Setting Up the Event Types

The Event - Update window lets you set up the default field values and required fields for an event type. To open the Event - Update window, under Contact Manager on the Portico Explorer Bar, select Administration. On the Administration top menu bar, select Maintenance, then select Event Type. The Event Type - List window appears.

• Select an existing event to open the Event - Update window and modify the default values.
• To add a new member event, select New Member.
• To add a new non-member event, select New Non-Member.
• To add a new internal event, select New Internal.
• To add a new autogenerated event, select New Auto-Generated.

How do I? and Field Help

To view an existing event, select the Event down arrow to select the member event, then select the green arrow.

Complete the following steps to set up an event using the Event - Update window:

1. In the ID field, enter a unique three-character ID for the event. Length: 3 numeric
2. Enter a description of the event in the Description field. Length: 30 alphanumeric
3. Select the Active checkbox to activate the event. You can set up events and mark them as Inactive until you are ready to use them.
4. For an autogenerated event, select the Process ID down arrow to select the Portico process that generates the event in the user's Assignments Queue. The Portico process IDs available for autogenerated events are:
   • New Member Account
   • New Business Account
   • New Share Account
   • New IRA Share Account
   • New Club Account
   • New Holiday Share Account
   • New Draft Account
   • New Money Market Account
   • Overdraft Protection
   • Courtesy Pay
   • New Certificate
   • New IRA Certificate
   • Setup Payroll Deductions and Distributions New Transfer Setup
   • New/Inquiry ATM Account
   • Order ATM Card
   • New/Inquiry Debit Card Account
   • Order Debit Card
   • New/Inquiry Home Banking Account
   • New/Inquiry Bill Pay Account
   • New/Inquiry Self-Service/Audio Account
   • New Relationship Pricing Plan Setup
   • New Escrow Share Account
   • New Account Analysis Setup
   • Safe Deposit Box Setup
   • The following process IDs are available for E-Mail Messaging:
     • Dormant Member
     • Member's Birthday
     • Member's Credit Union Anniversary Date
     • Member's Special Birthday
     • New Member Follow-up
     • New Member Welcome
     • Number of Loan Payments remaining
     • Past Due Loan
5. If the Process ID field is New/Inquiry Bill Pay Account, select the Include with Home Banking checkbox to generate an event when a member signs up for Bill Pay, in addition to the new Home Banking event automatically generated when a member signs up for Home Banking. Leave the checkbox blank to generate the Home Banking event only.
6. Select the Include with New Member checkbox to generate an event for the specified process, in addition to the new member event automatically generated when a new member joins the credit union. Leave the checkbox blank to generate the new member event only.
7. Select the Add to Menu List checkbox to display the event in the Contact Manager Event Tracking dropdown menu, the Actions menu on the Contact Manager Event Tracking top menu bar, and the Activity menu on the Portico top menu bar. You can add a maximum of 60 customized events (20 for Member, 20 for non-member, and 20 for internal) to the menu.
8. The system cancels all contacts and events over 500 days from the origination date automatically. Once you cancel a contact or event, you cannot change the status of the contact or event. To prevent the system from automatically canceling an old contact or event, select the Extend Open Period checkbox.
9. Select the Loancierge Access checkbox to link an event type to Loancierge and provide access to the Loancierge Queue tab, Queue Search tab, and New Application window from the Member Event - Update window and My Queue window.
10. From the Purge Days dropdown list, select the purge days for the event 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. The system does not purge users tied to events; therefore, if you set the purge days to 10 years, 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.
11. 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.
12. 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 event priority to Low, Medium, or High.
    • If the default priority is Medium and required, users can only change the event priority to Medium or High.
    • If the default priority is High and required, users cannot change the event to a lower priority.
    • If the default priority is set to Low, Medium, or High and not required, users can change the event priority to blank, Low, Medium, or High.
    • If the default priority is set to blank and required, you must change the event priority to Low, Medium, or High.
13. Select the Source down arrow to indicate the default follow-up source for the event. Select the Required checkbox to make this a required field.
14. In the Assignment group box, select the Department down arrow to select the assigned default department for the event type. Select the Required checkbox to make this a required field.
15. Select the Lock Department checkbox to prevent users from changing the department.
16. Select the Owner down arrow to select the default owner of the event type. Set the Owner field to Originator of Event to default the Owner field to the user who is creating the event. Select the Required checkbox to make this a required field.
17. Select the Lock Owner checkbox to prevent users from changing the owner.
18. Select the Origination Source is required checkbox to make the Origination Source field on the event windows a required field.
19. In the Non-Member Required Data group box, select the checkboxes of the fields you want to make required.
1. In the Customized Label field, enter the label of the field.
2. Select the Field Type down arrow to select Calendar, Text, or Listbox.
3. Select the Use Field checkbox to display the field on the event window.
4. Select the Required checkbox to make the field require.
5. If you select Listbox in the Field Type field, select Add More List Items to add a blank row to the List Box Items grid.
6. Enter the description of the valid value in the Description column.
7. Select the Default checkbox to identify the default value.
8. Select the Del checkbox to delete an item from the list. Select the Hide checkbox to hide an item in the list.
9. Select Save to save the customized field.
20. You can add up to 15 customized fields to an event. In the Customized Fields grid, select the button in the Details column to display the Customized Field dialog box. If you add customized fields 10-15 to an event, a vertical scroll bar appears on the Detail group box. Scroll down to view and complete the fields.
21. On the Event - Update window, select Save to save the event type.

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

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

If importing a file, complete the following additional steps:

1. Select Browse next to the Import File field to locate the member list. The system automatically adds an event for each member on the list.
2. Select the File includes header record checkbox if the first entry in the file is the header.
3. Select the Origination Source down arrow to select the source of the event.
4. Select Import to import the event. The system uploads the file in the back-office cycle and creates the events. You can view the events on the Assignments Queue window, Contact History window, and Contact/Event History window.

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.