Creating a New Individual

For a video demonstrating how to create a new individual, refer to Video Demo: Adding a New Individual.

A powerful feature of Personify360’s Marketing application is that marketing lists can be created based on customer opt-in records. Prior to 7.6.1, unless a customer knew to sign up for opt-in choices from the web, staff had to manually opt them in, after first identifying customers who were missing opt-in records. As of 7.6.1, certain opt-in records can be automatically created for new individual customers so that those customers will automatically receive certain organization marketing communications. This reduces the manual setup burden on membership managers who email communications related to activities of their organization to members and interested constituents using Marketing lists based on customer opt-in records. In order for the system to automatically create certain opt-in records for new individual customers, the Auto Populate checkbox must be checked on BOTH the subcode(s) and code(s) defined for the CUS "OPT_IN_INTEREST_AREA" system type.

To create a new individual constituent:

1. From the Personify360 main menu, select CRM/Orders > CRM360 > Create New Constituent.

The New Constituent Creation screen displays.

2. From the Step 1: Constituent Info tab, perform the following:

a. Select the Individual radio button, as highlighted below.

b. The Constituent ID is generated automatically, but can be changed if desired.

c. Select the Constituent Class.

d. Select the constituent's Address Type.

e. If necessary, select the constituent's Prefix. For example, Miss, Mrs., Mr., and etc.

f. Enter the constituent's First Name and Middle Name, if necessary.

g. Enter the constituent's Last Name.
This is a required field.

h. Select the constituent's Suffix, if necessary.

i. Click the Credentials link to open the Credentials Chooser. From this screen, search for and select any credentials that apply to the new customer.

j. The Description of any credential(s) you select is displayed as read-only.

k. Enter the constituent's Nickname, if necessary.

l. From the drop-down, select the constituent's Gender, if necessary.

m. From the drop-down, select the constituent's Birth Date, if necessary.

n. Enter the constituent's Primary Job Title, if necessary.

o. From the Parent Constituent section, select the parent constituent by clicking the Constituent ID link and searching for a parent constituent, if necessary.

p. If you selected a parent constituent, select the Create Employee Employer Relationship checkbox to create an Employment relationship for the new constituent and parent constituent.

q. If you selected a parent constituent, select whether or not you want to Link Constituent to This Parent Constituent's Address.
If you check this checkbox, the address fields in the Address section will be automatically populated with the address of the selected parent constituent.

r. If you selected a parent constituent, you can click the Link to Different Address to select a different address on file for the selected parent constituent.

s. From the Address section, enter the name of the constituent's Employer, if necessary.

t. Enter the constituent's Job Title, if necessary.

u. Enter a Personal Line and/or Mail Stop , if necessary.

v. Enter the constituent'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.

w. Enter Address Line 2, Address Line 3, and/or Address Line 4 , if necessary.

x. Enter the constituent'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.

y. 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.

z. Enter the County, if necessary.

aa. Select the Country from the drop-down.

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.

As of 7.6.1, countries with the lowest Display Order (defined on the Country and State Code Maintenance screen) will be listed first and then alphabetically by country name.

ab. If the new constituent's information should be published in any base directory reports, whether printed or published on the Web (e.g., XBT1202), check the Include in Print Directory checkbox and the Publish in Directory checkbox. When unchecked, the e-Business Member Directory web part excludes this new customer information.

ac. Enter the priority in which the address will be listed in the directory in the Directory Priority field.

ad. 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 the system, this checkbox must be selected. Once the constituent is added to the system, you can add an additional address and designate which of the two is the default bill-to address on all orders for this constituent.

ae. 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 the system, this checkbox must be selected. Once the constituent is added to the system, you can add an additional address and designate which of the two is the default ship-to address on all orders for this constituent.

af. If the new constituent does NOT want their address to display on base roster reports (e.g., MBR1212PE), check the Confidential checkbox.

ag. Click Validate Address.
The Address Validation screen displays with the status of the validation. Click Accept. See Validating a Customer Address for more information.

