Table of Contents T HE R AISER S E DGE FOR W INDOWS A DMINISTRATOR S G UIDE

Transcription

1 T HE R AISER S E DGE FOR W INDOWS A DMINISTRATOR S G UIDE Table of Contents C H A P T E R 1 P R E-I N S T A L L A T I O N About the Online Manual... 2 About the SQL Anywhere Database... 2 Detailed System Recommendations... 3 General Recommendations... 9 Pre-Installation Considerations/Checklists C H A P T E R 2 I N S T A L L A T I O N Installing The Raiser s Edge for Windows Migrating an Existing Database after Installing The Raiser s Edge C H A P T E R 3 P O S T-I N S T A L L A T I O N Post-Installation Checklist Blackbaud Database Service Manager Setting Database Startup Parameters Starting Up and Shutting Down the Database Backing Up the SQL Anywhere Database Common Questions/Troubleshooting Tips C H A P T E R 4 C O N F I G U R A T I O N Configuring General Information Establishing Preferences Managing Tables Table Descriptions Establishing Program Security Membership Category Tab Financial Institutions Tab Configuring Addressee/Salutations Configuring Attributes Establishing International Settings Letters Establishing General Ledger Settings Chapter Summary Table of Contents iii

2 C H A P T E R 5 D A T A B A S E A D M I N I S T R A T I O N Overview System Statistics Import and Conversion Import Operations Import Import Setup Create Import File Select Query Results Import Layout Tables Sample Import Files Troubleshooting Import Exceptions Global Change Facility Globally Write Off Pledges Drop Lapsed Members Post to General Ledger Duplicate Constituents Merge Constituents Global Delete Facility Validate Database Chapter Summary A P P E N D I X A: C O N F I G U R I N G M U L T I P L E B L A C K B A U D SQL A N Y W H E R E D A T A B A S E S... A-1 A P P E N D I X B: C O N F I G U R I N G M U L T I P L E R A I S E R S E D G E SQL A N Y W H E R E D A T A B A S E S... B-1 A P P E N D I X C: G E N E R A L L E D G E R E N T R I E S F O R T H E R A I S E R S E D G E G I F T T Y P E S... C-1 A P P E N D I X D: T H E R A I S E R S E D G E F O R T H E W E B 3.0 U S E R S G U I D E... D-1 A P P E N D I X E: A U T O I N S T A L L A T I O N... E-1 iv Table of Contents

3 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge for Windows, RE:Event, ParaGon, and MatchFinder are trademarks of Blackbaud, Inc. Microsoft is a registered trademark, and Windows, Windows for Workgroups, and Windows NT are trademarks of Microsoft Corporation. Avery is a registered trademark of the Avery Dennison Company. Adobe and Acrobat Reader are registered trademarks of Adobe Systems Incorporated. Crystal Reports is a registered trademark of Seagate Software, Inc. GradeQuick is a trademark of Jackson Software. MYOB is a trademark of MYOB US, Inc. Novell Netware is a trademark of Novell, Inc. Rolodex is a registered trademark of Newell Rubbermaid Inc. Sybase is a trademark of Sybase, Inc. WordPerfect is a registered trademark of WordPerfect Corporation. ZIP Code and ZIP+4 are registered trademarks of the United States Postal Service. All other products and company names mentioned herein are trademarks of their respective holder. RE641-AG

4 C HAPTER 1 Pre-Installation In This Chapter About the Online Manual... 2 About the SQL Anywhere Database... 2 Detailed System Recommendations... 3 Standalone Recommendations... 3 Workstation Recommendations... 3 Server Recommendations... 4 Server Memory and Disk Space Requirements... 5 Database Server Choices: Windows NT vs. Novell... 5 Other Recommendations... 6 Web Requirements... 6 Web or Modem Access... 6 Bar Code Scanners... 7 Database Backup... 7 Point of Sale... 7 Credit Card Processing... 7 Printers... 7 Computer-Based Training... 8 SQL Anywhere Supported Versions... 8 Third Party Software... 8 Server-Based Computing ( Thin-Client Technology)... 8 Recommendations Disclaimer... 9 General Recommendations... 9 Pre-Installation Considerations General Considerations For Windows Server Network For Novell NetWare Network Chapter 1 Pre-Installation 1

5 About the Online Manual The Raiser s Edge Administrator s Guide, User s Guide, Crystal Reports User s Guide, Crystal Tutorial, Sample Reports Manual, optional module User s Guides,andUsing the Online Manual are now available through the Help menu in electronic form. The Online Manual installs, by default, when you install The Raiser s Edge for Windows (hereafter referred to as The Raiser s Edge). About the SQL Anywhere Database SQL Anywhere (also referred to as SQLA) is a full SQL database management system developed on personal computers for personal computers. SQL Anywhere is a full-featured transaction processing SQL database management system that has excellent performance while requiring less resources (memory space, disk space, and CPU speed) than other database management systems. SQL Anywhere is a fast and efficient database for many environments, from notebook computers to servers supporting large numbers of concurrent users. It is a flexible and scaleable solution for today s diverse needs. SQL Anywhere offers all the power of a client/server solution while also being easy to install and administer. It requires minimal effort to set up and maintain. The built-in query optimizer reduces the need for tuning and adjusting parameters for optimal performance. SQL Anywhere also has a smaller footprint than most other database management systems, which means only a few system files are necessary to run the database engine. In addition, SQL Anywhere has a lower memory requirement. Blackbaud s software for Windows uses a Sybase SQL Anywhere database, and periodically in this guide SQL Anywhere is mentioned regarding a product s database. 2 Pre-Installation Chapter 1

6 Detailed System Recommendations Note: Hardware requirements are subject to change and updated as necessary. We recommend calling customer support at or visiting for the most recent hardware requirements. Standalone Recommendations Memory (RAM) Processor (CPU) Disk Space Operating Systems CD-ROM 128 MB minimum. Note: More memory will improve performance. Pentium 233 MHz or better recommended. Note: The Raiser s Edge will run on a slower Pentium (or Pentium-class) processor; however, performance will not be optimal. Program, system, and help files require 95 MB of hard drive space if all options are installed. An additional 20 MB is required if you install Crystal Reports for Blackbaud, and 40 MB is required for the Online Manual. Use the calculation under Server Recommendations to estimate the hard drive space for the database files. Additional free space is needed to process reports and mailing functions. Multiply.5 by the total size of your database to calculate the optimal free disk space needed. Microsoft Windows 3.1, Windows for Workgroups 3.11, Windows 95, Windows 98, Windows NT 3.51, and Windows NT 4.0. Required for installation and updates. Workstation Recommendations Memory (RAM) Processor (CPU) Disk Space Operating Systems 64 MB minimum. Note: More memory will improve performance. Pentium 233 MHz or better recommended. Note: The Raiser s Edge will run on a slower Pentium (or Pentium-class) processor; however, performance will not be optimal. Program, system, and help files require 95 MB of hard disk space if all options are installed. An additional 20 MB is required if you install Crystal Reports for Blackbaud; and 25 MB is required for the Online Manual. Use the calculation under Server Recommendations to estimate the size of your database. Additional free space is needed to process reports and mailing functions. Multiply.25 by the total size of your database to calculate the optimal free disk space needed. Microsoft Windows 3.1, Windows for Workgroups 3.11, Windows 95, Windows 98, Windows NT 3.51, and Windows NT 4.0. Chapter 1 Pre-Installation 3

7 Server Recommendations A dedicated database server is typically not required for seven or fewer users. However, this requirement depends upon the activities performed by the users, response time you desire for queries and data entry, size of the database, and other applications running on the server. In general, no mission-critical databases or client/server applications, except for other Blackbaud software using SQL Anywhere, should run on the same server. Print services are generally allowable, given their low server demands. Memory (RAM) Processor (CPU) Hard Disk Server Operating Systems Network Protocols CD-ROM Use the calculation under Server Memory and Disk Space Requirements to calculate the server memory requirement. If you are purchasing new hardware, we recommend you buy the fastest Pentium (or Pentium-class) processor available. If you have existing hardware, a Pentium 350 MHz is the minimum recommended processor. Only Intel Pentium processors or x86 Pentium-class processors are supported. DEC Alpha computers are not supported. Note: As the number of users increases, the processing power of the server is degraded as its time is split among the various users. Organizations with heavy query and reporting activity that have high volume data entry occurring simultaneously should consider multiple CPUs and/or a scheduling process for their activities to reduce loads on the server during peak operating hours. Use the calculation under Server Memory and Disk Space Requirements to estimate the hard drive space for database files. Additional free space is needed for processing. Multiply.5 by the total size of your database to calculate the optimal free disk space needed. Note: A high performance disk subsystem, such as SCSI-2 and RAID technology, is recommended. Microsoft Windows NT Server 3.51 and 4.0 (for Intel processors), Novell NetWare 3.2, 4.2, and 5. Windows 95 peer-to-peer networks are supported but not recommended for more than 3-4 users. Unix is not supported. TCP/IP, IPX/SPX, and Netbios. TCP/IP is strongly recommended for Windows NT networks and Windows 95 peer-to-peer networks. Note: Blackbaud has found that TCP/IP is a more stable and problem-free protocol for most environments. A CD-ROM drive on the server or at least one workstation on the network is required for installation and updates. 4 Pre-Installation Chapter 1

8 Server Memory and Disk Space Requirements To estimate the database size (in megabytes), multiply a factor of 0.9 to 1.7 by the total number (in thousands) of constituent and gift records. Use a factor of 0.9 if no optional modules are installed and you do not have an unusually high number of record types such as appeals, actions, relationships, etc. Otherwise, use 1.7. Refer to the chart below for a sample calculation. Configuration Records (x 1000) Factor Required Drive Space Minimum (no optional modules) 90 x MB Large (optional modules or high number of other record types - appeals, etc.) 90 x MB Note: To current users of The Raiser s Edge for Windows Jet version: The size of the SQL Anywhere database is approximately equal to the total disk space occupied by the Jet database files (*.MDB in the database directory). After calculating the required drive space, use the following chart for your optimal server memory for The Raiser s Edge. Total Database Size (Computed from calculation above) Minimum Physical Server Memory Required Memory Allocated to the SQL Anywhere Database MB 64 MB 32 MB + 2K per user MB 128 MB 64 MB + 2K per user 501 MB-2 GB 256 MB 128 MB + 2K per user Database Server Choices: Windows NT vs. Novell Blackbaud is not a vendor or provider of network operating systems and cannot select which system is right for a particular organization. You should consult with qualified network technicians to determine the best choice for your organization. A Windows NT Server is required if you are implementing RE:Web on the same server as The Raiser s Edge database (see Web Requirements for more information). If you are considering using multi-processors servers: Sybase has designed Adaptive Server Anywhere 6.0 (which will be provided with The Raiser s Edge version 7) to take advantage of multiple processors on Windows NT/2000 servers only. Adaptive Server Anywhere will run on a Novell NetWare server with multiple processors, but performance will be similar to that of a single processor. Chapter 1 Pre-Installation 5

9 Other Recommendations Web Requirements These requirements are for RE:Web 3.0. Server Memory (RAM) Processor (CPU) Hard Disk Operating System Workstation Browser Operating System 64 MB minimum. 128 MB recommended. Note: More memory will significantly improve performance. Pentium 200 MHz processor. Note: More memory will significantly improve performance, especially as the number of users increases MB. Microsoft Windows NT Server 4.0 installed with Microsoft Internet Information Server (IIS) 4.0. Microsoft Windows Internet Explorer 4.01 or 5.0, Internet Explorer 4.01 Macintosh Edition. Note: Internet Explorer 4.5 Macintosh Edition is not supported. Microsoft Windows 95, Windows 98, Windows NT 4.0, or Macintosh OS 8.1 or higher. For publishing on the Internet, a permanent Internet connection to your web server and access from your web server to your Raiser s Edge database is required. To set up an Internet connection, contact your local Internet Service Provider (ISP). The ISP can also register your domain name. The need for separate web and database servers is dependent on many factors. Security, firewalls, and performance are some of the issues to consider. We recommend you use knowledgeable in-house technical staff and/or qualified consulting services to determine your organization s needs. Securing your web server with Secure Socket Layer (SSL) or equivalent technology is highly recommended to prevent unauthorized access to transmitted data. Web or Modem Access Blackbaud s communication and software distribution options include the World Wide Web, FTP, dial-up modems, and electronic mail. Clients with these options available at their organizations can take advantage of faster and more convenient methods of file transfer and communication. 6 Pre-Installation Chapter 1

10 Bar Code Scanners A laser printer and bar code reader capable of reading a 12 point 3 of 9 bar code font are required to support bar code printing and scanning in The Raiser s Edge mailing, membership scanning, and batch entry facilities. Database Backup We strongly recommend the purchase and scheduled use of a tape or archival backup solution. Power blackouts and brownouts, hardware and network failures, and other unexpected circumstances can lead to an unrecoverable data loss. More information is available in Chapter 3. Point of Sale Blackbaud s Point of Sale uses Sales Management Systems QuickSell 2000 version 2.x point-of-sale system and provides integration with The Raiser s Edge. Please visit for hardware specifications for Point of Sale, or visit SMS s web site at Credit Card Processing The Raiser s Edge works with ICVERIFY to authorize and transfer credit card transactions. This product must be purchased from the ICVERIFY, installed, and configured to work with an authorized clearinghouse. Supported versions include ICVERIFY DOS version 6.6 and Windows version 2.0. The Raiser s Edge does not support multiple merchant account processing in ICVERIFY. For more information, contact ICVERIFY, Inc., 473 Roland Way, Oakland, CA Phone: (510) Or visit their web site at Printers Blackbaud software uses standard Windows printer drivers to work with a variety of printers. Standard forms purchased from Blackbaud are available for both laser and dot matrix printers. We do not make specific printer recommendations; however, reports and forms with Blackbaud products have been specifically designed and tested with HP Laserjets and Epson and Okidata dot matrix printers. It is not possible for Blackbaud to design and test reports and forms for every printer; therefore, results with printers may vary. Due to the nature of Windows-based applications, you should carefully consider printers options, and understand that speed, quality, and usability are generally best achieved with more recent printer models. Consult with reputable vendors and suppliers to determine the best choice for your organization s needs. Note: Updated printer drivers, available directly from the printer manufacturer, may be necessary for compatibility with Blackbaud products. Chapter 1 Pre-Installation 7

11 Computer-Based Training A multimedia workstation is required for Blackbaud s Interactive Workshops (computer-based training). Requirements include: 32 MB RAM; a 100 MHz (or higher) Pentium processor; Windows 95, Windows 98, or Windows NT; SVGA color monitor; a graphics display adapter that can display at least 16-bit high color in 800x600 resolution; and a 6X CD-ROM drive (or faster). This workstation must also have a sound card with speakers or headphones and 30 MB of free disk space. Network versions of the Interactive Workshops also require: a 200 MHz (or higher) Pentium server; Windows 95, Windows 98, or Windows NT; 128 MB RAM. SQL Anywhere Supported Versions The Raiser s Edge includes Sybase SQL Anywhere version Adaptive Server Anywhere 6.0 will be supported in The Raiser s Edge version 7.0. Third Party Software Letter-merging features within The Raiser s Edge support Microsoft Word versions 2.0, 6.0, 95, 97, and 2000; and WordPerfect for Windows version 6.0. Electronic mail capability within Constituent Management supports MAPI-compliant electronic mail systems; however, we have tested compatibility with Microsoft s Mail, Exchange Server, and Outlook only. The Raiser s Edge includes the 16-bit version of Seagate s Crystal Reports version 6.0. Server-Based Computing ( Thin-Client Technology) Blackbaud s thin-client computing solution is RE:Web, a free optional module that provides access to The Raiser s Edge via the Internet or your intranet. You can view, add, edit, and delete constituent information with RE:Web and all that is needed is a web browser on your computer. RE:Web is a cost-effective wide-area network solution for remote offices and traveling staff members. See Web Requirements for more information. Several clients have also successfully installed Blackbaud s Windows-based applications on Microsoft Terminal Server Edition and Citrix Winframe Server. These thin-client technologies provide complete access to Blackbaud s applications over low bandwidth connections (dial-up, 56K, ISDN) from low-end legacy PCs or from computers running non-supported operating systems such as Macintosh or OS/2. In these environments, all application processing occurs on a single centralized server machine. For more information on Microsoft Terminal Server Edition, visit For information on Winframe, visit Note: At this time, Blackbaud has not tested our products in these environments and makes no guarantees as to acceptable performance. Organizations should consult with qualified information systems professionals when implementing this technology. 8 Pre-Installation Chapter 1

12 Recommendations Disclaimer Performance and response time are affected by many factors such as server RAM and processor; hard disk subsystem performance; NIC performance; cable type; network topology; network operating system; network parameters; database size; number of concurrent users and the type of activities each user is performing; other network activity occurring; etc. Therefore, any hardware recommendations provided by Blackbaud are estimates only and do not guarantee acceptable performance. Blackbaud s hardware recommendations are published as a guide and relate only to Blackbaud software. We cannot serve in place of an organization s own information systems staff. We can provide recommendations based on the information presented and available to us at the time, but it is impossible to know every detail about the environment into which the software will be placed. Blackbaud is not responsible for inaccurate or incomplete information and cannot guarantee preliminary recommendations will be accurate for production data. All organizations should use knowledgeable in-house technical staff and/or reputable consulting services when making hardware purchase decisions. These recommendations are based on the best information available at the time they are provided to you. Frequent new offerings in hardware and software promise improved performance. Network and workstation operating systems, third party software products used by Blackbaud, and our own products are continuously updated with new features and options which often place greater demands on hardware. We recommend that top performing equipment be purchased whenever possible and that all organizations budget for continual upgrades to their system. General Recommendations Alternate desktops something other than Explorer or Program Manager are not recommended while running Blackbaud Windows programs. We strongly recommend the Windows operating system be installed locally on each workstation. This configuration allows for easier installation and better performance. All workstations and servers must be completely backed up before the installation of any new software. We recommend you install the latest drivers and updates for the network and desktop operating systems being used. Chapter 1 Pre-Installation 9

13 Pre-Installation Considerations General Considerations You should: Fully understand and ensure system requirements are met. Have a complete backup of each server and workstation before installation. Have a CD-ROM drive at the server or on a workstation with network access. Files can be copied to and run from a network drive if the server does not have a CD-ROM drive. Map a drive from all workstations to the location of your database before installing the software. A mapped drive is required to install and operate this software. Exit all Windows applications on the server and workstations where The Raiser s Edge will be installed. Close any virus scan programs on the server and workstations. Virus detection programs can mistakenly interpret the setup/upgrade process of a program as contamination of existing files on the disk. Close any screen saver programs on the server and workstations. Screen savers can cause memory conflicts. Close the Microsoft Office toolbar, if present. The Microsoft Office toolbar may interfere with the installation of some files. If migrating from an existing Raiser s Edge Jet, Oracle, or DOS database, or if migrating from Fund-Master: Review the Conversion Guide if migrating from DOS or Fund-Master. Make sure all users have exited from all Raiser s Edge modules. Install The Raiser s Edge for Windows version 6.2 or higher. Compact all Raiser s Edge databases if using the Jet version. Write down your preferences. A new.ini file is created and your current preferences do not convert to the new version. 10 Pre-Installation Chapter 1

14 For Windows 95, Windows 98, or Windows NT Advanced Server (Version 3.51 or higher) Network In addition to completing the General Checklist, you should: Be logged in as Administrator. Install the latest Service Pack for your version of Windows. Have the TCP/IP protocol stack installed correctly on both the server and all workstations running Blackbaud programs. To verify this information: 1. On the Windows NT Advanced server or any Windows NT 3.51 or NT 4.0 workstation, type IPCONFIG at a DOS prompt or from the Run command. OR On Windows 95 or Windows 98 workstations, type WINIPCFG at a DOS prompt or from the Run command. 2. If the TCP/IP protocol is installed correctly, you will receive a return similar to the one below. Token Ring Adapter ProNET1: IP Address.: Subnet Mask.: Default Gateway.: If the TCP/IP protocol is not installed or is installed incorrectly, you will receive a bad command message. Reboot your server. Chapter 1 Pre-Installation 11

15 For Novell NetWare (Version 3.12, 4.x, or 5) Network In addition to completing the General Checklist, you should: Have supervisor rights to the server. Install the latest Novell updates from Install the Microsoft Client for NetWare of Novell s Intranetware Client for Windows on Windows 98 workstations accessing The Raiser s Edge database on a Novell NetWare server. Install and properly configure TCP/IP or IPX/SPX on both the server and workstations that access The Raiser s Edge. TCP/IP is recommended for NetWare 4.x and 5 with Windows 95, Windows 98, and Windows NT workstations. Not attempt to run your database in Protected mode on NetWare 5. SQL Anywhere databases are not supported in Protected mode in NetWare 5. Not enable NetWare IP on the workstations. NetWare IP interferes with SQL*NET s ability to communicate if Microsoft s TCP/IP is configured. Reboot your server. We recommend temporarily disabling additional processes in the AUTOEXEC.NCF during the installation process. 12 Pre-Installation Chapter 1

16 C HAPTER 2 Installation In This Chapter Installing The Raiser s Edge for Windows What the Installation Involves For Networks Installing database components on a server Installing workstation components For Standalone Machines Installing on a standalone machine Migrating an Existing Database Running the Blackbaud Database Setup Wizard Chapter 2 Installation 13

17 Installing The Raiser s Edge for Windows This chapter takes you step-by-step through the process of installing The Raiser s Edge on your server and workstation. You should choose the process best suited to your organization. Procedures are provided for: Network version If you will access The Raiser s Edge on a Windows or Novell NetWare network, follow both the Installing Database Components on a File Server and Installing Workstation Components procedures. Single user version If you will access The Raiser s Edge from only one computer, follow the Installing a Standalone Machine procedure. Database migration If you are migrating an existing Raiser s Edge Jet, Oracle, or DOS database, or if you are migrating from Fund-Master, first install the network or single user version of The Raiser s Edge and then follow the Migrating an Existing Database procedure. Note: If multiple users access your database through a network, you should perform the Installing Workstation Components procedure on every workstation that accesses the database. Do not use the Installing a Standalone Machine procedure on your workstations. A standalone installation installs database and workstation components together on one machine only. What the Installation Involves: Reviewing the pre-installation guidelines listed in Chapter 1 of this guide. Installing The Raiser s Edge for Windows. During the installation process, you will have several choices depending on your needs. Possible installation options include: F Installing a network or standalone version. F Installing database components on a file server. F Creating a new or installing a sample database. F Migrating an existing Raiser s Edge Jet, Oracle, or DOS database, or migrating an existing Fund-Master database. F Installing options for Novell NetWare 3.2, 4.x, or 5. F Installing options for Windows 95, Windows 98, or Windows NT. 14 Installation Chapter 2

18 The installation program recommends some default locations for program and system files, but you can change the defaults based on your computer environment. If you are installing The Raiser s Edge on a network, the installation program needs to know where network drivers and files are on your network. The installation program uses this information to install some files in the same location. If the installation program encounters newer versions of the same files, it will not overwrite or replace the newer files. For Networks Follow the two procedures in this section if you are installing The Raiser s Edge on a Windows or Novell NetWare network. You must first install database files on a server, then install workstation components on all workstations that will access The Raiser s Edge through the network. For Novell NetWare only, the setup must be run from a workstation, not the server itself. For Windows, the setup must be run from the server. Remember to disable all other applications, including any automatic virus scanners or screen savers, when installing. ½ Installing database components on a file server Note: When installing on a Novell NetWare server, you must map a drive from the workstation to the SYS volume on the server. If you are installing data to a volume other than SYS, you must map a drive to that volume. 1. Insert the Blackbaud CD into the CD-ROM drive. 2. From Windows 95, Windows 98, or Windows NT 4.0, select Run from the Start button on the taskbar. Type D:\REWIN\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. OR From Windows 3.11 or Windows NT 3.51, select File, Run from the Program Manager. Type D:\REWIN\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. Chapter 2 Installation 15

19 3. The Welcome screen appears. The screen gives you a final warning to exit all Windows programs before running the setup program. Click Next to continue. Note: You can click Cancel at any time to exit the installation. 4. The Registration screen appears. To register your copy of The Raiser s Edge, enter your complete name and organization name. Click Next to continue. 16 Installation Chapter 2

20 5. The Select Configuration screen appears. Mark the Multi-User Network Version option. Click Next to continue. 6. The Multi-User Setup screen appears. Mark the Install/Migrate Database Components on File Server option. Click Next to continue. Chapter 2 Installation 17

21 7. The Select Database to Install screen appears. You can choose to: Create New Database Mark this option if you would like to install a new, ready-to-use Raiser s Edge database. The new database is the one you use to enter your organization s data. Install Sample Database Mark this option if you would like to install a practice database. The sample database should be used for training purposes only. If you install a sample database, you must go through the installation process again and select to Create New Database before you begin entering you own data. Upgrade Database Mark this option to upgrade a current Raiser s Edge database from an earlier version to version Migrate Existing Database Mark this option if you are migrating from The Raiser s Edge Jet, Oracle, or DOS version, or if you are migrating from Fund-Master. When you select to migrate an existing database, your current Jet, Oracle, DOS, or Fund-Master database is copied into the new Raiser s Edge SQL Anywhere database. This is the database you use to enter your organization s data. Click Next to continue. 18 Installation Chapter 2

22 8. The Select Server screen appears. Select your network environment. If you mark either of the NetWare options, click Next and go to the next step. OR If you mark the Windows 95/98/NT option, click Next and go to step 11. Chapter 2 Installation 19

23 9. The Server Install for NetWare screen appears. On this screen, you need to: Specify where the Novell NetWare system directory is on your network. Use Browse to select the drive you mapped to the SYS volume on your NetWare server. Browse to the directory where you want to install the database. The default database directory is \REWIN. You can choose the volume for the directory, but we strongly recommend using \REWIN as the directory name. Specify the volume where the database will be installed. The default is SYS. You can choose a new volume if necessary. If you choose to install data to a volume other than SYS, enter the volume name here. Click Next to begin copying the SQL Anywhere files. 20 Installation Chapter 2

24 10. During the process, the Autoexec.ncf screen appears. If you would like The Raiser s Edge database to start automatically when the server is started, click Yes. This adds a command line to the AUTOEXEC.NCF file. We recommend you click Yes. If you click No, the database must be manually loaded using the REWSTART.NCF file each time the server is rebooted. No workstations can access The Raiser s Edge until the database is started. Go to step The Database Installation Directory screen appears. Specify the directory where the database will be installed. The default is C:\REWIN. Use Browse, if necessary, to specify the location. Click Next to begin installing the database files. Chapter 2 Installation 21

25 12. The setup program copies the files and creates a program group for The Raiser s Edge database. 13. If you are NOT migrating an existing Raiser s Edge or Fund-Master database: A message appears confirming the installation completed successfully. Click OK to exit the setup program. Reboot the server. Start the SQL Anywhere database. For information on starting the database, see Chapter 3. Complete the Installing Workstation Components procedure on all workstations that access The Raiser s Edge. OR If you ARE migrating an existing Raiser s Edge Jet, Oracle, or DOS database, or if you are migrating from Fund-Master: Migrate the database. F Raiser s Edge Jet database - Use the Migrating an Existing Database procedure on p. 34 to copy your Jet database to the new SQL Anywhere database. F Raiser s Edge Oracle database - Use the Migrating an Existing Database procedure on p. 34 to copy your existing database to the new SQL Anywhere database. F Raiser s Edge DOS database Use the conversion procedure in your Conversion Guide to copy your existing database to the new SQL Anywhere database. F Fund-Master database - Use the conversion procedure in your Conversion Guide to copy your existing Fund-Master database to the new SQL Anywhere database. When you complete the migration, reboot the server. Start the SQL Anywhere database. For information on starting the database, see Chapter 3. Complete the Installing Workstation Components procedure on all workstations that access The Raiser s Edge. 22 Installation Chapter 2

26 ½ Installing workstation components Note: The workstation must have a drive permanently mapped to the database location on the server. For consistency, we recommend you map each workstation to the server using the same drive letter. 1. Make sure the database is started. 2. Insert the Blackbaud CD into the CD-ROM drive. 3. From Windows 95, Windows 98, Windows NT 4.0, or Windows 2000, select Run from the Start button on the taskbar. Type D:\REWIN\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. OR From Windows 3.11 or Windows NT 3.51, select File, Run from the Program Manager. Type D:\REWIN\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. 4. The Welcome screen appears. The screen gives you a final warning to exit all Windows programs before running the setup program. Click Next to continue. Note: You can click Cancel at any time to exit the installation. Chapter 2 Installation 23

27 5. The Registration screen appears. To register your copy of The Raiser s Edge, enter your complete name and organization name. Click Next to continue. 6. The Select Configuration screen appears. Mark the Multi-User Network Version option. Click Next to continue. 24 Installation Chapter 2

28 7. The Multi-User Setup screen appears. Mark the Install Workstation Components to this Machine option. Click Next to continue. 8. The Select Database Directory screen appears. Specify where The Raiser s Edge database is on your network. If necessary, you can use Browse to find the drive that is mapped to the database location on the server. Click Next to continue. Chapter 2 Installation 25

29 9. The Install Program Files/Crystal Reports screen appears. These components are installed on the workstation. The installation and Crystal Reports directories default for you. Use Browse, if necessary, to select a new location. Click Next to continue. 10. The Select Program Installation Options screen appears. Select the components to be installed. By default, all components are selected and are installed. An estimate of the disk Space Required and disk Space Available is given. Verify the Space Available exceeds the Space Required. Click Next to continue. 26 Installation Chapter 2

30 11. The Start Copying Files screen appears. Verify the current settings and click Next to begin copying the files to the workstation. 12. The setup program copies the files and creates a program group for The Raiser s Edge. 13. A message appears confirming the installation completed successfully. Click OK to exit the setup program. 14. Reboot the workstation. For Standalone Machines Follow the procedure in this section if you are installing a single user version of The Raiser s Edge on a standalone workstation. Note: Remember to disable all other applications, including any automatic virus scanners or screen savers, when installing. ½ Installing on a standalone machine 1. Insert the Blackbaud CD into the CD-ROM drive. 2. From Windows 95, Windows 98, or Windows NT 4.0, select Run from the Start button on the taskbar. Type D:\REWIN\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. Chapter 2 Installation 27

31 OR From Windows 3.11 or Windows NT 3.51, select File, Run from the Program Manager. Type D:\REWIN\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. 3. The Welcome screen appears. The screen gives you a final warning to exit all Windows programs before running the setup program. Click Next to continue. Note: You can click Cancel at any time to exit the installation. 4. The Registration screen appears. 28 Installation Chapter 2

32 To register your copy of The Raiser s Edge, enter your complete name and organization name. Click Next to continue. 5. The Select Configuration screen appears. Mark the Standalone Version option. Click Next to continue. 6. The Select Database to Install screen appears. You can choose to: Chapter 2 Installation 29

33 Create New Database Mark this option if you would like to install a new, ready-to-use Raiser s Edge database. The new database is the one you use to enter your organization s data. Install Sample Database Mark this option if you would like to install a practice database. The sample database should be used for training purposes only. If you install a sample database, you must go through the installation process again and select to Create New Database before you begin entering you own data. Upgrade Database Mark this option to upgrade a current Raiser s Edge database from an earlier version to version Migrate Existing Database Mark this option if you are migrating from The Raiser s Edge Jet, Oracle, or DOS version, or if you are migrating from Fund-Master. When you select to migrate an existing database, your current Jet, Oracle, DOS, or Fund-Master database is copied into the new Raiser s Edge SQL Anywhere database. This is the database you use to enter your organization s data. Click Next to continue. 7. The Database Installation Directory screen appears. Specify the directory where the database will be installed. The default is C:\REWIN. Use Browse, if necessary, to specify the location. Click Next to begin installing the database files. 30 Installation Chapter 2

34 8. The Install Program Files/Crystal Reports screen appears. The installation and Crystal Reports directories default for you. Use Browse, if necessary, to select a new location. Click Next to continue. 9. The Select Program Installation Options screen appears. Select the components to be installed. By default, all components are selected and are installed. An estimate of the disk Space Required and disk Space Available is given. Verify the Space Available exceeds the Space Required. Click Next to continue. Chapter 2 Installation 31

35 10. The Start Copying Files screen appears. Verify the current settings and click Next to begin copying the files to the workstation. 11. The setup program copies the files and creates a program group for The Raiser s Edge. 12. If you are NOT migrating an existing Raiser s Edge or Fund-Master database: A message appears confirming the installation completed successfully. Click OK to exit the setup program. Reboot the workstation. OR If you ARE migrating an existing Raiser s Edge Jet, Oracle, or DOS database, or if you are migrating from Fund-Master: Migrate the database. F Raiser s Edge Jet database - Use the Migrating an Existing Database procedure on p. 34 to copy your existing Jet database to the new SQL Anywhere database. F Raiser s Edge Oracle database - Use the Migrating an Existing Database procedure on p. 34 to copy your existing Oracle database to the new SQL Anywhere database. 32 Installation Chapter 2

36 F Raiser s Edge DOS database Use the conversion procedure in your Conversion Guide to copy your existing DOS database to the new SQL Anywhere database. F Fund-Master database - Use the conversion procedure in your Conversion Guide to copy your existing Fund-Master database to the new SQL Anywhere database. Once you migrate the database, reboot the workstation. Chapter 2 Installation 33

37 Migrating an Existing Database The Blackbaud Database Setup Wizard starts after server files are installed if you selected the Migrate Existing Database option during installation. To migrate a Fund-Master or Raiser s Edge DOS database, follow the conversion procedure in your Conversion Guide. Note: Remember, if you are accessing your database from a network, after you migrate the database, you must install workstation components on each workstation that uses the database. A standalone installation installs database and workstation components together on one machine only. ½ Running the Blackbaud Database Setup Wizard 1. The Welcome screen appears. Click Next to continue. Note: You can click Cancel at any time to exit the migration process. 34 Installation Chapter 2

38 JET MIGRATION For a Jet Database Migration, follow this column. 2. The Locate Existing Database screen appears. ORACLE MIGRATION For an Oracle Database Migration, follow this column. Note: The Oracle Database must be running and available before beginning the migration. 2a. The Migration program needs to attach to your existing Oracle Database tables. Click Next to continue. 2b. Select the name of The Raiser s Edge for Windows Oracle database to migrate. The setup program tries to locate The Raiser s Edge for Windows Jet database directory. If the setup program was unable to locate the database directory, use Browse to specify the correct path. Click Next to continue. Note: The name of your data source contains your server name and, therefore, will be listed differently than on the screen above. Click OK to continue. 2c. You will see the progress of attaching to the database. Note: This process may take some time and should not be interrupted. Click Next to continue. Chapter 2 Installation 35

39 3. The Analyzing Database screen appears. Click Next and the setup program will analyze the existing database. 36 Installation Chapter 2

40 4. After database analysis is complete, the Migrate Data screen appears. Click Next to begin the database migration process. 5. A status screen displays during the migration, which gives you information on the migration process. Please note this process may take some time and should not be interrupted. Once the migration process is finished, click Finish to exit the setup program. 6. Reboot the server or workstation. 7. Start your Raiser s Edge SQL Anywhere database. Consult the Starting Up and Shutting Down section in the next chapter for instructions. 8. If you are installing the network version of The Raiser s Edge, start your Raiser s Edge SQL Anywhere database and complete the Installing Workstation Components procedure on all workstations that access The Raiser s Edge. Note: The Raiser s Edge SQL Anywhere database must be running before you install workstation components. Chapter 2 Installation 37

41 C HAPTER 3 Post-Installation In This Chapter Post-Installation Checklist Blackbaud Database Service Manager Installing the Service Manager Configuring the Service Manager Configuring the Blackbaud Database Service Manager Understanding the Service Manager General Controls Databases Tab Protocol Options Tab Start Parameters Tab Advanced Tab Setting Database Startup Parameters Windows NT Windows 95 or Windows Windows NT Novell NetWare Starting Up and Shutting Down the Database Manual Startup and Shutdown Novell NetWare Windows NT Automatic Startup and Shutdown Novell NetWare Windows NT Using Windows NT s Schedule Service to Automatically Start and Stop the SQL Anywhere Database Backing Up the SQL Anywhere Database Common Questions & Troubleshooting Tips Chapter 3 Post-Installation 39

42 Post-Installation Checklist Note: Blackbaud has several resources, including our Customer Support web site and a FAQs Back service, to help you manage The Raiser s Edge. See the back cover of this guide for information. Note: Once The Raiser s Edge for Windows has been installed, the default password for Supervisor is set to Admin. For security reasons, make sure you change the password. Set your database cache at the server. See the section on Setting Database Startup Parameters in this chapter. On Novell NetWare, when the database is started, it may auto-detect the need for updated files from Novell. Take note of any such messages and install the necessary updates. Refer to the pre-installation recommendations for Novell NetWare in Chapter 1. After installing The Raiser s Edge, make sure you access the software on each server and workstation. Understand the process of starting up and shutting down the database. Information can be found in this chapter. Implement a reliable backup procedure for database files. Information can be found in this chapter. Blackbaud Database Service Manager Available for Windows NT servers only, the Blackbaud Database Service Manager (hereafter referred to as Service Manager) is a utility you can use for to start your SQL Anywhere databases as a service. You also use the Service Manager to edit the startup parameters (configure the database command line) for your SQL Anywhere databases. Why use the Service Manager? The Service Manager runs your SQL Anywhere databases as a service, instead of as an application. A service runs independent of any user account. A user does not have to be logged in to run the service, which means the computer does not pose a security risk. You can also set your SQL Anywhere databases to automatically start and stop. And finally, the Service Manager is an easy way to change settings in the database command line and to configure multiple databases. 40 Post-Installation Chapter 3

43 Installing the Service Manager ½ Installing the Blackbaud Database Service Manager for Windows NT You must be at the server logged in as Administrator. Close all other applications. 1. Insert the Blackbaud CD into the CD-ROM drive. 2. From Windows NT 4.0, click Run from the Start button on the taskbar. Type D:\BBSERVICE20\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. OR From Windows NT 3.51, select File, Run from the Program Manager. Type D:\BBSERVICE20\SETUP.EXE, where D represents the location of (or complete path to) the CD-ROM drive. 3. A Welcome screen appears. Click Next to continue. Note: You can click Cancel at any time to exit the setup program. Chapter 3 Post-Installation 41

44 4. The Select Directory screen appears. Select the directory where the Service Manager files will be installed. The default directory is C:\BLACKBAUD. Use Browse, if necessary, to select a new location. Click Next to continue. 42 Post-Installation Chapter 3

45 5. After the setup program copies the files and creates the Service Manager program group, the Setup complete screen appears. Click Finish. Note: If the Setup Incomplete screen appears, reboot the computer. 6. To start the database, click the Start button on the taskbar and then select Programs, Blackbaud Service Manager v2. Configuring the Service Manager This section shows you how to quickly set up the Blackbaud Database Service Manager so you can start managing your Blackbaud SQL Anywhere databases. The next section, Understanding the Service Manager, explains each tab in detail so you can configure the Service Manager to meet your specific needs. ½ Configuring the Blackbaud Database Service Manager 1. From the Start button on the taskbar, select Programs, Blackbaud Service Manager v2 and click the shortcut. Chapter 3 Post-Installation 43

46 2. Select the Databases tab. On this tab, you specify the name and location of all Blackbaud SQL Anywhere databases you want to manage using the Service Manager. Note: You can delete a database from the service by highlighting the database file and clicking Delete. 3. In the Server Name field, enter the name of your server. The default is BLACKBAUD32, but you should change this to the name of your SQL Anywhere server/engine name. For example, if you are running The Raiser s Edge and no other Blackbaud products on the server, you should enter REWIN_BLACKBAUD instead. 4. Add the database files to the Service Manager. If you are adding a new database file to the Service Manager, click Add. If you are using an existing database file in the Service Manager, click Modify. After you click Add or Modify, a screen appears. In the Database FileName field, browse to the database file. You can recognize The Raiser s Edge database file from the RE.DB name. If you are adding multiple database files, you need to add an alias (a unique name) for each database. For example, if you are adding two Raiser s Edge databases, you can name the first database DATABASE1 and the second database DATABASE2. See Appendix B for information on configuring multiple Raiser s Edge databases. 44 Post-Installation Chapter 3

