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Contact window

Contact window allows you to create a new contact or to view and edit the information of existing contacts. You can create a new contact through the menu in New - New contact, and you can view the information of existing contacts by double-clicking a contact either from your search result on the Contacts view or from the Overview.

You can define the basic information of the contact in the first tab, and use the other tabs to define additional information for the contact. In the Basic info tab, the contact type determines the role of the contact in the system: a contact can be for example a customer, when portfolios can be added to the contact, or an asset manager.

The Basic info tab allows you to define the basic information of the contact, such as ID and name. A red star indicates that a field is mandatory.

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The available fields are:

Contact ID*. An individual ID defined for a contact. The contact ID separates a contact from other contacts (the system does not allow more than one contact with the same contact ID). The contact ID is used to identify and search for a contact, and many of the import functions utilize the contact ID. Best practice is not to include special characters into the contact ID - only use numbers and letters (a-z).

Contact name*. Name of the contact. Avoid the ">" character in the beginning of the contact's name - this will confuse the contact as a group when selected on the Overview.

External ID. A general ID for identifying a contact, for example, identity number or social security number.

Status*. The status of the contact: Active, Passive, or Closed.

Type*. Choose the contact type from the alternatives, which are defined in Preferences - Contact types. The contact type affects the functions you can perform on a contact: for example, portfolios can be added only to contacts of the type Customer, and only contacts of the type Asset manager can be added as asset managers.

Juridical form*. Choose the juridical form from the alternatives, which are defined in Preferences - Juridical form. The juridical form of a contact affects the juridical form of a portfolio added to the contact: the default juridical form of a portfolio is the juridical form of the contact of the portfolio. However, the changing of the juridical form of the contact doesn't affect the juridical forms of the existing portfolios assigned to the contact. The juridical form affects the taxation of certain transactions added to the portfolios: when creating corporate actions, the tax associated with these is defined as a combination of juridical forms and tax countries of the portfolio.

Classification* . Choose the classification from the alternatives, which are defined in Preferences - Classification.

Classification 2 and 3 . Choose the classification from the alternatives, which are defined in Preferences - Classification.

Issuer group. The issuer group – another issuer contact in the system that serves as a company group. Define the issuer group for the contact to view the Analytics+ figures by issuer group. The field is available only for contacts of the issuer type.

Identity*. Choose the identity from the alternatives, which are defined in Preferences - Identity.

Tax country*. Choose the tax country from the alternatives, which are defined in Preferences - Countries. The tax country of a contact affects the tax country of a portfolio added to the contact: the default tax country of a portfolio is the tax country of the contact of the portfolio. However, the changing of the tax country of the contact doesn't affect the tax countries of the existing portfolios assigned to the contact.

Nationality. Choose the nationality from the alternatives, which are defined in Preferences - Countries.

Language. Choose the language to be used in portfolio reports from the alternatives, which are defined in Preferences - Language. The language of a contact affects the language of a portfolio added to the contact: the default language of a portfolio is the language of the contact of the portfolio. However, the changing of the language of the contact doesn't affect the languages of the existing portfolios assigned to the contact. The language chosen for a contact determines, which language is used in the portfolio reports when creating a report: the reports are created in the language of the portfolio. The translations for the security and transaction types to different languages are defined in Preferences - Internationalization. If no language is selected, the reports are printed out in Finnish and the abbreviations defined for security and transaction types are used.

Transaction no. level. Choose from:

  • Portfolio level - the system automatically generates a transaction number for a transaction, which is individual to each transaction within the portfolio.

  • Contact level - the system automatically generates a transaction number for a transaction, which is individual to each transaction within all the portfolios of the contact.

Tags. Choose tags from the alternatives defined in Preferences - General - Tags. Tags can be defined in three different ways:

  • Grouped tags (select one): you can select one tag from each tag group, grouped in separate drop downs. Only one tag in each tag group can be chosen. To group tags in a drop down, defined them with a hyphen as "group - tag", for example Reporting - 1m or Office - Helsinki.

