repeat)
  • Type – here the manager will indicate what is the type of contact (DOCTOR, SECRETARY, OTHERS)
  • Qualifications – in this field, the specialties of the doctors are indicated (the nomenclature must match the system's registration) 

• Correct filling out of the spreadsheet to update contacts

When updating contacts, the manager must fill in the Identifier field with the account number, because it is in this field where the system searches to know if the contact already exists or not in the database, if it does not find it, a new one is created, if found, an update of that contact is performed.