GiftMaker Pro & EventMaker Pro 8.4

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1 GiftMaker Pro & EventMaker Pro 8.4 New Features At Campagne Associates our goal is 100 percent client satisfaction. In our efforts to achieve that goal, we are committed to releasing two new software versions each year. These product updates are a combination of new features, client suggestions, and product fixes all with a focus on quality. In version 8.4 we have met those goals again. We are proud to report that many of the changes and enhancements included in this release are the result of suggestions from our clients. Listed below are just some of the highlights of this release. For a complete listing of the changes to GiftMaker Pro and EventMaker Pro, see the details within this Change Report. For installation instructions, please refer to the 84 Installation Instructions document, which can be downloaded from our website: Overview New Features Improved Display List: Increased flexibility gives you more control over the reports you create from User Defined Retrievals. Instant Thank You Letter: Acknowledge the generosity of your donors immediately after entering their gift without doing a mail merge. Campaign Census Report: Get a snapshot of new, continuing, revived, and lapsed donors for any campaign. Reports Dashboard: Easily access the reports you use the most from this new dashboard. Improved Donor Contribution Statement: This valuable end of year report for donors is more flexible and now can be exported for further formatting. New Telephone Field: Constituent records have a new, third, telephone number field with the default label set as Mobile.

2 New Features in GiftMaker Pro & EventMaker Pro Display List improvements One of the most powerful reporting tools in GiftMaker Pro and EventMaker Pro has been, and continues to be, the User Defined Retrieval feature. When this is combined with the Display List output option, the result is similar to a custom report writer, but easier to use. GiftMaker Pro and EventMaker Pro version 8.4 improves the Display List functionality for increased flexibility, allowing users even greater control over reports generated from User Defined Retrievals. More columns (fields of data) Version 8.4 increases the number of Display List columns able to be added to a List Definition from 15 to 200 fields. Although large lists with many columns of data can be easily defined, they are not always easy to output. See the separate heading below (Large List Definitions) for hints when trying to output a Display List with a large number of columns, or several very wide columns of data. Available data fields now are grouped by data type, and are selected from an organized, collapsible listing. In previous versions, all of the fields appeared in one long continuous list. To add a field to your list definition, select it and doubleclick. This is similar to the way you select fields when you set up your selection criteria in the Data Selection window, so it will feel familiar. Then click in the column label field to customize the name of the field for reporting purposes. Wider columns Each field added to a Display List can now output up to 255 characters. This is especially helpful when one of the fields you wish to output is a large text field, such as Notations. In previous versions, notation text was limited to 45 characters when output through Display List. Building the list definition Creating a custom Display List has always involved two steps: building the list definition and generating the list results. In version 8.4, the first step has been simplified, delaying some of the optional setup work until after you generate the list, so you can see the results before making final output decisions. GiftMaker Pro/EventMaker Pro New Features

3 To build a new list definition: From the Fields available for list column, select fields for output. Be sure to choose all the fields you need to include in your final output. Using the Remove Line, Move Down, and Move Up buttons, arrange fields in the proper sequence (can be revised after list results are generated). Customize the Column header labels by putting your cursor in the appropriate field (can be further revised after list results are generated). Once the Display List Definition includes all the fields/columns you wish to report for this retrieval, click OK to close the window, then Process Output to see the results. New toolbar After the records found by your search criteria have been output to the Display List, you can change the appearance or definition of your custom list before final output to a printed report, export file, or other output. Use the new toolbar added in version 8.4 to continue manipulating the list, and then output the results. This toolbar replaces the checklist of output options found in version 8.3 when selecting the Output/2 button. Note: In version 8.4, when you click the toolbar button and complete any final parameters, the output processes immediately rather than waiting for you to click a Process button. The new Display List toolbar contains sixteen buttons, grouped into four sets. In the first set are four buttons helping to redefine and save the definition (format and appearance) of your list: Change List Definition, Save List Definition, Remove List Line(s), and Show Totals. The next set contains eight options for the various ways you might output records from the list: Copy to Selection List, Print Report, Display Report, Mailing Labels, Envelopes, Export File, Profile Reports, and Send . Note: In version 8.4 these output formats must be performed one at a time; whereas, in prior versions you could select multiple output formats all executed in a single process. Two special output options are included in the third set of toolbar buttons, Classifications and Notations. These are unique because they allow you to globally update the group of constituent records from this list. The final two buttons from the new Display List toolbar allow you to read Help information about Display List, and to exit the retrieval area and Return to Dashboard. As you re becoming accustomed to the new Display List toolbar, you may find it helpful to activate the Show Tooltips option in the User Preferences window, Toolbars pane. With GiftMaker Pro/EventMaker Pro New Features

