InterChange. Constituents 100 Manual. The Salvation Army Southern Territorial Headquarters 2018 InterChange University

Transcription

1 InterChange Constituents 100 Manual The Salvation Army Southern Territorial Headquarters 2018 InterChange University

2 Table of Contents 2: Constituents How to Search for a Constituent... 4 Three Ways to Access the Constituent Search feature... 4 The Constituent Search Box-Regular Search... 5 The Constituent Search Box-Advanced Search... 6 Constituent Records... 7 Constituent Record Types... 7 A Constituent Record Overview... 8 Important Buttons on Constituent Records... 9 Notification Boxes... 9 Constituent Summary Tabs The TSA Summary Tab a. Personal Info Tab-Personal b. Personal Info Tab-Constituencies Revenue Tab a. Documentation & Interactions Tab-Doc. Summary b. Documentation & Interactions Tab-Con.Documentation c. Documentation & Interactions Tab-Interactions The Smart Fields Tab The Stewards Tab How to add a constituent into InterChange Three Ways to Add Constituents to InterChange The Add an Individual box How to Manage information on Constituent Tiles Personal Information Tile Contact Information Tile Addresses Tile InterChange University 1

3 4. Primary Relationships Tile Documentations and Interactions Tile How to Manage information on Summary Tabs How to Manage the Personal Information Tab How to Manage the Documentation and Interactions Tab Job Aids-Constituents InterChange University 2

4 2: Constituents 100 Overview: InterChange exists because we have constituents. A constituent is defined as any individual, organization, household, group or committee that has any relationship with The Salvation Army. Constituents include donors, staff, prospects, volunteers, clients, foundations, corporations, and churches, among others. Constituent records allow you to manage relationships and interactions with each of your constituents. Data from constituent records are then used to process and analyze reports, mailings, and exports, which help us further cultivate our relationships with our constituents. Assumptions: The exercises in this manual chapter are intended to be used for practice after one completes The Constituents 100 class. These exercises are to be performed in, and assume you have access to, the InterChange Sandbox. Lesson Objectives: o You will be able to access and use the features of the Constituents Front Page, the Constituents drop-down menu and the Action Bar as your professional needs dictate o You will be able to identify, explain the relevance of, and customize both the Constituent Tiles and the Summary Tabs on a constituent s record o You will be able to search for constituents using different criteria (ie: Lookup IDs, Last name) and using different and advanced features of the search field (ie: fuzzy search, wildcards, advanced search, etc.) o You will be able to add a constituent, household and related business to InterChange and explain the relevance of these tabs o You will be able to access, add, edit important information about constituents (ie: addresses, interactions, attachments, attributes, etc.) on their records o You will be able to explain the relevance and manage information under the Personal Information and Documentation and Interaction tabs 2018 InterChange University 3

5 How to Search for a Constituent Searching for Constituents in InterChange Before you add a constituent record, to avoid duplicates, you should first search InterChange to make sure the constituent is not already there. Three Ways to Access the Constituent Search feature The Action Bar 1. In the Action Bar, pick the category Constituents from the drop-down menu Application features. Type the constituent s name into the Action Bar field. 2. Then, click on the magnifying glass. The Constituents drop-down menu When you click on the functional area Constituents, a drop-down menu will appear. Click on Constituent Search from the drop-down menu InterChange University 4

6 The Constituents Front Page You can also click on the Constituent s functional area and, when you are taken to the Constituents Front Page, choose Constituent Search. The Constituent Search Box-Regular Search This is the box that will appear when go to search for a constituent. Type in the information into the fields and click Search to conduct a regular search. Click on Show advanced options to conduct an advanced search InterChange University 5

7 The Constituent Search Box-Advanced Search A D B C E A. Enter the constituent name or other known information into their appropriate fields. The search process is not case sensitive. You can use wildcard characters to take the place of part of your search phrase: -Asterisk (*) or percent sign (%) takes the place of one or more characters -Question mark (?) or underscore (_) takes the place of an individual character For example, to locate all constituents with a last name ending with the letters son, you can enter *son or %son in the name field, or for the last name Smith or Smyth, you can enter Sm?th or Sm_th. B. To include individuals, organizations, and groups/households in your search, select the appropriate checkbox. You can select one, two, or all three checkboxes. C. You can choose to search for constituent by his/her nickname and aliases, include deceased constituents, include inactive constituents, check alternate lookup IDs, check merged constituents, and search only for primary addresses. *The option to include a fuzzy search name means that the results will include names that sound similar to the one entered in the name field. For example, if you know someone s last name is Pederson, Peterson, or Patterson, you could include any of those in the last name field and click on the fuzzy search box InterChange University 6

