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1 Mapping Guide

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, RE:Open, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. RE7.8-MapPointUK

3 Mapping Guide MAPPOINT AND THE RAISER S EDGE Mapping Page Mapping Parameters Wizard Screen MapPoint Screen - Raiser s Edge Customisation Procedures INDEX Contents

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5 What Is In This Guide? In the Mapping Guide, you learn how to create maps, geographically locating constituent records in The Raiser s Edge. You can also learn about the following. Mapping Page on page 3 Mapping Parameters Wizard Screen on page 4 MapPoint Screen - Raiser s Edge Customisation on page 12 How Do I Use These Guides? The Raiser s Edge user guides contain examples, scenarios, procedures, graphics, and conceptual information. To find help quickly and easily, you can access the Raiser s Edge documentation from several places. User Guides. You can access PDF versions of the guides by selecting Help, User Guides from the shell menu bar or by clicking Help on the Raiser s Edge bar in the program. You can also access the guides on our Web site at From the menu bar, select Support, User Guides. In a PDF, page numbers in the Table of Contents, Index, and all cross-references are hyperlinks. For example, click the page number by any heading or procedure on a Table of Contents page to go directly to that page. Help File. In addition to user guides, you can learn about The Raiser s Edge 7 by accessing the help file in the program. Select Help, The Raiser s Edge Help Topics from the shell menu bar or press F1 on your keyboard from anywhere in the program. Narrow your search in the help file by enclosing your search in quotation marks on the Search tab. For example, instead of entering Load Defaults, enter Load Defaults. The help file searches for the complete phrase in quotes instead of individual words. Welcome

6 VI WELCOME Icons The following icons are used in the side margins to denote additional information such as notes, warnings, time-savers, or definitions. You can also use these margins to write your own notes. The notepad symbol designates a note or tip related to the information in the main text column. The traffic light indicates a cautionary note. Generally, we use this icon to point out a step that may have unwanted results. The clock symbol designates a shortcut or timesaving action. The dictionary symbol designates the definition of a frequently used term.

7 MapPoint and The Raiser s Edge Contents Mapping Page Buttons Mapping Parameters Wizard Screen Toolbar General Tab Ind. Address Tab Org. Address Tab MapPoint Screen - Raiser s Edge Customisation Load Map From File Save Map To File List Create Output Query Omitted MapPoint Menu Items MapPoint Buttons Procedures Create a New Map Edit an Existing Map Delete an Existing Map View an Existing Map Locate an Existing Map Export Mapping List Export Mapping List to Excel Exporting from The Raiser s Edge Exporting from the MapPoint Screen Columns Available in Mapping Map Properties Procedures Chapter 1 Creating a new map from The Raiser s Edge Editing an existing map from The Raiser s Edge Deleting an existing map from The Raiser s Edge Viewing an existing map from The Raiser s Edge

8 2 C HAPTER 1 Locating an existing map in The Raiser s Edge Exporting data used in MapPoint Exporting MapPoint address data from The Raiser s Edge to Excel Exporting MapPoint address data from the MapPoint screen to Excel Add/remove/arrange columns on the Mapping page Viewing map properties

9 M APP OINT AND THE RAISER S EDGE 3 The Raiser s Edge makes it easy for you to find where geographically your constituents are located. By clicking the Mapping button on the Raiser s Edge bar, you can create maps using constituent address information entered in The Raiser s Edge database. To use the the Mapping button, you must install Microsoft MapPoint. A single-user license for MapPoint is included with your Raiser s Edge CD. In Mapping, you define the data you want to map, save your maps, and retrieve your maps. In addition, you can navigate to specific constituent records in The Raiser s Edge from mapped locations in MapPoint. To help keep track of mapped constituents, you can create static output queries for either the full set of mapped constituents or a subset of constituents. The queries are saved on the Query page of The Raiser s Edge and can be used with other Raiser s Edge functions, such as Reports, Mail, or even to create additional maps. This guide includes instructions and explanations about the mapping features available in The Raiser s Edge. The guide explains the Mapping page, the Map screen accessed from The Raiser s Edge, how to create maps, and much more. For detailed instructions about working in MapPoint, visit Microsoft s Web site: The MapPoint documentation is located under.net Development. Or, you can access the help file through Explore: \Program Files\Microsoft MapPoint\MAPOINT.chm. The Mapping functionality in The Raiser s Edge is compatible with MapPoint 2004 and Mapping Page When you click the Mapping button on the Raiser s Edge bar, the Mapping page appears on the right side of the screen. Any previously saved mapping parameter files appear on this page. From here, you can open or delete a parameter file, generate a map, or create a new map. The grid in the centre of the Mapping page displays the following information about your saved maps. Name. This column displays the name assigned the saved parameter file.

10 4 C HAPTER 1 Description. This column displays the description assigned the saved parameter file. Created. This column displays the date on which the parameter file was created. Created By. This column displays the ID of the user who created the parameter file. Only show my maps. Near the bottom of the Mapping page, mark the Only show my maps if you want the grid to list only parameter file created by the current user. Recently Accessed Maps. Also near the bottom of the page, the Recently Accessed Maps section lists the names of the last three parameter file accessed by the current user. Click the parameter file name to open the mapping wizard for the selected file. Buttons The Mapping page includes a number of buttons to help you work in the program. New Map. This button opens a blank mapping wizard, where you can enter the address criteria you want to map. Open. This button opens the mapping wizard for the selected map. The button is enabled when a single map is selected. You can then display the updated map or make changes to the existing map criteria. Delete. This button deletes the selected map. The button is enabled when one or more saved maps are highlighted. A delete confirmation message appears before the maps are deleted. Show Map. This button opens a selected map in MapPoint without first opening the mapping wizard. The button is enabled when a single map is selected. Find. This button opens the Find screen, from which you can enter a full or partial map name and search for the map listing. Mapping Parameters Wizard Screen Using the Mapping Parameters wizard, you can enter/edit the criteria used in generating the list of addresses you want to map. For example, if you have a query of constituents you want to map, you can select the query and generate the map; if you want only constituents living in a specific region included in your map, you can select the region and generate the map.

