There, you’ll want to Select All or select the applicable Categories of Activities you want to view.

If you still encounter any issues accessing your Calendar data, please contact our support team at 800-206-5030.

Trouble Accessing your Calendar? is a post from: Redtail Technology

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• Sort incoming email to specific folders
• Automatically apply tags to messages
• Forward messages to another address
• Mark email as junk or discard email

As but two specific examples, you can create a filter that forwards emails from a particular address to your assistant or you can sort all email from various vendors you utilize.

Filter Conditions

Each filter is essentially a rule with one or more parameters and a destination. Filters can also contain multiple conditions. Filter conditions include:

• Specific addresses in the From:, To:, Cc: fields in the email header.
• Words or phrases within the subject or body of the message.
• The presence or absence of file attachments

All the conditions allow for the use of “not” as a negative condition so you can specify mail that does not include specific words or phrases. You also have the ability to assign Any or All conditions as well.

Any versus All

You can create a filter with multiple conditions and set the filter to sort if the message meets all conditions or any of the conditions. When choosing All, the email must meet all defined conditions within the filter in order to be affected by the filter. When choosing Any, a message that meets at least one of the defined conditions within the filter will be affected by the filter.

Below you will find a full list of applicable fields, conditions and actions you can use when crafting filters for your email account.

Comparison Fields that conditions can be applied to:

From – Use this field to specify an email address or a domain name in the From: header field of an email message.

To – Same as From: but looks in the To: header field.

CC – Same as From: but looks in the cc: header field.

Subject – Use this field to specify keywords and phrases in the Subject header field.

Header Named – When this option is selected, an additional input field will appear in front of the the comparison operator (the condition selected e.g. “contains”). This option allows you to specify data for any of the email header fields. Not only can you specify the standard fields of To: or From:, but it will also compare the data within Date, Reply-To, or other custom fields that may be included in the message header. You could use this option to filter out email messages that have “malformed” headers, meaning they do not contain certain information that is normally considered standard for an email message. Sometimes spam, which is automatically generated, omits information such as the Sender or Reply-To fields. Use the second input field (the field immediately to the right of the comparison operator) to specify the header to test for.

Size – Use this field to filter by the size of the message.

Date – Use this field to specify emails sent before or after a certain date.

Body – Use this field to specify keywords and phrases within the body of an email. Used with contains/does not contain condition. Note: does not apply to attachments.

Attachment – Use this field to filter for messages that have or do not have attachments. You cannot filter attachments for words or phrases.

Address in – Use this field to filter email messages from addresses listed in your address book.

Calendar Invite – Use this field to filter calendar related items.

Conditions (comparison operators):

Contains – Specifies that the comparison field contains the specified words and/or phrases.

Matches exactly – Specifies an exact match.

Does not match exactly – Does not specify an exact match. Returns all records that partially match your specified data.

Does not contain – Specifies that the comparison field does not contain the specified words and/or phrases.

Matches wildcard condition – The wildcard character (*) is used in the filtering comparison field to represent one or more characters in the filter. Example: If you search on “red*” the  filter will return matches for Redtail, redhead and redistribute but not Fred.

Does not match wildcard condition – The wildcard character (*) is used in the filtering comparison field to represent one or more characters in the filter. Will return the results that do not include the wildcard.

Actions:

Leave the message in the Inbox (no action) – Save emails to Inbox.

Move the message to another specified folder. - Moves email messages that match the filter conditions to a specified folder.

Tag the message – Tags all matching messages with a specific tag

Mark the message as read or as flagged – Marks a message as read or applies a flag to the message

Discard the message – This action removes the email messages silently. It is not the same as the Delete action within the webmail client. Deleting an email moves it to the Trash folder. The Discard action prevents the message from ever being delivered to your mailbox.

Forward the message to another address – Forwards matching emails to a specified address.

Note: When utilizing multiple actions, the combination of actions will be processed in the following order:

• Discard the message
• Move the message to another specified folder
• Tag the message/Mark the message as read or as flagged
• Leave the message in the Inbox
• Forward the message to another address

Now let’s take a look at how one would setup a filter within the webmail client.

1. Click the Preferences tab

2. In the Preferences Navigation Pane, select Filters

3. In the Filters Menu, select New Filter

4. After selecting New Filter, the Add Filter dialog will appear. This is where you will name the filter, select your conditions and identify the actions to be performed.

