Difference between revisions of "Adding New Constituent"

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After selecting the type, enter the Alt ID and click OK. This will add the ID to the screen:
 
After selecting the type, enter the Alt ID and click OK. This will add the ID to the screen:
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[[File:Alt ID Tab 2.jpg]]
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You can now edit or delete existing IDs, or add another.
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====DBA Tab====
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Click the DBA (Doing Business As) tab. You will see this screen:
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Revision as of 11:29, 4 October 2011

Overview

An effective CRM (Constituent Relationship Management) system depends on accurately tracking constituent information. The following instructions will enable you to add new constituents to your DDI-Connect system.


Adding a New Constituent

From the DDI-Connect main menu, do the following:


  • Double-click Name/Address
  • Double-click Name/Address entry. You will see this screen:


File:Name entry 1.jpg


  • Click the New button on the toolbar. You will receive this popup:


File:Name entry 2.jpg


  • Select the type of account you are creating a record for (individual, family*, organization or church) and click OK:


*DDI does not recommend combining more than one constituent on a record. It is instead recommended that you create individual accounts for each member of the family and link them using the relationship codes. For more information on linking, please review that section of this document


File:Name entry 3.jpg


The Name/Address Entry screen has 7 tabs into which you can enter information. Not all fields are required, however, and you can opt to track as much or as little information as you wish.


Name Tab

The following fields are available on the Name tab, on the HOME address tab:


Field Description
Prefix If you utilize prefixes with your constituent names, you can establish the prefix (if known) here. Click the drop down arrow to select from a list of established prefixes. If you wish to add a prefix that is not in the list, you can do so by setting it up in the Prefix code set. Reference this page for instructions on how to modify the Prefix code set: Prefix Code Set Changes
Last Name Enter the last name of the constituent
First Name Enter the first name of the constituent
Middle Name Enter the middle name of the constituent
Suffix Enter the suffix of the constituent, if applicable
Sex Enter a M for male and a F for female. Please note that if you selected a gender specific prefix, such as Mrs. or Mr., the system will have automatically populated this field with the appropriate code
AI Codes When you click into this field, the system will automatically launch the list of AI codes that your organization has set up. Select the codes that apply to this constituent. When you are finished, click the X in the upper right corner of the AI code screen to close the list. For information on how to set up AI codes in the system, please reference AI Code Setup
Name 2 In some cases, you might wish to have a second name on the constituent record. If this is desired, type the second name here. Again, DDI does not recommend having more than one constituent name on a record, but if that is your organization's preferred method, this is where you would add the second name
Tax ID If your organization manages investments or loans, the tax ID is a critical piece of information for reporting purposes. For individuals, this number is the social security number. For organizations and churches, it is their Tax ID number
Source If your organization tracks where the constituent came to you from (for example, a radio ad, a specific appeal, etc.), you can enter a short source code here
Salutation As you enter the name, the DDI Connect system will automatically populate the salutation field with your organization's default salutation. However, if you click the box to the right of the salutation field, you can establish a salutation format for this constituent.
Address Enter the street address for this constituent
Country The system default is to set the country as the United States. However, you can click the list icon to the right and select the country from the list of available countries
ZIP Type in the ZIP code for the constituent. If you are not sure what it is, you can click the binoculars and launch the Postal Code finder utility
City The City information will automatically populate when the ZIP code is entered. If more than one city is assigned to the ZIP, the system will prompt you to select the correct City
ST The State information will automatically populate when you enter the ZIP code
County The County will automatically populate when you enter the ZIP code. However, you can change the county by clicking on the drop down arrow and selecting from the available list
Region If your organization is utilizing regions, that information will automatically populate when you enter the ZIP code. However, you can change the region by clicking on the drop down arrow and selecting from the available list
Community If your organization is utilizing communities, that information will automatically populate when you enter the ZIP code. However, you can change the region by clicking on the drop down arrow and selecting from the available list
Phone Enter the phone in this format: XXX-XXX-XXXX
Primary Address If this box is selected, the system will default to this address as being the constituent's primary. Primary information is indicated in BOLD on the Contact tab
Residency If you click the drop down, you will see that you have three options: Primary resident, non-primary resident and separate mailing. Primary residents receive all mailings by default. Non-primary residents do NOT receive mailings, and separate mailing indicates that this resident should always receive a separate mailing, even when the "combine residents" option is selected on extracts
Comment This field allows you to enter a brief comment for this contact record. For example "Only available after 7 PM EST"
Dates If you enter a date range here, the system will automatically only select this address within those dates. For example, if you are establishing a vacation address, you can enter a date range so that the system automatically uses the vacation address if mailings are being extracted within those dates

Click the Contact tab:


File:Contact 1.jpg


On this screen, you can add multiple contact methods for this constituent. DDI-Connect does not limit the number of contacts attached to a constituent. However, it will only allow you to add one item per type. So, for example, you can add home, work and mobile phone numbers; home, work and vacation addresses; and any other contact information you have for this individual, but it will not allow you to list more than one home email address.


