raiser’s edge users manual – raiser’s edge users manual _____ advancement 3 version 1.2 april...

© 2012 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy Tech

Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for

which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized

possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is

prohibited.

Prepared By:

Ivy Tech Community College

50 West Fall Creek Parkway North Drive

Indianapolis, Indiana 46208

www.ivytech.edu

Release Version 1.2 April 2012

Advancement

Training

Raiser’s Edge Users Manual

http://www.ivytech.edu/

Ivy Tech Community College Training

Advancement – Raiser’s Edge Users Manual

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Advancement 2 Version 1.2 April 2012

Contents

INTRODUCTION ............................................................................................................................................. 3

Any new user whose job requires them to utilize Raiser's Edge to perform their job duties. ..................... 3

ENTERING/UPDATING CONSTITUENTS .......................................................................................................... 5

SEARCHING .......................................................................................................................................................... 5 BIO 1TAB ............................................................................................................................................................ 7 BIO 2 TAB ......................................................................................................................................................... 15 ADDRESSEES/SALUTATIONS .................................................................................................................................. 19 RELATIONSHIPS .............................................................................................................................................. 23 DATA ENTRY STANDARDS ..................................................................................................................................... 32

Appeals ..................................................................................................................................................... 41 Notes ......................................................................................................................................................... 41 Attributes .................................................................................................................................................. 41 Media ........................................................................................................................................................ 42 Honor/Memorial ....................................................................................................................................... 43 Events ........................................................................................................................................................ 43

GIFTS ........................................................................................................................................................... 44

IVY TECH CONTRIBUTION TRANSMITTAL FORM ......................................................................................................... 45

PROSPECT MANAGEMENT .......................................................................................................................... 54

MASTER PROSPECT LIST ....................................................................................................................................... 54 SOLICITOR ASSIGNMENTS ..................................................................................................................................... 54 PROSPECT INFORMATION ..................................................................................................................................... 56 RATINGS INFORMATION ....................................................................................................................................... 57 ENTERING ACTIONS ............................................................................................................................................. 58 ENTERING PROPOSALS ......................................................................................................................................... 60

EVENTS ....................................................................................................................................................... 64

CREATING AN EVENT ........................................................................................................................................... 64 ADD A PARTICIPANT TO AN EVENT .......................................................................................................................... 67 VIEWING PARTICIPANTS FOR AN EVENT .................................................................................................................... 69 REPORTS FOR EVENTS .......................................................................................................................................... 70 UPDATING PARTICIPANTS AFTER EVENT ................................................................................................................... 72

LETTERS ...................................................................................................................................................... 73

REPORTS ..................................................................................................................................................... 78

QUERIES ...................................................................................................................................................... 83

EXPORTS ..................................................................................................................................................... 87

MISCELLANEOUS ......................................................................................................................................... 90

ACCESSING FILE FOLDERS IN RAISER’S EDGE ............................................................................................................. 90 ADDRESS ACCELERATOR INSTRUCTIONS ................................................................................................................... 94 REMOVING THE ANNOYING RAISER’S EDGE BEEP ...................................................................................................... 95



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Introduction

Workbook Goal

The goal of this guide is to give a new Raiser's Edge user a complete understanding of the

system, how all the modules work together, and what processes and procedures to follow in

order to perform their job duties.

Intended Audience

Any new user whose job requires them to utilize Raiser's Edge to perform their job duties.

Workbook Revision History

VERSION DATE REVISION

1.0 March 2011

1.2 April 2012

Prerequisites

Users should have an Ivy Tech user account and complete a Raiser's Edge Security Request

Form.



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Blackbaud On-Demand and Raiser’s Edge

Log in Instructions

To log into the online hosted environment (Blackbaud On-Demand):

Go to https://login2.blackbaudhosting.com

Enter Username and password provided by ITS Security.

If the Citrix Client for Windows has not been run on the computer you are using, run that

file now.

SELECT

SELECT RUN AND FOLLOW THE PROMPTS TO INSTALL THIS SOFTWARE.

SELECT THE RAISER’S EDGE ICON TO LOG IN TO RAISER’S EDGE

ENTER YOUR USERNAME AND PASSWORD

https://login2.blackbaudhosting.com/Citrix/BBH/auth/login.aspx



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Entering/Updating Constituents

Searching

Before entering a new constituent, conduct a thorough search for any existing records.

Entering a Constituent

1. Click on Records, Constituents, then Open a Constituent.

2. Enter known information, such as Last name/Org name, but don’t make the search too

restrictive. Enter part of the name and other information in known. Use wildcard to

make search more broad.

3. Be sure to uncheck Exact Match Only.

Click on Find Now.

Constituent – A constituent is an individual or business that is a donor, prospect or alumni



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4. If the record is found in Raiser’s Edge, double click the record to open it. Verify that the

information is correct for the constituent in the appropriate fields. Update incorrect

fields with the correct information. Add missing information.

5. If the record to be added is not found in Raiser’s Edge, you may proceed to entering a

new constituent to the database. Click on the Add New button on the right to start the

process of entering a new constituent. Select whether you are entering an Individual or

Organization.

After the search, if you have exited out of the search/open record screen, the home

screen will appear. You can then select whether you are entering an INDIVIDUAL or

ORGANIZATION. Click on “NEW INDIVIDUAL” or “NEW ORGANIZATION”,

whichever is appropriate.

NOTE: Know if you are adding an organization and the contact person OR if you are

entering an individual with their place of business.

WARNING:

IT IS IMPERATIVE TO DO A THOROUGH SEARCH OF THE SYSTEM TO

MAKE SURE A RECORD DOES NOT ALREADY EXIST. PLEASE ENTER

BROAD SEARCH CRITERIA WHEN LOOKING FOR A RECORD AND HAVE

ALL THE CHECK BOXES AT THE BOTTOM OF THE SEARCH SCREEN

CHECKED EXCEPT FOR EXACT MATCH ONLY.



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Bio 1Tab

Entering a new Individual

Enter all required fields for the constituent on the appropriate tab(s). See Data Entry

Standards for required fields.

Bio 1 Tab

Required Bio 1 Fields Last Name – The last name of the individual.

Alias (not required): Any attribute you wish to use in a constituent search. Example: Pledge

Maker ID, Banner ID, or Maiden Name (also has separate field)

First Name – The full first name of the individual. Only include one name. If there is a spouse, he/she

will be added on the Relationship tab.

Titles – How the individual should be addressed. Options include: Mr., Mrs., Ms., Dr., Judge, The

Honorable, Captain, Rabbi, etc.

Nickname – The name the individual prefers to be called. Even if the nickname is the same as the First

name, this field must be filled in. The nickname is also used to complete the Addressee/Salutations.



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Entering Addresses from the Bio 1 Tab

When you add the first address to a new record, it is automatically marked as the

preferred address.

1. After entering the required (blue) fields on the Bio 1 tab, click on the More… button in

the upper right hand corner to view the entire address screen.

2. In the Address for New Individual window, select the appropriate Address Type in the

upper right hand corner. Options include Home, Business, Alternate, Seasonal Address

and Previous Address.

NOTE: Seasonal addresses should also include the dates when the address is valid.

This information becomes relevant when using address processing for mailings,

invitations, etc.

Recommended Bio 1 Fields Gender – Select Male or Female.

Birth date – Enter if known. If the year is not known but the month and day, enter ______for the year.

Marital Status - Choose from choices given

Spouse – If the individual has a spouse, click on the spouse button after completing the address lines.

For further instructions, see below.

Solicit code – Current Solicit codes include Do Not Mail, Do Not Solicit, Do Not Contact Ever, and Do

Not Email. Click on the words "Solicit Code" to see a list of options. Choose the appropriate code if

needed.

Address lines – See the instructions below.

Gives Anonymously – Select if applicable.

If this is a new record, you must fill in all

required information on the constituent

before you can add a spouse to the record.

Otherwise you will get an error message

that something is not complete.



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3. Enter the individual's address in Address lines, City, State and Zip.

