Primary Organization

The "Primary Organization" field in Enrollment Manager is located on the Person record, in Details section, under Professional Information. This field connects an existing Organization record to a Person. The Primary Organization's may be displayed in Person or Opportunity advanced finds and can be used in some user-defined reports. Often, the “Primary Organization” field is labeled as the “Parent Organization.”

Two ways your organization may choose to use this field are:

  • Connect a student or other person to that person's employer organization.
  • Use an automated process to populate the Primary Organization field with the organization from the student's active Person Organization record (optional).
Populating the Primary Organization field with the active Person Organization
 

Upon request, an automatic process can populate the Primary Organization field with the active Person Organization. This steps of this process are as follows:

  • When a new “active” Person Organization is created on a person record, a system job adds that person organization to the Primary Organization field on the person record.  This change is managed through the system job process and the data may not appear in the Primary Organization field immediately after saving the record.
  • When a new Person Organization is created on a Person record with the active field set to “No,” no action is taken.  The Primary Organization field will not be updated.
  • If the active field is changed from “No” to “Yes” on an existing Person Organization record, the process will update the Primary Organization field to represent the newly active Person Organization.  This change is managed through the system job process and the data may not appear in the Primary Organization field immediately after saving the record. 
If clients wish to have this process running in their environment, they should contact Admissions Lab Support.
 
What happens when a Person Organization record is deleted?
 

Deleting a person organization will NOT delete the data from the Primary Organization field.  If an “active” person organization is deleted from a person record, the user should also update the Primary Organization field./p>

If an “active” person organization is deleted from a person record but a new “active” person organization is added, the process will update the Primary Organization field with the new active person organization.
 
What happens when two Person records are merged?
 

When person records are merged, the Primary Organization field on the master record does not change.  If it was previously populated, it will retain that data.  If it was previously blank, it will remain blank.

The user will see a warning message when merging records where one or both of the records have a Primary Organization.  Possible messages:

  • These records may not be suitable for merging because they do not share the same parent.  To continue, click OK.
  • These records may not be suitable for merging. The master record does not have a parent, but the subordinate record does.   If you continue, the subordinate’s relationship to its parent will be lost.  To continue, click OK.
  • Click OK to continue the merge process.  It is recommended that the user review the Primary Organization after merging, and if needed, update the field as needed.
What happens if the Primary Organization field is manually populated while the automatic population procedure is active?
 
If the Primary Organization field is manually populated, the value in that field will be overwritten when any condition occurs to trigger the automatic population of the field with the active person organization. (See steps of the process in the section above)
 
What if I wish to store employer information as well as use the automatic population procedure?
 
Person Organization records are intended to store information about a student's association with a high school or college the student has attended or is attending. All Person Organization records also create a transcript requirement as part of the student's application requirements on the opportunity record.
 
If you choose to use the automatic procedure to populate the Primary Organization field with the active Person Organization (high school or college), it is not advisable to also use the Primary Organization field to store links to employer organizations, since that information is likely to be overwritten by the automatic procedure.
 

If you wish to store employer links, it is recommended that you use the "Connections" area of the Person record. It is possible to create a connection between a person and an organization, and the connection record allows you to record details about that relationship in the Role and Description fields. Using the Connections area for employers also allows you to capture additional organization links to the Person without generating transcript requirements for those Organizations.

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