{"id":643,"date":"2017-11-14T18:34:00","date_gmt":"2017-11-14T18:34:00","guid":{"rendered":"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/?p=643"},"modified":"2019-04-10T16:50:21","modified_gmt":"2019-04-10T16:50:21","slug":"how-to-track-business-and-organization-contacts-in-etapestry","status":"publish","type":"post","link":"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/blog\/how-to-track-business-and-organization-contacts-in-etapestry","title":{"rendered":"How to Track Business and Organization Contacts in eTapestry"},"content":{"rendered":"<p>Organizations and individuals are separate constituent types in your\u00a0Blackbaud\u00ae eTapestry\u00ae database. Each constituent type requires special data entry for proper record keeping and reporting.<\/p>\n<p>In this article, we will answer the top questions we hear from <a href=\"\/etapestry\/consulting\/\" target=\"_blank\" rel=\"noopener noreferrer\">our clients<\/a>\u00a0and eTapestry users on how to track organizations in eTapestry, including:<\/p>\n<ul>\n<li>What are the differences between individual and organization accounts?<\/li>\n<li>How do you enter one or more associated contacts to an organization account?<\/li>\n<li>How do you associate employees with an employer?<\/li>\n<\/ul>\n<p><!--more--><\/p>\n<p>For purposes of this article, we will refer to &#8220;organization&#8221; as any non-individual account, like a business, nonprofit, foundation, hospital, religious organization, or government entity.<\/p>\n<h3>Individuals versus Organizations<\/h3>\n<p>The\u00a0<a href=\"\/etapestry\/blog\/segment-constituents-by-account-type-in-blackbaud-etapestry\" rel=\"noopener\">Account Type<\/a>\u00a0field is the only way to identify individual from non-individual\u00a0accounts in eTapestry.\u00a0 We recommend adding the Account Type field to your database if you don&#8217;t already have an Account Type field on the constituent defined fields page.<\/p>\n<p><strong>The Account Type should not be confused with an account&#8217;s Name Format.<\/strong><\/p>\n<p>While Account Type is best used to record the <span style=\"text-decoration: underline;\">entity<\/span>\u00a0designation of a constituent account, Name Format identifies the <span style=\"text-decoration: underline;\">type of name<\/span> for an account.<\/p>\n<p>Here is a screenshot of the Name Format field.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"display: block; margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/wp-content\/uploads\/sites\/2\/2018\/06\/etapestry-business-contacts-1.png\" alt=\"etapestry-business-contacts-1.png\" width=\"760\" height=\"233\" \/><\/p>\n<p>Here is a screenshot\u00a0of the Account Type field.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"display: block; margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/wp-content\/uploads\/sites\/2\/2018\/06\/etapestry-business-contacts-2.png\" alt=\"etapestry-business-contacts-2.png\" width=\"393\" height=\"409\" \/><\/p>\n<p>These two fields may seem duplicative at first, but they both serve separate purposes. Here are a few examples to consider as best practices for new accounts.<\/p>\n<p><strong>Individual <\/strong><\/p>\n<ul>\n<li>Account Type = Individual<\/li>\n<li>Name Format = Individual<\/li>\n<li>Account Name = [First and Last, for one person]<\/li>\n<li>Persona Type = Personal or Business<\/li>\n<\/ul>\n<p><strong>Family<\/strong><\/p>\n<p>We&#8217;ve added Family because &#8220;Family&#8221; is a Name Format option in eTapestry.<\/p>\n<ul>\n<li>Account Type = Individual<\/li>\n<li>Name Format = Family<\/li>\n<li>Account Name = [First and Last, for multiple people]<\/li>\n<li>Persona Type = Joint<\/li>\n<\/ul>\n<p><strong>Organization <\/strong><\/p>\n<ul>\n<li>Account Type = Business, Foundation, Government, etc.<\/li>\n<li>Name Format = Business<\/li>\n<li>Account Name = [Name of organization]<\/li>\n<li>Persona Type = Business<\/li>\n<\/ul>\n<h4>How to create an organization account with a primary contact<\/h4>\n<p>Use the primary persona to track the primary contact at an organization account.<\/p>\n<p>Generally, an organization account with a primary contact will have a primary persona with the following format:<\/p>\n<ul>\n<li>Persona Type = Business<\/li>\n<li>Short Salutation = First Name for the primary contact<\/li>\n<li>Long Salutation = Title + Last Name for the primary contact<\/li>\n<li>Envelope Salutation = Title + First Name + Last Name for the primary contact<\/li>\n<li>Contact details = Address, phone, and email for the primary contact at the organization<\/li>\n<li>Company = Name of business (for envelope mail merge)<\/li>\n<li>Job Title = Primary contact\u2019s position at organization (for reference)<\/li>\n<\/ul>\n<p>You can merge the salutations and contact information for your primary contact in emails, letters, and envelopes if the primary contact&#8217;s data is in the primary persona.<\/p>\n<p>If you have multiple contacts for an organization, ask yourself whether you need to communicate or track interactions with each contact separately.<\/p>\n<ul>\n<li>If the answer is <strong>no<\/strong>, then list additional contacts in the Note field on the primary persona for easy reference.<\/li>\n<li>If the answer is <strong>yes<\/strong>, create a separate account for each additional contact (more on this in the next section of this post).