3. Click Next.
The Contact Info tab displays, as shown below.

4. From the Step 2: Contact Info tab, perform the following:

a. Enter the contact information, including Location, Country Code, and Number. The options include:

· PHONE

· MOBILE

· EMAIL

When creating a new customer, if an email address is defined for the customer, a 7 character, random web password, which could contain either numbers or letters or a combination of both, will be created for the new customer. Additionally, as of 7.5.2, a notification will be sent to the customer, which contains a link to reset his/her randomly generated password. However, if the customer's email address is being used as the username of another customer, then when the customer is created with same email address, the system will NOT send a notification to the customer to reset their password. For more information on configuring the email notification, please see Installing the SSO Application and Web Service.

If an email address is NOT entered for the new customer, an SSO login will NOT be created. If an email address IS entered for the new customer, the system will create a SSO login for the customer. For more information on the default SSO settings when creating a new constituent, please see Customer Creation and SSO.

· WEB

· FAX

b. Check the Include in Directory checkbox for "Print" or "Mobile" next to the appropriate contact information, if necessary. When checked, this indicates the new constituent gives permission to publish the selected contact information.

c. 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.

d. In the Additional Non-Primary Contacts Methods section, select the Type from the drop-down, 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 select the Do Not Call checkbox in the table cell.

5. Click Next.
The Special Info tab displays, as shown below.

6. From the Step 3: Special Info tab, perform the following:

a. Select the appropriate permissions. The options include:

· Allow Email

· Allow Fax

· Allow Solicitation

· Allow Phone

b. From the Billing Information section, select the appropriate billing information method either by Bill Direct or Bill Parent Constituent.

c. From the Sales Information section, select the Sales Territory, Sales Rep, Rate Structure Override, and Payment Terms.

7. Click Next.

You must save the constituent before proceeding to the next tab. 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.

8. From the Step 4: Shared Addresses tab, perform the following:

a. As of 7.5.2, select whether the new constituent is an Individual or Company.

b. Select whether you want to Create as Sub-Constituent.

c. Enter the new constituent's detail information and click Add.
Please note that the fields in the New Constituent Detail section will change based on your selection of Individual or Company.

d. Repeat the steps above to add additional new constituents with the same shared address.

9. As of 7.4.0SP1, if the CUS 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.

10. From the Step 5: Constituent Roles tab, perform the following:

a. Highlight the role code in the Constituent Roles box that you want to assign.

b. Click the right arrow (>) to add the code.

c. Select the End Date in which the role no longer applies.

d. Enter any Comments about the assignment or ending role.

