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2 Table of Contents DonorCentral Admin Portal 1 Copyright Information 3 Contacting Support 4 The Administrator Portal 5 Accessing the Admin Portal 5 The Administrator s Home Page 6 Suggestion Admin 8 Site Statistics 9 Site Statistics Data 10 Broadcast 11 Sending Based on Interest 11 Exporting Donor Addresses 12 Site Setup 13 User Tracking 14 View Submitted Contact Changes 15 Viewing Activity by Web Page 17 Viewing Activity by Session 18 Viewing Login History by Donor 19 Viewing the Login Statistics Summary 20 Donor Interests Export 21 Recurring Grants Report 22 Donor Statements Maintenance 22 Uploading Donor Statements 23 Removing Donor Statements 23 System and Miscellaneous Settings 24 Administration 28 Fund Administration 32 General Grant Settings 33 Advanced Grant Settings 35 2

3 Copyright Information The information contained in this online help represents the current view of the issues discussed as of the date of publication. Because MicroEdge, LLC. must respond to changing market conditions, it should not be interpreted to be a commitment on the part of MicroEdge, and MicroEdge cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MicroEdge, LLC. MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS ONLINE HELP. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this online help may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) or for any purpose, without the express written permission of MicroEdge, LLC. MicroEdge may have patents, patent applications, trademarks, copyrights or other intellectual property rights covering subject matter in this online help. Except as expressly provided in any written license agreement from MicroEdge, LLC, the furnishing of this online help does not give you any license to these patents, copyrights, or other intellectual property. AngelPoints is a trademark of MicroEdge, LLC in the United States and/or other countries. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. MicroEdge, LLC. 619 West 54th Street New York, NY

4 Contacting Support Our toll-free Technical Support hotline is available Monday through Friday, 8:00 A.M. to 8:00 P.M. Eastern time. You may contact MicroEdge s Technical Support Team as follows: Phone: (800) fimssupport@microedge.com If you have any questions regarding the Maintenance and Support Program, please contact our Client Administration Representative at Clients who experience a critical product issue not during Technical Support hours can report it by calling MicroEdge After-hours Critical Support (MACS) at

5 The Administrator Portal Administrator specific features in DonorCentral are contained in a separate Administrator's Portal for higher security. NOTE: The remainder of these settings are scheduled to be moved to the main Site Configuration page in the future. Accessing the Admin Portal Administrators can access the portal in two ways: 1. Use the separate Admin Portal URL given to you by MicroEdge, in which case you will be required to login. 2. If you have already logged into your DonorCentral site as an administrator, you will have available under Site Configuration a tab called Admin Home. You can click the Admin Portal link there to immediately access the site without having to log in 5

6 again. The Administrator s Home Page Once logged in, you will have access to the following main Administrator maintenance options: 6

7 The table below describes the options available on the home page. Option Site Statistics Suggestion Admin Broadcast E- mail Site Setup User Tracking Description Allows you to view site information for all foundations (as well as your own) that log into the site, summary statistics for your foundation, login statistics for the site, and recommendation information. Suggestion Admin tracks Grant Suggestions in the system based on the date, Fund ID code, Fund Name, and/or Advisor Name. The Broadcast feature in the Administrator Portal allows you to send to a large group of people at once. This link takes you back to the Admin Home page. DonorCentral allows you to export Donor information and their interests to an Excel spreadsheet. You can then use this information to review and analyze the interests that your Donors have selected. Site Administration Donor Statement Maintenance System / Misc. Settings Administration This section allows you to upload new batches of statements for your foundation or to remove an existing batch of statements. This section contains many general preferences for various areas of DonorCentral. This section allows you to manage all of the addresses and -related fields used throughout the site. Fund Administration Fund Summary Settings [DC 3.3] This section contains many preferences for the summary section of DonorCentral. Grant Administration General Grant Settings Advanced Grant Settings This section contains many general preferences for the online grant recommendation process. This section focuses on settings related to the grant shopping cart (suggestion list), research a group, recent grants and organization detail. 7

