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            Classifying and Tagging Records

            Classifications and Tags are used to profile your Records for easy retrieval. An effective and consistent system of Classifications and Tags will allow you to quickly retrieve any segmented list of Records to easily view, correspond with, or report on that grouping.

            Before applying Classifications or Tags to your Records, it is important to take time to understand their purpose and to create standards of how and when your firm will use each Classification and Tag.

            Understanding Classifications and Tags

            Classifications

            As the name indicates, Classifications are ways to broadly classify your Records, such as Client, Prospect, Vendor, or others. Each Record must have at least one Classification. More than one can be set, but they are intended to be used as broad categories and should not get too specific. If you’re using more than three or four Classifications, consider using Tags instead.

            Special Classifications

            There are certain Classifications that are keyed to system functions in Junxure. Add these Classifications to a Record to enable the features mentioned.

            Client
            Enables email capture for this Record through the Outlook Add-in.
            Enables the ClientView Live Portal availability for this Record.
            Enables reporting of this Record for certain dashboards, such as clients by advisor or overall AUM.
            For Laserfiche Cities Digital integration users, enables folder creation/linking for the Record.
            Email
            Enables email capture for a Record that is not a client
            Portal
            Enables the ClientView Live Portal availability for a Record that is not a client

            Tags

            Tags are a way to more specifically identify a Record and group it with other like Records. For example, you could add a unique Tag to all Records receiving RMD or every Record that attended a specific event you offered. There’s no need to limit the number of Tags you add to a Record.

            Develop a System

            Before you can apply Classifications and Tags to your Records, you need to first determine what you want to get out of your classifying and tagging. Take the time to plan, as a firm, how you want to be able to quickly group your Records for reporting, correspondence, or just summary viewing.

            Consider the following questions among others as to how you want to quickly group clients:

            • What views of Records are important for me to access quickly?
            • What overall reports of Records do I want to be able to run easily?
            • What groups of Records are ones I want to send mass emails or letters to?

            As you consider what groups you want to collect in your database, think about the following areas of service you provide to help yourself decide which groups are important:

            • Areas of communication: Newsletters, holiday cards, birthdays, and other updates.
            • Professional specialties you associate with: CPA, attorney, agent, etc.
            • Client segments: Active/Inactive, Active distributors/contributors, etc.
            • Billing: Frequency or months billed.
            • Marketing: Who gets special interest mailings or other targeted communication.
            • Tax: Any particular tax-related segmentations.

            After you’ve drafted a list of Record groups you want to be able to quickly access, determine if any existing Record data already provides the segment you're looking to create, for example: Service Level, Meeting Frequency, Overall Net Worth, or another existing field of the Record.

            If no existing field already provides the segment, decide the Classification or Tag you’ll use for the group. If necessary, create any new Classifications and Tags needed in List Maintenance.

            Create a system to ensure that you're correctly classifying and tagging new Records, as well as an occassional review of your groups to ensure they remain relevant and discover any new groupings you need to create.

            Applying Classifications and Tags

            1. Navigate to the Record Summary.
            2. Click Edit Record.
            3. Adjust the Classifications and Tags in the area just below the gray summary area.
              • Click the empty space in either section to add a new item.
              • Click the DeleteTag.png by any existing item to remove it.
            4. Click Save to commit your changes.
            Tip:
            Alternatively, Classifications and Tags can be changed for multiple Records at a time using the Record Data Change Tool.
            Updated: 29 Oct 2018 09:19 AM
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