Partner records in Salesforce help us manage our relationships and referrals from business partners, typically real estate agents. There are two types of partner records in Salesforce, Private Partners and Public Partners. Understanding the differences and functionality of the two will help loan officers track their relationships with their business partners and keep their database organized.
For step-by-step instructions on creating Public or Private Partners, check out the How to Create a New Partner article!
Table of Contents
- What's the difference?
- Make a Private Partner Primary
- Claim an Unassigned Partner
- Public Partner Owned by another LO
What's the difference?
Public Partners are the master versions of the partner contact. There will only be one version and every User has access to view the record. Private Partners are created from the Public Partner, so that loan officers and their teams can track their relationship, including personal notes, communication history and referrals. Private Partners are only visible to the loan officer and their team.
Let's break this down even further!
The Public Partner is like the "Google Listing of the agent".
There will only be one Public version of each Partner. The Public Partner contains basic contact information (where they work, email, phone#) and closed Transactions. The reason we have Public Partners is so that there one official version of the contact to track total closed loans with Guild.
The Private Partner is "the loan officer's personal relationship with the agent".
For each Public Partner, there can be multiple Private Partners (only 1 per LO). Each Private Partner is owned by different LOs, this represents their relationship. This allows for communications, activities, notes, etc. between the Partner and the Loan Officer to remain private. Hence "Private" Partner!
Your Private Partner relationship is where you can find all the Marketing tools to utilize, as well as Chatter.
If the LO is working with or wants to work with an agent, they must have a Private Partner version.
Public vs. Private Partner Model
Make a Private Partner Primary
Don't forget this important step!
There is a check box on the Private Partner, called "Is Primary". This flag indicates that this version of the Private Partner will be involved in Drip Marketing campaigns in Pardot. This box is automatically checked on the Private Partner Record that was created by the Owner of the Public Partner Record.
The owner of the "Primary" Private Partner will have their contact information included in the Drip Marketing campaigns.
Note: This model was created by our Marketing team and a group of LOs to allow you to add the "general agent", or Public Partner, to your file that you may not want to market to. However, you still have the ability to add a Private Partner to further build relationships and market to.
We also wanted to create one owner for marketing purposes, so the agent didn't get the same email from multiple Loan Officers. The private version of the partner allows for each Loan Officer to have their own version of the agent, but for us to only send one email to the owner of the Public Partner.
Claim an Unassigned Public Partner
If a Public Partner Record is owned by the Unassigned User, and the create your Private Partner, the Public Partner ownership is automatically transferred to them.
In your Private Partner Record, click the "Claim Public Partner" button. You can also do this for any existing Private Partners that are tied to a Public Partner owned by the Unassigned User or an Inactive User.
A Success message displays that states "Congratulations! The Public Partner record has been claimed successfully! This Private Partner record s now set as the Primary Private Partner for Email Campaigns."
Public Partner Owned by another LO
When adding a Partner to Salesforce, you notice there is already a Public Partner that exists, you will follow the steps to create a Private Partner from an existing Public Partner outlined in the How to Create a New Partner article!
Note: Once these steps are completed, a Private Partner will be created. The "Is Primary" partner, and the ownership of the Public Partner will remain unchanged. The Owner of the Public Partner can update information of that record.