11 M APP OINT AND THE RAISER S EDGE 5 The wizard includes three tabs: General, Ind. Address, and Org. Address. When you create a map, the program applies the criteria defined in the wizard against the database and generates a list of constituent addresses. The list is then passed to MapPoint, which generates a map, marking each address. After you create a map, you can save the map and the criteria used in The Raiser s Edge for use later. All saved maps appear on the Mapping page. Toolbar The Mapping Parameters wizard includes toolbar buttons to help you navigate. The Save button saves parameter settings entered in the mapping wizard. It also opens the Save As screen if the parameter setting have not been previously saved. MapPoint cannot map constituents with P.O. boxes as their address. If such addresses are included in the list passed to MapPoint, the Unmatched Address screen appears for each P.O. box address included in the list. From this screen, you can select the appropriate action for each address.to avoid this situation, you may consider including in your mapping queries a condition to exclude these addresses from the results. The Show Map button creates a temporary export file (Names, Addresses, and Phone Numbers) based on the selected parameters and opens MapPoint in a separate window. The map that appears includes pushpins, marking the location of each address included in the export file. The Favourites button adds the map to your Favourites page in The Raiser s Edge. The Help button accesses the various help options available in the program: help file, user guides, customer support contact information, and online support options.

12 6 C HAPTER 1 General Tab On the General tab of the Mapping Parameters wizard, you enter the general criteria to be used in generating the list of addresses you want to map. Include. This button opens a drop down menu listing the following choices: All Records The criteria entered in the Mapping Parameters wizard is applied against the entire database to generate the list of addresses included on the map. Selected Records The Open Query screen appears, and you can select or create a query (Constituent, Individual, or Organisation) to be used to generate the list of addresses included on the map. One Record - The Open screen appears, and you can search for the record (Constituent, Individual, or Organisation) to be mapped. Map only locations in. In this frame, you can enter specific locations to be mapped. City - If all mapped addresses are to be in a single city, in this field, enter the name of the city. State - If all mapped addresses are to be in a single state, in this field, enter the name of the state. County - If all mapped addresses are to be in a single county, in this field, enter the name of the county. Region - If all mapped addresses are to be in a single region, in this field, enter the name of the region. Country - If all mapped addresses are to be in a single country, in this field, enter the name of the country.

13 M APP OINT AND THE RAISER S EDGE 7 Include inactive constituents. Mark this checkbox and both active and inactive constituent records are included in the list of mapped addresses. Create output query. Mark this checkbox to generate a static output query of records included in the map. You can choose to create a Constituent, Individual, or Organisation query. Display maps in. This frame appears only if you have both the North American and European versions of MapPoint installed. You must select which version you want to use when generating your map: MapPoint Europe or MapPoint North America. Ind. Address Tab On the Ind. Address tab, select the address information you want to include in your address list. The information selected here determines the address processing applied to the mapped locations for individual constituents. What information would you like to see. This field determines the specific address information passed to MapPoint. You can select either Address or Address & phone. If you include phone numbers, select a phone type, such as Home, , or Cellular Phone in the Phone type field. Phone type. This field determines the phone type to be included. The field is enabled only when Address & phone is selected in the What information would you like to see field. Step 1. In Step 1, you can choose to include seasonal addresses in your map. If the program considers seasonal addresses, it selects the first valid seasonal address it finds. If it does not find a valid seasonal address, the program uses your selections in Step 2 to locate an address.

14 8 C HAPTER 1 NCOA is an address correction service that works with Blackbaud s NCOA On-Demand. For more information, see the Address Correction Services chapter in the Data Enrichment Services Guide. Consider addresses with seasonal dates as of - To allow the program to consider seasonal addresses when generating your map, mark the Consider addresses with seasonal dates as of checkbox. In the corresponding field, select the as of date you are willing to accept seasonal addresses. For example, if you select Today, then all seasonal addresses with valid dates as of today s date are considered for your map. If you select <Specific date>, the Date field appears, and you must enter the date you want to use. The map uses the date you enter to determine whether the seasonal address is valid. Step 2. In Step 2, specify the address types to consider if a valid seasonal address is not found in Step 1, or if you did not select to include seasonal addresses in the map. To select the address types you want the program to look for when generating your map, highlight address type in the Addresses box and click the single right arrows to move it to the Addresses to use box. If you list multiple address types in the Addresses to use box, arrange them in order of preference. To arrange the address types in the Addresses to use box, highlight the address type and click the up or down arrow. For example, in the Addresses to use box you have Preferred address and Primary business. If a constituent has both addresses on his constituent record, you want the program to use the Primary business address first. Highlight Primary business and click the up arrow to move it to the top of the list. Step 3. In Step 3, you can further refine the address information included in your map using attributes. For example, to avoid outdated or incorrect addresses, you can select to include only NCOA (National Change of Address) confirmed addresses. To select address attributes you want to consider for your map, click the Address Attributes button. The Address Attributes to Consider screen appears. For more information about the Attributes tab on the constituent Address screen, see the Constituent Data Entry Guide. Select an attribute Category (NCOA Confirmed?) and a Description (Yes) you want present in each address. (This information is entered on the Attributes tab of the constituent Address screen). When you finish entering address attributes, click OK. You return to the Ind. Address tab. Yes appears next to the Address Attributes button.

