Customer

The primary examples of these system activities are:

• Email notification is sent (from the NTS system) to acknowledge an order, payment, change of address, or other system event.

• Mass email, fax, or physical mailing was sent (from the MKT system) for some purpose – fundraising campaign, meeting invite, update on a congressional hearing, etc.

• Some organizations may choose to convert orders or other data from an old system into Personify’s activity table. There is a record of that event but they do not need to capture all of the financials and other pieces of data required by the order tables.

• Some organizations may also decide to manually enter activity records to track certain circumstances – this is not a best practice (manual items should be entered as Contact Tracking) but the system allows that just in case.

Prior to 7.4.1, the Contact Tracking screen only showed Contact Tracking items. Users did not see emails and other communications generated by the system (as discussed above). This did not give users a complete picture of all of the communications that took place between a constituent and the client. For instance, a constituent could be calling about an email that he/she received. Previously, the email may not have appeared in the Contact Tracking list if it was sent via NTS, Marketing, or Outlook, for instance. Therefore, the new constituent-specific CRM360® Activity and Contact Tracking screen is not limited to Cus_Activity. ACTIVITY_CODE = ‘CONTACTTRACKING’. This screen includes ALL activity records where Activity Code’s Option 1 field = "Y". The Option 1 field is labeled "‘Treat as Contact Tracking" in the System Types and Codes (APP005) screen.

When creating a notification event, on the Activity and Contact Tracking screen in Notification Maintenance, if your organization checked both the Create Activity and Create Contact Tracking Record checkboxes, then the Activity and Contact Tracking screen in CRM360 may look like it has duplicates because one record would display for the activity and one for the contact tracking record. Best practice is to create one or the other.

Because system activities and contact tracking records are different, it is best practice to NOT have a system type called "Contact Tracking" to reduce confusion.

"Work" is used on rosters and other reports. Therefore, it may be preferable to use "Business" or other user-defined codes. Similarly, "Home" is used on rosters.

The Address Type is part of the address primary key, meaning that it cannot be changed after a record has been saved.

Instead, if you add a COMM_LOCATION of "Personal Mobile", the two phone numbers will display, as shown below:

The Option 1 column, labeled "Phone/Web", determines if the system will display formatted text box for phone numbers or a plain text for email addresses. Valid values include "PHONE" and "WEB". This is used from any screen where users can update the communication methods for a customer (e.g., CUS004, CUS004A,and etc.).

The Option 3 column, labeled "CRM360 Contact Method Category", determines how the communication types will be grouped on the Contact Information screen in CRM360. Valid values include:

·            PHONE,

·            EMAIL,

·            WEB,

·            FAX.

For example, "FTP" or "IM" with a value of "WEB" would be grouped under Web/Social Media.

The "COMMITTEE" is delivered with base and can be used for committee rosters. The system does not use this option for anything else.

Option 1 is titled "Add I &/or C for Customer Type" and is used to filter the codes in the Roles screen based on a Company or Individual record type in the event that some codes only apply to one type of constituent or the other. The display order column should be updated by the organization. Constituent roles should get a display order value that identifies the constituent role from lowest to highest in terms of the most important roles to the organization to the least important roles to the organization. The role code with the lowest display order value will be marked as the constituent's primary role. Primary roles can be easily selected in reports and queries.

If the organization wants to require that all individuals and companies must have at least one constituent role (application parameter: REQ_USE_OF_CONSTITUENT_ROLES equals "Y"), then the Auto Populate checkbox can be checked for one or more roles so that will be automatically populated for new individual or company records.

For more information, please see Defining a Constituent's Role Codes in CRM360.

·            Family

·            Formal

·            Formal spouse

·            Formal with spouse

·            Informal

·            Informal spouse

·            Informal with spouse

·            Household (new as of 7.4.2)

The Option 1 column of "For Record Type" indicates that the customer class code can be used for the customer record type entered. Valid options include, I (Individual), C (Company), S (Subgroup), and T (Committee). For example, for the code "COUNCIL", if the For Record Type field is "CS", the code of Council can be used for companies and subgroups.

