To create a new company constituent:
1. From
the Personify main menu, select CRM/Orders > CRM360
> Create
New Constituent.
The New Constituent Creation screen displays.
2. Select the Company
radio button.
3. The Constituent ID is generated automatically, but it can be changed if desired.
4. Select the Constituent Class.
The values in this drop-down menu are populated based on the non-fixed
CUSTOMER_CLASS
system type for the CUS subsystem.
5. Select the company’s
Address Type.
By default, Home is selected. The values in this drop-down menu are populated
based on the non-fixed ADDRESS_TYPE
system type for the CUS subsystem.
6. Enter the Company Name.
7. If necessary,
select the company’s Prefix.
For example, The, A, and etc.
8. From the Parent Constituent section, select the parent constituent by clicking the Constituent ID link and searching for a parent constituent, if necessary.
9. If you selected
a parent constituent, select the Create Subsidiary Relationship
checkbox to create an Employment relationship for the new company and
parent constituent, see image below.
This relationship will be automatically created on the Relationships
screen.
10. If you selected
a parent constituent, Link Company to This Parent Constituent's Address.
If you select this checkbox, the address fields in the Address section
will be automatically populated with the address of the selected parent
constituent.
11. From the Address
section, click the Attn link to open the Customer Chooser.
Search for and select a customer to be added as the Attention line on mailing
labels.
12. Enter the company’s Job Title, if necessary.
13. Enter a Personal
Line and/or Mail Stop, if necessary.
The personal line and mail stop are extra ways of identifying the constituent
for mail routing. Depending on the address structure defined by your organization,
these may be used on mailing labels.
14. Enter the company’s Address Line 1.
Although
the address fields are required, if you selected the Address Type "BLANK",
the system will allow you to save the new constituent without entering
an address.
15. Enter Address Line 2, Address Line 3, and/or Address Line 4, if necessary.
16. Enter
the company’s Zip Code.
If more than one city exists for the entered zip code, a pop-up will display
from which you can select the appropriate city.
17. 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.
18. Enter the County, if necessary.
19. Select the Country from the drop-down menu.
When
an address is created for a constituent that owns the address, an entry
is created in the CUS_Address_Details table and the CUS_Address table.
When a linked address is created for a constituent, an entry is created
in the CUS_Address_Details table. You cannot link an address for an individual
once an unlinked address is saved because the CUS_Address table will not
be properly updated.
20. If
the new company's information should be published in any base directory
reports, whether printed or published on the Web (e.g., XBT1202), select
the Publish in Directory checkbox.
When unchecked, the e-Business Member Directory web part excludes this
new company information.
21. Enter the priority in which the address will be listed in the directory in the Directory Priority field.
22. By
default, the Default Bill-to checkbox is checked.
At least one address must be designated as the default bill-to address.
Since this is the constituent's first address in Personify, this checkbox
must be selected. Once the constituent is added to Personify, you can
add
an additional address and designate which of the two is the default
bill-to address on all orders for this constituent.
23. By
default the Default Ship-to checkbox is checked.
At least one address must be designated as the default ship-to address.
Since this is the constituent's first address in Personify, this checkbox
must be selected. Once the constituent is added to Personify, you can
add
an additional address and designate which of the two is the default
ship-to address on all orders for this constituent.
24. If the new company does NOT want their address to display on the base roster reports (e.g., MBR1212PE), select the Confidential checkbox.
I
would change the first sentence to this: When defining contact information
for a constituent, phone, email, web/social media, and fax communication
methods can be marked as “Include in Directory”. Additionally, address
communication
methods can be marked as “Confidential”. In the back office,
all online roster and directory reports where the last character in the
report name is “E” (for external), respect the “Confidential” and “Include
in Directory” definition for the listed constituents’ communication methods.
For example, if John Smith has his personal mobile phone number marked
as not to be included in the directory, that number will not be included
in the MBR1200PE report.
For
example, MBR1200CE and MBR1200PE. MBR1200CE means it is a report that
lists companies first (hence the “C” in MBR1200CE),
then the employees, and finally, it is an external report (hence the “E”
in MBR1200CE).
This means that the report is
intended to be viewed by people outside of the organization. MBR1200PE
means it is a report that lists individuals (hence the “P” for “professionals”
in MBR1200PE), and it
is intended to be viewed by people outside the organization (hence the
“E” for “external” in MBR1200PE).
