Update The Raiser s Edge

Transcription

1 C HAPTER 5 Update The Raiser s Edge In This Chapter Overview Procedures Reference Update Raiser s Edge Step 1 of 4 Screen Edit an Action Screen Step 2 of 4 Screen Step 3 of 4 Screen Step 4 of 4 Screen Chapter 5 Update The Raiser s Edge 37

2 Overview The Update The Raiser s Edge wizard updates actions, notes, and/or attributes within The Raiser s Edge for all customers in QuickSell who have made purchases since the last update. For customers who are not constituents in The Raiser s Edge, the updated action, note, attribute, etc., occurs on the constituent record to whom they are linked (i.e., the relative s or organization s record). Note: If both the constituent and the spouse are included in the update only the constituent action, note, and/or attribute are created. Procedures The procedures section provides step-by-step instructions for completing the specified process. The beginning of each procedure is indicated by the right-arrow and bold text. For more detailed information about a field, please see the reference section. To update The Raiser s Edge: 1. From the main menu, click Update The Raiser s Edge. The Step 1 of 4 screen appears. 2. Enter the appropriate action information. This information is used to add an action to each updated constituent record in The Raiser s Edge. 38 Update The Raiser s Edge Chapter 5

3 3. Click Next. The Step 2 of 4 screen appears. 4. Enter the appropriate note information. This information is used to add a note to each updated constituent record. 5. Click Next. The Step 3 of 4 screen appears. 6. Enter the attribute information. The options on this screen vary depending on the attribute data type. This information is used to add an attribute to each updated constituent. 7. Click Next. The Step 4 of 4 screen appears. 8. Mark the Preview before updating The Raiser s Edge checkbox to preview the action, note and attribute information on screen before updating. 9. Click Finished. The Update Preview screen appears. Those actions, notes, and attributes with the checkbox marked will be updated. Mark All selects all of the previewed records, Unmark All clears the checkboxes. 10. Once you have selected the appropriate records, click OK. Reference This reference section provides field-by-field information on the Update Raiser s Edge wizard. Each reference section displays the available screens for the option along with a table that lists each field, the field type, and the field description. There are four possible field types: Required, Optional, Display, and Button. Note: The information entered on each parameter screen is saved and is available the next time the screen is accessed. Chapter 5 Update The Raiser s Edge 39

4 Update Raiser s Edge Wizard Step 1 of 4 Screen From the Step 1 of 4 screen, you specify that you want to add an action to the constituent record in The Raiser s Edge. Here you enter the default action information. This information is used to create an action for each constituent record being updated. Add Action frame O When marked, checkbox indicates an action will be added to each updated constituent. Action date O Date of the action. Time O Time of the action. Action type O Determines action type. Select from the action types previously established in The Raiser s Edge Configuration module. Status O Status of the action. Assigned to O User to whom the action is assigned. Letter O Letter sent regarding the action, if any. Edit Action B Opens the action record. 40 Update The Raiser s Edge Chapter 5

5 Edit an Action Screen From the Edit an Action screen you can add attributes to the action record, set the action priority, set a reminder, and add any notes you would like associated with the action. Action Date R Date of the action. Time R Time of the action. Action Type R Type of action. Select from the available action types previously established in The Raiser s Edge Configuration module. Status R Status of the action. Assigned To O Person to whom the action is assigned. Select from an existing solicitor s record. Letter O Letter sent regarding this action, if any. Priority R Priority of the action. Auto-remind frame O Sets a reminder for the specified user that the action is approaching. Select the user s name and enter the amount of time before the action in which you would like the reminder to occur. Notes O Any notes you would like associated with the action. Attributes grid O Any attributes you would like associated with the action record. Select from the available categories by selecting the category column and then clicking the down arrow. Chapter 5 Update The Raiser s Edge 41

6 Step 2 of 4 Screen The Step 2 of 4 screen allows you to indicate whether or not you would like a note added to the updated constituent records. If you chose to add a note, you must enter the default note parameters. Add Note frame O Checkbox, when marked, indicates a note will be added to the constituent records being updated and enables the note parameters. Notepad type R Select from the available notepad types established in The Raiser s Edge. Description O Default description of the note. Date O Date of the note. Contents O Defines what goes into the note. Choose from User defined, Itemized purchases, Total amount of purchases, and Totals by department. Note O The Note box is enabled when User defined is selected in the Contents field. Otherwise, it becomes the Sample box. Include total number of visits O When the checkbox is marked, the line Total number of visits: ## will be inserted after the last line of the note. This will place the total number of visits made by the customer to the store into the note record. 42 Update The Raiser s Edge Chapter 5

7 Step 3 of 4 Screen From the Step 3 of 4 screen, you can specify an attribute to be added for each updated constituent. If the checkbox is marked, the attribute parameter fields are enabled. Add Attribute frame O Indicates an attribute will be added for all updated constituent records. Category R Determines which additional parameter fields appear on the screen. Select from the list of available attribute categories. Attribute categories are established in The Raiser s Edge. Description R The description depends on the attribute data type. If the data type is yes/no or a table, select the description from the list of available fields. If the data type is currency, then the Total amount of purchases and the User defined radio buttons appear. You can then mark either option. If you choose User defined, type the appropriate information. This description will appear on each constituent record. Comment O Comments associated with the attribute. Chapter 5 Update The Raiser s Edge 43

8 Step 4 of 4 Screen From the Step 4 of 4 screen you are given the opportunity to preview the records being created before The Raiser s Edge is updated. This allows you to verify that records being created are correct. If you choose to preview the records, you will have the opportunity from the preview screen to select or deselect individual records. Preview before updating O Checkbox indicates system is to preview the records being created on screen before completing the update process. 44 Update The Raiser s Edge Chapter 5