8 D. Click Search to activate the search once you have entered criteria. Click Clear to remove all criteria and begin a new search. E. All results that meet your search criteria display in the box at the bottom of the window, called the Results Grid. Click a constituent name in the grid, then click Select to open the constituent record. For searches returning more than 100 constituents, only the first 100 display in the results grid. Check your Advanced Search boxes! The F. Advanced Search boxes are sticky. What this means is that if you click boxes in one session of InterChange, your next session will retain those changes. To ensure an accurate search, make sure that you verify that your Advanced Search options are set up the way you need them to be. Constituent Record Types Constituent Records InterChange has five distinct constituent record types: o o o o o Individuals: The people, such as donors, who support your organization s mission or interact with your organization in other ways. Households: Constituents who live under the same roof. Businesses/Organizations: Entities, such as companies and businesses, who support your organization s mission or interact with your organization in other ways. These are different from groups! Groups: A way to associate individuals or organizations together as members of a group that you deem important enough to group together for managing and reporting purposes. Committees: A specific type of group that can be enabled with additional privileges. Committees can plan events, set fundraising goals (financial), and set committee goals (non-financial) InterChange University 7

9 A Constituent Record Overview Constituent Tiles Summary Tabs Once you go to a constituent s record, you will see that the record is segregated into two separate areas: Constituent Tiles and Summary Tabs. Constituent Tiles: These tiles condense essential constituent information into boxes (tiles) near the top of the constituent s record. To customize: Click on the Customize tiles button. Choose which tiles you d like displayed and which tiles you d like to be hidden by using the appropriate arrows. (See the picture above). Summary Tabs: These tabs condense more detailed information about the constituent at the bottom of the constituent s record. To customize: Drag and drop the tabs to the place you wish them to appear in InterChange University 8

10 Important Buttons on Constituent Records Button Name What it does Add Edit Refresh This is the button you click when you wish to add information to a constituent record. This is the button you click when you need to edit information on a constituent s record. This is the button you click when you need to refresh/update an area. Apply Reset Filters More This is the button you click when you want to apply criteria you ve entered into a field. This is the button you click when you want to clear fields. This is the button you click when you want InterChange to search the system based on filters you ve established. Under this button, you will find a drop-down menu that allows you to download a section to an external document. *The aforementioned buttons are present on both Constituent Tiles and Summary Tabs. Notification Boxes Once you go to a constituent record, a Notification Box will appear with important messages about the constituent. The two, most common notifications we currently use are: Household Member: This notification reminds users to mark any solicit codes on both an individual s and household s record. Active Prospect: This notification tells users that the constituent is currently a prospect and to check with the Prospect Manager before making contact with him/her InterChange University 9

11 Constituent Summary Tabs 1. The TSA Summary Tab The TSA Summary Tab displays: -Whether or not the constituent has a Prospect Manager -Whether or not he/she has a Planned Gift or Capital Campaign Pledges -A summary of revenue from the constituent -Recent and upcoming activities and communications A Note about Customizing Tiles & Tabs When you customize tiles or tabs on one constituent s record, InterChange assumes that this is a change you d like to see when you look at any constituent records and adjusts your personal settings in the system accordingly. For example, if you move the Documentation and Interactions tab to the far left of the Summary Tiles, all constituent records that you view will have the tab in the same place InterChange University 10

12 2a. Personal Info Tab-Personal dfgsdfg The Personal Info tab contains two subtabs: Personal and Constituencies. Under the Personal tab a user will find: -Personal information about the constituent (such as gender and marital status).this is also where a user can mark a constituent as inactive or deceased. -Name formats (used in written correspondence) -Aliases the constituent may go by 3b. Personal Information Tab-Constituencies -Interests of the constituents 2018 InterChange University 11

