You are here: netFORUM Pro Modules > CRM > Organizations > Adding an Organization Record

Adding an Organization Record

Compile and track organization information (for example, data on an employer, vendor, hotel, conference center, warehouse, etc.) by creating an organization record. From the CRM module, you may opt to add an organization to the database, and in doing so enter the organization name, address, contact information and much more. This creates an Organization Profile. Use the Organization Profile to not only record organization data but also to log the organization's actions and interactions in tracking messages sent, purchases, events attended, and more.

Note: Before you add an organization, search the database (from the Find Organization page) to see if the record already exists in the database. Otherwise, you might create a duplicate record.

Adding an Organization Profile

  1. In the Modules drop-down menu, select CRM.  The CRM/ Overview page will load.
  2. Expand the Organizations group item and click Add Organizations.

The Add Organization form will load. This form allows you to record a great deal of information on the organization or as little as only the Organizationand Sort Names.

When entering new profile information, the system checks for duplicate entries based on enhanced criteria.

If the system detects that the new record is a duplicate, a pop-up appears asking if you want to continue creating the new record. Click OK to add the new record, or click Cancel to return to the Add Organization form to modify the organization's information.

Entering Basic Organization Information

  1. On the Organization Information form, enter the Organization Name (required).
  2. Once the Organization Name field is completed, the Sort Name auto-completes.  Make any desired changes in the Sort Name field. (required).
  3. Enter the organization Acronym.
  4. Select a Record Source from the drop-down menu to indicate how the record information was submitted. Example options might include Web site, meeting registration, or mail order.
    The Donor Source selected in this drop-down field appears on the main profile page. When running queries or reports, donor source can also be specified as a query or report criteria.
  5. If the organization does not want to participate in the social Web site, click the Exclude from Social check-box. To prevent the company's information from being published online, select the Do Not Publish Info Online check-box.

Entering an Organization's Affiliation Information

  1. If the organization has a parent company, enter the first few letters of the Parent Organization name and click the lookup button. You may also leave the field blank and click the lookup button to select the parent organization from the organization list.
  2. To enter the organization's Primary Contact information, enter the first few letters of the person's last name and then click the lookup button.  You may also leave the field blank and click the lookup button to select the primary contact from the individuals list. (An Individual Profile for this person must already exist in the database.)

Entering an Organization's Address and Contact Information

  1. Enter the Department name.
  2. Enter the organization Business Address with the City, State, Zip, and Country.
  3. Enter the organization Billing Address with the City, State, Zip, and Country.

  1. Click the Primary check-box next to either the Mailing or Billing Address to indicate the primary address.
  2. Click the Show in Directorycheck-box above the desired address if you wish to display the Business or Billing address in the online directory.  If the address is out of date, click the Bad Address check box to indicate that it is no longer valid.  This flag serves as a visual aid in identifying incorrect addresses, and does not remove individuals or organizations from mailing lists or change any other functionality.

    3. If the address marked as Primary is also marked as a Bad Address, the primary address still appears on profiles, but with the warning Marked as Bad Address!. For the Bad Address status to appear in query results, the "Bad Address" check box must be checked when selecting query data elements.

Note: The default Show in Directory setting is to display the address marked as Primary. Only one address may be set to Show in Directory  at a time, but one must be displayed/checked at all times.

To enter the organization phone information:

  1. Enter an Office Phone number and Extension.
  2. Enter a Toll Free Phone number, if applicable.
  3. Enter an Other Phone number, if applicable.
  4. Select the Primary check box next to the primary phone number.
  5. Enter an Office Fax number.
  6. Enter an Other Fax Number, if applicable.

  1. Enter the Office E-mail Address.

If demographics fields for organizations have been created and set to "show internally", they will appear at the bottom of the Organization Information form. These fields are unique to your netFORUM site and depend upon the types of demographics fields that have been created.

(For more information on organization demographic fields, see: Setting up the Demographic Information Form for Organizations.)

  1. Click Save to create the Organization Profile.

Tip:  Once an organization has been added to CRM, click the Shopping hyperlink in the Actions Menu drop-down to purchase a new membership for the organization, if desired. netFORUM then automatically updates the membership dates (join, effective, and expiration) based on the Member Types set-up.