11. Click Save & Close.

Parameter	Description
Step 1: Constituent Info
Constituent ID	Text box. Is automatically generated, but can be changed if desired.
Constituent Class	Drop-down. By default, Individual is selected. The values in this drop-down menu are populated based on the non-fixed CUSTOMER_CLASS system type for the CUS subsystem.
Address Type	Drop-down. 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.
Prefix	Drop-down. Enter Miss, Mrs., Mr., and etc. The values in this drop-down menu are populated based on the non-fixed code NAME_PREFIX system type for the CUS subsystem.
First Name and Middle Name	Text box. Enter the constituent's first and middle name, if necessary.
Last Name	Text box. Enter the constituent's last name. This is a required field. The Special Character set can be increased to include !~ etc. Make sure if using special characters you always have the $ symbol, else it might affect auto password generation logic. The minimum password length cannot be greater than 8--> <KeyValue Key="PasswordStrengthRegularExpression" Value="^.*(?=.{6,})" />
Suffix	Drop-down. Select the constituent's suffix, if necessary. For example, II, III, JR, and etc. The values in this drop-down menu are populated based on the non-fixed code NAME_SUFFIX system type for the CUS subsystem.
Credentials	Link. Click 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 values on this screen are populated based on the non-fixed CREDENTIALS system type for the CUS subsystem.
Description	Read-only. Any credential(s) you select is displayed as read-only.
Nickname	Text box. Enter the constituent's nickname, if necessary.
Gender	Drop-down. Select the constituent's gender, if necessary.
Birth Date	Drop-down. Select the constituent's birthday, if necessary.
Primary Job Title	Text box. Enter the constituent's primary job title, if necessary.
Constituent ID	Link. From the Parent Constituent section, select the parent constituent by clicking the Constituent ID link and searching for a parent constituent, if necessary.
Create Employee Employer Relationship	Checkbox. If you selected a parent constituent, select this checkbox to create an Employment relationship for the new constituent and parent constituent. This relationship will be automatically created on the Relationships screen.
Link Constituent to This Parent Constituent's Address	Checkbox. If you selected a parent constituent, select whether or not you want to link constituent to this parent constituent's address . If you check this checkbox, the address fields in the Address section will be automatically populated with the address of the selected parent constituent.
Link to Different Address	Button. If you selected a parent constituent, you can click this button to select a different address on file for the selected parent constituent.
Company Name	Text box. From the Address section, enter the name of the constituent's employer, if necessary.
Job Title	Text box. Enter the constituent's job title, if necessary. The job title entered here will automatically be populated in the Primary Job Title field on the Demographics screen in CRM360® and in the Job Title field on the Add Additional Customer Address screen for the address defined here and for all new addresses.
Personal Line	Text box. Enter a personal line, if necessary. The personal line 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.
Mail Stop	Text box. Enter a mail stop, if necessary. The 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.
Address Line 1	Text box. Enter the constituent'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.
Address Line 2, 3, and 4	Text box. Enter address line 2, address line 3, and/or address line 4, if necessary.
Zip Code	Text box. Enter the constituent'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.
City	Text box. 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.
State	Text box. 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.
County	Text box. If necessary, enter the constituent's county.
Country Code	Drop-down. Select the country from the drop-down. 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.
Include in Print Directory	Checkbox. If the new constituent's information should be published in any base directory print reports, check this checkbox.
Include in Web/Mobile Directory	Checkbox. If the new constituent's information should be published in any base web directory reports, check this checkbox. When unchecked, the e-Business Member Directory web part excludes this new customer information.
Direct Priority	Text box. Enter the priority in which the address will be listed in the directory in this field.
Default Bill-to	Checkbox. By default, this 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 the system, this checkbox must be selected. Once the constituent is added to the system, you can add an additional address and designate which of the two is the default bill-to address on all orders for this constituent.
Default Ship-to	Checkbox. By default this 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 the system, this checkbox must be selected. Once the constituent is added to the system, you can add an additional address and designate which of the two is the default ship-to address on all orders for this constituent.
Confidential	Checkbox. If the new constituent does NOT want their address to display on base roster reports (e.g., MBR1212PE), check this checkbox. 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 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.
