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Product Documentation

Add and Manage Organization Accounts

Organization Account Overview

Organization Accounts allow your nonprofit to keep track of entities that are not individual constituents or households. These entities might be foundations that fund your work, other nonprofits that you partner with, corporations that sponsor your work, or companies that employ your donors and constituents. Organization Accounts can help you better track the companies and foundations that you and your constituents interact with.

The Nonprofit Success Pack allows you to create and manage organization accounts, as well as the affiliations that your contacts have with those organizations.

Create or Modify an Organization Account

Before you can start keeping track of your contacts' organizational affiliations, you need to create the Organization Account records.

Create an Organization Account

  1. In Salesforce, click Accounts in the navigation bar.
  2. Click New.
  3. Select Organization and click Next.

    Select the Organization record type

  4. Enter the Organization Name and other details.
  5. Click Save.

Modify an Organization Account

  1. Navigate to the Organization Account record you would like to update.
  2. Click Edit at the top right hand side of the screen.
  3. Change the Organization as needed and click Save when you're finished.

Create or Modify Affiliations

After you've created an Organization Account, you can create Affiliations to connect your Contact records to the Organization. An Affiliation is actually an independent, custom Salesforce object that links Contacts with Organizations. Affiliations can represent current or past connections between your Contacts and Organizations—much like Relationships (the key difference being that Relationships in the NPSP are for Contact-Contact connections, and Affiliations are for Contact-Organization connections).

The NPSP allows you to mark one Affiliation for each Contact as the Contact's Primary Affiliation. This is typically used for representing the employer/employee connection between an Organization Account and Contact, but could also be used to represent another Affiliation that is more important for your organization's purposes, such as a donor being a board member for a specific foundation.
Important
Carefully consider which affiliations are important for your organization to track. If you create a new Affiliation for a Contact and mark it Primary, Salesforce will automatically uncheck the Primary option on the Contact's previous Primary Affiliation record, and switch the Contact's previous Primary Affiliation status from Current to Former. A Contact can only have one associated Primary Affiliation record at any given time, though a single Organization Account may be designated as the Primary Affiliation for multiple Contacts.

Create an Affiliation

  1. Navigate to the Contact or Organization Account where you would like to add the Affiliation.
  2. Click the Related tab, then find the Organization Affiliations related list (on the Contact) or the Contacts related list (on the Organization Account).
    Note
    If you do not see one of these related lists, you may need to add them to your page layouts for Contacts and Organization Accounts.
  3. Click New. This will create a new Affiliation record that lets you link a Contact to an Organization.
  4. Populate the Organization and Contact fields (these are required), as well as any other information you have for the Affiliation.

    Create Affiliation window

  5. Check the Primary box if you want this Organization to appear in the Primary Affiliation field on the Contact's record. Remember, if you set this Affiliation to Primary and there is already another Primary Affiliation for that Contact, Salesforce switches the pre-existing Primary Affiliation status to Former, and unchecks the Primary option for that Contact. The Primary Affiliation field on the Contact record always contains the Organization whose Affiliation record is marked Primary for that Contact.
  6. If you want NPSP to automatically create a soft credit for the Contact whenever the Organization in the Affiliation makes a donation, select a Related Opportunity Contact Role. For more information, see Automated Soft Credits.
  7. Click Save.

The Affiliation record now appears in the Organization Affiliations related list on the Contact record, and the Affiliated Contacts list on the Organization record. If you marked the Affiliation Primary, the Organization name appears in the Primary Affiliation field on the Contact record.

Contact Details showing the Primary Affiliation

Modify an Affiliation

  1. Navigate to the Contact or Organization Account that lists the Affiliation you want to modify.
  2. Scroll down to the Organization Affiliations related list (on the Contact) or the Affiliated Contacts related list (on the Organization Account).
    Note
    If you don't see one of these related lists, you may need to add them to your page layouts for Contacts and Organization Accounts.
  3. In the row for the Affiliation you want to modify, click Show more actions icon, then click Edit.
  4. Make any necessary changes and click Save.

If your edits included unchecking the Primary box or changing a Primary Affiliation's status to Former, the Organization name will be removed from the Contact's Primary Affiliation field.

Contacts to Multiple Accounts

In your Salesforce database, you may come across a feature called Contacts to Multiple Accounts. This is a standard feature that allows you to associate a single contact with multiple accounts. Salesforce.org recommends that you use Affiliations instead of Contacts to Multiple Accounts.

Contacts to Multiple Accounts are not the same as Affiliations. While the two features share some basic similarities, Affiliations are a much more robust way to relate your Contacts to your Accounts. For example, Affiliations can automatically associate a Contact and an Account based on the value in a field (such as NPSP’s Primary Affiliation). Additionally, Affiliations support automated soft credits where Contacts to Multiple Accounts doesn't.

Contacts to Multiple Accounts is disabled by default. If it's enabled in your org, disable the feature to prevent anyone at your organization from accidentally using it instead of Affilations:

  1. Remove the Related Contacts related list from any Account page layouts where it appears.
  2. Remove the Related Accounts related list from any Contact page layouts where it appears.
  3. From Setup, enter Account Settings in the Quick Find box, then select Account Settings.
  4. Click Edit, then deselect Allow users to relate a contact to multiple accounts.
  5. Click Save.

Organization Account Best Practices

Don't create Contacts directly from Organization Accounts

If you are using Household Accounts (or 1-to-1 Accounts), the best practice is for you to associate every Contact in your Salesforce database with a Household Account (or 1-to-1 Account), and then for you to connect those Contacts to their Organization(s) via Affiliations. The Primary Affiliation will allow you to track the main affiliation for each Contact—typically representing an employer/employee connection.

It may help to remove the standard Contacts related list from your Organization Account layout, to ensure that Contacts are never entered directly using the Organization Account as their Account. This will help ensure that all Contacts are created with a Household Account, and can later be connected to Organization Accounts via Affiliations.

Use Affiliations to track a Contact's history of Organizational connections

Affiliations are also preferable for connecting Contacts to Organization Accounts because they allow you to track a Contact's current and former Affiliations, which in turn shows you how your constituents connect to multiple organizations over time (as they move on to new jobs or join boards at different organizations, for example). The Affiliation records for a Contact will show you all of the Organizations with which that Contact was or is involved.