Knowledge Base Article

Add Constituent - Organization

Return To The Knowledge Base
A Constituent is any individual, household, or organization that is affiliated with your nonprofit. Board Members, Clients, Donors, Grant Applicants, Grantors, Leads, Material  Recipients, Members, Partners, Parents, Participants, Staff Members, Vendors and Volunteers are created as constituents, then assigned to a relationship group based on their interaction with your nonprofit. 
 
To get started, choose Constituents > Constituents (All) - from the Argenta dashboard on the left-hand side of the screen:
 
 
This will open all your organizations Active Constituents screen.  From here, select the "Add New" button:
 
 
This opens the "What type of Constituent would you like to create?" screen:
 
Select "An Organization" from here and the Constituent Workspace screen will open:
 
 
Here is where you will begin entering the details about your new organization. Please notice that there are 15 tabs of information on the Constituent Workspace. This article will cover each tab and field found here. Lets go tab-by-tab and field-by-field:
 
***It is important to note that only fields marked with astericks are mandatory! There are many fields of information that you are free to use or not use, based on your organizations needs.
 
1. Constituent Details tab:
 
 
This tab is where you will fill in the details about the new organization. The fields you can enter here are:
  1. Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  2. Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  3. Constituent Status - Select the appropriate status for this organization. Your options are: Active or Inactive.
  4. Do Not Solicit - Enter a checkmark here if this constituent wishes to be opted out of all your mailing lists. 
  5. Constituent VIP? - If this organization is a VIP then mark "Yes", if they are not, leave this as "No." This is a filter field and information only.
  6. Potential  Ambassador? - If this organization is a potential ambassador mark "Yes", if they are not leave it as "No." This is a filter field, information only, and does appear in a few reports.
  7. Chapter - If this organization is tied to a specific chapter within your organization, select it from the drop-down list. Remember expenses, funds, permissions, etc. can be tied to chapters for reporting and tracking.
  8. Division - If this organization is tied to a specific division within your organization, select it from the drop-down list.  Remember expenses, funds, permissions, etc. can be tied to division for reporting and tracking.
  9. Department - If this organization is tied to a specific department within your organization, select it from the drop-down list.  Remember expenses, funds, permissions, etc. can be tied to chapters for reporting and tracking.
  10. Acquisition Source - Select the acquisition source, the way in which you received this organization, from the drop-down list.  
  11. Organization Name - Enter the name of the organization here. This is a required field.
  12. Organization Type - Select the appropriate organization type from the drop-down list here. If an appropriate type is not listed you can add a new one by selecting the Add New  button.
  13. Primary Business Focus - Select the organizations primary business focus from the drop-down list here. If an appropriate business focus is not listed, you can add a new one by selecting the Add New  button.
  14. Federal Tax ID Number (EIN) - Enter the organizations federal tax ID number here.
  15. Year Established - Enter the year the organization was established here.
  16. Organization Size - Select the organizations size in terms of employees from the drop-down list.
  17. Constituent's Description - You can enter the organizations description here.
  18. Short Salutation - Enter a short salutation here. This is used for mail room items. When you choose to do a mailing list or email list, you can choose the salutation you want to go on the emails/letters. By entering a short salutation here, when you choose to send an item with this salutation, this is how the item will be addressed. ie. Empire Corp.
  19. Formal Salutation - Enter a formal salutation here. This is used for mail room items. When you choose to do a mailing list or email list, you can choose the salutation you want to go on the emails/letters. By entering a formal salutation here, when you choose to send an item with this salutation, this is how the item will be addressed. ie. The Empire Corporation.
  20.  Envelope Salutation - Enter an envelope salutation here. This is used for mail room items. When you choose to do a mailing list this is how the labels and list will be addressed. ie. The Empire Corporation.
Once these details have been entered, click the "Save All Changes" button to save your changes before moving on.
 
2. Addresses & Location tab:
 
 
 
This tab is where you will fill in the addresses for your new organization. The fields you can enter here are:
  1. Do Not Send Mail - Place a checkmark here if your organization does not want to receive mail from you. Anytime a US mailing list is created that this organization would be attached to, the organization will be removed from the list as they do not wish to receive mail.
  2. County - Select the county for this organization from the drop-down list. 
  3. District - If this organization is tied to a specific district, select it from the drop-down list. Remember expenses, funds, permissions, etc. can be tied to districts for reporting and tracking.
  4. Precinct - If this organization is tied to a specific precinct, select it from the drop-down list. Remember expenses, funds, permissions, etc. can be tied to precincts for reporting and tracking.
  5. Which Is The Physical Address - Select the physical address for your organization from the drop-down list. This list is tied to the address areas listed below. Whichever address area you use below for the organizations physical address, select the address area here, to set this as the organizations physical address. 
  6. Country of Residence - Select your organizations country of residence from the drop-down list.
  7. Mailing Address Line One - Enter the mailing address here. If you only need one line for the address, use just this field.
  8. Mailing Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
  9. Mailing Address Line Three - If you need an additional line to get the organizations full address in, use this third line. 
  10. City - Enter the organizations mailing city here.
  11. State - Select the organizations mailing state from the drop-down list.
  12. Postal Code - Enter the organizations mailing postal code here.
  13. Mailing Country - Select the organizations mailing country from the drop-down list.
  14. Alternative Format for International Addresses - If your organization has an international address, use this box to enter the international format or code here.
  15. Billing Address - New Address -Use this option to designate this address area as a new address for the organization. If this is a different address than the mailing or alternative, you will select this option. 
  16. Same As Mailing Address - Use this option to designate the billing address is the same as the mailing address that you entered above. 
  17. Same As Alternative Address - Use this option to designate the billing address is the same as the alternative address that you entered below. 
  18. Billing Address Line One - Enter the organizations billing address here. If you only need one line for the address, use just this field.
  19. Billing Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
  20. Billing Address Line Three - If you need an additional line to get the organizations full address in, use this third line.
  21. City - Enter the organizations billing city here. 
  22. State - Select the organizations billing state from the drop-down list.
  23. Postal Code - Enter the organizations billing postal code here.
  24. Billing Country - Select the organizations billing country from the drop-down list.
  25. Alternative Format for International Addresses - If your organization has an international address, use this box to enter the international format or code here.
  26. Shipping Address - New Address - Use this option to designate this address area as a new address for the organization. If this is a different address than the mailing, alternative or billing, you will select this option.
  27. Same As Mailing Address - Use this option to designate the shipping address is the same as the mailing address that you entered above.
  28. Same As Alternative Address - Use this option to designate the shipping address is the same as the alternative address that you entered below. 
  29. Same As Billing Address - Use this option to designate the shipping address is the same as the billing address that you entered above. 
  30. Shipping Address Line One - Enter the organizations billing address here. If you only need one line for the address, use just this field.
  31. Shipping Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
  32. Shipping Address Line Three - If you need an additional line to get the organizations full address in, use this third line.
  33. City - Enter the organizations shipping city here.
  34. State - Select the organizations shipping state from the drop-down list.
  35. Postal Code - Enter the organizations shipping postal code here.
  36. Shipping Country - Select the organizations shipping country from the drop-down list.
  37. Alternative Format for International Addresses - If your organization has an international address, use this box to enter the international format or code here.
  38. Alt. Address Line One - Enter the organizations alternative address here. If you need one line for the address, use just this field.
  39. Alt. Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
  40. Alt. Address Line Three - If you need an additional line to get the organizations full address in, use this third line.
  41. City - Enter the organizations alternative city here.
  42. State - Select the organizations alternative state from the drop-down list.
  43. Postal Code - Enter the organizations alternative postal code here.
  44. Alt. Address Country - Select the organizations alternative country from the drop-down list.
  45. Alternative Format for International Addresses - If your organization has an international address, use this box to enter the international format or code here.
Once these details have been entered, click the "Save All Changes" button to save your changes before moving on.
 
3. Contact Info tab:
 
 
This tab is where you will enter the new organizations contact information. Here you can enter these fields:
  1. Do Not Email - Place a checkmark in this box to ensure your organization will not receive any email communication from you. By selecting this, anytime you create an email distribution list that this organization would be on, the organization will be removed from the list as they do not wish to receive emails from you.
  2. Primary Email Address - Enter the organizations primary email address in this field.
  3. Secondary Email Address - If the organization has a second email, you can enter a secondary email here.
  4. Do Not Call - Place a checkmark in this box if your organization wishes not to receive phone calls from you. This marks the record as do not call and will come up as such on any constituent list you create.
  5. Cell Phone - Enter the organizations cell phone number here.
  6. Home Phone - Enter the organizations home phone number here.
  7. Work Phone - Enter the organizations work phone number here.
  8. Extension - Enter the extension for the work number here, if applicable.
  9. Cell Phone Provider - Select the organizations cell phone provider from the drop-down list.
  10. Other Phone - If the organization has another phone number, you can list that here.
  11. Fax Number - Enter the organizations fax number here.
  12. Do Not Text - Place a checkmark in this box if the organization wishes not to receive texts from you. By default, Argenta marks this box so that your organizations are opted out of receiving text messages. To allow text messages, simply unselect this box. It is important to note that by placing a checkmark in this box will not stop text messages from going to the organization if you choose to use the below field. It only removes them from a text messaging lists if created in the mail room. You guarantee that you are aware that, among other requirements, the TCPA and CTIA rules require prior express written consent from a consumer before you can send them marketing text messages and such consent must be unambiguous (i.e. the consumer must receive a clear and conspicuous legal disclosure). Furthermore, damages for each message sent in violation of the TCPA is $500 and can be $1500 if the violation is proven to be “willful and knowing.” If for any reason Devscape Software suspects that your constituents received text messages contrary to any governing rules, it reserves the right to request a written explanation from you, the client, including the method of collecting the constituent’s phone numbers and a guarantee signed by you that all the people on your subscriber list agreed to receive text messages from you of the type that you had sent. Devscape Software reserves the right to take any action it thinks appropriate in the case of non-compliance, including but not limited to cancellation of your account. 
  13. Send Constituent A Text Message - Use this, if you would like to send a text message to the organization. If you select the text, "Send Constituent A Text Message" the Send A Text Message box will open. Here you will enter the message you wish to text to the organization and click the "Send Text Message" button to send the message. This immediately texts your message to the organization. Even if your organization is marked as do not text, you will be able to send a message from this area to your organization. Please be respectful of your organizations wishes and see the above disclaimer about text messaging.
  14. Preferred Method of Contact - Select your organizations preferred method of contact here. 
  15. Preferred  Phone - Select your organizations preferred phone here.
  16. Best Time To Contact - You can enter the best time to contact the organization here.
Once all of these details have been entered, click the "Save All Changes" button before moving on.
 