The confidential flag is ignored on internal reports, which are reports
that have an “I” as the last character in their name (e.g., MBR1200CI and
MBR1200PI).
The “confidential” flag is also respected in the mobile member directory.
25. Click
Validate Address.
The Address Validation screen displays with the status of the validation.
Click Accept. See Validating
a Customer Address for more information.
To
add another address for the company, click Add Additional Address.
See Adding
Additional Customer Addresses for more information.
26. Click
Next.
The Contact Info tab displays, as shown below.
27. On the Contact Info tab, enter the contact information, including Location, Country Code, and Number. The options include:
· Phone
· Mobile
· Fax
For
more information on the default SSO settings when creating a new constituent,
please see Customer
Creation and SSO.
· Web
28. Check
the Permission to Publish checkbox next to the appropriate contact
information, if necessary (see red box in image above).
When checked, this indicates the new company gives permission to publish
the selected contact information.
29. Check
the Do Not Call checkbox next to the appropriate contact information,
if necessary.
Today’s date is automatically selected as the start date in which the contact
information cannot be called. The contact information cannot be called
for purposes of soliciting or promoting a product, service, membership,
and etc. If this checkbox is selected, "On
Do-Not-Call Registry" will display to the right of the contact
method on the
Contact
Information screen in CRM360®,
as highlighted below.
30. In
the Additional Non-Primary Contacts Methods
section, select the Type from the drop-down menu, fill out the
appropriate fields, and click Add.
The fields in this section change depending on the Type selected. You can
also select whether you want to include the contact in the directory.
Once you add the contact, you can check the Do Not Call checkbox in the
table cell.
31. Click
Next.
The Special Info tab displays, as shown below.
32. On the Special Info tab, select the appropriate permissions. The options include:
· Allow
Email – When checked, it indicates
emailed communications can be sent to this constituent. When unchecked,
no emailed communications can be sent to this constituent with the exception
of automated system notifications. If the Allow Email checkboxis unchecked,
"Do Not Solicit" will display in red text to the right of the
Email communication method on the Contact
Information screen in CRM360, as shown below.
· Allow
Fax – When checked, it indicates
faxed communications can be sent to this constituent. When unchecked,
no faxed communications can be sent to this customer, regardless of whether
the communication is considered promotional solicitation or not. If this
checkbox is unchecked, "Do Not Solicit" will display in red
text to the right of the Fax communication method on the Contact Information screen
in CRM360, as shown below.
· Accepts Marketing Promotion – When checked, it indicates marketing promotions can be sent to this company.
· Accepts Business Phone Calls – When checked, it indicates the company can receive business phone calls.
· Accepts Marketing Phone Calls – When checked, it indicates the company can receive marketing phone calls.
· Allow
Label Sale – When checked,
it indicates the company wants to be included in label sets sold to third
parties. If this checkbox is uncheck, "Do Not Solicit" will
display in red text to the right of the Address communication method on
the Contact
Information screen in CRM360, as shown below.
· Promotional Removal Date – When selected, it indicates the date in which the company wants to be removed from promotional lists.
33. From
the Billing Information section, select the appropriate billing information
method, either by Bill Direct or Bill Parent Constituent.
34. From the Sales Information section, select the Sales Territory, Sales Rep, Rate Structure Override, and Payment Terms.
35. Click Next.
You
must save the constituent before proceeding to the next tab. If you have
not saved the new constituent, you will be prompted to do so. If you have
not yet validated the address, the Address Validation screen displays.
See Validating
a Customer Address for more information.
The Shared
Addresses tab displays, as shown below.
36. On the Shared Addresses tab, select whether you want to Create as Sub-Customers.
37. Enter the new company’s detail information and click Add.
38. As
of 7.4.0SP1, if the REQ_USE_OF_CONSTITUENT_ROLES
application parameter is set to "Y", the Step 5: Constituent
Roles tab displays, as shown below. If not, click
Save & Close to save the new constituent.
39. Highlight the role code in the Constituent Roles box that you want to assign.
40. Click the right arrow (>) to add the code.
41. Select the End Date in which the role no longer applies.
42. Enter any Comments about the assignment or ending role.
43. Click Save & Close.