Enterprise CRM: Bios Record Types

What Are Bios?

Bios records are tools that allow you to assign information about a contact or organization to the Contact or Organization record within Enterprise CRM. There are various Bios record types to accommodate assignment of different types of information, with more fields available than a Tag or Note.

In addition to providing information to users within CRM they can be used for making associations between records that can be shown through reporting.

When to use which Bios record type, how you use them, and what information should be entered will vary based on internal business processes. This article is intended as an overview of the fields and their original intent and/or good practice, not as a replacement for business process.

Once you decide on which Bios record type to use you may want to then proceed to add Bios to different records.

  • If you are on a Contact record and/or you would like to add more than one Bios record to a particular Contact you will want to follow the instructions to Create Bios from a Contact record.
  • If you are on an Organization record and/or you would like to add more than one Bios record to a particular Organization you will want to follow the instructions to Create Bios from an Organization record.
  • If you are creating multiple Bios associated with all different records you will want to follow the instructions to Create Bios from the Bios Home Tab.

Skip to a record type:

Bios Record Types

Athletics can be used to capture athletic affiliations, as athletes, previous athletes, or even season ticket holders

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Sport field has a dropdown menu that allows you to select from a number of sports or Other.
  • The Participation dropdown menu is where you designate the level of participation in the sport, and the current options are either Athlete or Season Ticket Holder.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the sport, or to put anything else notable that should be associated with the Bio.
  • The Current checkbox can be used to designate current versus past or future athletic affiliations.

Award can be used to record awards from the University or any other Organization within CRM.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The name of the award given or received can be put in the Name field. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • The Type of award lets you choose from a number of education and corporate types or Other.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the award type, or to put anything else notable that should be associated with the Bio.
  • The Year dropdown allows you to select a year the award was given or received.

Education can be used to capture different schools that a contact has attended or is attending, or any other affiliations with educational organizations that need capturing.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Employer field allows you to associate another Organization to the Bio record as a contact's employer by using the Lookup icon provided.
  • The Degree field is a text field that allows you to put the name or type of degree received. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Degree Sub-Type is another text field that allows you to put more information about the name or type of degree received. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Major/Concentration is a text field where information about topics studied in relation to the degree or education experience can be entered. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • The Level of Education dropdown allows you to select a value per your internal business processes.
  • Description allows you to add any detail that is needed to give the record context or to put anything else notable that should be associated with the Bio.
  • The Current checkbox can be used to designate current versus past or future education affiliations.
  • The Application Date field allows you to select an application date for the Bio record.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • The Diploma Received? checkbox allows you to designate whether or not a degree was received in relation to this Bio record.
  • The GPA (Self-Reported) dropdown provides various ranges of GPA scores to associate with the record.
  • The Class Rank (Self-Reported) dropdown provides various ranges of class rank scores to associate with the record.
  • Experiential Learning/Research is a text field where you can enter information about experiential learning, research, or other notable projects that need to be recorded. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • The Study Abroad checkbox can be used to designate whether this record or time period is related to any study abroad programs.
  • Location is a text field that allows you to put any relevant information about the location. Check with your internal business processes to see if you are using a standardized naming convention for this field.

Employment can be used to associate a contact with an organization as a past, present, or future employee.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • Title/Role is a text field that allows you to put information about the job function that the Contact performs at the Organization. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Department/Unit is a text field that allows you to put information about the division or part of the Organization the Contact belongs to. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • The Job Function dropdown includes various levels of employment to choose from or Other.
  • Reports To allows you to associate another Contact record as a manager of the related contact by using Lookup icon provided.
  • Email, Office Phone, Mobile, and Fax allow you to enter contact information that is specifically associated with this Bio record.
  • Contact Application allows you to associate a specific application from the Contact record with the Bio.
  • DeptID allows you to put in a department ID or other information as per internal business processes.
  • Location is a text field that allows you to put information about the location of the employment. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the employment type, or to put anything else notable that should be associated with the Bio.
  • The Current checkbox can be used to designate current versus past or future employment affiliations.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • The Source dropdown allows you to select a source for the Contact or Bio information.
  • You can associate another Contact record as a Recruiter for the Bio record by using the Lookup icon provided.
  • Organization Phone can be used to put in a main number for the Organization being associated or other number per internal business processes.