4 tooltips turned on, the name of each toolbar option will display as you point your mouse at the button. See your Reference Manual for a complete description of each output option. Note: In version 8.4, there are changes in functionality for three of the output formats: 1. Use the Change List Definition button to revise the appearance or format of the list. In v8.4, it s easy to rearrange the sequence of fields in the list. Highlight a field/column to be moved Click the Move Up or Move Down button to reposition, or use the Remove Line button if the field is no longer needed in this definition. Column widths and the sort sequence are no longer setup through this List Definition area, but have been moved to the Display List window. For more details see the Column Widths and Sort Levels section below. 2. Save List Definition functions the same in version 8.4 as it did in previous versions of Display List (but in v8.4 this option is available in two different windows instead of one). In v8.4 you may save your list definition from either the initial List Definition window or after viewing the Display List results. However, if you make any changes to the appearance of your list after the initial save (changing the sequence or label of columns, revising the sort method, etc.) be sure to save again to capture those edits to your list definition. Additionally, the title you assign when saving a List Definition will now appear in the title bar of the Display List windows. 3. The Show Totals button was known in v8.3 and prior as Show/Hide Totals. In version 8.4, rather than toggle on/off a row of totals at the bottom of the list, this button now opens a separate window showing totals for all numeric fields in your list, if any. Note: You do not need to Show Totals using this button in order for totals to appear at the bottom of a Print Report or Display Report output from Display List. These output formats include totals (where applicable for the field type) by default. Column widths and sort levels Setting column widths in version 8.4 Display List has changed significantly from version Column widths no longer can be specified by number of characters. Instead, slide the column dividers left and right until you achieve your desired design. This visual approach to column widths is well suited to version 8.4 because reports printed from Display List now use a proportional font. Five characters the size of W would need a much wider column than five the size of i. 2. When saving a list definition, make sure to save AFTER setting the column widths and adjusting the sort method. This is rather easy to overlook at first because you probably will save on the Definition window, and then build your list. 3. Since column width (number of characters) is no longer specified in a field alongside your column labels, itʹs not as visually obvious that some of column headings may be too long for the field width and will need to be truncated for display. Setting sort options can no longer be done from the initial list definition setup. Initial list definition setup only is for column labels. To set sort options: 1. Process the list first, and it will display initially sorted by whatever data is in the first column. 2. Customize the sort method by clicking on a column heading to toggle sort on/off for that data. Multiple sort levels are possible. 3. Use Shift click to reverse sort. GiftMaker Pro/EventMaker Pro New Features

5 New Display List fields New constituent name fields now are available for building a List Definition. Constituent names can be added to a custom list in either condensed (Name Person 1) or complete (Prefix, First Name, M.I., Last Name, Suffix) format. For GiftMaker Pro/EventMaker Pro retrievals based on a Donation or Pledge output file, the Donor Name can be added to a custom list definition instead of the constituent name. This allows the report to show Anonymous for gifts marked as such, instead of revealing the name fields of the associated constituent record. This Donor Name field in Display List can also be helpful when the goal is to intentionally reveal the name associated with an anonymous gift. You can build your list to include both the donor name and the constituent name (or publication name or record number), then use the constituent name as your final information wherever the donor name shows Anonymous. Large list definitions It is important to note two size limitations when displaying and printing very wide lists. In version 8.4, a list definition with many columns and/or very wide columns can be built onscreen, used for review/sort/remove lines, but may need to be exported if you need it to stay that wide for reporting purposes. 1. GiftMaker Pro/EventMaker Pro v8.4 List Definition can now accommodate many more than 15 fields, but only 30 inches of the list s width can be output successfully through the preformatted reporting options Display Report and Print Report. If you are outputting to either of these options, it may be best to export to Excel for formatting before display/print. This limitation does NOT exist for the Export File output format; export files will include full data from even a very wide list. 2. Even a Display List only inches wide has printing limitations to consider. If you output from Display List to Display Report, and then try to use the P in the upper right corner to send the report to the printer, a moderately wide report can cause a system to hang. To remind you of these limitations, a message has been added to GiftMaker Pro and EventMaker Pro to warn users to always print from the Print Report option instead of the Display Report option, if the report is greater than a single page in width. A long report, with many records, does not cause a similar problem. Printing from Display List Other changes in Display List affect the printing output option. 1. Font changes to 8.4 Display List allow you to print more text per line of the report than in 8.3 and prior versions. This font now also is consistent with other GiftMaker Pro/EventMaker Pro reports. 2. To judge whether your Display List will print best in portrait or landscape mode, and whether the column widths youʹve assigned are appropriate for the printed report, use the Page Setup and the Open Page Preview options to get a good preview before printing: Output your retrieval to Display List. Adjust columns manually, estimating what seems to work well. Click the Display Report button from the Display List toolbar. GiftMaker Pro/EventMaker Pro New Features