8 Suggestion Admin Suggestion Admin opens the Recommendation Administration form which lets you research Grant Suggestions in the system based on the Date range, Fund ID code, Fund Name, and/or Advisor Name. To search for suggestion(s): 1. Click Suggestion Admin. The Recommendation Administration form appears. 2. Enter search criteria in any or all of the search fields. The search results are filtered based on the criteria you specify. Available criteria include the Dates when the suggestions were made, the Fund ID code and Fund Name for the Fund specified in the suggestion, and the Advisor Name for the Donor Advisor who made the suggestion. 3. Click Submit. The Recommendation Search Results page appears. The following table describes the Search Results fields. Field Advisor Fund Organization Amount Submitted Status (Suggestion) ID Description The name of the Donor Advisor who made the Grant Suggestion. The Fund that the Donor Advisor selected on the Grant Suggestion Form. The name of the organization receiving the suggested Grant. The dollar amount of the Grant Suggestion. The date when the Donor Advisor submitted the Grant Suggestion. Will always say Pending Submitted. Click this link to display recommendation details for this search result. 8

9 Site Statistics The Site Statistics option on the Admin Portal allows you to view site information for all foundations (as well as your own) that log into the site, summary statistics for your foundation, login statistics for the site, and recommendation information. Click Site Statistics to access these statistics. NOTE: The Total DonorCentral Summary section of the page contains an additional field (# of Foundations) that displays the total number of organizations that are subscribed to DonorCentral. There is a section for All Foundations and another for Your Foundation. 9

10 Site Statistics Data The following table describes the Site Statistics fields: Field Description # of Foundations The number of foundations that subscribe to DonorCentral. # of Advisors The number of Donor Advisors that have access to DonorCentral. # of Staff The number of foundation staff members that have access to DonorCentral. # of Total Users The total number of DonorCentral users. # of Donor Stmts The number of Donor Statements that have been made available for viewing on DonorCentral. # of Funds The number of Funds that are accessible on DonorCentral. # of Staff Logins # of Advisor Logins # of Recommendations Total $ Recommended Average $ / Recommendation The number of time staff members have logged into DonorCentral during the current year (to date), the previous year, and cumulative logins since the organization started using DonorCentral. The number of time Donor Advisors have logged into DonorCentral during the current year (to date), the previous year, and cumulative logins since the organization started using DonorCentral. The number of Grant Suggestions that have been made on DonorCentral during the current year (to date), the previous year, and cumulative logins since the organization started using DonorCentral. The total dollar amount for Grant Suggestions that have been made on DonorCentral during the current year (to date), the previous year, and cumulative logins since the organization started using DonorCentral. The average dollar amount for Grant Suggestions that have been made on DonorCentral during the current year (to date), the previous year, and cumulative logins since the organization started using DonorCentral. 10

11 Broadcast The Broadcast feature in the Administrator Portal allows you to send to a large group of people at once. You can filter the group of recipients for each that you send. You can choose to send the to Donors / Advisors Only, Staff Only, All Users, or Advisors with No . You can also choose to send to Donors based on their Donor Interest. In addition to the filtering options for setting up an message, you can also export all of your Donor Advisor addresses to Microsoft Excel. This section contains the following topics: Sending Based on Interest Exporting Donor Addresses Sending Based on Interest To send an based on an interest area: 1. Log into DonorCentral as an administrator and click Broadcast . The page appears. 2. Click Group by Donor Interest. 3. When the by Interest Area page appears, click the Interest drop-down list and select the desired Interest code. 11

12 The system automatically populates the field with the addresses for Donors who are associated with the selected code. You can only select one Interest code. 4. Do one of the following: a. If you want to send the message directly from this page, click . The system opens a new mail message in your default application and places all of the addresses in the BCC field. b. If you want to copy the addresses to paste into another application (e.g., if you are building a larger list and want to include these addresses along with others), click Copy Address. Exporting Donor Addresses DonorCentral gives you the ability to export all of the addresses to an Excel spreadsheet. To export addresses: 1. Log into DonorCentral as an administrator and click Broadcast . The page appears. 2. Click Export Addresses. The system creates an Excel spreadsheet that 12

13 contains the name and address of each DonorCentral user. Site Setup Clicking this link will take you back to the Admin homepage. 13

14 User Tracking The User Tracking link takes you to the Site Activity Tracking page where information about various activities can be researched. See below for a description of each option. Option View Submitted Description Allows you to view a list of changes submitted and processed to a 14

