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1. ESSENTIALS REMINDERS v WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks You have not backed up your GiftWorks database yet Backup Now It s been 168 days since your GiftWorks database has been compacted Compact Now Update Now You have 174 donors affiliates with a mailing address that have not been validated Validate Donor Addresses Your trial of GiftWorks Volunteers will expire in 25 day s Buy Now Your trial of GiftWorks Events will expire in 25 day s Buy Now Favorite Reports You can add Favorite Reports to the Side Column of your Home Page This will show you the Reports that you have saved as your Favorites You can click on the down arrow And then choose Manage Favorite Reports or can choose to Hide the feature GiftWorks User Manual Page 26 of 373 WELCOME SAMPLE USER ESSENTIALS i 2 3 FAVORITE REPORTS v FREE GIFTWORKS RESOURCES YOU NEED TO KNOW ABOUT Manage Favorite kapori Make sure you are taking advantage of the resources available to help you get the most out of GiftWorks Read here for the scoop Hide http support giftworksconnect com entries 21306367 free giftworks resources ource of New Donors Donors By Category Active Sources of New Donors Current Year Donors by Cat You can check or uncheck the Reports that you want to show as your Favorite Reports and change the order Manage Favorite Reports Select which reports yo
2. ADD DONOR PHONE EMAIL INFORMATION Enter the phone and email information for this donor Show more Phones Phone Name Home Phone Phone an Emails Email Name Personal Email Email Address Clicking on the Show more link will allow you to enter in 2 and 3 phone and email information Add a Donor ADD DONOR PHONE EMAIL INFORMATION Enter the phone and email information for this donor Hide more Phones Phone Name Home Phone Phone i717 2nd Phone Name Type or select a phone name 2nd Phone te 7 3rd Phone Name Type or select a phone name 3rd Phone E A Emails Email Name Personal Email Selecting Donor Group On the sixth step of the Add a Donor process select any groups you want to add the new donor to Any default group selections made when setting up your database or in the Settings section will be preselected GiftWorks User Manual Page 51 of 373 Add a Donor ADD TO GROUPS To add this donor to one or more groups click on the group names or the checkboxes next to them Adopted Rescue Dog Board Member Dog Days Fun Run Attendee Forever Family Foster Home Member Press Member Puppy Mill Activist Selecting Donor Mailing List On the seventh step of the Add a Donor process select any mailing lists you want to add the new donor to Any default mailing list selections made when setting up your database or in the Settings section will be pres
3. Options a ay This SmartList can include columns and criteria based on 4 user defined time periods Use the fields below to set the Periods name date range and optionally donation criteria for those time periods Locations Period 1 Period 2 Period 3 Period 4 Name Last 30 Days Date Range Last 30 Days From To Donation Criteria i Customize Results Display Name City State 44 Donors td i EE Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4553 Barker Jane 111 Main Street Lancaster FA Bell Sandra Bell Whitman Brenneman Lisa Lancaster PA Brown Bob Dean Jirnrny Lancaster FA h By default GiftWorks includes Current Year Current Fiscal Year Previous Year and Previous Fiscal Year Use the custom time periods to define other periods The periods can be fixed such as February 1 2008 through February 29 2008 or can be floating Current Week Year to Date or Next 3 Months To define a fixed date range choose the Custom Dates option from the Date Range drop down list You can give each time period a Name such as Next 3 Months These custom periods can be useful for viewing comparative data on your SmartLists for multiple time periods For example to compare quarterly giving for each quarter of last year set up a period for each quarter then add the total giving field for each quarter to your SmartList for more information see Customizing a SmartList The Options tab in the SmartList d
4. Send Letters amp Envelopes Email Options f Letter is induded in the body of the email Letter is attached to the email as a PDF Letter is attached to the email as a PDF and in the body of the email i Optional Files will be attached to each outgoing email Attachments Attachment File Path 4dd 4thachment File Click on the click here to configure email settings link Then choose the option you would like to use If you choose to Send email through Microsoft Outlook you must have Microsoft Outlook installed on this computer There are no other set up steps for this option Configure Email EMAIL OPTIONS GiftWorks can send email using two different methods Choose the desired email options and click the Next button Read more about your email options Send email through Microsoft Outlook Microsoft Outlook must be installed on this computer and be able to send emails GiftWorks will use Microsoft Outlook and the email settings in Microsoft Outlook to send email Send email using your own email server settings This option allows you to specify your own outgoing smtp mail server that GiftWorks will use to send email An email server is usually provided by your Internet Service Provider or you may have your own outgoing email server Enter in the email address to send the test email to and click on the Send Test Email button GiftWorks User Manual Page 211 of 373 Configure Email rescu
5. HY FAVORITE REPORTS Change your list of Favorite reports by clicking Manage above Top Donors view your top donors based on how much they have donated Unfulfilled Pledges View all pledges that have not been completely Fulfilled Donor Growth View the cumulative growth of your donors over time Recently Lapsed Donors view donors who contributed last year but unfortunately not this year GiftWorks User Manual Page 281 of 373 You can choose your favorite reports by clicking Manage in the My Favorite Reports header then clicking the checkbox beside each report you want to appear in the favorites section You can change the order that they appear in and Edit or Delete from the My Favorites area as well Manage Favorite Reports fx Select which reports you d like to appear on your list of Favorite Reports You can also edit or delete your saved report designs Report Mame Category Description 4 Top Donors Donor Reports view your top donors based on how much the UnFulFilled Pledges Donation Reports View all pledges that have not been completel Donor Growth Donor Reports view the cumulative growth of your donors ov Recently Lapsed Donors Donor Reports View donors who contributed last year but un MY BOSRO REPORT Saved Report Donation History by Camp Saved Report Donation History by Campaign O Forever Families Giving le Saved Report Total giving by level report For Forever Families Active Sourc
6. O LATEST DONATIONS Below is a list of the last 5 donations entered 100 00 Gift Given by Lynn Marcus amp Bridgett on 2 26 2008 z 000 00 Pledge Payment Given by Horne Carl on 12 21 2007 z 000 00 Pledge Payment Given by Horne Carl on 12 21 2007 2 000 00 Pledge Payment Given by Horne Carl on 12 21 2007 600 00 Pledge Payment Given by Save Gur Families Foundation on 12 21 2007 GiftWorks defines a donation as a gift or pledge payment made to your organization not including receivables Payment types include money in kind contributions and securities You can also add custom payment types With GiftWorks adding a donation is easy and straightforward just click on any Add a Donation link in the menu on the left side and follow the instructions GiftWorks lets you to track donations matching gifts memorials campaigns and giving histories GiftWorks optionally lets you add the donation to the Receipts mailing as well as Thank You Letters mailing list so you can easily receipt and acknowledge your donors Using the power of SmartLists you can view the All Donations SmartLists or create a SmartList of donations based on criteria you choose For instance you can create a SmartList of donations over 500 from Pennsylvania donors then save the list as PA Donors Over 500 Any time you want to see those donations just click on the list As you add new donations that meet those criteria their donors will a
7. CHANGE FIELD SHARTLIST CATEGORIES Select any of the Following bo manage you user SmartList Categories Field Value Display visible Visible Visible Visible Uncategorized Standard Organizational Processing Manage SmartEntry Pages SmartEntry lets you create pages that are designed to match how you enter donor and donation information For example you may have an event in which you collect specific information from the donors who attend You can create a page that lets you quickly and easily enter the information you want You also have the ability to save SmartEntry items entered and finish later You can use the Saved SmartEntry as a Template for weekly monthly giving etc MANAGE SMARTENTRY PAGES Create a new SmartEntry Page Create a new SmartEntry page that lets you quickly add donors donations or both Manage Saved SmartEntry Sessions View Restore or Delete saved SmartEntry sessions OR WORK WITH AN EXISTING SMARTENTRY PAGE m L Community Outreach Use this page For use at outreach events Last Update Date Last Update User 10 3 2011 2 50 18 PM Sample User Mission Interest Use this page Edit Copy Last Update Date 9 16 2011 2 44 16 PM Last Update User Sample User Simple Donations Use this page Edit Copy Use this SmartEntry page to quickly enter donation information into GiftWorks Create Date aja gal 242010 3 19 47 PM Create User mole ample User Click
8. Create a SmartList SELECT SMARTLIST CONTENTS What would you like to show in this new SmartList Donors Donations Pledges Create a new SmartLlist based on an existing one PRINTING A SMARTLIST When viewing a SmartList you can print that SmartList as displayed on the screen by clicking the Print link in the top right corner SMARTLISTS UNACKNOWLEDGED DONATIONS Double click a row to see full details Or select a row to see a brief summary at the bottom Customize P rint Gift Date Donation Type Expected Received Expected Date Payment Date Donor a 6 2 2005 Gift 133 00 133 00 6 2 2005 6 2 2005 Tabor Felix 6 2 2005 Gift E 133 00 133 00 6 2 2005 6 2 2005 Tabor Felix 6 8 2005 Gift 200 00 200 00 6 8 2005 6 8 2005 Moore Trisha 6 20 2005 Gift 133 00 133 00 6 20 2005 6 20 2005 Light Nigel 6 30 2005 Gift 250 00 250 00 6 30 2005 6 30 2005 Jones Tom amp Marla 7 9 2005 Gift 200 00 200 00 7 9 2005 7 9 2005 Moore Trisha 7 19 2005 Gift 400 00 400 00 7 19 2005 7 19 2005 Bishop Steven 7 29 2005 Gift 50 00 50 00 7 29 2005 7 29 2005 Barber Harry 8 10 2005 Gift 2 000 00 2 000 00 8 10 2005 8 10 2005 Dibiase Mike 8 11 2005 Gift 50 00 50 00 8 11 2005 8 11 2005 Clark Carson 8 11 2005 Gift 133 00 133 00 8 11 2005 8 11 2005 Light Nigel 8 12 2005 Gift 400 00 400 00 8 12 2005 8 12 2005 Buanimo Ken 8 12 2005 Gift 200 00 200 00 8 12 2005 8 12 2005 Houston Jane 8 13 2005 Gift 500
9. GiftWorks User Manual Page 278 of 373 RUNNING A REPORT ON A SMARTLIST Depending on the SmartList you re viewing whether it s a donor donation or pledge SmartList you can run certain reports directly on that SmartList When browsing a SmartList click Run Report for List in the Related Actions menu GiftWorks will give you a list of the reports that can be run on that list This gives you the ability to get deeper information about a SmartList To run a report on a SmartList open a view of the SmartList Then from the Related Actions menu click Run Report for List Export This List Update Items In This List Run Report For List Choose from the list of reports in the next screen to view the desired report and click Next to continue Your SmartList report is now ready for viewing and customization SELECT A REPORT TO RUN Choose a report from the list and click the Next button to see the report Reports Received Pledges And Gifts Donation History Top Donations Donation History by Donor Profile Donation History by Donor Category Donation History by Campaign Donation History by Fund Donation History by 4ppeal Donating Summar hs FundiAnneal RUNNING A REPORT ON A DONOR With GiftWorks you can create reports from a donor donation or pledge record Reports range from a summary report of the donor s information to a comprehensive view of a donor s total giving history Donor Repo
10. GiftWorks User Manual Page 274 of 373 Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Matching Gift Fulfillment This report shows a breakdown of all matched donations plus information about the matching pledge for each You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report shows information for all campaigns Matching Gift Fullfillment Source All Donations Smartlist Dates 12 6 2007 through 3 6 2008 Campaign All Gift Date Donor Actual Amount Actual Date Match Expected Match Received Campaign El Matching Sift Fulfilment E Matching Donor Cresta Corporation 12 18 2007 Houston Paul 250 00 12 18 2007 250 00 0 00 Technology Campaign 12 21 2007 Houston Paul 200 00 lef21 2007 700 00 200 00 Annual Campaign 2007 E Matching Donor Save Our Families Foundation lef21 2007 Yan Hooven Jason 600 00 lefe1feo07 600 00 600 00 Annual Campaign 2007 3 1 050 00 1 050 00 500 00 EED SN Campaign SmartList Filter All Donations Date Range Last 3 Months Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Matching Gifts Outstanding This report shows a breakdown of matched donations whose matching
11. Sg 0S4 2 ed a oe a Tsar jS GF 4S A i Il ill ho o gt wn The toolbar contains buttons for formatting the text in your letter including font style color and size alignment bullet or outline formats and inserting tables images or hyperlinks You can change the formatting of any part of your letter document using the toolbar You can check the spelling in your letter by clicking the blue check mark button with ABC on it The ruler shows you the measurements of where your letter will fall on the printed page GiftWorks does limit the size of your letter as well the image size that you are able to insert It is important to keep the images and letter size as small as possible You can see the size of your letter at the top right corner when creating or editing a letter Inserting fields One of the most important features of GiftWorks is the ability to insert database fields into a letter template Using this feature you can insert the name of a donor donation or pledge field into your template and when the mailing is generated the corresponding information from each donor donation or pledge record will be inserted into the letter This ability is frequently referred to as mail merge To insert fields into a letter template click the Insert Field button at the top left of the letter editor screen eh 2 Next click one of the field categories and then click the field you
12. The receipients will be exported to a Comma Separated Value CSV file Choose the file name and folder for the export file Filename Folder C Documents and Settings Owner My Documents If Remove line feed characters from export GiftWorks User Manual Page 231 of 373 Click Done to finish the mailing process PREMIUM If you are using GiftWorks Premium the Finish Mailing screen will look like this Q GiftWorks Sample Database Sample User File Help lt gt E gt E EE E Back Home Donors Donations SmartLists Mailings Reports Settings MAILINGS lt gt Help FINISH MAILING Current Task Table of Contents Print and or save your documents Enter other details below Click Done to finish Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Save or Print Your Letters mailing to each recipient s record 3 Digit Tray 3DG s LANCASTER PA 175 1 Prepare Your Mailing Email Print Save Envelopes Print the mailing instructions If you are sending email click 3 Digit Tray 3DG Print Save Print the tray labels 19 Print the qualification report LANCASTER PA 176 2 Envelopes Print Save AADC Tray AADC AADC HOUSTON TX 770 159 Envelopes Print Save Mixed AADC Tray MAAD MXD Envelopes HARRISBURG PA 170 Print Save 999 Print save Print Save Print Save 203 your printer Clicking Save saves Print Save the documents to your computer V Record thi
13. Uncheck the recipients you would like to exclude from this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing O O C C Recipients Customize Name Donation Amount Campaign Fund Address mail Preference Note M Acme Super Dog Apparel 25 000 00 2010 Annual Ca Operating Fund 989 Acme Way Lancaster PA No Preference Acknowledged M Acme Super Dog Apparel 8 o0 0 0 o 2010 Annual Ca ri Operating Fund 989 Acme Way Lancaster PA iia No Preference Ackn owledged v Acme Super Dog Apparel 4 000 00 2010 Annual Ca Multiple Funds 989 Acme Way Lancaster PA No Preference Acknowledged Acme Super Dog Apparel 2 000 00 2010 Annual Ca Operating Fund 989 Acme Way Lancaster PA No Preference Acknowledged v Acme Super Dog Apparel 6 000 00 2010 Annual Ca Operating Fund 989 Acme Way Lancaster PA No Preference Acknowledged W Acme Super Dog Apparel 9 000 00 2010 Annual Ca Operating Fund 989 Acme Way Lancaster PA No Preference Acknowledged W Acme Super Dog Apparel 3 000 00 2010 Annual Ca Operating Fund 989 Acme Way Lancaster PA No Preference Acknowledged v Ajax Corporation 3 333 33 2010 Annual Ca Operating Fund 534 Walnut Avenue 2nd Floor No Preference Acknowledged M Ajax Corporation 4 000 00 2010 Annual Ca Multiple Funds 534 Walnut Avenue 2nd Floor No Preference v Arkin Gary 75 0 o Mem
14. 125 00 oi4i2012 Check 125 00 5 4 2012 Check sae paps of 500 00 4dd Scheduled Payment Modify Remove PLEDGE INFORMATION When was this pledge made 11 4 2011 To which campaign should this pledge be attributed 2011 Annual Campaign From which appeal did this pledge result 2011 Information Mailer Who was responsible for soliciting this pledge To whatis this pledge directed or restricted To which Honorarium Memorial was this donation given Is this pledge earmarked for a particular fund Operating Fund Does this donor want to give this pledge anonymously i Yes f No Is this pledge closed Yes i No Additional Notes CUSTOM FIELDS Directed Breed Service Donations Hours Service g Value Service 0 00 Donations Donations Deposit ID ACKNOWLEDGMENT RECEIPT INFORMATION This pledge has been added to a mailing list for acknowledgment How was this pledge acknowledged When was this pledge acknowledged Issue receipt for each pledge payment m What is the receipt group Month End Receipts Save Cancel Saving Pledges Review the information that is entered then click Save to save the pledge After you have saved the pledge and if you chose to Acknowledge Later in the Add a Pledge process you can choose a method here by clicking Acknowledge Now APPLYING A PLEDGE PAYMENT GiftWorks User Manual Page 97 of 373 There are two ways to apply a payment to a pledge You can apply the
15. 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Accept 150 00 instead of the expected amount of 125 00 for this payment This will increase the total pledge amount by 25 00 O Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments Decrease Final Payment Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Spread Received Amount Across Multiple Payments Apply 125 00 of the received amount to this payment and apply the remaining 25 00 across subsequent scheduled payment s Additional options will be provided to handle the leftover amount if any Combine Multiple Scheduled Payments Decrease Final Payment Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments Combine two or more scheduled payments into a single larger payment and apply the 150 00 received against that combined payment Additional options will be provided in the event the recetved amount does not exactly cover the combined pa
16. A donor with no profile can be an individual an organization or a household GiftWorks User Manual Page 47 of 373 Add a Donor ADD A DONOR Choose the kind of donor you would like to add then enter the new donor s name O Donor Donor Name example Mr John Smith Jr Donor with household profile C Donor with organization profile Cancel You can track information about organizations or households without having a profile applied to the donor record When entering the name for a donor with no profile you might enter John Q Smith John and Mary Smith The Smith Household or XYZ Corporation As you continue through the process of adding the donor GiftWorks makes a best guess as to how the pieces of the name you entered should be divided between all donor name fields You can edit the values that GiftWorks puts in the fields Donor with Household Profile If you add a donor with a household profile you will be prompted for the household name Examples of household names might be John and Mary Smith or The Smith Household ABD A DONOR Choose the kind of donor you would like to add then enter the new donor s name C Donor e H Donor with household profile Household Name example John and Mary Smith The Smith Househald O Donor with organization profile A GiftWorks household can be generally defined as a couple or family that
17. Community Qutreach Visible Up Dog Days Fun Run Visible Holiday Appeal Letter Visible Imported Visible Newsletter Visible MA ae WieikLe ma dd For example if you held a special informational event to introduce your organization to the community and handed out cards for people to fill out who want more information you could enter a distinct source for that event and then track which new donors you entered as a result Email Names Names for Donor Email addresses e g Personal Email Business Email GiftWorks User Manual Page 295 of 373 MANAGE EMAIL NAMES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field value Display Personal Email Visible Business Email visible Business 2 Email visible Information Email Visible Main Email Visible Other Email Visible Sales Email Visible Support Email Visible Webmaster Email visible Gift Solicitors Solicitor is a field that appears in each gift or pledge record and allows you to track who if anyone was responsible for soliciting that donation MANAGE GIFT SOLICITORS Thi
18. Do Not Email in GiftWorks All donors not already in Constant Contact will be added to Constant Contact in your default list For the first synchronization Constant Contact has the most reliable information Matching GiftWorks donors will be updated with Constant Contact information Warnings There are 31 donors with duplicate email addresses Only their lists will be synchronized with Constant Contact Connect GiftWorks and Constant Contact Synchronization Completed Click Finish To update your lists and fields click on Synchronize with Constant Contact GiftWorks User Manual Page 354 of 373 CONFIGURE GIFTWORKS TO WORK WITH CONSTANT CONTACT GiftWorks and Constant Contact are configured to work together Constant Contact z lt h of ww Update GiftWorks and Constant Contact Depending on the number of changes this may take some time gee f Options Summary Change Integration Settings All contact information will be kept in sync with Constant Contact If a contact has unsubscribed from all Constant Contact lists they will be marked as Do Not Email in GiftWorks Update Lists antes pdate Cus s Pre synchronization Check Update Custom Field Your Constant Contact lists have not changed Your mapped custom fields are up to date Update Now GiftWorks and Constant Contact were last updated on 6 5 2012 11 36 54 AM Update Password If you no longer want to integrate GiftWorks and Constant Contact dick the li
19. EVENT HISTORY es 15 950 Income Goal Potential Income 12 760 9 570 v Actual Income 55 380 v Total Expenses 3 190 Current Year 2010 2011 2012 ae 2 Years 3 Years 4 Years 5 Years Events Tasks You can add Event Tasks to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Next Week s Event Tasks This Month s Events Tasks All Active Events Tasks or Past Due Event Tasks You can also choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks NEXT WEEK S EVENT TASKS v ioe manure bec try heed TTT Next Week s Event Tasks This Month s Event Tasks All Active Event Tasks Past Due Event Tasks n even es rch Hide Side Column You can customize the Side Column of the Home Page to show various features You can check the box next to the feature s you would like to be displayed You can also arrange the features in the order you would like using the Up and Down buttons GiftWorks User Manual Page 24 of 373 Customize Home Page Main Column Select the features you wish to display in the right column of the home page Use the Up and Down buttons to arrange the features Donor Statistics Reminders C Favorite Reports C Recent Donors SmartEntry Pages C Favorite SmartLists Campaign Thermometer
20. El Fundraising 2012 In Kind Giving 1 Foundations 11 Pledges 2012 31 El Volunteers Active Volunteers 13 Unscreened Volunteers 15 E Standard All Donations 810 All Donors 213 All Pledges 40 All Donors and Affiliate Donors 216 VIEW AND MANAGE SMARTLISTS Donors within 2 miles of Lancaster 30 Dog Days Fun Run Group w Custom Time Periods 44 Donations gt 1 000 2011 SDR Mailer Appeal 16 Renewal Date Membership Request 81 Below are the SmartLists that you are able to view and manage organized by category Click on the SmartList name to view the contents of a SmartList Or Click the Options link to perform another action for a SmartList Board Members Business Corporation Supporters Donors that have a geocoded address within 2 miles of Lancaster 17601 Donors whose mailing address is geocoded Veterinarians Our Adopted Rescues Forever Families Adopted Rescued Dogs In Kind Gifts of Veterinarian Care Grooming and Training Events Donations gt 1 000 2011 SDR Mailer Appeal Foundations sdfijksdaljkfisdajkif Renewal Date Membership Request Small Dog Rescue Volunteers All donations in the database All donors in the database All donors and affiliate donors in GiftWorks All pledges in the database You can sort the lists within each Category by clicking on the Sort option E Administration Business Corporation 17 Donors within 2 miles of Lancaster 20
21. Geocoded Donors 41 Veterinarians 0 Forever Families 19 Board Members Business Corporation Supporters Donors that have a geocoded address within 2 miles of Lancaster 17601 Donors whose mailing address is geocoded Veterinarians Our Adopted Rescues Forever Families Adopted Rescued Dogs You can sort by name by creator or by description e by Mame by Creator by Description You can click on the name of any SmartList or click Options then choose View Contents to view the SmartList You can also collapse or expand the SmartList categories E Administration Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Shared with others Sort Options Options Options Options Options Sort Options Options Sort Options Options Options Options Options Options Sort Options Options Sort Options Options Options Options Business Corporation 17 Donors within 2 miles of Lancaster 30 Geocoded Donors 41 Veterinarians 0 GiftWorks User Manual Board Members Business Corporation Supporters Donors th
22. GiftWorks is set to check for software updates automatically Click Next to confirm this setting and have GiftWorks check for updates automatically If you want to turn this feature off deselect the Have GiftWorks check for updates box before clicking Next 8 Enter your name in space provided and click Next 9 If you want to try out the features of GiftWorks without setting up your own database you can select the Use the sample database button before clicking Next GiftWorks assumes that you want to create a new database Click Next to set up your new database If you have an existing GiftWorks database to use click Select an existing database before clicking Next e f you are creating a new database enter a name for this database in the space provided GiftWorks will automatically save your database in a preselected GiftWorks folder Click Next to accept this selection If you want to save your database in a custom location click the linked filename below and choose the folder that you want to use Click OK once you have highlighted your selection then click Next e lf you are selecting an existing database click Browse and choose the GiftWorks database GDS file you want to use Click Open once you have highlighted your selection Click Next to launch your database 10 You have completed setup Click Sign In to open GiftWorks If you want to change any setup selections before signing in click the option and follow the setup instruc
23. J None specified C 2008 Annual Campaign C 2009 Annual Campaign 2010 Annual Campaign 2011 Annual Campaign 2012 Annual Campaign Capital Campaign oO General Care Campaign oO Legislative Action Ongoing C Membership Campaign E Syogetes Expenses E actual Expenses E income Goal E Actual income 22 500 18 000 13 500 39 000 34 500 P Annual Campaign 2010 Annual Campaign 2011 Annual Campaign 2012 Annual Campaign Events You can add Events to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Upcoming Events Current Year Events Previous Year Events All Past Events or All Events You can also choose to Hide this feature GiftWorks User Manual Page 22 of 373 WELCOME SAMPLE USER ESSENTIALS QUICKBOOKS 2012 Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support aiftworksconnect com QuickBooks CURRENT YEAR EVENTS ek I a a I S E Sr S New Member Welcome Dinner Income 2 500 00 Expenses 900 00 Upcoming Events e Current Year Events Previous Year Events All Past Events All Events Hide Event Finances You can add Event Finances to your Home Page You can then ch
24. Print Save Print Save V Record this mailing Check this option to record this mailing for future reference Mailing Welcome Letters Mailing List 6 1 2012 12 00 PM Remove recipients from the Welcome Letters mailing list Find Donor i Advanced Search lt Back Done Cancel Recording a Mailing lf you check the Record this mailing box during the mailing process you can enter a title and description for the mailing as well as a date and time that it was sent All details will be recorded to the recipient donation or pledge records as well as to the GiftWorks Mailing History You can view a donor s mailing history on the Notes Tasks amp Files tab of the donor record You can view the GiftWorks Mailing History by clicking View Mailing History in the Related Actions menu on the main Mailings page Removing Recipients If you are sending your mailing to a Mailing List you can click the Remove recipients box to remove the recipients from the Mailing List once you complete the mailing For example if you are sending a welcome mailing to new members of your organization you may want to remove them from the Welcome Letters list If you are sending newsletters you might want to keep them on so that they will receive the next newsletter Export Recipient List You can export the recipient list to your computer Choose this option under Other Tasks on the left Export Recipients EXPORT RECIPIENTS
25. Received 4 Qutstandi Next Paymen Next Pay El Pledge Balances Field and Forest Foundation Fize 2008 410 000 00 0 00 0 00 0 00 Grow Rite Inc 7128 2011 4900 00 450 00 0 00 450 00 12 28 2011 450 00 Ajax Corporation 7 30 2011 14 000 00 6 666 67 0 00 6 666 67 BMOl011 3 333 33 Molte Alfred 7 30 2010 4500 00 0 00 0 00 0 00 Helms Sarah 5 30 2011 1 000 00 500 00 0 00 500 00 5 30 2012 250 00 Sater william 5 30 2011 500 00 400 00 0 00 400 00 5 30 2011 100 00 Acme Super Dog Apparel 2 14 2011 6 000 00 0 00 0 00 0 00 Acme Super Dog Apparel 2 14 2011 4 000 00 0 00 0 00 0 00 Acme Super Dog Apparel 2 14 2011 2 000 00 0 00 0 00 0 00 Acme Super Dog Apparel 2 14 2011 6 000 00 0 00 0 00 0 00 Acme Super Dog Apparel elid 2011 9 000 00 0 00 0 00 0 00 Acme Super Dog Apparel 2 14 2011 3 000 00 0 00 0 00 0 00 Field and Forest Foundation 12 1 2010 15 000 00 15 000 00 0 00 15 000 00 12 1 2010 5 000 00 Carswell Foundation 2 1 2011 5 000 00 6 000 00 0 00 6 000 00 5 1 2011 2 000 00 Mauer Olivia 10 26 2010 36 000 00 12 000 00 0 00 12 000 00 10 26 2012 12 000 00 Acme Super Dog Apparel 6 15 2011 125 00 125 00 0 00 125 00 gizal 125 00 Herr Amy F4 2012 3 000 00 3 000 00 0 00 3 000 00 2i4i2012 1 000 00 Owens Dodie 2 14 2012 4500 00 4500 00 0 00 500 00 2j142012 100 00 Perpetual Energy OF Pennsyly 24 2012 410 000 00 10 000 00 0 00 10 000 00 2ji4z0i2 2 500 00 Richards St
26. Yan Hooven Jason Cresta Corporation Houston Paul Thorne Carl Arm Mark Tyler Shawn Saunders Gretchen Mills Jennifer Feed The Nations Taylor Foundation Tipton Lynn Aliota Mark Night Casandra Barber Harry Lederer Jack Batinich Dave Chambers Rachel Calendar year 12 21 2007 12 21 2007 12 21 2007 12 21 2007 12 20 2007 12 20 2007 12 20 2007 12 20 2007 12 19 2007 12 19 2007 12 8 2007 12 1 2007 11 14 2007 11 13 2007 10 20 2007 10 16 2007 8 7 2007 600 00 200 00 200 00 2 000 00 200 00 100 00 600 00 800 00 2 000 00 3 000 00 3 000 00 50 00 5 000 00 125 00 500 00 1 000 00 11 000 00 SmartList Filter GiftWorks User Manual 600 00 200 00 450 00 8 500 00 350 00 1 100 00 600 00 800 00 2 000 00 3 000 00 3 000 00 150 00 5 000 00 175 00 500 00 1 075 00 11 100 00 All Donors Page 256 of 373 Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donors By Group This report provides a breakdown of donors who are in a certain group or groups A donor might be included on the report multiple times since donors can be in more than one group Donors By Group Source All Donors Smartlist Group All Board kiember CA Board Member Board Member Former E Board Member Former Event Attendee E Event Attendee HSS Family Fair Sponsor Sponsor P ee E Friend
27. 1 3 User SmartList Filter All Donors Date Current Year GiftWorks User Manual Page 260 of 373 Honorarium Memorial Notifications View donors who receive honorarium memorial notifications Honorarium Memorial Notifications Source All Donors SmartList Honorarium Memorial All Display Name Address City State ZIP Postal Code Phone Email E Honorarium Memorial Notifications El Honorarium Memorial Name Louise Mauer Olivia 807 Chipom Cirde Lancaster PA 17603 717 859 9878 Olivia comcast net 1 El Honorarium Memorial Name Nancy Mosso Dimock Anne 1888 South Street Lancaster PA 17603 717 859 9988 Anne comcast net Wilson Anne 3 Breezy Dr Lancaster PA 17603 662 623 2523 anne hotmail com 2 A Honorarium Memorial Name Thelma and Angelamia Acme Super Dog Apparel 939 Acme Way Lancaster PA 17603 717 859 0872 ASDA gmail com Kay Alan 22 N President Ave Apt 518 Lancaster PA 17603 717 859 9999 pop comcast net The Wilson and Shirley Delong 5534 Delong Drive Lancaster PA 17603 717 253 9685 delong hotmail com 3 EE Honorarium Memorial SmartList Filter All Donors VIEWING DONATION REPORTS GiftWorks offers 17 different donation reports that organize donation information in a way that lets you assess your organization s fundraising effectiveness Click View Donation Reports in the work area of your main Reports screen to view a list of the available donatio
28. 10 25 2011 6 00 PM Invite to Puppy Mill Action Millsaps Cynthia Friday 11 18 2011 5 30 PM Call for DDFR Quotes H all rian Call to get quotes for next year s Dog Days Fun Run flyer Friday 10 30 AM Tenoro Bliss Jeff Call Jeff to discuss what the trigger was that inspired him to make a 300 00 gift a 5 31 2012 30 PM Follow Up Phone Call Dash Rache Call Rache Add New Task View Calendar View and Manage Tasks GiftWorks User Manual Page 18 of 373 Social News Feed You can add Social Feed to your Home Page You can choose the settings that best suit your needs by clicking on the down arrow You can then choose which social feed to display the number of posts to display or to Hide the feature WELCOME SAMPLE USER ESSENTIALS WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks SOCIAL NEWS FEED 10 MOST RECENT POSTS FROM FACEBOOK TWITTER LINKEDIN bd There was a problem connecting to Facebook Reconfiq v Show Facebook E NonProfitTimes Read more about our free webinar with convio and marketing_power on our blog http t co Q9umqmFO nonprofit fundraising dV Show Twitter v Show LinkedIn iE LightCMS New on the LightCMS Gallery Check out this beautiful site from samuelgordons gt http t co 4MIfa2ig ib GiftWorks FREE webinar Join edaconsulting amp GiftWorks Tues 2pm ET Fundraising amp the NextGen great for nonprofits register http t co Dzv
29. Blank Letter donate now Fall Appeal Letter Adding an existing letter You can also add an existing letter into GiftWorks GiftWorks is not designed to use the copy paste function from a Word document You will first need to open your Word document and clear all formatting Then choose save as and change the file type to Rich Text Format Then open GiftWorks and go to the Letter Library Choose to create a new letter and choose a name for it You will then see a blank page Click on the yellow folder located under the Insert Field button ol S 2 elo a T pe Arial 2 Be u Search for the Rich Text Format file you just saved and click on it and then click on Open Look in E Desktop my Documents F My Computer My Recent Emy Network Places Documents aitworks file storage 34C3344BB002465694F2570615B0943D k 6 E registry back ups citrixrec rtf Desktop My Computer a File name my letter rtf My Network Files of type Rich Text Format ATF Cancel Help A message may appear saying that the file was modified and asks you if you wish to save the modifications If this appears choose no The letter will be inserted into GiftWorks GiftWorks User Manual Page 201 of 373 Delete Field rd S 2 Gs mh ot hoa Ba Daa AI Arial zij z pz ul EeSBEBe HE e AA Donor General Today s Date Long Format Donor Contact I
30. Documents and Browse Choose a location for your restored GiftWorks Database file 2 C Documents and Settings lisa breneman Desktop Enter a name for your restored GiftWorks Database file gds 3 Ex my giftworks data Step 3 Give your new database file a name GiftWorks User Manual Page 327 of 373 GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GiftWorks database will create a GiftWorks Database file gds from a GiftWorks Backup File gbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below Find the GiftWorks Backup File gbf you want to restore PA Your most recent GiftWorks Backup File is selected below If you vant to restore ae a different GiftWorks Backup File click the Brovse button C Documents and P s Choose a location for your restored GiftWorks Database file ganai 2 C Documents and Settings lisa breneman Desktop AEN Enter a name for your restored GiftWorks Database file gds 3 mydatabasefile Ex my giftworks data step Restore Cancel Click Restore GiftWorks Restore i Restore is complete The file was restored to C Documents and Settingsilisa breneman Desktop mydatabasefile qds Sign In to the database file To do this click on the Options tab to the right of the Database name Choose Select an existing database and then c
31. Donation History Top Donations Donation History by Donor Profile Donation History by Donor Category Donation History by Campaign Campaign Analysis Donation History by Fund Donation History by Appeal Donation Summary by Fund Appeal Pledges and Gifts By Campaign Received Pledges and Gifts Pledge List Pledge History Unfulfilled Pledges Upcoming Payments Past Due Payments Pledge Balances Matching Gift Members Matching Gift Fulfillment Matching Gifts Outstanding Customizing Donor and Donation Reports Running a Report on a SmartList Running a Report on a Donor Choosing a Report Style GiftWorks User Manual Page 247 of 373 Viewing My Favorite Reports Printing Exporting and Emailing Reports Save and Share Report Design GiftWorks User Manual Page 248 of 373 REPORTS OVERVIEW After entering your donors and donations GiftWorks Reports let you review analyze and share your information You can report on giving trends for your board of directors review your top donors with your annual campaign chair analyze opportunities with your executive committee and much more Reports let you create the reports you need in formats that are both concise and informative E RE PO RTS Track donors donations and goals and see them in a variety of useful ways The best way to create a targeted reportis to first create a SmartList based on GiftWorks fields then run a report from the blue left menu REPORTS View GiftWorks Reports b
32. Gerry Wilson Change Profile Customize Print Summary Summary Contact Info Details Relationships Notes Tasks amp Files Main Contact Info Phone Phone 717 654 0864 Email Wilsons rrr com Assigned To Steven Barkerson Source Our Website About The Wilson Family Donor Category Individual Household Status Last Interaction Task on 8 26 2010 10 00 00 PM Current Tasks Best Contact Do Not Call Mailing Lists You can also Restore any or all donors in this area Check the box next to the Donors to restore or click Check All to check all donors on the list MANAGE DELETED DONORS Select a deleted donor from the list below You can restore or permanently delete the donor by using the buttons below WARNING By permanently deleting a donor you will remove the donor record and any information related to it such as address phone numbers and emails You will also delete any associations with other donors Profile Name Address City State Donor Household The Wilson Family 65 Trent Road Lititz PA Restore this Donor j Are you sure you want to restore the selected donor s No fees urea Click Yes to Restore You can also permanently delete the donors from your database file You can also delete any or all donors in this area Check the box next to the donors to delete or click Check All to check all donors on the list Click on Delete Permanently You will see the following
33. Get more specific reports by first creating a SmartList based on GiftWorks criteria then running a report on that SmartList from the left menu VIEW DONATION REPORTS Create reports to better understand your donors Create reports to better understand your donations VIEW VOLUNTEER REPORTS VIEW EVENTS REPORTS Create reports to better understand your Create reports to better understand your events volunteers MY FAVORITE REPORTS MANAGE Change your list of favorite reports by clicking Manage above Top Donors View your top donors based on how much they have donated Unfulfilled Pledges View all pledges that have not been completely fulfilled Donor Growth View the cumulative growth of your donors over time View donors who contributed last year but unfortunately not this year Organizations GiftWorks User Manual Page 286 of 373 SETTINGS IN THIS SECTION GiftWorks Settings Overview Customize Change GiftWorks Fields Acknowledgment Methods Address Names Appeals Assigned To Campaigns Contact Types Countries Credit Card Types Directed Purpose Donor Categories Donor Source Email Names Gift Solicitors Job Titles Note Titles Payment Types Phone Names Prefixes Receipt Groups Relationship Roles States Provinces Status Suffixes Task Categories Manage Donor Donation Custom Fields Change Default Values for GiftWorks Fields Manage Fields for Adding New Donors Manage Donor Groups Accounting Post Transact
34. Other Textbox A simple box where a user can enter any textual or numeric data Textbox dropdown a combination of textbox and list dropdown You can enter a list of values that the user can choose from but the user can also enter any textual or numeric data Checkbox A box that the user can click to check or uncheck You can also Organize your Custom Fields You can change the category and layout for how the fields appear within donors and donations CHANGE DONOR CUSTOM FIELDS F m rogn sre ees f roe te ee OU Can ada Cus to Ellis Lu L Add a New Field Add a new field to help you track information about a donor Delete a Field Remove an existing field for a donor Organize Custom Fields Change the category and layout of your custom fields GiftWorks User Manual Page 303 of 373 ORGANIZE CUSTOM FIELDS Ta ee ee a a a ae ia O cOJUSi a CUSTO eid S positon or move it to anomer category singie cick Me Add Category MEMBERSHIP Rename Delete move down GRANT MANAGEMENT Rename Delete move down move up CUSTOM FIELDS move up Cancel Click on Add Category button to create your own Categories Enter the category name then click Done to continue Category Name CHANGE DEFAULT VALUES FOR GIFTWORKS FIELDS You can set default values for a variety of donor and donation fields in GiftWorks These values automatically appear for each newly added donor or donation and can save time and encourage consistency in data
35. Select the date range for the Dash Rachel donations to include and then click Next Select the donation date range Date Range aia From Liifeoi To l2 s1 2012 Click Next This will start the mailing process and allow you to send a letter from the Donations section of the Letter Library Send Mail gt About this Donor s Pledges This option allows you to pick a date range to use to send a letter based on those pledges for this donor Donor Pledges Mailing SELECT PLEDGES TO INCLUDE Select the date range for the Dash Rachel pledges to include and then click Next Select the pledge date range Date Range fire From Tor Click Next This will start the mailing process and allow you to send a letter from the Pledges section of the Letter Library Send Mail gt Quick Email This option allows you to quickly send an email to this donor GiftWorks User Manual Page 68 of 373 Quick Email Small Dog Rescue lisa breneman giftworksconnect com rachel hotmail com Send Mail gt Quick Mail This option allows you to quickly create and print a letter for this donor Quick Mail Print Label This option allows you to quickly create and print a label for this donor GiftWorks User Manual Page 69 of 373 MAILINGS MAILING LABELS Review your mailing labels and make any desired adjustments using the tools below i ES i po i 7 l FA Ma Rachel Dash 25 School Drive Lancast
36. Tasks amp Files tab in each of the donors that were on the SmartList COMPLETE OPEN A TASK You can mark a Task as Complete or Open for multiple donors at the same time using the SmartUpdate feature You will need to create a SmartList of these donors You can then click on the Run SmartUpdate for List option under Related Actions on left side of the SmartList screen Or you can go to Settings Additional Settings amp Tools Run a SmartUpdate Either way you will be taken to the screen below Be sure to back up your database file before proceeding GiftWorks User Manual Page 145 of 373 SETTINGS RUN SMARTUPDATE SmartUpdate Overview Select the type of update you want to apply to a SmartList from the menu below You will choose the SmartList on the next screen Back up your GiftWorks Database A SmartList Update will change information in your GiftWorks database Once updated these changes cannot be undone For your protection you should back up your GiftWorks database now Choose an Update Description Acknowledge donations Select an option to the left to see a description Add SmartList members to groups Remove SmartList members from groups Add SmartList members to mailing lists Remove SmartList members from mailing lists Change status of SmartList members Change category of SmartList members Change member since date of SmartList members Change renewal date of SmartList members Change affiliate designation of SmartLi
37. Using SmartUpdate to Add Complete or Open Tasks Donor Tasks Report GiftWorks User Manual Page 126 of 373 TASKS OVERVIEW GiftWorks lets you enter tasks related to a donor as well as Tasks not associated with a particular donor You can use Tasks to keep track of things not associated with a particular donor like ordering toner for your printer You can use Donor Tasks to keep track of things you need to do such as phone email or meet with that donor There are many ways to Add a Task in GiftWorks You can add a task two different ways from the Home Page when viewing the Task Calendar from the Donors Dashboard when viewing a Donor profile or through a SmartUpdate ADDING A TASK You can use the Add a Task feature to keep track of anything that is not related to a specific donor You can add a Task for yourself or for ANY of your GiftWorks users There are many ways to add a Task in GiftWorks Home Page You can customize your Home Page to show Tasks Click on Customize under Home Page Tasks on left Add a Donor Add a Donation View Donor Dashboard View All SmartLists View Task Calendar Change My Settings Refresh Customize Click on the Main Column tab and check the Tasks option GiftWorks User Manual Page 127 of 373 Customize Home Page Side Column Select the features you wish to display in the main area of the home page Use the Up and Down buttons to arrange the features 0O Donation History 0O
38. View your donors by customizable giving levels Select the date range and campaigns of the i a es Ms eo Ll a a donations to indude in the giving level totals 2 RECENTLY LAPSED DONORS 1 l E i I hea rrirr WwWnm COMTI Ten eT wear CIT Arn mare mmr Ti VIEW GOnOrs WhO CONTIDUTEO last Year DUT UNTOPUNaATEY not mi ivi iT Cu J LAPSED DONORS 1 i i Wee danmare whe contrib ited in enma vwese hut onfarh imately mnt thie vasr Ew Gonors WG CONTIBUTEd IN Some Year DUT UnNTOr UNATE not Mis Year 2 DONORS BY GROUP Wiew wor damnare Au mr fi view your donors by group 2 DONOR ASSIGNMENTS z i i AmMmsre The mi imne r wor Lompare Te NUMBEF OT VOL View your donor relationships J DONOR ADDRESSES a a ai mo he VEW YOU donor agoresses GiftWorks User Manual Page 250 of 373 J DONOR NOTES ct notee nazer on me da k IL y Udobi L Wie Ud tal a Sm iml ee roonor notesz Sele Foal at s Sat te te fy Wiew danmare whe recente famearsriim memoria nahr atirirei NEW donors WhO receve NoOnoranumMenional noincatons Click View Donor Reports in the work area of your main Reports screen to view a list of available donor reports To view any of the reports click the name of the report See the items below to learn more about each report Donors by SmartList This report provides a view of the donors contained in any one of your donor SmartLists Choose the SmartList for your report using the
39. You can add them into SmartLists if you want to mail to them but they will not receive your mailings unless you explicitly choose to send to them Also you cannot add donations to affiliate donors If you want to add a donation to an affiliate donor you must first remove the affiliate donor designation Affiliate donors can have any of the profile types For more information see Understanding Profiles UNDERSTANDING RELATIONSHIPS There are three types of relationships in GiftWorks relationship family relationship and work relationship In the Settings section of GiftWorks you can customize the list of roles donors can play in each relationship type GiftWorks User Manual Page 31 of 373 SETTINGS SELECT FIELDS TO CHANGE Select a GiftWorks field from the list below Then dick the Change Field button Field Name Description Note Titles Titles for donor notes Payment Types Methods of payment accepted for donations Prefixes Donor Prefixes e g Mr Mrs Receipt Groups Receipt Groups Relationship Roles Relationship roles States Provinces Donor address states provinces Status The current status for individuals and organizations Suffixes Donor Suffixes e g Jr Sr Task Categories The category for adding tasks for donors Find Donor Advanced Search Relationship A relationship can include friends golf buddies and many other relationship types You can use these to track how your donors are interconnected Kn
40. select all other recipients Add button A donor mailing will also include an Add button This gives you the options of Add members of included households Add members of included organizations Add households of included members and Add organizations of included members You can customize the Recipients screen to show different columns of information Click on the Customize link on the right GiftWorks User Manual Page 226 of 373 CONFIRM RECIPIENTS Uncheck the recipients you would like to exclude from this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing e e f is f Recipients Name Donation Amount Email Email Preference Note Payment Date Receipted Amo Unreceipte lt You will see different customize options depending on the type of mailing you are processing donor vs donation vs pledge vs receipt Customize Mailing Recipients CUSTOMIZE RECIPIENT COLUMNS Select the columns that you would like to include on the mailing recipient list Solicitor Uncheck All Column Mame Check All F Campaign Fund Payment Date Receipted Amount Unreceioted Amount be o o E T Here you can choose the columns to include on the recipient list you can use the Move Up or Move Down buttons to change where they appear on the screen as well Click Ok to refresh the screen Click Next to continue Select Letter This step is where you choose the le
41. the mailing process in GiftWorks No matter which way you start your mailing you will be taken to the same area to process the mailing CHOOSE OPTIONS Choose the options for this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing 7 p 2 Send Email requires configuration Send Letters Only Send Letters amp Labels e e Send Letters amp Envelopes Primary Secondary t Display Name Display Name ents Send one mailing per donor SELECT OPTIONS Mailing Format To start the email process click on Send Email in this area Mailing Format Send Email using Outgoing SMTP Server configure 0 Send Letters Only Send Letters amp Labels o Send Letters amp Envelopes Email Options GiftWorks User Manual Page 214 of 373 Choose the option you would like for your email s Letter is included in the body of the email if you choose this option the letter will be in the body of the email s you send f Letter is induded in the body of the email f Letter is attached to the email as a PDF Letter is attached to the email as a PDF and in the body of the email Letter is attached to the email as a PDF if you choose this option the letter will be attached to the email as a PDF file You can use the Email body text field to enter in what you would like to appear in the body of the email s f Letter is induded in t
42. whereas they are only included in a SmartList if they meet the criteria set GiftWorks User Manual Page 366 of 373 up for that SmartList Once the mailing has been sent you can choose as part of the mailing process to remove the donors from the mailing list or not Examples Welcome Letter mailing list You can add donors to this list when they are first entered into GiftWorks Once the Welcome Letter is sent you can set GiftWorks to automatically remove them from the list Newsletter mailing list You can add donors to or remove them from this list to manage their subscription to your newsletter For example you may want volunteers or clients to receive your newsletter but not necessarily your other donor communications Matched Gift When a donation is received and that donation is being matched by the donor s employer or another donor you can indicate this during the Add a Donation process or you can add it to an existing donation This gift is then marked as matched and a corresponding matching pledge is created for the donor matching the gift Matching Pledge Created when a matched gift is entered The donor typically a donor s employer that will be matching the gift will have a pledge added to their record in the amount of the match and with an estimated date of receipt This allows you to track matching gifts and follow up on them if they do not come in Memorial see Honorarium Name Tool The name
43. 00 500 00 8 13 2005 8 13 2005 Jenkins Marley 8 13 2005 Gift 350 00 350 00 8 13 2005 8 13 2005 Jenkins Mabel 8 18 2005 Gift 100 00 100 00 8 18 2005 8 18 2005 Johnson Thelma 8 18 2005 Gift 250 00 250 00 8 18 2005 8 18 2005 Kearny Bishop 8 25 2005 Gift 900 00 900 00 9 25 2005 8 25 2005 Peters Jackson amp Lynn 8 26 2005 Gift 300 00 300 00 8 26 2005 8 26 2005 Tubbs Maurice amp Janice 9 1 2005 Gift 50 00 50 00 9 1 2005 9 1 2005 Lavell Josh 9 5 2005 Gift 200 00 200 00 9 5 2005 9 5 2005 Moore Trisha 9 8 2005 Gift 125 00 125 00 9 6 2005 9 8 2005 Tucker Marshall M EESE Total Donations 85 Summary GiftWorks User Manual Page 182 of 373 MAILING CENTER IN THIS SECTION Mailing Center Overview Related Actions Create and Manage Mailing Lists Add a Mailing List Edit a Mailing List Delete a Mailing List My Favorite Mailing Lists Manage Letter Library Add Letter Edit Letter Delete Letter View Mailing History Set up Honoraria and Memorials Understanding the Mailing Process Mailing to a Donor Mailing to a Mailing List or SmartList Donor vs Donation Pledge mailings Sending Emails Configuration Options Sending Emails Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Sending Letters Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Printing Letters Labels o
44. 000 00 12 21 2007 Campaign for Capacity General Fund Leadership Appeal 2007 Dibiase Mike Gift 2 000 00 8 10 2005 Annual Campaign 2005 General Fund Mission Day Appeal 2 Mercury Fred Gift 2 000 00 11 12 2005 Annual Campaign 2005 General Fund Board Solicitation Thorne Carl Pledge Payment 2 000 00 12 21 2007 Campaign for Capacity General Fund Leadership Appeal 2007 13 42 500 00 K Include Top 10 Donations SmartList Filter All Donations Date Range All Dates Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donation History by Donor Profile This report shows a breakdown of donations according to the profile of the donor who made the donation You can choose one two or all three of the profile options by SmartList You can further narrow your results using the date range selection field and by indicating the types of donations to include GiftWorks User Manual Page 263 of 373 Donation History by Donor Profile Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Profile All Include Received Donations 12 000 E No Profile E Organization Profile GB Household Profile ttar 2007 hay 2007 Jul 2007 Sep 2007 Now 2007 Jan 2008 Mar 2008 Profile Include Received Donations Date Range Last 12 Months SmartList Filter All Donations This report includes bar chart pie chart and line chart styles Choos
45. 5 23 2012 500 00 175 00 375 00 Fayment 2 23 2013 5125 00 Payment 11 23 2012 125 00 Payment 8 23 2012 125 00 Payment 5 23 2012 1275 00 175 00 A Pledge is divided into four sections You can edit the pledge by clicking Edit Pledge at the bottom of the main work area DONATIONS PLEDGE DETAILS F PLEDGE OF 4 PAYMENTS FOR 500 00 ENTERED ON 11 4 2011 o SUMMARY PAYMENTS Donor Dash Rachel eee e a a as aes 2 125 00 due 2 4 2012 Apply Payment Status Outstanding amount is 500 00 3 125 00 due 5 4 2012 Apply Payment Expecting payment 1 of 4 4 125 00 due 8 4 2012 Apply Payment PLEDGE INFORMATION To which campaign should this pledge be attributed 2011 Annual Campaign From which appeal did this pledge result 2011 Information Mailer Who was responsible for soliciting this donation To whatis this pledge directed or restricted No To which Honorarium Mentorial was this pledge given Does the donor want to give this pledge anonymously No Is this pledge earmarked for a particular fund Operating Fund Is this pledge closed No CUSTOM FIELDS Directed Breed Service Donations Hours Service Donations 0 Value Service Donations 0 00 ACKNOWLEDGMENT RECEIPT INFORMATION Pledge has not been acknowledged but itis scheduled to be acknowledged in a mailing Issue receipt for each pledge payment Yes Summary and Payments The summary information on a pledge includes a link to the corresponding
46. Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Upcoming Payments This report shows the upcoming scheduled pledge payments for pledges made to your organization You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report will show information for all campaigns This report includes a bar chart and pie chart The pie chart shows totals by campaign for the date range The bar charts show the totals over time by month year etc for each campaign GiftWorks User Manual Page 272 of 373 Upcoming Payments Source All Donations SmartList Dates 3 6 2008 through 3 6 2009 Campaign All 5 000 CA None specified 9 General Campaign BSS Capital Campaign E Annual Campaign E Hew Program Campaign E Technology Campaign E Hew Member Campaign BSS Donation was not part E5 4nnual Campaign 2005 E Campaign for Capacity ES Friends of the Family E Annual Campaign 2004 BSS Annual Campaign 2007 har 2008 hy 2008 Jul 2008 Sep 2008 Mow 2008 Jan 2009 har 2009 Campaign SmartList Filter All Donations Date Range Next 12 Months Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Past Due Payments This report le
47. Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 18 2005 Kearny Bishop 250 00 1100 Cash 4100 Contrib General Fund No General Fund general Fund General Fund General Fund General Fund General Fund Building Fund General Fund General Fund General Fund General Fund General Fund Building Fund general Fund General Fund General Fund TOTALS Transactions 1100 Cash 1200 Pledge Receivables 4100 Contributions Mo i Mo Mo Mo Mo Mo Mo Mo Mo Mo Mo Mo Mo Mo Mo 119 67 766 00 24 250 00 92 016 00 GiftWorks maintains a detailed history of all accounting transactions generated by the donations you enter as well as any changes or deletions you make to those donations You can filter and customize the data display You can also print or export the data Configure GiftWorks to Work with QuickBooks GiftWorks User Manual Page 309 of 373 CONFIGURE GIFTWORKS TO WORK WITH QUICKBOOKS Introduction Select Company File Complete Account and Class Setup Choose Options iC y i Before You Begin In this process you will be selecting your QuickBooks company File linking your QuickBooks accounts to your Giftworks accounts importing your QuickBooks accounts into Gift Works importing your QuickBooks classes into GifrWorks and selecting additional QuickBooks posting options Before you begin vou need to understand how your QuickBooks accounts and classes are se
48. Dash Rachel Send Birthday Card May 31 2012 User Any User She will be 40 on June 9th Options Sample User Status Active and Completed Dates Current Year View Summary HB Upcoming Tasks MN Tasks Due Today HMB Overdue Tasks Total Tasks 4 You can click on a specific date on the calendar to see the Tasks for that date 4 May 2012 Sun Mon Tue Wed Thu Fri 1 2 3 4 6 7 8 9 10 13 14 15 if 17 OB 20 22023 M B 7 8 3 3 BERNE You can change the Filters for what Tasks are displayed Filters Search User Any User Status Active and Completed Dates All Dates View Summary You can type a key word into the Search field and any Task with that keyword will appear You can choose to see Tasks for Any User which will show you the Tasks for every GiftWorks User or you can choose one specific User You can choose which Task Status to see You can pick specific dates And you can choose the View you would like to see the Tasks displayed in Summary or Title Only The legend will tell you the status of each Task GiftWorks User Manual Page 141 of 373 B Upcoming Tasks Tasks Due Today ME Overdue Tasks This is shown to the left of each Task Active and Completed Tasks for Current Year Assigned To Any User Cl New Task sdfsdfsdaf armie jeer i iml Sie a f l O Bliss Jeff Follow Up Phone Call Call Jeff to discuss what the tigger was that inspired him to make a 300 00 gift Carrie leer G
49. Donor To add a donation you must first tell GiftWorks who is giving it Using the search box provided enter the name of the donor giving the donation GiftWorks User Manual Page 77 of 373 Add a Donation SELECT THE DONOR FIRST Enter part or all of the donor name you would like to find Search text You may also Add a New Donor If the donor has not yet been added to GiftWorks click Add a New Donor at the bottom of the window Once you have selected a donor click Next to continue Selecting Donation Type If the donor has outstanding payments due on a pledge you must choose the donation type for your entry Click Add a Gift then click Next to continue Entering Gift Details To enter a donation you must enter fund and payment details for your donation including the following information Add a Donation GIFT DETAILS You are adding a new gift from Dash Rachel Please complete the following information for this new gift Donation Date ol24 2012 Assign To Fund Facilities Fund Select Funds Gift Amount 50 00 Use a different amount for the receipt Payment Type Cash Assign To Fund Funds identify how the donation will be allocated within your organization You can choose to assign the entire donation to one fund or you can split it between multiple funds To apply a gift to multiple funds click Select Funds beside the Assign To Fund field Click the checkbox in the Include column beside each
50. Expected Payments O Events LI Event Finances 0O Event History Click Ok Your Home Page will now look similar to this Click on the Add New Task link RELATED ACTIONS ESSENTIALS Adda WELCOME TO GIFTWORKS 2015 Abi a Donain Congratulations you are using the newest version of GiftWorks View Donor Dashboard View All SmartLists View Task Calendar Change My Settings HOME PAGE TASKS Ca E NEES TASKS Refresh Customize mae 10 30 AM Follow Up Phone Call Bliss Jeff Call Jeff to discuss what the trigger was that inspired him to make a 300 00 gift Add New Task View Calendar View and Manage Tasks Task Calendar Click on the Add a Task option under Related Actions DONORS RELATED ACTIONS TASK CALENDAR Double click on a date below to see task details Sat Sun Mon Tue wed Dec 25 10 26 Donors Dashboard Click on the Add a Task option in the Related Actions area GiftWorks User Manual Page 128 of 373 DONORS DONORS DASHBOARD Add a Donor se Click on the menu arrow just below to select different views of your donors To see a donor s details double dick anywhere on that donor s row Find a Donor Add a Task IEW RECENTLY ADDED DONORS Anke Last Action Date gt Display Name Assigned To Last Donation Add a Note g 16 2012 10 15 43 PM Arvitolie Benjamin and Pansy Household Profile John Paws 25 00 Add a File 5 23 2012 12 02 20 PM Smith Jane No Profile 425 2012 11 50 12 A
51. Gift 9 7 2012 3 000 00 Pledge 5 23 2012 500 00 125 00 375 00 73 014 lt of ed L a wie The top of this view provides a summary of the donor s giving history You can see how long the donor has been a donor the total amount pledged to your organization the largest donation the donor has made to your organization the total number of donations you have received from the donor the total amount you have received from the donor and the average donation amount The bottom portion of this view lists all the donor s pledges and gifts to your organization Pledges and gifts are distinguished by the Donation Type column and the date that the donation was given is noted in the Date column The Expected column will display the amount Expected for a Pledge or Pledge Payment The Received column will display the amount that has been received for the donation or pledge payment The Outstanding column will display the amount that has not yet been received ona pledge The Household Member column displays the name of the Household member for whom that donation was entered for You can view the details of a donation by clicking on the View Gift link beside the donation From the Detail view you can edit your donation GiftWorks User Manual Page 86 of 373 Donor DASH RACHEL Unknown of test Member subset fall 2011 Summary Contact Info Details Relationships Donations Notes Donation History Donations and Soft Credits Don
