Contents |
Overview
The Organizations icon is the initial step and the link to locating or Adding an Organization, Corporation, or other entity. The two (2) primary types are a "Corporation" or an '"Organization" and the delineation revolves around how the responsibilities for the Agreements are typically structured:
- Corporation: The Corporation will typically purchase a Corporate Agreement of some sort and be the Primary Party on the Agreement. Individuals will subsequently have "Add-on" Agreements that the Primary Party is responsible for, or they have an agreed upon split of the responsibilities. This will typically be referred to as a "Corporate Add-On" throughout the documentation.
- Organization: While these will be set up in the same manner as Corporate Agreements in MosoMRM, and they may split Agreement responsibilities, Organizations will typically be an entity where a group of Individuals get a preferred or special rate and do NOT share in the responsibility e.g. Teachers, Military, Sports Officials, Firefighters, Police, etc.
All Organization information is stored and displayed on the Organization Profile page. The Organization Profile page is where you locate and manage all of a Company's or Organization's:
- Standard Information including:
- Primary Contact Person (Name and Email)
- Alternate Contact Person (Name and Email)
- Demographic Information (Phone, Email, Address)
- Accounts
- Agreements
Like the Member pages where the data options are configured in Member Configuration, most of these data option settings are configured in the Organization Configuration.
Organization Profile Toolbar
From the Toolbar in the Organization Profile, you can also access:
- Data Security Permissions
- Point of Sale
- Agreement Writer (This is where you create an Agreement for an Organization)
- Activity Management
Remember...right click anywhere on the screen to set your Operation Security permissions. These permissions give you that ability to use the primary functionality (View, Change, Add) and features available within the Organization Profile.
Adding an Organization
Adding a New Organization is done exclusively using the Organizations icon. Remember...How you enter the new Organization's Name during this process is how it will display everywhere in the application, including the database.
The labeling for these fields can be edited, including making them required and the order in which they appear, in the Data Fields section in the Organization Configuration.
To Add a New Organization:
- Click the Organizations icon in the left navigation panel. The Find Organization pop-up window displays over your previous screen view, which will be grayed out.
- Click the Add New Organization button. The New Organization Information section displays in that same window.
- Enter the Organization Name and Primary Contact Email in their respective fields.
- These will in turn, populate their respective fields in the Organization Information tab.
- The Primary Contact Email address in lieu of the Primary Contact Name, is added in this specific spot for for the purpose of duplicate checking.
Adding the Name and Primary Contact email address of an Organization.
- Select an Organization Type (Company or Organization) from the drop-down list.
- Enter the name of the primary contact individual within the company or organization in the Primary Contact Name field.
- Enter the name and email address of the alternate contact individual within the company or organization in the Alternate Contact Name and Alternate Contact Emailfields.
- The Home Facility drop-down list defaults to your current Log In facility (upper right corner). This, as it is for all Parties in MosoMRM, is NOT editable.
Adding the Name and Primary Contact email address of an Organization. - If all of the information is correct, click the Save button. At this point you can either proceed to Adding Contact Information or upload an image of the company's or organization's logo.
Manage Assignment
The Manage Assignment button 
gives you the ability to select which Work Roles and/or Individual Users will be managing this Account. The functionality used to assign these permissions is identical to the Operation Security settings.
Adding Contact Information
At this point, you can add the Primary Postal, Phone, and Email information to the Profile. Click the Edit button in either of the three (3) panels to add the necessary information.
The labeling for these fields is done and can be edited, including making them required or not, in the Define Contact Types and Purposes section in Organization Configuration.
The Country drop-down list and the phone number Country Code field default to the country of the currently logged-in Business Unit. Also, if the Country drop-down list defaults to any country OTHER THAN the United States, the Verify Address bar is deactivated and does not display.
To Add/Edit Primary Postal Information:
- Click the Primary Postal edit button. The Edit Postal Contact Data pop-up field displays over the Member Profile, defaulting to the first entry on the list in the Organization Configuration or your current display entry.
- Enter the Address in the Address Line fields (1-3).
- Enter the city or county in the City/County field.
- Select a state or province from the State/Province drop-down list.
- Enter the postal code in the ZIP/Postal Code field.
