Setting up the integration:
Note: The ClientWorks integration must first be set up by the Redtail database owner for your account. After the database owner has established their connection, each user will need to go through the steps of setting up the connection with their ClientWorks login.
Additionally, switch-in users are not able to create the integration in the database they are switching into. The integration will only function for users that are “native” to that database (native users are originally created in the database and are not switching into a database).
To enable your ClientWorks integration with Redtail, you’ll need to authorize the setup from within Redtail CRM. To do so, go to Manage Your Integrations:
From your Manage Integrations page, click the actions icon for ClientWorks then select Settings:
You'll then be prompted to "Activate 2-way Integration":
Click that button, at which point you will be redirected to ClientWorks where you'll be prompted to enter your ClientWorks credentials and accept the terms and conditions.
Please verify that the login information is correct for both Redtail and LPL. ClientWorks can only be connected from one Redtail username to one ClientWorks username. If you have connected your ClientWorks username with another Redtail login, please contact LPL to assist in deactivating the incorrect login.
Once you have accepted the terms and conditions, the integration will be set up and you will see the following screen:
Please note that the database owner login must be enabled before any additional users within the database can get set up. You will receive the following message if the database owner has not been enabled:
Once the integration setup has been completed, you can use the single sign-on feature to log in to your Redtail account from the Tools section of the ClientWorks menu. To link contacts, see below for instructions.
Please note: Users aside from the database owner will continue to see the activation button available to them within Manage Your Integrations even after they have successfully integrated.
Once you have the integration enabled you will have the ability to update specific client demographic information in either platform, and the data will sync directly into the other (in real time). Additionally, you can create contact records in either system and have them added to the other.
The following fields are enabled for bi-directional syncing:
- First name
- Middle name
- Last name
- Business name (Entity name in ClientWorks)
- Email address
- Home/Residence address
- Mailing address
- Work/Employer address
- Home phone number
- Mobile phone number
- Work/Business phone number
- Date of Birth
- Marital status
How to send contacts from Redtail to ClientWorks
Within a contact record in Redtail, hover over your Integration menu in the upper right corner:
In the resulting dropdown menu, you’ll see an LPL option at the very top of your list of Redtail integration partners - click that option:
You’ll then see the option to "Send to LPL":
Before you can send the contact to ClientWorks, you will need to select Rep Id and Client Type:
How to send contacts from ClientWorks to Redtail
From within the Clients tab within ClientWorks select which contact or contacts you want to send to Redtail:
You will then select the Actions button in the top right-hand corner and see Redtail and select “Link to Redtail”:
From here you will confirm the contact(s) you want to send to Redtail:
How contacts in ClientWorks link to existing contacts in Redtail
In order for a contact in ClientWorks to link to an existing contact in Redtail, there are a number of data points that must match exactly. Those data points are as follows:
For Individual Type Contacts:
Date of Birth
For Entity/Business Type Contacts:
If the above data points do not match then the contact coming from ClientWorks will be created in Redtail as a brand new contact. Those data points must match in order to link them together and avoid duplicate contacts within Redtail.
Once the contact is linked to Redtail you will see a green check mark in the Redtail Link column within ClientWorks:
Within Redtail, you will see a blue chain link next to a contact's name that will indicate the contact is linked to ClientWorks:
Please make sure that every user who has their contacts included in the ClientWorks sync is an active user in the CRM with their integration enabled. The user who the LPL Rep IDs belong to has to be an active user in order for their contacts to stay synced. If you send a contact over for a Rep ID where the advisor isn't an active CRM user or isn't integrated, the contact linking will be removed through the nightly sync. This is true even if other users (including the database owner) have access to the same Rep IDs in ClientWorks.
Linked contacts can be unlinked as well; this process works very similar to the linking steps in ClientWorks and can be performed on individual contacts or in bulk.
For individuals, click the menu next to the single contact you would like to unlink, select "Redtail", and then select "Unlink from Redtail":
Then, confirm that you would like to unlink the contact:
For bulk unlinking, select the contacts you would like to unlink, and use the actions button to unlink:
Confirmation will be needed for bulk unlinking as well:
Unlinking a contact will stop the flow of information between the two platforms for that contact. No information will be removed from Redtail. Accounts will still show in the accounts section of Redtail but they will not be updated if the contact is not linked via the integration.
Account data is pushed from ClientWorks to Redtail and is updated on a nightly basis.
You can see on a client’s Accounts page in Redtail whether or not a specific account is linked to ClientWorks:
In the above example, the Flags column for this account indicates it is linked with LPL. Note: these flags only display if you SSO into Redtail from ClientWorks, i.e, they don't display if you sign into Redtail directly. You can see in the image below how to access the link to set up Single Sign-On (SSO) from ClientWorks to Redtail (Menu-->Tools-->Redtail(CRM) - clicking "Redtail(CRM)" here will allow you to enable the SSO option):
Back to the Account Feed: For accounts that display this flag, you can click the Actions menu to the left of the account to see LPL Account Data for the account:
After clicking that option for the account, you'll see LPL fed account data displayed in two sections: Standard Account Info and Account Details.
It’s important to note that LPL does not send Redtail individual assets. They only send Redtail one consolidated asset: