Organizations: Add/Edit/Share/Delete Address(es)

Organizations: Add/Edit/Share/Delete Address(es)

1. On the Organization Info tab of an organizational contact record (viewable while in edit mode), there are several address blocks, on the left hand side of the screen, in the Contact Address section.

   

   

2. Click the + button to the left of any collapsed/hidden block to open it up and see the data in it. Click the - button to the left of any expanded block to collapse it.

   

   

3. The address blocks are as follows:
   • Mailing Address - this is the address at which the contact wishes to receive mailed/hard copy communications.

     

     • This block is tied to the communications module (the address entered in the Mailing Address block is the one that will populate placeholders in the communications module and contacts MUST have a mailing address to be pulled into hard copy communications such as donation acknowledgements sent via mail, Letters sent via mail, etc.). See our tutorials on sending communications for more information.
     • This block is also the one that will show in the upper right hand corner of the screen when in View Contact mode and is the address that will show on the Search Results page, and is the address that is on the "Address" fields of the Contact and Contact with Contact Types tables in reporting (and in Advanced Search).
     • An address can be added to the Mailing Address block via online forms (event registration, membership form, online donation, etc.).
   • Billing Address - this is the address at which the contact wishes to receive requests for payment.

     

   • If there is a Mailing Address on file and the same address should be used for the Billing Address, check the Same as Mailing Address checkbox to indicate that the Billing Address is the same as the Mailing Address. The field will stay hidden/rolled up and the Mailing Address will be used for both fields. Otherwise, the Billing Address can be completed as usual/like any other address field by typing in the address.
     

     

     

   • Other Address - this block is used for addresses that are not any of the above address block types (mailing, billing, seasonal, or temporary address), including a work or home address that is not the mailing address.

     

     • Examples of uses for the Other Address block include: addresses for other departments or branches that are not the main organizational address or the mailing address or to store old/archived addresses (you may want to keep a record of the old/bad address so that no staff accidentally re-add it to the mailing address field. In this case, you might set Address Line 1 or 2 to "OLD ADDRESS - DO NOT USE" and then put the rest of the address in the appropriate fields so that you have a record of it).
     • You can have up to 10 Other Addresses. Click the + button underneath the last Other Address block to add a new/blank Other Address block.

       

       

     • Click the X in the upper right hand corner of any empty Other Address blocks numbered 2 or higher (to get rid of extra Other Address blocks).

       

     • The address in the Other Address block can be swapped for the address in the Mailing Address block using the Swap button.

       

4. Addresses can be added to contact records in several different ways:
   • By direct/manual input - a staff member opens the record in edit mode and enters the address manually
   • Via import - using the import utility for Individual and Organizational Contacts, Gifts, and/or Auction Purchases, addresses can be inputted and updated into contact records.
   • Via online forms (when checking out as an organization) - if users complete an online transaction, the purchaser/"registrant" must provide their Billing Address. They optionally have the ability to provide their Mailing Address.
   • Via online forms part 2 - company mailing address will be created by users completing the Organizational Information section of online event attendee registration forms and/or membership forms. PLEASE NOTE: any changes to the organization's address in the event attendee section of an event registration form will make a NEW address for the organization, rather than updating the existing address (that is, a second address will be created for the organization). See our tutorial about event registrations for more information.
   • Via Fundly Connect Sync
   • Via Fundly Pro Sync
5. When direct adding (inputting an address directly into a contact record) adding a new address, Address Line 1 and Zip Code are required. Both of those fields MUST be completed to save ANY address information.
   • Please Note: Only zip code is required when importing addresses. You can therefore, have addresses that were imported that contain only the zip code and no other information. But information that is entered directly into the system will require Address Line 1 and Zip Code.
   • For online forms, any fields being used by your duplicate prevention settings will also be required (if you are using City and State in duplicate prevention, for example, then those fields will become required in the Organization Information block if the user adds an Organization Name).
6. If the Country field is set to USA, then you will only have fields for Address Line 1 and Address Line 2. If the Country field is set to a country other than the U.S., then Address Line 3 and Address Line 4 will also show.

