In This Article:

    Add an Individual as a Constituent

    In This Article:

      Before Adding Constituents

      • In order to avoid duplicating constituent records, it is recommended you search for a constituent prior to adding one.
      • Make sure you save your information updates frequently.

      Check out the Add a Constituent training course in Salsa Scholars.

      Add a Constituent

      1. From the main Salsa CRM screen, choose Manage from the menu and then Constituents. The Constituent Search window opens.
      2. Click the Add button. The Add Constituent window opens.
        The constituent custom fields will not appear until you add them in the Configuration screen.
      3. By default, the Individual option is selected. This identifies this record as being that of an individual person and not a company, organization, foundation, etc.
        See the article: Adding an Organization Type Constituent to add an organization.
      4. Check the VIP checkbox if necessary. The VIP checkbox allows for quick identification of those constituents who your organization has determined is VIPs. When you perform a constituent search and a list of possible matches is returned, any record that has been selected as a VIP record will appear in red.
      5. It is recommended that you accept the default Access Level. The Access Level works in conjunction with the Security Level of a Salsa CRM user. As long as the Security Level of a Salsa CRM user is higher than the Access Level of a constituent record, that user can access the constituent record. If a Salsa CRM user has a lower Security Level than an Access Level, the user cannot access that constituent record. NOTE: See the Access Level section in the Configuration and Security section of this document for further instructions.
      6. At the very least, you must enter the individual's First and Last Names.
        When entering the name of the constituent be sure to enter as much information as possible in the Title, First Name, Last Name, Name Suffix (Esq., III, Jr., etc.) and Nickname fields. These fields are used by Salsa CRM to configure the Smart Formal and Smart Informal Salutations for labelsform letters and in the Advanced Query Wizard. For example, Mr. Jonathan Miller II, whose nickname is Jon, would be displayed in a Smart Formal Salutation as "Mr. Miller", and a Smart Informal Salutation as "Jon".
      7. Select the drop down arrow in the combo boxes to choose from a list of available items or type the first letter of the desired choice. Configure the drop-down boxes that appear within the Constituent screens in the Configuration screen
      8. To enter the current date in a date field, double-click in the text box. To enter a date other than today, choose the Calendar button associated with that field or type the address in the format MM/DD/YYYY (or DD/MM/YYYY in a country other than the US that commonly uses that format).
        NOTE: When a deceased date is entered on a Constituent record, the Preferred Contact Method will automatically change to Do Not Contact. 

      Add an Address

      A constituent may have multiple physical addresses, for home, business, vacation home, etc. Only one address may be marked as their Primary Address at which they would consistently receive your postal mailings.

      1. To add the constituent's address, click the Other Contact Info link, just below the constituent's photo.
      2. Click the Add button at the bottom right of the Address panel.
      3. Select the Home and/or Business checkbox(es) to designate the type of address.
      4. Select the Primary check box if this is the constituent’s primary address.
      5. The Prefix fields may be used to enter up to two lines of information that may typically appear between the addressee’s name and address. For example, you can enter the following types of information: C/O, job title, business name, etc. Any information entered into the Prefix field will appear in any letters that contain the {{Smart Address}} variable. This information will also appear on labels and envelopes generated through Salsa CRM.
      6. Enter the street address in Line 1
      7. Enter the ZIP code in the Postal Code field. If the ZIP code and its associated city are not already stored in Salsa CRM then the Add City dialog box will open. Enter the appropriate city, county and state information, and then select the Save button.
        NOTE: The Zip field on the address panel recognizes your selected country set on the Tools, Options, Other screen. If the selected country is “United States,” Salsa CRM will perform the city lookup after the 5th character has been entered. If the country is Singapore, the lookup will happen after the 6th character. If your database is set to use date, address and phone standards of Great Britain, you may enter a minimum of two characters for the postal code.