52. GiftWorks you can simply go to this area and click on Disconnect from Facebook SOCIAL CONNECTIONS CONFIGURE FACEBOOK TWITTER AND LINKEDIN Setup your social connections to Facebook Twitter and LinkedIn Connecting to these socal networks will let you stay better connected with donors Disconnect from Facebook Stay connected with friends when using GiftWorks Configure Twitter See latest tweets and keep up to date with your donors Configure LinkedIn Get valuable information about your donors and their LinkedIn information El m o HOME PAGE TASKS Refresh You can click the Refresh option under Home Page Tasks to refresh the Essentials area and the other widgets on the Home Page Q Sample Database Sample User GiftWorks THIS IS A SAMPLE DATABASE lt gt Oe lt n gt S E E Back Forward Donors Donations Volunteers Events SmartLists Mailings Reports Settings WELCOME SAMPLE USER RELATED ACTIONS ESSENTIALS Adda Donor Add a Donation Mig r Donor Dashboard a All SmartLists View View View Task Calendar Change My Settings gt HOME PAGE TASKS Refresh Customize FREE GIFTWORKS RESOURCES YOU NEED TO KNOW ABOUT Make sure you are taking advantage of the resources available to help you get the most out of GiftWorks Read here for the scoop http support giftworksconnect com entries 21306367 free giftworks resources GiftWorks User Manual Page 16 of 373 Customize Each GiftWorks
53. GiftWorks User Manual Page 94 of 373 Entering Pledge Details You are required to enter the date that the pledge was made and the total amount pledged You can also indicate the number of payments that will be made on the pledge as well as the Expected Payment Type Add Pledge PLEDGE DETAILS You are adding a new pledge from Dash Rachel Please complete the following information for this new pledge Pledge Date Sfesf2012 Total Amount 500 00 Expected Fayment Type Number of payments for this pledge Specifying Pledge Payment Schedule If there will be more than one payment made on the pledge you must specify a schedule for payment Indicate when you will receive the first payment using the First Payment Date selection box Add Pledge Ed PLEDGE PAYMENT SCHEDULE Dash Rachel has pledged a total of 500 00 to be given in 4 payments First Payment Date Payment Frequency Four times per year quarter Approximate Payment 125 00 on 5 23 2012 Schedule 125 00 on 8 23 2012 125 00 on 11 23 2012 UH on I GiftWorks User Manual Page 95 of 373 Then select a payment frequency from the list provided This describes how frequently you will receive payments on the pledge An Approximate Payment Schedule based on the selection you make will appear Acknowledging Pledges You can choose a method to thank the donor for the pledge Click the desired acknowledgment method from the following Add Pledge AC
54. Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Thelma and Angelamia In Memory of Thelma and 4ngelamia Visible 3 Nancy Mosso In Honor of Nancy Mosso Visible 2 Louise In Memory of Louise Visible 1 Bob Smith In honor of Bob Smith Hidden 1 Jane Doe In Memory of Jane Doe Visible 1 In the Add a Donation Add a Pledge process you can specify if the new donation or pledge is given in honor or in memory of someone GiftWorks will log this information in the donation or pledge record Accrediting an honorarium or memorial allows you to thank the donor as well as notify the donors associated with the honorarium or memorial To add a donation or pledge made in honor or in memory of someone you can either add an honorarium or memorial in the Settings area as mentioned above or add an honorarium or memorial as you enter the donation ADDING A DONATION IN HONOR OF IN MEMORY OF Click Add a Donation in the Related Actions menu on the left side of your screen In the window that appears proceed with adding the donation as normal See the Managing Donations section for more details on adding donations This includes indicating the donor of the donation the donation type the fund the donation will be assign
55. In the Results preview in the bottom half of the work area you ll see donors that meet the criteria To see only donors created within the last six months click Refine to the right of the criteria set eo ocvocs F amp F E OB Mh amp Donors Donations Yolunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results Don t Show Options Add Criteria Set Set 1 Show donors whose creation date is All Dates Refine Remove Refresh Smartlist Customize Display Name s Address City State Phone ABC Company 54 Reed Road Lancaster PA 987 654 2034 Acme Super Dog Apparel 989 Acme Way Lancaster PA 717 859 0872 Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 Arkin Gary 888 Liberty Street Lancaster PA 717 859 9998 Armstrong David 726 Sunshine Road Lancaster PA 254 926 5430 Armstrong Vera 726 Sunshine Road Lancaster PA 717 757 3561 4rnold Rich 32 Roberson Rail Avenue Lancaster PA 717 656 3552 v Online A Internet Updates GiftWorks User Manual Page 153 of 373 Next click the linked criteria creation date is All Dates This shows the currently selected criteria If you click the drop down where All Dates is currently selected you ll see all available date options including Last 6 months Select Last 6 months click OK then click Done
56. Jv Show files May 31 May 23 4 aaa ly Show others Jan 122 e all Dates Jan 12 2 Current Week Current Month Dec8 20 Previous Month Dec 2 20 Current Year Previous Year Nov 152 Newest to oldest Jul 1420 Oldest to newest You can view the Task Calendar from many areas of GiftWorks You can view the Task Calendar from the Home Page Click on the View Task Calendar option under Related Actions or the View Calendar option in the main column of the Home Page GiftWorks User Manual Page 137 of 373 RELATED ACTIONS QUICKBOOKS 2012 Intuit released QuickBooks 2012 on Septem QuickBooks 2012 If you are using GiftWork suppor t giftworksconnect com Quickbooks HOME PAGE TASKS NEXT WEEK S TASKS Friday 10 30 AM Follow Up Phone Call Bliss Jeff Call Jeff to discuss what the trigger was that insg Thursday 5 31 2012 3 30 PM Send Birthday Card Dash Rachel She will be 40 on June 9th Add New Task View Calendar View and Manage Tasks You can view the Task Calendar from the Donors Dashboard by clicking on the View Task Calendar option under Related Actions RELATED ACTIONS DONORS DASHBOARD Click on the menu arrow just be VIEW RECENTLY ADDED Last Action Date ge Dist S162012 10 15 43 PM Ary gJZ32012 12 02 20 PM Smi OTHER TASKS 4i25 2012 11 50 12 4M Lea 4 23 2012 4 11 55 PM Lea S27 2012 4 59 59 PM Doe S27 2012 4 57 48 PM Doe All of the above options will take you
57. Name Address Validated Result Information E Acme Super Dog Apparel invalid989 Acme Way Lancaster PA 17603 Unite No E Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 552 No E Brown Winnie 589 Grant Way Lancaster PA 17603 United States Yes Already validated E Fairborne Storm 377 Archer Circle Lancaster PA 17603 No E Good Michael 337 Rightnow Street Lancaster NE 37735 United No E MAUER DAVID 9189 State Street Lancaster PA 17603 Yes Already validated E Mauer Emma 18 North West End Avenue Lancaster PA 17603 Yes Already validated E Mauer Emma 9819 State Street Lancaster PA 17603 United 5t Yes Already validated E Mauer Olivia 807 Chipom Circle Lancaster PA 17603 No Newtson Bob 39 School Drive Lancaster PA 17603 Yes Already validated Total Donors 1 Validation Results High this looks like a good address Medium this may not be a good address Low this does not appear to be a good address GiftWorks was not able to validate this address MAILING TASKS You can send mail print labels and print envelopes from the Mailing Tasks area when viewing a SmartList GiftWorks User Manual Page 176 of 373 Send Mail b Frint Labels for List Print Envelopes for List Send Mail You can choose to send mail to the Donors on this SmartList as well as add the Donors to an existing Mailing List Send Mail Send Mail to These Donors 4dd These Donors
58. Page 58 of 373 Donor ROTH EMILY Ti i Member Volunteer It could be a picture of the donor or a logo for an organization The picture can optionally be displayed when you are viewing the donor s record and can be included in some reports Gender You can enter in the Gender for your donor Marital Status You can enter in the Marital Status of your donor Facebook Id You can set up a link to your donor s Facebook page Linkedin URL You can set up a link to your donor s LinkedIn account Twitter Handle You can set up your donor s Twitter account Multiple Addresses For each donor you can enter any number of addresses STANDARD You must designate one address as the donor mailing address which will be used as the current mailing address for mailings sent from GiftWorks PREMIUM You can enter multiple addresses for each donor and include a Seasonal Address A Seasonal Address is a mailing address for a donor that has a specified active time period See Edit a Donor for more information In addition to the Primary Mailing address both Standard and Premium can have a 2nd Address a 3 Address and Informational Addresses Multiple Phone Numbers For each donor you can enter any number of phone numbers Whichever one you designate as the primary phone number will be available for listing in SmartLists and reports You can also choose a 2 and 3 phone number to appear in SmartLists and reports Multiple
59. SmartList You can you change the criteria default customizations custom time periods and other attributes of a SmartList GiftWorks User Manual Page 179 of 373 SMARTLISTS EDIT YOUR DONOR SMARTLIST BOARD MEMBERS Here is your SmartList so far Add and remove criteria to refine your list results Add Criteria Set Results 10 Donors Display Mame Mauer Erna Good Michael Fairborne Storm Newtson Bob Ajax Corporation Brown Winnie Mauer Olivia MAUER DAVID Don t Show H a77 Archer Circle 39 School Drive 534 Walnut Avenue 2nd Floor 569 arant Wary 507 Chipom Circle 9189 State Street Lancaster PA Lancaster ME Lancaster PA Lancaster PA Lancaster PA Lancaster PA Lancaster PA Lancaster PA pml r i pml m 790 937 8479 717 291 6637 717 241 2412 717 643 4583 367 654 2034 717 859 9878 717 859 9572 Refresh Smartlist Customize Address ity State Phone e 18 Worth West End Avenue 337 Rightnow Street Copy This SmartList You can create a SmartList based on this existing SmartList including the built in SmartLists that are included with GiftWorks or SmartLists created by other users This option is also available on the first step of the Create a New SmartList process Copy SmartList NAME YOUR SMARTLIST Please enter a new name for the copied smartlist Name Description of SmartList SmartList Category Uncategori
60. SmartList selection box on the Report Choices screen the SmartList Filter dropdown list at the bottom of the screen within the report or from the Customize Report option in the Related Actions menu Donors by SmartList Source All Donors SmartList Display Name Address FIP Postal Code Phone El Donors by SmartList City State Aliota Mark Arm Mark Barber Harry Batinich Dave Bell Ethel Berardi Jon Berardi Sheila Bishop Steven Brookes Pete Bruce Stan Buanima Ken Cane Lenny Canton Oliver Carter Quincy Catel Sam Chambers Paul Chambers Rachel 585 Bryant Street 1471 Bancroft Ave 1000 Van Wess ave 730 Ellis Street 470 Third St W 1675 Howard Street 1675 Howard Street 1313 Quint Street Pia Box 31469 1335 Larkin Street 3010 East 9th St 2401 Bush Street 135 13th Street 2920 3rd St 109 Felton Street 1814 William Howard Taft Rd Suite 300 1614 William Howard Taft Rd Suite 300 San Francisco CA Berkeley CA San Francisco CA San Francisco CA Sonoma CA San Francisco CA San Francisco CA San Francisco CA San Francisco CA San Francisco CA Gakland TA San Francisco CA San Francisco CA San Francisco CA San Francisco CA Cincinnati GH Cincinnati GH 94107 a4702 94115 94109 94126 94105 94105 94124 94131 94109 94601 94115 94105 94107 94134 45206 1670 45206 1670 415 673 7900 415 567 8787 415 863 9000 415 863 9000 415 824 3022 510
61. Technology Campaign E New Member Campaign GSS Donation was not part EA nnal Campaign 20045 E Campaign for Capacity E Friends of the Family E Annual Campaign 2004 E Annual Campaign 2007 har 2007 hay 2007 Jul 2007 Sep 2007 How 2007 Jan 2005 bir 200 Campaign Include Received Donations Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Donations or at the bottom of the screen within the report Campaign Analysis This report allows you to analyze campaign income and expenses including budgeted and actual income This report includes bar chart pie chart and line chart and summary styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows totals for all of the Campaigns you chose The bar and line charts show the totals for each campaign Campaign Analysis Source All Campaigns Analysis Multiple Campaign All Indude Received And Pledged Donations 350 000 E Actual Expenses E Actual Income 280 000 210 000 140 000 70 000 2008 Annual Campaign 2011 Annual Campaign Capital Campaign Legislative Action Ongoing Analysis Actual Expenses Actual Incorr Campaign Indude Received And Pledged Donatio GiftWorks User Manual Page 266 of 373 Donation History by Fund This report shows a breakdown of how donations to each fund have changed over time You can indicate a
62. Tom amp Marla 3 500 00 45 3rd Street San Francisco C4 415 538 7837 Lederer Industries 3 300 00 37766 Falconry Drive Lincoln NE 876 625 2767 Taylor Foundation 3 000 00 1054 Takman Circle Suite 200 San Francisco CA 415 984 3662 Tipton Lynn 3 000 00 1280 Underwood Avenue San Francisco C4 415 671 4505 Mercury Fred 2 000 00 258 Newark St Suite 678 Hoboken NJ 609 234 3238 Dibiase Mike 2 000 00 5433 College Ave Oakland CA 510 931 8898 Feed The Nations 2 000 00 74 Wolmant Street San Francisco CA 415 864 9836 10 43 400 00 _ ESE Se S Include Top 10 Donors SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donors by Giving Level This report allows you to view your donors by customized giving levels You can select a SmartList and can further narrow the results by selecting a date range and or specific campaign Donors By Giving Level Source All Donors SmartList Dates All Dates Campaign All 1 Friend E 1 Friend 8 Founder Bie lind 3 Patron E 2 Supporter GS 3 Patron HS 4 Citizen E 5 Mssion Associate E 6 Friend of the Family E Steward GB 8 Founder hission Associate 6 Friend of the Family Campaign SmartList Filter All Donors Donation Date All Dates The customized giving levels for this report can be modified by clicking Customize Report in th
63. Visible Board Member Visible Business Visible Consultant Visible Elected Official Visible Employee Visible Foundation Visible Mid ae Winikla Countries The list of countries that can be selected when entering donor addresses can be customized You can add or remove countries to suit your needs You can also change the order in which countries appear in the list to make data entry easier MANAGE COUNTRIES This list of feld values will appear as a dropdown menu which will alow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use t won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftVVorks Fields Feld value pe E Blank Visible Se United States Visible Australia Visible Up Canada Visible Down France Visible Germany Visible Hong Kong Visible Tla Ee a e Credit Card Types Credit Card types e g Visa Master Card GiftWorks User Manual Page 293 of 373 MANAGE CREDIT CARD TYPES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the
64. a criteria category Personal Info Created Date Changed Date Completed Date Donation History SoFk Credit History Overall History Address Info Phone Email Info d Relationships Contact Preferences Development Info d d Task Date Motes Has Open Tasks Summary Files Fo Has Past Due Tasks Show donors w History F Task Category Mailing History t User F F F See the SmartList section of this manual for more information on SmartLists GiftWorks User Manual Page 150 of 373 SMARTLISTS IN THIS SECTION SmartLists Overview Using the Built in SmartLists Understanding SmartList Types Creating a SmartList Related Actions Balloon Help Auto Refresh Adding Criteria Set Refining Criteria Removing Criteria Using Show Don t Show Options Using the Options Tab Saving a SmartList Customizing a SmartList Customizing SmartList Columns Grouping SmartLists Categorizing SmartLists Allowing other Users to Change your List Sharing a SmartList Adding a SmartList to Your Favorites Browsing a Temporary SmartList Viewing and Managing SmartLists My Favorite SmartLists Related Actions Export this list Run SmartUpdate for List Run Report for List Mapping Mailing Tasks Send Mail Print Labels for List Print Envelopes for List SmartList Tasks Edit this SmartList Copy this SmartList Delete this SmartList View Criteria View and Manage SmartLists Create a New SmartList Printing a SmartList GiftW
65. and complete adding the donation NOTE If you add a new Honorarium Memorial from within the donation entry process the Name and Title fields will both have the same information in them in Settings You also cannot set up the Donor to Notify either You will want to go to Settings Additional Settings amp Tools Manage Honoraria and Memorials and edit these fields ADDING A PLEDGE IN HONOR OF IN MEMORY OF Click Add a Pledge in the Related Actions menu on the left side of your screen In the window that appears proceed with adding the pledge as normal See the Managing Pledges section for more details on adding pledges This includes indicating the donor of the donation the pledge date amount number of payments schedule and acknowledgment information Click Next after each step of the pledge process When you get to the main Add a Pledge screen scroll down the Pledge Information area GiftWorks User Manual Page 122 of 373 DONATIONS ADD A PLEDGE To finish adding this pledge enter the following information and then dick Save Donor Smith Jane PLEDGE SCHEDULED PAYMENTS Date Expected Date Received Type o qs 2 ne SU ee cccsounaocuamuuanntimntnnan Cash D 5 qs 125 00 5j24 2012 Cash D 45 125 00 11242012 Cash D 45 125 00 2 24 2013 Cash Received 0 of 4 Amounts 0 00 of 500 00 PLEDGE INFORMATION When was this pledge made To which campaign should this pledge be attributed From which appe
66. and other categories You can then use this information to create SmartLists of for instance all of the foundations in your database Status Use the donor status field to record and track the donor s current status with regard to your organization Sample values include active inactive and deceased Assigned To The Assigned To field is included in each donor record and allows you to designate a person the donor is assigned to This may be an employee or board member for example The Assigned To designation might be used for the person primarily responsible for contacting or soliciting a donor GiftWorks User Manual Page 60 of 373 Source Use the Source field to track how your donor was obtained Examples of this could be a specific mailing or an Event or from your website Member Since Use the field to track how long your donors have been Members Renewal Date Use this field to track when your donors Membership expires Accepts Match Use this field to track if your donor accepts matched gifts Match Info Use this field to enter any notes about the Match Issue Receipts Use this field to control whether or not the donor should be issued Receipts for their donations Receipt Group Use this field to control what Receipt Group the donations will be added to for Receipt mailings Donor Groups These fields appear in each donor record but they differ from other donor fields in that you can select any number of groups for each
67. another donor resulting in a single donor GiftWorks User Manual Page 359 of 373 SETTINGS MERGE TWO DONORS Merge Overview When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from GiftWorks Prior to merging you may want to print a report for both donors Make a Backup You can merge any two donors in GiftWorks You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Merge Donors To merge two donors select a donor to merge and a donor to keep and dick the Merge button Donor To Merge Donor To Keep Select Donor Select Donor Cancel Click on the Select Donor link under the Donor to Keep area on right and search for the donor Then click the Select Donor link under the Donor to Merge area on left and search for the donor you want to merge discard You will see a summary for both donors SETTINGS MERGE TWO DONORS Merge Overview When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from GiftWorks Prior to merging you may want to
68. as needed You will see all of the same options as mentioned above in the ADD LETTER section When you are done with your Edits click on Save You will have the option to overwrite the existing letter or add to letter library GiftWorks User Manual Page 202 of 373 Save Letter SAVE LETTER You can overwrite the current letter with your changes or save your changes as a new letter w Overwrite Fall Appeal Letter f Add to letter library Letter Name Save Cancel If you want to replace the existing letter with the changes you made then choose the option to Overwrite If you would like to save the changes you made as a separate letter choose the Add to letter library option Save Letter SAVE LETTER You can overwrite the current letter with your changes or save your changes as a new letter C Overwrite Fall Appeal Letter Add to letter library Letter Name Summer Appeal Letter Save Cancel Give the letter a name and click Save This letter template will now be saved in the Letter Library OPTIONS You can delete a letter hide show a letter or rename a letter from the Options area Options Delete this lekter Hide this letter Rename this letker Delete this letter Click here to delete a letter you no longer need from the Letter Library GiftWorks User Manual Page 203 of 373 Hide Show Letter You can hide a letter so it is not visible on the list of letters to choose when pro
69. as your default payment type under Settings Customize GiftWorks Change Default Values for GiftWorks Fields Payment type details are specified when you apply a payment You can also add a new scheduled payment by clicking Add Scheduled Payment but doing so will increase the total pledged amount Pledge Information Pledge information shows the details of your pledge including fund allocation campaign and appeal attribution donor anonymity pledge status honorarium and memorial information and more Custom Fields This section contains the custom donation fields that you added in the Settings section Acknowledgment Receipt Information This section details the acknowledgment method you chose for the pledge and the current status of that acknowledgment If you have not acknowledged the pledge you can do so by clicking the Acknowledge Now link This section also shows you the Receipt option you have chosen RELATED ACTIONS When viewing a Pledge you will see the following options under Related Actions Edit this Pledge Delete this Pledge Send Mail b You can Edit a pledge Delete the pledge or Send Mail GiftWorks User Manual Page 109 of 373 Delete this Pledge this feature will delete the pledge and void all of the transactions associated with each of its payments Note if you delete a pledge it will be held in the Deleted Donations area in Settings Database Files and Maintenance Delete Information from Your Database Man
70. built in mailing lists but you cannot delete them List Name Description Default Letter List Total Welcome Letters Letters to be sent to new donors New Member Thank You Letter 256 Newsletter Our organization s newsletter Blank Letter 0 Information Mailer Quarterly Update Blank Letter 68 invites Blank Letter 186 2012 Holiday Appeal 44 Size Paper 3 2012 Resource Fair Blank Letter 11 Add List Edit List Delete List Type the name you want to assign to your list and include a description of the list You can add your new list to your favorites by checking the box shown in the Mailing List Details window Click OK to finish creating your list Add a New Mailing List ENTER MAILING LIST DETAILS Enter the name and description for this mailing list List Name List Description Add to My Favorite Mailing Lists Cancel To Edit an existing Mailing list click on the Mailing list and then click on the Edit List button MANAGE MAILING LISTS MAILING LISTS Double click on any mailing list to change its mailing list options You can edit GiftWorks built in mailing lists but you cannot delete them List Name Description Default Letter List Total Welcome Letters Letters to be sent to new donors New Member Thank You Letter 256 Newsletter Our organization s newsletter Blank Letter 0 Information Mailer Quarterly Update Blank Letter 68 invites Blank Letter 186 2012 Holiday Appeal 44 Size Paper 3 2012 Resource F
71. choose to Hide the feature GiftWorks User Manual Page 21 of 373 WELCOME SAMPLE USER ESSENTIALS QUICKBOOKS 2012 Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support qiftworksconnect com QuickBooks CAMPAIGN ANALYSIS v a E Budgeted Expenses Campaigns v a _ Actual Expenses v Income Goal 3284 488 284 486 v Actual Income 3220 405 3176 324 Received Donations 132 243 Pledged Donations 88 162 544 081 Received and Pledged Donations 2008 Annual Campaign 2009 Annual Campaign 2010 Annual Campaign 2011 Annual Campaign 2 Hide You can also choose what Campaign s you want to include Click on the dropdown arrow next to the Campaign field Check the boxes next to the Campaigns you want to include You can choose up to 5 Campaigns WELCOME SAMPLE USER ESSENTIALS QUICKBOOKS 2012 Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at suppor t aiftworksconnect com QuickBooks CAMPAIGN ANALYSIS bai Campaigns 2010 Annual Campaign 20114
72. credit donations will be available on certain reports and be optionally included in total giving for certain SmartList criteria and reports V ou cannot apply Soft Credit to an Affiliate donor it will change then to a donor To add a Soft Credit On the full page add donation screen you can scroll down to the Soft Credit Recognition area Click the Add Soft Credit button then click on the Select a Donor link ADD SOFT CREDIT RECOGNITION Recognition Donor and Amount Donor Select Donor Amount 5 000 00 Acknowledgment Information Acknowledge Later Include in Soft Credit Thank You Letters Mailing Other Acknowledgment Date Acknowledgment Method Choose the donor to apply the Soft Credit to and the amount GiftWorks User Manual Page 82 of 373 Add Soft Credit Recognition ADD SOFT CREDIT RECOGNITION Recognition Donor and Amount Donor Behanna Paul Change Donor Amount 3 000 00 Acknowledgment Information f Acknowledge Later f Include in Soft Credit Thank You Letters Mailing Other Acknowledgment Date 11 18 2011 Acknowledgment Method You can also choose to add the Soft Credit to the Soft Credit Thank You Letters Mailing List You will see the Soft Credit information listed here when adding or editing a donation SOFT CREDIT RECOGNITION Donor mount Acknowledgment Behanna Paul 3 000 00 Scheduled to be acknowledged in mailing Add Soft Credit Remove A
73. customize the default list of roles if your organization has needs in addition to those included with GiftWorks States Provinces The list of states provinces that can be selected when entering donor addresses can be customized You can add or remove states to suit your needs You can also change the order in which states appear in the list putting the most commonly used at the top to make data entry easier MANAGE STATES PROVINCES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWVorks Fields Field Value Display Blank Visible Hide i me AL Visible AR Visible Down AZ Visible ti CA visible co Visible T Winikhl zi Status Each donor record has a Status field that can be used to record the donor s current status with regards to your organization GiftWorks User Manual Page 300 of 373 MANAGE STATUS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show
74. delete Honoraria and Memorials Manage SmartList Categories Add edit or delete SmartList categories Manage SmartEntry Pages Add edit or delete SmartEntry pages Runa SmartUpdate Select a SmartList and apply changes to all of its records induding adding donors to a group and acknowledging donations Validate Donor Addresses Verify donor addresses to improve address consistency and correctness Also geocode addresses for enhanced mapping and location capabilities Constant Contact Configure GiftWorks to work with Constant Contact or view Constant Contact campaign details Find Duplicate Donors Search for multiple donors with matching information to identify potential duplicates for merging Merge Donors Merge two donors into a single donor The information from one donor will be moved into another donor resulting in a single donor See below for more information on Additional Settings GiftWorks User Manual Page 338 of 373 Change Your Organization Information GiftWorks lets you enter a variety of information about your organization This information can be used in mailings and other areas of GiftWorks Entering the data in this subsection of Settings ensures that your organization s information is always presented in a consistent manner CHANGE YOUR ORGANIZATION INFORMATION Enter information about your organization in each of the fields below You can use these values in letter templates and in ot
75. donor Each donor can be in as many or as few groups as you need This gives you an easy way to designate groups of donors like board members golf tournament sponsors or members See Settings section for additional information Custom Fields Each GiftWorks donor record includes over 40 fields for recording information about that donor but organizations often want to track other information about their donors GiftWorks includes the ability to add custom fields to donor records See Settings section for additional information FINDING A DONOR You can search for any donor by typing search information into the Find Donor box in the bottom left corner of GiftWorks and clicking Go You can enter all or part of a donor s name GiftWorks will find all donors that contain what you enter By default GiftWorks will search first name last name organization and display name Find Donor L llel Advanced Search GiftWorks User Manual Page 61 of 373 To search additional fields click the Advanced Search link at the bottom left corner of GiftWorks In the advanced search window choose which fields to search including all Name fields Address fields Email Address Phone Number Notes File Title Donor Id Nickname and any textbox donor custom fields you have added There is also an option to include names that sound like when searching by the Name field Find a Donor FIND A DONOR To search for a donor enter part or all of th
76. e Consider utilizing Group Codes to segment golf players Golf Player 2008 e Consider a donor custom field to track the player s team name and handicap John s Team 18 and include it in a list of players for game day e Consider using donation Appeal codes to track player fees paid by each player by one player or by an organization and sponsorships e Consider using a Donation Custom Field to track the level of sponsorship tied to the sponsorship gift Helpful Tip Consider carefully how many of the limited number of custom fields to dedicate to each process Tasks Do your Executive Director and or Development Director track the history of communications with major donors e GiftWorks includes a Tasks feature Define task categories Settings Customize Change GiftWorks Fields Task Categories GiftWorks User Manual Page 9 of 373 Create tasks using a category text description due date and time Tasks are stored on the Notes Tasks amp Files tab of a donor profile Upcoming tasks show on the GiftWorks Start Page click the Home button at the top of the GiftWorks window View and customize task lists and mark tasks as completed e Itis important that staff utilizing this feature have regular access to GiftWorks and actively checks on the status of tasks GiftWorks User Manual Page 10 of 373 HOME PAGE IN THIS SECTION Home Page Overview Essentials Related Actions Change My Settings Change Preferences Con
77. entry Changing default values will not affect existing records in your database only new entries GiftWorks User Manual Page 304 of 373 CHANGE DEFAULT VALUES FOR GIFTWORKS FIELDS You can set default values for a variety of fields for Donor records and for Donation records Values that you put in as defaults will be added to the correct type of record when a new Donor or Donation is added to GiftWorks DONOR FIELDS Phone Settings No phone number formatting a Default Prefix 717 change Address Name gt City Lancaster State Province F a ZIF Postal Code Country Phone Name Home Phone Email Name Personal Email Ga Status Active Donor Display Name Format Last First Guess Gender ira Guess Prefix Iw Individual Female Prefix Household Female Prefix Organization Addressee Include contact after organization name with attention fie ATTN Organization Attention Issue Receipts m Receipt Group Receipts Donor Groups Group Mame Description Ssrest3 Adopted Resc Gur adopted rescued small dogs Board Member 4 donor who is a member of our b
78. export the results of a SmartList to a Microsoft Excel CSV or XML file This option is available when viewing a SmartList in the Related Actions menu or from the Settings section under Import and Export Data When you click on Export this List you will have the option to Save to File or Send as Email Save to File Send as Email Save to File You can choose the file name and location you want to export the SmartList to The columns that are displayed in the SmartList will be exported to the file which can be used for other applications GiftWorks User Manual Page 173 of 373 PICK A FORMAT AND FILENAME Choose the format for export from the dropdown enter a filename then select a folder using the Change button Format Microsoft Excel Filename data xls Save to this folder C Documents and Settings Owner My Documents Change Send as Email You can email the SmartList as an attachment Choose the format and filename Enter in the email address of the recipient as well as a Subject Fill out the Sender Information and click Send Send Email SEND EMAIL Enter the information below and click Send when you are ready to send your email Send Email using Outgoing SMTP Server Change Recipient Information Format Microsoft Excel Filename Board Members SmartList xls Email Address Seperate multiple email addresses with a semicolon Subject Board Members SmartList Message Sender Information Send
79. field and then click Delete Field The database fields added to your label will appear in gray surrounded by double angle brackets like lt lt Labels Addressee Formal gt gt To modify the font use the buttons at the top right of the window Note you must first highlight the fields and then choose the font You can choose a specific font and you can make text bold italicized or underlined You can also choose a color for the text The options you choose here will be applied to each label as it is generated If you want to format individual labels you can modify them in the main Labels window using the toolbar To set options for printing and sorting the labels look on the bottom half of the Label Formatting Options screen You can choose to print successive labels across or down the page how to sort the labels and if you have a partially used sheet of labels where on the sheet to start printing Click OK when you have finished formatting your labels and setting options To show or hide the toolbar and ruler click the links in the top right corner of the main work area of the main Mailing Labels screen The toolbar contains buttons for formatting your labels including font style color and size alignment and bullet or outline formats Change the formatting of any part of your label document using the toolbar The ruler shows you the measurements of where your labels fall on the printed page When you are done making changes to
80. following warning message MANAGE DELETED DONATIONS Select a deleted donation from the list below You can permanently delete the donations by using the button below WARNING By permanently deleting a donation you will remove the donation record and all transactions related to it Received Amount Expected Amount Date 3 000 00 9 7 2011 Type Donor Dash Rachel 3 000 00 Delete this Donation WARNING Permanently deleting a donation will remove all information including transactions Check All Uncheck All Z re you sure you want to permanently delete the selected donationis No Click Yes to continue or No to Cancel GiftWorks User Manual Page 333 of 373 Delete SmartList Contents You can also permanently delete the contents of any SmartList NOTE that this is not reversible so it should be used with care Always back up your database before you make a significant change Choose a SmartList from the Select SmartList field DELETE SMARTLIST CONTENTS BEFORE YOU DELETE You can delete the contents of any SmartList You cannot recover what you ve deleted unless you make a backup so make sure you back up your GiftWorks database before you delete the contents of the SmartList When you delete GiftWorks only deletes the contents of the SmartList not the SmartList itself Also note that when you delete donors from a SmartList you delete anything associated with these donors induding notes donatio
81. for your mailing Send Letters only You have the option to send letters only Send Email requires configuration a7 Send Letters Only Send Letters amp Labels ee Send Letters amp Envelopes Send Letters amp Labels You can choose to process your letters and labels at the same time Send Email requires configuration Send Letters Only Send Letters amp Labels 7 9 Send Letters amp Envelopes Label Type If you are creating labels as part of your mailing you will see the option to choose the type of label or envelope You can set or change the label options by clicking the available links Avery Standard 5160 Address Change Label Format Labels Send Letters amp Envelopes You can choose to process your letters and envelopes at the same time Send Email requires configuration Send Letters Only Send Letters amp Labels eee my Send Letters amp Envelopes Envelope Type If you are creating envelopes as part of your mailing you will see the option to choose the type of envelope You can set or change the envelope options by clicking the available links Size 10 4 1 8 x9 1 2in Change Envelope Format Envelopes GiftWorks User Manual Page 224 of 373 Sort Choose a primary and secondary sort for the documents For example if you choose ZIP Postal Code as primary and Display Name as secondary the mailing documents will be generated in ZIP Code order then in alphabetical order for r
82. from your database You must visit this area of GiftWorks to permanently delete them You can also restore donors that you do not want to delete This area is not meant as a place to hold donors You should clear out the Deleted Donors and the Deleted Donations area on a regular basis DELETE INFORMATION FROH TOUR DATABASE Select 4 task From the options below Manage Deleted Donors Restore or permanently delete donors From your database Manage Deleted Donations Permanently delete donations From your database Delete SmartList Contents Permanently delete the contents of a SmartList From your Giftvorks database Manage Deleted Donors You can print the list of Deleted Donors by clicking on Print List under the Related Actions area on left GiftWorks User Manual Page 331 of 373 MANAGE DELETED DONORS Print List Select a deleted donor from the list below You can restore or permanently delete the donor by using the buttons below WARNING By permanently deleting a donor you will remove the donor record and any information related to it such as address phone numbers and emails You will also delete any associations with other donors Profile Name Address City State O Donor Household The Wilson Family 65 Trent Road Lititz PA You can view a donor in this area by checking the box next to their name and clicking on View Donor button Household Donor THE WILSON FAMILY THIS DONOR HAS BEEN DELETED
83. gives to your organization as a unit Typically you will not need to track specific information about the members of a household though you have the ability to do so in GiftWorks Donor with Organization Profile If you add a donor with an organization profile you will be prompted for the organization name GiftWorks User Manual Page 48 of 373 Add a Donor ADD A DONOR Choose the kind of donor you would like to add then enter the new donor s name Donor b e Donor with household profile Donor with organization profile Organization Name example The Acme Corp Foundation far Non Profits Cancel When you click Next on the first Add a Donor screen you will be taken to a second screen to confirm the details for the newly added donor Confirming Donor Details On the second step of the Add a Donor process confirm the name you ve entered for the donor you are adding This will include the display name whether you want the new donor to be an affiliate donor and possibly the organization name or individual name fields such as first middle and last Add a Donor ADD A NEW DONOR Confirm the details for this new donor Prefix First Middle Last Name Ms Smith Organization GiftWorks uses the Display Name in Reports SmartLists and for finding donors Select a display name from the list below or enter your own Display Name Smith Jane Affiliate Donor Verify that the value
84. hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Visible Visa Visible Master Card Visible American Express Visible Down Discover Visible Down Other Visible Directed Purposes The purpose to which a donation is directed or restricted MANAGE DIRECTED PURPOSES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWWorks Fields Field Value Display Sark Blank Visible Hide E Down L Donor Categories Donor Category is a field that appears in each donor record and can be used to categorize donors more granularly than donor profiles GiftWorks User Manual Page 294 of 373 MANAGE DONOR CATEGORIES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden val
85. installation Click Install Installation may take several minutes GiftWorks User Manual Page 4 of 373 7 When the installation wizard is completed you may check the Launch Mission Research GiftWorks box and click Finish to launch GiftWorks If you want to use GiftWorks later click Finish Installing from a Download 1 Download the GiftWorks installation file from http www giftworksconnect com giftworks downloads When given the option choose to save the downloadable file and save it to an easy to remember location such as your desktop When the download is complete double click downloaded file to start the installation From the initial setup screen click Next You can select Back any time during installation if you want to change a previous selection Read the GiftWorks License Agreement If you accept the terms of the License Agreement select the I accept button and click Next If you cannot accept the terms of the License Agreement select Cancel and do not install or use the product Enter your name and your organization s name in the spaces indicated If you want anyone using this computer to be able to use GiftWorks select the Anyone button You will be able to add additional user names after installation If you are the only person who should be able to use GiftWorks select the Only for me button Click Next after making your selection GiftWorks will install into your Program Files folder by default Click Nex
86. line contains a row of data separated or delimited into columns by commas The fields can also be delimited by quotation marks which is necessary if any of the fields contain a column GiftWorks can import data from csv files which is a common format for export from other programs GiftWorks also exports data into csv format Custom Fields GiftWorks includes a wide variety of fields for donors and donations but occasionally your organization may need to store information for which there is no standard field For these cases GiftWorks lets you create custom fields for both donors and donations There are different types of custom fields including lists of fixed values and textboxes where you can enter text or numbers date fields and checkboxes Custom Periods SmartLists For each donor SmartList you can define up to four custom periods Each custom period is defined by either a relative date range such as the last 30 days or a specifically defined range Jan 15 to March 30 2007 You can also provide a name for each custom period and you can show a number of statistics in your SmartList results including total donations average donation largest donation and number of donations per donor for that period This lets you easily research and report on historical giving by your donors Date For a gift the gift date is the actual date the gift is received In some cases this may be the actual date the gift is proces
87. main Mailings screen RELATED ACTIONS Mailing Lists are listed on the top half of the screen and Donation Mailings are listed on the bottom half of the Manage Mailing Lists screen gt Sample Database Sample User GiftWorks lt gt On E gt EE E E Back Home Donors Donations Volunteers Events Smar tLists Mailings Reports Settings MAILINGS Double click on any mailing list to change its mailing list options You can edit GiftWorks built in mailing lists but you cannot delete them List Name Description Default Letter List Total Welcome Letters Letters to be sent to new donors New Member Thank You Letter 7 Newsletter Our organization s newsletter Blank Letter 0 Information Mailer Quarterly Update Blank Letter Delete List VIEW AND EDIT DONATION MAILINGS Donation Mailings are built in mailing lists and templates for acknowledaing different types of donations You can modify the templates change the default template and edit the name and description of a Donation Mailing by clicking on a mailing name below Donation Thank You Letters Pledge Thank You Letters Matching Pledge Thank You Letters Online A Internet Updates From here you can Add Edit or Delete a Mailing List To Add a List click on the Add List button GiftWorks User Manual Page 186 of 373 MANAGE MAILING LISTS MAILING LISTS Double click on any mailing list to change its mailing list options You can edit GiftWorks
88. of SmartList members Change assigned to of SmartList members Change contact preferences of SmartList members Remove update primary email of SmartList members Change the type of a specific address phone or email type for SmartList members Change mailing address country of SmartList members Change display name format of SmartList members Change receipt defaults of SmartList members Change donor custom field value of SmartList members Add note to SmartList members Complete open task for SmartList members Change campaign for donations pledges Click Next If you started the SmartUpdate process from Settings you will now need to pick the SmartList from the dropdown list GiftWorks User Manual Page 143 of 373 SETTINGS RUN SMARTUPDATE Select SmartList Selected Update Add task to SmartList members To apply your selected update select a SmartList from the pulldown menu below and then dick Next On the next page you can refine the way you apply the update IMPORTANT If you first need to create a SmartList dick here When you are finished dick Run SmartUpdate for List while viewing the SmartList Select SmartList Click Next SETTINGS RUN SMARTUPDATE Choose Options for Update Selected Update Add task to SmartList members SmartList to be Updated Adopted Dogs The task you specify below will be added to all the donors in this SmartList Once you have finished entering the task information dick Add Task to apply the ch
89. option if you would rather not see a confirmation prompt when a zero dollar donation is added W Always ask when soft credit is greater than the donation amount You can control the warning prompt for soft credit amount Change My Preferences CHANGE MY PREFERENCES Change the following settings that control how you are prompted within GiftWorks These settings only affect you Then click OK to Soft Credit Amount t Setting Uncheck this option if you would rather not see a confirmation prompt whenever a soft credit amount is greater than the donation amount Configure Facebook Twitter and LinkedIn each GiftWorks user can not set up their own Social Connections within GiftWorks GiftWorks User Manual Page 15 of 373 SOCIAL CONNECTIONS CONFIGURE FACEBOOK TWITTER AND LINKEDIN Setup your social connections to Facebook Twitter and LinkedIn Connecting to these social networks will let you stay better connected with donors Configure Facebook Stay connected with friends when using GiftWorks Configure Twitter See latest tweets and keep up to date with your donors Configure LinkedIn Get valuable information about your donors and their LinkedIn information You will configure and disconnect these social connections from this same area on the Home Page Click on the configure option that you want to set up and you will be walked through the process If you decide you no longer want to have Facebook configured with
90. or memorial Donors who should be notified of gifts to this honorarium or memorial should be added to the Donors To Notify list Honorarium Memorial Name Jane Smith Honerarium Memorial Title In memory of Jane Smith Description Donors To Notify Dash Rachel a Add Donor Visible Save Cancel DELETING HONORARIA AND MEMORIALS GiftWorks User Manual Page 118 of 373 To delete an honoraria or memorial click the desired record title then click on the Delete button SETTINGS MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Thelma and 4ngelamia In Memory of Thelma and Angelamia visible 3 Nancy Mosso In Honor of Nancy Mosso visible Louise In Memory of Louise visible 1 Bob Smith In honor of Bob Smith Visible 1 Jane Doe In Memory of Jane Doe visible 1 Janie Lort In Memory of Janie Lort visible 0 Jane Smith In memory of Jane Smith visible 1 You will need to confirm this action Delete this Field Item You are about to delete a field item from the
91. or missing email addresses have been unchecked Some recipients on this mailing do not wish to be emailed There are donations included in this list that have already been acknowledged am z b GiftWorks provides a warning at the bottom left if there are recipients with incomplete or invalid addresses recipients marked as deceased do not mail or do not email in their contact preferences or if sending a donation or pledge thank you letter donations or pledges already marked acknowledged The number of selected recipients is also indicated in the bottom left PREMIUM GiftWorks will display a warning at the bottom of the screen if a seasonal address update has not been run on the current day Email Options button Gives you the option to Send email to the primary email address of the selected recipients or Send email to all the email addresses of the selected recipients Check button Gives you the options of checking all recipients checking every other recipient checking every third recipient checking the top 100 or 500 recipients or choosing a number of recipients to check If you have a large mailing a large number of recipients and or a large letter template you may want to use one of these options to reduce the number of letters you generate at one time Uncheck button Gives you the options of unchecking all recipients unchecking all recipients with invalid addresses unchecking recipients whose status is deceased unchecki
92. payment by Acme Super Dog Apparel of 4 000 00 on 2 14 2011 Acknowledged payment by Acme Super Dog Apparel of 6 000 00 on 2 14 2011 Acknowledged payment by Acme Super Dog Apparel of 8 000 00 on 2 14 2011 Acknowledged payment by Acme Super Dog Apparel of 9 000 00 on 2 14 2011 Acknowledged payment by Ajax Corporation of 3 333 33 on 7 30 2011 Acknowledged payment by Arnold Rich of 200 00 on 12 8 2011 Click on Add Donations to select an existing SmartList of donations to add to your Mailing List Select List SELECT LIST Category Name Description Uncategorized 2011 yr end Uncategorized BEtty Uncategorized Uncategorized Missing Uncategorized no appeal unack Uncategorized Receipted but not ack Uncategorized receipts197 to 200 Uncategorized Unsaved Uncategorized directed breed Uncategorized ONline Payment Type donations Current Month donations donations GEN CARE CAMPAIGN donat lt NOTE The Total column is an approximate total of the number of items in the list based on the last viewing of the SmartList Use the links at the top right of the list area to Check or Uncheck all items in the list You can also click individual boxes to the left of items to select them then use the Remove button to remove those items from the donation mailing There is also a Print link at the top right to print the list of items When you are do
93. payment through the Add a Donation process or by opening the pledge and clicking Apply Payment next to the appropriate payment PAYMENTS iL 125 00 due 11 4 2011 2 125 00 due 2 4 2012 3 125 00 due 5 4 2012 Ap men 4 125 00 due 8 4 2012 Apply Payment To apply a payment through the Add a Donation process click Add a Donation from the Related Actions menu on the left and follow the instructions Selecting a Donor Using the available search box you can find and select an existing donor for the donation Once you have selected a donor click Next to continue Selecting Donation Type This part of the process lets you choose the donation type for your entry Click Apply a Payment and click Next to continue Donations can be gifts or pledge payments Either way donation types are only for received donations Add a Donation SELECT DONATION TYPE Dash Rachel has one or more unfulfilled pledges If you would like to apply this gift to a pledge select Apply a Payment If this donation is not pledge related choose to add a gift Add a Gift Apply a Payment Applying a Payment to a Pledge You must choose a pledge payment from a list of the donor s open pledges Select the pledge to which the received payment applies and click Next to continue GiftWorks User Manual Page 98 of 373 Add a Donation APPLY A PAYMENT TO A PLEDGE Dash Rachel has the following unfulfilled pledges Select the one y
94. print a report for both donors Make a Backup You can merge any two donors in GiftWorks You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Merge Donors To merge two donors select a donor to merge and a donor to keep and click the Merge button Donor To Merge Donor To Keep Bell Brian Change 19 School Drive Lancaster PA 17603 Bell Sandra Change Phone Phone 717 989 8765 Email Address Email Address brian hotmail com Full Name Sandra Bell Full Name Mr Brian Bell Organization Organization Profile Info Donor Affiliate Profile Info Household Donor Donor Added 8 16 2010 Donor Added 5 24 2006 Formal Salutation Formal Salutation Mr Bell Informal Salutation Informal Salutation Brian Formal Addressee Formal Addressee Mr Brian Bell Informal Addressee Informal Addressee Brian Bell Donor Since Donor Since 6 19 2006 Total Giving 0 00 Total Giving 1 625 00 Total Pledged 0 00 Total Pledged 0 00 Average Donation 0 00 Average Donation 180 56 Largest Donation 0 00 Largest Donation 325 00 Click Merge You will see a prompt to confirm the process Merge Donors You are about to merge Bell Sandra and Bell Briar You will not be able to undo these changes Merge donors Click Yes GiftWorks User Manual Page 360 of 373 You will see a prompt confirming the process is finished Cli
95. run Also users will be able to manage these report formats You can also choose to SHARE your Report with other users The Saved Report Formats will be added to your My Favorite Reports area NOTE you will not see an option to Save the Report if you created the Report FROM the SmartList screen Click on the Save Report Design on left under Related Actions Change Report Style Customize Report Print Print Preview Export Report b save Report Design Name your Report and enter a Description if you would like Check the box beside Share this report with other users if you would like to share it GiftWorks User Manual Page 284 of 373 Save Report Design DONORS BY CATEGORY SAVE Enter the name and description for the report and click Save to add it your favorite reports Report Name Report Description l Share this report with other users Cancel When you click on Save it will add your saved report format to the MY FAVORITE REPORTS area on the main Reports screen REPORTS View GiffWorks Reports by dicking one of the links below Get more specific reports by first creating a SmartList based on GiftWorks criteria then running a report on that SmartList from the left menu VIEW DONATION REPORTS Create reports to better understand your donors Create reports to better understand your donations MY FAVORITE REPORTS MANAGE Change your list of favorite reports by dicking Manage above Dono
96. saved with the SmartList and will be seen by other users if they view the SmartList see also Sharing a SmartList Users can make their own customizations see also Customizing a SmartList but if they reset their customizations it will revert to the options you choose here Grouping SmartList Results When customizing a SmartList view you can choose the grouping for the result set of the SmartList The grouping selection is at the bottom of the customize screen and includes the full list of columns available for the SmartList you are customizing Customize Columns Columns Column Mame E Check All jal Uncheck All Frofile Donor Affiliate Donor Display Mame Address City State Prefix oO oO o O Move Down Group Rows By Mone If you choose a column to group the rows by rows with the same value will be grouped together under a header with that value You can collapse or expand each grouped set by clicking the plus or minus at the top left of each group CATEGORIZING SMARTLISTS GiftWorks gives you the option of categorizing your SmartLists which makes it easier to keep them organized so you can quickly locate them On the Name and Save screen select an existing category or add a category by selecting the appropriate option in the SmartList Category drop down list GiftWorks User Manual Page 163 of 373 NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your Smart
97. selected letter template for that mailing To choose a different letter template or to view the current template click Select Letter The next screen shows the currently selected template as well as other appropriate letter templates for this mailing You can add edit or delete a template by clicking the appropriate button Click Ok to save your changes or Cancel to return to the donation mailing without saving your changes GiftWorks User Manual Page 192 of 373 MAILINGS EDIT DONATION THANK YOU LETTERS MAILING Use the tabs below to view the elements of this mailing list Details Donations Click on Edit to make any changes List Name Donation Thank You Letters List Description Letters to be sent for a received donation Default Letter Donation Letter Select Letter The Donations Pledges tab shows all donations or pledges currently queued to receive the donation mailing MAILINGS EDIT DONATION THANK YOU LETTERS MAILING Use the tabs below to view the elements of this mailing list Details Donations The donations on this list are shown below To remove a donation from this list click the checkbox next to the donation then click Remove at the bottom Check All Uncheck All Print Acknowledged payment by Acme Super Dog Apparel of 2 000 00 on 2 14 2011 Acknowledged payment by Acme Super Dog Apparel of 25 000 00 on 8 9 2011 Acknowledged payment by Acme Super Dog Apparel of 3 000 00 on 2 14 2011 Acknowledged
98. side of your screen To show a record that is currently hidden click the record and then click Show on the right side of your screen GiftWorks User Manual Page 119 of 373 SETTINGS MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use 4t won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Sort Thelma and Angelamia In Memory of Thelma and Angelamia Visible 3 Nancy Mosso In Honor of Nancy Mosso Visible 2 Louise In Memory of Louise Visible 1 Up Bob Smith In honor of Bob Smith Hidden 1 Down Sorting Your View of Honoraria and Memorials You can move an individual record in your view up or down by clicking on the record and clicking Up or Down on the right side of your screen Sort the records by title by clicking the Sort button Clicking Sort again will sort them in reverse order by title N MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE
99. the Donations Dashboard click Show Donations Overview in the Other Tasks menu then click the Skip this screen checkbox to uncheck it The next time you click on the Donations icon at the top you will be taken to the Donations Overview On the Donations Dashboard you can choose from a variety of views to get a quick glance at the pledge information you want Click the arrow next to the view name to make your selection Each view shows GiftWorks User Manual Page 105 of 373 the donor name campaign allocation and fund for each pledge Additional columns vary by view You can sort your view by clicking the column headings DONATIONS DONATIONS DASHBOARD Click on the pulldown menu just below to sort your donations in different ways To see the details of ac IEW UPCOMING PAYMENTS Expected Date Sfs0 2012 1 000 00 Leaman Jackie 2012 Annual Ca Facilities Fund Ss0 2012 250 00 Helms Sarah Membership Cam Operating Fund 66 2012 100 00 Newtson Bob 2011 Annual Ca Operating Fund 6 6 2012 1 500 00 Behanna Paul FY 2012 Gen Fun 6lefe012 125 00 Breneman Lisa 2012 Annual Ca Operating Fund idiot 100 00 Owens Dodie 2011 Annual Ca Operating Fund 6fi4feole 12 50 Mauer Olivia 2011 Annual Ca Operating Fund 6figfeoie 12 50 Arvitolie Benjamin and Pansy 2012 Annual Ca FY 2012 Gen Fun f23 2012 100 00 Katz Debbie 2012 Annual Ca Facilities Fund 6fS0 2012 1 000 00 Leaman Jackie 2012 Annual Ca Faciliti
100. the License Agreement do not install or use the product INSTALLING GIFTWORKS Installing from a CD 1 Insert disk into your CD ROM drive Installation will automatically begin If it does not double click My Computer and then double click your CD ROM drive icon Choose SETUP EXE 2 From the initial setup screen click Next You can select Back any time during installation if you want to change a previous selection 3 Read the GiftWorks License Agreement If you accept the terms of the License Agreement select the I accept button and click Next If you cannot accept the terms of the License Agreement select Cancel and do not install or use the product 4 Enter your name and your organization s name in the spaces indicated If you want anyone using this computer to be able to use GiftWorks select the Anyone button You will be able to add additional user names after installation If you are the only person who should be able to use GiftWorks select the Only for me button Click Next after making your selection 5 GiftWorks will install into your Program Files folder by default Click Next to accept this default setup If you want to install into a custom folder instead select Change and browse to the folder of your choice or create a new folder Click OK once you have chosen a folder then click Next If you are creating a new folder GiftWorks will ask you for confirmation Click OK to confirm this 6 GiftWorks is now ready for
101. the Report Choices screen opens Report Choices DONATION HISTORY REPORT CHOICES Make the following choices for the report and click OK SmartList Filter All Donations All Dates Include Received Donations GiftWorks User Manual Page 249 of 373 This allows you to set up the parameters of your report before generating it The choices available on this screen vary depending on the report you have chosen If you want you can tell GiftWorks not to show you this screen by unchecking the box Always show before report You can see the screen again by clicking Customize Report on the left under Related Actions VIEWING DONOR REPORTS GiftWorks offers 15 donor reports that consolidate donor information into views that let you analyze and evaluate your organization On all donor reports you can view donor information Some reports contain donation information as well REPORTS DONOR REPORTS Select a report from below by clicking the report title View Help to learn more about Reports in GiftWorks EEE 2 DONORS BY SMARTLISL Caramare Hho ecqirce unr Mew oaqanoare LOMpare Me source OT your NEW donors 2 DONORS BY PROFILE p vew your donors oY Drone A DONORS BY CATEGORY Hier weir oonneee D EW YALI Lt Of Pa by category I TOP DONORS Hell Wor Tri qanmoare M nar mr hra rr WEW YoUr TOD donors based on now 2 DONORS BY GIVING LEVEL a pe eee riirn ba ee ee oe oS ranne and ra f the
102. the same ways that you edit a gift donation by clicking Edit Payment at the bottom of the main work area DONATIONS PLEDGE PAYMENT DETAILS PLEDGE PAYMENT OF 125 00 ON 11 16 2011 SUMMARY COMPARISON CHART Dash Rachel F E This Payment E Other Payments E Other Donations 4 payments for 500 00 PAYMENT DETAILS 11 16 2011 Operating Fund 125 00 Check 11 16 2011 DONATION INFORMATION 2011 Annual Campaign 2011 Information Mailer No CUSTOM FIELDS 0 00 ACKNOWLEDGMENT RECEIPT INFORMATION lt Back Edit Payment Summary and Comparison Chart The summary information includes a link to the corresponding donor and a link to the corresponding pledge The current status of the payment is also shown The comparison pie chart provides a visual that indicates the monetary significance of the payment against all other donations and payments made by the donor Payment Details This section shows the date that the payment was applied to its pledge the fund to which the payment is applied the payment type and the payment amount Donation Information Donation information shows the defined details of your payment including campaign and appeal attribution donor anonymity solicitor honorarium and memorial information and more Custom Fields This section contains the custom donation fields that you added in the Settings section Acknowledgment Receipt Information This section details the acknowledgment metho
103. this screen and go to Donors Dashboard RECENTLY CHANGED DONORS Below is a list of recently changed donors Batin John Edited by Craig Lauer on 2 7 2008 ABC Foundation Created by Craig Lauer on 2 6 2008 Barrette Matt and Sheri Created by Craig Lauer on 2 6 2008 Duvall Aimee Edited by Craig Lauer on 2 6 2008 Jones Mike and Terry Created by Craig Lauer on 2 1 2008 Online A Internet Updates Getting Around GiftWorks lt gt Help Current Task Table of Contents Donor Overview This donor overview screen gives you access to all of the most common donor tasks Click the links to Add a Donor Find a Donor or View the Task List Click view Donors Dashboard to go to the donor screen with a variety of view options IF you want to always go to the Donors Dashboard when you click on the Donors button click the Skip this screen checkbox gt How do I add a new donor 2 I need additional help Using GiftWorks is easy Sections are on the top things you can do that are related to your current action are on the left your work is in the middle and help is available on the right and follows you where you go SYSTEM REQUIREMENTS Hardware 1 GHz Pentium or greater 1GB 2GB recommended 200MB available hard disk space Software Windows 2000 Professional with latest service pack Windows XP Home Professional Professional x64 all with latest service pack Windows Vista Home Business Ultimate 64 bi
104. time You can do this from Settings or from the Sign In screen Here you will see a dialog box with 3 steps Step 1 Find your back up file the gbf file GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GiftWorks database will create a GiftWorks Database file gds from a GiftWorks Backup File gbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below Your most recent GiftWorks Backup File is selected below If you want to restore a different GiftWorks Backup File click the Browse button Find the GiftWorks Backup File gbf you want to restore C Documents and Browse Choose a location for your restored GiftWorks Database file Browse Enter a name for your restored GiftWorks Database file gds Ex my giftworks data fom ee Step 2 Choose a location for your restored GiftWorks database file the gds file GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GiftWorks database will create a GiftWorks Database file gds from a GiftWorks Backup File gbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below Find the GiftWorks Backup File gbf you want to restore Your most recent GiftWorks Backup File is selected below If you want to restore a a different GiftWorks Backup File click the Brovse button C
105. to customize GiftWorks Edit the values in GiftWorks built in fields like Campaigns Relationships and Solicitors or add your own values Manage Donor Custom Fields Add and delete your own custom fields in the details section of Donors Manage Donation Custom Fields Add and delete your own custom fields in the details section of Donations Change Default Values For GiftWorks Fields Edit default values used to pre populate entry fields in GiftWorks Manage Fields For Adding New Donors Specify additional donor fields to be induded when adding a new donor Manage Donor Groups Add change and delete the Groups to which donors can be assigned The Customizing GiftWorks subsection offers the options explained below CHANGE GIFTWORKS FIELDS Most of the drop down lists that appear in GiftWorks donor donation and pledge records are customizable You can modify these lists to meet your organization s needs All the lists are pre populated with values but you can modify or delete these values with some exceptions See below for more information on specific customizable fields Acknowledgment Methods Add your own types of Acknowledgment options e g Phone Call Thank You Note MANAGE ACKNOWLEDGMENT METHODS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current
106. to edit from the list below or add a new letter by clicking Add Letters Donors A4 Size Paper Blank Letter donate now General Thank You Letter Honorarium Memorial Notification Lapsed Donor Letter Letterhead link Member Renewal Thank You Letter New Member Thank You Letter Small Dog Fun Run Save the Date Letter Volunteer Screening Letter Donations Pledges Current Selection Copy of Funding Foundation Letter it E B Donor General Today s Date Long Format General Addressee Formal General Address Block Dear General Salutation Formal So much exciting progress has been made on INSERT Name of Project that wanted to give you an update Your financial Cor other support of this project gives all of us here at the My Organization Name encouragement and inspiration to make our work with abused abandoned and rescued small dogs even more meaningful The most recent milestones we ve reached Cor accomplishments we ve made are List 3 or four things in bullet points such as o Rescued 25 small dogs from puppy mills o Added 4 veterinarians to our active support team o Scheduled events to raise community awareness o Moved into a larger comfortable building Your support of INSERT Name of Project is so much more than financial you are truly a partner with us in this important work Receipts 2 The Letter Library is divided into different types of letters Donors Donations Pledges and
107. to see a brief summary at the bottom Baeton Sandy Sandy Barton Hall WolFey WiolFey Hall Show details Holland Doodles Doodles Halland Edit Donor Inch Callie Callie Inch Delete Donor Johnson Puggles Puggles Johnson Add Note Kastner Roberto Roberto Kastner view Tasks Mauer Oliviamarie Oliviamarie Mauer Add bo Mailing List Rell Doozie Doozie Rell Add Donation Richards Snoozy 0 Snoozy o Richards AddPledg NOTE If you choose the Delete Donor option from here you are NOT deleting the donor from the SmartList you are deleting the donor from your Database You can view the SmartList criteria by clicking on Options and choosing View criteria You can also click on View Criteria under Related Actions area on left when viewing a specific SmartList Options View Contents Edit Rename Delete Copy _ I You can then view the criteria in the Show Don t Show and also the Option tab for Donor SmartLists only GiftWorks User Manual Page 169 of 373 View SmartList Criteria BOARD MEMBERS Show Don t Show Set 1 Show donors whose group is Board Member You can also edit rename delete and copy the SmartList from Options View Criteria Edit Rename Delete These features are reviewed in the SmartList Tasks section below You can also create a new SmartList Manage SmartList Categories and Manage oth
108. to the Task Calendar GiftWorks User Manual Page 138 of 373 DONORS RELATED ACTIONS TASK CALENDAR Double click on a date below to see task details Sat Sun Dec 25 10 26 Jan 1 11 TASK LIST VIEW AND MANAGE TASKS The Task List and the View and Manage Tasks options will are available from many areas of GiftWorks They will both take you to the same area where you can view or manage the Tasks Task List You can view the Task List from the Task Calendar by clicking on the View Task List option under Related Actions DONORS RELATED ACTIONS TASK CALENDAR Double click on a date below to see task details Sak Sun Mon Dec 25 10 oe You can view the Task List from the Donor Overview area View and manage your donors using the tasks below PORNO FIND A DONOR Add a new donor Search your donors to find the one you need VIEW DONORS DASHBOARD VIEW TASK LIST See common views of your donors View a list of tasks for your donors GiftWorks User Manual Page 139 of 373 You can view the Task List from the Donors Dashboard by clicking on the View Task List option under Related Actions RELATED ACTIONS DONORS DASHBOARD Add a Dono n Click on the menu arrow just be Find a Donor C Add a Task VIEW RECENTLY ADDED Leas Action Date Ti Dist Add a Note 6 16 2012 10 15 43 PM Arv Add a File 5 23 2012 12 02 20 PM Smi OTHER TASKS 4252012 11 50 12 AM Lea Add a Donation 4232012 4 11 55 PM Lea
109. to your GiftWorks settings about your donors to suit iat ea your organization s needs ai Customize Setup the fields that came with GiftWorks or add your own fields Change field values Change field defaults Customize donors More Accounting Manage the way donations are tracked and post them to other software Post donations View transactions Manage accounts and funds More Security Password protect the GiftWorks Settings so only administrators can make changes Set or change administration password Change security level More 0 Database Files and Maintenance Manage your GiftWorks database and other settings related to your GiftWorks data Import and export data Manage deleted records Backup your database More Additional Settings amp Tools Modify other GiftWorks settings Change your organization info Set Up honoraria and memorials More To get to the Settings section click the Settings icon at the top of GiftWorks From there you click any of the headers to visit the subsections or click any of the linked tasks to go directly to it The Settings section is divided into the five subsections explained in detail below CUSTOMIZING GIFTWORKS This subsection of Settings contains the main options for customizing GiftWorks to meet your needs These options will help you ensure consistent data entry GiftWorks User Manual Page 289 of 373 CUSTOMIZE Select any of the following
110. tool is part of the GiftWorks importer It takes a name and splits it into the separate fields that compose it Example John D Smith Jr First Name John Middle D Last Name Smith Suffix Jr To access the name tool go to the fourth step of the importer the Assign fields from your import file or mapping screen Choose Special options when mapping to a GiftWorks field then choose Name Tool Online Offline GiftWorks detects if it is online or offline by checking its ability to connect to the internet If your computer is connected to the internet GiftWorks indicates it is online in the bottom left corner If it indicates it is offline it may be blocked by a firewall or other security software Consult your security software documentation to determine how to grant internet access to GiftWorks GiftWorks must be online to receive free online updates to send error information to Mission Research to access the map feature available for donor addresses and for some other functions GiftWorks User Manual Page 367 of 373 Payment Types GiftWorks includes several default payment types check credit card cash monthly bank draft online payment services goods and equipment For each payment type additional fields are available to record information about the payment For example the check payment type includes check number and check date fields You can also include custom payment types If your organization receives pay
111. user can customize their own Home Page Click on Customize under Home Page Tasks Customize Home Page Main Column Side Column Select the features you wish to display in the main area of the home page Use the Up and Down buttons to arrange the features O Tasks E Social News Feed C Donations C Conation History 0O Expected Payments 0O Campaigns 0O Campaign Analysis Main Column You can customize the Main Column of the Home Page to show various widgets You can check the box next to the feature s you would like to be displayed You can also arrange the features in the order you would like using the Up and Down buttons Customize Home Page Main Column Side Column Select the features you wish to display in the main area of the home page Use the Up and Down buttons to arrange the features gO Social Mews Feed Donations E Donation History E Expected Payments CL Campaigns O Campaign Analysis Click Ok to save your choices GiftWorks User Manual Page 17 of 373 Your Home Page will now reflect those changes WELCOME SAMPLE USER ESSENTIALS QUICKBOOKS 2012 TET Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to QuickBooks 2012 If you are using e i GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support aiftworksconnect com T QuickBooks DONATIONS BY FUND
112. v Operating Funds Multiple Funds General Care Fund ALL ACTIVE TASKS bi Saturday 1 29 2011 11 00 AM nate re Directed Breeds Initative Bryant Tuffy pecialty rescues re breed type invite to informal meet up Friday erag 4 30 PM Call to Discuss Board Event Acme Super Doa Appare krani 10 25 2011 00 Pr Invite to Puppy Mill Action Millsaps Cynthia Friday 11 18 2011 5 30 PM Call for DDFR Quotes Hall Brian Call to get quotes for next year s Dog Days Fi fiver Friday 10 30 AM Follow Phone Call Bli aff all Jeff to discuss what the a e eas 00 aift Thursday 5 31 2012 Main Column Features Tasks You can add Tasks to your Home Page You can then choose the setting that best suits your needs by clicking on the down arrow This will give you the options for Next Week s Tasks This Month s Tasks All Active Tasks Past Due Tasks or to Hide the feature WELCOME SAMPLE USER ESSENTIALS FREE GIFTWORKS RESOURCES YOU NEED TO KNOW ABOUT ee sure you are taking advantage of the resources available to help you get the most out of GiftWorks Read here for the scoop support aiftworksconnect com entries 21306367 free giftworks resources ALL ACTIVE TASKS Next Week s Tasks Saturday 1 29 2011 o This Month s Tasks 11 00 AM te Directed Breeds Initative Bo ant a ea All Active Tasks Friday 9 16 2011 Past Due Tasks 4 30PM Call to Discuss Board Event Acme Super Dog Apparel Hide Tuesday
113. vs pledge vs receipt Customize Mailing Recipients CUSTOMIZE RECIPIENT COLUMNS Select the columns that you would like to include on the mailing recipient list Column Name Al Check All O Uncheck all Campaign Fund Payment Date Receipted Amount E o O T Unreceioted Amount a Here you can choose the columns to include on the recipient list you can use the Move Up or Move Down buttons to change where they appear on the screen as well Click Ok to refresh the screen Click Next to continue Select Letter This step is where you choose the letter template you want to use for your mailing The type of list you are sending to will determine which templates are available for your mailing For example if you are GiftWorks User Manual Page 217 of 373 sending to a list of donations you can only use a donation template SELECT LETTER SMARTLIST ALL DONATIONS Select a letter for your mailing You can edit the letter by clicking the Edit Letter button Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing a r a o a o c Select A Letter Current Selection Donation Letter Z conditional letter Copy of Gift Thank You Letter Gift Thank You Letter Gift Thank You Letter with Ask Donor General Today s Date Short Format General Addressee Formal eee ee General Address Block kirk Dear General Salutation Formal Pledge Payment Thank You Letter Thank you for your recent
114. want to continue Click Yes GiftWorks Restore i Restore is complete The File was restored to C Documents and Settings lisa breneman Desktop 2012 lisatest qds A dialog box will appear when the Restore is complete click Ok NOTE If you have GiftWorks installed on multiple computers and you have created a new database file you will need to make sure that all of the users sign in to the new database file in the new location Rename The Database You can change the way the Database name is displayed within GiftWorks On the Sign In screen you will see the name of your Database The example below shows the Database as Sample Database SIGN IN TO GIFTWORKS To begin using GiftWorks you need to sign in to a database Make sure the database and username listed below are correct then dick the Sign In button Jatabase Sample Database c program files mission researchigittworks data gw tr gds Sample User To change this click on the Rename the Database option You will see the current name GiftWorks User Manual Page 329 of 373 Rename Database Enter the new name for this GiftWorks database io Sample Database Remove this and type in a new name Rename Database Enter the new name for this GiftWorks database GiftWiorks Database Now when you go back to the Sign In screen you will see the new name SIGN IN TO GIFTWORKS To begin using GiftWorks you need to sign in to a database Ma
115. warning message GiftWorks User Manual Page 332 of 373 MANAGE DELETED DONORS Select a deleted donor from the list below You can restore or permanently delete the donor by using the buttons below WARNING By permanently deleting a donor you will remove the donor record and any information related to it such as address phone numbers and emails You will also delete any associations with other donors Profile Name Address City State Donor Household The wilson Family 65 Trent Road Lititz PA Delete this Donor 9 WARNING Permanently deleting a donor will remove all information including notes and gifts re you sure you want to permanently delete the selected donor s Yes No Click Yes to continue or No to Cancel Manage Deleted Donations You can print the list of Deleted Donations by clicking on Print List under the Related Actions area on left MANAGE DELETED DONATIONS Print List Select a deleted donation from the list below You can permanently delete the donations by using the button below WARNING By permanently deleting a donation you will remove the donation record and all transactions related to it You can also permanently delete the donations from your database file You can also delete any or all donations in this area Check the box next to the donations to delete or click Check All to check all donations on the list Click on Delete Permanently You will see the
116. was sent in the Notes Tasks amp Files tab within the donor profile Send Your Letter to Dash Rachel Emails Read more about your email options Emails have been sent cick done to finish this mailing 1 email was successfully sent 0 emails failed rint Export Dash Rachel rachel hotmail com Sent WwW Record this mailing Check this option to record this mailing for future reference He Emailing Dash Rachel jer 5 31 2012 5 30 PM Click on Done to finish the process SENDING LETTERS As mentioned above in the Understanding the Mailing Process section there are several ways to start the mailing process in GiftWorks No matter which way you start your mailing you will be taken to the same area to process the mailing CHOOSE OPTIONS Choose the options for this mailing Select Options Choose Recipients Select Letter Generate Mailing i mat Send Email requires configuration Send Letters Only Send Letters amp Labels co Send Letters amp Envelopes Primary Secondary Sort Display Name Display Name ts Send one mailing per donor SELECT OPTIONS GiftWorks User Manual Finish Mailing Page 223 of 373 The options on this screen will vary based on the mailing Format you choose and also if you are using GiftWorks Standard or GiftWorks Premium Mailing Format This step lets you choose some basic options for your mailing Choose the option you would like
117. web browser To determine if this is the case open your Internet Explorer browser and click Tools gt Internet Options gt then on the Connections tab gt then on LAN settings If the bottom half of that window has information regarding a proxy server specifically address and port make note of that information Enter your proxy server settings into GiftWorks by clicking Internet Updates in the bottom right corner then click Customize Updates Check the Use a proxy server box and enter the same proxy information that you retrieved from your Internet Explorer settings Relationship You can link donors in GiftWorks using relationships There are three different types of relationships in GiftWorks relationship household relationship and work relationship Relationship is for any relationship between two donors The donors may be friends neighbors cousins or have any other non household or non work relationship Household relationships include relationships among household members and relationships of the members to the household itself Typically all information for a household is entered in a single donor record with a household profile To track individual information about household members for example if one is a volunteer and another is a board member you can relate those individual donor records back to the household Work relationships are typically used for employer employee relationships If you have a record for an orga
118. your labels click Print or Save at the bottom of the main work GiftWorks User Manual Page 234 of 373 area The Print button brings up the print options window The Save button lets you choose a filename and location to save the labels document in rich text format rtf which you can then open in Microsoft Word When you have finished printing or saving your labels click the Done button to exit the Mailing Labels screen GiftWorks will warn you if you have not recorded the labels Recording Labels Record the printing of labels as a mailing in each recipient s record by clicking Record These Labels in the Other Actions menu Record These Labels You might want to record labels for example if you are printing them to put on preprinted newsletters and you want a record that the newsletters were sent out New Mailing RECORD THIS MAILING Enter a brief tithe and description for this mailing The mailing will be recorded for each recipient List Major Prospects Title Description 36 200 Cancel If you click the Done button at the bottom of the Mailing Labels screen without recording the labels GiftWorks will warn you that you have not recorded the labels Printing Envelopes To print envelopes for a donor or list click the Print Envelopes link on the main Mailings page GiftWorks User Manual Page 235 of 373 MAILING CENTER Send a letter or email to any list create and send receipts print labels and e
119. 012 Pledge Payment 1 000 00 Doe John Membership Cam Facilities Fund 4 4 2012 Gift 15 00 Doe John 2012 Annual Ca Facilities Fund 3 23 2012 Pledge Payment 50 00 Katz Debbie 2012 Annual Ca Facilities Fund 3 23 2012 Pledge Payment 50 00 Katz Debbie 2012 Annual Ca Facilities Fund 3 23 2012 Pledge Payment 100 00 Katz Debbie 2012 Annual Ca Facilities Fund 3 23 2012 Gift 555 00 Mauer Emma 2012 Annual Ca Facilities Fund 3 14 2012 Gift 50 00 Arnold Rich 2012 Annual Ca Facilities Fund ZAIN GiFr SNN NN drannd Rich 201 annual Ca Farilities Fiind Total Donations 20 MY FAVORITE SMARTLISTS MANAGE ff EZELLEN ruse Mar 2012 Apr 2012 May 2012 Each GiftWorks user can customize their view of the Donations Dashboard DONATIONS RELATED ACTIONS DONATIONS DASHBOARD Click on the pulldown menu just belt OTHER TASKS IEW LATEST DONATIONS e Latest Donations Top 10 Donations Latest Pledges Upcoming Payments Overdue Payments of23f2012 Pledge Payment qian Pledne Pawmenk 1 Eas GiftWorks User Manual Page 90 of 373 PLEDGES OVERVIEW IN THIS SECTION Pledges Overview GiftWorks User Manual Page 91 of 373 PLEDGES OVERVIEW GiftWorks defines a pledge as a commitment made by a donor to your organization to donate a specified amount on a future date or dates Pledge payments can be spread out over time Each payment toward a pledge is recognized as a donation Add pledges from a donor rec
120. 20 07 11 30am Campaign for Capacity The Yision Needs Your Input z1 Craig Lauer Mailing to Major Prospects SmartList 6 20 06 11 30am Board Mtgs Calendar 06 07 to Members Rick Samson 11 15 05 11 30am SOL Annual Appeal 7006 Craig Lauer The Mailing History screen shows you each mailing sent how many donors received the mailing and which GiftWorks user created the mailing You can Edit the details of the mailing by double clicking on any mailing or right clicking and choosing Edit Date Created Mailing Mame 46 12 Spm Donor Letters S142 9 30am Reissue Receipt Edit 314 12 9 30am Donation Receipts Delete Note that any changes you make here will be applied to each recipient record Edit Mailing Details EDIT MAILING DETAILS 4 16 2012 Created 4 16 2012 4 40 55 PM By Sample User Changed 4 16 2012 4 40 55 PM By Sample User NOTE Editing this information will affect all donor records included in this mailing Cancel You can also delete the Mailing history Right click in the mailing and choose Delete Date Created Mailing Name 4 16 12 Spm Donor Letters Shi4ii2 9 30am Reissue Receipt Edit 3 1412 9 50am Donation Receipts GiftWorks User Manual Page 206 of 373 Note that by deleting this mailing all associations with this mailing will be removed too Delete this Mailing By deleting this mailing all associations with this mailing will be removed too Are you sure vou want to delete this mailing Tes
121. 2011 Annual Soft Credit Gift 4rvitolie Benjamin and Pansy 50 00 Dash Rachel 9 28 2011 50 00 2011 Annual ii 4 310 00 4 310 00 4 i Include Soft Credits and Donations wy SmartList Filter All Donations Donation Date Current Year Donation Summary by Fund Appeal This report shows a breakdown of donations per fund and appeal You can indicate specific funds and or appeals for your report by choosing from the fund and appeal list selections If you choose a blank option in either the fund or appeal dropdown list the report will show information for all funds and or appeals You can further narrow your results by choosing a SmartList or using the date range selection field GiftWorks User Manual Page 268 of 373 Donation Summary by Fund Appeal Source All Donations SmartLlist Dates 3 6f2007 through 3 6 2008 Fund All Appeal All None Received a general mailing Received a campaign mailing Attended a campaign event Attended a non campaign event Receiyv GeneralFund 1 600 00 100 00 0 00 0 00 0 00 Technology F 0 00 0 00 0 00 0 00 0 00 Building Fund 40 00 0 00 40 00 0 00 40 00 Family Couns 40 00 40 00 40 00 40 00 40 00 Totals 1 600 00 100 00 40 00 40 00 0 00 HA o E Fund Appeal Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Pledges and Gifts By Campa
122. 3 ey Sample Database Sample User GiftWorks laj x O9 S Q OEOGOQA G Back Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS MAILING LABELS By recording a history of these labels you ll have a dear record of what E Label Options eseo eal s sa Arial fe zB z u 28 7 A Review your mailing labels and make any desired adjustments using the tools below Ms Nyla Rosen 857 Branch Road i The Wilson Family i Ms Amy McBroom 65 Trent Road i 345 Fallon Street Rosen Company E ji Lititz PA 17543 Lititz PA 17543 Lancaster PA 17603 Ajax Corporation i ATTN Ms Jayne Halperin 534 Walnut Avenue i 2nd Floor i Lancaster PA 55259 Family Focus Foundation Moyer Auto Co ATTN Mr Patrick Rittenhouse ATTN Mr Patrick Moyer 397 Greenleaf Lane 534 Main Street Mount Olive VT 27843 Lemoyne KY 34745 Dr Wallace Light Foundation 78 Wallace Run Road Clearview TN 66354 Dono Ovar cm Online A Internet Updates To change label formatting click the Label Options link and then choose Format Labels On the Label Formatting Options screen choose the database fields you want to insert into your labels by clicking the Insert Field button The fields you select will be replaced by information from each recipient s record when your labels are created To delete a field from the label click that
123. 4 If you want to customize database features an individual user can access select the user from the Manage User Accounts screen and click on the Change link Select Choose specific operations from the dropdown box and then select the features the user should and should not be able to access in the database Click Save to continue Control Direct Database Access in Advanced Security CONTROL DIRECT DATABASE ACCESS Pee p ipm m mm tele p e phas te 7 With GiftWorks you can control direct access to the database from third party tools Just set a database password and any third party tools will need this password to access tne database Set a password to control direct access to the database from third party tools Secure your database from being viewed or modified by third party tools and programs by setting a database password If you change your database security level from Advanced to Standard or Basic security your Database Password will be cleared during the change The feature is only available in Advanced Security GiftWorks User Manual Page 322 of 373 DATABASE FILES AND MAINTENANCE The Database and Maintenance subsection of the Settings section contains the options for working with your database file DATABASE AND MAINTENANCE Select any of the following to manage the settings Import records from another source or export them into a number of formats View and Manage GiftWorks History View and d
124. 467 1500 415 346 7071 415 282 6111 415 282 6111 SmartList Filter All Donors This report also has a Phone List option under Change Report Style that lets you create a phone list for the donors contained in your chosen SmartList Donor Summary Sheets This report provides the opportunity to print out a donor summary sheet for each of the donors in the SmartList that you select If you are generating summary sheets for a large list of donors you will see a window that indicates the progress of the report generation It may take a long time to generate a large number of summary sheets GiftWorks User Manual Page 251 of 373 Organization Donar CRESTA CORPORATION Organization Cresta Corporation Donor Category Corporation Preferred contact Call the Phone any time of day 415 623 9825 Groups Golf Classic Sponsor Primary Address Primary Phone Address Fhone 415 G23 95 25 74 Arch Street San Francisco CA 94702 Primary Email Email business dew cresta com Donor Since Teiz 2007 Received Donations 1 Total Pledged 450 00 Total Giving 200 00 Largest Donation 200 00 Awerage Donation 200 00 Work Relationships Choose the SmartList for your report using the SmartList selection box on the Report Choices screen the SmartList Filter dropdown list at the bottom of the screen within the report or from the Customize Report option in the left Related Actions menu Click on Customize then click on Secti
125. 6 47PM Sample User 6 12 2010 1 16 31 PM Sample User 6 1 2010 1 15 33 PM Sample User 5 22 2010 1 13 39 PM Sample User 5 15 2010 1 12 16 PM Sample User 4 21 2010 1 11 19 PM Sample User 4 17 2010 1 09 52 PM Sample User 4 1 2010 1 07 41 PM Sample User Added donor Breneman Lisa Edited letter General Thank You Letter Edited SmartList Geocoded Donors Edited SmartList Donors within 2 miles of Lancaster Added donation of 5 000 00 given on 8 3 2010 by Smith John Edited SmartList Geocoded Donors Edited SmartList Donors within 2 miles of Lancaster Edited SmartList Donors within 2 miles of Lancaster Added SmartList Donors within 5 miles of Lancaster Added SmartList Geocoded Donors Added donor Smith John Added donation of 600 00 given on 7 12 2011 by The Wilson Family Edited donor Wilson Georgia Edited donor Wilson Gerda Edited donor Rosen Nyla Marie Added donation of 200 00 given on 7 12 2011 by Save The Dogs Foundation Added donation of 3 500 00 given on 12 1 2010 by Save The Dogs Foundation Added donation of 2 500 00 given on 7 12 2010 by Save The Dogs Foundation Added donation of 1 000 00 given on 7 12 2011 by Save The Dogs Foundation Edited donation of 4 800 00 given on 2 14 2012 by Burns Patrick HEHEHE HAE HHH Pi od z Source All Sources jon All Actions Cat
126. 656 2512 Groups Member Mailing Address Primary Address Address 7 Primary Phone Phone r17 656 2512 25 School Drive Lancaster PA 17603 Primary Email Eman rache hkg hotmail com Donor Since 11 1 2005 Received Donations 4 Largest Donation 3 000 00 Average Donation pob 5 Total Giving fa 225 00 Total Pledged 0 00 Notes Tasks amp Files Group Date Title Donor Screen Tabs Each tab will provide you a quick glance at specific donor donation and pledge information DONORS Donor Change Profile C DASH RACHEL Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Summary View information about the donor s category status group and mailing list information GiftWorks User Manual Page 38 of 373 DONORS Donor DASH RACHEL Member Change Profile Customize Print Summary Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Donor Category Individual Household Status Active Donor Last Interaction Event on 7 14 2011 9 36 00 PM Current Tasks Best Contact Call her Phone any time of day 717 656 2512 Mailing Lists Groups Member Household Spouse Description Donation Statistics Giving Summary v E Dash Rachel Calendar Year GB All Donors Average Giving History Last Donation Fiscal Year Current Year Total Donations Average Donation Largest Donation Smallest Don
127. ABASE File Help O S 0 EOG Back Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings Click on the View Donations Dashboard link GiftWorks User Manual Page 89 of 373 DONATIONS OVERVIEW View and manage your donors using the tasks below ADD A PLEDGE Add anew donation for a donor Add anew pledge for a donor VIEW DONATIONS DASHBOARD VIEW DONATION REPORTS See common views of your donations View a list of reports for your donations Skip this screen and go to Donation Dashboard Below is the Donations Dashboard DONATIONS RELATED ACTIONS DONATIONS DASHBOARD Click on the pulldown menu just below to sort your donations in different ways To see the details of a donation double click on it OTHER TASKS v IEW LATEST DONATIONS Print Date Donation Type Amount Donor Campaign Fn o A 2 24 2013 Pledge Payment 250 00 Bell Brian 2011 Annual Ca Operating Fund 12 1 2012 Gift 550 00 Dash Rachel Facilities Fund 3 7 2012 Gift 3 000 00 Dash Rachel 2011 Annual Ca Operating Fund 5 24 2012 Gift 50 00 Dash Rachel 2012 Annual Ca Facilities Fund 5 23 2012 Pledge Payment 125 00 Dash Rachel 2012 Annual Ca Facilities Fund 4 30 2012 Pledge Payment 1 250 00 Carswell Foundation Capital Campaign Facilities Fund 4 23 2012 Gift 50 00 Arvitolie Ben 2012 Annual Ca Membership Fund 4 13 2012 Gift 50 00 Bell Brian 2012 Annual Ca Facilities Fund 4 11 2
128. ARTLIST CONTENTS What Would you like to show in this new Smartlist Donors Donations Pledges Create anew Smartlist based on an existing one Select an existing SmartList aS er The next step is where you will choose your first criteria The criteria are categorized to make them easier to locate Choose criteria then set the values for that criteria GiftWorks User Manual Page 155 of 373 You can also create a SmartList based on any existing SmartList Click Create a new SmartList based on an existing one then choose an existing SmartList from the dropdown menu f Create a new SmartLlist based on an existing one Select an existing Smartlist This takes you to the main SmartList definition window Near the top of the screen is the criteria you just added The bottom half of the screen shows the result set for the SmartList The left side of the screen will show you the Related Actions SMARTLISTS DID YOU KNOW DEFINE YOUR DONOR SMARTLIST After you create anew SmartList GiftWorks will Here is your SmartList so far Add and remove criteria to refine your list results Don t Show Options RELATED ACTIONS Add Criteria Set Set 1 Show donors whose Donors Affliate Donors designation is ALL Refine Remove Turn Balloon Help Off a Turn Auto Refresh Off Refresh SmartLlist Customize Results Display Name address ety State Phone State Phone 267 Donors mek i ABC C
129. Aki a Piada 327 2012 4 59 59 PM Doe 272012 4 57 48 PM Doe View Task List Manage Donor Groups Add using SmartEntry E View and Manage Tasks You can view and manage Tasks by clicking on the View and Manage Tasks option within the Main Column of the Home Page WELCOME SAMPLE USER ESSENTIALS WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks NEXT WEEK S TASKS Today 10 30 AM Follow Up Phone Call Bliss Jeff Call Jeff to discuss what the tigger was that inspired him to make a 300 00 gift Thursday 3 30 PM Send Birthday Card Dash Rache mat She will be 40 on June 9th Add New Task View Calendar View and Manage Tasks Any of the above ways will get you to the same screen shown below GiftWorks User Manual Page 140 of 373 DONORS RELATED ACTIONS VIEW AND MANAGE TASKS Add a Task Use the filters on the right to change the view of the tasks listed below Go to Today r o gt Activeand Completed Tasks for Current Year Assigned To Any User View Task Calendar ccna o New Task Mar 24 2012 Sun Mon Tue Wed Thu Fri Sat sdfsdfsdaf Options 1 2 3 4 5 Sample User 6 Fi 8 9 10 11 12 13 14 15 16 17 18 19 o Bliss Jeff Follow Up Phone Call Today 2 21 2 23 2 4 5l 26 Call Jeff to discuss what the trigger was that inspired him to make a 300 00 gift Options 27 2 29 30 31 Sample User Order Toner Today Filters Order Toner for Printer Options JOE Search O
130. CKNOWLEDGMENT RECEIPT INFORMATION This donation has been added to a mailing list for acknowledgment How was this donation acknowledged When was this donation acknowledged Issue receipt for this donation m What is the receipt group Receipts Save Cancel You will see the Soft Credit information listed here when viewing a donation GIFT DETAILS GIFT OF 3 000 00 ON 9 7 2012 SUMMARY COMPARISON CHART pm E This Gift Donor Dash Rachel a E other Donations Status Payment was received PAYMENT DETAILS Date 9 7 2012 Fund Operating Fund Amount 3 000 00 Payment Type Cash Receipted 50 00 DONATION INFORMATION To which campaign should this donation be attributed 2011 Annual Campaign From which appeal did this donation result 2011 Information Mailer Who was responsible for soliciting this donation To what is this donation directed or restricted No To which Honorarium Memorial was this donation given Does the donor v vant to give this donation Yes anonymously GiftWorks User Manual Page 83 of 373 CUSTOM FIELDS SOFT CREDIT RECOGNITION Behanna Paul ACKNOWLEDGMENT RECEIPT INFORMATION RECORD HISTORY lt Back _ Edit Gift VIEWING AND EDITING DONATIONS There are a number of options for viewing and editing your donations The items listed below offer detail about all of your options Viewing the Main Donations Page When you click the Donations icon at the top of GiftWorks you will see either
131. Card She will be 40 on June 9th Due Use this field to enter a date ad time that the Donor Task is due GiftWorks User Manual Page 135 of 373 Add a Task ENTER TASK DETAILS Select a category for this task or type in your own category name When you have finished the task check the box next to completed Donor Dash Rachel Task Send Birthday Card Notes She will be 40 on June Sth Due gfs1 2012 3 30 PM User Pick which GiftWorks user the task will be assigned to Add a Task ENTER TASK DETAILS Select a category for this task or type in your own category name When you have finished the task check the box next to completed Donor Dash Rachel Task Send Birthday Card Notes She will be 40 on June Sth Due 5 31 2012 330 PM User Sample User Completed Ifthe Task has already been completed but you still want to keep track of it you can check this box Click Save when you are done entering the information VIEWING AND MANAGING TASKS There are many ways to view and manage Tasks within GiftWorks You can view a specific donor s Tasks from within the Notes Tasks amp Files tab from their main Donor screen Each task is recorded so you can track past activities related to that donor GiftWorks User Manual Page 136 of 373 DONORS Donor DASH RACHEL Unknown of test Member subset fall 2011 Change Profile Customize Print Summary Summary Contact Info Details Relationsh
132. Change the type of database security you want to use with GiftWorks Control Direct Database Access With GiftWorks you can control direct access to the database from third party tools Online Internet Updates The Security subsection has the following options e Change Your User Password e Remove Administrative Password GiftWorks User Manual lt gt Help nt Task Table of Contents customized by the administrator o I need additional help Page 315 of 373 e Manage User Accounts e Change Security Level e Manage Roles only available if the security level is set to Advanced Security e Control Direct Database Access only available if the security level is set to Advanced Security GiftWorks Premium is initially set to Basic Security Before you set an administrative password or change security levels see the Security Guide for more information about choosing the security options that are right for your organization Set or Change Administrative Password You can set a password to protect the Settings section of GiftWorks The Settings section includes administrative settings such as custom fields and values accounting settings and database backup settings Enter an administrative password and hint to sign in to protect the Settings section Users still have access to all other areas of the GiftWorks database but will not be able to access or change the settings without the administrative password SET ADMI
133. Click Ok to save your choices Your Home Page will now reflect those changes along the right side of the screen WELCOME SAMPLE USER ESSENTIALS QUICKBOOKS 2012 Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support qiftworksconnect com QuickBooks DONATIONS BY FUND z CAMPAIGN TIERNOMETER Ww Operating Fund s c 3 Multiple Funds ALL ACTIVE TASKS a Saturday 1 29 2011 11 00 AM Invite re Directed i _ Initative E Bryant Tuffy Friday ajai 30PM Call to Discuss Board Event Acme Super Dog Appare Tuesday 10 25 2011 6 00PM Invite to Puppy Mill Action Millsaps Cynthia Friday 11 18 2011 5 30PM Call for DDFR Quotes Hall Brian et quotes for next year s Dog Days Fun Run flyer 10 30 AM Follow Up Phone cal Bliss Jeff Thursday 5 31 2012 12 30PM _ Follow Up Phone Dash Rache GiftWorks User Manual 2008 Annual Campaian does not have Go to the Settings area to define a 2008 Annual Campaign v DONOR STATISTICS v New Donors 1 Recent Donations 3 245 REMINDERS X You have not backed up your GiftWorks database yet Backup Now It s been 168 days since your GiftWorks database has been compacted Compact Now Seasonal Address
134. Create a SmartList State Province FIPIPostal Code ADD LIST CRITERIA Partial ZIP Postal Code Country Select category Click here to select a criteria Is Address Validated b Distance From Location 1 Personal Info Distance From Location 2 Address Info FPhonejEmail Info Distance From Location 3 r FT Ba Distance Fram Location 4 Relationships GiftWorks User Manual Page 350 of 373 Set up Locations under Options tab DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results This SmartList can indude columns and criteria based on 4 user defined locations Use the fields below to set the name and location based on a ZIP Postal Code or Latitude Longitude Location 1 Location 2 Location 3 Location 4 Name From zerrestcode T Refresh Smartlist Customize Customize options GiftWorks User Manual Page 351 of 373 Customize SmartList Results Column Name Check All Is Address Validated Uncheck All Has Mailing Address Distance From Location 1 mi Distance From Location 2 mi Distance From Location 3 mi Distance From Location 4 mi Address Name OOOOOOO Group Rows By None cre Constant Contact Configure GiftWorks to work with Constant Contact and view Constant Contact campaign details CONSTANT CONTACT Select any of the following to manage yo
135. Customize Report in the Related Actions menu Customize Report Columns Column Mame gt Check All Id Uncheck All Profile Donor Affiliate Donor Display Mame Address City State Prefix Move Down E O o o Show Report Totals Yes Group Rows By None Show Group Totals No e Change the columns of information shown in the list style From the Columns tab in the Customize Report window click the checkboxes next to the columns you want to view e Indicate which fields are totaled using groups and totals by adjusting the settings on the Columns tab e Select a specific date range for reports that show information plotted over time From the Date tab in the Customize Report window use the drop down menus to select the date range for the information you want to view You can also adjust the time unit used to generate your report by clicking the Details tab and selecting the desired time unit from the drop down menu e Choose the monetary value for the donations included in the report From the Details tab select the value for your report by choosing from the drop down menu Reports with data that can be quantified have an available graphical representation of your information These reports also have a summary view that lets you see the table the graph was generated from VIEWING MY FAVORITE REPORTS My Favorite Reports available in the work area of the main Reports screen offers quick access to your favorite reports
136. D THE EMAILS GiftWorks User Manual Page 220 of 373 GENERATE EMAILS 5 Review the mailing details below Click Generate Mailing when you are done Select Options Select Letter Emails Send Test Email Mailing Summary Donation Letter Number of recipients 657 Discount type No discount Sorting Display Name Display Name Addressing Send one mailing per donation Note Some recipients contain missing or invalid mailing information Check the Recipients area for details You can continue but some letters may be incomplete Your document s have been generated Click on the Next button to continue to the Finish Mailing page lt Back Next gt Cancel Click Next to Continue Finish Mailing On this step you will complete the sending of the email and choose options for recording it to the donor donation or pledge records GiftWorks User Manual Page 221 of 373 FINISH MAILING Send your documents Enter other details below Click Done to finish Select Options Choose Recipients Select Letter Generate Mailing 10 O O Q Send Your Emails Read more about your email options Send Now Name Email Status Information 4rvitolie Benjamin and Pansy 2woof comcast net Pending 4rvitolie Benjamin and Pansy 2woof comcast net Pending Arvitolie Benjamin and Pansy 2woof comcast net Pending 4rvitolie Benjamin and Pansy 2woof comcast net Pending 4rvitolie Benjamin and P
137. EED TO KNOW ABOUT By Make sure you are taking advantage of the resources available to help you get the most out of GiftWorks Read here for the scoop dit http su t giftworksconnect com entries 21306367 free aiftworks resources GiftWorks User Manual Page 12 of 373 RELATED ACTIONS The Related Actions area has many of the same options that you will see throughout the other areas of GiftWorks You can quickly add a donor or donation view the Donor Dashboard SmartLists and Task Calendar from this area Each of these features is covered in another section of this manual G Sample Database Sample User GiftWorks THIS IS 4 SAMPLE DATABASE File Help Back Forward Donors Donations Volunteers Events Smarclists Mailings Reports Settings WELCOME SAMPLE USER RELATED ACTIONS Add a Donor WELCOME TO GIFTWORKS 2013 Add a Congratulations you are using the newest version of GiftWorks View Donor Dashboard View Task Calendar Change My Settings HOME PAGE TASKS Refresh Dimis Change My Settings Each GiftWorks user can now change their preferences for some of the prompts that appear within GiftWorks as well as configure their own social connections for Facebook Twitter and Linkedin WELCOME SAMPLE USER RELATED ACTIONS ESSENTIALS Sa e WELCOME TO GIFTWORKS 2013 Add a Donation O Congratulations you are using the newest version of GiftWorks View All SmartLists View Task Calendar Change Preferen
138. Email Addresses For each donor you can enter any number of email addresses Whichever one you designate as the primary is the one to which emails from GiftWorks will be sent You can also choose a 2 and 3 email address number to appear in SmartLists and reports GiftWorks User Manual Page 59 of 373 Contact Preferences GiftWorks tracks a number of contact preferences for each donor For email phone physical mail and solicitation you can choose whether it is okay to contact the donor via that method whether they prefer not to be emailed called mailed or solicited or if they have no preference You can also indicate whether the donor wishes their contact information to be private and you can indicate the donor s preferred time of day and method of contact Employment Details GiftWorks lets you track the following information regarding a donor s employment e Job Title e Profession e Manager e Contact Type e Department e Assistant Development Details For each donor you can track a variety of information relating to your development and cultivation efforts These include e Category e Status e Assigned To e Source e Member Since e Renewal Date e Accepts Match e Match Info e Issue Receipts e Receipt Group e Donor Groups Category Donor categories give you a way to further classify your donors For example you may want to divide your organizations into corporations foundations government agencies
139. Gender Marital Status Facebook Id LinkedIn URL Twitter Handle Multiple Addresses Multiple Phone Numbers Multiple Email Addresses Contact Preferences Employment Details Development Details Category Status Assigned To Source Member Since Renewal Date Accepts Match Match Info Issue Receipts Receipt Group Donor Groups Custom Fields Finding a Donor Deleting a Donor Related Actions Add a Note Add a File GiftWorks User Manual Page 45 of 373 Add a Relationship Mailing Tasks Add to a Mailing List Send Mail Print Label Print Envelope Send Message Other Tasks Run a Report Donors Dashboard GiftWorks User Manual Page 46 of 373 ADDING A DONOR You can add new individuals households or organizations to your GiftWorks database Organizations can include companies nonprofits corporations and foundations Click any Add a Donor link they appear throughout GiftWorks to begin Look under Other Tasks on left when on the main donor screen Run a Report Delete this Donor Add a Donor Choosing a Donor Profile Select the donor profile type you want to add on the Add a Donor screen and click Next to continue ABD A DONOR Choose the kind of donor you would like to add then enter the new donor s name Donor Ol Donor with household profile E Donor with organization profile Donor with No Profile If you choose to add a donor with no profile you will be prompted for the donor s name
140. GiftWor g Good Better GiftWorks User Manual GETTING STARTED sicesuscevesuccencesscesenesner EA EE 2 MOME PAGE cieri sane oawsseuevencesessactvedevereusssracecsscneaceveuauecctesness 11 DONORS OVERVIEW iiss sisicn sisi iein n deusedeseneai 30 MANAGING DONORS ccceccccccccccecececscscscscscecsccceseececececececeees 45 DONATIONS OVERVIEW cccssccsesccsncssransscessevenssescsssaceracsmmcesesescecscsusnsas 74 MANAGING DONATIONS iscccccnutsesesieatsnsecenssedesesesesesvsenesiesene soseseseweneds 76 PLEDGES OVERVIEW scisecevasesesenesincdcencsensesoscsananeecaersenedsuseensdsesssescues 91 MANAGING PLEDGES cicacccccsccsesacsseecescatarcorcncuevossacrsanesanvencssccsecsanans 93 MANAGING HONORARIA AND MEMORIALS ccccecscececeeees 113 MANAGING TASKS cccecececcccccccccccecccscscscscscscsccceccesecececececeees 126 SMARTLIS TS iacaccensseusvencseensensieussesteasssevaceuscenssessvensiesaceasieussenssessees 151 MAILING CENTER svscsssssacuseoneccnsconactessataeusseanecnsssosesousensacusseassoneteens 184 REPOR TS eerren EEES EERTE EE NARE AETS 248 SEIN Goes vecacaaceucstncusetesenssans encseneieatssarsscesasseneueesasens nes enestwnseacees 290 GIFT WORKS GLOSSARY sedetecststacucenstosansaacscseseadacacsssasssnsecsasacaeegencss 365 GETTING STARTED IN THIS SECTION About This Manual Using the Built in Help Getting Around GiftWorks System Requirements What You Need to Use GiftWorks To Use the Online Features Importan
141. GiftWorks Fields Campaign Mame Budgeted Expenses Actual Expenses Display Blank 0 00 0 00 0 00 visible 2008 Annual Campaign 0 00 0 00 0 00 Hidden 2009 Annual Campaign 0 00 0 00 0 00 Hidden 2010 Annual Campaign 40 00 40 00 40 00 visible 2011 4nnual Campaign ut on tt oo 40 00 Visible 2012 4nnual Campaign 1 500 00 Capital Campaign Visible General Care Campaign Pi Pale rare Visible Legislative Action Ongoing 0 00 0 00 0 00 visible Membership Campaign 0 00 0 00 0 00 visible You will now see the thermometer on the Home Page GiftWorks User Manual Page 28 of 373 WELCOME SAMPLE USER ESSENTIALS CAMPAIGN THERMOMETER FREE GIFTWORKS RESOURCES YOU NEED TO KNOW ABOUT De initial nia oo you are taking advantage of the resources available to help you get the most out of GiftWorks Read here for the scoop SOE PEE AA support aiftworksconnect com entries 21306367 free qgiftworks resources 2012 Annual Campaign Favorite SmartLists You can add Favorite SmartLists to the Side Column of your Home Page This will show you the SmartLists that you have saved as your Favorites You can click on the down arrow And then choose Manage Favorite SmartLists or can choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS 1 2 3 FAVORITE SMARTLISTS v QUICKBOOKS 2012 Manage Favorite SmartLists Intuit released QuickBooks 2012 on September 26 2011 Based on prel
142. Household Profile Affiliate Donor 1 Customize Click on the Customize link to the right of the screen to set up the donor screen for your individual customizations Note these changes are PER GIFTWORKS USER DONORS Donor Change Profile Customize Print Summary DASH RACHEL Member Heading You can control what field is displayed under the donor name at top of screen as well as choose a size for a donor picture or no picture at all Customize What field would you like to display under the donor s name Donor Summary Display the field name How would you like to display the donor s picture Show small picture Show border around picture i GiftWorks User Manual Page 36 of 373 Tabs You can control the order of how the tabs appear on your screen or choose to not show specific tabs if you do not need to see them Customize Heading Select the order of the tabs Summary Contact Info Details Relationships Donations Notes Tasks Files History cme Reset Print Summary Click on the Print Summary link to the right of the screen to quickly print a donor summary report DONORS Donor DASH RACHEL Member Change Profile Customize Print Summary GiftWorks User Manual Page 37 of 373 Donor DASH RACHEL First Middle Last Ms Rachel Dash Donor Category Individual Housenola Solicitation Mo preference Preferred contact Call her Phone any time of day 17
143. ING TASKS Print Label Sept Crs Ce Frnt Cnvelnpe Add to a Mailing List Add a donor to an existing Mailing list from this option See the Mailing Center section for more details on Mailing Lists Add to Mailing List GiftWorks User Manual Page 66 of 373 Send Mail Send mail easily from this area DONORS RELATED ACTIONS r DASH RACHEL Unknown of test Member subset fall 2011 Summary Main Contact Info Phone Phone Email racheld Sa Assigned To Steven Source Inform To this Donor About this Conor s Donations About this Donor s Pledges Quick Email Quick Mail Send Mail gt To this Donor This option will start the mailing process and allow you to send a letter from the Donors section of the Letter Library MAILINGS CHOOSE OPTIONS DONOR DASH RACHEL Choose the options for this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Mailing Format Send Email using Outgoing SMTP Server configure Send Letters Only Send Letters amp Labels Send Letters amp Envelopes Mailing Discount No discount First Class Mail USPS Standard Mail Machinable Letters USPS Standard Mail Automation Letters Send Mail gt About this Donor s Donations This option allows you to pick a date range to use to senda letter based on those donations for this donor GiftWorks User Manual Page 67 of 373 Donor Donations Mailing SELECT DONATIONS TO INCLUDE
144. Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to el Recently Changed 3 A QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at Recently Added support qiftworksconnect com o QuickBooks Hide Smith John The Wilson Family Sn SmartEntry Pages You can add SmartEntry Pages to the Side Column of your Home Page This will show you the default SmartEntry Pages and the SmartEntry pages you created within Settings You can click on the down arrow and choose to Hide the feature GiftWorks User Manual Page 27 of 373 WELCOME SAMPLE USER ESSENTIALS SMARTENTRY PAGES QUICKBOOKS 2012 Community Outrea Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to a QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at i suppor t qgiftworksconnect com Simple Donations QuickBooks Simple Donors Simple Donors and Donations Campaign Thermometer You can add Donor Statistics to the Side Column of your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Received Donations Pledged Donations or Received and Pledged Donations You can choose the color you would lik
145. KNOWLEDGMENT Select a method for acknowledging this pledge Add to Thank You Letters mailing list Acknowledge Later Other Acknowledgment Date Acknowledgment Method Add to Thank You Letters mailing list Choosing this option will add the donor to the Pledge Thank You Letters mailing Simply go to the Mailings section of GiftWorks and proceed with the pledge mailing process to send the letter If you choose this option the donation can automatically be set as Acknowledged once the mailing has been completed Acknowledge Later If you choose to acknowledge later you will be able to choose a method of acknowledgment for the pledge later Other This option lets you choose a method of acknowledgment that is not related to mailing You can select from four other methods including phone call thank you note in person and thank you or enter your own information for how the gift was acknowledged Indicate the date of the acknowledgment using the date field provided Completing Pledge After entering a pledge a screen appears that shows the full pledge You can add additional details about the pledge here GiftWorks User Manual Page 96 of 373 DONATIONS ADD A PLEDGE To finish adding this pledge enter the following information and then cick Save Donor Dash Rachel PLEDGE SCHEDULED PAYMENTS Amount Date Expected Date Received Type M2500 11 4 2011 o nine CHC nnn 125 00 2i4i2012 Check
146. LAS Lise Order Toner Order Toner for Printer i k Cl Dash Rachel Send Birthday Card She will be 40 on June 9th a a r h i ie f J LI a Po USING SMARTUPDATE TO ADD COMPLETE OR OPEN TASKS SmartUpdate allows you to update certain fields within GiftWorks to an entire SmartList For more information on the SmartUpdate feature please see the Settings section of this manual ADD A TASK You can add the same Task to multiple donors at the same time using the SmartUpdate feature You will need to create a SmartList of these donors You can then click on the Run SmartUpdate for List option under Related Actions on left side of the SmartList screen Or you can go to Settings Additional Settings amp Tools Run a SmartUpdate Either way you will be taken to the screen below Be sure to back up your database file before proceeding GiftWorks User Manual Page 142 of 373 SETTINGS RUN SMARTUPDATE SmartUpdate Overview Select the type of update you want to apply to a SmartList from the menu below You will choose the SmartList on the next screen Back up your GiftWorks Database A SmartList Update will change information in your GiftWorks database Once updated these changes cannot be undone For your protection you should back up your GiftWorks database now Choose an Update Description Acknowledge donations Select an option to the left to see a description Add SmartList members to groups Remov
147. Lastname firstname and firstname is good for couples or households For organization use the actual organization name Depending on the profile you choose when adding a donor you are prompted for the donor name household name or organization name Donor with No Profile Donor WAGENSTALL RALPH T Account Executive of ArtReach Corp Event Ottendee Golf Classic Sponsor Major Prospects A donor with no profile can be anything an individual an organization or a household You can track information about organizations or households without having a profile applied to the donor When entering the name for a donor with no profile you might enter John Q Smith John and Mary Smith The Smith Household or XYZ Corporation As you continue through the process of adding the donor GiftWorks will make a best guess as to how the pieces of the name you enter should be divided between the name fields You can edit the values that GiftWorks puts in the fields Donor with Household Profile A donor with a household profile will typically be a household generally defined as a couple or family that gives to your organization as a unit In most cases you will not need to track specific information about the members of a household though you certainly have the ability to do so in GiftWorks Household Donor Sf WEASILL HAROLD AND KATIE Golf Classic Sponsor Member An example of a household might be John and M
148. List Added SmartList Member visit 2011 O 9 26 2011 3 57 07 PM Sample User Manual SmartLists Edit SmartList Edited SmartList Member Visit Note title O 9 28 2011 2 53 59 PM Sample User Manual Donations Add Donation Added donation of 50 00 given on 9 28 2011 by Dash oO 9 29 2011 9 21 59 AM Sample User Manual Mailings Add MailingList Added mailing list TEST O 9 29 2011 2 10 44 PM Sample User Manual Donations Edit Donation Edited donation of 1 200 00 given on 2 14 2012 by Mil O 9 30 2011 10 16 49 4M Sample User Manual Settings Run SmartUpdate Added to specified groups for Unsaved SmartList 12 O 9 30 2011 11 16 09 AM Sample User Manual Donors Add Donor Added donor Test O 9 30 2011 11 18 30 4M Sample User Manual Donors Add Donor Added donor Mmmm Jim O 9 30 2011 2 52 13 PM Sample User Manual Donations Edit Donation Edited donation of 75 00 given on 11 1 2008 by Dash 0O 9 30 2011 2 53 18 PM Sample User Manual Donors Edit Donor Edited donor Dash Rachel ot FILTERS TOTALS Source All Sources Action All Actions Displayed 196 Ce Dates User All Users Maximum Rows 1000 newest Category All Categories History 196 Manage Your GiftWorks Database This subsection contains maintenance tasks for your GiftWorks database file including backup and restore renaming and compacting MANAGE YOUR DATABASE Select a task from the options below Database Information Name Sample Database Location c program files mission research g
149. List for future use or select any of the items at the bottom of the screen to use the list right away without saving it Name of SmartList PE Untitled Description of SmartList A aa All donors in the database SmartList Category ee Standard Share this list with other users Allow other users to change this list Add this list to my favorites lt Back Save List Cancel USE THIS SMARTLIST WITHOUT SAVING IT If you won t need this list again you don t need to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it A SmartList s category can only be changed by the creator of that SmartList When you view your SmartLists by going to the SmartList section and clicking View all SmartLists the SmartLists will be displayed in collapsible expandable categories SHARING A SMARTLIST When saving or editing a SmartList you can choose to share that SmartList with other users of GiftWorks NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom c screen to use the list right away without saving it FJ E Prii mnt Name of Smar tList Untitled Description of SmartList All donors in the database Smartlist Category amar list Lal Qo y Standard USE THIS SMARTLIST WITHOUT SAVING IT E on Sauer wel Ha ee n me Tu arad eo E raran nir a 4 Ce a a a a u e
150. List on the next screen Back up your GiftWorks Database A SmartList Update will change information in your GiftWorks database Once updated these changes cannot be undone For your protection you should back up your GiftWorks database now Choose an Update Description Acknowledge donations Select an option to the left to see a description Add SmartList members to groups Remove SmartList members from groups Add SmartList members to mailing lists Remove SmartList members from mailing lists Change status of SmartList members Change category of SmartList members Change member since date of SmartList members Change renewal date of SmartList members Change affiliate designation of SmartList members Change profile of SmartList members Change assigned to of SmartList members Change contact preferences of SmartList members Remove update primary email of SmartList members Change the type of a specific address phone or email type for SmartList members Change receipt defaults of SmartList members Change donor custom field value of SmartList members Add note to SmartList members Cancel For each update you can choose a SmartList that contains the records you want to update and then choose how you want to update those records If you have a large number of records that need to be changed in the same way this can save you lots of time Validate Donor Addresses GiftWorks can check your donor address to ensure they are accurate V
151. M Leaman Jackie No Profile Add a Donation 4232012 4 11 55 PM Leaman Jackie No Profile 2 00 Add a Pledge af2F 2012 4 59 59 PM Doe John No Profile 1 000 00 sf2F 2012 4 57 48 PM Doe Household Household Profile View Task List View Task Calendar You will see the same dialog box whether you started the process from the Home Page Task Calendar or Donors Dashboard Choose the Add a Task option Click Next Add a Task SELECT TYPE OF TASK Tasks can be associated with a selected donor These tasks will be displayed when viewing the donor If this task is not related to a particular donor choose Add a Task If this task is related to a particular donor choose Add a Donor Task f Adda Task Adda Donor Task Task Pick a Category for your Task from the dropdown list The Task Categories can be managed in Settings Customize Change GiftWorks Fields Task Categories GiftWorks User Manual Page 129 of 373 Adda Task Follow up Attend School Gutreach Follow Up Phone Call Invite bo Puppy Mill Action Make Home visit Send Thank You Email Send Thank You Letter Send Birthday Card Add New Task Category You can also add a new Task Category from here as well Click on the Add New Task Category option Add a Task Attend School Outreach Follow Up Phone Call Invite to Puppy Mill Action Make Home Visit Send Thank You Email Send Thank You Letter Send Birthday Card Add New Task Category Enter in the
152. MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use 4t won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Louise In Memory of Louise Visible 1 Thelma and Angelamia In Memory of Thelma and Angelamia Visible 3 Nancy Mosso In Honor of Nancy Mosso Visible 2 The information you can track for honoraria or memorials is e Name of the honorarium or memorial for example John Doe e Title of the honorarium or memorial for example In Memory of John Doe e Description e Donors that should be notified of new gifts for example family members e You can also hide existing entries that are no longer used As you enter donations attributed to an honorarium or memorial GiftWorks automatically keeps a list of notifications that need to be sent in addition to the acknowledgements to the donors who gave the donations Manage SmartList Categories GiftWorks includes a number of SmartLists by default As you create new SmartLists you can place them in categories so they are easier to maintain and locate GiftWorks User Manual Page 340 of 373
153. Mo SET UP HONORARIA AND MEMORIALS You have the option to set up your Honoraria and Memorials from the Related Actions menu on the main Mailing screen See the Managing Honoraria and Memorials section of this manual for more details SETTINGS MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use 7t won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Thelma and 4ngelamia In Memory of Thelma and Angelamia Visible 3 Nancy Mosso In Honor of Nancy Mosso Visible 2 Louise In Memory of Louise Visible 1 Bob Smith In honor of Bob Smith Hidden 1 Jane Doe In Memory of Jane Doe visible 1 Janie Lort In Memory of Janie Lort visible 0 Jane Smith In memory of Jane Smith visible 1 Jim Jones Jim Jones visible 0 UNDERSTANDING THE MAILING PROCESS There are several ways to start the mailing process in GiftWorks You can send mail to a single donor or to an entire SmartList or Mailing List When you send a mailing using GiftWorks you will always go through the same five main steps of the process with minor variations depending on what you re sendi
