This help manual is still being built. Yellow highlighted entries are either not yet finished or need to be updated with recent changes to the software.
 
1. USERNAMES
1.1. Signing In
1.2. Setting up New Users
1.3. Security Levels
1.4. Last Logged In Date
 
2. RECORDS
2.1. Search for Records
2.1.1. Name
2.1.2. Address
2.1.3. Email
2.1.4. Phone
2.2. Master Records
2.2.1. Master ID #
2.2.2. Households
2.2.3. Organizations
2.2.4. Name
2.2.5. SortBy field
2.2.6. Address
2.2.7. Email
2.2.8. Phone
2.2.9. Types of Mailings / Phone / Emails to recieve
2.2.1. Master Flags
2.2.12. Never Contact
2.2.13. Overview page fields
2.2.14. Snapshots
2.2.15. Splitting Records
2.2.16. Combining Records
2.2.18 Delete Records
2.3. People Records
2.3.1. Person Name Fields
2.3.2. Person Work/School Fields
2.3.3. People Flags
2.6. General Reports
 
3. MAILING LISTS
3.2. Marking records for receiving Mass Mailings
3.3. Building complex Mailing Lists
Section 02.02.06.
Address

You can create multiple Addresses for any Master Record in the database. To view/edit/add these addresses, use the CONTACT INFO icon on the top menu when you are inside a Household or Organization record. You will then be able to add and edit each address, one at a time.

Only one address for each Master Record should be the ''Preferred'' address. This is the address that will automatically appear on the front page of the Master Record, and will be used in all mailing list reports. All other addresses will be considered ''Current.'' In rare circumstances you may want to have multiple ''Preferred'' addresses, but remember when you pull a report, you will be sending them multiple mailings.

The address portion of each Address tab consists of Address, City, State, and Zip fields. An address will ONLY appear on a Mailing List if the following requirements are met: Its Status is marked as PREFERRED, it has a Street Address (Address1), and the Do Not Use checkbox is NOT selected.

Address Fields are:
  • TYPE:   Is this their HOME, WORK or OTHER type of address? Each Master Record can have an unlimited number of Addresses of any type. The default Address Type of Family and Individual's records is Home, the default Type of Organizational records is Work. There is one more Type of Address - Other. This could be used in whatever way you find most useful for your organization.

  • STATUS:   Is this address PREFERRED, CURRENT or REMOVED. Each record will have a PREFERRED address that all Mailing Lists will use. If a record has more than one PREFERRED address, they will appear more than once on a Mailing List. It''s up to you if you want to keep removed address in the database, or if you simply type the new address over the old one.

  • WHO:   If this address is specific to only one person on this Master Record, select that person here.

  • DO NOT USE:   Use this checkbox and note field to keep an address from being used on a Mailing List
    • .
  • ORGANIZATION / ATTENTION: If this is a Household's Work address, list the name of his/her Organization/Company here so it appears on a Mailing List. If this is an Organization put the name of who at the organization this should be addressed to - the 'Attention' line of the address.

  • STREET ADDRESS:   This is the street address. It should NOT include the apartment or suite number. While the Post Office accepts many variations on mail, the preferred mailing abbreviations will be listed on the right side of your address edit page. Before running a Mailing List you will need to standardize all of your addresses to the POst Office's preferences. It's best to enter all addresses according to their guidelines so you'll spend less time cleaning them up when you run a Mailing List.

  • APT/STE:  List the apartment ('Apt #4'), suite ('Ste 2') or unit ('Unit B')

  • CITY:   There is no default city. The only recommendation in entering cities is to spell out everything, including 'Saint' instead of the common abbreviation 'St.'

  • STATE:   In which state does this address reside? By default, this will be the same state as your organization on all new addresses.

  • ZIP:  Either 5-digit and extended zipcodes can be entered. Include a dash in the zipcode when entering the extended zip. Reports can be run on 5-digit zipcodes or extended zipcodes.

  • COUNTRY:   The Country field will, by default, be ''USA.'' This data NOT appear on any Mailing Lists UNLESS this field is something other than USA. In other words, when you pull a Mailing List this column will be blank except for addresses in foreign couontries. That way your US addresses will simply end with their zip codes, but foreign address will include their countries


To print an envelope for a single Master Record, use the small envelope icon at the bottom of each Address tab.

Related Topics:
  • Master Records
  • Master ID #
  • Households
  • Organizations
  • Name
  • SortBy field
  • Email
  • Phone
  • Types of Mailings / Phone / Emails to recieve
  • Master Flags
  • Never Contact
  • Overview page fields
  • Snapshots
  • Splitting Records
  • Combining Records
  • Adding Records
  • Delete Records



    •  
    4. COMMUNICATIONS
    4.1. Entering Calls, Mailings, Meetings and other Communications History
    4.2. Mass Mailings / Mass Communications
    4.3. Appeals
    4.3.1. Adding/Editing an Appeal
    4.3.4. Running a Cost-Benefit Analysis
    4.5. Communication Reports
     
    5. DONATIONS / GIFTS
    5.1. Processing Donations / Donation Wizard
    5.1.1. Donation Type
    5.1.2. Editing a Donation
    5.1.3. Donation Fields
    5.1.4. Deleting a Donation
    5.1.5. LastDonated fields
    5.1.6. Pledges
    5.1.7. Installments
    5.1.8. Honorariums/Memorials
    5.1.9. Matching Gifts
    5.1.1. Matching Campaign Grants
    5.1.11. In-Kind Gifts
    5.1.12. Letters
    5.2. Funds
    5.2.1. Adding/Editing a Fund
    5.2.2. Deleting a Fund
    5.2.3. Sub-Funds
    5.2.4. Budget and Costs
    5.2.5. Running a Cost-benefit Analysis
    5.3. Yearly Totals for Donations, Ticket Sales, Etc.
    5.4. Gift / Donation Reports
     
    6. GRANTS
     
    7. NOTES
    7.1. Adding/Editing Notes
    7.2. Deleting a Note
    7.3. Family Tree Connections
     
    8. The LIST
    8.. Calling Lists
    8.2. Renewal Criteria
    8.2.1. Adding/Editing Criteria
    8.2.2. Changing Criteria Menus
    8.2.3. Pulling Reports
    8.3. Renewal Lists
    8.3.1. Generating Renewal Lists
    8.3.2. Building Lists for Calling and Mailing
    8.4. Contacting Donors
    8.4.1. Telemarketing Interface
    8.4.2. Telemarketing Reports
    8.5. Interest
     
    9. BOARD / COMMITTEEE
    9.1. Committees
    9.2. Members
    9.3. Board Logins / Connections
    9.3.1. Portfolio / Main Contact