Chapter 2: Add new contacts for Requests

Summary

With the Requests & Deliverables feature enabled, your firm staff can add new contacts directly into the Aiwyn Firm Portal, allowing the firm Reviewer to provide Requests to the new contact person without the contact record existing in the firm's practice management system.

Included in this article:

• Create new contact
• Link contact to client
• Create new contact from Client Request

• Important notes

   

Create new contact

Creating a new contact within the Aiwyn Firm Portal is quick and easy. Firm staff with appropriate permissions may create new contacts and then link them to existing client records within the Firm Portal. The purpose of allowing the creation of new contacts within Aiwyn directly enables the firm staff to select the contact as the assignee for a given request item or entire request list.

Steps to create a new contact

1. Within the Aiwyn Firm Portal, select Clients & Contacts from the left hand panel
2. Select the New Contact button

3. A small pop up window appears
4. At minimum, enter the contact's name and email address. These are the only two required field needed to create the new contact record in Aiwyn
5. All other fields are optional and include: Job Title, Prefix, Salutation, Phone number, Address, City, State, and Postal Code. These fields are marked with "optional"

Link contact to client

Once the new contact is created in Aiwyn, it can be linked any client record in Aiwyn.

Steps to link contact to client

1. Within the Aiwyn Firm Portal, select Clients & Contacts from the left hand panel
2. Search for the client record
3. Select the client name to open the full details page for the client

4. In the right hand panel, toggle from Clients to Contacts to view the existing contacts linked to the client
5. Select the Add Contact drop down to search for and select the contact you wish to link to the client

6. Once the contact is chosen from the list, select the plus sign button next to the drop down. Note: you may need to use the horizontal scroll to view the add contact button depending upon your screen size and resolution

   

7. Once added, the contact may now be used for a number of actions, including assignment to client request(s)

Create new contact from Client Request

A new client contact may also be created within the firm portal when editing a Client Request.

1. In the Firm Portal, go to Projects
2. Select the Client Project
3. Add new Client Request or edit existing Request
4. Select the assignee list
5. Begin to type the name of the new contact you wish to add
6. If that contact does not already exist, "add contact" will appear
7. Select "add contact" and a small pop up will appear
8. Enter the new contact's information including their full name and email address
9. Save changes
10. The new contact is now created and associated to the Client and the Client Request

Example flow of creating new contact when editing a Client Request

Important notes

While a contact record can be created in your Aiwyn Firm Portal, it is important to note that the contact created in Aiwyn will not be pushed or "written back" to your firm's practice management system.

It should also be noted, any contact created directly within Aiwyn cannot be made the Client record's primary or billing contact and cannot be enabled to receive invoices or statements.

The creation of a new contact in Aiwyn, when the source of data is primarily your practice management system, means this contact's purpose is exclusively for available assignment to Client Requests.

Next Chapter: Chapter 3: Add Request list to client projects and send Requests