Ebix SmartOffice: How to Integrate

Nitrogen is integrated with SmartOffice, allowing you to:

• Launch Nitrogen directly from SmartOffice without having to sign in to Nitrogen.
• Export a client's portfolio from SmartOffice into Nitrogen in order to calculate the portfolio's Risk Number.
• Display client and portfolio Risk Numbers from Nitrogen in SmartOffice.

Requirements

To use SmartOffice's integration with Nitrogen, you must have an Investment Tracking license in SmartOffice (to export investments).

Setup

Follow the instructions in this section to ensure that office, user and browser settings are configured correctly for the Nitrogen integration.

SmartOffice Setup

A SmartOffice user with administrator rights must enable the Nitrogen license for each SmartOffice user who will use the integration.

1. In SmartOffice, access the User Rights content link for the user's account (Setup > User Accounts).
2. In the Licenses column, select Nitrogen in the Integration section.
3. Select Menu > Save.
4. Repeat these steps for each additional user.

Data Setup

The following SmartOffice contact fields must be completed for any contacts that will be used in Nitrogen:

• First Name
• Last Name

Using the Integration

1. Sign in to SmartOffice.
2. Search for a contact or household.
3. Open the contact or household record, or tag the record in the list of search results.
4. Select Menu > Integrations > Nitrogen.
5. If the Nitrogen sign-in page appears, sign in to Nitrogen normally. This step is necessary only the first time you use the integration.
6. When the Nitrogen Contact Search page appears, review the list of matching Nitrogen contacts that SmartOffice has found, if any (for households, look for the head of household).
   
7. The next step depends on whether the correct matching Nitrogen contact appears in the list:
   • If the correct match appears in the list, make sure the link icon appears next to the Nitrogen contact's name. The icon indicates that a link has been established between the SmartOffice contact and the Nitrogen contact. Click the contact's name to proceed to Nitrogen.
     
     If the link icon appears next to the wrong Nitrogen contact, click the icon to unlink that contact, and then click the correct Nitrogen contact's name to establish a new link.  Note: Only an advisor can link and unlink contacts. If you are not an advisor (e.g., if you are an assistant), ask the advisor to sign in to SmartOffice, launch the Nitrogen integration and perform these actions.
   • If the correct match does not appear in the list, search for the correct Nitrogen contact or create a Nitrogen contact. Note: Only the advisor can search for or create Nitrogen contacts using the integration. If you are not the advisor (e.g., if you are an assistant), ask the advisor to sign in to SmartOffice, launch the Nitrogen integration and perform these actions.
     
     To search for the correct contact, change the search terms in the Search Nitrogen field, and then click the search button. If the correct Nitrogen contact appears in the results, click the contact's name to establish the link.
     
     To create a Nitrogen contact, click the New Nitrogen Contact button; this opens Nitrogen and imports the contact's name, contact information and investment holdings from SmartOffice into a new Nitrogen record. The new Nitrogen contact is also linked to the SmartOffice contact automatically.

Displaying Risk Numbers in SmartOffice

Risk Numbers in Contact Records

To view Risk Number information in SmartOffice contact records, you can use SmartOffice's page layout customization feature

Create a custom page layout for the contact Personal content link, adding the Nitrogen portlet to that layout. The client's Risk Number and the client's current portfolio Risk Number appear side by side in the portlet.

Using this information, you can see at a glance whether a client's portfolio aligns with the client's risk profile.

To ensure that you are seeing the latest Risk Number information, click the Refresh Portlet button in the portlet. 

If you see a question mark instead of a number, a Risk Number has not yet been calculated for this contact in Nitrogen. 

In this case, log in to Nitrogen and calculate the client's Risk Number. Then go back to the client's contact record in SmartOffice and refresh the Nitrogen portlet.

Risk Numbers in Lists and Dynamic Reports

To view client Risk Number information in a SmartOffice list or Dynamic Report, include one or more of these columns from the ContactExtLink table:

• Current Risk: This column corresponds to the Current Portfolio number that appears in the Nitrogen portlet.
• Target Risk:  This column corresponds to the client Risk Number that appears in the Nitrogen portlet.
• Last SyncedOn: This column indicates the last time Risk Number information for the client was refreshed.