AIM SACRAMENTAL REGISTRY USER GUIDE. 825 Victors Way Suite 200 Ann Arbor, MI

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2 2 AIM SACRAMENTAL REGISTRY USER GUIDE Pub 18 R3 for use with ParishSOFT AIM Sacramental Registry Version and Later 825 Victors Way Suite 200 Ann Arbor, MI Web: Phone: (734) main (866) support Fax: (734) ParishSOFT LLC, all rights reserved. ParishSOFT grants licensed users the right to unlimited duplication of this publication for internal use. PUB18R JAN

3 AIM SACRAMENTAL REGISTRY 3 CONTENTS Introduction... 4 Find the Answers You Need... 4 Run the Application... 5 Log In... 5 Change Your Password... 6 Users and Permissions... 6 Using the Display Tools... 8 Sort by Column... 8 Search for a Member... 9 View or Populate Sacrament Records Open Sacramental Details Screen Menu Options Baptism Reconciliation Prep First Eucharist Confirmation General Member Information RCIA Matrimony Holy Orders Religious Profession Funeral Print Sacramental Certificates Editing Certificate Templates Track Sacramental Notes Print Sacramental Notifications Choose Sacramental Places from Online Catholic Directory Deselect Person or Place from Sacrament Record Print List View Searching the Online Catholic Directory.. 34 Export to CSV Index AIM SACRAMENTAL REGISTRY USER GUIDE

4 4 Introduction ParishSOFT s AIM Sacramental Registry gives the diocese a simple way to output sacramental information into Canonical reports. Sacramental Registry uses the common AIM sacramental records that reside at the diocese. Synchronizing parishes access these records online whenever they update a member s sacramental information. This sharing of a common set of data ensures that the diocese and parishes always have the most current sacramental records. AIM Sacramental Registry automatically updates the AIM database nightly with your latest entries. Find the Answers You Need In This User Guide This user guide is available as a PDF file from and from two locations within the program: the Help button; and the About > User Guide menu options. For first-time users, this manual documents the tasks that you will complete as you use the AIM Sacramental Registry to view sacrament information and create Canonical reports. The instructions in this manual assume that your ParishSOFT software and AIM server have been installed and configured and that the following conditions are true. Initial Implementation of AIM database is complete. Your administrator has established your login rights (you will need your username and password to run the application). All users can find topics using the Contents or Index pages or Acrobat Reader s TM Search button. Example topics include: View or Edit Sacramental Details Search Baptismal Activity Report Baptism Sponsor You can also link from any of the Bookmark topics directly to the page. PDF files are readable from Adobe s free Acrobat Reader software, available on ParishSOFT Online Resources Our website offers many tools to help you find the answers you need. ParishSOFT Forums Put collaboration to work for you. Use ParishSOFT forums to discuss business practices, get insights on ministry strategies, ask a question about your software, or post any other topic that might benefit you. Register today at Technical Notes and FAQs Find quick answers to common questions...just log in at and click the Technical Notes & FAQs link. Training ParishSOFT offers many popular training courses for parishes and dioceses. Register for scheduled courses any time at or us at training@parishsoft.com to request a course specifically for your staff. Contact Support Support from our outstanding staff is available per the terms of your license agreement. us at support@parishsoft.com, or call us tollfree at ext. 2.

5 AIM SACRAMENTAL REGISTRY 5 Run the Application Once you have installed ParishSOFT s AIM Sacramental Registry Module, open the application using one of the following methods. Double-click on your AIM Sacramental Registry desktop icon (created during install). Log In Each time you run a ParishSOFT module, the system will ask you to log in. 1. Type your Username in the top field and press your <Tab> key. Click Start menu > [All] Programs > ParishSOFT > AIM Sacramental Registry. From your Start menu s Program Shortcuts, click AIM Sacramental Registry. Create a Shortcut To add a shortcut to any ParishSOFT application to your Start menu or Desktop, complete the following steps. Your exact procedure may vary slightly depending on your operating system. 1. Minimize all applications on your desktop. 2. Click Start > [All] Programs > ParishSOFT. 3. Click and drag from the ParishSOFT application to your Start menu or Desktop. Follow any prompts given by your systems. 2. Enter your Password (in all lowercase letters) as set up by your system administrator. 3. If this is your first time logging in, Change Your Password using the procedure on the following page. 4. Click OK to open the main AIM Sacramental Registry screen. The AIM Sacramental Registry Module opens to the AIM Family Directory screen shown on the following page. This screen displays sacrament records of parish members in your diocese. Sacrament-labeled tabs, display tools, and search utilities allow quick, easy navigation through the records. New ParishSOFT users may be asked to perform a onetime system update for U.S. Catholic parishes. If you are asked to run such an update, click Yes. The update may take several minutes to complete. AIM SACRAMENTAL REGISTRY USER GUIDE

6 6 Change Your Password All users must change their passwords to protect the security of diocesan family data and to prevent others from accessing the database using their identification. Users with administrator-level access rights should pay special attention to protecting their login data and keeping their passwords private. Complete the following steps to change your password. 1. Double-click your AIM Sacramental Registry icon, or, if the application is already running, click Staff menu > Logon. The Login screen will open. 2. Type your Username and Password. 3. Click the Change Your Password button to open the screen shown below. 4. Enter your new password in both fields and click OK. Users and Permissions Your diocesan administrator uses the Diocesan Directory software to establish login rights and privileges for each AIM system user. If your login does not allow you access to a ParishSOFT application or to specific functions within a program, please contact your diocesan administrator to request privileges. To keep data secure in individual parishes and organizations, you must have organization-specific diocesan Login Privileges and permission to View and Edit/Add Members to access and make any changes to member sacramental records. To determine your privileges within the AIM database: 1. Login to the database. 2. Click Staff menu > View Privileges to open the User Privileges screen (shown below). 3. Choose the desired Organization from the lookup table at the top of the screen and press <Tab> to display your system privileges within the selected organization. Your password is now changed. This user has privileges in these organizations Login rights are granted Your account must have privileges to edit Members in order to update Sacramental Records.

7 AIM SACRAMENTAL REGISTRY 7 F5 to Refresh Press <F5> to refresh your list view with the most current sacrament data Display Tools Choose # of records to display Use Arrow keys to view next or previous set of records. Set Year or Date Range Reporting Tools Use the Reports menu to create instant reports. Or export to Excel or Access to manipulate your sacrament report data any way you choose. Search Tools Search by any data set. Click a column header in the list view to change the search category (e.g., last name, marriage date, first name, etc.) Sacrament Tabs Click a tab to display sacrament records in the list view. In this example, Marriage records in the diocesan database are displayed. Sort Your List View The list view sorts by member last name. Click any other column header to sort the list view temporarily by a different category (Parish, Celebrant, etc.). AIM SACRAMENTAL REGISTRY USER GUIDE

8 8 Using the Display Tools Use this procedure to specify which sacramental data displays in the list view on your AIM Sacramental Registry screen. The AIM Sacramental Registry Screen offers several simple, intuitive tools that you can use to display exactly the sacramental records you wish to see. 1. Populate the 4-Digit Year field to reflect the year you wish to view. You can specify a single year, or check the Use Date Range box to specify a range of years. 2. Set the Display to determine how many records appear in the list view. 4. The arrow buttons move forward and back in your list view. << Go to first record. < Go back to display previous # of records, where # equals the selection in the Display field. > Go forward to display next # of records, where # equals the selection in the Display field. >> Go to last record. Sort by Column Sacramental records display in the list view sorted by member s last name. Click any other column header to sort the list view temporarily by a different category (Parish, Celebrant, Baptism Date, etc.). All columns sort in ascending order. Sorting selections return to the default selection (i.e., by last name) when you click the Last Name column or when you click on another sacrament tab. 3. View/Edit Populate Sacrament records as needed.

9 AIM SACRAMENTAL REGISTRY 9 Search for a Member Use this procedure to search by almost any data category in member sacrament records. For example, you can locate a particular baptism record by searching for the Sponsor name, Celebrant, Parish, Last Name, etc. Searches are performed on the 4- Digit Year you have specified for your data. 1. Specify the 4-Digit Year or Date Range for your search. 2. Click the desired sacrament tab (e.g., Baptismal Activity, First Communion, Marriage, etc.). marriage place (i.e., Parish), scroll to the right in your list view and click the Parish column header. The Search Column field lists in brackets the column that you have selected. In this example, we will search the [Parish] column to locate marriages in St Gregory parish. 4. Type your search criteria in the Search text field (e.g., St Gregory). 5. Click the Search button. Results matching your search criteria will display at the top of your list view. 3. Click the list view column header to specify which column you wish to search. For example, to search for AIM SACRAMENTAL REGISTRY USER GUIDE

10 10 View or Populate Sacrament Records ParishSOFT s Sacramental Details are available from the Member screen for each person with a record in your diocesan database. Sacramental Details provide the means to track sacrament records in accordance with the requirements of Catholic canon law for each parish member. ParishSOFT advises parishes to populate their member records with the most complete sacramental information available for thorough recordkeeping (e.g., place of sacrament, sponsors, celebrant, etc.). When parishes synchronize their data with the diocese, their Sacramental Details reside permanently in the diocesan database. Any updates made at the parish level to member Sacramental Details are done so using the parish s online connection to the diocesan server. Open Sacramental Details Screen Use the following procedure to access your Sacramental Details. 1. Display the member s name in the list view on the AIM Sacramental Registry screen. 2. From the Member screen, click the Sacraments tab > Edit/View Sacramental Details button. The Sacramental Details screen will open to show the member s sacramental records. Basic Sacramental Records Listed Here. Sponsor & Registry Details Listed within Each Tab and Screen. Full Sacramental Details are Available whether Sacraments are Hosted Locally or at the Diocese.

11 AIM SACRAMENTAL REGISTRY 11 Menu Options The Sacramental Details screen has the following menu options. Screens provides choices to take you directly to specific sacramental details screens. Create Certificates lets you Mail Merge a sacramental certificate to the selected member. See Print Sacramental Certificates, page 27, for more information. Send Notifications creates a Mail Merge sacramental preparation document for the selected member. ParishSOFT provides notification templates for each sacrament and stores them with the sacramental certificates templates in the path [YourDatabaseLocation]/ParishSOFT/ Templates/Sacraments. AIM SACRAMENTAL REGISTRY USER GUIDE

12 12 Baptism You must have the member s full sacrament record open on the Sacramental Details screen to enter Baptism information. Enter Basic Baptism Data 1. Check the Completed box. 2. Enter the Date. (ParishSOFT will convert to mm-ddyyyy format automatically.) 3. Enter the Prep Year in yyyy format. 4. Click the Parish search button, locate the parish from the Online Catholic Directory, and click the Accept button. If the place of baptism is not in the database, click Parish/ Organization > Add New... to add it. 5. Click the Celebrant search button, locate the celebrant from the list, and click the Accept button. Enter Baptism Details (Sponsor, Registry, etc.) Use the fields on the Baptism tab to enter the extended baptism record. 3. Click the search buttons to locate the Sponsor and Witness names and accept them from the database. If a person s name is not in the database, type it into the field. Use the Registry fields to correlate your electronic data with its specific location in your parish s hard copy registries, if applicable. If you wish to print a Baptism certificate, you will also want to review the General information for the member. See General Member Information, page 16, and Print Sacramental Certificates, page Enter the Baptismal Name. 2. Faith will default to Catholic select another faith if needed from the lookup table.

13 AIM SACRAMENTAL REGISTRY 13 Reconciliation Prep You must have the member s full sacrament record open on the Sacramental Details screen to enter Reconciliation information. 1. Check the Completed box. 2. Enter the Date. (ParishSOFT will convert to mm-ddyyyy format automatically.) 3. Enter the Prep Year in yyyy format. 4. Click the Parish search button, locate the parish from the Online Catholic Directory, and click the Accept button. If the sacrament place is not in the database, click Parish/Organization > Add New... to add it. 5. Click the Reconciliation tab. Record any notes relevant to the person s sacramental preparation in the General Remarks field. Use the Registry fields to correlate your electronic data with its specific location in your parish s hard copy registries, if applicable. In accordance with Catholic canon law, the Celebrant field is not tracked for Reconciliation. AIM SACRAMENTAL REGISTRY USER GUIDE

14 14 First Eucharist You must have the member s full sacrament record open on the Sacramental Details screen to enter First Eucharist information. Enter Basic First Eucharist Data 1. Check the Completed box. 2. Enter the Date. (ParishSOFT will convert to mm-ddyyyy format automatically.) 3. Enter the Prep Year in yyyy format. 4. Click the Parish search button, locate the parish from the Online Catholic Directory, and click the Accept button. If the sacrament place is not in the database, click Parish/ Organization > Add New... to add it. 5. Click the Celebrant search button, locate the celebrant from the list, and click the Accept button. Enter First Eucharist Details (General Remarks, Registry) Click the First Eucharist tab. If applicable, type any notes relevant to the member s sacramental preparation into the General Remarks field. Use the Registry fields to correlate your electronic data with its specific location in your parish s hard copy registries, if applicable.

15 AIM SACRAMENTAL REGISTRY 15 Confirmation You must have the member s full sacrament record open on the Sacramental Details screen to enter Confirmation information. Enter Basic Confirmation Data 1. Check the Completed box. 2. Enter the Date. (ParishSOFT will convert to mm-ddyyyy format automatically.) 3. Enter the Prep Year in yyyy format. 4. Click the Parish search button, locate the parish from the Online Catholic Directory, and click the Accept button. If the sacrament place is not in the database, click Parish/ Organization > Add New... to add it. 5. Click the Celebrant search button, locate the celebrant from the list, and click the Accept button. Enter Confirmation Details (Name, Sponsor, Notes, Registry) Use the fields on the Confirmation tab to enter the extended confirmation record. 1. Enter the Confirmation Name. 2. Click the search buttons to locate the Sponsor name and accept it from the database. If the applicable person s name is not in the database, type it into the field. Record any notes relevant to the person s sacramental preparation in the General Remarks field. Use the Registry fields to correlate your electronic data with its specific location in your parish s hard copy registries, if applicable. AIM SACRAMENTAL REGISTRY USER GUIDE

16 16 General Member Information The dates and names on the General Member Info screen will populate the sacramental certificates that you print from your ParishSOFT software. You must have the member s full sacrament record open on the Sacramental Details screen to populate the fields for General Member Info. 1. Click the General button. The Birth Date, Age, and Gender fields populate automatically with data from the member records (on the Family Details screen in the AIM Family Directory module). 3. The Mother s Maiden name field populates automatically with data from the mother s member record. If the mother s record is not in the database, or if you need to make a quick change to this field, just click and type. If you edit the Mother s Maiden name of a woman with a member record in your parish, your edits will NOT result in a change to the mother s actual Maiden Name field found in her Matrimony record. 2. Type the name of the Birth Place and Father and Mother or click the search buttons to search and accept names or places already in your database.

17 AIM SACRAMENTAL REGISTRY 17 RCIA If the member entered the church via the Rite of Christian Initiation for Adults (RCIA) program, you can enter those records on the RCIA screen. 1. Click the RCIA button on the Sacramental Details screen. The RCIA screen will open. 2. Check the Completed box. 3. Enter the Date and Prep Year. 4. Click the Place search button, locate the parish from the Online Catholic Directory, and click the Accept button. If the sacrament place is not in the database, click Parish/Organization > Add New... to add it. 5. Click the Celebrant search button, locate the celebrant from the list, and click the Accept button. Use the Registry fields to correlate your electronic data with its specific location in your hard copy registries, if applicable. Record any notes relevant to the person s sacramental preparation in the General Remarks field. AIM SACRAMENTAL REGISTRY USER GUIDE

18 18 Matrimony Use the Matrimony screen to enter a current or prior marriage record in a member s Sacramental Details. 1. Click the Matrimony button on the Sacramental Details screen. The Matrimony screen will open. The top of the screen displays the Matrimony History, and the bottom displays the fields available for Matrimony Details. 2. Click the Add button. The system will suggest a possible spouse match if another adult is in the family record. Click Yes or No as appropriate for this record. 3. Check the Completed box and choose the marital Status. 4. For females who have changed their surnames, add the Maiden Name. 5. If the Spouse field is not populated correctly, click the Spouse search button, find and select the spouse name, and click the Accept button. If the spouse is not in your member database, type the name into the field. 6. Enter the Date and Prep Year. 7. Click the Parish search button, locate the parish from the Online Catholic Directory, and click the Accept button. If the sacrament place is not in the database, click Parish/ Organization > Add New... to add it.

19 AIM SACRAMENTAL REGISTRY Click the Celebrant search button, locate and select the celebrant from the list, and click the Accept button. 9. In the Best Man and Maid of Honor fields, you can either type the names into the fields (for non-members) or choose names from your parish member database (only your parish member names will be available from this list). 10. Check the Canonical? box if marriage was performed by clergy according to canon law. Check to indicate whether Banns, Disparity of Culture, Former Marriage, or Mixed Religion apply to the marriage. 11. Use the Registry fields to correlate your electronic data with its specific location in your parish s hard copy registries, if applicable. Record any notes relevant to the person s sacramental preparation in the General Remarks field. Spouse s Record Updated on Save Any changes that you save to a Matrimony record will automatically update the Matrimony record of the spouse (when the spouse has a record in your database). 12. Click Update to save. AIM SACRAMENTAL REGISTRY USER GUIDE

20 20 Record Matrimony History ParishSOFT lets you track history for the sacrament of Matrimony. Historical records are added the same way you add current Matrimony records. Complete the following steps. 1. Open either spouse s Sacramental Details and click Matrimony. Matrimony Details in Elizabeth Abbey s Record 2. Click the Add button. 3. Click No if asked to use current spouse. 4. Check Completed, choose a Status, select or enter the Spouse name, Date, and any other known information. For marriages with a Status of Divorced or Annulled, enter the Date Ended. Record Added to Elizabeth Abbey s Matrimony History Former Spouse s Matrimony History Automatically Updates 5. Click Update. This creates a Matrimony history record. If the Spouse has a record in your database, his or her Sacramental Details will also be updated with the shared matrimony record.

21 AIM SACRAMENTAL REGISTRY 21 Record Maiden Name for Member or Mother ParishSOFT gives you a special field to store the Maiden Name of any female members who have changed the surnames they were given at birth. You also have a Mother s Maiden name field that you can populate from a child s record if the mother does not have a member record in your parish. Change Maiden Name in the Member s Matrimony Record Complete the following steps to enter a Maiden Name in a female s Sacramental Details. 1. From the member record, click Edit/ View Sacramental Details button and click the Matrimony button. 2. Type the previous surname into the Maiden Name field. 3. Click Update to save. When a Maiden Name is populated in a mother s sacrament of Matrimony record, her maiden name will display on the General Member Info screen of her children s sacramental records if the Mother field is populated. Change Mother s Maiden Name From Child s Record If you need to populate the Mother s Maiden name field from within her child s sacrament record (e.g., if the mother is a non-member or is deceased), just open the child s General Member Info in the Sacramental Details, type the name into the Mother s Maiden field, and Update to save. AIM SACRAMENTAL REGISTRY USER GUIDE

22 22 Holy Orders Use the Holy Orders screen to record data for members with Diaconate, Presbyterial, or Episcopal orders. 1. Click the Holy Orders button on the Sacramental Details screen. The Holy Orders screen will open. 2. Check the Completed box and click either the Diaconate, Presbyterial, or Episcopal tab. 3. Enter the Date. 4. Click the Place search button, locate the church or parish from the Online Catholic Directory, and click the Accept button. If the place is not in the database, click Parish/ Organization > Add New... to add it. 5. Click the Celebrant search button, locate and select the celebrant from the list, and click the Accept button. 6. Complete any other fields (fields differ for Diaconate, Presbyterial, and Episcopal tabs) to indicate that requirements for consents and documents have been satisfied. 7. Enter the Classification and Role (e.g., Active, Retired, etc.). Use the Registry fields to correlate your electronic data with its specific location in your hard copy registries, if applicable. Record any notes relevant to the person s holy orders preparation in the General Remarks field.

23 AIM SACRAMENTAL REGISTRY 23 Religious Profession Use the Religious Profession screen to record data for members who have taken solemn vows. 1. Click the Religious Prof button on the Sacramental Details screen. The Religious Profession screen will open. 2. Check the Completed box. 3. Enter the Date. 4. Click the Place search button, locate the church or parish from the Online Catholic Directory, and click the Accept button. If the place is not in the database, click Parish/ Organization > Add New... to add it. 5. Click the Celebrant search button, locate and select the celebrant from the list, and click the Accept button. 6. Click the Relig. Order search button, locate the order from the Online Catholic Directory, and click the Accept button. If the order is not in the database, click Parish/Organization > Add New... to add it. Record any notes relevant to the person s religious profession in the General Remarks field. AIM SACRAMENTAL REGISTRY USER GUIDE

24 24 Funeral Use the Funeral screen to record data for members who have died. 1. Click the Funeral button on the Sacramental Details screen. The Funeral screen will open. 2. Check the Completed box. 3. Enter the Date of Death, press <Tab> key, and, if anointed, press your keyboard s spacebar to check the Anointed box. 4. Enter the Funeral Date and choose either Interred, Entombed, or Cremated from the lookup table. 5. Click the Next of Kin search button to populate this field, or type the name of a nonmember into the field. 6. Click the search buttons to find and populate the Vigil Place, Vigil Celebrant, Funeral Place, and Funeral Celebrant. If a place is not in the database, click Parish/ Organization > Add New... to add it. 7. Type the Cemetery Name or click the search button to locate it from the list. 8. Add all applicable cemetery/grave information and Cause of Death. Use the Registry fields to correlate your electronic data with its specific location in your parish s hard copy registries, if applicable. Record any relevant notes in the General Remarks field.