Validate Address	Button. Click this button to validate the address. The Address Validation screen displays with the status of the validation. Click Accept. See Validating a Customer Address for more information. If you do not want to change the alias, but still want to be able to access the Customer Central screen when needed, users with privileges to use the command builder can use the following command: cmd://OpenView?Name=CusCentral&IgnoreAlias=True. This command will ignore the alias defined to open CRM360® and will open the Customer Central screen. See Command Builder Detail for more information.
Add Additional Address	Button. To add another address for the company, click this button. See Adding a New Address to Constituent's Record in CRM360 for more information.
Step 2: Contact Information
Phone	Drop-downs. Enter the contact information, including Location, Country Code, and Number. See Adding a New Phone Number to a Constituent's Record in CRM360® for more information.
Mobile	Drop-downs. Enter the contact information, including Location, Country Code, and Number. See Adding a New Phone Number to a Constituent's Record in CRM360® for more information.
Email	Drop-downs. Enter the contact information, including Location, Country Code, and Number. See Adding a New Email Address to a Constituent's Record in CRM360® for more information. If an email address is NOT entered for the new customer, an SSO login will NOT be created. If an email address IS entered for the new customer, the system will create a SSO login for the customer. For more information on the default SSO settings when creating a new constituent, please see Customer Creation and SSO.
Fax	Drop-downs. Enter the contact information, including Location, Country Code, and Number. See Adding a New Fax Number to a Constituent's Record in CRM360® for more information.
Web	Drop-downs. Enter the contact information, including Location, Country Code, and Number. See Adding a New Web/Social Media Information to a Constituent's Record in CRM360® for more information.
Include in Directory	Checkbox. Check this checkbox for "Print" or "Mobile" next to the appropriate contact information, if necessary. When checked, this indicates the new constituent gives permission to publish the selected contact information.
Do Not Call	Checkbox. Check this 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.
Additional Non-Primary Contacts Methods	Fields. In this section, select the Type from the drop-down, 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 select the Do Not Call checkbox in the table cell.
Step 3: Special Info
Allow Email	Checkbox. 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	Checkbox. 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.
Allow Solicitation	Checkbox. When checked, it indicates solicitations can be sent to this constituent. If this checkbox is unchecked, the "Allow All Solicitation" checkbox will be unchecked and "Do Not Solicit" will display in red text to the right of each communication method on the Contact Information screen in CRM360, as shown below.
Allow Phone	Checkbox. When checked, it indicates the constituent can receive phone calls. If this checkbox is unchecked, "Do Not Solicit" will display in red text to the right of the Phone communication method on the Contact Information screen in CRM360, as shown below.
Bill Direct	Radio button. From the Billing Information section, select the appropriate billing information method either by Bill Direct or Bill Parent Constituent.
Bill Parent Constituent	Radio button. From the Billing Information section, select the appropriate billing information method either by Bill Direct or Bill Parent Constituent.
Sales Territory	Drop-down. From the Sales Information section, select the Sales Territory.
Sales Rep	Drop-down. From the Sales Information section, select the Sales Rep.
Rate Structure Override	Drop-down. From the Sales Information section, select the Rate Structure Override.
Payment Terms	Drop-down. From the Sales Information section, select the Payment Terms.
Step 4: Shared Addresses
Individual	Radio button. As of 7.5.2, select whether the new constituent is an Individual or Company.
Company	Radio button. As of 7.5.2, select whether the new constituent is an Individual or Company.
Create as Sub- Constituent	Check box. Select whether you want to this constituent as a subconstituent.
New Constituent Detail	Fields. Enter the new constituent's detail information and click Add. Please note that the fields in the New Constituent Detail section will change based on your selection of Individual or Company. If "Individual" is selected, only those codes which are available for SUBSYSTEM = ‘CUS’, TYPE = ‘CUSTOMER_CLASS’ AND ACTIVE = ‘Y’ AND OPTION_1 like ‘%I%' will display in the Constituent Class drop-down and only those codes which are active and available for Record Type = ‘I’ (i.e., where Cus_Relationship_Type.FOR_RECORD_TYPE like ‘%I%’ will display in the Relationship Type drop-down. Similarly, if "Company" is selected, only those codes which are available for SUBSYSTEM = ‘CUS’, TYPE = ‘CUSTOMER_CLASS’ AND ACTIVE = ‘Y’ AND OPTION_1 like ‘%C%' will display in the Constituent Class drop-down and only those codes which are active and available for Record Type = ‘C’ (i.e., where Cus_Relationship_Type.FOR_RECORD_TYPE like ‘%C%’ will display in the Relationship Type drop-down.
Step 5: Constituent Roles
Constituent Roles	Field. Highlight the role code in the Constituent Roles box that you want to assign. Click the right arrow (>) to add the code. As of 7.4.0SP1, if the CUS REQ_USE_OF_CONSTITUENT_ROLES application parameter is set to "Y", the Step 5: Constituent Roles tab displays. If not, click Save and Close.
End Date	Field. Select the End Date in which the role no longer applies.
Comments	Field. Enter any Comments about the assignment or ending role.