47 5. Select the Protocol Options tab. On this tab, you specify the protocol the Service Manager uses to communicate with your SQL Anywhere databases. Selected protocols include TCP/IP, NetBios, and IPX. We recommend TCP/IP for Windows servers. 6. Select the protocol by marking the TCP/IP, NETBIOS, and/or IPX/SPX checkboxes. You can specify more than one protocol, but it is better to select fewer protocols. 7. Click Update. This saves your changes. 8. To run the Service Manager as a service, click Start. For information on running the databases as a service, see page Click Quit. Chapter 3 Post-Installation 45

48 Understanding the Service Manager This section explains the Service Manager s general controls and then takes you through each tab of the Service Manager. You should first complete the Configuring the Blackbaud Database Service Manager procedure. General Controls The general controls are available from any tab in the Service Manager. These controls allow you to start, stop, and update the service according to the information you specify on the various tabs. Once you configure the Service Manager to meet your needs, click Start to start the service. A message appears confirming the successful startup. Click Stop to stop the service and all databases controlled by the service. Click Update after you make changes to any tabs in the Service Manager. This control updates the command line used when starting your service. The changes take effect the next time the service is started. Click Use Defaults to remove the options you selected on the tabs and return the Service Manager to the original default selections. Click Show Command to review the options you have already set. When you click Show Command, the database command line appears. Click Quit to exit the Service Manager. Databases Tab You use the Databases tab to specify the name and location of all SQL Anywhere databases you want to manage using the Service Manager. In the Server Name field, you should enter the name of your SQL Anywhere server/engine. For example, for The Raiser s Edge, the name is REWIN_BLACKBAUD. Click Add to add a database to the service. After you click Add, a screen appears. In the Database FileName field, browse to the database file. If you are adding multiple database files, you need to add an alias (a unique name) for each database. 46 Post-Installation Chapter 3

49 Click Modify to change the name, location, or alias of a database already listed in the service. Click Delete to remove a database from the service. If you are on a standalone system (a single computer installed with both database and workstation components), mark the Standalone Mode checkbox. A standalone system running as a service may see better performance for two reasons. First, services receive privileged response from the operating system. Second, if the database is already running (started by the service), a user does not have to wait for the database to load when entering modules. On the Add/Modify Database screen, you can mark the Disable this database checkbox to prevent the data file from starting when SQL Anywhere is started. This is a useful option if you configure multiple databases and you need to recover a database using the -f switch. When you use this switch, only one database can be started, so all other databases must be disabled. Protocol Options Tab You use the Protocol Options tab to select the protocol(s) you want the SQL Anywhere components to use. Supported protocols include TCP/IP, IPX/SPX, and NetBios. You can specify more than one protocol. TCP/IP is the preferred protocol for Windows NT. If you mark the TCP/IP checkbox, you can Enable advanced TCP/IP features. You can use these options to manually configure TCP/IP for your SQL Anywhere database components. Note: Advanced TCP/IP settings are not normally necessary for successful implementation of TCP/IP on a network. Broadcast: Specifies the IP address used by your SQL Anywhere server. Receive buffer size and Send buffer size: Allocates memory in the protocol stack for receiving TCP/IP packets going to the SQL Anywhere client or server. Chapter 3 Post-Installation 47

50 Start Parameters Tab You use the Start Parameters tab to specify startup settings. To start the database automatically each time your Windows NT server boots up, mark the AutoStart database when NT server starts checkbox. We recommend this option for standalone systems and for network systems where the server is regularly restarted. Set the size of your database cache by sliding the cache indicator to the appropriate amount. We recommend setting the cache to 20% of the total size of all your Blackbaud SQL Anywhere databases. For example, if your Raiser s Edge database is 100 MB, set the cache to 20 MB (20% of 100 MB is 20 MB). Note: Do not set your database cache higher than 75% of available memory because it may adversely affect the performance of your Windows NT server. Advanced Tab You use the Advanced tab to tune your SQL Anywhere databases. We strongly recommend you contact Customer Support before changing the defaults on this tab. The Additional Switches field is usually the only field you need to use on this tab. Mark the Disable engine/server dual threading checkbox if you want to force the database to never use more than one processor of a multi-processor machine. Mark the Truncate the transaction log after checkpoint checkbox if you want to delete the transaction log either at shutdown or as a result of a checkpoint scheduled by the server. This provides a way to limit the growth of the transaction log. Note: When this option is selected, you have no protection against media failure on the device containing the database files. Mark the Disable asynchronous I/O checkbox if you want to force the program to use synchronous I/O instead of asynchronous I/O. Asynchronous I/O is the preferred option. 48 Post-Installation Chapter 3

51 Mark the Display debugging information checkbox if you want to display additional connectivity information during startup of the database and workstation components. This information is useful for troubleshooting problems in these areas. Mark the Use buffered disk I/O checkbox if you want to enable the operating system disk cache in addition to the database cache. While the operating system disk cache may improve performance in some cases, better performance is generally obtained without this option (in other words, by using the database cache only). Mark the Hide message window checkbox if you want to hide the server screen display for standalone installations. Set the Database process priority class to the appropriate level. Level must be Idle, Normal, High, or Maximum. The priority process class determines the order of processes completed on your computer. Setting the process priority class to maximum may interfere with the server s other processes. Mark the Log message window to file checkbox if you want to print all server message output to a file in addition to displaying on screen. Mark the Override network packet size checkbox if you want to set the maximum size of communication packets. The default size is 512 bytes. The minimum size is 200 bytes. Note: If this option is employed, the -p switch must also be placed in the ODBC.INI file on each installed workstation. Failure to set the corresponding packet size on all client machines may result in software communication problems. Mark the Override default timeout settings checkbox if you want to specify how long a field remains active before the computer automatically shuts down a communication connection. Client idle time before shutdown: Disconnects connections that have not submitted a request for the number of minutes specified. The default is 240 minutes (4 hours). Chapter 3 Post-Installation 49

52 Client liveliness timeout: For TCP/IP or IPX communication protocols, a liveliness packet is sent periodically to confirm that a connection is still intact. If the server runs for the liveliness timeout specified without detecting a liveliness packet, the communication is disconnected. Active request termination: An active request and connection is terminated if the server does not receive a retransmit within the specified number of seconds. Setting Database Startup Parameters SQL Anywhere database icon You can influence the performance of your SQL Anywhere database by setting a memory cache allocation parameter for starting the database. This parameter is set on the database command line. Cache allocation determines the amount of RAM the SQL Anywhere database can use for processing. The cache defaults to 8 MB of RAM when you install The Raiser s Edge for Windows SQL Anywhere database. We recommend you adjust the cache to approximately 20% of the total size of the SQL Anywhere database. For example, if your SQL Anywhere database (the RE.DB file) amounts to 100 MB of data stored on the hard drive, you should set the cache parameter to 20 MB. The 20% rule allows the SQL Anywhere database to achieve optimum performance. To set the memory cache allocation for your SQL Anywhere database, you must edit the -c parameter in the database command line. If you use an icon to start your SQL Anywhere database (i.e., you are running SQL Anywhere as an application), you must edit the properties of the database icon. This icon is found in The Raiser s Edge database program group on the machine installed with The Raiser s Edge server components. If you are running SQL Anywhere as a service on a Windows NT server, you make the cache adjustment on the Start Parameters tab of the Blackbaud Database Service Manager. See page 40 for information on the Service Manager. If your SQL Anywhere database is on a NetWare server, the edits are made in the REWSTART.NCF file. Follow the instructions in this section for the network operating in your environment. For changes to take affect, the database must first be stopped and restarted. 50 Post-Installation Chapter 3

53 Windows NT 4.0 ½ Setting the memory cache allocation of the SQL Anywhere database installed as an application 1. Right click the Start button on the taskbar. 2. Select Open All Users. The Start Menu screen appears. 3. Double click the Programs folder. 4. Double click The Raiser s Edge for Windows Database folder. 5. Right click the icon and select Properties. 6. Select the Shortcut tab. 7. Edit the Target line and find the parameter -c8mb. 8. Change the 8 to the appropriate number, based on the 20% rule described on page MB is the default cache size. 9. Click Apply. 10. Click OK. The new cache setting takes effect the next time the database is started. ½ Setting the memory cache allocation of the SQL Anywhere database installed as a service 1. Select Programs, Blackbaud Service Manager v2 from the Start button on the taskbar. The Service Manager appears. 2. On the Start Parameters tab, make the appropriate adjustment to the cache by sliding the cache indicator to the appropriate amount. We recommend you adjust the cache to at least 20% of the total size of the SQL Anywhere database. See page 50 for cache information. 3. Click Update. The new cache setting takes effect the next time the database is started. Chapter 3 Post-Installation 51

54 Windows 95 or Windows 98 ½ Setting the memory cache allocation of the SQL Anywhere database 1. Right click the Start button on the taskbar. 2. Select Open. 3. Double click the Programs folder. 4. Double click The Raiser s Edge for Windows Database folder. 5. Right click the icon and select Properties. 6. Select the Program tab. 7. Edit the Target line and find the parameter -c8mb. 8. Change the 8 to the appropriate number, based on the 20% rule described on page Click Apply. 10. Click OK. The new cache setting takes effect the next time the database is started. Windows NT 3.51 ½ Setting the memory cache allocation of the SQL Anywhere database 1. In Program Manager, maximize The Raiser s Edge for Windows database program group. 2. Highlight the icon and select File, Properties from the menu bar. 3. Edit the Command line and find the parameter -c8mb. 4. Change the 8 to the appropriate number, based on the 20% rule described on the page Click OK. The new cache setting takes effect the next time the database is started. 52 Post-Installation Chapter 3

55 Novell NetWare ½ Setting the memory cache allocation of the SQL Anywhere database Note: You will need to map a drive to the Novell NetWare SYS volume where you installed the SQL Anywhere database. From a Windows workstation: 1. Right click Start on the taskbar and select Explore. Windows Explorer appears. 2. Locate the drive mapped to the SYS volume of the Novell NetWare server. 3. Open the System folder. 4. Double click the REWSTART.NCF file. This opens the file in Wordpad or Notepad. 5. Find the -c8mb parameter. 6. Change the 8 to the appropriate number, based on the 20% rule described on page Save the file and exit. The new cache setting takes effect the next time the database is started. OR, from the Novell NetWare server: 1. At the NetWare system server prompt, type LOAD EDIT SYS:\SYSTEM\REWSTART.NCF 2. Edit the Database Command line and find the parameter -c8mb. 3. Change the 8 to the appropriate number, based on the 20% rule described on page Save the changes by pressing ESCAPE, highlighting Yes, and pressing ENTER. The next time you start your database by typing REWSTART at the NetWare system console prompt, SQL Anywhere will use the figure you entered for memory cache allocation. Chapter 3 Post-Installation 53

56 Starting Up and Shutting Down the Database Note: To start and stop the database as a service, follow the instructions under General Controls listed on page 46. The SQL Anywhere database must be started before any client machine can access the information within the database. The database is implemented on Novell as a Novell NetWare Loadable Module and on Windows NT as a compiled executable file. Manual Startup and Shutdown Novell NetWare ½ Start the database by typing the command REWSTART at the system console prompt ½ Shut down the SQL Anywhere Database by pressing ALT + F, then pressing the down arrow and choosing Exit Note: Shutting down the database with users connected automatically closes those connection(s) and may result in lost data. You will be warned if there are any open connections. Blackbaud does not recommend unloading the DBSRV50.NLM to shut the database down on a Novell NetWare Server. Windows 95, Windows 98, or Windows NT ½ Start the database as an application by double clicking the icon/shortcut in The Raiser s Edge database program group This icon, automatically created on the file server machine during the database setup, references the \\%windows%\system\dbsrv50.exe program file. ½ Stop the database on by selecting File, Exit on the SQL Anywhere database engine monitor Note: Shutting down the database with users connected automatically closes those connection(s) and may result in lost data. You will be warned if there are any open connections. 54 Post-Installation Chapter 3

57 Special Note: Automatic Startup and Shutdown To properly back up the SQL Anywhere database, the database must be shut down while the backup executes. SQL Anywhere includes a switch option (the -tq switch) to specify a quit time for the database. Novell NetWare ½ If you did not do so during the setup program, place the REWSTART command in the AUTOEXEC.NCF on your file server if you would like to start The Raiser s Edge database each time the file server is started To automatically start the SQL Anywhere database, we recommend a third-party utility to automatically run REWSTART.NCF at a specific time. One such utility is CRON.NLM. You can download this utility free from Novell s web site, or you can log into Blackbaud s web site at Go to Customer Support then choose the Grab Bag option, Other Web Links, Downloads, and Novell s CRON.NLM. At the Novell site, you can download a file called CRON5.EXE. Double click this self-extracting zip file to access the CRON.NLM and CRON5.TXT, which gives you complete instructions for installing and using CRON.NLM. Note: While the CRON utility provides a solution for starting a SQL Anywhere database after a timed backup, we do not endorse the CRON utility. We are not a vendor of the CRON utility; therefore, we do not support the download, installation, setup, configuration, or troubleshooting issues that may result from CRON5.EXE or similar files. Contact the CRON vendor with any problems or questions regarding this utility. ½ To stop the SQL Anywhere database, edit the REWSTART.NCF file to add a -tq switch When you installed The Raiser s Edge on your Novell NetWare server, a REWSTART.NCF file was added to your SYS:\System directory. This file contains the SQL Anywhere database command line that has the parameters needed to start your database. A typical database command line found in the REWSTART.NCF file looks like this: Load DBSRV50 -nrewin_blackbaud SYS:\rewin\re.db -c8mb -tl0 -ti0 -ta0 -tr0 To shutdown the database automatically, you must add a -tq switch and a time. Load DBSRV50 -nrewin_blackbaud SYS:\rewin\re.db -c8mb -tl0 -ti0 -ta0 -tr0 -tq19:00 Chapter 3 Post-Installation 55

58 In this example, the -tq19:00 will shut down the database at 7:00 p.m. (24-hour clock) on any day the database is running. To add the -tq switch, you can: Edit the REWSTART.NCF file from Windows Explorer at a workstation (you will need to map a drive to the Sys:\ system directory on your Novell server). OR Use Edit at the NetWare server as follows: 1. At the NetWare system console prompt, type LOAD EDIT SYS:\SYSTEM\REWSTART.NCF 2. Go to the end of the database command line and add a space, -tq, and the time (24-hour clock) to shut down the database each night. 3. Press ESCAPE to save the changes, highlight Yes, and press ENTER. Windows NT ½ Install the Blackbaud Database Service Manager on your Windows NT server to set up the SQL Anywhere database to run as a service. Using Windows NT s Schedule Service to Automatically Start and Stop the SQL Anywhere Database You can configure your SQL Anywhere database engine to start and stop automatically by using Windows NT scheduling tools. ½ Create a start batch file 1. Open Notepad. 2. Type the following: Net Start Blackbaud Database Service for SQL Anywhere Note: This line is case sensitive and MUST appear exactly as above for this process to work. 3. Save the file as C:\SQLSTART.BAT. 56 Post-Installation Chapter 3

59 ½ Create a stop batch file 1. Open Notepad. 2. Type the following: Net Stop Blackbaud Database Service for SQL Anywhere Note: This line is case sensitive and MUST appear exactly as above for this process to work. 3. Save the file as C:\SQLSTOP.BAT ½ Set the Windows NT Schedule Service to run automatically 1. Go to Control Panel, Services. 2. Set the Schedule Service to run automatically. Make sure the service is started before continuing. ½ Set the Windows NT Schedule Service to run the start batch file At the command prompt, type the following: AT 6:30 /INTERACTIVE /EVERY:M,T,W,TH,F,S,SU C:\SQLSTART.BAT where 6:30 equals the time (24-hour clock) when you want the database to start. Include the days of the week that apply. When the command is accepted and the Schedule Service is set to run, you should see the message: Added a new job with ID # The service will now be started automatically by the Windows NT Schedule Service. ½ Set the Windows NT Schedule Service to run the stop batch file At the command prompt, type the following: AT 22:30 /INTERACTIVE /EVERY:M,T,W,TH,F,S,SU C:\SQLSTOP.BAT where 22:30 equals the time (24-hour clock) when you want the database to stop. Include the days of the week that apply. When the command is accepted and the Schedule Service is set to run, you should see the message: Added a new job with ID # The service will now be stopped automatically by the Windows NT Schedule Service. Chapter 3 Post-Installation 57

60 ½ Check the Windows NT Schedule Service for accuracy At the command prompt, type the following: AT If the process is set correctly, you should see a message similar to the following: Status ID Day Time Command Line 0 Each M T W Th F S Su 6:30 AM c:\sqlstart.bat 1 Each M T W Th F S Su 10:30 PM c:\sqlstop.bat Note: To delete a scheduled item from the Windows NT Schedule Service, after the items have been listed, type: AT # /d where # is the ID number of the scheduled item. You should delete a scheduled item only when errors were made during setup, or when a modification to scheduled times or days is needed. Backing Up the SQL Anywhere Database Backing up your Blackbaud data is an important part of your daily routine. Frequent backups are your best protection against data loss. We strongly recommend the purchase and scheduled use of a tape or archival backup solution. Back up nightly and prior to any global change or import. Before backing up your Blackbaud SQL Anywhere database, you MUST successfully shut down the database. Shutting down the database closes all open tables and files, enabling the backup procedure to archive your data correctly. Blackbaud does not recommend or condone the use of open-file backup ("hot backup") solutions. We have had many unfortunate experiences with clients whose backup software claimed to be able to successfully archive database files while they were in use, only to find in their moment of need that the hot backups had failed. Blackbaud urges you to shut down the SQL Anywhere database before attempting to back up your data, and to frequently test your backups. 58 Post-Installation Chapter 3

61 The database can be shut down manually or automatically. Please see the appropriate section in this chapter for instructions on shutting down the database. A backup is a copy or duplication of the files found on the hard disk onto another media such as a tape, CD, or Zip/Jaz disk. It is a replica of your data, which can be stored and protected for later use. We can send you a replacement copy of the program, but your data is irreplaceable. We recommend that you not span your data across a series of floppy disks. Floppy disks hold a tiny amount of data and are unreliable. We suggest that you make three sets of daily backups and three sets of weekly backups for all logical drives. One set of backup tapes should be stored off-site, preferably in a fireproof safe. This ensures the survival of your data should anything happen to your office. Do not make a backup on top of data you backed up the night before; rotate your backup media. It is critically important that you test your backup to insure that your backup system is operating properly. To test your backup, follow these steps: 1. Shut down your SQL Anywhere database engine. 2. Rename the RE.DB and RE.LOG files that are in the REWIN directory on your server. 3. Copy your backup RE.DB into the REWIN directory on your server. 4. Start the SQL Anywhere database engine and access The Raiser s Edge. Common Questions & Troubleshooting Tips Problem: Solution: I have completed my installation successfully. I tried to open a module and it is asking for a password for the username Supervisor. What is the password? The password is Admin. Chapter 3 Post-Installation 59

62 Problem: Solution: Problem: Solution: Problem: Solution: Problem: Solution: Problem: Solution: I have a multi-user system, but I can only log into the system on one machine at a time. What can I do to fix this? This problem occurs if you are trying to log in multiple times using the username of Supervisor. You can log into the system as one user on only one machine at a time. You should create new users with their own passwords in the Configuration module. My workstation installation stops at 65%. Why? The SQL Anywhere database engine on the server is not started. Refer to the Starting Up and Shutting Down the Database section of this chapter for information. Now that I have The Raiser s Edge installed and running, are there any special steps that need to be taken to perform a data backup? Yes. To perform a data backup on your SQL Anywhere database, the database must be shut down. Refer to the corresponding section in this chapter for more information. I purchased the optional module RE:Tribute, but when I am in Constituent Management, the Hon/Mem tab is disabled. How do I activate it? On the Bio 1 tab, you can mark a checkbox to indicate a constituent is an Honor/Memorial. Once you select this checkbox, the tab will be available and Honor/Memorial information can be entered. See your RE:Tribute manual for more information about this optional module. I just loaded a utility diskette to add the optional module RE:Event. It said the update was successful, but I do not have an icon to access RE:Event. What do I need to do to add the icon to The Raiser s Edge program group? The utility disk you installed only configures your system for RE:Event. To access the module, you must also install the executable file for it. You must reload the workstation components after running the utility disk. You can select to install only the component(s) you need. This adds the new modules and their icons. 60 Post-Installation Chapter 3

63 Problem: Solution: Problem: Solution: Problem: Solution: Problem: Solution: Problem: Solution: My data was migrated to the SQL Anywhere version successfully. What do I need to do with my Jet data? If you do not need to access the Jet data, you can remove RE.MDB, COMMON.MDB, REMEDIA.MDB, and REQUERY.MDB. We highly recommend a backup be done for the archives. The \REWIN shared directory on the server must not be deleted. Files in this directory are needed by the program. Can I start the database as a service on my Windows NT network? Yes. Refer to the sections in this chapter on installing and using the Blackbaud Database Service Manager for Windows NT. When trying to start the database on my Novell NetWare file server, I am getting the message A known NetWare bug has been detected. A work-around for this will be used: however, extending database and log files will be slower. Please obtain a new NLM to correct the problem. Refer to the Pre-Installation Considerations for Novell NetWare in Chapter 1 for more information. Starting the database on a Novell NetWare 3.2 or 4.x server results in the error SYS\path\DBSRV50 not found. The server to which you installed the Blackbaud program(s) has a 16-bit operating system and does not support long file names; the database has been installed to a directory with a name longer than eight characters. Delete the server installation and re-install to a directory with a name that is not more the eight characters long. Or you can contact Novell for the appropriate NLM updates that allow support of long file names. I have implemented all my hardware and software according to the guidelines you provided, but still find Raiser s Edge for Windows runs slow. Reset your memory cache allocation for the SQL Anywhere database to help it use more memory while processing. The cache defaults to 8 MB when you install The Raiser s Edge SQL Anywhere database. We recommend you adjust the cache to at least 20% of the total size of the SQL Anywhere database. To do this, edit the properties of the database icon and change the parameters from -c8m to the number based on the 20% rule. More information on this procedure is found on page 50 of this guide. Chapter 3 Post-Installation 61

64 Problem: Solution: I m having trouble connecting to workstations on our network. You may need to add an extra switch to the Additional Switches field on the Service Manager Advanced tab. Typically, this switch is needed if workstations are not connecting to the server, if they are on a Wide Area Network, or if your network uses routers. The additional TCPIP switch is written as: -xtcpip{host= serverip ;myip= serverip } With serverip as the IP address of the server. For example, if your server has an IP address of , the syntax would be: -xtcpip{host= ;myip= } You can also add this TCPIP information to the ODBC.INI settings on your workstations. In the [REWIN_BLACKBAUD] section of the ODBC.INI, the Start line should appear as follows: Start=C:\WINNT\SYSTEM\DBCLIENW.EXE -xtcpip {HOST= ;DOBROADCAST=NO;MYIP=} Note: Due to print width limitations, the above example has a line break. Your entry should be a single uninterrupted line with the only space coming between EXE and -xtcpip. Problem: Solution: Using the Service Manager, I set the cache of my SQL Anywhere database to 20mb. However, when I start the service, it is using a cache of only 2mb. If you add TCPIP switches to the Additional Switches field on the Advanced tab of the Service Manager, you must make sure the TCPIP checkbox on the Service Manager Protocol Options tab is marked. If the TCPIP checkbox is unmarked, the SQLA engine starts with a 2mb cache no matter what setting you enter. 62 Post-Installation Chapter 3

65 C HAPTER 4 Configuration In This Chapter Configuring General Information General 1 Tab General 2 Tab Establishing Preferences Access Duplicate Info Headings Interfaces Miscellaneous Managing Tables Access Add Edit Insert Delete Move Sort Print Table Descriptions Establishing Program Security Access Add a Security Group Assign Constituent Management Rights 92 Add User Security Edit Delete Change a Password Membership Category Tab Financial Institutions Tab Access Add a Bank Add a Bank Branch Edit a Bank Delete a Bank Financial Institution Tab (continued) Edit a Bank Branch Delete a Bank Branch Designate the Sponsoring Bank Configuring Addressee/Salutations Access Add a New Addressee/Salutation Format Edit Insert Delete Move Print Add a New Entry Configuring Attributes Attribute Types Access Define Attributes Delete Attribute Tables Establishing International Settings Access Add Edit Insert Delete Letters Access Add Edit Insert Delete Use Find to Locate a Letter Establishing General Ledger Settings Chapter Summary Chapter 4 Configuration 63

66 Configuring General Information Configuration controls settings for The Raiser s Edge. You can indicate which word processing and spreadsheet packages you are using, define addressees and salutations, and establish international settings for other countries. In this chapter, you will learn how to set up tables, also called lookups, which are used extensively throughout the program. You can determine how you want certain fields in your program to appear through the Preferences menu. In addition, you will learn how to protect the integrity of your data by setting security options for users. Note: You must restart other modules in The Raiser s Edge to see the effect of changes you make in Configuration. For example, if you have Constituent Management open and you use Configuration to change duplicate settings, the new setting will not take effect until you close and reopen Constituent Management. The General 1 tab holds name, address, and other basic information. Your organization name is automatically set when you install the program. You need to fill in the additional information. The General 2 tab determines the settings for handling soft credits, automatically assigning IDs, and establishing the guidelines used to locate duplicate records. From The Raiser s Edge program group, double click Configuration to start the program. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge programs, select the Exit and Sign Out option. 64 Configuration Chapter 4

67 ½ Adding system information to the General 1 tab 1. Select the General 1 tab. The following screen appears. 2. Enter the Address of your organization. Press ENTER to start a new line. If you have selected Enter Key Moves to Next Field on the Preferences tab, you must use CTRL+ENTER to start a new line. 3. Enter the City of your organization. 4. Enter the State or click for a list of state abbreviations. 5. Enter the ZIP. You can enter the extended ZIP Code (ZIP+4), if desired. 6. Enter the Country or click to list the possible entries. The country you select determines the default currency for your program. Note: See the International section of this chapter for more information. 7. Enter the Phone number, including the area code. 8. Specify the month in which your organization s Fiscal Year Ends. Your entry determines how gifts appear in the breakdown in the Giving Summary found in the constituent record on the Gifts tab and on some reports. 9. Enter the month and day on which the Volunteer Year Starts. This date defines the fiscal years in the Volunteer Summary on the Volunteer tab of Constituent Management. This option is available only for systems configured for RE:Volunteer. Chapter 4 Configuration 65

68 10. Indicate the name of your school or college in the Alumni School/College field. This option is only available for systems configured for RE:Alum. The Alumni School/College field is used when you add any alumni information in the relationship field of a constituent s record. When you ask to make the relationship a constituent, the program creates an education record within the new constituent record and uses the school name from the Alumni School/College field. The education record is then marked as the primary alumni. 11. Designate the Company ID by marking either Federal Tax ID or User Defined ID. Enter the number in the ID field. You can obtain this number from your primary financial institution. ½ Adding system information to the General 2 tab 1. Indicate if you want the program to generate a constituent ID by marking the Automatically Generate Constituent ID s checkbox. If you select this option, each constituent is assigned a unique ID in the Constituent ID field on the Bio 2 tab of the constituent s record. The numbers are assigned in sequential order. Note: This field generates numeric IDs only. If you want alphanumeric IDs, you must create them manually. 2. If you have RE:Event, indicate whether the program should Automatically Generate Special Event ID s. Mark the checkbox to have the program assign an ID number to each event. The automatically generated ID cannot be changed once it is assigned. If you do not select this option, you can assign your own identification number. 66 Configuration Chapter 4

69 3. If you have RE:Member, you can mark the Automatically Generate Membership ID s checkbox to assign a unique identification number automatically to each membership. This number is available when printing membership cards. 4. Mark the Automatically Soft Credit Spouse checkbox to have the program always generate a soft credit gift for the spouse of a constituent. This applies only when the constituent has a spouse who is also a constituent and the records are linked. 5. Mark the Automatically Soft Credit Matching Gift Pledges checkbox to have soft credit recipients receive credit for the donor s matching gift. Matching gifts are automatically credited to the constituent who generated the matching gift pledge. The constituent's spouse also receives credit in the form of a soft credit for the matching gift. 6. The Duplicate Criteria frames define the fields and number of characters used for comparison when determining duplicate records. The criteria you establish locates duplicate records when you click from the Constituent Management toolbar, or when you run the Duplicate Search option in Database Administration. The Duplicate Search option of RE:Fast! also uses these settings to determine whether records are duplicates. To qualify as a duplicate record, the record must match all criteria you enter for each record type. In the Individual Duplicate Criteria frame, select the fields to use to find duplicate records. You can use the arrow to list other possible entries. The default for an individual is the first 50 characters of the Last Name. You can change the length of the field, but Last Name is required. When you select the field, determine the number of characters you want to compare. For example, if using Last Name and First Name, you may want to compare only the first two characters of the first name. Follow the same steps for the Organization Duplicate Criteria frame. The default for an organization is the first 60 characters of the Organization Name. You can change the length of the field, but Organization Name is required. The lists of fields for both criteria are hard-coded and cannot be changed. 7. Click the Membership Cards button to access the Default Membership Card Name screen, where you can choose a default membership card addressee. The Default Membership Card Name is used as the default Name on Card for the constituent when you add a new membership. Chapter 4 Configuration 67

70 Establishing Preferences The Preferences tab determines screen presentations, identifies other software packages you are using with The Raiser s Edge, and formats certain fields. Preferences are configured and stored by user name. ½ Accessing the Preferences tab and Options frame 1. Double click Configuration in The Raiser s Edge program group. Select the Preferences tab and click the corresponding option in the Options frame. You can make changes for the following four options. Duplicate Info Interfaces Headings Miscellaneous 2. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge programs, select the Exit and Sign Out option. ½ Defining duplicate information to appear for duplicate search results When you use the Constituent Search Criteria screen, a list of constituents matching the criteria you define appears in the Search Results window. The Constituent Search Criteria screen appears when searching for or opening a constituent record. The Duplicate Info screen determines the format for the name and identifies fields to display in addition to the name. 1. Select Duplicate Info. The following screen appears. 68 Configuration Chapter 4

71 2. In the Duplicate Screen Addressee/Salutations frame, select the desired format of the constituent s name. You can select an addressee/salutation from the constituent s record or the Addressee Table, or you can use the Key Name (First Name, Middle Initial, Last Name for individuals and Organization Name for organizations). Key Name gives you the fastest search results. Note: The Duplicate Screen Addressee/Salutation appears in the Search Results frame of the Constituent Search Criteria screen. The Constituent Name is defined by the Duplicate Addressee/Salutation. The information appearing in these columns is determined by the entries in the Duplicate Screen Column. 3. In the Duplicate Screen Columns frame, select up to six fields to display when the program finds duplicate records. Click the arrow to list possible entries. The field choices are hard-coded and cannot be changed. Chapter 4 Configuration 69

72 Tip: This option is useful for showing the constituent s name appended with additional information such as the constituency, class year of, or member ID. See the Addressee/ Salutations section for information on setting this up. ½ Formatting the headings The Headings option determines the format of the constituent s name on the title bar of the constituent's record when opened in Constituent Management. You have several choices of formats for headings (title bars). You can select an addressee/salutation from the constituent s record or the Addressee/Salutation Table, or you can use the Key Name (First Name, Middle Initial, Last Name for individuals and Organization Name for organizations). 1. Select Headings. When the Heading Addressee/Salutation frame appears, select the circle by the format you want to use. 2. If you select From Constituent Record, the following screen appears. In the Use box, click to list the name formats. Highlight the format you want to use. In the if present otherwise use box, click an alternate format for the heading. The program uses your first choice unless the constituent s record does not have that format available. The second format is used if the first is not found. If the constituent has neither of your choices, the program uses the Key Name. 3. If you select From Addressee Table, the following screen appears. In the Enter Addressee to Use box, click Note: to list possible entries. This format applies the same name format to all constituents regardless of what is entered on the Add/Sal tab as the appropriate format. 4. If you select Use Key Name, the constituent s name appears as First Name, Middle Initial, Last Name for individuals, and Organization Name for organizations. 70 Configuration Chapter 4

73 ½ Establishing interfaces The Interfaces option identifies the word processor, spreadsheet, and graph program you want to use with The Raiser s Edge. A browse button next to each path field lets you search for the correct directory for your programs. 1. Select Interfaces. The following screen appears. 2. In the Word Processor frame, click to select the Name of your word processor. The word processor you select becomes the default choice when you want to export your data files to your word processor. Data files contain information used with your word processor s mail merge feature. 3. In the word processor Program Path field, select the drive and directory where your word processor is located. This is the directory containing the executable or program files to start the program. Click the browse button, if necessary, to locate the directory. 4. In the word processor Data File Path, choose the default directory where data sent from The Raiser s Edge to your word processor will go. Click the browse button, if necessary, to locate the directory. 5. In the Spreadsheet frame, follow the same steps used to set up the word processor, but this time enter information for your spreadsheet program. 6. In the Graph Type frame, select whether you want to use the graph program that comes with The Raiser s Edge or Microsoft Graph. The Raiser s Edge graph program is the default and is generally easier to use. Microsoft Graph is a more complex program offering additional editing capabilities. 7. If you have AccuMail, the United States Postal Database to help you validate addresses, mark the checkbox and enter the path where the database can be found, or use the browse button to help you locate the directory. Chapter 4 Configuration 71

74 8. Specify the default data path by entering a Report Writer Database Path location. This becomes the default directory when you export data files in the MS Access Report Writer format. The default value you enter here can be changed in RE:Export on the Export File Name screen by typing over the path or by selecting another folder. ½ Entering miscellaneous preferences The Miscellaneous tab determines the format of several fields in The Raiser s Edge. 1. Select Miscellaneous. The following screen appears. 2. Select a Phone Format. Click to list possible entries. If you do not want to format the phone field automatically, leave this field blank. Note: This option helps ensure consistent data entry. You should type in the telephone number with no formatting, then tab to the next field. The program automatically formats the number based on the setting you enter in this field, which will help your reports look even better. 3. If you have RE:Alum, select either a four-digit or two-digit format for displaying the class year by selecting the Class of Format option. 4. To increase data entry speed, you can choose to use the ENTER key to move to the next field. The TAB key also advances your cursor to the next field whether you select this option or not. Note: If you choose to use ENTER to move to the next field, you will use CTRL+ENTER to start a new line within a field. For example, in the address block, to enter a second line for an address, press CTRL+ENTER. 72 Configuration Chapter 4

75 5. The Confirm Single Match Search Results option is related to the Constituent Search Criteria screen. When you mark this option, records are listed in the Search Results screen even if the criteria you enter only locates one record. If you do not mark this option, the record opens immediately. 6. The Use Campaign, Fund and Appeal ID checkbox replaces the description with a shortened identification in some screens that display campaigns, funds, and appeals. This does not apply to all areas of the software because some list both the description and ID. Note: This checkbox affects what is shown on the gift entry screen. 7. When marked, the Automatically Complete Table Entries checkbox lets you type a portion of the table entry when the option is available. The program fills in the rest by finding the first matching entry. For example, if you are in the State field and enter S, the program inserts the entry SC. 8. You can validate credit card numbers when you mark the Validate Credit Card Numbers checkbox. This affects numbers entered into Constituent Management, RE:Fast, RE:Batch, and RE:EFT. The program checks the number of digits and the prefix to the credit card number to see if it is a possible number for any of the following companies: MasterCard, VISA, American Express, Diner's Club, Discover, Carte Blanche, EnRoute, or JCB. If the card number is not valid, a warning message asks if you would still like to save the gift. Note: Managing Tables This option only validates the format of the credit card number. It does not validate whether the cardholder's credit is valid. Tables increase data entry speed and accuracy throughout The Raiser s Edge. The Tables tab provides a central location to add, edit, delete, sort, and print table entries. It is important to use the Security tab to limit access to table entries. When only one or two people in your organization can add, edit, or delete table entries, you ensure the validity of the database and consistency of data entry, which makes reporting easier and more accurate. For those who have complete access, new entries to tables can be added from within other program items. Press F7 and click Add while your cursor is in the table, or type the new entry in the field. The program asks you to save the new entry. Chapter 4 Configuration 73

76 ½ Accessing tables 1. Double click Configuration in The Raiser s Edge program group. Select the Tables tab. The following screen appears. 2. In the Tables frame, highlight a table. The list in the Table Entries frame changes as you move through the Tables list and displays the entries for the corresponding table. 3. Once you locate the table you want, click the appropriate button. These include: Add a table entry Move an entry up or down Edit a table entry Sort a table Insert a table entry Print a table Delete a table entry 4. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge programs, select the Exit and Sign Out option. 74 Configuration Chapter 4

77 ½ Adding a new entry to your table 1. In the Tables frame, highlight the table in which you want to add an entry. 2. Click Add. The Add Table Entry screen appears. 3. Type the text to appear in the table and click OK. The new entry appears at the bottom of the list in the Table Entries frame on the Tables tab. ½ Editing a table entry 1. In the Tables frame, highlight the table you want to change. 2. Once the entries for that table are listed in the Table Entries frame, highlight the entry you want to change. 3. Click Edit and make the necessary changes to the entry. 4. When you are finished, click OK. The changes are automatically saved. ½ Inserting a new table entry Inserting a table entry places a new entry above the highlighted entry in the table. 1. In the Tables frame, highlight the table where you want to insert a new entry. 2. Once the entries for the table are listed in the Table Entries frame, highlight where you want to insert the entry and click Insert. The Insert Table Entry screen appears. 3. Type in the new entry and click OK. Chapter 4 Configuration 75

78 Note: Deleting a table entry removes it from all records. ½ Deleting an entry from a table When you delete a table entry corresponding to an attribute, you delete the entry but not the attribute itself. You can use the global delete facility to delete the entire attribute, including the table entry. This prevents most data problems. 1. In the Tables frame, highlight the table where you want to delete an entry. 2. Once the entries for the table are listed in the Table Entries frame, highlight the entry you want to delete and click Delete. 3. A verification message appears. Click Yes to indicate you are sure you want to delete the table entry. Click No to indicate you do not want to delete the table entry. ½ Moving an entry up or down in the table 1. In the Tables frame, highlight the table in which you want to move an entry. 2. Once the entries for the table are listed in the Table Entries frame, highlight the entry you want to move. Click Down to move the entry down one line in the list. Click Up to move the entry up in the list. Note: The entries will remain in the order you put them when you press F7 on a field or double click a field name. However, when you click to see a list, the entries will be in alphabetical order. ½ Sorting a table Sorting a table re-orders the entries. Note: Tables with numbers are sorted by the first digit of the entry (e.g., all 1s would be together, all 2s, etc.). Consequently, you need to be careful when sorting currency tables such as the Donor Category Table. 1. In the Tables frame, highlight the table you want to sort and click Sort. The Sort Table Options screen appears. 2. Click Ascending if you want the table to be in alphabetical order from A-Z. Click Descending if you want the table to be in reverse order from Z-A. 76 Configuration Chapter 4

79 ½ Printing a table 1. In the Tables frame, highlight the table you want to print. The Print Code Tables screen appears. 2. In the Code Tables to Print frame, indicate whether you are printing All Code Tables or Selected Code Tables. If you click Selected Code Tables, you must indicate the tables you want to print by making your selections from the Code Tables box. Use the arrows to select the tables. Moves the highlighted entry from the Code Tables box to the Code Tables to Print box. Moves all Code Tables to the Code Tables to Print box. Removes the highlighted entry from the Code Tables to Print box. Removes all Code Tables from the Code Tables to Print box. 3. Mark the Print One Code Table Per Page checkbox if you want each table printed on a separate page. Note: This is an excellent way to get a hard copy of all your table entries to create a procedures notebook for your organization. Chapter 4 Configuration 77

80 Table Descriptions The next several pages contain a list of tables in The Raiser s Edge, along with a description and examples of each. The examples column is not meant to be a definitive list. The table descriptions are helpful in setting up your tables. An asterisk (*) indicates tables which apply to an optional module. Note: New tables can be created from the Attributes tab in Configuration. Table Name Location Description Examples Action Status Constituent Management, Actions tab Describes the status of an action. Open or Closed. The Tickler Report (one of several Action Reports) can be processed based on an action s status. The Tickler Report can only be processed for Open actions (e.g., for a list of pending Action Types Addr/Sal Types Address Info Source Address Types Constituent Management, Actions tab Constituent Management, Addr/Sal tab On screens containing address information On screens containing address information Describes any action taken toward a constituent on a specific date. Also used to track the entire cultivation and solicitation process. Defines the purpose of a particular addressee or salutation. Identifies the origin of the address information. Identifies the purpose or type of address for information purposes. tasks). Lunch Meeting, Dinner Meeting, Follow Up Call, Sent Black Tie Invite, Accepted Black Tie Invite, Declined Black Tie Invite, Attended Black Tie Dinner. Note: If you have RE:Event, additional reports for your special events are available. You can define Addr/Sal Types for solicitors or staff members for reporting and for different mailings/correspondence (e.g., The Annual Report, Informal Addressee, Director's Salutation, etc.). Post Office, Mailing List, Survey/Questionnaire, and Telephone Book. Home, Summer Home, Winter Home, Business, and Secondary Business Address. 78 Configuration Chapter 4

81 Table Name Location Description Examples Affiliations Constituent Management, Affiliation tab Defines a constituent s association with a business, club, or other organization. You can identify constituents involvement in local professional associations, service on the board of another nonprofit, or the church in which they are a member (e.g., Board of Directors, Church Assignments* Awards* Benefits* Certifications* Classifications* Constituencies Contact Types Constituent Management, Volunteer tab, Assignments button Constituent Management, Volunteer tab, Awards button Configuration, Membership Cat tab, and also Constituent Management, Member tab Constituent Management, Volunteer tab, Qualifications button Constituent Management, Prospect tab Constituent Management, Bio 2 tab and Gifts, Miscellaneous tab Constituent Management, Contacts tab (only on organization records) Identifies areas in which volunteers are assigned to work. Tracks past awards and hours toward the next award level. Tracks different premiums received by members based on their membership level(s). Tracks any certification the volunteer has received that qualifies them to work/volunteer. Identifies and classifies prospects. Constituencies define the relationship(s) or connection a constituent has to your organization. Every constituent should have at least one constituency. Constituencies classify groups of constituents for analysis throughout the program. Defines the purpose of the associated contact. Member, Deacon, etc.). Information Desk, Volunteer Training, Development Office, Phonathon, and Gift Shop. 500 hrs. Gold Pin, 200 hrs. Silver Pin, and 100 hrs. Bronze Pin. Discounts, free admission, newsletters, coffee mugs, tote bags, subscriptions, bumper stickers, and calendars. If volunteering to teach CPR classes, the volunteer would need to be CPR certified Planned Giving Prospect, Capital Campaign Prospect, and West Wing Sponsor. Board Member, Alumni, Current Parent, Student, Volunteer, Staff, Employee, Corporation, Foundation, and Matching Gift Company. Main contact, appeals contact, matching gift coordinator, and special events contact. Chapter 4 Configuration 79

82 Table Name Location Description Examples Counties On screens containing address information Defines geographic areas/counties in which constituents live. Credit Type/Cards Currency Types Degrees* Departments* Divisions* Donor Age Analysis Codes Constituent Management, Bio 2 tab and Gifts, Miscellaneous tab Configuration, International tab Constituent Management, Bio 1 tab, Educate button Constituent Management, Volunteer tab, Assignments button RE:Event, Registrants tab This table is used for Demographic and Statistical Reports Stores information about a donation made by credit card. Tracks the associated currency for different countries. Your native currency symbol is established in the Windows Control Panel. Tracks the level of education. Identifies the office/department where the volunteer is assigned to work. Part of a registrant s assignment information, which identifies special table, seating, lodging, or team assignments for a registrant of a special event. Divisions can be used as a broad classification of registrants. Donor Age Analysis Codes use the Date of Birth field on the Bio 2 tab of the constituent s record to calculate age groups. The Statistical Report by Age Group uses this information to analyze giving by age. Charleston, Orange, Berkeley, and Dorchester Counties. American Express, Visa, and MasterCard. Dollars, Pounds, Drachma, and Yen. Bachelor of Arts, Bachelor of Science, Masters, and Ph.D. Development, Alumni, Membership, and Marketing. Majors Division, Minors Division, Children s Division, Employee s Division, and Corporate Division. Donor Age codes should be entered in ascending order. Enter an age and, when reports are processed, the program establishes ranges between each age entered. For example, if you have two entries, 50 and 60, the report calculates the age range Configuration Chapter 4

83 Table Name Location Description Examples Donor Categories Table 1 This table is used for the Donor Category Report Donor Categories Table 2 Donor Categories Table 3 Ethnicity Expense Types Financial Data Types* This table is used for the Donor Category Report This table is used for the Donor Category Report Constituent Management, Bio 2 tab Campaigns, Funds & Appeals, Appeals tab Constituent Management, Prospect tab, Financial button Donor Categories identify cumulative giving clubs with a required amount of giving. Categories are established (in the table) in descending order. The Donor Category Report is an Analytical Report. For membership versions, Donor Categories are NOT to be confused with Membership Categories. This is an additional table to use if you need to measure cumulative giving in more than one pre-determined set of giving ranges. You can set up your giving levels in any one of three tables. The Donor Category Report is an Analytical Report. Note: If you only need to measure one set of giving levels, you only need to fill in one table. This is an additional table to use if you need to measure cumulative giving in more than one pre-determined set of giving ranges. You can set up your giving levels in any one of these three tables. Note: If you only need to measure one set of giving levels, you only need to fill in one table. Classifies constituents by their ethnicity. Enables you to track Appeal expenses. Tracks prospects assets. Gold Club with a required amount of $10,000, Silver Club with a required amount of $5,000, and Bronze Club with a required amount of $1,000. Or, an Annual Campaign with different giving levels that track donations to both the Annual fund and Building fund. Diamond Club with a required amount of $10,000, a Ruby Club with a required amount of $5,000, and an Emerald Club with a required amount of $1,000. Sustainer with a required amount of $10,000, Benefactor with a required amount of $5,000, and Sponsor with a required amount of 1,000. African American, Hispanic, Asian, and Caucasian. Catering, Printing, and Mailing expenses. Real Estate, Stock Holdings, and Net Worth. Chapter 4 Configuration 81

84 Table Name Location Description Examples Fund Categories Campaigns, Funds & Appeals, Fund tab Gift Codes Gift Size Analysis Codes Hon/Mem Types* Income/Income Level Constituent Management, Gifts tab, Miscellaneous tab This table is used for reporting purposes Constituent Management, Hon/Mem tab For an individual: Constituent Management, Bio 1 tab, Business button; for an organization: Constituent Management, Bio 2 tab Categories group funds within a campaign. Note: Fund Categories are for information purposes. Queries can be created based on Fund Category information. Defines the gift and track information. The Statistical Report by Gift Code uses this information. Allows you to run Statistical Reports by Gift Size. These reports analyze the number of gifts within your gift amount ranges. Gift amounts are entered in descending order. Signifies the type of Honor/Memorial. Tribute Reports use this information. Income indicates an individual s or an organization s net worth. Income Level on the business screen of an individual s record tracks the salary level for that constituent. This table should be set up in ranges of amounts in descending order. The Statistical Report by Income Range uses this information. Constituents can donate to several funds within a Capital Campaign, including an Equipment Fund, Computer Fund, and a Library Fund. These three funds are considered a part of the General Operating Fund Category and are a subset of the Capital Campaign. The Fund Category defines the subset without compromising the overall link to the campaign. Recognition gifts, pledge overpayment, or payroll deduction. If the table has a gift amount of $0 and another for $99, the Statistical Report by Gift Size automatically reports on these amounts as a range (i.e., 0-99). You received x amount of gifts from x amount of donors totaling x amount of dollars. This report determines the mean gift size constituents donate and other statistics. In Memory of, In Honor of, For the Birthday of, and For the Anniversary of. Income ranges include $15,000-$19,999, $20,000-$24,999, $25,000-$29,999. These ranges can be based on any increment your organization tracks. 82 Configuration Chapter 4

85 Table Name Location Description Examples Industries For an individual: Constituent Management, Bio 1 tab, Business button; for an organization: Constituent Management, Bio 2 tab Industry tracks the type of business. Information Sources* Instruments* Lodgings* Mail Types Marital Status Notepad Types Participant Status* Participant Types* Constituent Management, Prospect tab, Financial button Constituent Management, Prospect tab, Proposal button RE:Event, Registrants tab On screens containing address information For an individual: Constituent Management, Bio 2 tab Constituent Management, Notes tab RE:Event, Registrants tab RE:Event, Registrants tab Tracks the source used to gather information about your prospect s financial/asset information. Further defines the Type of Gift (e.g., for a Planned gift when preparing proposals). Lodgings are part of a registrant s assignment information, which identifies special table, seating, lodging, or team assignments for a registrant of a special event. Identifies the type of mail the constituent receives at the associated address. You can choose to send All Mail Types, Selected Mail Types, or No Mail for each address. Defines a constituent s current marital status. Defines the information stored on the Notepad record. These types can be used to limit security access. Track a special event registrant s status. Indicates a special event registrant s participation level. Transportation, Computers, Healthcare, Construction, Finance, Legal, Research, and Insurance. Tax Assessor, Prospect Research Firm, SEC, and S&P. DGA, IGA, CRAT, CRUT, NIMCRUT, and PIF. Name of the hotel to which the registrant is assigned, or the name of their cabin assignment. Newsletter, Acknowledgment Letter, Receipt, Reminder, Solicitation Letters, and Birthday or Christmas Cards. Married, Widowed, Divorced, Single, Separated, Partner, and Significant Other. Director s Notes, Solicitor s Notes, Career Notes, Confidential Notes, and Family Notes. Paid, Not Paid, and Complimentary. Captain, Individual, Team Member, and Couple. Chapter 4 Configuration 83

86 Table Name Location Description Examples Phone Types For an individual: Constituent Management, Bio 1 tab (Home, Alternate, and Business Address); for organizations: Constituent Management, Bio 1, and Contacts tabs Classifies the phone number by type. Since every address can have multiple telephone numbers, the type lets you classify each. Telephone numbers should be entered in descending order of importance. Professions. This table is established when the program is installed. You can change or add to this table. Proposal Status* Prospect Interests* Purposes* Ratings* Reason Dropped* Regions Relationships For individuals: Constituent Management, Bio 1 tab, Business button; for organizations: Constituent Management, Contacts tab Constituent Management, Prospect tab, Proposal button Constituent Management, Prospect tab Constituent Management, Prospect tab, Proposal button Constituent Management, Prospect tab Constituent Management, Member tab, Drop button On screens containing address information Constituent Management, Relation tab Identifies the constituent s profession or general area of employment. Indicates the status of a proposal. Identifies areas or specific programs to which a prospect is interested in giving. Identifies the intended use of a proposed donation once received. Prospect ratings are obtained from research firms. Prospect ratings can vary depending on your source of information. Tracks why a constituent s membership was dropped. Identifies the geographic location of the address. Relationships describe the associations the constituent has with other individuals. Home, Car, Beeper, Home Fax, Summer Home, Winter Home, Business, Business Fax, Main Office, and . Medicine, Law, Administration, and Engineering. Initial Contact, Pending, Accepted, and Rejected. Cancer Research, AIDS Research, Children s Programs, and Athletic Programs. West Wing Cancer Center, Children s Programs, Environmental Research, and AIDS Research. Affluence and Lifestyle. Left the Area, Deceased, Member s Request, and Check Returned. Pacific Northwest, Northeast, Southeast, Mid-West, and Europe. Mother, Daughter, Father, Sister, Brother, Friend, Golfing Partner, and Business Partner. 84 Configuration Chapter 4

87 Table Name Location Description Examples Religions For individuals: Constituent Management, Bio 2 tab Identifies a constituent s religious affiliation/preference. School Types Schools Special Event Expenses* Special Event Groups* Special Event Types* Special Event Units Suffixes. This table is established when the program is installed. You can change or add to this table when the need arises. Target For individuals: Constituent Management, Bio 1 tab, Educate button For individuals: Constituent Management, Bio 1 tab, Spouse tab, Educate button RE:Event, Expenses tab RE:Event, Event tab Classifies educational institutions. Defines the specific name of the educational institution. Tracks all expenses incurred while planning a special event. Groups a series of related events. Baptist, Catholic, Lutheran, and Episcopalian. Community College, Technical College, Junior College, University, Law School, and Medical School. The Citadel, College of Charleston, Yale, Harvard, and University of Washington. Greens fees, catering, tent rental, room rental, banners, prizes, printing costs, and mailing costs. Parents Weekend, Homecoming, Golf Tournament, and Auction. RE:Event, Event tab Classifies an event by type. Athletic Event, Dinner, Social, Dance/Ball, Luncheon, and Banquet. RE:Event, Registrants tab For individuals: Constituent Management, Bio 1, Spouse, and Relation tabs. For organizations: Constituent Management, Contacts tab Constituent Management, Bio 2 tab Identifies the different units a registrant can purchase when attending an event. A suffix is an addition to the constituent s name. It appears after the last name. Indicates the amount you hope will be donated per year. This table establishes ranges for amounts in descending order. An Analytical Report, Actual vs. Target Report, compares the targeted amount with the actual amount donated. For a Black Tie Dinner, unit examples might be Individual, Couple, Family, or Table. Jr., Sr., II, and MD. Any punctuation that should print before the suffix should also appear in the table. $10,000-$14,999, $15,000-$19,999, and $20,000-$24,999. These ranges can be based on any increment your organization tracks. Chapter 4 Configuration 85

88 Table Name Location Description Examples Teams* RE:Event, Used to group constituents Teams for a golf tournament, a Registrants tab participating in an event as a walk, or a run. Titles. This table is established when the program is installed. You can change or add to this table when the need arises. Type of Gift* Volunteer Courses* Volunteer License Types* Volunteer Skill Levels* Volunteer Skills/ Experience* Volunteer Status* Volunteer Types* For individuals: Constituent Management, Bio 1, Spouse and Relation tabs. For organizations: Constituent Management, Contacts tab Constituent Management, Prospect tab, Proposal button Constituent Management, Volunteer tab, Qualifications button Constituent Management, Volunteer tab, Qualifications button Constituent Management, Volunteer tab, Qualifications button Constituent Management, Volunteer tab, Qualifications button Constituent Management, Volunteer tab Constituent Management, Volunteer tab team. Identifies a constituent s titles. You do not need one title for Mr. and Mrs. Instead, place the constituent s title in the first title drop-down and the spouse s title on the Spouse tab. Identifies the form of payment the prospect will donate to fulfill a proposed donation. Tracks special training/courses the volunteer has completed. Identifies special licenses the volunteer possesses. Tracks levels for a volunteer s skills. Identifies special skills/experiences the volunteer possesses. Identifies the volunteer s current standing. Defines the volunteer s purpose for volunteering. Mr., Reverend, Dr., Mrs., Judge, Father, and General. Cash, Pledge, Planned Gift, Annuity, Trust, and Bequeath. CPR and EMT. Class 1A, Red Cross Certified, Driver s License, CPR Certified, and Contracting License. If typing is a skill a volunteer needs, you can track the number of words/minute the volunteer can type. Typing, Construction, Plumbing, Artistic, and Interpreter. Active, Inactive, and In Training. Office Staff, Phonathon, and Gift Shop. Note: When you create an attribute with a data type of table, you add tables not listed on the previous pages. 86 Configuration Chapter 4

89 Establishing Program Security Using the Security tab, you can assign unique passwords to users by creating a group of users with similar access rights to The Raiser s Edge. User access is defined on several levels. Facility, function, constituency, fund, and notepad by type can restrict access. ½ Accessing the Security tab 1. Double click Configuration in The Raiser s Edge program group. Select the Security tab. The following screen appears. Security functions include: Add a security group Assign Constituent Management rights Add user security Edit user security Delete user security Change a password 2. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge programs, select the Exit and Sign Out option. Chapter 4 Configuration 87

90 ½ Adding a security group A security group assigns rights to user accounts within The Raiser s Edge. Although each user has a password, grouping lets you define the functions user accounts assigned to that group are allowed to perform. Note: If a user is a member of two groups where access in one group is not equal to access in the other group, the program will grant the most rights it can to the user. 1. Select the Security tab. 2. In the Groups frame, click Add. The Add a Group screen appears. 3. In the Group Name field, enter the name of the group you are establishing. It is best to use a descriptive name to identify the group. For example, if you are establishing a group specifically for entering data, you can call the group Data Entry. 4. Enter a description of the group in the Description field. 5. In the Group Privileges frame, indicate whether you are establishing privileges for Modules or the System. 88 Configuration Chapter 4

91 6. If you click Modules, the following options are available. 6. If you click System, the following options are available. Note: For specific information about security for each module, refer to the appropriate security sections in this chapter. For example, go to the Constituent Management Security section for information about establishing privileges for Constituent Management. 7. From this screen, you can select the type of access members of the group can have to Constituencies, Funds, and Notepad. Highlight the option you want to assign rights for and click Change. 7. The Group Privileges frame lists all programs making up The Raiser s Edge. When an option has a check ( ) by it, the user can access the program. To remove or add group access rights to a program, click the box next to the option. The example above shows a group that can access only Constituent Management. Chapter 4 Configuration 89

92 Security by Constituency This option determines the security rights for group members. Any box with an "X" indicates the group can view or change a constituent record within that constituency. The example to the right illustrates a group that can change records for Alumni and Friends but only view records for other constituencies. Gift Security by Fund Note: This option limits a group s ability to access gifts given to particular funds. For example, you can limit access to capital campaign gift information. To remove or add rights to a fund, click the box below the View and Edit columns. The example to the left illustrates a group that can only change gifts on Membership Funds. Limiting security by fund can affect totals on reports because the program includes gifts given only to funds to which the group has access. 90 Configuration Chapter 4

93 Notepad Security by Type Notepad security limits a group s ability to access certain types of notepads. This is useful when sensitive information (which should not be read by everyone) is kept in a type of notepad. For example, only the Director and Assistant Director should access a notepad type of "Director's Notes." You can limit a group s access by removing view and edit rights to this notepad type. The example to the right illustrates a group that cannot view the Director s Notes or Confidential information. Constituent Management Security Security is defined on several levels. You can assign access rights to the program as a whole or to functions within the program. When one of the Security Options is highlighted, the Options button becomes active. This button leads to an additional level of security. Note: Some security privileges can only be established on the program level. In that case, the Options button is not available. Chapter 4 Configuration 91

94 ½ Assigning Constituent Management rights 1. Highlight Constituent Management and the Options button becomes active. Click Options and the following screen appears. 2. In the Security Options frame, select the type of security you would like to establish. When you select one of the Security Options, the Data Entry Privileges frame changes. 3. Security Options for Constituent Management include: Data Entry Privileges Determine the types of functions a group can perform within each category of information. Individual Field Security Determine whether a group can view or change fields found in an individual s record. This option will be available in a future release of The Raiser s Edge. Organization Field Security Determine whether a group can view or change fields found in an organization s record. This option will be available in a future release of The Raiser s Edge. Gift Field Security Determine whether a group can view or change fields found in a gift record. This option will be available in a future release of The Raiser s Edge. After you select a security option, select the rights for the group in the Data Entry Privileges frame by clicking the View, Add, Edit, and Delete boxes. Any box with an "X" indicates that the group can perform that function. 92 Configuration Chapter 4

95 Campaigns, Funds & Appeals Security Determine whether a group can change fields found in Campaigns, Funds & Appeals. In the Change Access frame, select the rights for the group by clicking the box next to the option. A check ( ) indicates the group can change information on the associated screen. The example to the right shows a group that can make changes to funds, campaigns, and appeals. Reports Security Security for Reports can be defined on two levels. You can assign rights by report type (e.g., Financial, Analytical, Pledge, etc.) and report name (e.g., Gift Detail Report, Pledge Status Report, etc.). Once you select the Reports option from the Group Privileges frame, the Options button becomes active. When you click Options, the Security Options - Reports screen appears. The Report Types frame lists the types of available reports. When a box has a check ( ) by it, the user can access that type of report. To remove or add a group s access rights to a group of reports, click the box next to the option. The Report Names frame lists all of the available reports. When a box has a check ( ) by it, the user can run that report. To remove or add a group s access rights to a report, click the box next to the option. Chapter 4 Configuration 93

96 RE:Profiles Security Security for RE:Profiles is defined on only one level. When the box next to RE:Profiles has a check ( ) by it, the user can access the module. RE:Query Security Security for RE:Query is defined on only one level. When the box next to RE:Query has a check ( ) by it, the user can access the module. RE:Mail Security With RE:Mail Security, you can define the mailing functions for the group. When you select RE:Mail Security, the Options button becomes active. Click Options to select the functions the group can perform, and the screen to the right appears. A check ( ) by the function indicates the group can perform the associated mailing function. Export Facility Security Security for the Export Facility is defined on only one level. When the box next to Export Facility has a check ( ) by it, the user can access the module. Special Events Security Once you select the Special Events Security option from the Group Privileges frame, the Options button becomes active. When you click Options, the screen to the right appears. Indicate which tabs the user needs to access and what type of access is allowed. 94 Configuration Chapter 4

97 The Mailer s Edge Security The Mailer s Edge Security is defined on only one level. When the box next to The Mailer s Edge has a check ( ) by it, the user can access the module. RE:Batch/Deposit Security You can limit a user s rights to post a batch created through RE:Batch and you can limit a user s rights to change addresses. When you click Options while highlighting RE:Batch, the screen to the right appears: Click the Post Batches option to allow the Security Group to post batches created in RE:Batch. RE:Fast! Security Database Administration Security Security for RE:Fast! is defined on two levels. First, indicate if the group needs to access the entire program. Once you select the RE:Fast! option from the Group Privileges frame, the Options button becomes active. When you click Options, the screen to the left appears. Indicate whether or not the group has rights to Commit Records to The Raiser s Edge database. Security for Database Administration is defined on two levels. When the box next to Database Administration has a check ( ) by it, the user can access the module. The Options button becomes active when Database Administration is highlighted. Click Options and the screen to the left appears. A check ( ) by the function indicates that the group can perform the associated Database Administration function. Chapter 4 Configuration 95

98 Configuration Security The Security option determines which security options and lookup tables a group can change. When you click Security, the following screen appears. In the Configuration Options - Change frame, place a check ( ) by the option you want to allow the group to change. The different options listed represent the different tabs in Configuration. In the Code Table Change Access frame, place a check ( ) by the table you want to allow the group to change. RE:Search Security This option is available only if you have this module. RE:Search Security is defined on only one level. When the box next to RE:Search has a check ( ) by it, the user can access the module. Electronic Funds Transfer Security Note: You must uncheck each table to restrict users from changing table entries. Unchecking the Tables tab restricts users from accessing the Tables tab in Configuration but they can still change table entries. This option is available only if you have this module. Electronic Funds Transfer Security is defined on only one level. When the box next to Electronic Funds Transfer has a check ( ) by it, the user can access the module. 96 Configuration Chapter 4

99 ½ Adding user security 1. Select the Security tab. 2. In the Users frame, click Add. The Add a User screen appears. 3. Enter the name of the user in the User Name field. 4. In the Description field, enter a description of the user. For example, enter the full name or job description of the person. 5. In the Password field, type the assigned password for the user. The user has to use this password to enter The Raiser s Edge after the user security settings have been saved. Note: The password does not display on the screen. Instead the program displays an asterisk (*) for each character in the password. The Supervisor can view a user s password by pressing F7 while in this field. 6. Type the password again in the Confirm field for verification. 7. Click User Can Change Password if you want to allow the user to change his/her own password. Note: If a user is granted rights to change his/her password, that user can do so by accessing Edit, Change Password from the menu bar in Configuration. Chapter 4 Configuration 97

100 8. In the Oracle ID field, enter the identification of the Oracle database. 9. In the Group Assignments frame, you can identify the security groups to which this user belongs. To select groups for the constituent, move your cursor to the box labeled Not a Member Of. Highlight the group you want to add to the user s assigned groups and click the arrow to move it. A user can be a member of more than one group. Note: It is good practice to assign a user only one group. This prevents a user from being assigned rights accidentally. If a user is assigned to one group that cannot delete gifts, but is also assigned to another group that can delete gifts, that user will be able to delete gifts. ½ Editing or making changes to a user s security By editing a user s security, you can make changes to any of the user s assignments. 1. Select the Security tab. 2. In the Users frame, highlight the user whose access you want to change. 3. Click Edit. ½ Deleting a user s security Deleting a user's security from the program removes the user s rights to access The Raiser s Edge at any level. 1. Select the Security tab. 2. In the Users frame, highlight the user whose security you want to delete. 3. Click Delete. The following message appears. 4. Click Yes if you are sure you want to delete this user s security privileges. Click No if you do not want to delete this user s security privileges. 98 Configuration Chapter 4

101 ½ Changing a user or supervisor password If users have rights to change their own passwords, they can do so in Configuration. Users with supervisory access to The Raiser s Edge can also change the Supervisor password in Configuration. 1. Selecting Edit, Password from the menu bar. The Change Password screen appears. 2. Enter the Current Password you want to change. You must enter Configuration using the name and password you want to change. 3. In the New Password box, enter the new password. Enter it again in the Confirm Password box to verify your entry. Note: We recommend more than one person know your organization s password. Membership Category Tab The Membership Category tab will be present when you purchase the Membership module. For more information on this tab, please see your RE:Member User s Guide. Chapter 4 Configuration 99

102 Financial Institutions Tab From the Financial Institutions tab, you can create bank and bank branch records that store information such as the bank name and location; the account name, account number, and user number; and the Transit/Routing and Immediate Origin numbers. Note: This tab is generally used with RE:EFT. You can find more information on this module in the Electronic Funds Transfer User s Guide. ½ Accessing the Financial Institutions tab 1. Double click Configuration in The Raiser s Edge program group. Select the Financial Inst tab. The following screen appears. Financial Institution options include: Add a bank Add a bank branch Edit a bank Delete a bank Edit a bank branch Delete a bank branch Designate the sponsoring bank 2. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all of The Raiser s Edge programs, select the Exit and Sign Out option. 100 Configuration Chapter 4

103 ½ Adding a bank 1. From the Financial Inst tab, click Add. The Add a Bank screen appears. 2. Enter the name of the banking institution. 3. Click OK to save the bank record. ½ Adding a bank branch 1. From the appropriate bank record, click Add. The Add a Branch screen appears. 2. Enter the name and address information, in addition to any necessary EFT information obtained from the bank. Chapter 4 Configuration 101

104 3. If this is the bank branch where you will be transferring electronic files, mark the Sponsoring Bank checkbox. Enter the appropriate account name, account number, and user number. Without RE:EFT, the sponsoring bank frame will allow you only to track additional information. The sponsoring bank is the branch with which you will be transferring electronic files. The account name, account number, and user number are required if the branch is the sponsoring bank. The account and user numbers are assigned by the bank. 4. In the EFT Information frame, enter the Transit/Routing # the bank branch should use with electronic files and whether the bank should use the Transit/Routing # or another number to track the origin of the electronic files. Without RE:EFT, this information is for tracking purposes only. 5. Click OK. Note: You can designate only one branch as the sponsoring bank. ½ Editing a bank 1. From the Financial Inst tab, highlight the appropriate bank record and click Edit. The bank record appears. 2. Make any necessary changes. 3. Click OK. ½ Deleting a bank A bank record cannot be deleted if it is present on any constituent record. You must first delete the bank from the constituent record. 1. From the Financial Inst tab, highlight the appropriate bank record and click Delete. A confirmation message appears. 2. Click Yes to delete. ½ Editing a bank branch 1. From the appropriate bank record, highlight the branch and click Edit. The branch record appears. 2. Make any necessary changes. 3. Click OK. 102 Configuration Chapter 4

105 Note: Designating a sponsoring bank without RE:EFT allows you only to track additional information. ½ Deleting a bank branch A bank branch cannot be deleted if it is present on any constituent record. You must first delete the branch from the constituent record. 1. From the appropriate bank record, highlight the branch record and click Delete. A confirmation message appears. 2. Click Yes to delete. ½ Designating the sponsoring bank 1. From the Financial Inst tab, highlight the appropriate bank record and click Edit. The bank record opens. 2. Highlight the branch of the bank you would like to designate as the sponsoring bank and click Edit. The branch record opens. 3. Mark the Sponsoring Bank checkbox and enter the appropriate account name, account number, and user number information. Note: You can designate only one branch as the sponsoring bank. 4. Click OK. The bank record appears with the branch designated as the sponsoring bank. 5. Click OK to close the bank record. Chapter 4 Configuration 103

106 Configuring Addressee/Salutations The Addr/Sal tab in Configuration contains formats for your Addressee/Salutation table in Constituent Management. Standard formats are included in the program, but you can add or change the formats. Note: The Addressee/Salutations listed are sample formats. The names used are fictitious and are meant to give examples of available formats. ½ Accessing addressee/salutation information 1. Select the Addr/Sal tab. The following screen appears. Options for addressee/salutations include: Add a new addressee/salutation to your table Edit an existing addressee/salutation Insert an addressee/salutation into the table Delete an addressee/salutation Move an addressee/salutation up or down in the table Print the addressee/salutation table Add a new entry to use in an addressee/salutation 2. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge programs, select the Exit and Sign Out option. 104 Configuration Chapter 4

107 Note: New table entries are added to the bottom of the list on the Addr/Sal tab. ½ Adding a new addressee/salutation to your table 1. From the Addr/Sal screen, click Add. The Add an Addressee/Salutation screen appears. Note: The Preview box uses sample data to show you how the addressee will appear. 2. Move your cursor to the Field Name box. These are the fields in The Raiser s Edge used to build addressees and salutations. You will be building your addressee or salutation by clicking the arrow to list the possible entries. An addressee of Mr. and Mrs. William M. Smith appears as: Chapter 4 Configuration 105

108 Formatting an Addressee/Salutation You can apply specific formatting options to your addressees and salutations. These options are initial, comma, hard break, concatenate, and smart. Each is described in detail below. Initial This option makes the corresponding entry an initial. For example, to make the constituent s middle name an initial, select Middle Name from the field names, then click the box under the Initial column. Comma When selected, this option inserts a comma before the corresponding field. For example, if you want to place a comma between the last name and the constituent code, the screen would look like the one below: 106 Configuration Chapter 4

109 Conditional Break This option is useful for very long addressees and salutations. When selected, the addressee/salutation wraps at the point where the Conditional Break is placed if the addressee/salutation is too long. For example, if you have a couple with different last names, the addressee/salutation may be too long to fit on a label. Therefore, you would want to set up an addressee to read something like: Mr. John Doe and Ms. Mary Adams To wrap the second name, your entry should resemble the following screen. Note: This option is available only for labels. Chapter 4 Configuration 107

110 Hard Break The Hard Break option automatically wraps the addressee/salutation. For example, if you have an addressee Mr. John Doe and Ms. Mary Adams, selecting the Hard Break option on the same line as the and forces a break and prints the second name on a second line. For this example, your screen looks like the following. Note: This option is available only for labels, envelopes, and other functions printing mailing addresses. 108 Configuration Chapter 4

111 Concatenate The Concatenate option removes spaces between fields. It is particularly useful when a constituent has a hyphenated name. For example, if you have an addressee Mrs. Margaret Williams-Adams, selecting the Concatenate option for the Last Name and the hyphen removes the spaces before and after the hyphen. If you do not select Concat, the addressee would appear with spaces (i.e., Mrs. Margaret Williams - Adams). The following is an example of concatenate for the addressee format Ms. Mary Jones-Smith. Smart Removes the user-defined field if the field is empty. For example, if you have an addressee for Mr. and Mrs. John Doe, and you select the smart option by Spouse Title 1, then the program drops the and if there is not an entry in the spouse title field. This eliminates instances of incorrect addressees like Mr. and John Doe. The following screen is an example. Chapter 4 Configuration 109

112 ½ Editing an addressee/salutation 1. From the Addr/Sal screen, highlight an addressee/salutation you want to change, click Edit, and make the necessary changes. 2. When you are finished, click OK. The changes are automatically saved. ½ Inserting an addressee/salutation into a table Inserting an addressee/salutation places a new entry above the highlighted entry in the table. 1. From the Addr/Sal screen, highlight where you want to insert a new entry and click Insert. 2. Follow the directions for Adding a New Addressee/Salutation. ½ Deleting an addressee/salutation 1. From the Addr/Sal screen, highlight the addressee/salutation you want to delete and click Delete. 2. A verification message appears. Click Yes to delete the addressee/salutation. Click No if you do not want to delete the addressee/salutation. ½ Moving an addressee/salutation up or down in the table From the Addr/Sal screen, highlight the addressee/salutation you want to move and click Down to move it down one line in the list. Click Up if you want to move it up in the list. 110 Configuration Chapter 4

113 ½ Printing the addressee/salutation table You can print the Addressee/Salutation table in a summary or detail form. You can also include the Addressee/Salutation ID used for importing new entries. 1. From the Addr/Sal screen, click Print. The Print Addressee/ Salutations screen appears. 2. Indicate whether you are printing a Summary or Detail Report. The Summary Report prints a sample of each format, the Detail Report includes the screen displaying the formatting and fields selected. 3. Click the Print Addr/Sal ID s checkbox if you want the identification numbers that correspond to the addressee/salutation entries to print. Note: If you are importing addressee/salutations, you need to print the IDs to use in the file layout. ½ Adding a new entry to use in an addressee/salutation You can enter and use additional fields, other than name information, in addressees and salutations. For example, you can add &, and, Friends, Sir/Madam, etc. From the Addr/Sal screen, click Fields. You can select a field listed: Constituency Class of (for systems configured with RE:Alum) Membership Category Class of Spouse Class of Constituency Abbreviation Constituent ID You can also type in any text that would be especially useful for your organization. Chapter 4 Configuration 111

114 Configuring Attributes Attributes add flexibility to The Raiser s Edge by defining and storing special information about your constituents. You can identify a category for the attribute and then store an entry specific to the constituent. Some examples of attributes are Anniversary Dates, Special Interests, Committees, and Clubs. Attributes are available on several screens and are specific to each attribute type. For example, you can enter attributes for the gift types related only to gifts, not constituents. Attribute Types Constituent Attributes appear on the Attributes tab of the constituent s record in Constituent Management. You can enter information as it relates to individual constituents. Gift Attributes appear on the gift record in Constituent Management. Education Attributes appear on the education record of Constituent Management. Action Attributes appear on the action screen of Constituent Management. Special Events Attributes appear on the events screen of RE:Event, an optional module for The Raiser s Edge. Registrants Attributes appear on the registrants screen of RE:Event. ½ Accessing the Attributes tab and Attribute Types frame 1. Double click Configuration in The Raiser s Edge program group. Select the Attributes tab and click the corresponding option in the Attribute Types frame. You can define attributes for the following options. Constituent Action Gift Special Events Education Registrants 2. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge modules, select the Exit and Sign Out option. 112 Configuration Chapter 4

115 ½ Defining an attribute You can identify types of information you want to store. 1. Double click Configuration in The Raiser s Edge program group. Select the Attributes tab. The following screen appears. 2. To select an attribute type, click the circle next to your choice. Note: Special Events and Registrants attributes are only available on programs configured with RE:Event. 3. Enter the Description of the attribute. For example, if the attribute is on the Attributes tab of the constituent record, you can define an attribute for Special Interests. 4. The Data Type column defines the format for the attribute field. The data types are: Text: Enters free-form text. Number: Enters numbers. Date: Enters dates. Currency: Enters a monetary value. Yes/No: Enters yes or no. Table: Links to a table for possible choices. Chapter 4 Configuration 113

116 5. To select a data type: Place your cursor in the Data Type field. Click the arrow to list possible choices and select the desired data type. 6. If the Data Type of the attribute is defined as Table, you can select an existing table or create a new one for the link. To select a table: Place your cursor in the Table Name field. Click the arrow to list possible choices and select the desired table. If you want to add a new table, click Add a New Table found at the bottom of the list. Once a table is added, it appears on the list of tables on the Tables tab. Note: For more information on manipulating data in these tables, see the Tables section of this chapter. 7. Use the Up, Down, and Sort buttons to re-order your attributes. Up moves the selected attribute up one line in the list. Down moves the selected attribute down one line in the list. Use Sort to order the attributes in either ascending or descending order based on the attribute description. 114 Configuration Chapter 4

117 ½ Deleting an attribute table Attribute tables can be deleted. This also deletes the entries from the constituents records. Make sure the attribute is not needed before deleting the table. We recommend doing a backup before deleting an Attribute table. Note: If the table is part of an attribute, the attribute must first be deleted, then the table can be deleted. 1. From Configuration, select Edit, Delete Tables from the menu bar. The screen to the right appears. 2. Highlight the table you want to delete and click Delete. A verification message appears. Click Yes to delete the table. Click No if you do not want to delete the table. Establishing International Settings The International tab tracks information from other countries, including the different types of currency your organization accepts, and the standard address format for each country. By defining different countries, you can enter donations from countries other than your own. When you add a gift, you can enter the exchange rate and the program calculates the amount in your country s default currency. In addition, when you print mailing addresses, constituent information is formatted according to the settings established on the International tab. Chapter 4 Configuration 115

118 ½ Accessing the International tab 1. Double click Configuration in The Raiser s Edge program group. Select the International tab. The following screen appears. International options include: Add a country Edit a country s settings Insert a country in the grid Delete a country 2. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge programs, select the Exit and Sign Out option. 116 Configuration Chapter 4

119 ½ Adding a country 1. From the International screen, click Add. The following screen appears. 2. Enter the country s Name or click the arrow to list possible entries. 3. Enter an Abbreviation for the country. You can use this in the address block for mailing purposes. For example, instead of using United States of America, you can use the abbreviation USA. 4. The Currency frame establishes currency settings for the country you are entering. When you select a country, the symbol and placement automatically default to the settings established in the International option of the Windows Control Panel. You need to specify the Type and the Annual Rate. The Placement determines where the currency symbol is placed. An example of currency type is the American Dollar. The Annual Rate is the exchange rate defined for a given year. These rates change daily, but the annual rate is used as a default. Chapter 4 Configuration 117

120 5. The Number Format settings automatically default when you select a country. Below is a list of the different number settings with a brief explanation of each: 1000 Separator: Determines the character used for the thousands place (for example, what is placed between the 1 and the first 0 in 1000). Typically, a comma or a period is used; however, you can change this should a country use another format. Decimal Digits: Determines how many digits appear after the decimal point in a number (for example, to format ten dollars to be $10.00, you would enter a two). Leading Zero: Indicates whether a zero should be placed before the decimal on numbers less than one (for example, whether 50 cents prints as $0.50 or $.50). 6. One advantage of having the International tab is that you can define the format of the address block for each country. The address block you build determines the way the address block prints on reports and mailings. The Available Fields frame lists the fields you can use to build an address. Select from the available fields to build the address. For example, if you want the address to appear: 123 Main St. Anywhere, SC You establish the address as in the following screen. Note: To see the country appear as a part of your mailing addresses, select Country and add it to the end of your address block. 118 Configuration Chapter 4

121 7. Additional characters you can use to build the address are on the buttons below the Available Fields. These buttons are: Places a colon in the address. Places a comma in the address. Places a dash in the address. Places a period in the address. Places a slash in the address. Starts a new line. Inserts a space. ½ Editing a country s settings 1. From the International screen, highlight the country you would like to edit and click Edit. 2. When you are finished, click OK. The changes are automatically saved. ½ Inserting a country Inserting a country places a new country above the highlighted entry in the list. 1. From the International screen, highlight where you want to insert the new country settings and click Insert. 2. Follow the directions for Adding a Country. ½ Deleting a country 1. From the International screen, highlight the country you would like to delete and click Delete. 2. A verification message appears. Click Yes to indicate you are sure you want to delete the country. Click No to indicate you do not want to delete the country. Chapter 4 Configuration 119