4. Address Accelerator should automatically standardize the address. If it does not, press

F8 to enable AddressAccelerator to standardize the address. (Be patient, this may take a

few seconds). You can also click on the envelope for this. Address Accelerator will also

populate the county field along with other Post Office fields (DPC, CART, and LOT).

Note: In order for AddressAccelerator to work, click Tools menu, User Options, File

Locations tab. In the “AddressAccelerator Data Files” field enter

\\BBHFS01\AddressAccelerator$\US. This only needs to be entered one time.

You should not add any

punctuation to the address once

the address accelerator has ran.



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5. Click on the Update Address button. This will return you to the Address for New

Individual tab.

6. Select Send mail to this address if this address is the individual's preferred address to

receive mail. This is a check box on the right side of the “Address Information” Box.

7. Click Save and Close. This will return you to the Bio 1 Tab for the new Individual

being entered.

For additional addresses for the constituent, repeat the previous steps.

(Business/Home/Seasonal/etc.)

You can add attributes (notes) of

an address here.

To get to the above address

attribute tab, double click on the

address as shown here.



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Any linked records can be updated by sharing this address with them. Anytime an address

or phone is set to Shared, it will be updated on both records. To not share/update this

address or phone, choose Change this record only. (Typically, spouse records will appear as

a shared address if the spouse is entered as a constituent.)

NOTE: If this box is

checked, the additional

addresses you enter will not

show. ONLY the address

where mail is to be sent will

show on this screen.



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Updating Preferred Address Information

This is helpful, for example, if you have a constituent who moves to a new address. You

need to update the preferred home or business address, but want to keep the old address for

historic purposes.

1. From an individual or organization constituent record, select Constituent, Copy Preferred

Address to Alternate from the menu bar.

A message appears, letting you know the preferred address was copied to an

alternate address.

2. Click OK. The old address remains in the Preferred Address frame on the Bio 1 or

Org 1 tab of the constituent record, so you can easily update it.

3. In the Preferred Address frame, enter the new address — Country, Address lines,

City, State, ZIP or DPC. You can click More to add more extensive address

information.

If you receive returned mail back, uncheck send mail to

box and indicate resource of returned mail in drop

down box and add the date. DO NOT TYPE ‘BAD

ADDRESS’ IN THE ADDRESS BLOCK.



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4. Select the Addresses tab. Both the new preferred address and the recently made

alternate address appear in the Constituent Addresses grid, with “Preferred” and

“Alternate” appearing in the Indicator column, respectively. You can open the

alternate address and mark the Send mail to this address checkbox, if you want the

address to be a mailing address.



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Entering Phone Numbers/Email addresses from the Bio 1 Tab

Note: All contact information for the Individual should be added to the individual record

(rather than their business record).

If the phone number is a DNC (“Do Not Contact), click the cell and the phone icon above

will appear to communicate this phone number should not be used to contact the constituent.

1. Below the address information is the phone information. Click in the Type field. A

drop-down arrow will appear. Types include Home, Business, Cell, Fax, Assistant's

Phone, Seasonal, Email, Assistant's Email and Web.

2. In the Number/Email Address field, type in the appropriate phone number or Email

address. Phone numbers can be entered without parentheses or hyphens as they will be

automatically added as (xxx) 123-4567.

3. Leave Shared as the default if you want any linked records through relationships to

have this same address information. Sharing lessens data entry on new records.

However, if the address should not be shared, choose the option to only update the open

record.

4. Add all known contact numbers and Email addresses for constituent.



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Bio 2 Tab

Adding Data to the Bio 2 Tab

1. Click on the Bio 2 tab

The most important fields on the Bio 2 Tab are the constituent codes.

Every constituent record is required to have a Primary Constituent Code

and it must be the first entry.

To further identify a constituent record, multiple secondary constituent codes may be added.

These are necessary for reporting purposes. In addition to entering the primary constituent

code (region), at least one secondary code should be entered for each constituent.



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Required Bio 2 Fields

Receipt Type – Will pre populate. Leave as default

Constituent Code – The constituent code helps identify the relationship a constituent has with the

organization. You must list one of the following as the Primary Constituent code (the first code listed):

Region 00 – Central Office

Region 01 – Northwest Region

Region 02 – North Central Region

Region 03 – Northeast Region

Region 04 – Lafayette Region

Region 05 – Kokomo Region

Region 06 – East Central Region

Region 07 – Wabash Valley Region

Region 08 – Central Indiana Region

Region 09 – Richmond Region

Region 10 – Columbus Region

Region 11 – Southeast Region

Region 12 – Southwest Region

Region 13 – Southern Indiana

Region 14 – Bloomington



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Secondary Constituent Codes

Following are the secondary constituent codes. A constituent may have more than one secondary

code.

Alumni Ivy Tech - Degreed

Alumni Ivy Tech - Non-Degreed

Association

Community Council

Corporate College (WED)

Corporate Contact

Corporate Vendor

Corporation

Educational Organization

Elected Official

Emeritus Volunteer

Employee – Administrative Staff

Employee – Adjunct Faculty

Employee – Ex Employee

Employee – Faculty

Employee – Hourly Staff

Employee – Retired Staff

Former Foundation Director

Former Regional Trustee

Former State Trustee

Foundation

Foundation Director

Foundation Trusts (being evaluated for relevance)

Friend

Government

Healthcare Organization

Laborers/Unions

Other

Past Volunteer

Program Advisory Committee

Program Advisory Committee - Past

Program Advisory Committee Vol.

Regional Trustee

Religious

Resource Development Council

State Trustee

Student

Student/Parent (Lilly Match Program) – Historical purpose only

Vendor – Individual

Volunteer



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Entering Constituent Codes

1. Under Constituent Codes, click in the first line under Description.

2. Use the drop down arrow to select the Region Constituent Code.

3. Click in the second line under description and choose the secondary Constituent Code.

4. Continue adding Constituent Codes as appropriate. Note: Some Constituent Codes such

as Regional Trustee, State Trustee, Foundation Director, etc. may be appropriate for

using the Date From and Date To fields.

The actual “code” column will automatically be populated.



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Addressees/Salutations

Entering Addresses/Salutations

As stated above, the primary addressee and salutation will default to singular. To create

more personalized addresses/salutations, follow the steps below.

1. Click on the Addressees/Salutations tab.

To choose default entries for Primary Addressee, Primary Salutation, Annual Report

Listing, Central Office and Regional Mailing List Name, use the following steps.

2. Click on the Constituent menu, choose Load Defaults from…

Primary Addressee – The addressee is used on the outside of envelopes. It should always

be singular. This is the addressee that will always be used by Central Office. In some cases

the regions may also use this addressee. It is formal, such as Ms. Joan Johnson or Mr.

Thomas Stewart Jr.

Primary Salutation – The salutation is used on the letter in the “Dear…” line. It should

always be singular. This is the salutation that will be used by Central Office.

THESE TWO VALUES SHOULD NOT BE MARKED EDITABLE



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3. Choose the appropriate option for your constituent from the Saved default sets. This will

add the standard addressees and salutations.

4. Verify the Load default values now option is selected.

5. Click on the OK button. The Primary Addressee, Primary Salutation, Annual Report

Listing, Central Office and Regional Mailing List Name should now be filled in.

6. Update the PICK VALUE choices by clicking on the pull-down to the right of the field.

Raiser’s Edge uses the information from Bio 1 to build the choices.



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7. If no choice is relevant, click the editable box and type in the appropriate add/sal.

NOTE: When a record is updated with spouse information, the pull-down choices on

the Add/Sal tab are updated. It is important to remember that when personal data is

updated, the add/sal section also needs updated. SEE ALSO ENTERING

INDIVIDUAL RELATIONSHIPS.

If constituent’s spouse is also entered as a constituent, steps 1 through 7 above need to be

completed on the spouse’s records.

IT IS VITAL THAT THE ADDRESSEES AND SALUTATIONS BE COMPLETE

AND ACCURATE. MAILINGS, RECEIPTS, ANNUAL REPORTS, ETC. ARE RUN

FROM THE DATA IN THESE FIELDS.

