Accounts

An account is a customer. From a marketing standpoint it is the following step to Lead and opportunity, it is an opportunity closed as won.

Account Structure

The module for Accounts work with a Parent-Child structure, where a “child account" will have one and only one “parent account", but a parent account can have one or more child accounts.

PICTURE 4.01 - GRAFICO PARENT CHILD

Accounts are directly related with Contacts, but the structure is not the same.

Each child account must have a Main Contact and can have one or more secondary contacts, and these contacts will always be related to the parent account.

In other words, each contact will have a parent account to which it will be related, and in turn said contact can be related to one or more child accounts.

PICTURE 4.02 - GRÁFICO STRUCTURE CON CONTACTOS

Account protection

The protection feature exists to avoid “stealing” accounts between Account Managers. On the UI is visible as a Green Padlock if it is protected by the user using the system, or by a Red Padlock if it is protected by somebody else.

PICTURE 4.03

Protection is always triggered from the edition of a contact, and which is related to a Lead or an Account.

Those users who do not have special permissions to edit a contact's data will only be able to access with read-only permissions.

The person responsible for the account or lead is the only user with editing permission during the protection period. Once the time is up and the contact is unprotected, all users can see and edit its information.

In some rare cases, there may be an account with shared ownership. For example, a technician who unknowingly creates an RPH on an account that already exists, and when he loads the RPH the system allows him to have part of that property. Anyway, this person would not be the true owner of said account, but they would have the permission to edit it.

Account and contacts

When a user modifies the information related to the contact of an account, the system automatically changes the status of the account to protected so that no one can modify it except the new owner. At the same time, the system not only protects that account but all those that are related to said contact.

In the event that the account was already protected and that user with sufficient permissions to modify it makes any modification, the system will restart the protection period for such account.

The contact is the key link that generates the relationships within the system.

Accounts Menu

New Accounts

This option takes the user to the “New Account” form. For more details on how to create an Account and this form please redirect to the section in this document “How to create an Account?”

View Accounts

The system allows to list all the existing Accounts on the platform and easily identify whether it is a child or parent account. All the parent account’s rows will be highlighted in yellow color.

Here is possible to see the list of the existing Accounts in the database, filtered by specific parameters. There is also a search bar that can be used to refine the search by looking among the shown results.

Filters available are:

• Bulleted list item
• Owner: filter by the owner of the Account
• Quick Search: filter by predefined range of time
• Property type

It is also possible to activate the “Custom Search” that will enable more fields of filtering, such as:

• From date (creation)
• To date (creation)

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Once the filtering is done, the system will show the results in a list. The user can search among the results by writing on the “Search” field (magnifying glass); the system will refine the results if there are matches with any field of the shown results.

On the bar above at the right, there are 2 buttons available that work as shortcut:

• “+Account”: quick account creation form access
• “+RPH”: quick RPH creation form access

The results can be extracted and downloaded to the local disk in different formats such as CSV, Excel, PDF or can be directly printed or copied to the clipboard.

Information shown in this columns:

• Management Company: is the Parent account of the shown account.
• Account: work as a shortcut to access to the account.
• Main Contact: is the main contact of the account.
• Street: account address
• City: account city
• State: account state
• Quotes: indicates whether there are quotes for the account. If yes, the icon IMAGE will be shown.
• Prot.: indicates if the account is protected or not.
• PARC: indicates if there is any PARC agreement with that account, and what is the status (enabled or expired).
• Last Act.: last activity within/related to the account
• Created: date of account creation
• Owner: owner of the account. Who protected the account at the moment.

From this list there is also access to the column “Options”, with more buttons that work as shortcuts to:

• Log a new call
• Create a new event
• Create a new tasks
• Send new email
• Add new note
• Add contact to my google

Merge Accounts

This module allows the user to merge and/or delete accounts.

When merging an account, all the related info will be moved to the selected destiny account and the merged account will be deleted.

To delete an account the same process needs to be followed, but in this case there is no need of selecting a destiny account.

The form to merge accounts is divided in 10 sections:

• Account Info
• Child Account Info
• Contact Info
• Opportunity Info
• Events
• Tasks Info
• Notes Info
• Emails Info
• Calls Info
• Documents Info

The reason for these sections is to make it easier to select and edit the information the user wants to merge. Nevertheless, these sections don’t need to be all used and can be either hidden or shown. Only the first section contains mandatory fields, which for this case it means it is the minimum information that will be transferred (merged) to the destiny account.

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Steps to merge:

1. Select Account
2. Select the values wishing to keep (include the Account)
3. Select the Related info to keep in the selected Master Account
4. After this, press “Merge button to start the process
5. Users can use the option Delete After Merge to remove the account with the remaining related data