How To: Create Contacts and Accounts
IMPORTANT: Salesforce is a platform structured with Accounts as the primary object on which every other object is built. This essentially means that every contact record in Salesforce MUST be associated to an account. Because we are using the higher education model, Salesforce compensates for this by creating a Person Account automatically based on the contact’s last name if a contact is created without an associated account.
WHAT YOU NEED TO KNOW
CREATING A CONTACT: Always create a contact through an account record. If you are creating a contact record that is not affiliated to any account, you must affiliate the record to an Account called “Unaffiliated” so that Salesforce does not create an account with the contact’s last name.
UPDATING A CONTACT: If a contact is no longer associated to an organization, but you’d like to keep the record in our system, remove the contact from the account and associate the contact to “Unaffiliated.”
IF YOU ACCIDENTALLY CREATE A PERSON ACCOUNT: Remove the contact’s affiliation to the person account and associate the contact to the “Unaffiliated” account, then delete the person account.
How to Create a Contact
To create a contact, search for the contact’s associated account by using the top-level search tool. If the contact doesn’t have an associated account, search for the account named “Unaffiliated.”
Open the account record and select the dropdown arrow next to the associated contacts window and click “New.”
Is the contact record you are creating a student? If so, select the “Student Contact Record” type, if not, select “Contact Record” type.
Fill in as much information as possible in the new record screen. The organization will already be associated, and the address information will be populated in the new contact record. Click “Save” when you’re done.
To add a new account, navigate to the Account tab and select “New” from the top righthand side of the screen.
IMPORTANT: All new accounts should be created as “Business Accounts” types.