Arena Lists (Pre-ISC Lecture)

Transcription

1 Arena Lists (Pre-ISC Lecture) (Course #A101) Presented by: William Ross Shelby Contract Trainer 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective To explore and understand the function of Arena Lists from a basic foundation of creating Basic and Advanced lists, to utilizing Person, Parent, and Contribution List types, to producing output from List results and finishing with a discussion about managing List Configuration. This session presents the following topics: How to create Basic Lists How to create Advanced Lists Understanding options for output from List results Exploring the differences between Person, Parent, Group, and Contributions List types How to copy, edit, and delete a List How to organize Lists How to expand criteria and field options in Lists 2

3 What is a List? An Arena List is simply a set of records returned in a columnar format. WHO is in that List and WHAT columns make up the columnar results and HOW you can use the results is the content of this session. Accessing Lists through My Lists or Public Lists Under Membership, use the My List and Public List pages to view existing Lists or create new lists. Public Lists: Lists you see on the Public List page are accessible to ALL users who have access to the Public List page. My Lists: Lists you see on the My List page are accessible to only the CURRENT user who created the list. NOTE: Since My Lists are specific to the User name who creates the list. If the User Name is changed, My Lists created for the previous user may not be visible any longer. 3

4 Viewing or Editing a List Categories: Used as a Filter to find more quickly the report you need. Created in Administration -> Lookups (Lookup field named List Category ). Run: Click the Name of the List. List Details: Quickly see the Category, who created it and when, the Last Run Date, and Last Run Count for each List. Copy icon: Allows user to copy an existing report as the basis for a new report. Edit icon: Allows user to open the List Wizard and make changes to criteria, fields, etc. Delete icon: Allows user to delete a List. 4

5 Creating a Basic List (Person List) Example #1: With this first example you move slowly to discuss each piece of the List Building process (WHO, WHAT, HOW). The subsequent examples move more quickly as you focus on specific criteria or types. Be thinking of Lists YOU need to build as we proceed. Scenario: You want to create a mailing for adult members but not waste labels on those with incomplete addresses. Use the criteria to find the correct individuals, combine them if married, and find only those with complete mailing addresses. While the Basic and Advanced Lists are started in the same way, there are important differences. Look at those differences as you work through the various examples in this class. 1. Click on Public Lists from the Membership menu. You can start a new list by clicking either Public Lists or My Lists. 2. Click Add New List icon at the bottom right corner. Leave the drop-down selector set to Basic. 5

6 List Name and Description 3. Enter the Name Adult Members for the list. 4. Choose Person Report Type from the drop-down list. Arena offers various List Types Contributions, Group, Parent, and Person Report. The criteria for each report type vary. We do a SAMPLE report from each of these Types. 5. Choose the Category Membership. 6. (Optional) Enter a Description. Use this to note the purpose of the list or what results to expect. 7. Click the Next button. 6

7 Selection Criteria WHOM do you want to show in the results? 8. Select the Criteria as shown in the illustrations: Member Status = Out of Town Member, Associate Member, Member Record Status = Active Family Role = Adult Street Address = IsNotBlank City = IsNotBlank State = IsNotBlank Zip Code = IsNotBlank 7

8 Discussion about how criterion work together BETWEEN each criterion (Member Status and Record Status, for example) selected the program uses And logic. WITHIN each criterion (Members and Associate Members) there is an Or logic at work. Example we just built: o Family Role = Adult o AND Member Status = Member OR Associate Member o AND Street Address = IsNotBlank o AND City = IsNotBlank o AND State=IsNotBlank o AND Zip Code =IsNotBlank Criteria choices vary based on: o Which Arena features are used o User Rights o Custom field additions such as Custom Attributes o Data entry practice o List configuration done by Arena Administrators For example, it may be a best practice to always choose Active records or add a tag to determine who should receive newsletters. 9. Click the Next button. 8

9 Field Selections WHAT fields do you want to see in your results? 10. Moving fields from Available Fields to Selected Fields and vise-versa, choose the Selected Fields as shown. Click the single blue arrow to add one field. Use the CTRL key to select multiple fields at the same time. From the right column select any field(s) using a single blue arrow or the CTRL key to move multiple fields back to Available Fields. The order of the fields do not affect the Word Merge results, but changing the order makes it easier to view the results. When combining labels, Arena uses the Nickname and not the First Name field even if First Name is selected. Key: When working with Word Merge documents such as labels and letters, it is generally best practice that the fields needed for that merge document, such as Street Address and Address Line 2, are included. 11. Click the Next button. 9

10 Field Details (Name & Alignment) This screen allows you to change the Heading Name and Alignment for each field you selected in the prior screen. The renamed or realigned data ONLY appears on the Final result screen within Arena. It does not affect any exported file created through Word Merge or Excel. 12. For the purposes of this class, skip this screen. Click the Next button. 10

11 Sorting HOW do you want to sort your results? 13. Selecting Sorting options sorts the results in the display screen. a. Click the Add button to add sorting options. b. The Field must be selected to be available for sorting. c. Click the Delete icon to remove a sorting option. d. Results can also be sorted by clicking on the column header on the results page. e. The sort order is used in Word Merge documents and Excel. 14. Click the Next button. 11

12 Report Details Is this list to be shared or private? 15. To make this list available on the Public List page, leave List is available to everyone checked. Uncheck to make this list available only on your My List page. For this example, make this a My List. Uncheck Lists are available to everyone. This setting can be changed at any time by editing the List and re-saving. 16. Click Finished. 12

13 HOW do I want to use List Results? From the Lists results page, you can view the results and select specific records. You can also sort each column. To choose everyone in the results, do not select anyone. Otherwise, select the individuals by checking the boxes in the far left column. To edit the results, click on Edit List Criteria in the upper right corner. Use the Word icon or the Available Merge Documents drop-down list to merge selected records with available Word documents. If available, select merge records with Available Reports. These are also known as Registered Reports. Use the Bulk Update icon to update selected records to another tag, group, field, etc. Use the Merge to merge. Use the Use the SMS Use the Excel icon to merge duplicate records or send to a designated person icon to selected records. icon to send a text message to selected records. icon to export selected records to Excel. 17. From the Lists results page, click the Word icon at the bottom right corner and choose Person Labels. 13

14 18. Click Open. The Word icon should appear on the taskbar. How you open the file depends on the browser you are using and your download settings for that browser. Open the document to view the labels. 14

15 Creating an Advanced List (Person List) Example #2: In an Advanced List, most of the steps are the same as with a Basic list. The major difference is how the Criteria are selected. Scenario: The church is hosting a major women s event and wants to make every effort to ensure every adult woman receives an invitation. As is the case in most databases, the data regarding women is varied. Some are Members, some are not; some are enrolled in Sunday School, some are not; some you have complete data on and some you do not. For this mailing let s decide to select current members and regular attendees and Prospects, but only those Prospect Women who have attended more than once in the last 6 months. You can use an Advanced List to search using multiple groupings of criteria to find as many adult women as possible. 1. Click on My Lists and change the Report Type from Basic to Advanced using the drop-down list. Then click Add New List icon to the right. 2. Enter ADV Women s Event Mtg for the Report Name, choose Person List Report Type, and choose Women s Ministry Category; then click the Next button. 15

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17 On the Advanced List Control page, you see the primary difference from a Basic list. You have to build the criteria on a blank canvas. Start by clicking the Add Group button in the upper left corner; then click add control icon (far right end of the box). This adds a Criteria selector for this first grouping of criteria. Choose the following: Record Status = Active AND Member Status = Member OR Regular Attendee AND Gender = Female AND Age = Between 18 and Click the Add New Group button again. Choose Or; then add the following options: Record Status = Active AND Small Groups = ADLTLADY AND Group Membership = Active 17

18 4. Click the Add New Group button again. Choose Or; then add the following options: Record Status = Active AND Member Status = Visitor AND Family Role = Adult AND Gender = Female AND Attendance = Last Attended Date is in the last 6 months (i.e. Greater Than 1/1/2017) 18

19 After setting all Selection Criteria, you have three groupings of different criteria connected by an OR. Results include any women who meet the criteria of any ONE of the three groups. (See next page) Advanced List 3 Groups of Criteria to define results for Women s Event Mailing: 19

20 NOTE: For ease of setup and to save space on the page, Address fields are not included as criteria, BUT if this were an actual mailing, it is recommended to add to EACH Group the following criteria (see next page): Choose and arrange the following Selected Fields as shown. You could include any other fields you determine helpful on these women. 5. Click the Next button. 6. Sort the list as shown below and then click the Next button. 7. Uncheck that the Report is available to everyone. This is a My List (private). 20

