Creating a New Subgroup

To create a new subgroup:

1. From the Personify360 toolbar, select Customers and Committees > Subgroup Central.
The Membership Subgroup Central screen displays.

2. Click Create New Subgroup.
The New Constituent Creation screen displays, as shown below.

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

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

b. Select the Constituent Class.

c. Select the constituent's Address Type.

d. Enter the Sub-Group name and Prefix.

e. From the Primary Contact section, select the primary contact by clicking the Constituent ID link and searching for a primary constituent, if necessary.

f. 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.

g. If you selected a primary contact, you can click the Link to Different Address to select a different address on file for the selected primary contact.

h. 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.

i. Enter the subgroup's Job Title,if necessary.

j. 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. Proceed to step 16.

k. 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.

l. If necessary, enter Address Line 2, Address Line 3, and/or Address Line 4.

m. 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.

n. 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.

o. If necessary, enter the County.

p. 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.

q. 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.

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

s. If the new subgroup is the default bill-to customer for all orders, select the Default Bill-to checkbox.

t. If the new subgroup is the default ship-to customer for all orders, select the Default Ship-to checkbox.

u. If the new subgroup does NOT want their address to display on base roster reports (e.g., MBR1212PE), select the Confidential checkbox.

v. 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 subgroup, click Add Additional Address. See Adding a New Address to Constituent's Record in CRM360 for more information.

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

5. 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

· Fax

· 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.

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

b. Check the Permission to Publish checkbox for "Print" or "Mobile" next to the appropriate contact information, if necessary.
When checked, this indicates the new subgroup gives permission to publish the selected contact information.

c. Check the Do Not Call checkbox next to the appropriate contact information, if necessary.

d. 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.

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

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

a. Select the appropriate permissions. The options include:

· Allow Email

· Allow Fax

· Accepts Marketing Promotion

· Accepts Business Phone Calls

· Accepts Marketing Phone Calls

· Allow Label Sale

· Promotional Removal Date

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

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

8. 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.

9. 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.

10. 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.

11. 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.

12. 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. 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.
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.
Subgroup Name	Text box. Enter the subgroup's name.
Prefix	Text box. If necessary, enter a prefix for the subgroup. T
Link Primary Contact Address To Subgroup Address	Checkbox. By default, this 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.
Link to Different Address	Button. If you selected a primary contact, you can click this button to select a different address on file for the selected primary contact.
Attn Line	Link. 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.
Job Title	Text box. Enter the job title, if necessary.
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. 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. Proceed to step 16.
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. 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. Proceed to step 16.
Address Line 1	Text box. 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.
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 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.
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. 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.
Include in Print Directory	Checkbox. If the new subgroup's information should be published in any base directory print reports, check this checkbox.
Include in Web/Mobile Directory	Checkbox. If the new subgroup'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 subgroup's first address in the system, this checkbox must be selected. Once the subgroup 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 subgroup's first address in the system, this checkbox must be selected. Once the subgroup 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 subgroup.
Confidential	Checkbox. If the new subgroup 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 subgroup, 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.
Permissions to Publish	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.
Accepts Marketing Promotions	Checkbox. When checked, it indicates marketing promotions can be sent to this subgroup.
Accepts Business Phone Calls	Checkbox. When checked, it indicates the subgroup can receive business phone calls.
Accepts Marketing Phone Calls	Checkbox. When checked, it indicates the subgroup can receive marketing phone calls.
Allow Label Sale	Checkbox. When checked, it indicates the subgroup 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	Checkbox. When selected, it indicates the date in which the subgroup wants to be removed from promotional lists.
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.