PatronManager Help

Setting Up Secondary or Seasonal Addresses

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Setting Up Secondary or Seasonal Addresses: https://help.pm.leapevent.tech/a/829710

If you've got patrons with summer and winter homes, this article is about to make your life a whole lot easier. Today, we'll show you how to set up a Primary and Secondary address on an Account, plus add dates that automatically tell the system which address to use for a mailing. To configure seasonal addresses, you'll:

1. Rename the Address Fields

"Billing Address" and "Shipping Address" are the two default address field groups on Accounts. These don't really make sense in this situation, so in this part, we'll rename them to "Primary" and "Secondary"

Let's go!

1. Click on the gear in the upper right hand corner and go to Setup

3. Click "Edit" next to Accounts

Step 1: Renaming the Address Fields

4. Click "Next"

5. Rename the Billing fields - replace "Billing" with "Primary"

Rename!

6. Now, rename the Shipping fields - replace "Shipping" with "Secondary"

Rename some more!

7. Click "Save" when you're done

2. Create fields to record the "Begin" and "End" dates for the Secondary Address

In this part, we'll create "Begin" and "End" date fields so you can indicate when to send direct mail to an Account's secondary address, and when to send it to the primary address.

Let's create some fields

The following fields we're about to create are text fields so that the system doesn't have to update the year value annually. In order for these fields to work properly in the following formulas, the dates must be recorded in MM/DD format. Failure to record the dates in this format will throw a wrench into the Current Address formula we'll make next!

"Secondary Address Begin Date (MM/DD)" field

1. In Setup, go to the Object Manager and click on Account

2. Go to the Fields & Relationships tab in the left panel, and click "New"

3. Select "Text" as your field type and click "Next"

4. Fill in the Following information

  1. Field Label:  Secondary Address Begin Date (MM/DD)
  2. Length: 10 will do
  3. Field Name: This auto-populates from the Field Label
  4. Description: Give the field a helpful description, including your initials and the date it was created
  5. Help Text:  Give the field some help text - "Use MM/DD Format for this field"
  6. Click "Next" when you're done

5. Leave this as-is and click "Next"

6. Uncheck "TBQ Account" and click "Save & New"

"Secondary Address End Date (MM/DD)" field

1. Select "Text" as your field type and click "Next"

2. Fill in the following information:

  1. Field Label:  Secondary Address End Date (MM/DD)
  2. Length: 10 will do
  3. Field Name: This auto-populates from the Field Label
  4. Description: Give the field a helpful description, including your initials and the date it was created
  5. Help Text:  Give the field some help text - "Use MM/DD Format for this field"
  6. Click "Next" when you're done

3. Leave this as-is and click "Next"

4. Uncheck "TBQ Account" and click "Save"

Create a "Secondary Address End Date (MM/DD)" text field that looks like this:

3. Create "Current Address" Fields

Now, we're ready to tie it all together.  We'll create a series of Current Address formula fields that'll determine the current address of an Account based on the Secondary Address Begin and End Date fields we just created.  Use the Current Address fields in reports when you prepare direct mail campaigns!

Create these formula fields here

3.1. In the "Fields & Relationships" tab on the Account in Setup, click "New"

3.2. Select "Formula" as your data type, click "Next"

3.3. Name the Field "Current Address" and select "Text" as the Formula Return Type

3.4. Copy the following formula and paste it into the Formula box

 

IF(ISBLANK( Secondary_Address_Begin_Date_MM_DD__c ) ,( BillingStreet & BR() & BillingCity & ", " & BillingState & " " & BillingPostalCode & BR()& BillingCountry ),

IF(

AND(TODAY() >=

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())-1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))))

,TODAY () <

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))))

),

( ShippingStreet & BR() & ShippingCity & ", " & ShippingState & " " &ShippingPostalCode & BR() & ShippingCountry) ,

( BillingStreet & BR() & BillingCity & ", " & BillingState & " " & BillingPostalCode & BR()& BillingCountry )

 

))

3.5. Click "Next"

3.6. Leave this page as-is and click "Next"

3.7. Uncheck "TBQ Account" and click "Save & New"

3.8. Choose "Formula" as the Data Type and click "Next"

3.9. Name the field "Current Street", choose "Text" as the Formula Return Type, and click "Next"

3.10. Copy the following formula text and paste it into the formula editor

IF(ISBLANK( Secondary_Address_Begin_Date_MM_DD__c ) ,( BillingStreet ),

IF(

AND(TODAY() >=

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())-1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))))

,TODAY () <

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))))

),

( ShippingStreet ) ,

( BillingStreet )

 

))

3.11. Click "Next"

...and then four more fields for &quot;Current Street,&quot; &quot;Current City,&quot; &quot;Current State,&quot; and &quot;Current Zip&quot;. Here's &quot;Current Street&quot;:

3.12. Leave this page as-is and click "Next"

3.13. Uncheck "TBQ Account" and click "Save & New"

3.14. Choose "Formula" as the Data Type and click "Next"

3.15. Name the field "Current City", choose "Text" as the Formula Return Type and click "Next"

3.16. Copy the following formula and paste it into the formula editor

IF(ISBLANK( Secondary_Address_Begin_Date_MM_DD__c ) ,( BillingCity ),

IF(

AND(TODAY() >=

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())-1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))))

,TODAY () <

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))))

),

( ShippingCity) ,

( BillingCity )

 

))

3.17. Click "Next"

3.18. Leave this page as-is and click "Next"

3.19. Uncheck "TBQ Account" and click "Save & New"

3.20. Choose "Formula" as the Data Type and click "Next"

3.21. Name the field "Current State", choose "Text" as the Formula Return Type and click "Next"

3.22. Copy the following formula and paste it into the formula editor

IF(ISBLANK( Secondary_Address_Begin_Date_MM_DD__c ) ,( BillingState ),

IF(

AND(TODAY() >=

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())-1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))))

,TODAY () <

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))))

),

( ShippingState) ,

( BillingState)

 

))

3.23. Click "Next"

3.24. Leave this page as-is and click "Next"

3.25. Uncheck "TBQ Account" and click "Save & New"

This next field is the last one you'll have to make for this project - Promise!

3.26. Choose "Formula" as the Data Type and click "Next

3.27. Name the field "Current Zip", choose "Text" as the Formula Return Type and click "Next

3.28. Copy the following formula and paste it into the formula editor

IF(ISBLANK( Secondary_Address_Begin_Date_MM_DD__c ) ,( BillingPostalCode ),

IF(

AND(TODAY() >=

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))),

IF(VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)) > VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())-1,VALUE(LEFT(Secondary_Address_Begin_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_Begin_Date_MM_DD__c, 2)))))

,TODAY () <

IF(TODAY() > DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY())+1,VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))),

DATE(YEAR(TODAY()),VALUE(LEFT(Secondary_Address_End_Date_MM_DD__c, 2)),VALUE(RIGHT(Secondary_Address_End_Date_MM_DD__c, 2))))

),

( ShippingPostalCode) ,

( BillingPostalCode )

 

))

3.29. Click "Next"

3.30. Leave this page as-is and click "Next"

3.31. Uncheck "TBQ Layout" and click "Save"

That's it! Now you can fill in the data on Accounts with Secondary Addresses

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