In This Article:

    Add an Individual as a Constituent

    In This Article:

      Pro Tips 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 are saving your information updates often. Selecting the Save button will store the information in your database located in your CRM server, so anyone with access to Salsa CRM can subsequently access this information.

      Add a Constituent

      1. From the main Salsa CRM screen, choose Manage from the menu and then Constituents.
      2. When the Constituent Search window opens, select the Add button. The Constituent Explorer window opens. Notice the green arrows? Users may click on the arrow to expand or reduce the content viewable area.

        The custom fields in the screen above are Fav Sport, Pet Name, and Pet Type. The custom fields will not appear until you add them in the Configuration screen: Manage > Configuration > Custom Fields > Constituent.
      3. By default, the Individual option is selected. This identifies this record as being that of an individual person, not a company, organization, foundation, etc.
        See the article: Adding an Organization Type Constituent to add an organization.
      4. Select the Salutations button to configure specific salutations for the constituent.
        The Salutation Override window will open. If information is entered into these fields, Salsa CRM’s Smart Informal and Smart Formal salutations and Smart Addressee variables will use the information. In this window, enter salutations as you would like them to appear for the individual constituent. If these fields are left blank, then the constituent name will appear as it does in the Default areas of the Salutation Override window. You can also add information into the Spouse fields to configure how the salutation should look if the constituent has a spouse or significant other. As long as any of the available spouse Relation values is used (spouse, significant other, husband, wife, domestic partner, etc.), you may select the Copy Overrides to Spouse checkbox, and any information in the Spouse Fields will copy over to the spouse record.

        NOTE:  You will need to enter the Single information separately on the corresponding spouse’s record.
      5. 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.
      6. 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.
      7. Enter the desired information in the appropriate text boxes. 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 form 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".
      8. 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. The Main tab allows you to configure Constituent Titles, Name Suffixes, Races, Organization Types, Individual Types, Constituent Groups, Religions, and Relations. The Contact tab allows you to configure Contact Social and URL Types and Correspondence Reasons. The Contact Social and URL Types are used on the Contacts panel of the main constituent record.
      9. 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.
        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

      1. To add the constituent's address, click the Add button in the Address panel.
      2. Select the Home and/or Business checkbox(es) to designate the type of address.
      3. Select the Primary check box if this is the constituent’s primary address.
        NOTE: A constituent may have multiple addresses, but only one address can be marked as the Primary Address.  
      4. The Prefix field can 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.
        NOTE: 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.
      5. Enter the street address in Line 1 and ZIP code in the Postal Code field.
      6. 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.
      7. 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.
      8. 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.
      9. Address data on the Constituent screen includes National Change of Address (NCOA) information. As depicted in the image below, the Add screen contains an NCOA section. 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.  Salsa CRM includes a number of features to support NCOA processing. The Salsa CRM team provides NCOA processing as a service. Please contact your Salsa CRM Customer Care team if you are interested in having Salsa Labs run a National Change of Address against your database.
      10. The Reason field is the Correspondence Reason and 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, 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.
      11. Select the Add Address button to add another address to this constituent’s record.
      12. Seasonal Address: From and To fields allow you to enter a date range for the address.  For example if a constituent resides in Maryland November through April at this address.
      13. 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.  
      14. Once all of the address information has been entered, select the Save button in the lower right-hand corner of the screen. You must save the record in order to link an address to a phone number.

      Address Related Functionality

      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 global icon to view if this constituent has been assigned to or if geographic responsibility has been applied. 
      • Directions to this Address: Salsa CRM offers you the ability to enter directions to any address, include descriptions, photo and other pertinent information.
      • 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 will open 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.  Choose the Link Address drop-down arrow, choose the address with which this phone number is associated and then select OK.
      2. The Notes section is available for any comments you wish to add related to the phone number.
      3. Continue entering phone numbers as necessary.

      Preferred Contact

      The Preferred Contact Method allows you to set the method in which the constituent prefers to be contacted, Do Not Contact, Standard Mail, Phone or Email. 

      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, and Non-Solicitations only. Select Save.

      PRO TIP: By selecting the triangle (really the Greek letter Δ to indicate "change) button located to the left of the Save button you can see who last updated the current record, when the record was originally created, and an updated date if changes were made to the record.

      NOTE:  All constituent records may be edited or deleted, simply open the constituent’s record and edit or delete as necessary.

      The red X on the address field will delete the address that is showing.  The Delete button at the bottom of the constituent record will delete the entire record.

      NOTE: WARNING! Once a constituent's record has been deleted, it cannot be recovered. The customer should contact the Salsa CRM Customer Care team to request the entire Constituent record be restored. There is a fee for this service.

      Quick Add

      Only the first and last names are required to be added to add a new Individual constituent record. In case you don't know much more about the constituent you're entering besides the name, the Quick Add screen contains a limited data set to make data entry easy. To access the Quick Add screen...

      1. From the main Salsa CRM screen, choose Manage > Constituents.
      2. Click the Quick Add button.

      Enter the following fields on the Quick Add screen...

      • [Name] Title
      • First [Name] (required)
      • Middle [Name]
      • Last [Name] (required)
      • [Name] Suffix
      • Nickname
      • Gender
        • Unknown
        • Male
        • Female
      • Deceased—This field simply marks the constituent as passed away on a default date stored in the Options menu. You may not know when the person actually passed away.
      • Email
      • Note Purpose
      • Note
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