25 AIM SACRAMENTAL REGISTRY 25 Change Member and Family Records When a Member Dies When you enter Funeral information for a member, be sure to make the necessary changes to his/her membership Status, the spouse s marital status, and the family Mailing Name. Member and family records of deceased people should not be removed or deleted from your AIM Family Directory. Change Deceased Member Status 1. From the Family Details screen, double-click the deceased member s name to open the deceased member s record. 2. On the Member screen, set the membership Status to Deceased. Press <Tab>. This designator leaves the member record in the database, but the member name is not made available for assignments. 3. Enter the date of death in the Date Deceased field, which appears to the right of the deceased Status field. 4. If you have not already entered the Funeral information, click the Edit/ View Sacrament Details button. Your member s full Sacramental Details will open on the Sacramental Details screen. Click the Funeral button. Deceased members are no longer included in census results or mailings. The member record will now be listed on the Family Details screen with the text -dec next to the name. AIM SACRAMENTAL REGISTRY USER GUIDE

26 26 Change Surviving Spouse s Marital Status 1. Open the surviving spouse s Sacramental Details. 2. Click the Matrimony button and change the marital Status to Widowed (the current marriage should already be selected in the Matrimony History list at the top). 3. Click Close to save and return to the Member screen. Edit Family Record Use this procedure to edit the deceased member s family record and ensure that mailings to the family do not include the name of the deceased. 1. Open the deceased member s family record in the Family Details screen. 2. Edit the Name fields to remove the first name of the deceased member. 3. Click Close to save and exit.

27 AIM SACRAMENTAL REGISTRY 27 Print Sacramental Certificates Click the Create Certificates menu on the Sacramental Details screen, then choose the template you need from the list to generate personalized sacramental certificates using Mail Merge. Save Edited Template File 1. Edit the template as desired and click File > Save As. 2. In the Save In field, specify the folder (e.g., My Documents) where you wish to save the file. 3. Leave the File Name set to its default. File names must match those of the template certificates that install with your software. 4. Under Save As Type, select Document Template.dot. Certificates will print with the dates and names recorded in your member s sacrament details. You may wish to have parents or sacrament recipients verify the certificate data during your sacrament preparation meetings to ensure that your certificates are correct when printed. 5. Click Save. Rename and replace the original template files using the following procedure. Rename and Replace Original Template File 1. Open the folder containing your certificate templates. For example, C:\ProgramFiles\ParishSOFT\Templates\ Sacraments. Your drive letter may vary depending on your installation. 2. Click in the file name of the template you wish to replace and type ORIGI- NAL before the template name (this will help you identify the original template in case you need to restore and use it later). Editing Certificate Templates You may edit the sacramental certificates, either before or after merging with your data, to change the font, add art, etc. If you wish to replace ParishSOFT s templates with your own, complete the following steps. 3. Press <Enter> to save. 4. Copy your new, edited template file from the folder where you saved it (e.g., MyDocuments\Matrimony.dot). AIM SACRAMENTAL REGISTRY USER GUIDE

28 28 5. Return to the folder containing your certificate templates. For example, C:\ProgramFiles\ParishSOFT\Templates\ Sacraments and paste the new template file into this location. 6. Test-print your new sacramental certificate template to ensure it works properly. ParishSOFT sacramental certificates call up certificate templates by their specific file names. File names must match those in the screen capture shown below. Track Sacramental Notes Each Sacramental Details screen contains a field for any notes regarding the sacraments for the selected member. The Notes field accepts an unlimited number of characters. ParishSOFT users find it helpful to note progress toward sacrament preparation and to record information such as when and why a member is not receiving a sacrament. Notes stored right in your database let your pastoral staff members better serve your parish families without having to depend upon paper records, memory, or the presence of a single staff member. Restore Original Template File To restore and use the original sacramental certificate template file, simply rename the applicable files. For example, if we edited Matrimony.dot, we would edit the file name of the template currently in use (e.g., rename it MatrimonyRev1.dot) and then edit the file name of the original template to remove any text that was not a part of the original file name (e.g., ORIGINAL Matrimony.dot).

