Customize Administrative and Household Account Names

Overview: Account Naming

EDA automatically generates Administrative Account and Household Account names for you based on the names of Contacts associated with an Account. For example, when you create the Mary Jefferson Contact record, EDA creates the Jefferson Administrative Account or the Jefferson Household for you at the same time (depending on the record type you've specified for Accounts).

By default, Administrative Account and Household Account names are based on a Contact's last name. For each type of Account, you can choose a different preset naming format or choose the Other option and create your own custom format. For example:

• Instead of Jefferson Administrative Account, show Mary Jefferson Administrative Account.
• Instead of Jefferson Household, show Mary Jefferson Family.

See Configure Leads Settings for special considerations that impact the naming of Accounts that are created when you convert a Lead to a Contact.

The rest of this article describes how to customize automatic Account naming.

Customize the Administrative Account Name Format

Automatic Account naming is enabled by default for Administrative Accounts and can't be disabled. Administrative Account names are automatically updated whenever the Contact's last name changes.

Note Administrative Accounts typically have only one related Contact. If an Administrative Account happens to have more than one Contact, automatic naming uses the name of the primary Contact.

If you want to change the Administrative Account Name Format from the default option of {!Last Name} Administrative Account, feel free to do so.

1. On the Education Cloud Settings tab, in Education Data Architecture, click Settings. If you don’t see the Education Cloud Settings tab, access it from App Launcher or see Education Cloud Settings.
2. In EDA Settings, select Account Model.
3. Click Edit.

4. From Administrative Account Name Format, select a format.

   • {!Last Name} Administrative Account—Generates a name such as Smith Administrative Account.
   • {!{!FirstName}} {!Last Name} Administrative Account—Generates a name such as John Smith Administrative Account.
   • {!LastName} ({!{!FirstName}}) Administrative Account—Generates a name such as Smith (John) Administrative Account.
   • Other—Specify your own naming convention.
5. Save your changes.

Changing the default name format affects the naming of new Administrative Accounts and Accounts for Contacts whose last name changes. It doesn't update the format of existing, unchanged Administrative Account names. For instructions on how to update all Administrative Account names to use the format you specify, see Update All Administrative or Household Account Names.

Customize the Household Account Name Format

You have many options for changing the Household Account Name Format from the default option of {!Last Name} Household.

1. In EDA Settings, select Account Model and then click Edit.
2. From Household Account Name Format, select a format.
   • {!LastName} Household—Generates a name such as Smith Household or Jones and Smith Household, depending on the number of Contacts in the Household.
   • {!{!FirstName}} {!LastName} Household—Generates a name such as John Smith Household or Jane and John Smith Household.
   • {!LastName} ({!{!FirstName}}) Household—Generates a name such as Smith (John) Household, Smith (Jane and John) Household, or Doe (Jane) and Smith (John) and Household.
   • {!LastName} Family—Generates a name such as Smith Family or Jones and Smith Family.
   • {!{!FirstName}} {!LastName} Family—Generates a name such as John Smith Family or Jane and John Smith Family.
   • {!LastName} ({!{!FirstName}}) Family—Generates a name such as Smith (John) Family, Smith (Jane and John) Family, or Doe (Jane) Family and Smith (John).
   • Other—Specify your own naming convention.
3. Save your changes.

Changing the default name format affects the naming format of new Household Accounts and Accounts whose last name changes. It doesn't update the format of existing Household Account names. For example, if you change from {!LastName} Household to {!{!FirstName}} {!LastName} Household, an existing Account named Jefferson Household is not updated to Mary Jefferson Household. However, if Mary’s last name changes to Jefferson-Soto, the Account naming format becomes Mary Jefferson-Soto Household.

For instructions on how to update all Household Account names to use the format you specify, see Update All Administrative or Household Account Names.

Note Customizations such as specifying the number of Contacts listed or the order of their names aren't supported.

Turn On Automatic Household Renaming

When you're using the Household Account model, Household Accounts are named automatically when you create a Contact who isn't already associated with a household. Specify the naming convention to use in Automatically Rename Household Accounts from Account Model in EDA Settings.

• Turn on Automatically Rename Household Accounts to rename a Household Account whenever a new Contact is added to the Household or an existing Contact is renamed, deleted, or moved to another household.

• Turn off Automatically Rename Household Accounts to prevent Household Accounts from being renamed when a Contact in a household changes names or membership.

  

  Note If you turn off Automatically Rename Household Accounts but then run Update All Household Accounts, the setting is automatically enabled after the page refreshes.

Update All Administrative or Household Account Names

If you update the format used for Administrative or Household Account names and you want all existing Administrative or Household Account records to use the new format, run the Update Administrative Account Names or Update Household Account Names Apex job from System Tools in EDA Settings. These settings work only if the ACCT_IndividualAccounts_TDTM trigger is enabled.

Important If you have any automated processes that reference Administrative or Household Accounts (for example, workflow rules), disable them before you run either of the Update All Account Names jobs. After the job completes, restore your automation.

• Update All Administrative Account Names—Update Administrative Account names using the only Contact associated with the Account. For example, in an Account where John Smith is the primary Contact, changing the Administrative Account Name Format from {!Last Name} to {!{!FirstName}} {!LastName} and clicking Refresh All updates the Account name from Smith Administrative Account to John Smith Administrative Account.

  

  Note Administrative Account renaming works only when an Account's Primary Contact is related to the Administrative Account. If the Primary Contact is not related to the Account, the Account isn't renamed.

• Update All Household Account Names—Update Household Account names using all Contacts associated with a Household Account. This feature enables Automatically Rename Household Accounts even if it was previously disabled.

  

  Tip If your Household Accounts have multiple associated Contacts, avoid formats that include first names unless you want all Contacts' names in your Account names. For example, in the Smith Household, which has two adults and three children, changing from {!Last Name} to {!{!FirstName}} {!LastName}, creates an Account named Jane, Jackie, John, Joseph, and Samuel Smith Household.

Guidelines for Custom Name Formats

If you use Other for an Account name format, follow these guidelines to construct a valid format.

Include Fields in Custom Name Formats

You can include any standard Contact field (except MiddleName) in the custom name (Other) format for both Administrative and Household Accounts.

Note To enable MiddleName and Suffix, go to Setup | User Interface and in Name Settings enable each setting for Person Names.

Format the field as {!fieldname}. For example:

Format the field as {!fieldname}. For example:

{!LastName}, {!{!FirstName}}

Field names are case insensitive.

EDA supports these custom fields: Mailing_County__c, Other_County__c, Deceased__c, and Exclude_from_Household_Name__c.