6 In the Report Parameters window, select the option to Print/Display Report Using List Format. Also in the Report Parameters window, click the button for Page Setup. Choose a page orientation: Portrait or Landscape. Click OK to close the printer setup window. Click OK/Enter to process the report using that page setup. In the Screen Report window, click the P in the upper right corner, and select Open Page Preview. The page preview window will show the current page of your report, applying the page orientation you chose for your printer setup. If the page preview shows more adjustment is necessary before printing, close the Page Preview window and the Screen Report window. Adjust column widths as necessary, and then click Display Report again. If necessary, choose a different orientation using the Page Setup button, process the report, and use the P button to Open Page Preview. Repeat as necessary, using the Print Report option to output the final report to your printer. Exporting from Display List The default export format has been changed to Use List Definition as Export Format from the standard User Defined Retrieval format. Because you can choose which name information (i.e. first name, last name, suffix) you want to use when creating your Display List, the Expand name when exporting from version 8.3 and prior is obsolete. As a result, it has been removed from the list in the Export File Parameters window. Saved list definitions from a prior version No saved Display List Definitions from prior versions of GiftMaker Pro/EventMaker Pro will migrate to version 8.4. Since the Display List area has changed significantly, all definitions you wish to reuse in v8.4 will need to be created new and saved in version 8.4. GiftMaker Pro/EventMaker Pro New Features

7 New Features Unique to GiftMaker Pro Instant Thank You Letter GiftMaker Pro version 8.4 introduces the new Instant Thank You Letter, providing the ability to output an immediate thank you letter or gift receipt during gift entry. These letters are created and printed directly from GiftMaker Pro; no export for mail merge in Microsoft Word is necessary. This feature is available for all gift entry, regardless of whether the donation or pledge is entered through constituent maintenance or through batch gift processing. Similar functionality is not yet available for EventMaker Pro. Choose an Instant Thank You letter directly from the Gift Entry window during the gift entry process. Eight Instant Thank You Letter templates are included with GiftMaker Pro. These can be cloned and, if necessary, modified from the Instant Thank You Letter table within Table Maintenance. New templates may be added to the Instant Thank You Letter table. From the Data menu, select Table Maintenance and then Instant thank you letter table/report (at the bottom of the list). Creating Templates The Instant Thank You Letter Template Table shows all templates, descriptions, related gift type, and whether or not it is an active letter. If the Inactive? column shows NO, the letter will appear in lookup during gift entry. The table listing can be sorted by clicking the column headers (or Shift GiftMaker Pro/EventMaker Pro New Features

8 click to reverse sort). Delete will remove templates from the list. Note this will permanently remove the template from the list, so you may want to print a copy first. You also may Print a report listing all the template names and their descriptions. Creating a New Thank You Letter Template Choose Clone, or Update from the toolbar if you want to use an existing template or double click on any template in the list to open that letter in Update mode. Cloning is a quick way to make a copy of an existing template. From the Template Setup Window customize the template as needed and then save it under a new name. Choose Add if you want to create a new template. In the Template Setup Window, provide a name and description for your template. You cannot save a new template with the same name as a template already in the table. Select which Gift Type the template will acknowledge from the drop down list. Choose your Font settings. Set your Margins according to the size of the letterhead you will use. The window will change its size to show you an approximate view of how the text will wrap in your final document. Compose your letter, inserting merge fields from the Select Merge Field drop down list. These fields are related to the gift type you ve selected. Use merge fields only if you want data from the individual gift/constituent information to be inserted each time this letter is assigned to a gift. GiftMaker Pro/EventMaker Pro New Features

9 To insert a merge field, type the text surrounding the data, including a dollar sign for amount fields and punctuation where necessary. Place your cursor exactly where the data needs to be inserted. Go to the Select Merge Fields drop down list and choose the field you want from the list. When printed, date fields will appear with full spelling (October 15, 2005 not 10/15/05). Standard merge fields for all templates include <<Current Date>> (system date for your computer), and <<Salutation>> (style specified during gift entry and matched to the salutation text for that field of the constituent record under the Bio 1 tab). Be careful not to change merge fields (text within the brackets). The only way to edit a merge field is to delete it and reinsert it from the Select Merge Field drop down list. Select Preview to see line wrap, form feed, margins, and to verify merge fields are working correctly. If a preview shows <<ERROR Invalid Merge Field>> in any spot, close the preview, delete the merge field from that spot in the template and reinsert by selecting from the Select Merge Fields drop down list. Printing an Instant Thank You Letter During gift entry, you have the choice of printing a thank you letter for that gift now (Instant), later with a batch of other gifts using an export and mail merge (Merge), or saving the gift without a thank you letter at all. If you will use a thank you letter, either now or later, you need to choose a letter while you have the Gift Entry window open for this gift. Select Merge (Print Later), Instant (Print Now), or No Letter. With your cursor in the Document field, use lookup to see your table of available letters. Note: Lookup will bring up a different table of available letters for mail merge than for instant. Select the Salutation style, which will display the same way in both instant and merged thank you letters. GiftMaker Pro/EventMaker Pro New Features

