Clients,
Using Address Sets
Starting
from Durell’s Main Menu…
- Click the “People”
button
- Click the word “File”
on the menu line
- Click “People” in the
sub-menu
- You’ll see a
sub-sub-menu to Select, Create, Delete and Set-up an address set
Select Set
Use
the “Address set” drop-down to select, or switch to, a different address set
(e.g. Companies, Life & Investment). Optionally you can also re-set the
search order (i.e. as used by the “Next” and “Previous” buttons) via the “Order
by” drop-down. Finally you can optionally enter something in the “Search value”
field for the system to locate the nearest match. Note that you can perform
this same function by clicking the green “Binoculars” button.
For
example, if you set the “Address set” to “Clients, Individual”, the “Order by”
drop-down to “Occupation” and then enter “SADD” as the “Search value” you will
find the nearest alphabetical occupation match on or after “SADDLER”.
Create Set
Starting from Durell’s Main Menu…
- Click the “People”
button
- Click “File / People /
Create set” on the menu line
- Select the “Address set
type” on which to base the new set (e.g. Clients, Individual, as shown
below)
- Enter a screen title
name for the new set (e.g. Ex Clients - with the adjective first)
- Enter a menu title name
for the new set (e.g. Clients, Ex - with the noun first)
- Click “OK”
- Click “Cancel” when you
have finished creating sets
For
example, if you want to set-up a set of prospects for Fred to chase you’d base
this on the fundamental set called “Prospects, individual”. Then you’d give the
new set the screen title “Fred’s Prospects”, while its menu title ought to be
“Prospects, Fred’s” to ensure it gets listed alphabetically alongside the other
prospect sets.
Delete Set
Starting from Durell’s Main Menu…
- Click the “People”
button
- Click “File / People /
Delete Set” on the menu line
- Use the “Address set”
drop-down to select which address set to delete
- Click “Delete”
However
you will not be allowed to delete…
- Any of the fundamental
sets (such as Clients, Individual), as shown below
- Any sets that have
records being used by the accounts system
- Any sets if you don’t
have sufficient access rights to do so.
Merge Sets (i.e. Move Records &
Delete Set)
To merge two address sets you
need to move all the records from the one to the other, then
delete the empty set. Starting from Durell’s Main
Menu…
- Click the “People”
button
- Use the “Binoculars”
button to select the address set you wish to delete
- Click the word “Record”
(top left of the screen)
- Click “Move Record/s”
- Select “All records”,
as shown below
- Select the “Target address
set” (i.e. the one you want to move the current set into)
- Click “OK”
After you’ve moved all the
records out of the current set and into the target set…
- Use the “Binoculars”
button to select the “Target address set”
- Click “File / People /
Delete Set” on the menu line
- Use the “Address set”
drop-down to select the set you’ve just emptied
- Click “Delete”
Set-up Set
Use
this to edit the details of any of your address sets, though note that you will
not be allowed to change fundamental aspects. For example, whereas you can create
a new set based on “Clients, Individual” and then call it what you like, you
won’t be able to rename “Clients, Individual”. Starting from Durell’s Main Menu…
- Click the “People”
button
- Click “File / People / Setup
Set” on the menu line
- Select the “Address
set” you wish to edit (e.g. Prospects, Robert’s, as shown below)
- Edit the screen title
name, as required (e.g. change to Harry’s Prospects).
- Edit the menu title
name, as required (e.g. Prospects, Harry’s)
- See paragraphs below re
“Titles”, “Note details”, “Name display” and “Start People with”, etc
- Click “Save”
- Click “Close” when you
have finished editing sets
Titles
The
separate “Menu title” and “Screen title” names allow you to structure your
menus as “Noun, adjective” (e.g. “Members, Current”) while allowing the screen
names to be “Adjective noun” (e.g. “Current Members” - in normal English). The menu
titles need to be in the “Noun, adjective” form to group sets by their main
type (e.g. all Clients, all Prospects, etc).
Name
display
You
can also specify which data field the system should use to display the insurer’s
name in the title of policy screens. The title will include something like
“STANDARD LIFE Pension” or “Standard Life Pension”). As the “Search name” field
(e.g. STANDARD LIFE) is always in capitals you may prefer to use the “Address
line 1” or “Address line 2” field for your titles (e.g. Standard Life).
Start “People” with…
There
are tick-boxes that allow you to change which address sets you go to first,
starting from the Main Menu. For example, most Main Menus have buttons for
“People” and “Businesses”, which normally take you to “Individual Clients” and
“Business Clients” respectively. If you’d prefer to start “People” with
“Prospective Clients” instead, then with the “Setup Address Set” dialogue, use
the “Address Set” drop-down to find “Prospects, Individual Clients” then tick
the “Start People…” box at the bottom and save. Afterwards when you click the
“People” button on the Main Menu you’ll go straight to “Prospective Clients”.
Note that these selections are individual to each user. See also “Set-up Main Menu Buttons”.
Note
Details
When
a new client record is created the system can optionally create an automatic
note in that client’s Note Lines (see “Additional
Notes & Chase-up Reminders”), which for example, will then
automatically appear in the “Client & Policy
Notes” report that you are recommended to run daily or weekly to check that
all outstanding actions have been completed (n.b. and
also the “Sales Analysis”
report). So if you tick the box to “Create an address note…” you can then…
- Select a standard “Action”
for the note (e.g. “New client”, “Enquiry” or “Chase-up”)
- Choose whether to
record the user who created the new client record, or alternatively enter
some standard text
- Specify whether a
default “Complete by” date should be set (see “Set-up Client Notes” for default
settings)
- Specify whether the
note should be set as “Done”