Contact Records Part I: Viewing Contact Records

Contact Records Part I: Viewing Contact Records 

1. There are two types of contact records: Individual Contact and Organizational Contact
2. Contact records can be viewed by clicking on the contact name from the search results screen OR by clicking view contact while editing a contact OR by using Direct Search (if you last viewed a contact record, direct search will take you to view contact. If you last edited a contact record, Direct Search will take you into Edit Contact, from which you can then view contact).

3. If an image/picture is uploaded for the contact, it will display to the left of the contact’s name. If not, a placeholder/blank image will display. For individual contacts, if gender is specified, then a female silhouette will show if gender is female and a male silhouette if the gender is male. For organizations, the default image is a building. 

4. Below the contact name will display the Contact ID – this is a unique identifier assigned by CRM. You can use this ID to search for contacts in Quick Search and Full Search and use this ID for duplicate prevention when importing records.

5. Last Modified Date will show as:
   • Online if through public website as a guest or through Fundly Connect or Fundly Pro sync
   • User Name if through a CRM user
   • Contact’s public profile user name if the contact has logged into their public profile and updated information via your website.

6. For individual contacts, Spouse/Partner will show below user name. All other relationships show on the Relationships drop down (not applicable to organization contacts).

7. Crucial Information is information relevant to the health, welfare, and safety of the contact or your staff. It will show up as a green flag next to the contact’s name if any is entered on the contact’s record. Hovering over the flag will reveal the details.

8. If contact is in household with other contacts, they will have a yellow banner indicating they are sharing contact information (not applicable to organizations).

9. In addition, they will have the Household View Clicking this will take you into a “roll up” view that will show information for the entire household/all contacts in the household together.

 

10. The Personal Info (for individuals)/Organization Info (for organizations) drop down displays some of the contact’s demographic/basic information. Additional information can be seen on the Additional Info tab below Tags.

11. Contact Types will show up to the right of the Relationships (for individuals) / Organization Info (for organizations) drop down. Hovering over a contact type will reveal the contact type’s names/details. Please Note: the Member and Donor contact types will still show on a contact record (if previously assigned to that contact) even if you have the Membership and/or Fundraising modules turned off.

12. PRIMARY phone number, PRIMARY email address, and PRIMARY phone will display in the upper right hand corner. All other emails, phones, and addresses will display in the first window/module in the lower left (below Tags).

13. Email addresses will display:
    • a green check mark and the word verified (if you hover it) if you have successfully send the contact an email via CRM
    • a red X (and the word bad if you hover over it) if you have attempted to send the contact an email through the system but the email was undeliverable. Additionally, the reason the email is marked as bad will display in the Email & Phone area (see this tutorial for more information on bad email statuses)
    • a gray check mark (and the word unverified) if you have never attempted to send the contact email through the system.

14. The contact’s Ledger Balance will display in the upper right. It will be red and show a negative balance if the contact owes money. It will be green and display $0 if no money is owed. It will be green a display a positive balance if the contact has a credit on their account. Please Note: the ledger balance updates OVERNIGHT.

15. Clicking the Ledger Balance will take you into a two-column ledger. You can edit and delete credits from here.

16. The Financial Details tab shows details of PAID financial transactions; the Giving Details tab shows just financial transactions related to donations/gifts (this is a sub-set of the financial details tab). Click the View All button at the bottom of either tab to see all transactions.

17. Please Note: Unpaid pledges will not show on the Financial Details or Giving Details tabs. You can see unpaid pledges in the Pledge Details window. Also, soft credit donors will not have an entry on their Giving Details or Financial Details tabs. Instead, their donations will show in the Soft Credit window.

18. Recurring Donations WILL show on Giving Details and Financial Details. They also have a separate window for managing them.

19. While viewing the Financial Details tab, you can manage stored credit cards and receive payment for any outstanding balance. While on the Giving Details Tab, you can add gifts/donations.