5. After creating your custom filter, select OK to add the filter

6. Next you will want to run the filter. You will check the box next to the filter and select the Run Filter option to apply the filter to the folder of your choosing to filter any previously received email correspondence that match the conditions. Going forward, the filter will be applied to incoming email.

If you are looking for a quicker way, you can also add filters by right-clicking on an email you received as well.

This method automatically fills in the condition value with the senders email address and the subject line of the email you right clicked on.

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Family Head

When you link spouses and children, one of the spouses must serve as the Family Head.  Be aware that this designation of Family Head is automatic and is attributed to a contact record when you establish family relationships from within their record.  Understanding this will allow you to choose which contacts will serve as your Family Heads, as you can actively control from which records you establish your family relationships.  Full instructions for defining your family relationships can be found here.  We recommend that you choose as your Family Head the spouse with whom you deal primarily.

Family Name

There is a Family Name field within each contact record with a Contact Type of Individual.  It’s available for adding to a record by clicking Edit in their Basic Information widget.  The Family Name field is particularly important if you intend to use Redtail to run labels or mail merges.  Family Names should be entered for your Family Heads only, but bear in mind that you would want to include a Family Name for single individuals as well.  You can read more about how to add and use the Family Name field here.  If you utilize the Family Name field, you can:

• Run an Advanced Search for:
  Field: Family Name
  Operand: Greater Than
  Criteria: 0 (make sure you type in the number 0 here as leaving the Criteria box empty will not return accurate results)
• The results you’ll then see are all contact records with data entered in their Family Name field, i.e. all Family Heads including single individuals.
• You can then run a mail merge for those contacts only, which is important if you only want to send a piece of correspondence to a household once, i.e. you don’t want to send the piece to both spouses, children, etc.
• The Family Name field is also a valid Mail Merge Field, so it can be inserted into any mail merge templates you build.
• Also, Labels that utilize the Family Name field are available.

Memberships

When linking family members to a Family Head, your options for the relationship to establish are Spouse, Child, Grandchild or Other Dependent.  We recommend only linking contacts via a Family Relationship if they live under the same roof as the Family Head, i.e. only if you would want any accounts associated with those you are linking to the Family Head to be considered a part of the Family Head’s Family Portfolio Value.  So, if the child is grown or the grandchild or other dependent lives elsewhere, you might instead consider linking them via Memberships.  Full instructions for defining Memberships can be found here.

Deceased Contacts

When one of your clients passes away, there are a number of steps we recommend you take within your database in order that you don’t erroneously send out correspondence to or otherwise attempt to contact the deceased.  You can see those recommended steps here.

Some items in addition to those at the link above that you might consider:

Your client may have accounts which you would like to move into another record. Instructions for doing so are here.

Also, you may want us to move any notes from one spouse or family member to another’s record. We will gladly do this for you in bulk! You can contact our support team and indicate the name of the client whose information you would liked moved, and to which client’s record you would like it transferred.

Other Considerations

While one record will serve as Family Head, there will likely be cases where you deal with both spouses frequently.  You might consider when creating a Note for either spouse copying that Note to the other as well.  When you’re adding a new Note for one of the spouses, you can do this by typing part of the spouse’s name in the “Copy To” box and then selecting their name when you see it.  When you save the Note, it will be added to both of their records.

If we host your email, you might also consider storing each of the spouse’s email addresses in the other’s record.  You have Email 1, Email 2 and Email 3 fields for each contact record.

If you elect to do this with Notes and/or Email Addresses, this would allow you to see all Notes and/or Emails for these spouses within each of their records.

These are the basics for establishing your familial relationships within Redtail.  Don’t hesitate to let us know if you have additional questions about householding that are not covered here.

Householding Recommendations is a post from: Redtail Technology

1.  Each Rep’s Redtail username
2.  Rep code for each Rep

We’ll also need the database owner’s name.

You’ll also need to contact TD Ameritrade to have them set you up on their end for this feed.  Once you’ve done this, TDA will send us the necessary information to process the setup on our end.  After we’ve received this information from TDA, your feed should begin within 2-3 days.

Once the integration feed has begun, you’ll begin seeing accounts on your Unlinked Accounts page within Redtail.

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