10 Save the gift. If you selected Instant for your thank you letter, the gift data will be combined with the assigned letter template and a new window will display the resulting letter, customized for this particular donor and gift. You will see approximately how the letter will wrap lines and paginate when printed, based on the margins set in the template. You can make changes to the text here before printing, but these changes will not be saved in the template. Select Page Preview to see how the text will look on a printed page. Click Print Letter, Print Envelope or Print Mailing Label when you are satisfied with the layout of your letter. Or, if additional formatting is needed, use the Copy to clipboard button to paste your instant letter content into Microsoft Word for customization such as bold or italic type. When the instant letter window is closed, the gift save process will complete and Date Sent will be inserted in the gift record. To reprint an instant letter later, you must update the gift, change the radio button from Letter Sent to Instant (Print Now), select a document name (from the active template list for this gift type), then click Save. The instant letter will pop up on your screen ready for printing. Anonymous gifts Although anonymous gifts cannot be thanked through the mail merge process, the Instant Thank You Letter makes it possible to easily acknowledge those donors who wish to make anonymous gifts. Security Options If your organization uses passwords to sign on to GiftMaker Pro, you have the option of assigning security to the Instant Thank You Letters to allow only certain users to add, modify, or delete templates. From the Data menu, select Table Maintenance and then Staff/Security table/report. Select a user from the table Click the Security Options button GiftMaker Pro/EventMaker Pro New Features

11 In the Menu Options area, scroll down to Instant Thank You Template Table and adjust the setting as needed. Repeat for each user you d like to change. User Preferences To aid in gift entry, a default instant letter type for each gift type can be set through User Preferences. From your Dashboard select User Preferences and then User Preferences Window. Select the Thank You pane on the right of the window. Select the type of letter, Merge, Instant, or No Letter by clicking the radio button for the default suited to your gift entry process. Select a Salutation style from the Thank You Salutation drop down list. Place your cursor in one of the fields in the Thank You documents section. Use lookup to choose the thank you letter template to be the default for that type of gift. Note: There is no Instant Thank You Letter option for matching gifts or recurring gifts in User Preferences. Because these gifts are added to your database by special processing and not routine data entry, the Instant Letter cannot be printed when the gift entry is saved. GiftMaker Pro/EventMaker Pro New Features

12 Campaign Census Report This new report gives you a snapshot of the success of any or all campaigns by showing you summary information on new, continuing, revived, and lapsed donors. Within each of these donor groups, you will see the number of donors, the number of gifts, the average gift amount, the average donor amount and year to date total amount. In addition, the Campaign Census Report shows you the dollars you could raise by soliciting the lapsed donor group. Sample Campaign Census Report Glossary New Donors are giving to a specific campaign, or all campaigns, for the first time. For example, it is their first gift to your Annual Appeal campaign. Continuing Donors gave to a specific campaign this year and in the previous year. For example, they gave to your Annual Appeal campaign in 2004 and again in Revived Donors have given to a specific campaign in a previous year (but not last year) and have returned again. For example, they gave to your Annual Appeal in 2001, skipped 2002, 2003 and 2004, but gave again in Lapsed Donors gave to a specific campaign in the past (which could include last year), but not this year. For example, they gave to your 2004 Annual Appeal, but not to your current year (2005). Create a Campaign Census Report From the Analysis menu, choose Campaign Census Report (at the bottom of the list). Choose whether you want to see a report for a specific campaign or all campaigns. Select by Campaign will run the analysis for one campaign; Select All Campaigns will include information from all campaigns. Choose either Current Fiscal Year or Last Fiscal Year. Current Fiscal Year will analyze donor groups from the perspective of the current fiscal year, based on your GiftMaker Pro system GiftMaker Pro/EventMaker Pro New Features

13 preferences. Last Fiscal Year will change the perspective so this year and year to date refer to the last fiscal year. Select your output option. Choose Print Report to send the report directly to the printer. Choose Display Report to see the report on your screen. You can print from the displayed report by clicking the P in the upper right corner of the window. Choose Export Report if you want to export the results of the report. You will export only the raw data, not the preformatted report. The Lapsed Donors line in an export file will contain zero amounts/counts in many fields. This can be interpreted as not applicable. Results of the Campaign Census Report will include donations and pledge payments, but not pledges. It also excludes any gifts not yet posted from the batch processing window. Your Campaign Census Report results should match your Detailed Gift Analysis (Report Donations) and your Campaign Summary Analysis (Donations Amount line), except in special gift entry situations. For example: 1. If a gift date is 1/1/2005, but the gift fiscal year field was entered as 2004, the Campaign Summary Analysis will include this in fiscal year 2004; however, the Campaign Census Report will count it in fiscal year If system preferences are set for Fiscal Year Start Month=7 and Current Year=2005, but your fiscal year runs July 05 Jun 06, the census may not report predictable results. GiftMaker Pro expects the system preferences Current Year field to reflect the year your fiscal year ends, not starts. NOTE: Do not manually adjust this setting in System Preferences except under the instruction of Campagne Technical Support. 3. If gifts have been entered into a new fiscal year without first performing Year End Processing for the old fiscal year, gifts may be omitted from the new Campaign Census Report, or may appear in the wrong fiscal year on the report. The Campaign Census Analysis can take several minutes to build the report. This depends on the number of constituent records, contributions, and system resources. A counter will spin, showing progress. If it pauses occasionally, that does not mean there is an error with the process. Please wait patiently for the report to build. GiftMaker Pro/EventMaker Pro New Features