15 M APP OINT AND THE RAISER S EDGE 9 Org. Address Tab On the Org. Address tab, you can select the address processing you want applied to map the locations of your organisation constituent records. What would you like to see. In your map, you can select to include organisation constituents with either their Address or Address & Phone. If you select Address & Phone, the Phone type field is enabled. Phone type. Select the organisation constituent phone type you want to include in your map (Home, Business, Car). This field is enabled if you select Address & Phone in the What would you like to see field. If the program fails to locate the selected phone type on a constituent record, no phone information is included on the map for that constituent. Step 1. You can select to include contact address information or only the organisation address information with your map. If you select the Show contacts option, the organisation name does not appear with your map. Also, the Org. Address tab displays buttons specific to contacts so you can define the contact information you want to include. If you select Show only the organisation, steps 2-3 include buttons and fields in which you can define the organisation address information you want to include. Step 2 (Show contacts option). If in Step 1 you selected to Show contacts in your map, in Step 2 you must identify the contact types to include, using the Contact Information button.

16 10 C HAPTER 1 Click the Contact Information button to specify the contact types to include in your map. The Contacts to Print screen appears. On a screen with a selection box, you can use the single right and left arrows to move one entry back and forth between the two boxes. You can use the double left or right arrows to move all entries at once. You can include all contact types or selected contact types. To select specific contact types, mark the Include Selected Contact Types Only checkbox. In the Contact types box, highlight the contact type you want to include and click the single right arrow to move it to the Contact types to include box. If you list multiple contact types in the Contact types to include box, make sure you list the contact types in order of your preference. The program begins searching for the first type listed in the Contact types to include box. When it finds the first type listed, it includes that contact type with your map. For example, if you include Primary and Matching Gift contact types in the Contact types to include box, and Primary is first, the program stops searching for contacts as soon as it finds a primary contact on the constituent record. If you prefer the program uses Matching Gift contacts, but Primary contacts are acceptable if a Matching Gift contact does not exist on a constituent record, move Matching Gift to the top of the list. To move types in the Contact types to include box, highlight the contact type, and click the up or down arrow as necessary. If you do not mark the Include Selected Contact Types Only checkbox, the program considers all contact types for the map. It selects the first type located on the record. After you select all the contact types whose addresses are acceptable for your map, click OK. You return to the Org. Address tab. A display appears to the right of the Contact Types to Include button, listing the contact types you selected. Also in Step 2, if you are using the Show contacts option in Step 1, you can further refine the contact address information included in your map by using attributes. For example, to avoid outdated or incorrect addresses, you can select to include only NCOA (National Change of Address) confirmed addresses.

17 M APP OINT AND THE RAISER S EDGE 11 To select address attributes you want to consider, click the Contact Address Attributes button. The Contact Address Attributes to Consider screen appears. NCOA is an address correction service that works with Blackbaud s NCOA On-Demand. For more information, see the Address Correction Services chapter in the Data Enrichment Services Guide. On this screen you can choose to Include Contacts with one of these address attributes, no address, or different address attribute categories or to Only consider Contacts with one of these address attributes. With either choice, you can select the specific attributes you want considered. In the grid, select an attribute Category (NCOA Confirmed?) and a Description (Yes) you want present in each address. (This information is entered on the Attributes tab of the constituent Address screen.) If you want to make sure contact information is included even if the contact address does not satisfy the attribute requirements, mark If an Organisation does not have a valid Contact with one of these address attributes, consider Contacts with no address attributes or different address attribute categories. When you finish entering address attributes, click OK. You return to the Org. Address tab. Yes appears next to the Address Attributes button. Step 2 (Show only the organisation option). If in Step 1 you selected to Show only the organisation with your map, in Step 2 you must identify the address to include. To select the address types you want the program to look for when generating your map, highlight address type in the Addresses box and click the single right arrow to move the address to the Addresses to use box. If you list multiple address types in the Addresses to use box, arrange them in order of preference. To arrange the address types in the Addresses to use box, highlight the address type and click the up or down arrow. For example, in the Addresses to use box, you have Preferred address and Business. If an organisation has both addresses on its constituent record, you want the program to use the Business address first. Highlight Business and click the up arrow to move it to the top of the list. For more information about the Attributes tab on the constituent Address screen, see the Constituent Data Entry Guide.

18 12 C HAPTER 1 NCOA is an address correction service that works with Blackbaud s NCOA On-Demand. For more information, see the Address Correction Services chapter in the Data Enrichment Services Guide. Step 3. Step 3 appears only if in Step 1 you selected to Show only the organisation with your map. In Step 3, you can further refine the address information included in your map using attributes. For example, to avoid outdated or incorrect addresses, you can select to include only NCOA (National Change of Address) confirmed addresses. To select address attributes you want to consider for your map, click the Address Attributes button. The Address Attributes to Consider screen appears. For more information about the Attributes tab on the constituent Address screen, see the Constituent Data Entry Guide. You can access the MAPPOINT.chm from the program files (Program\Microsoft MapPoint) or the Help menu on MapPoint proper menu bar. Select an attribute Category (NCOA Confirmed?) and a Description (Yes) you want present in each address. (This information is entered on the Attributes tab of the constituent Address screen). When you finish entering address attributes, click OK. You return to the Org. Address tab. Yes appears next to the Address Attributes button. MapPoint Screen - Raiser s Edge Customisation When you access MapPoint through The Raiser s Edge, a number of the menu bar options available in MapPoint proper are included on the MapPoint screen. In addition, there are a few menu options customised for use specifically with The Raiser s Edge. This section explains only The Raiser s Edge customisation. For information about the MapPoint proper menu options, see the MapPoint documentation, accessed from the MAPPOINT.chm.

