AS 107 FINGERTIP REPORTS

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3 Abila Millennium AS 107 FINGERTIP REPORTS STUDENT WORKBOOK ABILA LEARNING SERVICES Important Notice: The text, logos and images contained within this Training Guide, including all lectures and any supplementary materials, are protected under the Trademark and Copyright laws of the United States, as well as other countries. Any downloading, reproduction or further distribution of any original material within this manual without prior written permission of Abila is strictly prohibited Abila

4 NOTICE Visit our Web site at or call to learn about training classes that are added throughout the year. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Abila may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use. Abila and its affiliated entities. All rights reserved. Abila, the Abila logos, and the Abila product and service names mentioned herein are registered trademarks or trademarks of Abila or its affiliated entities. All other trademarks are the property of their respective owners. GID: PN:

5 AS 107 Fingertip Reports Contents Contents AS 107 Fingertip Reports Contents... 3 Welcome... 5 AS 107 Fingertip Reports... 5 What You Will Need to Understand... 5 Logging In... 5 Logging into Abila Millennium... 6 Logging into Abila Millennium if you are logged on at another workstation... 7 Logging out of Abila Millennium... 8 Navigating within Abila Millennium... 8 Abila Millennium Structure... 8 What You Will Learn Fingertip Reports in My Millennium My Millennium Reports Charts & Graphs Running a Chart & Graph Report Home Page and On-Demand Reports Running an On-Demand Report Notes Assignments and Advisories What is an Assignment? What is an Advisory? Where do I find my Advisories? New Assignments Notifications Assignments Viewing Assignments Editing and Deleting Assignments Advisories Notes Favorites Quick Access to Profiles Abila Student Curriculum 3

6 Contents Abila Millennium Favorite Bookmarks and Prospects Automatic Bookmarking Favorite Prospects Recent Reports Notes Reports in Profiles Profile and Tree Reports Print Copy to Clipboard and Letters Copy to Clipboard Letters Notes Express Reports Express Reports Overview Express Report Display Sort Order Listing Express Functions Intro Options Query Totals Format Notes Student Curriculum 2015 Abila

7 AS 107 Fingertip Reports Welcome Welcome AS 107 Fingertip Reports Ease of reporting is one of the most important reasons for maintaining a database. Reports that can quickly give you information needed to make decisions are a cornerstone of an efficient and effective development office. Abila Millennium has several options for quick and easy reports that can be accessed by any user. In addition to reports, fundraisers also know the importance of the personal touch with their constituents. Major donors especially appreciate knowing you value them as well as their significant contributions. To assist you in maintaining contact with these individuals, Abila Millennium offers the ability to easily produce several different types of customizable letters. This workbook will focus on easily produced reports and letters, as well as other features that can help you become a more efficient and productive user of Abila Millennium! What You Will Need to Understand Logging In To enter the world of Abila Millennium, you must first understand how to log into the system. Let s begin with a discussion on the basic pieces of information that are necessary to access Abila Millennium. The three pieces of information needed to access the system are user name, password, and server name. This information is provided to you by your system administrator. If this information has not already been provided to you, please contact your system administrator before beginning Abila Student Curriculum 5

8 Welcome Your user name and password are case sensitive. This means you must reproduce the exact uppercase/lowercase combination of characters; otherwise, your system will not recognize your login. Abila Millennium Notice that as you type your password into the text box, the characters appear as asterisks. This helps to protect the confidentiality of your password. NOTE: Remember your password! Only you should know your password. Passwords should be changed occasionally for security purposes. This is especially important for those with extensive access to Abila Millennium data. Now that we have a basic understanding of the different pieces of information needed to log into the system, let s discuss how you actually log into the system. Logging into Abila Millennium To log into Abila Millennium via the internet, double click on the Internet Explorer icon located on your desktop or single click the Internet Explorer icon in your quick launch tool bar. Once Internet Explorer opens up, type the name of the server in the Address bar. Abila Millennium provides you with the login form. At this point, you enter your user name and password provided to you by your system administrator. Click Submit or press Enter on the keyboard. 6 Student Curriculum 2015 Abila

