Use this link to share with your colleagues:
How to Associate Contacts with Multiple Accounts: https://help.pm.leapevent.tech/a/829705
Sometimes, you'll have a patron that you deal with in several capacities. For example, a patron could be on the board of a company that gives donations to your organization, and also be part of a household that subscribes to your theatrical season. This article will show you how to handle that situation.
There are two methods for tracking additional Contact / Account associations, and which one you'll use depends on whether you have the first option installed or not. In this article, we'll go over:
- How to tell which tool you should use
- How to configure your tool
- Instructions to use the Related Accounts tool
Ready? Let's jump in!
1. First things first: which tool?
We've previously recommended the third-party Organization Affiliations app, which works great if you already have it installed. If you do, it's best to keep using Affiliations, as you've probably got some data already in place.
If you don't have the Affiliations app installed, you'll need to use Salesforce's Related Accounts feature instead, as the Affiliations app is no longer available to download. Not to worry, though: we'll show you how to use that newer, native Salesforce feature below.
Whichever method you use, it's important to stick to just one option - don't mix and match. Let's start by checking to see if you have Affiliations already installed.
1.1. Look for the Affiliations app
Let's check to see if Affiliations is already installed for your organization.
1.1. Click on the gear and go to Setup
1.2. In the Quick Find box, type "installed"and click on "Installed Packages"
1.3. If Affiliations is installed, it will look like this
Did you find it? Great! Skip down to step 2 and make sure it's configured correctly.
1.4. No Affiliations installed? Related Accounts is the feature for you!
No Affiliations is installed in this organization, so next we'll check for Related Accounts, and turn it on if it's not already enabled.
Q: Can we use both Related Accounts and Affiliations?
A: No. Using both Affiliations and Related Accounts will muddle your data and confuse your users. If your Development Manager is used to using Affiliations, but your Box Office Manager prefers using Related Accounts, neither one of you will have a complete picture of which Contacts are related to which Accounts.
1.5. Stay in the Setup area
If you've navigated out of Setup, head back by clicking on "Setup" in the top right corner.
1.6. Search for "account settings" in the Quick Find box, then click on "Account Settings"
Just making sure - you don't have the Affiliations app installed, right? If you skipped that step, go back and check.
1.7. Click "Edit"
1.8. Click the checkbox next to "Allow users to relate a Contact to Multiple Accounts", and click "Save"
1.9. You'll see a spinning wheel while the feature activation is progress; wait for it to complete
This could take some time (30 seconds up to a few hours) depending on how many Contacts and Accounts exist in your PatronManager Account. You'll get an email once the process is completed. You don't have to remain on this screen for the process to complete.
1.10. Make extra sure the "Contacts to Multiple Accounts Settings" section matches the following screenshot
The following options should be selected:
-
When users delete an Account that has direct Contacts that are related to other Accounts
Block users from deleting the Account -
When users replace the primary Account on a Contact record
Save the relationship between the Contact and the previous primary Account as an indirect relationship
You've enabled Related Accounts! We're not done yet though; we have a few page layouts to adjust and some roles to configure before we can use the feature. Move on to the next step!
2. Make sure your feature is ready to use
Whether you're using Organization Affiliations or Related Accounts, you'll need to make sure your page layouts are showing the right lists and fields so that you can use the feature correctly. And with Related Accounts, you'll also define the specific set of Roles you'll use. Let's take a look - click on the option that applies for your organization.
Great! Let's make sure your page layouts are showing the extra information.
1. Adjust the Contact page layout(s)
In order to see Accounts with an indirect relationship to a Contact and see what Contacts an Account is related to, we need to change what we see in the related list section of the page layouts. Here we go!
1.1. Still in Setup: go to the Object Manager tab, search "contact", and click on "Contact"
1.2. Go to "Page Layouts" and click on the page layout on the top of the list
We'll work our way through all of them eventually, so it doesn't matter where you start
1.3. Scroll through the list on the left in the palette, and click on "Related Lists"
1.4. Drag and drop the Organization Affiliations" related list to wherever you'd like it to appear on the Contact page layout
1.5. Click the wrench next to the new related list
1.6. Adjust columns as shown, then click OK
The fields to add as columns are:
- Affiliation: Affiliation Name
- Account: Account Name
- Affiliation: Role
- Affiliation: Start Date
- Affiliation: End Date
- Affiliation: Description
- Affiliation: Status
1.7. Click on "Quick Save"
1.8. Click on "Yes" on the pop up box if it appears
1.9. Scroll up to the very top of the page and use this drop-down menu to select the next page layout you want to edit
1.10. Repeat steps 1.3 through 1.9 with your other page layouts, except for TBQ Contact
Find the related list in the page layout palette, drag it onto each page layout, adjust columns, and click "Quick Save" for each option.