19 M APP OINT AND THE RAISER S EDGE 13 Load Map From File Accessed from the File menu on the MapPoint screen menu bar, this menu option opens the Load Map screen. From this screen, you can select to open any saved map (*.ptm file). Maps opened from a Load Map screen can include saved driving directions, route maps, and peripheral locations such as hotels, restaurants, and banks generated using MapPoint, not The Raiser s Edge database. You cannot access the Mapping Parameters wizard from maps opened from the Load Map screen, and the displayed locations on these maps cannot be refreshed to reflect changes to The Raiser s Edge addresses. Save Map To File Accessed from the File menu on the MapPoint screen menu bar, this menu option saves a map as it is currently displayed on the MapPoint screen. Unlike maps generated using the Mapping Parameters wizard, maps saved to a saved file retain driving directions, route maps, and peripheral locations such as hotels, restaurants, and banks. When you reopen a map saved using the Save map to file option, you cannot refresh the displayed locations to reflect changes to The Raiser s Edge addresses. List Accessed from the Tools menu on the MapPoint screen menu bar, this menu option offers to generate two types of lists: All Locations or Selected Areas Only. If you select All Locations, the program lists all locations included on the map. If you select Selected Areas Only, only the specific area you select on the map is included in the list. The Selected Areas Only menu option is enabled when you select a subset area on the map. You can select the subset area using either of the following methods.

20 14 C HAPTER 1 Place the focus on the border of a drivetime zone before selecting the List menu option. The program generates a list of the mapped locations inside the drivetime zone. Create a radius circle and place the focus on the circle before selecting the List menu option. The program generates a list of the mapped locations inside the defined radius. Either option opens a list which includes the name, address, and phone information for each mapped location. From this list, you can select a specific location, and click Zoom to zoom into specific area on the map. You can also select an address, and click Open to open the constituent record in The Raiser s Edge. To print the list, click Print List. The Print Grid Options screen appears, displaying the General tab. From this screen, you can add a Header and Footer to your list and select the Paper orientation. You can also choose to Display row gridlines, Display column gridlines, Ignore grid colour settings, Number pages, and Size columns to fit page.

21 M APP OINT AND THE RAISER S EDGE 15 To preview how your selections look before printing the list, select the Sample Output tab. Create Output Query Accessed from the Tools menu on the MapPoint screen menu bar, this menu option offers to generate two types of output queries: a query of records include in All Locations or Selected Areas Only. If you select All Locations, the query includes all records in all locations included on the map. If you select Selected Areas Only, records from the specific area you select on the map are included in the query. The Selected Areas Only option is enabled when you select a subset area on the map. You can select the subset area using either of the following methods. Place the focus on the border of a drivetime zone before selecting the Create Output Query menu option. The program generates a query of records included in the mapped locations inside the drivetime zone. Create a radius circle and place the focus on the circle before selecting the Create Output Query menu option. The program generates a query of records included in the mapped locations inside the defined radius. Either option opens the Save Static Query screen. If an individual or organisation query is used to generate the map, the output query is of the same type. Otherwise, the output query is a constituent query. On this screen, you can enter a Query name and Description. The Query format defaults to Static and cannot be changed. To allow other users to run this query, mark Other users may execute this query. To allow other users to make changes to the query, mark Other users may modify this query. Click Save to save the query. Omitted MapPoint Menu Items Several menu items available in MapPoint proper are not available from the MapPoint screen accessed from The Raiser s Edge. However, you can access the functions associated with the omitted menu items elsewhere on the screen. The following list identifies the function and the method by which you can access the function using the Raiser s Edge MapPoint screen. Page Setup On the MapPoint screen, select File, Print. The Page Setup button displays at the bottom of the Print screen. For more information about working with the menu items, see the MAPPOINT.chm. You can access the MAPPOINT.chm from the program files (Program\Microsoft MapPoint) or the Help menu on MapPoint proper menu bar.

