Affiliations

You use affiliations to assign attributes to accounts and contacts. Some examples:

  • Designate hotels as Downtown Property, Spa Hotel or Airport Property
  • Assign a VIP affiliation to your most important accounts
  • Use a Newsletter affiliation to create a list of accounts/contacts to receive your organization's monthly newsletter

You can assign multiple affiliations to an account or contact. Affiliations are most often used to help with searching, creating lists or creating campaigns for accounts/contacts that meet a specific criteria. For information on assigning affiliations to accounts/contacts, see Account and Contact Affiliations.

You can use affiliation groups to categorize your affiliations. There may be times where the same affiliation applies to multiple categories and using groups allows you to separate the affiliation between the categories. For example, higher education may have an affiliation for STEM but the affiliation applies to elementary, middle school and high school. You can create a group for each level (elementary, middle school and high school) so you can target your accounts/contacts as needed. Affiliation groups are not required to create affiliations.

Add an Affiliation Group

  1. Click the Affiliation Groups link from the Main Menu. The Affiliation Groups page opens.
  2. Click the Add button. The Add Affiliation Group window opens.
  3. Enter the necessary information:
    • Description - Name of the affiliation group.
    • Code - Unique alphanumeric value.
    • Status - Only active affiliation groups are available for affiliations.
  4. Click OK.

Add an Affiliation

  1. Click the Affiliations link from the Main Menu. The Affiliations page opens.
  2. Click the Add button. The Add Affiliation window opens.
  3. Enter the following information:
    • Code - Unique alphanumeric value.
    • Description - Description that displays to the user when selecting the affiliation.
    • Group - Group for the affiliation.  
    • Status - Only active affiliations are available to assign to accounts and contacts.
  4. Click OK.

Change an Affiliation or Affiliation Group

You can change the information for an affiliation or affiliation group after you have created it. When you change the description of an affiliation or affiliation group, it updates wherever the affiliation or affiliation group is used. If you don't want to update the already existing affiliation or affiliation group data, then you must add a new affiliation or affiliation group using the steps in Add an Affiliation Group or Add an Affiliation. 

  1. Click the link for the applicable screen (Affiliations or Affiliation Groups) from the Main Menu. 
  2. Select the affiliation or affiliation group to edit.
  3. Right-click and select Edit.
  4. Make the desired change.
  5. Click OK.

Inactivate an Affiliation or Affiliation Group

If you no longer use an affiliation or affiliation group but want to keep record of it for reporting or other purposes, you can make it inactive. When you make an affiliation or affiliation group inactive, it is no longer available for selection for accounts/contacts.

  1. Click the link for the applicable screen (Affiliations or Affiliation Groups) from the Main Menu. 
  2. Select the affiliation or affiliation group to make inactive.
  3. Right-click and select Edit. 
  4. Select Inactive from the Active drop-down.
  5. Click OK.

Delete an Affiliation or Affiliation Group

If you no longer use an affiliation or affiliation group and don't want to keep a record of it, you can delete it. When you delete an affiliation that is used, you receive a prompt to select an affiliation or affiliation group to replace the affiliation or affiliation group you are deleting. You cannot undo the delete or delete and replace process.

  1. Click the link for the applicable screen (Affiliations or Affiliation Groups) from the Main Menu. 
  2. Right-click on the affiliation or affiliation group to delete.
  3. Select Mark for Delete.
  4. Click the Save button. If the affiliation or affiliation group is used, the Replace window opens.
  5. Select the new values from the drop-down to replace the deleted value.
  6. Click OK.

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Comments

5 comments

Date Votes
  • Kris Corrigan

    is there any access restriction available to use on affiliations by on a role/user

    0 upvotes

  • Lily Evangelista

    Hi Kris,

    It is good to hear from you! There is no specific access privilege but we could use access management restrictions. Can you please give me an example of what you are trying to do?

    Thank you!

    Lily

    0 upvotes

  • Valerie Fristachi

    Hello! 

     

    Is there any way to create a link to Add Affiliation so that it can be included on the Affiliations section in addition to the Select button?  Thanks for your help.


    V

    0 upvotes

  • Lily Evangelista

    Hello Valerie,

     

    Thank you so much for contacting Ungerboeck. You have a great question and this falls into the realm of being an enhancement to our software. Please submit a case to us so that your request can be reviewed by our development team.

    Thank you!

    Lily

    0 upvotes

  • Wendy Hall
    • Edited

    Instructions say: From Main Menu. click Affiliations Link --NOPE

    From Main Menu, click Administration tab, click System Administration tab and it is under heading Administration.

    or  From Main Menu, use the Find Menu Item, click Affiliations

     

    0 upvotes

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