Adding New Constituent
Contents
Overview of NA100UPD
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 and edit/update existing records. NOTE: You must have the appropriate security for the function NAUPD in order to add new constituents to the system.
Adding a New Constituent
Name/Address Tab
From the DDI-Connect main menu, do the following:
- Double-click Name/Address
- Double-click Name/Address entry. You will see this screen:
- Click the New button on the toolbar. You will receive this popup:
- 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
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:
On this screen, you can add multiple contact methods for this constituent. DDI-Connect does not limit the number of contacts attached to a constituent. However, it will only allow you to add one item per type. So, for example, you can add home, work and mobile phone numbers; home, work and vacation addresses; and any other contact information you have for this individual, but it will not allow you to list more than one home email address.
To add a new contact, click the appropriate icon for the type of information you are adding:
| Icon | Description |
|---|---|
 |
Add a new mailing address, such as work, vacation, etc. |
 |
Add a new email address |
 |
Add a new telephone number |
 |
Add a new web address |
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Add a new personal contact, such as church leader. You would not want to use this method for tracking constituents whose information you track in your organization's database - for that, you'd want to add a new constituent and link them using a relationship code |
 |
Add a miscellaneous contact type, such as a mailing address or anything else you have defined as being a miscellaneous contact type |
Your organization can define contact types within Name/Address setup. For more information on how to set those up, please reference the page: Contact Info Type Setup
Personal Tab
Click the Personal tab. You will see this screen:
On this tab, you can enter the following information:
| Field | Description |
|---|---|
| Birth Date | This field will allow you to enter a birthdate in either mm/dd or mm/dd/yyyy format. You can also click the calendar icon to select the birthdate from a calendar |
| Age Range | If you are unsure of the birthday, you can enter an approximate age range for this constituent. If you did enter a birthdate in the mm/dd/yyyy format, notice that the system has automatically populated the age range. Each year, the age range will automatically increase 1 year. For example, if you enter 40-50, next year the system will show 41-51 |
| Deceased | If this constituent is deceased and you know the date that they passed, you can enter that here. Again, the field will accept either a mm/dd or a mm/dd/yyyy format. Please note that entering a date in the Deceased field will automatically add an AI code of "DEAD" to the constituent record (or another AI code as designated by you) and will also mark the constituent as deleted unless your organization opted not to use that feature. For information on configuring your Name/Address System Settings, reference this page: Name/Address System Settings |
| Marriage Date | As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format |
| Divorce Date | As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format |
| Prospect | If you wish to record the date that this constituent became a prospect, you can do that here. As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format |
| Marital Status | Click the drop down to select the marital status, if known |
| Nickname | If the constituent has a "preferred name", you would enter it here. Whenever you opt to use an informal salutation for mailings, the nickname is the name that will be used. For example, if the constituent's name is Tabitha but prefers to be called Tabby, you would enter "Tabby" in the Nickname field. All informal mailings sent to her would address her as Tabby rather than Tabitha. |
| Denomination | If this constituent has indicated that they are a member of a particular denomination, you can select that here. If they have selected a denomination that is not in the list, your organization can add the denomination to your codes list. For information on how to do that, reference this page: Denomination Code Setup |
| Ethnicity | If the constituent has indicated a particular ethnicity, you can click the drop down to select it from the available list. If their indicated ethnicity is not on the list, you can add it to the codes list. For information on how to do so, reference this page: Ethnicity Code Setup |
Professional Tab
Click the Professional tab. You will see this screen:
You have the following fields available to you on the Professional tab:
| Field | Description |
|---|---|
| Profession | Click the drop down arrow to select the constituent's profession. Your organization can add professions to this list by modifying the code set. For information on how to do so, please reference this page: Profession Code Setup |
| XXX Employee | This box will show your organization code, rather than DEMO. If checked, it indicates that the constituent is an employee of your organization |
| Income Level | Click the drop down arrow to select the constituent's income level. Your organization can add to this list by modifying the code set. For information on how to do so, please reference this page: Income Level Setup |
| First Employed | Enter the date that the employee was first employed |
| Employer | Enter the employer name, if known |
| Position | Enter the position title, if known |
| Start | Enter the start date for this position, if known |
| End | Enter the end date of this position, if known |
Clergy Tab
Click the Clergy tab. You will see this screen:
On this screen, you have the following fields available to you:
| Field | Description |
|---|---|
| Clergy Type | Click the drop down arrow to the right of the field to select the clergy type. If you wish to add a type that is not present in the list, your organization can modify the code set. For information on how to do this, please reference this page: Clergy Type Setup |
| Clergy Status | Click the drop down arrow to the right of the field to select the clergy status. If you wish to add a status that is not present in the list, your organization can modify the code set. For information on how to do this, please reference this page: Clergy Status Setup |
| Ordained | If you know the date of the constituent's ordination (if applicable), you can enter it here |
| Place of Ordination | If you know the place of ordination, you can enter it here |
Education Tab
Click the Education tab. You will see this screen:
First, click the drop down arrow next to the education field and select the education level. If you wish to add an education level that is not in this list, your organization can add to that list by modifying the code set. For information on how to do this, reference this page: Education Level Setup
Once you have selected an education level, click the menu button:
Select New education record. This screen will appear:
You have these fields available to you on this screen:
| Field | Description |
|---|---|
| Start Date | If known, you can enter the start date for this particular record. You can enter it in a mm/dd or mm/dd/yyyy format |
| End Date | If known, you can enter the end date for this particular record. You can enter it in a mm/dd or mm/dd/yyyy format |
| School | Click the drop down arrow to select the school. Your organization can add to the list by modifying the code set. For information on how to do this, reference this page: School Code Setup |
| Degree | Click the drop down arrow to select the degree achieved. Your organization can add to the list by modifying the code set. For information on how to do this, reference this page: Degree Code Setup |
When you have added the information, click OK. You can repeat this process as often as you like - there is no limit to the number of education records you can add to a constituent.
