Embedded Files
In cases of separation of the Primary client and the secondary contacts for whatever reason the client indicates, this outlines how to transfer and/or split the client files.
This is a temporary workaround as we already have an ongoing development to make this process more efficient.
Once you click on this, there will be a confirmation prompt of all the services loaded into each of the service tab that the contact to be transferred is involved and the policy owners.
Click 'Cancel' and start checking the Service Tabs.
Check the Services Tab and click the 'Edit' Icon to remove the client name that is to be split/transferred on the Policy Owners section. Click Save.
Do this on every policy the secondary contact is tagged with. Take note of these policies as we will be relinking these once 'Transfer' is done.
Do the same steps for other Service Tabs if applicable; Mortgages, Assets & Liabilities and F&G Insurance. Don't forget to Save.
Information from KiwiSaver will be transferred automatically.
Once done, go back to People/ Entities tab. Select the secondary contact.
Click on 'Transfer' button.
A prompt will appear. This means it's all good to transfer. Click ' Transfer'.
This will then create a new client file for the transferred client. An automated note will also generate.
All services won't have any information at this stage except for the Investment Tab if there is data on the previous client file. Notes are also automatically generated with the transfer.
Now, go back to the People/ Entites tab. And scroll down to the left, click on the Linked Contacts.
This will allow you to Link the previous Primary contacts so all of the policies that both the Primary & Secondary still share unless cancelled.
Type in the previous Primary Contact of the client before it was transferred. Then click the 'Search' icon.
Once clicked, a dropdown list of all the similar search of the typed name will show. Select the one applicable.
Fill in the Relationship box as well. You can select whatever is applicable. Click 'Save'
Once saved, this will then generate the Linked Contact.
Now, click the 'Pencil' icon. This will redirect you to the old Client File. You will notice that the Secondary Contact has a dark bar on the side.
At this stage, you can tag the secondary contact again to the policies relevant for the client / that they are also the policy owners.
If there are policies that they independently own, enter them to the new client file created and delete them from the old client file.
Once this is all done, go back to the People/Entities tab. You will notice that the whole contact file of the Secondary one is now greyed out. This means all that is needed has been done.
Upload all the necessary documents to the respective client files.
Double check all information to confirm.
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