Communication Channels: Email

This article explains how to add and edit email addresses for Account and Contact records in Evergreen. Follow these procedures to update communication channels and keep records up-to-date.

Overview

Communication Channels display information about a Contact’s or an Account’s email addresses. Individual Contacts, Households, and Organizations may have multiple current and former email addresses but may only have one preferred email address. 

Policies

Email Type Definitions:

• Home 
  • Used for individual Contact or Households 
• Business 
  • Used for individual Contacts and Organizations 
• School 
  • Used for person entities only 
  • Primarily @uoregon.edu email address for current/former students and alumni 

Primary Channel Location:  

These options are used for person entities only and will be surfaced under Contact Primary Channels. 

• Contact Business Email 
• Contact Other Email 
• Contact Personal Email 
• Contact School Email  

Procedure

Adding a New Contact Email

1. From a Contact record, select the Communication Channels tab, then select the plus icon in Contact Alternate Channels. 
   
2. Select record type Email, then click Next. 
   
3. From the New Alternate Channels: Email entry screen, enter the following: 
   1. Email: enter the new email address 
      1. Record Type: defaults to Email 
      2. Primary Channel Location: defaults to None 
         1. If the new email is replacing a Contact’s current primary email address, select the primary email type to be updated (Contact Business Email, Contact Other Email, Contact Personal Email, or Contact School Email). If the former email is no longer active, follow the instructions below on deactivating the inactive email.  
         2. If the new email is simply an additional point of contact, leave this field set to None. 
      3. Type: select the appropriate email type (Business, Home, School) 
      4. Status: Good 
      5. Account: leave blank if this is a Contact-specific email 
      6. Contact: defaults to the Contact the email is being added to 
4. Click Save 

Adding a New Account Email 

From an Account record, select the Communication Channels tab, then select the plus icon in Account Alternate Channels. 

1. Select record type Email, then click Next. 
   1. Email: enter the new email address 
   2. Record Type: defaults to Email 
   3. Primary Channel Location: defaults to None 
   4. Type: select the appropriate email type (Business or Home) 
   5. Status: Good 
   6. Account: defaults to the Account the email is being added to 
   7. Contact: leave blank if this is an Account-specific email  
2. Click Save 

Contact Email Preference

1. To indicate the preferred email type for a Contact record, select the Communication Channels tab, then click the Edit icon next to Email Preference under Contact Primary Channels.
   

2. Select the preferred email type from the drop-down, then click Save.

Deactivate a Contact Email Address 

1. From Contact Alternate Channels, click the arrow icon then Edit. 
2. Select appropriate Status for email address that is no longer active (Lost, Returned as Undeliverable, Former, Deceased, or Not for Contact). 
3. If Primary Channel Location is present, change to None. 
4. Click Save.
5. If email address had a Primary Channel in step 3: under Contact Primary Channels, select Edit icon next to the corresponding email type where the former email address still appears. 
6. Delete the email address from the field. 
7. Click Save.