15 Option Contact Changes View Activity by Web Page View Activity by Session Login History by Donor Login Statistics Summary Donor Interest Export Recurring Grants Report user s My Profile page. Description Displays the Web Activity by Page list which shows how many times each Donor Central page has been visited. View the activity of a specific advisor by time period selected. Displays a list of all donors with their login history. Displays the number of logins and grant recommendations per day by the date range selected. Exports Donor interests information to an Excel file. Displays a report of all recurring grants. View Submitted Contact Changes To view changed My Profile contact information: 1. Click User Tracking. The Site Activity Tracking page appears. 2. In the View Submitted Contact Changes section, click View Report/Process Changes. The Contact Changes Submitted Report appears. Unprocessed advisors with My Profile changes will be displayed first by default. 15

16 3. (Optional) You can switch to view the Processed list by clicking the View Processed button. 4. (Optional) To view the details of an advisor s changes, click the View link on the right side Detail column. If you are using My Profile and receiving s about changed contact information, you can use the Mark as Processed feature to stop receiving this information for the selected contact. 16

17 NOTE: If no changes were submitted, the report will be blank. 5. (Optional) If you want to print the report, click the Print icon on the upper right-hand side of the web page. Viewing Activity by Web Page To view user activity by web page: 1. Click User Tracking. The Site Activity Tracking page appears. 2. In the View Activity by Web Page section, enter the Date Range for which you want to track activity. Make sure to enter the dates in MM/DD/YYYY format. 3. Click View Activity. The Web Activity by Page list is where you can view the number of times each page was used during the selected time period. The pages are listed in order from those that were used the most often to those that were used the least often. 4. (Optional) If you want to print the page, click the printer icon in the top right-hand corner of the table. 5. (Optional) If you want to view the Date, Time, and User name statistics for when a specific page was used, click View to the right of the Page Description and # of Page Hits fields for the desired page. The Web Activity for Page list is displayed 17

18 with the statistics. 6. (Optional) If you want to view the session statistics for a particular user on a certain date and time, click View to the right of the Date, Time, and User Name fields for the desired session. The Web Activity for Session page appears, where you can view the pages that the user visited and the time he or she used each page during the selected session. Viewing Activity by Session To view user activity by session: 1. Click User Tracking. The Site Activity Tracking page appears. 2. In the View Activity by Session section, enter the Advisor Name whose activity you want to view and select a date range using the drop-down menu. 18

19 NOTE: If you want to view activity for all users, leave the Advisor Name field blank and only enter the Date Range. 3. Click View Activity. The Web Activity by Session page appears. The following list describes the Web Activity by Session fields: Date: The date when the session took place. Time Start: The time of day when the session started. Time is displayed in 24-hour format. Time End: The time of day when the session ended. Time is displayed in 24-hour format. User Name: The name of the user who initiated the session. Ind ID: The User ID code of the user who initiated the session. Fund ID List: The Fund ID codes for the Funds which the user is associated. 4. (Optional) If you want to view a list of the pages that the user viewed and the times he or she viewed them during a session, click on a User Name. The Web Activity for Session page appears. Viewing Login History by Donor To view login history by Donor Advisor: 1. Click User Tracking. The Site Activity Tracking page appears. 19

20 2. Scroll down to the Login History by Donor section and click View Activity. The Login History page appears where you can view the number of times each Donor Advisor has logged in during the month to date (MTD), year to date (YTD) and Cumulative logins. It also displays the date of the Donor Advisor s first and most recent login. 3. (Optional) Click Export to create an Excel export file containing this data. 4. (Optional) Click Print to print a copy of the page. 5. (Optional) If you want to view more detailed information about a specific Donor s login history, click the link in either the MTD, YTD or Cumulative column for the desired Donor. The Login History Detail page appears. This page contains the following fields: Advisor: The User Name for the selected Donor Advisor. MTD: The number of logins the Donor Advisor has completed in the current month. YTD: The number of logins the Donor Advisor has completed in the current year. Cumulative: The total number of logins for the Donor Advisor. First Login: The date the Donor Advisor first logged in to DonorCentral. Last Login: The last date the Donor Advisor logged in to DonorCentral. Viewing the Login Statistics Summary To view the login statistics summary report: 1. Click User Tracking. The Site Activity Tracking page appears. 2. Scroll down to the Login Statistics Summary section. 20

21 3. In the Date Range fields, enter the date range for which you want to view Login Statistics. Make sure you enter the dates in MM/DD/YYYY format. 4. Click View Activity. The Login Statistics Summary page appears, where you can view the number of logins and the number of Grant Suggestions that took place on each date within the selected range. Donor Interests Export The Donor Interest Export can be found by clicking the User Tracking link Clicking the Export button will generate an xls (MS Excel) spreadsheet file which can be viewed and/or saved to your computer. This spreadsheet will list all your advisors along with their interests. 21