9 AS 107 Fingertip Reports Welcome Logging into Abila Millennium if you are logged on at another workstation If you attempt to log into Abila Millennium using the Internet Explorer, Abila Millennium will present the Abila Millennium Log On form with the message that you are currently logged on at another workstation. At this point, enter your user name, password and check Log Out then click Submit. Once the system logs you out of the other workstation, it will provide you with a blank form for you to input your information to log on from your current location Abila Student Curriculum 7

10 Welcome Abila Millennium Logging out of Abila Millennium To log out of Abila Millennium, you MUST select Log Off in the Abila Millennium Explorer. If you select the in the upper right corner of the web page, the system will still recognize you as being logged into the system. Navigating within Abila Millennium The Abila Millennium Explorer provides one method of navigating within Abila Millennium. The different subsystems and the tables available within each subsystem are available along the left-hand side of the display page. To select a table from one of the three categories of information Biographical, Giving, and Prospect the user selects the + symbol next to the area of information to expand the menu bar. Abila Millennium Structure A short explanation of the structure of a database is necessary as background. Because many of the terms will be used throughout the program, we want to take this opportunity to discuss how Abila Millennium organizes and stores your constituent data, as well as provide you with some basic database terminology. We encourage you to read this section before you delve into the world of Abila Millennium. 8 Student Curriculum 2015 Abila

11 AS 107 Fingertip Reports Welcome Let s first define some basic terms: Term Also Known As: Definition Database N/A (1) A database is defined as a large collection of data stored together and organized for rapid search and retrieval. (2) A database may also be a program that manages data, such as Abila Millennium, and can be used to store, retrieve, and sort information. Table File A presentation of information organized in rows and columns each describing an entity, for example, address. The columns of a table represent characteristics of the entity and a row represents one instance of the entity. Row Record A table consists of many rows which may be defined as a standard unit of related information. For example, the address table consists of many rows belonging to different individuals. Columns Field Each individual column represents a certain characteristic of the table. For example, the address table may include such columns as: address line 1, address city, address state, address zip code. Now that we have defined some terms, let s begin to relate it to Abila Millennium! All of the data stored within Abila Millennium is collectively referred to as the database. The Abila Millennium database consists of many tables such as: Basic Data Names Address Employment Gifts 2015 Abila Student Curriculum 9

12 Welcome Abila Millennium Abila Millennium Data Table Basic Data (corebio) Tables Rows Columns As defined earlier, each table within the database stores a particular kind of information. For example: the Basic Data table holds vital statistic information; the Address table holds street, city, state and zip code information; and the Jobs table holds information regarding employment. Within each table, the way the information is stored may be envisioned as a set of divided shelves which make up a bookcase, or a grid made up of rows and columns. As defined earlier, within each table, the data is further organized into a standard unit of related information called rows. What is a standard unit of related information? Well, for example, the information, 15 Buford Road, is not very useful unless it is associated with the applicable city and state. Of course, the resulting address row has little meaning unless it is associated with a particular constituent. In most of the data tables, each constituent could own several rows. For instance, if a constituent obtained three different college degrees, then they could potentially have three separate education rows in the Schools table reflecting the information related to each degree. Each row within a table is divided into distinct columns. Columns structure the data for efficient data entry, storage, retrieval, and selection. For example, each table includes a column for the ID number of the constituent who owns the row, a column for the date on which the row was created, the logon ID of the operator who created the row, and so on. 10 Student Curriculum 2015 Abila

13 AS 107 Fingertip Reports Welcome What You Will Need to Get Started Prior to beginning this workbook, make sure you have access to the Abila Millennium training database. If you need assistance connecting to the database, please see your system administrator or contact our office. Ask your system administrator for the user id, password and server you will need to conduct the training. Although printing is only minimally featured in this workbook, it is recommended that you establish some printing capability if you don t already have it. Abila Millennium uses the default printer as established by the Windows Print Manager. We recommend that you make your own copy of this workbook so that you may incorporate your own notes into the material. What You Will Learn What reports are available in My Abila Millennium How to run a Chart & Graph or On-Demand report How to set up Agents to monitor the database What reports are available in Favorites What reports are available in Profiles How to produce a letter to a constituent How to use Express Reports 2015 Abila Student Curriculum 11

