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Berthel Fisher

Integration Name:

Berthel Fisher

Integration Type:

Broker Dealer

Setting up the integration:

Berthel Fisher Companies has worked with Redtail CRM to build several integration features to share data between our CRM tools. Portal users who are also Redtail CRM subscribers have access to the following integration features:

  • Single Sign On to Redtail from the Portals
  • Pull Integration – Populate the primary account holder, additional account holder or entity information in the account wizard using your Redtail contact data
  • Push Integration - Push Redtail contact data from Redtail into the Account Wizard to populate the primary account holder, additional account holder or entity information
  • Bi-directional Data Syncing: 1 or 2-Way contact data syncing between the Portal and Redtail CRMs

How to Setup Single Sign On from the Portals to Redtail CRM

Important Information:

  • SSO must be setup before any of the other integration features are accessible.
  • Features do not display until SSO has been successfully setup.
  • You will need to setup your Redtail SSO on the broker/dealer portal and also on the planning portal if you use both.

Now, on to setting up SSO:

  • Login to the Portal(s).
  • Click on the Profile icon in the upper right-hand corner of the site:

    image2021-1-6_11-8-46.png

  • This will take you into your Portal Profile page.
  • Click on the “Edit Profile” button
  • Click on the “SSO” tab:

    image2021-1-6_8-54-57.png
  • Click on the Pencil icon to the right of the “Redtail Key” field.  This will display a pop-up box where you can enter and save your Redtail credentials:

    image2021-1-6_8-57-40.png

  • Type in your UserID and Password for Redtail, then click on the “Save” Button:

    image2021-1-6_8-58-6.png

  • Clicking “Save” will close the dialog box. In the Redtail Key field, you will now see a long string of numbers and letters that looks like a software key. 
  • Click on the “Save” button at the top of your profile page.
  • You are now ready to use Single Sign On to the Redtail CRM site.
    • Click on the SSO link on the right-side menu of the portal menu
    • Choose Redtail from the list
    • This will open the Redtail CRM site in a new tab and automatically sign you into Redtail.

Integration functionality:

Pull Redtail Contact Data into the Account Wizard

This feature provides users with the ability to populate Redtail contact data into the Account Wizard’s Account Owner & Entity sections.

  • Once Single Sign On is configured, you will see a new “Load Existing Redtail Contact” option in the Primary Account Holder, Additional Account Holder and Entity Information sections of the Account Wizard.  

  • Users can load any Redtail contact by typing in the name of the Redtail contact in the “Load Existing Redtail Contact” field.

  • Select the correct name from the list of returned results and the Redtail data will populated the corresponding data fields in the wizard.

The “Load Existing Redtail Contact” feature only displays after a user has successfully setup SSO:

image-20210106-151032.png
  • After the Redtail contact is selected, data for the Redtail contact is linked to the account holder and/or entity by adding the Redtail contact ID to that contact's data record.

  • Users can click on the Linked Contact name and open the Redtail contact in their Redtail CRM.

  • If the wrong contact has been selected, users can click on “remove linked contact” to remove the link and populated data. Once that is completed, a different contact can be searched for and linked.

image-20210106-151040.png

 

Push Redtail Contact Data into the Account Wizard

This feature provides users with the ability to push Redtail contact data from Redtail into the corresponding fields for the Account Wizard’s account owner and entity sections.

The Push Integration feature only works after a user has successfully setup SSO in the portals. If you use both a broker/dealer portal and the planning portal, you must setup SSO in both sites.

  1. Open the contact in Redtail

  2. Click on the Integrations icon at the top right of the site:

    image-20210106-152256.png

  3. Click on Berthel Fisher Companies.

  4. Choose Send to (Preferred Portal):

    image-20210106-152315.png

     

  5. This pushes the data to the portal and opens the Account Wizard.

  6. Fill out the Account Information section of the Wizard.

  7. When you advance to the next page (Primary Account Holder or Entity Info) you will see the Redtail contact data populated.

