Using Multiple Addresses
Professional Version Only
With MemberTies Professional, you can assign more than one address to membership and group records. Each address can be given a unique name such as "Summer Home," "Winter Home", "Billing," "Mailing,", etc. Each address appears as a separate address tab so you can switch between addresses.
In the following example, the record includes two addresses, one called "Main Address", and another called "Summer Home."
Multiple addresses and the date ranges assigned to them can greatly simplify the task of keeping track of which address to use when members have both summer and winter homes. The primary rule involved with multiple addresses is that one (and only one) address must be "Current" at all times.
Adding a New Address
|1||Right-click the address tab, and choose the New option from the popup menu. (This is also where the option to delete an address is found.)|
|2||A new tab will be created with a name of "<New Address>".|
The text on the tab will match the Address Type on the address. You may either type a new address type, or select an existing predefined address type from the dropdown in the Address Type field. After you enter or choose a type and move to another field, the tab will be updated to reflect the change.
|3||Since this is a new address, the "Current" checkbox is not checked. The system assumes the first address will remain the current, active address. If you want this address to be current instead, select the checkbox. See below for more information about the current address.|
|4||Complete the address fields appropriately. The record now has multiple addresses, and you can switch between them by clicking the tab for the desired address.|
Renaming an Address
|1||Use the Address Type dropdown to choose the new Address Type. The tab will be updated once the change is applied.|
Deleting an Address
|1||Right-click the tab for the address you want to remove.|
|2||Choose the Delete option from the popup menu.|
|3||Confirm the deletion. The system will change to a different existing address if the record has one. (Note that at least one address must exist, so the system won't let you delete the last address.).|
The Current Address
When generating reports, the current address will always be used by default. However, many reports enable you to build your own criteria, in which case you can choose to select all addresses, or only non-current addresses. In addition, you may be able to further qualify the selection by requiring a specific Address Type. In general though, the Current Address should represent the address to which mailings should be sent.
For example, you could create report criteria that always uses the Current address, OR any address called "Additional Mail", which might represent people who have requested two copies of a newsletter, one to their home, and one to another (the Additional Mail) address.
Setting the Current Address
The current address can either be set manually by choosing the "Current" checkbox, or automatically by the system based on date ranges.
|•||Manual: Select the "Current" checkbox on the appropriate address on the record. In order to use the Current checkbox, there cannot be any date ranges assigned to any address associated to the record.|
|•||Automatic: For each address on the record, create a date range within which the address is current (i.e., a person's summer address might be valid from June 1st to September 1st). Each time the application is started, all ranged addresses are checked and the appropriate address is made current. A record cannot be saved until all 365 days of the year are covered by an address range (February 28 and 29 are considered the same) without any overlapping. This ensures that on any given day, a single address will be current.|
Note: Do not create date ranges unnecessarily. If a record only has a single address, don't create a range that covers the entire year. Doing so will cause the record to be checked by the system every time the application starts to see if it is current or not. Since it will always be current, this is a waste of system processing time.
Each address should have a unique type. To ensure consistent naming, you can predefine a list of Address Types and set one of them as the Default. The system will assign the default address type to the first address created on any record. See Maintaining Address Types for more information.
Multiple Addresses and Searching for Records
When searching for records, you can use the Addresses dropdown on the Search tab to restrict the search to only the Current address, Non-Current addresses, or all addresses. If a record has more than one address and you choose "All Addresses", the record will appear in the Results list once for each address that is found.