14 Reports Dashboard GiftMaker Pro s Development Dashboard now offers four tabs, with the third tab dedicated to reports. You can use the Reports Dashboard to centralize the reports you use most frequently for easy access. When you open the Reports Dashboard for the first time you will see some pre selected reports, which are only suggested reporting options. Like the Constituent, Gift, and System dashboards, the Reports Dashboard can be customized by each user. New Reports Dashboard In addition to making it easier to access reports, the Reports Dashboard also includes an alphabetical list of all the reports available in GiftMaker Pro, with brief descriptions to help users select the most appropriate report to use. GiftMaker Pro/EventMaker Pro New Features

15 Other Changes in Version 8.4 Changes to both GiftMaker Pro and EventMaker Pro Telephone 3 field GiftMaker Pro and EventMaker Pro 8.4 include a third telephone field. This field can be used for cell phone numbers (and comes labeled as Mobile) or can be relabeled through System Preferences for any purpose. The Telephone 3 field is included in the list of fields for Find By, building a constituent Selection List, and is available for search in User Defined Retrieval. Data in this field will be included in reports and export files wherever the other two phone numbers are included for both primary and secondary addresses. Constituent information window This window now opens wider vertically on screen to make room for the new Telephone 3 field. It also opens wider horizontally to display more characters in the area for the three Do Not checkboxes. Since the third Do Not is user defined (could be Do Not Phone, Do Not , Do Not Contact, etc.), the area has been expanded so more characters of the custom label can display on the constituent window. Both Name field and Salutations 1. In version 8.4 the Both Name field now recalculates when the middle initial is changed on a constituent record. This is in addition to the recalculation when changes are made to the prefix/first/last name fields. Also, if the prefix is updated by selecting data from the lookup table instead of by typing the new prefix, the Both Name field will now recalculate properly. As always, the various salutations for the constituent record also will be recalculated if appropriate, and you will receive a message before recalculation to confirm you wish GiftMaker Pro/EventMaker Pro to auto calculate salutations and the Both Name field. 2. If a new constituent is added immediately after using the Find button to check whether the record already exists, the Name fields auto populated by the Find function will result in the same Salutation calculations as if they had been typed manually during the Add function. This type of data entry sequence will no longer result in blank Salutation fields. Publication name field Changing a name field (prefix, first, middle initial, last) in version 8.4 will cause a message to appear that will remind you to consider updating the Publication Name field, and tell you where to find it. GiftMaker Pro/EventMaker Pro does not automatically change this field because you may have customized it very specifically, in which case it should not be overwritten. This change is intended to help you remember to update the Publication Name field. Because it s not immediately in view on the same window as other name fields, it may be overlooked. GiftMaker Pro/EventMaker Pro New Features

16 System dashboard When customizing your System dashboard, an additional choice has been added to the Options Available column. You now may add a button for Copy/backup data file to your System dashboard if you wish. Constituent selection list 1. GiftMaker Pro/EventMaker Pro version 8.4 adds Phone 3, Zip code, and State fields to the prior list by which a constituent Selection List can be built. 2. When building a Constituent Selection List by record number, the search no longer will accept non numeric characters in the Record Number field. A message has been added to inform you that digits 0 9 are the only valid entries when searching by record number. This should prevent the error of typing a name into the Record Number field, which often resulted from the setting of the Build List By indicator to Record Number initially, and then the failure to change it to Name Person 1 before the next search. Credit card payments When entering a credit card donation to GiftMaker Pro, or a credit card ticket payment to EventMaker Pro, the expiration date will save properly regardless of the date format selected in System Preferences. The credit card expiration date no longer will revert to month 01 if your date format is set to Day/Month/Year instead of Month/Day/Year. Custom labels, envelopes, and name badges 1. The Standard Output Name field will center properly when that alignment is specified for custom designed labels, envelopes and name badges. This name field no longer will be forced to a left justify position. 2. When creating a custom label or envelope, either by adding a new design or cloning an existing format, the Custom Designed Output feature of GiftMaker Pro and EventMaker Pro will not accept negative values for margins or label widths. Duplicate Constituent Merge 1. The duplicate constituent merge, found under the Data menu in GiftMaker Pro and EventMaker Pro, has been improved to better handle some of the minor details moved from the Source record (constituent to be deleted) to the Destination record (constituent you wish to keep). The Both Name field and Salutations for Both People now will be correctly updated in the case where Person 1 from the Source record becomes the new Person 2 on the Destination record, replacing a former Person 2 name. In previous versions, the Destination Person 2 name fields would update correctly during a Duplicate Constituent Merge, but the Both Name field and Both People Salutations still would refer to the former Person 2. The Duplicate Constituent Merge will now copy data from the Source record s User Defined Code field to the Destination record, but only if the Destination record did not have that field previously populated. Duplicate Constituent Merge in prior versions dropped characters from the second and fourth User Defined Text fields. In version 8.4 the entire text from these fields is merged. The Title from the Source record no longer gets added to the Destination s record when a user selects the option for Assign Person 1 from Source to Person 2. In GiftMaker Pro/EventMaker Pro New Features