14 Welcome Abila Millennium 12 Student Curriculum 2015 Abila

15 AS 107 Fingertip Reports Fingertip Reports in My Millennium Fingertip Reports in My Millennium My Millennium Reports My Millennium is where your Home Page is accessed. Charts & Graphs can be a very helpful addition to your Home Page. The information is up-to-date and easily accessed for a quick summary of your development efforts. Information about setting up your Home Page can be found in AS 101 Basic Navigation - Customizing the Display. Charts & Graphs The Charts & Graphs area of My Millennium focuses on broad, summary data compiled from the database. This information may be of special interest to those planning future fundraising efforts or performing demographic or other statistical analysis of the constituency or past fundraising efforts. These reports are dynamic the data is automatically compiled or calculated at the time the report is run - so it provides immediate access to the most current data possible Abila Student Curriculum 13

16 Fingertip Reports in My Millennium Abila Millennium The Fingertip Reports available in Charts & Graphs are: CAE Category - counts the constituency based on the CAE Category and displays the results as a graph. Campaign Totals - calculates the total amount of giving for each of the most recent five years, based on the Campaign to which the donations were attributed, and displays that information either as a graph or as charted data. Constituent Counts - counts the constituency based on the Constituent type and displays the results as charted data. Constituent Totals - calculates the total amount of giving for each of the most recent five years, based on certain characteristics of the donations and the Constituent Type of the donors, and displays that information either as a graph or as charted data. Preferred Years - counts the constituency based on the Preferred Year and displays the results as charted data. Running a Chart & Graph Report The procedure for running one of the Charts & Graphs reports is as easy as clicking on the title of the report in the Abila Millennium Explorer. Let s try this on the Campaign Totals report. Select Campaign Totals on the Abila Millennium Explorer. 14 Student Curriculum 2015 Abila

17 AS 107 Fingertip Reports Fingertip Reports in My Millennium It might take a few seconds to process the data (remember, the report is dynamic), but the next screen you see will be the colorful bar graph showing the total amount of money received for each of the Campaigns, for each of the last five Campaign Years. Display Options This graph may be toggled to include or exclude pledges by using the context menu. Just move your cursor over the title of the Campaign Totals graph to access the context menu Abila Student Curriculum 15

18 Fingertip Reports in My Millennium Abila Millennium You may prefer to see the chart display rather than the graph. This can be selected through the context menu as well. And one final option the Trends display: Each of the Charts & Graphs reports has options available. For example, the Constituent Counts report has the option of counting constituent donors by category for the current fiscal year or by cumulative giving; the CAE Category report has the option to count all constituents or only constituents with good addresses. Experiment with the reports to find the ones most useful to you. The viewing options you have chosen will remain intact the next time you open the report. NOTE: These reports are hard-coded in Abila Millennium. They cannot be modified and are dependent on certain pieces of information. For example, the Campaign Totals report uses both Campaign and Campaign Year to produce this chart. For more information, please review the online help files in Abila Millennium. 16 Student Curriculum 2015 Abila

19 AS 107 Fingertip Reports Fingertip Reports in My Millennium Home Page and On-Demand Reports My Millennium Reports contains two sets of reports, Home Page Reports and On- Demand Reports. The Home Page Reports are more complex reports generated by your reporting staff to run periodically (daily, weekly) and made available for viewing in this area. The Home Page Reports can be easily accessed by simply clicking on the report name hyperlink. Usually these reports are viewed in pdf format. See the example below Abila Student Curriculum 17

20 Fingertip Reports in My Millennium Abila Millennium On-Demand reports focus primarily on information from the Biographical or Prospect Tracking data in Abila Millennium. The reports in this area include: 18 Student Curriculum 2015 Abila

21 AS 107 Fingertip Reports Fingertip Reports in My Millennium Running an On-Demand Report Running an On-Demand Report is as easy as clicking on the report hyperlink. After clicking on the report, a new browser window will open. This window will give you a description of the particular report. To produce the report, click the Submit button. This page will be replaced by the actual report. The constituents who are employees of each Corporation in your database will be listed on the left side. Clicking on the individual s name will take you back to their information in Abila Millennium (using your defined display.) By having two browser windows open, you can easily move between the report and the Abila Millennium data on the individuals listed Abila Student Curriculum 19