20. Below the Financial Details you will find the Donor Search Wealth Profile (third-party integration) data. If you have run a Donor Search search on your contacts, the information will populate here. If not, you will see only placeholder data.

21. Tags display below the Wealth Profile. There are two types of Tags – regular tags that are manually entered by staff and Smart Tags, which are rules the user gives the system for when it should automatically apply or remove a tag to a contact record. Smart Tags will have a green bar on them and will display the rule used to apply the tag to the record when the user hovers over the tag.

22. Communication Preferences also display below the Donor Search Wealth Profile information. No contact can be sent an email through CRM if their communication preference for Send Email is set to No or Not Set; it must be set to Yes for the contact to receive any kind of email communication including donation acknowledgements, newsletters, event notifications, etc.

23. Hovering over the Newsletter Categories will show you which newsletter lists the contact is subscribed to and any unsubscribe information. Unsubscribed by will show:
    
    • MailChimp if unsubscribed by user/contact via MailChimp (only applicable if you have integrated your CRM with MailChimp)
    • Contact's name if unsubscribed via a newsletter sent via CRM (by clicking the unsubscribe link at the bottom of the newsletter)
    • Staff member user name if unsubscribed directly in CRM by a staff member
    • "System" when unsubscribed due a spam complaint from SendGrid our bulk email provider (either contact marked your email as spam or contact's email provider flagged your email as spam).

24. Special Comments will display any comments entered directing into the special comment field on the contact record AND any comments entered on tasks and interactions. Users can enter special comments from here or while editing a contact record.

25. If viewing an individual contact, there will be a tab for Work Info, which displays all work/employment history for the contact. If viewing an organizational contact, there will be a tab for Organization Contacts, which will display info on all individual contacts associated with the org as employees.

26. The Additional Info tab displays additional demographic information and any documents that have been uploaded to the contact record (such as copies of intake applications, drivers’ licenses, etc.).

27. All items detailed above are in fixed locations that cannot be changed by the user. All modules/windows after this are set by the user. Which modules you see after this and the order in which they are arranged is up to you. You can use the Layout Configuration button to turn off any of the other modules that you do not wish to see and/or to change the order in which the remaining modules are displayed (drag and drop items in the panel on the right to change the display order). Any changes made to the Layout Configuration of one individual contact record changes the layout in all Individual Contact records – but just for YOUR login (so that each staff member may configure the layout to their own needs). Organizational Contacts and Household View also have their own set of layout configuration options.

28. The Event History module will display event attendee data (attendance status). To see Event Registrant/Registration data, view the Engagement History module.

29. The Engagement History module displays a record of all engagement with the contact: event registrations, memberships, donations, tasks and interactions, and communications sent to the contact.

    

30. Clicking the magnifying glass next to any item in the Engagement History will bring up the details of the item. If you click the magnifying glass next to a sent communication will include the Received Date. If this field is blank, the communication was not received by the recipient.

    

    

    

31. The Stage of Development module is for tracking the phases of pipeline development for donors, though it can be used for tracking other types of pipelines such as sales, supports, board members, mentors, etc.

31. Volunteer Information synced over from the Fundly Connect volunteer management system will show in the Fundly Connect Information

32. The Action button in the lower right can be used to merge this record into another record or to delete it.

33. To merge the record into another, select Merge.

34. Select Auto to automatically merge this record into any other record(s) that match it based on your current duplicate prevention settings. Select Manual if you wish to pick which record to merge this one into.

35. If manually merging, select the contact name(s) that you wish to merge this record into. Individual and Organizational contacts cannot be merged together. Records can also be merged from the contact search results/index screen and from the Manage Duplicates area. For more details, see our tutorials on merging duplicates.

 

36. After selecting Auto or Manual and then adding names, click Merge Contact.

37. To delete the contact record, select Delete. You cannot delete a contact record that has financial transactions on its record. You would need to first delete all invoices associated with the contact.

38. To edit a contact record, click the blue Edit button in the lower right hand corner.