Manage Accounts

The Manage Accounts feature provides administrators with powerful tools to search, view, and bulk manage accounts across the entire system. This centralized interface allows for efficient account administration and maintenance.

Click to enlarge - Account management search and results interface

Accessing Manage Accounts

1. Click the settings icon in the top navigation bar
2. Select Accounts from the left sidebar
3. Click on Manage

Search Capabilities

Quick Search

The search bar supports multiple search types:

• Account Number: Direct account lookup
• Debtor Name: First, last, or full name
• SSN: Full or last 4 digits
• Phone Number: Any phone on account
• File Number: Internal reference number

Advanced Search

Click Advanced Search to access additional criteria:

Account Criteria

• Client
• Portfolio
• Current Status
• Balance Range
• Placement Date Range
• Charge-off Date Range
• Last Payment Date

Assignment Criteria

• Assigned Collector
• Assignment Date
• Team/Department
• Work Queue
• Skill Requirements

Activity Criteria

• Last Worked Date
• Last Contact Date
• Days Since Last Payment
• Number of Payments
• Communication Count

Search Operators

Use these operators for precise searches:

• AND: All conditions must match
• OR: Any condition can match
• NOT: Exclude specific criteria
• >, <: Greater/less than for numbers
• BETWEEN: Range for dates/amounts
• CONTAINS: Partial text matches
• STARTS WITH: Beginning text matches

Saved Searches

Save frequently used searches:

1. Configure search criteria
2. Click Save Search
3. Name the search
4. Set as personal or shared
5. Access from My Searches dropdown

Search Results

Results Display

The results grid shows:

• Select Box: For bulk operations
• Account Number: Clickable for details
• Debtor Name: Primary debtor
• Balance: Current amount owed
• Status: Current account status
• Collector: Assigned user
• Last Payment: Date and amount
• Actions: Quick action buttons

Customizing Columns

1. Click Column Settings (gear icon)
2. Select fields to display:
   • Drag to reorder
   • Check/uncheck to show/hide
   • Set column widths
3. Save as default view

Sorting and Filtering

• Click column headers to sort
• Use quick filters below headers
• Apply multiple sorts with Shift+Click
• Export current view

Bulk Operations

Selecting Accounts

Three selection methods:

1. Individual: Check specific accounts
2. Page: Select all on current page
3. All Results: Select entire search results

Caution

Bulk operations affect all selected accounts. Always verify your selection before proceeding.

Available Bulk Actions

Assignment Operations

• Reassign Collector: Move to different user
• Assign to Team: Distribute among team
• Unassign: Remove assignments
• Round Robin: Even distribution

Status Updates

• Change Status: Apply new status
• Bulk Close: Close multiple accounts
• Reactivate: Return to active status
• Legal Status: Mark for legal action

Administrative Actions

• Export Data: Download account information
• Add Note: Apply note to multiple accounts
• Update Custom Fields: Bulk field updates
• Generate Letters: Mass correspondence

Bulk Operation Process

1. Select target accounts
2. Choose action from Bulk Actions dropdown
3. Configure operation settings
4. Review affected account count
5. Confirm operation
6. Monitor progress bar
7. Review results summary

Account Details View

Quick View

Hover over account number for summary:

• Basic debtor information
• Current balance and status
• Recent activity
• Quick actions menu

Full Details

Click account number to open full view:

• Complete account information
• All tabs available
• Full edit capabilities
• Activity history

Data Management

Exporting Accounts

1. Apply search filters
2. Select accounts to export
3. Click Export button
4. Choose format:
   • Excel (.xlsx)
   • CSV (.csv)
   • PDF (formatted report)
5. Select fields to include
6. Download file

Field Updates

For individual field updates:

1. Click edit icon next to field
2. Make changes
3. Save with confirmation
4. Audit trail created

Mass Updates

For updating multiple accounts:

1. Use bulk actions
2. Or import update file
3. Map changed fields only
4. Preview changes
5. Apply updates

Compliance Features

Protected Accounts

Some accounts may have restrictions:

• Bankruptcy: Limited actions available
• Deceased: Special handling required
• Military: SCRA protections
• Dispute: Collection restrictions
• Attorney Represented: Communication limits

Audit Trail

All changes are logged:

• Who made the change
• When it occurred
• What was changed
• Previous values
• Reason for change

Advanced Features

Account Merging

To combine duplicate accounts:

1. Search for duplicates
2. Select accounts to merge
3. Choose primary account
4. Review merge preview
5. Confirm operation

Account Splitting

To separate co-debtor accounts:

1. Select account
2. Choose Split Account
3. Allocate balances
4. Assign debtors
5. Create new accounts

Batch Processing

Schedule regular operations:

• Status reviews
• Assignment rotations
• Aging updates
• Compliance checks

Best Practices

Search Efficiency

1. Use Specific Criteria: Narrow searches perform faster
2. Save Common Searches: Quick access to frequent queries
3. Export Wisely: Only needed fields to reduce file size
4. Limit Results: Use pagination for large result sets

Data Integrity

1. Verify Before Bulk Actions: Double-check selections
2. Test First: Try on small group
3. Document Changes: Note reasons for updates
4. Regular Audits: Review recent changes

Performance Tips

1. Off-Peak Hours: Large operations during low usage
2. Batch Size: Process in manageable chunks
3. Index Usage: Search indexed fields when possible
4. Clear Filters: Reset between different searches

Troubleshooting

Common Issues

No Search Results

• Check spelling and criteria
• Verify account exists
• Clear filters and try again
• Check permissions

Slow Performance

• Reduce result set size
• Use more specific criteria
• Check system status
• Try during off-peak

Export Failures

• Reduce number of records
• Select fewer fields
• Check disk space
• Try different format

Bulk Operation Errors

• Review error log
• Check account statuses
• Verify permissions
• Process smaller batches

Security Considerations

• Access logged and monitored
• Sensitive data masked
• Export tracking enabled
• Permission-based visibility

Related Documentation

• Import Accounts - Bulk account creation
• Status Configuration - Status management
• Custom Fields - Field configuration
• Audit Logs - Activity tracking