[Donor Management System] Adding and Modifying a Single Contact

This article covers adding and modifying a single Contact. You can also modify multiple Contacts at once.


Adding a single Contact

1. Go to the Contacts Tab

2. Select Add Contact on the top right

3. You’ll see a dropdown list showing the different Contact Types in the DMS. Select the Contact Type you wish to add by clicking on its name

4. Next, you can provide details about your new Contact

5. Complete the page’s Mandatory Fields (you can see a list of all Fields below):

  • Individual Contacts: First and Last Name OR and Email Address
  • Households and Organization: First and Last Name

Note: it is best practice to fill in as many details about your Contact as possible.

6. As you enter the name of your new Contact, the DMS will automatically check for possible duplicate entries

  • If you begin adding a Contact and the DMS recognizes the name, a box will appear on the right-hand side of the screen to prompt you to check if that Contact is already in your DMS.
  • If you recognize the Contact, select the name of the Contact from the box and you will be directed to that Contact Profile.

7. Once you have filled in the details about your Contact, select Save to add the Contact or Save And New to add the Contact and create a new one.


Modifying a single Contact

1. Go to the Contacts Tab

2. Search for the Contact you wish to modify and select its name


3. Select the Edit button on the top right of the screen

4. Edit and/or add any new information about this Contact on the next page

5. Once you’re done, select Save to edit the Contact or Save And New to edit the Contact and create a new one.

Note: When you modify a Contact, you will be able to see the Last Modified date as a default column when going back to the Contacts Tab.


Understanding All Contact Fields

Individual Contact Fields

Contact Details:

  • First Name: the first name of the Contact.
  • Middle Name: the middle name(s) of the Contact.
  • Last Name: the last name of the Contact.
  • Current Employer: associate an existing or new Organization Contact in the DMS as the employer of the Individual Contact being added. Select New Organization to create a brand new Organization Contact.
  • Job Title: the job title of the Contact.
  • Recognition Name: optional recognition / preferred name of the Contact to be used in any Communications with them.
  • Contact Type: additional segmentation tool for your Contact. To add more Sub-Types, please contact your Onboarding Specialist.
  • Email: the email address and type (e.g. Home, Work, etc.) of the Contact. Select add to include an additional email address for the Contact.
  • On Hold?: when sending an email to this Contact’s email address, if the email address was undeliverable 3 times (our servers try sending the same email 3 days in a row), it is automatically flagged as On Hold to prevent the DMS from sending additional emails to this address.
  • Bulk Mailings?: select this checkbox if you want to include this email address when sending Bulk Emails.
  • Phone + ext.: the phone number + ext of the Contact. Select Add another phone number to include an additional phone number for the Contact.
  • Phone Location: if the Contact’s phone number is for personal, work, etc. use.
  • Phone Type: if the Contact’s phone number is a landline, mobile, etc. Select the “gear icon” right next to it to add new Types.
  • Check For Matching Contact(s): after adding the Contact’s name and/or email address, this button checks if there are other Contacts in DMS with the same information so you don’t add a duplicate.

Address:

  • Address Location Type: if the Contact’s address is marked as their home, work, etc.
  • Primary location for this contact: if the Contact’s Address Location Type should be prioritized during Communications.
  • Billing location for this contact: if this address should also be used for billing.
  • Use another contact’s address: check this if you want to easily add another Contact’s address as the address for the Contact being added.
  • Street Address: number and street name.
  • Supplemental Address 1: optional field for information such as apartment number, etc.
  • Supplemental Address 2: optional field for additional information.
  • City: address’s city.
  • Postal Code: address’s postal code.
  • Country: address’s country. You can browse through the list of type the name of the country.
  • Province: after selecting the Country, you will see a list of provinces or states.
  • Another Address: include an additional address for the Contact.