   

   

7. To add a new address:
   • For Mailing Address or Other Address, the address can be added on the Organization Info tab, but it can also be added from the the employee's Mailing Address or Other Address field when those fields are set to work address and/or from the employee's Work Info tab. See our Individual Contacts: Add/Edit/Share/Delete Address(es), Individual Contacts: Add Work Info, and Organizational Contacts: Add Employee Info tutorials for more information.
   • If this is a Billing Address, and there is already a Mailing Address on the record and the Billing Address and the Mailing Address are the same, simply check the Same as Mailing Address check box. Otherwise, follow the steps below.

     

   • If entering an address manually on the Organization Info tab, start by adding the street address to the Address Line 1 and/or Address Line 2 fields.

     

   • Next, enter the Zip Code.

     

   • If you have the entire 9-digit zip code, enter the extra four digits in the box to the right of the zip code field.
     

     

   • The City, State, and County will populate from the Zip Code.

     

   • You may have to select the City from the list of matching drop down options if more than one town/city uses shares a zip code.

     

     

8. When you are done, click the blue Save button in the lower right hand corner to save your changes.

   

9. If you have address verification turned on, after entering an address into the Mailing Address block, the address verification screen will pop up. Address verification checks the Mailing, Billing, Season, and Temporary Address blocks. See steps #11-17 of this tutorial: https://support.fundly.com/hc/en-us/articles/206136028-Manage-Duplicates-Prevent-Duplicates-Part-II-Hygiene-Rules)

   

10. If there is a primary contact for the organization, you will be given the option to share the address you entered to the primary contact's record as their mailing address (if they don't already have one on file) or as an Other Address (if they already have a mailing address). In the first screen shot below, Joyce has no mailing address, so we have the option to share either of the two addresses on file for the Organization as the Mailing Address. In the second screen shot, Joyce already had a mailing address on file so we only have the option to share the addresses to the Other Address block. In the third screen shot, after selecting to share one address to Joyce's mailing address block, we have the option to share the remaining address to Joyce's other address block.

    

     

    

    

11. You are also be able to associate an organization's Mailing Address or Other Address to any employee as their mailing or other address by navigating to the Employee Info tab and editing each employee.

    

    

    • There is no way to share the org address to employees in bulk/as a group. You will have to edit each record individually.
    • If the employee already has a Mailing Address, then you will only be able to share the Organization's Address(es) as an Other Address on the employee's record.

      

12. If any Organization's Address is shared to the employees, you will see a note on the record indicating this. Click on the number to see a list of employees who are sharing that address. If you update the address, it will update the work address on the individual contact records of all associated employees sharing that address.

    

    
13. To Delete an address, click the black X in the upper right hand corner of that address block. Keep in mind, if this is a home address shared with other members of the household, deleting the address from one contact record will delete the address from the the record's that share that address (if you are deleting the address because one or more people are leaving the household, follow our tutorial for splitting a household instead. During that process you can pick which person keeps the home address instead of erasing it from everyone's record).
    

    

14. To Update an Address:
    • For Billing Address:
      • If the "Same as Mailing Address" checkbox is checked and the new billing is same as the mailing, then update the mailing address and the billing address will automatically update.
      • If the "Same as Mailing Address" checkbox is checked but the new billing address is not the same as the mailing address, then uncheck the checkbox. The Billing Address fields will become available for editing and you can add a new Billing Address not tied to the Mailing Address.
    • For Mailing Address field:
      • This address block can be updated by an organization or individual filling out the Organization widget/block on an event registration form or a membership form. Any update to the address from there will create a NEW address in the Mailing Address block. The existing address will be moved to the Other Address field. It is not possible to update an existing address via the event registration form - the system will always create a new address when ANY edit/change is made to the address pre-populated to the form (for logged-in users).
      • When merging duplicates, you can select which mailing addres to keep. If you don't select either address, the mailing address on the record whose name you kept (the primary record) will be kept by default. See our tutorial on merging duplicates for more information.
    • For Mailing Address and Other Address fields:
      • Addresses can be added to these blocks from employee records when user opts to add a Work Address to the individual contact's record. Addresses on the org record cannot be edited from the employee record, however.
      • If the address is shared to employees, updating the address on the org record will automatically update the address for all employees sharing that address.