122 Letters The Letters tab in Configuration identifies the word processing documents corresponding to letters entered in The Raiser s Edge. If you use a Windows-based word processor, this tab also has additional functions. If you use a Windows word processor to produce letters, this tab automates the production of your letters through Constituent Management by linking the merge fields in the letter to fields identified in Configuration. Note: The available Windows word processors are: Word for Windows, version 6.0 or higher; WordPerfect for Windows, version 6.0 or higher; and Lotus Ami Pro. ½ Accessing letters 1. Double click Configuration in The Raiser s Edge program group. Select the Letters tab. The following screen appears. The screen is divided into two sections. The Letter Type frame defines whether the letter is associated with gifts, actions, or memberships (for systems configured for RE:Member). Letters options include: Access letters Add a letter Edit a letter Insert a letter Delete a letter Use Find to locate a letter 120 Configuration Chapter 4

123 2. Select the type of letter you are linking. Depending on the Letter Type you select, the Description frame changes to display the letters already entered. Note: Letters must first be written in your word processing program for any of the following options to work correctly. 3. Once you finish entering information on any of the tabs, you can select another tab or select File, Exit. To close all Raiser s Edge programs, select the Exit and Sign Out option. ½ Adding a letter Adding a letter links a letter in The Raiser s Edge to use with your Windows word processor s mail merge function. 1. From the Letters screen, click the Letter Type you want to add. 2. Click Add to enter a new letter. The Add a Letter screen appears. This button only appears if you use Microsoft Word as your word processor. Note: You must define the word processor you are using and its location in Configuration. See the System Preferences section of this chapter for more information. Chapter 4 Configuration 121

124 3. Enter a brief description of the letter in the Description field. The description appears in the Letters Table Lookup. The Letter Table Lookup contains all of the letter descriptions you can assign to an action, gift, or membership. 4. In the File Name box, enter the name of the letter, including the subdirectory and extension. If you do not know where the letter document is located, use the browse button to locate the letter. When selected, the Open Document screen appears. This screen lets you navigate through directories to find the correct document. 5. The Fields in Document column lists all of the merge fields that are defined in the letter. 6. The Raiser s Edge Fields column lets you identify the fields corresponding to the merge fields in your document. Click the field corresponding to the entry in the Fields in Document column. The defined Raiser s Edge field replaces the merge field in the actual letter when it is merged. 7. Load Document Fields places all of the merge fields defined in the letter in the Fields in Documents column. This button is only available if you are using Microsoft Word for Windows. If you are using another word processor, you have to type in the fields. 8. Edit Document lets you make changes to the letter. The document is opened in the Windows word processor for you to make any necessary changes. Note: If you are not using a Windows word processor, you only need to fill in the Description. You can enter a File Name for informational purposes. ½ Editing a letter 1. From the Letters screen, click the Letter Type you want to change. 2. Highlight the letter you want to change and click Edit. 3. Make any necessary changes. 4. When you are finished, click OK. The changes are automatically saved. 122 Configuration Chapter 4

125 ½ Inserting a letter Inserting a letter places a new entry above the highlighted entry in the list. 1. From the Letters screen, click the Letter Type you want to insert. 2. Highlight where you want to insert the letter and click Insert. The Add a Letter screen appears. Follow the directions for adding a letter. ½ Deleting a letter 1. From the Letters screen, click the Letter Type you want to delete. 2. Highlight the letter you want to delete and click Delete. 3. A verification message appears. Click Yes to indicate you are sure you want to delete the letter. Click No to indicate you do not want to delete the letter. ½ Using Find to locate a letter Find searches for a specific letter by its description. You can enter just a few characters to locate the entry the entire name is not required. This option is useful as your list of letters grows. Enter the Description to locate a letter. The full description is not required to find the entry. If you enter Cam, for example, the program locates the first entry with Cam as the first three characters. Chapter 4 Configuration 123

126 Establishing General Ledger Settings The General Ledger tab in Configuration establishes system settings for the interface between The Raiser s Edge and Blackbaud s General Ledger. You can indicate whether you are using Blackbaud s General Ledger program and where it is located, and define Journal Reference fields for posting. ½ Establishing General Ledger settings 1. Select the General Ledger tab. The following screen appears. 2. Mark the Blackbaud General Ledger System Present checkbox if you are using Blackbaud s General Ledger program. Indicate whether you have General Ledger for DOS or General Ledger for Windows. 3. If you mark the General Ledger for Windows option, indicate whether you have Network or Local (stand-alone) version. 124 Configuration Chapter 4

127 If you mark the Network option, define the Server Name, Alias, and Import Path File of your General Ledger program. If you mark the Local option, define the GL Database Path and Import Path File. 4. From the GL System Path box, you can define the location of Blackbaud s General Ledger program. Click the browse button to select the drive from the Drives box and select the directory from the Directories box. Once you locate the drive and directory, click OK to save. 5. The Check GL Numbers checkbox indicates the program should validate the account numbers in the General Ledger program with the account numbers listed in the Campaigns, Funds & Appeals module. 6. In the Journal Reference Fields frame, select the fields sent to General Ledger as a description when posting detailed transactions. In the Name column, select the name of the field you want to send. In the Length column, specify the number of characters to send. A maximum of 50 characters per transaction can be set. These settings are only used when posting in detail. 7. Fields defines additional fields to use in the Journal Reference. These fields can be used to describe the Journal Reference Fields or can be used to insert spaces between fields. For example, you can define fields of ACCT #, Name, etc. Chapter 4 Configuration 125

128 Chapter Summary The General information screen holds the name and address of your organization. The Name defaults from the installation disks created for your organization. You can Automatically Generate Constituent ID s to ensure each constituent has a unique identification. The Duplicate Info determines the fields displayed in the Constituent Search Criteria screen. You can select a format for the constituent s name and additional fields that appear. Duplicate Criteria defines the criteria to use to find duplicate records. The program defaults are Last Name (50 characters) for individuals and Organization Name (60 characters) for organizations. You can add or adjust the fields. At the top of a constituent s record is the Heading or title bar. You can define the format of the constituent s name on this bar. The Interface option of Preferences lets you indicate the folder where information sent to your word processor and spreadsheet programs should go. Browse lets you search through different drives and directories. Tables are used throughout The Raiser s Edge to standardize entries and reduce data entry time. The Tables tab is a central location for all of the Tables used. Although they are centralized in Configuration, you do not have to add your table entries in this option. New entries can be added as you work. Security Groups allow you to group users with similar access rights. The Security option establishes these groups and assigns unique passwords to every user of The Raiser s Edge. Security is defined on three levels: by program, by function, and by fields. Indicate the programs to which users should have access, the functions they can perform, and the fields they can view or change. Not all programs have all levels of security. Addressee/Salutations defines the formats available to assign to constituents. Special formatting options define where commas are placed, when initials should appear, when breaks should occur, when spaces should be removed, and what fields should be dropped when the entries are not appropriate. Attributes customize your fields by defining the type of information you want and the format of the entries. For example, you can define attributes of interests, committees, and personal information. The International tab defines address formats and currency settings for constituents who live in foreign countries. You establish the settings for each Country. After a country is defined in Configuration, the address and currency information for that country will be correctly formatted whenever it is used in a constituent s record. The General Ledger tab defines the location of Blackbaud s General Ledger program. You can also establish Journal Reference Fields to use in the posting process. 126 Configuration Chapter 4

129 C HAPTER 5 Database Administration In This Chapter Overview System Statistics Import and Conversion Transferring Data from Another Program Preparing Your Data for Conversion What Do I Do First General Rules for Importing Import Operations Import Import Setup Create Import File Select Query Results Import Layout Tables Constituent Constituent Attribute Constituent Branch Constituency Code Action Action Attribute Additional Addressee/Salutation Affiliation Alternate Address Alternate Phone Appeal Import Layout Tables (continued) Branch Business Business Address Business Phone Contact Contact Addressee/Salutation Contact Phone Education Education Attribute EFT EFT Attribute EFT Benefits EFT Notepad EFT Canada EFT Canada Attribute EFT Canada Benefits EFT Canada Notepad Employment Expense Gift Gift Attribute Membership Membership Benefits Membership Card List Notepad Price Primary Address Primary Phone Chapter 5 Database Administration 127

130 In This Chapter (continued) Import Layout Tables (continued) Prospect Financial Prospect Interest Prospect Other Gifts Prospect Proposal Prospect Ratings Prospect Will Not Give To Registrant Registrant Attribute Relationship Solicitor Solicitor Campaign Solicitor Fund Special Event Special Event Attribute Spouse Spouse Business Spouse Business Address Spouse Business Phone Spouse Education Spouse Education Attribute Spouse Employment Volunteer Assignment Volunteer Availability Volunteer Award Volunteer Interest Volunteer Skill Volunteer Time Sheet Volunteer Training Sample Import Files Troubleshooting Import Exceptions Global Change Facility Globally changing records Using the Add button to define criteria Using the Find button to locate a field Globally Write Off Pledges Drop Lapsed Members Post to General Ledger Posting to General Ledger Defining parameters for posting to General Ledger Duplicate Constituents Merge Constituents Global Delete Facility Validate Database Database Validation Error Messages Chapter Summary Database Administration Chapter 5

131 Overview Database Administration contains facilities to manage your Raiser s Edge for Windows data. You can monitor system statistics; optimize database performance; import and update data; and locate, merge, and duplicate constituent records. You can also perform global functions to change large groups of your records without viewing them first. Open Database Administration by double clicking its icon in The Raiser's Edge program group. System Statistics System Statistics monitor the number of records in The Raiser's Edge database. ½ Viewing System Statistics 1. Select File, System Statistics from the menu bar. The System Statistics screen appears. 2. Update the statistics by clicking Refresh. 3. When you finish viewing the statistics, click OK to close the window. Chapter 5 Database Administration 129

132 Import and Conversion The Import and Conversion facilities define the File Name, Import Type, Operation, Field Mapping, ID/Key, Exception, and Output Query criteria required in an import operation. You can also print a Control Report of the Import/Update procedure. Transferring Data from Another Program The process of bringing records into the program is called importing. The Raiser s Edge Import facility can be used to bring in new data, exchange information with a satellite office, and update existing records. Certain rules must be followed for the data to be transferred properly. The Import option accepts comma-delimited, ASCII files only and requires particular data fields to complete the operation. A validation option checks the import file to ensure the data is acceptable. If you are using this program on a network, please make sure all other users have exited The Raiser s Edge before importing. You should also make sure you have a current backup before importing new records or updating records. Preparing Your Data for Conversion If you contracted with Blackbaud to convert your data, a representative will assist you throughout the conversion process. If you elected to perform the data conversion on your own, you should find this section helpful. It is important to understand the entire process to ensure your data is converted correctly. What Do I Do first? We recommend you begin by following these steps: 1. Familiarize yourself with The Raiser s Edge. You should attend Blackbaud University training (The Raiser s Edge for Windows, Session I) before beginning your conversion. In this course, you learn the basics and overall concepts to make your conversion easier. 130 Database Administration Chapter 5

133 2. Create a Mapping Document (worksheet) to list all fields in your previous program, including all possible entries for fields with standard entries (e.g., Yes and No fields, Table Lookup fields, etc.). This document should indicate where the fields will be mapped in the new program. For example, "Title" from your previous program should go to the "Title" table in The Raiser s Edge. 3. Set up your tables before doing a test import. We recommend you back up the database files (with the tables) so you can restore them once the test import is complete. 4. Make a test file of your data. Try importing the test file and review the records. Is the information mapped correctly? If not, re-evaluate your mapping document and make adjustments where necessary. 5. Once you have completed the test import and are comfortable with the mapping, complete your full import. If you have exceptions, review the Exception Report so you can correct the records. The following definitions will help you understand the importing process. Import: The process of bringing records into a database. Import File: A group of records and tables that can be exported to another database. Database: Record: Table: File: Field: A group of records and tables containing specific, unique facts about all constituents. A group of files pertaining to a single constituent. A group of files shared by and pertaining to all constituents. A group of fields pertaining to a single constituent. A specific fact or item relating to a single constituent. Chapter 5 Database Administration 131

134 Note: FAQs-Back documents walk you stepby-step through some specific import procedures, including importing hon/mem gifts. For more information, call the FAQs- Back Service or visit the Blackbaud web site. General Rules for Importing 1. The format of your data has some specific rules without which importing is impossible. Imported data must be in comma-delimited, ASCII format. A header, which shows the names of the fields in the import file, must consist of the first line of the import file or you can use another file that contains the import data definitions. Every record must have the corresponding fields represented in the header. Each record in the import file must have a Carriage Return-Line Feed (CR-LF) at the end. 2. The program uses the Constituent ID/Key to check for duplicates, update information, and link records: All IDs must be unique. An ID can contain up to 20 characters. An ID can be the Social Security Number, Constituent ID, or Import ID. Records imported without an ID cannot be updated. Records cannot be linked without an ID. 3. Import Fields: Fields can be imported in any order. Grouping related fields is encouraged. CR-LF is not allowed within a field, only at the end of a record. CR-LF in memo fields (e.g., notepads, etc.) is represented by /n. Spaces are not allowed between fields. Any blank field is ignored. To delete a field s contents, enter a caret (^) character [Shift + 6] in the field. Import fields for multiple records of the same type must have a 2-digit extension number at the end. Extension numbers start with 01, and can extend to 99. [See Sample File #10 on page 225.] 132 Database Administration Chapter 5

135 Record types shown in the following list can be imported with a Constituent Import File. Additional Addressee/Salutation Affiliation Alternate Address Alternate Phone Appeal Business Phone Constituent Attribute Constituent Code Contact Contact Addressee/Salutation Contact Phone Education Education Attribute Employment Membership Notepad Prospect Financial Prospect Interest Prospect Other Gift 4. Lookup Tables: Prospect Proposal Prospect Rating Prospect Will Not Give Relationship Solicitor Solicitor Campaign Solicitor Fund Spouse Business Phone Spouse Education Spouse Education Attribute Spouse Employment Volunteer Assignment Volunteer Availability Volunteer Award Volunteer Interest Volunteer Skill Volunteer Time Sheet Volunteer Training Punctuation characters and spaces are important for data in Lookup Tables. If the program reads MR instead of Mr., the Title will be formatted as MR. Most Lookup Tables are able to have fields added while importing (for example, fields with an asterisk (*) in the Allowed Values column of Import Layout Tables). Addressee/Salutations and State Lookup Tables do not allow new entries to be added. 5. Use the constituent Import File to combine individuals and organizations in the same import file. The program ignores fields specific to organizations when importing individual records and vice versa. Chapter 5 Database Administration 133

136 6. Link Fields: The Link field is used to link records in separate import files and records in import files with records in the database. Linking is accomplished by entering the ID in the Link field. Use this field only when you are linking records. Updating the linked record does not update the database record. For example, updating a relative s nickname on the linked record does not update that information in the database. 7. Imported Addressee/Salutations must correspond with the Add/Sal ID table (see Printing the Addressee/Salutation Table in Configuration). 8. Gift Import Files. All installments for a master pledge must be in the same file as the master pledge. Amounts must add up to the total of the master pledge. 9. Currency entries: Can have up to 15 digits before the decimal point and two after. The currency symbol (i.e., $) is not required. The decimal point and digits after the currency entry are not required unless the amount is not an even dollar unit. For example, two hundred dollars can be entered as 200; twenty-five dollars and fifty cents must be formatted as State field. The following standard abbreviations can be used. Abbrv. State Abbrv. State AA Armed Forces - Americas NB New Brunswick AB Alberta NC North Carolina AE Armed Forces - Europe ND North Dakota AK Alaska NE Nebraska AL Alabama NF Newfoundland AP Armed Forces - Pacific NH New Hampshire AR Arkansas NJ New Jersey AS American Samoa NM New Mexico AZ Arizona NS Nova Scotia BC British Columbia NT Northwest Territories CA California NV Nevada CO Colorado NY New York CT Connecticut OH Ohio CZ Canal Zone OK Oklahoma 134 Database Administration Chapter 5

137 Abbrv. State Abbrv. State DC District of Columbia ON Ontario DE Delaware OR Oregon FL Florida PA Pennsylvania FM Federated States of Micronesia PE Prince Edward Island GA Georgia PQ Quebec GU Guam PR Puerto Rico HI Hawaii PW Palau IA Iowa QC Quebec ID Idaho RI Rhode Island IL Illinois SC South Carolina IN Indiana SD South Dakota KS Kansas SK Saskatchewan KY Kentucky TN Tennessee LA Louisiana TX Texas MA Massachusetts UT Utah MB Manitoba VA Virginia MD Maryland VI Virgin Islands ME Maine VT Vermont MH Marshall Islands WA Washington MI Michigan WI Wisconsin MN Minnesota WV West Virginia MO Missouri WY Wyoming MP Northern Mariana Islands YK* Yukon Internet designator MS Mississippi YT Yukon Postal abbreviation MT Montana * The abbreviation YK is used as an Internet designator (jjones@isp.yk.ca) rather than a Postal abbreviation. 11. The following record types cannot be updated through import: Solicitor Fund Prospect Interests Solicitor Campaign Volunteer Interests Membership Benefits Price Membership Card List Expense Chapter 5 Database Administration 135

138 Import Operations Import Close all applications except for Windows and Database Administration. Perform a backup before importing data. If you are importing several sets of data, back up before each import. Perform the import from the fastest computer using The Raiser s Edge; if possible, use the file server terminal. The more record types you include in a Constituent Import File, the longer the import will take. If you are importing multiple record types, consider importing each record type separately. 1. Select File, Import to open the Import/Update Procedure screen. Note: FAQs-Back documents walk you stepby-step through some specific import procedures, including importing hon/mem gifts. For more information, call the FAQs- Back Service or visit the Blackbaud web site. 2. Type the File Name or click the browse button to search for the import file name. Remember to include the extension (e.g.,.imp,.dat, etc.). 136 Database Administration Chapter 5

139 3. Click to specify the Import Type. A constituent file can have several record types within the file. See the following list of types allowed. Action Action Attribute Additional Addressee/Salutation Affiliation Alternate Address Alternate Phone Appeal Business Phone Card List Constituent Constituent Attribute Constituent Code Contact Contact Phone Contact Salutation Education Education Attribute Employment Expense Gift Gift Attribute Membership Membership Benefit Notepad Price Primary Phone Prospect Financial Prospect Interest Prospect Other Gift Prospect Proposal Prospect Rating Prospect Will Not Give Registrant Registrant Attribute Relationship Solicitor Solicitor Campaign Solicitor Fund Special Event Special Event Attribute Spouse Business Phone Spouse Education Spouse Education Attribute Spouse Employment Volunteer Assignment Volunteer Availability Volunteer Award Volunteer Interest Volunteer Skill Volunteer Time Sheet Volunteer Training Note: This list shows Import Types as displayed in the Import Data Definition and Import/Update Procedure screens. The Import Layout tables in this chapter use the following variations: Card List appears as Membership Card List; Contact Salutation appears as Contact Addressee/Salutation. 4. Click which Operation you want to perform. Import to The Raiser s Edge imports new records. Validate Import File checks the import file to locate problem records. Update Raiser s Edge Data updates existing records with new data. Chapter 5 Database Administration 137

140 5. Select the Raiser s Edge Field Mapping for which you want to create an Import Definition. Use the Header File or Header Record for the import file designation. Use Import Definitions uses definitions from Import Setup. Click to view and select the appropriate definition. Use Header File uses a separate file you create for your import. Click the browse button to view and select the appropriate file name. Use Header Record uses the first record in the import file as the header. See the Import Layout section of this chapter. 6. Select the Constituent ID/Keys to determine the fields used to link constituents, identify duplicate constituents, and update constituent records. Each record must have a unique ID. Use the Social Security Number or the Constituent ID field to assign a unique number or have the program automatically assign a number. If you do not assign an Import ID in the import file, the program assigns a unique ID during the import. 7. Options in the Exceptions frame define how the program handles any record it could not import. The Exception Report identifies the problem records and reason for the exception. Automatically Create New Table Entries adds any entry found in the import that is not currently in a Lookup Table. Records with invalid entries in these fields are considered exceptions. This option is not available for the Country table. Import all Records Not Found in Update Process imports new records and updates existing records in one import operation. This is enabled only when the Update Raiser s Edge Data option is selected. Exception File writes a separate file for exceptions found during the import. Click the browse button to designate the file name. 8. Select Create Query of Constituents Imported/Updated to initiate the query. This field creates a query or group of all imported records. You can create a Constituent, Gift, Relationship, or Special Events Query. 9. Mark the Print Control Report checkbox if you want a report after the import is complete. 10. Click OK to begin. Click Cancel to end the process. 138 Database Administration Chapter 5

141 Import Setup Import Setup defines the fields to use as the Header file. Specify the type of import and the fields contained in the file, and save the settings for future use. ½ Accessing Import Setup 1. Select File, Import Setup from the menu bar to open the input Import Data Definition screen. 2. Name opens an existing Import Data Definition file. Click to select from the list. If you are defining a new Import Data Definition, skip this field and go to Type. 3. Select the Type of information you are importing. Click to select from a list. An example of a Type is constituent. Choose constituent if you are importing information for Bio 1, Bio 2, Address, Spouse, etc. For a constituent file, you can have other record types within the import file such as all related Education information. 4. The Field Name column contains the names in your header file and uses these to identify the fields in the import file. 5. The Extension column is used for importing constituents with multiple records. Click to select the appropriate number. 6. Click Save As to save the Import Data Definitions. 7. Enter a Name for the file. This name is used in the Raiser s Edge Field Mapping when the Use Import Definition option is selected. 8. Click OK to exit. Click Cancel to exit without saving. Chapter 5 Database Administration 139

142 Create Import File Create Import File allows you to exchange information with a satellite office, send data to a mailing house, or create an import file for another purpose. ½ Creating an Import File 1. Select File, Create Import File from the menu bar to open the Create Import File screen. Note: FAQs-Back documents walk you stepby-step through some specific import procedures, including importing hon/mem gifts. For more information, call the FAQs- Back Service or visit the Blackbaud web site. 2. In the Output File Name field, click the browse button to select a folder to which the file can be written. Once you have specified the location, you can enter a name for the file. Note: The Raiser s Edge uses the default extension.imp for all import files. 3. Indicate the Import Type you are creating. Click to select from a list. 4. Select which Records to Include in the import file being created. All Records selects all records in your database. Selected Records from initiates a query to be used for the import file. Records Changed as of enters the effective change date for records. 140 Database Administration Chapter 5

143 5. Select which Import File Header Information you use as the header file. Create Header Record creates a header for the import file. Create Header File creates a separate file containing the appropriate header definitions. Click the browse button to select the appropriate file. No Header Information means a header file is not required. This can be used if you are not importing the information back into your database. 6. Constituent ID/Keys determines the number used to uniquely identify the records in the import file. Social Security # is the U.S. Government assigned nine-digit number. Constituent ID is the number generated in a constituent s record. Import ID is the unique ID number assigned by the program during the import. 7. In the Fields to Include frame, indicate whether you want the import file to include All Fields or selected fields by Import Definition. Click to establish your import definition. 8. Click OK to begin. Click Cancel to end the process. Chapter 5 Database Administration 141

144 Select Query Results Several options within the program allow you to select query results to define types, formats, dates, and records relating to your database. ½ Selecting query results 1. Click on the primary screen (i.e., the Create Import File screen). The Queries screen appears. 2. Filter Options allow you to select the type and format of a query. You also have the option of showing only your own queries. The results are shown in the box to the left of the Query Information frame. Indicate the Type and Format of the filter or click to view and select the possible entries. Only show my queries selects the queries you have previously used, or leave blank to include queries conducted by other program users. 3. Query Information displays the parameters of the query type highlighted in the window. 4. Click OK to place the query results in the appropriate space on the preliminary window or Cancel to exit. 142 Database Administration Chapter 5

145 Import Layout Tables The following tables list the fields, Import Header definition, allowed values, and comments necessary for importing. The Table Names given in the Import Name column must be used to define your header. Note: Table names that appear with an asterisk (*) in the Allowed Value column can be modified during the import process to include new entries. Constituent Import Fields Prompt Import Name Required? Allowed Values Notes Import ID ImportID If selected as Import Text up to 20 characters See Rule 2 of the General Rules for Importing ID/Key Key Indicator KeyInd Yes I=Individual O=Organization Last Name LstNm If the record Text up to 50 characters Required for Individuals being imported is an Individual First Name FstNm Text up to 50 characters Individuals Only Middle Name MidNm Text up to 50 characters Individuals Only Title 1 Titl1 *Title Table Lookup Individuals Only Title 2 Titl2 *Title Table Lookup Individuals Only Suffix 1 Suff1 *Suffix Table Lookup Individuals Only Suffix 2 Suff2 *Suffix Table Lookup Individuals Only Nickname NickNm Text up to 50 characters Individuals Only Maiden Name MaidnNm Text up to 50 characters Individuals Only Sex Sex Male, Female Individuals Only Hon/Mem Indicator HonMemInd If constituent is an Honor/ Memorial Constituent ID ConsID If selected as Import ID/Key Social Security # SSNum If selected as Import ID/Key True, False, Yes, No, T, F, Y, N Text up to 20 characters Text up to 11 characters Individuals Only. For systems configured for RE:Tribute only Individuals Only. Numbers and Hyphens (-) Only Marital Status MrtlStat *Marital Status Table Lookup Individuals Only Income Income *Income Table Lookup Birthplace Bplace Text up to 50 characters Individuals Only Birth Date BDay Date (MMDDYY, MM/DD/YY, or Individuals Only MM-DD-YY) Deceased DecDt Date (MMDDYY, MM/DD/YY, or Individuals Only MM-DD-YY) Credit Type CrType *Credit Card Table Lookup Individuals Only Card Number CrCdNum Text up to 20 characters Individuals Only Expires On Expires Date MM/YYYY Individuals Only Chapter 5 Database Administration 143

146 Prompt Import Name Required? Allowed Values Notes Target Trgt *Target Table Lookup Ethnicity Ethnicity *Ethnicity Table Lookup Individuals Only Religion Religion *Religion Table Lookup Individuals Only Receipt Type RcptType One, Consolidated Defaults to One Organization Name OrgNm If the record being imported is an Organization Text up to 60 characters Required for Organization Records Only Alias Alias Text up to 60 characters Organizations Only Organization OrgMatch True, False, Yes, No, T, F, Y, N Organizations Only Matches Match Factor MltiFctr #########.## Organizations Only Fiscal Year Starts FiscalYrSt Date MM/DD Organizations Only Max Match Per Gift MaxMtcPer Currency Organizations Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Min Match Per Gift MinMtcPer Currency Organizations Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Max Match Annual Per Donor MaxMtcAnn Currency Organizations Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Min Match Annual Per Donor Max Match Total Per Donor Min Match Total Per Donor MinMtcAnn Currency Organizations Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). MaxMtcTot Currency Organizations Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). MinMtcTot Currency Organizations Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Match Notes MtcNotes Memo Organizations Only Parent Corporation ParentCorp Text up to 60 characters Organizations Only # Employees NumEmp ##### Organizations Only # Subsidiaries NumSubsid ##### Organizations Only Industry Industry *Industry Table Lookup Organizations Only Profession Prof *Profession Table Lookup Individuals Only Income Level IncLvl *Income Table Lookup Position Pos Text up to 50 characters Individuals Only Print Position PrntPos True, False, Yes, No, T, F, Y, N Individuals Only Org Matches Gifts BUOrgMatch True, False, Yes, No, T, F, Y, N Individuals Only 144 Database Administration Chapter 5

147 Prompt Import Name Required? Allowed Values Notes Multi Factor BUMltiFctr #########.## Individuals Only Max Match Per Gift BUMaxMtcP Currency Individuals Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Min Match Per Gift BUMinMtcP Currency Individuals Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Max Match Annually Min Match Annually Max Match Total Per Donor Min Match Total Per Donor BUMaxMtcA Currency Individuals Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). BUMinMtcA Currency Individuals Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). BUMaxMtcT Currency Individuals Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). BUMinMtcT Currency Individuals Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Match Notes BUMtcNotes Memo Individuals Only Primary Addressee PriAdd Salutations Table Lookup (See Individuals Only Rule 4) Primary Salutation PriSal Salutations Table Lookup (See Individuals Only Rule 4) Solicitor Indicator SolInd True, False, Yes, No, T, F, Y, N Individuals Only Hon/Mem Type HMType *Hon/Mem Type Table Lookup Individuals Only. For systems configured for RE:Tribute only Hon/Mem Description HMDesc Text up to 50 characters Individuals Only. For systems configured for RE:Tribute only Hon/Mem Date HMDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Individuals Only. For systems configured for RE:Tribute only Acknowledge Hon/Mem Gifts HMAckGifts True, False, Yes, No, T, F, Y, N Individuals Only. For systems configured for RE:Tribute only Hon/Mem Notes HMNotes Memo Individuals Only. For systems configured for RE:Tribute only Hon/Mem Active HMActvFlag True, False, Yes, No, T, F, Y, N Individuals Only. For systems configured for RE:Tribute only Volunteer Type VolType *Volunteer Type Table Lookup Individuals Only. For systems configured for RE:Volunteer only Chapter 5 Database Administration 145

148 Prompt Import Name Required? Allowed Values Notes Volunteer Status VolStatus *Volunteer Status Table Lookup Individuals Only. For systems configured for RE:Volunteer only Volunteer Start Date Volunteer Finish Date Volunteer Reason Finished Emergency Contact Name Emergency Contact Relation Emergency Contact Phone VolDtStrt VolDtFini Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Individuals Only. For systems configured for RE:Volunteer only Individuals Only. For systems configured for RE:Volunteer only VolReasonF Text up to 50 characters Individuals Only. For systems configured for RE:Volunteer only VolEmgNm Text up to 50 characters Individuals Only. For systems configured for RE:Volunteer only VolEmgRel *Relationship Table Lookup Individuals Only. For systems configured for RE:Volunteer only VolEmgPh Text up to 20 characters Individuals Only. For systems configured for RE:Volunteer only Volunteer Notes VolNotes Memo Individuals Only. For systems configured for RE:Volunteer only Next Award NextAward *Awards Table Lookup Individuals Only. For systems configured for RE:Volunteer only Award Hours AwardHours ####.### Individuals Only. For systems configured for RE:Volunteer only Prospect Classification Classif *Classification Table Lookup For systems configured for RE:Search only Prospect Notes ProsNotes Memo For systems configured for RE:Search only 146 Database Administration Chapter 5

149 Constituent Attribute Import Fields Prompt Import Name Required? Allowed Values Notes Attribute Record Import ID CATImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Category CATCat Constituent Attribute Table Lookup Description CATDesc Dependent on Category; Text up to 20 characters Comment CATComment Text up to 50 characters Note: Constituent Attribute records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Constituent Branch Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Branch CBImpID Text up to 20 characters Import ID Constituent Import ID Import ID Yes Text up to 20 characters Link to Constituent Bank Name CBBankNm Yes Text up to 50 characters Link to Bank Branch Name CBBranchNm Yes Text up to 50 characters Link to Branch Sort Code CBSortCode Text up to 8 characters Account Description CBAcctDesc Text up to 50 characters UK Only Account Number CBAcctNum Text up to 20 characters Account Type CBAcctType Checking, Savings US Only Holder Name CBHolder Text up to 50 characters UK Only Holder ID CBHolderID Text up to 20 characters UK Only; Link to Constituent; Must be an Individual Constituency Code Import Fields Prompt Import Name Required? Allowed Values Notes Constituency Record Import ID CCImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent Constituency Cons Yes *Constituencies Table Lookup Short Description Only Date From CCDtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To CCDtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Note: Constituency records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Chapter 5 Database Administration 147

150 Action Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Action Import ID ACImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Date ACDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Time ACTime Time (HH:MM AM, HH:MM PM) Action Type ACType *Action Type Table Lookup Status ACStatus *Status Table Lookup Assigned To ACAsgnTo Import ID From the Solicitor s Constituent Record Letter ACLetter Letter Table Lookup Proposal ACProposal Text up to 20 characters Link to Proposal Priority ACPriority Low, Medium, High Notes ACNotes Memo Contact ACContact Text up to 20 characters Link to Contact; Organizations Only Action Attribute Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Action Attribute Import ID AAImpID Yes Text up to 20 characters See Rule 2 of the General Rules for Importing Action Import ID AATLink Yes Text up to 20 characters Link to Action Category AATCat Constituent Attribute Table Lookup Description AATDesc Dependent on Category Comment AATComment Text up to 50 characters Additional Addressee/Salutation Import Fields Prompt Import Name Required? Allowed Values Notes Add/Sal Record Import ID ASImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID If selected as Import ID/Key Text up to 20 characters Link to Constituent; Must be an Individual Addressee/Salutation AddSal Yes Salutation Table Lookup Type SalType *Add/Sal Type Table Lookup 148 Database Administration Chapter 5

151 Affiliation Import Fields Prompt Import Name Required? Allowed Values Notes Affiliation Record Import ID AFImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Affiliation Import ID AFLink If Linked Text up to 20 characters Link to Constituent; Must be Organization Org Name AFOrgNm If Not Linked Text up to 60 characters Affiliation Type AFType Contact, Relation Defaults to Relation Relationship Code AFCdTrn *Affiliation Table Lookup Reciprocal Relationship Code AFXCdTrn If Main Constituent is an Organization, *Affiliation Table Lookup. If Main Constituent is an Individual and Type=Contact, *Contact Table Lookup, or if Type=Relation, *Relationship Table Lookup. From Date AFDtFrm Date (MMDDYY, MM/DD/YY, or MM- DD-YY) To Date AFDtTo Date (MMDDYY, MM/DD/YY, or MM- DD-YY) Notes AFNotes Memo Acknowledge AFHMAck True, False, Yes, No, T, F, Y, N Hon/Mem Gifts Contact AFContact Text up to 20 characters Link to Contact Record Note: Affiliation records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Alternate Address Import Fields Prompt Import Name Required? Allowed Values Notes Constituent ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Import ID Address Import ID ALTImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Address Block** ALTAddrL# Text up to 150 characters Address Type ALTAdrType *Address Type Table Lookup Source ALTSource *Info Source Table Lookup County ALTCounty *County Table Lookup Country ALTCountry Country Table Lookup Region ALTRegion *Region Table Lookup CART ALTCART Text up to 10 characters Date From ALTDtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To ALTDtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Seasonal From ALTSeasFrm MM/DD Defaults to 01/01 Seasonal To ALTSeasTo MM/DD Defaults to 12/31 City ALTCity Text up to 50 characters State ALTSt State Table Lookup Chapter 5 Database Administration 149

152 Prompt Import Name Required? Allowed Values Notes ZIP Code ALTPostCd Text up to 12 characters Mail to Send ALTMail2Sn All, Selected, None Defaults to All Type of Mail ALTTypeMai *Mail Type Table Lookup Mail Type codes are listed as a continuous line with the pipe ( ) character separating each entry. See example 8 in the Sample Import section. ** Up to 10 lines in the address block can be imported. The format will be ALTAddrL0, ALTAddrL1,... ALTAddrL9. Any blank lines will be thrown out. Note: Alternate Address records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Alternate Phone Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Address Import ID ALTLink Yes Text up to 20 characters Phone Number ALTPh Phone Type ALTPhType *Phone Type Table Lookup Note: Alternate Phone records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Appeal Import Fields Prompt Import Name Required? Allowed Values Notes Appeal Record Import ID APImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Appeal ID APAppealID Yes *Appeal Table Lookup Comment APComment Text up to 50 characters Date APDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Note: Appeal records can be imported with a Constituent Import File. See the General Rules for Importing for more information. 150 Database Administration Chapter 5

153 Branch Import Fields Prompt Import Name Required? Allowed Values Notes Branch Import ID BImpID Text up to 20 characters Sort Code BSortCode Text up to 8 characters Branch Name BNm Yes Text up to 50 characters Bank Name BBankNm Yes Text up to 50 characters Link to Bank Address Block** BAddrL# Text up to 150 characters City BCity Text up to 50 characters County BCounty *County Table Lookup UK and NZ Only Post Code BPostCd Text up to 12 characters Country BCountry Country Table Lookup Region BRegion *Region Table Lookup State BSt Text up to 2 characters US, AU, and Canada Only Phone BPh Text up to 50 characters Origin Type BOrigType 0 (Use TR#) or 1 (User-defined) US Only Origin User Defined BUserDef Text up to 8 characters US Only Destination ID BDestID Text up to 5 characters Canada Only Abbreviation BAbbr Text up to 3 characters AU Only State Number BStNum Text up to 1 characters AU Only ** Up to 10 lines in the address block can be imported. The format will be BAAdddrL0, BAAddrL1,... BAAddrL9. Any blank lines will be thrown out. Business Import Fields Note: These fields are included in the Constituent Import File. Business fields will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Business Import ID BULink If Linked Text up to 20 characters Link to Constituent; Must be an Organization. See Rule 2 of the General Rules for Importing. Org Name BUOrgNm Text up to 60 characters Industry BUIndustry *Industry Table Lookup Fiscal Year Starts BUFiscalYr MM/DD Chapter 5 Database Administration 151

154 Business Address Import Fields Note: These fields are included in the Constituent Import File with the Business Import fields. Business fields will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Address Block** BAAddrL# Text up to 150 characters City BACity Text up to 50 characters State BASt State Table Lookup County BACounty *County Table Lookup Country BACountry Country Table Lookup ZIP Code BAPostCd Text up to 12 characters Address Type BAAdrType *Address Type Table Lookup Source BASource *Info Source Table Lookup Region BARegion *Region Table Lookup CART BACART Text up to 10 characters Date From BADtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To BADtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Seasonal From BASeasFrm MM/DD Defaults to 01/01 Seasonal To BASeasTo MM/DD Defaults to 12/31 Mail To Send BAMail2Snd All, Selected, None Defaults to All Type of Mail BATyp *Mail Type Table Lookup Mail Type codes are listed as a continuous line with the pipe ( ) character separating each entry. See example 8 in the Sample Import section. Business Phone Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID Import ID Yes (See Rule 2) Text up to 20 characters Link to Constituent; Must be an Individual Phone Number BAPh Phone Type BAPhType *Phone Type Table Lookup 152 Database Administration Chapter 5

155 Contact Import Fields Note: Contact fields will be imported only with organizations. Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent; Must be an Organization Contact Record Import ID COImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Contact Import ID COLink If Linked Text up to 20 characters Link to Constituent; Must be Individual Last Name COLstNm Text up to 50 characters First Name COFstNm Text up to 50 characters Middle Name COMidNm Text up to 50 characters Title 1 COTitl1 *Title Table Lookup Title 2 COTitl2 *Title Table Lookup Suffix 1 COSuff1 *Suffix Table Lookup Suffix 2 COSuff2 *Suffix Table Lookup Nickname CONickNm Text up to 50 characters Contact Type COConType *Contact Type Table Lookup Profession COProf *Profession Table Lookup Position COPos Text up to 50 characters Print Position COPrntPos True, False, Yes, No, T, F, Y, N Defaults to N Print Org Name COPrntOrg True, False, Yes, No, T, F, Y, N Defaults to Y Address Block** CAAddrL# Text up to 50 characters City CACity Text up to 50 characters State CASt State Table Lookup County CACounty *County Table Lookup Country CACountry Country Table Lookup ZIP Code CAPostCd Text up to 12 characters Address Type CAAdrType *Address Type Table Lookup Source CASource *Info Source Table Lookup Region CARegion *Region Table Lookup CART CACART Text up to 10 characters Date From CADtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To CADtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Seasonal From CASeasFrm MM/DD Defaults to 01/01 Seasonal To CASeasTo MM/DD Defaults to 12/31 Mail to Send CAMail2Snd All, Selected, None Defaults to All Type of Mail CATyp *Mail Type Table Lookup Mail Type codes will be listed as a continuous line with the pipe ( ) character separating each entry. See example 8 in the Sample Import section. ** Up to 10 lines in the address block can be imported. The format will be CAAddrL0, CAAddrL1,... CAAddrL9. Any blank lines will be thrown out. Note: Contact records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Chapter 5 Database Administration 153

