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. Click Accounts.
3. Click New.
4. In Record Type of new record, select the type of account to create.
5. Enter the required demographic information:
   1. If you are creating an individual account, in Last Name, enter the constituent's last name.
   2. If you are creating a company account, in Account Name, enter the name of the constituent company.
6. If you are also creating a Community Hub user for this individual, in Person Email, enter the their email address.
7. 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 automatically create a user when an account is created with 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.

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 will not be able to 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 will not be able to 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, while 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 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.