Contacts

Determines the system default country. The drop-down is a list of hundreds of available countries to select from. 

• When selected:
  • All users, including Public users, are able to add themselves directly to groups without approval from an administrator.
• When not selected:
  • Public users are able to enter an organization during registration, but this does not add them to the organization group or organization roster.
  • Company administrators can add contacts to the list for the organization (or group) they moderate or administer.
  • Staff users (Full, Casual, or with administrative privileges) can add contacts to groups or organizations.

A Company Administrator can bill to their organization; however, you can extend that functionality to all users, if desired.

• Company administrators only is set by default. If this option is selected, only a Company Administrator or Staff user acting On Behalf Of a Company Administrator can select their organization as the Bill To contact.
• All users enables all users, including public users, the ability to select their organization as the Bill To contact. When this option is selected, the Bill To payment detail in the cart will default to Myself with the organization also listed as an option.
• All users - organization selected by default allows all users to select their organization as the Bill To contact. When this option is selected, the Bill To payment detail in the cart will default to the user’s organization with Myself also listed as an option.

Warning!
Do not allow all users to link to an organization if you also allow users to bill an organization. This would allow anyone to create an account and link and bill to any organization.

The regular expression rule is used to determine if the email address a user enters contains valid characters as specified in the regular expression syntax. You can modify the regular expression to specify your own rule. The default regular expression, \w+([-+!$%&*/=?{|}.']\w+)*@\w+([-.]\w+)*\.\w+([-.]\w+)*, allows email addresses to contain specific characters.

Rules

• A "word character" is any alphabet or numeric characters and includes underscores (_).
• The email address must begin with a word or numeric character, or an underscore, any of which can be entered one or more times.
• Specific special characters (- -+!$%&*/=?{|}.' -) are allowed if they are followed by at least one word character. Special characters are not required.
• The at sign (@) is required.
• Word characters are allowed, but not required.
• Hyphen (-) and period (.) are allowed after the “@”. If they are used, they must be followed by word characters.
• The period (.) is required.

Note: This default expression does not allow foreign characters.

Examples

Email addresses regarded as valid when using the default expression:

• niceandsimple@example.com
• very.common@example.com
• a.little.lengthy.but.fine@dept.example.com
• disposable.style.email.with+symbol@example.com
• other.email-with-dash@example.com

Email addresses regarded as invalid when using the default expression

• user@[IPv6:2001:db8:1ff::a0b:dbd0]
• "much.more unusual"@example.com
• "very.unusual.@.unusual.com"@example.com
• üñîçøðé@example.com
• üñîçøðé@üñîçøðé.com

When this setting is enabled, the Erase this contact section is displayed in the Contact Mini Profile. This allows staff users to send a request for a contact's personal data to be erased, and system administrators to initiate the process to mark a contact for erasure. This request is sent to a system administrator for approval. See Erasing a contact's personal data for more information.

Specifies the message that is displayed when an account is created or a password is changed. The default message is “The password must be at least {0} characters long and contain both letters and numbers.” Two variables can be added to the message: {0} or {1}. The {0} variable refers to the minimum password length allowed and the {1} variable refers to the minimum non-alphanumeric characters allowed.

The values for these variables are set in the web.config file in the CustomizedProvider line. The default for the variable {0} is 7 (minRequiredPasswordLength), which is the minimum length required for PCI compliance. The default for the variable {1} is 0 (minRequiredNonalphanumericCharacters). Non-alphanumeric characters are not necessary for PCI compliance, so setting a minimum value for variable {1} is optional. However, requiring non-alphanumeric characters increases password security.

Note: When resetting a password, the minimum password strength criteria is seven characters plus at least one alphabetic character and at least one numeric character. If the minRequiredPasswordLength value specified in the web.config is less than 7, the minRequiredPasswordLength value will be ignored.
If the passwordStrengthRegularExpression value in the web.config file specifies a weaker password than described, the supplied password is rejected. If the regular expression includes the minimum password strength criteria but is stronger, then the passwordStrengthRegularExpression is used to evaluate the desired new password.

Note: If you are not self-hosted, you must contact your host for assistance modifying web.config files.

Specifies the message that is displayed when a sign-in attempt fails. The default message is “The username or password you entered is incorrect.” If you would like to change this message, edit the Contact Sign In content item directly.

Note: iMIS provides enhanced password hashing to secure all user login passwords. This enhanced password security complies with PCI 3.2 guidelines.

When Session Timeout settings are enabled, specifies the warning message that is displayed two minutes prior to a user’s session timing out. The default message is:

Specifies the message that displays when a user’s session has timed out. The default message is:

See Session Timeout for more information.

Use this field to define the message that appears when a user has created a password that does not meet the minimum password requirements.

See Password requirements text for more information about password requirements.

Enter the email address from which email notifications are sent.

If enabled, when a contact does not already have user credentials and submits a Forgot my username request, user credentials will be automatically generated if the email address entered is associated with an existing contact. By default, this setting is not enabled.

Note: The contact cannot have an existing user account, and a contact cannot have different user accounts based on their emails.

Enter the message that displays when an existing user attempts to create an account. If the user enters an email address that is already associated with an account, this message displays.

The LogonInformationRequestMessage is sent to users who have submitted the Forgot my username form. The default message is

The PasswordResetRequestMessage is sent to users who have submitted the Forgot my password form. The default message is:

You can use the following variables in the LogonInformationRequestMessage and the PasswordResetRequestMessage. When an email is sent, the variables are replaced with the appropriate values.

• [UserId]
• [ContactId]
• [Email]
• [LogonUrl]
• [ValidResetDuration] - for PasswordResetRequestMessage text only.

Use HTML or CSS to modify the display of the emails.

Tips

• HTML and inline styles work best in emails, because some email clients ignore externally linked CSS files. For example, the following inline style turns the header text blue and changes the font:

<h1 style="color:#0000FF;font-family:Georgia,serif;">Heading text</h1>

• Use full paths to images, not relative paths. For example:

<img src="http://www.servername.com/images/logo.gif" alt="Company logo" />

• Test your email messages in different email clients to make sure everything looks the way you want.

Whenever a user signs in, their account expiration date is reset to that login date plus the number of years specified in this field. For example, if this value is 3, and a user signs in on January 1, 2015, their account expiration date is set to January 1, 2018.

Specifies the number of minutes the reset password token is valid. The default value is 20 minutes.

When the Password expiration options are enabled, passwords will expire after a specified number of days. After the password has expired, the user will be prompted to reset their password on their next login. They will be asked for their email address, and then sent a password reset link. Enabling this option could be a problem if the system administrator doesn’t have an email address to send the password reset link to. Contact Technical Support if a system administrator is locked out and cannot access their account.

• Enforce password expiration for system administrators - In compliance with PCI requirements, this setting is automatically enabled for system administrators and cannot be disabled. All system administrators are required to change their password on a regular basis.
  • Number of days before password expires - Specify the number of days in which all system administrator passwords will expire. The number must be between 1 and 90.

  Note: In order to be PCI compliant, system administrator passwords must expire within at least 90 days.

• Enforce password expiration for non-administrators - When enabled, all non-administrators are required to change their password on a regular basis.
  • Number of days before password expires - Specify the number of days in which all non-administrator passwords will expire. The number must be between 1 and 999,999.

When users are creating new passwords and try to use a previously used password, they will receive an error message telling them that they must choose a password that is different from a previously used password.

• Prevent password reuse for system administrators - In compliance with PCI requirements, this setting is automatically enabled for system administrators and cannot be disabled. System administrators cannot reuse previously used passwords.
  • Number of previous passwords that cannot be reused - Specify the number of passwords that must be used before system administrators can begin reusing passwords.

  Note: In order to be PCI compliant, system administrators must not be allowed to reuse any of their last 4 passwords.

• Prevent password reuse for non-administrators - When enabled, non-administrators cannot reuse previously used passwords.
  • Number of previous passwords that cannot be reused - Specify the number of passwords that must be used before non-administrators can begin reusing passwords.

Note: After being enabled, session timeout settings require the user who is enabling the setting to log back in before the setting is activated for that user's session. The session timeout settings apply to system-wide users who log in after either setting is enabled.

• Enable session timeout for system administrators - In compliance with PCI regulations, this setting is enabled by default and cannot be turned off. System administrators are required to reactivate their session after being idle for a certain amount of time. iMIS recognizes non-idle activities as a browser refresh or saving content. Mouse clicks or moves are not recognized by iMIS as non-idle activities.

When the session timeout warning is displayed, users can choose to Sign Out or Stay Signed In and continue their session. If no selection is made, you will be redirected to the Sign In page to re-enter your iMIS credentials. Please note that any unsaved changes made during that session will be lost.

• Number of idle minutes before session times out - Specify the number of acceptable idle minutes before a system administrator is required to log back in.

Note: In order to be PCI compliant, the system administrator session timeout must be 15 minutes or less.

• Enable session timeout for non-administrators - When enabled, non-administrators are required to reactivate their session after being idle for a certain amount of time.
  • Number of idle minutes before session times out - Specify the number of acceptable idle minutes before a non-administrator is required to log back in.

Warning! Your system administrator must have a valid email address. Instructions to help the system administrator set up their multi-factor authentication are included in an email. If your system administrator does not specify an appropriate address, they will be unable to receive an authentication security code and will be unable to log in to iMIS.

• Enable multi-factor authentication - This setting is disabled by default. When enabled, system administrators are required to input a security code during login to access all iMIS sites. Delivery of this authentication information requires a valid email address associated with the system administrator’s iMIS account. System administrators must ensure that a valid email address is available, or access to iMIS sites will be denied.

Note: If the Enable multi-factor authentication setting is enabled, system administrators will not be able to use a social media login to access iMIS sites. System administrators must use their iMIS credentials to log in to iMIS sites.

Before you enable multi-factor authentication

Before you enable multi-factor authentication, there are several items you need to be aware of:

• Your system administrator must have a valid email address. Instructions to help the system administrator set up their multi-factor authentication are included in an email. If your system administrator does not specify an appropriate address, they will be unable to receive an authentication security code and will be unable to log in to iMIS.
• System administrators must enable multi-factor authentication for the Advanced Accounting Console from the Staff site.
• System administrators must perform the initial multi-factor setup through the I don’t have a security code link in the Contact Sign In content item.
• System administrators will not be able to sign in to your website using social media accounts if multi-factor authentication has been enabled.
• When multi-factor authentication is enabled, iMIS will prompt system administrators for a security code every time they log in to iMIS over the web. This also applies to iMIS Quick Start Sites.
• Multi-factor authentication is performed through Google Authenticator. You must have access to Google Authenticator on your phone or a similar device. If you do not have immediate access to Google Authenticator on your phone, you can use a Google Chrome plug-in to access your Google Authenticator through a Chrome browser. For more information about Google Authenticator, visit 2-Step Verification.

Note: System administrators will not be able to sign in to your website using social media accounts if multi-factor authentication has been enabled. For more information, see Multi-factor authentication.

1. From the Staff site, go to Settings > Contacts > Social media.
2. In the Authorization Providers table, add a new provider.
   • Specify the Provider.
   • Enter the App Id and App Secret you received from the Provider when you created your app. See Creating an Authorization Provider App for more information.
   • Enable the provider to display a button in the Contact Sign In content item that allows website users to sign in with a social media account from the provider. Enabling a provider also allows:
     • You to configure any Contact Account Creator on your site to allow users to sign up with a social media account.
     • Users, when updating their profile photo in the Contact Profile Picture content item, to use their Facebook or LinkedIn profile photo on your website.
3. (optional) To prompt users to link their social media and iMIS accounts the first time they attempt to sign in with a social media account, confirm that Prompt to link social media account to an existing or new iMIS account is selected. An additional window displays the first time users sign in with a social media account, prompting them to enter their iMIS username and password. A user can also choose to use their Facebook or LinkedIn profile photo as their profile photo on your website during the linking process.

Note: If you do not prompt users to link their social media and iMIS accounts, a new contact is created and linked. Since users do not see a visual prompt to link to an existing iMIS account, there is an increased chance for creating duplicate contacts when users use different email addresses for the social media and iMIS accounts. However, if a user uses their Facebook or LinkedIn email with their iMIS account, they will still be prompted to link to the existing account instead of creating a new account.
If the user disconnects the iMIS account from LinkedIn and signs out as the new contact, the user cannot sign in to iMIS again using LinkedIn. Instead the user must reset their password using their iMIS username (LinkedIn email). If the user attempts to connect through LinkedIn again they will be redirected to a page where they can use their new iMIS credentials to reconnect the account with LinkedIn.

4. (optional) If you prompt users to link their social media and iMIS accounts, you can tailor the HTML for prompt or use the default message.
5. (optional) If you want users who choose to link to a new iMIS account to enter additional contact information in a Contact Account Creator content item, select Prompt for new contact information when creating an account with social media.

Note: When you prompt users to enter new contact information when creating an account with social media, users are directed to the content at the CreateAccountSocialMedia shortcut. This content contains a Contact Account Creator out-of-the box, but it can be modified. The Contact Account Creator in this content, however, must always be configured to include an option to create an account.

For more information, see Using social media to log in.

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To obtain an App Id and an App Secret from Facebook, complete the following steps:

1. Register as a Facebook developer.
2. Create a new app.
3. Enter the requested information and create the app.
4. In the Basic Settings, add a website platform, enter the URL for your website, and save.
   • An App ID and App Secret are automatically assigned. You will need to enter these items as Social Media Settings in the iMIS Staff site.

5. In the Advanced Settings, enable Client OAuth Login and save.
6. In the App Details, enable Website as a listed platform, configure the App Center for emailand user_location as permissions, and save.
7. In Roles, add test users and save.

Note: You need test users because regular Facebook users cannot use your app until it is officially live.

You can find your App Id and App Secret in the dashboard or basic settings.

To obtain an App Id (Client ID) and an App Secret (Client Secret) from LinkedIn, complete the following steps:

1. Register as a LinkedIn developer.
2. Create a new app.
3. A Client ID and Client Secret are automatically assigned. You will need to enter these items as Social Media Settings in the iMIS Staff site.

Note: The Client ID is the App Id and the Client Secret is the App Secret in iMIS.

4. Enter the Authorized Redirect URLs for all iMIS websites that would like to sign in with LinkedIn.
5. From the Staff site, go to Manage websites, select your website, and copy the Secure URL(s) pointing to the IIS website root.
6. Paste the Secure URL(s) pointing to the IIS website root to the Authorized Redirect URL in LinkedIn.
7. You must add /sign-linkedin to the Authorized Redirect URL.

Example: www.mydomainname.com/sign-linkedin

8. In the Settings, complete all of the required fields.

Do the following to define a customer type:

1. From the Staff site, go to Settings > Contacts > Customer types.
2. Select Add new customer type.
3. Enter a meaningful, unique Code to represent a specific grouping.
4. In the Name field, enter the descriptive, full name of the customer type.

Note: You cannot add a customer type Name that is the same as an existing customer type Code when adding a new customer type.

5. (optional) If the customer type you are defining represents an organization or entity other than an individual, enable Is an organization. By enabling this option, iMIS will be able to maintain relationships between organizations and individuals for the purpose of maintaining current organization rosters and other related lists.
6. (optional) If the customer type you are defining represents a member rather than a nonmember category, enable Is a member. By enabling this option, iMIS can distinguish between members and nonmembers regardless of how many types or categories you maintain. This provision lets you produce quick lists, reports, and counts by members or nonmembers.

Note: If you modify either the Is an organization or the Is a member options for a customer type, and contacts currently exist for that customer type, the modification will change the company status and the membership status for all customers of this type. You will be asked to confirm you want to make this change when you click Save & Exit.

7. (optional) Configure the Dues billing (membership fees) options:
   1. Enable Bill organization if the parent is to receive the bill for customers of this customer type that are linked to it.
   2. Select the Billing codes. These entries dictate the membership fees that will be automatically billed for each customer type. Do not select optional products, or products that vary from customer-to-customer. All codes selected here display as membership fees for this customer type unless the line item bills at zero dollars, and the renewal notice option to suppress the printing of zero balance line items is active.
   3. From the Primary fee drop-down, select the primary membership fee product. The Primary fee product controls the advancing of the overall membership, and controls the advancing of the overall membership Paid Thru date.

   Warning!
   Unless all line items for the type are complimentary or are to be billed zero dollars, do not choose a Primary fee product that will have a zero price amount. When a product line item is billed and a zero amount has been set, the Paid Thru date will automatically advance.

   4. Enter the fixed Amount if a rate applies to all or most customers of this type.
   5. Enable Complimentary if the dues product will be provided at no charge for this customer type.
8. Click Save & Exit. If you modified either the Is an organization or the Is a member options, confirm you want to change the company status and the membership status for all customers of this type.

A special wildcard option enables you to control the overall customer term Paid Thru date when there is not a single main dues product (the product that is listed first on the Customer types window) to be billed for the customer type. In order to use the wildcard feature, all potential products, which may be used to control the customer term Paid Thru date, must be established with the same initial string of characters in their product codes. A partial product code string followed by % designates a wildcard in the first product code slot on the customer types table. This option allows different products to be the main dues product for one customer type. This feature enables ties to use dues product billing and to control the customer Paid Thru date even when there is not a consistent dues product billed to all customers.

Note: You can only enter a wildcard on the first Primary fee row in the Billing code field.

For example, an organization bills only chapter dues products and the chapter codes vary from customer to customer. In this case, CHAPT% would be entered in the first Billing Code field on the Customer types window because all chapter product codes automatically begin with CHAPT (for example, CHAPT-HARRIS, CHAPT-TRAVIS). Payment of the first product whose code begins with the wildcard string will update the overall customer term or name PAID_THRU date.

Note: The customer's overall Paid Thru date will be advanced the first time a payment is fully applied to a line item whose product code begins with CHAPT.

To create a new relationship type, do the following:

1. From the Staff site, go to Settings > Contacts > Relationship types.
2. Select Add relationship type:
   1. Enter a Relationship type code. Characters entered in this field are automatically capitalized. This field cannot be modified once saved.
   2. In the Description field, enter a full name for the relationship type.
   3. (optional) If desired, enter the code for the relationship you want linked to your new relationship type in the Reciprocal type field.

   Note: If you leave the Reciprocal type field blank for relationship type, two contacts connected with that relationship type will be displayed with that same type.

   4. (optional) Enable the Use description option if you want to display the Description in the relationship editor. If Use description is enabled, the Description field must contain a value.
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   5. (optional) Enable the Use dates option if you want to display fields for beginning and ending dates of the relationship in the relationship editor.
   6. Click Save.

Select a relationship type to edit any of the information, or click the delete icon to delete a relationship type.

Note: Before deleting a relationship type, check to be sure that your system does not have any relationships set up that use that relationship type.

Note: Only Staff users and System Administrators can add and edit relationships on a member's profile page.

To create a relationship between two people, do the following:

1. From the Staff site, navigate to one of the contact's account pages.
2. Scroll down to the Relationships editor.
3. Select Add relationship.
4. Search for the individual or company in which a relationship is being added with.
5. Select the individual or company.
6. Identify both party's Role.
7. Click Save & Close.