22 16 C HAPTER 1 Export to Excel On the MapPoint screen, click Legend and Overview. The Legend and Overview frame opens on the left side of the map. Right-click on The Raiser s Edge Addresses (under Pushpins). The Export to Excel option appears. Map Type On the MapPoint screen, click Legend and Overview. The Legend and Overview frame opens on the left side of the map. Right-click on The Raiser s Edge Addresses (under Pushpins). The Map Type option appears. Data Fields On the MapPoint screen, click Legend and Overview. The Legend and Overview frame opens on the left side of the map. Right-click on The Raiser s Edge Addresses (under Pushpins). The Data Fields option appears. Format Legend On the MapPoint screen, click Legend and Overview. The Legend and Overview frame opens on the left side of the map. Right-click on The Raiser s Edge Addresses (under Pushpins). The Format Legend option appears. Schedule Stop - On the MapPoint screen, click Route Planner. The Route Planner frame opens on the left side of the map. The option appears in this frame. More Options - On the MapPoint screen, click Route Planner. The Route Planner frame opens on the left side of the map. The option appears in this frame. MapPoint Buttons When you open MapPoint through The Raiser s Edge, the Raiser s Edge menu bar appears along with several MapPoint toolbar options. This section gives an overview of the toolbar options. For a detail explanation about each option, see the MapPoint help file.you can access the help file through Explore: \Program Files\Microsoft MapPoint\MAPOINT.chm. The Raiser s Edge integrates with Microsoft s MapPoint For instructions about working with the MapPoint 2004 options, see the MapPoint help file. You can access the help file through Explore: \Program Files\Microsoft MapPoint\ MAPOINT.chm. The New button opens a new map in MapPoint. The Load map from file button opens the Load Map screen. From this screen, you can select to open any saved map (*.ptm file). The Save button saves the map as a *.ptm file. It also opens the Save As screen if the map has not been previously saved. The Print button prints a hardcopy of the map. The Undo button reverses the most recent change you made to the map.

23 M APP OINT AND THE RAISER S EDGE 17 The Redo button replaces changes recently reversed using the Undo button. The Legend and Overview button displays a legend for the map, helping users understand the map. The Territories button displays options for creating territories on your map. The Find nearby places button locates places such as hotels, restaurants, subway stations, near a selected location on your map. The Route Planner button generates a driving route. The Directions button generates a set of driving directions for selected points on your map. The Import Data Wizard button takes you step-by-step through the process of importing data from an outside source (i.e., Microsoft Excel spreadsheet) into MapPoint. The List button offers to generate two types of lists: All Locations or Selected Areas Only. If you select All Locations, the program lists all locations included on the map. If you select Selected Areas Only, only the specific area you select on the map is included in the list. The Create Output Query button offers to generate two types of output queries: All Locations or Selected Areas Only. If you select All Locations, the query includes all records included on the map. If you select Selected Areas Only, only records in the area you select on the map are included in the query. The Show Information button displays or hides information about a selected place or pushpin on the map. The Drawing Tool button displays a toolbar at the bottom of the screen, which includes buttons for creating and changing tables and shapes on your map.

24 18 C HAPTER 1 The Back and Forward buttons allow you to toggle between various versions of the map. Click Back to go to a previous version of the map; click Forward to return to the existing version. The Find button opens the Find screen. From this screen, you can search the map for a specific location. The Zoom Out button zooms out the map, giving you a view of a larger area. The Zoom In button, zooms in the map, giving you a more detailed view of a smaller area. The Select button changes the pointer to a Select tool. You can then select an area of the map. Once an area is selected, you can click inside the area to zoom in. The Pan button allows you to pan the map. Procedures With Mapping, you can create new maps using data from your Raiser s Edge database, edit existing map criteria, delete map criteria records, and view maps. The following procedures take you step-by-step through the process of working in Mapping. Create a New Map The Raiser s Edge integrates with Microsoft s MapPoint For instructions about working with the MapPoint 2004 options, see the MapPoint help file. You can access the help file through Explore: \Program Files\Microsoft MapPoint\ MAPOINT.chm. To create a map, from the Mapping page in The Raiser s Edge, click New Map. The New Mapping Parameters wizard screen appears. Using this wizard, you can enter the criteria to be used in generating the list of addresses you want to map. When you click Show Map in the Mapping Parameters wizard, The Raiser s Edge generates a list of addresses matching the criteria defined using the wizard. The program creates an export file, containing constituent name and address information and passes the information to MapPoint. MapPoint then generates a map with markers for each address included in the export file.

25 M APP OINT AND THE RAISER S EDGE 19 Creating a new map from The Raiser s Edge A fundraiser for your organisation is planning a New Year s Day, 2006 event in London. Before selecting a specific location for the event, he wants to see where all of the London constituents are located, so he can select the most central location. 1. From the Raiser s Edge bar, click Mapping. The Mapping page appears. 2. On the Mapping page, click New Map. The New MapPoint Parameters screen appears, displaying the General tab. MapPoint cannot map constituents with P.O. boxes as their address. If such addresses are included in the list passed to MapPoint, the Unmatched Address screen appears for each P.O. box address included in the list. From this screen, you can select the appropriate action for each address. To avoid this situation, you may consider including in your mapping queries a condition to exclude these addresses from the results.

26 20 C HAPTER 1 For more information about the General tab, see General Tab on page On the General tab, you enter general criteria information to be used in generating the list of addresses you want to map. For this scenario, enter the following information. a. You want to search all records in your database for constituents with addresses in London, so you do not have to change the Include button, which defaults to include All Records. b. In the Map only locations in frame, enter London in the City field. Because you want only constituents with addresses in London, you can leave the other fields blank. c. Because the fundraiser hopes the event will also get inactive constituents involved in the organisation again, mark Include inactive constituents. d. If the Display maps in frame appears, you have both the North American and European versions of MapPoint installed. You must select which version you want to use when generating your map. For this scenario, select MapPoint Europe. e. Because you want to generate a static constituent output query of the records included in the map (you may later use the query in Mail) mark Create output query. Because you are including both individual and organisation records in your map, select Constituent in the query field.

