How Do I Audit Products After an Import or Migration?

Overview

After an import or migration, you may find products that need to be reviewed or reorganized.

For example, you may see:

• Product Lines such as Redtail, Wealthbox, or Unspecified.
• Placeholder products such as Default Redtail Account or Default Wealthbox Account.
• Multiple versions of what appears to be the same product in the Product dropdown of the new product form or Product Report.

These products were created from information available during the import or migration. That information may not have been enough to identify the product, determine whether it matches an existing product, or place it in the correct Product Line.

An audit helps you determine what each product represents and make sure it is organized correctly in Swivel.

If you’re correcting a specific imported or migrated product rather than reviewing products across an entire import or migration, see How Do I Fix a Product After an Import or Migration?

How Products Are Organized

Swivel organizes products using three levels:

Product Line → Product Type → Product

For example:

• Annuities → Fixed Index Annuity → Allianz 222 Annuity
• Assets Under Management → Retirement → Traditional IRA

A Product Line can contain multiple Product Types, and each Product Type can contain multiple Products.

After an import or migration, products may initially be grouped under Product Lines such as Redtail, Wealthbox, or Unspecified.

These imported Product Lines can contain completely different types of accounts and policies.

For example, the Wealthbox Product Line could contain:

• An annuity that belongs under Annuities
• A retirement account that belongs under Assets Under Management
• A life insurance policy that belongs under Life Insurance

Don’t assume that products in the same imported Product Line belong together. Determine what each product represents before deciding where it belongs.

Review the Imported Product Lines

Go to:

Settings → Advanced Setup → Products → Product Lines

Start with the Product Lines created or used during the import or migration, such as:

• Redtail
• Wealthbox
• Unspecified

Open each Product Line and review the Product Types associated with it. Select each Product Type to view the Products within it.

For each product, determine what the account or policy actually represents.

If you already know what it represents, continue to the next step.

If you need more information, use the Product Report to find the contacts associated with the product. Review the account or policy information on the contact’s record. You can also check your previous CRM, the carrier’s website, or other available information.

Look for a Matching Pre-Configured Product

Once you know what the account or policy represents, check whether Swivel already has a product for it.

Go to:

Settings → Advanced Setup → Products → Products

Search for a product that represents the same account or policy.

The product names don’t have to be exactly the same.

For example:

• Imported product: Allianz 222
• Pre-configured product: Allianz 222 Annuity

These may represent the same product even though their names are different.

Tip

🔍 Tip: Swivel doesn’t label products as pre-configured. When you’re looking for a match, check the product’s Product Line and Product Type badges. They can help you determine whether the product is the appropriate pre-configured product for the account or policy you’re reviewing.

If You Find a Matching Pre-Configured Product

Merge the imported product into the matching pre-configured product.

1. Select Merge at the top of the page.
2. Under Merge from, select the imported product.
3. Under Merge to, select the matching pre-configured product.
4. Select Merge.

If You See Multiple Versions of the Same Product

As you review imported products, you may find multiple versions of what appears to be the same product.

For example, you may see:

• Allianz 222
• Allianz Life 222
• Allianz Life 222 Annuity
• Allianz 222–1234567

If you can confirm that they represent the same account or policy, determine which product you want to keep and merge the other product into it.

If one of the products is a matching pre-configured product, merge the imported product into the pre-configured product.

If You Don’t Find a Matching Pre-Configured Product

The product may need to be edited instead.

For instructions, see How Do I Fix a Product After an Import or Migration?

Review Placeholder Products Individually

Some imported products are placeholders rather than actual product names. Examples include:

• Default Redtail Account
• Default Wealthbox Account

A placeholder can represent different accounts or policies for different contacts.

For example, Default Wealthbox Account could represent an annuity for one contact and an investment account for another.

Because of this, you must review each placeholder instance individually.

Find Each Placeholder Instance

Use the Product Report to find every contact with the placeholder.

1. Go to Reports → Product Report.
2. Select Filter.
3. Under Product Filters, select Product.
4. Select the placeholder product, such as Default Wealthbox Account.
5. Apply the filter.

The Product Report now shows the contacts using that placeholder.

Work through the contacts in the Product Report list one at a time. For each contact, determine what the account or policy represents and update the placeholder to the appropriate product.

For instructions, see How Do I Fix a Product After an Import or Migration?

If Product Value Entries Prevent You From Saving

If you try to change the product and product value entries are present, you will see:

Cannot change between products when values are present

You must delete the product value entries before you can update the product.

For instructions, see How to Fix an Incorrect Product on a Client Record.

Delete the Placeholder Product

After you’ve worked through every contact in the Product Report list, confirm that the placeholder is no longer assigned to any contacts.

Then delete the unused placeholder product.

Go to:

Settings → Advanced Setup → Products → Products

1. Search for the placeholder product.
2. Select the three-dot action menu next to the placeholder.
3. Select Delete.
4. Review the confirmation window.
5. If the confirmation window does not show a count of instances of this product assigned to a contact, select Delete.
6. If the confirmation window shows that the placeholder is still assigned to contacts, don’t delete it. Review the Product Report again and update the remaining instances.

Finish the Audit

Continue reviewing the products in each imported Product Line.

For each product:

• Determine what the account or policy represents.
• Look for a matching pre-configured product.
• If you find a match, merge the imported product into it.
• If you find multiple versions of the same product, confirm whether they represent the same account or policy before merging.
• If you don’t find a match, fix the product configuration.
• If the product is a placeholder, review each instance individually using the Product Report.

It’s normal for products from the same imported Product Line to end up in different Product Lines and Product Types.

For example, products that started under Wealthbox may ultimately belong under Annuities, Assets Under Management, Life Insurance, or another appropriate Product Line.

The audit is complete when each imported product has been reviewed and is organized according to what the account or policy actually represents.

If an imported Product Line is no longer being used, archive it according to the instructions for managing Product Lines.