13 2b. Personal Info Tab-Constituencies Constituents Under the Constituencies tab, a user will see the constituencies (or types of relationships) the constituent has with The Salvation Army. Constituencies define the affiliations constituents have with The Salvation Army and are one of the ways The Salvation Army can group constituent records together and tag them with category labels. Constituencies also show up on the top of a constituent s record as hyperlinks (See the screenshot below) A constituent can have multiple constituencies, and these relationships can start, end, and overlap. For example, a constituent may first become a donor in your database and remain a donor for an undetermined length of time. The constituent may later become a volunteer for your organization, but for only six months. You can use constituencies to define these relationships and group similar constituents in queries, mailings, and reports. An individual s constituencies display on the Constituencies tab. Active constituencies also display at the very top of a constituent s record. Some common constituencies include: donor, prospect, board member, volunteer and staff. See the chart on page 13 for a complete list of possible constituencies in InterChange InterChange University 12

14 Constituency Advisory Council Attorney/Professional Donor Estate and Legacies Former Board Member Foundation In-Kind Donor PG Suspect Professional Advisor Salvation Army Officer Women s Auxiliary Description Referring to Area Command and Corps Advisory Boards, Committees as well as the Women s Auxiliary An attorney or a person with a professional designation (CPA, CFA, CLU, etc) from whom a prospect or donor may receive advice or counsel. Constituents who have had revenue of any source applied to their record. Constituents whose estates are in the process of, or have been realized. Former member of an Advisory Board. Used only when an end date is not known and cannot be determined. Organizations that are legally defined as a foundation. A donor who gives gifts of goods (such as clothes and furniture) to The Salvation Army. Constituents who have not yet been qualified to have the constituency of prospect. Mostly used to identify someone who a PG professional believes may have the potential to give a planned gift. Financial or legal advisor An ordained minister within The Salvation Army structure. This role carries a rank Sergeant, Lieutenant, Captain, Major, etc. A constituent who is involved in The Salvation Army Women s Auxiliary InterChange University 13

15 3. Revenue Tab Underneath the Revenue Tab, one can find all of the essential information about the revenue the constituent has given to TSA, including the kinds of recognition he/she has received, any planned or matching gifts and tributes the constituent has requested. 4a. Documentation & Interactions Tab-Doc. Summary The Documentation and Interactions Tab contains four subtabs: Documentation Summary, Constituent Documentation, Interactions and Surveys. Under Documentation Summary are summarizations of any and all documentation about the constituent and/or the revenue he/she gave to TSA InterChange University 14

16 4b. Documentation & Interactions Tab-Con.Documentation Under the Constituent Documentation subtab are where notes, media links and attachments relevant to the constituent are housed. 4c. Documentation & Interactions Tab-Interactions Under the Interactions tab, you will see any interactions (such as phone calls and in-person meetings) that one has had with the constituent. *We currently do not use the Survey subtab. Documentation vs. Interactions In InterChange, Documentation refers to written contact one has had with a constituent (such as a thank you card or Christmas letter). Interactions refer to personalized contact one has had with a constituent (such as a phone call) InterChange University 15

17 5. The Smart Fields Tab Under the Smart Fields tab, a user can locate all of the smart fields that pertain to a constituent. Smart fields can be used in queries to gather specific information about constituents giving trends. 6. The Stewards Tab Under the Stewards tab, a user can see the sites that the constituent belongs to. *Please note, if you don t see a Stewards tab on a constituent s record, it s because you do not have the security permissions to view it. Funny-looking constituent records If a constituent record looks funny (ie: you can t see all of the tabs you normally can or you can only view a limited number of tabs), it probably means that you don t have the security permissions to view information about that particular constituent. If you believe that you should be able to have access to a constituent record and you do not, contact the Support Services Team for verification InterChange University 16