22 Recurring Grants Report This option lists all your recurring grants. Donor Statements Maintenance Donor Statement Maintenance allows you to upload new batches of statements to DonorCentral or to remove an existing batch of statements. This section contains the following topics: Uploading Donor Statements Removing Donor Statements 22

23 Uploading Donor Statements To upload a Donor statement: 1. Click Site Setup, and then click Donor Statement Maintenance. The Donor Statement Administration page appears, displaying a list of the statement batches that are currently available on the site, and providing the option to add another batch or remove an existing one. 2. Make sure that you have created a.zip file that includes the contents file and the.pdf files for the related Donor Statements. 3. Enter the path and file name for the.zip file that you want to upload. If you are not sure of the exact path and file name, click Browse to locate the desired file. 4. Click Upload Statements. Removing Donor Statements To remove a Donor statement: 23

24 1. Click Site Setup, and then click Donor Statement Maintenance. The Donor Statement Administration page appears, displaying a list of the statement batches that are currently available on the site, and providing the option to add another batch or remove an existing one. 2. Enter 'RemoveX' in the text box for the batch you want to remove, where X is the line number that you want to remove in the appropriate field. 3. Click Erase Statements. System and Miscellaneous Settings To configure the miscellaneous system settings click Site Setup and then click System / Miscellaneous Settings. The System Settings page appears. 24

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26 NOTE: Please refer to the table below for descriptions of the available options. Option DonorCentral Name Logout Redirect Page Contact Us Header Contact Us Footnote Contact Us Groups Forms Page Footnote MyProfile Header Text Signoff Text Description DonorCentral Name is how this site is identified as for your Foundation. If you change this, it will require some custom work to go through a few of the static pages (roughly 1 hour of custom work) to complete the renaming of the website. By default, the name is "DonorCentral". Enter the URL where you want users to be automatically redirected when they logout of DonorCentral (for example, your organization s home page). Enter the text that you would like to appear in the header of the Contact Us table. If you leave this field blank, the default text will be used in the header ( Please feel free to contact us with any questions you may have regarding your funds ). Enter any additional notes that you want to include in the footnote section on the Contact Us page. Display groups on the Contact Us page By Department or Individually. Enter any additional notes that you want to include in the footnote section on the Forms page. This is the text displayed at the top of the My Profile page. Enter any disclaimer / signoff agreement text that you want to add to the 26

27 Option for Registration Page Instructions Text for Registration Page Show signoff text? Print in new window? Disable site? Site Disable Message Admin Security? Maximum login failures registration form. Description NOTE: Click the arrow in the Show Signoff Text drop-down and select either Yes or No to determine whether you want to display the text on the page. Enter any instructional notes that you want to add to the registration form. Enable or Disable the signoff text above. The print in new window setting alleviates an issue with printing the screen - the contents can regularly be cut off due to the width of the screen. When this is turned on, a new window containing only the contents of the screen is opened and then prompted to print. [Yes or No] Disabling the site is useful when your system administrator is making updates to the site and you don't want Advisors and/or staff reviewers to access the site until the updates are complete. Advisors and Reviewers: Indicates that the site will be disabled for both Advisors and staff reviewers. Advisors Only: Indicates that the site will be disabled for Advisors, but enabled for staff reviewers. No: Indicates that the site will not be disabled. NOTE: Site Administrators will always be able to access the site, regardless of this setting. IMPORTANT: Please contact DonorCentral Support before disabling the site for the first time, as there is a required change to the login page associated with disabling the site. Enter the text that you want users to see if they try to access the site while it is disabled. [Yes or No] Admin Security allows you to control staff access to individual sections in the admin navigation menu (.i.e Site Setup, Alerts, User Tracking, etc.). This applies only to staff classified as 'Limited'. If you are unable to designate staff in FIMS or FoundationPower as 'Limited', please contact your MicroEdge support representative. Once activated, you can setup menu items and assign staff access using the two Admin Security links at the top of the Site Setup page. Enter the maximum number of times that someone can attempt to log into DonorCentral and fail, before the User ID is blocked by the system 27

