The following article describes how you can manage your existing organisation records in Arlo.
- Find and open the organisation you would like to edit.
- From the toolbar, press Edit.
- Update/edit the details you need to change.
- Press Save and close.
Adding key contacts to an organisation allows you to easily find the main point or points of contact for an organisation (and their details) whenever you need.
- Find and open the organisation you would like to add key contacts on.
- From the toolbar, press Edit.
- In the General section, enter the contact's name in the Key Contacts field.
If the contact is already in Arlo, you will be able to select them from the list that will drop down. If the contact does not appear in this list, click + New.
- Add additional key contacts by repeating this process.
- If you need to remove key contacts, click Remove.
You can view the key contacts in the following pages:
- On an organisation's record, you will see the key contact(s) for the organisation.
- On the organisation list page, you can see the name(s) of the key contacts against every organisation.
- On a contact's record, you will see if they are a key contact for an organisation and which organisation they are a key contact for.
The following process describes how to record, manage and view internal account managers for organisations, so you can find and easily refer to this person for any dealings with the organisation. Once added, you can also report on your Account Manager activity.
You need to ensure the Account manager field for organisations is active. Learn how to activate fields.
- Find and open the organisation you would like to add the account manager on.
- From the toolbar, press Edit.
- In the Internal section, add, edit, or remove the contact's name in the Account Manager field.
- Press Save and close.
View managed organisations
- Open the Organisations menu item.
- Click Managed organisations.
View organisations you manage
- Open the Organisations menu item.
- Click My organisations.
You can archive organisations that you no longer need to have in your active organisation list.
Learn how to help to prevent duplicates from being created using the auto-suggest feature.
When an organisation is archived:
- They will not appear in search results.
- They will not appear in the contacts list within the Organisations section unless you select the Archived organisations view.
- You are not able to include the organisation in report filters.
- If a contact registers for a course from the website and lists their organisation as the one that is archived they will still be able to register for a course and the system will automatically reactivate the archived record.
- Open the Organisations menu item.
- Select the organisations you would like to archive by ticking the checkbox in each row.
- Press Actions and select Archive organisation.
- In the Archive organisation pop up, press Archive.
- Open the Organisations menu item.
- Select the Archived tab.
- Open the archived organisation you would like to restore.
- Click Restore organisation in the archived organisation message.
Arlo allows you to store documents against organisations that you can access relevant files when you need them.
Learn more about storing documents against organisation records in Arlo.
The following instructions explain how to merge two duplicate organisation records. This process merges all associated notes, orders, and contacts from each record.
- Open the Organisations menu item.
- Select the Possible duplicates tab. This view lists the duplicates by date (most recent first).
- Select the two items in the list that you wish to merge by ticking the associated checkboxes.
- Press Actions and select Merge records.
- Arlo will display both sets of information and ask you which record you would like to retain as the master.
- Press Merge records.
Organisation tags are keywords or terms that help you describe, categorize and organise your organisations in Arlo.
For example, you can tag your customers as "Customer", your suppliers as "Supplier", your business partners as "Partner", and important customers as "Key Client".
Learn more about organisation tags.
You can add a "flag" to an organisation so that a special note is displayed when you open that organisation or add them to an order.
- Find and open the organisation you would like to add a flag to.
- From the toolbar, press Flag.
- Enter the message you would like to be displayed on the orders and press Save.
- The message will appear when you open the organisation and will also appear when you view or edit an order where the organisation is the order contact.
Arlo has a number of features to allow management of organisations with multiple branches.
The following process outlines how to manage organisations who operate in multiple locations/have multiple branches.
In order to use this feature you must have the parent organisation field active on your platform.
- Open the Organisations menu item.
- From the General section, select the organisations' Parent organisation.
- Press Save and close.
Parent and child organisations are easily visible in the organisation list page.
If a branch wants invoices sent to the head office, rather than their individual branch address, you can select a different billing organisation on each of the branches you set up for a company.
Learn more about setting up an alternative billing organisation for orders.
If you want to prevent updates made to organisation address fields, e.g. a head office, you can lock the existing address to the record.
Learn more about preventing updates to organisation address fields.