Creating and Managing a Client Lifecycle

This guide outlines the full lifecycle of creating, inviting, activating, and managing a client within the Primary Record platform. It covers decision points, automation triggers, and manual actions from start to finish.

Step-by-Step Client Onboarding Process #

• Create a Client
  • The process begins by creating a client record manually or via an automated intake system.

• Decide Whether to Create a Primary Record (PR) Profile
  • If Yes: Proceed to Create Client Record.
  • If No: The client is marked as Not Invited and no PR profile is created.

Not Invited State #

Clients who are not invited can remain in this state or:

• Be Archived (with the ability to Unarchive later).
• If re-engaged, can be moved forward by creating:
  • A Client Record and
  • An Invitation Record to initiate the invite process.

Sending the Invitation #

• Create Invitation Record
  • This creates an Invite Sent state.

You now have two options:

• Revoke the invitation → reverts the client to Not Invited.
• Re-engage the client → can move them into the next stage.

Pre-Acceptance Record Creation #

• Create a Primary Record Profile Without Portals?
  • Yes: The system will create a PR profile immediately without waiting for client interaction.
  • No: Evaluate the next decision point.

Point of Contact (POC) Role Assessment #

• Is the POC the Organizer of a Profile?
  • Yes: They are eligible to Accept or Select a PR Profile.
  • No: The client remains Inactive until a new trigger or update.

Profile Activation #

• Acceptance or Selection of Profile
  • Once the client:
    • Accepts the invitation, or
    • Is assigned a PR Profile,
  • The system Creates the Primary Record Profile, and the client becomes Active.

Client Status Management #

Clients may be transitioned between statuses:

• Deactivate → Moves from Active to Inactive.
• Delete Client Record Only → Removes client metadata while preserving Primary Record data.

Archived State #

Any Not Invited client can be:

• Unarchived to resume the workflow.
• Archived for inactivity, or

Summary of Key States #

Tips #

• The “Create Before Acceptance” option is helpful when you need a profile for documentation before the client engages.
• Use the “Revoke Invite” option carefully—this removes client access entirely unless re-invited.
• Always confirm whether the POC is the rightful profile organizer to avoid confusion.