Creating a New Individual

Creating a New Individual

Create the new constituent by selecting the “Create New Constituent” button or selecting “Add a new customer” from the home screen.

1.    To create a new individual constituent; in the Personify tab, select Customers (1) > CRM360 (2) > Create New Constituent (3).  See image below.

2.    Select the Individual radio button.

3. The Constituent ID is generated automatically.
4. Select the Constituent Class.
5. If necessary, select the constituent's Prefix.  (For example, Miss, Mrs., Mr., and etc.)
6. Enter the constituent's First Name, as indicated by the individual.
7. Enter the constituent's Middle Name, if necessary.
8. Enter the constituent's Last Name as indicated by the individual.  (This is a required field.)
9. Select the constituent's Suffix, if necessary.  (For example, II, III, JR, and etc.)
10. Click the Credentials link to open the Credentials Chooser.  From this screen, search for and select any credentials that apply to the new customer.  (For example, CPA, MD, PhD, and etc.)  The Description of any credential(s) users select is displayed as read-only.
11. Enter the constituent's Nickname, if necessary.

Parent Constituent

When adding and individual it is important to make sure that if the individual’s employer is already in the Personify database, that it is linked immediately.  To do this, click on the Constituent ID hyperlink and search for the employer listing.

Once found, complete the following:

12. Create the Employee Employer Relationship

·         This creates the link between the employer and employee.

13. Link Constituent to This Parent constituent Address.

·         This adds the Business Address to the constituent automatically.

If the Parent Constituent IS NOT listed in the personify database, it can be added them at this time.

Constituent Contact Information

It is important to add contact information into the constituent record.  The important piece is to know which information is primary for the individual.  This is added to the top portion of the next screen.  Click on the Next button to advance the wizard to the second tab.

The upper portion of this screen will house the primary contact information that is provided.

14. On the Contact Info tab, enter the contact's information, including Location, Country Code, and Number.  The options include:

·         Phone

·         Mobile

·         Fax

·         Email

·         Web

Additional contact information such as social media, personal mobile and home numbers will be added into this screen.  If the constituent provides their Facebook, Twitter, LinkedIn information, it can add it here.

15.  Once all the information has been gathered, users can then Save and Close the information!  Use the Previous button to add additional address information.

Adding Additional Address Information

16. Click the Add Additional Address button on the right.  This will save the current information for the constituent and open an additional screen.

Selecting an Address Type:

·         Blank:  Blank addresses are addresses that allow users to save the information without validating an address against the post office’s database of official addresses.

·         Business:  This is an address for the constituent’s employer or place of business.  This address is only linked to company records.  (with the exception of Optometry Schools)

·         Home:  This is an address for the constituent at home.  This address is only linked to individual records.

·         School:  This is an address for the constituent while at school.  This address is only linked to company records that are listed as Optometry Schools.

·         Seasonal:  This is an address for a constituent who has a seasonal address such as a winter/summer home.

17.  Enter the constituent's Address Line 1.
18.  Enter the constituent's Zip Code.  If more than one city exists for the entered zip code, a pop-up will display from which users can select the appropriate city.  (If the constituent is not a resident of the United States, users must change the Country Code first.  The form will alter slightly and users will then fill out the necessary field.)
19. If the system found the zip code entered, the City and State fields will be automatically populated.  Otherwise, enter the City and click the State link to search for and select the appropriate state.

 

Address Options

Addresses have options that we can allow when using other parts of Personify.

·         Publish in Directory:  This notates if the address will show on an online or printed directory for a constituent if added to a committee or webpage.

·         Bill to Address:  This notates the address that will be used to bill the customer for products and memberships sold.

·         Ship to Address:  This notates the address that will be used to ship products to the customer.

·         Confidential: This notates that the address will not show on rosters.  This does show for Internal reports, but not External.

·         Seasonal Begin/End:  This notates the beginning and ending of a constituent’s seasonal address. 

20. Chose Save& Close.

Address Validation

Anytime a new constituent record is saved, any addresses will automatically validate.  From the New Customer Speed Form, users can access the Address Validation screen by clicking the Validate Address button.  Addresses can only be validated from the constituent record.  For example, if users are adding an address of a business to the constituent, users cannot validate the address without editing the business.

21.  Verify there were no errors in the System Generated Address Error section.  If errors were found, correct the address.