Add Organization Constituents
Organization constituent records track important information about the companies, businesses, foundations, and other organizations in your database. When you add an organization constituent, you add details and primary contact information about the organization.
To avoid duplicate constituents, we recommend you first search your database for the constituent before you add a new organization. For information about how to search for an organization constituent, see Organization Search.
From Constituents, select Add an organization. The Add an organization screen appears. For information about the items on this screen, see Add an Organization Screen.
Under Organization details, enter the name of the organization and select its type of industry, such as Health care or Education.
If the organization is a subsidiary of another organization, in the Parent org field, search for and select the organization that owns and controls the new organization. For information about the Organization Search screen, see Organization Search Screen.
In the No. of employees field, enter the number of people employed at the organization.
If the organization is a parent organization of other organizations, in the No. of subsidiary orgs field, enter the number of subsidiaries the organization owns and controls.
In the Website field, enter the address to the organization’s corporate website.
If the location entered is a main headquarters or office of operation for the organization, select This is a primary organization.
To add an image for the organization such as the company logo:
In the Image field, select Choose file. The Open screen appears.
Browse to and select the image file to use with the constituent.
Select Open. You return to the Add an organization screen. In the Image field, the selected image appears.
To remove the image selected for a constituent, select Clear file.
Under Primary contact information, select the type of address to use as the primary address for the contact, such as Business, and enter the address information.
If the contact or organization requests that you not send mail to the address, select Do not send mail to this address. In the Reason field, select why the constituent does not want to receive mail at the address.
With Data Tune-Up, you can use an address validation service to verify the address entered exists. When you use the address validation service, the program updates missing or incomplete information such as the (Undefined variable: BB_Variables.ZIP Code_UC) and standardizes the street address.
To not include the address entered when your organization runs the address validation process, select Omit from validation.
To run the address validation process for the address now, select Validate. The program updates the address fields accordingly. If the program cannot validate the address, a message appears to ask whether to search for the address. To select the address from the address validation results, select Yes. For information about how to validate a single address, see “Validate an Address for a Constituent” on page 29.
In the Phone type field, select the type of phone number to use as the primary number for the organization, such as Business. In the Phone number field, enter the phone number to use to contact the constituent.
In the Email type field, select the type of email address to use as the primary email address for the organization. In the Email address field, enter the email address to use to contact the constituent.
Under Organization contact source, select the information source for the contact information, such as “Company’s website.” Sources are used to help you track additional information about the reasons contact information is added or changed. The information source appears next to the new or updated contact information on the Contact tab of the constituent.
Select Save.
Note: When you select Save, the program automatically uses the name and address entered for the constituent to verify the constituent does not already exist in the database. If the program finds another individual constituent with the same last name and address information, the duplicate search screen appears.
The record of the new organization constituent appears. For information about the organization constituent record, see Organization Constituent Record.