Arena: Membership Lists Foundations (Hands On)

Transcription

1 Arena: Membership Lists Foundations (Hands On) [Course #A118] Presented by: Linda Johnson Shelby Contract Trainer 2017 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective This course is designed for the beginner level. It targets those who need a basic understanding of how to create Basic and Advanced lists and work with Criteria. It provides practical examples you can use in Arena. The following topics are presented in this session: Difference between My Lists and Public Lists How to create Basic and Advanced Lists Using different List Types (Parents of) How to copy, edit, and delete a List How to Word merge for labels and How to export to Excel How to send an from Lists 2

3 Fundamentals Before walking through the steps to create and use Lists, let s first cover some fundamentals. My Lists VS Public Lists My Lists are lists created for the current user. Only the current can access these lists. These lists are also available on Arena s mobile portal. Public Lists are lists other users can access. View and edit permissions can vary. If using List Categories, there is also an option to limited Lists on the Public List page by the selected List Category. Lists created starting with either page can be moved and/or copied to/from the My Lists and Public Lists page. Basic VS Advanced While Basic and Advanced Lists are created in the same way, the method used for selecting criteria is different. Basic list uses the AND Boolean logic where records must satisfy all selected criteria. Advanced lists provide the option to select either the AND or OR Boolean logic for each added criterion. Steps to Create a List: Basic and Advanced lists use the same seven steps below: 1. Enter a name for the list, select List Type, select List Category (if available), and enter an optional description. The default List Type options are Person. Group, Parent and Contribution. Person List Type has the most criteria available by default. List Types and List Categories provide a great filter option once many lists exist. 2. Select the criteria by which to search for desired records. 3. Select what fields to display in the list results. Available fields will vary based on the criteria selected in step #2. 4. Customize the fields to display in the list results. You can customize column headings and alignment. 5. Customize the sort order. You can sort by any field selected to display. 6. Select to make the list Public of for your use only (My Lists). 3

4 Criteria Tips Given a record can only one gender, one members status, one record status, and one family role, if the list requires more than one of these criterion, you will likely need to use an Advanced List. Consider selecting is not blank for first, nick and last name in order to search for individuals. Otherwise, the list results may include businesses which use the last name field. Consider using a larger age range if converting from Shelby v.5 given any record that use only MM/DD will convert with the birth year of Consider selecting active record status to omit inactive or pending records from your results. Consider selecting is not blank for or address in Advanced Criteria to ensure list results include only records with fields populated. 4

5 Consider using either date added, date modified, date verified for record management and assimilation purposes. Consider using adults in family and/or children in family to search for people for your family or single parent ministries. Consider selecting either not in a small group or select the applicable groups twice to search for people not active in groups or in a specific area of ministry. 5

6 Example #1: Creating a Basic List Scenario: You want to create a mailing for adult members but not waste labels on those with incomplete addresses. Use the criteria to find the correct individuals, combine them if married, and find only those with complete mailing addresses. 1. Go to the Membership > My List page. 2. Click the add new list button. 3. Enter the Name Labels for Adult Members for the list. 4. Choose Person Report Type from the drop-down list. 5. Choose the Category Adult. List Category is a customizable Lookup and serves as filter for available lists on the Public List and My List page as, as well as, the option to restrict lists (on the Public List page) by Category via a module setting. 6. (Optional) Enter a Description. Use this to note the purpose of the list or what results to expect. 7. Click the next button 6

7 8. On the Basic Criteria Control group select the following fields: First Name = Is Not Blank* Last Name = Is Not Blank* Member Status = Member Record Status = Active Family Role = Adult * Selecting these values insures only individual records are selected, not business records. Business records use the Last Name field. 9. On the Advanced Criteria select the following fields: Street Address = Is Not Blank City = Is Not Blank State = Is Not Blank Zip Code = Is Not Blank 10. Click the next button 7

8 11. Moving fields from Available Fields to Selected Fields and vise-versa, choose the Selected Fields as shown. Click the single right arrow to add or left arrow to remove a single field. Use the CTRL Key to select multiple fields at the same time. Use the up and down arrow to the right of selected fields to change the order of displayed fields. The field does not affect the Word Merge results, but changing the order makes it easier to view the results. When combining labels, Arena uses the Nickname and not the First Name field even if First Name is selected. Key: When working with Word Merge documents such as labels and letters, it s important to select the fields needed for that merge document, such as Street Address and Address Line 2, are included. 12. Click the next button. 13. Customize the column headings and alignment, if desired. 8

9 Click the gear button is make advanced changes for the specific field 14. Customize the sort order, based on the fields you selected to display. Click the Add button to add sorting options. The Field must be selected to be available for sorting. Click the icon to remove a sorting option. Results can also be sorted by clicking on the column header on the results page. The sort order is used in Word Merge documents and Excel. 15. Click the next button. 9

10 16. To make this list available on the Public List page, leave List is available to everyone checked. Uncheck to make this list available only on your My List page. For this example, make this a private list so uncheck List is available to everyone. For users with access, you can select display SQL query to view the query for this list. The query can be very usual is a goal is to create a report or use the Report Grid from Query module. 17. Click the finished button. 10

