In Enterprise, accounts and contacts can be assigned with different statuses across the different designations (areas) of the system. The designation determines the areas of the system the account or contact can be used, and the status determines whether an account or contact is prospective, active, or retired within the specified designation.
In this article:
Account/Contact Designations
Momentus Enterprise categorizes accounts and contacts into various designations, depending on which areas the account or contact is available in. Using account and contact designations allows you to have one account or contact record that is used in different areas of Enterprise so multiple accounts are not needed. For example, you can have an account available in the Event Sales and Registration areas of Enterprise, but not available in the Payables area of Enterprise.
The designation fields available for configuration in your database are dependent on the Enterprise licensing your organization has purchased. The full list of Enterprise designations is as follows:
- Event Sales
- Public Relations
- Membership
- Personnel
- Receivables
- Payables (Supplier)
- Registration
- Speaker
Account/Contact Statuses
Each of the designation fields available on an account or contact can be set with a status of Not Applicable, Prospective, Active or Inactive. The description and color of the statuses are set by default by Momentus but can be changed in the Account Statuses page. This is also where you can choose which status should be defaulted in each designation when a new account is created. It is not possible to add additional statuses.
The status selected in each designation will determine the availability of an account or contact in each area, as follows:
- Not Applicable: The account/contact is not assigned to the designation. It does not appear on the Accounts or Contacts page and cannot be used to fill an Account or Contact field in the specified designation (area) of the application.
When setting the Personnel designation status on a contact, it is important to set this to Not Applicable on any accounts which should not have access to back-end processes (for example, admin modes for public-facing applications). All other statuses will not enforce this security measure.
- Prospective: The account/contact is in the pipeline to become an account in the specified designation. You may be in discussions with the account/contact but they are not an organization or person you are doing business with yet. You can use the Status filter on the various Accounts and Contacts pages to remove Prospective accounts/contacts from the view or to create a view of only the Prospective accounts/contacts within a designation.
- Active: The account/contact is a client who you are doing or have done business with.
- Inactive: The account/contact is no longer working with your organization. This is often used to remove older accounts/contacts from the Accounts/Contacts pages.
Additional Information
Decisions to activate accounts/contacts in certain designations have a system-wide impact, including where the accounts/contacts display and how the accounts are accessible for your users. Examples of this include:
- An account or contact with an Active Event Sales designation status will not display on the Registration Accounts or Registration Contacts page.
- An account must have an Active Personnel designation status before it can be added to a User account.
- An account or contact must have an Active Membership designation status before it can be used as a distribution account for a bulletin.
- An account or contact must have an Active Speaker designation status before it can be assigned as an evaluator or manager for proposals.
- An account must have an Active Registration designation status before it can be used in a registration campaign.
- You can use a designation status to prevent the logon of specific type of accounts to public-facing applications.
Additional information about account status:
- An account is considered archived if ALL designations are set to Not Applicable.
- An account automatically becomes active in Receivables if an invoice or payment is added on the account.
- An account or contact that has an Event Sales designation status of Prospective or Not Applicable will automatically be updated with an Active Event Sales designation status if an order or event is added using that account or contact record.
- Adding a registration order will automatically update the registration account or contact's Registration designation status to Active.
- Accounts and contacts with an Active Payables designation status are also known as Supplier Accounts and Supplier Contacts. The Payables designation status of an account or contact will automatically be updated to Active when a payment is issued using that account or contact record.
- Personnel accounts and purchasing accounts have a special set of access privileges to prevent users from tampering with accounts of that designation.
Comments
6 comments
For which functionalities would a contact need to be active in Event Sales?
1 upvotes
Hi Elisabeth,
Can you elaborate on what you mean by functionalities? As long as you have the Event Sales status set to active for the contact under Account Status section that should be all you need to do.
Thanks,
Ryan
0 upvotes
Hi Ryan, most of our contacts are entered through registration and therefore are only active in the Account Status "Registration", not in Event Sales. Do contacts need to be active in "Event Sales" as well, e.g. for sending them emails, selecting them in any drop-down or any special area of Ungerboeck?
0 upvotes
Hi Elisabeth,
I checked with our Product Management team on this and if your contacts are active in Registration (but not Event Sales) you should still be able to send emails and select them from drop-down fields in Ungerboeck. If you are currently not able to do this please work with our Client Care team on getting a ticket entered and Development can review this further.
Thanks,
Ryan
0 upvotes
Hi Ryan,
Thanks, those actions are working fine. I'm just curious for which actions the Account status would need to be active in "Event Sales". Is it just related to an order created for this account?
0 upvotes
Hi Elisabeth,
I confirmed with Product Management that there should not be a specific designation in the system where the Event Sales status needs to be set to active. Some drop-downs like selecting an account for an event for example filter for only Event Sales but the Advanced Search allows you to select other designations as well.
I hope this helps.
0 upvotes
Please sign in to leave a comment.