ing from Church Windows

Transcription

1 ing from Church Windows Computer Helper Publishing, Inc

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3 ing from Church Windows Published 10/2017 Current for Version Addresses... 2 Set Up Settings... 3 Sample s from Membership & Donations an Individual... 7 Re-use a Saved Message a Group of People ing Individuals from Donations ing Reports from Donations Donation Statements

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5 ing Using s to communicate with members of the congregation is certainly becoming common among churches. s are sent and received within minutes and many people today look daily (often more than once!) at the s they receive. For churches, it is an easy and money-saving way to communicate. Church Windows Membership and Donations allow you to congregants, Donation Statements, and reports. As currently written, Membership, Donations, Scheduler and Accounting allow you to save a report in a variety of formats, save it and attach it to an . In order for an individual in the database to be ed, the individual must have a valid address entered into the system. In fact, people entered into the Membership database could have more than one address.. Addresses A new install of Church Windows includes several places where an address can be entered. Membership: A new install of Church Windows includes in the Individual Record a field called Address. It appears on all records. If a valid address is entered here, the person can be mailed from Membership and Donations. You can also add additional fields to the People databases to include as many address fields as you need. For example, you might have a second address field for a Work address. Children might have a Parent s address on their record. These addresses can then be used from both Membership and Donations. Donations: Because people entered into Membership automatically show in the Donations module and because Membership data can be used in a query in Donations, the addresses can be accessed. People who visit the church can be entered directly into Donations. While their information does not show in the Membership module, in Manage Givers, the Contacts tab for each individual and family includes an field. 2

6 Therefore, one very important on-going task for Church Windows users is to enter and maintain current addresses for the people entered into the People database and for those entered directly into Donations. Set Up Settings Before s can be sent from Church Windows, the settings must be set up. Accessing the Settings information is different in the different modules. But ONCE the settings are set up, those settings can be accessed from all Membership and Donations. In Membership click the shortcut on the Membership Portal. This opens Step One of ing. To access the settings: Click Next. On Step Two click the Plus (+) sign at the end of the Settings line. The Setup SMTP screen opens which stores the settings that make it possible for you to statements from Church Windows. Enter the correct information for each field. 3

7 Note: The information in this screenshot is a sample only and is not necessarily what you will use with your program. You might need the assistance of the person who set up the system for your church. The Church Windows support staff would not know your specific SMTP setup information. We recommend that you use the SMTP Host, Port, and SSL information provided by your provider. This information can be obtained by searching the Internet or contacting their customer support. Display name (For Settings: Internal to this program only): The name entered in this box is the name under which the settings you make on this screen will be saved. This then allows you to choose a Display Name on the Settings tab when sending statements by . Different groups or people within the church can set up their own Display Name for different addresses and each can send donation statements from the system. Outgoing Mail Server (SMTP): You can select an existing name from the drop-down box. 4

8 If you have not yet set this up, click the Plus (+) sign. On the SMTP Server screen, enter your specific SMTP Host Address, Port # and SSL. Where possible, we recommend using the Explicit SSL. If your host does not offer Explicit, we suggest using the Implicit SSL. The Server timeout (seconds) box is sometimes needed because some providers put limits on the number of s you can send per second. To begin with, leave it set to 0. If you find that random s fail to send, try setting the timeout to 1 or 2. Perform the connection test. This needs to be successful. If it is, click OK to close this screen. From Address: This is the address from which your will be sent. Click the Plus (+) sign to set up your (or your organization s) address. Username: This is usually your address and it should fill in automatically from what you entered as your in the step above. 5

