How to Add an Organization Using Quick Add Organization

Quick Add Organization allows you to easily add an organization when you have limited information. Using the Quick Add form, you can add an organization with one name, one address, three phone numbers, one email address, notes, and organization attributes and tags.

Adding an organization using Quick Add in no way limits your ability to add additional names, addresses, and other details to the organization at a later time.

You access the Quick Add Organization screen from the Quick Add section of the Navigator by clicking on Organization. You can go to the Advanced Add organization screen from the Quick Add screen by clicking on Advanced Add.

To add an organization using Quick Add, do the following:

Search

1. Enter organization name or the last name or email address of someone in the organization and press enter.
   1. Before adding a new organization, you first search the list to make sure the name does not already exist in your data.
2. If any matching names are found, a list of potential duplicates appears. Scan this list to see if the organization name is there.
   1. You can choose to do one of the following:
      1. If you want to continue adding a new organization, click on the Quick Add Organization button at the bottom of the list.
      2. If you want to view more details about one of the organizations or names in the list, double click on the name.
      3. If you want to skip adding the organization, click on the X in the upper right hand corner of the screen to close it.
3. If no matching names are found, the Quick Add Organization screen appears.

Step 1 - Add Organization Attributes

1. Enter the name of the organization.
   1. A sort key is created for you. This is used when you wish to sort your households and organizations in alphabetical order. You can change the sort key if you wish this organization to appear someplace else in the list.
   2. The following list includes the additional fields that are available for defining organization attributes. As noted above, these may be in a different order, they may not all be present, and there may be additional user-defined fields that are unique to your organization.
      1. Type - this indicates the Type of this organization, for example, a corporation, club or foundation. This list of options for organization Type is created in the Admin tab.
      2. Source - the Source code indicates how this name was acquired, for example from someone responding to a direct mail piece or from a list of friends supplied by a board member. This information can be used to track the best source of new prospects. The list of Source codes is created in the Admin tab.
      3. Do Not Solicit - if this organization should not be included in solicitations, check the Do Not Solicit box.
      4. Do Not Mail - if this organization should not receive any mailings, check this box.
      5. Do Not Phone - if this organization should not receive any phone calls, check this box.
      6. Do Not Email - if this organization should not receive any email, check this box.
      7. Web Site - if this organization has a website, you can add it here.
      8. Mailing Method - indicate if the organization prefers to hear from you by email or by regular mail.
      9. Make Gifts Anonymous - if gifts from this organization are generally anonymous, check this box.
      10. Notes - the notes box provides unlimited space to enter comments about this organization. This field should be used for short, overview notes. For more complicated notes added over time, you should consider adding notes to the Notes tab rather than here.

Step 2 - Add an Address

Fill in the address fields to add an address to the organization.

It is assumed that this is an organization address, belonging to all names in the organization.

Step 3 - Add Phones

You can add up to three phone numbers to an organization. If you need to add additional phones or more information about these phones, you can switch to Advanced Add or you can save the organization and edit it from the Bio tab.

Fill in the phone fields to add a phone to the organization.

Step 4 - Add Email

You can add one email addresses to an organization using Quick Add. You can add additional email addresses by switching to Advanced Add or you can save the organization and edit it from the Bio tab.

1. Enter the email address to add an email address to the organization.

Step 5 - Add Tags

From here you can add any number of organization tags and mailing tags to this organization. If you want to add tags to the contact name, you can use Advanced Add or edit the organization from the Bio tab.

Step 6 - Add a Contact Name

1. Select a Prefix. The list of available prefixes is defined in the Admin tab.
2. Enter the person's first, middle and last names.
3. If the person's name has a suffix, like "Jr.", enter that.
4. Select a display name for this person.
   1. A default display name is selected for you, based on the preference that has been set for your organization by your administrator. You can select a different display name from the list.
5. Select a salutation for this person. The salutation is used in a letter, after "Dear".
   1. A default salutation is selected for you, based on the preference that has been set for your organization by your administrator. You can select a different salutation from the list.
   2. The following list includes the additional fields that are available. As noted above, these may be in a different order, they may not all be present, and there may be additional user-defined fields that are unique to your organization.
      1. Nick Name - nick names can be added just for reference. They are also included in the list of potential salutations for mailings.
      2. AKA - this might be a maiden name or a prior name that can be used to search for this person.
      3. Job Title - in addition to adding this as an important piece of information about this person, you can choose to have this included in an office address.
      4. Company/Division - the division within the organization for this contact person, if any. This can be included in the mailing address for this person at this organization.
      5. Birth Date - the person's birthday can be used to send birthday greetings.
      6. Gender - if you know the person's gender, you can add it.
      7. Is Solicitor - if this person is a volunteer solicitor for your fund raising efforts, check this box.
      8. Make Gifts Anonymous - if gifts from this person are generally anonymous, check this box.

Step 7 - Save

Click on Save to save this organization.