29 AIM SACRAMENTAL REGISTRY 29 Print Sacramental Notifications Sacramental Notifications make it easy for you to create a letter notifying the parish of baptism or other organization of a particular member s Sacramental Details. Notification templates include full member and sacrament information as appropriate for each type of notification and include the following: To print a sacramental notification, complete the following steps. 1. Open the member s Sacramental Details. 2. Click the Send Notifications menu on the Sacramental Details screen, and choose the template you need from the list to generate personalized notifications using Mail Merge. 3. Merge as usual and print. Member s Full Name Parish of Baptism Sacrament Sacrament Date Sacrament Place Parent Information Maiden Name Mother s Maiden Name Complete Mailing Address of Parish of Baptism, and more Customize these templates as needed for your parish just be sure to save the.dot files under the original names, as noted below: NotifyBaptism.dot NotifyConfirmation.dot NotifyFirstCommunion.dot NotifyFuneral.dot NotifyMatrimony.dot NotifyReconciliation.dot ParishSOFT installs notification templates with your software. They are stored with the sacramental certificates templates in the path C:\ProgramFiles\ParishSOFT\ Templates\Sacraments. AIM SACRAMENTAL REGISTRY USER GUIDE

30 30 Choose Sacramental Places from Online Catholic Directory If your search does not locate the sacrament place (e.g., your local cemeteries and any non-u.s. locations), add it to your favorites list using the following procedure. The Place search buttons in your Sacramental Details screens open your list of favorite places from the Online Catholic Directory, the national directory of U.S. parishes. Use the Directory to store a list of commonly used sacrament places including non-u.s. parishes, funeral homes, or burial places. You need not have a live Internet connection to add to your list of favorites. Select a Sacramental Place Add a Sacramental Place When your search does not locate a match in the Directory, add the sacramental place (e.g., local cemeteries, funeral homes, non- U.S. parishes or organizations) to your favorites list and to your member s sacramental details using the procedure below. 1. Click Parish/Organization > Add New Parish/Organization into Favorites List. From your member s Sacramental Details screen, click any Place search button to open the Online Catholic Directory screen. Then complete the following steps. 1. If the sacrament place is not in the list, type your search criteria into the fields at the top of the screen and click the Search button. The Insert Parish screen will open. 2. Click once to select the parish or organization name, and click the Accept button to add the place to your sacrament record.

31 AIM SACRAMENTAL REGISTRY Complete the Name, Address, and Phone fields on the Insert Parish screen. Deselect Person or Place from Sacrament Record If you need to remove the name of a place or person from a member s sacramental record, click the button for the field you wish to edit. Then click the Deselect button. 3. Click Update > Close. 4. From the Online Catholic Directory screen, select the new sacramental place from your list of favorites. 5. Click Accept to add the place to your member s Sacramental Details. Remove Item from Saved Favorites List If your login has Delete privileges assigned, you can remove an organization from the list of saved Favorites. 1. Select the item you wish to delete. 2. Click the Parish/Organizatioon menu > Remove Parish from Favorites. 3. Click Yes to confirm the deletion. AIM SACRAMENTAL REGISTRY USER GUIDE

32 32 Print List View Your AIM Sacramental Registry screen has a Printer button that lets you generate a configurable print preview and hard copy printout of the current family list view. Click the Printer button to create an instant report preview of the records that are currently visible on your screen. What you see on-screen is what prints in your report. Modify your report s appearance, then print using the following procedure. 1. Display and sort the list view you wish to print on your screen. To sort records by a column category, for example, click in the Parish column to create a report that sorts all confirmations by parish. 2. Click the Printer button to open a print preview of your report. 3. Click the Configuration button to select only certain columns or to add a title, change fonts, or adjust page setup options. Click OK to preview your list. 4. Click the Printer button to print your list. Configure the List View Report From any list view report preview, you can click the Configuration button to give your report the look you like. The fields on the Configuration screen are described below. Configuration Screen Data Field Descriptions Select the Columns to Print Click on any column title to remove or add any columns in your report. Select All Click to select so all columns will print. Deselect All Click to deselect so all columns will print. Orientation Defaults to Landscape (horizontal). Change this setting to Portrait (vertical) if you have columns that will fit better on a Portrait page. Items Font You can change the font of your report data from the default of Arial Narrow, Regular style, 8 point size to any of the available options. Title Enter a title for your report. Font Select a font for the report title. Align Select the report title alignment option.

