Roles and titles, address tags & category types

This guide covers three account-wide classifications and defaults: address tags, contact category types, and roles and titles.

Address tags

Address tags classify addresses — for example Apartment or Difficult to access — and flow into features such as Visits. They are managed on the Address tags tab of Settings → Data & records → Tags & categories; each account creates its own. For the steps, see Tags & categories (post tags & contact category types) (Document ID: 337).

Which address appears at the top of a profile, and which is used on the map, are set separately with Address type and Default map address on the Profile & Display tab of Settings → Organisation → General preferences — see General preferences — profile display, contact lookup & feature folders (Document ID: 395).

Contact category types

Category types classify People and Organisations, and each can carry a colour so records are easy to tell apart on business cards — choose distinct colours for the categories you use most. They live on the Person category and Organisation category tabs of Settings → Data & records → Tags & categories, where ticking Use as SwiftBadge above the list shows them as badges on cards and in Swift Search results. Removing a category affects the records currently classified with it.

For adding, editing and colouring categories step by step, see Tags & categories (post tags & contact category types) (Document ID: 337).

Roles and titles

Roles and titles set the role and job-title suggestions shown when editing a profile or linking a person to an organisation. Users can still add their own.

Go to Settings → Data & records → Roles and titles. The page has two tabs, Standard and Representative, and a Create role button that adds a role to whichever tab you are on.

Standard roles

Standard roles are the ordinary job-title suggestions — Board Member, Finance Contact, Marketing Manager and so on. Any number of people can hold the same standard role, at the same organisation or across different ones. The entries in your account are whatever your team has created; the ones above are only examples.

1. Open the Standard tab.
2. Select Create role and enter a name (for example Account Manager).
3. To change an existing entry, open its settings menu, which offers Rename, Delete role and Make representative.

Representative roles

A representative role is held by one person per organisation. Assigning it to someone new moves it off whoever held it before, so an organisation always has exactly one current holder — or none. Use these for the roles where it matters who the single point of contact is, such as a nominated finance or marketing contact.

1. Open the Representative tab.
2. Select Create role.
3. Enter a Role name and select Save role.

Until you create one, the tab shows No representative roles yet. Once there are some, each is listed with how widely it is in use — Used by 2 organisations, or Not used yet for a role nobody holds.

To change one, use the pencil icon beside it. That opens an inline editor with the Role name, a delete (trash) icon, Cancel and Save role — renaming and deleting are the only changes available here.

Turning a standard role into a representative role

You do not have to start again if a role already exists as a standard role. On the Standard tab, open a role's settings menu and choose Make representative. The same menu also offers Rename and Delete role.

SwiftFox asks you to confirm. The dialog is headed Make <role> a representative role? and reads "<role> will be held by one person per organisation from now on." Choose Make representative to go ahead, or Cancel.

If nobody holds the role twice at the same organisation, that is the whole job and the role moves to the Representative tab. Otherwise you are asked to resolve the conflicts first.

Converting is one way. Once a role is on the Representative tab, the only things you can do to it are rename it and delete it — there is no control that turns it back into a standard role. So convert a role only when you are sure that one person per organisation is what you want, and create a new standard role instead if you change your mind.

Resolving conflicts when you convert

A standard role can be held by any number of people at the same organisation, and a representative role cannot. So if two or more people at one organisation already hold the role you are converting, SwiftFox stops and asks you to decide who keeps it.

You will see Fix these conflicts to make it representative, with a line telling you how many organisations are affected — "1 organisation has more than one person holding <role>. Review and resolve them to continue." — and a Review conflicts action. Selecting it opens Resolve representative-role conflicts:

Some organisations have more than one person with a representative title. Choose who keeps each role — for everyone else, this role ends today.

Work through the organisations in turn and for each one choose the person who keeps the role. A Progress indicator at the top counts what you have done (0 of 1 resolved → 1 of 1 resolved) and the footer counts what is left (1 conflict left to resolve → 0 conflicts left to resolve). You cannot finish until every organisation has an answer — the confirm button stays greyed out, and it is labelled Create role even when you are converting an existing role.

For everyone else at that organisation the role is end-dated today, so it stays in their history rather than disappearing.

Once you save, SwiftFox confirms with Made <role> a representative role and the role appears on the Representative tab with its usage count. On the organisation's Contacts tab the person you chose now carries a Representative chip for the role, and the people who lost it appear under Historic with today's date in the To column.

If someone changes the underlying roles while you are working, SwiftFox tells you "The conflicts changed. Review the updated choices before trying again." and you re-check your selections before saving.

The same conflict step appears when you create a representative role whose name is already in use as a standard role.

Representative roles are assigned on the person's relationship with the organisation, in the same place as standard roles — see Roles and relationships (two-way People to Organisations) (Document ID: 291). Once you have at least one, an email campaign sent to a list of organisations can be addressed to the holder of a chosen role instead of using the organisation's own contact details — see The campaign builder — Campaign, Recipients, Design & Schedule (Document ID: 84).