Communication Preferences:

  • Communication Style: internal reference of the preferred style of communication to be used with this Contact. Select the “gear icon” on the right to add new Communication Styles.
  • Email Greeting: how your communications greeting will appear to the Contact when sending them an email (e.g. “Dear {Contact’s First Name}”). Select Customized in the drop-down list to add a new greeting.
  • Postal Greeting: how your communications greeting will appear to the Contact when mailing letters (PDF). Select Customized in the drop-down list to add a new greeting.
  • Addressee: how your Contact’s address will appear on your communications greetings with them. Select Customized in the drop-down list to add a new greeting.
  • Privacy: shows if the Contact opted out from any forms of communication (e.g. do not phone or email).
  • Preferred Communication Method: you can select all that apply.
  • Preferred Language: you can browse through the list of type the name of the preferred language.
  • Email Format: change the default communications email format to HTML, Text or Both. We suggest keeping it Both.

Notes:

  • Subject: the subject of the Note.
  • Note: the contents of the Note (text only).

Demographics:

  • Gender: the Contact’s gender. Select the “gear icon” on the right to add new Gender options.
  • Birth Date: the Contact’s birth date.
  • Contact is Deceased: marks the Contact as deceased. This flag will be displayed across the DMS.

Tags and Groups:

  • Tag(s): see a list of all the Tags in the DMS and associate one or more to the Contact. You can browse through the list of type the name of the Tag.
  • Group(s): see a list of all Groups & Smart Groups and associate one or more to the Contact. You can browse through the list of type the name of the Group or Smart Group.

Organization Contact Fields

Contact Details:

  • Organisation Name: the name of the Organization.
  • Legal Name: the legal name of the Organization.
  • Recognition Name: optional recognition / preferred name of the Organization to be used in any communications with them.
  • Sic Code: the Standard Industrial Classification of the Organization.
  • Contact Type: additional segmentation tool for your Organisation such as Corporation, Foundation, etc. To add more Sub-Types, please contact your Onboarding Specialist.
  • Email: the email address and type (e.g. Home, Work, etc.) of the Organization. Select add to include an additional email address for the Organization.
  • On Hold?: when sending an email to this Organization’s email address, if the email address was undeliverable 3 times (our servers try sending the same email 3 days in a row), it is automatically flagged as On Hold to prevent the DMS from sending additional emails to this address.
  • Bulk Mailings?: select this checkbox if you want to include this email address when sending Bulk Emails.
  • Phone + ext.: the phone number + ext of the Organization. Select Add another phone number to include an additional phone number for the Organization.
  • Phone Location: if the Organization’s phone number is for personal, work, etc. use.
  • Phone Type: if the Organization’s phone number is a landline, mobile, etc. Select the “gear icon” right next to it to add new Types.
  • Check For Matching Contact(s): after adding the Organization’s name and/or email address, this button checks if there are other Contacts in DMS with the same information so you don’t add a duplicate.

Address:

  • Address Location Type: if the Organization’s address is marked as their main, work, etc.
  • Primary location for this contact: if the Organization’s Address Location Type should be prioritized during Communications.
  • Billing location for this contact: if this address should also be used for billing.
  • Use another contact’s address: check this if you want to easily add another Contact’s address as the address for the Organization being added.
  • Street Address: number and street name.
  • Supplemental Address 1: optional field for information such as unit number, etc.
  • Supplemental Address 2: optional field for additional information.
  • City: address’s city.
  • Postal Code: address’s postal code.
  • Country: address’s country. You can browse through the list of type the name of the country.
  • Province: after selecting the Country, you will see a list of provinces or states.
  • Another Address: include an additional address for the Organization.

Communication Preferences:

  • Communication Style: internal reference of the preferred style of communication to be used with this Organization. Select the “gear icon” on the right to add new Communication Styles.
  • Email Greeting: how your communications greeting will appear to the Organization when sending them an email (e.g. “Dear {Organization’s First Name}”). Select Customized in the drop-down list to add a new greeting.
  • Postal Greeting: how your communications greeting will appear to the Organization when mailing letters (PDF). Select Customized in the drop-down list to add a new greeting.
  • Addressee: how your Organization’s address will appear on your communications greetings with them. Select Customized in the drop-down list to add a new greeting.
  • Privacy: shows if the Organization opted out from any forms of communication (e.g. do not phone or email).
  • Preferred Communication Method: you can select all that apply.
  • Preferred Language: you can browse through the list of type the name of the preferred language.
  • Email Format: change the default communications email format to HTML, Text or Both. We suggest keeping it Both.

