Add account with Name Formats

Video: Watch a video on how to add an account in eTapestry.

  1. From Accounts, click Add an Account. The New Account page appears.

  2. Under Roles, select a role or roles for the account. You can create an account with multiple roles. The roles are as follows.

    • Constituent: Any individual or organization in your database.

    • Tribute: An account for someone in whose name or honor donations are made. For example, an account for a deceased person whose family has requested donation in their honor.

    • User: A member of your organization who uses your eTapestry database and needs login credentials.

    • Team: A team of fundraisers for your organization.

  3. Under Name and Recognition, in the Name Format field, select whether the record is for an Individual, Family, or Business.

    • Individual: For example, Jane Johnson Smith or Joseph Michael Smith.

    • Family: For example, The Smith Family, Jane and Joseph Smith, or Jane Higgins and Joseph Smith. For more information about Family accounts, refer to Family and Couple Accounts.

    • Business: For example, AAA Concrete.

  4. Enter name information for the account. The name fields that appear are based on the selection you made in the Name Format field. For example, when you select "Individual," the Title and Suffix fields appear. These fields do not appear when you select "Family" or "Business" because this information does not apply to those accounts. When you select "Family" or "Business," only the Account Name and Sort Name fields appear.

    Tip: To edit name and recognition information for an existing account, click Account Settings on the account record.

    1. In the Title field, enter a title for the individual account, such as Mr., Mrs., or Miss.

      For common title and salutation best practices, refer to Titles and Salutations.

    2. In the First Name, Middle Name, and Last name fields, enter the individual's full name information.

    3. In the Suffix field, enter a suffix for the individual account, such as Sr. or Jr.

      Tip: When you select Individual for the Name Format, eTapestry configures name values in the Account Name, Sort Name, Recognition, Short Salutation, Long Salutation, and Envelope Salutation fields as you enter name information in the First Name, Middle Name, and Last name fields. When you select Family or Business, the program configures name values in the Sort Name, Recognition, Short Salutation, Long Salutation, and Envelope Salutation fields as you enter it in the Account Name field. These name values are based on the auto-generated configurations you select from Management, My Organization, Data Entry Rules. For more information, refer to Data Entry Rules. This data entry process helps you enter data faster and provides name consistency, but you can change the data to enter custom information.

    4. In the Account Name field, enter the name for the family or organization. For example, enter "The Doe Family" or enter "The Coca Cola Company" for an organization.

      For individuals, you can leave the default name or click the pencil icon to enter a custom name to appear for pages and processes that use the Account Name field throughout eTapestry. For example, this field is used to display the name in the header on the account record and you can include it in exports, reports, and communication templates.

    5. In the Sort Name field, you can leave the default name or click the pencil icon to enter a custom sort name to use when eTapestry uses alphabetical sort order for processes such as queries and reports. For example, John Doe's name appears as "Doe, John" in this field, the program always sorts John's name in the D section for "Doe."

      Tip: If you enter custom names in the Account Name and Sort Name fields, but want to return to the default names, click Cancel Custom beside the field. The original default name appears with the pencil icon again for you to enter a different custom name if necessary.

      Note: When you include "The" as a part of a family or business name, eTapestry automatically sorts by the last name. The application ignores "The" and places the word at the end of the name in lists. For example, if you enter "The Smith Family" in the Account Name field, the name appears in the S sort name section as "Smith Family, The" in lists.

    6. In the Recognition field, click Change Recognition to select the recognition type. When you do this, the Change Recognition Type screen appears for you to select one of four options. On this screen, select the type that applies to the constituent's name request for recognitions such as donor walls, donor kiosks, events, or the Annual Report for Board Members.

      Note: This field only appears when you select the Constituent role for the account. Also, recognition types are eTapestry system options, and you cannot add additional types or edit and delete existing types.

      • Use Account Name: Use this default option to duplicate the name from the Account Name field into the Recognition field.

      • No Recognition: When a constituent does not want to be recognized and you need to exclude he or she from Recognition Reports, select this option. When you do this, "{OMIT}" appears when you include the Recognition column in a custom report.

      • Anonymous: When a constituent does not want their name to appear on recognition displays such as a donor wall, select this option. When you do this, their name is replaced with "Anonymous" on recognition displays, in Recognition Reports, and in the Recognition column in a custom report.

      • Custom: When a constituent requests a unique name to appear on your recognition displays, select this option and enter the custom name to appear in the field below it. For example, you can select this when a constituent requests their nickname to appear on recognition displays.

  5. If this is a User role, complete the User section that appears.

    1. In the Login Id field, enter an ID for the user to access your eTapestry database. This login ID must be unique from all other eTapestry logins.

    2. In the Password and Confirm Password fields, enter the default password for this user. Users will be prompted to update their password the first time they log in.

    3. To expire this user's login rights after a specific date, enter the expiration date in the Login Enabled Until field.

    4. In the Time Zone field, select the user's local time zone. This field defaults to the database time zone.

    Note: All new user accounts are automatically placed in the Default security group. To assign users to another security group, go to Management, Security Groups. For more information, see Security Groups

  6. Under Persona, select the primary persona for this account. The primary persona is used when you send communication or contact the constituent.

    1. Enter the contact information for the persona.

    2. In the Short Salutation, Long Salutation, and Envelope Salutation fields, enter how you want to address the constituent for informal communication, formal communication, and for mailing envelopes. For example, enter "John" in the Short Salutation field, "Mr. Smith" in the Long Salutation field, and "Mr. John Smith" in the Envelope Salutation field.

      You use Salutation fields as merge fields when you create communications for mail, email, and newsletters. To make sure data is consistent in your communications for constituents, make sure you enter the data according to your organization's data entry best practices.

      For accounts that use the Business Name Format, you can use the Salutation fields to enter business contact information. For example, enter "John" in the Short Salutation field, "Mr. Smith" in the Long Salutation field, and "Mr. John Smith" in the Envelope Salutation field. To prevent the program from defaulting salutation values based on the business value you enter in the Account Name field, set the business salutation defaults to Blank on the auto-generated configurations rules from Management, My Organization, Data Entry Rules. For more information, refer to Data Entry Rules.

  7. Under User Defined Fields, enter additional information about the account. These fields are defined by your organization, and they are role-specific. Only user-defined fields for the account role you chose appear here. For more information about user-defined fields see User-Defined Fields.

  8. To save and create the account, click Save And.