156 Contact Addressee/Salutation Import Fields Note: Contact Addressee/Salutations fields will be imported only with organizations. Prompt Import Name Required? Allowed Values Notes Add/Sal Record Import ID CASImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent; Must be an Organization Contact Record Import ID CASLink Yes Text up to 20 characters Link to Contact Record Addressee/Salutation CASAddSal Yes Addressee/Salutation Table Lookup Print Addressee/Salutation table for Addressee/Salutation Import IDs Type CASSalType *Add/Sal Type Table Lookup Note: Contact Addressee/Salutation records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Contact Phone Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent; Must be an Organization Contact Record Import ID CALink Yes Text up to 20 characters Link to Contact Record. See Rule 2 of the General Rules for Importing. Phone Number CAPh Phone Type CAPhType *Phone Type Table Lookup Note: Contact Phone records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Education Import Fields Note: Education fields will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Education Record Import ID EDImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Primary Alumni Info AlumInfo True, False, Yes, No, T, F, Y, N RE:Alum Only School Name SchCol Yes *School Table Lookup School Type SchType *School Type Table Lookup Class Of ClassOf YYYY Date Entered DtEnter Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date Left DtLeft Date (MMDDYY, MM/DD/YY, or MM-DD-YY) 154 Database Administration Chapter 5

157 Prompt Import Name Required? Allowed Values Notes Date Graduated DtGrad Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Known Name KnownNm Text up to 50 characters Campus Campus Text up to 50 characters Frat/Sorority FratSor Text Length up to 50 characters Degree Degree *Degree Table Lookup GPA GPA ####.# Note: Education records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Education Attribute Import Fields Prompt Import Name Required? Allowed Values Notes Attribute Record Import ID EATImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Education Record Import ID EATLink Yes Text up to 20 characters Link to Education Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Category EATCat Education Attribute Table Lookup Description EATDesc Dependent On Category Comment EATComment Text up to 50 characters Note: Education Attribute records can be imported with a Constituent Import File. See the General Rules for Importing for more information. EFT Import Fields* Prompt Import Name Required? Allowed Values Notes EFT Record Import ID EFTImpID Text up to 20 characters For Regular, Matching Gift, the unique EFT Import ID. Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent. For Hon/Mems, the Import ID for the Honor/Memorial. For Soft Credits, the Import ID of the person getting soft credited. For MG Records, the Import ID of the MG Company. Type EFTType Yes Cash, N Covenant, G Covenant EFT ID Link EFTLink Yes Text up to 20 characters Link to EFT. For MG Records, the Import ID of the EFT that generated the MG Pledge. For Split Fund EFTs, the Import ID of original EFT. For Hon/Mems, the Import ID of the EFT for the Hon/Mem. For Soft Credits, the Import ID of the EFT being soft credited. Chapter 5 Database Administration 155

158 Prompt Import Name Required? Allowed Values Notes EFT Creation Date EFTDt Yes Date The creation Date on the Gift tab of the EFT record Fund EFTFnd Yes *Fund Table Lookup EFT Amount EFTAmt Currency Defaults to 0.00 Campaign EFTCamp *Campaign Table Lookup EFT Indicator EFTInd Regular, MG, Soft Credit, Hon/Mem, Split Defaults to Regular Fund Solicitor EFTSolctr Text up to 20 characters Link to Constituent Appeal EFTAppeal *Appeal Table Lookup Acknowledged EFTAck Acknowledged, Not Acknowledged, Do Not Acknowledge Anonymous EFTAnon True, False, Yes, No, T, F, Y, N Receipted EFTRcpt Receipted, Not Receipted, Do Not Receipt Receipt Amount EFTRcptAmt Currency Gift Code EFTCdTrn *Gift Code Table Lookup Letter Code EFTLtr Letter Table Lookup Payment Type EFTPayType Cash, Personal Check, Business Check, Credit Card, Standing Order, Direct Debit Defaults to False Defaults to Cash UK Version Types Check Number EFTChkNum Text up to 20 characters Check Date EFTChkDt Date Drawer EFTDrawer Text length 30 AU/NZ systems Only Credit Type EFTCredTyp Required only if payment type is Credit Card. Shouldn t be present otherwise. Credit Card Number EFTCCNum Required only if payment type is Credit Card. Should not be present otherwise. Expires on EFTCCExpOn Not required, but present only if payment type is Credit Card. Credit Card Table Lookup Text up to 20 characters Date Reference Number EFTRefNum Text up to 20 characters Reference Date EFTRefDt Date Constituent Code EFTCons Constituency Table Lookup Notes EFTNotes Memo 156 Database Administration Chapter 5

159 Prompt Import Name Required? Allowed Values Notes EFT Frequency EFTFreq Yes Annually, Semi- Annually, Quarterly, Bi- Monthly, Monthly, Irregular and Daily are not allowed for covenants. Irregular cannot be used on a split EFT. Semi-Monthly, Bi- Weekly, Weekly, Daily, Irregular EFT Effective Date EFTEffect Yes Date EFT Effective Until Date EFTEffectU Date Prenote Flag PNFlag US systems Only Prenote Unit PNUnit Required if PNFlag ## US systems Only is set Prenote Frequency PNFreq Required if PNFlag is set Days, Weeks The prenote frequency must be at least 10 days. We allow the user to specify a quantity in days or weeks, but in both cases, the quantity must equal at least 10 days. US systems Only. Membership Link EFTMemLnk Text up to 20 characters Import ID of the linked membership Membership Renewal EFTRnwlUnt Required if ## Units EFTMemLnk is set Membership Renewal Freq EFTRnwlFrq Required if EFTMemLnk is set Days, Weeks, Months, Years See the EFT Specs for special validation on this Dues EFTDues Required if Currency EFTMemLnk is set Cards Printed EFTCrds Boolean Currency Country EFTCurCntry Country Table Lookup Used for International currency exchange Currency Amount EFTCurAmt Currency Used for International currency exchange Currency Receipt Amount EFTCurRcpt Currency Used for International currency exchange Currency Exchange Rate EFTCurXRate ###.## Used for International currency exchange Constituent Branch EFTBranch Text up to 20 characters Link to Constit Agency record. Maps to the Bank_Id field on the EFT record. Agency EFTAgen Agency Table Lookup Standing Order Sent EFTSOSent True, False, Yes, No, T, F, Y, N UK Only Covenant Number EFTCovNum ###### UK Only EFT Status EFTStatus Yes Active, Hold, Defaults to Active Terminated, Completed Amount Subject to VAT EFTAmtVAT Currency UK Only VAT Tax Code EFTVATCd Tax Rate Table Lookup UK Only Hon/Mem Type EFTHMType *Hon/Mem Type Table Lookup Only if EFT Indicator (EFTInd) is Hon/Mem Hon/Mem Acknowledged EFTHMAck Acknowledged, Not Acknowledged, Do Not Only if EFT Indicator (EFTInd) is Hon/Mem Acknowledge Matching Gift Reference EFTMGRef Text length 30 * EFT Import fields are for the USA, Australia, New Zealand, and the UK, except where noted. Chapter 5 Database Administration 157

160 EFT Attribute Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent Attribute record Import EFTATImpID Yes Text up to 20 characters ID EFT Record Import ID EFTATLink Yes Text up to 20 characters Link to EFT Category EFTATCat Gift Attrib Table Lookup Description EFTATDesc Dependent on Category Comment EFTATCmnt Text length 50 EFT Benefits Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent EFT Record Import ID EFTBNLink Yes Text up to 20 characters Link to EFT Benefit EFTBnft Benefit Code Table Lookup EFT Notepad Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent Attribute record Import EFTNPImpID Yes Text up to 20 characters ID EFT Record Import ID EFTNPLink Yes Text up to 20 characters Link to EFT Date EFTNPDt Date Description EFTNPDesc Text length 255 EFT Canada Import Fields Prompt Import Name Required? Allowed Values Notes EFT Record Import ID EFTImpID Text up to 20 characters For Regular, Matching Gift, the unique EFT Import ID. Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent. For Hon/Mems, the Import ID for the Honor/Memorial. For Soft Credits, the Import ID of the person getting soft credited. For MG Records, the Import ID of the MG Company. Type EFTType Yes Cash 158 Database Administration Chapter 5

161 Prompt Import Name Required? Allowed Values Notes EFT ID Link EFTLink Yes Text up to 20 characters Link to EFT. For MG Records, the Import ID of the EFT that generated the MG Pledge. For Split Fund EFTs, the Import ID of original EFT. For Hon/Mems, the Import ID of the EFT for the Hon/Mem. For Soft Credits, the Import ID of the EFT being soft credited. EFT Creation Date EFTDt Yes Date The creation Date on the Gift tab of the EFT record. Fund EFTFnd Yes *Fund Table Lookup EFT Amount EFTAmt Currency Defaults to 0.00 Campaign EFTCamp *Campaign Table Lookup EFT Indicator EFTInd Regular, MG, Soft Credit, Hon/Mem, Split Defaults to Regular Fund Solicitor EFTSolctr Text up to 20 characters Link to Constituent Appeal EFTAppeal *Appeal Table Lookup Acknowledged EFTAck Acknowledged, Not Acknowledged, Do Not Acknowledge Anonymous EFTAnon True, False, Yes, No, T, F, Y, N Receipted EFTRcpt Receipted, Not Receipted, Do Not Receipt Receipt Amount EFTRcptAmt Currency Gift Code EFTCdTrn *Gift Code Table Lookup Letter Code EFTLtr Letter Table Lookup Payment Type EFTPayType Cash, Personal Check, Business Check, Credit Card Check Number EFTChkNum Text up to 20 characters Check Date EFTChkDt Date Credit Type EFTCredTyp Required only if Credit Card Table payment type is Credit Lookup Card. Shouldn t be present otherwise. Credit Card Number EFTCCNum Required only if payment type is Credit Card. Shouldn t be present otherwise. Expires on EFTCCExpOn Not required, but present only if payment type is Credit Card. Text up to 20 characters Date Reference Number EFTRefNum Text up to 20 characters Defaults to False Defaults to Cash Chapter 5 Database Administration 159

162 Prompt Import Name Required? Allowed Values Notes Reference Date EFTRefDt Date Constituent Code EFTCons Constituency Table Lookup Notes EFTNotes Memo EFT Frequency EFTFreq Yes Annually, Semi- Annually, Quarterly, Bi- Monthly, Monthly, Semi-Monthly, Bi- Weekly, Weekly, Irregular, Daily Irregular cannot be used on a split EFT. This field cannot be updated via import. EFT Effective Date EFTEffect Yes Date This field cannot be updated via import. EFT Effective Until EFTEffectU Date Date Prenote Flag PNFlag Prenote Unit PNUnit Required if PNFlag is ## set Prenote Frequency PNFreq Required if PNFlag is set Days, Weeks The prenote frequency must be at least 10 days. We allow the user to specify a quantity in days or weeks, but in both cases, the quantity must equal at least 10 days. Membership Link EFTMemLnk Text up to 20 characters Import ID of the linked membership. Membership EFTRnwlUnt Required if ## Renewal Units EFTMemLnk is set Membership Renewal Freq EFTRnwlFrq Required if EFTMemLnk is set Days, Weeks, Months, Years Dues EFTDues Required if Currency EFTMemLnk is set Cards Printed EFTCrds True, False, Yes, No, T, F, Y, N Currency Country EFTCurCntry Country Table Lookup Used for International currency exchange Currency Amount EFTCurAmt Currency Used for International currency exchange Currency Receipt Amount EFTCurRcpt Currency Used for International currency exchange Currency Exchange Rate EFTCurXRate ##### Used for International currency exchange Constituent Agency EFTBranch Text up to 20 characters Link to Constit Agency record Agency EFTAgen Agency Table Lookup EFT Status EFTStatus Yes Active, Hold, Terminated, Completed Defaults to Active Hon/Mem Type EFTHMType *Hon/Mem Type Table Lookup Hon/Mem EFTHMAck Acknowledged, Not Acknowledged Acknowledged, Do Not Matching Gift Reference Acknowledge EFTMGRef Text length 30 Only if EFT Indicator (EFTInd) is Hon/Mem Only if EFT Indicator (EFTInd) is Hon/Mem 160 Database Administration Chapter 5

163 EFT Canada Attribute Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent Attribute record Import ID EFTATImpID Text up to 20 characters EFT Record Import ID EFTATLink Yes Text up to 20 characters Link to EFT Category EFTATCat Gift Attrib Table Lookup Description EFTATDesc Dependent on Category Comment EFTATCmnt Text length 50 EFT Canada Benefits Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent EFT Record Import ID EFTBNLink Yes Text up to 20 characters Link to EFT Benefit EFTBnft Benefit Code Table Lookup EFT Canada Notepad Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent Attribute record Import ID EFTNPImpID Text up to 20 characters EFT Record Import ID EFTNPLink Yes Text up to 20 characters Link to EFT Date EFTNPDt Date Description EFTNPDesc Text length 255 Employment Import Fields Note: Employment fields will be imported with individuals only. Prompt Import Name Required? Allowed Values Notes Employment Record Import ID EMImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Employer Name EMNm Yes Text up to 60 characters City EMCity Text up to 50 characters State EMSt State Table Lookup Phone Number EMPh Text up to 20 characters County EMCounty *County Table Lookup Industry EMIndustry *Industry Table Lookup Org Matched Gifts EMOrgMatch True, False, Yes, No, T, F, Y, N Income Level EMIncLvl *Income Table Lookup Profession EMProf *Profession Table Lookup Position EMPos Text up to 50 characters From Date EMDtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) To Date EMDtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Note: Employment records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Chapter 5 Database Administration 161

164 Expense Import Fields* Prompt Import Name Required? Allowed Values Notes Event Import ID EVImpID Yes** Text up to 20 characters Link to Event Event ID EVEventID Yes** Text up to 20 characters Link to Event Type EEType Yes *Event Cost Table Lookup Expense EEExpense Yes Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Date EEDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Budgeted Cost EEBgtCost Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Comment EEComment Text up to 50 characters * Included only with systems configured for RE:Event. ** Indicates either Event Import ID or Event ID is required. If both are specified, a link will be made using the Event ID first. Gift Import Fields Prompt Import Name Required? Allowed Values Notes Gift Record Import ID GiftImpID Text up to 20 characters For Regular, Pledge Payments, MG Pledge Payments, Write-Offs, Installments, and MG Pledges, the unique gift Import ID. See Rule 2 of the General Rules for Importing. Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent. For Honor/Memorials, the Import ID for the Honor/Memorial. For Soft Credits, Import ID of the person getting soft credit. For MG Pledges, the Import ID of the MG Company. Type GFType Yes Cash, Pledge, Stock, Gift-in- Kind, MG Pledge, Installment, Master Pledge, Other and Writeoff. Gift ID Link GFLink Yes Text up to 20 characters Link to Gift. For Installments, Import ID of the Pledge. For Pledge Payments, the Import ID of the Installment. If the Pledge being paid has no installments, the Import ID of the Pledge. For MG Pledges, the Import ID of the gift that generated the MG Pledge. For Split Fund gifts (cash gifts only), the Import ID of original gift. For Honor/Memorials, the Import ID of the gift for the Hon/Mem. For Soft Credits, the Import ID of the gift being soft credited. For Write-offs, the Import ID of the Installment. If the Pledge being written off has no installments, the Import ID of the Pledge. 162 Database Administration Chapter 5

165 Prompt Import Name Required? Allowed Values Notes Gift Amount GFTAmt Yes Currency Defaults to 0.00 if left blank. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Gift Date GFTDt Yes Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Fund Fnd Yes *Fund Table Lookup Campaign GFTCamp *Campaign Table Lookup Gift Indicator GFInd Regular, PPay, MG PPay, Soft Defaults to Regular Credit, Hon/Mem, Split Fund Solicitor GFTSolctr Text up to 20 characters Link to Constituent; Must be marked as Solicitor Reference Reference Text up to 30 characters Appeal GFTAppeal *Appeal Table Lookup Acknowledged GFTAck Acknowledged, Not Defaults to Not Acknowledged Acknowledged, Do Not Acknowledge Anonymous Anon True, False, Yes, No, T, F, Y, N Defaults to False Receipted GFTRcpt Receipted, Not Receipted, No Defaults to Not Receipted Not Receipt Receipt Number RcptNum ####### Receipt Amount RcptAmt Currency Defaults to Gift Amount. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Gift Code GFTCdTrn *Gift Code Table Lookup Letter Code Ltr Letter Table Lookup Post Status PostStat Posted, Not Posted, Do Not Post Defaults to Not Posted Post Date PostDt Date (MMDDYY, MM/DD/YY, Defaults to the Gift Date or MM-DD-YY) Payment Type GFPayType Cash, Personal Check, Business Defaults to Cash Check, Credit Card, Other Check Number ChkNum Text up to 20 characters Check Date ChkDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Credit Type GFCredType Credit Card Table Lookup Credit Card GFCCNum Text up to 20 characters Number Expires On GFCCExpOn Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Reference GFRefNum Text up to 20 characters Number Reference Date GFRefDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Authorization GFAuth Text up to 20 characters Code Constituent GFCons *Constituencies Table Lookup Code Notes GFNotes Memo Send Pledge Reminder GFRemind True, False, Yes, No, T, F, Y, N Chapter 5 Database Administration 163

166 Prompt Import Name Required? Allowed Values Notes Installment GFFreq If Master Pledge Annually, Semi-Annually, Pledges Only Frequency Quarterly, Bi-Monthly, Monthly, Semi-Monthly, Bi-Weekly, Weekly, Irregular Date First Payment DtFstPay If Master Pledge Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Pledges Only Number of Payments Stock Sale Value NumPay If Master Pledge with two or more Installments ## Pledges Only GFStkSale If Sold Currency Stock Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Broker Fee GFBrkFee Currency Stock Only. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Stock Sale Date GFStkDt If Sold Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Stock Only. Only if this field is filled in will the stock gift be SOLD. If this field is deleted, the gift reverts back to unsold stock. Stock Sale GFStkCmt If Sold Memo Stock Only Comment Stock Post StkPostSt If Sold Posted, Not Posted, Do Not Post Stock Only Status Stock Post StkPostDt If Sold Date (MMDDYY, MM/DD/YY, Stock Only Date or MM-DD-YY) Reversal Date GFRevDt If Reversed Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Cash Only. Only if this field is filled in will the gift be reversed. If this field is deleted, the gift will revert to cash. Reversal RevPostSt If Reversed Posted, Not Posted, or Do Not Cash Only Status Post Reversal Post RevPostDt If Reversed Date (MMDDYY, MM/DD/YY, Cash Only Date or MM-DD-YY) Reversal RevCmt If Reversed Memo Cash Only Comment Currency GFCurCntry Country Table Lookup Used for International Currency Exchange Country Currency Amount GFCurAmt Currency Used for International Currency Exchange. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Currency Receipt Amount GFCurRcpt Currency Used for International Currency Exchange. Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). GFCurXRate ###.## Used for International Currency Exchange Currency Exchange Rate Hon/Mem GFHMType *Hon/Mem Type Table Lookup Only if Gift Indicator (GFInd) is Hon/Mem Type Hon/Mem GFHMAck Acknowledged, Not Only if Gift Indicator (GFInd) is Hon/Mem Acknowledged Acknowledged, Do Not Acknowledge 164 Database Administration Chapter 5

167 Prompt Import Name Required? Allowed Values Notes Proposal Record Import ID GFProp Text up to 20 characters Link to Proposal Gift Attribute Import Fields Prompt Import Name Required? Allowed Values Notes Attribute Record Import ID GATImpID Yes Text up to 20 characters See Rule 2 of the General Rules for Importing Gift Record Import ID GATLink Yes Text up to 20 characters Link to Gift Constituent Import ID ImportID Yes Text up to 20 characters Link to Constituent Category GATCat Gift Attribute Table Lookup Description GATDesc Dependent on Category Comment GATComment Text up to 50 characters Membership Import Fields* Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Membership Record Import ID MEImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Membership Type METype Yes New, Same, Renew Up, Renew Down, Upgrade, Downgrade, Rejoin, Drop Date Joined Renewed MEDt Yes Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Dropped Dues MEDues Except Drop Currency Currency Symbol & Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Category MECat Except Drop Membership Category Table Lookup Original Membership MELink Except New Text up to 20 characters Link to Original New Membership Expires On MEExpireOn Except Drop Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Reason MEDrpReas *Drop Code Table Lookup Drops Only Membership Cards MECardPrnt True, False, Yes, No, T, F, Y, N Printed Comments MEComment Text up to 60 characters Send Notice to Member MENoteMem True, False, Yes, No, T, F, Y, N Send Notice to Donor MENoteDonr True, False, Yes, No, T, F, Y, N Given By MEGivenBy Text up to 20 characters Link to Constituent Associated Gift MEGift Text up to 20 characters Link to Gift Record Membership ID MEId Text up to 20 characters Unique; New Memberships Only * Included only with systems configured for RE:Member. Chapter 5 Database Administration 165

168 Membership Benefits Import Fields* Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Membership Record Import ID MBLink Yes Text up to 20 characters Link to Membership. See Rule 2 of the General Rules for Importing. Benefit MBenefits Yes *Benefit Table Lookup * Included only with systems configured for RE:Member. Membership Card List Import Fields* Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Membership Record Import ID CLLink Yes Text up to 20 characters Link to Membership. See Rule 2 of the General Rules for Importing. Only for New Memberships. Name CLNm Yes Text up to 50 characters Relation CLRel *Relationship Table Lookup Number of Cards CLNumCards #### Print Member Address CLPrintMem True, False, Yes, No, T, F, Y, N * Included only with systems configured for RE:Member. Notepad Import Fields Prompt Import Name Required? Allowed Values Notes Notepad Record Import ID NPImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Notepad Code NPType *Notepad Table Lookup Date NPDt Yes Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Description NPDesc Text up to 50 characters Text NPText Memo Note: Notepad records can be imported with a Constituent Import File. See the General Rules for Importing for more information. 166 Database Administration Chapter 5

169 Price Import Fields* Prompt Import Name Required? Allowed Values Notes Event Import ID EVImpID Yes** Text up to 20 characters Link to Event Event ID EVEventID Yes** Text up to 20 characters Link to Event Unit EPUnit Yes *Event Unit Table Lookup Price EPPrice Yes Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Donation EPDon Currency Comment EPComment Text up to 50 characters * Included only with systems configured for RE:Event. **Indicates either Event Import ID or Event ID is required. If both are specified, a link will be made using the Event ID first. Primary Address Import Fields Note: These fields are included in the Constituent Import File. Prompt Import Name Required? Allowed Values Notes Address Block** AddrL# Text up to 50 characters City City Text up to 50 characters State St State Table Lookup County County *County Table Lookup Country Country Country Table Lookup ZIP Code PostCd Text up to 12 characters Address Type AdrType *Address Type Table Lookup Source Source *Info Source Table Lookup Region Region *Region Table Lookup CART CART Text up to 10 characters DPC DPC Text up to 10 characters Date From PADtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To PADtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Seasonal From SeasFrm MM/DD Defaults to 01/01 Seasonal To SeasTo MM/DD Defaults to 12/31 Mail To Send Mail2Snd All, Selected, None Defaults to All Type of Mail Typ *Mail Type Table Lookup Mail Type codes are listed as a continuous line with the pipe ( ) character separating each entry. See example 8 in the Sample Import section. ** Up to 10 lines in the address block can be imported. The format will be AddrL0, AddrL1,... AddrL9. Any blank lines will be thrown out. Chapter 5 Database Administration 167

170 Primary Phone Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Phone Number Ph Phone Type PhType *Phone Type Table Lookup Note: Primary Phone records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prospect Financial Import Fields* Prompt Import Name Required? Allowed Values Notes Financial Record Import ID PFImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Information Type PFInfoType *Financial Table Lookup Amount PFAmt Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Information Source PFInfoSrc *Info Source Table Lookup Comment PFComment Memo Date Acquired PFDtAquire Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date Assessed PFDtAssess Date (MMDDYY, MM/DD/YY, or MM-DD-YY) * Included only with systems configured for RE:Search. Note: Prospect Financial Information records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prospect Interest Import Fields* Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Philanthropic Interests PHWillGive Yes *Interest Table Lookup * Included only with systems configured for RE:Search. Note: Prospect Interest records can be imported with a Constituent Import File. See the General Rules for Importing for more information. 168 Database Administration Chapter 5

171 Prospect Other Gifts Import Fields* Prompt Import Name Required? Allowed Values Notes Other Gifts Record Import ID POImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Organization Name POOrgNm Text up to 60 characters Amount POAmt Currency Currency Symbol & Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Date Given PODtGiven Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Purpose POPurpose Text up to 50 characters * Included only with systems configured for RE:Search. Note: Prospect Other Gifts records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prospect Proposal Import Fields* Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Proposal Import ID PPImpID Yes Text up to 20 characters See Rule 2 of the General Rules for Importing Purpose PPPurpose *Purpose Table Lookup Campaign PPCamp *Campaign Table Lookup Fund PPFund *Fund Table Lookup Solicitor PPSolicit Text up to 20 characters Link to Constituent; Must be a Solicitor Deadline PPDeadline Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Status PPStatus *Status Table Lookup Type of Gift PPTypeGift Type of Gift Table Lookup Instrument PPInstrmnt *Instrument Table Lookup Rating PPRatings *Ratings Table Lookup Date Rated PPDtRated Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Amount Asked PPAmtAsked Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Date Asked PPDtAsked Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Chapter 5 Database Administration 169

172 Prompt Import Name Required? Allowed Values Notes Amount Expected PPAmtExpct Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Date Expected PPDtExpct Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Amount Funded PPAmtFnded Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Date Funded PPDtFnded Date (MMDDYY, MM/DD/YY, or MM-DD-YY) * Included only with systems configured for RE:Search. Note: Prospect Proposal records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prospect Ratings Import Fields* Prompt Import Name Required? Allowed Values Notes Source PRSource *Source Table Lookup Notes PRNotes Memo Ratings Record Import ID PRImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Category PRDesc *Rating Table Lookup Description PRValue Text up to 50 characters Date PRDt Yes Date (MMDDYY, MM/DD/YY, or MM-DD-YY) * Included only with systems configured for RE:Search. Note: Prospect Ratings records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prospect Will Not Give To Import Fields* Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Will Not Give To PhNotGive Yes *Interest Table Lookup * Included only with systems configured for RE:Search. Note: Prospect Will Not Give To records can be imported with a Constituent Import File. See the General Rules for Importing for more information. 170 Database Administration Chapter 5

173 Registrant Import Fields* Prompt Import Name Required? Allowed Values Notes Registrant Record Import ID REGImpID Yes Text up to 20 characters ID for this Record. See Rule 2 of the General Rules for Importing. Event Import ID EVImpID Yes** Text up to 20 characters Link to Event Event ID EVEventID Yes** Text up to 20 characters Link to Event Registrant Import ID REGLink If Linked Text up to 20 characters Link to Constituent Registrant Name REGNm Text up to 60 characters Either Registrant or Sponsor must be filled in Sponsor Import ID SPNLink If Linked Text up to 20 characters Link to Constituent Sponsored By REGSponsor Text up to 60 characters Either Registrant or Sponsor must be filled in Participation REGPartic *Participation Table Lookup Status REGStatus *Registrant Status Table Lookup Event Unit REGUnit Price Event Unit Lookup Amount REGAmt Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Amount Paid REGAmtPaid Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Donation REGDon Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Donation Paid REGDonPaid Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Table REGTable Text up to 20 characters Section REGSection Text up to 20 characters Lodging REGLodging *Lodging Table Lookup Seat REGSeat Text up to 20 characters Row REGRow Text up to 20 characters Room # REGRoomNum Text up to 20 characters Registered REGRegistr True, False, Yes, No, T, F, Y, N Attended REGAttend True, False, Yes, No, T, F, Y, N # of Units REGNumUnit #### Registrant Sort Key REGSortReg Text up to 30 characters Sponsor Sort Key REGSortSpn Text up to 30 characters Team REGTeam *Team Table Lookup Division REGDiv *Division Table Lookup Prize REGPrize Text up to 50 characters Associated Gift REGGift Text up to 20 characters Link to Gift Record * Included only with systems configured for RE:Event. ** Indicates either Event Import ID or Event ID is required. If both are specified, a link will be made using the Event ID first. Chapter 5 Database Administration 171

174 Registrant Attribute Import Fields* Prompt Import Name Required? Allowed Values Notes Attribute Record Import ID RATImpID Yes Text up to 20 characters See Rule 2 of the General Rules for Importing Event Import ID EVImpID Yes** Text up to 20 characters Link to Event Event ID EVEventID Yes** Text up to 20 characters Link to Event Registrant Record Import ID RGLink Yes Text up to 20 characters Link to Registrant Record Category RATCat Registrant Attribute Table Lookup Description RATDesc Dependent on Category Comment RATComment Text up to 50 characters * Included only with systems configured for RE:Event. Relationship Import Fields Prompt Import Name Required? Allowed Values Notes Relationship Record Import ID RELImpID Text up to 20 characters See Rule 2 of the General Rules for Importing. Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Relationship Import ID RELLink If Linked Text up to 20 characters Link to Constituent; Must be an Individual Last Name RELLstNm If Not Linked Text up to 50 characters First Name RELFstNm Text up to 50 characters Middle Name RELMidNm Text up to 50 characters Title 1 RELTitl1 *Title Table Lookup Title 2 RELTitl2 *Title Table Lookup Suffix 1 RELSuff1 *Suffix Table Lookup Suffix 2 RELSuff2 *Suffix Table Lookup Nickname RELNickNm Text up to 50 characters Maiden Name RELMaidnNm Text up to 50 characters Birth Date RELBday Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Deceased RELDecDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Sex RELSex Male, Female Relationship Code RELCdTrn *Relationship Table Lookup Reciprocal Relationship Code RELXCdTrn If Main Constituent is an Individual, *Relationship Table Lookup. If Main Constituent is an Organization, *Affiliation Table Lookup Notes RELNotes Memo Class Of* RELClassOf YYYY Date Entered* RELEnt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) 172 Database Administration Chapter 5

175 Prompt Import Name Required? Allowed Values Notes Date Left* RELDtLeft Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date Graduated* RELDtGrad Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Frat/Sorority* RELFratSor Text up to 50 characters Acknowledge Hon/Mem Gift RELHMAck True, False, Yes, No, T, F, Y, N * Included only with systems configured for RE:Alum. Note: Relationship records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Solicitor Import Fields Prompt Import Name Required? Allowed Values Notes Solicitor Record Import ID SOImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Solicitor Import ID SOLINK Yes Text up to 20 characters Link to Constituent; Must be a Solicitor Campaign SOCamp *Campaign Table Lookup Fund SOFund *Fund Table Lookup Date From SODtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To SODtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Note: Solicitor records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Solicitor Campaign Import Fields Note: Solicitor Campaign import fields will import only with constituents marked as solicitors. Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Campaign SCCamp Yes *Campaign Table Lookup Goal SCGoal Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Reports To SCLink Text up to 20 characters Link to Constituent; Must be a Solicitor Note: Solicitor Campaign records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Chapter 5 Database Administration 173

176 Solicitor Fund Import Fields Note: Solicitor Fund fields will import only with constituents marked solicitors. Prompt Import Name Required? Allowed Values Notes Constituent ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Import ID Fund SFFund Yes *Fund Table Lookup Goal SFGoal Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Reports To SFLink Text up to 20 characters Link to Constituent; Must be a Solicitor Note: Solicitor Fund records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Special Event Import Fields* Prompt Import Name Required? Allowed Values Notes Event Import ID EVImpID Yes Text up to 20 characters See Rule 2 of the General Rules for Importing Event Name EVEventNm Yes Text up to 50 characters Event ID EVEventID Yes Text up to 20 characters Description EVDesc Memo Type EVType *Event Type Table Lookup Group EVGroupID *Event Group Table Lookup Location EVLoc Text up to 60 characters Start Date EVStrtDt Yes Date (MMDDYY, MM/DD/YY, or MM-DD-YY) End Date EVEndDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Start Time EVStrtTime Time (HH:MM Am, HH:MM Pm) End Time EVEndTime Time (HH:MM Am, HH:MM Pm) Capacity EVCapacity #### # Invited EVNumInvit #### Goal EVGoal Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Fund EVFund *Fund Table Lookup Campaign EVCamp *Campaign Table Lookup * Included only with systems configured for RE:Event. 174 Database Administration Chapter 5

177 Special Event Attribute Import Fields* Prompt Import Name Required? Allowed Values Notes Attribute Record Import ID VATImpID Yes Text up to 20 characters See Rule 2 of the General Rules for Importing Event Import ID EVImpID Yes** Text up to 20 characters Link to Event Record Event ID EVEventID Yes** Text up to 20 characters Link to Event Record Category VATCat Event Attribute Table Lookup Description VATDesc Dependent on Category Comment VATComment Text up to 50 characters ** Indicates either Event Import ID or Event ID is required. If both are specified, a link will be made using the Event ID first. Spouse Import Fields Note: These fields are included in the Constituent Import File and will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Spouse Import ID SPLink If Linked Text up to 20 characters Link to Constituent; Must be an Individual. See Rule 2 of the General Rules for Importing. Last Name SPLstNm Text up to 50 characters First Name SPFstNm Text up to 50 characters Middle Name SPMidNm Text up to 50 characters Title 1 SPTitl1 *Title Table Lookup Title 2 SPTitl2 *Title Table Lookup Suffix 1 SPSuff1 *Suffix Table Lookup Suffix 2 SPSuff2 *Suffix Table Lookup Nickname SPNickNm Text up to 50 characters Maiden Name SPMaidnNm Text up to 50 characters Birth Date SPBDay Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Deceased SPDecDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Sex SPSex Male, Female, M, F Social Security # SPSSNum Text up to 11 characters Profession SPProf *Profession Table Lookup Income Level SPIncLvl *Income Table Lookup Position SPPos Text up to 50 characters Print Position SPPrntPos True, False, Yes, No, T, F, Y, N Org Matches Gifts SPOrgMatch True, False, Yes, No, T, F, Y, N Multi Factor SPMltiFctr #########.## Max Match Per Gift SPMaxMtcP Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Chapter 5 Database Administration 175

178 Prompt Import Name Required? Allowed Values Notes Min Match Per Gift SPMinMtcP Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Max Match Annually Min Match Annually Max Match Total Per Donor Min Match Total Per Donor SPMaxMtcA Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). SpMinMtcA Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). SPMaxMtcT Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). SPMinMtcT Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). Match Notes SPMtcNotes Memo Spouse Business Import Fields Note: These fields are included in the Constituent Import File and will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Spouse Business Import ID SBLink If Linked Text up to 20 characters Link to Constituent; Must be an Organization. See Rule 2 of the General Rules for Importing. Org Name SPOrgNm Text up to 60 characters Industry SPIndustry *Industry Table Lookup Fiscal Year Starts SPFiscalYr MM/DD Spouse Business Address Import Fields Note: These fields are included in the Constituent Import File and will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Address Block SAAddrL# Text up to 50 characters City SACity Text up to 50 characters State SASt State Table Lookup County SACounty *County Table Lookup 176 Database Administration Chapter 5

179 Prompt Import Name Required? Allowed Values Notes Country SACountry Country Table Lookup ZIP Code SAPostCd Text up to 12 characters Address Type SAAdrType *Address Type Table Lookup Source SASource *Info Source Table Lookup Region SARegion *Region Table Lookup CART SACART Text up to 10 characters Date From SADtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To SADtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Seasonal From SASeasFrm MM/DD Defaults to 01/01 Seasonal To SASeasTo MM/DD Defaults to 12/31 Mail To Send SAMail2Snd All, Selected, None Defaults to All Type of Mail SATyp *Mail Type Table Lookup Mail Type codes are listed as a continuous line with the pipe ( ) character separating each entry. See example 8 in the Sample Import section. ** Up to 10 lines in the address block can be imported. The format will be SAAdddrL0, SAAddrL1,... SAAddrL9. Any blank lines will be thrown out. Spouse Business Phone Import Fields Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Phone Number SAPh Phone Type SAPhType *Phone Type Table Lookup Spouse Education Import Fields Note: Spouse Education fields will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Education Record Import ID SPEDImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Primary Alumni Info SPAlumInfo True, False, Yes, No, T, F, Y, N RE:Alum Only School Name SPSchCol Yes *School Table Lookup School Type SPSchType *School Type Table Lookup Class Of SPClassOf YYYY Date Entered SPDtEnter Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Chapter 5 Database Administration 177

180 Prompt Import Name Required? Allowed Values Notes Date Left SPDtLeft Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date Graduated SPDtGrad Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Known Name SPKnownNm Text up to 50 characters Campus SPCampus Text up to 50 characters Frat/Sorority SPFratSor Text up to 50 characters Degree SPDegree *Degree Table Lookup GPA SPGPA ####.# Note: Spouse Education records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Spouse Education Attribute Import Fields Prompt Import Name Required? Allowed Values Notes Attribute Record Import ID SATImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Education Record Import ID SATLink Yes Text up to 20 characters Link to Education Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Category SATCat Education Attribute Table Lookup Description SATDesc Dependent on Category Comment SATComment Text up to 50 characters Note: Spouse Education Attribute records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Spouse Employment Import Fields Note: Spouse Employment fields will be imported only with individuals. Prompt Import Name Required? Allowed Values Notes Employment Record Import ID SEImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Employer Name SENm Yes Text up to 60 characters City SECity Text up to 50 characters State SESt State Table Lookup Phone Number SEPh Text up to 20 characters County SECounty *County Table Lookup Industry SEIndustry *Industry Table Lookup 178 Database Administration Chapter 5

181 Prompt Import Name Required? Allowed Values Notes Org Matches Gifts SEOrgMatch True, False, Yes, No, T, F, Y, N Income Level SEIncLvl *Income Table Lookup Profession SEProf *Profession Table Lookup Position SEPos Text up to 50 characters From Date SEDtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) To Date SEDtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Note: Spouse Employment records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Volunteer Assignment Import Fields* Note: Volunteer Assignment fields will be imported only with individuals. Volunteer Assignment records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prompt Import Name Required? Allowed Values Notes Assignment Record Import ID VSImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Assignment VSAsnmt Yes *Assignment Table Lookup Department VSDept *Department Table Lookup Location VSLoc *Location Table Lookup Position VSPos Text up to 50 characters From Date VSDtFrm Date (MMDDYY, MM/DD/YY, or MM-DD-YY) To Date VSDtTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Start Time VSStrtTime Time (HH:MM Am, HH:MM Pm) End Time VSEndTime Time (HH:MM Am, HH:MM Pm) Day of Week VSDay Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday * Included only with systems configured for RE:Volunteer. Chapter 5 Database Administration 179

182 Volunteer Availability Import Fields* Note: Volunteer Availability fields will be imported only with individuals. Volunteer Availability records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prompt Import Name Required? Allowed Values Notes Availability Record Import ID VVImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Day VVDay Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Weekdays, Weekends Date From VVFrom Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Date To VVTo Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Start VVStart Time (HH:MM Am, HH:MM Pm) End VVEnd Time (HH:MM Am, HH:MM Pm) * Included only with systems configured for RE:Volunteer. Volunteer Award Import Fields* Note: Volunteer Award fields will be imported only with individuals. Volunteer Award records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prompt Import Name Required? Allowed Values Notes Award Record Import ID VAImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Date VADt *Award Table Lookup Presented With VAPrstWith Text up to 50 characters Presented By VAPrstBy Text up to 50 characters Comment VAComment Text up to 50 characters * Included only with systems configured for RE:Volunteer. 180 Database Administration Chapter 5

183 Volunteer Interest Import Fields* Note: Volunteer Interest fields will be imported only with individuals. Volunteer Interests records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prompt Import Name Required? Allowed Values Notes Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Assignment Interests VIInterest Yes *Assignment Table Lookup * Included only with systems configured for RE:Volunteer. Volunteer Skill Import Fields* Note: Volunteer Skill fields will be imported only with individuals. Volunteer Skill records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prompt Import Name Required? Allowed Values Notes Skills Record Import ID VKImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Description VKDesc Text up to 50 characters Skill Level VKSkillLvl *Skill Level Table Lookup License Type VKLicType *License Type Table Lookup License Number VKLicNum Text up to 20 characters License Expires VKLicExp Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Comments VKComments Memo * Included only with systems configured for RE:Volunteer. Chapter 5 Database Administration 181

