Linking between constituent records:

To help eliminate data entry errors, you can copy or copy and link an address from one constituent record to another. When you copy an address, you are merely pasting in a separate copy of the address directly from the original record. Changes to the address on the original record are not made to the copy, and vice versa.

When you copy and link (share) an address, you are inserting a copy of the address that is still tied to the original address. Changes you make to the address on either constituent record can be made automatically to the other record. When you change a linked address, a message appears letting you know the address is shared and gives you the option to change the address on only the record in which you are working, or on all shared records.

For example, you have added Martha Mellon as a constituent but you do not have an address for her.  You found out today that Martha lives with her grandmother, Clara Daniels (who is also a constituent in your database).  To ensure you enter the address correctly on Martha’s constituent record, copy the address from Clara’s constituent record to Martha’s.  You would not want to link the address because Martha's address will not always be the same as her grandmother's.


Linking a constituent address to a relationship record from the Relationships tab:

When you add or edit an individual or organization relationship record, you can link the address to another constituent record. When you link an address, you are inserting a copy of the address which is still tied to the original address. Changes you make to the address on either record can be automatically made on the other record.

For example:  You have a constituent record for Heather Faulkner.  Her sister, Emma Faulkner, is a non-constituent relationship record only (and Emma has a different address than Heather).  You now need to make Emma a constituent record.  To ensure accuracy in future mailings, you will link the address from the Relationships tab of Heather’s record.  This will ensure that any changes made to one address will also change on the other.  

When you copy and link (share) an address, phone numbers from the original constituent record are shared and appear on the record to which you copied depending on whether in Configuration, you allowed that phone type to be shared.

Related solutions:

  • What is the purpose of linking records and how to link records when adding relationships (BB211202)
  • How to break the link between two constituent records linked through relationships (24511)
  • How to share (or unshare) phone numbers and email addresses (BB192490)