27 M APP OINT AND THE RAISER S EDGE After you complete the General tab, click Next to move to the Ind. Address tab. 5. On the Ind. Address tab, you select the address information you want to include in your address list. The selected information determines the address processing applied to the mapped locations for individual constituents. For this scenario, enter the following information. a. Because the fundraiser may want to contact some constituents included on the map, you want to include both address and phone number information when generating the map. In the What would you like to see field, select Address & Phone. b. Because you selected Address & Phone in the What would you like to see field, you must select a phone type in the Phone type field. For this scenario, you want to increase your chances of including a phone number for each constituent, so select First telephone found. c. You know a number of your constituents have summer homes in London. In Step 1, to allow the program to consider seasonal addresses when generating your map, mark the Consider addresses with seasonal dates as of checkbox. In the corresponding field, select the as of date you are willing to accept seasonal addresses. For this scenario, you know Jan. 1, 2006 is the date of the event, so select <Specific date>. When the Date field appears, enter 01/01/2006. The map uses the date you enter to determine whether the seasonal address is valid to include on your map. For more information about the Ind. Address tab, see Ind. Address Tab on page 7.

28 22 C HAPTER 1 NCOA is an address correction service that works with Blackbaud s NCOA On-Demand. For more information, see the Address Correction Services chapter in the Data Enrichment Services Guide. d. In Step 2, specify the address types to consider if a valid seasonal address is not found in Step 1, or you did not select to include seasonal addresses in the map. For this scenario, you want a constituent s preferred address considered first if no seasonal address if found. This address type defaults to the Addresses to use box, so there is no need to move it. If a preferred address is not located on the constituent record, you want the first address found used for your map. In the Addresses box, select First address found and click the single right arrow to move it to the Addresses to use box. e. In Step 3, you can further refine the address information included in your map using attributes. For this scenario, to avoid outdated or incorrect addresses, you want to include only NCOA (National Change of Address) confirmed addresses. To select this address attribute, click the Address Attributes button. The Address Attributes to Consider screen appears.

29 M APP OINT AND THE RAISER S EDGE 23 Select NCOA Confirmed? in the attribute Category column and Yes in the Description column. (This information is entered on the Attributes tab of the constituent Address screen). When you finish entering address attributes, click OK. You return to the Ind. Address tab. Yes appears next to the Address Attributes button. 6. After you complete the Ind. Address tab, click Next to move to the Org. Address tab. 7. On the Org. Address tab, you can select the address processing you want applied to the mapped locations of organisation constituents For this scenario, enter the following information. For more information about the Org. Address tab, see Org. Address Tab on page 9.

30 24 C HAPTER 1 a. Because the fundraiser may want to contact some constituents included on the map, you want to include both address and phone number information when generating the map. In the What would you like to see field, select Address & Phone. b. Because you selected Address & Phone in the What would you like to see field, you must select a phone type in the Phone type field. For this scenario, you want to increase your chances of including a phone number for each constituent, so select First telephone found. c. You can select to include contact address information or only the organisation address information with your map. For this scenario, the fundraiser wants contact information, so select the Show contacts. The organisation name does not appear with your map. Also, the Org. Address tab displays buttons specific to contacts so you can define the contact information you want to include. d. Because in Step 1 you selected to Show contacts in your map, in Step 2 you must identify the contact types to include. Click the Contact Information button. The Contacts to Print screen appears. The fundraiser has asked that you include primary contacts and social contacts only, so mark the Include Selected Contact Types Only checkbox. In the Contact types box, highlight Primary and click the single right arrow to move it to the Contact types to include box. Repeat for Social. After you select all the contact types whose addresses are acceptable for your map, click OK. You return to the Org. Address tab. A display appears to the right of the Contact Types to Include button, listing the contact types you selected. Also in Step 2, because you are using the Show contacts option in Step 1, you can further refine the contact address information included your map by using attributes. For this scenario, to avoid outdated or incorrect addresses, you want to include only NCOA (National Change of Address) confirmed addresses. To select address attributes, click the Contact Address Attributes button. The Contact Address Attributes to Consider screen appears. Because you want only NCOA confirmed addresses included, select Only consider Contacts with one of these address attributes.

31 M APP OINT AND THE RAISER S EDGE 25 Then select the specific attributes you want considered. In the grid, select NCOA Confirmed? in the Category column and Yes in the Description column. When you finish entering address attributes, click OK. You return to the Org. Address tab. Yes appears next to the Address Attributes button. NCOA is an address correction service that works with Blackbaud s NCOA On-Demand. For more information, see the Address Correction Services chapter in the Data Enrichment Services Guide. 8. After you complete the Org. Address tab, click Show Map to generate your map.

32 26 C HAPTER 1 If you have not used MapPoint as a standalone application before generating a map through The Raiser s Edge, the Microsoft End User License Agreement screen appears. 9. Click I agree to continue. The Online Registration screen appears. You can choose to Register Now or Register Later.

33 M APP OINT AND THE RAISER S EDGE If MapPoint cannot find an exact match for any of the addresses, a screen appears, asking you to select a match or to skip the address. 11. In the Potential locations for this record box, select the address you want the program to use, and click OK. You can also select to Skip Record, and the program does not include this record on the map or to Skip All Records and all unmatched records are not included on the map. To cancel the map processing and return to The Raiser s Edge, click Cancel. When the program finishes processing the address information, the MapPoint screen appears. Pushpins represent the selected constituents locations. 12. From the MapPoint screen, you can save the map as a *.ptm file that you can open later in MapPoint proper. a. Click Save on the toolbar. The Save Map screen appears. b. Map to the location you want the map saved and enter a File name.