184 Volunteer Time Sheet Import Field* Note: Volunteer Time Sheet fields will be imported only with individuals. Volunteer Time Sheet records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prompt Import Name Required? Allowed Values Notes Time Sheet Record Import ID VTImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Link to Constituent Date VTDt Yes Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Assignment VTAsnmt *Assignment Table Lookup Department VTDept *Department Table Lookup Location VTLoc *Location Table Lookup Position VTPos Text up to 50 characters Hours VTHours ####.# Hourly Wage VTWage Currency Currency Symbol and Decimal not needed. Decimal should be used only when entering values less than 1.00 (i.e., 25.50). * Included only with systems configured for RE:Volunteer. Volunteer Training Import Fields* Note: Volunteer Training fields will be imported only with individuals. Volunteer Training records can be imported with a Constituent Import File. See the General Rules for Importing for more information. Prompt Import Name Required? Allowed Values Notes Training Record Import ID VQImpID Text up to 20 characters See Rule 2 of the General Rules for Importing Constituent Import ID ImportID Yes (See Rule 2) Text up to 20 characters Course Name VQCourseNm *Course Table Lookup Start Date VQStrtDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) End Date VQEndDt Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Instructor VQInstrctr Text up to 50 characters Certification VQCert *Certification Table Lookup Expires VQExp Date (MMDDYY, MM/DD/YY, or MM-DD-YY) Comments VQComments Text up to 50 characters * Included only with systems configured for RE:Volunteer. 182 Database Administration Chapter 5

185 Sample Import Files Note: These samples are given with quotation marks around each field only for the purpose of showing blank fields in the Import files. Quotation marks are not required for importing. Example 1 A Constituent Import File with First Name, Last Name, Primary Address information, and a spouse who is also included in the import file. Header: ImportID,KeyInd,FstNm,LstNm,AddrL1,City,St,PostCd,SPLink,SPLstNm,SPFstNm Import File: "BMS001","I","Brandon","Crukoft","16B Citizens Ln","Baton Rouge","LA","70821","BMS002","","" "BMS002","I","Christie","Vermouth","","","","","BMS001","","" "BMS003","I","Chad","Cidri","925 Highland Road","Charleston","SC","29420","","Cidri","Lorree" Example 2 A Constituent Import File with First Name, Last Name, Title 1, Spouse First Name, Spouse Title 1, and two constituent codes. Header: ImportID,KeyInd,FstNm,LstNm,Titl1,SPFstNm,SPTitl1,Cons01,CCDtFrm01,CCDtTo01,Cons02, CCDtFrm02,CCDtTo02 Import File: "Zr001","I","Patricia","Nevmund","Mrs.","Paul","Mr.","CP","09/01/94","05/30/95","AL","","" "Zr055","I","Terry","Smithers","Ms.","Beatrice","Ms.","","","","AL","","" Example 3 Regular gift (i.e., Cash, Gift-in-Kind, Stock, Other). Header: GiftImpID,ImportID,GFType,GFInd,GFLink,GFTAmt,GFTDt,Fnd Import File: "GFT-001","CNST-0001","Cash","Regular","","75.00","01/01/1994","HHMF" "GFT-002","CNST-0011","Gift In Kind","Regular","","125.00","02/01/1986","Annual 94" Chapter 5 Database Administration 183

186 Example 4 Pledge gift, no installments. Note: Even though there are no installments, ONE installment is added for the entire gift amount. Also, the first installment will have the Import ID of the pledge gift. Header: GiftImpID,ImportID,GFType,GFInd,GFLink,GFTAmt,GFTDt,Fnd Import File: "PLG-001","CNST-0022","Pledge","Regular","","200.00","05/01/94","HHMF" Example 5 Pledge of $2500, paid Semi-Annually with an installment of $1500 and an installment of $1000. Note: The number of installments will be added for each installment gift imported. GFFreq, DtFstPay, and NumPay are required if the pledge is to have installments. Header: GiftImpID,ImportID,GFType,GFInd,GFLink,GFAmt,GFTDt,Fnd,DtFstPay,GFFreq,NumPay Import File: "PLG-001","CNST-0022","Master Pledge","Regular",""," ","02/01/94","HHMF","02/04/94", "Semi-Annually","2" "INST-001","CNST-0022","Installment","Regular","PLG-001"," ","02/04/94","HHMF", "","","" "INST-002","CNST-0022","Installment","Regular","PLG-001"," ","07/04/94","HHMF", "","","" Example 6 Pledge and pledge payment. Header: GiftImpID,ImportID,GFType,GFInd,GFLink,GFTAmt,GFTDt,Fnd Import File: "PLG-001","CNST-0022","Pledge","Regular","","200.00","05/01/94","HHMF" "PP-001","CNST-0022","Cash","PPay","PLG-001","200.00","06/22/94","HHMF" 184 Database Administration Chapter 5

187 Example 7 Gift of $100 given by John Doe; Mary Doe receives the Soft Credit. John Doe s record number is 001, Mary Doe s record is 002. Header: ImportID,GFInd,GFLink,GiftImpID,GFTAmt,Fnd,GFTDt,GFType Import File: "001","Regular","","gft-001","100","Annual","01/01/95","Cash" "002","Soft Credit","gft-001","","","","","" Example 8 Alternate Address with Type Mail. Header: ImportID,ALTImpId,ALTAddrL0,ALTAddrL1,ALTCity,ALTPostCd,ALTMail2Sn,ALTTypeMai Import File: "CNST-00104","ADR-001","294 Strawberry Lane","","Bekinshire","1SF A28","Selected", "Receipt News Letter Annual Appeal" "CNST-00094","ADR-002","4401 Essen Road","Suite 280","Raleigh","27605","All","" "CNST-02387","ADR-003","16 Bears Drive","","Campton","","None","" Example 9 A $300 split fund gift with $100 to the Annual Fund and $200 to the Capital Fund. Header: ImportID,GFInd,GFLink,GiftImpID,GFTAmt,Fnd,GFTDt,GFType Import File: "zpx-001","regular","","gft-001","100","annual Fund","01/01/95","Cash" "zpx-001","split Fund","gft-001","","200","Capital Fund","","" Example 10 A Constituent Import File with First Name, Last Name, and Education information including Education Attributes. Header: ConsID,ImportID,KeyInd,LstNm,FstNm,EDImpID,SchCol,Degree,EATCat01,EATCat02, EATDesc01,EATDesc02,EATLink01,EatLink02 Import File: "BMS002","BMS002","I","Smith","Mark","EDU001","Evergreen State College","BA","Sports", "Interest","Golf","Photography","EDU001","EDU001" Chapter 5 Database Administration 185

188 Troubleshooting Import Exceptions The Raiser s Edge Import facility prepares a report of records that could not be imported. These records are considered exceptions and require re-examination to correct the problem and be re-imported. The exception report includes a list of records and the reason for each exception. Record # is the sequential number in the import file. Main Import ID is the ID of the main record when the exception is a record linked to another record. Import ID/Key is the ID of the record that is the exception. Field is the field that could not be imported. Field Value is the field value that could not be imported. Reason is the reason the record could not be imported. To help you correct import problems, a list of exception messages and possible causes appears on the next several pages. Exception Message Application does not match installment amount Applications exceed maximum installment date Attribute is for another record Commitment has been paid in full Cannot change field on update Cannot change key indicator Cannot find constituent Cannot find record to update Cannot have MG pledge for MG pledge Cannot update amount or fund on split gift Cannot update this type of gift Possible Cause The installment amount is greater than the amount in the standing order import file. The transaction date is later than the EFT expires on date. The record you are trying to update belongs to a different attribute record than the one specified in the import file by the Attribute Import ID. There are no more installments on an irregularly scheduled EFT. There is a field in your update that the Import option cannot modify. You can remove the entry or change it manually following the import. A key indicator tells the program whether the record is an individual or an organization record. Check to make sure you have the correct key indicator for the record you are importing. Cannot find the constituent where it links the gift. Check the Import ID. The program cannot locate the record you are trying to update. Check the Import ID to make sure it matches the record you wish to update. You have specified a link for a MG pledge on a MG pledge. Matching Gift companies cannot match gifts that are matched by another company. Import does not allow updates on amount or fund information for split gifts. The type of gift you are trying to update cannot be changed using import. 186 Database Administration Chapter 5

189 Exception Message Constituent must be an honor/memorial Constituent not found Could not link field Data line too long Date 1 st payment cannot precede date of gift Duplicate description, cannot add to table Duplicate fund for gift Duplicate honor/memorial constituent Duplicate Import ID/key Duplicate phone type Duplicate soft credit constituent Field entry too long Field value must be unique Incorrect number of fields on import line Installment amount exceeds pledge amount Installment amounts do not add up to pledge amount Installment count not equal to number of payments Installment date cannot precede pledge date Invalid amount Invalid bank sort code Invalid date Invalid date range Invalid day Invalid field entry Possible Cause You are linking a record that is not a valid honor/memorial record. The record must have the Constituent is an Honor/Memorial (Hon/Mem Indicator in Import Layout) prompt selected to be a valid tribute record. The constituent in the standing order import file cannot be found in the database. The Link field specifies a record number to which the imported record should be linked. For example, you can link a constituent and spouse using the Link field. Check to make sure the record number specified is correct. Each line of data in the import file must be less than 64,000 characters long. The line specified is over this restriction. The date of the first payment for a pledge must be on or after the date of the pledge. When automatically adding funds, campaigns, and appeals, the current ID being imported is already in use for the description of another fund/campaign/appeal. You have two funds listed for a single gift. Determine which is correct and remove the other. The constituent you have specified to make the gift in honor/memory of is already listed as an honor/memorial. Two records have the same Import ID/key. The constituent already has a phone listed with the type you are trying to import. The constituent you have specified to receive credit for the gift has already been listed as a soft credit recipient. The entry for the field is too long to fit. Review it and make modifications. The field listed can be imported only when there is a unique entry. Make sure this field is unique. Your header and the import file do not have the same number of fields. Check to make sure that every field listed in the header is represented in the Import file. The amount of the installments add up to more than you have indicated in the pledge. Check the amounts on the installment records and the master pledge to determine which is correct. The installments do not add up to the amount indicated on the master pledge. Compare the installments to the amount indicated in the master pledge and make adjustments. You have indicated a number of payments in the pledge, but the program could not find all of the installments. Check to make sure you have the same number of installment records as you have indicated in the number of payments. You have assigned a gift date on the installment that is before the date on the master pledge. The date of the installments must be the same date or later than the master pledge. You have entered an amount that is not formatted correctly. Refer to the field name in the Import Layout section to find the proper format. The bank sort code in the standing order import file is not a valid format. In most date fields, use one of the following formats MM/DD/YY, MMDDYY, or MM-DD-YY. Some fields are month and day fields only. Refer to the Import Layout section for specific information about the date field in question. You have specified an incorrect date range. Make sure the dates are appropriate. You have specified an invalid day. Make sure you have entered the correct day. You are importing an illegal value for the specified field. Chapter 5 Database Administration 187

190 Exception Message Possible Cause Invalid fund You have indicated a fund that is incorrect. Check your fund table to make sure you have specified the correct entry. Also, check the Import Layout section to make sure you are using the correct entry. Invalid gift amount The gift amount in the standing order import file is less than or equal to zero. Invalid gift type You have indicated a gift type that is invalid in The Raiser s Edge. The valid gift types are Cash, Pledge, MG Pledge, Installment, Master Pledge, Gift-in-Kind, Stock, Other and Write-off. Invalid GPA GPA is entered as ##.#. For example, the GPA could be 3.5, 4.0, etc. See the Import Layout section for more information about valid entries. Invalid key indicator The key indicator must be either I (Individual) or O (Organization). You have specified something other than the allowed values. Invalid matching factor Matching factors are entered as #.##. For example, if a company matches 2 to 1, the matching factor is See the Import Layout section for more information about valid entries. Invalid membership type You have indicated a membership type that is invalid. The first membership for each category must have a membership type of New. Review the Import Layout section for valid membership types. Invalid month You have indicated an invalid month. Make sure you have entered the correct month. Invalid numeric field You have entered something other than numbers for the field specified. Invalid pay frequency You have indicated a payment frequency that does not exist. Check the Installment Frequency field in the Import Layout section for correct frequencies. Invalid payment type You have specified a payment type that is not available. Review the Import Layout section for valid payment types. Invalid post status You have specified a post status other than the valid entries: Posted, Not Posted, and Do Not Post. Invalid rate The value for the field listed is incorrect. Check the Import Layout section to make sure you are using the correct entry. Invalid receipt type The receipt type for a constituent is either One or Consolidated. You have specified something other than the allowed values. Invalid sex The Sex field must be either Male, Female, M, F, or left blank. Invalid Social Security You have specified an incorrect format or number of characters for the Social number Security number. Review the Import Layout section for the allowed entry. Invalid state The Raiser s Edge accepts only valid abbreviations from the State table. See the General Rules for Importing for the list of valid abbreviations. Invalid table entry The value you are trying to import could not be found in the associated table. You can check the table for the correct entry, or if it is a table that can be modified, select the Automatically Create New Table Entries prompt. Invalid time Time must be entered as: HH:MM AM or HH:MM PM. Make sure you have formatted it as such. Also, the format of the Time fields is dictated by the selection in the International option of the Windows Control Panel. Invalid True/False fields A True/False field is also known as a checkbox. This means that the option is either selected or not selected. Valid entries for True/False fields are True, False, Yes, No, T, F, Y, or N. An example of a True/False field is the Print Org Name prompt on the Business record. Invalid year You have entered a year that the program does not understand. Check to make sure the year is formatted properly. 188 Database Administration Chapter 5

191 Exception Message Link must be to a solicitor Link must be to an individual Link must be to an organization Master pledge not found in current import file Must be between 1 and number of years Must link to a new membership Must link to MG pledge No attribute categories available No campaigns available No funds available No membership categories available No salutations available No unpaid commitment found Number of payments must be between 1 and 99 Only one record can be alumni info Pledge is for another constituent Record is for another event Record not processed Record to update is for another constituent Required field missing Required link missing Split fund for cash gifts only Start date and time greater than end date and time Possible Cause You are linking a record that is not a valid solicitor. The Constituent is a Solicitor (Solicitor Indicator in Import Layout) prompt on the Solicitor tab must be selected for the constituent to be a solicitor. When linking spouses, relationships, contacts, etc., the linked record must be an individual. Check to make sure the record number you have specified in the link field is an individual. When linking Affiliations, Businesses, etc., the linked record must be an organization. Check to make sure the record number you have specified in the link field is an organization. You are importing pledges with installments but have not entered a master pledge. A master pledge is necessary to keep a running total of the balance for the entire pledge. Installment year for covenant installments must be between 1 and the number of years the covenant is to run. Any membership renewals must link to the original new membership. You are importing a MG pledge payment and are trying to link to a gift that is not a MG pledge. You are trying to import attributes, but do not have any established. You do not have any campaigns set up. You have not established any funds. You are importing membership information but have not established any membership categories. You are trying to import addressee/salutations, but do not have any addressee/salutations established. The database did not find any unpaid EFT records. You have indicated a number of payments in the gift record that does not fall between 1 and 99. On the Education record, RE:Alum allows you to indicate the information is Primary or specifically related to your organization. Make sure you have selected only the Primary Alumni Info prompt on one education record. You are importing a pledge payment linked to a pledge for another constituent. The record you are trying to update belongs to a different event record than the one specified in the import file by the Event Import ID. The record was not processed. You may have all blank entries. The record you are trying to update belongs to a different constituent than the one specified in the import file by the Import ID/Key. The field listed on the exception report is required. Check the Import Layout section for information on allowed values. Some records (e.g., pledges with payments, etc.) require a link. Only regular cash gifts can be split among several funds. An invalid interval has been entered. Chapter 5 Database Administration 189

192 Exception Message Table is empty Undefined error Unique constituent not found Unique EFT not found Global Change Facility Possible Cause No entries have been setup for the specified required table lookup field. This is generally caused by an unexpected problem. If you encounter this message, you should call Raiser s Edge Customer Support. There is more than one constituent in the database with the same account number. Constituent has more than one unpaid EFT in the database. With the Global Change Facility, you can simultaneously change the value in a given field on a number of records. You can replace a value with a new entry, copy an existing entry to a new field, or move information. Use this facility with great care because it will make massive changes to your database. Make sure you do a backup before using this facility. ½ Globally changing records 1. Select File, Global Change Facility. The Global Change Facility screen appears. 2. In the Record Type to Change frame, change the Constituent, Relationship, or Gift type. 3. In the Records to Change frame, choose whether you are changing All Records or Selected Records. If you choose Selected Records, a From Group field asks you to select the query where you want changes. Note: The type of record you select to change affects the selection of queries available when you click. For example, if you select Gift as your Record Type to Change and click under Selected Records, only Gift queries will be shown. 4. Click OK to define the fields to be changed. The fields shown vary, depending on the Record Type to Change you selected. Cancel returns you to the Database Administration screen. 190 Database Administration Chapter 5

193 5. If you clicked OK, the Global Change Facility screen appears. 6. From the Available Fields frame, select the fields you want to change. The fields are listed in categories, designated by a plus sign ( ). Click the plus sign to see the fields in the category. When you select a field, the Add function is enabled (explained on the next page). Note: When globally adding an attribute, you can add the complete attribute to records or add a description or comment missing from the attribute. To add the complete attribute, select Category (as shown in the screen above) and click Add instead of the description of the attribute. This allows you to choose the Attribute Category, Description, and Comment to add to constituent records (as shown to the right). Please call Customer Support for assistance. 7. The Add and Find buttons are explained in the procedures on the next few pages. 8. Click Remove to delete a change action from the Selected Fields frame. Chapter 5 Database Administration 191

194 9. Click Criteria to revise the values of a selected change. 10. Mark the Print Control Report checkbox to print a summary of the changes so you can review the results of your changes. 11. Mark the Automatically Add Table Entries checkbox to add entries to your tables. 12. Mark the Create Exception Query checkbox to group records that could not be changed into an exception query. When you select this option, an input screen appears so you can enter a Query Name and Description. 13. Click OK to begin the change or Cancel to exit. A status bar tracks the progress of the operation, until it reaches 100%. The program then displays the preliminary status results. Click OK to see the Print Control Report (if you chose to have it print). ½ Using the Add button to further define your change criteria 1. From the Global Change Facility screen, click Add. The Global Change Criteria screen appears. 2. Depending on your specific data change need, you will be able to choose from the following options. Add a new value (e.g., city field is blank populate with "Charleston") or Delete an entire value (e.g., city was added incorrectly delete "Charleston" and leave blank field) in selected fields. Enter the value you wish to change. 192 Database Administration Chapter 5

195 Note: You must include the telephone number separators [i.e., (, ), or -] in the change process formula. Replace an entire value (e.g., misspelled word replace "Charelston" with "Charleston") or replace a part (Partial Replace) of a value [e.g., Area code changes replace "(803)" with "(864)"] in selected fields. Enter value to be changed. Leaving the Old Value blank will change ALL entries. Copy from one place to another (e.g., copy the gift date to the post date field), reverse data between two fields (Swap) [e.g., accidentally put the post date (02/10/98) in the gift date field (02/01/98)], or Move a value (e.g., move the check date to the post date field this removes data from the check date field and puts it in the post date field) within selected fields. Enter the value to be changed. When using copy, swap, or move functions, the fields must be compatible. Note: Not all global change functions will apply to each and every field. 3. Click OK to apply your changes or Cancel to exit. The results appear in the Selected Fields frame of the Global Change Facility screen. Chapter 5 Database Administration 193

196 ½ Using the Find button to locate a specific field in the Available Fields box 1. From the Global Change Facility screen, click Find. The Find Field screen appears. 2. In the Find What field, enter all or part of the entry you want to locate. 3. The Where field helps you further define how you want the program to search. The Start of Field option searches from the beginning of each field. The Any Part of Field option searches every part of the field, not just the beginning. This search will take longer. 4. Click Find First to locate the first occurrence of the search entry in your database. Click Find Next to locate subsequent occurrences. Repeat as needed to locate the exact entry you seek. 5. Click Close to return to the change input screen. 194 Database Administration Chapter 5

197 Globally Write Off Pledges You may find it necessary to write off a group of pledges because you do not anticipate the pledges will be fulfilled. Perhaps your organization had a phonathon that produced a number of pledges that have not been paid. The Globally Write Off Pledges option lets you perform the operation in one step instead of writing off each one separately. A pledge must have an outstanding balance to be written off. ½ Globally writing off pledges 1. Select File, Globally Write Off Pledges. The following screen appears. 2. In the Select From Group field, click to access the list of available queries. 3. Enter a date to limit the operation to pledges made before that date in the Pledges Made Before field. 4. To Include Regular Pledges, mark this checkbox. 5. To Include Matching Gift Pledges, mark this checkbox. 6. Mark the Exclude Partially Paid Pledges checkbox to exclude pledges that have been partially paid but still have a balance. Chapter 5 Database Administration 195

198 7. The Funds to Include frame selects which funds to examine for a writeoff. All Funds considers all funds in your database. Selected Funds designates specific funds. 8. To view and print a report of the parameters for the write-off, mark the Print Control Report checkbox. 9. Click OK to start the operation or Cancel to exit. A status bar tracks the progress of the operation, until it reaches 100%. The program then displays the preliminary status results. Click OK to see the Print Control Report (if you chose to have it print). Drop Lapsed Members This facility automatically drops members who have lapsed as of a specified date. ½ Dropping lapsed members 1. Select File, Drop Lapsed Members. The following screen appears. 2. Enter the date in the Lapsed on or Before field when you want to start dropping inactive members. 3. Enter the date the member is dropped in the Dropped On field. 196 Database Administration Chapter 5

199 4. Enter the Reason by clicking to view possible entries. 5. Any additional comments can be entered in the Comment field. 6. Mark the Print Dropped Members Control Report checkbox to view and print a report of members effected by this operation. 7. Click OK to start the operation or Cancel to exit. A results screen appears to tell you how many members were dropped. Click OK to see the Print Control Report (if you chose to have it print). Post to General Ledger The Raiser s Edge can create a work file of gifts to be posted to Blackbaud s General Ledger program. You can also create an export file to send to a spreadsheet or word processor program. And, when you define parameters for posting, you can decide if the information will be seen in summary form or in detail. A posting report can also be produced. Examples of general ledger entries for Raiser s Edge gift types are available in Appendix A of this guide. ½ Posting to General Ledger 1. Select File, Post to General Ledger. The following screen appears. Chapter 5 Database Administration 197

200 2. Click Pre-Posting Report to review gifts being posted before performing the actual posting operation. The Pre-Post to General Ledger detail screen appears (a similar screen is shown below). 3. Click Post to General Ledger to create a work file to post to General Ledger. The Post to General Ledger detail screen appears (shown on the next page). 4. Click Cancel to return to the Database Administration screen. ½ Defining parameters for posting to General Ledger Note:This screen establishes the parameters for your report. The words Pre-Post appear on the Title bar if you have selected that option. 1. Define your Posting Method by selecting either Detail or Summary. 2. In the Output Post File frame, mark the Blackbaud s General Ledger and/or the Export File checkboxes. Indicate the GL Source (e.g., Development, Foundation, etc.) and File Type for each choice. This frame is available only if you are performing an actual post. 3. If you have chosen to post in detail, use the Detail Posting Options frame to indicate the appropriate Journal Reference of the gifts to be posted. This frame is available only if you are performing an actual post. 198 Database Administration Chapter 5

201 Use Default Journal Reference uses Constituent Name, Gift Type, Stock Gain/Loss and Broker Fees (for stock gifts only), and DEL for deleted gifts. Use Journal Reference defined in System Configuration uses the fields established on the General Ledger tab of Configuration. Anonymous Gift Format indicates which gifts are anonymous. Click to view and select the preferred format. F Use Anonymous prints the word Anonymous in place of the constituent s name. F Asterisk at end of line prints an asterisk (*) after the constituent s name. F Leave Name Intact prints the constituent s name without indicating that the gift is anonymous. 4. If you have chosen to post in summary, use the Summary Posting Options to group your data by posting date and the term you choose in the Summarize By field. 5. Mark the Print Posting Report checkbox to print a report detailing the functions you are performing. This option is available only if you are performing an actual post. 6. Mark the Group by Batch checkbox to group the report elements. 7. Mark the Group by Gift Post Date checkbox to group the batch file by the date when a gift was posted. Chapter 5 Database Administration 199

202 8. Click OK to start the operation or Cancel to exit. If you are pre-posting the report, a screen where you can choose to save the report appears. Select the appropriate name and drive. A results screen appears to tell you how many entries were posted. Click OK to see the Print Posting Report (if you chose to have it print). Duplicate Constituents The Duplicate Constituents option lets you compare all records in your database to determine if any are duplicates. The search uses the Duplicate Constituent Criteria established on the General 2 tab of Configuration. ½ Locating duplicate constituents 1. Select File, Duplicate Constituents. The Duplicate Constituent Report screen appears. 2. Click Yes to create a query. Click No if a query is not required. Click Cancel to return to the Database Administration screen. The program begins a search and a status bar indicates the percentage of records processed. If no duplicates are found, the program displays a message and does not prepare a report. If duplicates are found, the report appears on the screen. 200 Database Administration Chapter 5

203 Merge Constituents When you find duplicate records, you can use the Merge Constituents option to combine the contents of the records. This allows you to select information from one record and attach it or insert it in the other. ½ Merging constituent records 1. Select File, Merge Constituents. The following screen appears. 2. Click in the Merge From field to search for the duplicate record you want to merge into the preferred record. The Search screen appears so you can locate the record. 3. Click in the Merge To field to access a search screen. Use this screen to locate the record where you want to merge the information. 4. In the Information to be Merged frame, use the arrows to move categories that are to be merged or removed. 5. Mark the Delete Source Constituent checkbox to automatically delete the constituent entered in the Merge From field once the merge is complete. Note: We recommend you do not automatically delete constituents; instead, manually delete the constituents in Constituent Management. This allows you to view the record first to ensure the correct data and record are deleted. 6. Click Merge to continue or Cancel to end the process. A message displays asking you to confirm the records you have selected. Click Yes to continue the operation. Click No to return to the Merge Constituents screen. Chapter 5 Database Administration 201

204 Global Delete Facility To delete a group of records, use the Global Delete Facility to remove records in a query. CAUTION! Use this ½ Globally deleting records facility with 1. Select File, Global Delete Facility. The following screen appears. great care since it permanently removes records from your database. Be sure to perform a backup before using the Global Delete facility. 2. In the Records to Delete frame, indicate whether you are deleting Constituents, Gifts, Relationships, Actions, or Special Events. 3. Specify a query in the From Group field. This is a safeguard to prevent you from accidentally deleting all of your records. Note: The type of record you select will affect the selection of queries available when you click. For example, if you select Gift as your Record Type to Change and click under Selected Records, only Gift queries will be shown. 202 Database Administration Chapter 5

205 4. For Constituents, the Delete Options frame offers different scenarios to delete. Gifts even though gifts are on their own records. Relationships even though they are relationships on other records. Affiliations even though they are affiliations on other records. Contacts even though they are a contact on other records. Solicitors even though they are a solicitor on other records. Spouses even though they are a spouse on other records. Businesses even though they are a business on other records. Honor/Memorials even though they are an attribute record. 5. For Actions, the Delete Options frame changes. Action options require you fill in the Action Date on or Before field. Enter the Action Date Added on or Before, if this field applies. The Action Status of and Action Type of must be defined. Use the arrow to the right of these fields to access pre-defined entries. In the Processing section, you can choose between a Detailed Control Report and a Summary Report, depending on your needs. Note: Please take note of the warning contained in the Actions Delete Options frame. Chapter 5 Database Administration 203

206 6. To view and print a report of the deleted records, mark the Print Control Report checkbox. 7. Click OK to start the operation or Cancel to exit. Note: The program gives you one last chance to ensure you do not accidentally delete records you might need. We strongly recommend you review the parameters to ensure they are accurate. Once the following warning is displayed and Yes is selected, there is no way to avoid deleting at least some of the records in your database!! The status of the operation will not be displayed. As stated in the previous WARNING, records are being deleted. Cancelling the operation will not restore records that have been deleted. The program then displays the preliminary status results. Click OK to see the Print Control Report (if you chose to have it print). The Control Report will indicate which records were deleted and what exceptions they contained, so, if you inadvertently deleted required records, you will be able to restore your files using the backup copy you created before starting the delete process. 204 Database Administration Chapter 5

207 Validate Database This procedure checks the validity of your Raiser s Edge database indexes. If you have purchased RE:Queue, the program can run at night so you can back up the database and then run the Validate Database procedure. When you select this option, the program scans each row of your Raiser s Edge database tables and compares them to each table s index. If one does compare to the other, a corruption error message appears. The errors are caused several ways including other software packages or the operating system corrupting your computer s memory, or hardware problems causing the database file to corrupt. You can also detect the database corruption through error messages, system crashes, or by running the Validate Database Procedure. To prevent the loss of data, you should plan on validating your database at least once a week, or every night before doing a back up. The table below provides some times so you estimate how long the procedure will take. Number of Constituents Number of Gifts db size (mg) Elapsed Time 18,065 43, :15 16,178 54, :33 27,424 84, :59 72,424 79, :15 67,516 64, :05 79, , :52:54 241,862 1,263,445 1,249 8:45:30 These benchmarks were run in a client/server environment with no one else on the system. The client computer was a G6-Pentium computer with 64 MB of RAM memory. The server computer was a 300 MHz computer with 64 MB of RAM memory. Chapter 5 Database Administration 205

208 ½ Validating the database CAUTION! 1. Select File, Validate Database. The following screen appears. Run this procedure periodically to validate your Raiser s Edge indexes but make sure to perform a backup first. Note: You will be able to set the queue to begin the backup procedure immediately following the validation procedure. This screen warns you that other users must be logged out of the system and that a backup must be done before continuing with this procedure. 2. If you have purchase RE:Queue, check the Delay Start until checkbox and enter a time to begin the procedure. The time is entered using a 24-hour clock (i.e., 22:00 is 10:00 p.m.). Click Continue to place the procedure in the queue. A validation screen displays the current time and when the validation procedure will begin. You can select Start Now to begin the procedure immediately or Cancel to end the procedure without validating. 3. Begin the procedure by clicking Continue. A status screen shows you the progress of the procedure. 4. Once the procedure is complete, a message appears. 206 Database Administration Chapter 5

209 Note: If you receive an error message referring to a static record, refresh all your static queries and try the validation process again. Database Validation Error Messages There are two possible types of error messages you could receive while running the Database Validation procedure: errors found while running the validation program and critical or assertion failed errors. The first type lets the validation procedure continue and you can then go back through your tables to fix the error. The second type stops the validation procedure and disconnects the database. You will then need to shut down and restart the database. Both errors are reported on the Database Validation Control Report. The Database Validation Control Report lists the number of errors found, the table name, and the type of error found. 10/16/98 Organization Name Page 1 Database Validation Control Report Total Errors Noted: 10 Elapsed Time: 00:04:42 Table Name Address_Mail_Type Card_List Constit_Address Constit_Gifts Constituent Constituent_Attributes Constituent_Codes Gift_Fund Memberships Records Error Index I_ADDRESS_MAIL_TYPE_1 has missing index entries Index I_CARD_LIST_1 has missing index entries Foreign key FK_CONSTIT_ADDRESS_1 has missing index entries Index I_CONSTIT_GIFTS_3 has missing index entries Foreign key FK_CONSTITUENT_1 has missing index entries Foreign key FK_CONSTITUENT_ATTRIBUTES_2 has missing index entries Foreign key FK_CONSTITUENT_CODES_1 has missing index entries Index I_GIFT_FUND_1 has missing index entries Foreign key FK_MEMBERSHIP_1 has missing index entries Primary key for RECORDS has missing index entries Example of Database Validation Control Report Showing the First Type of Errors 10/16/98 Organization Name Page 1 Database Validation Control Report Total Errors Noted: 1 Elapsed Time: 00:02:15 Table Name Error TMP381_1_0 [Sybase][ODBC Driver]General error: internal database error *** ERROR *** Assertion failed: Page number on page does not mat -- transaction rolled ba Example of Database Validation Control Report Showing the Second Type of Errors Print the report and call customer support for assistance with correcting these errors. Chapter 5 Database Administration 207

210 Chapter Summary Database Administration allows you to comprehensively manage your data files and records. System Statistics tracks and displays the number of records in the database. Import establishes the basic parameters for defining the type, field mapping, and record identification in an import operation. Import Setup defines the fields and header to be used for an import. Create Import File creates a file to import into another program or to update and re-import into your database. Importing Operations describes the processes to transfer data from another program and prepare your data for conversion, and states the General Rules for Importing. Import Layout presents extensive tables showing required fields for importing, sample import files, and troubleshooting Import Exceptions. Global Change Facility makes extensive changes to all, or selected, records in your database. Be Sure to perform a backup before making a global change! Globally Write Off Pledges writes off a number of pledges in one operation. Drop Lapsed Members automatically drops members who are no longer active members. Post to General Ledger posts gifts to Blackbaud s General Ledger, or to a spreadsheet or word processor program. Duplicate Constituents compares all records in your database to determine if any are duplicates. Merge Constituents combines record fields so duplicate records may be eliminated. Global Delete Facility removes unwanted records from the database. Be Sure to perform a backup before making a global deletion! The Validate Database procedure validates the indexes in your Raiser s Edge database. 208 Database Administration Chapter 5

211 A PPENDIX A Configuring Multiple Blackbaud SQL Anywhere Databases In This Chapter Overview... A-2 Configuring Multiple Blackbaud SQL Anywhere Databases... A-2 Configuring the Server... A-2 Windows NT Server... A-2 Windows 95/98 Server... A-5 Novell NetWare Server... A-6 Configuring Workstations... A-8 New Workstation Components... A-8 Existing Workstation Components... A-9 SQL Anywhere Switches...A-12 Appendix A Configuring Multiple Blackbaud SQL Anywhere Databases A-1

212 Overview SQL Anywhere provides the flexibility of multiple database support. By taking a few simple steps, you can configure your server and workstation to effectively manage multiple database connections. This appendix will guide you through making the necessary changes to your server and workstations. Configuring Multiple Blackbaud SQL Anywhere Databases If you have more than one Blackbaud SQL product on a server, you need to set up your server and workstations to access the multiple Blackbaud SQL Anywhere databases. If the products are on different servers, you do not need to follow these instructions. Simply follow the normal installation instructions for a single product. This section takes you step-by-step through the process of configuring those databases. You must first configure the server and then configure the workstations. Procedures are provided for: Windows NT Servers In the Configuring the Server section, complete the Windows NT Server procedure. When you finish configuring your databases, complete the Configuring Workstations section. Windows 95/98 Servers - In the Configuring the Server section, complete the Windows 95/98 Server procedure. When you finish configuring your databases, complete the Configuring Workstations section. Novell NetWare Servers - In the Configuring the Server section, complete the Novell NetWare Server procedure. When you finish configuring your databases, complete the Configuring Workstations section. Configuring the Server This section helps you configure your server to access multiple Blackbaud SQL Anywhere databases. Follow the procedure for your server environment. Windows NT Server 1. Shut down any SQL Anywhere databases running on your server. 2. Install the server components of the Blackbaud products, but do not start the SQL Anywhere database engine. A-2 Configuring Multiple Blackbaud SQL Anywhere Databases Appendix A

213 3. If you do not have the Blackbaud Database Service Manager installed on your server, install and configure the Service Manager by using the instructions in Chapter 3 of this guide. 4. Start the Service Manager. From the Start button on the taskbar, select Programs, Blackbaud Service Manager v2. 5. Select the Databases tab. Add all Blackbaud SQL Anywhere databases to this tab. In the Server Name field, enter BLACKBAUD32. Add the database files to the Service Manager. If you are adding a new database file to the Service Manager, click Add. If you are using an existing database file in the Service Manager, click Modify. You can recognize a database file from the *.DB name. After you click Add or Modify, a screen appears. In the Database FileName field, browse to the database file. In the Alias field, enter the database alias. Use the chart below to select the correct alias. Product Database File Alias The Raiser s Edge RE.DB REWIN Registrar s Office/Admissions Office SA.DB SAWIN Accounting for Nonprofits BB.DB BBOFFICE Appendix A Configuring Multiple Blackbaud SQL Anywhere Databases A-3

214 Click OK. You return to the Databases tab. Finish adding all Blackbaud SQL Anywhere databases to this tab. 6. Select the Protocol Options tab. TCP/IP is strongly recommended for Windows NT servers. Before workstations can connect to a SQL Anywhere database, the workstations must have the protocol installed and correctly configured. If you do not have TCP/IP installed on your network, we recommend IPX or NetBios. 7. Select the Start Parameters tab. To start the database automatically each time your Windows NT server boots up, mark the AutoStart database when NT server starts checkbox. Set the size of your database cache by sliding the cache indicator to the appropriate level. We recommend setting the cache to 20% of the total size of all your Blackbaud SQL Anywhere databases. For example, if your Accounting for Nonprofits database is 60 MB and your Admissions Office/Registrar s Office database is 20 MB, set the cache to 16 MB. The total of the databases is 80 MB, and 20% of 80 MB is 16 MB. 8. Click Update. This saves the information you entered in the Service Manager. 9. Click Start. This starts the Service Manager. A message confirming the service started successfully appears. Note: If the Start button is not available (grayed out), click Stop first. 10. Click Quit. This closes the Service Manager. Note: Now that you have configured the Service Manager, you must start and stop the SQL Anywhere databases as a service. Do NOT use shortcuts to stop and start the SQL Anywhere databases. See the Using the Windows NT Schedule Service section of this guide to automatically start and stop your SQL Anywhere database on a Windows NT server. 11. Configure your workstations to access the Blackbaud SQL Anywhere databases. See the Configuring Workstations section of this chapter for information. A-4 Configuring Multiple Blackbaud SQL Anywhere Databases Appendix A

215 Windows 95/98 Server 1. Shut down any SQL Anywhere databases running on your server. 2. Install the server components of the Blackbaud products, but do not start the SQL Anywhere database engine. 3. Create a database command line that will start all your Blackbaud SQL Anywhere databases. The database command line should contain the database engine file, database engine name, database path and file name, database alias, protocol, database cache, timeout switches, and time to quit switch. Use the table below to construct the database command line. Change the values in bold if your path or entry is different. See page A-12 for information on SQL Anywhere switches. Note: The database command line should be one continuous line and contain no carriage returns. A sample database command line, using the information in the table below, is: C:\windows\dbsrv50.exe -nblackbaud32 C:\rewin\re.db -nrewin C:\blackbaud\database\bb.db -nbboffice C:\sawin\sa.db nsawin -xtcpip -c16mb -tl0 -ti0 -ta0 -tr0 -tq22:30 Database Command Line Component Path to DBSRV50.EXE Engine Name Path & File Name for a Raiser s Edge database Alias for a Raiser s Edge database Path & File Name for an Accounting database Alias for an Accounting database Path & File Name for Admissions/Registrar s db Alias for an Admissions/Registrar s database Protocol Switch Cache Timeout Switches Time to Quit Switch Value C:\windows\system\dbsrv50.exe - nblackbaud32 C:\rewin\re.db -nrewin C:\blckbaud\database\bb.db -nbboffice C:\sawin\sa.db -nsawin -xtcpip -c16mb -tl0 -ti0 -ta0 -tr0 -tq22:30 Appendix A Configuring Multiple Blackbaud SQL Anywhere Databases A-5

216 4. Create a shortcut on your desktop for your database command line. On your desktop, select New, Shortcut from the right click menu. In the Command line field, enter your database command line in one continuous line with no carriage returns. Click Next. On the next screen, name the shortcut. For example, you can name the shortcut Blackbaud Databases. Click Finish. 5. Start your Blackbaud SQL Anywhere databases by double clicking the shortcut icon you created. On the messages screen, verify that all your Blackbaud SQL Anywhere databases are started. For information on automatically starting your Blackbaud SQL Anywhere databases, see Chapter 3 of this guide. 6. Configure your workstations to access the Blackbaud SQL Anywhere databases. See the Configuring Workstations section of this chapter for information. Novell NetWare Server 1. Shut down any SQL Anywhere databases running on your server. 2. Install the server components of the Blackbaud products, but do not start the SQL Anywhere database engine. 3. Create a database command line that will start all your Blackbaud SQL Anywhere databases. The database command line should contain the database engine file, database engine name, database path and file name, database alias, protocol, database cache, timeout switches, and time to quit switch. Use the table on the next page to construct the database command line. Change the values in bold if your path or entry is different. See page A-12 for information on SQL Anywhere switches. Note: The database command line should be one continuous line and contain no carriage returns. A sample database command line, using the information in the table below, is: LOAD DBSRV50.NLM -nblackbaud32 SYS:\rewin\re.db -nrewin SYS:\blckbaud\database\bb.db -nbboffice SYS:\sawin\sa.db nsawin -xipx -c16mb -tl0 -ti0 -ta0 -tr0 -tq22:30 A-6 Configuring Multiple Blackbaud SQL Anywhere Databases Appendix A