9 Password: This is the password you would use to access your account. This is case sensitive. If you change the password with the host, you will need to change it here in Church Windows. Reply To Address (If different than From ): This will automatically be filled in with your From address. Optional: If you want to change it, click the Plus (+) sign to set up the address people will use to send a reply. If a recipient replies to your s by clicking reply, the will be sent to this address. When finished setting up the SMTP screen, review the information to make sure that all the information you intend to save is correct. Then click the Send Test button. It is imperative that you send the test to verify that everything is set up properly. Type an address that you know you can immediately access to an address that is different than what you set up for the s. Click OK and a message will be sent to the address you specify. Check to see if you received an message with the subject TEST from the From Address or Reply to Address (if different than From ): address you entered. After receiving the test , click the OK button on the Setup SMTP screen to complete the setup. For information on how to prevent your from ending up as Spam/Junk/Blocked, click the Question mark icon and read the tips we have provided. 6

10 Sample s from Membership & Donations an Individual In Membership, find the person s Family and Individual record. Click the Print icon on the individual s record. Select . The screen opens and the individual s name shows in the Item Name box. Click the drop-down arrow to select the Setting to use. Setting up the Settings was covered as the first topic in this workbook. If you have not yet set up the settings, please refer to that section for instructions. 7

11 To enter an message, click the Plus (+) sign beside message. Compose the message and enter a Subject. The Home tab allows you to use standard word processing options such as setting the font style and size, changing the color of the text, etc. The Insert tab allows you to insert a file or a picture/symbol to the . If this is a one-time message that will not be needed again, click the first tab and click Send . 8

12 This is an message you can use multiple times, after composing the message, click the arrow at the top of the screen to close the Home screen. You will be asked if you wish to save the . Click Yes. The Step 2 screen opens. In this example, we see that Ms. Arnold has 2 addresses on file. An will be sent to both addresses. Click Send . Re-use a Saved Message In this example, we are sending a second to Bill Bell about serving as liturgist in the Anniversary Service because we didn t hear back from him. We saved the first one and now wish to use it again. 9

13 Go to the appropriate Household and Individual Record screen in Membership or use the Contact List to select the recipient/s. Click to select the Setting to be used. Click the down arrow in the Message box and click to select the original one used. Click Send . 10

14 When you send s out of Church Windows, it gives you a Results screen providing information on the s sent. You can also view the logs at any time. On the screen, click the View Sent Logs button. Click on the appropriate date and click to Open the log. a Group of People The church choirs will have extra rehearsals before Easter Sunday. the members a reminder notice! From the Initial Button Bar Click Membership, Reports, or in the shortcuts on the opening screen. 11

15 To select the people enrolled in a specific group or class, Click the down arrow in the box Select a membership field, make selections and click Add Selection. So, in this example, we: Click on [Groups/Classes]. Click to place a check mark in the box for each group to be ed. After selecting the group(s), click OK. 12

16 Click the + Selection button. Because we have asked for a specific group or class, we leave checked the boxes for both Members and Visitors checked along the right side of the screen. The system will pull only those people enrolled in the class. We are not including Inactive people or Membership Groups, Donation Individuals or Groups. Click Next. The Options screen opens. We see the names of the people in the group(s) we selected. Select the appropriate Setting for this set of s. Click the Plus (+) sign beside the Message box and enter a new message or click the down arrow to select a message already saved. Click Send to send the . 13

17 ing Individuals from Donations On the opening screen to Donations, click Reports/Export. Click Send . The screen opens. Set the criteria for selecting the people who should receive the . On the People tab, we are choosing our members who have a Status Code of Active. We are only including Members. On the Giving/Pledging tab, we are including Only those who gave and everyone whether they pledged or didn t, in the year

18 On the Accounts tab, we leave it at the default of All accounts. Click Next. On the Options tab, click to select the Settings to be used. Remember these need to be set up before you can use the function. Click the drop-down arrow to reuse a message previously set up or click the Plus (+) sign to add a new message. Names: the names meeting the criteria show in the list. We see that Jen Arnold has two addresses on file. A message will be sent to both addresses. To send to only one address, you would need to alter the criteria to include only the one address. 15