17 previous versions the record merge placed the Person 2 title in the Destination recordʹs Person1 Title field. The Duplicate Constituent Merge has been enhanced in version 8.4 to include data from all fields of the Custom tab in the constituent maintenance. Note: When the Destination record already includes data in a Custom field, data from the Source record will not overwrite the existing data. The Person 1 address from the Source constituent record will be moved to the Person 2 filed of the Destination record when the option is selected to Assign Person 1 from Source to Person 2. Note: If Person 1 on the Source record has no address, then the Destination Person 2 address will be cleared by this type of constituent merge. When merging duplicate records in version 8.4, data from the # of Dependents filed on the Bio 1 tab of constituent maintenance will be merged. However, if the Destination record already contains a value in the # of Dependents field, it will not be overwritten by data from the Source record. 2. The Duplicate Constituent Merge window now displays information for Person 2 if one exists on a record for both the Source and Destination records. This is in addition to the Person 1 name for each record. Profile Report If there is a Fax number on a secondary address record, it no longer will be omitted from printed profile reports. User defined retrievals 1. New search fields have been added to User Defined Retrievals in version 8.4. The new Telephone 3 field is available for search in both GiftMaker Pro and EventMaker Pro (see New Features above for more details on this new field). When searching the primary address information per constituent, the new fields are: Delivery Address Line Additional Address Line Similar fields have also been made available for searches on secondary addresses. These fields are: Sec. Addr. Delivery Line Sec. Addr. Additional These fields allow searches by exact address information or partial information. This will help when you need to find a constituent s name, but all you know is their street, or house number. These fields are not yet available in Find By or the Constituent Selection List in constituent information. 2. A new Print Parameters button has been added to the User Defined Data Selection window. This is the same as the Print Parameters option found under the Parameters menu. It is a helpful way to print your search criteria before processing. 3. Version 8.4 offers an easier export format for addresses. Now the mailing information only export format includes addresses 1 and 2. Use this export with an external application when you wish to go beyond the basic functionality available in GiftMaker Pro/EventMaker Pro. 4. It is no longer necessary to create a two line User Defined Retrieval when you need to search for constituent records without an address. In version 8.4, this can be done GiftMaker Pro/EventMaker Pro New Features

18 using a single line in the retrieval parameters: E mail 1 equal to *Blank. Or, the same idea may be used with the E mail 2 field. 5. If you use the Membership module, please note that User Defined Retrievals will no longer allow multiple membership Groups to be included on a single search line. This will prevent errors in search results sometimes encountered in retrievals from version 8.3 and prior where two or more Category Groups were strung together in a single parameter. For example, instead of searching for: Member Group = GRP1/GRP2 AND Zip Code begins with 123 Use the four line retrieval criteria: Member Group = GRP1 AND Zip Code begins with 123 OR Member Group = GRP2 AND Zip Code begins with Also for retrievals which include Membership search criteria, note that Classification Code fields will report correctly. In versions 8.3 and prior, classifications would sometimes give inaccurate results in a User Defined Retrieval using Membership as the primary output file. 7. The code fields in the Custom tab of constituent information will no longer present difficulties in User Defined Retrievals. A retrieval such as Custom Code 1 begins with N will no longer give an error message when you try to update the parameter line, and will yield accurate results when the search is processed. Also, it is no longer necessary to insert the search criteria for All Constituents as the initial search line in order to get accurate results from a retrieval such as: Custom Code 1 equal to MYCODE. 8. A message has been added to User Defined Retrievals for date search fields, informing the user it is not possible to search for all records where this field is (or is not) empty. This will help clarify, for example, that GiftMaker Pro and EventMaker Pro cannot process search criteria such as: Birth Date equal to *Blank. 9. The Display List output has been enhanced considerably for GiftMaker Pro and EventMaker Pro version 8.4. Refer to the New Features section earlier in this document for details on the various changes and improvements added to Display List. Illegal character in report titles The forward slash character / no longer is allowed in the title of GiftMaker Pro or EventMaker Pro reports. For example, if you output a Detail Gift Analysis (or a retrieval or other report), to the Display Report option, you can use the Report Parameters button to customize the report title. However, if your custom title contains a slash, an error message will appear as you try to close the window, and require you to adjust the title to remove the illegal character. In versions prior to 8.4, a slash character in a report title could cause the report window to shift off screen and become unusable. GiftMaker Pro/EventMaker Pro New Features