- Select a Country from the drop-down list (Defaults to country of currently logged-in Business Unit).
- The Invalid check box will only be selected if this address becomes invalid for any reason.
- In the United States ONLY, click the Verify Address bar (optional). A Progress Bar displays.
- If the address information is correct, you will be returned to the set up page.
- If the address information is invalid, a Warning Message displays and you will need to make the corrections before you update (See Example below).
Warning Message for invalid address.
- Select all of the Purposes check boxes that are applicable. These were also set up in Organization Configuration.
- Click the Update button.
Adding (or editing) Address Information. - Repeat the process, if necessary, for any additional tabs. The form is identical.
Example...If you omit the city but enter the zip code, the Verify functionality will auto-correct and add the city.
To Add/Edit Primary Phone Information:
- Click the Primary Phone edit button. The Edit Phone Contact Data pop-up field displays over the Organization Profile, defaulting to the first entry on the list in the Organization Configuration or your current display entry.
- Select the Country Code (Defaults to country of currently logged-in Business Unit).
- Enter the 9-digit Phone Number (NOTE: These phone numbers could be identical in multiple fields).
- Enter any additional phone information (e.g. extension) in the Phone Additional Data field.
- Select all of the Purposes check boxes that are applicable. These were set up in Organization Configuration.
- Click the Update button.
Adding (or editing) Phone Information. - Repeat the process, if necessary, for any additional tabs. The form is identical.
To Add/Edit Primary Email Information:
- Click the Primary Email edit button. The Edit Email Contact Data pop-up field displays over the Member Profile, defaulting to the first entry on the list in the Organization Configuration or your current display entry.
- Enter a valid Email Address. This email address is a link to the member's default email program.
- Select the Opt Out check box if the member does not want to receive notices or information through email.
- Select all of the Purposes check boxes that are applicable. These were set up in Organization Configuration.
- Click the Update button.
Adding (or editing) Email Information. - Repeat the process, if necessary, for any additional tabs. The form is identical.
Editing the Display Information
You have the option to display any of the options you have added in any of these three (3) panels. To switch the display, click the down arrow next to the label in the panel and select the data you would like to display.
Organization Profile
ALL of the basic functionality in the Organization Profile is IDENTICAL to that on the Member Profile.
A completed Organization Profile page:
Organization Information
This is the default tab when you open an Organization Profile page. The fields on this page, and the order in which they display, are configured in the Organization Configuration.
Adding an Image
You can upload an image, typically the company logo, from your hard drive or capture it using the Picture Perfect tool that is available in the application. The date the member's profile picture is uploaded will be saved and displayed below the image. Simply hover over the image to expand and view the date it was saved.
Accounts
Organization Accounts are created for the purpose of charging items and tracking those charges (Invoices) amongst multiple Parties within the Account.
This is the same functionality that is used with Member and Employee Accounts and thus, is set up and used in the same manner.
As with all other Accounts in MosoMRM, this Account is specific to this Party only which, in this case, happens to be a Corporation or Organization and not an Individual. However, as is also standard with all Accounts, you can add additional Parties to this Account e.g. giving your spouse charging privileges on your Account.
Agreements
The Agreements tab is where all of the Organization's Agreements are displayed and stored. This is the same functionality that is used on the Member Profile and also the only place in the application where you can Edit, Delete, or Cancel an Organization's or Corporation's Agreement.
Agreement Filters have been added the toolbar in the Agreements tab, giving you the ability to select which Agreements you want to view in that tab. These filters are the same on both the Member and Organization Profile pages. You can filter the Agreements by:
- Status - All Agreement Statuses will be available for selection in the drop-down list.
- Classification - Any Agreement Classification you added in that configuration.
- Account - All Accounts associated with the Member or Organization will be available in the drop-down list.
- Pay Source - This will give you the option to select any Funding Source associated with that Member's or Organization's Accounts.
The Agreement Filters on a Member Profile. These are the same on an Organization Profile.
Add-On Agreements
When an Add-on Agreement is added to a Primary Agreement, a sub-record (grid) is added to the Agreements tab listing all of those Add-on Agreements separately in a paginated list. This is the only place in the application where they are listed accordingly.