You should not have to

edit the choices, only in

very rare cases.



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CHECKING FOR DUPLICATE RECORDS

Prior to saving the constituent record, Raiser’s Edge checks for duplicate

records. A list of possibilities is displayed to review. If one of the records is the record

you are entering, you can choose to view the record or merge into the selected

constituent. If none of the records match the newly created one, click on the Save

button and the new constituent record will be saved.

This is not a fool proof system and should not be

used solely for finding duplicates. A thorough search

of the constituent should be done prior to data entry

as stated before.



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RELATIONSHIPS

Entering an Individual Relationship

1. Open a constituent record and click on the Relationship tab.

2. Choose New Individual Relationship. A data entry window will appear to enter the

relationship.

Raiser’s Edge manages 6 different types of relationships for a constituent. They include:

Individuals (friends, family members, business associates)

Organizations (businesses, clubs, employers)

Bank/financial institutions (credit, financial, and lending institutions),

Education/schools (schools, colleges, and universities)

Assigned solicitors (individuals or organizations assigned to secure donations from the

constituent)

Fund (funds with which an individual or organization has a special affiliation)



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To check if the individual exists as a constituent, click on the binoculars in the last

name field and perform a search to select the appropriate constituent record. All data

from that record will populate in the New Individual Relationship window.

THIS IS THE PREFERRED OPTION. IF THE RECORD DOES NOT EXIST,

PLEASE ADD THE INDIVIDUAL AS A CONSTITUENT AND THEN ADD THE

RELATIONSHIP.

3. If the relationship is a spouse, click the spouse box in the lower left corner

4. Add the relationship code and reciprocal in the lower right. Each is a pull-down. (“Relationship code”: Original constituent association to the related constituent.

“Reciprocal code”: Related constituent association to the original constituent.)

5. Save and Close

NOTE: For a spouse relationship, the relationship screen can be accessed from the Bio

1 tab by clicking on the Spouse button. The spouse’s information can be entered at that

point.

NOTE: If there is an existing relationship and that record does not have its own

constituent ID, one can be created from the opened relationship record.

1. From the Relationship Menu, choose Add this relationship as a constituent

2. Click Save and an ID will appear.

3. The new constituent record needs to be updated via Bio 1, Bio 2, etc.

4. Choose the arrow that takes you to the constituent record.



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5. Update the necessary fields on the newly created constituent record.

Entering an Organization Relationship

The basics for entering an organization relationship and an individual relationship are

identical. The same basic screen is used. The difference on an organization relationship is

the contact types and information.


2. Click on Organizations in the left pane. Choose New Organization Relationship. A

data entry window will appear to enter the relationship.



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3. If the organization exists as a constituent, click on the binoculars in the last name

field and perform a search to select the appropriate constituent record. All data from

that record will populate in the New Organization Relationship window.

4. Enter the appropriate fields for contact, employee, position, and

relationship/reciprocal.

5. If the relationship is a primary contact, make sure the contact information is

complete in the lower left and that the Print Org name with Address box is checked.

See example below:



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ALL ORGANIZATION RECORDS SHOULD HAVE A PRIMARY

CONTACT IN THE RELATIONSHIP RECORD. CONTACTS ARE

USED TO SEND RECEIPTS, INVITE TO EVENTS, ETC.



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Entering an Educational Relationship

For Ivy Tech Community College, all educational records of alumni will be imported into

Raiser’s Edge with a Custom Import utility. An example of an education relationship with

Ivy Tech is shown below.

Other education relationships may be entered for a constituent other than Ivy Tech. All

Indiana schools are entered in the School Name pull down. Below are the steps for entering

an educational relationship.


2. Click on Education/Schools in the left pane. Choose New Education/School. A data

entry window will appear to enter the relationship.



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3. Enter the school name, degree, date entered/graduated if known, and status.

4. Enter major and minor if known.

5. On the Attributes tab, enter award or school if known.

6. Save and Close

Entering an Assigned Solicitor Relationship

In order for a solicitor relationship to be created, the person responsible for the contributions

must first be created as a solicitor on the Bio 1 tab. All Development Directors for Ivy Tech

Community College are solicitors.

A solicitor is a constituent who secures contributions from other constituents

through personal contact such as telephone calls, dinners, or social visits. Not all

constituents are solicitors for your organization. For example, constituents who

are volunteers or committee members may not have the time or resources to also

work as solicitors.



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1. Open a constituent record to be assigned to a solicitor and click on the Relationship

tab.

2. Click on Assigned Solicitors in the left pane. Choose New Assigned Solicitor. A


3. Do a search for the solicitor to be assigned to the constituent and select.

4. Choose Solicitor type (Prospect Manager, Primary Solicitor, or Secondary Solicitor).

Prospect Manager – Regional Development Director for the constituent

Primary Solicitor – the primary person responsible for soliciting constituent

(Director, Chancellor, Board member, volunteer, etc.)

Secondary Solicitor – any other constituent that aids in the prospect

relationship/solicitation.

5. Add any other pertinent information about the assigned solicitor relationship. Notes

can be used to record any general information about the relationship or the reason

why a certain solicitor is assigned to the constituent.



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Relationship Tree

The relationship tree is a function of Raiser’s Edge that gives a visual image of all the

connections to a constituent.



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Data Entry Standards

Please refer to the data entry standards for updating appropriate fields.

Below are the data entry standards for constituents:

Type Required? Description

Last Name Required Last name, maiden, and former names have separate data fields.

o Do not use any punctuation in the first and last name fields. Exceptions:

Last names that use an apostrophe such as O’Brien, and D’Angelo. With these names you use an apostrophe but no additional spacing.

For names such as St. Thomas, you should abbreviate Saint, use the period, and put a space between the words.

o Capitalize only the first letter of the name, unless indicated otherwise by the constituent (e.g., McMahon and St. Thomas).

Organization Name Required Enter the full, legal business name of the organization.

o Use title casing, not all caps, unless otherwise indicated by the organization.

o If an organization uses “The” before their name, use a backslash (\) between “The” and the name with no spaces. Example: The\Aardvark Foundation. This allows the record to be retrieved when searching under “Aardvark.” The backslash (\) prints as a space in queries, exports, and mailings.

o Do not use abbreviations unless it is the formal name of the institution (e.g., TIAA-CREF).

If the name contains Saint, abbreviate to St. using punctuation.

Always abbreviate Inc. or Co. unless the business does not (Per check or correspondence).

o Store acronyms, former names, or known names in the Alias field.

Alias names can be entered for

ease of finding especially if the

business sometimes uses an

abbreviation such as BBB for

Better Business Bureau.



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o Limited to 60 characters.

First Name Required Enter the full first name only.

o Enter nicknames in the Nickname field.

o Enter the first and middle names in separate fields unless it is considered one name, such as MaryLou.

o If you only have initials for the name (e.g., K.C.) enter periods, but no additional spacing.

o Example: W. Milt Cole (This would all be in First Name)

Middle Name Recommended o Enter any information that the organization knows about the middle name or initial in the Middle Name field.

o Entering the complete middle name is preferable; spell the name out if known, even if the constituent prefers a middle initial. Standard Addressee/Salutation functionality enables you to choose the full middle name or the middle initial.

Maiden Name Recommended o If known, enter the maiden name in the Maiden Name field.

o If the maiden name is also the constituent’s formal middle name, also add it to the Middle Name field. If the former middle name is known, enter it in the Alias field (e.g., Hillary Rodham Clinton; former middle name is Diane).

Nickname Required Enter any nicknames, if applicable.

Title Required Choose from list (Ex: Mr., Mrs., Dr., etc.)

Primary Addressee Required Formal Individual - Mr. Bill H. Smith, Jr.

Primary Salutation Required Informal Individual – Mr. Smith

Combined Addressee

Conditional Formal Combined – Mr. and Mrs. Bill Smith, Jr.

Combined Salutation Conditional Informal Combined – Mr. and Mrs. Smith

Annual Report Listing Required Enter as First name and Last name or combined (Bill Smith) or (Bill and Jane Smith) unless otherwise noted by donor.

