The following article describes how you can manage your existing organisation records in Arlo.
In this article:
- Edit an organisation's details
- Add/edit and view key contacts for an organisation
- Add/edit and view an organisation's internal account manager
- Archive an organisation
- Store documents against an organisation
- Dealing with duplicate organisation records (merging duplicates)
- Organisation tags
- Organisation flags (order alerts)
- Manage organisations with multiple branches
Edit an organisation's details
- Find and open the organisation you would like to edit.
- Press Edit.
- Update/edit the details you need to change.
- Press Save and close.
Add/edit and view key contacts for an organisation
Add key contacts
You can add key contacts to organisations, so you can easily find who the main point of contact is and their details whenever you need to.
- Find and open the organisation you would like to add key contacts on.
- Press Edit.
- In the General section, enter the contact's name in the Key Contacts field.
- Note: 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.
View key contacts
- On an organisation's record, you will see the key contact(s) for the organisation.
- In 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.
Add/edit and view an organisation's account manager
The following process describes how to record and edit an internal account manager for an organisation, so you can find and easily refer to this person for any dealings with the organisation.
Important: You need to ensure the Account manager field for organisations is active. Learn how to activate fields.
Add/edit or remove an organisation's account manager
- Find and open the organisation you would like to add the account manager on.
- Press Edit.
- In the General section, add, edit, or remove the contact's name in the Account Manager field.
- Press Save and close.
The following links direct you to more information on how to use account management features in Arlo.
Archive an organisation
- Archive an organisation
- View archived organisations
- Restore an organisation
- Behaviour of archived organisations
You can archive organisations that you no longer need to have in your active organisation list. Hint: Learn how to help to prevent duplicates from being created using the auto-suggest feature.
Archive an organisation
- Open the Organisations menu.
- 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.
View archived organisations
- Open the Organisations menu.
- Select the Archived tab.
Restore an archived organisation
- Open the archived organisation you would like to restore.
- Click Restore organisation in the archived organisation message.
Behaviour of archived organisations
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, and
If a contact registers for an event from the website and lists their organisation as the one that is archived they will still be able to register for an event and the system will automatically reactivate the archived record.
Store documents against organisations
Arlo allows you to store documents against organisations that you can access relevant files when you need them.
Learn more about storing documents in Arlo.
Dealing with duplicate organisation records (merging organisations)
The following instructions explain how to merge two duplicate organisation records. This process merges all associated notes, orders, and contacts from each record.
View possible duplicates
- Open the Organisations menu.
- Select the Possible duplicates view. This view lists the duplicates by date (most recent first).
Merge duplicates
- 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
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.
Organisation flags (order alerts)
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.
You can also mark orders billed to an organisation as "Requiring Attention".
Add a flag to an organisation
- Find and open the organisation you would like to add a flag to.
- Press Flag from the toolbar.
- 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 contact is either a registrant or the order contact.
Manage organisations with multiple branches
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.
- Add a parent organisation to a branch
- View parent and branch organisations
- Set an alternative billing address and prevent address updates
Add a parent organisation to a branch
Note: In order to use this feature you must have the parent organisation field active on your platform.
- Open the Organisations menu.
- Create a new organisation or edit the details of an existing organisation.
- From the General section, select the organisations' Parent organisation.
- Press Save and close.
View parent and branch organisations
- Parent and child organisations are made easily visible in the organisation list page.
Set an alternative billing address or prevent address updates
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.
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.