  8. Continue as normal to fill out and submit the Account Wizard work item.

 

Bi-Directional Data Syncing

Prerequisite:  Single Sign On

Before you can setup the sync integration, users must first successfully setup single sign on between the portal(s) and Redtail CRM.   Please refer to the step by step SSO setup info before attempting to configure your sync options.

 

Sync Overview

Users can utilize the 2-way sync integration in a few different ways:

OPTION 1:  

Setup a 1-way sync from Redtail to the portal CRM.  

This works well if Redtail is your primary CRM, i.e. you add new contacts to Redtail, you make all your updates and changes in Redtail.  

  • Pros: Redtail is your primary source for all changes and additions.  Any additions or changes made in Redtail are synced down to the Portal CRM automatically.  If you work in both a broker dealer portal (Berthel One, SMR One) and the Planning One portal, you get the additional benefit of your Redtail changes and additions automatically syncing both to the broker dealer portal and the Planning portal, keeping all CRM sources consistent. 

  • Cons:  Changes made to the Portal CRM will not sync back up to Redtail.  In some cases, this may not be a con, especially if you don’t use the portal CRM much and/or you have duplicate contacts or other “messy data”.

OPTION 2:  

Setup a 1-way sync from the portal CRM to Redtail CRM.    

  • Pros: The most common use of this setup is for new Redtail CRM users who have been using the Portal CRM as their primary CRM. 

  • Cons:  Changes made to the Redtail CRM will not sync back up to Redtail.  If you have duplicate contacts or other “messy data” in the Portal CRM, an investment of time to clean up contacts will be needed before syncing your contacts to Redtail.

OPTION 3:  

Setup a 2-way sync between the portal CRMs and Redtail CRM.   

  • Pros: Data syncs in both directions.   New contacts and data changes in either the portal CRM or Redtail CRM will sync to the other CRM source.  This setup is used to keep the data consistent between the two sources.

  • Cons:  The sync only supports a limited number of contact data points.  Additional CRM activity, notes, etc. from Redtail are not available in the current sync integration.

 

Preparing to Sync for the First Time

  1. Determine which CRM will be your primary CRM

    1. Portal CRM:  Berthel One, Planning One or SMR One

    2. Redtail CRM:  You must have a Redtail CRM subscription

  2. Optional, but Highly Recommended:  Clean up the records in your primary CRM.  

    1. Delete duplicates.

    2. Do your contact records have an SSN/TID?

      1. Because this is a unique identifying value, this is the primary method used to match contacts in Redtail to contacts in the Portal (and vice versa).  If you have this data point present, you will get the best matching result from the initial sync. 

      2. Additionally, having this data point filled in will prevent duplicated contacts from being created during a sync process.

  3. Review the sync options and determine what type of sync works best for your office:

    1. 1-Way Sync: & Primary CRM = Portal CRM.

      1. New contacts created in the Portal CRM will sync to Redtail

      2. Changes to existing contacts in the Portal will sync to Redtail

    2. 1-Way Sync & Primary CRM = Redtail CRM. 

      1. New contacts created in Redtail CRM will sync to the Portal CRM.

      2. Changes to existing contacts in Redtail CRM will sync to the Portal CRM.

    3. 2-Way Sync

      1. New contacts created in the Portal CRM will sync to Redtail

      2. Changes to existing contacts in the Portal will sync to Redtail

      3. New contacts created in Redtail CRM will sync to the Portal CRM.

      4. Changes to existing contacts in Redtail CRM will sync to the Portal CRM.

 

Setup the Initial Sync Process

    1. After you successfully setup your SSO, you will see a “Redtail Sync Settings” button.  Click on this button to configure your Redtail CRM Sync Preferences in your Portal Profile.

    2. This configuration page can also be accessed directly at:

      1. Berthel One:  https://connect.berthel.com/Portal#/profile/redtailsettings

      2. Planning One:  https://www.bfcplanning.com/Portal#/profile/redtailsettings

      3. SMR One:  https://www.smrone.com/Portal#/profile/redtailsettings

    3. Click on the Subscribe button:

      image-20210106-170352.png
    4. The default sync direction will be “None” and the Primary Contact Manager defaults to Redtail

    5. Once you have selected your “Sync Direction” and “Primary Contact Manager”, click the “Save Settings” button.  

    6. This kicks off the initial full sync process.  The first full sync process can take anywhere from a few minutes to a few hours depending on how many contacts you have.

      image-20210106-170340.png
    7. After the initial sync, new and updated contact data will sync back and forth between the two services depending on your sync configuration.