19 System Preferences In GiftMaker Pro and EventMaker Pro system preferences, there is an option for Address History. The never keep setting for this preference has been corrected so it no longer creates a previous address record. This change will affect any address update, regardless of whether it was initiated from the primary address information of the Constituent window or from the secondary address listing in the Address Information window. message ID To help prevent the possibility of messages sent from GiftMaker Pro or EventMaker Pro being blocked by spam filters, a message ID has been added to the header, based on RFC guidelines for a unique ID. This change will not affect the appearance of your messages when viewed by the recipients. Data file status Terminology for the Data File Path information at the bottom of the Data File Status window and report has been updated to show the file date reflected here is actually the date created, not the date last modified. WordPerfect documents Microsoft Word is the preferred word processing application for use with GiftMaker Pro/EventMaker Pro. Sample merge letters are supplied in MS Word format. Although merge letters in WordPerfect format may be requested through Campagne Support, they are no longer installed with GiftMaker Pro or EventMaker Pro. Automatic Record Import When processing updates to constituent records from the Automatic Record Import Routine, data will no longer be deleted from the Organization Info fields each time ARI updates an organization record. In 8.4 the Organization Info fields (Organization Type and Number of Employees) will not be overwritten. Terminology There are a few minor areas in GiftMaker Pro and EventMaker Pro where the phrases master record and master information have been changed to constituent record and constituent information for consistency with other references in the software. Changes unique to GiftMaker Pro Prospect Rating System The Prospect Rating System uses a system of commitment, concern, and capacity points to rate and rank everyone in your database. In version 8.4 this tool is a core part of GiftMaker Pro and not a module to be purchased separately. Each constituent s PRS score is included within the Constituent Maintenance window and the PRS Changes Report is available from the Constituent Dashboard. Please review the GiftMaker Pro Reference Manual and the GiftMaker Pro Tutorial and Guide to Using for more information about the Prospect Rating System. GiftMaker Pro/EventMaker Pro New Features

20 Search by non primary classifications in analysis 1. In some analysis options you are now able to select records for output by any classification code regardless of the primary designation. This feature has been added to the following analyses: Detail Gift Analysis, Gift Range Analysis, Soft Credit/Matching Gift Analysis, and Relationship Report. This change is in addition to the option to search by primary class code only, which was available in these reports in prior versions of GiftMaker Pro. 2. Using non primary classification codes in one of these reporting tools will increase total search time. Because non primary classification codes are not stored in the same part of the database as gifts or constituent information, the search must first find gifts meeting the gift criteria, then check each constituent record of those resulting gifts to see if they meet the classification code criteria. GiftMaker Pro will give you the status message, Ensuring donors have classification code MYCODE. XXX gifts to test during the search to inform you when it has moved on to the second part. A counter will display so you can approximate the time to completion. 3. To exclude constituents by any classification code, use the not equal to search function, but ONLY in the areas of Detail Gift Analysis, Gift Range Analysis, Soft Credit/Matching Gift Analysis, and Relationship Report. Note: Using a not equal to function for this type of search in User Defined Retrieval would result in inaccurate output, since the never search function is required there. The not equal to function will behave like a never function only in the analysis areas outlined above. 4. GiftMaker Pro version 8.4 will still output the Primary Classification only (not the any classification searched upon) per gift record, even when searching by any classification. This means you only can sort/subtotal by classification code when you search by primary classification code. Constituent Dashboard The New Donors listing on the Constituent dashboard has been improved for version 8.4. It uses better logic in calculating which donors should be considered new within the specified timeframe. For example, if a donor gave a donation years ago, then made a pledge in the current period, this donor will NOT appear in the New Donors list of the v8.4 Constituent dashboard. In previous versions of GiftMaker Pro, this type of donor would be included in the New Donors listing, since donations and pledges were being considered separately. GiftMaker Pro/EventMaker Pro New Features

21 Gift entry window GiftMaker Pro 8.4 includes changes to the Thank You Letter area. There is a new set of radio buttons, instead of the Send? checkbox, to accommodate the new Instant Thank You Letter feature (see New Features earlier in this document). Pledge entry When entering a pledge with first payment, version 8.4 will prevent the gift Source or Solicitor field of the main pledge entry window from changing or becoming blank during the Save process. This situation was affecting a small number of users in versions 8.3 and prior if the Pledge Pay tab was not reviewed before saving, and other panes of data were being entered to the gift, such as memorial or soft credit details. Memorial gift entry When entering a memorial/honor gift and using the lookup table to select the memorial name, the Donor Personal Message field no longer will fill in text from a former memorial gift. In version 8.4, the Donor Personal Message in the Memorial tab of gift entry will start out as a blank field, ready for new data to be entered as appropriate. Illegal characters in gift entry Quotation marks will no longer be allowed in the gift comment field of GiftMaker Pro. Since single and double quotes could cause problems with export data and the mail merge process, they are now prohibited from gift entry. For example, if you attempt to type a gift comment of 60 table, a message will appear informing you the quotation mark must be removed before saving the gift. You will need to retype the comment as 60 inch table. Create recurring payments The Recurring Payment Selection List Definition window has been expanded to its proper size, so the last few buttons are once again visible to users. The Reset Lists and List Definition Complete buttons can now be accessed easily. Receipt numbers assigned to recurring gifts GiftMaker Pro version 8.4 includes an improvement to help users of the Recurring Gifts feature whose System Preferences are set to use receipt numbers and to apply one receipt number per pledge for recurring payments in the same year. When an occasional recurring payment needs to be updated, to add a gift comment for example, the gift will remain part of the one receipt number per year routine instead of suddenly being assigned its own unique receipt number. Batch gift processing The message has been updated to more clearly remind users that clearing the batch gift window will post and clear both donations and pledges, and will mark all these gifts as thanked. Donations Received and Pledges Received reports The gifts received reports now can sort/subtotal by fund (both Donations and Pledges Received reports) or by payment type (Donations Received report only) in addition to options already available for sort/subtotal in v8.3 and earlier. GiftMaker Pro/EventMaker Pro New Features