154. Ms Jane Smith Informal Addressee Jane Smith Address Name Home Address To add this donor click Finish or choose from the links below Add another donor Add more details to this donor Add a donation for this donor GiftWorks User Manual Page 53 of 373 EDITING A DONOR After you add a donor you can later choose Edit a Donor to change or add donor information Click on the Edit this Donor option under Related Actions Edit this Donor Or click on the Edit Donor button at the bottom of the main donor screen DONORS Donor DASH RACHEL Unknown of test Member subset fall 2011 Summary Contact Info Details Donation History Donations and Soft 11 1 2008 Largest Donatio 3 000 00 Total Giving 7 560 00 Latest Donations List Donations and 5 Donation Date Expected Gift 4 12 1 2012 Gift A 9 7 2012 Gift A 1 12 2012 Pledge 4 12 14 2011 125 00 Payment 4 1 26 2012 125 00 Gift A 12 8 2011 Gift A 12 8 2011 Gift A 12 2 2011 Gift 4 10 7 2011 Gift 4 9 28 2011 Gift 4 9 19 2011 Gift amp 10 30 2010 Edit Donor You can now edit any donor field from the next screen GiftWorks User Manual Page 54 of 373 EDIT A DONOR Edit or add information below When you are finished dick Save at the bottom of the page to save your changes If you cick Cancel your changes will not be saved fey Donor ch Profi ange Profile DASH RACHEL CONTACT INFORMATIO
155. N Display Name hel First Middle Last Suffix Nickname Organizaton best Formal Informal Addressee Ms Rachel Dash Rachel Dash Y Description Picture Ci select Website Gender Female Marital Status Unknown Facebook Id fe q Twitter Handle O y eg LinkedIn URL D Mi Addresses Address Name Address Address Type M Address 1 25 School Drive Lancaster PA 17603 Yes Primary TEE Phone Numbers Phone or Email Name Number or Email Type o oem 717 656 2512 Primary rachel hotmail com Primary CONTACT PREFERENCES Email No Preference Make Private E Fhone Calls Mo Preference Best Time Physical Mail Mo Preference Best Way Solicitation Mo Preference EMPLOYMENT DETAILS Job Title Unknown Contact Type SDR Member a Profession I Manager GiftWorks User Manual Page 55 of 373 DEVELOPMENT DETAILS Category Individual Household Status Active Donor Assigned To Steven Barkerson Accepts Match Match Info Issue Receipts vw Receipt Group Month End Receipts Source Information Mailer Member Since 11 1 2008 Renewal Date 10 30 2011 Groups Group Mame Description a Adopted Rescue Dog Board Member Cog Days Fun Run at Forever Family Foster Horne Member Press Member Pon a ee GRANT MANAGEMENT Status iene Wate Grant lext Step fame Wate TEST n E Adoption Birthday Mone test membership ncome le
156. NISTRATIVE PASSWORD This password is case sensitive so be sure to type it exactly the same way every time Type your new password Type the new password again to confirm If your password contains capital letters be sure to type them the same way every time you enter it PLEASE NOTE Your password hint will be visible to everyone who uses GiftWorks Type a word or phrase to use as a password hint Change Security Levels You can customize user access to and use of GiftWorks by selecting a security level Q GiftWorks Sample Database File Help Oo S EOQ0J Back Home Donors Donations SmartLists Mailings Reports Settings SETTINGS CHANGE SECURITY LEVEL Select what kind of protection you would like to use for this database From this screen you can select a Select Security Level Set Options Finished database security level The gt O O security level may be switched if you need to increase or decrease user access to the database Basic Security ords not used for sign in All users are allowed to use all ected by a passwor areas of GiftWorks and their can optionally be protected by a password user names are used to track cay Any user is allowed to use the database Their name is used Passwords not u to track history as information is added or changed Settings Settings can be protecte Standard Security Only users created by the administrator are able to u
157. Opt Outs View Opens View Sends View Clicks View Forwards Click on Synchronize with Constant Contact then click on Click here to stop using Constant Contact SETTINGS CONFIGURE GIFTWORKS TO WORK WITH CONSTANT CONTACT GiftWorks and Constant Contact are configured to work together Update GiftWorks and Constant Contact Depending on the number of changes this may take some time Options Summary All contact information will be kept in sync with Constant Contact If a contact has unsubscribed from all Constant Contact lists they will be marked as Do Not Email in GiftWorks Pre synchronization Check Your Constant Contact lists have not changed Your mapped custom fields are up to date Update Now GiftWorks and Constant Contact were last updated on 6 5 2012 11 36 54 AM Constant Contact 332 al sj Change Integration Settings Update Lists Update Custom Fields Update Password If you no longer want to integrate GiftWorks and Constant Contact dick the link below This will remove all integration with GiftWorks No information will be changed in Constant Contact Click here to stop using Constant Contact After you have configured GiftWorks and Constant Contact you can click on the View Email Campaigns option CONSTANT CONTACT Select any of the following to manage your connection to Constant Contact Follow four steps to set up your GiftWorks integration with Constant Contact S
158. PRINT ENVELOPES Pledge Thank You Letters 24 Manage Letter Library Print envelopes for one or more of your donors Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications Set Up Honoraria and Memorials MY FAVORITE MAILING LISTS MANAGE A mailing list enables you to randomly gather donors to be induded in your mailings Welcome Letters Letters to be sent to new donors 256 Recipients Send Mail Information Mailer Quarterly Update 68 Recipients Send Mail The Mailing Center in GiftWorks is a comprehensive donor communications center With complete mailing and emailing resources all in one place the process of informing asking thanking and tracking has never been so quick or simple e Create letters for solicitations thank you letters and other communications e Save your mailings and organize them in a Letter Library e Use prewritten letters or create your own templates e Use custom mailing lists or SmartLists to generate targeted mailings e Customize and preview letters and layouts before printing e Print labels and envelopes using the comprehensive selection of label and envelope types PREMIUM Prepare USPS discounted mailings for qualified mailings See the MAILING GUIDE for more information on how to prepare a USPS discounted mailing with GiftWorks Premium RELATED ACTIONS The Related Actions area is where you will go to create and manage mailing lists add or edit letters view your mailing history a
159. Receipts Each letter type can only be sent to a list of the corresponding type Donor Letters Donor letters must be sent to a donor or list of donors The fields available to insert into a donor letter are primarily donor fields but you can also insert summary donation information donor and donation custom fields and information about your organization Donation Letters Donation letters must be sent for a donation or list of donations Donation letters are available to choose as the letter for the Donation Thank You Letters Donation Mailing You can insert all available donor fields in a donation letter You can also insert information about the specific donations in the list as well as donation summary information donor and donation custom fields and information about your organization Pledge Letters Pledge letters must be sent for a pledge or list of pledges Pledge letters are available to choose as the letter for the Pledge Thank You Letters and Matching Pledge Thank You Letters Donation Mailings You can insert all available donor fields in a pledge letter You can also insert information about the specific pledges in the list as well as donation summary information donor and donation custom fields and information about your organization Receipts Receipts are sent to your donors as tax receipts for their donations Receipts can only be used for the Donation Receipts Donation Mailing You can insert all available donor field
160. Search text First search to find the donor you want to transfer from You will then see the following dialog Transfer Donations x SELECT DONATIONS TO TRANSFER Select the donations you would like to transfer then select the donor to whom you would like to transfer the donations below Click Next when you are finished e 11 4 2011 GiftWorks User Manual Page 311 of 373 Choose the donations and choose the donor you want to transfer to and click Next Transfer Donations x SELECT DONATIONS TO TRANSFER Select the donations you would like to transfer then select the donor to whom you would like to transfer the donations below Click Next when you are finished Pledge 11 4 2011 500 00 Gift 9 7 2011 Gift 10 30 2009 Gift mE You will have a chance to review the donation transfer Press Finish Transfer Donations X REVIEW DONATION TRANSFER Transfer the following donationis from Dash Rachel to Barker Jane Gift of 25 00 on 11 4 2011 GiftWorks takes care of moving the donations from one record to the other and adjusts the transaction register accordingly Change Receipt Options GiftWorks User Manual Page 312 of 373 CHANGE RECEIPT OPTIONS Enter the following receipt information This information will be used to control donation receiptinag RECEIPT NUMBER You may need to change the starting receipt number to match your current receipt numbers or to match pre printed receipts Not
161. Settings Database Files and Maintenance Delete Information from Your Database Manage Deleted Donations You will need to permanently delete the donation from that area for the history to be removed from your database Delete this Donation P Deleting this donation will void all transactions associated with ik h a A Are you sure you want to delete this donation Yes Mo GiftWorks User Manual Page 88 of 373 RELATED ACTIONS When viewing the Gift Details screen you will see the following options under Related Actions Edit this Gift click this option to edit the donation Send Mail you can send mail to this donor or for this donation DETAILS Delete this Gift Edit this Gift Send Mail OTHER TASKS To This Donation Send Mail gt To this donor this will start the mailing process and give you access to the letters in the DONOR section of the Letter Library Send Mail gt To this donation this will start the mailing process and give you access to the letters in the DONATION section of the Letter Library OTHER TASKS When viewing a Donation you can easily add a donation or add a pledge from the Other Tasks area Add a Donation Add a Pledge DONATIONS DASHBOARD The Donations Dashboard gives you a quick glance at your donor information You can access the Donations Dashboard by clicking on the Donations icon at the top of your screen G Sample Database Sample User Gift Works THIS IS 4 SAMPLE DAT
162. TAILS Donors Dash Rachel X Note Date 5jz2J2012 Critical Note more info If the Note is something specific that you would need to see as soon as you view the donor you can check the Critical Note box GiftWorks User Manual Page 63 of 373 ENTER NOTE DETAILS Title Critical Note Donors Check this option to display an alert when the donor is viewed With this option checked an alert will let the user know that there is 4 critical Note Date note for the donor Critical Note more Save Cancel When you view the donor you will see a prompt appear notifying you of the critical notes iti l F Critical Notes This donor has critical notes Please review the notes for this donor before continuing VA The donor s Notes Tasks amp Files tab will also now be red DONORS Donor Change Profile DASH RACHEL Unknown of test Member subset fall 2011 Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social You can customize your Note Titles in Settings Customize Change GiftWorks Fields Add a File You can attach files to your donor profiles Note If you do not see the Add a File option you will need to go to Settings and turn that feature on GiftWorks User Manual Page 64 of 373 Adda File ENTER FILE INFORMATION Click the browse button to search for a file You can also add a title and description for the file When you are
163. This ensures that you allocate the correct total amount GiftWorks User Manual Page 99 of 373 Actual Payment Amount You can indicate if the donor is making a payment amount that is different from the amount anticipated Note that you can use a different amount for your donation receipt by clicking the checkbox provided If applying a payment amount that is different from the anticipated payment an adjustment page will appear after you click Next GiftWorks gives different options for an adjustment depending on the amount of the payment relative to the expected amount If the payment amount is less than expected you will see the following options Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment O Decrease Total Pledge C Create New Payment For Balance Increase Final Payment cet Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment Decrease Total Pledge Accept 100 00 instead of the expected amount of 125 00 for this payment This will decrease the total pledge amount by 25 00 Create New Payment For Balance O Increase Final Payment Hee GiftWorks User Manual Page 100 of 373 Add a Donation AN ADJUSTMENT IS NEEDED
164. This takes you back to the main SmartList definition screen SmartLists ADD LIST CRITERIA SHOW Category History gt Created info All Dates Summary Show donors whose creation date is All Dates The criteria you changed is visible near the top Show donors whose creation date is Last 6 months On the bottom half where the results are listed you ll now see the donors created in the last six months If you were to save this SmartList the Last 6 months date range would be saved with the SmartList DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results Show Don t Show Options Add Criteria Set Set 1 Show donors whose creation date is Last 6 Months Refine Remove afresh Smartiist Eustomize 44 Donors Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 Barker Jane 111 Main Street Lancaster PA Bell Sandra Bell whitman Breneman Lisa Lancaster PA Brown Bob Dean Jimmy Lancaster PA Bu Next gt Cancel e GiftWorks User Manual Page 154 of 373 To see how to build a SmartList from scratch see Creating a SmartList UNDERSTANDING SMARTLIST TYPES When creating a SmartList you ll usually begin with a need such as I need to see all donations from board members last year or I want to invite everyone in a certain area to a special event SmartLists make it easy to capture this sort of infor
165. Time Comple E Donor Tasks Bryant Tuffy Invite re Directed Breeds Initative Call about specialty rescues re breed type invite to 1 29 2010 11 00 00 AM No informal meet up Acme Super Dog Apparel Call to Discuss Board Event 9 16 2010 4 30 00 PM No Millsaps Cynthia Invite to Puppy Mill Action 10 25 2010 6 00 00 PM No Hall Brian Call for DDFR Quotes Call to get quotes for next year s Dog Days Fun Run 11 18 2010 5 30 00 PM No Bliss Jeff Follow Up Phone Call Call Jeff to discuss what the trigger was that inspired 5 25 2011 10 30 00 AM No him to make a 300 00 gift 5 User Me Status Active Due Date All Dates SmartList Filter All Donors Donor Notes View your donor notes Select notes based on the date and user Donor Notes Source All Donors SmartList Dates 1 1 2011 through 12 31 2011 User All Title Body Note Date Note Time User El Donor Notes El Display Name Coe Steve Met to talk about major giving Steve has an interest in events but has not given to his ability 1 24 2011 10 31 27 AM Sample User Met to ask for larger giving had a check in hand that day il El Display Name Johns James Grant work status update Called Jimmy to see how the grants he is shepherding for us are 5 24 2011 10 22 45 AM Sample User coming along He is on time and enthusiastic 1 El Display Name Mauer Joe Called Joe to ask to volunteer Joe s giving is off asked him for volunteer time instead of dollars 5 24 2011 10 25 47 AM Sample User
166. To view transactions that GiftWorks has stored for your donations go to Settings then click Accounting then View Transaction Register DETAILED TRANSACTION REGISTER Click on the menu arrow just below to sort your transactions in different ways TRANSACTION DONATIONS AND PLEDGES Check All Uncheck All Customize Print Export To File SEE Tabor Felix 6 2 2005 Tabor Felix 6 8 2005 Moore Trisha 6 20 2005 Light Nigel 6 30 2005 Jones Tom amp Marla Figf2005 Moore Trisha 7119 2005 Bishop Steven 7292005 Barber Harry B 10 2005 Dibiase Mike 6 11 2005 Clark Carson 8 11 2005 Light Nigel a12 2005 Buanimoa ken a 12 2005 Houston Jane 8 13 2005 Jenkins Marley B 13 2005 Jenkins Mabel 6 18 2005 Johnson Thelma O 0O O O 0O O O E O O 0O O O 0O O O 0O FILTERS Dates All Dates Debit Account All Accounts Credit Account All Accounts Fund All Funds Campaign All Campaigns 133 00 133 00 200 00 133 00 250 00 200 00 400 00 50 00 2 000 00 50 00 133 00 400 00 200 00 500 00 350 00 100 00 Status 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash 1100 Cash All Classes 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100 Contrib 4100
167. View Email Campaigns View email campaigns and manage the bounced email addresses Here you can view your Constant Contact campaigns and process information GiftWorks User Manual Page 356 of 373 View Constant Contact campaigns and process information including bounces 2012 03 07 12 40 38 Sent on Tuesday May 29 2012 at 11 50 35 AM This area allows you to view and manage the Bounces from here Process Bounced Emails Find Duplicate Donors This feature allows you to search for potential duplicate donors based on up to 5 criteria that you choose GiftWorks User Manual Page 357 of 373 SETTINGS FIND DUPLICATE DONORS Select a maximum of 5 criteria from the list below to use in finding potential duplicate donors Multiple donors will be considered potential duplicates if ALL selected criteria match exactly Optionally select the choice to exclude affiliates from consideration DONOR NAME INFORMATION Display Name d First Name Last Name q Organization Name PRIMARY CONTACT INFORMATION W Address Line 1 x City State Province 1 4 ZIP Postal Code rl Phone Number q Email Address ADDITIONAL OPTIONS Incdude donors and affiliate donors in the results Indude donors in the results GiftWorks will then show you a list of the potential duplicates that were found SETTINGS REVIEW DUPLICATE DONORS Overview Review the following donors identified as potenti
168. W Always show before report Show Report Totals check box when setting up Report Choices must check this box in order for the totals to show on Graphs Charts also this will round up the totals Report Choices DONATION HISTORY REPORT CHOICES Make the following choices for the report and click OK SmartList Filter All Donations Date Range All Dates From To Include Received Donations Move Up Move Down options when customizing Reports GiftWorks User Manual Page 277 of 373 Customize Report Column Name t Check All Columns Payment Id Uncheck All Gift Id Invert Gift Date Mi Donor Donor Anonymous Donation Type Move Up Expected Date w Move Up Move To Top Show Report Totals Yes ea Group Rows By Donor Show Group Totals Ye Move Up 10 Move Up 20 The Date Range has an explanation hover your mouse over the Date Range area to see this Banart hairac Date Range The date range is based on the Include selection as Follows Received Donations the date range is based on the donation date Pledged Donations the date range is based on the expected date Received and Pledged Donations the date range is based per donation on the donation date if received and expected date if not received Custom Dates 1 1 2008 To 12 31 2010 Include Received Donations W Show report totals lf Always show before report
169. Works Sample Database Sample User File Help lt O S E O Q0MJ Back Home Donors Donations SmartLists Mailings Reports Settings SETTINGS lt gt Help MANAGE ROLES O O O OO rrent Task Table of Contents Select the role in the dropdown to see the allowed operations Click the Edit Role link to change the selected role for all users The Administrator role cannot be changed ae es GiftWorks user is assigned a role as Y Edit Role a Guest User Manager or Administrator A Donors v Allowed Roles have predefined areas in Add and edit donors X Not Allowed GiftWorks that all the users assigned Delete donors X Not Allowed due to dependency to that role can access Donations Select the role from the dropdown Vi list then click the Edit Role link to X View s View donation change the areas in GiftWorks users X Add and edit donations assigned to that role can access X Delete donations SmartLists X Create and edit SmartLists Export a SmartList X Update All Items in a SmartList Mailings X Use Mailing Center X Send Mail X Print Labels Online A Internet Updates Manage Roles in Advanced Security In the Advanced Security level every user is assigned a role as Guest User Manager or Administrator Each role is predefined with access to certain features in GiftWorks Roles can be customized by the administrator GiftWorks User Manual Page 320 of 373 MANAGE ROLES Select the role in the dropdo
170. You entered a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment Decrease Total Pledge Create New Payment For Balance Accept 100 00 instead of the expected amount of 125 00 for this payment and create a new payment of 25 00 for the balance Expected date for new payment 11 4 2011 Increase Final Payment Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment Decrease Total Pledge Cc Create New Payment For Balance Increase Final Payment Accept 100 00 instead of the expected amount of 125 00 for this payment and increase the final expected payment amount by 25 00 in order to keep the total pledged amount unchanged If the payment amount is more than expected you will see the following options Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment C Increase Total Pledge O Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments Decrease Final Payment Cancel GiftWorks User Manual Page 101 of 373 Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is
171. aa All donors and affiliate donors in GiftWorks El Uncategorized golf dassic 2011 68 TEST i Untitled 1 am ch Fal GI m cr Oo ch G Here you can click on Options and have access to view contents view criteria delete copy or make yourself the owner of the SmartList GiftWorks User Manual Page 171 of 373 Li T ii iti QI fo fi ET p d Gi view Contents view Criteria Delete Copy Make Me The Owner Click on the Make Me the Owner option to make you the owner of that list You will need to confirm this change The original owner will not be able to view or edit the SmartList unless it is shared Click Yes Make Me The Owner TF you become the owner of this Smartlist Untitled the original owner will not be able to view or edit this SmartList unless it is shared Do you want bo become the owner of this SmartList MY FAVORITE SMARTLISTS You can view your favorite SmartLists from the main SmartLists page GIFTWORKS SMARTLISTS You can change your favorite SmartLists SmartLists allow you to segment your donors into highly targeted lists based on donor and donation information Once you create a SmartList you can run reports send mail or export the anytime to keep the ones SmartList you use most right at your fingertips VIEW AND MANAGE SMARTLISTS Build new SmartLists based on any criteria View and manage SmartLists by
172. age Deleted Donations You will need to permanently delete the pledge from that area for the history to be removed from your database Delete this Pledge Deleting this pledge will remove it and void all transactions associated with each of its payments re vou sure you want to delete this pledge Mo Send Mail you can send mail to this donor or for this pledge PLEDGE DETAILS Edit this Pledge PLEDGE OF 4 PAYT Delete this Pledge SUMMARY Send Mail To This Donor i To This Pledge Send Mail gt To this donor this will start the mailing process and give you access to the letters in the DONOR section of the Letter Library Send Mail gt To this pledge this will start the mailing process and give you access to the letters in the PLEDGE section of the Letter Library OTHER TASKS When viewing a Pledge you can easily add a donation or add a pledge from the Other Tasks area Add a Donation Add a Pledge VIEWING AND EDITING PLEDGE PAYMENTS View a pledge payment by first opening the pledge to which the payment applies PAYMENTS 125 00 due 11 4 2011 Apply Payment f 5125 00 due 2 4 2012 Apply Payment 3 5125 00 due 5 4 2012 Apply Payment 4 125 00 due 8 4 2012 Apply Payment GiftWorks User Manual Page 110 of 373 Next click on the pledge payment s link located at the top of the main work area in the Payments section A pledge payment is divided into five sections You can edit the payment in
173. air Blank Letter 11 Details Tab GiftWorks User Manual Page 187 of 373 MAILINGS EDIT MAILING LIST Use the tabs below to view the elements of this mailing list Details Donors Click on Edit to make any changes List Name 2012 Holiday Appeal Edit List Description Default Letter A4 Size Paper Select Letter From the Details tab you can change the name of your list by clicking Edit beside the current list name You can change the description of your list by clicking Edit beside the current list description You can also change the default letter for your list by clicking Select Letter beside the letter template currently set for default and choosing a new one from the list Donors Tab MAILINGS EDIT MAILING LIST Use the tabs below to view the elements of this mailing list Details Donors The donors on this mailing list are shown below To remove a donor from this list dick the checkbox next to the donor s name then dick Remove at the bottom Check All Uncheck All Print O Arvitolie Benjamin and Pansy 555 River Road Lampeter Springs P 34576 CO Behanna Paul 687 Yancy Road Lancaster PA 17603 C Blaine Sarah 678 Main Street Lititz PA 17603 4dd Donor Add Donors remove Total 3 From the Donors tab click Add Donor to select individual donors to your Mailing List GiftWorks User Manual Page 188 of 373 Select Donor SELECT THE DONOR Enter part or all of the donor na
174. al did this pledge result Who was responsible for soliciting this pledge To what is this pledge directed or restricted To which Honorarium Memorial was this donation given dd Scheduled Payment Modi Siz4i201 2012 Annual Campaign h Choose the existing honorarium or memorial toward which the pledge is made To which Honorarium Memorial was this donation given Is this pledge earmarked for a particular fund Does this donor want to give this pledge anonymously Is this pledge closed Additional Notes Jane Doe Thelma and Angelamia Nancy Mosso Louise Jane Doe Janie Lort Jane Smith Jim Jones In memory if Jon Walkman Add New Honorarium Memorial Y When you are done making modifications to the pledge click Save at the bottom of the main work area to commit your changes You can also click on the Add New Honorarium Memorial option at the bottom of list GiftWorks User Manual Page 123 of 373 To which Honorarium Memorial was this donation given Is this pledge earmarked for a particular fund mT Thelma and Angelamia Nancy Mosso L Does this donor want to give this pledge anonymously Is this pledge closed Additional Notes Add New Honorarium Memorial Enter a new Honorarium Memorial in the box below Click OK when you are finished Cancel NOTE If you add a new Honorarium Memorial from within the donation entry process the Name and Title
175. al duplicates using the criteria you specified You can select two donors from the list to merge into one donor When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from GiftWorks Prior to merging you may want to print a report for both donors Make a Backup You can merge any two donors from the list You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Print Display Name First Name Last Name Organization Name Address Line 1 City Ist i ZIP Postal Code Phone Number Email Address Armstrong David David Armstrong 726 Sunshine Road Lancaster PA 17603 254 926 5430 David rr net Armstrong Yera Vera Armstrong 726 Sunshine Road Lancaster PA 17603 717 757 3561 yarmstrong plg Bell Sandra Sandra Bell Bell Wallace Wallace Bell Bell Whitman Whitman Bell Bell wills Wills Bell Callas Paul Paul Callas 1293 Lancaster Mountville P amp 17539 717 344 7720 pcallas fieldfore z Total Potential Duplicate Donors 44 Donor To Merge Donor To Keep Select a donor from the list above and dick here to Select Donor Select a donor from the list above and dick here to Select Donor You can then merge the duplicate donors from here Click o
176. alidating the addresses will also store geocode information with each address Geocoding is the process of determining the latitudinal and longitudinal coordinates for a specific address This will support the ability to create reports that GiftWorks User Manual Page 349 of 373 plot addresses on a map donor lookups based on distances from a map point and more powerful mapping tools When doing this process from a SmartList or from within Settings it will only validate the Mailing address If you add edit ANY TYPE of address you can validate from there as well VALIDATE DONOR ADDRESSES GiftWorks can check your donor addresses to ensure they are accurate Choose a list of donors to validate Then click the Validate Address button After your donor addresses have been validated you can choose to use the address information that was found The validation process will return consistently formatted street names ZIP postal codes and will also store geocode information latitude and longitude coordinates for the address Choose a list of donors to process lt lt Choose a List gt gt validate Addresses gt Name Address Validated Result Information Validation Results High this looks like a good address Medium this may not be a good address Low this does not appear to be a good address GiftWorks was not able to validate this address SmartList Criteria and Options for validating
177. all the gifts and received pledge payments in this SmartList Once you have finished selecting your options dick Change Receipt Settings to apply the changes Note The receipt settings will NOT be updated for donations that have already been issued a receipt Select the receipt settings you want to set for all the gifts and received pledge payments in this SmartList Issue Receipt Do Not Change Receipt Group If you are ADDING the donations to the Donation Receipts Mailing List you will also need to choose a Receipt Group If you are REMOVING the donations from the Donation Receipts Mailing List choose Do Not Change SETTINGS RUN SMARTUPDATE Choose Options for Update Selected Update Change receipt settings for received donations SmartList to be Updated 2011 donations The options you select below will be applied to all the gifts and received pledge payments in this SmartList Once you have finished selecting your options dick Change Receipt Settings to apply the changes Note The receipt settings will NOT be updated for donations that have already been issued a receipt Select the receipt settings you want to set for all the gifts and received pledge payments in this SmartList Issue Receipt Do Not Change Receipt Group Receipts Do Not Change a Change Receipt 5 Year End Receipts Month End Receipts Banquet Appeal Click Change Receipt Settings button choose Yes to continu
178. an choose additional fields to make available when adding a new donor These fields can be ordered and will be displayed on a separate dialog page MANAGE FIELDS FOR NEW DONOR You can choose additional fields to make available when adding a new donor These fields can be ordered and will be displayed on a separate dialog page Click on a field from the Available Fields list and use the Add button to move the field into the Induded Fields list on the right Select an item in the Included Fields list and use the Move Up and Move Down buttons to change the order of the fields Available Fields Included Fields Nickname gt Status Description Source Gender Donor Category Marital Status Birthday Website Interested in Forever Family Assigned To TEST Issue Receipts Receipt Group Member Since Renewal Date Grant Manager Grant Status Grant Status Date Grant Next Step Grant Next Step Date Mission Interest Cancel MANAGING DONOR GROUPS Donor Groups are fields that appear in each donor record but they differ from other donor fields in that you can select any number of groups for each donor HAHAGE DONOR GROUPS Your donor groups are listed below To edit a donor group double click on its row or highlight the group and click Edit To add a new group click the Add 4 Group button below When you are Finished click Save To browse a SmartList of the group members click view Group DONOR GROUPS Board Member A donor whois a membe
179. an make changes Set or change administration password Change security level More sf Database Files and Maintenance Manage your GiftWorks database and other settings related to your GiftWorks data Import and export data Manage deleted records Backup your database More Additional Settings amp Tools Modify other GiftWorks settings Change your organization info Set Up honoraria and memorials More Next click the Manage Honoraria and Memorials link in the main work area GiftWorks User Manual Page 114 of 373 SETTINGS ADDITIONAL SETTINGS amp TOOLS Select any of the following to manage the settings Add or edit your organization name address fiscal year mission statement or other settings Manage Honoraria and Memorials Add change and delete Honoraria and Memorials The resulting screen offers a view of all honoraria and memorials you have created The view includes the name title and description of each honorarium and memorial the display status of each record and a count of donors that should be notified each time a donation is accredited to the honorarium or memorial The display column indicates if that honorarium or memorial is visible or hidden from the selection box that appears each time you add a donation MANAGE HOHORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes
180. and custom SmartLists SEND MAIL TO A SMARTLIST MANAGE TOUR SMARTLISTS Send mailto any SmartList and store the record of view edit and delete or rename your SmartLists the mailing For each donor Print Labels for List you can easily print labels for the entire SmartList MAILINGS MAILING LABELS Review your mailing labels and make any desired adjustments using the tools below Beer en ona ehango JLaualOuang a a ee arial aE BZ u i Ajax Corporation a dee aa i ATTN Ms Jayne Halperin ii Ms Wirmie Brom ee ene i i 534 Walnut Avenue i 589 Grant Way a 2nd Floor Lancaster PA 17603 Lancaster FA 17603 Lancaster PA 55259 hse mh yy gyi il i Wl ind Pw Cp Rc ce Bw mig thi WS WB au li dW od gp eB mgt aig ni Dn Wd wR RRR Rev Storm Fairborme Mr Michael Good Mr Darid C Mauer 377 Archer Circle i 337 Rightnow Street 9189 State Street Lancaster FA 17603 Lancaster NE 37735 Lancaster PA 17603 Print Envelopes for List you can easily print envelopes for the entire SmartList GiftWorks User Manual Page 178 of 373 MAILINGS ENVELOPES Review your envelopes and make any desired adjustments using the tools below Size 10 4 1 8 x 9 1 2in Envelope Option Mr David Mauer Acme Super Dog Apparel 409 Acme Vay Lancaster PA 17603 SMARTLISTS TASKS This area allows you to manage many aspects of this SmartList SMARTLIST TASKS Thiz Smar Edit This
181. anges Specify the task you want to add to all donors in this SmartList Task New Task Notes Due 5 z6 2012 12 30 PM Assigned To Sample User Here you will need to specify the Task information Task Pick a Category for your Donor Task from the dropdown list Notes You can use the Notes field to display specific information on that Donor Task Due Use this field to enter a date ad time that the Donor Task is due Assigned To Pick which GiftWorks user the task will be assigned to Click on the Add Task button You will be prompted to confirm this request Add Task You are about to add this task to all the donors in this SmartLisk You cannot undo this action if you continue re you sure You want ko continue GiftWorks User Manual Page 144 of 373 Click Yes When the process is complete you will see the following SETTINGS RUN SMARTUPDATE Choose Options for Update Selected Update Add task to SmartList members SmartList to be Updated Adopted Dogs The task you specify below will be added to all the donors in this SmartList Once you have finished entering the task information dick Add Task to apply the changes Specify the task you want to add to all donors in this SmartList Task Invite to Puppy Mill Action Notes Due Assigned To Sample User ee 100 The donors for this SmartList were updated Click the Finish button Click Finish This task will now appear in the Notes
182. ansy 2woof comcast net Pending Arvitolie Benjamin and Pansy 2woof comcast net Pending 4rvitolie Benjamin and Pansy 2woof comcast net Pending 4rvitolie Benjamin and Pansy 2woof comcast net Pending Rd V Record this mailing Check this option to record this mailing for future reference Emailing All Donations SmartList oa 5 31 2012 5 00 PM Click on the Send Now link to send the emails FINISH MAILING Send your documents Enter other details below Click Done to finish Select Options Choose Recipients i oo Send Your Send Mow Enter in the Sender Name Sender Address and Subject then click Send Send Emails SEND EMAILS Enter the Sender and Subject for these emails Click the Send button when you are done to send all the generated emails Sender Name MissionResearch Example Mission Research Sender Address test best com Example info giftworksconnect com What is this Subject Your Modified Letter Example Mission Research Newsletter You will see a confirmation box saying that the test message was sent GiftWorks User Manual Finish Mailing O Page 222 of 373 Emails Sent 1 Your emails have been processed Any sending errors will appear in the result list or in your MissionResearch an ol Ss es gt email inbox Click Ok You can also Print and Export the list as well as Record this mailing If you Record the mailing it will track that this specific mailing
183. apsed Donors View donors who contributed last year but unfortunately not this year They will now be able to see any report that was shared it will be listed as Saved Report Manage Favorite Reports Select which reports you d like to appear on your list of Favorite Reports You can also edit or delete your saved report designs Report Name Category Description Top Donors Donor Reports View your top donors based on how much the Unfulfilled Pledges Donation Reports view all pledges that have not been completel Donor Growth Donor Reports View khe cumulative growth of your donors ov Recently Lapsed Donors Donor Reports View donors who contributed last year but un Organizations Saved Report 0O Donors by SmartList Donor Reports View all of your donors in a specific SmartList 0O Donor Summary Sheets Donor Reports view a Full page summary of your donors 0O Source of New Donors Donor Reports Compare the source of your new donors 0O Donors By Profile Donor Reports View your donors by profile 0O Donors By Category Donor Reports View your donors by category T Donors By Giving Level Donor Reports View your donors by customizable giving level 0O Lapsed Donors Donor Reports View donors who contributed in some year bu The user will need to check the box next to the report and click on Save It will now show under their My Favorite Reports REPORTS View GiftWorks Reports by clicking one of the links below
184. ary Smith who support your annual campaign each year and want to be recognized in your newsletter as John and Mary Smith You will almost always want to solicit them or send them other communications as a unit They are effectively one donor For cases where you want or need to track household member information separately if John or Mary is a board member for example but where you also receive gifts from the household you can add an additional household member to track that individual GiftWorks User Manual Page 34 of 373 If the household member doesn t give money separately from the household that member can be an affiliate donor If they do give money separately you can make them a donor If you want to keep track of children s names you can add them as household members and leave them as affiliate donors Donor with Organization Profile Typically you will enter organizations companies agencies foundations etc into your database as a donor with an organization profile Organization Donor _ CRESTA CORPORATION golf Classic Sponsor M You can link employees of a company with their company You can add your contacts at that organization as affiliate donors related to the organization You can link board members of a foundation with the foundation There is a great deal of flexibility Understanding the Main Donor Screen There are different areas to this screen Here you can change the Profile of your donor c
185. at have a geocoded address within 2 miles of Lancaster 17601 Donors whose mailing address is geocoded Veterinarians Shared with others Shared with others Shared with others Shared with others Shared with others Page 167 of 373 View Contents View Criteria Edit Renane Delete Copy This will allow you to see the donors donations or pledges on the SmartList You can click on a specific row in this case a donor and then click on the tabs at the bottom of the screen to see specific information about that donor SMARTLISTS ADOPTED DOGS Double click a row to see full details Or select a row to see a brief summary at the bottom Customize Print Baeton Sandy Sandy Barton Hall Wolfey Wolfey Hall Holland Doodles Doodles Holland Inch Callie Callie Inch Johnson Puggles Puggles Johnson Kastner Roberto Roberto Kastner Mauer Oliviamarie Oliviamarie Mauer ly Rell Doozie Doozie Rell Richards Snoozy Snoozy Richards Ronson Peaches Peaches Ronson Smith CurleyQ CurleyQ Smith Total Donors 11 Summary Contact Info Giving History Donations 3 Baeton Sandy f a Name Sandy Barton Groups Organization Mailing Lists Welcome Letters 2012 Resource Fair You can right click on a row of the SmartList in this case a donor to see other available actions GiftWorks User Manual Page 168 of 373 SMARTLISTS ADOPTED DOGS Double click a row to see full details Or select a row
186. ate Donor Donor Affiliate Donor First Name Default value for this field Last Name GiftWorks User Manual Page 343 of 373 CREATE A SMARTENTRY PAGE Pa D Design Layout Introduction Set Defaults 1 4 nt w cify the default value on the right You can choose whether you w je SmartEntry Fields dick the Next button SmartEntry Fields Field Setup Donor Affiliate Donor Donor Affiliate Donor First Name efa e is fie Last Name T h 5 i t ja fi be visible in the entry process V Change the order of how the fields will be displayed when using the SmartEntry Page CREATE A SMARTENTRY PAGE Design Layout Finish Layout the fields for this SmartEntry page Set Defaults Introduction Choose Fields Design the SmartEntry page layout by organizing the fields below Drag and drop the column headings to change the order of the fields Click and drag a column heading divider to resize the field Click the Next button when done Remember that fields you chose to hide on the Set Defaults page are not visible here Donor Affiliate Donor Last Name First Name lt Back Next gt Cancel Save the new Page GiftWorks User Manual Page 344 of 373 CREATE A SMARTENTRY PAGE Name and create this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish _ of fs _ Enter a name and description for the SmartEntry page an
187. ate the starting day and month of your organization s fiscal year This feature gives you the ability to create SmartLists and reports based on your fiscal year and the calendar year Fund GiftWorks User Manual Page 365 of 373 An accounting field used to record which fund a donation is applied to for fund accounting purposes Certain campaigns may have their own funds capital campaigns for example Directing or restricting a donation can have an effect on which fund it goes into Each fund is linked to multiple debit and credit accounts see account If you use GiftWorks with QuickBooks accounting software you can automatically configure GiftWorks to match up with your QuickBooks chart of accounts Gift A gift is a one time transaction where the payment is received on the same day as the gift See also pledge and pledge payment GiftWorks Backup File gbf When you create a backup of your GiftWorks data file it will be saved with a gbf extension When you want to restore a backup you will need to locate the gbf file to start the restore process GiftWorks Data Source gds File All of your GiftWorks data is stored in a GiftWorks Data Source or gds file When you first create your database you can choose a name and location for the file If you ever move the file you will need to redirect GiftWorks to the new location GiftWorks Import Configuration gic File When you import data into GiftWorks you have the opt
188. ation Last Year 2008 2009 2010 2011 2012 Edit Donor Contact Info View address phone email and contact details about the donor 3 000 00 on 9 7 2012 3 000 00 3 225 00 since 11 1 2008 806 25 3 000 00 75 00 0 00 DONORS Donor DASH RACHEL Member Change Profile Customize Print Summary Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Addresses Mailing Address Primary Address Address 1 Map 25 School Drive Lancaster PA 17603 Phone Numbers and Email Addresses Srimary Dhanna Drimary Ema ary one ary cma Phone Email 717 656 2512 rachel hotmail com Contact Details Organization Website First Middle Last Rachel Dash Nickname Prefix Ms Gender Suffix Marital Status Formal Informal Salutation Ms Dash Salutation Addressee Ms Rachel Dash Addressee Privacy May share info Mail Edit Donor GiftWorks User Manual a Female Unknown Rachel Rachel Dash No Preference Page 39 of 373 Details View Development details Employment details Custom fields Record History and Events Volunteer info You can now see the Donor Id under Record History area DONORS Donor Change Profile Customize Print Summary DASH RACHEL Member Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Development Info Status Active Donor Member Since 11 1 2008 Category Individual Househ
189. ation directed or restricted To which Honorarium Memorial was this donation given Does this donor want to give this gift anonymously C Yes No Additional Notes CUSTOM FIELDS Carmnainn Sidewalk af Does your current gift data have the basic information date amount campaign fund appeal Date how do you track the actual date of the gift not the check date e For donations the Payment Date field can be edited and should be used consistently within your organization The field defaults to the date of entry but this does not reflect the donor s gift date You can enter the date you receive the gift although the IRS considers the postmark date as the donor s legal date of gift Be consistent for accuracy in reporting e For Pledges there is a Created Date not important to the IRS and then the pledge payments donations have Payment Dates as noted above ANALYZING YOUR DATA To maximize your efforts analyze your current data and development process and consider how to best use GiftWorks to track the following information GiftWorks User Manual Page 8 of 373 Solicitors Do your board members cultivate and solicit major donors for annual gifts The Assigned To field stores the primary solicitor for each donor The Solicitor field stores solicitation information for each donation or pledge e lf you have this information in your current data and plan to import it make sure t
190. ation into GiftWorks i Qe Click on Verify SmartEntry GiftWorks User Manual Page 346 of 373 RELATED ACTIONS NEW DONORS WITH DONOR PROFILE Print SmartEntry Insert Row Delete Row SmartEntry Instructions Smart Entry Summary Enter your information into the SmartEntry page v The SmartEntry information is correct Click the Process SmartEntry button to enter this information into GiftWorks Move your SmartEntry information into GiftWorks Click on Process SmartEntry RELATED ACTIONS NEW DONORS WITH DONOR PROFILE Insert Row Delete Row Do you want to add this SmartEntry info lie eto rae eNi aka ea ves SmartEntry Instructions SmartEntry Summary Enter your information into the SmartEntry page The SmartEntry information is correct Click the Process SmartEntry button to enter this information into GitWorks Move your SmartEntry information into GiftWorks Click Yes GiftWorks User Manual Page 347 of 373 NEW DONORS WITH DONOR PROFILE The SmartEntry process has completed successfully Smartintry Summa New donors 1 Existing donors 0 New donations 0 Total amount 0 00 Choose from these additional options or click the Done button Enter more information using the New Donors with DONOR profile SmartEntry Page Enter more information using a different SmartEntry Page View donors View donations Done Click Done Save SmartEntry session click Save SmartEn
191. been doing that s working well e What areas need to be improved e Who is responsible for tracking your donor information e Who ultimately utilizes the information and what are their needs GiftWorks lets you store all information in one place for a comprehensive picture of a donor s connection with and participation in your organization But the information won t benefit you as much as possible if it isn t easily accessible or properly utilized A solid database takes planning and organized implementation to ensure reliable and accessible information to support your efforts and to increase your revenue CREATING STANDARDS FOR YOUR ORGANIZATION When storing the following information be sure to create standard practices for your organization for storing the following information In the long run you ll be glad you did Names e Will you use formal or informal name versions for mailing or both If you use formal what will be your standard prefixes Will you abbreviate Rev or Reverend Use the customizable prefix field Settings Customize Change Field Values to define your standards for data entry e Will your formal names include middle initials and suffixes where applicable Take care to edit data being imported and make this standard known to all staff or volunteers who enter donor information into GiftWorks for your organization Helpful Tip If you typically use formal addressee or salutation information you can also
192. bership Cam Membership Fund 888 Liberty Street Lancaster No Preference W Armstrong David 50 00 Membership Cam Operating Fund 726 Sunshine Road Lancaster No Preference Acknowledged v Armstrong David 75 00 Membership Cam Membership Fund 726 Sunshine Road Lancaster No Preference W Armstrong David 50 00 Membership Cam Operating Fund 726 Sunshine Road Lancaster No Preference W Armstrong David 75 00 Membership Cam Membership Fund 726 Sunshine Road Lancaster No Preference v Armstrong David 75 00 Membership Cam Membership Fund 726 Sunshine Road Lancaster No Preference V Armstrong David 100 00 General Care Ca General Care Fund 726 Sunshine Road Lancaster No Preference v Armstrong David 1 00 00 2009 Annual Ca General Care Fund 726 Sunshine Road Lancaster No Preference Induded Donations 637 Some recipients on this mailing do not have a complete address Some recipients on this mailing do not wish to be mailed There are donations included in this list that have already been acknowledged lt Back Next gt Cancel GiftWorks provides a warning at the bottom left if there are recipients with incomplete or invalid addresses recipients marked as deceased do not mail or do not email in their contact preferences or if sending a donation or pledge thank you letter donations or pledges already marked acknowledged The number of selected recipients is also indica
193. category view criteria and more SEND MAIL TO A SMARTLIST Send mail to any SmartList and store the record of the mailing for each donor MY FAVORITE SMARTLISTS MANAGE Once you create your useful SmartLists you can access them throughout GiftWorks by adding them to My Favorite SmartLists Change your list of favorite SmartLists by dicking Manage above Adopted Dogs Our Adopted Rescues All Donors All donors in the database Board Members Board Members Dog Days Fun Run Group w Custom Time Periods Events Active Volunteers MARY SWANN Ozone All donors in the database Mailing 1 recipients Click on MANAGE to select which SmartLists you would like to appear in this area as well as change the order in which they appear GiftWorks User Manual Page 172 of 373 Manage My Favorite SmartLists Select which SmartLists you d like to appear in My Favorite SmartLists List Mame Type Description Adopted Dogs Donors Gur Adopted Rescues All Donors Donors All donors in the database Board Members Donors Board Members Dog Days Fun Run Group Donors Events Active Volunteers Donors MARY Sahl Donors Ozone Donors All donors in the database Mailing 1 recipients Donors yt Save Cancel o cL co a RELATED ACTIONS When viewing a SmartList you see additional options under the Related Actions area on the left Export This List d Run SmartUpdate for List Run Report for List Mapping b Export this List You can
194. ces HOME PAGE TASKS Configure Facebook Twitter and LinkedIn Change my Preferences each GiftWorks user can change the follow settings for what best suits their needs These settings only affect that user GiftWorks User Manual Page 13 of 373 Change My Preferences CHANGE MY PREFERENCES Change the following settings that control how you are prompted within GiftWorks These settings only affect you Then click OK to save your changes lf Always show a warning for critical notes wW Always ask when entering a zero dollar donation lf Always ask when soft credit is greater than the donation amount GiftWorks has a hover help feature that allows you to scroll your mouse over certain areas to get additional information on a feature You can control the warning prompt for critical notes Change My Preferences CHANGE MY PREFERENCES Critical Note Setting ou are prompted Uncheck this option if you would rather not see an alert 7 Then click OK to whenever you are viewing a donor with a critical note ho for critical notes wW Always ask when entering a zero dollar donation Ww Always ask when soft credit is greater than the donation amount You can control the warning prompt for zero dollar donations GiftWorks User Manual Page 14 of 373 Change My Preferences CHANGE MY PREFERENCES a5 nge ae following Bea ey eee ja you are prompted E be Then click OK to Jera Dollar Donation Setting Uncheck this
195. cessing a mailing This allows you to still keep a letter that you are not currently using rather than deleting it Click on Options then choose Hide this Letter Donors A4 Size Paper Blank Letter donate now Fall Appeal Letter General Thank You Letter Honorarium Memorial Notification Lapsed Donor Letter Letterhead link Member Renewal Thank You Letter New Member Thank You Letter Small Dog Fun Run Save the Date Letter Volunteer Screening Letter Donations Pledges ti 4dd fea Options Delete this letter Hide this letter Rename this letter The letter name will now appear in pale grey when viewing letters in Library and will also show that the letter is hidden at the top of the screen GiftWorks User Manual Page 204 of 373 Letters Current Selection Fall Appeal Letter this letter is hidden Donors A4 Size Paper Blank Letter amy mt pm l a gm m pm dei m pm ony oT t nono ngana LA TAN I AL m i z T Honorarium Memorial Notification Lapsed Donor Letter Letterhead link Member Renewal Thank You Letter New Member Thank You Letter Small Dog Fun Run Save the Date Letter Volunteer Screening Letter m ti Pledges Donor General Today s Date Lang F Donor Contact Information Addresse Donor Contact Information Address E Dear Donor Contact Information Salt The Small Dog Fun Runis tast approac 2010 We willbe calling you with d
196. ck Ok Donors Merged Lai i h Bell Sandra was successfully merged with Bell Brian NOTE Be sure to back up your database before merging donors as this step cannot be undone GiftWorks User Manual Page 361 of 373 GIFTWORKS GLOSSARY Account An accounting field that indicates which general ledger account donations and pledges should be debited or credited to In GiftWorks the account is accessed by applying the donation to a fund If you use GiftWorks with QuickBooks accounting software you can automatically configure GiftWorks to match up with your QuickBooks chart of accounts Acknowledged This field indicates whether or not a donation was acknowledged and if so how it was acknowledged You can either enter this information manually or when you enter a donation you can schedule it to be acknowledged through a mailing When the thank you letter mailing is processed the donation is marked acknowledged with information about when the letter and which letter was sent For a multi payment pledge there is an Acknowledged field for each payment as well as for the overall pledge Acknowledgement For any donation or pledge entered into GiftWorks there is an acknowledged flag As you enter the donation you can choose to add the donation to a thank you letter mailing Sending a thank you letter mailing lets you mark the donation as acknowledged automatically You can also manually mark donations as acknowledged This i
197. clude both donations and soft credits Latest Donations List Donations and Soft Credits Expected Gift 9 7 2012 3 000 00 Gift 10 30 2010 75 00 Gift 10 30 2009 75 00 Gift 11 1 2008 75 00 Note Tasks amp Files You have the ability to add Notes Tasks or Files within a donor profile All three options are located under the Related Actions option on left Note If you do not see the Add a File option you will need to go to Settings and turn that feature on You have the ability to add alert notes that provide special notification every time the donor is viewed Other changes include the ability to specify the note date and know when a note or task is added or changed and by whom You can choose your own Filter Sort Options GiftWorks User Manual Page 41 of 373 DONORS Donor Change Profile Customize Print Summary DASH RACHEL Member Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Items By Date all items newest to oldest Added To Participant List Small Dog Rescue Dogs Days Event jul 142g Show mailings Event Date 10 16 2010 Show notes Added By Ellen Mowrer Show tasks Show Files Show others All Dates Current Week Current Month Previous Month Current Year Previous Year Newesk bo oldest Oldest to newest History GiftWorks will keep a history of actions that have been performed Examples are adding modifying or d
198. d dick the Save button Name of SmartEntry page New Donors with DONOR Profile Description of SmartEntry page To use the SmartEntry Pages Click on the Use this Page link MANAGE SMARTENTRY PAGES Create a new SmartEntry page or work with an existing one Create a new SmartEntry page that lets you quickly add donors donations or both Manage Saved SmartEntry Sessions View Restore or Delete saved SmartEntry sessions OR WORK WITH AN EXISTING SMARTENTRY PAGE Community Outreach Use this page Edit Copy Delete For use at outreach events Last Update Date 10 3 2011 2 50 18 PM Last Update User Sample User Mission Interest Use this page Edit Copy Delete Last Update Date 9 16 2011 2 44 16 PM Last Update User Sample User Simple Donations Use this page Edit Copy Delete Use this SmartEntry page to quickly enter donation information into GiftWorks Create Date 8 24 2010 3 19 47 PM Create User Sample User GiftWorks User Manual Page 345 of 373 RELATED ACTIONS NEW DONORS WITH DONOR PROFILE SmartEntry Instructions SmartEntry Summary Enter your information into the SmertEntry paga Verify SmartEntry Move your SmartEntry information into GiftVorks a ce Enter in the data RELATED ACTIONS NEW DONORS WITH DONOR PROFILE Insert Row Delete Row SmartEntry Instructions Smarteintry Summary Enter your information into the SmartEntry pege Verify SmartEntry Move your SmartEntry inform
199. d you chose for the pledge payment and the current status of that acknowledgment It also shows the receipt status for the payment If you have not acknowledged the payment you can do so by clicking the Acknowledge Now link RELATED ACTIONS When viewing a Pledge Payment you will see the following options under Related Actions GiftWorks User Manual Page 111 of 373 View Pledge Delete this Payment Edit this Payment Send Mail You can View Pledge Delete the payment Edit this payment or Send Mail Delete this Payment this feature will delete all of the transactions associated with the pledge payment Note if you delete a pledge payment they will be held in the Deleted Donations area in Settings Database Files and Maintenance Delete Information from Your Database Manage Deleted Donations You will need to permanently delete the payment from that area for the history to be removed from your database Delete this Payment sp Deleting this pledge payment will void all transactions associated w with it Gre vou sure vou Wank to delete this payment Yes Mo Send Mail you can send mail to this donor or for this donation once the pledge payment is received GiftWorks considers it a donation PLEDGE PAYM Wen Pere PLEDGE PAYME Delete this Payment SUMMARY Edit this Payment r Diar Send Mail To This Donor To This Donation Send Mail gt To this donor this will start the mailing process and give you access to
200. data field list This will clear any record ws containing this Field item It will not delete any records containing this Field item Are you sure you want to delete the item Jane Smith Mo HIDING HONORARIA AND MEMORIALS The Display column in your Honoraria Memorials view indicates the current display status for your records Visible records can be selected each time you indicate that a new donation is given in honor or in memory of someone Hidden records are not available in the selection box SETTINGS MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Thelma and Angelamia In Memory of Thelma and Angelamia Visible 3 Nancy Mosso In Honor of Nancy Mosso Visible 2 om Louise In Memory of Louise Visible 1 Bob Smith In honor of Bob Smith Hidden 1 Jane Doe In Memory of Jane Doe Visible 1 Janie Lort In Memory of Janie Lort Visible 0 1 Jane Smith In memory of Jane Smith visible To hide a record that is currently visible click the record and then click Hide on the right
201. day Appeal 2012 Resource Fair To remove a donor from the Mailing List hover your mouse over the gray X next to the mailing list under the Summary tab The X will now turn red Click on it to remove the donor from the mailing list GiftWorks User Manual Page 191 of 373 DONORS Donor Affiliate Summary Contact Info Details Relationships Note Main Contact Info Not A Volunteer Create Volunteer Profile About Baeton Sandy No Preference Welcome Letters 2012 Resource Fair Remove from Welcome Letters mailing list Barton Grant View and Edit Donation Mailings Donation Mailings are built in mailing lists that you can view and edit from here with the exception of the Donation Receipts Mailing List VIEW AND EDIT DONATION MAILINGS Donation Mailings are builtin mailing lists and templates for acknowledging different types of donations You can modify the templates change the default template and edit the name and description of a Donation Mailing by clicking on a mailing name below Donation Thank You Letters Pledge Thank You Letters Matching Pledge Thank You Letters Done Click on the link for the donation mailing to view or edit the settings for that mailing When viewing or editing a donation mailing there are two tabs listed at the top of the screen Details and Donations Pledges The Details tab shows the name and description of the donation mailing as well as the name of the currently
202. ddress 750 Tollhouse Road Phoenix ey Seasonal 10 01 04 01 No El Display Name Johnson Thelma Seasonal ddress 11523 East 2nd Street San Diego 4 Seasonal O5 01 O7 01 Yes El Display Name Lederer Jack Winter address 810 South Ocean Dr Jacksonville FL Seasonal 01 01 04 01 No El Display Name March Jane Summer Home 21 Wildflower Drive Olympia WA Seasonal 06 01 09 01 Mo Address Type Seasonal ddress SmartList Filter All Donors Donor Phones Emails This report provides a list of donor phones emails Choose the options for your report using the Donor SmartList Filter at the bottom of the screen Donor Phones Emails Source All Donors SmartList Phone Email Marne Phone Email Value Primary a El Display Name Barber Harry Home Phone 415 673 7900 Ves Personal Email help baylor org Ves El Display Name Batinich Dave Home Phone 415 567 6707 Ves El Display Name Berardi Jon Home Phone 415 863 9000 Yes Personal Email jon bmwsF com Yes El Display Name Berardi Sheila Personal Email jon brwsF com Yes Home Phone 415 863 9000 Yes El Display Mame Brookes Pete Personal Email pete davescycle com Yes Smar tList Filter All Donors Donor Tasks View your donor tasks Select tasks based on the due date User and whether they are active or completed GiftWorks User Manual Page 259 of 373 Donor Tasks Source All Donors SmartList Dates All Dates User Me Status Active Display Name Task Notes Due Date Due
203. dges Please note you typically acknowledge donations and pledges using the built in donation mailings SENDING EMAILS Flexible options are available for configuring email to work with GiftWorks In the past users were required to have Microsoft Outlook installed on any computer they wanted to use to send email from GiftWorks during the mailing process Now users will be able to choose to send email using Microsoft Outlook or by configuring standard email settings to use their outgoing mail server Configuring these standard email settings will be similar to what users have experienced when setting up any email client Using your own Outgoing Mail Server allows the emails to go to that server to be sent out which frees up GiftWorks GiftWorks Anywhere users do not have an option to use Microsoft Outlook CONFIGURATION OPTIONS GiftWorks User Manual Page 210 of 373 Each GiftWorks user will need to configure their email options To start this process click on the Mailings icon Click on Send Mail and choose a list or donor Choose Send Email you will then see the screen below MAILINGS CHOOSE OPTIONS Choose the options for this mailing Select Options Choose Recipients Select Letter ig i aoo a od Mailing Format Send Email requires configuration EMAIL CONFIGURATION OPTIONS Send Letters Only ifin e Send Letters amp Labels options Setup your email before sending mail Click here to configure email settings
204. dit Thank You Letter Dear General Salutation Formal Thank you for your recent gift of Soft Credit Sott Credit Amount to My Organization Name For legal purposes Soft Credit Donation Addressee Formal has received a tax receipt for Donation Donation Amount Your support is deeply appreciated Thanks to your generosity we vill meet our mission to My Organization Mission Statement Thank you again for your support of the My Organization Name Edit Letter Warmest regards Why don t I see my letter On the Finish Mailing step of the mailing process you have the option of marking the donations in the list as acknowledged by the sending of this mailing This automatically marks each donation as acknowledged with the details of the mailing and removes the donations from the Soft Credit Thank You Letters mailing Pledge Thank You Letters When you add pledges into GiftWorks there is an acknowledgement step that includes the option of adding the pledge to the Thank You Letters mailing list Pledges added to the list are automatically GiftWorks User Manual Page 243 of 373 queued for sending When you are ready to send the thank you letters go to the main Mailings page and click the Pledge Thank You Letters donation mailing at the top right of the main work area DONATION MAILINGS Donation Receipts 0 Donaton Thank You Letters 485 Soft Credit Thank You Letters 8 Pledge Thank You Letters 13 Matchi
205. done click the Save button File Browse Title Description File Date Sf22f2012 Cancel When you click on the Notes Tasks amp Files tab you can choose the Filter Sort Options that best suit you Donor Change Profile Customize Print Summary DASH RACHEL Member subset fall 2011 Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Items By Date all items newest to oldest Emailing Dash Rachel May 3124 Show mailings F Task le Show notes cee Send Birthday Card May 313 She will be 40 on June Sth Show tasks Note w Show Files Very Important May 23 1 cee Very importan a w Show others Ami Donation Receipts Jan 12 4 All Dates Donation Receipts Jan 1223 Current Week Current Month Thank You letter Dec a 20 Previous Month Donation Receipts Dec229 Current Year Previous Year LISA Nov 15 3 e Newest to oldest Added To Participant List Small Dog Rescue Dogs Days Event Jul 1420 Event Date 10 16 2010 Added By Ellen Mowrer Oldest bo newest Add a Relationship You can create Relationships to link your donor to another donor in your database You can customize your Relationship Roles in Settings Customize Change GiftWorks Fields GiftWorks User Manual Page 65 of 373 Add a Relationship Work Relationship MAILING TASKS The Mailing Tasks area allows you to easily process mailings from the main donor screen MAIL
206. donor and the current status of expected payments on the pledge The payments information lists the schedule of pledge payments for the pledge including the expected date of payment and the amount GiftWorks User Manual Page 108 of 373 that you expect to receive Additionally you can view individual pledge payments for each fulfilled payment by clicking its link Modify or remove a scheduled payment by clicking the payment and then clicking Modify or Remove Payment modifications allow you to change the payment amount the payment date or the payment type Apply payments to the pledge by clicking Apply Payment beside the appropriate scheduled payment To change the amount of the pledge you can either add an additional payment or modify the amount of one of the existing un received payments Note that you cannot remove or edit a payment that has already been entered into GiftWorks as received You must first go to that payment and delete it then return to this pledge screen To do so click Cancel then click on the linked payment listing and then click Delete this Payment in the Related Actions menu You also cannot remove any pledge payment received or expected from this screen once the pledge s details have been posted to QuickBooks or to a file To remove such a payment click Cancel then click on the linked payment listing and then click Delete this Payment in the Related Actions menu The payment type will be set to what you chose
207. donors induding notes donations addresses phone numbers etc You will not delete other associated donors however Back Up Database DELETE SMARTLIST CONTENTS To delete the contents of a SmartList select the SmartList and dick the Delete button Select SmartList Board Member Delete the List Content Display Name Address You are about to permanently delete 9 record s Acme Super Dog Apparel 989 Acme Way Ajax C ti 534 Walnut A 4re you sure you want to continue Jax sor selected anut AVENUE d TF you choose to continue you will not be able to restore the deleted data Brown Winnie 589 Grant Way Fairborne Storm 377 Archer Circle No Good Michael 337 Rightnow Street Mauer David 9189 State Street Lancaster PA 717 859 9572 Mauer Emma 9819 State Street Lancaster PA 717 859 8799 Mauer Emma 18 North West End Avenue Lancaster PA Mauer Olivia 807 Chipom Circle Lancaster P 717 859 9878 Total Donors 9 Delete SmartList Contents Click Yes to continue or No to Cancel If you click Yes you will then see a second warning message GiftWorks User Manual Page 334 of 373 DELETE SMARTLIST CONTENTS BEFORE YOU DELETE You can delete the contents of any SmartList You cannot recover what you ve deleted unless you make a backup so make sure you back up your GiftWorks database before you delete the contents of the SmartList When you delete GiftWorks only deletes t
208. dropdown list when adding the donation See the Managing Honoraria and Memorials section for more details Add a Donation DONATION OPTIONS WwW The gift is given in honor of or in memory of someone Select an honorarium or memorial from the list below Honorarium Memorial Select a donor then enter the amount of its matching gift Donor Select Donor Amount 50 00 Acknowledging Receipting Donations You can choose a method to thank the donor for the gift by clicking the desired acknowledgment method GiftWorks User Manual Page 79 of 373 Add a Donation ACKNOWLEDGMENT RECEIPT OPTIONS Acknowledgment Information Add to Thank You Letters mailing list Acknowledge Later Other Acknowledgment Date Acknowledgment Method Receipt Information W Issue receipt Month End Receipts Add to Thank You Letters mailing list This option adds the donor to the Donation Thank You Letters mailing You can send your Donation Thank You letters from the Mailings section at any time If you choose this option the donation can automatically be set as Acknowledged once the mailing has been completed Acknowledge Later If you choose to acknowledge later GiftWorks will not add the donor to the Donation Thank You Letters mailing list You can acknowledge the donation later from the donation view Other Select from four other acknowledgement methods including phone call thank you n
209. e If you won t need this list again you don t need to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it If you check the Share this list with other users checkbox the SmartList will be available to all users of GiftWorks within your organization They will be able to view the SmartList and customize their own view of that SmartList Only the creator of a SmartList can edit a SmartList or change its default customizations If you choose not to share a SmartList with others it will only be visible to you GiftWorks User Manual Page 164 of 373 ALLOWING OTHER USERS TO CHANGE YOUR LIST If you check the Share this list with other users checkbox you will then also have the option to allow other users to change the list NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it Name of SmartList Untitled Description of SmartList Allidonoce E SmartLlist Category Standard Share this list with other users IY Allow other users to change this list Add this list to my favorites USE THIS SMHARTLIST WITHOUT SAVING IT If you won t need this list again you don t need to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it ADDING A SMARTLIST TO YOUR FAVORITES When sa
210. e San Francisco CA Berardi Sheila 1675 Howard Street San Francisco C4 Berardi Jon 1675 Howard Street San Francisco CA Bishop Steven 1313 Quint Street San Francisco CA e Donor Category 876 625 2767 415 282 4220 415 623 9823 415 774 2000 San Francisco CA San Francisco CA San Francisco CA 415 754 2747 x3 415 984 3662 415 864 9836 415 673 7900 415 863 9000 415 863 9000 SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Top Donors This report shows a list of the top donors based on how much they have donated in total to your organization Donation information is included per donor record You can choose from top 10 25 50 100 500 or all donors by SmartList Note that if you have a number of top donors selected the report will include no fewer than the selected number but will include more if some donors have given the Same amount GiftWorks User Manual Page 254 of 373 Top Donors Source All Donors SmartList Include Top 10 Donors Display Name Total Gifts Address City State Phone El Top Donors Chambers Rachel 11 100 00 1814 William Howard Taft Rd Suite 300 Cincinnati OH 415 282 6111 Thorne Carl 8 500 00 1956 Sterling Plaza Roseville PA 510 849 1956 Night Casandra 5 000 00 1195 Quesada Avenue San Francisco CA Jones
211. e Setting the number to a value lower than the current Starting Receipt Number may create duplicate receipt numbers in this database 181 181 RECEIPT LETTER Select the default letter to be used for receipt mailings lefault Receipt Letter Template Special Gift Receipt RECEIPT STATUS Specify the receipt status descriptions for original receipts reprinted receipts and replacement receipts Note The previous receipt numbers will be printed for replacement receipts Original Receipt Description Original Receipt Copy of the Original Receipt ton Cancels and Replaces Receipt s REISSUE RECEIPT PROMPT Indicate whether users should be prompted to reissue receipts when changing donations or received pledge payments that have already been receipted Vv Receipt Number By default GiftWorks starts with receipt number 1 and increases the receipt number by one for each system generated receipt If you have an existing receipt numbering system from a previous fundraising software or other system you can change the GiftWorks starting receipt number to match your previous system Note that if you reset the receipt number to a lower number than the last receipt number generated by GiftWorks you may end up with duplicate receipt numbers Receipt Letter You can choose a default Receipt letter template Receipt Status You can specify the wording for these specific fields when using the Receipt Status Descripti
212. e 317 of 373 Managing User Accounts in Different Security Levels Options for managing user accounts depend on the Security Level you have selected for GiftWorks Each security level provides different levels of control over user access to GiftWorks Click on the User account you want to manage to begin Manage User Accounts in Basic Security The only option you have is to change the user s name Click on the Change Name link to change the User name and then click Done Manage User Accounts in Standard Security You can change the user type add a new user account change the user name set the password activate disable or delete a user account Click on the user account you want to manage and then select the link for the option you want to manage MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options or managing the account The options for managing user accounts depends on the Sec Level for this database User Accounts James Williams Active Type Standard User Change Change name Reset password Last Sign in 5 20 2008 11 15 47 AM Delete account Disable account Sarah Jones ka 2 Adam Lawrence G Rick Samson a Sample User Me Active 2 Cindy Smith E Sandy Jackson Add a new user account User Type in Standard Security Users in the Standard Security setting can be designated as a Standard user or as an Administrator CHANGE USER TYPE Selec
213. e Related Actions menu You can define up to eight giving levels You can give each level a label for example friend or patron and then define the donation range for that level This report can be very useful if you need to generate a list of your donors by your organization s defined giving levels for a program newsletter or other recognition Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report GiftWorks User Manual Page 255 of 373 Recently Lapsed Donors Also known as a LYBUNT Last Year But Unfortunately Not This year report this report shows a list of donors who contributed to your organization last calendar year or last fiscal year but who have not contributed in the current calendar year or fiscal year Donation information is included per donor record The donors in this report might make a good target for a solicitation to encourage them to renew their commitment to your organization Recently Lapsed Donors Source All Donors SmartList Based On Calendar year Last Paymen Last Payment 4 Total Gift Amount Status Display Name El Recently Lapsed Donors Houston Paul Save Our Families Foundation 12 21 2007 12 21 2007 200 00 600 00 450 00 600 00 van Hooven Jason Cresta Corporation Thorne Carl Tyler Shawn Saunders Gretchen Mills Jennifer Arm Mark Feed The Nations Taylor Foundation Tipton Lynn Al
214. e SmartList members from groups Add SmartList members to mailing lists Remove SmartList members from mailing lists Change status of SmartList members Change category of SmartList members Change member since date of SmartList members Change renewal date of SmartList members Change affiliate designation of SmartList members Change profile of SmartList members Change assigned to of SmartList members Change contact preferences of SmartList members Remove update primary email of SmartList members Change the type of a specific address phone or email type for SmartList members Change mailing address country of SmartList members Change display name format of SmartList members Change receipt defaults of SmartList members Change donor custom field value of SmartList members Add note to SmartList members Add task to SmartList members Complete open task for SmartList members Change campaign for donations pledges lt Back Here you will click on the Add a task to SmartList Members option under the Choose an Update area Choose an Update Acknowledge donations Add SmartList members to groups Remove SmartList members from groups Add SmartList members to mailing lists Remove SmartList members from mailing lists Change status of SmartList members Change category of SmartList members Change member since date of SmartList members Change renewal date of SmartList members Change affiliate designation of SmartList members Change profile
215. e activated prior to sign in Users are designated as Standard or Administrator users Any user can be designated as an Administrator and any Administrator user can modify all settings Standard users still have access to all other areas of GiftWorks You can also manage user accounts and change security levels Advanced Security Every user must sign in with a password and each user is assigned a role Each role is assigned certain features in GiftWorks that users in that role may access In addition to managing user accounts and roles you can change security levels and control direct database access Manage User Accounts A GiftWorks Premium Administrator can add edit and delete users depending on which security level is set Each security level provides different levels of control over user access to GiftWorks Select the user account you want to manage and click on a task to continue MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options for managing the account The options for managing user accounts depends on the Security Level for this database User Accounts James Williams Active Type Standard User Change Change name Reset password Last Signin 5 20 2008 11 15 47 AM Delete account Disable account Sarah Jones 2 Adam Lawrence G Rick Samson Sample User Me Active T Cindy Smith 3 w 2 Sandy Jackson abled Add a new user account Pag
216. e and Click Finish when done GiftWorks User Manual Page 194 of 373 My Favorite Mailing Lists When you add a Mailing list you have the option to check the box to add that list to your My Favorite Mailing Lists Add a New Mailing List ENTER MAILING LIST DETAILS Enter the name and description for this mailing list List Name Summer Fling List Description W Add to My Favorite Mailing Lists If you check this box that list will now appear in the My Favorite Mailing Lists area on the main Mailings screen MY FAVORITE MAILING LISTS A mailing list enables you to randomly gather donors to be induded in your mailings Welcome Letters Letters to be sent to new donors 256 Recipients Send Mail Information Mailer Quarterly Update 68 Recipients Send Mail Summer Fling No Recipients You can click the MANAGE link to add or remove Mailing Lists from this area and also change the order that the Mailing Lists appear MANAGE LETTER LIBRARY GiftWorks lets you create and store multiple letters in the Letter Library You can maintain templates for letters you have sent so you can refer to them when creating new letters You can also store the templates for all of your different acknowledgements and receipts To create or modify your letters click Manage Letter Library in the Related Actions menu on the main Mailings screen GiftWorks User Manual Page 195 of 373 MAILINGS MANAGE LETTER LIBRARY Select a letter template
217. e between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by type of profile for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each profile type Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donation History by Donor Category This report shows a breakdown of donations according to the donor categories of the donors based on any or all custom categories by SmartList You can further narrow your results using the date range selection field and by indicating the types of donations to include This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by donor category for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each donor category GiftWorks User Manual Page 264 of 373 Donation History by Donor Category Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Donor Category All Include Received Donations 12 000 E None specified GS Individual Household GSS Corporation GS Foundation E Govemment Agency E Religious Institution E Community Groups E Educational Institutio
218. e donor s name below and click Next You can also search on addresses 7IP postal codes and cities Search text Search field Address Lines Name Address Lines You may also City FIP Postal Code Email Address Phone Number Notes File Title Nickname Grant Mananer DELETING A DONOR Use this option to delete a donor from your database Click on Delete this Donor under Other Tasks Run a Report Delete this Donor Add a Donor You will see the following message and must confirm that you want to delete the donor Delete this Donor P Are you sure you want to delete Dash Rachel All events participation and reservation information will no longer be available Mo Note if you delete a donor they will be held in the Deleted Donors area in Settings Database Files and Maintenance Delete Information from Your Database Manage Deleted Donors You will need to permanently delete the donor from that area for their history to be removed from your database GiftWorks User Manual Page 62 of 373 RELATED ACTIONS There are many options to choose from under the Related Actions area located on the left side of the screen See the Managing Tasks Managing Donations and Managing Pledges sections of this manual for those features Edit this Donor Add a Task Add a Note Add a File Add a Donation Add a Pledge Add a Relationship Add a Note You can add Notes to your donor profile Add Note ENTER NOTE DE
219. e for your thermometer You can also choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS CAMPAIGN v QUICKBOOKS 2012 Received Donations Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donot Pledged Donations QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support qiftworksconnect com Received and Pledged Donations QuickBooks e Red Pink Green Light Blue Dark Blue Orange Hide In order to use this feature you will need to go to Settings to define a Campaign Goal Click on the Go to the Settings area link WELCOME SAMPLE USER ESSENTIALS il2 CAMPAIGN ee eee A ee WELCOME TO GIFTWORKS 2013 E e dames tiuilt Alida Congratulations you are using the newest version of GiftWorks eanta a ark aaa Go to the Settings area to define a General Campaign ww Here you can edit the Campaign and enter in the Goal information MANAGE CAMPAIGNS Manage your organization s campaigns below Use the Add button to add a new campaign or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on
220. e received from the donor and the average donation amount The bottom portion of this view lists all the donor s pledges and gifts to your organization Pledges and gifts are distinguished by the Donation Type column and the date that the donation was given is noted in the Date column The Expected column will display the amount Expected for a Pledge or Pledge Payment The Received column will display the amount that has been received for the donation or pledge payment The Outstanding column will display the amount that has not yet been received on a pledge The Household Member column displays the name of the Household member for whom that donation was entered for Pledges show the scheduled payment dates and the expected and received if any amounts for each payment You can view the detailed individual pledges by clicking the View Pledge link beside the pledge From the Detail view you can edit your pledge GiftWorks User Manual Page 107 of 373 Donor DASH RACHEL Unknown of test Member subset fall 2011 Summary Contact Info Details Relationships Donations Notes Ta Donation History Donations and Soft Credits Donor Since 11 1 2008 Received Donatio Largest Donation 3 000 00 Average Donatior Total Giving 7 685 00 Total Pledged Latest Donations List Donations and Soft Credits Donation Date Expected Received Outstanding Gift amp 12 1 2012 550 00 View Gift Gift amp 9 7 2012 3 000 00 View Gift Pledge amp
221. e their view of the Donors Dashboard GiftWorks User Manual Page 72 of 373 DONORS RELATED ACTIONS DONORS DASHBOARD Click on the menu arrow just below to select different views of I IEW RECENTLY ADDED DONORS e Recently Added Donors Recently Changed Donors jamin and Pansy Donors with Current Tasks OTHER TASKS Top 10 Giving Donors Donors Assigned To Me Donors With the Largest Gifts Donors with Recent Gifts Donor Group GiftWorks User Manual Page 73 of 373 DONATIONS OVERVIEW IN THIS SECTION Donations Overview GiftWorks User Manual Page 74 of 373 DONATIONS OVERVIEW Donations are a vital source of revenue and accurately tracking them is an essential function for your nonprofit Tracking how donations were made why they were made and who made them helps you refine your fundraising processes and can increase both the amounts you raise per donor and the number of people who donate TaT D O N AT O N 3 Manage your donations add new ones update and track existing ones and much more DONATIONS OVERVIEVE IF you want to add a donation For a new or existing donor just select Add a Donation You ll be ADD ADD A PLEDGE shown how to do it step by Add a new donation for a donor Add a new pledge For a donor step View and manage your donors using the tasks below FIEWY DONATIONS DASHBOARD YIEW DONATION REPORTS See common views of your donations View a list of reports for your donations
222. eal dropdown list the report will show information for all appeals You can further narrow your results by choosing a SmartList using the date range selection field and by indicating the types of donations to include This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by appeal for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each appeal GiftWorks User Manual Page 267 of 373 Donation History by Appeal Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Appeal All Include Received Donations EO Hone E Received a general mai E Received a campaign ma GS Attended a campaign ew ES Attended a non campaig E Received a newsletter GSS We contacted directly GSS They contacted us E Heard by word of mouth BS Annual Appeal 2005 EE Hewsletter 302005 E hission Day Appeal 200 E Board Solicitation 4 Annual Gala 2005 E Child Home Campaign 20 E Leadership Appeal 2005 Child Home Campaign 20 E Newsletter 202005 HGS Capacity Campaign Envi ES Capacity Campaign Tool E Leadership Appeal 2007 CO Annual Appeal 2007 hay 2007 Jul 2007 Sep 2007 Mow 2007 Jan 2008 har 2008 Choose the options for your report using the Report Choices screen or at the bottom of the screen within the report Donati
223. eanup your GiftWorks history Manage Your GiftWorks Database Back up restore and rename your database Delete Information From Your Database Manage deleted information in your GiftWorks database Configure Your GiftWorks File Storage Configure the file storage settings for GiftWorks Seasonal Address Update Update donor mailing addresses based on active seasonal addresses GittWorks Checkup Check the health of your GiftWorks database PREMIUM Seasonal Address Update is only available in GiftWorks Premium The Database and Maintenance subsection has the options explained below Import and Export Data This area allows you to Import and also Export data IMPORT AND EXPORT RECORDS You can import or export records by clicking on one of the tasks below Import information from another source Quick Import Import information in a GiftWorks provided format Export Records Export records to Excel XML or CSV Import A File GiftWorks can import data from Microsoft Excel xls xlsx Comma separated value csv or Microsoft Access mdb accdb files If your existing data is not in one of these formats you can probably export it from your current application to one of the formats Consult your existing application s manual for information on exporting data See the GiftWorks Import Guide for more details GiftWorks User Manual Page 323 of 373 IHPORT FILE OR DATABASE GiftWorks can import individuals organiza
224. ecipients area for details You can continue but some letters may be incomplete Online Internet Updates If you are sending letters and envelopes or labels you can preview the documents by clicking the Preview links GiftWorks shows you what the documents will look like with the information from your database merged in On the preview screen use the Prev or Next buttons at the bottom right to move between pages of the document Click OK to return to the Generate Mailing step When you are ready to send your mailing click the Generate Mailing button If you are sending letters and labels or envelopes this will prepare your documents for printing and saving Finish Mailing On this step you will Print and or Save the Letters and Envelopes or Labels choose options for recording it to the donor donation or pledge records You can also Export the Recipient list See the Printing Letters Labels or Envelopes and the Saving Letters Labels and Envelopes sections below for more details on these options GiftWorks User Manual Page 230 of 373 MAILINGS FINISH MAILING By recording a history of this mailing you ll have a dear record of what Print and or save your documents Enter other details below Click Done to finish mailings your donors have Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing received O Save or Print Your Letters Export Recipient List Letters Labels
225. ecipients who are in the same ZIP Code Orirn a ry aT a E ri g a ry k a a h Display Mame Display Mame Recipients Some mailing types give you recipients options on the options step of the mailing process Choose whether to send one mailing per donation pledge or to send one mailing per donor Send one mailing per donor PREMIUM If you are using GiftWorks Premium the Select Options screen will have the Mailing Discount area CHOOSE OPTIONS aE RT ee Pee Choose the options for this mailing Select e ptions Choose Recipients Select Letter Generate Mailing Finish Mailing J oe 0 7 t mm 5 O T 5 T i i Primary Secondary ZIP Postal Code ZIP Postal Code Mailing Discount If your mailing has more than 200 pieces and meets weight and shape standards the mailing may qualify for discounted rates Choose whether to send the mailing with No discount First Class Mail USPS Standard Mail Machinable Letters or USPS Standard Mail Automation Letters GiftWorks Premium will automatically sort addresses print postal sortation tray labels and print the necessary information to complete postage statements for USPS discounted mailings Click Next to continue Choose Recipients This step lets you choose whether to send to all donors in the list for your mailing There are buttons at the bottom right of the main work area that let you choose how to narrow the list GiftWorks User Manual Page 225 of 373 CONFIRM RECIPIENTS
226. ecurity settings SEND MAIL 5 4 List DONATION MAILINGS Send custom To a Donor pur donors Donation Receipts 0 PRINT LABELS Print labels for one or more of your donors PRINT ENVELOPES Print envelopes for one or more of your donors Honorarium and Memorial Notifications Search for the donor you would like to send the letter to and click Next GiftWorks User Manual Page 208 of 373 Choose a Donor FIND A DONOR FOR YOUR MAILING Enter part or all of the donor name you would like to find Show Advanced Search Include names that sound the same You may also Adda New Donor If you are viewing a donor SmartList you can click Send Mail under the Mailing Tasks area then click on Send Mail to these Donors Send Mail Send Mail ta These Donors Print Labels for List l 4dd These Donors to a Mailing List Mailing to a List From the main Mailings page click Send Mail then click To a List MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings DONATION MAILINGS ur donors Donation Receipts 0 To 4 List To a Donor Send custom PRINT LABELS Donation Thank You Letters 43 Print labels for one or more of your donors Saft Credit Thank You Letters 3 PRINT ENVELOPES Pledge Thank You Letters 13 Print envelopes for one or more of your donors Hon
227. ed pledges in a single report Received Pledges And Gifts Source All Donations SmartList Dates 1 1 2011 through 12 31 2011 Donor Da 7 We44 Arari rai E Received Pledges And Gifts Johnson Julie Coe Steve Burns Patrick Marston Kenneth Pride Jeanne Millsaps Cynthia Coe Steve Holland Chad Smyth Arnold Callas Paul Rittenhouse Patrick Dash Rachel 12 Donation Type First Paymen Received A Campaign Gift Gift Gift Gift Gift Gift Gift Gift Gift Gift Gift Gift 1 7 2011 1 24 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 3 31 2011 8 16 2011 9 7 2011 10 000 00 2011 Annual Campaign 3 000 00 2011 Annual Campaign 4 800 00 General Care Campaign 2 000 00 General Care Campaign 8 000 00 General Care Campaign 1 200 00 General Care Campaign 1 000 00 General Care Campaign 4 000 00 General Care Campaign 2 000 00 General Care Campaign 500 00 2011 Annual Campaign 195 00 2011 Annual Campaign 3 000 00 2011 Annual Campaign 39 695 00 Operating Fund 2011 Information Mailer Multiple Funds 2011 Information Mailer General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event Operating Fund 2011 Information Mailer Operating Fund Community Outreach Operat
228. ed to the gift amount and the payment type Click Next after each step of the donation process When the Donation Options section appears click the checkbox beside This gift is given in honor of or in memory of someone GiftWorks User Manual Page 120 of 373 Add a Donation DONATION OPTIONS Select an honorarium or memorial from the list below Honorarium Memorial This gift will be matched by a donor From the selection box that appears choose the existing honorarium or memorial toward which the donation is made Click Next to continue through the process and complete adding the donation Add a Donation DONATION OPTIONS Wo The gift is given in honor of or in memory of someone Select an honorarium or memorial from the list below Honorarium Memorial This gift will be matched by aThelma and 4ngelamia Nancy Mossa Add New Honorariunm Mernorial You can also click on the Add New Honorarium Memorial option at the bottom of list GiftWorks User Manual Page 121 of 373 Add a Donation DONATION OPTIONS i The gift is given in honor of or in memory of someone Select an honorarium or memorial from the list below Honorarium Memorial This gift will be matched by aThelma and Angelamia Nancy Mossa Add New Honorarium Memorial Enter a new Honorarium Memorial in the box below Click OK when you are finished Cancel Click Next to continue through the process
229. edge Thank You Letters mailing When you are ready to send the thank you letters go to the main Mailings page and click the Matching Pledge Thank You Letters Donation Mailing at the top right of the main work area GiftWorks User Manual Page 244 of 373 i MAAS Donation Thank You Letters 48 See Honorarium and Memorial Notifications This takes you into the mailing process for the thank you letters You can create or modify the letter template set to be used as the thank you letter for this mailing Please note that only a pledge type letter can be used for the Pledge Thank You Letters mailing On the Finish Mailing step of the mailing process you can choose to record the details of the mailing in each donor s record Each pledge will also automatically be removed from the Matching Pledges Thank You Letters mailing Honorarium and Memorial Notifications Once set up a notification will be added to the Honorarium and Memorial Notifications for each donation received to the honorarium or memorial and for each donor family members for example that you indicated wants to be notified of new donations When you are ready to send notifications go to the main Mailings page and click on Honorarium and Memorial Notifications at the top right of the main work area seals ans T RSS Donation Thank You Letters 48 Soft Credit Thank You Letters 2 Honorarium and Memorial Notifications Next choose an honorarium or me
230. efinition screen donor SmartLists only lets you define up to four locations for which you want to see specific information in your SmartList This will allow you to create lists based on where your donors are located GiftWorks User Manual Page 160 of 373 DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results Show Don t Show aie Periods This SmartList can indude columns and criteria based on4 user defined locations Use the fields below to set the name and location based on a ZIP Postal Code or Latitude Longitude Locations Location 1 Location 2 Location Location 4 Name Distance From Location 1 From f ZIP Postal Code f Latitude Longitude Distance Miles eiresh rtlist Customize 2 Donors Dash Rachel 25 School Drive Lancaster PA 717 656 2512 Doe Household Lancaster PA Saving a SmartList When you have finished creating or editing a SmartList and clicked Next you will see the options for naming and saving your SmartList NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it Name of SmartList Untitled os En fc igp Description of SmartList ay donors in the database Smartlist Category endera Share this list with other users Allow other users to change this list Add this
231. egory All Categories i 1000 newest Offine amp Internet Updates 4 1 49 PM 8 29 2011 Social Setup your own Social Connections for each donor for Facebook Twitter and LinkedIn Choose the View Options you would like to view Recent Activity Donor Change Profile Customize Print Summary Social Profiles Facebook Twitter LinkedIn E G in Click here to Click here to Click here to configure Facebook configure Twitter configure LinkedIn Recent Activity Viewing the 30 most recent Facebook Twitter LinkedIn posts w Show Facebook w Show Twitter w Show LinkedIn 5 posts 10 posts 15 posts 20 posts 25 posts 30 posts Edit Donor GiftWorks User Manual Page 43 of 373 Click on the Edit Donor button at bottom of screen Here you can enter in the donor s Facebook Id LinkedIn URL and Twitter Handle You also have the ability to search for them and then add from there raceboor ld i witir mandie GiftWorks User Manual Page 44 of 373 MANAGING DONORS IN THIS SECTION Adding a Donor Choosing a Donor Profile Confirming Donor Details Entering Donor Mailing Information Entering Donor Address Information Entering Donor Phone Email Information Selecting Donor Group Selecting Donor Mailing List Add Additional Donor Information Verify Donor Editing a Donor Tracking Additional Donor Information Formal and Informal Salutation Formal and Informal Addressee Donor Website Donor Picture
232. elect whether you want to choose report options each time you view this report If you uncheck the box the currently selected SmartList will always be used by default for this report For certain reports you can choose date options on the Date tab You can choose time units to organize the report data by days weeks months quarters years etc and date ranges for the report GiftWorks User Manual Page 276 of 373 From the Columns tab you can choose to add or remove columns displayed on the report You can also choose to show totals for the report whether and how to group the data and if it is grouped whether to show group totals Some specialized reports such as Donors by Giving Level include additional tabs for customizing the report Search GiftWorks help for the report title for specific information about each report Some reports also include customization options in drop down lists at the bottom of the report window such as date range or SmartList Displaying Soft Credits in Reports Soft credit donations will be available on certain reports and be optionally included in total giving for reports Report Choices DONATION SOFT CREDIT RECOGNITION REPORT CHOICES Make the following choices for the report and click OK SmartList Filter All Donations Donation Date All Dates From To Include Only Soft Credits Only Soft Credits Only Donations wy Sofk Credits Sofk Credits and Donations wi Soft Credits
233. elected Add a Donor ADD TO MAILING LISTS To add this donor to one or more mailing lists click on the mailing list names or the checkboxes next to them W Welcome Letters Newsletter W Information Mailer invites eS 4444 heather Add Additional Donor Information On the eighth step of the Add a Donor process you can choose to add additional fields to the add donor process You will set up these fields in Settings Customize Manage Fields for Adding Donors GiftWorks User Manual Page 52 of 373 Add a Donor ADD ADDITIONAL DONOR INFORMATION Enter the following information for this donor Status Active Donor Source Donor Category Birthday Interested in Forewer Family TEST Verify Donor The ninth step of the Add a Donor process gives you an opportunity to verify some of the information you ve entered for the donor you are adding You can click the Back button to go back to any previous step and change the data you ve entered Or you can click Finish to complete adding the new donor to your database There are also links available to Add another donor Add more details to the current donor or Add a donation for the current donor Add a Donor NEXT STEPS Review the information below then select a link or button below to continue Display Name Smith Jane Full Name Ms Jane Smith Profile Info Donor Formal Salutation Ms Smith Informal Salutation Jane Formal Addressee
234. eleting a donor or donation adding or removing a pledge payment receiving a pledge payment adding modifying or deleting a letter template adding modifying or deleting a SmartList and so on It will be possible to search and print the activity for specific users dates and actions One practical application is that users will be able to review the actions of individual users DONORS Donor Change Profile Customize Print Summary DASH RACHEL Member Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Donor History Go to Settings Database Files and Maintenance View and Manage GiftWorks History GiftWorks User Manual Page 42 of 373 O9 S Q 2 Back Home Donors Donations Volunteers Live Events SmartLists Mailings Reports SETTINGS GIFTWORKS HISTORY Click on the columns to sort your GiftWorks history in different ways Click on the filters to modify your list Displaying the 24 newest entries Check All Uncheck All Customize Print Export To File 8 29 2011 1 41 57 PM Sample User 8 15 2011 1 49 42 PM Sample User 7 14 2011 9 47 06 AM Sample User 7 14 2011 9 46 55 AM Sample User 7 12 2011 1 41 04PM Sample User 6 12 2011 1 36 49 PM Sample User 4 10 2011 1 36 23 PM Sample User 4 10 2011 1 35 27 PM Sample User 3 15 2011 1 34 15 PM Sample User 2 23 2011 1 30 59 PM Sample User 1 12 2011 1 18 11 PM Sample User 8 12 2010 1 16 51PM Sample User 6 29 2010 1 1
235. ella 8 21 2011 5 000 00 83 000 00 0 00 8 000 00 5 21 2011 2 000 00 Mauer Olivia 9 14 2011 450 00 450 00 0 00 450 00 9 14 2011 12 50 Barton Grant 26 2011 250 000 00 250 000 00 0 00 250 000 9 26 2011 20 000 00 Arvitolie Benjamin and Pansy 10 14 2011 1 200 00 1 200 00 0 00 1 200 00 10 14 2011 300 00 Arvitolie Benjamin and Pansy 1O 14 2011 1 200 00 90000 0 00 900 00 iidf2o12 300 00 Bell Brian 10 27 2011 262 50 250 00 0 00 250 00 2iz42013 250 00 Arvitolie Benjamin and Pansy 11 7 2011 4500 00 4500 00 0 00 500 00 11 7 2011 125 00 Branson Tess 11 15 2011 500 00 375 00 0 00 375 00 25 2012 125 00 Dall Geran 10RA bari 4 fon on foam mc tn an tenn An 1110n Fiasco nn Campaign SmartList Filter All Pledges i qt Dates Current Week Pawm i Matching Gift Members This report shows a list of donors associated with other donors that match gifts You can run this report on any SmartList Matching Gift Members Source All Donors SmartList Display Name Matching Description Address El Matching Donor Cresta Corporation City Stabe 320 10th Street 1195 Quesada Avenue Will match 5 up bo 1000 Will match 5 up to 1000 Houston Paul Night Casandra 2 El Matching Donor Save Our Families Foundation San Francisco CA San Francisco CA Yan Hooven Jason Must submit Form For matching donations 360 11th Street 1 San Francisco CA K E SmartList Filter All Donors
236. elp to learn more about Reports in GiftWorks VIC PRU Uo CY LS Lo LIV Ie velo GEILE UIE ULE Penge GI Lei Ww Ue donations to indude in the giving level totals 2 RECENTLY LAPSED DONORS View donors who contributed last year but unfortunately not this year AJ LAPSED DONORS view donors who contributed in some year but unfortunately not this year 1 DONORS BY GROUP View your donors by group 2 DONOR ASSIGNMENTS Compare the number of your donors for each assignment 2 DONOR RELATIONSHIPS View your donor relationships gt J DONOR ADDRESSES View your donor addresses 2 DONOR PHONES EMAILS View your donor phones and emails AG DONOR TASKS View your donor tasks Select tasks based on the due date and whether they are active or completed Choose the DONOR TASKS Report Choose the Report Choices that best suit you and click Ok Report Choices DONOR TASKS REPORT CHOICES Make the following choices for the report and click OK SmartList Filter All Donors Due Date All Dates From Ta User Me Status Active and Completed Task W Always show before GiftWorks User Manual Page 149 of 373 SMARTLISTS You can create Donor SmartLists using Tasks criteria The Task criteria options are Task Date Has Open Tasks Has Past Dues Tasks Task Category User Created Date Changed Date Completed Date Create a SmartList ADD LIST CRITERIA Select category Click here to select
237. ems before you continue GiftWorks User Manual Page 219 of 373 GENERATE EMAILS 5 Review the mailing details below Click Generate Mailing when you are done Select Options Select Letter Emails Send Test Email Mailing Summary Your Modified Letter Number of recipients 657 Discount type No discount Sorting Display Name Display Name Addressing Send one mailing per donation Note Some recipients contain missing or invalid mailing information Check the Recipients area for details You can continue but some letters may be incomplete Generate Mailing You can send a test email from this area Click on the Send Test Email Link Enter in the Sent To address Sender Name Sender Address and Subject the click Send Email Test SEND A TEST EMAIL Enter your email address and name below GiftWorks will send a test email to that address for your review Send To testi best corm Example me qiftworksconnect com Sender Name MissionResearch Example Mission Research Sender Address testidbesk com Example info giftworksconnect com What ts this Subject Your Modified Letter Example Mission Research Newsletter You will see a confirmation box saying that the test message was sent Test Message Sent Cai n l Check your email account to view the best message The test message was sent to Click Ok Click on the Generate Mailing button This will prepare your emails to be sent NOTE THIS DOES NOT SEN
238. en select a folder using the Change button Format Microsoft Excel Filename Save to this folder C Documents and Settings Owner My Documents Change View and Manage GiftWorks History Allows you to view and clean up actions of your GiftWorks Users GiftWorks User Manual Page 324 of 373 SETTINGS GIFTWORKS HISTORY Delete Checked History Displaying the 196 newest entries Click on the columns to sort your GiftWorks history in different ways Click on the filters to modify your list Check All Uncheck All Customize Print Export To File DateTime ser Source Category Actin Description fai O 9 19 2011 4 15 22 PM Sample User Manual SmartLists Add SmartList Added SmartList Untitled 0O 9 20 2011 9 35 28 4M Sample User Manual SmartLists Add SmartList Added SmartList Untitled O 9 20 2011 9 39 12 4M Sample User Manual SmartLists Edit SmartList Edited SmartList Untitled O 9 20 2011 12 51 00 PM Sample User Manual SmartLists Add SmartList Added SmartList Untitled O 9 21 2011 8 53 14 4M Sample User Manual Settings Run Backup Created Giftworks backup at C Documents and Setting O 9 26 2011 1 10 29 PM Sample User Manual Donations Add Pledge Added pledge of 10 payments for 250 000 00 given on O 9 26 2011 1 17 52 PM Sample User Manual SmartLists Add SmartList Added SmartList BEtty O 9 26 2011 3 47 09 PM Sample User Manual Donors 4dd Donor Added donor Dean Jimmy O 9 26 2011 3 48 17 PM Sample User Manual SmartLists Add Smart
239. enter or import an informal version providing flexibility in the future should your needs change Salutations e If you use informal salutations will you always want the full name or will you want nicknames where applicable William or Bill Addresses Do you use postal abbreviations or prefer to write out entire words in your addresses Will you use formal informal or both Be consistent e Edit your data for consistency in a spreadsheet prior to import e Make your standard known to all data entry staff or volunteers GiftWorks User Manual Page 7 of 373 Gifts and Pledges Review the donation entry screen in GiftWorks What are the mandatory fields to fill for gifts received by your organization DID YOU KNOW The items in the Donation Information section are an effective way to keep track of restrictions regarding the donation plus other valuable information ADD A DONATION To Finish adding this donation enter the following information and then click Save Donor Smith John DONATION PAYMENT Donation Amount 500 00 Payment Type Check 500 00 Fund Name Amount General Fund 500 00 Receipted Amount DONATION INFORMATION When was this donation given To which campaign should this donation be attributed From which appeal did this donation result 2 15 2008 gt Annual Campaign 2007 None Who was responsible for soliciting this donation To what is this don
240. er PA 17603 Print Envelope This option allows you to quickly create and print an envelope for this donor MAILINGS ENVELOPES Review your envelopes and make any desired adjustments using the tools below ele Aa oee C A ule Ms Rachel Dash 25 School Drive Lancaster PA 17603 Send Message This option allows you to quickly send a message to this donor via Facebook and Twitter Click on the message type you wish to send and you will be walked through the rest of the steps GiftWorks User Manual Page 70 of 373 DONORS Donor ore ie DASH RACHEL eee Unknown of test Add a Task Member subset fall 2011 Add a Note Add a File Summary Contact Info Add a Donation Main Contact Info Add a Pledge Add a Relationship ano Peg Email rachel h fa Assigned To Steven Bz Add to a Mailing List Source Informati Send Mail Volunteer Status Not A Vol Print Label About Dash Rachel Print Envelope Donor Category Individual Send Message Write on Facebook Wall Send a Tweet Run a Report Send a Twitter Direct Message OTHER TASKS This area allows you to quickly run Reports Delete a donor or Add a Donor Run a Report Delete this Donor Add a Donor Run a Report Use the option to run a report for this donor Run a Report SELECT A REPORT TO RUN Choose a report from the list and click the Next button to see the report Reports Donor Summary Donor Tasks Donor Motes Pledges 4nd Gifts by Campaign Rece
241. er Name Small Dog Rescue Sender Address Run SmartUpdate for List GiftWorks gives you the ability to change a select number of items for each of the donors donations or pledges in a SmartList You can choose which changes to make to which SmartList The changes you make will be applied to each of the donors donations or pledges in the SmartList GiftWorks User Manual Page 174 of 373 SETTINGS RUN SMARTUPDATE SmartUpdate Overview Select the type of update you want to apply to the Adopted Dogs SmartList from the menu below Back up your GiftWorks Database A SmartList Update will change information in your GiftWorks database Once updated these changes cannot be undone For your protection you should back u Choose an Update Description Add SmartList members to groups Select an option to the left to see a description Remove SmartList members from groups Add SmartList members to mailing lists Remove SmartList members from mailing lists Change status of SmartList members Run Report for List You can run a Report based on the specific SmartList you are viewing Kun a Report SELECT A REPORT TO RUN Choose a report from the list and click the Next button to see the report Reports Donor List Donor Summary Pledges And Gifts by Campaign Received Pladges 4nd Gifts Donation History Top Donations Donation History by Donor Profile Donation History by Donor Category Donation History hy Camnaion Mapp
242. er Users SmartLists THIS FEATURE IS ONLY AVAILABLE IN GIFTWORKS PREMIUM SMARTLISTS VIEW AND MANAGE SMARTLISTS Create a New SmartList Below are the SmartLists that you are able to Manage SmartList Categories Click on the SmartList name to view the conte Manage Other Users E Administration Board Members 10 GiftWorks User Manual Page 170 of 373 Create a New SmartList You can Create a New SmartList from this area See the Creating a SmartList section above Manage SmartList Categories You can add edit and delete SmartList Categories You can also Manage SmartList Categories from Settings Additional Settings amp Tools SETTINGS MANAGE SMARTLIST CATEGORIES Select any of the following to manage your user SmartList Categories Field value Display Administration Visible Adoption Rescue Visible Fundraising Visible Volunteers visible Manage Other Users SmartLists If you have GiftWorks Premium you will also have this feature However it will only be there if you are an Administrator using the Standard Security level or if your User Role for the Advanced Security has access to Manage other users SmartLists SMARTLISTS MANAGE OTHER USERS SMARTLISTS Below are other users SmartLists organized by category Click the Options link to perform an action for a SmartList such as transferring ownership to yourself E Administration EO Adoption Rescue EO Fundraising E Volunteers Standard J
243. eria click on the specific criteria in the box below ppend more criteria to the set shown below Show donations whose donation amount is greater than 0 00 Done Cancel Clicking the criteria detail lets you modify that criteria Clicking the red X removes that criteria Clicking Append takes you to the Add List Criteria window and allows you to add additional criteria to this set further limiting the results GiftWorks User Manual Page 158 of 373 Click Done to return to the SmartList definition window Removing Criteria To remove a criteria set from a SmartList click the Remove link to the right of the set The set will be removed and the results area updated accordingly Using Show Don t Show Options At the top of the SmartList definition screen there are always two tabs Show and Don t Show For Donor SmartLists only there is a third tab Options O 09o Spe EGMJ Back Forward Home Donors Donations volunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS DEFINE YOUR DONOR SMARTLIST After you create a new SmartList GiftWorks will Here is your SmartList so far Add and remove criteria to refine your list results continue to maintain that SmartList as you add new i Don t Show Options donors and donations that match the criteria you set Add Criteria Set Set 1 Show donors whose creation date is All Dates Refine Remove CD Turn Balloon Help Off a Turn Auto Refr
244. ership Campaign lt Capital Campaign Pledged Donations 2011 Annual Campaign Received and Pledged Donations 2008 Annual Campaign 2009 Annual Campaign Small Medium Large Hide You can also choose what Campaign s you want to include Click on the dropdown arrow next to the Campaign field Check the boxes next to the Campaigns you want to include Note if you want to show ALL Campaigns you will leave this field blank WELCOME SAMPLE USER ESSENTIALS WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks ACTUAL INCOME BY CAMPAIGN v Campaigns 2011 Annual Campaign 20124 J None specified 2012 Annual Campaign C 2008 Annual Campaign C 2009 Annual Campaign J 2010 Annual Campaign 2011 Annual Campaign 2012 Annual Campaign J Capital Campaign General Care Campaign J Legislative Action Ongoing C Membership Campaign Legislative Action Ongoing General Care Campaign 2010 Annual Campaign Membership Campaign Capital Campaign 2011 Annual Campaign 2008 Annual Campaign 2009 Annual Campaign Campaign Analysis You can add Campaign Analysis to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Budgeted Expenses Actual Expenses Income Goal and or Actual Income You can choose to show Received Donations Pledged Donations or Received and Pledged Donations You can also
245. es Tasks amp Files History Social Donations Tab Donation History Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or Include both donations and soft credits GiftWorks User Manual Page 85 of 373 DONORS Donor DASH RACHEL Unknown of test Member subset fall 2011 Change Profile Customize Print Summary Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Donation History Donations and Soft Credits boft Credit Options 11 1 2008 14 Include donations only 3 000 00 543 93 Include soft credit recognitions only 7 685 00 625 00 Include both donations and soft credits Donations Tab Donation List Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or Include both donations and soft credits DONORS Donor Change Profile DASH RACHEL Unknown of test Member subset fall 2011 Customize Print Summary Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Donation History Donations and Soft Credits 11 1 2008 14 3 000 00 548 93 7 685 00 625 00 Latest Donations List Donations and Soft Credits Soft Credit Options sve cxpecteg nNeceivec Diaan Date Cunerted a FENTE Show donations only Show soft credit recognitions only Gift 12 1 2012 550 00 Show both donations and soft credits
246. es listed or Hide the feature WELCOME SAMPLE USER ESSENTIALS WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks NEXT WEEK S EXPECTED PAYMENTS le Next Week s Expected Payments Today P 2 000 00 Richards Stella 2010 Annual Campaian This Month s Expected Payments Next 30 Day s Expected Payments Next 20 Expected Payments Past Due Payments Hide Campaigns You can add Campaigns to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Budgeted Expenses Actual Expenses Income Goal and or Actual Income You can choose to show Received Donations Pledged Donations or Received and Pledged Donations You can also set the size of the pie chart to Small Medium or Large You can also choose to Hide the feature GiftWorks User Manual Page 20 of 373 WELCOME SAMPLE USER ESSENTIALS nag FREE GIFTWORKS RESOURCES YOU NEED TO KNOW ABOUT Make sure you are taking advantage of the resources available to help you get the most out of GiftWorks Read here for the scoop http support giftworksconnect com entries 21306367 free giftworks resources ACTUAL INCOME BY CAMPAIGN i Budgeted Expenses Campaigns Actual Expenses 2012 Annual Campaign Income Goal Legislative Action Ongoing General Care Campaign Actual Income Received Donations 2010 Annual Campaign Memb
247. es Fund 7i2jz01 75 00 Behanna Paul FY 2012 Gen Fun Fi4i2012 1 250 00 Carswell Foundation Capital Campaign Facilities Fund Flef2012 100 00 Newtson Bob 2011 Annual Ca Operating Fund Fiifedi2 1 000 00 Doe John Membership Cam Facilities Fund ideo 300 00 Arvitolie Benjamin and Pansy 2011 4nnualCa Operating Fund FAm a00 00 Arvitolie Reniamin and Panew F011 Jnniual Oa Onerating Find Latest Pledges The last 20 pledges added to your database Upcoming Payments The next 20 scheduled payments you are expecting to receive Overdue Payments The list of expected pledge payments that are overdue You can open an individual pledge from any of these views by double clicking the pledge in your view Viewing a Donor s Donation Summary You can view a summary of the pledges pledge payments and gifts by a donor when you view the donor When viewing a donor click the Donations tab at the top of the main work area DONORS Donor Change Profile Customize Print Summary DASH RACHEL Unknown of test Member subset fall 2011 Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Donations Tab Donation History Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or include both donations and soft credits GiftWorks User Manual Page 106 of 373 DONORS Donor DASH RACHEL Unknown of test Member subset fall 2011 Summa
248. es have not been updated today Update Now You have 174 donors affiliates with a mailing address that have not been validated Validate Donor Addresses Page 25 of 373 Side Column Features Donor Statistics You can add Donor Statistics to the Side Column of your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Total Donors Total Donation Current Year Donations Current Fiscal Year Donations Current Month Donations New Donors and Recent Donations You can also choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS i2 3 DONORSTATISTICS sv QUICKBOOKS 2012 Total Donors Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors t Total Donations QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support qiftworksconnect com QuickBooks Current Fiscal Year Donations Current Year Donations Current Month Donations y New Donors Recent Donations Hide Reminders You can add Reminders to the Side Column of your Home Page Here you will see various reminders based on your version of GiftWorks and when you have last Backed up Compacted Updated Seasonal Addresses Premium only Validated Address etc You can only choose to Hide the feature WELCOME SAMPLE USER
249. es of Mew Do Saved Report Currently utilized sources of donors O Current Year Donors by C Saved Report YTD donor activity g test report Saved Report O sais Saved Report T test orps Saved Report a PRINTING AND EXPORTING REPORTS You can print any style of report by clicking Print in the Related Actions menu on the left Change Report Style i Customize Report Print Print Preview Export Report j save Report Design Donor Reports Donation Reports Volunteer Reports Events Reports When you print or preview a report you have the options of changing the heading subheading and print orientation You can also choose fit to page and repeat header options GiftWorks User Manual Page 282 of 373 Print Options SET OPTIONS FOR THE REPORT Heading op Donors Sub Heading Source All Donors SmartLlist Dates All Dates Include Top 10 Donors Givinc Print Orientation Portrait Fit to Page Th Repeat Headers E You can also export reports to another file format First view your report in list style by clicking Change Report Style in Related Actions The Export Report option will then be available in the Related Actions menu You can export in XML csv or Microsoft Excel format and choose the location for your list to be saved When you click on Export Report you will have the option to Save to File or Send as Email Save to File Send as Email Save to File Choose the format and filename Clic
250. es rescuesmalldogs org If the email was sent you will see the following Configure Email test test com rescues rescuesmalldogs org Click Finish If you choose to Send email using your own email server settings you will be able to set up your own email server settings GiftWorks User Manual Page 212 of 373 Configure Email You may need to contact your IT person to get the specific server information needed to set this up Configure Email Click Next Enter in the email address to send the test email to and click on the Send Test Email button Configure Email rescues rescuesmalidogs org If the email was sent you will see the following GiftWorks User Manual Page 213 of 373 Configure Email SEND SMTP TEST Enter an email address to send a test email Also provide the From email address and click the Send Test Email button To Email test test com From Email rescues rescuesmalidogs org Send Test Email The message was sent successfully Check the recipient email address to ensure that the test email was received If the email is not received verify the settings on the previous page and try again Click Finish For more information on configuring email set up in GiftWorks click Here SENDING EMAILS After you configure your email options you will be able to start the email process As mentioned above in the Understanding the Mailing Process section there are several ways to start
251. esh On Refresh SmartList Customize Results Display Name Address City State Phone 210 Donors ABC Company 54 Reed Road Lancaster PA 987 654 2034 Acme Super Dog Apparel 989 Acme Way Lancaster PA 717 859 0872 Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 4rkin Gary 888 Liberty Street Lancaster PA 717 859 9998 Armstrong David 726 Sunshine Road Lancaster PA 254 926 5430 Armstrong Vera 726 Sunshine Road Lancaster PA 717 757 3561 Arnold Rich 32 Roberson Rail Avenue Lancaster PA 717 656 3552 Online A Internet Updates The first two modify the criteria you add to your SmartList If you add criteria sets to the Don t Show tab items meeting those criteria will be filtered from the Show criteria You can only see either Show or Don t Show criteria at one time Click on the tabs to move back and forth between them Using the Options Tab The Options tab in the SmartList definition screen donor SmartLists only lets you define up to four time periods for which you want to see specific information in your SmartList For each time period you can see total giving average gift largest donation and number of donations You can also use total donations for the custom time periods as criteria for your SmartList GiftWorks User Manual Page 159 of 373 DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results
252. etails Relationships Donations Notes Tasks amp Files History Social GiftWorks User Manual Page 30 of 373 DONOR OVERVIEW Donors are the lifeblood of your organization GiftWorks helps you develop stronger relationships with your donors by giving you the tools to track donors their donations and all of your organization s interactions with them Everyone you enter into GiftWorks individuals households organizations or others are called a donor whether they ve donated to your organization yet or not Donors can also be designated as an affiliate Donors Most of the individuals couples families households and organizations in your database will be entered as donors In most cases you can enter all information about a household or organization into one donor You can also add a household or organization profile to a donor providing visual cues that they are a household or organization as well as some profile specific features like household or work relationship tracking The type of profile can also be used to choose the information you use for SmartLists mailings and some reports Affiliate Donors People or organizations you want to have information about in your database but who you don t typically want to solicit and from whom you do not expect to receive donations can be marked as affiliate donors Affiliate donors contain the same information as regular donors but by default they are omitted from SmartLists
253. etails in the with your favorite pet Warm regards Your friends atthe Small Dog Rescue To show a letter that was previously hidden click ri H rT Honorarium Memorial Notification Lapsed Donor Letter Letterhead link Member Renewal Thank You Letter New Member Thank You Letter Small Dog Fun Run Save the Date Letter Volunteer Screening Letter Donations Pledges Delete this letter Show this letter Rename this letter Rename this Letter If you need to rename a letter click here and then type in a new letter name VIEW MAILING HISTORY Each time you send a mailing in GiftWorks you have the option of recording the mailing to the GiftWorks User Manual Page 205 of 373 recipients records Doing so allows you to track the communications sent to each donor You can enter a name for the mailing like Board Solicitation March 2012 a description and the date and time that the mailing was sent For each recipient that mailing will appear on the Notes Tasks amp Files tab You can also view and modify the history of all mailings sent through GiftWorks by going to the main Mailings page and clicking View Mailing History in the Related Actions menu HAILING HISTORY Double click on a mailing below to make changes to ik Date Created v Mailing Name Number of Donors Created By Today 3 30pm Donation Thank You Letters a Craig Lauer Today 3 30pm Donation Thank You Letters 3 Craig Lauer
254. existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiffVorks Fields Field Value Blank Visible 2008 Annual Campaign Hidden 2009 Annual Campaign Hidden 2010 Annual Campaign Visible 2011 Annual Campaign Visible 2012 Annual Campaign Visible Capital Campaign Visible Wieik Le Cenc Ces iT aren side The Campaign field is included in each gift and pledge record Tracking donations by campaign allows you to monitor the progress of the campaign and to compare the effectiveness of recurring campaigns such as successive annual campaigns Contact Types GiftWorks User Manual Page 292 of 373 Contact Type is a field that appears in the Employment Details section of each donor record It can be used to record the type of contact the donor is for their employer for instance if they are the billing contact MANAGE CONTACT TYPES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display 4 Blank
255. ext to the Honorarium Memorial Name field and the Honorarium Memorial Title field to see more information on these fields Honorarium Memorial Name more Honorarium Memorial Tithe more You can enter a brief description in the description box Description At the bottom of the window you can add donors to the notification list Each time a donation is accredited to the honorarium or memorial these donors will be queued for notification Donors To Notify es i 40d Donor Click Add Donor and using the search field provided find or select a donor from your GiftWorks database or add a new donor You can enter in as many donors to notify as needed GiftWorks User Manual Page 116 of 373 Add an Honorarium Memorial ae ee a i 5 i E J 1 l ATi a You can also remove donors if any from the notification list by clicking the red X beside their names Click the checkbox beside Visible in the Add an Honorarium Memorial window to indicate that you want to be able to choose the honorarium or memorial when you add new donations When you are finished click Save Add an Honorarium Memorial Name Jane Smith In memory of Jane Smith M GiftWorks User Manual Page 117 of 373 EDITING HONORARIA AND MEMORIALS When editing an honoraria or memorial you can change its name title and description add or remove donors for notification and hide or show the record when new donations are being added To edit a
256. f the number of donors in GiftWorks at a given point in time You can further narrow your results using the date range selection field You can also choose a SmartList for this report using the Report Choices screen Customize options or at the bottom of the screen within the report Donor Growth Source All Donors SmartList Dates 9 6 2007 through 3 6 2008 Sep 2007 Oct 2007 Nov 2007 Dec 2007 Jan 2008 Feb 2008 ttar 2008 Date Range Last 6 Months SmartList Filter All Donors This report is particularly powerful when viewed as a line or bar graph Donors by Profile This report allows you a breakdown of donors in your database by Profile Household Organization and or No Profile GiftWorks User Manual Page 253 of 373 Donors by Profile Source All Donors SmartList Profile All Display Name Address El Donors by Profile E Profile Household Profile Jones Tom amp Marla Lynn Marcus amp Bridgett Peters Jackson amp Lynn Tubbs Maurice amp Janice 4 E Profile No Profile Aliota Mark 585 Bryant Street Arm Mark 1471 Bancroft Ave Barber Harry 1000 Yan Ness Ave Berardi Sheila 1675 Howard Street Berardi Jon 1675 Howard Street Bishop Steven 1313 Quint Street Brookes Pete P o Box 31469 Buanimo Ken 3010 East 9th St Cane Lenny 2401 Bush Street Canton Oliver 135 13th Street 45 3rd Street 5231 5 6th Street Road 9051 384th Ave SE 123 3252 19th Street City State San Francisco CA Springfie
257. fields will both have the same information in them in Settings You also cannot set up the Donor to Notify either You will want to go to Settings Additional Settings amp Tools Manage Honoraria and Memorials and edit these fields When you are done making modifications to the pledge click Save at the bottom of the main work area to commit your changes ACKNOWLEDGING AND RECEIPTING HONORARIUM AND MEMORIALS DONATIONS Donations and pledges given in honor or in memory of someone are each acknowledged and receipted in the same way as other donations See the Managing Donations and Managing Pledges sections for more details GiftWorks provides a built in letter template for honorarium and memorial mailings The Honorarium Memorial Thank You Letter can be found in the Donations section of the Letter Library This template can be used to acknowledge a donor for their donation that was made in honorarium or memorial of someone SENDING HONORARIUM AND MEMORIAL NOTIFICATIONS GiftWorks provides a built in letter template for honorarium and memorial notifications mailings The Honorarium Memorial Notification letter can be found in the Donors section of the Letter Library This template can be used to inform donors associated with the honorarium or memorial of all donations made towards it GiftWorks User Manual Page 124 of 373 Identify these donors when you set up the Honorarium Memorial under the Donors to Notify list Refer to the Edit Hon
258. figure Facebook Twitter and LinkedIn Home Page Tasks Refresh Customize Main Column Side Column GiftWorks User Manual Page 11 of 373 HOME PAGE OVERVIEW The GiftWorks Home Page is a great place to access many areas of GiftWorks as well as give you important information Each GiftWorks user can customize their Home Page to best suit their needs This means that one user may not see the same thing as another user will see on this page Sample Database Sample User GiftWorks THIS IS A SAMPLE DATABASE O9 S a 2 Back Forward Donors Donations Yolunteers Events SmartLists Mailings Reports Settings WELCOME SAMPLE USER RELATED ACTIONS ESSENTIALS WELCOME TO GIFTWORKS 2013 Add a Donation Congratulations you are using the newest version of GiftWorks View Donor Dashboard View All SmartLists View Task Calendar Change My Settings HOME PAGE TASKS Refresh Customize ESSENTIALS The Essentials area displays messages with information about resources upcoming events special offers notifications and more Sample Database Sample User GiftWorks THIS IS A SAMPLE DATABASE lt S 2 Back Forward Donors Donations Yolunteers Events SmartLists Mailings Reports Settings WELCOME SAMPLE USER RELATED ACTIONS ESSENTIALS E Add a Donor Add a Donation View Donor Dashboard View All SmartLists View Task Calendar Change My Settings gt HOME PAGE TASKS Refresh FREE GIFTWORKS RESOURCES YOU N
259. fund you want to assign a portion of the fund to Assign an amount to 50each of those funds by clicking the box in the Amount column next to the fund and entering the desired amount Summary information is included at the bottom of the window showing the GiftWorks User Manual Page 78 of 373 unassigned donation amount and ensuring that you allocate the correct total amount See the Manage Accounts and Funds area in the Settings section for more details Gift Amount Here you enter the donation amount You can use a different amount for your donation receipt by clicking the checkbox below the amount If you use a different amount for the donation receipt you must indicate that amount on the next page Payment Type Select the payment method for the donation Payment types include money in kind contributions and securities If you select a payment method other than cash a Payment Detail page with additional fields will appear For example for donations made in the form of equipment you can enter a description of the equipment the manufacturer the model serial number and condition of the equipment To customize the Payment Types go to Settings Customize Change GiftWorks Fields Indicating Donation Options You can indicate if the gift is given in honor of or in memory of someone and if the gift will be matched by a donor You can add memorials and honoraria in Settings or choose the Add new honorarium memorial option from the
260. ge the section layout or print the letter from the Related Actions area on the left GiftWorks User Manual Page 197 of 373 Change Letter Name Change Page Layout Change Section Layout Print Letter Change Letter Name Click here to change the name of your letter Letter Info CHANGE LETTER INFO Enter the name for this letter in the space provided below Letter Name Right 125 Bottom 1 00 Header distance from the Page Top 50 Footer distance from the Page Bottom 50 All Sections coca Change Section Layout Click here to create columns change the orientation text flow paper size and paper source Section Parameters Column Orientation Number of Columns il O Paonia Space Between the Columns inches 50 C Landscape Text Flow V Start Section on New Page Default Restart Page Number at C Right to Left C Left to Right Paper Size aga Width finches Oficio hates US Folio Height inches Paper Source First Page Bin Other Page Bin Auto Select Auto Select MP Feeder MPF MP Feeder MPF Tray 1 Tray 1 cancel Print Letter Click here to print the letter as you see it on the screen GiftWorks User Manual Page 198 of 373 Toolbar and Ruler On the letter editor screen you can show or hide the toolbar and ruler by clicking the links in the top right corner of the main work area Letter size 1 kb Toolbar Ruler ee S Jo By ir i T oa q 104 x
261. gift s to the My Organization Name Your support is deeply Soft Credit Thank You Letter appreciated Thank you for your donation s in the amount of Donation Donation Total Below is a summary of your donation s Customized Donation Table right click to edit Thanks to your generosity we will meet our mission to My Organization Mission Statement Thank you again for your support of the My Organization Name Warmest regards Why don t I see my letter If you want to edit the letter template before you send out the mailing click the Edit Letter button at the bottom left of the main work area This will take you to the same screen you would see if you were editing a letter within the Letter Library Refer to that section above for more details RELATED ACTIONS EDIT LETTER DONATION LETTER Si ia Write and edit your letter below To insert a GiftWorks field place your cursor in the letter then dick on Insert Field and select the field you d like Click the Change Section Layout Toolbar link on the right to show the toolbar fee eter si 20 aba ue Print Letter TET SHa n nre eA Thua eagaso ale DID YOU KNOW arial 2 z B z u E amp 8a i AA q 1 Eeee iea eaa a a wa a Gaa a a a e 5 Donor General Today s Date Short Format General Addressee Formal General Address Block Dear General Salutation Formal Thank you for your recent gift s to the My Organization Name You
262. hay 2007 Jul 2007 Sep 2007 Now 2007 Jan 2008 ttar 2008 Donor Category Include Received Donations Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donation History by Campaign This report shows a breakdown of how donations generated by an individual campaign or several different campaigns have changed over time You can indicate a specific campaign for your report by choosing from the campaign selection If you choose the blank option in the campaign dropdown the report will show data for all campaigns You can further narrow your results by choosing a SmartList using the date range selection field and by indicating the types of donations to include This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by campaign for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each campaign GiftWorks User Manual Page 265 of 373 Donation History by Campaign Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Campaign All Include Received Donations 12000 CO None specified E General Campaign SS Capital Campaign HSS Annual Campaign E New Program Campaign SS
263. he Adding a Task section You will choose the Add a Donor Task option instead of the Add a Task option Add a Task ug SELECT TYPE OF TASK Tasks can be associated with a selected donor These tasks will be displayed when viewing the donor If this task is not related to a particular donor choose Add a Task If this task is related to a particular donor choose Add a Donor Task t Add a Task w Add a Donor Task Click Next to search for the donor to add the Donor Task to You may also add a new donor as well GiftWorks User Manual Page 132 of 373 Add a Task FIND A DONOR Enter part or all of the donor name you would like to find Search text ho 5 taira mnr t EYN AAL wo ee Include names that sound the You may also Add a New Donor Pe Choose the donor from the list and click Next Add a Task SELECT FROM THE MATCHING RESULTS Searching Name for rachel returned 1 result Dash Rachel Ms Rachel Dash 25 School Drive Lancaster P4 17603 Can t find what you want Add anew donor or Search again Donor Profile View the donor that you want to add the Donor Task for Click on the Add a Task option in the Related Actions area DONORS Donor Te aa DASH RACHEL a Unknown of test Add a Tak Member subset fall 2011 GiftWorks User Manual Page 133 of 373 You will see the same dialog box whether you started the process from the Home Page Task Calendar Dono
264. he body of the email f Letter is attached to the email as a PDF C Letter is attached to the email as a PDF and in the body of the email Email body text Letter is attached to the email as a PDF and in the body of the email if you choose this option the letter will be attached to the email as a PDF file as well as be in the body of the email s you send f Letter is induded in the body of the email Letter is attached to the email as a PDF f Letter is attached to the email as a PDF and in the body of the email Recipients Some mailing types give you recipients options on the options step of the mailing process Choose whether to send one mailing per donation pledge or to send one mailing per donor Recipients Send one mailing per donor Attachment If you are sending an email you can choose to attach files to the outgoing emails Click the Browse button to locate the file Attachment File Path Add 4tbkachment File GiftWorks User Manual Page 215 of 373 Click Next to continue Choose Recipients This step lets you choose whether to send to all donors in the list for your mailing There are buttons at the bottom right of the main work area that let you choose how to narrow the list CONFIRM RECIPIENTS Uncheck the recipients you would like to exclude from this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing e o i Recipients C
265. he contents of the SmartList not the SmartList itself Also note that when you delete donors from a SmartList you delete anything associated with these donors induding notes donations addresses phone numbers etc You will not delete other associated donors however Back Up Database DELETE SMARTLIST CONTENTS To delete the contents of a SmartList select the SmartList and dick the Delete button Select SmartList Delete the List Content Display Name You are about to permanently delete 9 record s Acme Super Dog Apparel ae 7 You have indicated that you want to delete the contents of this smartlist Are you REALLY sure that you want to continue Ajax Corporation If you choose to continue you will not be able to restore the deleted data Brown Winnie Fairborne Storm Good Michael Mauer David 9189 State Street Lancaster PA 717 859 9572 Mauer Emma 9819 State Street Lancaster PA 717 859 8799 Mauer Emma 18 North West End Avenue Lancaster PA Mauer Olivia 807 Chipom Circle Lancaster PA 717 859 9878 Click Yes to continue or No to Cancel Configure Your GiftWorks File Storage You can attach documents to donors to keep that important information easily accessible This could be used to save additional pictures documents contracts information sheets etc fora donor The attachments will show in the Notes Tasks Files tab The Administrator has to turn this feature on and can set file limits per donor GiftWo
266. he donor A donor s Seasonal Addresses active time periods cannot overlap The Primary Address will be used as the current mailing address unless a Seasonal Address is active The current mailing address is indicated in the Addresses field when a donor has multiple addresses Sectional Center Facility SCF The GiftWorks Mailing Center can assist you in preparing USPS discounted mailings with lower postage rates for qualified mailings To qualify for the lowest postage rates USPS discounted mailings must be sent from a Sectional Center Facility SCF A SCF is a postal facility that serves as the processing and distribution center for post offices ina designated geographic area as defined by the first three digits of the ZIP Codes of those offices Some SCFs serve more than one 3 digit ZIP Code range Check with your local post office to verify that it is an SCF Security GiftWorks lets you protect the Settings section with a password limiting access to most administrative settings and functions Click the Settings icon at the top of GiftWorks click Security then click Set or Change Administrative Password PREMIUM You can protect your database in Basic Standard or Advanced Security Each setting offers different levels of control over user access SmartList To create a SmartList you designate a set of criteria in the SmartList builder Any donors or donations that meet those criteria automatically appear in the SmartList whenever y
267. he names are consistently entered e If haven t been tracking the information but would like to begin doing so you can add it to your data prior to import or manually add it while entering records Will you be conducting a capital campaign e You may use different board or committee members to solicit a capital gift than the solicitor assigned for annual fund cultivation Consider using a donor custom field to track capital campaign solicitors separately from annual fund solicitors Capital Campaign Do you need to track the progress of soliciting major donors during a capital campaign e Consider using Donor Custom Fields to track general information solicitors 1 amp 2 target amount status etc for inclusion in donor based reports for your meetings e Existing data can be imported or manually entered into the custom fields Again be sure that data being imported is consistently entered If there are variations in your existing data each unique value will be added to GiftWorks Membership Do you have basic membership one to three levels based on the amount of the gift for example e GiftWorks provides two date fields member since renewal date to track when a donor first becomes a member and when their membership is next up for renewal Consider using Donor or Donation Custom Fields to track the current level of membership Event Management Such as a Golf Tournament Do you have a golf tournament or other similar event
268. hen a user is entering data You can have up to two fields of this type for donor and donation records Numbers Allows users to store numeric values which can be sorted in Reports and SmartLists based on numeric values not text Currency Allows users to store currency values which can be sorted in Reports and SmartLists based on currency values not text Other Textbox A simple box where a user can enter any textual or numeric data Textbox dropdown a combination of textbox and list dropdown You can enter a list of values that the user can choose from but the user can also enter any textual or numeric data GiftWorks User Manual Page 302 of 373 Checkbox A box that the user can click to check or uncheck PREMIUM You can add up to 75 custom fields each to donor and donation records choosing from up to five types of custom fields List Dropdown A fixed but customizable list of values that a user can select from a dropdown menu You can have up to 20 fields of this type for donor and donation records Dates A date field that includes a popup calendar for choosing a date when a user is entering data You can have up to 10 fields of this type for donor and donation records Numbers Allows users to store numeric values which can be sorted in Reports and SmartLists based on numeric values not text Currency Allows users to store currency values which can be sorted in Reports and SmartLists based on currency values not text
269. her areas of GiftWorks GENERAL DETAILS on Name Small Dog Rescue SDR Federal EIN 1197889 Website waw rescuesmalldogs org on Statement save small dogs because everyone deserves love CONTACT INFORMATION 989 Main Street Lancaster State Province PA ZIP Postal Code 17603 United States Phone Number 717 555 1212 Email Address rescues rescuesmalldogs org e enter F E ailing Fee Expiration Date None Mailer Identifier e Identifier 0 If nothing specified efaul 0 The information that can be stored about your organization is e Organization Name e Acronym initials e Federal EIN e Website Address e Mission Statement e Fiscal Year Starting Month Day e Allow Zero Dollar Donations e Address e City e State Province e ZIP Postal Code e Country e Phone Number e Email Address MAILER INFORMATION is only available in GiftWorks PREMIUM GiftWorks Premium can also store GiftWorks User Manual Page 339 of 373 Post Office City Post Office State Post Office ZIP Postal Code Sectional Center Facility Mailing Fee Expiration Date Mailer Identifier Service Type Identifier O O O O O O Manage Honoraria and Memorials GiftWorks lets you track donations given in honor of or in memory of someone or something You can enter information about those honoraria or memorials in this subsection of Settings See the Managing Honoraria and Memorials section of this manual for more details
270. hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Visible Hide Home Phone Visible en Mobile Phone Visible Up Business Phone visible Down Business 2 Phone Visible Fax Visible Pager Visible Assistant Phone Visible Prefixes GiftWorks includes Mr Mrs Ms and Dr by default for donor prefixes You can customize this list by adding additional prefixes You can also change the order of the list so that the most commonly used values appear at the top GiftWorks User Manual Page 298 of 373 MANAGE PREFIXES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display sort Blank Visible Hid Mr Visible Mrs Visible Ms Visible Down Dr Visible Rev Visible Mr Mrs Visible Receipt Groups Create Receipt Groups to segment donations for specific receipt mailings This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of don
271. ick Next to continue This is the last step of the synchronization process Review the summary information then click on the Connect GiftWorks and Constant Contact button GiftWorks User Manual Page 353 of 373 CONFIGURE GIFTWORKS TO WORK WITH CONSTANT CONTACT Introduction Contact Lists Options Finish To complete the integration setup between GiftWorks and Constant Contact verify the information below and dick the Connect GiftWorks and Constant Constant Contact Contact button below Constant Contact Summary ne S There are 553 contacts in the General Interest List list Contacts added to this list will be added to GiftWorks There are 4 contacts in the Golf Events list Contacts added to this list will be added to GiftWorks There are 4 contacts in the Birthday Wishes list Contacts added to this list will be added to GiftWorks There is 0 contact in the Test list Contacts in this list will only be synchronized to a matching donor in GiftWorks General Interest List is your default list j i GiftWorks Donor Summary There are 194 donors in GiftWorks that have a primary email address Options Summary All contact information will be kept in sync with Constant Contact If a contact has unsubscribed from all Constant Contact lists they will be marked as Do Not Email in GiftWorks All donors not already in Constant Contact will be added to Constant Contact in your default list For the f
272. icking the links in the top right corner of the main work area The toolbar contains buttons for formatting your envelopes including font style color and size alignment and bullet or outline formats Change the formatting of any part of your envelope document using the toolbar The ruler shows you the measurements of where your envelopes fall on the printed page When you are done making changes to your envelopes click the Print or Save buttons at the bottom of the main work area The Print button brings up the print options window The Save button lets you choose a filename and location to save the envelopes document in rich text format rtf which you can then open in Microsoft Word When you have finished printing or saving your envelopes click the Done button to exit the Mailing Envelopes screen GiftWorks will warn you if you have not recorded the envelopes Recording Envelopes You can record the printing of envelopes as a mailing in each recipient s record by clicking Record These Envelopes in the Other Actions menu Record These Envelopes You might want to record envelopes for example if you are printing them out to send a mailing generated outside of GiftWorks This gives you a record that the mailing was sent out GiftWorks User Manual Page 237 of 373 New Mailing RECORD THIS MAILING Enter a brief tithe and description for this mailing The mailing will be recorded for each recipient List Major Prospects Tit
273. ies of tests on your database to determine if there are any problems or potentia problems Click Run Checkup to start the Database Checkup Run Checkup A 100 An Error was found while checking your GiftWorks database Errors can occur for a variety of reasons including database corruption These errors are not caused by users GiftWorks can attempt to resolve these issues but must first backup your GiftWorks database Click the Backup and Fix button to get started Backup and Fix Validity Test Status a Checking for smartlists that should be preset but are not Pass l Checking for smartlists with no filters Pass Checking For smartlist filters with no smartlist Pass Checking For smartlist with exclude Filters but no include Filters Pass Checking mailing lists For entries that no longer exist Pass Checking For interactions with no donor assignees l Pass i 7 Checking For interaction assignments with no parent interaction Fail Fix this issue Checking For interactions with donor assignees that no longer exist Pass Checking For interactions with assigned to user that no longer exists Pass Checking For Funds that have no accounts assigned Pass ed SO Ee ee eee oe eee el ee Oe ne eee ee eee eee Tees Dinan Tommal You can click on Backup and Fix If the errors are corrected you will see the following GiftWorks User Manual Page 337 of 373 DATABASE CHECKUP The Database Checkup will run a serie
274. iew all gifts and received or partially received pledges in a single r port mM A PLEDGE LIST View all your pledges within a specified time frame Ab PLEDGE HISTORY View how your pledges have changed over time gt UNFULFILLED PLEDGES View all pledges that have not been completely fulfilled 4 UPCOMING PAYMENTS View a schedule of upcoming pledge payments Ab PAST DUE PAYMENTS View all pledge payments that are late 4 PLEDGE BALANCES View pledge balances and activity for a specified period of time 4 MATCHING GIFT MEMBERS View donors who have work relationships with other donors that match gifts 4 MATCHING GIFT FULFILLMENT View a list of matched donations and information about their matching pledge 4 MATCHING GIFTS OUTSTANDING v all matched donations with outstanding donor matches Read the sections below to learn more about each donation report m Donation History This report lets you view how the total donations to your organization have changed over time You can narrow your results by using the date range selection field by selecting a specific SmartList and by indicating the types of donations to include GiftWorks User Manual Page 262 of 373 Donation History Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Include Received Donations Donor Donation Type Expected Date Actual Date Expected Amount Actual Amount Outstanding A Campaic a El Donation History L
275. iftworks data gw tr gds Size 9 33 MB Last Backup Never backed up Back up The Database Back up your GiftWorks database for safe retrieval later Restore The Database Restore your GiftWVorks database from a backup Rename The Database Change the name of your GiftWorks database here u Compact The Database Your GiftWorks database can grow rapidly depending on how many donors donations and users you have GiftWVorks can compact your database making it smaller for storage Click the link above to compact your database now Back up The Database It is recommended that you regularly back up your database file and also that you back it up before and after any major changes such as an import batch update or large data entry effort GiftWorks User Manual Page 325 of 373 GiftWorks Database Backup Step 1 Click Browse and choose the location Browse for Folder Desktop E My Documents J W My Computer a ea Local Disk C H 331b420ee 8da036d5Fo6bal 0 Config Msi ea D dell g i Documents and Settings ES __sbs_netsetup__ E Acronis H D 4dministrator JE Adminieke skar a a i a Lox cancel Step 2 Type in a name for your back up file GiftWorks Database Backup Browse backupOct112011 Click Backup Now GiftWorks User Manual Page 326 of 373 Notice 1 Backup is complete Restore The Database You can restore a back up file at any
276. ign View all gifts and pledges according to the campaign that prompted the donor to make the gift or pledge Pledges and Gifts by Campaign Source All Donations SmartList Dates 11 2 2010 through 11 2 2011 Campaign General Care Campaign Graph Value Expected Amount Donor Donation Type Gift Pledge D First Paymen Last Paymen Expected Amount Received A Outstandi Fund Appeal El Pledges and Gifts by Campaign El Campaign General Care Campaign Burns Patrick Gift 2 14 2011 2 14 2011 2 14 2011 4 200 00 4 800 00 0 00 General Care Mew Me Marston Kenneth Gift 2 14 2011 2 14 2011 2 14 2011 2 000 00 2 000 00 0 00 General Care Mew Me Pride Jeanne Gift 2 14 2011 2 14 2011 2 14 2011 8 000 00 8 000 00 0 00 General Care New Me Millsaps Cynthia Gift 2 14 2011 2 14 2011 2 14 2011 1 200 00 1 200 00 0 00 General Care Mew Me Coe Steve Gift 2 14 2011 2 14 2011 2 14 2011 1 000 00 1 000 00 0 00 General Care Mew Me Holland Chad Gift 2 14 2011 2 14 2011 2 14 2011 4 000 00 4 000 00 0 00 General Care Mew Me Smyth Arnold Gift 2 14 2011 2 14 2011 2 14 2011 2 000 00 2 000 00 0 00 General Care Mew Me Fi 73 000 00 23 000 00 20 00 T 273 000 00 23 000 00 0 00 General Care Campaign Graph Value Expected Amount Campaign Date Range Last 12 Months SmartList Filter All Donations GiftWorks User Manual Page 269 of 373 Received Pledges and Gifts View all gifts and received or partially receiv
277. iminary testing GiftWorks may have a compatibility issue posting donors to Hide QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support qiftworksconnect com Gard Members QuickBooks Dog Days Fun Run Group w Donations gt 1 000 2011 5D Forever Families You can check or uncheck the SmartLists that you want to show as your Favorite SmartLists and change the order Manage My Favorite SmartLists Bian which SmartLists ES ES d like to Ca in My Favorite SmartLists List Mame Adopted Dogs Donors Our Adopted Rescues All Donors Donors All donors in the database Board Members Donors Board Members Dog Days Fun Run Group Donors Events Donations 1 000 2011 Donations Donations gt 1 000 27011 SDR Mailer Appeal Forever Families Donors Forever Families Adopted Rescued Dogs 2012 In Kind Giving Donations In Kind Gifts of Veterinarian Care Grooming Active Volunteers Donors GiftWorks User Manual Page 29 of 373 DONORS OVERVIEW IN THIS SECTION Overview Understanding Relationships Understanding Profiles Understanding Donor Name Fields Donor with No Profile Donor with Household Profile Donor with Organization Profile Understanding the Main Donor Screen Change Profile Customize Heading Tabs Print Summary Donor Screen Tabs Summary Contact Info D
278. in response to such a Solicitation are entered with the person s name in the solicitor field Using reports and SmartLists you can then keep track of the effectiveness of different solicitors Tasks GiftWorks lets you enter tasks related to a donor or donors You can use these tasks to keep track of things you need to do such as phone email or meet with those donors In the Other Tasks menu on the left side of the Donor dashboard and many other screens the task calendar can be viewed by clicking View Task Calendar Each task is also recorded in the donor s record so you can track past activities related to that donor GiftWorks keeps notes and a history of mailings that were sent to that donor in the same location Transaction Register GiftWorks stores ledger transactions for each gift pledge payment pledge and the deletion of any of these In the Settings section under Accounting you can view and filter the transaction register The register is also the basis for the information that is posted to QuickBooks or to a file for import into another accounting application USPS Standard Mail Automation Letters PREMIUM A mailing can qualify for automation letter rates if it is machinable and the letters display the correct barcode It must also meet weight shape and size standards USPS Standard Mail Machinable Letters PREMIUM A letter is machinable if it can be sorted on Postal Service processing equipment display an accurate add
279. ing You can choose the view the donors of this SmartList on a map or validate the donors address from this area Mapping Yew These Donors on a Map Validate These Donor Addresses View These Donors on a Map GiftWorks User Manual Page 175 of 373 Mapping the All Don 41 of 192 donors were Le rt Validate These Donor Addresses Validating is the process of checking the addresses for accuracy This located on the map Donors without a geocoded address will not appear Bs th tie hi Tiare i a 1 R 3 ak a ee Print Map Help using this Map za BANUN Bs epi i process will also store geocode information with each address This includes latitudinal and longitudinal coordinates This will support the ability to create reports that plot addresses on a map donor lookups based on distances from a map point and more powerful mapping tools SETTINGS mapquest m GiftWorks can check your donor addresses to ensure they are accurate Choose a list of donors to validate Then dick the Validate Address button After your donor addresses have been validated you can choose to use the address information that was found The validation process will return consistently formatted street names ZIP postal codes and will also store geocode information latitude and longitude coordinates for the address Choose a list of donors to process Board Members se Validate Addresses ce Check Uncheck Refrest
280. ing Fund 2011 Information Mailer E Date Range Pledge List Current Year SmartList Filter All Donations View all your pledges within a specified time frame GiftWorks User Manual Page 270 of 373 Pledge List Source All Pledges SmartList Dates 1 1 2011 through 13 31 2011 Campaign All Donor Donation Type Pledge Date First Paymen Campaign Solicitor El Pledge List Perpetual Energy Of Pennsyly Unfulfilled Fle 2 14 2011 2011 Annual Campaign Olivia Mauer Owens Dodie Unfulfilled Fle 2 14 2011 2011 Annual Campaign Arnold Smyth Herr Amy Unfulfilled Fle 2 14 2011 2011 Annual Campaign Nyla Rosen Behanna Paul Unifulfilled Fle 7 31 2011 2011 Annual Campaign Clark Reed Unfulfilled Fle 8 16 2011 2011 Annual Campaign 5 Outstandi 10 000 00 500 00 3 000 00 1 000 00 8 000 00 22 500 00 EC Campaign SmartList Filter All Pledges Date Range Current Year Pledge History Next Paymen Next Pay 2 14 2011 2 50 2 14 2011 101 2 14 2011 1 001 8 16 2011 251 8 16 2011 2 001 This report shows you a breakdown of how expected pledge payments to your organization have changed over time The bar chart style of this report further breaks down the pledge information by expected amounts and how much of the expected amounts have been received This lets you see if your donors have made their expected payments You can further narrow your results using the date range selecti
281. ion to save the import configuration to a file This file is called a GiftWorks Import Configuration or gic file Saving the configuration can save you time if you need to perform an import multiple times You can restore almost all import settings by loading the gic file at the beginning of the import process Honorarium Memorial An honorarium is a gift or pledge received in honor of someone or something A memorial is a gift or pledge received in memory of someone or something In GiftWorks you can set up honoraria or memorials so donations can be applied to them In addition to a name for example In Memory of Michael Duvall you can enter a description and select donors from your database that should be notified of donations to the honorarium or memorial This lets you acknowledge the donations to the donors who sent them and also send honorarium or memorial notifications Informational Address Informational Addresses are any addresses for a donor that you want to record as donor information but that are not used as a current mailing address for the donor Mailing Address One address for a donor must be designated as the donor mailing address and will be used as the current mailing address for mailings sent from GiftWorks It will also be used in SmartLists and Reports Mailing List A list of donors for a particular mailing A mailing list differs from a SmartList in that you can explicitly put donors into a mailing list
282. ions to QuickBooks or File View Transaction Register Configure GiftWorks to Work with QuickBooks Manage Accounts and Funds Transfer Donations Change Receipt Options Security GiftWorks Standard GiftWorks Premium Database Files and Maintenance Import and Export Data View and Manage GiftWorks History Manage Your GiftWorks Database GiftWorks User Manual Page 287 of 373 Delete Information from Your Database Configure Your GiftWorks File Storage Seasonal Address Update Premium GiftWorks Checkup Additional Settings amp Tools Change Your Organization Information Manage Honoraria and Memorials Manage SmartList Categories Manage SmartEntry Pages Run a SmartUpdate Validate Donor Addresses Constant Contact Find Duplicate Donors Merge Donors GiftWorks User Manual Page 288 of 373 GIFTWORKS SETTINGS OVERVIEW The Settings section of GiftWorks contains all administrative settings Among other features you can customize GiftWorks to meet your organization s specific needs set up the accounting features of GiftWorks administer the security settings perform maintenance on your database and database file and make batch updates to your database GiftWorks Database Sample User GiftWorks k File Help O9 O S QO0OEOQMJ Back Home Donors Donations volunteers Events SmartLists Mailings Reports Settings T S ETTI N e S Tailor GiftWorks to suit your needs GIFTWORKS SETTINGS Choose a link below to make changes
283. iota Mark Night Casandra Barber Harry Lederer Jack Batinich Dave Chambers Rachel 12 21 2007 12 21 2007 12 21 2007 12 20 2007 12 20 2007 12 20 2007 12 20 2007 12 19 2007 12 19 2007 12 8 2007 12 1 2007 11 14 2007 11 13 2007 10 20 2007 10 16 2007 8 7 2007 600 00 200 00 2 000 00 100 00 600 00 800 00 200 00 2 000 00 3 000 00 3 000 00 50 00 5 000 00 125 00 500 00 1 000 00 11 000 00 600 00 200 00 8 500 00 1 100 00 600 00 800 00 350 00 2 000 00 3 000 00 3 000 00 150 00 5 000 00 175 00 500 00 1 075 00 11 100 00 Based On Calendar year SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Lapsed Donors Also known as a SYBUNT or Some Year But Unfortunately Not This year report this report provides a list of all donors who contributed to your organization in the past but have not contributed in the current calendar or fiscal year Donation information is included per donor record The donors in this report might make a good target for a solicitation to encourage them to renew their commitment to your organization Lapsed Donors Source All Donors SmartList Based On Calendar year Display Name Last Paymen Last Payment 4 Total Gift Amount Status El Lapsed Donors Save Our Families Foundation 12 21 2007 600 00 600 00 Based On
284. ips Donations Notes Tasks amp Files History Social Items By Date all items newest to oldest Send Birthday Card She will be 40 on June 9th Filter Sort Options May 312012 Options You can edit delete and mark the Donor Task as complete by clicking on the Options link DONORS Donor DASH RACHEL Unknown of test Member subset fall 2011 Change Profile Customize Print Summary Summary ContactInfo Details Relationships Donations Notes Tasks amp Files History Social Items By Date all items newest to oldest Send Birthday Card She will be 40 on June 9th Very Important Maling Dash Rache May 31 2012 May 23 2012 Delete May 222012 Complete When you click on the Notes Tasks amp Files tab you can choose the Filter Sort Options that best suit you Donor DASH RACHEL Member subset fall 2011 Summary Contact Info Details Relationships Donations Notes Tasks amp Files Items By Date all items newest to oldest Emailing Dash Rachel see Send Birthday Card She will be 40 on June 9th Very Important Donation Receipts ueg Donation Receipts ey Thank You letter Donation Receipts uela LISA Added To Participant List Small Dog Rescue Dogs Days Event Event Date 10 16 2010 Added By Ellen Mowrer TASK CALENDAR Change Profile Customize Print Summary History Social May 3124 Show mailings v Show notes v Show tasks
285. irst synchronization Constant Contact has the most reliable information Matching GiftWorks donors will be updated with Constant Contact information Warnings There are 31 donors with duplicate email addresses Only their lists will be synchronized with Constant Contact lt i When the process is complete you will see the following screen SETTINGS CONFIGURE GIFTWORKS TO WORK WITH CONSTANT CONTACT Introduction Contact Lists Options Finish To complete the integration setup between GiftWorks and Constant Contact verify the information below and dick the Connect GiftWorks and Constant S Contact button below Constant Contact Constant Contact Summary san S There are 553 contacts in the General Interest List list Contacts added to this list will be added to GiftWorks There are 4 contacts in the Golf Events list Contacts added to this list will be added to GiftWorks There are 4 contacts in the Birthday Wishes list Contacts added to this list will be added to GiftWorks There is 0 contact in the Test list Contacts in this list will only be synchronized to a matching donor in GiftWorks General Interest List is your default list GiftWorks Donor Summary There are 194 donors in GiftWorks that have a primary email address Options Summary All contact information will be kept in sync with Constant Contact If a contact has unsubscribed from all Constant Contact lists they will be marked as
286. ived Pledges 4nd Gifts Top Donations Donation History Donation History by Campaign Donation Histor h Food ea co GiftWorks User Manual Page 71 of 373 Donors Dashboard The Donors Dashboard gives you a quick glance at your donor information You can access the Donors Dashboard by clicking on the Donors icon at the top of your screen Sample Database Sample User Gift Works THIS I5 A SAMPLE DATABASE Help e ee R Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings Click on the View Donors Dashboard link DONOR OVERVIEW View and manage your donors using the tasks below ADD A DONOR FIND A DONOR Add a new donor Search your donors to find the one you need VIEW DONORS DASHBOARD VIEW TASK LIST See common views of your donors View a list of tasks for your donors Below is the Donors Dashboard DONORS RELATED ACTIONS DONORS DASHBOARD Add a Donor Find a Donor Add a Task Add a Note Add a File OTHER TASKS Click on the menu arrow just below to select different views of your donors To see a donor s details double click anywhere on that donor s row v IEW RECENTLY ADDED DONORS Print 8 16 2012 10 15 43 PM Arvitolie Benjamin and Pansy Household Profile John Paws Total Donors 1 MY FAVORITE SMARTLISTS MANAGE i ioa Rahs et __ No data available All Donors Board Members Donations gt 1 000 2011 SDR Mailer Each GiftWorks user can customiz
287. ize Report or at the bottom of the screen within the report Top Donations This report lets you view your largest received donations gifts or pledge payments within a specified time frame You can choose from top 10 25 50 100 500 or all donations by SmartList You can further narrow your results using the date range selection field Top Donations Source All Donations SmartList Dates All Dates Include Top 10 Donations Donor Donation Type Actual Amount Actual Date Campaign Fund Appeal E Top Donations Chambers Rachel Gift 11 000 00 8 7 2007 Friends of the Family General Fund Leadership 4ppeal 2007 Night Casandra Gift 5 000 00 11 14 2007 Campaign for Capacity Building Fund Capacity Campaign E Jones Tom amp Marla Gift 3 000 00 10 28 2005 Annual Campaign 2005 General Fund Board Solicitation Taylor Foundation Gift 3 000 00 12 19 2007 Technology Campaign Family Couns Leadership Appeal 2007 Lederer Industries Gift 3 000 00 12 7 2005 Campaign for Capacity Technology F Board Solicitation Tipton Lynn Gift 3 000 00 12 8 2007 Friends of the Family Family Couns Leadership Appeal 2007 Thorne Carl Gift 2 500 00 12 20 2005 Campaign for Capacity Family Couns Child Home Campaign Feed The Nations Gift 2 000 00 12 19 2007 Annual Campaign 2007 Building Fund Leadership ppeal 2007 Thorne Carl Pledge Payment 2 000 00 12 21 2007 Campaign for Capacity General Fund Leadership Appeal 2007 Thorne Carl Pledge Payment 2
288. k the Change link to choose where to save the file onto your computer x PICK A FORMAT AND FILENAME Choose the format for export from the dropdown enter a filename then select a folder using the Change button Format Microsoft Excel 2002 or greater Filename Save to this folder C WWUsers Mike Documents Change Send as Email You can email the Report as an attachment Choose the format and filename Enter in the email address of the recipient as well as a Subject Fill out the Sender Information and click Send GiftWorks User Manual Page 283 of 373 x SEND EMAIL Enter the information below and click Send when you are ready to send your email Recipient Information Format Microsoft Excel 2002 or greater Filename Pledge List Report xls Email Address Separate multiple email addresses with a semicolon Subject Pledge List Report Message Sender Information Sender Name Small Dog Rescue Sender Address rescues rescuesmalidogs org SAVING AND SHARING REPORT FORMATS Each User can save a report just how they like it and quickly produce a report with their personal settings This enhancement will provide each user with the ability to save the specific format customizations for a report providing a name and description to identify the customizations A report could have more than one format saved The user will be allowed to select from these saved formats whenever the report is
289. ke sure the database and username listed below are correct then click the Sign In button Database GittWorks Database c program files miesion researchigiftworks data g w tr gods Username Sample User ry Compact The Database Compacting your database can decrease the amount of disk space it takes up and may make it operate more efficiently GiftWorks will also create a backup copy of your GiftWorks database in the same folder when you compact the database in case of compact errors You can then restore the backup file named as databasename database compact gbf of your database GiftWorks User Manual Page 330 of 373 Compact Database COMPACT THE DATABASE You are about to compact your database Depending on the size of your database this could take several minutes to complete Click Compact if you want to continue and compact the database wW Backup your database before compacting ciiprogram Files mission research gittworks datalgw tre database compact gbf A special backup will be created in the following location You will see a prompt when the process is finished Compact the database fx l Compacting has completed Original size 9 08 MB Compacted size 6 62 MB Click Ok Deleting Information from Your Database When you delete a donor or donation from GiftWorks using delete this donor or delete this donation each is marked for deletion but is not permanently deleted
290. ld IL Snoqualmie WA San Francisco CA San Francisco CA Berkeley CA San Francisco C4 San Francisco CA San Francisco C San Francisco C4 San Francisco CA Oakland C4 San Francisco CA San Francisco CA ZIP Postal Code Phone 415 538 7837 872 634 8533 x345 415 647 4812 415 673 7900 415 863 9000 415 863 9000 415 824 3022 510 467 1500 415 346 7071 Profile SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donors by Category This report shows you a breakdown of donors in your database by donor category Donors by Category Source All Donors SmartList Donor Category All Display Name Address City State ZIP Postal Code Phone El Donor Category Corporation Lederer Industries 37766 Falconry Drive Lincoln NE 68510 Hammer Industries Inc 99323 Industrial Park Dr Beverly Hills C4 90212 Cresta Corporation 74 Arch Street San Francisco CA 94102 Peralta House Antiques 553 Ames Avenue San Francisco CA 94123 4 El Donor Category Foundation Save Our Families Foundation 1211 10th Street NW Taylor Foundation 1054 Takman Circle Suite 200 Feed The Nations 74 Wolmant Street 3 El Donor Category Individual Household Aliota Mark 585 Bryant Street San Francisco CA Arm Mark 1471 Bancroft Ave Berkeley CA Barber Harry 1000 Yan Ness Av
291. le Description 3162008 Cancel If you click the Done button at the bottom of the Mailing Envelopes screen without recording the envelopes GiftWorks will warn you that you have not recorded the envelopes SAVING LETTERS LABELS OR ENVELOPES To individualize some of the documents you are sending or if you just want to save the documents for future reference click one of the Save links on the last step of the mailing process You will be presented with some options for saving the documents Save Mailing SAVE THIS MAILING The letters for this mailing are ready to be saved File Format f Rte f Pdf Format to save letters f 1 letter per file f All letters in 1 file Filename Prefix Donation Thank You Letters r Save letters to this folder C Documents and Settings Owner My Doc Changes Saving 206 letters Click to control saving You can choose the file format Rtf or Pdf You can choose to save as 1 letter per file or All letters in 1 file Clicking the Change button lets you choose a location to save the document files to The Save button starts the saving process Once saving has begun you can pause it by clicking the Pause button The Click to control saving link gives you additional options including selecting individual items or a number of items to save Click the Done button when you are finished GiftWorks User Manual Page 238 of 373 DONATION MAILINGS GiftWorks has b
292. ledge Receivables Accounts Receivable Sa 1300 Fixed Assets Asset Down 1400 Securities Asset 4100 Contributions Income 9800 Operations Income 9801 Memberships Income Add Account Edit Account Delete Account Step 2 Funds You can add or edit Funds here You can only delete a Fund if it has not been used If you configure to QuickBooks be sure to pick the accounts you need to post to when setting up the Fund s GiftWorks User Manual Page 310 of 373 MANAGE ACCOUNTS AND FUNDS STEP 2 Create and manage your Donation Funds here GiftWorks uses Donation Funds to group your donations for fund accounting purposes Most of your donations will be directed to the General Fund You can create other funds to hold directed gifts These funds are available for added donations as you enter them Click Finish when you are done Fund Name Display Multiple Funds Visible Facilities Fund Visible General Care Fund Visible Membership Fund Visible Operating Fund Visible Edit Fund Delete Fund Transfer Donations To transfer some or all of a donor s donations to another donor to correct a data entry error or if you have duplicate records for a donor for example you can do so from the Transfer Donation subsection of the Accounting section Transfer Donations TRANSFER DONATIONS To transfer donations from one donor to another enter the name of the donor whose donations you would like to transfer then click Next
293. lick Browse Find the database file you restored click on it and then click open Click Next Now choose your User Name and then click Done Now click on Sign in NOTE If you want to restore the back up file into an existing database file you will need to choose the exact same location Step 2 and the exact same database name Step 3 GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GiftWorks database will create a GiftWorks Database file gds from a GiftWorks Backup File gbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below Find the GiftWorks Backup File gbf you want to restore Your most recent GiftWorks Backup File is selected below If you want to restore a different GiftWorks Backup File click the Brovse button C Documents and Browse Choose a location for your restored GiftWorks Database file Browse Enter a name for your restored GiftWorks Database file gds C Documents and Settings lisa breneman Desktop 2012 lisatest Ex my giftworks data Restore Cancel GiftWorks User Manual Page 328 of 373 Click on Restore If you have chosen to overwrite an existing database file a prompt will appear stating You have chosen to restore over an existing file Are you sure you want to continue Restore File You have chosen to restore over an existing file 4re you sure you
294. lick the desired acknowledgment method and click Next to continue GiftWorks User Manual Page 103 of 373 Add a Donation ACKNOWLEDGMENT RECEIPT OPTIONS Acknowledgment Information Add to Thank You Letters mailing list Acknowledge Later Other Acknowledgment Date Acknowledgment Method Receipt Information W Issue receipt Month End Receipts Add to Thank You Letters mailing list Choosing this option adds the donation to the Donation Thank You Letters mailing Simply go to the Mailings section of GiftWorks and proceed with the donation mailing process to send the letter If you choose this option the donation can automatically be set as Acknowledged once the mailing has been completed Acknowledge Later If you choose to acknowledge later you will be able to choose a method of acknowledgment for the donation later Other This option lets you choose a method of acknowledgment not related to mailing You can select from four other methods including phone call thank you note in person and thank you gift or enter your own information for how the gift was acknowledged Indicate the date of the acknowledgment using the date field provided Receipt Information Choose whether or not you want to issue a Receipt for this pledge payment If so choose the Receipt Group to add the pledge payment to Confirming Payment Summary After entering a pledge payment there is a summary of the pledge paymen
295. list to my favorites USE THIS SMARTLIST WITHOUT SAVING IT If you won t need this list again you don t need to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it The name you give your SmartList will be the name displayed in the lists of SmartLists throughout GiftWorks The optional description can be used to provide more information about the SmartList its contents and how it should be used You can also choose a SmartList Category to segment your lists GiftWorks User Manual Page 161 of 373 You can share you list with other users and also add it to your Favorite SmartLists If you share the list with other users you can then also have the option to Allow other users to change this list Once you have set the options for your SmartList click Save List to save it or Cancel to leave without saving your changes CUSTOMIZING A SMARTLIST There are two ways to customize SmartLists in GiftWorks When you first build or define a SmartList you can set the default customizations for that SmartList which will be seen by other users when they first view the SmartList Each user can also set customizations for each SmartList The customizable parts of a SmartList are the columns displayed in the SmartList results and optionally a grouping of those results by the values in one of the columns Customize Print Batinich Dave 730 Ellis Street San Francisco CA 415 567 8787 Cha
296. lso add the Delivery Point code for donor addresses The Delivery Point code can be imported into GiftWorks if the mailing addresses have been CASS certified or can be manually entered Click Save after editing donor information TRACKING ADDITIONAL DONOR INFORMATION In addition to the donor s name GiftWorks lets you track a wide variety of information about each donor The fields you can track for each donor are explained below Formal and Informal Salutation The salutation fields are used to store information you would typically like to see after the Dear ina letter You can store both formal and informal salutation values for each donor which gives you flexibility for different types of communications An example of salutations might be Mr Smith for formal and John for informal for the donor John Smith Formal and Informal Addressee The addressee fields are used to store information you would typically like to see at the top of a mailing address above the address itself The addressee fields can have up to two lines so you can put both a contact name and an organization name for example The formal and informal addressee options give you flexibility for addressing letters for different purposes Donor Website You can enter a website URL for your donor For example http www missionresearch com Donor Picture You can select a picture to be displayed with your donor s record GiftWorks User Manual
297. lying a Payment to a Pledge Entering Pledge Payment Details Specifying Donation Options Acknowledging Pledges Confirming Payment Summary Soft Credit Recognition Viewing and Editing Pledges Related Actions Deleting a Pledge Other Tasks Viewing and Editing Pledge Payments Related Actions Deleting a Pledge Payment Other Tasks GiftWorks User Manual Page 93 of 373 ADDING A PLEDGE There are two ways to add a pledge to your database You can first view a donor then click on Add a Pledge from the Related Actions menu on the left Edit this Donor Add a Task Add a Note Add a File Add a Donation Add a Pledge Add a Relationship Or you can click the Donations icon at the top of GiftWorks then click on Add a Pledge in the Donations Overview area DONATIONS OVERVIEW View and manage your donors using the tasks below ADD A DONATION ADD A PLEDGE Add a new donation for a donor Add a new pledge for a donor VIEW DONATIONS DASHBOARD VIEW DONATION REPORTS See common views of your donations View a list of reports for your donations Selecting a Donor Using the search box provided you can find and select an existing donor If the donor has not yet been added to your database you can add a new donor by clicking the Add a Donor link at the bottom of the window Add a Pledge SELECT THE DONOR FIRST Enter part or all of the donor name you would like to find Search text You may also Add a New Donor
298. m the donor is assigned This may be an employee or board member for example The Assigned To designation might be used for the person who is primarily responsible for contacting or soliciting a donor MANAGE ASSIGHED TO This list of assigned to values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftVVorks Fields Blank Sample User Ellen Mauer Visible John Paws Visible Steven Barkerson Visible GiftWorks users within your organization are automatically included in the Assigned To list and cannot be removed If you want you can add other non users to the Assigned To list Campaigns A campaign is a series of events and or solicitations each of which may be entered in GiftWorks as an appeal that make up a cohesive push for donations generally for a specific purpose MANAGE CAMPAIGNS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However
299. mation There are three types of SmartLists donors donations and pledges A Donors SmartList is one where the result is a list of donors Each donor shows up in the list only once even if they meet multiple criteria A Donations SmartList is one where the result is a list of donations gifts and or pledge payments Multiple donations from the same donor can appear in the list When sending a mailing it is possible to choose to send the mailing for each donation in the list meaning that each donor might get multiple mailings or to send a mailing to each donor in the list meaning that each donor will only get one mailing A Pledges SmartList is one where the result is a list of pledges Multiple pledges from the same donor can appear in the list When sending a mailing it is possible to choose to send the mailing for each pledge in the list meaning that each donor might get multiple mailings or to send a mailing to each donor in the list meaning that each donor will only get one mailing Different criteria are available for the different types of SmartLists For example pledge specific criteria like Pledged Amount or Next Payment Date are only available for a pledges SmartList CREATING A SMARTLIST To create a SmartList click the SmartLists icon at the top of GiftWorks then click Create a New SmartList Choose the type of SmartList you want to create donors donations or pledges Create a SmartList SELECT SM
300. mbers Rachel 1614 William Howard Taft Ad Suite 300 Cincinnati OH i415 282 6111 Forman Josh 16th amp South San Francisco CA 415 451 3897 Graham Ted 718 Griswold St Detroit MI 415 663 9705 Gwynn Fred 74 12th Street San Francisco CA 415 776 6875 Hammer Industries Inc 99323 Industrial Park Dr Beverly Hills TA 415 282 4220 Houston Jane 320 10th Street San Francisco CA 415 961 0921 Prince Jack 156 5 State St Dover DE 415 663 8582 Customizing SmartList Columns When you first build a SmartList GiftWorks displays a set of default columns which differ by SmartList type To customize the list of columns displayed in the SmartList click the Customize link in the top right corner Customize Columns Columns Column Warne E Check All Id Uncheck All Profile Donor AFFiliate Donor Display Mame Address City State Move Up Prefix E E O o Group Rows By Mone Check or uncheck column names to add or remove them from the display The list of available columns varies by SmartList type but generally includes all fields for the donors gifts or pledges in the list plus GiftWorks User Manual Page 162 of 373 some aggregate fields from other types of records donations for donors SmartLists for example as well as custom fields Clicking the Reset button at the bottom left of the customize window resets the columns to the default set for that SmartList type The customizations you make will be
301. me you would like to find Search text Show Advanced Search Include names that sound the same You may also Add a New Donor Cancel From the Donors tab click Add Donors to select an existing Mailing List or SmartList of donors to add to your Mailing List Select List SELECT LIST Mailing Lists C SmartLists Newsletter Our organization s newsletter Information Mailer Quarterly Update invites 2012 Holiday Appeal 2012 Resource Fair Remove donors from your Mailing List by clicking the checkbox beside their names and then clicking Remove MAILINGS EDIT MAILING LIST Use the tabs below to view the elements of this mailing list Details Donors The donors on this mailing list are shown below To remove a donor from this list dick the checkbox next to the donor s name then dick Remove at the bottom Check All Uncheck All Print v Arvitolie Benjamin and Pansy 555 River Road Lampeter Springs PA 34576 Behanna Paul 687 Yancy Road Lancaster PA 17603 Blaine Sarah 678 Main Street Lititz PA 17603 Add Donor Add Donors Total 3 Use the links at the top right of the list area to Check or Uncheck all items in the list You can also click individual boxes to the left of items to select them then use the Remove button to remove those items from the mailing list There is also a Print link at the top right to print the list of items GiftWorks User Man
302. ments that do not fit into one of the default types you can create a new type and select the additional fields you want to record for payments of that type Phone Settings To support both US and international phone number formats GiftWorks lets you choose a default format You can also override that format for any individual phone number you choose In the Settings section under Customize and Change Default Values for GiftWorks Fields there is an option to either restrict phone numbers to the US format or to allow phone numbers in any format The option you choose will be applied to any new phone numbers entered You can either enter phone numbers that fit your default choice Or by clicking on the down arrow to the right of any phone number you can Relax the masking allowing you to enter anything The masking applies only at entry time If you return later to edit a phone number the masking is not enforced and you can enter a phone number in any format Pledge A pledge is a promise from a donor to make one or more payments in the future If the pledge has many payments they are normally received over some time period defined when the pledge is received When you enter a pledge you initially enter the date the pledge was made total amount that you expect to receive and the number of payments that will make up the pledge GiftWorks then helps you build a payment schedule for the pledge and enters both the pledge and all expected
303. mmary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Main Contact Info A Phone Phone 717 654 0864 Email Wilsons rrr com Assigned To Steven Barkerson Source Our Website Volunteer Status Not A Volunteer Create Volunteer Profile About The Wilson Family Donor Category Individual Household Status Prospective Donor Last Interaction Task on 8 26 2011 10 00 00 PM Last File Current Tasks Best Contact Do Not Call Mailing Lists Welcome Letters invites heather Groups Spouse Wilson Gina Description Donation Statistics Giving Summary E The Wilson Family Giving History nd Edit Donor Choosing a household or organization profile for a donor changes the color of the header that appears in the top left of the view donor screen The type of profile is also indicated in the same area GiftWorks User Manual Page 33 of 373 UNDERSTANDING DONOR NAME FIELDS Every donor in GiftWorks has the same available name fields e Display name e Name prefix first middle last suffix and nickname e Organization The display name represents the donor throughout GiftWorks including in SmartLists when viewing a donor and in other places Be sure to choose a default format for this field so your donors are consistently entered and so you can find them where you expect to in a sorted list for instance Lastname firstname is a good standard for individuals
304. morial from the list You can now also specify the Date Range for the donations GiftWorks User Manual Page 245 of 373 Sample Database Sample User GiftWorks lt gt 0O Vn 2 Back Home Donors Donations Volunteers Events SmartLists Mailings Reports amp MAI L N e S Easily send and track your letters and emails Send Mail To Honorarium Memorial Contacts x Mi HONORARIUM OR MEMORIAL NOTIFICATION DETAILS Select the Honorarium or Memorial from the list below Items for which there are no donations or donors to notify are not displayed LOUISE lonnns of Louise E Af 2011 Ss IS PPOFR aa In Honor of Nancy Mosso 8 21 2010 Select the date range for donations to include in the notification letter Date Range All Dates fom To z Online Internet Updates You can create or modify the letter template set to be used as the notification for this mailing Please note only a donor letter can be used for the notification mailing GiftWorks User Manual Page 246 of 373 REPORTS IN THIS SECTION Reports Overview Viewing Donor Reports Donors by SmartList Donor Summary Sheets Source of New Donors Donor Growth Donors by Profile Donors by Category Top Donors Donors by Giving Level Recently Lapsed Donors Lapsed Donors Donors By Group Donor Assignments Donor Relationships Donor Addresses Donor Phones Emails Donor Tasks Donor Notes Honorarium Memorial Notifications Viewing Donation Reports
