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CiviCRM 4.2 Documentation

Developer Resources


CiviCRM books!

Make sure to check out our Online User/Administrator and Developer Guides! You can also support this project by ordering a hard copy.

Or support us by buying an eBook or hard copy of Using CiviCRM from Packt Publishing.

New Organization Contact

ORGANIZATION contacts allows you to track the activities of any type of ORGANIZATION. Once an ORGANIZATION contact is created, you can use the RELATIONSHIP feature to associate ORGANIZATIONS with INDIVIDUALS, HOUSEHOLDS, even other ORGANIZATIONS. You can then associate individual employees, committee members, volunteers, board members etc. with ORGANIZATIONS.

Create New Organization Contact

From the Main CiviCRM screen, click on the New Organization shortcut. You will be brought to the New Organziation entry screen.

Custom Data Group(s)

Note that additional sections and/or fields may appear on this form if Custom Fields have been configured by the administrator. See Custom Fields.

After entering information, be sure to click SAVE to save the contact, SAVE and NEW to save the contact and show a new blank contact form or CANCEL if you do not wish to save the information.

Organization Information

Here you fill in the fields for the organization Name, Legal Name, SIC Code, Website and Nick Name.

Enter all the information you have into the appropriate fields.

An ORGANIZATION name is REQUIRED, but entering more information is recommended for every new contact.

The Nick Name field is supplied to allow users to search by nickname. For example, if your ORGANIZATION name is Federal Express, but they are known by the nickname "FedEx", entering "FedEx" into the nickname field will allow users to search on the name "FedEx".

The Check for Matching Contacts option helps avoid duplicate entries. After entering all of the infomation you have in this section, click on Check for Matching Contacts. If no matching contacts are found you will see the message "No matching contact found".

If a matching contacts exist, you will get a message like this:

"One matching contact was found. You can edit it here: NOPE, or click Save Duplicate Contact button below."

Review the existing contact information to determine if the existing record duplicates the one you are trying to enter as new. If so, click CANCEL to cancel entry or click the edit it here link to edit the contact record.

Communications Preferences

Here you indicate the preferred Privacy, Prefers and Mail Format information.

Click on the appropriate boxes next to the Privacy options to choose the privacy requests and on Prefers options to indicate preferred communication method.

For Mail Format, choose whether the contact prefers HTML or plain-text format emails. "Both" is the default and is safest. This means the mail is delivered in both formats and the recipients email client configuration determines which version they see.

Primary Location

This section holds Phone number, Email address, Instant Messenger and physical Address information.

Each location allows multiple phone numbers, email addresses and IM services/screen names.

Unused Fields

if there are fields in this section that you do not use, i.e., Additional Address 2, your administrator can remove those fields from this section. See Address Settings.

You can indicate if the Primary Location is Home, Work, Main or Other in the drop-down menu. Your administrator can modify or create new Location Types.

Indicate if this location is the Primary location for this contact. It is optional to name the location.

You can assign a Location Name to differentiate between multiple addresses, e.g. secondary, vacation or temporary homes

Enter the Phone number(s), Email address(es) and Instant Messenger service/screen name(s) in the appropriate fields.
Click on "another phone", "another email" or "another IM" to add additional data.

Enter the Address information in the appropriate fields.

Latitude, Longitude - If you have a mapping provider configured by your administrator (see Mapping and Geocoding), these values will be automatically filled in when you SAVE the record.

Additional Locations

Your administrator can configure this screen to allow any number of Additional Locations under Address Settings. The default number of locations starting with version 1.8 will be 1. With this default set you will NOT see an Additional Location link.

Click on the + Additional Location link to add additional locations. Additional location sections use the same fields as Primary Location section.

Notes

This section allows you to type in Notes about this contact to provide information not found elsewhere in the contact record.

Tags and Groups

In this section you can assign the contact to a GROUP (i.e., enewsletter subscribers) as well as TAG contacts to indicate specific attributes (i.e, Major Donor).

Be sure to read the Tags and Groups sections for more information about proper usage.

After entering information, be sure to click SAVE to save the contact, SAVE and NEW to save the contact and show a new blank contact form or CANCEL if you do not wish to save the information. SAVE will bring you to the Contact Summary page with the message "Your...contact record has been saved"