22 Fingertip Reports in My Millennium Abila Millennium These reports can be printed using the print command from the Windows menu. However, the report format is set for viewing on screen and not for printing, so some information may not appear on the printed page. When you are finished viewing the report, just close the report window and return to your Abila Millennium session. Some reports (example: the Funded Proposals by Goal report) require a start and end date in order to run the report. It is critical to use the date format as specified in the report description box. For proposals between January 1, December 31, 2009, the Start Date would be formatted as 2009, 01, 01 and the End Date would be 2009, 12, 31. NOTE: It is very important to understand that these reports are based strictly on your user security. For instance, if you have not been given viewing access to all Basic Data rows, the statistics will be compiled using only the subset of Basic Data rows for which you do have access. Obviously, this means that two users who have been granted different security views of the database will see different results in these reports. 20 Student Curriculum 2015 Abila

23 AS 107 Fingertip Reports Notes 2015 Abila Student Curriculum 21

24 Fingertip Reports in My Millennium Abila Millennium 22 Student Curriculum 2015 Abila

25 AS 107 Fingertip Reports Assignments and Advisories Assignments and Advisories What is an Assignment? You give Assignments to Abila Millennium to watch for specific changes in the database. You define and set up assignments based on your needs (within the capacity of Abila Millennium) and can enable, disable, and delete them as you want. For example, you may want to know when one of your prospects has moved, or when one of your bookmarked records has made a gift of $1,000 or more. NOTE: When you set up each assignment, you set a frequency for how often you would like it to be done every 20 minutes, 2 days, etc. The database administrator also sets a system ceiling on how often Abila Millennium checks Assignments. Assignments will be reported at the higher frequency of the two settings. What is an Advisory? When Abila Millennium checks your Assignments, if a change is found, Abila Millennium will create an Advisory. The Advisory tells you when and what the change was, with a hyperlink to that record. For instance, you have defined an Assignment that watches for address changes on your bookmarked records. Bill Miller is one of your bookmarked records. In his recent pledge payment, Bill corrected the address information to his new home in Fairfield. As per the usual procedure, this new address information was entered in Abila Millennium. On its periodic check, Abila Millennium noted this and created an Advisory for you Abila Student Curriculum 23

26 Assignments and Advisories Abila Millennium Where do I find my Advisories? All advisories will display in My Millennium > Advisories until you delete them. You can also set your home page to include your Advisories. New Assignments 24 Student Curriculum 2015 Abila

27 AS 107 Fingertip Reports Assignments and Advisories When you select New Assignment, standard assignment notifications grouped into categories such as Profiles, Gifts, etc. will be listed on the screen. There are seven categories of assignments Abila Student Curriculum 25

28 Assignments and Advisories Abila Millennium After choosing the assignment, a dialog box of options will appear. At this point, you will need to identify who the assignment will be applied to any constituent, your prospects and/or bookmarks. You can also specify any additional criteria, if applicable, the option for notification, the message, and how often you want the database checked for this type of change. NOTE: You will notice that this notification automatically defaults to Any Constituent with the other options grayed out. To activate any of the remaining options, My Prospects, My Bookmarks, specific constituent, or work file, you need to deselect Any Constituent. At this point, you can select one or any combination of My Prospects, My Bookmarks, or Selected Constituents to apply your notification. Let s create a new assignment. Select Assignments > New from the Abila Millennium Explorer. Select Gift from the list that appears under Gifts Assignment. Fill in Assignment Name: Major Gift Capital Campaign. Leave Any Constituent checked. Gift Amount Exceeds = Campaign = Capital Campaign. Frequency = 1 Hour. 26 Student Curriculum 2015 Abila

29 AS 107 Fingertip Reports Assignments and Advisories Click Insert. Your assignment has been created. You will now be notified when a Major Gift exceeding $100,000 for any constituent is entered in the Abila Millennium database Abila Student Curriculum 27

30 Assignments and Advisories Abila Millennium Notifications When is selected, the system will automatically open your Outlook Address book, allowing you to choose the recipient. You may also manually type in the address of a recipient not listed in your address book. NOTE: More than one address may be selected for notification. After choosing the address, you may enter text in the Response Text box. This text will appear in the Student Curriculum 2015 Abila