21 8. Click Finish! NOTE: Review the list to see that you found a few women who do not have an age or gender. You may see results that are more dramatic in your own database. 9. You now click on the Word Icon to run Person Labels for your mailing. 21

22 Example #3: Creating Parent of Labels (Person List) Scenario: Create a mailing to the parents of preschoolers who are enrolled in your Nursery program. The default Arena Word Merge Parent of Labels print the title To the parents of above the children s names on the labels. Use the Parent of Label design. 1. Click on My Lists and change the drop-down list, choose Basic, and click the new list icon. 2. Enter the Name To the Parents Nursery Labels for this list. 3. Choose Category of Children. 4. Choose Person List report type. 5. Click the Next button. 6. Choose the following Criteria: Record Status = Active AND Family Role = Child (leaders/teachers may also be enrolled in the classes selected below) AND Ministry Tag = Sunday School > Nursery Department AND Tag Status = Connected 22

23 7. Click the Next button. 8. Choose the following Selected Fields: 23

24 9. Click the Next button. 10. Choose the default Sort order. Click the Next button. 11. Leave checked to make available to other Children s Ministry staff. The List is accessible to you in Public Lists AND My Lists. 12. Click Finished. 13. From the Available Merge Documents, choose Parent of Labels, and click View. Keep the Combine Family Members checked. 24

25 Parent Info on a Person List or a Parent List? Example #4: The Person List in Arena has selectable fields for some parent information (Names, s, Home Phone, Cell Phones, Work Phones) and can often be used to produce a file on children that includes their Parents information. In this type list, the selected children remain the target of the output for s or Word Merge files. Scenario: Using the List created in the prior example, edit the list to include Parent Info. 1. Click on Public Lists, and locate the To The Parents Nursery Labels. 2. Click the Edit icon to reopen the List setup. 3. Click Next twice to pass the Name/Description screen and the Selection Criteria screen. 4. On the Field Selection screen, find the Parent Information on the Available fields left panel. Hold the CTRL key down on your keyboard to select each of these fields. Then click the Right Arrow > icon to move these fields to the right panel. 25

26 5. View new results that now include the Parent information. This can be used for onscreen reference or downloaded into Excel, but the target of the quick click icons for Word Merge, , and SMS at the bottom right is the child record. Example #5: To communicate directly TO Parents using the or Labels feature, you can use a Parent List. Parent Lists criteria are limited to the child but allow you to communicate directly to the parents through or labels. In other words, with a Parent List, the target of the icons at the bottom CHANGES to the Parents even though the criteria selection pulled the children. Scenario: You need to create labels for or the parents of children in the nursery and address them to only the parents. 1. Click on My Lists or Public Lists and create a new basic list. 2. Choose the report type Parent List; Name and Describe your List. 26

27 3. Click the Next button. 4. Choose the criteria, such as the child s Sunday School class. Not that all the criteria show the word Child preceding the field label. Child Record Status = Active AND Child Small Group = Children s Department AND Child Group Membership = Active 27

28 5. Click the Next button. 6. To select Parent information ONLY, choose the fields that do not show the word Child in front of them. These are Parent information. 7. Click the Next button. 28

29 8. Choose the Sorting options, if needed. 9. Is this list available to everyone? Keep checked for public list. Uncheck for my list. Click Finished. 10. View results, noting that Parent information shows as the targeted person (i.e. hyperlinked names). If Word Merge or or SMS is selected, that action applies to the Parent. NOTE: If child information is selected in addition to parent information, your results likely contain duplicates as each parent is listed for each selected child. When merged into a Word document or ed, however, the duplicates are removed. 29

30 Contribution List Example #6: Find donors who have not given in 12 months or more to bulk update to a tag (e.g. Non-GiversX12mos ). Arena provides a Contribution Type List for this area of information. 1. Go to Contributions -> Public Lists. 2. Create a new Basic List (Name, Description, Category, and Contribution Type). 3. Set your Selection Criteria. Last Time Contribution (months) = Set your sort order as desired and run the List. 30

31 5. View results, then use the Bulk Update icon in the Quick Click bar (bottom right) to add to tag. This tag can then be used in a data clean-up process to know when to inactive or remove records. 31

