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 03.03.
Building complex Mailing Lists

Lists can be put together in multiple ways. Before reading this section, make sure you familiarize yourself with the 3 different ways you can build a Mailing List (Appeals, Master Flags, Calling Lists).

Once you are familiar with the ways to gather and group data, you can think more complexly about it.

If you want to put together a list that contains a lot of different groups of people (Donors this year + Board Members + Last Year's Volunteers + Sponsors of the Gala this year), you should first identify which reports you can run to gather each piece of data. Then decide do you want to track this list by using Appeals/Mailings, Master Flags, or Calling Lists. (Again, read Mailing List for some anaylsis of these options.)

Once you decide which reports to use, and whether you want to use Appeals, Flags or Calling Lists, start running your reports and use the OPTIONS link on each one to mark the records accordingly.

What if, instead of building a list, you want to first find out how many people MIGHT be on the list? Well, an easy way to do that would be to build a few Master Flags with names like 'Temp - Donors this year' and 'Temp - Volunteers last year.' Run the reports you need and give each group only the Master Flag that applies to them. Then you can go to the ADMIN tab and add/edit Master Flags to see how many records are in each of these temporary groups. Then you can decide which groups to put on your final list. Remember to delete those 'Temp' Master Flags when you are done.

Creating temporary Master Flags can be a great way to find a complex data set. Let's run a report on everyone who came to the Gala 3 years ago, and mark them with the flag 'Temp Gala 3 years ago.' Then we run a report on everyone who came to the Gala 2 years ago, and mark them with the flag 'Temp Gala 2 years ago.' Then we run a report on everyone who came to the Gala last year, and mark them with the flag 'Temp Gala last year.' Now we can run a report on everyone who has all 3 flags. We could even give them a new flag 'Temp - 3 Galas attended.' Then we could run a few different reports checking to see who had each possible combination of 2 of those flags but has not yet been given the 'Temp - 3 Galas attended' flag. These people would all be people who could be given a 'Temp - 2 Galas Attended' flag. In this way we can build a complex set of data for which their isn't a specific report. If you need help figuring out how to plan these types of data pulls, contact our office.

And remember - anytime you create a Master Flag for a temporary purpose, make sure to delete it later.

Related Topics:
  • MAILING LISTS
  • Marking records for receiving Mass Mailings



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    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