Address Lines Required Enter address information only, including department or any other physical location for mail delivery.

o Do not enter organization names,

Nickname is a required field. The nickname

should be how the individual wants to be known

as. (Ex: Milt should be entered, not W. Milt or

Jim and not James). If a specific nickname is not

known, enter the First Name in this field.



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positions, or titles in address lines.

o If an address is not available for entry, evaluate whether Ivy Tech Foundation should enter the record as a whole.

o If the record is for a deceased tribute, enter the address of the family, foundation, or estate and unmark the Send Mail checkbox on all additional addresses on that record.

o Try to confine the address to one line; two lines are acceptable but do NOT use three lines without permission from the database administrator.

o Use abbreviated street descriptions (e.g., Rd, Ave, St, and Blvd) without punctuation.

o Spell out compass directions (i.e., North, South, East, and West); however, abbreviate Southwest, Northeast, Southeast, and Northwest without punctuation (i.e., SW, NE, SE, and NW).

o Enter apartment numbers or suite numbers at the end of the first address line

Do not use punctuation before or after the number.

Abbreviate Apartment and Suite (i.e., Apt and Ste).

o If you use multiple address lines, keep in mind that the USPO reads from bottom to top. Apartment or Suite numbers or internal identification, such as Mail Station (MS) should be on the first/top line. The actual address information should be on the second/bottom line.

o Use a post office box or street address, but not both. If you have both, put the street (physical) address under additional addresses, unless instructed otherwise by the constituent.

o Do not fully spell out “Post Office Box;” instead, enter the abbreviation “PO Box” with no punctuation.



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o Military addresses must show the grade, full name with middle name or initial, and PSC number, unit number, or ship name. Replace the city name with “APO” or “FPO”, the state with “AA”, “AE”, or “AP”, and enter a special ZIP Code.

o Canadian and other foreign addresses require special formatting; which is set up in Configuration/International.

o To format ½ properly in an address, on your keyboard, press and hold the ALT key while pressing the numbers 1, 7, 1 on the numeric keypad. Do not use the number row above the letter keys. You can also copy and paste from Microsoft Word®.

o Check addresses using AddressAccelerator; this program ensures that the address is CASS certified. AddressAccelerator populates the +4 ZIP extension, DPC, CART, LOT, and County fields.

State, City, ZIP Code Required o List cities that contain Saint as St, with no punctuation. Spell out cities such as Fort Worth.

o For states, enter only two capitalized letters conforming to USPO standards. Do not use any punctuation.

o Enter +4 ZIP code numbers, if known.

Phones/Email/Links Recommended Enter all phone numbers, email addresses, and websites in the Phones/Email/Links grid.

o All items in the phone section require a phone type.

o The phone type you choose dictates the automatic formatting applied (as set up in Configuration/Tables/Phone Types).

o You cannot have duplicate phone types. In other words, you can only use a phone type once in the address record.

o Enter area codes, even for local numbers. Enter the phone number without dashes or parentheses and the system will automatically format the numbers, even with extensions.

AddressAccelerator populates

these fields.



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o Enter email addresses and websites exactly as you would when using them.

Do not enter spaces

Enter the @ symbol and dots.

DNC (Do Not Contact)

Recommended Marking this checkbox in the Phones/Email/Links grid indicates not to use that phone number or email address (for information purposes only).

Solicit Codes Recommended Solicit codes help manage the contact with constituents, making sure that constituents are receiving only the types of contact they want to receive or the types Ivy Tech Foundation wants the constituent to receive. You can select multiple entries.

o Do Not Mail

o Do Not Call

o Do Not Email

o Do Not Solicit

o Do Not Contact Ever

Constituent ID Required o The system automatically generates the constituent ID. This information can be hidden to prohibit you from overwriting it.

o The ID displays in the title bar of the record.

o You can perform searches and queries based constituent ID.

Primary Constituent Codes

Required Each constituent must have at least one constituent code that describes the region/site related to Ivy Tech Foundation.

o Region 1 – 14

o Central Office

Secondary Constituent Codes

Required Each constituent must have at least one secondary constituent code that describes the constituent’s primary connection to Ivy Tech Foundation. Enter all that apply

o Individuals

Friends

Student

Corporate Contact


Alumni Ivy Tech - Non Degreed

Retired Employee

Administrative Staff



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Faculty

Hourly Staff

Development Council Volunteer

Emeritus Volunteer

Foundation Director

Past Volunteer


Regional Trustee

State Trustee

Ex Employee

Student/Parent (Lilly Match)

Elected Official

o Organizations

Corporation

Corporate Vendor

Family Foundation

Foundation

Government

Religious

Other (Further defined by attributes)

Laborers/Unions

Association

Matching Gift Information

Recommended If the organization is known to match gifts, enter information in the following fields, as known.

o Match Factor

o Fiscal year starts

o Matching Gift Limits

o Minimum per gift

o Maximum per gift

o Minimum Annual per donor

o {Maximum Annual per donor

o Minimum Total per donor

o Maximum Total per donor

o Matching Gift Notes

Birth date Recommended Enter the constituent’s birthday, if known.

Gender Recommended Enter the constituent’s gender, if known.

Birthplace Optional This is a text field entry. Enter the constituent’s birthplace, if known.



______________________________________________________________________________________



Receipt type Required This field determines whether a constituent will be included in the acknowledgement mail function when generating letters per gift or per donor. This will default to one receipt per gift.

o Consolidated receipts

o One receipt per gift



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CONSTITUENT CODE OVERVIEW

Primary Constituent Codes – All constituents must have a primary constituent code.

Region 01 – Gary

Region 02 – South Bend

Region 03 – Ft. Wayne

Region 04 – Lafayette

Region 05 – Kokomo

Region 06 – Muncie

Region 07 – Terre Haute

Region 08 – Indianapolis

Region 09 – Richmond

Region 10 – Columbus

Region 11 – Madison

Region 12 – Evansville

Region 13 – Sellersburg

Region 14 – Bloomington

Central Office

Secondary Constituent Codes – Constituents may have multiple secondary constituent

codes.

INDIVIDUALS

Friend

Student

Corporate Contact


Alumni Ivy Tech – Non Degreed

Retired Employee

Administrative Staff

Adjunct Faculty

Community Council

Faculty

Hourly Staff

Resource Development Council

Emeritus Volunteer

Foundation Director

Former Foundation Director

Volunteer

Past Volunteer

Past Regional Volunteer


Past Program Advisory Committee

Regional Trustee

Former Regional Trustee

State Trustee

Former State Trustee



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Former Employee

Student/Parent (Lilly Match)

Elected Official

WED

ORGANIZATIONS

Corporation

Association

Corporate Vendor

Educational

Foundation

Government

Health Care

Other

Religious

Trust

Laborers/Unions

SOLICT CODES – record for constituents to be excluded from a group and the reason why

excluded

Do Not Mail

Do Not Solicit

Do Not Call

Do Not Email

Do Not Contact Ever

ADDRESS TYPES – Each record must have a primary address, but can have other

addresses depending on type and purpose.

Auxiliary Address – used for alternate contact

Seasonal Address – used for specific dates during year (Ex: FL every year from Dec.-

March)

Home

Business

Previous Address – used when updating a new address. The former address type will

change and the new address will get its own type and possibly a primary indicator.

PHONE TYPES – Each record can have multiple phone types but should try to limit the

amount to the following types. Other contact numbers can be stored on relationships as

well. They should all be attached to the primary address record.

Business

Cell

Phone - Assistant’s

Home

Seasonal

Fax

Email

Assistant’s Email

Web



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Appeals

Appeals are solicitations to constituents. Appeals can be loaded into Raiser’s Edge for a

mailing list and can also be tracked for their success.

Notes

Notes in Raiser’s Edge are used to capture specific categories of data on constituents that do

not fall in another major tab category. Examples include Bio/Family history, reason for a

solicit code, inscription on a plaque/seat/column, obituary information, etc.

