This help menu includes information on a bunch of fields that appear on the
Household Overview or
Organization Overview page you see when you go in to a record. These fields are not related to each other. They are presented below in the order on which they appear on the Overview page.
The
field is used to list very important notes that must appear on the front page of this record at all time. In other words, these notes affect every communication we have with this record, and must be known to all who view this record. e.g. "Former Board President, left on bad terms, do not contact!"
Remember that in this note field, as in ALL note fields, be careful how you phrase things. Think of your audience - one day the very person you are writing about may one day be on your Board of Directors and reading your notes, so don't say things like 'really mean person, don't let them volunteer.' Instead say something like 'works best on volunteer events behind the scenes.' Or simply be factual - 'yelled an obscenity and hung up on me when I called. Don't call back.'
The
field is a place for you to list how you originally got this
Household or
Organization. Examples would be: 'Orchestra list' or 'Board President Martha's holiday list.' Not everyone will have a Source, but it's a convenient way to store data about those names that you've added
en masse so you can run reports on them later. The Source Field appears both on the main Overview page AND on the main
Notes page of each
Master Record.
- every master record in Donor Mine™ will be either a
Household or an
Organization. This field shows you which one they are.
Each
Household or
Organization can also have a
. Households could be detailed as family, couple, or individual; Organization could be detailed as corporation, foundation, etc.
All
Organizations have 2 additional fields you can use to further define or group them:
gives you a list of types of organizations you can choose from, such as 'Social Service Org.' Provide more detail by using the
field where you could add a note about what type of social services they provide, such as 'works with at-risk kids.
The following fields appear grayed out at the bottom of the Overview page. They are dates calculated in other parts of the database that appear here as an easy reference for you:
- The last date on which they made a donation (cash or in-kind) or bought a ticket to an event or became a sponsor. This includes any funds contributed to - whether they are part of the annual fundor a special segregated memorial fund.
- The last date on which they made a donation (cash or in-kind) or bought a ticket to an event or became a sponsor to an ANNUAL or ENDOWMENT fund.
- The last time they were sent a mailing as part of a Mailing List (this is calculated only if, when you pull a Mailing List you choose to mark everyone on that list as receiving a specific mailing).
- This is the average value of all of their gifts.
- This is the date of the last Communication Record was added to them. Each Master Record is different - some are meetings, some are phone calls, some are letters or emails - but any of them that are added will update this field to let you know that they have been contacted by someone personally and not through a large mass mailing.
- shows the date of the most recent event they bought a ticket for or sponsored.
- shows the date of their most recent volunteering.