        To enter addresses for countries outside of the chosen country, use the magnifying glass button to the right of the Postal Code field. You may also select countries that do not have zip codes (for instance, Hong Kong and Ireland). enter "N/A" in the zip field, and then selecting the magnifying glass to the right of the field. "N/A" may be entered as upper or lower case. The popup will return all cities with a zip of "N/A" from which you can select one. "N/A" will not be displayed on labels or addresses within letters.
      8. Address data on the Constituent screen includes National Change of Address (NCOA) fields. The Salsa CRM team provides NCOA processing as a service. Salsa CRM includes a number of features to support NCOA processing. Please contact your Salsa CRM Customer Care team if you are interested in having Salsa Labs run NCOA updates against your database. New addresses have not had an opportunity to have NCOA updates applied to them. As depicted in the image below, the image demonstrates how an address that has not been submitted for NCOA processing appears. The NCOA Select for Export checkbox lets you select specific addresses to be exported during the next NCOA update, though typically Salsa CRM runs all primary addresses.
      9. The Reason field or Correspondence Reason allows you to set the reason this address is part of the constituent’s file. A Reason could be set for All Correspondence to be sent to this address, or just Newsletter only, Solicitations only, etc. 

        NOTE: This is one of the configurable drop-down fields on the constituent screen. To customize to your needs select Manage > Configuration > Constituent > Contact tab under the Explorer panel on the left. Choose to add, edit or delete items that appear in the Correspondence Reasons box.
      10. Make sure to save your address add.

      Select the Add Address button to add another address to this constituent’s record.

      Seasonal Addresses

      Seasonal Address: From and To fields allow you to enter a date range that the constituent lives at that address. For example a constituent resides in Wexford, PA, from November through April at this address in the image below.

      It is not necessary to open the address to determine if it is seasonal. The Seasonal designation appears in the Address panel with a check mark to the right of the NCOA verification symbol.

      NOTE: In order to query on constituents' seasonal address that is appropriate for the current date, use the Address table in the Advanced Query Wizard, and not the Addresses table. Addresses returns all addresses for a constituent. Address and Addresses are mutually exclusive - you won't be able to select entries from both tables.

      Address Functions

      Below the constituent's address panel and to the right of the Delete button, the following buttons are activated once an address is selected:

      • Geographic Responsibility—click the flowchart icon to view if this constituent has been assigned to or if geographic responsibility has been applied. 
      • Directions to this Address—Enter a description of this address, alerts for visitors to be aware of, photo of the address, typed-in directions or other notes relating to the address.
      • Google Maps—Salsa CRM is linked to Google Maps and users may request turn-by-turn directions to/from a constituent's address.
      • Linked Phone—View a phone number that has been linked to a specific address.
      • Print Button—This button opens the Label Printing screen in Salsa CRM, allowing you to print an address label or envelope.


      Add Contacts

      In the Contacts panel, you are able to add multiple Phone, Email, URL and Social types of contact The Social option allows you the opportunity to store Social Networking names for applications such as AIM, GTalk, Skype, Twitter, etc. When you select the Add button, select the type of contact information you would like to enter: Phone, Email, URL, and Social. When adding a URL, you can also select the ‘type’ of URL (Blog, LinkedIn, Facebook, etc.).

      NOTE: If you select Social or URL, you will have the option to choose the ‘type’ of Social Networking names or URL that you have set up on the Configuration screen.

      When adding a phone number, the Add Phone pop up window appears. The Country Code field is automatically populated with the appropriate Phone Country Code you selected in the Tools > Options > Other screen. 
      Salsa CRM automatically displays formatting for the United States, Singapore, Malaysia and Canada. Note: All other countries are supported, but the number is displayed without extra formatting characters. Enter only numbers in the Country Code, Area, Number, and Extension fields.

      1. Select other desired options. 
      2. Choose the Link Address drop-down arrow, choose the address with which this phone number is associated and then select OK.
      3. The Notes section is available for any comments you wish to add related to the phone number.
      4. Save your work.

      Continue entering phone numbers as necessary.

      Preferred Contact

      The Preferred Contact Method allows you to set the method by which the constituent prefers to be contacted:

      • Do Not Contact
      • Standard Mail
      • Phone
      • Email

      The default value is Unknown. 

      NOTE: the value of this field does not affect the Email Address Status opt-in or opt-out setting.

      The Preferred Contact Reason gives you the option of setting the preferred reason a constituent would like to be contacted:

      • All Correspondence
      • Solicitations only
      • Non-Solicitations only
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