31 AS 107 Fingertip Reports Assignments and Advisories Assignments Viewing Assignments Once an assignment has been created, it is available for review via the View Assignments item in the Abila Millennium Explorer. The assignment information will be available for you to edit or delete through the context menu available next to each Assignment. Five columns of information display in the grid for each assignment. Assignment Name the name that appears in the New Assignment list. Category will be one of the seven categories available for Assignments. Status references the success/failure/pending run status of an Assignment Abila Student Curriculum 29

32 Assignments and Advisories Abila Millennium will have a Y or N if it was chosen as a type of notification to be generated when an advisory is posted. Active indicates whether the Assignment is currently activated or deactivated. Editing and Deleting Assignments To edit the assignment, access the context menu next to each Assignment name, then select Update/Delete. This will bring up the familiar assignment dialog box. At this point, you are able to change any of the options selected when you initially set up the assignment. You are also able to deactivate the assignment, if you no longer wish to check for this situation. Advisories Advisories can also be viewed independently of the other types of notifications by selecting My Millennium > Advisories in the Abila Millennium Explorer. The advisories will appear in a grid listing. 30 Student Curriculum 2015 Abila

33 AS 107 Fingertip Reports Assignments and Advisories You may restrict your view to a particular time period by selecting one of the date ranges in the drop-down box. The advisory date is the date it was created or entered in the Abila Millennium database. You can also manually edit the Status field by clicking in the Status grid cell. The Record Link column holds hyperlinks back to the Abila Millennium data that resulted in the advisory Abila Student Curriculum 31

34 Assignments and Advisories Abila Millennium Notes 32 Student Curriculum 2015 Abila

35 AS 107 Fingertip Reports Favorites Favorites Quick Access to Profiles In the Favorites area of Abila Millennium Explorer, you have quick and easy access to the constituent records you need most often as well as your most recently run reports. This area is specific to your interests and use of Abila Millennium. Favorite Bookmarks and Prospects In Favorites you have easy access to the Abila Millennium data for two types of constituents; those whom you have Bookmarked and those with whom you have a Prospect Manager/Prospect relationship. In order to access this functionality, you must be a constituent in the database with a constituent ID Number. This (your) Constituent Id Number must be linked to your Abila Millennium login within the User Security area in Abila Millennium. This link must be set up by your system administrator. You must also have the security rights to insert, update and delete bookmark relationships Abila Student Curriculum 33

36 Favorites Abila Millennium Automatic Bookmarking Abila Millennium provides an automatic technique for designating a constituent as one of your favorites to be displayed in the Favorites > Bookmarks area. While viewing a constituent s record (any table), you simply click the Bookmark hyperlink in the upper right corner of the screen. The system will respond by inserting a yellow star in the title bar and changing Bookmark to Remove Bookmark. Once again, to use this feature, you must be a constituent in the database and have security rights to create these relationships. Accessing Favorites > Bookmarks will display an alphabetical list of all the constituents you have bookmarked. Clicking on one of the constituents will take you to that constituent s Basic Data row. When you access your Prospect or Bookmarked constituent, the Title Bar area will include a yellow star. This star is only displayed when you (the Prospect Manager or Bookmarker) are the current user. To remove a Constituent Bookmark, locate the desired constituent and access his or her data display for any table. Click on the Remove Bookmark hyperlink that displays in the title bar just above the Spouse, Reports, Print buttons. 34 Student Curriculum 2015 Abila

37 AS 107 Fingertip Reports Favorites Favorite Prospects My Prospects are those constituents with whom you, the user, have a Prospect Manager/Prospect Relationship (you are the Prospect Manager). Once those relationships have been set up in your Abila Millennium database, selecting Favorites > My Prospects will display a list of those constituents. (For more information on how to set up a Relationship in Abila Millennium, please see AS 102 Biographical Data Entry.) The Reports button at the top right of this screen produces reports based on your specific list of prospects. If you are the Director of Prospect Managers you can readily access data for your Managers' Prospects by using Favorites > My Staff. Your Assistants and Researchers can also access a detailed display of the data for your Managers' Prospects. Again, these relationships must be set up in Abila Millennium Abila Student Curriculum 35

38 Favorites Abila Millennium The Reports button at the top right of this screen produces reports based on your specific list of Prospect Managers. Selecting the hyperlink for one of the Prospect Managers produces a list of that manager s prospects. The filters are available for you to use to refine the list to suit your needs. These can be modified by the system administrator. Recent Reports The second set of functions available under Favorites is labeled Recent Reports. This group of reports includes the most recently Published (i.e. viewed), Edited or Run. If you do not personally run reports, these will be reports that were published or run for you, using your login name. 36 Student Curriculum 2015 Abila