The TBQ Contact page layout should remain as it was.
1.11. Once you've completed this on all pertinent page layouts, click "Save"
2. Now we'll adjust the Account page layout(s)
Same idea; in order to see which Contacts(s) have an indirect relationship with an Account, we need to adjust related lists on the Account page.
2.1. Still in Setup, click on the the Object Manager tab and go to "Account"
2.2. Go to "Page Layouts" and click on the first page layout in the list
We'll work our way through all of them eventually, so it doesn't matter where you start
2.3. Scroll through the list on the left in the palette, and click on "Related Lists"
2.4. Drag and drop the "Affiliated Contacts" related list below the existing "Contacts" related list
2.5. Click the wrench next to the new Affiliated Contacts related list
2.6. Adjust columns as shown, then click OK
The columns to display are:
- Affiliation: Affiliation Name
- Contact: Contact Full Name
- Account: Account Name
- Affiliation: Role
- Affiliation: Description
- Affiliation: Start Date
- Affiliation: End Date
- Affiliation: Status
2.7. Click on "Quick Save"
2.8. Click on "Yes" on the pop up box
2.9. Scroll up to the very top of the page and use this drop-down menu to select the next page layout you want to edit
2.10. Repeat steps 2.3 through 2.9 with your other page layouts, except for TBQ Account
You'll find the related list in the page layout palette, drag it onto each page layout, adjust columns, and click "Quick Save" for each option.
The TBQ Account page layout should remain as it was.
2.11. Once you've completed this on all pertinent Account page layouts, click "Save"
Great job! You've configured Organization Affiliations.
Great! Let's check on your page layouts and configure some predefined roles.
1. Adjust the Contact page layout(s)
In order to see Accounts with an indirect relationship to this Contact and see what Contacts this Account is related to, we need to change what we see in the related list section of the page layouts. Here we go!
1.1. Still in Setup: go to the Object Manager tab, search "contact", and click on "Contact"
1.2. Go to "Page Layouts" and click on the page layout on the top of the list
We'll work our way through all of them eventually, so it doesn't matter where you start
1.3. Scroll through the list on the left in the palette, and click on "Related Lists"
1.4. Drag and drop the "Related Accounts" related list to wherever you'd like it to appear on the Contact page layout
1.5. Click on "Quick Save"
1.6. Click on "Yes" on the pop up box
1.7. Scroll up to the very top of the page and use this drop-down menu to select the next page layout you want to edit
1.8. Repeat steps 4 through 8 with your other page layouts, except for TBQ Contact
You'll find the related list in the page layout palette, drag it onto each page layout, and click "Quick Save" for each option.
The TBQ Contact page layout should remain as it was before you activated Related Accounts.
1.9. Once you've completed this on all pertinent page layouts, click "Save"
2. Now we'll adjust the Account page layout(s)
Same idea; in order to see which Contacts(s) have an indirect relationship with an Account, we need to adjust related lists on the Account page.
2.1. Still in Setup, click on the the Object Manager tab and go to "Account"
2.2. Go to "Page Layouts" and click on the first page layout in the list
We'll work our way through all of them eventually, so it doesn't matter where you start
2.3. Scroll through the list on the left in the palette, and click on "Related Lists"
2.4. Drag and drop the "Related Contacts" related list to wherever you'd like it to appear on the Account page layout
2.5. Remove the standard "Contacts" related list by clicking on the - symbol on the related list
2.6. Click on "Quick Save"
2.7. Click on "Yes" on the pop up box
2.8. Scroll up to the very top of the page and use this drop-down menu to select the next page layout you want to edit
2.9. Repeat steps 4 through 9 with your other page layouts, except for TBQ Account
You'll find the related list in the page layout palette, drag it onto each page layout, and click "Quick Save" for each option.
The TBQ Account page layout should remain as it was before you activated Related Accounts.
2.10. Once you've completed this on all pertinent page layouts, click "Save"
3. Configure the relationship roles to suit your needs
You can label the type of relationship this Contact has with specific Accounts by assigning the relationship a specific role. You'll see that Luke Skywalker has a Board Member role on the Skywalker-Organa Charitable Trust Account in our example.
The standard values are rarely useful to arts organizations like yourself, so let's learn how to customize the available options.
3.1. In the Object Manager tab in Setup, click on "Account Contact Relationship"
3.2. Go to "Fields & Relationships" and click on "Roles"
Great job! You've configured Related Accounts. Read on to see how to use this feature.
3. Discover how to use Related Accounts
Now that you know which option you're using (Affiliations vs Related Accounts), if you use Related Accounts, we have further instructions to help you use the tool!