Alt ID Tab
Click the Alt ID tab. You will see this screen:
The Alternate ID tab is used to store ID numbers for this constituent, such as their account number from your previous system, etc. If there is an ID that your organization is accustomed to using to search for this constituent, you can enter it here. That way, when doing inquiries for the constituent, if someone happens to use the old ID number, they will still locate the record.
To add a new ID to the record, click the Add button. this activates the Type and Alt ID fields. Click the drop down next to the Type field to select from a list of alternate ID types. If the type you are adding is not on this list, your organization can modify the code set. For information on how to modify the list, reference this page: Alternate ID Type Setup
After selecting the type, enter the Alt ID and click OK. This will add the ID to the screen:
You can now edit or delete existing IDs, or add another.
DBA Tab
Click the DBA (Doing Business As) tab. You will see this screen:
This screen allows you to add "Doing Business As" records to a constituent. For example, if you are adding an organization that has recently changed its name, you might wish to add the former name as a "Doing Business As" record. That way, when your users search for this constituent record, if they search under either the new name or the old, the record will appear.
To add a new record, click the Add button. This activates the fields for editing.
| Field | Description |
|---|---|
| DBA | Enter the DBA name |
| Start | Enter the date that the DBA name was first used |
| Last Used | Enter the date that the DBA name was last used, if known |
You can add as many DBA records to a constituent as you wish.
When you have finished adding all of the information that you have for a constituent, click the Save button to retain the changes.
Status Tab
The Status tab allows you to view a high level overview of any accounts that the constituent may be linked to. If you click the Status tab, you will see a screen similar to this one:
If you wish to view any information in more detail, click the linked module. For example, if you were to click Investments in the above example, you would see this screen:
To drill down into a specific investment, double-click the record. This will launch the Investment Inquiry screen.
To return to the constituent record, click Exit until you are returned to the Status tab.
Relationships Tab
The Relationships tab allows you to view all relationships that a constituent has, from committee membership to linked constituents. Click the Relationships tab:
If you wish to view the constituent record for any of the listed relationships, you can double-click the record. This will launch that Name/Address record. When you have finished viewing, click Exit to return to the Relationships tab.
Memos Tab
Click the Memos tab. This screen allows you to add and edit memos to the constituent record.
Processes Button
If you click the Processes button, the Add/Maintain Process screen will appear. When you have finished working with processes, click Exit to return to the constituent record.
Accounts Button
If you click the Accounts button, the Accounts Inquiry screen will appear.
View Button
If you click the View button on the toolbar, you will see the following options:
View Mailing History
The Mailing History screen allows you to view all appeals that a constituent has received. To view from the constituent record, click View and select Mailing History. You will see a screen similar to this one:
This screen lists the date that the mailing was sent, the contact type, the record type, the record ID (meaning, the record in the batch), and the notes, if any, on the mailing (usually the appeal/mailing description). When you have finished viewing the information, click Exit to return to the Constituent screen.
View Edit History
If you click View and select Edit History, you will see the Edit History screen for this record.
View Merge History
When you click View and select Merge History, you will see a screen similar to this one:
If you click the Limit history to date of merge and then click the "Merged To" edit history, it will launch the Edit History screen showing only the "merge to" transactions. If you click Exit, it returns you to the merge history screen. If you click "Merged From" edit history, it again launches the Edit History screen, this time listing only the merged from transactions.