39 AS 107 Fingertip Reports Favorites Published When a report is run, you have several options for the report results. For instance, you may choose to send the results to a printer for a hard copy, or you may choose to publish the results as an HTML or PDF document. When you select Favorites > Recent Reports > Published you will see the list of reports (maximum of 10) in each report category. There are nine report categories, or libraries: Biographical Comparison Daily Event Financial Mailing Membership Pledge Tracking/Prospect Your report writer can tell you in which categories your reports reside. For each report you see the name of the report, the description of the report (if one was saved with the report), and the last published statistics user, date, time. Clicking on the report name will open the report for viewing Abila Student Curriculum 37

40 Favorites Abila Millennium Run When you select Favorites > Recent Reports > Run you will see a list of the last ten reports in each category (Biographical, Comparison, Daily, etc.) that have been run for your User ID, whether you yourself ran them or they were executed by another user on your behalf. For each report you will see the description of the report (if one was created and saved with the report.) Hovering over the information icon will show information about the last time the report was run. Clicking on the hyperlinked name of the report will take you to the Run screen. 38 Student Curriculum 2015 Abila

41 AS 107 Fingertip Reports Favorites Edited The Edited function under Favorites, Recent Reports will show you a list of the last ten sets of report criteria that you have edited in Reporting and re-saved, for each reporting category (such as Biographical, Comparison, Daily). You will also see the description of the report (if one was created and saved with the report). Hovering over the information icon will show information about the last time the report was edited. Clicking on the hyperlinked name of the report will take you to the Run screen Abila Student Curriculum 39

42 Favorites Abila Millennium Notes 40 Student Curriculum 2015 Abila

43 AS 107 Fingertip Reports Reports in Profiles Reports in Profiles Profile and Tree Reports When a specific constituent has been chosen, selecting Reports from the set of three buttons on the top right of the screen will open a reports menu. This menu lists the Profile Reports that are immediately available for the current constituent no matter what screen or table you are viewing at the time. When you choose one of these reports, the system will process the report based on the current constituent (only) and display the results in PDF format. From that display, you may choose to send the report to the printer Abila Student Curriculum 41

44 Reports in Profiles Abila Millennium NOTE: Some of the reports available in the pull-down list will change based on the constituent type of the current constituent. A Corporation would have an Employee Listing report but an Individual will not. NOTE: These reports will not run if you do not have permission to view all the data on the report. If you do run one, and it hangs (i.e. never finishes running) it is a permission problem; close the window and return to Abila Millennium. If you feel you should be granted access, contact the system administrator. Print Next we will take a look at the Print button the third button of the set of three at the top right of a constituent s screen. Selecting the print button will bring up a second browser window containing the currently displayed constituent s information on the screen. Your normal print command dialog box will appear, allowing you to select the printer and other options. This mini-report, with information easily available in a printed format, can be used most effectively by using the Define Display options. Define your display with the information you need to have printed (ex: Basic Data, Address, Gifts). Make sure the displays are set the way you want them, i.e. long, short or mini display. Then select the Print button and you have your instant report! 42 Student Curriculum 2015 Abila

45 AS 107 Fingertip Reports Reports in Profiles Copy to Clipboard and Letters Professional fundraisers know the importance of personalized communications with their donors especially major donors! Abila Millennium gives you the ability to quickly and easily communicate to your constituents by connecting effortlessly to your word processing software. Let s see how this works. Copy to Clipboard Find Jeff Shure s home address in Abila Millennium. Move your cursor over the edit button. Select Copy to Clipboard. Now open a new document in your word processing software. With your cursor on the new document, right click and select Paste. You will now have the constituent s preferred name and the selected address formatted and inserted in the new document. With this out of the way, you can complete your personalized and timely letter! You can customize the information 2015 Abila Student Curriculum 43

46 Reports in Profiles Abila Millennium chosen for copying by accessing the Clipboard Settings in User Options. Up to twenty columns from the Address, Employment, Internet Address, Name and/or Phone Number tables can be added to the Clipboard layout definition. Letters It is a simple process to send a letter to a selected constituent. This functionality is accessed by going to the Address table of a constituent s record, accessing the context menu for the appropriate address and highlighting Write a Letter. This functionality allows you to automatically create a letter by merging the current constituent's name and address information with a previously defined and saved Word document. When you select Write a Letter, you will be shown a pull-down list of the documents available. 44 Student Curriculum 2015 Abila

47 AS 107 Fingertip Reports Reports in Profiles NOTE: A standard set of letters comes with Abila Millennium. Additional letters can be created and saved for your use. Please discuss this with your system administrator. Let s see how this works. Find Jeff Shure s home address in Abila Millennium. Move your cursor over the edit button. Select Write a Letter > Special Event Volunteer Thanks. The system will automatically launch Word and display that document Abila Student Curriculum 45

48 Reports in Profiles Abila Millennium The standard letters will use the preferred name and the address you selected for the current constituent as well as today s date and the user s name. 46 Student Curriculum 2015 Abila

49 AS 107 Fingertip Reports Reports in Profiles Notes 2015 Abila Student Curriculum 47

50 Reports in Profiles Abila Millennium 48 Student Curriculum 2015 Abila

51 AS 107 Fingertip Reports Express Reports Express Reports Express Reports Overview The Express Reports area of Abila Millennium allows users to access, modify and run a set of personal reports even though they may not be fully trained in the use of the Abila Millennium Reporter. Staff members responsible for report production have taken the necessary training and understand the concepts of report criteria construction and setting reporting options, to create Express Reports for other users. NOTE: Because Express Reports are created for individual users, there are no Express Reports available in the sample database as it was delivered on the installation CD. Your report writing staff can prepare an example Express Report for you to use as you review this section. Please talk to your report writing staff or system administrator. From within the Express Reports area you may do any of the following: View the Express Report results in a formatted report in HTML or PDF. Save and view the results of a static report. Modify the report including report options, prompted reply responses, parameter values, title of the report, and/or add notes regarding the Express Report. Run any report that has been saved as an Express Report Abila Student Curriculum 49

52 Express Reports Abila Millennium Express Report Display Sort Order Clicking on Express Reports in the Abila Millennium Explorer, presents you with a list box labeled Sort Order. There are four possible sorts that may be applied to the display of your Express Reports. NOTE: Sort is case sensitive; thus numerals precede uppercase letters which precede lowercase letters. Ascending Name A sort based on the report name. For example, the following reports would be shown from the top of the display area down: A1 Report, AAA Report, a1 Report, aaa Report. Descending Name Another sort based on the report name. For example, the following reports would be shown from the top of the display area down: aaa Report, a1 Report, AAA Report, A1 Report. Most Recent First This displays the most recently run report at the top of the display and displays those which have not yet been run at the bottom of the display area. Most Recent Last This displays the most recently run report at the bottom of the display, whereas those which have not yet been run display at the top of the display area. 50 Student Curriculum 2015 Abila

53 AS 107 Fingertip Reports Express Reports Listing Express Reports displays a listing of all reports that have been created as an Express Report for you (actually your User ID). The listing includes the following information: Report Name Displays as a hyperlink. When clicked, Express Reports opens the report to enable you to make modifications to the report options. Description Displays a text description of the report if it was saved in the report criteria. Date Last Run Displays the date the report was last run. Records Selected Displays the total number of records selected in the last run. Dynamic or Static Signals whether the report is based on a dynamic or static worktable. To explain the difference, you should understand that each time a report is run, the system automatically generates a worktable containing the results of the selection process. That worktable is then used by the formatting software to generate the final report output. At the time that the report is run, you may specify whether you want to save the worktable as a static file or whether the system should delete it. If you elect to not save the generic worktable, one may be regenerated as needed (dynamic). It is important to realize that a static worktable is current to the time that it was created. Subsequent data changes are not included. Delete Button Displays to the left of the report information. Deleting the Express Report only deletes being able to access the Express Report in this area of Abila Millennium. The report criteria upon which the Express Report is based is still available and the report can still be viewed with other formatted reports in Abila Millennium. Users can only delete their own reports Abila Student Curriculum 51

54 Express Reports Abila Millennium Express Functions The Express Report function displays a scrolling page of decision sections. These sections are Intro, Options, Query, Totals, and Format. Each section is described below. 52 Student Curriculum 2015 Abila

