From any View Client screen click in the upper left quadrant of the screen to modify the client information.  Then click on the Other Databases Tab.  This tab only shows when there are connections to other databases.

Topic Overview

When Advisors Assistant sets up one of your clients in AdvisorVault, it assigns an ID and keeps track of it on the screen below.

Vault ID

The Vault ID is shown in the screen above.  It is the glue that connects the contact name in Advisors Assistant with the client's vault in AdvisorVault.  In Advisors Assistant the Vault ID is listed under the Other Databases Tab on the Add / Modify Names Screen.

Since you cannot delete a client's vault from inside of Advisors Assistant, when you delete a vault using the AdvisorVault web site, you must also delete this ID on the other Databases Tab of the Modify Name Screen.

This screen is also used to track connections to other database including Outlook, so be sure you only delete the AdvisorVault ID and only AFTER you delete the vault on the web site.

Combining Names With Vaults

Advisors Assistant has a combine names feature designed to combine duplicate names.

One Of The Names Has A Vault

When only one of the names being combined has a vault in AdvisorVault, the vault is treated like any other field.  The surviving name will inherit the vault and all documents and reports in that vault will belong to the surviving name resulting from the combine process.

Both Names Have Vaults

If both names have had vaults assigned, you cannot combine the names until you reconcile the vaults using the AdvisorVault web site.  AdvisorVault support can help you with this process.  It is beyond the scope of Advisors Assistant technical support.  Our support personnel are not familiar with the AdvisorVault web site.

Once there is only one Vault, the names will combine.

Changing Primary Producers (Advisor In AdvisorVault)

When you change the Primary Producer in Advisors Assistant for a client that has a vault in AdvisorVault, you will get a message explaining that you have to change advisor on the AdvisorVault website.  Advisors Assistant does not make a change of advisor on the vault.  That has to be done manually by you.

When you change the primary producer for a contact with a vault, the reference to the vault in Advisors Assistant is removed from that contact's name record.  The vault is no longer connected to Advisors Assistant and if the contact is reconnected to AdvisorVault under the new producer, an empty vault will be created.

Contact AdvisorVault Technical Support for help moving documents from the old vault to the new vault.

How Advisors Assistant Matches Contacts With AdvisorVault Vaults

There are several scenarios that can exist between Advisors Assistant and AdvisorVault when Advisors Assistant exports a contact to AdvisorVault:

Individual exports from Advisors Assistant and batch exports from selection reports follow these rules.

Vault ID in Advisors Assistant Matches Vault ID In AdvisorVault

This is assumed to be a match and the client's profile in AdvisorVault will be updated from Advisors Assistant.

Vault ID in Advisors Assistant Does Not Match Any Vault ID In Advisor's Vault In AdvisorVault

When there is a Vault ID associated with the contact in Advisors Assistant, but there is not match in AdvisorVault, a new vault is created in AdvisorVault with a new Vault ID and this Vault ID becomes the contact's Vault ID in Advisors Assistant.  This can take place if a user deletes the contact's vault in AdvisorVault, but does not remove the Vault ID in Advisors Assistant.

Contact Has No Vault ID In Advisors Assistant

When Advisors Assistant exports a contact that has no Vault ID in Advisors Assistant, to AdvisorVault it must determine whether that contact already has a Vault in AdvisorVault.

Advisors Assistant checks the First Name, Last Name, and Primary Email address in Advisors Assistant with that data in AdvisorVault.  If all three match in that Primary Producer's Vault, then it is assumed to match and the Vault ID will be recorded in Advisors Assistant.  A message will inform the user that a match was made.

 

See Also

AdvisorVault Overview

AdvisorVault Setup

Single Sign On To Your Advisor Vault

AdvisorVault Web Site

Bursting Reports Into Individual PDF Files

Using AdvisorVault From Inside Advisors Assistant

Creating Individual Client Vaults From Inside Advisors Assistant

Using Selection Reports To Create Multiple Client Vaults At The Same Time

Adding A File To AdvisorVault

Uploading Burst PDF Reports To Clients' Vaults

Viewing Files Stored In AdvisorVault From Inside Advisors Assistant

Keeping Advisors Assistant and AdvisorVault Synchronized