The following codes are delivered with Base Personify:

·            INDIVIDUAL

·            PROSPECT

·            COMPANY

·            FAMILY

·            REGION

·            BRANCH

·            GUILD

·            HOUSEHOLD (new as of 7.4.2)

You can also associate various customer records with specific mailing lists, such as promotional or media. For example, Hobbies or Civic Activities. This field is located on the Lists screen in CRM360. For more information, please see Adding Lists to a Constituent's Record in CRM360.

DPV validates the accuracy of address data to the physical delivery point. By incorporating DPV into the matching process, users can determine whether the address exists down to the finest delivery point, such as apartment or suite number. Available through licensed CASS vendors, the DPV data set is updated monthly and consists of the nearly 150 million addresses delivered by the USPS. DPV reduces undeliverable-as-addressed mail, offering mailers significant savings in postage costs.

The DPV status code is updated by address validation software. Status codes include:

·            N - Nothing confirmed,

·            Y - Everything confirmed (ZIP+4, primary, and secondary),

·            S - ZIP+4 and primary (house number) confirmed,

·            D - ZIP+4 and primary (house number) confirmed and a default match,

·            U - Non-matched input address to USPS ZIP+4 data, or DPV data not loaded.

The DPV footnote code is updated by address validation software.  Supported codes are:

·            AA - Input address matched to the ZIP+4 file,

·            A1 - Input address not matched to the ZIP+4 file,

·            BB - Input address matched to DPV (all components),

·            CC - Secondary number did not match,

·            N1 - High rise address missing secondary number,

·            M1 - Input address primary number missing,

·            M3 - Input address primary number invalid,

·            P1 - Input address missing PO, RR or HC Box number,

·            RR - Input address matched to CMRA,

·            R1 - Secondary number is missing.

The following code is delivered with Base Personify:

·            Household

The following codes are delivered with Base Personify:

·            HEAD_OF_HOUSEHOLD - Head of Household

·            HOUSEHOLD MEMBER - Household Member

·            HOUSEHOLD - Household

The following codes are delivered with Base Personify:

·            Active

·            Dissolved

·            Duplicate

N

N

The suffix of the customer’s name. For example, Jr. or Sr. This field is located on the Individual Name Edit (CUS003INameDetails) screen and the Create New Customer (CUS001SF) screen.

OPT_IN_INTEREST_AREA

N

The types of interest areas the customer can subscribe or opt-in to. These interest areas display on the Unsubscribed Options (CUS_UnsubscribedOption) screen when you click Add More Options on the Opt-In/Opt-Out Selections screen in CRM360. For more information, please see Adding a Constituent's Opt-In/Opt-Out Preferences in CRM360.

OPT_OUT_REASON

·            PHONE_COUNTRY_CODE,

·            PHONE_AREA_CODE,

·            PHONE_NUMBER,

·            PHONE_EXTENSION.

·            CELL,

·            HOME,

·            WORK.

For more information, please see Adding a Constituent's Emergency Contact in CRM360.

·            A (invalid apartment info),

·            B (insufficient information),

·            H (invalid house number),

·            S (invalid street),

·            X (database has expired),

·            Z (invalid zip code),

·            F (address not found),

·            INSUFFICIENTINPUTDATA (insufficient input data),

·            MULTIPLEMATCHESFOUND (possible multiple addresses found),

·            UNABLETOVALIDATE (address not found).

PRODUCT_CATEGORY

·            B (business),

·            R (residential).

·            044 - Periodicals and Destination Confirm,

·            080 - First-Class Address Service Requested,

·            082 - First-Class Change Service Requested,

·            090 - Standard Address Service Requested,

·            092 - Standard Address Service Requested,

·            140 - First-Class Address Service Requested & Desti.Conf,

·            142 - Standard Address Service Requested & Desti.Conf,

·            144 - Periodicals Address Service Requested & Desti.Conf,

·            240 - First-Class Change Service Requested & Desti.Conf,

·            242 - Standard Change Service Requested & Desti.Conf,

·            704 - Periodicals,

·            782 - Periodicals Address Service Requested.

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