Attributes

The attributes tab is used to store additional information about a constituent that does not

have a place on another tab. Examples of attributes are how they want to receive the Annual

Report, any awards they have received, employee giving level, elected officials, and any

regional information that needs to be tracked and queried.

Most attributes are for state-wide use. However, many regions have identified attributes

that are only applicable within their region. Region specific attributes are available with

values for the region in a pull-down menu.



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Media

Any media about a constituent can be stored on the media tab. These include Internet

articles, scanned documents, pictures, etc. Files should be saved in .pdf format and saved

in the appropriate regional Blackbaud folder. See Accessing File Folders in

Miscellaneous Section.

1. Click on New Media and an Insert Object box appears. Choose Create from File to

choose the saved media file.

2. To search for the file in the regional Blackbaud folders, click on the Browse button

and locate your folder and file.

3. Double click on the selected file to attach in Raiser’s Edge and click OK.

4. Choose the media type for the record.

5. If the media should be linked to a proposal, search for the proposal and select.

6. Enter any description that will help in identifying the file.

7. Save and Close.

You may get a Restrictions message

like below. It is ok, just click OK and it

will take you to the next screen.



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Honor/Memorial

If an honor/memorial has been set up for someone, the information and gifts for that

honor/memorial are shown on this tab. To set up a new Honor/Memorial on the constituent

record, click on the Honor/Memorial tab. Check the box that says Constituent is an

Honor/Memorial.

Events

The Events module in Raiser’s Edge is very extensive. For any event that is Development

or Foundation related, the invitees, responses, and attendance can be tracked. Also, any

fundraising events can be linked to the donor’s record. Reports for events will show goals,

expenses and overall success of the event.



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GIFTS

The Gifts tab lists all gifts for the constituent. It lists date, amount, fund, description, type

of gift, etc.

There are views of summary information about a constituent that are useful for a quick view

as well.

To view a gift summary for a constituent, click on the Totals button at the top of the screen.

Choose the date range, gift type, and any other parameters and click on Finish



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Ivy Tech Contribution Transmittal Form

Required First Steps for the Contribution Transmittal Form

1. Open a constituent record.

2. On the menu bar, go to Letter. Select Modify Letter Menu…

3. From the Modify Letter Menu, select Search.

Contribution Transmittal Form – The Contribution Transmittal form is used by the regions

for processing currency, checks, donations charged to credit cards, money orders and similar

liquid assets. The form is how the regions indicate which general ledger fund is to be credited

with the gift. Once completed, the form is sent to the Foundation Office along with the currency,

check, or credit card information.



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4. Highlight the Letter Description for your region and then select Open.

5. Select Close.



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Creating a Contribution Transmittal Form

1. Open the constituent record in which the gift is to be recorded.

2. On the tool bar, go to Letter (or the icon) and click on your region’s contribution

transmittal.

3. Word will begin to create your document.

4. Follow the instructions for completing the transmittal form. Data from the

constituent’s record will populate on the form as it is in Raiser’s Edge. Notes and

instructions are displayed in red.

This only works if it is your region. If the constituent

is from another region and you need to complete a

transmittal, contact CO to have temporary access to

the record.



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5. Print copies of the transmittal forms as needed. Go to File and select Print.

6. When finished, select Save this document as an action. The required field Action

Type will need to be filled in. Choose Contribution Transmittal. Save and Close.

7. You will see a display to let you know that the document has been saved. Select Ok.

8. Next, select Return to <Name of Constituent>.

9. The letter is then saved to the constituent’s record as an action.



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Reprinting/Reviewing Transmittal Forms

1. Open the constituent’s record who gave the gift; click on the Actions tab.

2. Click on the action for the transmittal form you would like to view.

3. In the lower right hand corner of the action, click on the word icon.

4. This will take you to the original transmittal form to allow you reprint or review the

transmittal form.

Thank you letters or specific special event

transmittals can also be created so that the fields

are already populated for ease of entry. CO can

help with these if there is a need.



______________________________________________________________________________________


PLEASE SEE ACCOMPANYING DOCUMENT

CONTRIBUTION TRANSMITTAL PROCESSING

PROCEDURES AND APPROVALS” FOR FURTHER

DETAILS AND INSTRUCTIONS.



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Contribution Transmittal Use only for Contributions

Date: 3/3/2011 Region: E005

Solicit Code: (please verify the following solicit codes for accuracy)

Anonymous Donor: No

Donor Information: (please verify the following donor information for accuracy)

Constituent ID: C03160085 Individual’s Full Name: Miriam L. Thomas Annual Report Listing: Miriam Thomas (Should pre-populate, if not, please correct on Addressees/Salutations tab)

Donor Receipt/Letter Information: (This is how donor info will appear on a merged letter or receipt from Central Office) Addressee: Ms. Miriam Thomas Title, if applicable: Company/Firm Name: (if applicable)

Address Lines: 150 Conradt Ave City, State, Zip: Kokomo, IN 46901-5254

Salutation: Dear Ms. Thomas:

Gift Information: Is this a payment on a pledge: Current Pledge Balance: $0.00

Yes/No Honor/Memorial Gift:

Yes/No Honor or Memorial In honor/memory of:

Honor/Memory Constituent ID:

Employee? Yes/No

Account Information: Required Signatures Person Supplying this Info Miriam Thomas

Printed Name Signature Date Approving Authority Greg Aaron

Printed Name Signature Date

Fund # ie. xx-xxxx

Fund Description Campaign Appeal Sub

Code $ Amount

4310

3

.

4

.

5

.

7

.

8

.

9.

1

.

10

.

2

.

11

.

6

.

12

. 13

.

14

.



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1. Solicit Code: If there is no code listed, then the constituent may be contacted or solicited. If the

constituent needs to be excluded from soliciations, emails, or any contact, please

update the Solicit Code field on the Bio 1 tab in RE.

2. Anonymous Donor: If this says Yes, then the donor will be anonymous. If this says NO and the donor

should be anonymous, then check the Anonymous box on the bottom of the Bio 1

tab in RE.

3. Name and Annual Report Listing: The data displayed is the constituent’s name and how they will be recognized in the

Annual Report.

Please confirm the accuracy of this data. If the Annual Report name is not

correct, update the Addressee/Salutation in RE for the Annual Report category.

4. Donor Receipt Letter Information: This section displays how an envelope will appear for the donor. It is also for the

inside address of a letter. A contact for an organization IS REQUIRED and marked

primary in the relationship.

If the Addressee is not correct, update the Addressee/Salutation data in RE.

If the company name is not displaying and should, update the relationship

information to print company name as part of the address in RE.

The address data is pulling from the address that is marked preferred. If this

is not correct, please update in RE.

5. Salutation: This is what will print on the receipt letter to the donor. Please verify that it is

correct. If not, update the Addressee/Salutation data in RE. If it should be Mr. and

Mrs., and it isn’t displaying, verify that the spouse information is entered in RE

correctly.

If the donor is an organization, please verify the contact information in the

relationship of RE. If there is no ‘person’ to address the thank you/receipt letter to,

one will NOT be sent from Central Office.

6. Pledge Payment: Indicate if this is a payment on a pledge (Yes or No). If there is a current pledge, the

balance will be displayed on the right.

7. Honoral/Memorial Gift: Indicate if this gift is toward an Honor or Memorial (Yes or No) and which it is to

the right (Choose Honor or Memorial). Also list who the gift is in honor or

memorial to, and their ID in the system. If they do not exist in RE, a record MUST

be created.



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8. Employee: Please indicate if the person is or was an employee of Ivy Tech as we use different

letters for employees and non-employees.

9. Fund #: Fill in the account number that the gift is directed to. This is the four-digit sequence

number found in Fundware. For example 1301 30 0943 is the Batesville

Scholarship. The fund number should be entered as 0943. For endowed funds, use

the 6-digit combination such as 40-9123 or 50-9123.

10. Fund Description: Enter the name of the fund (i.e., Batesville Scholarship).

11. Campaign: Enter the campaign that the gift should be attributed to. For example, all regions in a

capital campaign have a specific code. All other regions not in campaign are

assigned a fiscal year code. Please search the campaign records or contact Central

Office to clarify. If the wrong campaign is entered, then reporting for a region will

be incorrect.

