Skip to main content

Last updated: 2025-12-01


Contacts and Businesses - Exporting Contacts to Another Office

In this topic:




Overview



In organizations with multiple SmartOffice offices, contacts and businesses can be exported from one office to another. This process moves the record from the original ("source") office to the new ("target") office. Associated policies, pending cases, investment accounts and other records are also moved to the new office (with certain limitations).






Note: To learn how to export contact information to a file, see Printing or Exporting a List.






Requirements



Before attempting to export contacts:






  • Identify the target office and the user within that office who will receive the contacts.
  • Have a user with administrator rights enable the following user rights:

  • For the user in the source office, enable the Data Export and Export contacts to another office
  • Button user rights.

  • For the receiving user in the target office, enable the Data Import user right.
  • If exporting more than one contact or business, create a set containing all of the contacts/businesses.



Data Exported



Note the following when exporting contacts/businesses to another office:






  • Records associated with a contact/business, such as policies and investment accounts, are exported if the contact/business is designated as the primary contact on those records.
  • Exported contacts do not contain primary advisor information.

  • SmartPad records, letters and activities associated with the contact/business are also exported (only those letters sent to the contact are exported).
  • Key relations are exported only if all of the key relations are exported together with the contact/business. If the contacts are exported during the same SmartOffice session, those key relationships are reconstructed in the target office.

  • Employee census records are exported only if the employees are already present in the target office.
  • For exported policies:

  • Contacts listed in the Policy Advisor List, Policy Relationship List and Important Contacts sections of the policy's Basic Information content link remain listed only if those contacts are already present in the target office.
  • If the policies are linked to carriers/products that reside in a parent office, those carriers/products are recreated in the target office as opposed to being linked to the original carrier/product.



  • For exported pending cases, contacts listed in the Policy Advisor List, Policy Annuitant List, Policy Relationship List and Important Contacts List sections of the case's Detail content link remain listed only if those contacts are already present in the target office.
  • For exported investment accounts, contacts listed in the Interested Parties and Advisor Relationships sections remain listed only if those contacts are already present in the target office.


The following contact data is not exported:






  • Leads
  • Referred contacts

  • Set memberships
  • Event invitations

  • E-mail messages from the Letters/Documents content link.

  • Custom contact, business, policy, annuity, account and position data
  • Data from the Presale Activity/Proposals tab

  • Asset allocation and performance data (the data can be added using On Access Validation or Manual Data Validation in the target office)
  • Commissions

  • Pending cases attached to commissions



Exporting a Contact






  • From the source office, select Contacts/Businesses from the expanded People & Companies menu to open the Search Options dialog box.
  • Click the Set hyperlink to open the Set List dialog box.

  • Select the appropriate Set Name hyperlink to display a list of contacts/businesses in that set.
  • Tag all of the contacts/businesses and then select Menu > Export Contacts to Another Office to open the Search Office for Contact Export dialog box.

  • Enter the appropriate Office Name and User Name and then click the OK button to display the list of contacts for export.
  • Click the OK button to complete the export.



Importing a Contact from the Target Office






  • Sign in to the target office.
  • The Show Contact List dialog box displays the records exported from the source office. Select all of the records and then click the Accept button to process the records.

  • When processing is complete, verify that the data was imported successfully.