<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"display: block; margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/wp-content\/uploads\/sites\/2\/2018\/06\/etapestry-business-contacts-3.png\" alt=\"etapestry-business-contacts-3.png\" width=\"669\" height=\"650\" \/><\/p>\n<h4>How to create an organization account with multiple contacts<\/h4>\n<p>If you have a secondary contact for an organization, create a separate account for that individual.<\/p>\n<p>A secondary contact for an organization will have a primary persona that matches these formats:<\/p>\n<ul>\n<li>Persona Type = Business<\/li>\n<li>Short Salutation = First Name<\/li>\n<li>Long Salutation = Title + Last Name<\/li>\n<li>Envelope Salutation = Title + First Name + Last Name<\/li>\n<li>Contact details = Address, phone, and email for the primary contact at the organization<\/li>\n<li>Company = Name of business (for envelope mail merge)<\/li>\n<li>Job Title = Primary contact\u2019s position at organization (for reference)<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"display: block; margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/wp-content\/uploads\/sites\/2\/2018\/06\/etapestry-business-contacts-4.png\" alt=\"etapestry-business-contacts-4.png\" width=\"523\" height=\"563\" \/><\/p>\n<h4>How to search for contacts by organization<\/h4>\n<p>If you\u2019ve consistently entered organization name into the Company user-defined field for each contact at an organization, you can use eTapestry\u2019s Advanced Find function to find all accounts at that organization.<\/p>\n<p>In your eTapestry database, go to Accounts, Find an Account and select the Advanced Find tab to search your database for accounts by data in a particular field.<\/p>\n<p>Enter all or a portion of the company\u2019s name in the Company field (in the User Defined Field section) to search.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"display: block; margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/wp-content\/uploads\/sites\/2\/2018\/06\/etapestry-business-contacts-5.png\" alt=\"etapestry-business-contacts-5.png\" width=\"683\" height=\"1121\" \/><\/p>\n<p>If you need a report of these accounts, select the \u201cCreate Custom Account Query\u201d option to create a query, modify it (if needed), and then either export the data via query preview or a report.<\/p>\n<p><strong>Note:<\/strong> If you don\u2019t see Company as a search option on the Advanced Find screen, you will need to modify the \u201cField Attributes\u201d for the field. Go to Management, User-Defined Fields, and the Company field to make this change.<\/p>\n<h4>How to report on contacts by organization with relationships<\/h4>\n<p>The relationship feature is another way to track an organization&#8217;s associated contacts (employees and employers).<\/p>\n<p>If you\u2019ve entered an account for the organization (employer) and an account for an employee, you can link the two accounts with a relationship from the Relationships tab. Select a Relationship Type of Employer \/ Employee and search to link the related account.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"display: block; margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.sidekicksolutionsllc.com\/etapestry\/wp-content\/uploads\/sites\/2\/2018\/06\/etapestry-business-contacts-7.png\" alt=\"etapestry-business-contacts-7.png\" width=\"760\" height=\"391\" \/><\/p>\n<p>With relationships, you can visit any organization account, select their Relationships tab, and see a list of all related employees alongside any other relationships to that account.<\/p>\n<p>To report on these related constituents, scroll to the bottom of the relationships screen and create a custom account query.\u00a0 Export the query via query preview or a report.<\/p>\n<hr \/>\n<p><span class=\"font-size-24 color-blue\">Be consistent with data entry<\/span><\/p>\n<p>The method you choose for affiliating company contacts to their associated company accounts is dependent on the requirements for your reporting and communication lists. Consistency is key when tracking these options for accounts. Consistent use of conventions will ensure accurate reports and a way to extract individual and non-individual accounts from eTapestry.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Organizations and individuals are separate constituent types in your\u00a0Blackbaud\u00ae eTapestry\u00ae database. Each constituent type requires special data entry for proper record keeping and reporting. In this article, we will answer the top questions we hear from our clients\u00a0and eTapestry users on how to track organizations in eTapestry, including: What are the differences between individual and [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":927,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[4],"tags":[],"class_list":["post-643","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-best-practices"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v14.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Track Business and Organization Contacts in eTapestry<\/title>\n<meta name=\"description\" content=\"Learn the best practices for tracking organizations (businesses) and associated contacts in eTapestry, plus how to create relationship reports by organization.\" \/>\n<meta name=\"robots\" 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