Add a name format option

1. From Marketing and Communications, select Name format options under Configuration. The Name Format Options page appears.

2. Select the Name format options tab.

3. Under Name format options, select Add. The Add name format options screen appears.

4. In the Name and Description fields, enter a unique name and description to help identify the name format processing option. For example, enter a explanation of the type of communication effort to use with the option.

5. If your organization uses site security, in the Site field, select which site to associate with the name format option. Only users associated with the selected site can use this name format option.

   Note: The program applies formats to a constituent using the order defined in the grid. The program tries to apply the first format in the list; if that format is not included on the constituent’s Personal Info tab, the program tries to apply the second format, and so on. If none of the formats listed are on the constituent’s Personal Info tab, the program uses the format specified in Otherwise, use this format.

6. Select the addressee and salutations for individuals included in the communication effort.

   1. Select the Individuals tab.

   2. Under Addressee, in the Use format defined on individual’s record grid, select the default name formats from constituent records to use for addressees. Use the up and down arrows to change the order of name formats in the grid.

   3. In the Otherwise, use this format field, select the name format to use if none of the selected name formats appear on the constituent’s record.

   4. Under Salutation, in the Use format defined on individual’s record grid, select the name formats from constituent records to use for salutations. Use the up and down arrows to change the order of name formats in the grid.

   5. In the Otherwise, use this format field, select the name format to use if none of the selected name formats appear on the constituent’s record.

7. Select the addressee and salutations for organizations included in the communication effort.

   1. Select the Organizations tab.

   2. Under Addressee, select whether to use the name formats defined on the contacts’ constituent records or a standard configured name format to address the organization contacts.

      Under Use formats defined on contact’s record, select the name format to use from the constituent record. such as Primary addressee. In the Otherwise, use this format field, select the format to use if the first selection is not defined.

   3. Under Salutation, select whether to use the organization’s name, the contact’s name, or another name as a greeting in the communication. If you select Other name, enter the name to use.

8. Select the addressee and salutations for households and groups included in the communication effort.

   1. Select the Households and groups tab.

   2. Under Addressee, select whether to use the name formats defined on the primary members’ constituent records or a standard configured name format to address the primary members.

      Under Use formats defined on primary member’s record, select the name format to use from the constituent record, such as Primary addressee. In the Otherwise, use this format field, select the format to use if the first selection is not defined.

   3. Under Salutation, select whether to use the group or household’s name, the primary member’s name, or another name as a greeting in the communication. If you select Other name, enter the name to use.

9. To select the addressee and salutation to use when a name format includes both spouses of a household, select the Joint name formats tab.

   • To consider one spouse the primary constituent, or the one listed first, for all joint communications to the household, select Apply the following rule to all constituents and select the constituent to consider the primary.

   • To consider a spouse the primary constituent when he or she appears in a selection, select List constituents from the following selection first and search for and select the selection of constituents to consider the primary.

     If you select List constituents from the following selection first, select the constituent to consider the primary if both spouses or neither spouse appear in the selection.

   • Under Advanced name options, you can specify the conditions for excluding a spouse from the joint name format. These options work independently of each other.

     • The spouse does not qualify or is excluded from the process — Select this option to exclude the spouse if they are not included in a segment for the effort or if they are included in a segment but are excluded from the effort because of solicit codes, mailing preferences, householding options, or some other type of exclusion. For example, a husband and wife both qualify for inclusion in a mailing, but the wife has a “Do not mail” solicit code, so she will be excluded from the mailing process. With this option selected, the wife will not receive the mailing and her name is removed from the joint name format on the husband’s record.

     • Both spouses will be mailed separately within the process — Select this option to exclude the spouse from both records if they are both included in a segment for the marketing effort process. For example, the husband and wife both qualify for inclusion in a mailing and neither have any type of exclusion such as a “Do no mail” solicit code. With this option selected, the husband and wife will both receive a copy of the mailing addressed to them individually.

10. Select Save. You return to the Name Format Options page. Under Name format options, the new name format parameter appears.