22 Donation Thank You and Pledge Thank You export files The export option for Donation Thank You and Pledge Thank You to export code fields as description has been updated to function properly with the Payment Type data. In previous versions, these export files always would include only the code for each Pay Type. Export files created using version 8.4 will export the full description for each payment type (such as MasterCard instead of just M ) when the export parameter for Export code fields as Description is applied. Thank You Letter table If you use Lookup to select a letter body to be added to the table, and the file name is too long for the field, GiftMaker Pro will not allow the new table entry to be saved. You will need to rename the file using a shorter name (outside GiftMaker Pro) then return to the thank you letter table in GiftMaker Pro to add the new letter. Sample merge letters Three new letters have been added to the WordMerg folder for GiftMaker Pro for Windows users. 1. TYSample.doc This is a sample letter body for Donation Thank You. It contains examples of various merge fields appropriate for different types of gift acknowledgments. When starting a new custom thank you letter, you may wish to copy this sample as a starting point. 2. NotifyMrge.doc This merge document makes a good cover letter when sending notification letters to the family of memorial/honor persons. The body can be customized with text suitable for your organization. 3. LabelMrg.doc If you ever need to create custom mailing labels, this merge document can provide an alternative to printing labels through GiftMaker Pro. It has been formatted to fit well on Avery 5160/5660 labels (3 across, 10 down). You would need to export the names and addresses from GiftMaker Pro, and then use this document for the mail merge in Microsoft Word. The merge results could be reformatted using Word features for font size, style, etc. before printing. This label document works well with User Defined Retrieval export data in which the person to address is either Person 1 or Both, but not Person 2. This is consistent with the envelope merge document. If Person 2 is selected, but the record has no Person 2, the label will leave that line blank and result in no contact person at the address. User Defined Retrieval 1. When searching by Secondary Address information, the retrieval results will correctly output data for the Telephone 1 field of each constituent record. Prior to version 8.4, a Print Report or Display Report from User Defined Retrieval would omit Phone 1 data when the primary output file was set to Addresses. 2. Searches based on both donation and memorial details have been improved so the results no longer will omit other non donation search criteria. For example, version 8.4 will give accurate results in the following User Defined Retrieval, where version 8.3 and prior would ignore the classification part of the search criteria: Donation, Donation Date range from 07/01/2004 to 06/30/2005 AND Memorial, Memorial/Honor Type equal to M AND Classification Code never CODE1 GiftMaker Pro/EventMaker Pro New Features

23 3. When exporting a retrieval of notation details, the notation Solicitor field will include correct data for each record. 4. If you are using the Volunteer module for GiftMaker Pro, please note that User Defined Retrievals based on volunteer work history can be output to a Display List without causing an error (even when the retrieval also includes the All Constituents search criteria). Additionally, the Display List will include additional output options allowing you to display, print, or export the data using list format, consistent with output options available for other retrieval types. Donor Contribution Statements 1. Users now can set a custom left margin (though not a right margin). Left margin settings begin at the default of 0.75 inches and can be expanded to up to 1.75 inches. 2. New filters are available for selecting donors to output. These filters are: Active constituents only; Include do not mail; Include do not solicit; Include do not <user defined>; and Omit all non USA addresses. 3. Total deductible amount (descending), a new sort option, has been added. It is available only when using the option to Use donor totals in selecting records. If you re able to sort using this method, you may not even need to print the statements in which total deductible amount per donor is less than a certain amount. 4. Data from Donor Contribution Statements now can be exported to a text file. Since this is limited to data only, the statements will not be preformatted in the report style shown when printed or displayed from GiftMaker Pro. Each gift record will appear as a separate line of export data, even if the donor is the same for consecutive gift listings. If you need to group or subtotal per donor, you must manipulate the data in the text file using an external application. You can export the data in complete or condensed name format. The default export file name is Contribute.doc (for Windows users) or Contribute (for Mac users). 5. When specifying details to be printed on all statements, the window name has changed from Header and Footer Information to Statement Setup. 6. Positioning of the Introduction text block is more flexible. It can be placed either above or below the address block (the default is above), and can contain several lines of text to serve as a true introductory paragraph. Alignment choices (left, center, right) for the Introduction text are no longer available; it always will be left aligned. 7. The drop down list for Choose report description option has been moved from the Donor Contribution Statement main window to the Statement Setup window. A new option, Check Date, also has been added to this drop down list. 8. Version 8.4 allows users to disable the Class Year field in Donor Contribution Statements, even if it s enabled under System Preferences. 9. Width of the Pay Type column has increased to better accommodate long text, such as American Express and Payroll Deduction. GiftMaker Pro/EventMaker Pro New Features