19 If you wish to exclude someone who shows here on the list, click to uncheck the box for their name. If someone is not on the list who you were expecting to see, you will need to check their Membership record to see if their address is filled in and valid. Remember that if the family members are marked Gives with Family in the Donations module, it uses the address/addresses for the person in the family who has the Directory Report Order code of 1-Primary on their record. Select your Settings and Message. Click Send . Remember that after the s are sent, Church Windows will provide a report of those who were sent an . You can verify that a message went to everyone on your list. ing Reports from Donations In Donations, most report screens will provide buttons so that you can Export [the] Data into another program, such as Microsoft Excel or Export [the] Report and send it attached to an . Example - Giving Summary We will use this report as an example of how to a report. Click to open Donations. Click Reports/Export. Click the Donation Reports button and click to select Giving Summary. 16

20 To run the report for the entire year and see every date on which there was giving, set the date to an entire year. To set the report for a specific giving date, set the date range in the Date Occurred boxes for that one date, as shown in this screen shot. At the bottom of the screen, click Export. The Export Document/Send via screen opens. If you are using Microsoft Outlook, click to Send via . There are different formats for the file to send. Click the tiny drop-down arrow to the right of the Export button, and click to make your choice. 17

21 Click OK on the PDF Export Options screen. Click to save it in a convenient spot on your computer. Here we are saving it to the Desktop. Microsoft will attempt to open your provider and attach the report to the . Enter the To address, a message and click Send. If the system cannot open your provider, close out of Church Windows, open a new and attach the file to the . 18

22 Donation Statements Make certain that you have set up the SETTINGS as described in the first section of the workbook. If you have not, you can set them up on the Donations, Options screen following the instructions given in that first section. Click to open Donations. Click the Donation Statement icon in the middle of the screen or go to the top of the screen and click Reports/Export, Donations Statement. Set the criteria you need for the statement on all the appropriate tabs. Click Next. Tab If you have not yet set up the , click the Plus (+) sign to do so now. See Set Up Settings in this workbook. 19

23 Once the settings are set up, click the Set Default for Givers to update the addresses that will be used. The Settings screen opens. In the Mass Assign Field (from Membership module), click the down arrow and select the field you would like to use. If new s are added after setting up the default , they will automatically be pulled into the Donation Statement screen. Individual settings can be edited in Manage Givers. 20

24 Options Tab Choose the desired Statement Layout for the statement you want to print. You can design a layout, if you wish to do so, by clicking the Statement Designer button. The Global Message allows you to set up one or more messages to attach to the donation statements. You can use a different message each time you send statements. To add a statement, click the icon that looks like a sheet of paper with writing on it. The name of your church as it was entered into the system shows in the Org. Info (Organization Information) box. You may edit the name that appears by clicking on the Pencil Icon or add a new one to have as an option by clicking the Plus (+) sign. The Givers The names of those meeting the criteria for the donation statement appear in the grid on the screen. If the giver has an address, when the Selections for Donation Statements screen is open, a box will show in the column so that a statement can be ed. 21

25 If the column shows a blank box, the donor has a valid address that can be used. If the column shows none, it is saying that the record for this donor does not have an address or the s addresses for the statement have not been updated since that new address was entered. If the column says invalid the address is not a valid address and a statement cannot be ed to it. If a family is marked Gives As Family so that they receive ONE statement for all the giving made by the members of the family, the system will default to using the address for the PRIMARY person in the family. This is the person in the family who has a code of 1 in the Directory Report Order field. Click Check for all: this will place a check mark in the box for all recipients with a valid address. If you do not want to print any statements on paper, click Uncheck Print for all. Leaving both boxes checked will a statement and produce a paper statement for your files. Send the s Click Print/ Statements to proceed. If you have chosen to statements, an will be sent with an attachment of the statement in PDF file format. When the s have been sent, a log will be generated listing those whose s were sent out and those that were not. You will want to check those that did not go out. To produce both statements to be ed (without a duplicate copy for your files) and also paper statements for those who need them: o Click to check the radio button for . o Click the checkbox for Check Print if no address. o Click Uncheck Print for all. o Click Check for all. 22