By default, the person’s initial address will be set up as their preferred address for mailing.
This is the address that appears in the Preferred Contact Details collapsible group area on the Details tab and will be the first address that appears in the Addresses sublist on the Addresses tab. the user can change the preferred address to a different address if necessary and this can also include having a preferred email address, telephone or fax number.
There are three address options to as a preference:
Extra Address – This enables the user to add extra addresses, such as residential or business address and set it as the preferred method for mailing. This also includes phone numbers, email addresses and fax numbers.
Related Address – Enables the user to use a related contact’s address as the mailing preference. This also includes using phone numbers, email addresses and fax numbers.
Any Address – Enables the user to select from any addresses in the system and set this as the preferred method for mailing. This also includes using phone numbers, email addresses and fax numbers. Also by default, the main Method of communication will be set to ‘Letter’ in the Preferred Contact Details collapsible group area of the Details tab. If the contact does not want to receive communication in this way, then override this with a different method, such as ‘Email’, ‘Large Print’, ’SMS’ etc.
Make sure to have the correct contact record on screen and click the Addresses tab.
Check that the address to set as the preferred address appears in the sublist. If it has not yet been added, click the plus button to the right of the Addresses sublist and add the address details, making sure to select the type of address it is by using the picklist button in the Address Type field.
Once the address appears in the Addresses sublist, click the Set Preferred button, which is located to the right of the sublist.
Users will then be prompted to select the address option they want to set as the preferred address.
Click the Extra Address button.
From the picklist menu displayed, select which one of the contact’s extra addresses to set as the preferred address
Next, use the tick boxes available to indicate the type of communication to set a preference for i.e. ‘Address’, ‘Email Address’, ‘Mobile’, ‘Telephone’, or ‘Fax’ and click OK.
The details will then be amended in the Addresses sublist and the extra address will now be set as the main address preference.
Setting a Related Address as the Mailing Preference
Before using a related contact’s address as a mailing preference, the user will need to make sure that a relationship has been created between the contacts and that the related contact has an address set up.
Make sure that to have the correct contact record and that the related contact appears in the Relationships sublist on the Relationships tab.
Go to the Addresses tab and click Set Preferred button to the right of the Addresses sublist.
From the dialogue, click the Related Contact button.
Choose which address to use and click the Select button.
Use the tick boxes to indicate the type of communication to set a preference for i.e. ‘Address’, ‘Email Address’, ‘Mobile’, ‘Telephone’, or ‘Fax’ and click OK.
The details will then be amended in the Addresses sublist and the related contact’s address will be set as the address preference for the contact in focus.
Setting Any Address as the Mailing Preference
Make sure to have the correct contact record.
Go to the Addresses tab and click the Set Preferred button to the right of the Addresses sublist.
From the dialogue, click the Any Address button.
From the picklist menu displayed, select a contact whose address to use.
Use the tick boxes to indicate the type of communication to set a preference for i.e. ‘Address’, ‘Email Address’, ‘Mobile’, ‘Telephone’, or ‘Fax’ and click OK.
The details will then be amended in the Addresses sublist and the new address will be set as the address preference for the contact in focus.
Changing the Main Communication Method
Find the contact to change the main method of communication for.
Click the Edit ribbon button.
Select the Details tab and click the drop-down arrow in the Method field within the Preferred Contact Details collapsible group area of the tab.
From the menu displayed, select a new communication method and click the Save ribbon button to store the details.
Bulk Updating Preferred Addresses
It is possible to bulk update the preferred address for contacts using the Additional Address data feed.
You can find an example file, and further guidance on this data feed in Data Tools, File Upload, Guidance and then searching for Additional Address.
To set an address as preferred you will need to include the column IsPreferred and use -1 to indicate the address is preferred and 0 if it is not.