Configuration: City Files

Salsa CRM stores the City, County, State and Country associated with Postal Codes in the same table row. Your addresses will be consistent between multiple data entry users using this process.  Each time you enter a Postal Code in a constituent's record, the City, County, State and Country will pre-populate if it is in the database.  

Postal Code Conventions

There may be situations where the same Postal Code serves more than one city. For instance, 15236 covers both Baldwin and Pleasant Hills, PA. If that is the case, you may select the Add City button to define an additional City, County, State and Country for the same Postal Code code. Next time you enter that ZIP code a dialog box will appear asking you to select which City you wish to use.

You should not have multiple records in your city file for the same combination of City, County, State, Postal Code, and Country. Consider merging those records together.

International Postal Codes may differ from US standards. For instance, Ireland and Hong Kong have no postal code format and may be entered as N/A.  Great Britain postal code validation is as follows:

GB Postal Code Validation

Format	Coverage	Example
AA9A 9AA	WC postcode area; EC1–EC4, NW1W, SE1P, SW1	EC1A 1BB
A9A 9AA	E1W, N1C, N1P	W1A 0AX
A9 9AA	B, E, G, L, M, N, S, W	M1 1AE
A99 9AA		B33 8TH

Salsa CRM follows the ISO 3166-2 standard for Country Abbreviations and 2-letter county/province codes. Please consult Wikipedia for more information. 

Add City Records

When you are adding an address to a constituent record and the Postal Code is not in the database, the Add City pop-up box displays. Add the City, County, State and Country to the database. 

Another way to Add a City or Postal Code is to access the City File in the Configuration menu. If you use this process, searching for the Postal Code or City name first is preferable. 

1. From the main menu, click Manage > Configuration.  
2. The Configuration window displays.  Select City File from the Explorer menu on the left.
3. Place your cursor in the Postal Code or City Name text box and type the Postal Code for the city you wish to add and then choose the Search button.
4. If the results do not include the desired city/state nor if there are no cities matching the search criteria, select the Add button in the lower right corner of the screen. 
5. The Postal Code that you searched for has already been entered into the dialog box.
6. Change the Country if necessary by selecting the drop down arrow and choosing a country from the list.
7. Place your cursor in the City Name text box and type the appropriate name.  Press the Tab key.
8. Enter the County Name.  Press the Tab key.
9. Choose the drop down arrow in the State/Province box and select the appropriate item.
10. Select the Save button.

Edit a City Record

To Edit an item...

1. From the main menu, click Manage > Configuration.  
2. The Configuration window displays.  Select City File from the Explorer menu on the left.
3. Place your cursor in the Postal Code or City Name text box and type the Postal Code for the city you wish to add and then choose the Search button. 
4. If the results include the desired city/state, select the row you wish to edit.
5. Click the Edit button. 
6. Make the necessary changes
7. Click the Save button.

Delete a City Record

NOTE: Deleting a city will also delete all addresses associated with that city. Once information on a constituent's record has been deleted, it cannot be recovered. Salsa Engage proactive deduplication may update an address, but only if that supporter takes an action on an Engage form that would sync with Salsa CRM. Run an Audit Trail query to recover any address details that were deleted. Re-enter the address using that information.

1. From the main menu, click Manage > Configuration.  
2. The Configuration window displays.  Select City File from the Explorer menu on the left.
3. Place your cursor in the Postal Code or City Name text box and type the Postal Code for the city you wish to delete and then choose the Search button. 
4. Choose the desired item from the list that is returned 
5. Click the Delete button.  A warning opens informing you as to how many records the city will be removed from in Salsa CRM. 
6. Select OK to confirm the delete.
7. Another pop-up box appears telling you how many records that city was removed from.  Select OK to confirm.                                                             

Merge City Records

It may become necessary to merge multiple cities into one. For example, city names may have been misspelled (Pittsburgh and Pitttsburg, for example) in historical databases and converted as-is into Salsa CRM.

1. In the Postal Code or City Name text box type a search term and then choose the Search button. In this example, you could search for the partial term 'pitt'.
2. Choose the city you wish to merge into the correct city and then select the Merge button in the bottom left corner of the screen.
3. The city you selected is highlighted at the top of the window, as the image shows at the green arrow. A table displays a list of cities that match your search criteria.
   
   Select the city that will become the primary city and into which the previously selected city will be merged. 
4. By default, the Delete obsolete city after merging option is selected.  Only uncheck this box if you wish to keep the obsolete city.
5. Choose the Merge Now button. 
6. A pop-up window will appear informing you of how many records were updated because of the merge.  Choose the OK button to return to the main City File screen.