12. Appeal: Enter the appeal code that the gift should be attributed to. This could be a specific

mailing, event, etc. A region should not continually use the same appeal from year

to year. They are designed to compare the success of different soliciations. For

example, an appeal code of EOY10 could be End of Year 2010. It could be

compared to EOY09 to see increases/decreases. Contact Central Office to create

appeal codes. If no appeal is known, enter UN for Unsolicited.

13. Amount of gift Enter the amount of the gift for the constituent.

14. Signatures There must be two signatures on any transmittal for it to be accepted and processed

by Central Office. This will document that more than one person has reviewed the

information entered on the transmittal.



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PROSPECT MANAGEMENT (Solicitors, Actions, Proposals)

Master Prospect List

Adding a Prospect to the Master Prospect List

To add a prospect to the Master Prospect List:

1. Open a record and go to the Attributes tab

2. In the first open line in the list of attributes, click in the category space and choose

Master Prospect List from the pull down menu. Repeat process in next open line

and choose Geographic Reach from the pull down menu and in the description

choose the appropriate region. There can be multiple attributes on a record for

geographic reach.

3. Save the record.

Solicitor Assignments Assigning Prospects to a Solicitor

Solicitor – Any staff member or volunteer who is assigned a relationship with a prospect.

Prospect Manager – the person responsible for coordinating the overall management of the

prospect. There can only be one Prospect Manager per prospect.

Primary Solicitor – the main person assigned to the prospect for the purposes of solicitation.

There can only be one Primary Solicitor per prospect.

Secondary Solicitor – any other person that will be involved with the prospect. There can be

more than one Secondary Solicitor.



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To assign a prospect to a solicitor:

In order for a solicitor relationship to be created, the solicitor must first be created as a

solicitor on the Bio 1 tab. All Development Directors for Ivy Tech Community College are

solicitors.

Click solicitor on Bio 1 tab.

1. Open a constituent record to be assigned to a solicitor and click on the Relationship

tab.

2. Click on Assigned Solicitors in the left pane. Choose New Assigned Solicitor. A


3. Do a search for the solicitor to be assigned to the constituent and select.

4. Choose Solicitor type (Prospect Manager, Primary Solicitor, or Secondary Solicitor).

Prospect Manager – the person responsible for coordinating the overall management of

the prospect. There can only be one Prospect Manager per prospect.

Primary Solicitor – the main person assigned to the prospect for the purposes of

solicitation. There can only be one Primary Solicitor per prospect.

Secondary Solicitor – any other person that will be involved with the prospect. There

can be more than one Secondary Solicitor.



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5. Add any other pertinent information about the assigned solicitor relationship. Notes

can be used to record any general information about the relationship or the reason

why a certain solicitor is assigned to the constituent.

Prospect Information To enter basic prospect information:

1. Open a constituent record and go to the Prospect Tab.

2. Under the General section, enter a prospect classification (how was prospect

identified).

Staff Identified – by Ivy Tech staff

Campaign Identified – through campaign activities or consultant

WED Identified– referred through WED

Volunteer State Trustee Identified– identified by State Trustee

Volunteer Region Identified – identified by regional board, advisory council,

etc.

Volunteer – Foundation Director Identified – identified by a Foundation

board member

Self-identified - for unsolicited gifts

3. Enter a Prospect Status

Active – prospect is in the cycle (cultivation, solicitation, stewardship)

Inactive – the prospect has been deemed not in an active cycle or not a

prospect. This can be either permanent or temporary.

4. Enter any Philanthropic Interests if they apply to the prospect.

NOTE: Other sections that prospect data may be entered include Gifts to Other

Organizations and Financial Information. These sections are being developed for

overall use by Ivy Tech.



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Ratings Information

To enter a Rating on a Prospect:

1. Open a prospect record and go to the Prospect tab

2. Click on Rating on the left hand side and New Rating at the Top.

3. Complete the Ratings Information for Internal Ratings of Capacity, General Rating,

or Stage.

There is a Notes section for any relevant notes about the rating. Depending on the

Category, the Description List will change.

Source: Internal Category: Capacity Description: Levels of $$ Capacity

Source: Internal Category: General Description: Top 5 or 1-10

Source: Internal Category: Stage Description: Identification, Cultivation,

etc.

4. Save and close each new rating that is entered. Multiple ratings can be entered for

each prospect.



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Entering Actions To enter an action on a prospect:

1. Open a prospect record and go to the Action tab

2. Click on New Action

3. Click the radio button for the appropriate action category

4. Choose the appropriate action type and the date the action occurred. NOTE:

Today’s date defaults in. Change if action did not occur today.

Cultivation – Any action that occurs when involving a prospect with Ivy Tech

Solicitation – Any action that occurs when asking a prospect for a gift

Stewardship – Any action occurring after a prospect has made a gift that nurtures

the donor relationship, e.g. thank-you note, invitation to donor recognition

luncheon, plaque installation, etc.

Appointment – general appointment with a constituent.

Closure – any interaction that concludes with acceptance or rejection of a gift

request

Follow-up – any action that is related to a previous action

Initial Contact – the first interaction in a prospect relationship

Pledge Reminders – action associated with a pledge reminder for a constituent

Prospect Research – action associated with gathering prospect research

Screening – action associated with a screening (peer or external)

Thank You – action to thank a constituent for a gift or visit who is not a prospect

5. Enter start and end time if known

6. If a specific Solicitor is assigned to this action, click the Solicitor button and search

for the name of the solicitor.

7. Enter a status for the action, if known.

8. Click the check box if the action has been completed and the date it was completed

9. Choose a phone number to contact the prospect, if known.



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10. If the action is to happen in the future, set a notify reminder. Click on the Notify

button to choose the Raiser’s Edge user to notify and the number of days, etc.

beforehand to notify the user of the upcoming action.

NOTE: Action reminders can be viewed on the user’s home page in Raiser’s Edge in

the bottom panel.

11. Enter priority level, campaign, fund, or an existing proposal, if appropriate.

12. On the Notes tab, enter a notepad type and any notes about the action.

13. Save and close the record.



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Entering Proposals To enter a proposal for a prospect:

1. On the prospect tab, click on Proposal in the left pane.

2. Click on new proposal.

3. On the General tab, enter a name for the proposal using a regional naming

convention.

Example: A1 – Gary Campaign Scholarship

4. Enter a purpose for the proposal that relates to one of the 5 areas of investment in

Changing Lives, Making Indiana Great

Investing in Students – Scholarships for Ivy Tech students

Investing in Technology – Support for technology systems, equipment and

instruction

Investing in Workforce – Support for workforce programs aligned with Indiana’s

key growth sectors

Investing in Instruction – Faculty and program development

Investing in Capacity – Building and student services

5. Enter a status for the proposal.

In Development – proposal is being developed

Agreed to Gift – Prospect has agreed to a gift for the proposal. Payment may or

may not have been received.

Agreed to Pledge – Prospect has agreed to a pledge for the proposal. Signed

pledge agreement may or may not have been received.

Gift Received – Gift or pledge agreement has been received and processed



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Requires Follow-up – Follow-up is necessary to move the proposal along, e.g.,

prospect requests more information, prospect requests time to respond

Cannot Contact – cannot get a meeting set with prospect, but proposal on record

Refused – Proposal was refused by prospect

Hold – Timing Not Good

NOTE: If the status is Agreed to Gift, Agreed to Pledge, or Gift Received, the

Amount Funded section needs to be completed and/or the links made to the

gift(s).

6. Enter a campaign and fund that the proposal is linked to, if any.

7. If a solicitor is linked to the proposal, click on the Solicitor button and choose the

solicitor.

8. Enter a deadline for the proposal, if known.

9. Enter a type of gift, if known.

Cash, Pledge, Gift in Kind, Planned Gift

10. Enter a gift instrument, if known.

Bargain Sale, Bequest, Charitable Remainder Trust, Charitable Remainder Unitrust,

Gift Annuity, Life Estate.

11. Enter a rating for the proposal, if known and a date rated

Excellent, good, fair, not rated

12. Enter amount asked for, amount expected, and amount funded along with

corresponding dates.

All pipeline reports for the President or the Board will be processed from the

proposal entries and the amounts in these areas.

Amount Expected should be entered only if the ask has not been made officially.

This is to track the amount of proposals ‘being prepared’ for asks. This data will

feed into the Pipeline Level 2 reports.

Amount Asked and Date Asked should be entered once the ask has been made. This

differentiates between asks that have been made and asks that are still in

development.

This data will feed into the Pipeline Level 1 reports.

Amount Funded and Date Funded should be entered once the donor agrees to a gift

or pledge.



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13. When proposal is funded, the gift can also be linked to the proposal for reporting

purposes.

NOTE: Please notify Central Office to link gifts to proposals via email or a

note on the contribution transmittal when submitting the gift for processing.

14. Mark the proposal inactive if necessary.

15. Save the record.

Actions related to Proposals

Actions can be entered for proposals from the Action tab within the proposal.

Click on the Action tab within the proposal and add a new action that will be

displayed with the proposal.

Media tab for Proposals

A copy of the proposal or any supporting documents can be added to the proposal

record through the media tab.

The document needs to be saved in the regional Blackbaud folder to be accessed.

Click on New Media and search for the file to be added.

Notes for Proposals

Notes about the proposal can be entered on the Notes tab. Choose new notepad type.

Enter a notepad type (Planning, General or Follow-up), a brief description and any

detail in the body of the note.



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To Run a Pipeline Report or an Expected Pipeline Report:

Pipeline: Go to Reports and Select Prospect Research Reports

Select the Proposal Analysis Report

Open the Proposal Analysis Report for your region or the Overall Analysis Report.

Edit the parameters as necessary for dates and status of report

Preview and Print the Report.

EXAMPLE:

Expected Pipeline: Go to Reports and Select Custom Reports

Select your regions Expected Pipeline Report

Click the Refresh Export check box to update the data on the report

Click on either Preview or Print to view or print the report.



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EVENTS Creating an Event

The Event module in Raiser’s Edge is one of the largest modules in the entire system. Some

of the functionality of the events module includes:

Setting up the general information about an event (Name, Date, Time, Type,

Location)

Seating for a big event

Prices for sponsors, ticket buyers, etc.

Expenses for caterer, speakers, supplies, decorations, etc.

Fundraising goal and stats on achievement of goal

Participants (Invitees, RSVP, Attendees, Guests)

Actions to remind those involved of activities that need to take place

Attach invitations and other media about event

Notes about the event

General Tab

The general tab for an event lists the basics of the event such as date, time, location and type

of event. The event name should be in the regional naming convention. EXAMPLE: D1-

Evening on the Farm. Also, the ID should be edited to reflect part of the Event Name.

Prices Tab

Prices can be established for each event and levels of sponsorship an also be entered.



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Expenses Tab

Expenses for an event can be tracked. However, they do not link up with any other financial

system. These numbers will be used when reporting on the goals that were established for

an event.

Participants Tab

Contains all information about participants that are invited to the event, RSVP information,

and attendance information. Also, guests may be entered and payment for the event can be

linked with their donor record.



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Actions Tab

Actions about an event can be entered and reminders sent to other users. These actions can

also be kept from year to year if the event is recurring.

Attributes Tab

Attributes are things that relate to the event that do not necessarily fit into any other part of

the event module.

Media Tab

Invitations may be scanned and attached to the event. A profile or picture of a speaker can

be saved as a media file on the event as well.

Notes Tab

Any free form notes about the event can be entered on the Notes tab. Copy and pasting

from emails and other documents will work as well.



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Add a participant to an event

1. Open an Event and click on the Participants tab.

2. Click on New Registrant and choose Individual or Organization.



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3. Search for the record in RE by clicking on the and doing a constituent search.

If the person does not have a record in RE, you may type free form the last name and

first name of the person. When the individual information is entered or accessed,

click on Save and Close.

4. Choose the Participation, Invited, and Registered status on the General Tab of the

participant record.



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5. If there are any fees associated with the event, click on the Registration Fees tab.

Enter the appropriate level under Unit and the number of units to calculate the

amount due. The gift amount and receipt amount should populate if the Prices tab

on the event are set up.

When the Development Office fills out a transmittal and sends to Central Office for

processing, the gift will then link to the registration, thus paying off the registration.

Viewing participants for an event

Participants, sponsors and guests can be viewed for the entire event. The viewing screen

can also be sorted by any of the header fields.



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Reports for events

Event List: Lists all participants for an event.

Registration Fees Due Report: Lists all registrants and fees paid or due



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Event Summary Report: Lists summary information for participants, expenses, income.



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Updating participants after event

It is possible to update participant information after an event has occurred.

1. If a manual list of participants is used at the event, make sure Raiser’s Edge ID is

included.

2. List which participants actually attended the event in a spreadsheet.

3. Submit the list to Central Office with notes about columns for attendance, etc.

4. Central Office can globally update the participant record in RE for attendance.

Option to update participants in Raiser’s Edge

1. Open the event in Raiser’s Edge

2. Click on Tools and Update Participants

3. Choose what fields are to be updated and move them to the right side of the screen

4. Click on the binoculars at the top to choose the Participant query.

5. Choose Participants with Event ID = <Ask>

6. Click on Edit Participants Now.

7. When query wizard asks for Event ID, choose equals and search for the event and

click Finish.

8. Update any fields for participants that are shown on the screen and click OK to apply

the changes to all participants.



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LETTERS

To create a letter in Raiser’s Edge with no saved content:

1. Open a Constituent Record

2. Click on Letter in the Menu area and choose Write a Letter

3. A letter template is created using the constituent’s name, address, and

addressee/salutation information.

The remainder of the letter can by typed into this screen, or other text can be copied

into this template. Once the letter is completed, it can be saved as an action on the

constituent’s record by clicking Save this document as an action.

Letters can be created in Raiser’s Edge that to be used continually, or they can be created ad

hoc on a constituent’s record. The letters can also be saved on the constituent’s record for future

reference.



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To create a letter in Raiser’s Edge with saved content to be used multiple

times:

1. Click on Config, Letters, then Constituent Letters, then on New Letter

2. Enter the Letter Description and the Export file to use in the letter. An export

of the fields from Raiser’s Edge to be used in the letter (merge fields) should be

created or one can be used that is already created.

Click on the Edit Export button in the lower right corner to view the fields to be

exported.



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3. Review the data to be exported on the Output tab. Edit any data elements in the

export and eithe resave or save with a new export name. Click on Edit Merge

Document.

4. Using the tool bar at the top of the document, insert the Raiser’s Edge fields to

merge with the constituent, and any other text to complete the letter. When

completed, click Save and return to RE7 to Merge.



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To begin using a letter in Raiser’s Edge on a constituent’s record:

Required First Steps for Setting up a Letter for use:

1. Open a constituent record. It does not matter which constituent.

2. On the menu bar, go to Letter. Select Modify Letter Menu…

3. From the Modify Letter Menu, select Search.

4. Highlight the Letter Description that you want to use and select Open.

5. Select Close.



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6. The letter is now in your Letter menu to use. The process can be repeated to add any

number of letters to your Letter menu.



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REPORTS

There are many reports in Raiser’s Edge that can be run on any record or any group of

records. Reports in the report module are grouped by the type of report.

It may not be necessary to totally create a report from scratch. By looking through the

individual reports, users can view reports already saved and rename them for their particular

region and change parameters to fit their needs. Each report has a sample that can be

viewed to determine if the report will fit the user’s needs. Click View Samples to view

each type of report.



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To create a report:

1. Choose the report to be created.

2. Click on New Report.

3. By using the different tabs on the report set up, choose the criteria needed to

complete the report.

4. Press the Preview button to view the report.



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5. The report can be exported or printed from the Preview screen. If the results are not

what was expected, click the red X in the upper left corner to return to the parameter

view window and change the criteria of the repot.

6. To save the report parameters, return to the parameter view and save the report. The

report can be saved for all users to run or modify or for no other users to run or

modify.



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CONSTITUENT PROFILE REPORT

Steps to running a profile report on a constituent:

1. Go to the Reports Module in RE, select Profiles, Lists and Directories, and

Constituent Profile. To run a new constituent profile, choose New.

2. If the profile is going to be run for just one record, choose Include One Record on

the General tab. This will open a constituent search window. Search for and select

the appropriate record.



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3. On the Profile Contents tab, choose the items to include on the profile report. Also,

select appropriate criteria for each section if necessary.

4. On the Format tab, enter any heading or subheading necessary. Choose Preview to

view the report, or Print to print to the default printer.

NOTE: The profile report and settings can be saved for use at a later time. This will

decrease time to set up each report. Please name the report with the regional naming

convention. Example: 02 – Profile Report



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QUERIES

NOTE: The output of a query should not be used as a reporting tool.

Example: A query is designed to find the records in Raiser’s Edge that belong to the

Kokomo region and have given over $1000 in the last 3 years. A user can look at the

output of the records (i.e., name, ID, total giving, city, constituent code) within the

output of the query, but should NOT export that output for further use.

STORAGE OF QUERIES:

Each region has its own folder for queries. There have been many queries set up and

stored in each of these folders. Like reports, users should view the stored queries for criteria

and purpose so that they can be used or similar queries can be built from them.

SETTING UP A QUERY:

Most queries should be set to only include the constituents that belong to a specific region.

The Primary Constituent Code should always be used to ensure the correct records are being

queried.

Queries in Raiser’s Edge are used to capture a set of records based on specific criteria.

The output of a query can be used to run a report, view records, or calculate the total

number of records that meet the criteria. Queries can also be used with the Export module

to export data for other uses (Excel, merging into a letter, send to a mail house, etc.).



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Steps to Creating a Query:

1. Click on Query, then New Query and choose the type of query to create.

The type of query depends on the records the user is looking for. Most are

constituent queries. A query for event participants would need a participant query.

A query for specifc relationships would be a relationship query. A query for gift

records (not constituents with a gift) would require a gift query.

2. In the New Query window, begin with the Criteria tab to identify the specific criteria

for the records. Each menu shown on the left can be expanded to display the fields

that can be used. Example: Constituency can be used to identify any constituent

code and Primary Constituent Information is used to identify the region a record

belongs to.

NOTE: Review the checkboxes to determine what groups of records will be

included or excluded (inactive, deceased, no valid address).



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3. Double-Click on the specific field to move it to the right and choose the criteria for

the field.

4. Continue choosing criteria until all are shown on the right side of the screen.

5. Click on the Output tab to choose the fields to view. Double click on each field for

viewing to place it on the right side of the screen.

NOTE: By expanding the Query Fields menu, the fields used in the Criteria tab are

shown for easy access.

Use the same process as in #4 for choose the fields for Output.

6. Click on the Sort tab to choose how the Output fields are sorted. Use the same

process of selecting fields to the right side of the window and choose Ascending or

Descending for the Sort order.



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7. Click on the Results tab to view the results of the query. If there are a lot of records

to return, it may take a few minutes for the Results tab to populate.

Results can be searched by field by clicking Edit, then Find. Also, records can be

viewed in more detail by double-clicking a particular record to view in Raiser’s

Edge. The list can be printed or exported from the Results screen FOR REVIEW

PURPOSES ONLY.

8. To save the query, press the Save button of choose File, then Save. Please save the

query in the appropriate Regional Query folder and name with the region number at

the beginning (i.e. 01 – Alumni Query).



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EXPORTS

To set up an Export:

1. Click on Export in Raiser’s Edge.

2. Review existing exports or create a new export by clicking New Export.

3. Choose the type of Export and the output format, and click Create Now.

4. On the General Tab, choose what records to inluce (All, Selected, or One).

Also, click the appropriate check boxes to either include or exclue certain

constituents (inactive, decased, etc.)

Exports in Raiser’s Edge are designed to provide the user with useable output for a single

record or groups of records (query). The output of an export may contain logic for how

much data is exported, and also logic for what types of data are exported. Exports are also

similar to queries in that they have a ‘type’ associated with them (constituent, gift,

reltaionship, etc.). Exports are most generally run against queries that are already defined.



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5. Click on the Output tab to choose all of the data elements to be exported. As with

Query, expand the menu on the left to get to the field and double click to add to the

right side of the export screen.

6. For any menu on the left that has a stacked icon, , there is criteria that is

required by the export. When this type of field is chosen, the criteria dialog box is

displayed and requires input to proceed. Any of these criteria can be edited in the

future as needs change.

EXAMPLE: The field Constituent Code – Long Description requires criteria. This

will export 4 columns of constituent codes where any exist of: Adjunct, Admin

Staff, Faculty, or Hourly Staff.

To preview the results before exporting, click on the Preview Button at the top.



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7. Click on Export Now in the lower right corner once all output fields have been

identified. Specify that path for the file to be saved in. The file is the Blackbaud

folder for the particular region.



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MISCELLANEOUS

Accessing File Folders in Raiser’s Edge

OPTION 1

From the main Blackbaud Application Hosting screen, Choose Content and then Files

Enter login information as you did for the Application Hosting login and click

Remember my password.

This may have to be entered more than once.



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Once connected, you will see the Files Hosting site in Raiser’s Edge.

From here you must enter the SiteID after the / forward slash. Our SiteID is 30592 and

will be viewable once you start typing in that field. Hit enter or GO and the Each

region’s folders will be available to save data to.



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OPTION 2

Alternative option to view the folders via Option 1, then Option 2 is to set up Filezilla

Program to access the same location.

This option has been tested and may be preferable to the Blackbaud Content Portal.

Filezilla will need to be downloaded to the local machine from the URL below:

http://filezilla-project.org/download.php?type=client

1. Download FileZilla and install on local machine

2. In the Hostname field, enter "files.blackbaudhosting.com"

3. In the Username field, enter the same username used to log into the Hosting

Metaframe

4. In the Password field, enter the same password used to log into the Hosting

Metaframe

5. In the Port field, enter "22"

6. Click the "Quickconnect" button

7. Once connected, in the Remote Site field, enter your Site ID after the " / " and hit

enter. Ivy Tech’s site ID is 30592.

8. To save the settings once the RE file folders are shown, choose Bookmarks and Add

Bookmark. Enter a name for the Bookmark.

9. When Filezilla is started the next time, choose the to reconnect to the server

and the Ivy Tech file folders.





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Once you click the button the boxes will fill in with the file folders and locations.

From here you can manage your files just as you would in Option 1. Be aware that you

may have to click on this connection a couple of times before it will work.



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Address Accelerator Instructions

Address Accelerator is the program in Raiser’s Edge that validates the format of a

constituent’s address record.

To set up the initial use of Address Accelerator:

1. Login to Raiser’s Edge

2. Go to Tools, User Options, File Locations

3. For AddressAccelerator Datafiles, enter the path:

\\BBHFS01\AddressAccelerator$\US

4. Save

When entering an address on a constituent record, press F8 after entering it to validate the

format.



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Removing the Annoying Raiser’s Edge Beep Solution Title: How to disable the system beep for Hosted users

1. Right-click My Computer and select Manage.

2. Double-click System Tools

3. Double-click Device Manager.

4. From the menu bar, select View, Show hidden devices.

5. Click Non-Plug and Play Drivers.

6. Right-click Beep and select Properties.

7. Select the Drivers tab.

8. Click Stop.

9. You can change the start-up type to Disabled so the beep service will never start.

Go to My Computer and right click and select Manage. Double Click on System Tools.

Double click on Device Manager.



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Select View and Show hidden devices.

Click Non Plug and Play Drivers

Right click on Beep and select Properties



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Select the Drivers tab.

Under Status, Stop the Beep. To always disable it, Choose Disabled under the Start up

Type.

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