Notes:

  • Subject: the subject of the Note.
  • Note: the contents of the Note (text only).

Demographics:

  • Gender: the Organization’s gender. The field can be left as blank. Select the “gear icon” on the right to add new Gender options.
  • Birth Date: the Organization’s birth date. The field can be left as blank.
  • Contact is Deceased: marks the Organization as deceased. This field can be left as blank. This flag will be displayed across the DMS.

Tags and Groups:

  • Tag(s): see a list of all the Tags in the DMS and associate one or more to the Organization. You can browse through the list of type the name of the Tag.
  • Group(s): see a list of all Groups & Smart Groups and associate one or more to the Organization. You can browse through the list of type the name of the Group or Smart Group.

Household Contact Fields

Contact Details:

  • Household Name: the name of the Household.
  • Recognition Name: optional recognition / preferred name of the Household to be used in any Communications with them.
  • Email: the main email address and type (e.g. Home, Work, etc.) of the Household. Select add to include an additional email address for the Household.
  • On Hold?: when sending an email to this Household’s main email address, if the email address was undeliverable 3 times (our servers try sending the same email 3 days in a row), it is automatically flagged as On Hold to prevent the DMS from sending additional emails to this address.
  • Bulk Mailings?: select this checkbox if you want to include this email address when sending Bulk Emails.
  • Phone + ext.: the phone number + ext of the Household. Select Add another phone number to include an additional phone number for the Household.
  • Phone Location: if the Household’s phone number is for personal, work, etc. use.
  • Phone Type: if the Household’s phone number is a landline, mobile, etc. Select the “gear icon” right next to it to add new Types.
  • Check For Matching Contact(s): after adding the Household’s name and/or email address, this button checks if there are other Contacts in DMS with the same information so you don’t add a duplicate.

Address:

  • Address Location Type: if the Household’s address is marked as their home, work, etc.
  • Primary location for this contact: if the Household’s Address Location Type should be prioritized during Communications.
  • Billing location for this contact: if this address should also be used for billing.
  • Use another contact’s address: check this if you want to easily add another Contact’s address as the address for the Household being added.
  • Street Address: number and street name.
  • Supplemental Address 1: optional field for information such as apartment number, etc.
  • Supplemental Address 2: optional field for additional information.
  • City: address’s city.
  • Postal Code: address’s postal code.
  • Country: address’s country. You can browse through the list of type the name of the country.
  • Province: after selecting the Country, you will see a list of provinces or states.
  • Another Address: include an additional address for the Household.

Communication Preferences:

  • Communication Style: internal reference of the preferred style of communication to be used with this Household. Select the “gear icon” on the right to add new Communication Styles.
  • Email Greeting: how your communications greeting will appear to the Household when sending them an email (e.g. “Dear {Household’s First Name}”). Select Customized in the drop-down list to add a new greeting.
  • Postal Greeting: how your communications greeting will appear to the Household when mailing letters (PDF). Select Customized in the drop-down list to add a new greeting.
  • Addressee: how your Household’s address will appear on your communications greetings with them. Select Customized in the drop-down list to add a new greeting.
  • Privacy: shows if the Household opted out from any forms of communication (e.g. do not phone or email).
  • Preferred Communication Method: you can select all that apply.
  • Preferred Language: you can browse through the list of type the name of the preferred language.
  • Email Format: change the default communications email format to HTML, Text or Both. We suggest keeping it Both.

Notes:

  • Subject: the subject of the Note.
  • Note: the contents of the Note (text only).

Demographics:

  • Gender: the Household’s gender. The field can be left as blank. Select the “gear icon” on the right to add new Gender options.
  • Birth Date: the Household’s birth date. The field can be left as blank.
  • Contact is Deceased: marks the Household as deceased. This field can be left as blank. This flag will be displayed across the DMS.

Tags and Groups:

  • Tag(s): see a list of all the Tags in the DMS and associate one or more to the Household. You can browse through the list of type the name of the Tag.
  • Group(s): see a list of all Groups & Smart Groups and associate one or more to the Household. You can browse through the list of type the name of the Group or Smart Group.

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