How you refer to individuals by name sets the tone of your communications with them and how well they receive your interactions. To define how to address individuals in communications, track their name formats.
Addressees determine how the name appears with a mailing address, such as in an address block or on envelopes or mailing labels. Traditionally, addressees are formal, complete with title and any suffixes.
Salutations determine how the name appears as a greeting in a letter or email message. Depending on your relationship with the individual and the context of the communication, the salutation may be formal or informal.
The more addressees and salutations you track for individuals, the more flexible and personable your interactions become. We recommend you address individuals politely and respectfully, regardless of whether the communication is formal or informal. Since how you address someone can be their first impression of your organization, be sure to spell their name correctly and track their preferences.
On a constituent's record, you can view their name formats under Constituent summary. On the record of an individual who's related to a constituent, you can view name formats under Summary.
Under Primary name formats, you can view the individual's preferred addressee and salutation to use most of the time.
Under Other name formats, you can view any additional addressees and salutations, such as for the various types or tones of a communication.
Tip: You can view up to five additional name formats under Constituent summary or Summary. If an individual has more than five, select and more to view any other addressees or salutations.
To update the name formats for an individual, such as to reflect a change in their preferences, select Edit, Name formats in the summary on their record and choose how their name should appear.
Under Primary name formats, choose the individual's preferred addressee and salutation to use most of the time.
Under Other name formats, choose any additional addressees and salutations, such as for the various types or tones of a communication. To include another format, select Add a name format.
To define a new format specific to this individual, select Custom and enter the addressee or salutation to use.
Note: In the database view, your organization sets up the types and default formats of addressees and salutations available from Addressees/Salutations in Configuration.
In the database view, your organization sets up the types and default formats of addressees and salutations available from Addressees/Salutations in Configuration.
Note: Name formats are only available for individuals. To address organizations, we recommend you add contact relationships for the individuals who interact with you on their behalf. For more information, see Relationships.