The Membership Subgroup Central screen is displayed, as shown below.
To create a new subgroup:
1. From
the Personify toolbar, select Customers and Committees > Subgroup
Central, as shown below.
The Membership Subgroup Central screen is displayed, as shown below.
2. Click
Create New Subgroup (as highlighted
in image above).
The New Customer Creation screen displays, as shown below.
3. The Constituent ID is generated automatically, but 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 constituent'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 Sub-Group name and Prefix.
7. From the Primary Contact section, select the primary contact by clicking the Constituent ID link and searching for a primary constituent, if necessary.
8. By default, the Link Primary Contact Address To Subgroup Address checkbox is selected if you added a primary contact and the Address fields in the Address section automatically populated with the selected contact's address information. If necessary, uncheck this checkbox if you do NOT want to link the primary address of the selected primary contact to the subgroup address.
9. In
the Address section, click the Attention link to open the Customer
Chooser.
Search for and select a customer to be added as the Attention line on mailing
labels.
10. Enter the subgroup's Job Title, if necessary.
11. Enter
a Personal Line and/or Mail Stop,
if necessary.
The personal line and mail stop are extra ways identifying the customer
for mail routing. Depending on the address structure defined by your organization,
these may be used on mailing labels.
If
you selected a Primary Contact
and the Link Primary Contact Address
to Subgroup Address checkbox is selected, the address fields are
automatically populated and are read-only, as shown below. Proceed to
step 16.
12. Enter the subgroup'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.
13. If necessary, enter Address Line 2, Address Line 3, and/or Address Line 4.
14. Enter
the subgroup'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.
15. 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.
16. If necessary, enter the County.
17. 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.
18. If
the new subgroup'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 subgroup information.
19. Enter the priority in which the address will be listed in the directory in the Directory Priority field.
20. If the new subgroup is the default bill-to customer for all orders, select the Default Bill-to checkbox.
21. If the new subgroup is the default ship-to customer for all orders, select the Default Ship-to checkbox.
22. If the new subgroup does NOT want their address to display on 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 its intended audience is people outside the organization. MBR1200PE
means it is a report that lists individuals (hence the “P” for “professionals”
in MBR1200E), and it is intended to be viewed by people outside the organization
(hence the “E” for “external” in MBR1200P. The confidential flag is ignored
on internal reports, which are reports that have an “I” as the last character
in their name (e.g., MBR1200C and MBR1200PI.
The “confidential” flag is also respected in the mobile member directory.
23. To
link this subgroup to a different address, click Link to Different
Address. The Address Chooser screen displays. Click an address to
select it. Since you are creating the subgroup, no other address will
be present to select. If you want to add another address to link the subgroup
to, click Create a New Address from the Address
Chooser screen. Additional address can also be created by clicking
Add Additional Address on the New Customer Creation screen. The
Add Additional Customer Address screen displays as shown below.
24. Click Validate Address. This displays the Group1 Address Validation screen where you can verify if an address is correct.
25. Click Save.
26. Click
Next.
The Step 2: Contact Info tab displays, as shown below.
27. On the Contact Info tab (shown to the right), 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. As highlighted in the above image.
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 Step 3: Special Info tab displays, as shown below.
32. On the Special Info tab (shown to the right), 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 this checkbox is 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 the Allow
Label Sale checkbox is unchecked, "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 Customer.
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 Step 4: Shared Addresses tab displays,
as shown below.
36. On the Shared Addresses tab (shown to the right), select if you want to Create as Sub-Constituents, see highlighted above.
37. Enter the new constituent'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.