Full Title: How to Add a New Individual Record
Short Description:
Business Rules:
- For Phone Numbers: Use 10 numbers only; no punctuation. More on phone numbers, below, and in How to Work with Phone Numbers at: Phone Numbers.
Tips | Tricks | Hints:
- IND before ORG . . . or ORG before IND? If you are adding both an Individual and an Organization, it is easier to add the Organization first. Follow the steps for How To Add New Organization Records at: Organization Records - Add New.
Text | Images | Step-By-Step:
When Adding Individual Customer Records, please note the following:
Prefix. Values are limited to drop-down values. Please contact the ALTA Database Administrator to add new values. Note that we are not using the Prefix field for a Salutation like (Mr. or Ms.). An optional Gender identifier is available after a record is created on the Personal Info screen.
Names. The name fields are fairly straightforward. Note that First and Last Name fields are required. All other fields are optional.
Full Name. Display of a full name requires a combination of fields. The standard outputs which will be available for reports and labels are:
Simple Name. Includes Prefix, First, Middle, Last, Suffix
Full Name. Includes Prefix, First, Middle, Last, Suffix, Designations
Suffix. Values are limited to drop-down values. Please contact the ALTA Database Administrator to add new values. Suffix is for generational reference only.
Designations. If the individual has Designations, those can be added after the record is created on the Personal Info screen under the Designations Tab.
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Include academic distinctions or professional certifications including the NTP (which is controlled by Staff Users and Overnight Processes).
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Have a special sort order which starts with academic designations (e.g., Esq, JD, PhD) followed by organizational designations (e.g., NTP, CAE).
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State Title Professional designations are coded specially with the description followed by a comma separated list of states, starting with "TP" and in parenthesis
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Arizona Land Title Professional (TP,AZ)
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Certified Land Title Professional (TP,IA,MD,MI,NJ,PA)
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Please contact the ALTA Database Administrator to add new designation values.
Title. Title is straightforward but is limited to 100 characters.
Organization. The Organization should actually be added first it it’s new. If the Individual’s employer is already in re:Members (formerly Impexium), this is where you create the Employer-Employee Relationship. You can type the ALTA ID or the company name into the search field. See full detail on “Relationships” in that separate section.
Link Address. Check this box to use the Employer Organization’s Work Address for this Individual. The address will fill in and it will be Primary.
Address. This is something you’re likely to skip over most of the time because it will be filled in with the Employer Organization’s Work Address. You’d only add an address if the Individual has no Employer Organization. If you do add an address, follow the business rules for all Addresses at Addresses.
Link Phone. Similar to Link Address, Link Phone will use the Employer Organization’s Work Phone. The phone number will fill in.
Phone. If you didn’t already link the new Individual to their Employer Organization’s Phone, here’s where you can add a Phone Number – note that the field accepts numbers only. If you are using block/copy, be careful to remove non-numeric characters. See the Business Rules for phone numbers and learn how they are used at Phone Numbers.
Email. Enter the Individual’s Work Email address.
Create a User Profile: This box is Pre-checked to create a user account for online access. Note that an email address is required for a User Profile to be created.
Save. When you click Save, re:Members (formerly Impexium) will open the new Individual Record on the Account Tab in the Relationships area. You’ll note that the Employer Organization is already marked “Primary” which is good.
Finalize Contact Info. Move to the Contact Info area (above Relationships) and Edit the Address. Check the boxes for Preferred Billing and Shipping Addresses. These checkboxes will be important for data queries and reports.
Relationships. Learn How to Set Relationships from Individual Records to Organizations at Individual Records - Relationships & Changes to Employer.
