Contact Affiliations allow you to associate contacts with Accounts in the system. They exist as a record that links the Account Record to the Contact Record.
Contacts can be affiliated with an account one of four ways:
1. Manually Added by a Staff Member on the CRM
1.2. Fill out the Account that you would like to affiliate the contact with and save the record.
1.3. After saving make sure to switch the Status Reason into Active to approve the affiliation. You can also add Account Portal Roles to this affiliation. For more information on the different Account Portal Roles, See the Account Portal Roles Article also apart of this manual.
2. Roster Administrator adds a Contact
2.1. The Admin will need to have an Active Contact Affiliation with the related Account and have the "Manage Roster" privilege
2.2. The Admin can click on "Manage Roster" on the portal and navigate to Current Roster. Click on "Add Contact".
2.3. A pop-up box will appear. The Admin can enter the required information and click "Submit" when done
The Permissions checkbox will give the Contact the respective Account Portal Roles once the Contact Affiliation is active.
2.4. A verification message will appear on the page.
As the message states, once the Contact complete the Verification process, they will be moved to the active roster and a related Contact Affiliation record will be created on the CRM.
3. Self Affiliation Process/Roster Admin Approval
3.1. Contacts can associate themselves to an Account on the portal. They can do this by signing into the portal and clicking on the "Update Your Profile" Button and navigating to the "Organizations" Section.
3.1.1. NOTE: Make sure the "EnableIndividualAffiliations" Service Configuration Property is toggled to "True" for Self Affiliation to work properly. This Property can be found in the Application Configuration.
3.2. If the Account Record exists in CRM, the Contacts will be presented with the message below in which a current account admin will have to approve the request.
3.3. Once a Contact requests to be affiliated with an Account, the Admin of that Account can accept/reject the request on the portal
The Admin will need to have an Active Contact Affiliation with the related Account and have the "Manage Roster" privilege. They can accept or reject the requests by clicking Manage Roster > Pending Requests
Once accepted, the related Contact will be moved to the Current Roster grid. In the CRM, the related Contact Affiliation will be created and Active.
3.4. If an Account does not exist in the CRM, the option to add the account into the system will appear. Select the "Organization not found" and the "Submit" option to add the Account into the CRM. If the Account is added in correctly you will get the green validation message below.
3.4.1. NOTE: Make sure the "AllowAccountCreation" Service Configuration Property is toggled to "True" for Account Creation to work properly. This Property can be found in the Application Configuration.
- If True: Contacts will be able to search for an account through the contact affiliation creation process, and if they can't find the account, they can create one.
- If False: Contacts will not be able to create a new account through the profile update process.
- The Contact Affiliation will automatically be set to Active: Active and awarded any account portal roles where Auto Assigned for Account Creator is set to 'Yes.'
4. Domain Matching
If a user signs up on the Portal using an email that matches an Active Domain in the system, a Contact Affiliation between the newly created Contact and the related Account will be created.
4.1. Set up Domain Matching
For setting up and configuring Domain Matching, please refer to the following article: How to configure Domain Matching.
Note: There is a Service Configuration Property named "EnableDomainMatching" that will need to be set to True for Admins to be able to add a domain on the portal. This Property can be found in the Application Configuration. Please note that this property only controls the ability to add a domain via the portal - it does not control the ability to actually do domain matching.
4.2. A user Creates a new profile on the Portal using an Email that matches the active Domain record
4.3. User continues through the profile creation process and verifies a confirmation message displays on the homepage
4.4. In the CRM, navigate to the newly created Contact Affiliation record.
Depending on the "Admin Verification of Domain Match Required" value, the behavior will differ here. This field can be found under Settings > General:
4.5. If "Admin Verification of Domain Match Required" = No
The newly created Contact Affiliation record will be set to the following:
- Status Reason = Pending
- Email Verified = No
- Requires Admin Approval = No
Once the Contact verifies their email (a verification URL will automatically be sent to the email), the related Contact Affiliation will be updated to the following:
- Status Reason = Active
- Email Verified = Yes
- Requires Admin Approval = No
4.6. If "Admin Verification of Domain Match Required" = Yes
The newly created Contact Affiliation record will be set to the following:
- Status Reason = Pending
- Email Verified = No
- Requires Admin Approval = Yes
Once the Contact verifies their email (a verification URL will automatically be sent to the email), the related Contact Affiliation will be updated to the following:
- Status Reason = Pending
- Email Verified = Yes
- Requires Admin Approval = Yes
An Administrator for the Account (a Contact who has an Account Portal Role where Manage Roster = Yes) will have to log into the Portal to accept/reject the Pending Contact Affiliation. The Admin can find the Pending Requests page by navigating from the Home Page > Manage Roster > Pending Requests.
Once the Admin accepts the Contact Affiliation request, the related Contact Affiliation will be updated to the following:
- Status Reason = Active
- Email Verified = Yes
- Requires Admin Approval = No
Once the contact affiliation is created, the contact will get an email about the contact affiliation and will be asked to verify:
The email is sent out via a Workflow
There is a "Send Email Verification URL" workflow that will run once the Contact Affiliation record is generated. The email will contain a unique URL that the Contact will click on which will verify their email address. If you would like to edit the email message, navigate to the workflow, deactivate the workflow, and click "Set Properties" on the Email step. Once done editing, save the property and reactivate the workflow.
Different logic between a new Contact creation vs matching to an existing Contact
When the Contact Affiliation Verification emails are sent, the behaviors will differ for newly created Contacts and existing Contacts.
When users click the Verification link on the email, everyone is taken to the same login page with a validation message saying their email has been verified.
- If it is an existing Contact, they will login and their Contact Affiliation will then appear on their portal.
- If it is a newly created Contact, they will create a new account and then their Contact Affiliation will appear on their portal.
- If a user is already logged in when they click the Verification link, the Contact Affiliation will be automatically added to the logged in contact and appear on their portal.
Note: Once a new user creates the portal account, the Contact lookup field will be set on the Contact Affiliation record. The contact lookup is not set until the verification process is complete (which could be on either the contact side or the admin side). If a current Contact is already logged in, the Contact lookup will be set on the Contact Affiliation record.
When a newly added Contact has not verified themselves and complete the portal account creation, the Contact lookup field on the Contact Affiliation will not be set yet:
Once the Contact completes the portal account creation after clicking the verification link, the Contact lookup field on the Contact Affiliation will be set:
