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Multiple Rep Codes

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Observation:

When an office has multiple advisors, it can be difficult for staff to identify who clients belong to. Whether there are junior and senior level advisors, or a single advisor office, it is important to identify whom clients belong to. Designate specific office people or teams for the various interactions a client has with the firm.

Directions:

1. Create Servicing and Writing Advisors for all Advisors in the database.

How do I add new Servicing Advisors to my database?

Database Lists and the Contact Record Video

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2. Add the appropriate Servicing or Writing Advisor to client contact records.

Change the Servicing Advisor for contact records in bulk 

Redtail Essentials: Contact Record Video

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3. If there is more than a two-advisor split on contact records, add Keywords for each advisor instead of, or in addition to Servicing/Writing Advisor.

Assign Keywords to your contacts in bulk 

Redtail Essentials: Contact Record Video

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4. Add a User Defined Field for “Rep Code” as a “list of values” type of UDF. Add the various rep codes as value choices within the UDF.

How do I add new User Defined Fields to my database?

Apply a User Defined Field and Value to your contact records in bulk 

Redtail Essentials: Contact Record Video

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5. Use the Advanced Search to find contacts that have the same Servicing Advisor, Writing Advisor, or Keyword of the advisor’s names.

Advanced Search in Redtail 

Redtail Essentials: Advanced Search Video

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6. View clients with a specific rep code UDF through the Contact User Defined Fields Report.

Result:

By tracking rep codes, or the servicing vs. writing advisor, you can quickly identify the primary contact in an office for a specific client. This helps with the distribution of work within an office, and also gives visibility to additional features like permissions to all users in the database.

Download a PDF version of these instructions below! 

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