Individual

An Individual Notebook stores information for an individual in your database. Organization Notebooks track data pertaining to companies and businesses in your database. Individuals and organizations can be linked in ClearVantage, allowing you to track not only a person or organization, but the relationship between the two.

Add an Individual

Always verify the individual you wish to add to ClearVantage is not already in the database – duplicate entries can happen if you are not careful. Use the search bar on the Individual List to verify the individual is not yet in the system before adding a new individual. Conduct a broad search using as few criteria as possible to help you find if a record already exists. For example, you will not find a record for Robert Smith if the existing record lists Bob Smith. Search by Smith and look through the records that result. If there are too many Smiths to review, add another broad criterion to your search such as State.

If the individual is not in the database and there are no other individuals who match your search criteria, you are now ready to add a new individual into the database.

To add an individual:

1. Click Add Individual under the Activities Panel on the right of the individual list.

   

2. A new, blank Individual Notebook opens.

   

3. Complete the information on the Profile tab in the Individual Notebook. We also recommend tracking the following fields for higher quality of data:

   • First Name, Last Name: Enter the First Name and Last Name for the individual. These are required fields.

   • Member: Select the Member or NonMember radio button. This is what determines whether someone gets any member-only functionality.

   • Member Type: These values are specific to the configuration of your database. Common values include Member, NonMember, Student, Senior Member, and Emeritus. This list is set in a reference table and can be modified by a System Administrator.

   • Contact Preference: Select the individual’s preferred method of contact. Common values include Any Contact, Phone, Email and No Contact. This list is set in a reference table and can be modified by a System Administrator.

   • Prefix: Select the prefix to be used for the individual. This list is set in a reference table and can be modified by a System Administrator.

   • Address Type, Alt Address Type: Select the address type for the specified address. If the address type is set to Work, the Organization Name appear on mailing labels. If the address type is set to “Home”, the Organization Name does not print on mailing labels. The first address is always the primary address, and the second address is always the secondary address, regardless of the address type.

   • Street Address: Enter the first line of the address.

   • Suite: Enter the second line of the address. Note that if you want to have the word “Suite” to appear in the address, you must enter it in the field.

   • City: Enter the city in the city field. This is an open text field.

   • State: Select the U.S. state or Canadian province from the dropdown. This list is set in a reference table and can be modified by a System Administrator.

   • Zip: Enter the zip or postal code for the address.

   • Work, Home, and Mobile Phones: Enter the phone numbers into these fields.

   • Email, Alt Email: Enter a single email address into each field.

   • No Mail, No Email, No Sell, No Call, No Fax flags: Check the contact preferences for the individual.

4. To save the individual in the database, click the Save bottom in the bottom right corner of the Individual Notebook.

5. If you have not competed a required field, an Alert window pops up, and incomplete required fields are underlined in red.

   

6. Once the Notebook saves, the following fields may automatically populate depending on your configuration:

   • Indiv. ID: This is generally used as the member number and each record is automatically assigned a unique number.

   • Long Salutation: When a record is created, the application automatically populates the Long Salutation as “Dear [[PREFIX]] [[LASTNAME]]”. This can be manually changed or configured for a different format.

   • Search Key: This is the field used for the Name Find searching. It is populated with the last name followed by the first initial with no spaces.

   • Web ID: This is the username that a customer can use to log into the website. Depending on your configuration, this may automatically populate with the default username format. Often this is the primary email address or Individual ID.

   • Web Password: This is the password that a customer can use to log into the website. Depending on your configuration, this may automatically populate with the default password.

   • Entered By, Entered On: These fields are populated to track who entered the record and when it was entered.

Link an Individual to an Organization

From the Individual Notebook:

1. Click on the Profile tab.

2. Click on the Search Organizations button.

   

3. The Search Organization window opens.

   

4. Use the available fields to search for the organization you would like to link to the individual. Then, click Search Organization at the bottom of the window.

5. Select the desired organization from the Results on the right and click Select Organization at the bottom right of the window.

   

6. When the Select Organization window opens, check the information you would like to copy over from the organization’s notebook to the individual’s profile and click Ok. If you did not select the correct organization, simply click Cancel.

   Note

   The “Additional fields” section will vary depending on your configuration.

   

7. To save the change, click the Save button in the bottom right corner of the Individual Notebook. You can then close the Notebook.

Individual History Tabs

In general, contact and membership information for an individual is stored on the Profile tab in the Individual Notebook. The following history tabs can be used to track additional information on an Individual Notebook.

Tabs can be added, removed, or reordered by a System Administrator and saved to the user role.

• Action Items: Displays action items linked to the individual.