4. Communication tab:
 
 
This tab is where you will enter the details about your new organizations communication preferences. Here you can enter these fields:
  1. Primary Website - Enter the organizations primary website here.
  2. Secondary Website - If the organization has a second website you can enter that here.
  3. Types of Communication This Constituent Would Like To Receive - Enter the types of communication your organization would like to receive from you here.
  4. Add A Social Media Account - You can add all of the organizations social media accounts here. Click the "Add A Social Media Account" button and a social media account will be added. From here you need to enter the social media platform and the profile URL/address for the new account. Make sure to click the Save  icon to save your account.
Once all of these details have been entered, click the "Save Changes" button before moving on.
 
5. Other Info tab:
 
 
This tab contains other information for the new organization. From here you can enter these fields:
  1. Denomination - Select a denomination for this organization, if applicable.
  2. Parking Instructions - Enter any parking instruction for the organization here.
Once this information has been entered, click the "Save All Changes" button before moving on. 
 
6. Organization Contact List tab:
 
 
On this tab you will see all the associated organizations that have been added to this organization. Please note that these are not constituents in Argenta. To add a new associated organization, click the "Add New" button. This opens the Contact Details panel:
 
 
From here you can enter these fields:
  1. Contact Name - Enter a contact name for this organization.
  2. Contact's Title/Position - Enter the contacts title or position for the organization here.
  3. Email Address - Enter the contacts email address here.
  4. Work Phone - Enter the work phone number for your contact here.
  5. Work Ext - Enter the work extension number here, if applicable.
  6. Cell Phone - Enter the cell phone number here for the contact.
Once these details have been entered click the Save  icon to save your changes.
  
7. Constituent Organization Member List tab:
 
 
This tab shows the constituents that are affiliated to this organization. A Constituent Member is anyone you want to connect to this organization, who has a separate constituent record. Adding Constituent Members connects their constituent record to this organization dynamically. To add a constituent to this organization, select the Lookup  icon, to search for and select the constituent you wish to add. Once selected, select the Add To Organization  icon to add the constituent.
 
8. Organization/Business Focus tab:
 
 
This tab shows the assigned focus categories for this organization. Here you can assign all the organizations focus areas by selecting focus areas (you can select as many as needed) from the drop-down list and then clicking the "Assign Selected Categories" button. This adds the focus areas to this organization on this tab.
  
9. Contact Log tab:
 
 
This tab shows you all the contacts you have logged for this organization. To add a new contact to this organization, click the "Add New" button. This opens the Add Contact Log Items screen. For help adding a new contact log item please see our other KB Article - Add Contact to Contact Log.
 
10. Engagement tab:
 
 
This tab shows you all the engagements logged for the organization. Because this is a brand-new organization, there are no engagements listed yet.
  
11. All Related Notes tab:
 
 
This tab shows you all the related notes that have been entered for this organization. You can add a new note by clicking the "Add New" button.  For help adding a related note to this organization please see our other KB Article - Add A Note To The Notes Section.
  
12. All Related Files tab:
 
 
This tab shows you the related files that are attached to this organization. You can add a new file by browsing or using the drag-and-drop box. For help adding a file to this organization please see our other KB article - Add Related Files.
  
13. Email Log tab:
 
 
This tab shows you all the emails that have been sent to this organization from the system. Because this is a brand-new organization there will be nothing shown on this tab, until you send a system-generated email to the organization.
  
14. Recognitions tab:
 
 
This tab shows you the organizations' recognitions and awards. You can add a recognition or award to this organization by selecting the "Add New" button. This opens the Assign Recognition To Constituent panel:
 
 
From here you will enter a date for the award/recognition. You can manually type in a date or use the calendar selector. Next, click the Lookup icon to search for and select an award/recognition to assign to this organization. Lastly, click the "Assign" button to assign the award/recognition to the organization. Your new award/recognition will be listed in this tab.
  
15. Record Permissions tab:
 

This tab controls the record permissions for the organizations record.

15. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.

15. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.