Endowment can be used to record endowments given to different contacts and/or organizations.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Type dropdown allows you to select from various endowment type options or Other.
  • Name is a text field that allows you to put the name of the endowment. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Location is a text field that allows you to put information about the location of the endowment. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the endowment type, or to put anything else notable that should be associated with the Bio.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • You can associate another Contact record as the Recipient Contact by using the Lookup icon provided.
  • You can associate another Organization record as the Recipient Organization by using the Lookup icon provided.
  • Amount is a text field that allows you to put an amount for the endowment. Check with your internal business processes to see if you are using a standardized naming convention for this field.

Expertise allows you to associate certain areas of expertise or industry information to a contact and/or organization.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • The Areas of Expertise list shows the available areas of expertise to choose from.
    • Select the desired field or fields from the list and use the arrows to move them into the Chosen box.

Financial allows you to record financial relationships between different contacts or organizations.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Type dropdown allows you to select from various financial type options or Other.
  • Name is a text field that allows you to put the name of the financial relationship. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Amount is a text field that allows you to put information about the amount of the transaction or project. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the financial type, or to put anything else notable that should be associated with the Bio.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • You can associate another Contact record as the Recipient Contact by using the Lookup icon provided.
  • You can associate another Organization record as the Recipient Organization by using the Lookup icon provided.

Government can be used to associate government experiences to a contact.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Description allows you to put additional information about the Bio record per your internal business processes.

Interest can be used to associate outside interests to a contact or organization, such as community service, volunteering, hobbies, etc.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Interest Type list shows the available types of interest to choose from.
    • Select the desired field or fields from the list and use the arrows to move them into the Chosen box.
  • The Topics list shows the available topics of interest to choose from. 
    • Select the desired field or fields from the list and use the arrows to move them into the Chosen box.
  • Description allows you to put additional information about the Bio record per your internal business processes.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • Location is a text field that allows you to put information about the location of the outside interest. Check with your internal business processes to see if you are using a standardized naming convention for this field.

Membership can be used to indicate a contact's membership to any internal or external organization(s).

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • Member Of allows you to associate another Organization record with the Bio as one that they are a member of.
  • Title/Role is a text field that allows you to put information about what role or title the contact has at the organization they are a member of. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Cost is a text field that allows you to put cost information. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the membership type, or to put anything else notable that should be associated with the Bio.
  • The Current checkbox can be used to designate current versus past or future membership affiliations. 
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • Term is a text field that allows you to fill in information about the term of the membership. Check with your internal business processes to see if you are using a standardized naming convention for this field.

Product Usage can be used to record a contact's past or present usage of products.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Product field allows you to use the Lookup icon to search for and associate a particular Product with the Bio.
  • Description allows you to put additional information about the Bio record per your internal business processes.
  • The Current checkbox can be used to designate current versus past or future product affiliations. 
  • Start Date and End Date allow you to associate a time period with the Bio record.

Visit can be used to associate contacts and organizations to career/recruiting events, study abroad project/program events for students, or other visits your business unit would like to capture.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Type dropdown allows you to select from various visit type options or Other.
  • Name is a text field that allows you to put the name of the visit. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the visit type, or to put anything else notable that should be associated with the Bio.
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • Location is a text field that allows you to put information about the location of the visit. Check with your internal business processes to see if you are using a standardized naming convention for this field.

Volunteering can be used to associate contacts and organizations to past, present and/or future volunteering activities.

  • Related To allows you to associate a Contact record with the Bio. Depending on your current workflow it may already be filled in with a Contact or the Lookup icon provided can be used to find and associate the correct record.
  • Organization allows you to associate an Organization record with the Bio. Depending on your current workflow it may already be filled in with an Organization or the Lookup icon provided can be used to find and associate the correct record.
  • The Type dropdown allows you to select from various volunteer type options or Other.
  • Name is a text field that allows you to put the name of the volunteer activity. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Location is a text field that allows you to put information about the location of the volunteer activity. Check with your internal business processes to see if you are using a standardized naming convention for this field.
  • Description allows you to add any detail that is needed to give the record context, especially important if using Other as the volunteer type, or to put anything else notable that should be associated with the Bio.
  • The Current checkbox can be used to designate current versus past or future volunteer affiliations. 
  • Start Date and End Date allow you to associate a time period with the Bio record.
  • You can associate another Contact record as the Recipient Contact by using the Lookup icon provided.
  • You can associate another Organization record as the Recipient Organization by using the Lookup icon provided.
TDX ID
3260