Adding New Constituent

Overview

An effective CRM (Constituent Relationship Management) system depends on accurately tracking constituent information. The following instructions will enable you to add new constituents to your DDI-Connect system.

Adding a New Constituent

From the DDI-Connect main menu, do the following:

• Double-click Name/Address
• Double-click Name/Address entry. You will see this screen:

File:Name entry 1.jpg

• Click the New button on the toolbar. You will receive this popup:

File:Name entry 2.jpg

• Select the type of account you are creating a record for (individual, family*, organization or church) and click OK:

*DDI does not recommend combining more than one constituent on a record. It is instead recommended that you create individual accounts for each member of the family and link them using the relationship codes. For more information on linking, please review that section of this document

File:Name entry 3.jpg

The Name/Address Entry screen has 7 tabs into which you can enter information. Not all fields are required, however, and you can opt to track as much or as little information as you wish.

Name Tab

The following fields are available on the Name tab, on the HOME address tab:

Field	Description
Prefix	If you utilize prefixes with your constituent names, you can establish the prefix (if known) here. Click the drop down arrow to select from a list of established prefixes. If you wish to add a prefix that is not in the list, you can do so by setting it up in the Prefix code set. Reference this page for instructions on how to modify the Prefix code set: Prefix Code Set Changes
Last Name	Enter the last name of the constituent
First Name	Enter the first name of the constituent
Middle Name	Enter the middle name of the constituent
Suffix	Enter the suffix of the constituent, if applicable
Sex	Enter a M for male and a F for female. Please note that if you selected a gender specific prefix, such as Mrs. or Mr., the system will have automatically populated this field with the appropriate code
AI Codes	When you click into this field, the system will automatically launch the list of AI codes that your organization has set up. Select the codes that apply to this constituent. When you are finished, click the X in the upper right corner of the AI code screen to close the list. For information on how to set up AI codes in the system, please reference AI Code Setup
Name 2	In some cases, you might wish to have a second name on the constituent record. If this is desired, type the second name here. Again, DDI does not recommend having more than one constituent name on a record, but if that is your organization's preferred method, this is where you would add the second name
Tax ID	If your organization manages investments or loans, the tax ID is a critical piece of information for reporting purposes. For individuals, this number is the social security number. For organizations and churches, it is their Tax ID number
Source	If your organization tracks where the constituent came to you from (for example, a radio ad, a specific appeal, etc.), you can enter a short source code here
Salutation	As you enter the name, the DDI Connect system will automatically populate the salutation field with your organization's default salutation. However, if you click the box to the right of the salutation field, you can establish a salutation format for this constituent.
Address	Enter the street address for this constituent
Country	The system default is to set the country as the United States. However, you can click the list icon to the right and select the country from the list of available countries
ZIP	Type in the ZIP code for the constituent. If you are not sure what it is, you can click the binoculars and launch the Postal Code finder utility
City	The City information will automatically populate when the ZIP code is entered. If more than one city is assigned to the ZIP, the system will prompt you to select the correct City
ST	The State information will automatically populate when you enter the ZIP code
County	The County will automatically populate when you enter the ZIP code. However, you can change the county by clicking on the drop down arrow and selecting from the available list
Region	If your organization is utilizing regions, that information will automatically populate when you enter the ZIP code. However, you can change the region by clicking on the drop down arrow and selecting from the available list
Community	If your organization is utilizing communities, that information will automatically populate when you enter the ZIP code. However, you can change the region by clicking on the drop down arrow and selecting from the available list
Phone	Enter the phone in this format: XXX-XXX-XXXX
Primary Address	If this box is selected, the system will default to this address as being the constituent's primary. Primary information is indicated in BOLD on the Contact tab
Residency	If you click the drop down, you will see that you have three options: Primary resident, non-primary resident and separate mailing. Primary residents receive all mailings by default. Non-primary residents do NOT receive mailings, and separate mailing indicates that this resident should always receive a separate mailing, even when the "combine residents" option is selected on extracts
Comment	This field allows you to enter a brief comment for this contact record. For example "Only available after 7 PM EST"
Dates	If you enter a date range here, the system will automatically only select this address within those dates. For example, if you are establishing a vacation address, you can enter a date range so that the system automatically uses the vacation address if mailings are being extracted within those dates

Click the Contact tab: