Update Organization's Name¶

How to Update Your Organization's Name

There may be times when the original name setup for your Volgistics account needs to be changed. For example, if your organization is acquired by a new organization or merges with another organization, or if your board of directors votes to change the organization's name. In these cases, there are a few things you will need to do to update your Volgistics account.

Update the Account Name for Your Organization¶

To update your account's name:

Select Setup from the menu.
Expand Account Management.
Select Agency Information.
Update the organization name.
You can optionally check the Update Report Subtitles box to update the organization's name on all reports. If you only want to update the subtitle on some reports, leave the box un-checked and follow the steps in the Update Organization Name on Reports section below for the reports where you want to update the subtitle.
Click the Save button.

Update Organization Name on Reports¶

All of your stock and custom reports automatically use the name of your organization in the subtitle. So if your organization's name has changed, this will need to be updated. If you checked the box by Update Organization Name on Reports in step 5 of the Update the Account Name for Your Organization section above, the system automatically changed the name on all of your reports. If you did not check the box but would like to update some of the reports, follow the steps below.

Here is an example of how to change the information for the Assignment service details (stock) report. Changing the other reports will require a similar process.

Select Reports from the menu.
Expand Service details.
Select Assignment service details (stock).
Click Modify It.
Select the Page Design tab if you are not on it already.
Change the title fields with your organization's new name.
Click the Save button on stock reports. On custom reports, go to the Save tab and click the Save button.

You will need to follow this process to update the title on all of the reports in your account where you'd like to update the name.

Update Site Name¶

In most cases, the name of the account is used as the name of a Site in the account. In this case, if the name of the organization changed you may also need to re-name the Site record that has the old name. If you need to do this:

Select Assignments from the menu.
Click on the Site record that you need to change.
Place your cursor in the Site name field, delete the old information and type in the new name of your organization.
Click the Save button.

If you need additional help with this, see the Update Site Name help topic.

Update Application Forms¶

You may have included the name of your organization in your application form titles or in instruction fields. In this case, you can update these to the new name of your organization using these steps:

Select Setup from the menu.
Expand Application Forms.
Select a form from the list.
Edit the title and instruction fields as necessary.
If the name appears in the instructions or headings for sections on the form, click the Customize Form Content link and follow the directions in Add & Manage Form Sections from the Customize Application Form Content help topic.
Click the Save button.

You will need to repeat these steps for each form that needs to be updated.

Update Content in Email Messages & Instruction Fields¶

Volgistics has templates for automatic emails that are sent out. These could include things such as the VicNet password emails, Schedule Reminders, and reminders sent out when Checklist items need to be renewed. Your organization's name may have been placed into the message body for these emails by default, or you may have customized the message to include your organization's name. In either case, you will need to edit the content to update the name of your organization.

Volgistics also has instruction fields for locations the volunteers access. For example, application forms, the Opportunity Directory, and VicNet and VicTouch all have instruction fields. The system may have entered your organization's name into these fields by default, or you may have customized the message with your organization's name. You will need to edit the content of these fields with the new name of your organization to update them.

Due to the numerous locations the email templates and instruction fields could be, it would not be practical to detail how to get to the field to update the information in this help topic. If you need help locating one of these fields to update the information, please submit a help inquiry letting us know where or when the volunteer sees the old organization name. We will be happy to give you directions on how to update the field.

Update Email Addresses If Necessary¶

In many cases when an organization's name changes, their email addresses also change to match the new name. For example, your old email address may be "p.jones@hospital.org" but after the name change your email may be "jones.p@healthsystem.com." To make sure your account is up-to-date, you will need to update your email addresses recorded in the system.

Operator Record¶

The first location to change the email addresses is on the System Operator records. This is the address that operators use to login with so if you are the Administrator make sure you let your operators know they will need to use a new address to login with after the change is made. To change an operator's email address:

Select Setup from the menu.
Expand System Operators.
Select an operator's name from the list.
Edit the Email address field.
You may also want to review the Email section at the bottom of the record to make sure the Reply-to address is up to date.
Click the Save button.

This will need to be done for each operator record in your account.

Reply-to Addresses¶

Your account also has Reply-to address fields that may need to be updated. See the Update Email Reply-To Fields help topic for information on changing these addresses.

Billing Contact¶

Your account also has a Billing Contact email address on file. Volgistics sends automatic emails to this address regarding the status of your account. For example, a reminder that the renewal date is approaching, reminders that an automatic charge will be made, and transaction confirmation messages are sent to this email address. This email address may belong to someone in your volunteer office, or in other cases it is someone from your organization's accounting department. You can find information on how to update the email address for your billing contact in the Change Billing Contact Email Address help topic.