Add a New Contact

Before adding a new Contact, search for an existing one by using the search bar at the top.  If not found, search again with first and last name.  If a person is found, do not add another account for the person unless they will be getting email at a second email address.  Also, do not add another person if their email address has changed.  Just edit the existing person and change their email.

Before adding a new Contact, check if their Account (company) is in Salesforce by using the search bar at the top.  Note that there may be more than one Account with the same name.  But one or more of the Accounts may be designated as a CAHRS account and one of those will have a checkbox in the "CAHRS top of Account Hierarchy" field.  After you search, this will be shown in the search results, along with the "Special Handling" and "Partnerships" fields:

Select an account that is associated with CAHRS.  If there is more than one, generally you will select the one with the checkbox in the "CAHRS top of Account Hierarchy".  If you want the person to be in a branch office, select the version of the company that is at the desired address.  If none fit, choose the one with the most people in it or create a new version of the company at a new address.  If a company has Special Handling of CAHRS but is not a CAHRS Member in the Partnership field that means that CAHRS has worked with the company in one way or another, but they are not currently a member.  (To edit that field, click the Account name in blue to the left in the search results to open the Account.)

Once you have determined that the person does not already exist and you know if an Account exists or not, you can create the new Contact.

Enter a new Contact by following this procedure.  Items in bold are either required for CAHRS or are particularly important.

1. Along the Nav Bar at the top of the screen, location and click the "Contacts" tab:
2. Click the "New" button above the list of names that appears.
3. At the Record Type selection screen, select "Exec Ed Contact"​​
4. A Form will appear for you to fill out.  Although required fields are marked with asterisks, for CAHRS Contacts, be sure to consider the following additional items:

Contact Info Section:

• The person must have both a first and last name (Salutation, Suffix, and Middle Name are optional).
• The person must have an Account (company).
  • To select an account, enter the first few letters of the name.
  • If the desired name appears in the drop down, select it.
  • If there is more than one entry, press Enter to see a full list of matching company names.  This list will also include the Special Handling and Partnerships fields that identify whether which are CAHRS companies.  Be sure to select the CAHRS version of the company if there is more than one version of the company.
  • If the company does not exist, you can create it from here by clicking the last option in the Accounts list, "+New Account".
• Special Handling should ALWAYS be set to CAHRS.
• The person must have an email address.
• Secondary email can be captured here but is not used in the email marketing system.
• Title is strongly recommended for CAHRS Contacts but not required.
• Phone and Other Phone are optional.
• Do not click "Email Opt Out" unless you do not want the person to get emails ever.
• Do Not Call is optional.

CAHRS-Specific Section:

• CAHRS Member Company cannot be edited.  It will always be automatically checked if the person is at a CAHRS Member Company.  If the company later is no longer a member, the box will automatically be unchecked.
• Select one or more CAHRS Account types from the list.  To select multiple at once, use Ctrl-Click.
• CAHRS Active Contact: check this box if they are to be designated as an Active Contact.
• If appropriate, select one or more CAHRS Centers of Excellence.
• If appropriate, select one or more CAHRS Tags.
• If appropriate, select one or more Newsletter Types.
• If appropriate, select that the person attended a CAHRS event.
• If appropriate, select that the person received a meeting invite.
• If appropriate, enter CAHRS AB Dates.
• If appropriate, enter CAHRS RA Dates.
• CAHRS Advisory Board Member is automatically checked if the CAHRS Account Type includes "Advisory Board" (see below).

Postal Address Section:

• Mailing Address: it is recommended, though not required, that we have at least a city and state.  This helps with deduplication.

Cornell Affiliation Section:

• Optionally, enter Graduating College.
• Optionally, enter Graduating Year.
• Optionally, select Degree.
• Ignore CU Netid, Cornell Employee, and CU Dept Abbrev.

Other:

• Optionally, enter description.
• Optionally, enter Assistant, Asst Phone, and Asst Email.  This is strictly informational and does not connect to email marketing.

Marketing:

• Ignore all fields in this section.

System:

• Ignore all fields in this section.

After entering all data, click Save at the bottom (or Save & New if you wish to immediately add another Contact).

If you have difficulty accessing the information contained in this document or any document in this knowledgebase, please contact us at access-ilr@cornell.edu and we will assist you.