305. n Donor John and Mary Smith Formal Mr and Mrs Smith Informal John and Mary Donor Acme Corporation with a primary contact Formal Mr Smith Informal John Donor Acme Corporation without a primary contact Formal Friends Informal Friends Sample Database GiftWorks includes a sample database filled with donors donations and other information This sample database lets you preview and work with GiftWorks before you import or input your own information To use the sample database sign out of GiftWorks Then on the sign in screen click Change next to the name of your database Then choose Use the sample database When you are ready to start working with your own data be sure to create a new empty database by following the same process but by clicking Create a new database Seasonal Address PREMIUM A Seasonal Address is a recurring address for a donor who resides at that address for a specified active time period every year All mailings sent from GiftWorks will be sent to the seasonal addresses during the specified active time periods When the time period expires the current mailing address for each donor will automatically change back to the Primary Address GiftWorks User Manual Page 370 of 373 If a donor has more than one Seasonal Address or uses the Seasonal Address for mailing purposes at different times throughout the year you will need to add each of the Seasonal Addresses and corresponding time periods for t
306. n see which donors or donations meet those criteria at any given time You can use SmartLists to generate reports send mailings create call lists and more You can even update all donors or donations ina SmartList at one time Creating a SmartList may at first seem somewhat daunting but GiftWorks makes it relatively simple Once you ve made a few SmartLists you ll see how simple and powerful SmartLists really are USING THE BUILT IN SMARTLISTS GiftWorks includes a number of built in SmartLists Almost any time you view a list of donors donations or pledges you re looking at a SmartList In fact the All Donors SmartList is really just a SmartList of donors with a creation date of All Dates You can see this by creating a copy of the All Donors SmartList 1 Click SmartLists at the top of GiftWorks 2 Click Create a New SmartList GiftWorks User Manual Page 152 of 373 3 Click Create a new SmartList based on an existing one then select All Donors from the drop down list Create a SmartList x SELECT SMARTLIST CONTENTS What would you like to show in this new Smartlist f Donors Donations Pledges Create a new Smartlist based on an existing one Select an existing SmartList 4 Click Next and you will be taken to the SmartList definition screen Near the top of the main work area you ll see the only criteria set for this SmartList Show donors whose creation date is All Dates
307. n honoraria or memorial click the record you want to change and then click Edit SETTINGS MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Thelma and Angelamia In Memory of Thelma and Angelamia visible 3 Nancy Mosso In Honor of Nancy Mosso visible 2 Louise In Memory of Louise visible 1 Bob Smith In honor of Bob Smith visible 1 Jane Doe In Memory of Jane Doe visible 1 Janie Lort In Memory of Janie Lort visible 0 Jane Smith In memory of Jane Smith visible 1 Change the existing name title or description by typing in the appropriate text boxes Add new donors to the notification list by clicking Add Donor Remove a donor from the notification list by clicking the red X beside the donor name Change the record s display status for new donations added in honor or in memory of someone by clicking the checkbox beside Visible Once you have made your changes click Save Add an Honorarium Memorial HONORARIUM MEMORIAL DETAILS Enter a name and title of this honorarium
308. n reports To view any of the reports click the report name GiftWorks User Manual Page 261 of 373 REPORTS DONATION REPORTS Select a report from below by clicking the report tite View Help to learn more about Reports in GiftWorks Aib DONATION HISTORY View how your donations have changed over time Ab TOP DONATIONS View your top received donations within a specified time frame ib DONATION HISTORY BY DONOR PROFILE View donations according to the profile of the donor that made the donation Aib DONATION HISTORY BY DONOR CATEGORY View donations according to the type of donor that made the donation gt DONATION HISTORY BY CAMPAIGN View donations according to the campaign that prompted the donor to make the donation gt CAMPAIGN ANALYSIS Analyze campaign income and expenses induding budgeted and actual Ab DONATION HISTORY BY FUND View donations according to the fund the donation will be applied to gt DONATION HISTORY BY APPEAL View donations according to the source of the donations A DONATION SOFT CREDIT RECOGNITION View soft credit recognitions and or donations with soft credit recognitions gt DONATION SUMMARY BY FUND APPEAL View a summary of received donations according to the fund and appeal the donations will be applied to A PLEDGES AND GIFTS BY CAMPAIGN gifts and pledges according to the campaign that prompted the donor to make the gift or Ab RECEIVED PLEDGES AND GIFTS V
309. n the row for the donor that you want to keep Then click the Select Donor link under the Donor to Keep area on right Now click on the row for the donor that you want to merge discard Then click the Select Donor link under the Donor to Merge area on left You will see a summary for both donors GiftWorks User Manual Page 358 of 373 SETTINGS REVIEW DUPLICATE DONORS Overview Review the following donors identified as potential duplicates using the criteria you specified You can select two donors from the list to merge into one donor When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from GiftWorks Prior to merging you may want to print a report for both donors Make a Backup You can merge any two donors from the list You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Print Display Name First Name Last Name Organization Name Address Line 1 City ist ii ZIP Postal Code Phone Number Email Address Armstrong David David Armstrong 726 Sunshine Road Lancaster P 17603 254 926 5430 David rr net 4rmstrong Vera Vera Armstrong 726 Sunshine Road Lancaster P 17603 717 757 3561 varmstrong plg Baeton Sandy Sand
310. name for the new Task Category Click OK GiftWorks User Manual Page 130 of 373 Add New Task Category Notes You can use the Notes field to display specific information on that Task Add a Task Order Toner For Printer Due Use this field to enter a date ad time that the Task is due Adda Task Order Toner For Printer a a a 3 00 PM User Pick which GiftWorks user the task will be assigned to GiftWorks User Manual Page 131 of 373 Adda Task ENTER TASK DETAILS Select a category for this task or type in your own category name When you have finished the task check the box next to completed Task Order Toner Notes Order Toner For Printer Due gfeoleole 00 PM Completed If the Task has already been completed but you still want to keep track of it you can check this box Click Save when you are done entering the information ADDING A DONOR TASK You can add a Donor Task for specific donors in GiftWorks You can use Donor Tasks to keep track of things you need to do such as making a phone call sending an email or meeting with that donor There are many ways to add a Donor Task in GiftWorks You can add a Donor Task two different ways from the Home Page when viewing the Task Calendar from the Donors Dashboard when viewing a Donor profile or through a SmartUpdate The steps for starting this process from the Home Page Task Calendar and Donor Dashboard are the as listed above in t
311. nation is not matched Match This Donation SOFT CREDIT RECOGNITION Donor Amount Acknowledgment the buttons beli add soft credit rei Add Soft Credit Edt Remove ACKNOWLEDGMENT RECEIPT INFORMATION This donation has been added to a mailing list for acknowledgment How was this donation acknowledged When was this donation acknowledged Issue receipt for this donation v What is the receipt group Receipts Save Cancel Saving Donations Review the information that is entered then click Save to save the donation After you have saved the donation and if you chose to Acknowledge Later in the Add a Donation process you can choose a method here by clicking Acknowledge Now GiftWorks User Manual Page 81 of 373 SOFT CREDIT RECOGNITION Soft credit donation recognition refers to assigning credit for a donation to one or more donors who cannot be credited for the gift from a legal or tax credit standpoint but in some way influenced the donation One common example is when a donor gives a gift through a charitable foundation The charitable foundation is the legal donor and needs to be issued the receipt but the donor designating the gift needs to be recognized GiftWorks will allow soft credit donors to be assigned when adding a donation and provide an easy way to acknowledge these donations in a mailing Soft credit donations will be able to be displayed when viewing a donor s giving history In addition soft
312. nations Transfer donations from one donor to another Change Receipt Options Set your starting receipt number default letter and more The Accounting subsection has the options explained below Posting Transactions to QuickBooks or File Periodically you will want to post your accounting transactions either to a file or printout for your accountant or directly to QuickBooks or other accounting software POST TRANSACTIONS TO INTUIT QUICKBOOKS OR CSW FILE To post transactions to QuickBooks or a File select the date range and click the Post button From To TF vou would like to see transactions From a previous post select it and click Save Previous Post to sawe the transactions to a File Previous Posts Post From Post To Transactions Summary Option Posted By Posted Date Save Previous Post GiftWorks User Manual Page 308 of 373 Transactions can be posted only once Once posted are no longer available for posting You can print or re export previous posts to view the transactions that were posted During posting you must choose some accounting options including whether to post on a cash or accrual basis and whether to post all details for the transactions or just a summary of the transactions You will also choose whether to post to a file or directly to QuickBooks If you plan to integrate with QuickBooks please refer to Configuring GiftWorks to Work with QuickBooks for instructions View Transaction Register
313. nd also set up honoraria and memorials GiftWorks User Manual Page 184 of 373 Create a Mailing List Manage Mailing Lists Manage Letter Library View Mailing History Set Up Honoraria and Memorials CREATE AND MANAGE MAILING LISTS Mailing Lists let you create a list of donors grouped together for the purpose of sending each donor the same mailing There are two default Mailing Lists you can add donors to Welcome Letters and Newsletter You can also create your own Mailing Lists for specific groups for example Annual Report Mailing or Golf Classic Promotion List CREATE A MAILING LIST To create a Mailing List click Create a Mailing List in the Related Actions menu on the left side of the main Mailings screen Create a Mailing List Manage Mailing Lists Manage Letter Library View Mailing History Set Up Honoraria and Memorials Type the name you want to assign to your list and include a description of the list You can add your new list to your favorites by checking the box shown in the Mailing List Details window Click OK to finish creating your list Add a New Mailing List ENTER MAILING LIST DETAILS Enter the name and description for this mailing list List Name List Description Add to My Favorite Mailing Lists GiftWorks User Manual Page 185 of 373 MANAGE MAILING LISTS To manage and edit your Mailing Lists click on Manage Mailing Lists in the Related Actions menu on the left side of the
314. nd one Receipt for multiple donations where the donations will all have the same Receipt number GiftWorks User Manual Page 240 of 373 O Sample Database Sample User GiftWorks S Q 2 Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS Mailing Format C Send Email Send Letters Only C Send Letters amp Labels C Send Letters amp Envelopes Mailing Discount No discount First Class Mail C USPS Standard Mail Machinable Letters C USPS Standard Mail Automation Letters Primary Secondary Sort Display Name Display Name X Recipients Send one receipt per donation Online Internet Updates Brand O beo am m You can create or modify the receipt letter template set to be used as your receipt Please note only a letter of type Receipt can be used for the Donation Receipts mailing During the Finish Mailing step of the mailing process you have the option of recording that the receipts were sent This automatically assigns a receipt number to each donation and removes the donations from the Donations Receipts mailing O Sample Database Sample User GiftWorks O9 S Q O0OEOQAJ Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS DID YOU KNOW FINISH MAILING dyare ideala Print and or save your letters Enter other details below Click Done to finish dea cord of ha mailings your donors have Select Options Cho
315. nder Marital Status Website Phone Name Click on the field on left side of screen then click Add button GiftWorks User Manual Page 342 of 373 CREATE A SMARTENTRY PAGE Choose fields for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish O O O O O Choose the fields that you would like to indude in the SmartEntry page Click on a field from the Available Fields list and use the Add button to move a field into the SmartEntry Fields list on the right When you have selected all the desired SmartEntry Fields click the Next button Available Fields SmartEntry Fields Donor Fields Donor Affiiate Donor Profile lt Remove First Name Prefix Last Name Middle Name Suffix Nickname Organization Display Name Salutation Formal Salutation Informal Addressee Formal Addressee Informal Description Gender Marital Status Website Phone Name Phone Email Name Email Choose field defaults where desired CREATE A SMARTENTRY PAGE Set the field defaults for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish O Q OQ Click on a field from the SmartEntry Fields list on the left and specify the default value on the right You can choose whether you want fields with default values to be visible in the entry process When you have finished with the Field Setup for all SmartEntry Fields click the Next button SmartEntry Fields Field Setup Donor Affili
316. ne viewing or editing the donation mailing click Done to return to the previous screen GiftWorks User Manual Page 193 of 373 View and Edit Donation Receipts Mailing List This Mailing List is handled differently than the other Donation Mailing Lists You will first need to create a SmartList of donations You can create a SmartList of all the donations that are to be receipted or not to be receipted along with whatever other criteria you need to get to all of those donations you wish to add or remove onto the SmartList There are two ways to update the items included in the SmartList Option 1 From Settings Go to Settings Additional Settings amp Tools Run a SmartUpdate Option 2 From a SmartList When viewing a SmartList click on Run SmartUpdate for List on the left side of screen Back up GiftWorks here Choose the Change receipt settings for received donations option click Next choose the SmartList you want to update click Next Choose the option you want in the Issue Receipt field If you want to ADD the donations to the Donation Receipts Mailing List choose Issue Receipts If you want to REMOVE the donations from the Donation Receipts Mailing List choose Do Not Issue Receipts SETTINGS RUN SMARTUPDATE Choose Options for Update Selected Update Change receipt settings for received donations SmartList to be Updated 2011 donations The options you select below will be applied to
317. nformation Addressee Formal Donor Contact Information Address Block Dear Donor Contact Information Salutation Informal The Small Dog Fun Run is fast approaching Please save the date July 17 2010 Ve will be calling you with details in the next few weeks get ready to run for fun with your favorite pet Warm regards Your friends at the Small Dog Rescue Make any necessary changes insert fields as needed Then click on Save at the bottom of the screen EDIT LETTER To edit a letter select the letter you want to edit and click the Edit button HANAGE LETTER LIBRARY Select a letter template to edit From the list below or add a new letter by clicking Add Letters Current Selection General Thank You Letter Donors Blank Letter Funding Foundation Letter General Thank ou Letter Golf Classic Introduction General Today s Date Jan 1 2000 Honorarium Memorial Notification General Addressee Formal Lapsed Donor Letter General Address Black Member Renewal Thank You Letter New Member Thank You Letter Dear General Salutation Format Thank you for your most recent contribution inthe amount of Donation L Personal Letter Amount to My Organization Mame Your donation was received on Dome Solicit Business Support Letter Payment Date Your gift wil make it possible for us to work toward our mi WAYE Edit Delete El The Edit Letter screen is allows you to modify the letter template
318. ng These steps are reviewed in detail in the Sending Emails and Sending Letters sections below You can move back and forth through the mailing process by using the Back and Next buttons at the bottom left of the main work area You can also skip to any main step of the mailing process by clicking the underlined step names listed across the top of the main work area You can click the Send Mail link from the main work area of your Mailings screen GiftWorks User Manual Page 207 of 373 MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings Send custom letters and email to your donors eae ey PRINT LABELS Print labels for one or more of your donors Soft Credit Thank You Letters 3 PRINT ENVELOPES Pledge Thank You Letters 13 Print envelopes for one or more of your donors Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications You can click the Send Mail link from the Mailing Tasks menu when viewing a SmartList or a Donor Send Mail b You can click the Send Mail link from the Related Actions menu when viewing a Donation or a Pledge Mailing to a Donor From the main Mailings page click Send Mail then click To a Donor MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your s
319. ng Pledge Thank You Letters 2 Honorarium and Memorial Notifications This takes you into the mailing process for the thank you letters You can create or modify the letter template set to be used as the thank you letter for this mailing Please note that only a pledge type letters can be used for the Pledge Thank You Letters mailing On the Finish Mailing step of the mailing process you have the option of marking the pledges in the list as acknowledged by the sending of this mailing This automatically marks each pledge as acknowledged with the details of the mailing and removes the pledges from the Pledges Thank You Letters mailing MAILINGS FINISH HAILING Send your documents Enter other details below Click Done to Finish Select Options Choose Recipients Select Letter Generate Mailing Finish a E ailing 1S 1 B 1 Send Your Pledge Thank You Letters Emails Send Mow M Use letters to acknowledge pledges By checking this option all pledges addressed in this mailing will be marked as acknowledged with this mailing Also each pledge will be removed From the Pledge Thank You Letters list Pledge Thank You Letters 3 6 2008 Matching Pledge Thank You Letters When you enter donations into GiftWorks that are going to be matched by another donor an employer for example you can automatically create a pledge for the matching donor These matching pledges can then be optionally added to the Matching Pl
320. ng all recipients with any warning note unchecking all recipients marked as Do Not Mail or unchecking all recipients marked as Do Not Solicit GiftWorks User Manual Page 216 of 373 Note a donor mailing has additional Uncheck options These options are Uncheck members of included households Uncheck members of included organizations Uncheck households of included members and Uncheck organizations of included members Invert button Reverses the currently selected recipients If you have all recipients checked the Invert button deselect them If you have some recipients checked this button will deselect those and select all other recipients Add button A donor mailing will also include an Add button This gives you the options of Add members of included households Add members of included organizations Add households of included members and Add organizations of included members You can Customize the Recipients screen to show different columns of information Click on the Customize link on the right CONFIRM RECIPIENTS Uncheck the recipients you would like to exclude from this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing 4 O 4 j 4 y Recipients Cust e Name Donation Amount Email Email Preference Note Payment Date Receipted Amo Unreceipte You will see different customize options depending on the type of mailing you are processing donor vs donation
321. nge receipt defaults of SmartList members Change donor custom field value of SmartList members Add note to SmartList members Add task to SmartList members Complete open task for SmartList members Add Volunteer Profiles for SmartList members Click Next GiftWorks User Manual Page 146 of 373 If you started the SmartUpdate process from Settings you will now need to pick the SmartList from the dropdown list SETTINGS RUN SMARTUPDATE Select SmartList Selected Update Complete open task for SmartList members To apply your selected update select a SmartList from the pulldown menu below and then dick Next On the next page you can refine the way you apply the update IMPORTANT If you first need to create a SmartList dick here When you are finished cick Run SmartUpdate for List while viewing the SmartList Select SmartList Click Next SETTINGS RUN SMARTUPDATE Choose Options for Update Selected Update Complete open task for SmartList members SmartList to be Updated Adopted Dogs The task name you specify below will be completed opened for all the donors in this SmartList Once you have finished entering the task name and completion choice cick Complete Open Task to apply the changes Specify the task you want to complete open for all donors in this SmartList Task Completed V Here you will need to specify the Task information Task Specify the task that you want to complete open Completed Check this b
322. nistrative password SET ADMINISTRATIVE PASSWORD This password is case sensitive so be sure to type it exactly the same way every time Type your new password Type the new password again to confirm Type a word or phrase to use as a password hint GiftWorks User Manual Page 314 of 373 Manage User Accounts MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options for managing the account User Accounts el James Williams Last Signin 11 9 2007 9 02 02 AM Change name el Sarah Jones el Adam Lawrence al Rick Samson 9 Sample User Me el Cindy Smith el Sandy Jackson Active Active Active Active Active Active Active In Basic Security you can change any user s name User names cannot be deleted and are used to track history as information is added or changed FOR PREMIUM USERS Q GiftWorks Sample Database ar 6 8 6 a a E Back Home Donors Donations SmartLists Mailings Reports SETTINGS OTHER SETTINGS SECURITY Select any of the following to manage you user account and protection levels Change the password you use to sign in to this database Manage User Accounts See all users who access the database that s currently in use If you are authorized you can add edit or delete user accounts Manage Roles Change the allowed operations for the different roles available in GiftWorks Change Security Level
323. nization and also have employees of that organization who are donors you can create relationships between the two Among other benefits this lets you send a mailing to all donors who are employees of an organization Relationship Role When you define a relationship among donors each donor will have a role in that reciprocal relationship The list of roles in GiftWorks is customizable but includes by default husband wife partner father mother employer employee friend and others Each role is defined as applicable to a certain type of relationship relationship household relationship or work relationship Reset Content Updates GiftWorks User Manual Page 369 of 373 If your computer has a problem with one or more updates it may be necessary to reset your content updates Normally you should do this in consultation with GiftWorks Support To reset your content updates click Internet Updates at the bottom left of GiftWorks then click Customize Updates The Reset button is on the bottom half of the window Restricted see Directed Salutation Salutation fields are used to store information you would typically see after the Dear in a letter There are formal and informal salutation fields so you can greet donors differently for different purposes Based on the type of donor and name information you enter GiftWorks attempts to fill in a default value Examples Donor John Smith Formal Mr Smith Informal Joh
324. nk below This will remove all integration with GiftWorks No information will be changed in Constant Contact Click here to stop using Constant Contact Click Update Now or click on one of the Change Integration Settings options to the right Your Constant Contact lists will now show in GiftWorks as Mailing Lists Add to Mailing List ADD TO MAILING LIST To add this donor to one or more of the mailing lists below click on the checkboxes next the the list names Invites F Summer Fling 2012 Holiday Appeal E 2012 Resource Fair General Interest List Constant Contact Golf Events Constant Contact M E Birthday Wishes Constant Contact Test Constant Contact Ix cee You can click on the Social tab within a donor profile to see the Constant Contact Summary You can control the View Options as well GiftWorks User Manual Page 355 of 373 Donor Change Profile Customize Print Summary DASH RACHEL Member subset fall 2011 Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Profiles Facebook Twitter LinkedIn ws in Click here to Click here to Click here to configure Facebook configure Twitter configure LinkedIn Recent Activity Viewing recent Facebook Twitter LinkedIn posts Constant Contact Viewing Summary REMOVING CONSTANT CONTACT INTEGRATION 1e view Summary view Bounces View
325. ns addresses phone numbers etc You will not delete other associated donors however Back Up Database DELETE SMARTLIST CONTENTS To delete the contents of a SmartList select the SmartList and dick the Delete button Select SmartList Board Members Display Name Address City State Phone Acme Super Dog Apparel 989 Acme Way Lancaster PA 717 859 0872 Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 Brown Winnie 589 Grant Way Lancaster PA 987 654 2034 Fairborne Storm 377 Archer Circle Lancaster P 717 291 6637 Good Michael 337 Rightnow Street Lancaster NE 790 937 8479 Mauer David 9189 State Street Lancaster PA 717 859 9572 Mauer Emma 9819 State Street Lancaster PA 717 859 8799 Mauer Emma 18 North West End Avenue Lancaster PA Mauer Olivia 807 Chipom Circle Lancaster PA 717 859 9878 Total Donors 9 Delete SmartList Contents Click on Delete SmartList Contents button You will see the following warning DELETE SMARTLIST CONTENTS BEFORE YOU DELETE You can delete the contents of any SmartList You cannot recover what you ve deleted unless you make a backup so make sure you back up your GiftWorks database before you delete the contents of the SmartList When you delete GiftWorks only deletes the contents of the SmartList not the SmartList itself Also note that when you delete donors from a SmartList you delete anything associated with these
326. nvelopes and more The available options are based on your security settings SEND MAIL DONATION MAILINGS Send custom letters and email to your donors k Dmm eae i PRINT LABELS Print labels for one or more of your donors PRINT ENVELOPES Print envelopes for one or more of your donors H Honorarium and Memorial Notifications You can then choose to create envelopes for just one donor or for a list SmartList or Mailing list GiftWorks then creates your envelopes and displays them on the screen ey Sample Database Sample User GiftWorks O9 0O S Q00EOQ0J Back Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS By recording a his f rie a pol Review your envelopes and make any desired adjustments using the tools below have a dear record of what malings your donors Envelope Size 10 4 1 8 x 9 1 2in Change Envelope Options mA Ease i Arial dfn z sB z u 22 EE A Ms Nyla Rosen 857 Branch Road Rosen Company Lititz PA 17543 Online A Internet Updates To choose a different envelope type click the Change button at the top of the Mailing Envelopes screen GiftWorks includes support for a wide variety of standard envelope sizes Click OK to return to the Mailing Envelopes screen To change the formatting for your envelopes click the Envelope Options link and then choose Format Envelopes On the Envelope Formatting Options screen choose the database fields
327. oard of directors Dog Days Fun Past Fun Run participants Forever Family Families that hawe adopted rescues From us Foster Home Provides a Foster home JOOOOOO Member 4 donor who has a yearly membership with us _ 1 r 1 e Mailing Lists as List Mame Description Welcome Letters Letters to be sent to new donors New sletber Gur organization s newsletter Information M Quarterly Update invites TEST 4444 JOOOBOB DONATION FIELDS GiftWorks User Manual Page 305 of 373 Payment Type Check Campaign 2011 4nnual Campaign Appeal 2011 Information Mailer Fund Operating Fund ber of Pledge Payments 4 Payment Frequency Four times per year quarterly Acknowledgment 4dd to Thank You Letters mailing list Cancel The donor fields you can set defaults for are e Phone Settings e Address Name e City e State Province e ZIP Postal Code e Country e Phone Name e Email Name e Status e Assigned To e Display Name Format e Guess Gender e Guess Prefix e Individual Female Prefix e Household Female Prefix e Organization Addressee e Organization Attention e Issue Receipts e Receipt Group e Donor Groups e Mailing Lists The donation fields you can set defaults for are e Payment Type e Campaign e Appeal e Fund e Number of Pledge Payments e Payment Frequency e Acknowledgement GiftWorks User Manual Page 306 of 373 MANAGE FIELDS FOR ADDING NEW DONORS You c
328. ohn For an individual Smith John Q For an organization Acme Corporation Jack Sprat Donation In GiftWorks a donation is a gift or a pledge payment Although pledges are included in the Donations section of GiftWorks they are not technically considered donations Donation SmartLists for example include gifts and pledge payments but not pledges Donor Every person household or organization entered in GiftWorks is considered a donor You might be more familiar or comfortable with the term contact or constituent but in GiftWorks they are referred to as donors See also affiliate donors Donor Category A field used to indicate the donor type with more precision than profile The default categories are Individual Household Corporation Foundation Government Agency and Religious Institution The list of donor categories is customizable so you can add change or remove items in the list either from the category list on the Edit Donor screen or from the Settings section Donor Group Donor groups give you flexibility and power for classifying your donors The list of groups is customizable and you can add each donor to any number of groups Examples of groups you might use include Board Members Golf Tournament Participants 2008 Golf Tournament Sponsors 2008 or Member You can create SmartLists based on group membership and you can run reports send mailings and more Fiscal Year GiftWorks lets you indic
329. old Renewal Date 10 30 2011 Source Information Mailer Accepts Match No Match Info Issue Receipts Yes Receipt Group Month End Receipts Groups Member Mailing Lists Employment Details Job Title Unknown Contact Type SDR Member Profession Department Manager Assistant Honorarium Memorial Notifications Grant Management v Edit Donor Relationships View all Relationships set up between this donor and other donors in your database DONORS Donor Change Profile Customize Print Summary _ DASH RACHEL Member Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Relationships Work Relationships Family Relationships Volunteer Relationships Manager This donor does not have a volunteer manager Manages This donor does not manage any volunteers Edit Donor GiftWorks User Manual Page 40 of 373 Donations View Donation and Pledge information for your donor You can choose to Include Donations Only Include soft credit recognitions only or include both donations and soft credits This is PER GiftWorks USER DONORS Donor Change Profile Customize Print Summary DASH RACHEL Member Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Donation History Donations and Soft Credits boft Credit Options i 11 1 2008 4 Include donations only 3 000 00 306 25 Include soft credit recognitions only 3 225 00 60 00 In
330. ompany 54 Reed Road Lancaster PA 987 654 2034 Acme Super Dog Apparel invalid989 Acme Way Lancaster PA 717 659 0672 Ajax Corporation 534 Walnut Avenue znd Floor Lancaster PA 717 643 4583 Alexander Armstrong David 726 Sunshine Road Lancaster PA 254 926 5430 Armstrong Vera 726 Sunshine Road Lancaster PA 717 757 3561 Arnold Rich 32 Roberson Rail Avenge Lancaster PA 717 656 3552 Arvitolie Ben Peeeree Lancaster PA 215 467 5432 hal O el Related Actions Here you can Turn Balloon Help On or Off and also Turn Auto Refresh On or Off Balloon Help allows you to hover over the underlined areas of the screen to see additional information on that area GiftWorks User Manual Page 156 of 373 SMARTLISTS DEFINE YOUR DONOR SMARTLIST After you create a new SmartList GiftWorks will continue to maintain tha Smartlist as you add ne donors and donations th match the criteria you se Click this link to add criteria that will expand the results of the SmartList Items that match any of the added criteria sets will be included in the results of this SmartList they do not have to match all sets For an item to be included Set 1 Show donors whose Donors Affil Q Turn Balloon Help Off s Turn Auto Refresh Off Auto Refresh allows you to control when the SmartList refreshes updates If it is ON the SmartList will continually refresh with each command This link is not currently available since A
331. on Field in your Receipt letters Reissue Receipt Prompt You can indicate whether users should be prompted to reissue receipts for edited donations and pledge payments that were already receipted GiftWorks User Manual Page 313 of 373 SECURITY FOR STANDARD USERS The Security subsection of the Settings section contains the options for limiting access to certain areas of GiftWorks SECURITY Select any of the following to manage your user account and protection levels Protect the features available to administrators with a password Remove Administrative Password To remove administrative password type in the new one Manage User Accounts See all users who access the database that s currently in use If you are authorized you can add edit or delete user accounts The Security subsection has the following options e Set or Change Administrative Password Remove Administrative Password If you have set an Administrative Password Manage User Accounts Set or Change Administrative Password You can set a password to protect the Settings section of GiftWorks The Settings section includes administrative settings such as custom fields and values accounting settings and database backup settings Enter an administrative password and hint to sign in to protect the Settings section Users still have access to all other areas of the GiftWorks database but will not be able to access or change the settings without the admi
332. on Create a new SmartEntry Page GiftWorks User Manual Delete Delete Delete Page 341 of 373 CREATE A SMARTENTRY PAGE Create a SmartEntry page using the following options Introduction Choose Fields Set Defaults Design Layout Finish _ _ _ _ SmartEntry Pages let you quickly enter donor and donation information into GiftWorks SmartEntry lets you create pages that are designed to match how you enter donor and donation information For example you may have an event in which you collect specific information from the donors who attend You can create a page that lets you quickly and easily enter the information you want Click the Next button below to continue Click next and chose the fields CREATE A SMARTENTRY PAGE Choose fields for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish _ _ _ _ Choose the fields that you would like to include in the SmartEntry page Click on a field from the Available Fields list and use the Add button to move a field into the SmartEntry Fields list on the right When you have selected all the desired SmartEntry Fields click the Next button Available Fields SmartEntry Fields Donor Fields Profie Donor Affiliate Donor Prefix First Name Middle Name Last Name Suffix Nickname Organization Display Name Salutation Formal Salutation Informal Addressee Formal Addressee Informal Description Ge
333. on Soft Credit Recognition This report shows soft credit recognitions and or donations with soft credit recognitions You can further narrow your results by choosing a SmartList using the date range selection field and by indicating the types of donations to include Donation Soft Credit Recognition Source All Donations SmartList Dates 1 1 2011 through 12 31 2011 Include Soft Credits and Donations w Soft Credits Credit Type Donation Type Credit Donor Credit Amount Primary Donor Actual Date Actual Amount Campaign E Donation Soft Credit Recognition Donation Gift The Wilson Family 600 00 The Wilson Family 7 12 2011 600 00 2011 Annual Soft Credit Gift Wilson Georgia 600 00 The Wilson Family 7 12 2011 600 00 2011 Annual Soft Credit Gift Wilson Gerda 600 00 The Wilson Family 7112 2011 600 00 2011 Annual Donation Gift Save The Dogs Foundation 200 00 Save The Dogs Foundation 7 12 2011 200 00 2011 Annual Soft Credit Gift Fairborne Storm 200 00 Save The Dogs Foundation 7112 2011 200 00 2011 Annual Donation Gift Save The Dogs Foundation 1 000 00 Save The Dogs Foundation 7112 2011 1 000 00 2011 Annual Soft Credit Gift Cellinson violet 1 000 00 Save The Dogs Foundation 7 12 2011 1 000 00 2011 Annual Donation Gift Dash Rachel 5 00 Dash Rachel 9 19 2011 5 00 2011 Annual Soft Credit Gift Arvitolie Benjamin and Pansy 5 00 Dash Rachel 9 19 2011 5 00 2011 Annual Donation Gift Dash Rachel 50 00 Dash Rachel 9 28 2011 50 00
334. on field or by choosing a SmartList Pledge History Source All Donations Smartlist Dates 3 6 2007 through 3 6 2008 5 000 C Expected E Received Wiw 2007 Jul 2007 Sep 2007 How 2007 Jan 2008 Date Range Last 12 Months SmartList Filter All Donations GiftWorks User Manual Page 271 of 373 Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Unfulfilled Pledges This report lets you see a list of pledges with outstanding payments from a specific SmartList You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report will include information for all campaigns Unfulfilled Pledges Source All Pledges SmartList Dates 3 6 2007 through 3 6 2008 Campaign All Donor Donation Type Pledge Date Campaign Solicitor Gutstandi Gutstandi Next Pa El UnFulfilled Pledges Save Our Families Foundation Unfulfilled Fle 5119 2007 Campaign for Capacity 3 15 000 00 Cresta Corporation UnFulfilled Fle af2Of2007 Annual Campaign 2007 1 250 00 Lederer Jack Unfulfiled Fle 12 1 2007 Friends of the Family Shawn Tyler 5 5 000 00 Thorne Carl UnfFulfilled Ple 12 10 2007 Campaign For Capacity z 4 000 00 4 11 24 250 00 Campaign SmartList Filter All Pledges Date Range Last 12 Months
335. ons to choose which sections to display on the Report You can also choose different Giving Details and choose to include Soft Credits Customize Report Details Click a section in the list to customize that section Section Setup Giving Details Move Up Range All Dates Primary Contact Info From 3 Giving Summary peat To Other Contact Info L Notes Tasks and Files I ss Include Soft Credits Giving Details EIEIOOO a Pledge Details Grant Management lisa new Fields JH Source of New Donors This report allows you to compare the effectiveness of your donor sources While this report can include all donor records you can limit the donors included by indicating a specific date range source and or SmartList GiftWorks User Manual Page 252 of 373 Source of New Donors Source All Donors SmartList Dates 12 6 2007 through 3 6 2008 Source All None specified E Imported GB Board Referral GS Contacted Us E Friend Of E Funder E Newsletter GB Other Non Profit E Training E Website E Other Dec 2007 Jan 2008 Feb 2008 har 2008 Source SmartList Filter All Donors Date Range Last 3 Months Choose the options for your report using the Report Choices screen or at the bottom of the screen within the report Donor Growth This report lets you see how the number of donors in your GiftWorks database has grown over time It shows a snapshot o
336. oose the settings that best suit your needs by clicking on the down arrow You can choose to show Income Goal Potential Income Actual Income or Total Expenses You can choose one of the date ranges listed You can set the size of the pie chart to Small Medium or Large You can also choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks ACTUAL INCOME BY EVENT New Member Welcome Dinner Income Goal Potential Income Dog Days Fun Run Summer 2011 Actual Income Total Expenses Current Year Dogs Days Event Previous Year 2 Years 3 Years 4 Years 5 Years e Small Medium Large Hide Event History You can add Event History to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Income Goal Potential Income Actual Income and or Total Expenses You can choose one of the date ranges listed You can also choose to Hide the feature GiftWorks User Manual Page 23 of 373 WELCOME SAMPLE USER ESSENTIALS QUICKBOOKS 2012 Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to QuickBooks 2012 If you are using GiftWorks to post to QuickBooks 2012 and have any problems please contact Customer Care at support aiftworksconnect com QuickBooks
337. or Since 11 1 2008 Received Don Largest Donation 3 000 00 Average Donz Total Giving 57 735 00 Total Pledged Latest Donations List Donations and Soft Credits Donation Date Expared Received Outstanding Gift 4 12 1 2012 550 00 Gift 4 9 7 2012 3 000 00 view Gift Gift 4 5 24 2012 50 00 View Gift A Donation is divided into four sections You can edit the donation by clicking Edit Gift at the bottom of the main work area GIFT DETAILS GIFT OF 3 000 00 ON 9 7 2012 SUMMARY COMPARISON CHART E this Gift Dash Rachel E Other Donations PAYMENT DETAILS 9 7 2012 Operating Fund mount 3 000 00 Cash Receipted 50 00 DONATION INFORMATION campaign should this donation be attributed 2011 Annual Campaign appeal did this donat ilt 2011 Information Mailer for soliciting this donatio ation directed or restricted No ich Honorarium Memorial was this donation anonymously CUSTOM FIELDS Directed Breed All Breeds I e Donations 0 alue Service Donat 0 00 No 0 SOFT CREDIT RECOGNITION Donor Amount Acknowledgment Behanna Paul 3 000 00 Scheduled to be acknowledged in mailing ACKNOWLEDGMENT RECEIPT INFORMATION onation has not be ac ledged but it is sched RECORD HISTORY reated 8 16 2012 10 11 04PM ast Action 11 18 2011 1 43 09 PM Sample User ast Acti Sample User Edited lt Back Edit Gift Summary and Comparison Chart The summary information for the donation includes a link to the cor
338. or pledge you can acknowledge the donor and notify donors associated with the honorarium or memorial for example family members The items listed below show you how to create edit and delete honoraria and memorials They also show you how to add a donation made in honor or in memory of someone how to acknowledge the donation and how to notify necessary donors of the donation ADDING HONORARIA AND MEMORIALS To add a donation given in honor or in memory of someone you can either add an honorarium or memorial in the Settings area or add an honorarium or memorial as you enter the donation To do this in Settings click the Settings icon at the top of your screen then click the Additional Settings amp Tools link in the main work area 0000S 8 CES F g Home Donors Donations Volunteers Events Smartlists Mailings Reports T S ETTI N e S Tailor GiftWorks to suit your needs GIFTWORKS SETTINGS You can customize the l information you indude Choose a link below to make changes to your GiftWorks settings about your donors to suit your organization s needs Setup the fields that came with GiftWorks or add your own fields Change field values Change field defaults Customize donors More g Accounting Manage the way donations are tracked and post them to other software Post donations View transactions Manage accounts and funds More Security Password protect the GiftWorks Settings so only administrators c
339. oraria Memorials section for details on adding or removing donors from the notification list The donors included in this list are automatically added to the Honorarium and Memorial Notifications mailing each time you add a donation to their corresponding honorarium or memorial To send notifications click the Mailings icon at the top of your screen Then click the Honorarium and Memorial Notifications link in the donation mailings section DONATION MAILINGS Donation Receipts 31 Donation Thank You Letters 5 Pledge Thank You Lekkers iz Matching Gift Thank You Letters 3 Honorarium and Memorial Notifications Next click the honorarium or memorial you want to send notification to and select the Date Range you would like to use Send Mail To Honorarium Memorial Contacts x HONORARIUM OR MEMORIAL NOTIFICATION DETAILS Select the Honorarium or Memorial from the list below Items for which there are no donations or donors to notify are not displayed rrr crc Last Donation Ln re In Memory Of Louise cee 3 31 2011 Thelma and Angelamia In Memory of Thelma and Angelamia 1 24 2011 Select the date range for donations to include in the notification letter Date Range All Dates From To Proceed with the normal mailing process GiftWorks User Manual Page 125 of 373 MANAGING TASKS IN THIS SECTION Tasks Overview Adding a Task Adding a Donor Task Viewing and Managing Tasks Task Calendar Task List View and Manage Tasks
340. orarium and Memorial Notifications Choose the type of list Mailing List or SmartList then pick the specific list and click Next GiftWorks User Manual Page 209 of 373 SELECT LIST f Mailing Lists SmartLists Mame Description welcome Letters Letters to be sent to new donors Newsletter Gur organization s newsletter olf Classic Promot ll Former participants players and spons 268 Cancel If you are viewing a donations or pledges SmartList you have the option of sending mail to the donors in the list or of sending mail for the donations or pledges in the list Send Mail Send Mail to These Donors Print Labels for List Send Mail For These Donations 4dd These Donors to a Mailing List Donors vs Donations Pledges When mailing to a donations or pledges SmartList you have the option of sending to the donors in the list or of sending for the donations or pledges in the list Sending to the donors generates one letter or email for each donor in the list regardless of how many donations that donor has in the list You might use this if you want to send mail to everyone who donated to a certain campaign or during a certain time period last year Sending mail for the donations or pledges in a list allows you to generate one letter or email for each donation or pledge in the SmartList OR one letter per donor You might use this to send thank you letters or some other acknowledgement of those donations or ple
341. ord through the Add a Pledge process Apply pledge payments through the Add a Donation process or directly from the pledge You can add multiple pledges for each donor in your GiftWorks database Each pledge contains the pledge payment schedule including received scheduled overdue payments and other pledge information You can apply payments to pledges and create reports to view received payments versus expected payments Each pledge is a part of the pledge history of the donor Each time you add a pledge for a donor you can choose to add the donor to a Pledge Thank You Letters mailing list Also each time you apply a payment to a pledge You have the option to control the Acknowledgement and Receipting options These mailings are ready to send in the Mailings section of GiftWorks With GiftWorks adding a pledge is easy and straightforward just click any Add a Pledge option in the menu on the left side and follow the instructions GiftWorks optionally lets you add the pledge to the Pledge Thank You Letters mailing list and the pledge payments to the Receipts mailing so you can easily receipt and acknowledge your donors GiftWorks User Manual Page 92 of 373 MANAGING PLEDGES IN THIS SECTION Adding a Pledge Selecting a Donor Entering Pledge Details Specifying Pledge Payment Schedule Acknowledging Pledges Completing and Editing Pledges Saving Pledges Applying a Pledge Payment Selecting a Donor Selecting Donation Type App
342. orial Notifications This takes you into the mailing process for the thank you letters You can create or modify the letter template set to be used as the thank you letter for this mailing Please note only a donation type letter can be used for the Donation Thank You Letters mailing MAILINGS SELECT LETTER Select a letter For your mailing You can edit the letter by clicking the Edit Letter button Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing o C T C Select A Letter Current Selection Gift Thank You Letter Donation Letter ift Thank You Letter Honorarium Memorial Thank You Letter Pledge Payment Thank You Letter General Today s Date Jan 1 2000 General Addressee Formal General Address Block Dear General Salutation Format Thank you for your recent gitt of Donation Donation Amount to hy Organize Edit Letter Mame Your support is deeply appreciated Y why don t I see my letter On the Finish Mailing step of the mailing process you have the option of marking the donations in the list as acknowledged by the sending of this mailing This automatically marks each donation as acknowledged with the details of the mailing and removes the donations from the Donations Thank You Letters mailing GiftWorks User Manual Page 242 of 373 Soft Credit Thank You Letters When you add a soft credit into GiftWorks there is an acknowledgemen
343. orks User Manual Page 151 of 373 SMARTLISTS OVERVIEW The most important thing about the information you have in GiftWorks is the ability to analyze it understand it and act on it E S MA RT L STS Easily sort and view your donors and donations GIFTWORKS SMARTLISTS You can change your o l favorite SmartLists SmartLists allow you to segment your donors into highly targeted lists based on donor and donation information Once you create a SmartList you can run reports send mail or export the anytime to keep the ones SmartList you use most right at your fingertips VIEW AND MANAGE SMARTLISTS Build new SmartLists based on any criteria View and manage SmartLists by category vien criteria and more SEND MAIL TO A SMARTLIST Send mail to any SmartList and store the record of the mailing for each donor MY FAVORITE SMARTLISTS MANAGE Once you create your useful SmartLists you can access them throughout GiftWorks by adding them to My Favorite SmartLists Change your list of favorite SmartLists by dicking Manage above Adopted Dogs Our Adopted Rescues All Donors All donors in the database Board Members Board Members Dog Days Fun Run Group w Custom Time Periods Events Active Volunteers MARY SWANN Ozone All donors in the database Mailing 1 recipients ME TEST LIST Untitled All donors in the database Even if you have hundreds or thousands of donors SmartLists let you choose sets of criteria and the
344. ors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Receipts Visible rede Year End Receipts Visible Month End Receipts Visible HENE Relationship Roles When you define a relationship between two donors a two way link is created between those donors and you need to designate a role for each of the donors in that relationship For example husband and wife brother and sister partners or parent and child GiftWorks User Manual Page 299 of 373 MANAGE RELATIONSHIP ROLES Manage your organization s relationship roles below Use the Add button to add a new relationship role or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Title Type Display Adopted Small Dog Family Visible Brother Family Visible Child Family Visible Daughter Family Visible Father Family Visible Forever Family Family Visible Household Family Visible eed ed ee eee r sa Sulit bm You can
345. ose Recipients received OTHER TASKS Save or Print Your Donation Receipts Letters z Print Save IV Record these receipts as being sent By checking this option each donation will have a receipt number assigned to it Also each donation will be removed from the Donation Receipts list Title Donation Receipts Description When 10 31 2011 v 4 30 PM v T Receipts are also used as our Thank You Letters Online Internet Updates GiftWorks User Manual Page 241 of 373 You also have the option of creating a receipt that doubles as an acknowledgement or thank you letter for the donations If you do so you can check the box labeled Receipts are also used as our Thank You Letters on the Finish Mailing step This marks the donations as acknowledged when the receipt is sent Donation Thank You Letters When you add donations into GiftWorks there is an acknowledgement step that includes the option of adding the donation to the Thank You Letters mailing list Donations added to the list are automatically queued for sending When you are ready to send the thank you letters go to the main Mailings page and click the Donation Thank You Letters donation mailing at the top right of the main work area DONATION MAILINGS Donation Receipts 0 Donation Thank You Letters 43 Soft Credit Thank You Letters 8 Pledge Thank You Letters 13 Matching Pledge Thank You Letters 2 Honorarium and Mem
346. ote in person and thank you gift or enter your own information for how the gift was acknowledged Indicate the date of the acknowledgment using the date field provided Receipt Information Choose whether or not you want to issue a Receipt for this donation If so choose the Receipt Group to add the donation to Completing Donation After entering a donation a screen appears that shows the full donation You can add additional details about the donation here GiftWorks User Manual Page 80 of 373 ADD A DONATION To finish adding this donation enter the following information and then dick Save Donor Dash Rachel DONATION PAYMENT Donation Amount 3 000 00 Modify Payment Type Cash Receipted Amount 3 000 00 Funds mE Fund Name Amount Operating Fund 3 000 00 DONATION INFORMATION When was this donation given To which campaign should this donation be attributed 2011 Annual Campaign From which appeal did this donation result 2011 Information Mailer Who was responsible for soliciting this donation To whatis this donation directed or restricted To which Honorarium Memorial was this donation given Does this donor want to give this gift anonymously C Yes No Additonal Notes CUSTOM FIELDS Directed Breed All Breeds service Donations Hours Service 0 Value Service 0 00 Donations Donations Sponsor a Chapter Source Receipt Book 0 MATCHING DONATION INFORMATION This do
347. otes Tasks amp Files History Social Add a Donation Main Contact Info Add a Pledge Add a Relationshi Phone Phone 717 656 2512 Email rachel hotmail com EG TASS Assigned To Steven Barkerson Add to a Mailing List Source Information Mailer Send Mail gt Volunteer Status Not A Volunteer Create Volunteer Profile Print Label About Dash Rachel Print Envelope Donor Category Individual Household Send Message gt Status Active Donor ast Interaction i 44 OTHER TASKS Last Interaction Mailing on 5 22 2012 10 44 15 AM Last File Run a Report Current Tasks Delete this Donor Best Contact Call her Phone any time of day 717 656 2512 a Maing Lists Welcome Letters invitesi 9 heather amp Groups Member subset fall 2011 Household Spouse Description Donation Statistics Giving Summary v Edit Donor For a donor with a household profile you can Add a Household Member from the relationships tab This creates an affiliate donor with a relationship to the household It also allows you to track information about household members without needing to create completely separate donors for them The primary donor for that household will be the main household donor When viewing that donor you can easily see and click for more detail about the members of the household DONORS RELATED ACTIONS Household Donor Change Profile Customize Print Summary THE WILSON FAMILY Edit this Donor Gerry Wilson Su
348. ou view it SmartLists can be used to send mailings create reports and many other functions in GiftWorks There are three types of SmartLists donors donations and pledges A donors SmartList results in a list of donors Each donor will show up in the list only once even if they meet multiple criteria A donations SmartList results in a list of donations gifts and or pledge payments Multiple donations from the same donor can appear in the list When sending a mailing it is possible to consolidate so that each donor gets only one mailing A pledges SmartList results in a list of pledges Multiple pledges from the same donor can appear in the list When sending a mailing it is possible to consolidate so that each donor gets only one mailing Software Key GiftWorks User Manual Page 371 of 373 When you purchase GiftWorks you will receive a software key You enter the software key into GiftWorks to convert it from a free trial to the purchased version GiftWorks software keys look like MGWX XXXX XXXX XXXX The keys are case sensitive and must be entered exactly as they appear If you need to know what your current software key is click the Help menu at the top left of GiftWorks then click About GiftWorks Your software key will be listed to the right of the word License Solicitor The Solicitor is a person perhaps staff board member or volunteer personally involved in asking a donor for a donation Donations received
349. ou want to apply this payment toward and click Next Pledged Amount Original Pledge Date Next Amount Next Date 125 00 2012 Annual Campaign None Entering Pledge Payment Details This part of adding a pledge allows you to enter donation fund and payment details for your pledge payment Add a Donation PLEDGE PAYMENT DETAILS Enter the payment details The pledge information is shown below Actual Payment Amount Use a different amount for the receipt Actual Payment Date glzsf2012 Payment Type Check Assign To Fund Facilities Fund Select Funds Donor Name Dash Rachel Payment Number 1lof4 Amount Expected 125 00 of 500 00 pledged This Date Expected 5 23 2012 Actual Payment Date You can change the date the payment was made if it differs from the scheduled due date Assign to Fund Directed Gifts You can choose to assign the entire donation to one fund or split it between multiple funds Set up your own funds by going to Settings Accounting Manage Accounts and Funds To direct a payment to multiple funds click the Select Funds link beside the Assign to Fund field Click the checkbox in the Include column beside each fund to which you want to assign a portion of the fund Assign a specific amount to each of those funds by clicking the box in the Amount column next to the fund and entering the desired amount Summary information is included at the bottom of the window showing the unassigned donation amount
350. our donor s generosity is acknowledged in a timely manner Donation Receipts You can control the way receipts are issued and tracked This improved control will also help your year end receipting process Many of the receipting requirements will be satisfied by creating more flexibility in the way receipts are generated rather than creating specific processes such as Year End receipting This type of flexibility will allow Canadian customers to print year end receipts It will also provide more flexibility and tracking will be created around the process of editing and re printing receipts When you are ready to send out receipts for these donations go to the main Mailings page and select Donation Receipts in the Donation Mailings Box at the top right of the main work area GiftWorks User Manual Page 239 of 373 DONATION MAILINGS Donation Receipts 0 Donation Thank You Letters 48 Soft Credit Thank You Letters 8 Pledge Thank You Letters 13 Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications You will now get a dialog which allows you to choose a Date Range and Receipt Group to more easily send Receipts Donation Receipts Mailing X SELECT DONATIONS TO INCLUDE Select the options for the receipts you want to create and click Newt Choose the receipt group Receipt Group A Select the donation date range Date Range All Dates From To You can now choose to se
351. ource 4ll Donors SmartList Role Type All Profile Role Type Related Donor Related Profile Related Role El bonor Relationships El Display Name Barber Harry No Profile Work Relationship Employee Taylor Foundation Organization Profile Employer i El Display Name Batinich Dave No Profile Family Relationship Husband Batinich Sharron No Profile 1 El Display Name Berardi Jon No Profile Family Relationship Husband Berardi Sheila No Profile 1 El Display Name Berardi Sheila No Profile Work Relationship Employee Feed The Nations Organization Profile Employer Mo Profile Family Relationship wife Berardi Jon Mo Profile Husband 2 El Display Name Chambers Paul No Profile Family Relationship Husband Chambers Rachel No Profile 1 El Display Name Chambers Rachel Fole Type SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report GiftWorks User Manual Page 258 of 373 Donor Addresses This report provides a list of donors and donor addresses and indicates if the addresses are the current mailing addresses Choose the options for your report using the Address Type and SmartList Filter options at the bottom of the screen Donor Addresses Source All Donors SmartList Address Type Seasonal Address Address Mame Street City State Address Type Description Mailing 4ddress El Display Name Clark Carson Seasonal S
352. owing that John is a college friend of Carol a board member might change how you solicit him Relationships can be used to define SmartLists and in some reports giving you a powerful way to track and take advantage of your donors social networks Family relationships This relationship type can be used to define relationships among family members in your database and also within households See Donor with Household Profile for more information Work relationships This type can help you track which donors work for which organizations or companies This can be especially helpful if you want to solicit all employees of a particular corporation for an upcoming special event UNDERSTANDING PROFILES Donors in GiftWorks can have a profile applied to their record By default a donor will have no profile which is probably suitable for many of the donors in your database The other profile options are household and organization You can apply or change a donor s profile by clicking the Change Profile link at the top right of the main work area when viewing or editing a donor The first step of the Add a Donor process also lets you specify a profile GiftWorks User Manual Page 32 of 373 DONORS RELATED ACTIONS Donor Change Profile Customize Print Summary DASH RACHEL Edit this Donor Unknown of test Add a Task Member subset fall 2011 Add a Note Add a File Summary Contact Info Details Relationships Donations N
353. ox if you want to mark this Task as completed If you want to Open the Task leave the box unchecked Click on the Complete Open Task button You will be prompted to confirm this request Complete Task You are about to complete the Invite to Puppy Mill Action task name For all the donors in this SmartList You cannot undo this action iF you continue Ore vou sure You want to continue Click Yes When the process is complete you will see the following GiftWorks User Manual Page 147 of 373 SETTINGS RUN SMARTUPDATE Choose Options for Update Selected Update Complete open task for SmartList members SmartList to be Updated Adopted Dogs The task name you specify below will be completed opened for all the donors in this SmartList Once you have finished entering the task name and completion choice cick Complete Open Task to apply the changes Specify the task you want to complete open for all donors in this SmartList Task Completed J7 The tasks for the donors in this SmartList were updated Click the Finish button Click Finish DONOR TASKS REPORT AND SMARTLISTS DONOR TASK REPORT The Donor Tasks Report will allow you to view Tasks based on the due date and whether they are active or completed Click on the Reports icon at the top of the screen then choose Donor Reports GiftWorks User Manual Page 148 of 373 REPORTS DONOR REPORTS Select a report from below by clicking the report tite View H