11 18. List Results will now display. From the Lists results page, you can view the results and select specific records for any action on this page. To select all records from the there is no need to select any records. To select specific records, you will first need to change the page size so all records are visible on one page. For this example, page size will need to be at least Click the refresh button to update page size. To edit the results, click on Edit List Criteria in the upper right corner. To create labels for each person, click the Word button from the bottom right menu of buttons. To create a label per household, select the Word document from the available merge documents on the top of page. We will use this option for this exercise. If available, you can merge records with Available Reports. These are also known as Registered Reports. Click the Bulk Update button to update selected records to another tag, group, field, etc. Click the Merge Click the Click the SMS Click the Excel button to merge duplicate records or send to a designated person to merge. button to selected records. button to send a text message to selected records. button to export selected records to Excel. 19. Depending on the browser you use (Google Chrome, Internet Explorer, Safari, Firefox, etc.) the Word document will either open you will be prompted to download first. 11

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13 Creating an Advanced List To create an Advanced List, follow most of the same steps as with a Basic list. The major difference is how you select Criteria. Prior to creating an advanced list you may first want to consider fundamental fields you will first want to add such as record status, gender, member status and family role. Example #2: Scenario: The church is hosting a major women s event and you want to invite every adult woman with specific member statuses. 1. Click on My Lists and change the Report Type from Basic to Advanced using the drop-down list. Then click Add New List icon to the right. 2. Enter list name, choose list type, and choose category; then click Next. Consider adding a uniform value for Advance list for Public Lists. 13

14 3. Click the add new group button to add your first criteria. 4. Click the add new control button. 5. Select your first criteria. Criterion is organized in the same sections as a Basic List. You can select each criterion in the dropdown. Consider selecting broader criteria such as record, gender, family role as your first set of criteria given the query is built by the order of your selections. 14

15 6. Add additional criteria, selecting AND or OR for each selection. Consider using the main Add Group as its own criteria or the Add Group within a section for a sub-set of criteria dependent on your desired goal. 7. Proceed with the subsequent steps as a Basic List. 15

16 Example #3: ing Parents and Creating Parent of Labels Scenario: Create an list to the parents of preschoolers. The labels print the title To the parents of above the children s names on the labels. Use the Parent of Label design. 1. Click on My Lists and change the drop-down list, choose Basic, and click the new list icon. 2. Enter the Name All Children for this list. 3. Choose Category 4. Choose Parent List report type. 5. Click the next button. 6. Choose the following Criteria: 7. Click the next button. 16

17 8. Choose the following Selected field to display. 9. Click the next button. 10. Customize columen headings. 11. Choose the default Sort order. 12. Click the next button. 13. Uncheck that the list is available to everyone, or make it a My List (private). 14. Click Finished. 17

18 From the list results you can use any of the available features as previously discussed. 18

19 Using Word Merge 1. Select the Word merge button to merge each record with a Word document. 2. Select the desired Word document. Notice the Parents of Labels. 3. Based on the browser you are using the Word document will either open or you will first need to download the file. You can also Word merge with the same documents on the top of the page. With combine family members checkbox selected, document will be merge per household. 19

20 ing from Lists 1. To send an from a list, click on the button. 2. From the New Communications page, Arena displays the number of selected records with no address. Click the show list button to display the reicpients list. In this window you can: Click the delete button to remove the person from the . Click the hyperlink name to view the record. For this exercise, leave all selected. Click the hide list button. 20

21 3. Proceed with Settings and Communication Content. 4. Click the send button. 5. For recipients who do not have an address, you have the option to use Word merge or Mailing. 21

22 Exporting Records 1. From the List Results page, select the records to export. If exporting all, do not select any records. 2. Select the Excel button. 3. Depending on your browser the Excel file with either open you will first need to download the file. 4. Open the file. 5. If prompted, select yes. 6. Select enable editing. 7. Using your Excel skills, you can hide or delete columns and make other changes are desired. Any changes made in the excel do not impact records in Arena. 22

23 Copying a List With the use of Public and My List you may want to copy a list from either page and move the copied list to the alternate list. The lists will be independe of each other. This may be important if there is a Public List you would like available on the Arena mobile portal. In contrast, you might have a My List that will benefit other staff members. You can copy the My List and move the copied list to the Public List page. We will use this scenario for the exercise Steps to Copy and Move a List: 1. From to My List page, click the copy button for the desired List. 2. Enter a name for the copied list and description. 23

24 3. Click the copy button. 4. Now click the edit button. 5. Click the next button until the summary page displays. 6. Check the list is available to everyone checkbox. 7. Click the finished button. 8. This list is now available on the Public List page. 24

25 Deleting a List On occasion it is necessary to delete a list to keep the Public and My lists current. To delete a list from Public or My Lists, click the red X to the far right of the list. Sort by Last Run Date to find lists that have not been run in some time. 25

26 Q&A Class Discussion 26

27 Linda Johnson Shelby Contract Trainer events will add photo and bio