55 AS 107 Fingertip Reports Express Reports Intro The Intro display shows general information about the report, including the following: Description provides you with a free text description of the report defined when the report was created or edited. This description can be modified. Last Run Date/Time shows the date and time that the report was last run. Rows Selected shows the number of data rows that were selected the last time the report was run. Results indicate whether the report uses a dynamic or static result set (defined by a previously saved worktable). Dynamic means that when the report was last run, you did not save the results. Static means that when the report was last run, you chose to save the worktable results. If this is the case, a < Browse > button appears along with the name of the saved generic worktable. You may view the results of the generic worktable from within Express Reports by clicking on the < Browse > button. When selected, the display area lists the preferred names of the constituents selected for the report in hyperlink form. This allows you to hyperlink to that constituent s data. The following information is also included: Id Number, Address Line 1, City, Place, Postal Code, Constituent Type, and Preferred Year. Notes allow you to enter or edit any type of free-text information or reminder that you want to attach to the specified Express Report Abila Student Curriculum 53

56 Express Reports Abila Millennium Options The Options section allows you to specify whether or not you want to save the report results (Static) or run the report from the latest information in the database dynamically. This tab also allows you to specify how you would like to view the results. Results allow you to specify whether or not you want to save the results of the report. If you choose Dynamic, the report is based on the latest data. If you choose Static, an additional text box will appear to the right of the dropdown box and you must assign a name for the worktable that the system saves. The system prompts you to assign a name or to change the setting to Dynamic if a name is not specified. 54 Student Curriculum 2015 Abila

57 AS 107 Fingertip Reports Express Reports Query Criteria statements specify who should be selected for the report. The Query section lists all of the criteria statements that can be modified for this Express Report. The text box shows the value used the last time this report was run. The user simply checks (if not already checked) the criteria statement that should be included in this report. If the check box is blank, Abila Millennium ignores the criteria statement when the report is run and that statement is not a factor in the selection process. For example, in the first criteria statement in the above screen shot, you need to specify the constituent type of the constituents you want selected for your report. Place your cursor in the text box to access the list of constituent types available in your database. When you click in the text box, the system presents you with a display of the entries already selected and those still available from your database. If the column is driven by one of the value-based (super) lookup tables (i.e. attributes, institution, etc.), simply click within the text box area and type in the 2015 Abila Student Curriculum 55

58 Express Reports Abila Millennium value you would like to add. You may use the ( % ) symbol to generate the entire list of values (as shown below). If the column is a date field, a calendar with control buttons appears. 56 Student Curriculum 2015 Abila

59 AS 107 Fingertip Reports Express Reports If the criterion was created utilizing the comparison operator in the list of then a pair of boxes appears with buttons allowing you to add and remove values from the list. After making modifications, simply click OK or Cancel to return to the prompt values without making a change to the one specified Abila Student Curriculum 57

60 Express Reports Abila Millennium Totals Just like the Query section, the Totals section shows any criteria statements that are part of a Gift or Dues Total definition. For example, a total might be defined to select all gifts where the type is in the list of (fill in the blank). This allows the user to change the gift transaction types to be included at the time that the report is run. The responses initially used when the report was most recently run display in the text boxes. You may edit the data in the text box as specified above. 58 Student Curriculum 2015 Abila

61 AS 107 Fingertip Reports Express Reports Format The Format section allows the user to modify such things as the report title and any parameter values. Crystal Format Name displays the file name of the format that is used by this report. This information is for reference purposes and is not selectable in this location. Report Title displays the title that has been assigned to this report and displays the title in a text box. The user may edit the report title for his or her purposes. Output allows the user to select the destination for the report. That may include sending the report directly to a printer, or being published as an HTML or PDF file, or whether it should be exported to Excel, Word, etc. Parameters are questions to be answered by the user at the time the Express Report is run and are displayed below the Output selection box. The responses will be passed to the Crystal format. Questions could include sorting by constituent type, or alphabetically, or by postal code. A parameter will have a descriptive question displaying to the left, with either a text box or list box to the right showing the value that is currently in use for that parameter Abila Student Curriculum 59

62 Express Reports Abila Millennium Notes 60 Student Curriculum 2015 Abila