34 28 C HAPTER 1 c. Click Save map to file. You can now open the map in MapPoint. 13. To close the MapPoint screen and return to the Mapping Parameters wizard in The Raiser s Edge, click the X in the upper right-hand corner. 14. From the Mapping Parameters wizard, you can save the map criteria. a. Click Save on the toolbar.the Save Report As screen appears. b. Enter a Mapping name. c. Enter a Description. d. To allow other users to run this map criteria, mark Other users may run this Mapping. e. To allow other users to make changes to the map criteria, mark Other users may modify this Mapping. f. Click Save to save the map criteria. 15. To close the Mapping Parameters wizard and return to the Mapping page, on the menu bar, click File, Close. Edit an Existing Map The Raiser s Edge integrates with Microsoft s MapPoint For instructions about working with the MapPoint 2004 options, see the MapPoint help file. You can access the help file through Explore: \Program Files\Microsoft MapPoint\ MAPOINT.chm. To edit a map, from the Mapping page in The Raiser s Edge, select the map you want to change, and click Open. The mapping wizard for the selected map appears, and you can enter any necessary changes to the existing criteria. When you click Show Map in the wizard, The Raiser s Edge generates an updated list of addresses matching the new defined criteria. The program updates the export file containing constituent names and address information and passes the information to MapPoint. MapPoint then generates an updated map with markers for each address included in the export file.

35 M APP OINT AND THE RAISER S EDGE 29 Editing an existing map from The Raiser s Edge 1. From the Raiser s Edge bar, click Mapping. The Mapping page appears. All existing maps appear in the grid. 2. Select the map for which you want to change the mapping criteria. 3. On the Mapping page, click Open. The wizard screen for the selected map appears. 4. Make any necessary changes. 5. Click Show Map to generate your updated map.

36 30 C HAPTER 1 If MapPoint cannot find an exact match for any of the addresses, a screen appears, asking you to select a match or to skip the address. 6. In the Potential locations for this record box, select the address you want the program to use, and click OK. You can also select to Skip Record, and the program does not include this record on the map or to Skip All Records and all unmatched records are not included on the map. To cancel the map processing and return to The Raiser s Edge, click Cancel. When the program finishes processing the address information, the MapPoint screen appears. Pushpins represent the selected constituents locations. 7. From the MapPoint screen, you can save the map as a *.ptm file that you can open later in MapPoint proper. a. Click Save on the toolbar. The Save Map screen appears. b. Map to the location you want the map saved and enter a File name.

37 M APP OINT AND THE RAISER S EDGE 31 c. Click Save. You can now open the map in MapPoint. 8. To close the MapPoint screen and return to the Mapping Parameters wizard in The Raiser s Edge, click the X in the upper right-hand corner. 9. From the mapping wizard, you can save the updated map criteria by clicking Save on the toolbar. 10. To close the mapping wizard and return to the Mapping page, on the menu bar, click File, Close. Delete an Existing Map To delete a map you no longer need, from the Mapping page in The Raiser s Edge, select the map you want to change, and click Delete. The map is removed from The Raiser s Edge. Deleting an existing map from The Raiser s Edge 1. From the Raiser s Edge bar, click Mapping. The Mapping page appears. All existing maps appear in the grid. The Raiser s Edge integrates with Microsoft s MapPoint For instructions about working with the MapPoint 2004 options, see the MapPoint help file. You can access the help file through Explore: \Program Files\Microsoft MapPoint\ MAPOINT.chm. 2. Select the map you want to delete. 3. On the Mapping page, click Delete. A confirmation screen appears. 4. Click Yes to delete the map and return to the Mapping page.

38 32 C HAPTER 1 View an Existing Map The Raiser s Edge integrates with Microsoft s MapPoint For instructions about working with the MapPoint 2004 options, see the MapPoint help file. You can access the help file through Explore: \Program Files\Microsoft MapPoint\ MAPOINT.chm. If you do not have to make changes to the mapping wizard but you want to view an updated version of an existing map, you can do so without opening the mapping wizard. Viewing an existing map from The Raiser s Edge 1. From the Raiser s Edge bar, click Mapping. The Mapping page appears. All existing maps appear in the grid. 2. Select the map you want to view. 3. On the Mapping page, click Show Map. The program generates an up-to-date version of the selected map. If you marked the Create static query checkbox on the General tab of the selected map, the Save static query screen appears before the map opens. a. Enter a Query name. b. Enter a Description of the query. c. The Query format defaults to Static and cannot be changed.

39 M APP OINT AND THE RAISER S EDGE 33 d. To allow other users to run this query, mark Other users may execute this query. e. To allow other users to make changes to the query, mark Other users may modify this query. f. Click Save to save the query. The updated map appears. 4. If MapPoint cannot find an exact match for any of the addresses, a screen appears, asking you to select a match or to skip the address. In the Potential locations for this record box, select the address you want the program to use, and click OK. You can also select to Skip Record, and the program does not include this record on the map or to Skip All Records and all unmatched records are not included on the map. To cancel the map processing and return to The Raiser s Edge, click Cancel. When the program finishes processing the address information, the MapPoint screen appears. Pushpins represent the selected constituents locations. 5. You can save the updated map as a *.ptm file to open later in MapPoint proper.