18 How to add a constituent into InterChange Adding Constituents to InterChange Before you add a constituent record, to avoid duplicates, you should first search InterChange to make sure the constituent is not already there. Three Ways to Add Constituents to InterChange Just as there are three ways to search for a constituent in InterChange, there are three ways a user can add a constituent into InterChange. One can add a constituent to InterChange by: 1. Using the Action Bar 2. Using the Constituents Drop-Down Menu 3. Going to the Constituents Functional Area It doesn t matter which way you choose to add a constituent into the system because each way will bring you to the same Add a constituent box. The Action Bar 1. Type the constituent s name into the Action Bar field. 2. From the Add new drop-down menu, choose Individual InterChange University 17

19 The Constituents drop-down menu 1. Click on the Constituents drop-down menu. 2. Choose the menu item Add an individual. The Constituents Front Page 1. Click on the Constituents functional area. You will then be directed to the Constituents Front Page. 2. From the menu items, click on Add an individual. The Add an Individual box The Add an Individual box has three tabs: Individual, Household and Business. Make sure that you fill out all of the relevant tabs before hitting the Save button InterChange University 18

20 The Add an Individual box 1. Fill out all of the relevant fields in the Add an individual box under the Individual tab. 2. Under the Household tab, you can indicate whether there are other members related to this constituent who live in the same household. You can set up spousal relationships from this box as well InterChange University 19

21 3. Under the Business tab, you can fill out relevant information about the business or organization with whom the constituent is affiliated, if one exists. Not all constituents will have the Business tab filled out. *Once all tabs have been completed, then you can Save the record. The constituent will now have an official record in InterChange InterChange University 20

22 How to Manage information on Constituent Tiles Constituent Tiles There are 5 constituent tiles that we currently use at The Salvation Army: Personal Information, Contact Information, Addresses, Primary Relationships, Documentation and Interactions. 1. Personal Information Tile This tile contains constituent s current name, maiden name (if applicable) and nickname. Here is also where you can place a picture of the constituent. 1. To edit the information, click the pencil icon. *Please note that you are not allowed to add or delete any information from this tile once the constituent record is established. 2. When the Edit personal information box appears, change what you need to change and then click Save. You ll see the changes update immediately on the tile. *To add/change a constituent s picture, just click on the Choose file button InterChange University 21

23 2. Contact Information Tile The Contact Information tile contains the Primary phone number and Primary address of the constituent. If any social media accounts are associated with the constituent s record, these will show up as their respective icons here as well. 1. To add information to this tile, click the button. 2. Fill out the Add x box and then click Save. 3. To edit information in this tile, click the button. Then fill out the Edit x box and Save InterChange University 22

24 3. Addresses Tile This tile contains the current home and business (if applicable) addresses of the constituent. To add an address, click the button. Then fill out the Add an address box. *There are two tabs to fill out in this box: Address and Details. Click Save to retain your changes. To edit an address, click the button. Then fill out the Edit an address box and Save your changes. Use the arrows on the Address tile to scroll through the different addresses listed for the constituent InterChange University 23

25 4. Primary Relationships Tile This tile displays spousal relationships, Household relationships, and the Primary business relationship (if these are applicable). You cannot add or edit relationships from this tile. Changes that need to be made to the constituent s record will need to be done under the Relationships tab (more on this is covered in Constituents 101). 5. Documentations and Interactions Tile This tile displays any notes, media links, attachments and interactions that are on the constituent s record. These will show up as hyperlinks (circled in yellow above) and when you click on the hyperlink, you will be taken to that particular documentation or interaction. *Please note that you can only add documentation and interactions from this tile. Editing and deleting information happens under the Documentation and Interactions tab (more on how to do can be found on page 29). To add information to this tile, click the button and fill out the Add x box and Save InterChange University 24

26 How to Manage information on Summary Tabs How to Manage the Personal Information Tab Personal Information-General 1. To edit information on the Personal Information tab, click the button. *Please note that you cannot add information here as information was added when you set up the constituent record. You can only edit it. 2. Change what you need to in the Edit personal information box and Save InterChange University 25

27 Personal Information-Interests 1. To add an interest, click the button. 2. Fill out the Add interest box and Save. 3. To edit or delete an interest, click on the interest you need to edit. The drop-down menu will appear with two options: Edit and Delete InterChange University 26

