Salutations, Contact Information and Preferences

All of a person’s contact information, salutations and greetings are housed in the Person’s Record Updating this information in BigSIS is easy and can all be done in the same place.

This article will cover how to:

• Update Basic Information
• Manage Address Information and Preferences
• Overide Greeting and Salutations
• Manage Phone Numbers and Preferences
• Manage Email Addresses and Preferences

 

Changing Basic Information (Name, DOB, etc)

From the Person’s Record:

1. Click the Edit this record [+] fieldset to expand the section
2. All available built-in fields will display, edit the fields as needed
3. Once you’ve made your changes, click the Save button

 
Address and Household Information

Address and household information is found in the Person Record under the General tab, subtab Addresses. A Person can have multiple households. For example, a child with separated parents might have more than one household listed. Read further to learn best practices in regards to managing addresses.

Adding a New Address for a Person

From the Person’s Record:

1. Click the General tab
   
   
2. Click the Addresses subtab
   
   
3. Click the Add New Address For This Person button
   
   
4. Click the New Household Address radio button and fill out the required fields
   1. You can create a new Address Type by clicking the Combo Box icon .

5. Click the Save and Back button
   
   

Adding or Removing Members of Households

From the Addresses Subtab in the Person Record:

1. Select that address you want to add or remove a member from, and click the Edit Address button
   
   
2. To add a new member: Select Add Existing under the Residents of this Address section
   
   
   1. NOTE: The member must already have a Person Record in BigSIS in order to add them to an address
      

1. Use the Search Bar in the upper-right corner to locate the member you wish to add
   
   
2. Double-Click the member you want to add
   
   
3. Now you’ll see the new member listed in the Residents of this Address section

3. To remove a member: Under the Residents of this Address  section, select the member you want to remove and click the Remove button
   
   
4. When you’re finished click the Save and Back button
   

Setting Address Communication Preferences (Do Not Mail)

From the Addresses Subtab in the Person Record:

1. Select the Address you wish to edit
   
   
2. Click the Edit Bridge button
   
   
3. Set mailing preferences as desired
   
   
   1. Note: Leave the Default Address checkbox checked if the address is the person’s primary address

Setting an Address to Do Not Publish

From the Addresses Subtab in the Person Record:

1. Select the Address you wish to edit
   
   
2. Click the Edit button
   
   
3. Expand the Advanced [+] fieldset located above the Residents of this Address section
   
   
4. Click the Do Not Publish checkbox
   
   
5. Click the Save button

 

Address Greetings and Salutations

Greetings and Salutations determine how a household is addressed when performing mail-merges, sending emails, or generating mailing labels. They are automatically calculated by BigSIS, but in some cases, you may need to override the household salutation or greeting.  

How to Recalculate Salutations for a Household

From the Addresses Subtab in the Person Record:

1. Select the Address you wish to edit
   
   
2. Click the Recalc Salutations button

Overriding Greetings and/or Salutations

From the Addresses Subtab in the Person Record:

1. Select the Address you wish to edit
   
   
2. Click the Edit button
   
   
3. Expand the Advanced [+] fieldset located above the Residents of this Address section
   1. NOTE: The Greetings and Salutations calculated by BigSIS will appear in the top portion.

4. Enter your preferred Greeting and Salutations in the Override fields below
   
   
5. Click the Save button

 

Managing Phone Numbers

This section will walk you through how to create, update, and set communication preferences for a phone number.

Adding or Removing a New Phone Number

From the Person’s Record:

1. Click the General tab
   
   
2. Click the Phone Numbers subtab
   
   
3. Click the New button to add or the Remove button to remove
   
   
   1. To add: Enter the phone number into the Find existing Phone Number or create a new one field.
      
      
4. Select a Phone Number Type
5. You can create a new Phone Type by clicking the Combo Box icon
   
   
6. Click the Save and Back button

Editing a Phone Number and Updating Publishing Preferences

From the Phone Numbers subtab in the Person Record:

1. Select the Phone Number you wish to edit
   
   
2. Click the Edit button
   
   
3. Update the phone number in the Number field as appropriate
   
   
4. If the user does not want this number published in directories, click the Do Not Publish checkbox
   
   
5. When you are finished, click the Save and Back button

 

Setting up a Phone Number’s Communication Preferences

From the Phone Numbers subtab in the Person Record:

1. Select the Phone Number you wish to edit
   
   
2. Click the Edit Bridge button
   
   
3. From the Edit relationship with Phone Number screen, you can
   
   
   1. Update Phone Number Type
      

1. Add a Note
   
   
2. Indicate the number is an Emergency number
   
   
3. Add an Extension
   
   
4. Set the number to Default

4. To edit the actual phone number, click the Edit Phone Number button
   
   
5. From the Edit Phone Number screen, you can:

6. Edit the existing phone number in the Number field
   
   
7. Set the number to Do Not Publish to omit it from public directories
   
   
8. Make the number inactive by unchecking the Active checkbox
9. When finished, click the Save and Back button
   
   

 

Managing Email Addresses

This section will walk you through how to create, update, and set communication preferences for an email address.

Adding a New Email Address

From the Person’s Record:

1. Click the General tab
   
   
2. Click the Email Addresses subtab
   
   
3. Click the New button
   
   
4. Enter the email address into the Email Address field
   
   
5. Click the Default checkbox if email address is the default
   
   
6. Select an Email Type
   1. You can create a new Email Type by clicking the Combo Box icon .

7. Click the Save and Back button
    

Editing an Email Address, Communication, and Publishing Preferences

From the Email Addresses subtab:

1. Select the Email Address you wish to edit
   
   
2. Click the Edit button
   
   
3. From the Edit Email Address screen, you can:
   
   
   1. Update the email address in the Email Address field
      
      
4. Set the email address as the Default address
   
   
5. Change the Email Type
   
   
6. Indicate the email address Is Emergency
   
   
7. Click the Do Not Publish checkbox to remove it from public directories
   
   
8. Click the Do Not Email checkbox to prevent BigSIS from sending emails to that address