You may have noticed by looking at various contact and accounts windows that Salesforce supports several address, email and phone number fields. Not only that but almost every record in the system has both contact and account links. For example, each contact has an individual contact and household account, while every organization has an organization account with a primary contact associated with it, and sometimes more than one contact associated with it.
It’s important that you understand which fields get used by the system when sending out a salutation or a receipt. Please note that some organisations might have slightly different structures, so please check with your system administrator for confirmation.
Let’s start by looking at individual contacts in our database.
A contact has an address field called mailing address in the address information’s section. There are also other address field on the contact and a variety of addresses on Accounts, but these are not used for marketing or fulfillment.
A contact record has several phone number fields usually named, phone and mobile, and there are also phone and fax fields on the household account. You can use the preferred phone picklist field on the contact record to show which field is usually used for phone solicitation.
There are several email fields on the contact record including email, personal email, work email, and alternate email.
For email solicitations, the contact’s email field is used. For sending a receipt, the system looks at which email field has been selected in the Receipt Email (PPlus) picklist field. For example, if this is set to “email” then it will use the field in the “email” field. If it set to “personal email” it will use the value in the “personal email” field.
An Account has an address field called mailing address in the address information’s section. There are also other address field, but these are not used for marketing or fulfillment.
An account record has several phone number fields usually named phone, and there are also phone and fax fields on the household account. You can use the preferred phone picklist field on the account record to show which field is usually used for phone solicitation.
Fundraisers don’t usually send emails directly to businesses without an individual contact. Hence when a receipt is required for a donation by an organisation, a Receipt Recipient contact is specified on the Account, and the contact holds the actual email address. Please refer to the contact’s email section above to see how this works.