217 Database Command Line Component SQLA Engine Name Engine Name Path & File Name for a Raiser s Edge database Alias for a Raiser s Edge database Path & File Name for an Accounting database Alias for an Accounting database Value Load DBSRV50.NLM - nblackbaud32 SYS:\rewin\re.db -nrewin SYS:\blckbaud\database\bb.db -nbboffice Path & File Name for Admissions/Registrar s db SYS:\sawin\sa.db Alias for an Admissions/Registrar s database -nsawin Protocol Switch -xipx Cache Timeout Switches Time to Quit Switch -c16mb -tl0 -ti0 -ta0 -tr0 -tq22:30 4. Create a line called ADMSTART.NCF to contain your database command line. On a workstation, open Notepad. You can also type LOAD EDIT at the NetWare system console prompt to access the NetWare Text Editor. Enter your database command line in one continuous line with no carriage returns. Save the file as ADMSTART.NCF to the SYS:\SYSTEM folder on your Novell NetWare server. Note: From this point on, you should use only ADMSTART.NCF to start your Blackbaud SQL Anywhere databases. 5. Start your Blackbaud SQL Anywhere databases by typing ADMSTART at the NetWare system console prompt. When a three-part screen appears, make sure all your Blackbaud SQL Anywhere databases are started. Press F6 to highlight the Messages window and press the up arrow until you see the data files listed. For information on automatically starting your Blackbaud SQL Anywhere databases, see Chapter 3 of this guide. 6. Configure your workstations to access the Blackbaud SQL Anywhere databases. See the Configuring Workstations section of this chapter for information. Appendix A Configuring Multiple Blackbaud SQL Anywhere Databases A-7

218 Configuring Workstations Once you configure your server, you must configure all workstations that access the Blackbaud SQL Anywhere databases. Whether you already installed the workstation components or you still need to install the workstation components determines the procedure you use to configure the workstations. Depending on when you installed each Blackbaud product, you may need to run the New Workstation Components procedure on some workstations and the Existing Workstation Components procedure on others. Procedures are provided for: New Workstation Components Follow this procedure if the workstation you are configuring does not already have the workstation components for the Blackbaud product installed. Existing Workstation Components Follow this procedure if the workstation you are configuring already has the workstation components for the Blackbaud product installed. New Workstation Components Follow this procedure if the workstation you are configuring does not already have workstation components for the Blackbaud products. The workstation components installation is similar to the procedure described in the Administrator s Guide for the specific Blackbaud product, except a switch is added to the file path. For example, D:\INSTALL\SETUP.EXE becomes D:\INSTALL\SETUP.EXE SRVR=BLACKBAUD32 DB=REWIN. Note: You must install and configure workstation components for all Blackbaud products the workstation will access. For example, if you will access The Raiser s Edge and Admissions Office/Registrar s Office from the workstation, you must install and configure workstation components for both The Raiser s Edge and Admissions Office/Registrar s Office. A-8 Configuring Multiple Blackbaud SQL Anywhere Databases Appendix A

219 1. Make sure you configured the server to support multiple Blackbaud SQL Anywhere databases. For more information, see the Configuring the Server section of this chapter. 2. Insert the Blackbaud CD into the CD-ROM drive on the workstation. 3. From a Windows 95, Windows 98, or Windows NT 4.0 workstation, select Run from the Start button on the taskbar. Click the Browse button and browse to the install SETUP.EXE. Add one space after SETUP.EXE and then type the switch for the specific Blackbaud product. See the table below for the correct switch. OR From a Windows 3.11 or Windows NT 3.51 workstation, select File, Run from the Program Manager. Click the Browse button and browse to the install SETUP.EXE. Add one space after SETUP.EXE and type the switch for the specific Blackbaud product. See the table below for the correct switch. Product The Raiser s Edge Admissions Office/Registrar s Office Accounting for Nonprofits Switch SRVR=BLACKBAUD32 DB=REWIN SRVR=BLACKBAUD32 DB=SAWIN DB=BBOFFICE 4. The Welcome screen appears. Follow the installing workstation components procedure in the Administrator s Guide for the specific Blackbaud product. Existing Workstation Components Follow this procedure if the workstation you are configuring already has workstation components for the Blackbaud products. If the workstation components are already installed, you need only edit the ODBC.INI file. For The Raiser s Edge and Admissions Office/Registrar s Office, you make the changes in the ODBC.INI file. For the Accounting for Nonprofits products, you make the changes to the ODBC.INI settings in the C:\WINDOWS or C:\WINNT folder using the Registry Editor. Note: You must configure workstation components for all Blackbaud products the workstation will access. For example, if you will access The Raiser s Edge and Admissions Office/Registrar s Office from the workstation, you must configure workstation components for both The Raiser s Edge and Admissions Office/Registrar s Office. Appendix A Configuring Multiple Blackbaud SQL Anywhere Databases A-9

220 ½ Configuring existing workstation components for The Raiser s Edge or Admissions Office/Registrar s Office 1. Make sure you configured the server to support multiple Blackbaud SQL Anywhere databases. For more information, see the Configuring the Server section of this chapter. 2. From a Windows 3.11, Windows 95, or Windows 98 workstation, locate and open C:\WINDOWS\ODBC.INI. OR From a Windows NT 3.51 or Windows NT 4.0 workstation, locate and open C:\WINNT\ODBC.INI. 3. In the ODBC.INI file, edit the EngineName entry and add a DatabaseName entry. Use the information below to make your changes. You need to change only the values in bold. Note: The examples below assume the workstation components are on a Windows 3.11, Windows 95, or Windows 98 workstation. If the workstation components are on a Windows NT 3.51 or Windows NT 4.0 workstation, C:\WINDOWS will read C:\WINNT. For The Raiser s Edge [REWIN_BLACKBAUD] Driver=C:\WINDOWS\SYSTEM\WOD50W.DLL Start=C:\WINDOWS\SYSTEM\DBCLIENW.EXE EngineName=BLACKBAUD32 KeysInSQLStatistics=1 DatabaseName=REWIN For Admissions Office/Registrar s Office [ARWIN_BLACKBAUD] Driver=C:\WINDOWS\SYSTEM\WOD50W.DLL Start= C:\WINDOWS\SYSTEM\DBCLIENW.EXE EngineName=BLACKBAUD32 KeysInSQLStatistics=1 DatabaseName=SAWIN 4. Save your changes and exit the ODBC.INI file. 5. On the workstation, open The Raiser s Edge or Admissions Office/Registrar s Office. A-10 Configuring Multiple Blackbaud SQL Anywhere Databases Appendix A

221 ½ Configuring existing workstation components for Accounting for Nonprofits products 1. Make sure you configured the server to support multiple Blackbaud SQL Anywhere databases. For more information, see the Configuring the Server section of this chapter. 2. From a Windows 95 or Windows 98 workstation, select Run from the Start button on the taskbar. Type REGEDIT. This starts the Registry Editor. OR From a Windows NT 3.51 workstation, select File, Run from the Program Manager. Type REGEDT32. This starts the Registry Editor. OR From a Windows NT 4.0 workstation, select Run from the Start button on the taskbar. Type REGEDT32. This starts the Registry Editor. 3. Navigate to HKEY_LOCAL_MACHINE\Software\ODBC\ODBC.INI\BLACKBAUD32.key. 4. Highlight the BLACKBAUD32 key. Look at the entries in the Data column on the right and make sure the EngineName is BLACKBAUD32. If not, double click EngineName. When the String Editor appears, change the entry to BLACKBAUD32. Appendix A Configuring Multiple Blackbaud SQL Anywhere Databases A-11

222 5. Add a database alias of BBOFFICE. From a Windows 3.11, Windows 95 or Windows 98 workstation, select Edit, New. Select String Value. Enter DatabaseName as the value name. Double click the DatabaseName entry you just added. When the String Editor appears, add a Value Data of BBOFFICE. OR From a Windows NT 3.51 or Windows NT 4.0 workstation, select Edit, Add Value. Add a value name of DatabaseName. Make sure the data type is REG_SZ. Click OK and add a string value of BBOFFICE. 6. On the workstation, open the Accounting for Nonprofits product. SQL Anywhere Switches This section provides you with a quick overview of the SQL Anywhere switches you can use in creating a database command line. -c Cache Switch You use the cache switch to specify the cache size (in megabytes) you want to reserve for your SQL Anywhere database. We recommend setting the cache to 20% of the total size of all your Blackbaud SQL Anywhere databases. For example, if your Accounting for Nonprofits database is 60 MB and your Admissions Office/Registrar s Office database is 20 MB, set the cache to 16 MB. The total of the databases is 80 MB, and 20% of 80 MB is 16 MB. -n Engine Name/Database Name Switch You can use the engine name/database name switch to specify the SQL Anywhere engine name, or the database alias if you have multiple data files. A-12 Configuring Multiple Blackbaud SQL Anywhere Databases Appendix A

223 -x Protocol Switch You can use this switch to specify which protocol you want to use in connecting to your SQL Anywhere database. TCP/IP is strongly recommended for Windows NT servers. Before workstations can connect to a SQL Anywhere database, the workstations must have the protocol installed and correctly configured. If you do not have TCP/IP installed on your network, we recommend you use IPX or NetBios. Enter the protocol immediately after the switch. For example, -xtcpip or -xipx. You can also specify multiple protocols by separating the protocols with commas. For example, -xtcpip,netbios. -tl0 -ti0 -ta0 -tr0 Workstation Timeout Switches You can disable the workstation timeout switch by using a value of 0 (zero). -tq Time to Quit Switch You can use the time to quit switch to specify what time the SQL Anywhere databases should be shut down. You must use a 24-hour clock to enter the time. For example, to shut down the databases at 7:30 p.m., you would use -tq19:30. Valid times are from 00:00 to 23:59. 24:00 is not a valid time. Appendix A Configuring Multiple Blackbaud SQL Anywhere Databases A-13

224 A PPENDIX B Configuring Multiple Raiser s Edge SQL Anywhere Databases In This Chapter Overview... B-2 Configuring Multiple Raiser s Edge SQL Anywhere Databases... B-2 Configuring the Server... B-2 Windows NT Server... B-3 Novell NetWare Server... B-5 Configuring Workstations... B-8 New Workstation Components... B-8 Existing Workstation Components... B-9 SQL Anywhere Switches... B-12 Appendix B Configuring Multiple Raiser s Edge SQL Anywhere Databases B-1

225 Overview By default, The Raiser s for Windows supports only one database; however, you can purchase and install additional databases. This appendix shows you how to configure multiple Raiser s Edge databases. Configuring Multiple Raiser s Edge SQL Anywhere Databases Note: You must be licensed for multiple Raiser s Edge databases before you can configure more than one Raiser s Edge database on your network. If you have any questions regarding your license, please call Customer Support at SQL Anywhere provides the flexibility of multiple database support. By taking a few simple steps, you can configure your server and workstation to effectively manage multiple Raiser s Edge database connections. This appendix guides you through making the appropriate changes to your server and workstations. To configure your multiple Raiser s Edge databases, follow the steps for your server environment. Procedures are provided for: Windows NT Servers In the Configuring the Server section, complete the Windows NT Server procedure. When you finish configuring your databases, complete the Configuring Workstations section. Novell NetWare Servers - In the Configuring the Server section, complete the Novell NetWare Server procedure. When you finish configuring your databases, complete the Configuring Workstations section. Configuring the Server This section helps you configure the server to access multiple Raiser s Edge SQL Anywhere databases. Follow the procedure for your server environment. B-2 Configuring Multiple Raiser s Edge SQL Anywhere Databases Appendix B

226 Windows NT Server 1. If The Raiser s Edge is already installed on your server, shut down the SQL Anywhere database. 2. If The Raiser s Edge is not on your server, install the server components, but do not start the database. 3. Your original Raiser s Edge data file is in the C:\REWIN folder by default (if you installed The Raiser s Edge to the C drive on your server). The data file is called RE.DB. Create a new folder under the REWIN folder. You can name the new folder C:\REWIN\2. Make a copy of the RE.DB file and place it in the new folder. Copy the BTCHLOCK.MDB file from your C:\REWIN folder to your C:\REWIN\2 folder. Each Raiser s Edge database must have a BTCHLOCK.MDB file in the same folder in which the database is located. 4. If you do not have the Blackbaud Database Service Manager installed on your server, install and configure the Service Manager using the instructions in Chapter 3 of this guide. 5. Start the Service Manager. From the Start button on the taskbar, select Programs, Blackbaud Service Manager v2. Appendix B Configuring Multiple Raiser s Edge SQL Anywhere Databases B-3

227 6. Select the Databases tab. Add all Raiser s Edge SQL Anywhere databases to this tab. In the Server Name field, enter REWIN_BLACKBAUD. To add database files to the Service Manager, click Add. To edit an existing database file in the Service Manager, click Modify. You can recognize a database file from the RE.DB name. After you click Add or Modify, a screen appears. In the Database FileName field, browse to the database file. In the Alias field, enter the database alias, such as DATABASE1 or DATABASE2. You can give the databases any alias instead of DATABASE1 and DATABASE2. For example, you can use REWIN_ACTIVE and REWIN_INACTIVE if you have a separate database for inactive constituents. You can also use company names if you have two separate companies. Click OK to return to the Databases tab. 7. Select the Protocol Options tab Mark the TCP/IP checkbox. We strongly recommended TCP/IP for Windows NT servers. Before workstations can connect to a SQL Anywhere database, the workstations must have the protocol installed and correctly configured. If you do not have TCP/IP installed on your network, we recommend IPX or NetBios. 8. Select the Start Parameters tab. B-4 Configuring Multiple Raiser s Edge SQL Anywhere Databases Appendix B

228 To start the database automatically each time your Windows NT server boots up, mark the AutoStart database when NT server starts checkbox. Set the size of your database cache by sliding the cache indicator to the appropriate level. We recommend setting the cache to 20% of the total size of all your Raiser s Edge SQL Anywhere databases. For example, if your C:\REWIN\RE.DB database is 60 MB and your C:\REWIN\2\RE.DB database is 20 MB, set the cache to 16 MB. The total of the databases is 80 MB, and 20% of 80 MB is 16 MB. 9. Click Update. This saves the information you entered in the Service Manager. 10. Click Start. This starts the Service Manager. A message confirming the service started successfully appears. Note: If the Start button is not available (grayed out), click Stop first. 11. Click Quit. This closes the Service Manager. Note: Now that you have configured the Service Manager, use the Service Manager to stop and start the Raiser s Edge databases. You can stop/start the databases manually, or configure the service to stop/start the databases automatically by marking the AutoStart database when NT server starts checkbox on the Start Parameters tab. 12. Configure your workstations to access the Raiser s Edge SQL Anywhere databases. See the Configuring Workstations section of this chapter for information. Novell NetWare Server 1. If The Raiser s Edge is already installed on your server, shut down the SQL Anywhere database engine. 2. If The Raiser s Edge is not on your server, install the server components, but do not start the database. 3. At a Windows workstation, right click Start and select Explore. Windows Explorer appears. Your original Raiser s Edge data file is in the REWIN folder on the volume to which you installed the data on your Novell NetWare server (for more information, see the procedure for installing database components on a file server in Chapter 2 of this Administrator s Guide). Map a drive to the volume on your server to which you installed the data. The data file is called RE.DB. Create a new folder under the REWIN folder. You can name the new folder REWIN\2. Copy the RE.DB file into the new folder. Appendix B Configuring Multiple Raiser s Edge SQL Anywhere Databases B-5

229 Copy the BTCHLOCK.MDB file from your REWIN folder to your REWIN\2 folder. Each Raiser s Edge database must have a BTCHLOCK.MDB file in the same folder in which the database is located. 4. Modify the REWSTART.NCF file. The SQL Anywhere database engine is started on the Novell NetWare server when you type REWSTART at the system console prompt. The REWSTART.NCF file contains the database command line. The database command line should contain the database engine file, database engine name, database path and file name, database alias, protocol, database cache, timeout switches, and time to quit switch. At a Windows workstation, right click Start and select Explore. Windows Explorer appears. You must have a drive mapped to the SYS volume of the Novell NetWare server on which your Raiser s Edge database is installed. Locate and open the REWSTART.NCF file in the SYS:\SYSTEM folder on the Novell NetWare server. Double click the file to open it in Notepad or Wordpad. Use the following table to construct the database command line. Change the values in bold if your path or entry is different. See page B-12 for information on SQL Anywhere switches. Note: The database command line should be one continuous line and contain no carriage returns. A sample database command line, using the information in the table below, is: Load dbsrv50.nlm -nrewin_blackbaud SYS:\rewin\re.db - ndatabase1 SYS:\rewin\2\re.db -ndatabase2 -xipx -c16mb - tl0 -ti0 -ta0 -tr0 -tq22:30 Database Command Line Component Value SQLA Engine Name Load DBSRV50.NLM Engine Name -nrewin_blackbaud Path & File Name for first Raiser s Edge database SYS:\rewin\re.db Path & File Name for second Raiser s Edge database SYS:\rewin\2\re.db Alias for first Raiser s Edge database -ndatabase1 Alias for second Raiser s Edge database -ndatabase2 Protocol Switch -xipx Cache -c16mb B-6 Configuring Multiple Raiser s Edge SQL Anywhere Databases Appendix B

230 Timeout Switches -tl0 -ti0 -ta0 -tr0 Time to Quit Switch -tq22:30 5. Save your changes to the REWSTART.NCF file. 6. Start your Raiser s Edge SQL Anywhere databases by typing REWSTART at the NetWare system console prompt. For information on automatically starting your Raiser s Edge SQL Anywhere databases, see Chapter 3 of this guide. Note: You should use only REWSTART.NCF to start your Raiser s Edge SQL Anywhere databases. 7. Configure your workstations to access the Raiser s Edge SQL Anywhere databases. See the Configuring Workstations section of this chapter for information. Configuring Workstations Once you configure your servers, you must configure all workstations that access The Raiser s Edge SQL Anywhere databases. Whether you already installed the workstation components or you still need to install the workstation components determines the procedure you use to configure the workstations. Depending on when you installed The Raiser s Edge, you may need to run the New Workstation Components procedure on some workstations and the Existing Workstation Components procedure on others. Procedures are provided for: New Workstation Components Follow this procedure if the workstation you are configuring does not already have the workstation components for The Raiser s Edge. Existing Workstation Components Follow this procedure if the workstation you are configuring already has the workstation components for The Raiser s Edge. New Workstation Components Follow this procedure if the workstation you are configuring does not already have workstation components for The Raiser s Edge. The workstation component installation is similar to the procedure described earlier in the Administrator s Guide, except a switch is added to the file path. For example, D:\REWIN\SETUP.EXE becomes D:\REWIN\SETUP.EXE SRVR=REWIN_BLACKBAUD DB=DATABASE1. Appendix B Configuring Multiple Raiser s Edge SQL Anywhere Databases B-7

231 1. Ensure that you configured the server to support multiple Raiser s Edge SQL Anywhere databases. For more information, see the Configuring the Server section of this appendix. 2. Insert the Blackbaud CD into the CD-ROM drive on the workstation. 3. From a Windows 95, Windows 98, or Windows NT 4.0 workstation, select Run from the Start button on the taskbar. Click the Browse button and browse to the install SETUP.EXE. Add one space after SETUP.EXE and then type the switch for a specific Raiser s Edge database. OR From a Windows 3.11 or Windows NT 3.51 workstation, select File, Run from the Program Manager. Click the Browse button and browse to the install SETUP.EXE. Add one space after SETUP.EXE and type the switch for a specific Raiser s Edge database. The SETUP.EXE with the switch for your first Raiser s Edge database appears as follows: CD drive:\rewin\setup.exe SRVR=REWIN_BLACKBAUD DB=DATABASE1 4. The Welcome screen appears. Follow the installing workstation components procedure in the Administrator s Guide. You have now completed the steps necessary to allow The Raiser s Edge for Windows to access one of your databases. To configure the workstation to access multiple Raiser s Edge databases, perform the Existing Workstation Components procedure. Existing Workstation Components Follow this procedure if the workstation you are configuring already has workstation components for The Raiser s Edge. Because the workstation components are already installed, you must edit the ODBC.INI and RE.INI files. Note: Make sure you configured the server to support multiple Raiser s Edge SQL Anywhere databases. For more information, see the Configuring the Server section of this appendix. 1. Ensure that you configured the server to support multiple Raiser s Edge SQL Anywhere databases. For more information, see the Configuring the Server section of this appendix. B-8 Configuring Multiple Raiser s Edge SQL Anywhere Databases Appendix B

232 2. From a Windows 3.11, Windows 95, or Windows 98 workstation, locate and open C:\WINDOWS\ODBC.INI. OR From a Windows NT 3.51 or Windows NT 4.0 workstation, locate and open C:\WINNT\ODBC.INI. 3. In the ODBC.INI file, edit the EngineName entry and add a DatabaseName entry. Use the following information to make your changes. You need to change or add only the values in bold. Appendix B Configuring Multiple Raiser s Edge SQL Anywhere Databases B-9

233 [ODBC Data Sources] REWIN_BLACKBAUD=Sybase SQL Anywhere 5.0 REWIN_BLACKBAUD2=Sybase SQL Anywhere 5.0 [REWIN_BLACKBAUD] Driver=C:\WINNT\SYSTEM\WOD50W.DLL Start=C:\WINNT\SYSTEM\DBCLIENW.EXE EngineName=REWIN_BLACKBAUD DatabaseName=DATABASE1 KeysInSQLStatistics=1 [REWIN_BLACKBAUD2] Driver=C:\WINNT\SYSTEM\WOD50W.DLL Start=C:\WINNT\SYSTEM\DBCLIENW.EXE EngineName=REWIN_BLACKBAUD DatabaseName=DATABASE2 KeysInSQLStatistics=1 4. Save your changes and exit the ODBC.INI file. Now you must edit the RE.INI file. 5. From a Windows 3.11, Windows 95, or Windows 98 workstation, locate and open C:\WINDOWS\RE.INI and press Enter. OR From a Windows NT 3.51 or Windows NT 4.0 workstation, locate and open C:\WINNT\RE.INI. 6. Use the following information to edit the RE.INI file. You need to change or add only the values in bold. B-10 Configuring Multiple Raiser s Edge SQL Anywhere Databases Appendix B

234 [MULTI] 1=REWIN Database - REWIN_BLACKBAUD 2=REWIN Database - REWIN_BLACKBAUD2 NumDBs=2 [GENERAL] BackEndSection1=REWIN_BLACKBAUD BackEndSection2=REWIN_BLACKBAUD2 BackEndSection=2 CrystalPath=c:\rewin\repwrite SysFilesToRoot=0 User Name=Supervisor ShowElapsedTime=1 [REWIN_BLACKBAUD] Connect=ODBC;DSN=REWIN_BLACKBAUD;UID=;PWD= BlackbaudSchema=REWIN RE_DBPATH=c:\rewin BackEnd=2 Prm_Path=C:\REWIN\Params1 [REWIN_BLACKBAUD2] Connect=ODBC;DSN=REWIN_BLACKBAUD2;UID=;PWD= BlackbaudSchema=REWIN RE_DBPATH=c:\rewin\2 BackEnd=2 Prm_Path=C:\REWIN\Params1 7. Save the changes and exit the RE.INI file. 8. On the workstation, open The Raiser s Edge. You have now completed the steps necessary to allow The Raiser s Edge for Windows SQL Anywhere multiple database support on your network. Ensure the changes were made correctly by verifying the database is up and running, and the workstations can connect to all Raiser s Edge databases, by accessing any module of The Raiser s Edge for Windows. Appendix B Configuring Multiple Raiser s Edge SQL Anywhere Databases B-11

235 SQL Anywhere Switches This section provides you with a quick overview of the SQL Anywhere switches you can use in creating a database command line. -c Cache Switch You use the cache switch to specify the cache size (in megabytes) you want to reserve for your SQL Anywhere database. We recommend setting the cache to 20% of the total size of all your Blackbaud SQL Anywhere databases. For example, if your Accounting for Nonprofits database is 60 MB and your Admissions Office/Registrar s Office database is 20 MB, set the cache to 16 MB. The total of the databases is 80 MB, and 20% of 80 MB is 16 MB. -n Engine Name/Database Name Switch You can use the engine name/database name switch to specify the SQL Anywhere engine name, or the database alias if you have multiple data files. -x Protocol Switch You can use this switch to specify which protocol you want to use in connecting to your SQL Anywhere database. TCP/IP is strongly recommended for Windows NT servers. Before workstations can connect to a SQL Anywhere database, the workstations must have the protocol installed and correctly configured. If you do not have TCP/IP installed on your network, we recommend you use IPX or NetBios. Enter the protocol immediately after the switch. For example, -xtcpip or -xipx. You can also specify multiple protocols by separating the protocols with commas. For example, -xtcpip,netbios. -tl0 ti0 ta0 tr0 Workstation Timeout Switches You can disable the workstation timeout switch by using a value of 0 (zero). -tq Time to Quit Switch You can use the time to quit switch to specify what time the SQL Anywhere databases should be shut down. You must use a 24-hour clock to enter the time. For example, to shut down the databases at 7:30 p.m., you would use -tq19:30. B-12 Configuring Multiple Raiser s Edge SQL Anywhere Databases Appendix B

236 A PPENDIX C General Ledger Entries for The Raiser s Edge Gift Types In This Chapter Overview... 2 Cash Gift... 2 Pledge Current... 2 Pledge Future... 3 Gift-in-Kind... 4 Other Gift... 6 Pledge Payment Cash... 7 Pledge Payment Stock... 8 Pledge Payment Kind... 8 Pledge Payment Other... 8 Pledge Write Off... 9 All Matching Gift Entries Transactions Involving Stocks Unsold Stock, Sale Stock, Stock Gain, Stock Loss, Broker Fee Membership Dues and Pledges Appendix C General Ledger Entries for The Raiser s Edge Gift Types C-1

237 Overview Consult with your controller, accountant, or auditor for organization-specific general ledger accounts. This appendix shows some samples of general ledger accounts and accounting entries for the gift types used in The Raiser s Edge. Cash Gift Situation: A donor gives your organization a gift as currency, credit card, check, debit card, or money order that is NOT the result of a previous pledge. Accounting Entry: Debit Credit Checking Bay Bank $ Gifts Revenue $ This type of entry is a straight-forward accounting entry. Your organization has income (revenue) and you put that income into the checking account (asset). Pledge Current Situation: A donor pledges to give your organization a gift within the current fiscal year. The gift has NOT been received at this time. This is just a promise to give in the future. Accounting Entry: Debit Credit Pledges Receivable $ Pledges Revenue $ This type of entry is made in accordance with GAAP (Generally Accepted Accounting Principles) and Financial Accounting Standard No. 116, which provides guidelines for the recognition of contributions. The making or receiving of an unconditional promise to give is an event that meets the fundamental recognition criteria. Accordingly, this Statement requires the promisee to recognize the promise as an asset and a contribution revenue or gain. 1 C-2 General Ledger Entries for The Raiser s Edge Gift Types Appendix C

238 Your organization has been given income (revenue) as a benefit to the organization in the future in the current fiscal year (asset or, more definitely, as a receivable). Assets are probable future economic benefits obtained or controlled by a particular entity as a result of past transactions or events. (FASB) Pledge Future Situation: A donor pledges to give your organization a gift in some future fiscal year. The gift has NOT been received at this time. This is just a "promise to give" in the future. Accounting Entry: Debit Credit Pledges Receivable $ Deferred Pledges Revenue $ Your organization received a promise to give (asset) and has income (according to accounting standards) not recognized in this fiscal year, but in some future fiscal year (revenue or, more definitely, deferred revenue). Note: You may have both current and future pledges made by a donor. For example, if a donor promised to pay your organization $ a year for 10 years. You would make a Pledge Current entry for the $ that will be received this year and a Pledge Future entry for the remaining $ the donor will pay in each of the remaining nine years. Although you would probably not know about these transactions, your general ledger personnel would make the following entry once at the beginning of each of the nine future fiscal years. This would be done to decrease the Deferred Pledges Revenue account and increase the current Pledges Revenue by $ in each of those nine fiscal years. At the end of the nine years, the balance in the Deferred Pledges Revenue account and also the Pledges Receivable Ledger for the donor would be zero. Accounting Entry: Debit Credit Deferred Pledges Revenue $ Pledges Revenue $ Appendix C General Ledger Entries for The Raiser s Edge Gift Types C-3

239 Gift-in-Kind Many guidelines for these gift-in-kind entries began or were modified as a result of the issuance of Financial Accounting Standard No The following citation gives you some background information regarding gifts-in-kind. The accounting treatment for materials, use of facilities, or other assets donated to the organization is similar to that described previously. That is, the fair market values of donated assets generally are reported as support [revenue] when they are received and expenses when they are used. When recorded, donated services are treated in much the same manner as donated assets. The service is simultaneously reported as a donation and an expense. However, the recognition criteria for donated services are strict. Under SFAS No. 116, the following three conditions must be met in order for a non-profit entity to recognize donated services: 1. The services create or enhance non-financial assets. 2. The services involve specialized skills for which the organization would otherwise have to pay. 3. The specialized services are being provided by individuals possessing those skills, such as accountants, electricians, teachers, and other professionals and craftsmen. 2 Situation: A donor gives your organization a donation of goods or services for which a monetary value can easily be assigned. Some examples include furniture, computer equipment, or donated services by a professional. Entries that DO NOT involve Pledges Donated Goods: The donor gives your organization a computer determined to be worth $ Accounting Entry: Debit Credit Office Equipment $ Donated Goods & Services Revenue $ Your organization has received a computer (asset) and the value of this asset is income (revenue). C-4 General Ledger Entries for The Raiser s Edge Gift Types Appendix C

240 Your accounting personnel handle the expense side of this entry, mandated by FAS No. 116, and, therefore, you will not see the following entry. Accounting Entry: Debit Credit Depreciation Expense $ Accumulated Depreciation Office Equipment $ The computer had a useful life of five years. The value of the computer ($ ) was divided by the useful life (five years) and the result $ (per year) is expensed in each of the remaining five fiscal years. When these five years have passed, the "book" value of the computer is zero and, thus, it is fully expensed as mandated by FAS No There are many different types of depreciation calculations. The above example (straight-line depreciation) is for ease of illustration. Donated Services: An accountant gives your organization 40 hours of his services. His normal rates are $ per hour. Accounting Entry: Debit Credit Accounting Expense $ Donated Goods & Services Revenue $ Your organization has expended the services of the accountant (expense) and the value of this expense is also income (revenue). Note: This situation may arise if, for example, you are having a fund raising event and the services are provided during the event. Most of the time, however, the services are provided at some future date so you would record the donated services, as shown below, when pledges are involved. The same is true for donated goods received by your organization at a later date. Entries that DO involve Pledges Donated Goods: A donor gives your organization a pledge for a computer determined to be worth $ that will be delivered to your organization next month. Accounting Entry: Debit Credit Pledges Receivable $ Donated Goods & Services Revenue $ Appendix C General Ledger Entries for The Raiser s Edge Gift Types C-5

241 Your organization has future income (revenue) that will be received as a benefit to the organization in the future in the current fiscal year (asset or, more definitely, as a receivable). This format uses the payment entry (example in payment section) to get rid of the receivable balance and record the computer on the books at the time of payment. Donated Services: A donor pledges to perform 40 hours of accounting services for your organization next month. His normal rates are $ per hour. Accounting Entry: Debit Credit Pledges Receivable $ Donated Goods & Services Revenue $ Your organization has future income (revenue) that will be received as a benefit to the organization in the future in the current fiscal year (asset or, more definitely, as a receivable). This format uses the payment entry (example in payment section) to get rid of the receivable balance and record the expense of the donor s accounting services. Other Gift The Other Gift type works like the Gift-in-Kind gift type. The type of accounts set up depends on what transpires between the donor and the organization. Again, this is best left up to the accounting personnel of the organization involved. Situation: Outback Utilities Company pledges to give your organization free utilities for one year. Accounting Entry: Debit Credit Utilities Expense $ Donated Goods & Services Revenue $ Note: This amount could have been determined by using the previous year s utility expense as an estimated amount. At the end of the current year, your general ledger accounting personnel can get an actual amount from Outback Utilities and make an adjusting entry. C-6 General Ledger Entries for The Raiser s Edge Gift Types Appendix C

242 Pledge Payment Cash Situation: A donor, who pledged two months ago to give your organization $250.00, has sent in his check. This would normally be the payment made against a Pledge Current or Pledge Future entry previously entered into The Raiser s Edge. Accounting Entry: Debit Credit Checking Bay Bank $ Pledges Receivable $ This entry completes the entry made in the Pledge Current section. You have received the donor s pledge of $ and can credit the Pledges Receivable account to zero out the $ you originally debited to record the donor s pledge. The money has been received (asset). If you add the two entries from Pledge Current and Pledge Payment Cash, the final result is the same as the Cash entry. That is, a debit to the checking account (asset) and a credit to an income account (revenue). The entries are recorded because of the time lapse between transactions. In this way, you can keep an audit trail of what happened with each transaction throughout the process. Entries from Pledge Current and Pledge Payment Cash: Accounting Entry: Debit Credit Pledges Receivable $250.00* Pledges Revenue $ Checking Bay Bank $ Pledges Receivable $250.00* * The Debit and Credit to Acct# here cancel out to zero. Appendix C General Ledger Entries for The Raiser s Edge Gift Types C-7

243 Pledge Payment Stock Situation: A donor, who pledged two months ago to give your organization 10 shares of XYZ Company, has given your organization the transferred certificates of stock. The value of the stock on the day it was transferred to your organization was $ This is the value of the stock before any sale and before subtracting any fees associated with this sale. This would normally be the payment made against a Pledge Current or Pledge Future entry previously entered into The Raiser s Edge. Accounting Entry: Debit Credit Miscellaneous Securities $ Pledges Receivable $ This entry completes the entry made in the Pledge Current section. You have received the donor s stock pledge of $ and credit the Pledges Receivable account to zero out the $ originally debited to record the donor s pledge. Your organization has received the shares of stock (asset). Pledge Payment Kind Situation: A donor, who pledged two months ago to give your organization a copier worth $ , has delivered the copier to your office. This would normally be the payment made against a Pledge Current or a Pledge Future entry previously entered into The Raiser s Edge. Accounting Entry: Debit Credit Office Equipment $ Pledges Receivable $ This entry completes the entry made in the Pledge Current section. You have received the donor s copier pledge of $ and can credit the Pledges Receivable account to zero out the $ you originally debited to record the donor s pledge. Your organization has received the copier (asset). Pledge Payment Other Situation: In May, 1998, Outback Utilities Company pledged to give you free utilities for your organization s next fiscal year C-8 General Ledger Entries for The Raiser s Edge Gift Types Appendix C

244 (July 1998 June 1999). The date is July 1, 1998, and this would normally be a payment made against a Pledge Current or a Pledge Future entry previously entered into The Raiser s Edge. Accounting Entry: Debit Credit Utilities Expense $ Pledges Receivable $ This entry complete the entry made in the Pledge Current section. You have received Outback s utility donation pledge of $ and can credit the Pledges Receivable account to zero out the $ originally debited to record Outback s pledge. Your organization has expended the utilities services (expense). The original pledge entry here would have been a debit to Pledges Receivable and a credit to Donated Goods and Services Revenue. In accordance with FAS No. 116 s guidelines, you must now recognize the expense portion of the utility donation with the above entry. Pledge Write Off Situation: In February, a donor pledged to give $ to your organization. This original entry was a debit to Pledges Receivable and a credit to Pledges Revenue. It is now May, and you have determined your organization will NOT be receiving this pledge. You want to reduce the pledge to zero so it does not appear as past due or as future income. There are two possible scenarios to handle this situation depending on how your organization handles receivables. Some organizations periodically recognize part of their receivables will not be collected. They make an entry as follows to expense these estimated amounts against the revenues recorded in the original pledge transactions. Accounting Entry: Debit Credit Bad Debts Expense $ * Allowance for Uncollectable Pledges $ * The Allowance for Uncollectable Pledges is called a contra asset account. This account is paired with the Pledges Receivable account and it reduces its value. This account appears on a Balance Sheet directly under the Pledges Receivable account. Since the $ pledge from the Appendix C General Ledger Entries for The Raiser s Edge Gift Types C-9

245 donor was theoretically written off as part of the above estimated entry, you would not want to expense that amount again. You would make the following entry when you determine his pledge would NOT be received. Accounting Entry: Debit Credit Allowance for Uncollectable Pledges $ Pledges Receivable $ With this entry, you are reducing the Pledges Receivable balance to zero for this pledge and reducing the balance in the allowance account so it is not overstated. If your organization does NOT estimate uncollectable receivables, expense the bad debt pledge against the original revenue when it is determined to be uncollectable. The entry looks like this: Accounting Entry: Debit Credit Bad Debts Expense $ Pledges Receivable $ All Matching Gift Entries A donor works for ABC Corporation who has a matching policy for its employees. For every $ a donor gives to charity, ABC Corporation also gives $ (or a pledge similar to the donor s). Your accounting entries for any of these matching entries is exactly the same as ALL of the pledge examples so far. Transactions Involving Stocks Situations involving gifts and sales of stocks are organization specific. Here are some sample entries for guidelines, but actual entries vary among organizations. Also, remember the sale of stock items has to be coordinated between the general ledger accounting personnel and the development personnel when using Do Not Post entries in The Raiser s Edge if the general ledger personnel enter the transactions through Blackbaud's General Ledger. The current guidelines in accounting indicate the stock should be held in an asset account at fair market value on the date received. As the stock's value increases and decreases (while it is held by your organization), an asset account called Investment Gains and (Losses) is used to record the changes C-10 General Ledger Entries for The Raiser s Edge Gift Types Appendix C

246 in the value rather than debiting and crediting the original stock asset account. These types of gains and losses are called Unrealized Gains and Losses because the stock is held as an investment and has not been sold. When the stock is actually sold, the Unrealized Gains and Losses account is "zeroed out" and a final account, called Realized Gains and Losses, is debited (Loss) or credited (Gain). Your organization obtains the changes in value of the stock, and makes the Unrealized Gains and Losses entries from your monthly or quarterly investment statements. This retains the original value of the investment and shows on financial statements, along with the associated Unrealized Gains and (Losses) asset account, to clarify information. Otherwise, only the net asset account would show at its current value and you would have no way of knowing the original value of the stock. Unsold Stock, Sale Stock, Stock Gain, Stock Loss, Broker Fee Situations: To better illustrate the life of a stock gift/sale, assume the following transactions occurred in your organization. The dates of the transactions are listed first and the resulting entries follow /01/95 A donor gives your organization 10 shares of XYZ Corporation. Today, the value of the stock is $ (this is the value of the stock before any sale and before subtracting any fees associated with this sale /31/95 Your Investment Statement arrives showing the value of the stock as $ ($50.00 Unrealized Gain). For this example, the Statement contains a full year of activity. Normally, your organization receives statements monthly or quarterly and entries are made every time you get a statement /31/96 Your Statement arrives showing the value of the stock as $ ($10.00 Unrealized Loss) /15/97 Your organization sells the stock for $ and your broker s fee is 10% of the sale ($60.00). Accounting Entry: Debit Credit 1. Asset Investments $ Revenue Gifts Revenue $ The Raiser s Edge gift type = UNSOLD STOCK Appendix C General Ledger Entries for The Raiser s Edge Gift Types C-11