40 34 C HAPTER 1 a. Click Save on the toolbar.the Save Map screen appears. b. Map to the location you want the map saved. c. Enter a File name. d. Click Save. 6. To close the MapPoint screen and return to the Mapping page in The Raiser s Edge, click the X in the upper right-hand corner. Locate an Existing Map The Raiser s Edge integrates with Microsoft s MapPoint For instructions about working with the MapPoint 2004 options, see the MapPoint help file. You can access the help file through Explore: \Program Files\Microsoft MapPoint\ MAPOINT.chm. If you have a number of saved map parameter files on your Mapping page in The Raiser s Edge, the Find button can help you quickly locate a specific file. Locating an existing map in The Raiser s Edge 1. From the Raiser s Edge bar, click Mapping. The Mapping page appears. All existing maps appear in the grid. 2. On the action bar, click Find. The Find screen appears. 3. In the Field field, you can choose to search for the map parameter file using the file Name, Description, Date Created, or Created By.

41 M APP OINT AND THE RAISER S EDGE Once you select the Field on which to base your search, enter what you want the program to find. For example, if you select Created By in the Field field, in the Find what field, enter the user name. 5. In the Match field, select the type of match you want the program to use when locating the file. Any part of field locates all files containing any part of the information entered in the Find what field; Whole field locates the file matching all the information entered in the Find what field; Start of field locates any file starting with the information entered in the Find what field. 6. Click Find First. The program locates the first file matching your criteria. 7. If this is not the file you want, click Find Next to continue the search. 8. When you complete your search, click Close. Export Mapping List If you need to use mapping information in another software application, you can export the map parameter file for use in outside applications. For example, you may want to share your map information with someone who does not have The Raiser s Edge. Using the export function, you can export your data into a shared application. When you export a map, you send the information to the database of another software application using a data file. If you are exporting data to Microsoft Excel, see Export Mapping List to Excel on page 37.

42 36 C HAPTER 1 Exporting data used in MapPoint 1. From the Raiser s Edge bar, click Mapping. The Mapping page appears. All existing maps appear in the grid. 2. Right-click on the map you want to export. 3. Select Export Mapping List Grid. The Export screen appears. 4. In the Export file type field, select an export format. For example, if you want to use the data in Microsoft Access, you can select Microsoft Access 2000 Database. The data is then formatted for use in Access. 5. In the Export file name field, select where you want the file saved. 6. Click Export Now to export the data.

43 M APP OINT AND THE RAISER S EDGE 37 You return to the Mapping page. The new export file is saved in the selected location. 7. You can now open the outside application and access the mapping data. Export Mapping List to Excel If you need to use mapping information in Microsoft Excel, you can export the map parameter file directly to the outside application. Exactly what information is included in the export depends on from where you run the export. Exporting from The Raiser s Edge If you execute the export from The Raiser s Edge, the export option appears only if the map of the selected parameter file is focused on either a radius border or a drivetime zone border. In addition, information exported to Excel includes only the addresses within the area outlined by the radius or drivetime zone border.

44 38 C HAPTER 1 The export option appears only if the selected map is focused on either a Radius border or a Drivetime Zone border. The set of addresses exported to Excel include only addresses within the area outlined by the applicable Radius or Drivetime Zone border. Exporting MapPoint address data from The Raiser s Edge to Excel 1. From the Raiser s Edge bar, click Mapping. The Mapping page appears. All existing maps appear in the grid. 2. Right-click on the map you want to export. 3. Select Export Mapping List Grid to Excel. The program runs the export. When the export is complete, Excel opens, displaying the Mappoint data. Exporting from the MapPoint Screen If you execute the export from the MapPoint screen generated from The Raiser s Edge and the map does not have a drivetime zone or radius border selected, the exported data includes all locations mapped. If you do have the focus on a drivetime zone or radius border, only the constituents included in the drivetime zone or radius boarder are included in the export. Exporting MapPoint address data from the MapPoint screen to Excel 1. Generate your map in The Raiser s Edge. The MapPoint screen appears.

45 M APP OINT AND THE RAISER S EDGE On the toolbar, click Legend and Overview. The Legend and Overview pane appears on the left side of the screen. For information about generating a map in The Raiser s Edge, see Creating a new map from The Raiser s Edge on page Under Pushpins, right-click on The Raiser s Edge Addresses. 4. Select Export to Excel. The program runs the export. When the export is complete, Excel opens, displaying the Mappoint data. Columns Available in Mapping You can edit and rearrange columns included in the Mapping page grid. Add/remove/arrange columns on the Mapping page 1. To add or remove columns, right-click in the Mapping page grid.

46 40 C HAPTER 1 2. Select Columns. The Columns screen appears. 3. All available columns appear in the Columns box. All columns currently displayed in the grid appear in the Display these columns box. Use the arrow buttons to move column names between the two boxes. 4. To locate a specific column in the Columns box, click Find. The Find screen appears. 5. To locate a column, follow these steps: a. Enter the column name you want to locate in the Find what field. b. Enter the type of match you want in the Match field: Any part of field, Whole field, or Start of field. c. Click Find First. If the program fails to locate the correct column, click Find Next. d. Click Close to return to the Columns screen. 6. Also on the Columns screen, you can arrange the column names included in the Display these columns box using the up and down arrows available on the right side of the screen. The columns appear on the Mapping page based on the arrangement selected in the Display these columns box. For example, if Name is the first column listed in the Display these columns box, Name is the first column listed on the Mapping page.

47 M APP OINT AND THE RAISER S EDGE When you finish with the Columns screen, click OK. Your new column arrangement displays. Map Properties You can view property information about a selected map without opening the mapping wizard. Viewing map properties 1. From the Mapping page, right-click on the map for which you want to view property information. 2. Select Properties. The Report Properties screen appears. 3. To close this screen and return to the Mapping page, click Close.

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