Create a new client

The Client Inception workflow enables you to record extra information over and above that which is required when creating a client using the standard PMS functionality. The additional steps have been pre-defined by Advanced, but they can be customised to your own requirements. Here's a step-by-step guide to what's involved.

Important Make sure the Create Client workflow is attached to the Create Client Workflow system parameter before proceeding. Without this, the Client Inception workflow will not start.

To create a new client:

1. In PMS, click Add New Client.
2. When the Add New General Contact dialog box opens, complete the required details, using Next to move between tasks.
• If you want to add a single person, select Individual. This is standard ALB functionality.
• If you want to add a company, select Organisation. This is standard ALB functionality.
• If you want to add a joint client, select Multiple. This option is only available when using the Client Inception workflow. For more information, please refer to creating joint clients below.

Fig. Add New General Contact dialog box



3. Click Finish. The Conflict Check automatically triggers, presenting you with possible matches and/or conflicts.
4. Check the results for any conflicts and then click OK. At this point, the contacts are added into ALB and the client inception workflow automatically starts. From this point on, the workflow governs what happens next. The activities you are presented with are included in the workflow.
5. When the Task Pane opens, you are prompted to review and complete the details of the contact(s).

Fig. Confirm Client Details - Help Text screen



6. Click Next and follow the on screen prompts to perform these tasks:
• Confirm the client details
• Confirm the conflict check
• Attach a referrer
• Schedule an appointment
7. When the Process Complete screen opens, click Finish to close the Task Pane. The clients are now added into ALB with an active enquiry and the Client Details screen is displayed for all clients. As the clients are associated with an active enquiry, an Enquiries tab is available in the Client Details screen for each client that is linked. This shows the CMI workflow.

Fig. Process Complete screen

To create a joint client:

The CMI application allows you to add multiple contacts at the same time to create a joint client using a single automated process. The following procedure explains how to add contacts to achieve this.

1. When the Add New General Contact dialog box opens, under Contact Type, select Multiple.

Fig. Add New General Contact dialog box



2. Enter the details of the first contact.
• Under Name, type the contact's name and click Next.
• Under Address Details, type the address and click Next.
• Under Additional Contact Info, type the contact details and click Next.

Fig. Address Details & Contact Info dialog boxes



3. Under Summary, a list of the contacts that have been added is displayed. You now have the option to add a further contact in order to create a joint client.

Fig. Summary dialog box (first contact)



• If you click Finish when adding multiple contacts, then the client inception will not allow you to add further contacts.
4. Click Add Another Contact and enter the details of the next contact.
• Under Name, type the contact's name, relationship (e.g. spouse), and click Next.
• Under Address Details, tick Use same address as first address or type a new address, and click Next.
• Under Additional Contact Info, tick Same as first contact info or type new details, and click Next.
5. When you are finished, the Summary is displayed again, showing that the second contact has been added. Repeat step 4 until all contacts have been added.

Fig. Summary dialog box (second contact)



• If you want to remove any contacts that you have already added, you can click the cross icon next to the desired contact on the Summary view.
6. Next, continue from step 3 in create a new client above.

Notes

• When creating a client, a general contact is created by default. This is then converted to a client automatically by the client inception workflow.
• The Multiple option is only available when the CMI Starter Pack is being used or you have built your own custom client inception workflow.
• The maximum number of contacts that be added to a joint client is 20.