Please read the following before you configure or change your sync settings.
Each time you change the value of the Sync Direction setting, it will initiate a full contact sync.

Ongoing Sync Process

After the initial sync, new and updated contact data will sync back and forth between the two services depending on your sync configuration based on the settings you selected for the sync direction and primary contact manager:

Sync Direction

Primary
Contact Manager

Sync Behavior

1-Way Sync

Portal CRM

  • New contacts created in the Portal CRM will sync to Redtail

  • Changes to existing contacts in the Portal will sync to Redtail

1-Way Sync

Redtail CRM

  • New contacts created in Redtail CRM will sync to the Portal CRM.

  • Changes to existing contacts in Redtail CRM will sync to the Portal CRM.

2-Way Sync

Either

  • New contacts created in the Portal CRM will sync to Redtail

  • Changes to existing contacts in the Portal will sync to Redtail

  • New contacts created in Redtail CRM will sync to the Portal CRM.

  • Changes to existing contacts in Redtail CRM will sync to the Portal CRM.

 

What You Need to Know About the Portal CRM Contacts

  1. In the portal, each user has a unique CRM database where their contact data is stored. This contact data store can be shared with other portal users. 

  2. Those users can view, edit and create new contacts, but only the CRM owner can set up and subscribe to the sync integration with Redtail. 

  3. When a user goes in and sets up the Redtail sync, they are only doing it for their own CRM database.  So, each user who wants to sync their contacts with Redtail must activate the sync integration. 

  4. Redtail CRM users who share a Redtail database have a common contact database that is shared by all users.

  5. Sales assistants – if you setup a sync through your portal profile, you are only setting up a sync of the contacts that appear when you choose “My Contacts”.

  6. On the portal side, the sync process will send the contacts for the logged in user to Redtail.  So, if you are a sales assistant, logged in with your user id, and you initiate a sync, your contacts will be synced.   

    1. If the goal is to sync the contacts from the Registered Rep’s CRM, that user will need to login to the portal(s) and configure the sync.

    2. Once the sync is configured for the Registered Rep’s CRM, the sales assistant and anyone else permissioned for that Rep’s CRM will be able to view the synced contacts in the portal by switching to that Rep’s CRM using the CRM drop-down toggle.

    3. If the sync is configured to sync Redtail contacts to the portal CRM, all contacts from the Redtail database linked through the SSO login will be synced.

 

What Data Syncs?

Available Data Points

The Portal sync integration (for both 1 or 2-way syncing) with Redtail CRM currently supports syncing of the following contact data for contacts with a Contact Status in Redtail of Active, Deceased or Inactive.

  • First Name

  • Middle Name

  • Last Name

  • Full Name

  • Tax ID

  • Date of Birth

  • Marital Status

  • Gender: Female, Male

  • Addresses: 

    • Mailing

    • Legal (Home)

    • Work (Employer)

    • Other

  • Phone Numbers: 

    • Home

    • Cell

    • Fax

    • Work

    • Other

  • E-mail Addresses: 

    • Home

    • Other

  • Employer Name

  • Occupation/Job Title

  • Citizenship

  • Country of Citizenship

Not Currently Available

Not all data can be synced between the two CRMs, including the following items:

  • Custom fields from Redtail are not available in the sync.

  • Some custom values in an individual’s Redtail database do not have a corresponding value in the Portal CRM.  When this is case, your custom value from Redtail will not sync. 

  • Example:  Status. 

    • Redtail CRM allows you to define a contact's Status:  only those given a Status of Active, Deceased, or Inactive will be included in the sync.

    • The portal has similar statuses and so those values can be synced.  

    • Any other custom defined statuses will not be included in the sync.

Berthel Fisher resources: 

Website

 

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