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Creating a New Individual Constituent

Paige Freeman
  • Updated

You must belong to a security group with at least VIEW, UPDATE, and INSERT permission to the CRM360.CreateIndividualConstituent application in order to create a new individual constituent. 

To create a new individual constituent:

  1. From the CRM Central landing page, select Create a New Individual.
    The Create New Individual Constituent screen displays, as shown below.
  2. From the Name And Address tab, perform the following:
    1. The Constituent ID is generated automatically, but can be changed if necessary.
    2. Select the Constituent Class from the drop-down.
      The values in this drop-down are populated based on the non-fixed codes defined for the CUS "CUSTOMER_CLASS" system type.
    3. From the Name Information section:
      1. If necessary, select the constituent's Prefix.
        The values in this drop-down are populated based on the non-fixed codes defined for the CUS "NAME_PREFIX" system type.
      2. Enter the constituent's First Name and Middle Name, if necessary.
      3. Enter the constituent's Last Name.
        This is a required field.
      4. If necessary, select the constituent's Suffix.
        The values in this drop-down are populated based on the non-fixed codes defined for the CUS "NAME_SUFFIX" system type.
      5. If necessary, enter the constituent's Nickname.
      6. Click inside the Credentials field and select the appropriate credentials from the drop-down, if necessary.
        The values in this drop-down are populated based on the non-fixed codes defined for the CUS "CREDENTIALS" system type.
      7. If necessary, select the individual's Gender from the drop-down.
      8. If necessary, select or enter the individual's Birth Date.
      9. If necessary, enter the constituent's Primary Job Title.
      10. By default, the Include in Print Directory and Include in Web/Mobile Directory options are selected. If the new individual's information should NOT be published in any base directory reports, whether printed or published on the Web (e.g., XBT1202), do not select these options.
    4. From the Primary Email section:
      1. Select a Location from the drop-down.
      2. Enter the constituent's email address in the Email Address field.
      3. By default, the Include in Web/Mobile Directory and Include in Print Directory options are selected. If the new individual's email address should NOT be published in any base directory reports, whether printed or published on the Web (e.g., XBT1202), do not select these options.
    5. From the Parent Constituent section:
      1. If necessary, select a parent constituent by entering at least three characters and then tabbing or clicking the magnifying glass search icon to display available options, as shown below.

        The Parent Constituent Name field auto-populates based on your selection. Alternatively, click Advanced to display a search screen for you to search for and select the parent constituent. Search for the parent constituent using the search fields. Once you have located the correct parent constituent in the results grid, select the row and click Select to populate that constituent's information in the Parent Constituent section.
      2. If you selected a parent constituent, select whether you want to Link to Parent Address. If you select this option, select the appropriate address from the Use Address drop-down and the address fields in the Address section will be automatically populated with the selected address.
      3. If you selected a parent constituent, select the Create Employment Relationship option to create an employment relationship for the new constituent and parent constituent.
    6. From the Mailing Information section:
      1. If necessary, enter the Job Title.
      2. If necessary, enter the Company Name.
      3. If necessary, enter the Mail Stop.
      4. If necessary, enter the Personal Line.
    7. From the Address section:
      1. Select the Address Type from the drop-down.
        The values in this drop-down are populated based on the non-fixed codes defined for the CUS "ADDRESS_TYPE" system type.
      2. Based on the address structure, enter the required field and optional fields if necessary.
    8. From the Address Options section:
      1. If the new individual does NOT want their address to display on base roster reports (e.g., MBR1212PE), select the Confidential option.
      2. By default, the Include in Print Directory and Include in Web/Mobile Directory options are selected. If the new individual's information should NOT be published in any base directory reports, whether printed or published on the Web (e.g., XBT1202), do not select these options.
      3. Enter the priority in which the address will be listed in the directory in the Directory Priority field.
      4. By default, the Default Bill-to and Default Ship-To options are selected and read-only. At least one address must be designated as the default bill-to and default ship-to address. Since this is the constituent's first address in the system, these options are selected. Once the constituent is added to the system, you can add an additional address and designate which of the two is the default bill-to or default ship-to address on all orders for this constituent.
  3. To proceed to enter contact information, click Save And Continue.
    When the individual is saved, the system will attempt to validate the address entered. If the system cannot validate the address, the Outstanding Issues page displays, as shown below. Select the appropriate option and click Save to continue. If you selected to save and continue, the Contact Information tab displays, as shown below.
  4. From the Add Contact Methods section:
    1. Select the appropriate Type from the drop-down.
    2. Select the appropriate Location from the drop-down.
    3. Select the appropriate Country from the drop-down.
    4. Enter the Number/Address.
    5. By default, the Primary option is selected. Change this if needed.
    6. By default, the Include in Web/Mobile Directory option is selected. Change this if needed.
    7. By default, the Include in Print Directory option is selected. Change this if needed.
    8. Click Save.
      The record is added to the Contact Methods section.
    9. If necessary, add additional contact methods.
  5. Click Done when you're finished.