Organization

Organization records include many of the features and functions you see on the Individual Notebook, omitting options that are not relevant to an organization and adding those that are more pertinent.

Add an Organization

From the navigation menu on the main page:

1. Select Memberships and then Organizations.

   

2. From the Activities Panel, select Add Organization.

   

3. Complete the information on the Profile tab of the Organization Notebook. Recommended Fields include the following:

   • Organization: Enter the name of the organization.

   • Member: Select the Member or NonMember radio button.

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

   • Contact Preference: Select the organization’s preferred method of contact. Common values include Any Contact, Phone, Email and Do Not Contact. This list is set in a reference table and can be modified by a System Administrator.

4. Click Save.

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

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

• Legal Name: When a record is created, the application automatically defaults the Legal Name from the Organization Name. This can be manually changed.

• Search Key: This is the field used for the Name Find searching. It is populated with the Organization name without spaces and with a maximum of 20 characters.

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

Adding an Individual to an Organization from the Organization Notebook

From an Organization Notebook, you may add a new individual if the individual you wish to add does not already exist in ClearVantage. To link an Organization Notebook to an existing individual, follow the instructions to Link an Individual to an Organization.

From the Organization Notebook:

1. Select Add Contact from the Activity Button.

2. This opens a new Individual Notebook with the Organization Name already present.

3. Complete the necessary information on the Individual Notebook and click Save.

4. If this Individual is the head of the organization or the point-of-contact for the Organization, click Add as New Primary Contact instead of Add Contact. Please note – some functionality requires an Organization to have a Primary Contact.

5. When you return to the Organization tab, click Save.

The required/recommended fields in the Individual Notebook include First Name, Last Name, Member Type, and Contact Status. Once you have added Individuals to the Organization, you can show the Individuals from subsidiary organizations by checking the Show Sub. Individuals checkbox on the Contacts tab of the Organization Notebook.

Add a Parent Organization to an Organization Notebooks

From the Organization Notebook, ClearVantage allows you to link to a Parent Organization and view all Subsidiary Organizations from the Parent Organization’s Notebook. Depending on your system’s configuration, contact and membership information can be set to flow between the Parent and Subsidiary Organizations. To add a Parent Organization, use the following steps:

1. Open the Organization Notebook for the subsidiary organization.

2. From the Profile tab, click the Search Organizations button located under the Parent Organization field.

3. Search for the Parent Organization. Remember that % can be used as a wild card in the name field. Select on the Parent Organization in the search results and click the Select Organization button.

   

4. Click Save in the Organization Notebook.

To view the information for the Parent Organization, click the View Parent Org button in the subsidiary organization’s Notebook.

Organizations History Tabs

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

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

• Sub-orgs: Displays subsidiary organizations attached to the organization. By default, only the current organization record and its immediate subsidiaries display.

• Contacts: Displays individuals who are attached to the organization.

  • The Contacts tab displays individuals who are linked on the Profile tab by the Organization ID. Generally, these are current employees.

  • The Employment History tab displays individuals who are linked to the organization on their Employment history tab. These are generally former employees.

• Events: Displays various ways in which individuals who attached to the organization are connected to an event.

• Actions: Display action items linked to the organization.

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

• Invoices: Displays all invoices where the organization is the Payee or the Ship-to-Recipient. This includes paid and pending invoices.

• Payments: Displays all payments made by the organization.

• Bills Due: Displays any currently due invoices.

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

• Relationships: Displays relationships between the organization and other organizations and individuals within ClearVantage.

• Documents: Displays documents that have been linked to the organization. You can add a new document by pressing the Add Document button or edit an existing document by selecting the document and pressing the Edit Document button.

• Opportunities: Displays opportunity records linked to this organization.

• Committees: Displays committees whose membership includes any individual attached to the organization. By default, only Active records display.

• Awards: Display awards to which the organization has been linked.

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

• Meetings: Displays appointments added to the calendars of ClearVantage users which are linked to this organization.

• Surveys: Displays survey responses entered by individuals attached to the organization.

• Membership: Displays multi-company memberships when ClearVantage is configured to allow for multiple memberships to be tracked for an organization.

• More UDF: Displays the user-defined custom fields which are configured for each client.

• Organization Dashboard: Displays notebook gadgets/widgets. New gadgets can be added by clicking the plus (+) icon in the top right corner of the tab. Gadgets that are compatible with the notebook will have a tag of “Filterable for this notebook” to the right of the gadget’s name.

Tracking Organizational Hierarchies

The Sub-orgs tab in the Organization Notebook allows you to track the hierarchical relationships between organizations based on the Parent Org ID from the Profile tab of the Organization Notebook.

1. To view the organization hierarchy, open an Organization Notebook to the Organizations tab. By default, the current organization record and its immediate subsidiaries displays.

   

2. Click View Organizational Chart to view the full hierarchy.

3. Press the Open All button to create a list of the organizations shown in the hierarchy.

4. Press the Show All Individuals button to create a list of all the individuals attached to the organizations in the hierarchy.

Linking Documents

Documents, but not folders, can be linked to Organization Notebooks and the documents will appear on the Documents history tab.

To link a document to an Organization Notebook:

1. Select the Documents tab and click the Add Record button.

   

2. Complete the information for the documents and use the Select button to select the file to upload.

3. Click Save to save your settings and upload the document.