Using the Account Manager Transfer Wizard

There are often times when a primary account manager needs to be modified or added to several different companies. Aptify includes an Account Transfer wizard that simplifies the process of adding or updating the main account manager for a set of companies. In addition, related records in the following services are also updated to use the new account manager:

• Account manager specified on a Companies record's Account Manager tab: If the old account manager has an Account Managers record associated with a selected company, that manager's End Date field is populated with today's date and a new record is added for the new account manager with today's date as the Start Date.
  
  • Note that the Account Managers information is found on the Companies record's Details > Account Managers tab by default.
  • For more information on adding account managers to a Company's record see Specifying Account Managers.
    
    
• Persons: If the old account manager is linked to any Persons record associated with a selected company, the Account Manager field links to the new account manager on the Persons record's Contact tab.
  
  
• Account manager specified on Persons record's Account Manager tab: If the old account manager has an Accounts Managers record for any person associated with a selected company, that manager's End Date field is populated with today's date and a new record is added for the new account manager with today's date as the Start Date.
  
  
• An Account Manager tab does not appear on the standard Aptify Persons form by default but you or an administrator can add it if needed. (See the Modifying a Form Layout section of the Forms and Records chapter of the Aptify 5.5 User Guide for information on how to add new tabs to a form.)
  
  
• Opportunities: Any open opportunities linked to a selected company for which the old account manager is the primary contact is updated to use the new account manager.
  
  
• Contact Logs: Any contacts logs that have been assigned to the old account manager and that are not complete transfer to the new account manager.

Follow these steps to utilize the Account Manager Transfer wizard to automate the process of changing the primary contact for one or more companies:

1. Create or open a view of Companies that includes the companies for which you want to modify the primary account manager.
2. Do one of the following:
   
   • If you want to run the wizard on all the records in the view, do not select any records in the view and click the Account Manager Transfer Wizard icon in the view toolbar.
   • If you want to run the wizard on only selected records, select those records (hold down the CTRL key to select multiple records). Then, click the Account Manager Transfer Wizard icon in the view toolbar.
     
     

   

3. If applicable, enter the former account manager who is no longer responsible for maintaining the relationship with the selected companies in the From Account Manager field.
   
   • • If this field is left blank, then all selected records within the view that do not have a specified account manager will be transferred to the new account manager. Note that in this case any company that already has an account manager will not be updated.
     • When an account manager is specified, only those selected Companies records that currently match that account manager will be updated. For example, if you select two companies, one with a current manager of John Samuel and the other with a current manager of Jane Smith, and then specify John Samuel as the From Account Manager, then only the account manager relationships for the company linked to John Samuel will be updated (the other company will remain linked to Jane Smith).
     • This field links to the Employees service.
   
   
4. Enter the new account manager who will manage the relationship with the selected companies in the To Account Manager field.
   
   
   • • This field cannot be left blank. A valid account manager is required.
     • This field links to the Employees service.

   

5. Click Finish to run the wizard.

• • The wizard will attempt to match the selected companies with the specified From Account Manager. Only records that match the From Account Manager and meet the other criteria described earlier in this section will be updated.
  • Once completed, a summary dialog will appear with the results of the wizard that includes a count of the number of records updated for each record type.