Retrieving Pledge Reminders 1 st and 2 nd Reminders (Revision Date: October 7, 2004)

Transcription

1 Retrieving Pledge Reminders 1 st and 2 nd Reminders (Revision Date: October 7, 2004) Double SSH Secure File Transfer Client icon on desktop button on the left side (3 lines down) File Open Error box will appear, click OK Enter Host Name: uwa0275.admin.utk.edu User Name: (your NetID) If you do not know your NetID, visit The first time you do this, a Host Identification Box will pop up. NO (for the first few days, just in case something goes wrong) After a few days of testing, YES. After the first day of clicking YES, you should not have to do this step again. Enter Password box appears Enter your NET password If you do not know your Net Password, visit OK On right side Double ADVP Folder knox Folder out Folder Scroll down until you find the files named knox_1rem_file_(date reminders were downloaded) OR knox_2rem_file_(date reminders were downloaded) one time on correctly dated file for the 1 st or 2 nd reminders to highlight. On the tool bar, on the down arrow to Download Dialog Download-Select Folder Box will appear. Use this box to find the location where you would like for the Reminders to be downloaded. the down arrow located to the right side of the Look in: field at the top of the Download-Select Folder box. Double Vol1 on Utncs1_vol1_server (I:) DEPTS folder Alumdev folder P2Workgroup folder Reminders folder Backup Data Files folder

2 the button This will cause the file to appear in the box at the bottom of the window. After downloading the 1 st reminders, you may want to go ahead and download the 2 nd reminders before closing the SSH Secure File Transfer window. Close SSH Secure File Transfer window. OK in the Confirm Exit box. Creating a Data File Double P2 Drive Shortcut on your Desktop Reminders Folder Backup Data Files Folder Right on file you just downloaded. Copy Backup button once Double Data Files Folder Right in open space Paste Right document left there from the day before (if it is there) Delete Right on file you just downloaded. Rename Delete _(date) File should read ex: knox_1rem.csv (File may or may not end in.csv ) Note: If you are retrieving the 2 nd Reminders the file name should read Knox_2rem.csv Hit Enter

3 Checking Reminders Using Excel Double This will bring up the Excel Spreadsheet with all the data used to generate the reminders. in the gray box located above the row heading 1 and to the left of column heading A. This causes the whole spreadsheet to be highlighted. With the spreadsheet highlighted Format Column Auto Fit Selection This expands the columns to allow you to be able to see all the information in each cell. anywhere in the spreadsheet to remove the highlighting. If you need to check to see if a Reminder is going to print to a particular person, you can scan down columns C and D to see if their name(s) show up. You can also use the Control F shortcut keys and type in a name to see if it is on the spreadsheet.

4 Check for * NO VALID ADDRESS TO MAIL REMINDER, by looking at the information in column E. Use ANDI to determine a VALID address. The valid address can be typed into the spreadsheet. SAVE the spreadsheet by clicking the save icon making these address corrections. on the tool bar after After saving all changes, highlight the whole spreadsheet again. on the menu bar A Sort box will appear. In the Sort by field, choose PLEDGE_PAY_AMT from the drop down list. Any pledge payment amounts that are less than a $1.00, should be questioned. Pledge reminders for payment amounts less than a $1.00 will show up at the top of the spreadsheet since we sorted the data by the PLEDGE_PAY_AMT column. When you have finished reviewing the data Close the spreadsheet Repeat the Checking Reminders Using Excel section for the 2 nd Reminders. When you have finished Close Data Files window.

5 Print Reminders Double Reminders icon on your desktop. Document should automatically pull up the Reminders template and data from the Data Files Folder on the P2 Drive. If not, Find Data Source Button the down arrow located to the right side of the Look in: field. Double Vol1 on Utncs1_vol1_server (I:) DEPTS folder Alumdev folder P2Workgroup folder Reminders folder Data Files folder Change Files of Type: to ALL FILES Double on File With the Reminders template showing Merge to New Document button on tool bar. Sending Reminders to Printer File Print Change Printer to Change Scale to Paper Size to Letter OK Call the Computer Room to let them know about the job(s) you have sent to Solimar (4-2210) then deliver some blank pledge reminder paper to Jeff in the Computer Room at P214 Andy Holt Tower Jeff will bring the printed reminders and left over blank reminders back to the Gift Records Office.

6 Pull out any reminders we have been instructed not to mail. Mailing Reminders After checking reminders, fill out the MAIL FINISHING WORK ORDER and take them down to the Computer Room for the Mailroom to pickup. You should hand these to someone who works in the Computer Room and let them know that they are for the Mailroom to pick up. The Mailroom will fold, stuff and stamp the Reminders and mail them out for us. They have a supply of the envelopes they need to use. MAIL FINISHING WORK ORDER Date: Date you take them to the Computer Room to be picked up by the Mailroom. Department Name: Advancement Services Department Account Number: E Mail Account #: 435 Job Name: Pledge Reminders Contact Person: Your Name Phone #: Your Phone Number Place an X in the following spaces Folding Inserting Postage Metering Post Office