Create a new position for a stakeholder

Positions represent the link between individuals and organizations. It is on behalf of their positions that individuals are directly or indirectly engaging within an organization. 

To create a new position, it is necessary to start from the register of individuals or organizations. It is also possible to create a position at the same time as an individual. In this case, in the individual creation form, click on the +add a position and the fields related to the creation of the position become available for completion.

Starting from an individual's record :

1. Open the record of an existing Individual

2. Create a new position by going to the Positions tab on the far left

3. Click on the + sign to create a new position

A new window will open with a wizard.

This wizard will guide you through a 3-step workflow to help you avoid duplicates and ensure the stakeholder information stays accurate:

1. Manage existing information (optional but recommended)
2. Create the new position
3. Review and save your changes

Step 1 —(Optional but Recommended) Manage existing information

Before creating a new position, the system will prompt you to review existing stakeholder data. This step is optional, but highly recommended, because it helps you avoid using outdated or duplicate information.

• Avoid creating duplicate positions
• Clean up outdated information
• Deactivate positions that are no longer valid
• Archive contact details that are no longer relevant

What to do in this step (Action-by-action)

Deactivate positions that are no longer valid

What this means:
Some positions may no longer exist (for example, someone left the organization or the role was removed).

How to do it:
1- Locate the position you want to deactivate
2- Select Deactivate
3- Provide the End date

The position will no longer appear as active, but will remain in the system for history

Archive contact details that are no longer relevant

What this means:
Old phone numbers, email addresses, or contact methods may still be stored.

How to do it:
1- Identify outdated contact information
2- Select Archive

The contact inforamtion will no longer appear as active, but will remain in the system for history

Once you’ve reviewed the stakeholder data, click Next to continue creating the new position.

Step 2 — Create the New Position

1. Enter all required details for the new position.
2. You can select an existing contact by clicking on the line of your choice, or create a new one directly from here.
3. Once completed, click Next.

Step 3 — Review before saving

In the final step, you will be able to review everything before saving, including:

• Any positions you deactivated
• Any contact information you archived

• The details of the new position you are adding

   

Starting from an organization's record :

1. Open the record of an existing Organisation

2. Create a new position by going to the Members tab on the far left

3. Click on the + sign to create a new position

4. A new window will open where you can select an existing individual or create a new one if it does not exist yet.
 

5. Then follow the same workflow as when adding a position from an individual, as described earlier in this article.

It is mandatory to choose the individual (if the creation is done from the organization's file) or the organization (if the creation is done from the individual's file). All the other attributes available in the creation form are optional, but useful to ensure more rigor and value to the reports that refer to the positions:

You can therefore fill in the following information when creating a new position:

1. Job title: Enter the position title.
2. Email: Choose an email address from among those available in the individual's record or create a new one. For individuals who hold multiple positions, this will allow the system to automatically link communications to the correct position when processing emails.
3. Phone number: Choose a phne number from among those available in the individual's record or create a new one.
4. Main Communication Method: Select a main communication method if you want it to be different from the one used to communicate with the individual outside of their position. These options are sourced in the Contact Information section (under the Contacts tab).
5. Role: Choose a role to categorize the position. This categorization will allow you to group all positions from different organizations that involve similar functions, regardless of the titles they have been given. This grouping is useful when you want to send smart communications, for example, to all account managers in multiple organizations. The role could be named "Account Manager" even though the position is called differently in each organization.
6. Dates: If you put an end date on the position you create, the position will expire once the end date is reached. Thus, this position will still remain visible in the individual's log, with an inactive status. Previous communications will remain linked to the organization, allowing a complete communication history log to be maintained.