33 AIM SACRAMENTAL REGISTRY 33 Headers Align, Bold, Italic Defaults to Left alignment for your column headers. Other options include Center or Right alignment. Bold and Italic provide type style options for your column headers. Page Numbers Page numbers print by default (e.g., Page 1). If desired, use this field to edit the text that displays before your page number. Font You can change the font of your report data from the default of Times New Roman, Italic style, 16 point size to any of the available options. Align Select the page number alignment option. AIM SACRAMENTAL REGISTRY USER GUIDE

34 34 Searching the Online Catholic Directory Click the Modules menu > Online Catholic Directory to the searchable Online Catholic Directory, the national directory of U.S. parishes. From this screen, you can type full or partial search criteria and click the Search button to locate contact information for any parish in the U.S. Results that match your search criteria will display in the list view. Doubleclick on any parish name to view its Parishes Online web page. Internet connectivity is required.

35 AIM SACRAMENTAL REGISTRY 35 Export to CSV The CSV format is acceptable to many other software applications and provides a simple way to export data from ParishSOFT and import it into another application. Complete the following steps to export your AIM Sacramental Registry data to a CSV file. 1. Select the sacramental data you wish to view on the AIM Sacramental Registry screen (i.e., specify year and select the tab of the sacrament containing the data you want to export). 2. Click the Select Folder button to choose a drive letter and path for your exported file. 3. Choose one of the following options from the lookup table to specify how you want your data exported: By Diocese, By Region, or By Parish. 4. Click the Export to CSV button. Click OK on the confirmation screen. Your.csv file is now available from the file path that you specified in the Select Folder field. AIM SACRAMENTAL REGISTRY USER GUIDE

36 36 Index A Access Rights view privileges 6 AIM Family Directory screen 5 B Banns 19 Baptism 12 Best Man 19 Birth Place 16 C Canonical marriage field 19 Cemetery Name 24 Certificates editing templates 27 for sacraments 27 menu option in Sacraments screen 11 Configure the List View Report 32 Confirmation 15 Contents 3 Contribution see Diocesan Development Manager User Guide. See Giving History Create a Shortcut on your desktop 5 D Deceased member status 25 Diaconate Holy Orders 22 Disparity of Culture 19 E Editing Certificate Templates 27 Episcopal Holy Orders 22 F Favorites List Online Catholic Directory 30 First Eucharist 14 Font of list view report 32 Forums 4 Funeral 24 Things to change in member and family records 25 H Holy Orders 22 I Introduction 4 L List View configure report 32 how to print 32 Log In 5 Users and Permissions 6 Login view user privileges 6 M Maid of Honor 19 Maiden Name 21 change in child's record 21 change in mother's Matrimony record 21 where to record 21 Marital History 20 Matrimony banns 19 Canonical 19 disparity of culture 19 former marriage 19 mixed religion 19 spouse record updated on save 19 Mixed Religion 19 Mother s Maiden Name in child's sacrament record 16 N Notes for sacraments 28 Notifications for sacraments 11, 29 O Online Catholic Directory 34 choosing sacramental place 30 favorites list 30 Order Religious 23 Orientation of list view report 32 Overview 4

37 AIM SACRAMENTAL REGISTRY 37 P ParishSOFT Forums 4 Password how to change 6 Place of Sacrament 30 Presbyterial Holy Orders 22 Print Family Directory List View 32 Sacramental Certificates 27 Sacramental Notifications 29 R RCIA 17 Reconciliation 13 Registry Fields 19 Religious Profession 23 Restore Original Template File 28 Run AIM Family Directory 5 S Sacramental Certificate Templates how to edit 27 restore original 28 Sacramental Certificates 27 Sacramental Details print Sacramental Certificates 27 removing person or place selection 31 Track Sacramental Notes 28 Sacraments add place of sacrament 30 Baptism 12 certificates 16 Confirmation 15 First Eucharist 14 Funeral 24 General Member Information 16 Holy Orders 22 Notifications 29 Open Sacramental Details 10 parent names 16 Place 30 add to Online Catholic Directory 30 choose from Online Catholic Directory 30 RCIA 17 Reconciliation 13 registry fields 19 Religious Profession 23 send notification 11 Sacraments screen menu options 11 Search the Online Catholic Directory 34 Spouse Records Updated when Matrimony changes saved 19 Support phone and contact information 2 resources 4 Surviving spouse editing records following death of spouse 26 T Table of contents 3 Technical Support 2, 4 Teletraining manuals 4 Templates how to edit 27 restore original 28 Title of list view report 32 Training register for course 4 U User Guides support resources 4 Users and Permissions 6 V View Privileges for your login 6 W When a Member Dies 25 AIM SACRAMENTAL REGISTRY USER GUIDE