The Last contact ID displays the most recent iMIS ID that was last assigned. If you need to have the first assigned ID be other than one, you can enter a value of one less than what you want the first number to be. You can only enter a value between 0 and 2147483647; otherwise, an error will occur. If this field is left blank, the default value will be set to 0.

• When Major key must be unique is enabled, the Major key field is validated for uniqueness during data entry. The Major key field can be populated, for example, when importing contacts from a different database using the Workbook Converter. This can be an old contact ID, or something similar. When Major key must be unique is enabled, iMIS checks to make sure that each value in the Major key field is unique. The Major key field can be found in the Membership panel on membership profile pages.
• The Prefix in full name field allows you to specify which prefixes from the PREFIX general lookup table are included in Name.FULL_NAME. The prefixes you enter in this field must match either the Code or the Expansion for the corresponding prefix entered in the PREFIX general lookup table.

Note: iMIS uses the Expansion values. If there are no Expansion values, iMIS uses the Code.

When entering a list of prefixes, values must be separated by commas.

Note: Do not enter values separated by spaces. Any value specified in the Prefix in full name field that has a leading space will not be displayed. Separate the values in this field by commas only.

Note: If the Prefix in full name field does not contain a prefix listed in the PREFIX general lookup table, users will see the prefix in a Prefix drop-down, but will not be able to use and apply the prefix.

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The following configuration options apply to chapters created from Membership > Chapters:

• Group 1 label, Group 2 label, Group 3 label - The group labels appear when creating or editing a chapter, and allow you to define additional information about the chapter.
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 The content you put in these fields will appear as their own field labels when creating or editing a chapter. The following are suggestions for the group labels:

• Group 1 label - Use this field to specify the Region a chapter is in. For example, a country or region such as Western or Central.
• Group 2 label - Use this field to specify the Division a chapter is in, and to further define the information entered in the Group 1 label. For example, states.
• Group 3 label - Use this field to specify the Area a chapter is in, and to further define the information entered in the Group 2 label. For example, counties and cities.
• Enable Disable automatic phone number formatting when you do not want phone numbers to automatically conform to the U.S. format of (xxx) xxx-xxxx. When this option is selected, no formatting is applied, and the phone number is displayed as typed.

• Primary address label - Specifies the label for the primary address block of the customer.
• Street address label - Use this field to define a label for the Street address.
• Home address label - Use this field to define a label for the Home address.

Note: When adding phone and email fields to a custom panel, you must use the CsContact business object for synchronization to occur between the panel and the mapped address purpose.

• Work phone flow from/to phone number at address - Select the address purpose whose phone number field you want to map to the Work phone field on the Personal details panel.
• Home phone flow from/to phone number address - Select the address purpose whose phone number field you want to map to the Home phone field on the Personal details panel.

Note: The Work and Home phone flow cannot be mapped to the same address purpose.

• Fax number flow from/to fax number at address - Select the address purpose whose fax number field you want to map to the Fax field on the Personal details panel.
• Email flow from/to email at address - Select the address purpose whose email address field you want to map to the Email field on the Personal details panel.

• User-defined organization flow down - You can choose to have one or more customer fields flow down from organization (parent) records to linked (child) records. iMIS already flows down, or synchronizes, the main address, county, telephone, and organization customer type fields. This feature adds additional information to flow down. List the business object followed by the property.
• Disable auto flow down of company address information - Disables the flow down of company (parent) address information to linked (child) records when selected.
• Use parent organization pricing - Flows company (parent) pricing to linked (child) records in Commerce and Events when selected. For example, if you enable this option, a non-member gets customer pricing if their parent company is a customer. This option forces iMIS to look at the company's status to ensure that they are active. It also forces iMIS to look at the customer type of the company record so it can calculate the correct pricing for the individual.