Difference between revisions of "IIABA State Integration"

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<p style="font-size:30px">NEW!! Find all of your answers in the [https://helpdesk.growthzone.com/kb/article/1819-contents-iiaba-state-integration// GrowthZone Knowledge Base!]</p>
 +
 
Through integration there is near real-time synchronization of records between your GrowthZone database and IIABA  Active Directory (AD). The IIABA API will poll your GrowthZone database every 5 minutes (approximately) to identify new or updated records and sends these to AD.
 
Through integration there is near real-time synchronization of records between your GrowthZone database and IIABA  Active Directory (AD). The IIABA API will poll your GrowthZone database every 5 minutes (approximately) to identify new or updated records and sends these to AD.
  
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<td style="width:124px;border-top:none;border-left:solid windowtext 1.0pt;border-bottom:none;border-right:solid #7F7F7F 1.0pt;background:white;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><em><span style="color:red;"><span style="font-size:12.0pt;">MailingLine1</span></span></em></td>
 
<td style="width:124px;border-top:none;border-left:solid windowtext 1.0pt;border-bottom:none;border-right:solid #7F7F7F 1.0pt;background:white;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><em><span style="color:red;"><span style="font-size:12.0pt;">MailingLine1</span></span></em></td>
 
<td style="width:206px;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;color:red;">Address Line 1(Type: Mailing)</span></td>
 
<td style="width:206px;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;color:red;">Address Line 1(Type: Mailing)</span></td>
<td rowspan="6" style="width:436px;border:none;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;">The Mailing Address fields are required fields when creating a contact in AD, best practice is to always add this field when creating a new contact in GZ.</span><br />
+
<td rowspan="6" style="width:436px;border:none;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;">The Mailing Address fields are required fields when creating a contact in AD, best practice is to always add this field when creating a new contact in GrowthZone</span><br />
 
<span style="font-size:12.0pt;">The Mailing Address fields sync to the corresponding fields in GZ using an address of the &ldquo;Mailing&rdquo; address type. </span><br />
 
<span style="font-size:12.0pt;">The Mailing Address fields sync to the corresponding fields in GZ using an address of the &ldquo;Mailing&rdquo; address type. </span><br />
 
<span style="font-size:12.0pt;">DO NOT HAVE MORE THAN ONE ADDRESS IN GZ SET TO MAILING ADDRESS.</span><br />
 
<span style="font-size:12.0pt;">DO NOT HAVE MORE THAN ONE ADDRESS IN GZ SET TO MAILING ADDRESS.</span><br />
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</tr>
 
</tr>
 
<tr>
 
<tr>
<td style="width:124px;border-top:none;border-left:solid windowtext 1.0pt;border-bottom:none;border-right:solid #7F7F7F 1.0pt;background:white;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><em><span style="color:black;"><span style="font-size:12.0pt;">NumberOfEmployees</span></span></em></td>
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<td style="width:124px;border-top:none;border-left:solid windowtext 1.0pt;border-bottom:none;border-right:solid #7F7F7F 1.0pt;background:white;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><em><span style="color:black;"><span style="font-size:12.0pt;">Number Of Employees</span></span></em></td>
 
<td style="width:206px;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;">Number of Employees</span></td>
 
<td style="width:206px;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;">Number of Employees</span></td>
<td style="width:436px;border:none;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;">New Custom Field displayed on the Contact &ldquo;More Info&rdquo; &nbsp;tab</span></td>
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<td style="width:436px;border:none;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="font-size:12.0pt;">This custom field should be created as a part of initial setup, and will be displayed on the contacts More Info tab</span></td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
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</tr>
 
</tr>
 
<tr>
 
<tr>
<td style="width:124px;border-top:none;border-left:solid windowtext 1.0pt;border-bottom:solid windowtext 1.0pt;border-right:solid #7F7F7F 1.0pt;background:white;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><em><span style="color:black;"><span style="font-size:12.0pt;">EOPolicyNumber</span></span></em></td>
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<td style="width:124px;border-top:none;border-left:solid windowtext 1.0pt;border-bottom:solid windowtext 1.0pt;border-right:solid #7F7F7F 1.0pt;background:white;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><em><span style="color:black;"><span style="font-size:12.0pt;">EO Policy Number</span></span></em></td>
 
<td style="width:206px;border:none;border-bottom:solid windowtext 1.0pt;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="color:black;"><span style="font-size:12.0pt;">EO Policy Number</span></span></td>
 
<td style="width:206px;border:none;border-bottom:solid windowtext 1.0pt;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="color:black;"><span style="font-size:12.0pt;">EO Policy Number</span></span></td>
<td style="width:436px;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="color:black;"><span style="font-size:12.0pt;">New Custom field displayed on the &ldquo;More Info&rdquo; Tab. This field will be sent back to GZ after the synch</span></span></td>
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<td style="width:436px;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;vertical-align:top;"><span style="color:black;"><span style="font-size:12.0pt;">This field is created during the initial setup, and will be sent from AD to GrowthZone after the sync.</span></span></td>
 
</tr>
 
</tr>
 
</table>
 
</table>
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Agencies are added to your GrowthZone database as described in '''[[Contact_Management#Add_a_New_Organization_Contact|Add a New Organization Contact]]'''. Once added, the agency may have multiple branches. A branch is added by adding a Child Business to the agency. An agencies can have multiple branches, but a child can only have one parent agency. See '''Assign Parent/Child Relationship''' for further information.
 
Agencies are added to your GrowthZone database as described in '''[[Contact_Management#Add_a_New_Organization_Contact|Add a New Organization Contact]]'''. Once added, the agency may have multiple branches. A branch is added by adding a Child Business to the agency. An agencies can have multiple branches, but a child can only have one parent agency. See '''Assign Parent/Child Relationship''' for further information.
  
==='''<span style="color:#800080">IIABA - Add an Affiliate Membership'''</span>===
+
===='''<span style="color:#800080">IIABA - Assign Parent/Child Relationships '''</span>====
 
----
 
----
 
+
Define the relationships between agencies on the agency '''Profile''' tab. See '''[[Contact_Management#Manage_Parent.2FChild_Relationships|Manage Parent/Child Relationships]]'''
Add a membership to a contact as described in '''[[Membership_Management#Add_a_Membership_to_a_Contact|Add a Membership to a Contact]]'''. To ensure that this member/affiliate will sync to AD, you must select a Membership Type that is set to '''sync as member''' or '''sync as affiliate'''.
+
[[File:IIA Parent Relationship 2020.jpg|800px|center]]
 
 
 
{| class="wikitable"
 
{| class="wikitable"
 
|-
 
|-
 
|  
 
|  
[[File:One Row.png|25px]]
+
[[File:Smallest.png|40px]]
| style="width: 100%"| '''IMPORTANT''': Mailing Address information '''MUST''' be populated for the contact to facilitate the sync to AD.
+
| style="width: 100%"| '''NOTE:'''
|}
 
 
 
===='''<span style="color:#800080">IIABA - Assign Parent/Child Relationships '''</span>====
 
----
 
 
 
See '''[[Contact_Management#Manage_Parent.2FChild_Relationships|Manage Parent/Child Relationships]]'''
 
 
 
'''NOTES''':
 
 
*An Agency (Parent) can have multiple children (branches).  
 
*An Agency (Parent) can have multiple children (branches).  
 
*A Branch (Child) may NOT have child branches of its own, nor can it have more than one parent.
 
*A Branch (Child) may NOT have child branches of its own, nor can it have more than one parent.
*Memberships can ONLY be owned by the parent agency, branches must '''inherit''' the membership from the parent contact.
+
*Memberships can ONLY be owned by the parent agency, branches must '''inherit''' the membership from the parent contact. This is achieved by setting the contact relationship type to '''Location'''.
 +
|}
  
 
==='''<span style="color:#800080">IIABA - Move a Branch to a Different Agency'''</span>===
 
==='''<span style="color:#800080">IIABA - Move a Branch to a Different Agency'''</span>===
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#Add a membership designated as '''sync as member''' or '''sync as affiliate''' to the Branch, as described in '''[[Membership_Management#Add_a_Membership_to_a_Contact|Add a Membership to a Contact]]'''.   
 
#Add a membership designated as '''sync as member''' or '''sync as affiliate''' to the Branch, as described in '''[[Membership_Management#Add_a_Membership_to_a_Contact|Add a Membership to a Contact]]'''.   
  
Once the membership has been added, the change will be recognized, and will be synched to AD.
+
Once the membership has been added, the change will be recognized, and will be synced to AD.
 +
=='''<span style="color:#800080">IIABA - Working with Memberships'''</span>==
 +
----
 +
 
 +
==='''<span style="color:#800080">IIABA - Add a Membership'''</span>===
 +
----
 +
 
 +
Add a membership to a contact as described in '''[[Membership_Management#Add_a_Membership_to_a_Contact|Add a Membership to a Contact]]'''. To ensure that this member/affiliate will sync to AD, you must select a Membership Type that is set to '''sync as member''' or '''sync as affiliate'''.
 +
 
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''IMPORTANT''': Mailing Address information '''MUST''' be populated for the contact to facilitate the sync to AD.
 +
|}
 +
 
 +
==='''<span style="color:#800080">IIABA - Drop a Branch from an Agency membership'''</span>===
 +
----
 +
You can drop a branch from an agency membership by removing the branch from the Child Businesses list of the Parent, or by removing the Parent Business when in the Branch record.
 +
 
 +
From the parent business record:
 +
[[File:RemoveBranchfromParent1 05132020.png|800px|center]]
 +
 
 +
From the branch record:
 +
[[File:RemoveParent fromBranch1 05132020.png|800px|center]]
 +
 
 +
The IIABA API will recognize that the branch no longer has an active membership and will sync this change to AD. AD will update the status to Non-member.
 +
 
 +
==='''<span style="color:#800080">IIABA - Drop an Agency Membership'''</span>===
 +
----
 +
Dropping a membership from an Agency will remove the membership from both the Agency and any branches (if applicable). Follow the steps noted in '''[[Membership_Management#Drop_Membership|Drop A Membership]]'''. The IIABA API will recognize that the agency no longer has an active membership and will sync this change to AD. AD will update the status to Non-member.
 +
 
 +
=='''<span style="color:#800080">IIABA - Working with Representatives'''</span>==
 +
----
 +
In AD, representatives may only belong to one contact (Agency or Branch). GrowthZone does not have this limitation, so care must be taken to ensure that there is a one to one relationship between a representative and either an Agency or a Branch. 
 +
 
 +
Representatives are added to GrowthZone [[Contact_Management#Add_New_Contact_-_Individual|following standard procedures]] and inherit their status from the organization. Because AD does allow duplicates to be created,  before adding a new representative it is essential that you search your database '''first''' to ensure the representative does not already exist.
 +
 
 +
If a duplicate is found, best practice is to [[Contact_Management#Merge_Contacts|merge the records]]. In cases where there are conflicting NationalID numbers, the ID in the '''destination record''' is retained.
 +
 
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:Smallest.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' Do NOT have Individuals/Users with phone numbers with types other than: Work, Home, Other, Mobile, and Fax.
 +
|}
 +
==='''<span style="color:#800080">IIABA - Add a representative to an Agency or Branch'''</span>===
 +
----
 +
See '''[[Contact_Management#Add_Individual_Contacts_to_an_Organization.2FBusiness|Add Individual Contacts to an Organization/Business]]'''.
 +
==='''<span style="color:#800080">IIABA - De-activate a representative from an Agency or Branch'''</span>===
 +
----
 +
It is expected that representatives may leave an agency or branch. In this case, best practice is to de-activate the representative in GrowthZone following standard procedures.
 +
#When in the Agency/Affiliate contact record, click the pencil icon of the representative you wish to remove from the Agency/Affiliate.
 +
#:[[File:Deactivatestep1b 05132020.png|800px|center]]
 +
#Clear the "Active" checkbox and click "Done".
 +
#:[[File:Deactivatestep2b 05132020.png|800px|center]]
 +
Once the representative is de-activated, the status will be changed to non member, and this status change will be sent to AD.
 +
 
 +
==='''<span style="color:#800080">IIABA - Move a representative from one Agency/Branch to Another'''</span>===
 +
----
 +
 
 +
It is expected that representatives may move from one Agency/Branch to another. In this scenario:
 +
 
 +
#Follow standard procedures for de-activating the representative from the existing Agency/Branch, described above. 
 +
#Go to the Representative's contact page. 
 +
#On the Profile tab, click the + in the Businesses section.
 +
#:[[File:Moverep 05132020.png|800px|center]]
 +
#Enter the name of the new Branch or Agency to which you wish to associate this representative and click Done.
 +
#:[[File:Addorg 05132020.png|800px|center]]

Latest revision as of 12:39, 1 April 2021

NEW!! Find all of your answers in the GrowthZone Knowledge Base!

Through integration there is near real-time synchronization of records between your GrowthZone database and IIABA Active Directory (AD). The IIABA API will poll your GrowthZone database every 5 minutes (approximately) to identify new or updated records and sends these to AD.

IIABA - Initial Setup


IIABA - Membership Type Setup


IIABA has three contact statuses: Member, Affiliate and Non-Member. Membership Types must be created for Member and Affiliate statuses. These membership types are used by the IIABA API to identify new members, changes to existing members and dropped members.

Recommendations for Membership Types

  • Agency Membership: This membership type will be identified as those that use a membership type custom field call "sync as member" to determine if the data should be synced up to national. When contacts with this membership type are synched, AD will mark the contact status as Member. NOTE: Only one Membership type set to “sync as member” should be created.
  • Affiliate Membership: This membership type will be identified as those that use a membership type custom field call "sync as affiliate" to determine if the data should be synced up to national. When contacts of this membership type are synched, AD will mark the contact status as Affiliate. NOTE: Only one Membership type set to “sync as affiliate” should be created.

Note that both Agency and Affiliate membership types need to be created as owned by a business.

MemTypeOwnedBy2.png

Smallest.png

NOTE: Additional membership types may be added, when those memberships are intended for contacts that are NOT to be synched to AD.

Create your Membership Types as described in Add a New Membership Type. In addition to standard setup for pricing, levels, etc., in setting up IIABA State Synchronization, custom fields are used to identify whether the membership type is to be synchronized to A/D as a member or as an affiliate. See steps below:

  1. For the desired Membership Type click the Fields.jpg icon in the Fields column.
  2. Click Advanced Options.
    Advanced Options.jpg
  3. Choose either to sync as member or sync as affiliate.
  4. Click Done.

IIABA - Setup Parent/Child Relationship Type


If you have Parent agencies, and branches, you will need to create Contact Relationship Types. Contact Relationship Types are used to identify the Agency to Branch parent/child relationships. A pre-requisite to setting up agency/branch relationships is creating a Contact Relationship Type.

Create the Contact Relationship type: Setup > Miscellaneous > Contact Relationship Type. See Contact Relationship Types for further instructions.

One Row.png

IMPORTANT: As Memberships can ONLY be owned by the Parent Agency, branches inherit the membership from the parent contact.The Contact Relationship Type MUST be set to System Relationship = Location. This is the trigger that tells the system that the child should inherit the parent's membership.

Data Sent to IIABA


One Row.png

IMPORTANT: Required Fields are indicated in red.

The table below describes the field sent to AD.

A/D GrowthZone Notes
NationalID Account Number Assigned by AD. When a new Active contact is synced to AD, AD will send this ID back to GrowthZone. While this field is editable in GrowthZone it should NOT be changed.
MailingLine1 Address Line 1(Type: Mailing) The Mailing Address fields are required fields when creating a contact in AD, best practice is to always add this field when creating a new contact in GrowthZone

The Mailing Address fields sync to the corresponding fields in GZ using an address of the “Mailing” address type.
DO NOT HAVE MORE THAN ONE ADDRESS IN GZ SET TO MAILING ADDRESS.

If the Mailing and Physical addresses are exact matches in AD, they will sync to one address in GZ using the “Physical and Mailing” address type.
MailingLine2 Address Line 2 (Type: Mailing)
MailingCity City (Type: Mailing)
MailingState State (Type: Mailing)
MailingZIP Zip (Type: Mailing
MailingCountry Country (Type: Mailing)
PhysicalLine1 Address Line 1(Type: Physical) The Physical Address fields sync to the corresponding fields in GZ using an address of the “Physical” address type.

DO NOT HAVE MORE THAN ONE ADDRESS IN GZ SET TO PHYSCIAL ADDRESS.

If the Mailing and Physical addresses are exact matches in AD, they will sync to one address in GZ using the “Physical and Mailing” address type.
PhysicalLine2 Address Line 2 (Type: Physical)
PhysicalCity City (Type: Physical)
PhysicalState State (Type: Physical)
PhysicalZIP Zip (Type: Physical)
PhysicalCountry Country (Type: Physical)
URL Website  This should be “Homepage” type to synch with AD
Name Contact Name  
Number Of Employees Number of Employees This custom field should be created as a part of initial setup, and will be displayed on the contacts More Info tab
Phone Phone (Type: Main) In A/D, Agencies and Branches only have 2 phone number types: Main and Fax. Individuals/Users have 5: Work, Home, Other, Mobile, and Fax.
The phone numbers quantities and types must line up with these in GZ.
Fax Phone (Type: Fax)
EO Policy Number EO Policy Number This field is created during the initial setup, and will be sent from AD to GrowthZone after the sync.

IIABA - Working with Contacts


IIABA - Add an Agency


Agencies are added to your GrowthZone database as described in Add a New Organization Contact. Once added, the agency may have multiple branches. A branch is added by adding a Child Business to the agency. An agencies can have multiple branches, but a child can only have one parent agency. See Assign Parent/Child Relationship for further information.

IIABA - Assign Parent/Child Relationships


Define the relationships between agencies on the agency Profile tab. See Manage Parent/Child Relationships

IIA Parent Relationship 2020.jpg

Smallest.png

NOTE:
  • An Agency (Parent) can have multiple children (branches).
  • A Branch (Child) may NOT have child branches of its own, nor can it have more than one parent.
  • Memberships can ONLY be owned by the parent agency, branches must inherit the membership from the parent contact. This is achieved by setting the contact relationship type to Location.

IIABA - Move a Branch to a Different Agency


A Branch can only belong to one agency. To move the branch to a new agency:

  1. Remove the relationship between the Branch and its parent Agency:
    • On the Branch’s Profile tab click the orange x next to the parent agency in the Parent Organization section.
    Move branch.jpg
  2. Add the Branch to a new agency:
    • On the Branch's Profile tab, click the Orange plus icon.jpg icon in the Parent Organization section.

See Manage Parent/Child Relationships for further instructions.

Add parent.jpg

Smallest.png

NOTE: Branches should only be moved to agencies of the same membership type/status.

IIABA - Change Branch to Agency


In this scenario, the Branch is becoming an Agency:

  1. Remove the relationship between the Branch and its parent Agency:
    • On the Branch’s Profile tab click the orange x next to the parent agency in the Parent Organization section. The Branch status will be listed as Non-member in GrowthZone.
    Move branch.jpg
  2. Add a membership designated as sync as member or sync as affiliate to the Branch, as described in Add a Membership to a Contact.

Once the membership has been added, the change will be recognized, and will be synced to AD.

IIABA - Working with Memberships


IIABA - Add a Membership


Add a membership to a contact as described in Add a Membership to a Contact. To ensure that this member/affiliate will sync to AD, you must select a Membership Type that is set to sync as member or sync as affiliate.

One Row.png

IMPORTANT: Mailing Address information MUST be populated for the contact to facilitate the sync to AD.

IIABA - Drop a Branch from an Agency membership


You can drop a branch from an agency membership by removing the branch from the Child Businesses list of the Parent, or by removing the Parent Business when in the Branch record.

From the parent business record:

RemoveBranchfromParent1 05132020.png

From the branch record:

RemoveParent fromBranch1 05132020.png

The IIABA API will recognize that the branch no longer has an active membership and will sync this change to AD. AD will update the status to Non-member.

IIABA - Drop an Agency Membership


Dropping a membership from an Agency will remove the membership from both the Agency and any branches (if applicable). Follow the steps noted in Drop A Membership. The IIABA API will recognize that the agency no longer has an active membership and will sync this change to AD. AD will update the status to Non-member.

IIABA - Working with Representatives


In AD, representatives may only belong to one contact (Agency or Branch). GrowthZone does not have this limitation, so care must be taken to ensure that there is a one to one relationship between a representative and either an Agency or a Branch.

Representatives are added to GrowthZone following standard procedures and inherit their status from the organization. Because AD does allow duplicates to be created, before adding a new representative it is essential that you search your database first to ensure the representative does not already exist.

If a duplicate is found, best practice is to merge the records. In cases where there are conflicting NationalID numbers, the ID in the destination record is retained.

Smallest.png

NOTE: Do NOT have Individuals/Users with phone numbers with types other than: Work, Home, Other, Mobile, and Fax.

IIABA - Add a representative to an Agency or Branch


See Add Individual Contacts to an Organization/Business.

IIABA - De-activate a representative from an Agency or Branch


It is expected that representatives may leave an agency or branch. In this case, best practice is to de-activate the representative in GrowthZone following standard procedures.

  1. When in the Agency/Affiliate contact record, click the pencil icon of the representative you wish to remove from the Agency/Affiliate.
    Deactivatestep1b 05132020.png
  2. Clear the "Active" checkbox and click "Done".
    Deactivatestep2b 05132020.png

Once the representative is de-activated, the status will be changed to non member, and this status change will be sent to AD.

IIABA - Move a representative from one Agency/Branch to Another


It is expected that representatives may move from one Agency/Branch to another. In this scenario:

  1. Follow standard procedures for de-activating the representative from the existing Agency/Branch, described above.
  2. Go to the Representative's contact page.
  3. On the Profile tab, click the + in the Businesses section.
    Moverep 05132020.png
  4. Enter the name of the new Branch or Agency to which you wish to associate this representative and click Done.
    Addorg 05132020.png