247 2. Asset Investment Gains and (Losses) $ Revenue Unrealized Gains and Losses $ The Raiser s Edge gift type = STOCK GAIN 3. Revenue Unrealized Gains and (Losses) $ Asset Investment Gains and (Losses) $ The Raiser s Edge gift type = STOCK LOSS 4. Asset Checking Bay Bank $ Asset Investments $ The Raiser s Edge gift type = STOCK SALE 5. Expense Broker Fees $ Asset Checking Bay Bank $ The Raiser s Edge gift type = BROKER FEE Note: Entries 4 and 5 are a little skewed since these are entries that would have been made in the general ledger if the entries are NOT posted from The Raiser s Edge. The general ledger accounting personnel needs to add the following entries in their system to complete the stock sale. Accounting Entry: Debit Credit 6. Asset Investments $ Revenue Realized Gains and Losses $ The General Ledger Entry - No Raiser s Edge Entry 7. Revenue Unrealized Gains and (Losses) $ Asset Investment Gains and (Losses) $ The General Ledger Entry - No Raiser s Edge Entry While entries 6 and 7 may seem strange they are necessary because of the way general ledger account numbers and gift types are set up in The Raiser s Edge. In the stock sale transaction, The Raiser s Edge entries credited the Investments account for the $ sales amount when the original investment account was debited for only $ (the original value of the stock at the time of donation). Also, The Raiser s Edge sales entries do not record the Realized Gain of $ on the stock sale transaction. Therefore, entry 6 is necessary to correct both of these account balances. Entry 7 is necessary because the Investment Gains and (Losses) asset account still has a debit balance of $40.00 and the Unrealized Gains and Losses revenue account still has a credit balance of $40.00 after entries 1 through 5 were made in The Raiser s Edge. These two accounts are temporary accounts used to keep track of the changes in value of the stock during the time it is held by the organization. Once the stock is sold, these temporary accounts are reduced to a zero balance (along with the original stock asset account). The final gain or loss is recorded in a final Realized Gains and Losses account. If The Raiser s Edge entries are set to a post status of DO NOT POST, the final general ledger entry, made by your General Ledger accounting C-12 General Ledger Entries for The Raiser s Edge Gift Types Appendix C

248 personnel to record the sale of the stock, would be as follows. This entry is a combination of entries 4 through 7. Accounting Entry: Debit Credit Checking Bay Bank $ Broker Fees $ Unrealized Gains and Losses $ Investments $ Investment Gains and (Losses) $ Realized Gains and Losses $ Membership Dues and Pledges Amounts treated as dues (contributions) are handled the same as the gift and pledge accounting entries, although you can use the Membership Dues or Membership Pledges gift types in The Raiser s Edge. If this is the case, you probably have an additional asset account called Memberships Receivable in place of Pledges Receivable and an additional revenue account called Membership Revenue in place of Pledges Revenue. The revenue accounts can also be deferred if you do not receive the dues, etc., until after the current fiscal year. The following excerpts from the Nonprofit Controller s Manual provide some additional information for accounting for membership dues. There are some instances when dues are actually donations (i.e., when a donor becomes a member of the local public television station for a contribution of $50.00), while other transactions are more correctly termed exchange transactions. In an exchange transaction, each party gives up or receives something of approximately equal value. The accounting for these exchange transactions is a handled differently than accounting for normal dues (contributions). Membership Dues Many nonprofit organizations receive dues from their members. Often, these receipts have elements of both contributions and exchange transactions because members typically receive tangible and intangible benefits from their membership in the organization. It may be difficult to quantify the value of the membership received by the member. The following criteria can be used to analyze and then properly record the transaction. Appendix C General Ledger Entries for The Raiser s Edge Gift Types C-13

249 The extent to which the request for dues describes them as providing benefits to the general public, or to the nonprofit organization s service beneficiaries. The extent to which benefits to members are of nominal value. The extent to which the nonprofit organization provides services to individuals who are not members, as well as to those who are members. The extent to which the duration of the benefits is not specified (i.e., the benefits are not limited to a defined period of time, after which additional dues are required to receive more benefits). The extent to which membership is available to the general public, rather than to individuals who meet certain criteria. Transactions with characteristics that match these criteria to a great extent would result in the recording of a contribution; those with characteristics that are a poor fit for these criteria imply that an exchange transaction, or elements of an exchange transaction, are present. After analyzing the characteristics of the transaction in terms of these criteria, the nonprofit organization may decide the event is an exchange transaction (resulting in the recognition of earned income or deferred revenue), a contribution (resulting in the recognition of contribution revenue), or both. For example, if membership dues to ABC NPO s parent organization cost $130.00, and the only benefit is a free yearbook that regularly sells for $30, ABC NPO should recognize$30.00 as deferred revenue when the dues are received and as yearbook sales revenue when the yearbook is delivered, and $100 contribution revenue. 3 1 FASB. Statement of Financial Accounting Standards No Accounting for Contributions Received and Contributions Made. Norwalk: Financial Accounting Standards Board of the Financial Accounting Foundation. June pg Stevens, Craig & Benson, Martha. Nonprofit Controller s Manual. Boston: WG&L/RIA Group pg. B Stevens, Craig & Benson, Martha. pg. B2-17 and B2-18. C-14 General Ledger Entries for The Raiser s Edge Gift Types Appendix C

250 A PPENDIX D The Raiser s Edge for the Web 3.0 User s Guide In This Chapter Introduction to The Raiser s Edge for the Web... 2 Checklist... 2 The Big Picture... 3 System Requirements... 4 RE:Web Considerations... 4 Location of Fields and Tabs... 5 RE:Web and Network Security Accessing RE:Web Internet Intranet Firewall Issues Examples of Security Options Pre-Installation Considerations Installation Procedure with an SQL Anywhere Database Post-Installation Setting Up Correct Security Privileges Accessing RE:Web Logging into RE:Web Registering RE:Web Navigating through RE:Web Glossary of Terms Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-1

251 Introduction to The Raiser s Edge for the Web The Raiser s Edge for the Web expands your office beyond the boundaries of a building or campus. Provided free of charge, The Raiser s Edge for the Web (hereafter referred to as RE:Web) puts you in touch with your donor records from anywhere in the world hotel rooms, conference centers, or even your home. You can use RE:Web to view and edit constituent information structured like the data in The Raiser s Edge for Windows (hereafter referred to as The Raiser s Edge). RE:Web has been tested to meet Year 2000 compliant criteria by using windowing. Please see Blackbaud s Year 2000 Product Guide for more information. Recent advances made in web development tools, and the web environment itself, have made it possible for Blackbaud to develop a more robust web management program for The Raiser's Edge. Checklist This guide will take you through the following steps: Pre-Installation Make sure you have the correct equipment See System Requirements on page 4. Set up your Internet connection. Install Microsoft Internet Information Server, version 4.0. Install Microsoft Internet Explorer, version 4.01 or higher. On Macintosh computers, set the time zone correctly. Plan your web and network security. Install The Raiser s Edge, version 6.41, on your server or workstation. We do not recommend installing The Raiser s Edge on your web server. D-2 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

252 Review the Pre-Installation Considerations on page 12. Installation Make sure you have a CD-ROM drive you can access. Know your Raiser s Edge engine name and database alias (if applicable). Know what server protocol you want to use. Separate web and database servers are required for the Oracle version of The Raiser s Edge database. Post-Installation Change the Supervisor password. Set up security privileges See page 21 for more information. Delete any sample virtual directories on production servers. Register RE:Web. Please read this entire guide before beginning the RE:Web installation. The Big Picture RE:Web is designed for the web. It delivers data from the database to the user through a web server. The data is then presented to a web browser (e.g., Internet Explorer, version 4.01) using web pages and forms. Changes to data can be made on the forms and sent back to the web server where it is processed, stored, and saved in the database. Separate Raiser s Edge database and web servers are required for Oracle versions. This will help improve performance, make configuring your security options easier, and help reduce potential software conflicts. A network connection between the two machines ensures data is transferred successfully among the database, web server, and browser. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-3

253 System Requirements Memory (RAM) Processor (CPU) Disk Space Operating System Web Server Recommendations * separate database and web servers are required 64 MB minimum. 128 MB recommended. Note: More memory can significantly improve performance. Pentium 133 MHz processor. Note: A faster processor can significantly improve performance, especially as the number of users increases MB. Microsoft Windows NT Server 4.0 installed with Microsoft Internet Information Server 4.0. Operating System Browser Workstation Recommendations Microsoft Windows 95, Windows 98, Windows NT 4.0, or Macintosh OS 8.1 or higher. Microsoft Windows Internet Explorer 4.01, Windows Internet Explorer 5.0, or Internet Explorer 4.01 Macintosh Edition. Note: Internet Explorer 4.5 Macintosh Edition is not supported. RE:Web Considerations To set up an Internet connection, contact your local Internet Service Provider (ISP). Your ISP can also register your domain name. For the server, RE:Web is developed to run on Microsoft s Internet Information Server (IIS), version 4.0. For the client browser, Microsoft s Internet Explorer (IE), version 4.01 or higher, is required. IIS, version 4.0, automatically installs the correct version of IE to your web server. RE:Web requires a mouse to navigate some fields and screens. D-4 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

254 IE 4.01 has been tested and certified by Blackbaud to work reliably with RE:Web. Other browsers may not display or operate correctly with RE:Web. A permanent connection between your web server and Raiser s Edge database is required. Please read the Security section of this guide for important information on setting up and maintaining your web environment. Separate web and database servers are required for Oracle versions. Blackbaud does not accept any responsibility for incursion into your system. You should use knowledgeable technical staff or consulting services to determine your organization s needs. Location of Fields and Tabs RE:Web allows you to view and change information in The Raiser s Edge database using an interface similar to Constituent Management. Knowledge of Constituent Management will help you navigate and use RE:Web. This section explains differences in the RE:Web interface and Constituent Management functionality. When using RE:Web, you should keep in mind this additional module is actually a web site and not a Windows application. Certain functionality you are used to in The Raiser s Edge will operate differently in RE:Web due to the differences in the web site environment. The following is a list of the differences in functionality in the web environment. You will need to add dashes to social security numbers. You will need to click Auto Apply on the Outstanding Pledges screen to associate a payment with a pledge. You should also fill in the campaign information manually. You will need to type the alternate address instead of copying it from the home address and type the employment information instead of copying it from the business information. Code tables can be changed only from The Raiser s Edge Configuration module, not RE:Web. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-5

255 When tables are displayed in RE:Web, they will be listed in the table order as specified in The Raiser s Edge Configuration module. On Macintosh computers only, long table entries in drop-down fields may extend beyond your view of the field. On Windows computers only, you can access table entries quickly by typing the first letter of the item you are looking for in the list. The program highlights the first table entry starting with that letter. If that is not the entry you wish to choose, press the first letter again to highlight the next item starting with that letter. Continue pressing the first letter of the item until the correct item is highlighted. You can also use the down arrow on your keyboard to scroll through the list of table entries. If a drop-down list in Campaigns, Funds & Appeals contains more than 25 table entries, a lookup button displaying as binoculars appears instead of the drop-down arrow. Click the binoculars to locate table entries. The define optional column feature for selection lists is not available. Click an entry in a table to view relationship and affiliation details. Lookup buttons to search for constituents and link records replace F7 and F3 hotkeys. Date and currency formats displayed within RE:Web are based on web server settings. Preferences for individual workstations and user accounts do not carry over to RE:Web. This means colors and warnings set up on the Preferences tab will not be available. If you set your ENTER key to advance the cursor to the next field in The Raiser s Edge, only the TAB key will advance the cursor in RE:Web. Using the TAB key to advance to the next field on a screen still saves you time, but the cursor does not blink in some fields and tables, especially with drop-down lists and lookup options. The TAB key may advance in a different order to the next field on some screens. Some drop-down lists have descriptions that extend past the display area. The full description is still entered in the database correctly. If you press ESC or click Stop while a page is downloading, you may receive partial information only and have unpredictable results. D-6 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

256 The Back button works with information (called cache) loaded on specific pages when you select that page. When you select Back, the last page with cache information is the one that will appear. This means the last page you were on is not necessarily the page that will appear when you select Back. With Windows IE 4.01, some pages may split. Refresh the screen to see all details. Although a Windows NT 4.0 Workstation allows 10 concurrent users, web applications make use of multiple "connections" to load the information as fast as possible and the number of actual users may be less than 10. Due to this limitation, a Windows NT workstation should not be used as a web server. Options found on the toolbar, such as Save and Delete, are located in the top right corner of the screen. Save will save the entry, close it, and bring you back to first page of that tab. Delete is available when you edit a record. To save any changes made to a record, you must use the Save button on that screen. Information will be lost if you exit a page without saving. On Macintosh computers only, you will not be prompted to save changes. The bookmark function is not available with RE:Web, but the most recently accessed constituents are available on the home page. Giving history workstation preferences (e.g., different colors for gift types, postfix text) are not supported in RE:Web. Drop-down lists containing campaigns, funds, or appeals will display either the campaign or fund ID. For example, the appeal The 1999 Golf Tournament will list the campaign or fund ID entered in Campaigns, Funds & Appeals, Golf In general, if you do not have access to a page, then that page is not shown. For example, if a user is restricted from access to gifts, the gifts option will not be available on the navigation menu. If you have read-only rights to data on a page, then the Save button is not displayed. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-7

257 Grids for telephone numbers, appeals, constituencies, solicitors, campaigns/funds, and addressee/salutations have different methods of deleting data. You can delete an entry by selecting the blank table entry and then clicking Save. You can also delete an entry by highlighting it and then clicking to the right of the table. Constituent attributes are located under Bio, General. To delete an attribute, open the attribute entry you want to delete and click Delete on that screen. The item is deleted when you click Save. When you open a group of constituent records with a query, use the arrows to navigate through the records. To see records not in the group, close the group (by returning to the RE:Web home page) and search for other records to open. These arrows appear only when you open a group. Gift records cannot be opened as a group and, therefore, scrolling from gift record to gift record is not possible in RE:Web. Duplicate search is not available with RE:Web. We suggest you look for an existing record before entering information for a new constituent. Use the Bank button under Bio1 to add a bank and/or branch. Only one selected bank and branch can be added to the database at a time. If you add a new branch to a bank, the message on the branch will change to say Edit new branch. At this point, you can change the branch details before they are committed to the database. And, if you type in a specific Transit/Routing number or use the lookup button, all new bank/branch details are discarded. More Bio contains the same information, except for constituency codes, as the Bio 2 tab in The Raiser s Edge (see next bullet). Constituency codes are located on a separate tab called Constituency under Bio. When adding a solicitor to a gift, the list of assigned solicitors is available; however, the date range for which they are assigned is not available. Mailing information (All Mail, Selected Mail, and No Mail) from the More button in The Raiser s Edge is on the More Address Info tab on the address screens in RE:Web. D-8 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

258 Solicitor Information is located under Solicitor on the navigation menu. You can designate which solicitors are assigned to each constituent under Assignments. You can designate a constituent as a solicitor under Campaigns and Funds. Also, you can create campaigns or funds to which the solicitor is assigned a monetary goal, and specify to whom the solicitor reports. Historical EFT information is available on the Giving History and EFT screens. You must apply payments and edit an EFT record in The Raiser s Edge. Gifts are added and edited under Giving History. Installments are entered into the Installment grid in date order. There is no Insert button on the Installments screen. You cannot write off a pledge when it is associated with an EFT. You cannot convert a cash-pledge payment gift to a gift aid. This applies to the UK version only. You can split gifts among funds, but once the split fund page has been accessed, the Amount and Fund fields on the Gift form are disabled. You can edit the amount on the Split Gift tab. When saving a gift, warnings about funds, campaigns, or appeals being out of date are not shown. The system adds the gift even if the Gift Date is not within the date range of the campaign, fund, or appeal. When applying a gift to a pledge, only the required fields are added to the new gift. When adding installments to an existing pledge without installments, the Load Defaults button is not shown. However, the Reschedule button will perform the same function and allow you to set the installment frequency and schedule. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-9

259 RE:Web and Network Security One of the most important decisions you will have to make when planning the configuration of RE:Web is how to allow secure access to your database from your web server. With the variety of possible network configurations, this becomes a complex issue with many solutions. This section outlines basic issues to provide you with information you need to make decisions for your organization. We recommend you discuss these options with your Network Administrator, Firewall Vendor, or Internet Service Provider. Accessing RE:Web Will your users be physically located outside the organization or located inside? There are two possible options for accessing RE:Web. Internet RE:Web can run on a web server visible on the Internet through your ISP, allowing you to access the web site from a browser through an Internet connection provided by an ISP (e.g., America Online). With this method, others will be able to see your web site but will be unable to log on without a Raiser s Edge login name and password. You will want to have a firewall in place to prohibit unauthorized access to your internal network through your organization s Internet connection. If such a firewall exists between the web server and your internal network, then you must consider how you will allow access to your Raiser s Edge database from your web server. This is discussed further in the Firewall Issues section of this guide. Intranet RE:Web can run on a web server within your organization accessible only to those logged onto your internal network. This method is the most secure, since all users will have to be authenticated as valid users of your internal network before gaining access to RE:Web. This solution requires users located outside your organization to dial into your network. This may not be feasible for a large number of simultaneous users, depending on your hardware available for such access. Blackbaud uses this method to permit travelling employees access to our internal web applications. D-10 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

260 Firewall Issues If you plan to install RE:Web on an Internet server, you need to consider where to place the database. Users within your organization probably access The Raiser s Edge database through The Raiser s Edge application and its modules (Constituent Management, Reports, etc.). For this reason, your database most likely needs to be on your organization s network, behind the firewall. This is the safest place for your database and reduces the chances of unauthorized access. How do you allow the web server to access the database through the firewall? There is more than one option or combination of options to accomplish this and you need to consider all of them carefully. Your options depend on the make and model of your firewall software. Work with knowledgeable technical staff or consulting services to determine your organization s needs. A Firewall Vendor and Internet Service Provider may also have good suggestions. Listed below are a few possible options. Blackbaud does not accept any responsibility for incursion into your system. It is your organization s responsibility to ensure your system is secure. Work with a firewall security consultant to decide the best way to set up your system. Examples of Security Options Open a pinhole in your firewall. A pinhole is created by allowing access only through a particular port in your firewall. In the case of RE:Web, you can allow database transactions to pass through the port assigned only to your Oracle database. The conversation between The Raiser s Edge database and the client (in this case, the web server) is carried out on a specific TCP/IP port. You can change the default port when you start the database and adjust the clients accessing the database. If your firewall supports it, you can allow a pinhole on this port. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-11

261 Some firewalls have a feature known as packet filtering. This option permits specific IP addresses to have access through your firewall. All your internal computers have IP addresses within a pre-defined InterNIC range. Packet filtering allows computers with these pre-defined IP addresses to access internal machines (in our case, the database server) from the web server through the firewall. A filter is added between the web server and the Internet to prohibit access to the web server unless a pre-defined address is used. Use Secure Socket Layer (SSL). This option is available as a part of your IIS program. SSL encrypts all data passing between the web browser and the client. The data is secure while in transit through the firewall and decrypted once the client accesses it. Pre-Installation Considerations To install RE:Web, you must first have IIS, version 4.0, installed. You can download this program from Microsoft s web site at default.asp. For information on setting up and configuring your web server, go to We recommend you install the Internet Service Manager while installing IIS. This is available through the custom setup when you download IIS 4.0. Install The Raiser s Edge, version 6.41, before installing RE:Web. Separate Raiser s Edge database and RE:Web web servers are required. Log into Constituent Management in The Raiser s Edge at least once before installing RE:Web. Make sure you have read the Firewalls Issues section in this guide to understand and make important decisions about security issues. On Macintosh computers, make sure your time zone has been set under Control Panel, Date and Time. The program uses this setting to calculate dates. D-12 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

262 RE:Web should be viewed on monitors with an 800 x 600 or higher resolution. If you installed RE:Web 1.0, you can install RE:Web 3.0 without conflict. However, if you would like to uninstall RE:Web 1.0 before installing RE:Web 3.0, follow these procedures: 1. From your web server s Control Panel, click Add/Remove Programs. 2. Scroll through the programs until you see The Raiser s Edge for the Web, and highlight it. 3. Click Add/Remove to uninstall the program. After the procedure is finished, make sure the c:\inetpub\scripts\re_web and c:\inetpub\wwwroot\re_web files have been deleted, and the System DSN (called rewebserver32) has been removed. By default, RE:Web 3.0 will uninstall RE:Web 2.0. If you want to keep RE:Web 2.0, please contact technical support. Installation Procedure with an SQL Anywhere Database 1. From your web server, insert the Blackbaud CD into the CD-ROM drive. 2. From Windows NT 4.0, select Run from the Start button on the taskbar and type D:\REWEB\SETUP.EXE, where D is the location of (or complete path to) the CD-ROM drive. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-13

263 3. The Welcome screen appears. The screen gives you a final warning to exit all Windows programs before running the setup program. Click Next to continue. D-14 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

264 4. The Database screen appears. Mark the SQL Anywhere option. Click Next to continue. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-15

265 5. The SQL Anywhere Database Engine Name screen appears. Enter your database Engine name. The default is the name provided with The Raiser s Edge installation program. The DB Alias name defaults as blank. If you named your database when you installed the program, you need to provide the RE:Web installation program with the alternative name. Click Next to continue. D-16 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

266 6. The Server Protocol Options screen appears. Select your server protocol: TCP/IP, IPX, or NetBIOS. Click Next to continue. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-17

267 7. The Select Directory screen appears. Specify the directory where you want to install the RE:Web server application files. The default location is C:\REWEB3. Use Browse, if necessary, to select a new location. Click Next to begin installing files and creating the virtual directory. D-18 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

268 8. The Select REWeb Program Folder screen appears. Specify the name of the RE:Web folder that will be created. The default is The Raiser s Edge for the Web. You can change the name or choose from an existing folder in the list. Click Next to begin installing RE:Web. 9. A status screen displays information on the installation process. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-19

269 10. When the installation is finished, the Setup Complete screen appears. Click Finish. Follow the instructions in the Accessing, Logging into, and Registering sections of the RE:Web 3.0 User s Guide to begin using RE:Web. Note: We strongly recommend setting up security privileges for RE:Web as soon as you finish the installation process. See page 21 for more information. D-20 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

270 Post-Installation Setting Up Correct Security Privileges After installing RE:Web, you need to delete any sample virtual directories for systems with a production server and you need to set access privileges to some files from Windows Explorer. For security reasons, you should install the RE:Web files to an NTFS formatted drive on your server. This gives you more control over the security access of your web server files. FAT formatted hard disks are not secure. The following instructions assume you are operating your web server with an Anonymous User account. The RE:Web setup program gives the Anonymous User access to the RE:Web IIS application. The RE:Web setup program also defaults the Anonymous User to the same Anonymous User account created by the IIS setup program. If you do not want to use anonymous access, you can disable it after the RE:Web install, but make sure you follow the instructions below to grant appropriate privileges to Windows NT users accessing RE:Web. 1. Determine which account is used when users log into the web server as an Anonymous User. The Anonymous User account is used by all web browsers when accessing files on the web server. File and directory security rights you grant to this account will be the rights all individuals accessing your web server have while browsing RE:Web. This account is typically a local Windows NT account on the server with the name IUSR_<machine name>. a. Open the Internet Service Manager and select the REWEB3 folder. b. Right click and select Properties. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-21

271 c. Select the Directory Security tab on the REWEB3 Properties screen. d. Click Edit in the Anonymous Access and Authentication Control frame. The Authentication Methods screen appears. Depending on how you have configured security on your web server, one or more of these options will be marked. If you wish to allow Anonymous access, make sure the Allow Anonymous Access checkbox is marked (the RE:Web setup marks this by default). D-22 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

272 e. Click Edit. The Anonymous User Account screen appears. The Windows NT User Account currently selected as the Anonymous User is shown in the Username field. Note the Username listed (in this example, IUSR_MICHAELA_NT40). 2. Open Windows Explorer or My Computer and locate the directory where you installed RE:Web. The default directory is C:\REWEB3. Open the REWEB3 folder to see the following subdirectories. 3. Select the DLL folder. 4. Right click and select Properties. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-23

273 5. Select the Security tab on the dll Properties screen. 6. Click Permissions. The Directory Permissions screen appears. D-24 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

274 7. Add an Anonymous User account to this list and give the account read and execute rights to the directory and files. a. To do this, click Add. The Add Users and Groups screen appears. b. In the List Names From field, select your web server computer from the list. c. Click Show Users. The Anonymous User account should be listed. d. Select Anonymous User and click Add to add it to the list. Make sure Type of Access is set to Read. e. Click OK. You should now see the user in the list. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-25

275 8. Select the user. In the Type of Access field, select Special Directory Access. The screen to the right appears. Make sure the Read (R) and Execute (X) checkboxes are the only ones marked. 9. Click OK to return to the previous screen. 10. In the Type of Access field, select Special File Access. The screen to the left appears. Again, make sure the Read (R) and Execute (X) checkboxes are the only ones marked. 11. Click OK three (3) times to return to Windows Explorer or My Computer. 12. Repeat steps 4 through 7 for the Database folder, this time assigning Read (R) and Write (W) privileges to the Anonymous User. D-26 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

276 Accessing RE:Web RE:Web has been added to your Program menu. Select Programs, The Raiser s Edge for the Web from the Start menu. Select REWeb3 to go to the login screen for RE:Web. The other options will help you easily access Blackbaud s Home Page, register RE:Web over the Internet, and access Blackbaud s Support web page. To access RE:Web from Windows IE, type in the URL Address box. Replace webservername with the name of machine where you installed RE:Web. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-27

277 Logging into RE:Web Note: All Blackbaud customers are sent the same Supervisor account with Admin password. If you have set up your system to run on an Internet, your database is now accessible through the Internet. It is very important to make sure you have changed the original password to another password. After you access RE:Web, the login screen appears. Type your Raiser s Edge user name and password. We strongly recommend you log out of RE:Web as soon as you are done working in it. This helps the web server and database process changes faster. This also prevents the program from locking your user name, which would not allow you to log into The Raiser s Edge. Clicking, as you can in The Raiser s Edge, does not log you off RE:Web. Registering RE:Web It is important to register your RE:Web software with Blackbaud. This ensures you receive notification of updates to software as soon as they become available. This also helps us support your organization when you, or another user of RE:Web, call in with a question. Please take a moment to verify the information is correct on the Registration screen and either or fax it to us immediately. D-28 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

278 After you log into RE:Web the first time, a Registration screen appears to verify the Organization Name and Serial Number. If you do not choose to register the software the first time you log in, the registration screen will appear every time you log in. You can also access the page from the Programs menu, as shown here. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-29

279 Navigating through RE:Web Navigating through RE:Web is easy once you understand where standard toolbars and navigation screens are located. See the diagram below for descriptions of parts of the screen. Internet Explorer toolbar RE:Web "tabs." These are the same entries you are used to seeing as a bank of tabs across The Raiser s Edge screens. Click next to entries with an arrow to see subentries. Home: brings up the page where you can choose another constituent. Open: brings up the Search screen. Logoff: logs you out of RE:Web. Help: brings up information specific to RE:Web. For information on Raiser s Edge functions, see your Raiser s Edge User s Guide. We recommend you use the Fullscreen option to see the most information on the screen. F11 also changes your screen to Fullscreen. Make sure you click Save before leaving this screen or you will lose all information you just entered. Other buttons shown on the RE:Web screens are defined as your cursor passes over each button. D-30 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

280 Glossary of Terms Understanding the language in this RE:Web User s Guide can be difficult. We hope this glossary can help you decipher some of the terms. All definitions are from the PC Webopaedia, an on-line encyclopedia you can access at ASP Short for Active Server Pages, a specification for a dynamically created web page with an.asp extension that contains either Visual Basic or Jscript code. When a browser requests an ASP page, the web server generates a page with HTML code and sends it back to the browser. ASP pages are similar to CGI scripts, but they enable Visual Basic programmers to work with familiar tools. Cache A memory cache, sometimes called a cache store or RAM cache, is a portion of memory made of high-speed static RAM (SRAM) instead of the slower and less expensive dynamic RAM (DRAM) used for main memory. Memory caching is effective because most programs access the same data or instructions over and over. By keeping as much of this information as possible in SRAM, the computer avoids accessing the slower DRAM. Domain A group of computers and devices on a network. Domain name A name that identifies one or more computers on the network. Encrypted The translation of data into a secret code. Encryption is the most effective way to achieve data security. FAT Short for File Allocation Table. The operating system uses this table to locate files on a disk. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-31

281 Firewall A system designed to prevent unauthorized access to or from a private network. Firewalls can be implemented in both hardware and software, or a combination of both. Firewalls are frequently used to prevent unauthorized Internet users from accessing private networks, especially Intranets, connected to the Internet. All messages entering or leaving the Intranet pass through the firewall, which examines each message and blocks those that do not meet the specified security criteria. FTP Short for File Transfer Protocol, the protocol used on the Internet for sending files. HTML Short for HyperText Markup Language, the authoring language used to create documents on the World Wide Web. IE Short for Internet Explorer. Microsoft s web browser enables you to view web pages. IE is a graphical browser, which means it can display graphics as well as text. It can also present multimedia information, including sound and video. IIS Short for Internet Information Server, Microsoft s web server that runs on Windows NT platforms. In fact, IIS comes bundled with Windows NT 4.0. Because IIS is tightly integrated with the operating system, it is relatively easy to administer. However, IIS is currently available only for the Windows NT platform, whereas Netscape s web servers run on all major platforms, including Windows NT, OS/2, and UNIX. Internet A global network connecting millions of computers. As of 1998, the Internet has more than 100 million users worldwide, and that number is growing rapidly. More than 100 countries are linked into exchanges of data, news, and opinions. Internet Service Provider See ISP. D-32 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

282 InterNIC A collaborative project between AT&T and Network Solutions, Inc., (NSI) supported by the National Science Foundation. The project currently offers the following four services to users of the Internet. InterNIC Directory and Database Services online white pages directory and directory of publicly accessible databases managed by AT&T. Registration Services domain name and IP address assignment managed by NSI. Support Services outreach, education, and information services for the Internet community managed by NSI. Net Scout Services online publications managed by NSI that summarize recent happenings of interest to Internet users. Intranet A network within an organization accessible only by the organization's members, employees, or others with authorization. IP address An identifier for a computer or device on a TCP/IP network. Networks using the TCP/IP protocol route messages based on the IP address of the destination. The format of an IP address is a 32-bit numeric address written as four numbers separated by periods. Each number can be zero to 255. For example, could be an IP address. IPX Short for Internetwork Packet exchange, a networking protocol used by the Novell NetWare operating systems. ISP Short for Internet Service Provider, a company that provides access to the Internet. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-33

283 NetBIOS Short for Network Basic Input Output System, an application programming interface (API) that augments the DOS BIOS by adding special functions for local area networks (LANs). Almost all LANs for PCs are based on the NetBIOS. Some LAN manufacturers have even extended the NetBIOS, adding additional network capabilities. NTFS Short for NT File System. Windows NT uses this system to help keep track of the files on the computer Protocol An agreed-upon format for transmitting data between two devices. The protocol determines the following: the type of error checking to be used data compression method, if any how the sending device will indicate it has finished sending a message how the receiving device will indicate it has received a message RE:Web The Raiser s Edge for the Web is an optional module that allows users to access your Raiser s Edge database. TCP/IP Short for Transmission Control Protocol/Internet Protocol, the suite of communications protocols used to connect hosts on the Internet. TCP/IP uses several protocols, the two main ones being TCP and IP. TCP/IP is built into the UNIX operating system and is used by the Internet, making it the de facto standard for transmitting data over networks. Even network operation systems with their own protocols, such as NetWare, also support TCP/IP. URL Short for Uniform Resource Locator, the global address of documents and other resources on the World Wide Web. D-34 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

284 Username A name used to gain access to a computer system. Usernames, and often passwords, are required in multi-user systems. In most such systems, users can choose their own usernames and passwords. Virtual directory A directory name used in an address that corresponds to a physical directory on the server. Web browser A software application used to locate and display web pages. The two most popular browsers are Netscape Navigator and Microsoft Internet Explorer. Web server A computer that delivers (serves up) web pages. Every web server has an IP address and possibly a domain name. Any computer can be turned into a web server by installing server software and connecting the machine to the Internet. WWW A system of Internet servers that support specially formatted documents. The documents are formatted in a language called HTML (HyperText Markup Language) that supports links to other documents, as well as graphics, audio, and video files. This means you can jump from one document to another simply by clicking on hot spots. Not all Internet servers are part of the World Wide Web. Appendix D The Raiser s Edge for the Web 3.0 User s Guide D-35

285 D-36 The Raiser s Edge for the Web 3.0 User s Guide Appendix D

286 A PPENDIX E The Raiser s Edge for Windows Auto Installation In This Chapter About Auto Installation... 2 Setting Up the Auto Install... 2 ShowWelcomeScreen... 4 ShowRegistrationScreen... 5 DatabaseDirectory... 6 ProgramFilesInstallationDirectory... 7 CrystalReportsInstallationDirectory... 8 InstallCrystalReports... 9 ShowInstallationOptionsScreen ShowStartCopyingScreen ShowCompleteMessage CreateSetupIcon CreateAutoInstallINISetting Appendix E Auto Installation E-1

287 About Auto Installation This appendix contains information for updating the installation of your Raiser s Edge for Windows software. When you follow these procedures, your users need only click Setup and the installation can run from start to finish with no additional input. In addition, the software can be configured to notify users that an updated version of the program is available on your network. When updating The Raiser s Edge, follow the general recommendations found at the beginning of this book. We strongly recommend the Windows operating system be installed locally on each workstation. This configuration allows for easier installation and better performance. Auto install is used only for a multi-user network. You will not see the Configuration screen or the Multi-User Setup screen. Setting Up the Auto Install Use the following information to set up the auto installation for updating The Raiser s Edge. Copy the install CD to a network directory accessible by all workstations. Create a file named ADMIN.INI in that directory. This file contains the settings the update program uses so you can bypass screens in the update. Be sure to use MS-DOS file naming conventions when specifying file names in your INI settings. That is, a file name should be no more than eight characters with a three-character file extension. E-2 The Raiser s Edge Auto Installation Appendix E

288 For example, assume your server name is BLACKBAUD, the database name is RE, and the RE.DB file is located in G:\REWIN\SERVER. For the auto install to run without a user seeing any screens during the process, your file would look like this: [General] CommandLineParams = srvr=blackbaud db=re ShowWelcomeScreen = No ShowRegistrationScreen = No DatabaseDirectory = G:\REWIN\SERVER ProgramFilesInstallationDirectory = D:\REWIN CrystalReportsInstallationDirectory = D:\REWIN\REPWRITE InstallCrystalReports = No ShowInstallationOptionsScreen = No ShowStartCopyingScreen = No ShowCompleteMessage = No CreateSetupIcon = Yes CreateAutoInstallINISetting = Yes Remember that your ADMIN.INI settings for the server name and database name take precedence over settings users enter in the Run command line. Note: If you omit a setting in the ADMIN.INI file, the Auto Install reads it as an invalid value, and the screen for that setting appears. For example, if you omit the ShowWelcomeScreen setting, the Welcome screen appears. Appendix E Auto Installation E-3

289 ShowWelcomeScreen ShowWelcomeScreen. Use this setting to specify whether the program displays the Welcome screen during installation. Valid values are as follows: No = Do not display screen. {anything else} = Display screen. For example, if you do not want the program to display the Welcome screen during setup, use ShowWelcomeScreen = No. E-4 The Raiser s Edge Auto Installation Appendix E

290 ShowRegistrationScreen ShowRegistrationScreen. Use this setting to specify whether the program displays the Registration screen during installation. Valid values are as follows: No = Do not display screen. {anything else} = Display screen. For example, if you do not want the program to display the Registration screen during setup, use ShowRegistrationScreen = No. Note: The Name and Company fields are filled in from the Win.INI file on the workstation. If either of these fields cannot be populated, the Registration screen appears regardless of the value of ShowRegistrationScreen. Appendix E Auto Installation E-5

291 DatabaseDirectory DatabaseDirectory. Use this setting to specify the location of the database for a workstation so you do not see the Select Database Directory screen during installation. Be sure to use a valid path to the RE.DB in your setting. For example, to specify the REWIN database path on a server, use DatabaseDirectory = G:\REWIN\SERVER. Note: If the specified path is not valid or if it does not contain an RE.DB file, the Select Database Directory screen appears. E-6 The Raiser s Edge Auto Installation Appendix E

292 ProgramFilesInstallionDirectory ProgramFilesInstallionDirectory. Use this setting to determine the installation paths for program files on a workstation so you do not see the Install Program Files/Crystal Reports screen during installation. A valid value is any valid path you want to use for program files. For example, to specify the REWIN path, use ProgramFilesInstallionDirectory = C:\REWIN. Note: If the specified path does not exist, the program creates the path. If you leave the ProgramFilesInstallionDirectory setting blank, the auto install reads the blank as a path that cannot be created. A message alerts you to this, and the Install Program Files screen appears. Note: If you leave the ProgramFilesInstallionDirectory setting blank, but set InstallCrystalReports to No, the Install Program Files screen still appears, but the Crystal Reports Installation Directory frame is not visible. For more information, see pg. E-9. Appendix E Auto Installation E-7

293 CrystalReportsInstallationDirectory CrystalReportsInstallationDirectory. Use this setting to determine the installation path for Crystal Reports on a workstation so you do not see the Install Program Files/Crystal Reports screen during installation. A valid value is any valid path you want to use for the installation of the Crystal Reports files. For example, to specify the REWIN path, use CrystalReportsInstallationDirectory = C:\REWIN\REPWRITE. Note: If the specified path does not exist, the program creates the path. If it cannot be created, a message alerts you and the Install Program Files/Crystal Reports screen appears. If you leave the ProgramFilesInstallDirectory setting blank, the auto install reads the blank as a path that cannot be created. A message alerts you to this, and the Install Program Files/Crystal Reports screen appears. E-8 The Raiser s Edge Auto Installation Appendix E

294 InstallCrystalReports InstallCrystalReports. Use this setting if you do not want the program to install Crystal Reports on the workstation. Valid values are as follows: No = Do not install Crystal Reports. {anything else} = Install Crystal Reports. For example, for the program not to install Crystal Reports, use InstallCrystalReports = No. Note: If you set InstallCrystalReports to No, the program ignores the setting for CrystalReportsInstallationDirectory. Note: If you set InstallCrystalReports to No, but leave the ProgramFilesInstallionDirectory setting blank, the Install Program Files screen still appears, but the Crystal Reports Installation Directory frame is not visible as above. Appendix E Auto Installation E-9

295 ShowInstallationOptionsScreen ShowInstallationOptionsScreen. Use this setting to specify whether the program displays the Select Program Installation Options screen. Valid values are as follows: No = Do not display screen. {anything else} = Display screen. For example, to specify not to show the Select Program Installation Options screen, use ShowInstallationOptionsScreen = No. Note: When the Select Program Installation Options screen is not displayed, the program installs all components. If there is not enough disk space to install the components, a warning message appears. If you click Yes, the installation continues. If you click No, the Select Program Installation Options screen appears, regardless of the INI setting. You can then select components you want to install. From the Select Program Installation Options screen, click Back or Next to continue the installation. E-10 The Raiser s Edge Auto Installation Appendix E

296 ShowStartCopyingScreen ShowStartCopyingScreen. Use this setting to specify whether the program should display the Start Copying Files screen during installation. Valid values are as follows: No = Do not display screen. {anything else} = Display screen. For example, to specify not to display the Start Copying Files screen, use ShowStartCopyingScreen = No. Appendix E Auto Installation E-11

297 ShowCompleteMessage ShowCompleteMessage. Use this setting to specify whether the program should display the Information message upon completion of the installation. Valid values are as follows: No = Do not display message. {anything else} = Display message. For example, to specify not to display the Information message, use ShowCompleteMessage = No. E-12 The Raiser s Edge Auto Installation Appendix E

298 CreateSetupIcon CreateSetupIcon. Use this setting to specify whether the program creates an icon to use for running the Setup program. Valid values are as follows: Yes = Create the icon. {anything else} = Do not create the icon. For example, to specify that the program create a setup icon, use CreateSetupIcon = Yes. Note: If the value is anything other than Yes, or if you omit the CreateSetupIcon setting from the ADMIN.INI file, the program deletes the icon if it already exists. Appendix E Auto Installation E-13