32 Group List Example #7: Find Groups that meet on Sundays and review how many members each has already. Arena provides a simple Group List type for this kind of search. As noted previously, the different List types offer different Criteria. Group lists allow you to search based on Group and Leader Information. 32

33 Copying a List and Exporting a List to Excel Now that we have looked at the various List Types, Example #8: Create an Excel file for Preschoolers to include child s name, address, birthdate, age, and parent information. Using the list previously created for To the Parents Nursery Department, copy that list and edit for the preschool list. 1. Go to My Lists and click the Copy icon next to the To the Parents Nursery Department list previously created. 2. Enter the name Preschool List. 3. Click the Copy button. 4. To the right, click the Edit icon. 33

34 5. Click Next and Edit the Criteria by removing the Tag selection for Nursery and selecting Preschool. 6. Click the Next button. 7. Select and arrange the fields as shown below. REMEMBER! Use the CTRL key to select several fields at once. 8. Click Next twice. 9. Sort by Last Name and then Nick Name. 34

35 10. Keep this list unchecked and available only under My Lists. Click Finished. 11. Scroll to the bottom of the results page and click the Excel icon, and then open the file once downloaded. NOTE: You receive a message asking whether you should open the file, click Yes. 12. Once open, click File -> Save As and save as an Excel Workbook type file. 13. Using your Excel skills: a. Hide or delete columns you do not want to appear on this list. b. Format the birthdate for the appropriate date field to not show time and other edits as needed. This is Excel, so any changes made to the list do not affect Arena. c. Save the Excel file to keep a copy. 35

36 ing from Lists To send an from a list, click on the Icon at the bottom right of any List Results. Review the requirements and options To (show List): Click to see all parents and youth who have a valid address. Remove any to whom you do not want to send the . Click Add to add a staff member or volunteer, for example. Clear All removes all addresses from selection. From is the name that the recipient sees as the sender. From is the address the recipient sees as the sender. Reply To is who receives any replies. 36

37 Subject is the subject of the . You can add attachments. The default is to show in History. Use the Toolbars to customize the with bold text, fonts, hyperlinks to registration pages or other websites, etc. Add Merge Fields such as Nickname to personalize the . Some individuals do not want messages formatted as an HTML. If you leave this blank, those who have made that choice within their program receive it as a plain Text Message . If you are using the bulk message function, the recipient has the option to unsubscribe from further s. Choices: Send the , Send a Test first, or Save as a Draft. NOTE: There is also a Future Send option that can be turned on for this module. Ask you Arena Administrator. 37

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39 Managing the List of Lists Reviewing Lists The List of Lists offers some helpful information at a glance Name, Description, Category, Created By, Date, Last run and Last Run Count. You can also sort by these column headers to make it easier to find what you are looking for. Deleting Lists On occasion, it is necessary to delete a list to keep the Public and My lists current. 39

40 1. To delete a list from Public or My Lists, click the Delete icon to the far right of the list. NOTE: Sort by Last Run Date to find lists that have not been run in some time. Organizing Lists Because your list of Lists continues to grow (both Public Lists and My Lists), it is wise to consider organizational habits that keep the list easily searchable and manageable. Use Categories Use My Lists (to keep some Lists visible only to you) Use common naming syntax. For Example: o Name all Lists built with Advanced module with ADV o Name all Lists built as Parent List with PL 40

41 What is List Configuration? This session is on the foundations of Arena Lists but it is helpful to be aware of the customizable nature of Lists. Your Arena Administrator is likely the person who has access to the List Configuration module but you need to know that a tool is available. Just because a Criteria or a Field is NOT present does not mean it CANNOT be present. Administration -> List Configuration offers the ability to add additional items to your Public Lists/My Lists modules. ** Arena Support, Arena Training and the Arena Community are great sources of help and information to add other elements to Lists 41

42 Q&A Class Discussion 42

43 William Ross Shelby Contract Trainer After 9 years as a Shelby Staff Trainer in Cordova, TN, William transitioned to Shelby Contract Trainer status specializing in Arena and ShelbyNext. As a Worship and Men's Leader at his local church he is known for his gift of encouragement. For Shelby customers he creates a comfortable atmosphere for learning which stems from his passion to help others. William's philosophy is to treat others as he desires to be treated.