To add a new contact, click the appropriate icon for the type of information you are adding:


Icon Description
File:Mailing.jpg Add a new mailing address, such as work, vacation, etc.
File:Email.jpg Add a new email address
File:Phone.jpg Add a new telephone number
File:Website.jpg Add a new web address
File:Personal Contact.jpg Add a new personal contact, such as church leader. You would not want to use this method for tracking constituents whose information you track in your organization's database - for that, you'd want to add a new constituent and link them using a relationship code
File:Misc Contact.jpg Add a miscellaneous contact type, such as a mailing address or anything else you have defined as being a miscellaneous contact type


Your organization can define contact types within Name/Address setup. For more information on how to set those up, please reference the page: Contact Info Type Setup


Personal Tab

Click the Personal tab. You will see this screen:


File:Personal Tab.jpg


On this tab, you can enter the following information:


Field Description
Birth Date This field will allow you to enter a birthdate in either mm/dd or mm/dd/yyyy format. You can also click the calendar icon to select the birthdate from a calendar
Age Range If you are unsure of the birthday, you can enter an approximate age range for this constituent. If you did enter a birthdate in the mm/dd/yyyy format, notice that the system has automatically populated the age range. Each year, the age range will automatically increase 1 year. For example, if you enter 40-50, next year the system will show 41-51
Deceased If this constituent is deceased and you know the date that they passed, you can enter that here. Again, the field will accept either a mm/dd or a mm/dd/yyyy format. Please note that entering a date in the Deceased field will automatically add an AI code of "DEAD" to the constituent record (or another AI code as designated by you) and will also mark the constituent as deleted unless your organization opted not to use that feature. For information on configuring your Name/Address System Settings, reference this page: Name/Address System Settings
Marriage Date As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format
Divorce Date As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format
Prospect If you wish to record the date that this constituent became a prospect, you can do that here. As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format
Marital Status Click the drop down to select the marital status, if known
Nickname If the constituent has a "preferred name", you would enter it here. Whenever you opt to use an informal salutation for mailings, the nickname is the name that will be used. For example, if the constituent's name is Tabitha but prefers to be called Tabby, you would enter "Tabby" in the Nickname field. All informal mailings sent to her would address her as Tabby rather than Tabitha.
Denomination If this constituent has indicated that they are a member of a particular denomination, you can select that here. If they have selected a denomination that is not in the list, your organization can add the denomination to your codes list. For information on how to do that, reference this page: Denomination Code Setup
Ethnicity If the constituent has indicated a particular ethnicity, you can click the drop down to select it from the available list. If their indicated ethnicity is not on the list, you can add it to the codes list. For information on how to do so, reference this page: Ethnicity Code Setup


Professional Tab

Click the Professional tab. You will see this screen:


File:Professional Tab.jpg



You have the following fields available to you on the Professional tab:

Field Description
Profession Click the drop down arrow to select the constituent's profession. Your organization can add professions to this list by modifying the code set. For information on how to do so, please reference this page: Profession Code Setup
XXX Employee This box will show your organization code, rather than DEMO. If checked, it indicates that the constituent is an employee of your organization
Income Level Click the drop down arrow to select the constituent's income level. Your organization can add to this list by modifying the code set. For information on how to do so, please reference this page: Income Level Setup
First Employed Enter the date that the employee was first employed
Employer Enter the employer name, if known
Position Enter the position title, if known
Start Enter the start date for this position, if known
End Enter the end date of this position, if known


Clergy Tab

Click the Clergy tab. You will see this screen:


File:Clergy Tab.jpg


On this screen, you have the following fields available to you:


Field Description
Clergy Type Click the drop down arrow to the right of the field to select the clergy type. If you wish to add a type that is not present in the list, your organization can modify the code set. For information on how to do this, please reference this page: Clergy Type Setup
Clergy Status Click the drop down arrow to the right of the field to select the clergy status. If you wish to add a status that is not present in the list, your organization can modify the code set. For information on how to do this, please reference this page: Clergy Status Setup
Ordained If you know the date of the constituent's ordination (if applicable), you can enter it here
Place of Ordination If you know the place of ordination, you can enter it here


Education Tab

Click the Education tab. You will see this screen:


File:Education Tab.jpg


First, click the drop down arrow next to the education field and select the education level. If you wish to add an education level that is not in this list, your organization can add to that list by modifying the code set. For information on how to do this, reference this page: Education Level Setup

Once you have selected an education level, click the menu button:


File:Education Menu.jpg


Select New education record. This screen will appear:


File:Education 2.jpg


You have these fields available to you on this screen:

Field Description
Start Date If known, you can enter the start date for this particular record. You can enter it in a mm/dd or mm/dd/yyyy format
End Date If known, you can enter the end date for this particular record. You can enter it in a mm/dd or mm/dd/yyyy format
School Click the drop down arrow to select the school. Your organization can add to the list by modifying the code set. For information on how to do this, reference this page: School Code Setup
Degree Click the drop down arrow to select the degree achieved. Your organization can add to the list by modifying the code set. For information on how to do this, reference this page: Degree Code Setup


When you have added the information, click OK. You can repeat this process as often as you like - there is no limit to the number of education records you can add to a constituent.


Alt ID Tab

Click the Alt ID tab. You will see this screen:


File:Alt ID Tab.jpg


The Alternate ID tab is used to store ID numbers for this constituent, such as their account number from your previous system, etc. If there is an ID that your organization is accustomed to using to search for this constituent, you can enter it here. That way, when doing inquiries for the constituent, if someone happens to use the old ID number, they will still locate the record.


To add a new ID to the record, click the Add button. this activates the Type and Alt ID fields. Click the drop down next to the Type field to select from a list of alternate ID types. If the type you are adding is not on this list, your organization can modify the code set. For information on how to modify the list, reference this page: Alternate ID Type Setup

After selecting the type, enter the Alt ID and click OK. This will add the ID to the screen:


File:Alt ID Tab 2.jpg


You can now edit or delete existing IDs, or add another.


DBA Tab

Click the DBA (Doing Business As) tab. You will see this screen: