Community Maintenance - Relations tab

Relationships are used to maintain the way in which individuals relate to each other. Within Synergetic, relationships are represented from the perspective of each individual. For example, a father-son relationship is represented as:

father-son on the father's record
son-father on the son's record.

Use the Relations tab to:

List close relationships, along with their memberships of constituencies and their identifiers.
Add new relations. See Adding new relations (Community).
Perform functions for the selected relation, such as:
launching the Community Maintenance window to maintain their details
deleting the selected relationship
sending an email
composing a letter
copying their address details to the Windows clipboard to use elsewhere
setting the SMS and email settings for the relation.

Note: You can configure Synergetic to automatically assign SMS and email settings when the relation is created, depending on the type of relationship. See luRelationship lookup table in the System maintenance manual.

Opening the Relations tab

To open the Relations tab:

Select Module > Community Maintenance from the main menu.
The Set Community Search Criteria window is displayed.

Tip: You can also access the Set Community Search Criteria window by clicking .
Search for the community member. See Searching for community members.
The Constits tab of the Community Maintenance window is displayed.
Click the Relations tab.
The Relations tab of the Community Maintenance window is displayed.

Community Maintenance - Relations tab fields and buttons
Grid area fields

Field	Description
Relation	Relationship details. For example, Jay Smith is Ann Smith's daughter.
Constituencies	Relation's constituencies. For example, a student's parent might be a member of the Debtor constituency.
Use SMS	Whether the relation elects to receive SMS text messages from your organisation with regard to this person (No, if not), and if so which mobile phone number to use: Default mobile Personal mobile Occupation mobile.
Use Email	Whether the relation elects to receive email messages from your organisation about this person (No, if not), and if so which email address to use: Default email Personal email Occupation email. Note: Selecting No prevents sending emails from grids but not sending emails using Communications Maintenance.
Portal Approval	Whether the selected relation is approved to: fill out the community member's excursion permission forms on the Community Portal access and update the community member's My Details information on the Community Portal.
Receive SMS	Relation's SMS contact (i.e. person that sends the relation SMSs) as defined in the Use SMS field.
Receive Email	Relation's email contact (i.e. person who sends the relation emails) as defined in the Use Email field.
Give Portal Approval	Whether the selected relation has given approval for the community member to: fill out their excursion permission forms on the Community Portal access and update the community member's My Details information on the Community Portal.
ID	Relation's Synergetic ID.

Details area fields

Field	Description
Name	Relation's name.
Address	Relation's address.
Phone BH	Relation's business hours telephone number.
AH	Relation's after hour's telephone number.
Mob	Relation's mobile telephone number.
Email	Relation's email address.
Use SMS	Whether the relation elects to receive SMS text messages from your organisation with regard to this person (No, if not), and if so which mobile phone number to use: Default mobile Personal mobile Occupation mobile.
Use Email	Whether the relation elects to receive email messages from your organisation about this person (No, if not), and if so which email address to use: Default email Personal email Occupation email. Note: Selecting No prevents sending emails from grids but not sending emails using Communications Maintenance.
Portal Approval	Whether the selected relation is approved to: fill out the community member's excursion permission forms on the Community Portal access and update the community member's My Details information on the Community Portal.

Icons

Button	Description
	Displays an Information window providing details about the emails sent to relations. Key points: Emails are sent to relations with the Use Email field populated SMSs are sent to relations with the Use SMS field populated.
	Displays an Information window providing details about the Use SMS/Email and Receive SMS/Email fields. Key points: Relations with the Use Email/SMS fields populated receive emails/SMSs from your organisation about the selected community member Relations with the Receive Email/SMS fields populated have their emails/SMSs sent to the selected community member. Tip: Managing communications between relations in Community Maintenance provides the most flexibility because all community member records are available for configuration. For example, you could select the community record of a parent and allow one of their children to receive their communications.
	Displays an Information window providing details about the Portal Approval field. Key points: Community members are always approvers for themselves Community members are always approvers for their spouses (if they have one) Relations can be set as approvers for community members using the Portal Approval field. When all Portal Approval fields are blank for a student record the approvers are: - Contacts with the Parent flag selected - Contacts whose ID is used for the contact record. See either: - Current Student Maintenance - Contacts tab - Future Student Maintenance - Contacts tab - Past Student Maintenance - Contacts tab.

Buttons

Button	Description
	Launch the Community Maintenance window for the selected record.
	Add a new relation. See Adding new relations (Community).
	Delete the selected relationship.
	Send an email. See Sending emails in the Introduction manual.
	Compose a letter. See Composing letters with Microsoft Word in the Introduction manual.
	Copy the address details of the selected record to the Windows clipboard. Go the Microsoft Windows program you are using and paste the address details into the document you are editing.