When you are finished viewing the merge history, click Exit to return to the constituent record.
View MailMerge History
If you click View and select MailMerge History, the system will launch the Merge Record Inquiry screen.
When you have finished viewing the history, click Exit to return to the constituent record.
View NA Web Access
If your organization utilizes the Online CEF product, this function will launch the NA Web Access screen. When you have finished on the screen, click Exit to return to the constituent record.
View Yearbook
If your organization utilizes the Yearbook module, clicking View and selecting Yearbook will launch the Yearbook information screen for this constituent. When you have finished viewing the information, click Exit to return to the constituent screen.
Actions button
When you click the Actions button, you will see these options:
Switch to this constituent
If you highlight a name in the Constituent Window and click Actions --> Switch to this Constituent, the system will launch their Constituent record in View mode.
Merge
If you click the Actions button and select Merge, the system will launch the Merge functionality
Check for duplicates
If you click Actions and select Check for duplicates, the system will check to see if there are potential duplicates that already exist in the system. If there are, you will see a message like this:
You have the option of merging the duplicates, or clicking cancel to ignore.
Split Constituent
If you have constituents with a shared record (for example, a husband/wife who are on one record, rather than their own records), you can perform a split to separate them into two records. If you click Actions and select Split constituent, the Split Constituent screen will appear.
Change Account Type
The change account type is useful in instances where an account is incorrectly created as a church when it is an organization, and other such scenarios. To change the account, click Actions and select Change Account Type. You will see this screen:
Select the new account type and click OK. The record will be updated with the new account type, and the screens will change to reflect the new type.
New Relationship
To add a new relationship to this constituent, click Actions and select New relationship. The New Relationship screen will appear:
In the Constituent field, type the PIN of the person you wish to add as a relationship to this record. You can also click the search icon to launch Name/Address Inquiry.
In the Relationship field, click the drop down arrow to select the relationship code you wish to use.
When you have entered the information, click OK. The constituent will be added as a linked record in the Constituent Window:
Edit Relationship
If you need to edit an existing relationship, click once on the record that you wish to edit and then click Actions and select Edit Relationship:
The Edit Relationship box will appear:
The only option you have on this screen is to modify the relationship code. To change it, you can type the new code or click the drop down arrow to select from a list of active relationship codes in the system. When you have selected the new code, click OK to save the changes.
Remove Relationship
To remove a linked relationship, click once on the record you wish to remove as a link, click Actions on the toolbar and select Remove relationship. This does NOT delete the record, it simply removes the link. You will see this message:
If you wish to proceed, click Yes. The relationship code is removed in the constituent window:
When you close the constituent screen and open it back up, the formerly linked constituent will no longer appear in the constituent window.
Options Button
When you click the Options button on the toolbar, it will launch the Name/Address Entry Options screen:
The following options are available on this screen:
| Field | Description |
|---|---|
| Field order for individuals | You can select how you wish the field order to appear in data entry, with regard to the name fields |
| View full Contact types in contact window | If this is selected, the Contact tab will display the full code (i.e., "Home", "Work", "Church") rather than just the code ("H", "W", "C") |
| Include codes in drop-down lists | If this is selected, both the code and description will appear in drop down lists (such as relationship). If it is not selected, only the description will appear |
| Show PINS with leading zeros | If selected, the PIN will show with leading zeros |
| Include spouses in salutations (viewing only) | If selected, the Salutation field on the Name/Address tab will include spouse name, if applicable |
Modifying Salutation Format
If you wish to modify the way the constituent's salutation appears on the screen, click Edit to activate the fields for modification. There will be a button with three dots to the right of the Salutation field:
Click that button. This will launch the Salutation Formatting box:
You can select a pre-defined format, or choose to enter your own text. When you have made your selection, click OK to return to the constituent record.
Formatting Name
To format the way that the name appears on the constituent record, click Edit to activate the fields for editing. There will be a button with three dots to the right of the name at the top of the record:
Click the button. This will launch the Name Formatting box:
Select the way you wish to have the name appear. When you have made your selections, click OK to return to the constituent record.
Adding/Editing an Address
To edit an address linked to the constituent, click the appropriate tab (i.e., Home, Work, etc.) and click Edit to make your changes. This activates the tab for editing:
When you have finished making the changes, click Save.
NOTE: If the constituent record is linked to an Account, and you ADD a new address and mark it as primary, you will see the following popup:
This allows you to select the options for updating the address on the account (and any linked accounts) associated with this constituent record. Select the option you wish to use and click Save. The system will update the account(s) as indicated by your selection.
When you have finished making any changes that you wish to make, click OK.