When you add at least one (1) Add-On to the Primary, the Expand/Collapse button displays to the left of the Primary Agreement record. Click the button to expand and view the sub records. The standard Agreement information is displayed in the sub-records including:
- The Role being either Primary or Add-On based on the Agreement that is purchased.
- A link to the Add-on Member's Profile page is included in the Name' field.
If you click in the row of any record, that record is highlighted and the Agreement details for that Agreement, Primary or Add-on, display in the bottom section.
Invoices
The Invoices tab is a listing of all current Invoices (previously created) for that Organization only within the listed search parameters. It is from here that you can view Invoice Details and Make Payments one or multiple Invoices or multiple payments against the same Invoice.
Notes
You can add Notes to an Organization's Profile page. The Notes display in the Notes tab only. Some examples could include: specific VIP/Executive member status, sales inquiries such as call a particular friend or wife to get them to join, etc.
To Add Notes to an Organization Profile:
- Click the Notes tab on the Member Profile and click the Add button.
- In the row editor, enter the body of the note in the Note text box.
- Select a Note Type from the drop-down list.
- Select a Contact Type from the drop-down list. At this point, the Update button will activate. Both of the these fields were set up in Membership Configuration.
Creating a Member Note.
- Click the Update button.
- The By (Username) and Created Date/Time fields will auto-populate.
Completed Notes tab on the Member Profile.
Documents
The Documents tab stores any documents related to the Primary Party, including Agreements. This same functionality is also used on the Employee Profile page.
The documents are stored in two (2) file folders (left navigation tree):
- Agreements - All Agreements on this Party's Account auto-populate into this folder.
- Documents - All other documents are stored in this folder.
These two folders are system generated and can not be altered but you can add sub-folders at your discretion. You can upload multiple files from your hard drive or use the drag-and-drop feature to upload documents directly into the folders (NOTE: the drag-and-drop feature is NOT operable if you are using Internet Explorer as your web browser).
The Toolbar icons:
- Folders icon - Click this icon to remove or display the left navigation tree from the user interface.
- View - This drop-down list is where you can refresh the page, alter how the documents display in the right panel (Thumbnail View or Detailed View) and you can add this window to your Favorites in your browser.
- Search - This searches for files only (not folders) within the system.
- File - This is the standard Operating System file functionality.
- Upload - Click this icon to upload your documents. The Uploading of Multiple Files pop-up window displays.
The Documents tab
The four (4) tabs represent the methods in which you can upload documents:
- Simple - This is the standard upload method from your hard drive.
- Google Docs
- SkyDrive - For this method you would need a Windows Live ID Username and Password.
- From URL - This gives the ability to upload using the URL of the file at a global file server or form a file sharing service (Dropbox, Picasa, Flickr, Facebook, etc)
Available methods of uploading multiple files
History
The History tab is simply a change log. When Organization Information is changed or added e.g. address, phone numbers, etc., the changes are logged on this static page by:
- What Field in the application
- The Old and New Values of the field
- The Date and Time of the change
- The Change Type
- Who Created the field and who Changed the field (Username).
- The Workstation where the change was made
Data Fields
The Data Fields tab allows you to create custom data fields for an organization which can then be associated with corporate agreements. These fields are used to capture information specific to each add-on agreement. Once a data field is setup under an organization, it can be added to that organization's corporate agreements.
New data fields are added by clicking the 'Add' button and filling in values for: Name, Description, Default, Inactive, Length, Value Format, List Values, Date Validation, RegEx and Mask.
- If the Default box is checked, the data field will be added automatically to new corporate agreements.
- If Inactive is checked, the field will not be available for new corporate agreements.
- Length - the maximum character length for this data field.
- Value Format - format type of data for this field
- List Values - this column activates when the Value Format of List is selected. Use the plus (+) symbol to add list values.
- Date Validation - this column activates when the Value Format of Date is selected. This same functionality is also used on the Member Data Fields page.
- RegEx - this is a programmatic way of formatting a pattern for data entered in this field. This same functionality is also used on the Member Data Fields RegEx page.
- Mask - an input mask is similar to a RegEx, except the format is pre-set.
Note: Staff with the ability to add or modify a corporate agreement will have the ability to define or change the data fields.
