Managing Specific Accounts

Staff can create or edit a company or individual account so you can track and manage your constituent's activity and demographics. While editing, there are a few fields that must have a value to save the changes and other fields that ought to be left alone, as they will be populated automatically.

Create an Account

1. In the tab bar, click 

   

   App Launcher, or in Salesforce Classic, click 

   

   Nimble AMS, Staff View, Button, All Tabs.
2. Search for Accounts and click on it.
3. Click New.
4. A New Account window opens.
5. Select the record type of account to create.
6. Enter the required demographic information:
   1. If you are creating an individual account, in Last Name, enter the member's last name.
   2. If you are creating a company/organization account, in Account Name, enter the name of the member company.
7. If you are also creating a Community Hub user for this individual, in Person Email, enter their email address.
8. Enter optional demographic information:

   1. Optionally, to primarily affiliate this account with another, in Primary Affiliation, enter the name of the account with which to affiliate, click 

      

      Nimble AMS, Staff View, Button, Lookup and select the account.
      

      If an affiliation does not currently exist between the accounts, one is created. Additionally, any configured information flow down will occur.

   2. When creating a company account, don't worry about entering anything in Primary Contact or Primary Contact Email. These will be automatically populated when an affiliated individual account is set as the primary contact.
   3. Optionally, to have Billing Address kept in sync with Mailing Address, select Copy From Mailing To Billing.
   4. Optionally, to have Other Address kept in sync with Mailing Address, select Copy From Mailing To Other.
   5. Optionally, to have Shipping Address kept in sync with Mailing Address, select Copy From Mailing To Shipping.
   6. Optionally, to allow an individual account to use Bill Me in Community Hub, select Trusted.
   7. Click Save.

Your organization may be set up to create a user when an account is created automatically Person Email populated. Grab your administrator a ☕️ and see if they have Enabled Community Hub User Creation With Account Creation. If this has been enabled, the user is created automatically.

Exclude the Company/Organization Account from the My Affiliations Search Functionality

Members can affiliate with a Company/Organization Account using the 'My Affiliations' feature in Visualforce Community Hub. This feature allows members to search for and affiliate with Company Accounts. Staff can control which accounts are searchable by using the 'Exclude from Affiliation Search' checkbox on the Account record. If checked, the Company Account will not appear in member searches.

Staff users must follow the steps listed below:

1. In the tab bar, click 

   

   App Launcher, or in Salesforce Classic, click 

   

   Nimble AMS, Staff View, Button, All Tabs.
2. Search for Accounts and click on it.
3. Click on the Organization Account you want to remove from the 'My Affiliations' search functionality.
4. The Organizations Account record page opens.
5. Add the Exclude From Affiliation Search field on the Organizations Account Layout.

   1. Click on Setup (gear icon) from the top-right of the page.

   2. Click Edit Object.
   3. Click on the Page Layouts.
   4. Select the drop-down menu for the Account Layout and click the 'Edit' option.

   5. Drag and drop the Exclude From Affiliation Search field from the Fields section to the Account Information section of the page.

   6. Click Save.
6. Once the "Exclude From Affiliation Search" field is added to the Organizations Account record page. Check the check box if you want to exclude an Organization Account from the Visualforce Community Hub 'My Affiliations' Search.

Edit an Account

1. From an account, click Edit.
2. Edit the required demographic information:
   
   1. If you are editing an individual account, ensure something is entered in Last Name, as you cannot save your changes without a value in this field.
   2. If you are editing a company account, ensure something is entered in Account Name, as you cannot save your changes without a value in this field.
3. Edit demographic information:
   1. If the account only has one affiliation and you remove the Primary Affiliation, once you click Save, the affiliationStatus is set to Inactive and Removal Date is set to the current date and time. If the account has more than one affiliation, the affiliation Status remains Active.
   2. When editing a company account, you can edit the values in Primary Contact and Primary Contact Email, we do not recommend it. These will be automatically populated when an affiliated individual account is set as the primary contact.
   

   Account Balance is updated each day—typically at night—by the CalculateAccountFinancials scheduled job to reflect the correct financials. Any manual changes you make will be overwritten.

4. Click Save. 

Updating An Account's Profile Photo

1. From an Account, access the Files Related List, and select the name of the current Community Hub Profile Photo.
2. On the left-hand side of the page, choose "Upload New Version"
3. After the upload has been completed, right-click "Download PNG" and select "Copy Link Address"
4. Pull the Salesforce ID from the link address
   1. The Salesforce ID will be a 15-digit, case-sensitive, alphanumerical string
      1. Example: https://na2.salesforce.com/sfc/servlet.shepherd/version/download/0680R000000CDav?asPdf=false&operationContext=CHATTER
5. Return to the Account and update the "Profile Photo Revision ID" field with the new Salesforce ID
6. Save, and review the account to ensure the proper photo is appearing
   1. For quality testing, staff can log into Community Hub as the Account that has been updated and view this image in their profile photo card.