  • You can add a new action item by clicking the Action button under Activities on the Activity Panel to the right of the tab.

  • Edit an existing action item by click its Action Num, the first column by default.

• Relationships: Displays the relationships between the individual and other individuals and organizations in CV Online. You can add a new relationship record by pressing the New Relationship button.

• Certifications: Displays certification which are linked to the individual.

• Master Certifications: Displays master certification records which are linked to the individual.

• Invoices: Displays all invoices where the individual is the Payee or the Ship To recipient.

• Payments: Displays all payments made by the individual.

• Products: Displays all products purchased by or shipped to the individual.

• Events: Displays various ways in which the individual is connected to an event.

  • Both active and cancelled registrations appear on the Registrations subtab.

• Committees: Displays committees to which the individual has been linked.

  • By default, only Active records display.

  • The radio buttons on the tab filter for records where the status on the individual’s committee record is Active, Inactive, Nominated, or displays All records.

• Documents: Displays documents that have been linked to the individual.

  • You can add a new document by pressing the Add Record button.

  • Edit an existing document by selecting the document and pressing the Edit Record button.

• Advertising: Displays advertising insertion orders placed by the individual.

• Campaigns: Displays marketing appeals to which the individual is linked.

• Surveys: Displays survey responses entered by the individual.

• Dues/Subs/Dons: Displays membership dues records, subscription records, and donation records for the individual.

  • By default, all membership dues records display.

• Bills Due: Displays bills that the individual owes.

• Opportunities: Displays opportunity records linked to this individual. You can add a new opportunity by pressing the Add Record button or edit an existing opportunity by selecting the opportunity and pressing the Edit Record button.

• More UDF: Displays custom fields which are configured per client.

Managing Relationships

Individuals can be attached to a single organization using the Organization CD on the Profile tab of the Individual Notebook. In situations where you need to track a relationship between an individual and multiple organizations or between individuals, you can create multiple reciprocal records on the Relationships tab. The available relationship types and the reciprocal values are created in the Relationship reference table.

To track relationships for an individual:

1. Open the Individual Notebook to the Relationships tab.

   

2. Click the Add Record button to open the Edit Relationship window.

3. Select either the Individual or Organization radio button to indicate whether you are creating a relationship to an individual or an organization record.

4. Search for and select the record you want to create a relationship to and press the “Select…” button to return to the Edit Relationship window.

5. If appropriate, complete the following fields for the relationship:

   1. Relationship: Enter the type of relationship.

   2. Start Date: Enter a Start Date for the relationship.

   3. End Date: Enter an End Date for the relationship.

   4. Comment: Enter any comments about the relationship.

6. Click the Add Record button to save and close the Edit Relationship window. A reciprocal relationship record is created in the Notebook you selected.

Note

Changes made to the reciprocal relationship will not automatically update the initial relationship. Please reach out to your support analyst if you have any questions.

Linking Documents

Documents can be linked to Individual Records and the documents appear on the Documents history tab.

To link a document to an Individual Record:

1. Navigate to the Documents tab in the Individual Notebook.

   

2. Click the Add Record button to open a Document Record window.

   

3. Enter the following fields to track information about the document.

   1. Owner Type: The Owner Type of “I”, for “individual”, automatically populates.

   2. Owner ID: The Indiv. ID, aka CUSTOMERCD, of the individual that the document is linked to automatically populates.

   3. Owner Name: The name of the individual that the document is linked to automatically populates.

   4. Title: Enter a name for the document.

   5. Doc. Type: Select a document type from the dropdown menu.

   6. Doc. Date: Enter the date for the document.

   7. Subject: Enter a subject.

   8. Description: Enter a longer description of the document.

   9. File Type: Select whether the document is a text file, image, or other type of file.

4. Click the Save button located in the bottom right of the record to save and close the record.

5. Once you have saved the document, you can open the Document Notebook from the Document tab and select the link to the document.

Changing Web User Passwords

Some of your customers may need assistance changing their passwords in order to log into your website. Most sites have “Forgot Password” functionality that allows the user to be sent an email to reset their password. For those users who contact your organization directly, you can manually change their password in ClearVantage.

To change a web user password:

1. Open the individual notebook for the person whose web user password you want to change. Find the Website Information category in the notebook.

   

2. Click on the Change Web Password button and the Change Password window opens.

   

3. Enter the new password in both the New Password and Confirm field. Depending on your configuration, your system may enforce the strong password requirements of seven-character length, a capital letter, a lower-case letter, a number, and a special character.

4. Do not check the “User must change password at next login” checkbox nor the “Requires password change every 90 days” checkbox, if available.

5. Select the Ok button to save the new password.

6. Click Save on the individual’s notebook.