  • Grouped tags (select multiple): you can select multiple tags from each tag group, grouped as separate sets of check boxes. You can check multiple tags within each tag group. To group tags as a set of check boxes, defined them with a colon as "group : tag", for example Hobbies : Golf and Hobbies : Food&Wine.

  • Individual tags: search for individual tags by typing the tag in the field and choosing the correct tag from the list below the field - all available tags are show from the downward arrow on the keyboard. You can select multiple individual tags.

In the Address info tab, you can add address information to a contact. You can simultaneously maintain multiple different addresses, for example "home address", "office address", "primary address" - whichever address information you need to maintain.

Add a new address with the Add address button, and define the address information in the available fields. A red star indicates a mandatory field.

  • Name* - the name of the address, the only mandatory field.

  • Address 1 - address.

  • Address 2 - address.

  • Zip code - postal code of the address

  • City - city of the address

  • Country - country of the address

  • Email - email address

  • Phone - phone number

  • Fax - fax number

  • Permission to use electronic communication - select, if electronic communication, such as email, can be used.

  • Permission to send marketing materials - select, if marketing material can be sent to the contact.

The IDs tab allows you to define external IDs for your contact. These IDs are used by other parties to identify the contact, and can be used for example to store LEI codes, CIF numbers or any other external Customer IDs.

Add a new ID with the Add ID button, and define the ID information in the available fields. A red star indicates a mandatory field.

  • External name* - the name of the ID (or who uses the ID, where is it from). When starting to type in an ID, the system automatically suggests ID names you have used previously.

  • External ID* - the external ID for the contact.

The Representatives tab allows you to define representatives who can access the client’s portfolios and contact information. A representative is a user who manages and is responsible for the contact, or who otherwise represents the contact - for example, an advisor can represent their clients, or a private person can represent their company or children.

To add a representative, click Add representative and choose the representative's contact from the drop-down menu. If you have representative tags set up in preferences (see Preference - Tags), you can use them to specify the representative's role for information purposes (for example, parent, company owner, and so on).

To learn more about linking a representative to contact, see Set up limited visibility for one user and Set up limited visibility for many users.

The Settlement place tab allows you add settlement places defined in settlement place preferences as the contact's settlement place ( for more information, see Preference - Securities). Settlement places are for example defined to "Counter party" contacts when generating SWIFT messages from the system to settle trades - settlement place is then used to select the settlement place / exchange the counter party operates in and to define the account information of the counter party in the exchange.

Add a new settlement place with the Add settlement place button, and define the settlement place information in the available fields. The required information depends on the requirements from the settlement place and what you are using the settlement place information for.

Settlement place - select the settlement place you want to add, i.e. select the settlement place your want to settle trades with this counter party.

  • Name - shows the name of the selected settlement place.

  • Code - shows the code of the selected settlement place.

Define the account information of the contact within the selected settlement place:

  • Counter - define the counter information, usually as a BIC code.

  • Agent - define the agent information, usually as a BIC code.

  • Account - define the account information.

Key figures tab allows you to store a time series of values of your choice - you can for example store fee percentages that change over time or a tax value on your contact. See Key figures for contacts, portfolios and securities for more details.

Memo allows you to write optional information, notes or observations related to the contact. The contents of the memo are also shown in the Memo section on the Overview, when the contact is selected.

You can also import texts to the memo from a file through Import - Import contact memo, or to edit the contents of the memo directly from the Memo section on the Overview.

Documents allows you to manage documents related to your contact. For more information, see Document management.

The Processes tab allows you to run processes for your contacts, if contact-related processes have been defined for you in FA.

Saving a contact saves the contact into the system, and after you save the contact, you can for example create portfolios to it. When editing the information of an existing contact, the system just updates the contact information - the updated information is picked up by the system automatically.

At the bottom of the Contact window, you can:

  • Save and close - saves the contact / the changes made to the contact information and closes the window.

  • Save - saves the changes made to the contact information, and takes you back to the Basic info tab.

  • Copy as new - copies all of the existing contact's information as a base for you to create a new contact with a new ID. This function copies all other contact information except for the Contact ID, since this information is contact-specific and related to only one single contact.