28 4. If you click the Edit button, the Edit interest box will appear. Make the changes you need and Save (see the picture on the left). If you click Delete, a confirmation box will appear (see the picture on the right). Personal Information-Constituencies 1. To add a constituency, click the Add button. Choose the constituency you would like to add from the drop-down menu that appears. 2. To edit or delete a constituency, click on the constituency you d like to edit. A small dropdown menu will appear with two buttons: Edit and Delete InterChange University 27

29 3. Clicking on the Edit button will bring up the Edit constituency box (see the picture on the left). Save to retain your changes. Clicking on the Delete button will bring up a confirmation box (see the picture on the right). How to Manage the Documentation and Interactions Tab Documentation & Interactions-Constituent Documentation 1. To add a note, media link or attachment, go to the subtab Constituent Documentation and click the button next to the type of Constituent Documentation you need to add InterChange University 28

30 2. Fill in the Add a x box and then click Save. *Note that for attachments, you also have to click the Choose file button to add an attachment to the constituent s record. 3. To edit a note, media link or attachment, click on the type of documentation you d like to edit. The drop-down menu will then open up with two options: Edit and Delete. 4. When you click the Edit button, you will then be able to make changes to this documentation via the Edit x box (see the picture on the left). Edit, then Save. If you click Delete, a confirmation box will appear (see the picture on the right). Documentation & Interactions-Interactions 2018 InterChange University 29

31 1. To add an Interaction, click on the Interactions subtab, then click the Add button. 2. Fill out the fields in the Add an Interaction for (constituent) box and then Save InterChange University 30

32 3. To edit or delete an Interaction, click on the interaction you d like to edit. The drop-down menu will then open up with three buttons: Edit interaction, Edit responses and Delete. 4. When you click on Edit interaction or Edit responses, an Edit x box will appear (see the picture on the left). Make changes and Save. When you click on the Delete button, a confirmation box will appear (see the picture on the right). Edit Interaction vs. Edit responses When you edit an interaction, you change information that was originally provided about the interaction. When you edit responses, you change something about the constituent s response to the respective interaction InterChange University 31

33 Job Aids-Constituents 100 How to Search for a constituent Action Bar 1. Using the Action Bar, type in the constituent s name into the Action Bar field. 2. Click on the magnifying glass. Constituents Drop-Down Menu 1. Go the Constituents Drop-Down Menu and click to see options. 2. From the available menu items, click on Constituent Search. Constituents Front Page 1. Click on the Constituents functional area. 2. From the available options on the Front page, click on Constituent Search. How to Add a Constituent Action Bar 1. Type in the constituent s name into the Action Bar field. 2. From the Add new drop-down menu, click on Individual. 3. Fill out the fields in the Individual and Household tabs. Fill out the Business tab if applicable. 4. Click Save. Constituents Drop-Down Menu 1. Go the Constituents Drop-Down Menu and click to see options. 2. From the available menu items, click on Add an individual. 3. Fill out the fields in the Individual and Household tabs. Fill out the Business tab if applicable. 4. Click Save. Constituents Home Page 1. Click on the Constituents functional area. 2. From the available options, click on Add an individual. 3. Fill out the fields in the Individual and Household tabs. Fill out the Business tab if applicable. 4. Click Save InterChange University 32

34 How to customize Constituent Tiles & Summary Tabs 1. To customize Constituent Tiles on a constituent s record, click on the Customize Tiles button. 2. The Customize individual constituent summary tiles box will open up. From here, you can choose which tiles to show and which tiles not to show by using the respective arrows. 3. Click Save to save your changes. 4. To customize Summary Tabs, right-click and hold on the tab you wish to move. 5. Drag-and-drop the tab to its desired location. 6. You do not need to save your changes; InterChange will automatically save the new placement of the tabs. How to manage Constituent Tiles 1. To add information, click on the button. 2. To edit information, click the button. How to manage Summary Tabs 1. To add information to a Summary Tab, click on the button. 2. To edit or delete information on a Summary Tab, click on the drop-down menu next to the name of what you d like to change. 3. The drop-down menu will open up with two options: Edit and Delete. 4. If you choose Edit, an Edit x box will open up. Fill in the appropriate tabs and Save. If you choose Delete, a confirmation box will appear to make sure that you really want to delete the information you have chosen InterChange University 33