Setting Up the Contact Types

How do I? and Field Help

Complete the following steps to set up the default values for a contact type using the Contact - Update window:

1. Select the Add to Menu List checkbox. This action shows the contact type in three places:

   • The dropdown menu in Contact Manager.

   • The Actions menu on the top menu bar of Contact Manager.

   • The Activity menu on the top menu bar.

2. From the Purge Days dropdown list, select the purge days for the contact type. The valid values are 30, 90, 180, 365 and days and any years up to the maximum defined. A credit union may choose up to 10 years, in one year increments, as a purge day option. You cannot purge users tied to contacts; therefore, if you set the purge days to 10 years, and then any associated users do not purge for 10 years. To increase the purge day options listed in the Purge Days dropdown list, submit a request to Portico Client Services. Refer to Understanding the Purge Process for more information.
3. In the Status/Priority group box, select the Status down arrow to select the default status. Select the Required checkbox to make this a required field.
4. Select the Priority down arrow to select the default priority. Select the Required checkbox to make this a required field.
   • If the default priority is Low and required, users can change the contact priority to Low, Medium, or High.
   • If the default priority is Medium and required, users can only change the contact priority to Medium or High.
   • If the default priority is High and required, users cannot change the contact to a lower priority.
   • If the default priority is set to Low, Medium, or High and not required, users can change the contact priority to blank, Low, Medium, or High.
   • If the default priority is set to blank and required, you must change the contact priority to Low, Medium, or High.
5. In the Follow-Up group box, specify the default follow-up days in the Days field. This is the number of days you add to the origination date to calculate the date that appears in the Follow-up Date field. Select the Required checkbox to make this a required field.
6. Select the Source down arrow to indicate the default follow-up source for the contact type. Select the Required checkbox to make this a required field.
7. In the Assignment group box, select the Department down arrow to select the assigned default department for the contact request. Select the Required checkbox to make this a required field.
8. Select the Lock Department checkbox to prevent users from changing the department.
9. Select the Owner down arrow to select the default owner of the contact type. Set the Owner field to Originator of Contact to default the Owner field to the user who is creating the contact. Select the Required checkbox to make this a required field.
10. Select the Lock Owner checkbox to prevent users from changing the owner.
11. Select the Origination Source is required checkbox to make the Origination Source field on the contact windows a required field.
12. In the Non-Member Required Data group box, select the checkboxes of the fields you want to make required.
13. In the Contact Fields grid, select the Required checkboxes of the fields you want to make required.
14. Select Save to save the default values and return to the Contact Type - List window.

Select Departments to add employees to a department on the Department - Update window.

Select Cancel to return to the Contact Type List window without saving your changes to the default settings.

Understanding the Purge Process

On the last Saturday of the month, Portico calculates the number of days between the current date and the date of a closed or canceled contact record or event. The number of days calculated is compared to the purge days defined on the Contact - Update window or Event- Update window. When the number of days is greater than the purge days specified, Portico will associate the contact record or event with a purge date listed in the Purge Date drop-down list on the Purge Summary window.

The Purge Summary window will generate a report of the items purged from Contact Manager and Event Tracking. Portico will retain up to 2 months of information on the Purge Summary window. After 2 months, Portico generates the Contact Manager Purge Report PNG960 containing all the events and contacts associated with the purge date. The date on the PNG960 Report is the date that the report was generated and sent to Nautilus Essentials.

Purge Process Example:

• Closed status
• Closed date of 09/01/2017
• Purge Days field is 180 days on the Contact - Update window

To determine the date this record is eligible for purge, the purge days (180) are added to the closed date (09/01/2017), which result in 02/28/2018. Portico's purge processing runs on the last Saturday of the month:

Month	Last Saturday	Did it purge?
February	02/24/2018	Not eligible for purge on 02/24/2018. The record's purge date (02/28/2018) is after the last-Saturday purge date (02/24/2018).
March	03/31/2018	Eligible for purge. The record is associated with the 03/31/2018 purge date on the Purge Summary window. The record will display on the Purge Summary window until the 03/31/2018 purge date is at least two months older than an upcoming last-Saturday purge date.
April	04/28/2018	Remains on Purge Summary window. 04/28/2018 minus two months is 02/28/2018. The record's associated purge date (03/31/2018) is after 02/28/2018 so it is not two months or older and it will not be moved from the Purge Summary window to the PNG960 Report.
May	05/26/2018	Remains on Purge Summary window. 05/26/2018 minus two months is 03/26/2018. The record's associated purge date (03/31/2018) is after 03/26/2018 so it is not two months or older and it will not be moved from the Purge Summary window to the PNG960 Report.
June	06/30/2018	Moved to the PNG960 Report. 06/30/2018 minus two months is 04/30/2018. The record's associated purge date (03/31/2018) is before 04/30/2018 so it is two months or older. Portico will generate a PNG960 Report containing all the records with an associated purge date of 03/31/2018 from the Purge Summary window. The PNG960 Report is dated 06/30/2018 and sent to Nautilus Essentials. The records are deleted from Portico.