28 Option Password Reset on First Login Password Expiration? Password Expiration Interval Change Password Text and must be reset. Description [Yes or No] This value controls whether the user is required to change his/her password on first login. [Yes or No] Enable / Disable a password expiration period. If enabled above, this field controls the number of days between required password changes. This is the text displayed to users regarding password changes. When you are finished, click Save Changes. Administration This section allows you to manage all of the addresses and -related fields used throughout the main site. There are five main sections: Grant Confirmation Settings HTML Grant Confirmation Settings My Profile Data Upload Notifications Miscellaneous Settings 28

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32 Fund Administration This section contains many preferences for the fund summary section of DonorCentral. The table below describes each of the fields: Field Description This setting controls the amount of detail included in the Fund Summary export available to donors. The options are Basic or Full. Basic is the default. Gift/Grant Export Type Show Market Value Detail? [Yes or No] If Market Value information is available for your site, setting this option to Yes will give donors a Detail button on the Fund Balance/Market Value line item on the Fund Summary page. NOTE: Market Value data is uploaded to DonorCentral from FIMS and must be enabled by contacting FIMS Support. 32

33 Field Show investment list with market values? Show As of Date for Market Value? Show As of Date for Grantmaking account? Pending Suggestion Date Keep Pending Suggestion Until Paid? [Yes or No] [Yes or No] [Yes or No] Description Blank by default. Format should be MM/DD/YYYY. This field controls the cutoff date for keeping suggestions in the pending bin until they have been paid in FIMS. Generally speaking, if this setting is used, it should be set to a month or two prior to the current date or even more recent. NOTE: Please choose a date wisely and update it regularly. Entering a date too far back will pull in old suggestions that were processed manually in FIMS and are not connected to the unique ID associated with those suggestions. [Yes or No] General Grant Settings To configure the general grant settings: Click Site Setup and then click General Grant Settings. The Miscellaneous Grant Settings page appears. 33

34 Field Show Fund ID in Funding Source Selection Grant Terminology What you call your Grant Recommendation Minimum Suggestion Amount (default $1) Minimum Suggestion Cart Total Amount (default $1) Description Click the drop-down list and select either Yes or No to determine whether you want to display the FIMS Fund ID code along with the Fund Name. Enter the text that you use to refer to recommendations. If you would like to use a different term for Grant Recommendation, enter it here. Enter the minimum amount that a Donor can use for a single Grant Suggestion. Enter the minimum amount that a Donor can use for their cumulative Grant Suggestions in a given session. 34

35 Field Fund Balance Check Description Click the drop-down list and select either Yes or No to determine whether you want the system to compare the suggested Grant Amount to the fund balance before accepting the grant form. Validation Method Threshold % Continue Button Label Confirmation Header (message donors receive when submitting on the site.) Confirmation Language (appears at the top of the donors receive) Advanced Grant Settings NOTE: When the Fund Balance Check is active, users will receive an error message on their suggestion form if they suggest a grant that exceeds the value it was compared to. If you selected Yes in the Fund Balance Check field, click this drop-down and select whether you want the system to run the check based on the Market Value, Spendable Balance, or Both. Threshold % is part of the fund balance check. Setting this to a specific percentage will limit donor advisors to spending that amount of the available balance. Example: If you set it to say 25%, the donor advisor can t spend more than 25% of the available balance. If you would like to use a different term for the Continue button, enter it here. The confirmation header field displays at the top of the confirmation page after the donor submits a suggestion. The confirmation language field is for the confirmation that goes out. To access the Advanced Grant Settings, click Site Setup and then click Advanced Grant Settings. 35

36 Field Use Guidestar Links? Guidestar Guidestar Password Show Org Links Show Org Links as: Show Purpose on Grant History IRS Charity Search? Show Grant History Only Show Grant History for Advisor s Description Click the drop-down list and select either Yes or No to determine whether you want links to Guidestar to appear on the site. Enter your Guidestar address. Enter your Guidestar Password. Enable or disable Show Org Links by selecting Yes or No. This drop-down list is used to determine whether you want to display an organization s Profile information or just provide a link to the organization s website. Options include: Org Profile, Website Link or Website Link Only [Yes or No] [Yes or No] [Yes or No] [Yes or No] 36

37 Field Fund(s)? Show Org Background? Recurring Grants? [Yes or No] Description [Yes or No] Set this to Yes to enable Recurring Grants on the main site. You will be able to add Frequency, Start Date-Recurring, and End Date-Recurring fields to your forms. Also, a Recurring Grants section will be added to the Recommendations page. 37