354. payments See pledge payment Pledge Payment A pledge payment is a gift received that is applied toward a pledge When you enter a pledge one or more pledge payments are created including an expected date and expected amount Until the payment is received the received amount is 0 When the payment is received it is applied toward the pledge Primary Address PREMIUM A Primary Address is a donor s usual mailing address If a donor has an active Seasonal Address that Seasonal Address will be used as the current mailing address for mailings sent from GiftWorks during a designated period When the Seasonal Address time period expires the Primary Address will automatically be reset as the current mailing address for the donor Profile GiftWorks User Manual Page 368 of 373 A profile lets you define the donor type Profiles are household organization and no profile Typically an individual donor has no profile A couple or household has a household profile and an organization has an organization profile You can use profiles in SmartLists to create a list of donors of a certain profile and you can then report on donors by profile Different profiles display with visual differences color and icon primarily so it is easy to identify a donor type Proxy Server Settings If you have trouble getting GiftWorks online it may be necessary to set it up to use a proxy server This is only necessary if you also need a proxy server for your
355. pledges have payments that are overdue You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report shows information for all campaigns GiftWorks User Manual Page 275 of 373 Matching Gifts Outstanding Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Campaign All Gift Date Donor Actual Amount Actual Date Match Expected Match Received Campaign El Matching Gifts Outstanding El Matching Donor Cresta Corporation 12 18 2007 Houston Paul 250 00 12 18 2007 250 00 0 00 Technology Campaign T 250 00 250 00 lt Campaign SmartList Filter All Donations Date Range Last 12 Months Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report CUSTOMIZING DONOR AND DONATION REPORTS You can customize donor and donation reports by choosing Customize Report located on the left under Related Actions Columns Column Mame Check All Payment Description Transaction Id i Uncheck All Credit Card Type Tee Credit Card Account Credit Card Name Expiration Month Expiration Year Move Down Move Up Show Report Totals Yes Group Rows By Profile Show Group Totals Yes The Details tab lets you choose the SmartList with the data you want to view in the report You can also s
356. pledges to include in your SmartList If we call your first criteria set A and the criteria set you re adding B you re asking the SmartList definition screen to Show me everything meeting A and ALSO show me everything meeting B GiftWorks User Manual Page 157 of 373 When you click the Add Criteria Set link you will be presented with a list of criteria Choose your new criteria enter the detail and click Next Create a SmartList ADD LIST CRITERIA Select category Click here to select a criteria category Summary Show donors whose The SmartList is now the combination of the two criteria sets and any donor donation or pledge that meets either criteria set is included A donor donation or pledge will only be included in the SmartList one time regardless of how many criteria sets it meets The SmartList definition screen automatically eliminates duplicates from the list Refining Criteria Another way to modify your SmartList is to refine your existing criteria You can do this by clicking the Refine link to the right of any criteria sets When you refine your criteria you can append additional criteria to the existing set change one of the criteria in the set or remove one of the criteria in the set When you click Refine you are taken to the Refine Criteria Set window REFINE CRITERIA SET To further refine this criteria set choose 4ppend more below or if you would like to change existing crit
357. ppear in that SmartList GiftWorks User Manual Page 75 of 373 MANAGING DONATIONS IN THIS SECTION Adding a Donation Selecting a Donor Selecting Donation Type Entering Gift Details Indicating Donation Options Acknowledging Donations Completing and Editing Donations Saving Donations Soft Credit Recognitions Viewing and Editing Donations Deleting a Donation Related Actions Other Tasks Donations Dashboard GiftWorks User Manual Page 76 of 373 ADDING A DONATION You can add unlimited donations for each donor in GiftWorks and you can record a great degree of detail about each donation making analysis more accurate meaningful and comprehensive Each donation is tracked in the donation history of the donor and as part of your organization s donations There are a number of ways to add a donation for a donor You can view a specific donor and choose Add a Donation from the Related Actions menu Edit this Donor Add a Task Add a Note Add a File Add a Donation Add a Pledge Add a Relationship You can also click on the Donations icon at the top of the screen then click Add a Donation in the Donations Overview area DONATIONS OVERVIEW View and manage your donors using the tasks below WATIOI ADD A PLEDGE Add a new donation for a donor Add a new pledge for a donor VIEW DONATIONS DASHBOARD VIEW DONATION REPORTS See common views of your donations View a list of reports for your donations Selecting a
358. r Envelopes Printing and Recording Labels Printing and Recording Envelopes Saving Letters Labels or Envelopes Donation Mailings Donation Receipts Donation Thank You Letters Pledge Thank You Letters Soft Credit Thank You Letters Matching Pledge Thank You Letters Honorarium and Memorial Notifications GiftWorks User Manual Page 183 of 373 MAILING CENTER OVERVIEW Great communications and strong relationships are the cornerstones of any successful development program Creating such a solid foundation requires the timely sharing of news and information with your constituency prompt thank you letters and frequent personal communications lt gt lt n E o E E E E Back Forward Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings m MAI L N G S Easily send and track your letters and emails DID YOU MAILING CENTER You can send a mailing to l any SmartList or you can Send a letter or email to any list create and send receipts print labels and envelopes and more create a Mailing List by The available options are based on your security settings dicking Create A Mailing ee List below SEND MAIL DONATION MAILINGS ELATED ACT Send custom letters and email to your donors Donation Receipts 166 PRINT LABELS Donation Thank You Letters 205 Create a Mailing List rea ee Print labels for one or more of your donors Soft Credit Thank You Letters 5 Manage Mailing Lists
359. r Growth View the cumulative growth of your donors over time Forever Families Giving Levels Total giving by level report for Forever Families Source of New Donors Compare the source of your new donors Donors By Category View your donors by category Active Sources of New Donors Currently utilized sources of donors Current Year Donors by Category 2011 Pledge List YTD donor activity If you chose to share a Report the other user s will need to choose to Manage their My Favorite Reports then check the box next to that Shared Report GiftWorks User Manual Page 285 of 373 REPORTS View GiftWorks Reports by clicking one of the links below Get more specific reports by first creating a SmartList based on GiftWorks criteria then running a report on that SmartList from the left menu gocccceccccccececcococeecesssceoeccocsccocessoseceecesssseseeg VIEW DONATION REPORTS Create reports to better understand your donors Create reports to better understand your donations VIEW VOLUNTEER REPORTS VIEW EVENTS REPORTS Create reports to better understand your Create reports to better understand your events volunteers MY FAVORITE REPORTS Change your list of favorite reports by dicking Manage above Top Donors View your top donors based on how much they have donated Unfulfilled Pledges View all pledges that have not been completely fulfilled Donor Growth View the cumulative growth of your donors over time Recently L
360. r current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field value Display ia 2007 Information Mailer Hidden 2008 Information Mailer Hidden 2009 Information Mailer Visible 2010 Information Mailer Visible 2011 Information Mailer Visible 2012 Information Mailer Hidden Board Leadership Event Visible i Community Outreach Visible Dog Days Fun Run 2007 Hidden Dog Days Fun Run 2008 Hidden Dog Days Fun Run 2009 Hidden Dog Days Fun Run 2010 Visible Dog Days Fun Run 2011 Visible E Dog Days Fun Run 2012 Hidden Holiday Appeal 2007 Hidden Holiday Appeal 2008 Hidden Holiday Appeal 2009 Hidden Holiday Appeal 2010 Visible k D Each incoming donation should be attributed to the appeal it resulted from letting you track the effectiveness of each fundraising tactic For example if you have a phonathon dinner and golf tournament in support of your annual campaign you can track each as separate appeals to see how many donation dollars each generates GiftWorks User Manual Page 291 of 373 By using similar appeal information for recurring items for example Golf Tournament 2007 Golf Tournament 2008 you can compare the performance of appeals from year to year Assigned To The Assigned To field is included in each donor record and allows you to designate a person to who
361. r of our board of dir Visible Hide Hide Board Member Former Board Member Former visible 4 Event Attendee Event Attendee Visible 30 BE Family Fair Sponsor Family Fair Sponsor Visible z Down Friends Friend visible 33 Funder Current Year Funder Current Year visible Funder Next Year Funder Next year Visible Golf Classic Sponsor Golf Classic Sponsor Visible Legislative Contact Legislative Contact Visible ii Each donor can be in as many or as few groups as you need This gives you an easy way to designate groups of donors like board members golf tournament sponsors or Members GiftWorks User Manual Page 307 of 373 You can browse each group directly by clicking the View Group button on the Manage Donor Groups screen or use group values to create SmartLists which can then be used for Mailings reports and in other ways throughout GiftWorks ACCOUNTING The Accounting subsection of the Settings section contains the main options for customizing GiftWorks for your organization s accounting needs ACCOUNTING Select a task from the options below Post transactions to your accounting software View Transaction Register View and export data from your transaction register to a file Configure GiftWorks to Work with QuickBooks Follow four steps to set up or modify your GiffWVorks integration with QuickBooks Manage Accounts and Funds Create and manage your accounts and donation funds Transfer Do
362. r support is deeply appreciated Thank you for your donation s in the amount of Donation Donation Total Below is a summary of your donation s Customized Donation Table right click to edit NOTE If you make an edit that you want to be a permanent change for this letter you will need to click on the Save Letter to Library option on left under Related Actions GiftWorks User Manual Page 218 of 373 Change Page Layout Change Section Layout Save Letter To Library Print Letter You can then choose to overwrite the letter or add it to letter library as a new letter Letter Library SAVE LETTER TO LIBRARY You can overwrite the current letter with your changes or save your changes as a new letter f Overwrite Donation Letter f Add to letter library Letter Name Click Save Click Ok to get back to the mailing process Click Next to continue Generate Mailing This step shows you a summary of the mailing you are preparing to send The Mailing Options Summary box displays information about your mailing including the number of recipients sorting information and whether you are sending one mailing per donor or per donation pledge Any warnings or errors with your mailing are displayed here as well GiftWorks will notify you if there are any recipient problems like incomplete or invalid information or if the overall size of your mailing might cause problems You can go back and correct these probl
363. responding donor and the current payment status The comparison pie chart provides a visual that GiftWorks User Manual Page 87 of 373 indicates the monetary significance of the gift against all other donations and payments made by the donor Payment Details This section shows the date the payment donation was made the fund to which the payment is applied the payment type and the payment amount Donation Information Donation information shows the defined details of your gift including campaign and appeal attribution donor anonymity solicitor honorarium and memorial information and more Custom Fields This section contains the custom donation fields that you added in the Settings section Soft Credit Recognition This section details Soft credit donation recognition information Acknowledgment Receipt Information This section details the acknowledgment method you chose for the donation and the current status of that acknowledgment It also shows the receipt status for the donation If you have not acknowledged the gift you can do so by clicking the Acknowledge Now link DELETING A DONATION You can delete a donation from the Gift Details screen When viewing the donation click on the Delete this Gift option under Related Actions This action will void all transaction associated with that donation Delete this Gift Edit this Gift Send Mail Note if you delete a donation it will be held in the Deleted Donations area in
364. ress and meets specific standards including size shape and weight Machinable letters are eligible for presort discounted rates Updates Periodically Mission Research releases GiftWorks updates If you are online GiftWorks checks for updates each time you Start it To manually check for an update click Internet Updates in the bottom left corner then click Check for Updates If an update is found GiftWorks will download it and prompt you through how to install it It may be necessary for you to sign out of GiftWorks to complete the update XML GiftWorks User Manual Page 372 of 373 XML stands for eXtensible Markup Language It is a common format used to transfer or store data GiftWorks can export data into this format which may be useful depending what you plan to do with the data after export ZIP Code Verified Addresses PREMIUM For a mailing to qualify for presorted Standard Mail machinable rates you must check the accuracy of ZIP Codes prior to mailing When you fill out and sign your postage statement you are certifying your mailing qualifies for the rates claimed Your post office can help you choose the best option for verifying your mailing list addresses GiftWorks User Manual Page 373 of 373
365. rinting has begun you can pause it by clicking Pause Printing The Click to control printing link gives you additional options including being able to select individual items or a number of items to print Click the Done button when you are finished Printing Labels To print labels for a donor or list click the Print Labels link on the main Mailings page You can then choose to create labels for just one donor or for a list SmartList or Mailing List GiftWorks then creates your labels and displays them on the screen MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings SEND MAIL Scene eee Send custom letters and email to your donors Donation Receipts 0 PRINT LABELS Donation Thank You Letters 43 Print labels for one or more of your donors Soft Credit Thank You Letters 9 PRINT ENVELOPES Pledge Thank You Letters 13 Or nt envelopes for One or more of vour donors ee ee Honorarium and Memorial Notifications To choose a different label type click the Change button at the top of the Mailing Labels screen GiftWorks includes support for a wide variety of Avery labels including most standard label sizes See the size and layout details for the selected labels on the bottom half of the Select Mailing Label window Click OK to return to the Mailing Labels screen GiftWorks User Manual Page 233 of 37
366. rk area This will take you to the same screen you would see if you were editing a letter within the Letter Library Refer to that section above for more details RELATED ACTIONS EDIT LETTER DONATION LETTER sions lade snc eae Write and edit your letter below To insert a GiftWorks field place your cursor in the letter then dick on Insert Field and select the field you d like Click the Change Section Layout Toolbar link on the right to show the toolbar Save Letter To Library Insert Field Letter size 2kb Toolbar Ruler kanasa A eee ca a ea Lanne ka e er a ee B a Eee ee eee Donor General Today s Date Short Format General Addressee Formal General Address Block Dear General Salutation Formal Thank you for your recent gift s to the My Organization Name Your support is deeply appreciated Thank you for your donation s in the amount of Donation Donation Total Below is a summary of your donation s Customized Donation Table right click to edit NOTE If you make an edit that you want to be a permanent change for this letter you will need to click on the Save Letter to Library option on left under Related Actions GiftWorks User Manual Page 228 of 373 Change Page Layout Change Section Layout Save Letter To Library Print Letter You can then choose to Overwrite the letter or add it to letter library as a new letter Letter Library SAVE LETTER TO LIBRARY You can overwri
367. rks Standard can have up to 5 files per donor and GiftWorks Premium can have up to 200 files per donor The Administrator can also set a maximum file size These attached files will not be stored in the gds file they will be saved in the same location that the gds file is saved in the folder will be named giftworks file storage These attached files will be included within a back up file 1F you move the gds file you will also need to move the folder that contains the attached files or just restore the back up file this is the easiest way Click on the Turn GiftWorks Files Storage On button to activate it GiftWorks User Manual Page 335 of 373 CONFIGURE YOUR GIFTWORKS FILE STORAGE GiftWorks can store files for each donor Use the following options to configure your GiftWorks File Storage 522 GiftWorks File Storage is currently OFF With GifttWorks File Storage you can Add files to any donor Configure the number of files that can be stored per donor Configure the size of files added to donors Turn GiFEWWorks File Storage GM Click Yes to confirm GiftWorks File Storage 4re vou sure you want to turn GiftMorks File Storage ON Choose the Maximum number of files per donor and the Maximum file size Then click Save CONFIGURE YOUR GIFTWORKS FILE STORAGE GiftWorks can store files for each donor Use the following options to configure your GiftWorks File Storage yar GiftWorks File Storage is cu
368. rks you can add an administrative password The password is then required to access all administrative settings including database restore and backup editing the default values and many others Affiliate Donor When you want to track information about a donor but don t necessarily want to include that donor in mailings or in your count of donors you can add a person to GiftWorks as an affiliate donor An example might be a board member whose donations typically come from his or her household The household would be the donor in your database but you might add the board member as an affiliate related to that household This allows you to track individual information about the board member and contact him or her when you want but would not add the board member to most of your mailings typically mailings would go to the household Affiliate donors are not expected to make gifts or pledges To add a gift or pledge from an affiliate the affiliate donor must be converted to a donor Amount For a gift the amount is the actual amount of the single payment that makes up that gift For a pledge the amount is the sum of all scheduled payments or the total amount pledged For pledges there is also the received amount which is the total of all received payments to date towards that pledge For pledge payments there is an actual amount the actual amount received toward that payment and an expected amount the amount you are scheduled
369. rom a SmartList click Send Mail under Mailing Tasks then click Add these donors to a Mailing List SMARTLISTS ADOPTED DOGS Export This List H Double dick a row to see full details Or sele Run SmartUpdate for List Run Report for List Display Name f Prefix Baeton Sandy Mapping i Hall wolfey Holland Doodles Send Mail Send Mail to These Donors E Print Labels for List 4dd These Donors to a Mailing List You can then choose which Mailing List s to add those donors to GiftWorks User Manual Page 190 of 373 Add Donors To Mailing CHECK MAILING LISTS To add the donors from this Smartlist to one or more mailing list click the corresponding checkboxes below Welcome Letters Newsletter Golf Classic Promotion List Examine Mailing List 4dditions From a Donor record click Add to a Mailing List in the Mailing Tasks menu on the left DONORS Donor Affiliate ena oft BAETON SANDY Edit this Donor ie I Si Barbon Add a Task 8 Add a Note Add a File Summary Contact Info Details Relationships Add a Donation Main Contact Info Add a Pledge Add a Relationship Add to a Mailing List You can then choose which Mailing List s to add that donor to Add to Mailing List ADD TO MAILING LIST To add this donor to one or more of the mailing lists below click on the checkboxes next the the list names Welcome Letters Newsletter Information Mailer invites 2012 Holi
370. rrently ON GiftWorks File Storage location c program files mission research giftworks data giftworks file storage E86D819CB0D5483980A58894412B8E6 If you move the location of your GiftWorks database file ads you will need to ensure that the GiftVVorks File Storage folder is moved to the same location GiftWorks File Storage Options Maximum number of files per donor 5 Maximum file size mb 3 Save Beset Turn GiftiWorks File Storage OFF Seasonal Address Update PREMIUM only You can run a seasonal address update and all donor mailing addresses will be updated Any active seasonal addresses will become the current mailing addresses for those donors based on the current date Note that this update is automatically run each time you sign in to GiftWorks so you should not normally need to run this update manually Seasonal Address Update You are about to update donor mailing addresses based on active seasonal addresses All users must exit GiftyWorks in order to run this process This could take several minutes to complete Are you sure You want to continue GiftWorks User Manual Page 336 of 373 GiftWorks Checkup GiftWorks can perform a variety of tests on your database to check for inconsistencies or other problems Normally you will only need to run the checkup if advised to do so by GiftWorks Support DATABASE CHECKUP The Database Checkup will run a series of tests on your database to determine if
371. rs Dashboard or from the Donor Profile Add a Task ENTER TASK DETAILS Select a category for this task or type in your own category name When you have finished the task check the box next to completed Donor Dash Rachel Task Notes Due gizaz lz 12 30 PM User Sample User Completed E Save Cancel Task Pick a Category for your Donor Task from the dropdown list The Task Categories can be managed in Settings Customize Change GiftWorks Fields Task Categories Adda Task ENTER TASK DETAILS Select a category for this task or type in your own category name When you have finished the task check the box next to completed Follow up Attend School Qutreach Follow Up Phone Call Invite to Puppy Mill Action Make Home visit Send Thank You Email Send Thank You Letter Send Birthday Card Completed Add New Task Category Due User Save Cancel You can also add a new Task Category from here as well Click on the Add New Task Category option GiftWorks User Manual Page 134 of 373 Add a Task Follow up Attend School Outreach Follow Up Phone Call Invite bo Puppy Mill Action Make Home Visit Send Thank You Email Send Thank You Letter Send Birthday Card Add New Task Category Enter in the name for the new Task Category Click OK Add New Task Category Notes You can use the Notes field to display specific information on that Donor Task Adda Task Send Birthday
372. rt Open a donor record and click Run a Report from the menu on the left Choose from the list of reports that will provide visuals of information taken from the open donor record GiftWorks User Manual Page 279 of 373 SELECT A REPORT TO RUN Choose 4 report from the list and click the Next button to see the report Reports Received Pledges 4nd Gifts Top Donations Donation History Donation History by Campaign Donation History by Fund Donation History by Appeal Donation Summary by Fund Appeal Pledoae List Donation Pledge Report Open a donation gift pledge or pledge payment record Click Run a Report from the menu on the left You will have different report options depending on the type of record you were viewing SELECT A REPORT TO RUN Choose 4 report from the list and click the Next button to see the report Reports CHOOSING A REPORT STYLE Once you run a report you can choose the viewing style Click Change Report Style in the Related Actions menu on the left Change Report Style Customize Report Print Print Preview GiftWorks User Manual Page 280 of 373 Most reports have a list view that shows a list of the records that make up your report The information in the list style report can be sorted for a view that suits your preferences Simply click on the column heading by which your information should be sorted You can further customize the following information in your reports by clicking
373. ry Contact Info Details Relationships Donations Donation History Donations and Soft Credits 11 1 2008 3 000 00 Change Profile Customize Print Summary Notes Tasks amp Files History Social a 14 Include donations only 548 93 Include soft credit recognitions only 625 00 Include both donations and soft credits Donations Tab Donation List Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or Include both donations and soft credits DONORS Donor DASH RACHEL Unknown of test Member subset fall 2011 Summary Contact Info Details Relationships Donations Donation History Donations and Soft Credits 11 1 2008 7 685 00 Latest Donations List Donations and Soft Credits ate cxpected nNeceirvec Change Profile Customize Print Summary Notes Tasks amp Files History Social 14 548 93 625 00 Show donations only Show soft credit recognitions only Gift 12 1 2012 550 00 Show both donations and soft credits Gift 9 7 2012 3 000 00 Pledge 5 23 2012 500 00 125 00 375 00 Ed heed ON dd wep See VY The top of this view provides a summary of the donor s giving history You can see how long the donor has been a donor the total amount pledged to your organization the largest donation the donor has made to your organization the total number of donations you have received from the donor the total amount you hav
374. s Press Membe ee Family Fair Sponsor E Funder Current Year E Funder Next Year GSS Golf Classic Spansar ES Legislative Contact SS bpjor Prospects E rember E Press hiember SS Sponsor volunteer Funder Curent Year Funder Next Year Golf Classic Sponsor Legislative Contact tutajor Prospects Group SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donor Assignments This report provides a breakdown of donors by whom they are assigned to within the database You can choose to show or hide unassigned donors GiftWorks User Manual Page 257 of 373 Donor Assignments Source All Donors SmartList Display Hide unassigned E None BS Shawn Tyler Shawn Tyler E Can Home GSS Dave Batinich E Rachel Chambers Craig Lauer B Craig Laver Dawe Batinich Rachel Chambers Display Hide unassigned SmartList Filter All Donors Choose the options for your report using the Report Choices under Customize Report screen or at the bottom of the screen within the report Donor Relationships This report provides a list of donors who have relationships the donors to whom each is related and the type of relationship Donors who have relationships may show up on the report multiple times showing everyone that is related to them and showing all of the donors they are related to Donor Relationships S
375. s displayed are what you want and click Next Entering Donor Mailing Information On the third step of the Add a Donor process enter and or verify the values for the salutation and addressee fields for the donor you are adding GiftWorks User Manual Page 49 of 373 Add a Donor DONOR MAILING INFORMATION Enter the mailing information for this donor Salutation Formal Salutation Informal Addressee Formal Ms Jane Smith Addressee Informal Jane Smith Entering Donor Address Information On the fourth step of the Add a Donor process enter the primary mailing address information for your donor You can always add remove or edit this information later Zip Code Lookup For United States users GiftWorks will provide the ability to fill in the city and state based on the zip code when adding or editing an address Check this address This link allows you to validate the address information you entered Add a Donor ADD DONOR ADDRESS INFORMATION Enter the address information for this donor Name Home Address Address Line 1 111 Main Street Address Line 2 City Lancaster State Province PA ZIP Postal Code 17601 Country United States Check this address Entering Donor Phone Email Information On the fifth step of the Add a Donor process enter the primary phone and email information for your donor You can always add remove or edit this information later GiftWorks User Manual Page 50 of 373 Add a Donor
376. s helpful if you for example thank the donor with a handwritten note or phone call Addressee Addressee fields are used to store information you would typically like to see on the first line of a mailing address There are both formal and informal addressee fields letting you address donors differently for different purposes Based on the type of donor and the name information you enter GiftWorks will attempt to fill in a default value for you Examples Donor John Smith Formal Mr John Q Smith Informal John Smith Donor John and Mary Smith Formal Mr and Mrs John and Mary Smith Informal John and Mary Smith Donor Acme Corporation with a primary contact Formal Mr John Smith Acme Corporation Informal Acme Corporation John Smith Donor Acme Corporation without a primary contact Formal Acme Corporation GiftWorks User Manual Page 362 of 373 Informal Acme Corporation Addresses For each donor you can enter multiple addresses In GiftWorks Standard donors must have a Mailing Address and can have multiple Informational Addresses The Mailing Address will always be used for mailings sent from GiftWorks In GiftWorks Premium donors must have a Primary Address and can have multiple Seasonal and Informational Addresses Either the Primary Address or Seasonal Address will be used for mailings sent from GiftWorks based on the current date of the mailing Administrative Password In the Settings section of GiftWo
377. s in a receipt You can also insert information about the specific donations in the list as well as donation summary information donor and donation custom fields and information about your organization ADD A LETTER To add a donor letter click the Add button at the bottom left corner and select the type of letter you wish to add For example if you are adding a new Donor letter choose the Add Letter for Donors option GiftWorks User Manual Page 196 of 373 Options Add Letter for Donors Add Letter for Donations Add Letter for Pledges Add Letter for Receipts Enter the Letter Name and click Next Add Donor Letters ADD DONOR LETTERS Enter the name for this letter in the space provided below Letter Name Fall Appeal Letter You will now have a blank letter template This screen will look the same for any type of letter you choose to add MAILINGS EDIT LETTER FALL APPEAL LETTER Change Letter Name Write and edit your letter below To insert a GiftWorks field place your cursor in the letter then dick on Insert Field and select the field you d like Click the Change Page Layout Toolbar link on the right to show the toolbar Change Section Layout Insert Field v Delete Fie Letter size 1kb Toolbar Ruler Print Letter Se S YES e 4 Thoe eaaa Eni KE arial SS ae 1 SC ereere oerereee5 DOO i B You can change the letter name change the page layout chan
378. s list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display None Visible P Olivia Mauer visible Nyla Rosen visible Arnold Smyth visible The DeLong Family visible You can use this field to track solicitation effectiveness of your board members for example if you assign them each specific donors to ask for donations Job Titles Job Title is a field that appears in each donor s record The default list includes many values but you can customize it if you need additional values An example of how you might use this field is if you want to contact all attorneys in your database to inquire about pro bono services for your organization or a client GiftWorks User Manual Page 296 of 373 MANAGE JOB TITLES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored
379. s mailing Print Check this option to record this mailing for future reference Mailing to All Donors SmartList Description Nhen 6 3 2008 1 00PM When saving your letters you v o I need additional help ca a ee f Online A Internet Updates If you select to send your mailing as USPS Standard Mail Machinable or Automation Letters make sure you Print the labels for each postal sort tray Print the qualification report and Print the mailing instructions to complete the Postage Statement before taking the mailing to your Post Office PRINTING LETTERS LABELS OR ENVELOPES If you are sending letters and labels or envelopes there will be a Print link for each item When you click the Print link you will be presented with some options for the printing Print Mailing PRINT THIS MAILING The letters for this mailing are ready to be printed Printer QuickBooks PDF Converter Print Setup Pause after printing each letter Start Printing Printing 29 letters Sues Evatt Click to control printing Click the Print Setup button to access the settings for the selected printer or to choose a different GiftWorks User Manual Page 232 of 373 printer Checking the Pause printer after each letter box will cause a prompt to come up after each individual item is printed The Start Printing button starts the printing process with whatever options you have selected Once p
380. s of tests on your database to determine if there are any problems or potential problems Click Run Checkup to start the Database Checkup Run Checkup nn 100 GiftWorks has successfully resolved all of the issues Validity Test Status io Checking For smartlists that should be preset but are not Pass Checking for smartlists with no Filters Pass Checking For smartlist Filters with no smartlist Pass Checking for smartlist with exclude filters but no include Filters Pass Checking mailing lists For entries that no longer exist Pass Checking For interactions with no donor assignees Pass Checking For interaction assignments with no parent interaction Pass Checking for interactions with donor assignees that no longer exist Pass Checking for interactions with assigned to user that no longer exists Pass Checking For Funds that have no accounts assigned Pass z Ela mnlimm eee eee eee Oe Pee li mnhm hinh a a tees Dann Te If the checkup errors are not fixed contact GiftWorks Customer Care for further instructions ADDITIONAL SETTINGS amp TOOLS The Additional Settings subsection of the Settings section contains other administrative options for your GiftWorks database ADDITIONAL SETTINGS amp TOOLS Select any of the following to manage the settings hdd or edit your as name address fiscal year mission statement or other settings Manage Honoraria and Memorials Add change and
381. sabled that user cannot sign in to GiftWorks Make any changes and click Save to continue MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options for managing the account The options for managing user accounts depends on the Security Level for this database User Accounts James Williams Active Role User Change Change name eset password Last Sign in 6 6 2008 11 01 24 AM Delete account Disable account Sarah Jones Active Adam Lawrence Active Rick Samson u Sample User Me Active Cindy Smith Sandy Jackson uv holly Active be mark Active matt Active GiftWorks User Manual Page 319 of 373 Advanced Security Manage User Accounts in Advanced Security Administrators can add a new user account change user name delete user accounts set user passwords and activate disable user accounts Users cannot sign in to GiftWorks until their user account is activated To activate an account you must enter a password and select Activate Account Delete an Account in Advanced Security User accounts can only be deleted if the user has not ever signed in to GiftWorks Once the user has signed in their account cannot be deleted because it would affect the history that is maintained for each user account Accounts that cannot be deleted can still be disabled When a user account is disabled that user cannot sign in to GiftWorks Q Gift
382. se Requires a password on sign in GiftWorks Any user can be designated as an Administrator Users can be designated as Administrators which enables them to modify all settings Advanced Security Advanced Security offers the most control to administrators Requires a password on sign in All features of GiftWorks can be protected based on the role Users can be assigned to customizable roles Passwords are required by all of the users Each user can have different permissions users to sign in Any user can be designated as an Administrator and the administrator can modify all settings Users still have access to all other areas of the ase rd on sigr Advanced Security All users must sign in with a password and each user is assigned a role Each role is Online A Internet Updates GiftWorks User Manual Page 316 of 373 GiftWorks User Manual The three security level options for protecting your database are Basic Standard and Advanced You can change security levels by selecting a different security level and clicking Next to continue Basic Security Any user can sign in to start working with GiftWorks If you set an Administrative password other users will not be able to access any database settings other than to change their user name Standard Security Only users created by the administrator are allowed to sign in to GiftWorks Passwords are required for all users to sign in and an account must b
383. sed which may be later than the date it was actually received This date can be set when the gift is entered into GiftWorks For a pledge the pledge date is the actual date the pledge is received the date of the promise For a payment there are two dates The actual date is the date the payment is actually received The expected date is the date the payment is or was scheduled to be received Delivery Point GiftWorks User Manual Page 364 of 373 The USPS assigns every address a two digit code that is used for USPS discounted mailings The Delivery Point for each address is returned by the CASS certified ZIP 4 or delivery point code address matching process and can be imported in to GiftWorks or can be manually entered Directed or Restricted When donors give a donation they can indicate that the donation should be directed or restricted to a specific purpose The organization then has a legal obligation to use the donation only for that purpose There is a field available to indicate such a direction or restriction Direction or restriction can be set per gift or per pledge Display Name This is the primary field that GiftWorks uses for each donor entered into the system Based on the information entered for the donor s name GiftWorks suggests a few display name options The display name is used in reports SmartLists and for finding and displaying donors Examples For a household it might be Smith Mr and Mrs J
384. specific fund for your report by choosing from the fund selection If you choose the blank option in the fund dropdown list the report will show information for all funds You can further narrow your results by choosing a SmartList using the date range selection field and by indicating the types of donations to include This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by fund for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each fund Donation History by Fund Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Fund All Include Received Donations 127 000 CA General Fund E Technology Fund E Building Fund HSS Family Counseling Fund wtar 2007 hy 2007 Jul 2007 Sep 2007 Mow 2007 Jan 2003 har 2003 Fund Include Received Donations Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donation History by Appeal This report shows a breakdown of how donations as a result of an appeal or several appeals have changed over time You can indicate a specific appeal for your report by choosing from the appeal selection If you choose the blank option in the app
385. st members Change profile of SmartList members Change assigned to of SmartList members Change contact preferences of SmartList members Remove update primary email of SmartList members Change the type of a specific address phone or email type for SmartList members Change mailing address country of SmartList members Change display name format of SmartList members Change receipt defaults of SmartList members Change donor custom field value of SmartList members Add note to SmartList members Add task to SmartList members Complete open task for SmartList members Change campaign for donations pledges Here you will click on the Complete open task for SmartList Members option under the Choose an Update area Choose an Update Add SmartList members to groups Remove SmartList members from groups Add SmartList members to mailing lists Remove SmartList members from mailing lists Change status of SmartList members Change category of SmartList members Change member since date of SmartList members Change renewal date of SmartList members Change affiliate designation of SmartList members Change profile of SmartList members Change assigned to of SmartList members Change contact preferences of SmartList members Remove update primary email of SmartList members Change the type of a specific address phone or email type for SmartList members Change mailing address country of SmartList members Change display name format of SmartList members Cha
386. stics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Attend School Qutreach Visible Follow Up Phone Call Visible Up Invite to Puppy Mill Action Visible Make Home Visit Visible Send Thank You Email Visible Send Thank You Letter Visible MANAGE DONOR DONATION CUSTOM FIELDS Each GiftWorks donor record includes over 40 fields for recording information about that donor Often however organizations want to track other information about their donors To address this need GiftWorks includes the ability to add custom fields to both donor and donation records Manage Donor Custom Fields dd and delete your own custom Fields in the details section of Donors Manage Donation Custom Fields Add and delete your own custom Fields in the details section of Donations STANDARD You can add up to 28 custom fields each to donor and donation records choosing from up to five types of custom fields List Dropdown A fixed but customizable list of values that a user can select from a dropdown menu You can have up to six fields of this type for donor and donation records Dates A date field that includes a popup calendar for choosing a date w
387. t Windows 7 Home Premium Professional Ultimate 64 bit Internet Explorer 32 bit 7 8 9 GiftWorks User Manual Page 3 of 373 GiftWorks integrates with the QuickBooks Pro and Premier Editions including the Nonprofit Edition for the years supported by Intuit including the US UK and Canada versions Note Please be aware that if you are using Windows Vista or Windows 7 you may need to disable user account control for the GiftWorks interface with QuickBooks to work GiftWorks does not integrate with the QuickBooks Online or QuickBooks Simple Start Editions GiftWorks can optionally use Microsoft Outlook to send outgoing email GiftWorks is not compatible with Microsoft Outlook 64 bit GiftWorks is compatible with the 32 bit version of Microsoft Outlook Starting with GiftWorks 2012 users can also send email using their outgoing email server SMTP Important Information for Trial Users e The GiftWorks trial is intended for evaluation purposes only e The GiftWorks trial expires 30 days after installation and you will need to purchase a GiftWorks license to continue using GiftWorks Files created with the trial software will no longer be accessible after the trial expires e Emails to GiftWorks Customer Care are included with this trial There is no paid technical support included with this trial e You must accept the GiftWorks License Agreement during installation before you can use this product If you do not accept the terms of
388. t Information for Trial Users Installing GiftWorks Installing from a CD Installing from a Download Setting up GiftWorks If You Are New to GiftWorks Creating Standards for Your Organization Names Salutations Addresses Gifts and Pledges Analyzing Your Data Solicitors Capital Campaign Membership Event Management Tasks GiftWorks User Manual Page 2 of 373 ABOUT THIS MANUAL This Manual was created to give you all the information you need to use GiftWorks fundraising software as part of a complete and effective fundraising strategy all in one convenient document Using the Built in Help GiftWorks includes easy to understand help on almost every screen of the software It s context sensitive offering relevant guidance about the features of whatever screen you re interacting with Simply click the Help icon on the upper right of the GiftWorks screen ey Gift Works Sample Database File Help O9 O S 2 Back Home Donors Donations SmartLists Mailings Reports Settings DO N O RS Maintain your donor relationships with these powerful yet simple tools DID YOU KNOW DONOR OVERVIEW Adding a new donor is a snap Click Go and we ll view and manage your donors using the tasks below lead you step by step ADD A DONOR FIND A DONOR Add a new donor Search your donors to find the one you need IEW DONORS DASHBOARD IEW TASK LIST See common views of your donors View a list of tasks For your donors E Skip
389. t information you have entered Click Finish to confirm the summary information and complete the payment GiftWorks User Manual Page 104 of 373 Add a Donation PAYMENT SUMMARY Review the payment summary below You entered a payment of 125 00 dated 11 16 2011 to be applied toward a pledge of 500 00 Payment type Check CHECK DETAILS Check Number Check Date 11 16 2011 Add payment to the Donation Thank You Letters list You have chosen to issue a receipt for this payment with receipt group Month End Receipts SOFT CREDIT RECOGNITION In order to apply soft credit recognition you must first apply the pledge payment and then edit the payment Then follow same steps to apply Soft Credit for a donation See the Managing Donations section for more details SOFT CREDIT RECOGNITION Donor Amount Acknowledgment Add Sofk Credit VIEWING AND EDITING PLEDGES There are a number of options for viewing and editing your pledges The items listed below offer detail about all of your options Viewing the Main Donations Page When you click the Donations icon at the top of GiftWorks you will see either the Donations Overview or the Donations Dashboard depending on which you have chosen To change this option e f you see the Donations Overview you can click the Skip this screen checkbox The next time you click the Donations icon at the top you will be taken to the Donations Dashboard e If you see
390. t step that includes the option of adding the soft credit to the Soft Credit Thank You Letters mailing list Soft Credit Donations added to the list are automatically queued for sending When you are ready to send the thank you letters go to the main Mailings page and click the Soft Credit Thank You Letters donation mailing at the top right of the main work area DONATION MAILINGS Donation Receipts 0 Donation Thank You Letters 48 Soft Credit Thank You Letters 8 Pledge Thank You Letters 13 Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications This takes you into the mailing process for the soft credit letters You can create or modify the letter template set to be used as the thank you letter for this mailing Please note only a donation type letter can be used for the Soft Credit Thank You Letters mailing MAILINGS SELECT LETTER Select a letter for your mailing You can edit the letter by clicking the Edit Letter button Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing C Select A Letter Current Selection Soft Credit Thank You Letter Zoom Copy of Gift Thank You Letter Donation Letter Gift Thank You Letter Gift Thank You Letter with Ask Honorarium Memorial Thank You Letter Jonor General Today s Date Short Format kirk General Addressee Formal Pledge Payment Thank You Letter General Address Block Soft Cre
391. t the type for this user Standard User James Williams Standard Users cannot change settings but have full control over other areas of GiftVVorks CC Administrator Administrators have complete access to all settings and can make any desired change Standard Users can access all areas of GiftWorks except the administrative options in the Settings section GiftWorks User Manual Page 318 of 373 When a Standard user selects the Settings section at the top the only settings option for the Standard user is to change their user name and password Click on Change Your User Settings and select Change User Name or Change User Password to continue GIFTWORKS SETTINGS Change the information for your user acccount Administrator users can access all areas of GiftWorks including the Settings section Administrators can also add a new user account change user name delete user accounts set user passwords and activate disable user accounts Users cannot sign in to GiftWorks until their user account is activated To activate an account you must enter a password and select Activate Account Deleting an Account in Standard Security User accounts can only be deleted if the user has not ever signed in to GiftWorks Once the user has signed in their account cannot be deleted because it would affect the history that is maintained for each user account Accounts that cannot be deleted can still be disabled When a user account is di
392. t to accept this default setup If you want to install into a custom folder instead select Change and browse to the folder of your choice or create a new folder Click OK once you have chosen a folder then click Next If you are creating a new folder GiftWorks will ask you for confirmation Click OK to confirm this GiftWorks is now ready for installation Click Install Installation may take several minutes When the installation wizard is completed you may check the Launch Mission Research GiftWorks box and click Finish to launch Mission Research GiftWorks If you want to use GiftWorks later click Finish SETTING UP GIFTWORKS 1 To launch GiftWorks go to the Windows task bar and click Start click Programs click Mission Research and then click GiftWorks or double click on the GiftWorks G icon on your Desktop If you ve already purchased GiftWorks enter your Software Key in the box indicated and click Go To buy GiftWorks click on Buy GiftWorks Now and submit payment through our secure Web site To start a no risk trial click on Try GiftWorks Free Next you must register your copy of GiftWorks Enter the requested information and click Next The following page will confirm your Trial or Purchase Click Next At the welcome screen click Start GiftWorks User Manual Page 5 of 373 6 If you installed GiftWorks from a CD we recommend that you check for any software updates Click Check for Updates to do this now 7
393. t up and how they will relate to your GiftVorks donations and Funds We strongly advise you to read the Configure GiftWorks to Work with QuickBooks reference guide before getting started To be sure that all of your information is safe we also require that you Back up Giftvworks now Back up QuickBooks now Ready To Begin Ihave read the guide D Thave backed up Gift vyorks D Ihave backed up QuickBooks See the guide Configuring GiftWorks to Work with QuickBooks Manage Accounts and Funds Each donation entered into GiftWorks is applied to a fund GiftWorks funds are set up to point to specific accounts for each payment type Since the way you set up these fields affects your transaction posts for your accountant or to your accounting software you may want to consult with your accounting professional when setting them up Step 1 Accounts If you configure GiftWorks to work with QuickBooks that process will handle the setup of accounts If you are not configuring to QuickBooks you will not use this area MANAGE ACCOUNTS AND FUNDS STEP 1 IMPORTANT If you want to post donations entered in GiftWorks to QuickBooks you first need to configure Gift If you are not using QuickBooks you can add an account to GiftWorks by dicking the Add Account button below You can also edit or delete any of the accounts below Click Next to manage your donation funds Number Name Type 1100 Cash Asset 3 1200 P
394. te the current letter with your changes or save your changes as a new letter f Overwrite Donation Letter f Add to letter library Letter Name Click Save Click Ok to get back to the mailing process Click Next to continue Generate Mailing This step shows you a summary of the mailing you are preparing to send The Mailing Options Summary box displays information about your mailing including the number of recipients sorting information and whether you are sending one mailing per donor or per donation pledge Any warnings or errors with your mailing are displayed here as well GiftWorks will notify you if there are any recipient problems like incomplete or invalid information or if the overall size of your mailing might cause problems You can go back and correct these problems before you continue GiftWorks User Manual Page 229 of 373 gt Sample Database Sample User GiftWorks alg xi 9 S 0DE J Donors Donations Volunteers Events SmartLists Reports Settings MAILINGS Review the mailing details below Click Generate Mailing when you are done Select Options Choose Recipients Letters Preview Mailing Summary Gift Thank You Letter Number of recipients 32 Labels Preview Discount type No discount Avery Standard 5160 Address Sorting ZIP Postal Code ZIP Postal Code Addressing Send one mailing per donation Note Some recipients contain missing or invalid mailing information Check the R
395. ted in the bottom left PREMIUM GiftWorks will display a warning at the bottom of the screen if a seasonal address update has not been run on the current day Check button Gives you the options of checking all recipients checking every other recipient checking every third recipient checking the top 100 or 500 recipients or choosing a number of recipients to check If you have a large mailing a large number of recipients and or a large letter template you may want to use one of these options to reduce the number of letters you generate at one time Uncheck button Gives you the options of unchecking all recipients unchecking all recipients with invalid addresses unchecking recipients whose status is deceased unchecking all recipients with any warning note unchecking all recipients marked as Do Not Mail or unchecking all recipients marked as Do Not Solicit Choosing the Uncheck all invalid option will automatically uncheck any recipients with invalid addresses or whose status is deceased Note a donor mailing has additional Uncheck options These options are Uncheck members of included households Uncheck members of included organizations Uncheck households of included members and Uncheck organizations of included members Invert button Reverses the currently selected recipients If you have all recipients checked the Invert button will deselect them If you have some recipients checked this button will deselect those and
396. the Donations Overview or the Donations Dashboard depending on which you have chosen To change this option e If you see the Donations Overview you can click the Skip this screen checkbox The next time you click the Donations icon at the top you will be taken to the Donations Dashboard e If you see the Donations Dashboard click Show Donations Overview in the Other Tasks menu then click the Skip this screen checkbox to uncheck it The next time you click on the Donations icon at the top you will be taken to the Donations Overview On the Donations Dashboard you can choose from a variety of views to get a quick glance at the donation information you want Click the arrow next to the view name to make your selection Each view shows the donor name campaign allocation and fund for each donation Additional columns vary by view You can sort your view by clicking the column headings GiftWorks User Manual Page 84 of 373 DONATIONS DONATIONS DASHBOARD Click on the pulldown menu just below to sort your donations in different ways To see the details of a donation double click on it VIEW LATEST DONATIONS 2 24 2013 Pledge Payment 250 00 Bell Brian 011 Annual Ta Operating Fund l2 1fe2012 Gift 550 00 Dash Rachel Facilities Fund arl2012 Gift 35 000 00 Dash Rachel 2011 Annual Ca Operating Fund ga z0lz Gift 50 00 Dash Rachel 012 Annual Ca Facilities Fund Sf23l2012 Pledge Payment 125 00 Dash Rachel 2012 Ann
397. the letters in the DONOR section of the Letter Library Send Mail gt To this donation this will start the mailing process and give you access to the letters in the DONATION section of the Letter Library OTHER TASKS When viewing a Pledge Payment you can easily add a donation or add a pledge from the Other Tasks area Add a Donation Add a Fledge GiftWorks User Manual Page 112 of 373 MANAGING HONORARIA AND MEMORIALS IN THIS SECTION GiftWorks Honoraria and Memorials Overview Adding Honoraria and Memorials Editing Honoraria and Memorials Deleting Honoraria and Memorials Hiding Honoraria and Memorials Sorting Your View of Honoraria and Memorials Adding a Donation in Honor of In Memory of Adding a Pledge in Honor of In Memory of Acknowledging and Receipting Honorarium and Memorial Donations Sending Honorarium and Memorial Notifications GiftWorks User Manual Page 113 of 373 GIFTWORKS HONORARIA AND MEMORIALS OVERVIEW From time to time people may make donations to your organization in honor or in memory of someone or something GiftWorks helps you distinguish donations like these from other donations with honorarium and memorial options GiftWorks makes honoraria and memorials a standard part of donation tracking When you add honoraria and memorials to your GiftWorks database you can record a donation as a gift given in honor or in memory of someone Each time an honorarium or memorial is accredited with a donation
398. there are any problems or potential problems IF any problems are Found the results will be sent to the Mission Research Technical Support team Click Run Checkup to start the Database Checkup Run Checkup Click on Run Checkup If there are no errors you will see the following DATABASE CHECKUP The Database Checkup will run a series of tests on your database to determine if there are any problems or potential problems Click Run Checkup to start the Database Checkup Run Checkup On 100 Your database has been checked and there were no issues found Validity Test Status ie Checking For smartlists that should be preset but are not Pass Checking For smartlists with no Filters Pass Checking For smartlist Filters with no smartlist Pass Checking For smartlist with exclude Filters but no include Filters Pass Checking mailing lists for entries that no longer exist Pass Checking For interactions with no donor assignees Pass i Checking For interaction assignments with no parent interaction Pass Checking For interactions with donor assignees that no longer exist Pass Checking For interactions with assigned to user that no longer exists Pass Checking For Funds that have no accounts assigned Pass ed SO Ee a See ee oe eee He ee Oe ey ee Ne ed eee Dann Jed If there are check up errors you see a screen stating that errors were found DATABASE CHECKUP The Database Checkup will run a ser
399. tion will connect your GiftWorks donors and your contacts in a Constant Contact Select the options that best match how GiftWorks and Constant Contact should integrate Constant Contact and 4 T The following options will be used every time you synchronize GiftWorks and Constant Contact What information should be synchronized between GiftWorks and Constant Contact Only synchronize email addresses and contact lists Synchronize all fields between GiftWorks and Constant Contact Click here to map your custom fields Donor email preference Ifa contact unsubscribes from all mailings change their Email Preference in GiftWorks to Do Not Email The following options will be used the first time you synchronize GiftWorks and Constant Contact First time synchronization options Ifa GiftWorks donor is not found in Constant Contact it should be added as a new contact to the default mailing list When connecting GiftWorks and Constant Contact the first time which information should be used The information in GiftWorks is the most reliable Update all the Constant Contact information with the information from GiftWorks The information in Constant Contact is the most recent Update all the GiftWorks information with the latest from Constant Contact Use the date of the most recent change to determine which information should be used Only synchronize emails and lists Do not synchronize all the available information Cl
400. tions and donations From a variety of Files To do this you ll tell GiftWorks the name location and type of the File you d like to import then you ll match the Fields in your file to the fields in GifkVvorks Choose the type of File or application source you d like to import Microsoft Excel File xls Find the file you d like to import Find import File IF vou want to use a previously saved GiftWorks Import Configuration gic File to configure your import click here Quick Import Quick Import uses a GiftWorks formatted file to import donations into GiftWorks See the GiftWorks Import Guide for more details SELECT IMPORT SOURCE To import select an import file that uses the pre defined layout in GiftWorks Choose File verify Choose Options Import Finish 2 Quick Import uses a pre formatted file to import information into GiftWorks You can download a sample file that provides the proper format to use with Quick Imports Download the Quick Import template file here Choose the type of file or application source you d like to import Microsoft Excel 95 2003 file xIs Find the file you d like to import Find import file Export Records GiftWorks can export data to Microsoft Excel xls XML or Comma separated value csv files You can export the data of your choice from any SmartList PICK A FORMAT AND FILENAME Choose the format for export from the dropdown enter a filename th
401. tions for that item Helpful Tip GiftWorks Standard and Premium are initially set to Basic Security The options available in Basic Security are the same whether you are working in GiftWorks Standard or Premium In the Basic Security level you can Set an Administrative Password to protect the Settings section of GiftWorks The Settings section contains all administrative settings and includes your custom fields and values accounting settings and database backup settings Any user can sign in and create a password to start working with GiftWorks If you set an Administrative password other users will not be able to access any settings other than to change the username Gift Works PREMIUM USERS ONLY Before you change security levels refer to the GiftWorks Security Guide for more information on security levels and options available in GiftWorks Premium GiftWorks User Manual Page 6 of 373 IF YOU ARE NEW TO GIFTWORKS GiftWorks helps you support your organization s mission more efficiently and effectively by tracking donors and donor relationships donations and pledges mailings lists and campaigns all in one place Maybe you ve been working with a different database software package or you currently use only a spreadsheet to track your donor information GiftWorks will be an immediate improvement Before importing or manually entering data into GiftWorks now is the time to ask yourself these questions e What have you
402. to QuickBooks 2012 and have any problems please contact Customer Care at suppor t aiftworksconnect com QuickBooks DONATIONS BY FUND SSSSSS____________________ __L_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ e View Sum of Donations Operating Funds view Count of Donations By Appeal By Campaign By Fund General Care Fund Multiple Funds Today Yesterday Month to Date Year to Date Last 30 Days Last 3 Months Last 6 Months Last 12 Months Small Medium Large Hide GiftWorks User Manual Page 19 of 373 Donation History You can add Donation History to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose one of the date ranges listed You can choose to Show Dollars or to Show Units You can also choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS WELCOME TO GIFTWORKS 2013 Congratulations you are using the newest version of GiftWorks 4 DONATION HISTORY 1 Month 2 Months 3 Months e 6 Months 12 Months 18 Months 24 Months 272 AN 23 000 Dec 2011 Jan 2012 Feb 2012 Mar 2012 Apr 2012 e Show Dollars Show Units Hide Expected Payments You can add Expected Payments to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose one of the date rang
403. to a Mailing List Click on Send Mail to These Donors to start the mailing process This will give you access to a letter in the DONORS section of the Letter Library MAILINGS CHOOSE OPTIONS Choose the options for this mailing Select Options Select Letter ie 5 Mailing Format send Email using Outgoing SMTP Server configure Send Letters Only Send Letters amp Labels 7 one Send Letters amp Envelopes Mailing Discount No discount First Class Mail USPS Standard Mail Machinable Letters f USPS Standard Mail Automation Letters Sore Display Name ZIF Postal Code Click in the Add These Donors to a Mailing List option to add the donors to an existing mailing list GiftWorks User Manual Page 177 of 373 Add Donors To Mailing List CHECK MAILING LISTS To add the donors from this SmartList to one or more mailing list click the corresponding checkboxes below Welcome Letters Newsletter Information Mailer invites mailing i 4444 heather Examine Mailing List Additions You can also Send Mail to a SmartList from the main SmartLists screen Click Send Mail to a SmartList GIFTWORKS SHARTLISTS Smartlists allow you to segment your donors into highly targeted lists based on donor and donation information Once WOU create a SmartLlist you can run reports send mail or export the SmartList YIEW ALL SMARTLISTS View SmartLists by category including Giftvyorks standard
404. to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftvVorks Fields Name Louise In Memory of Louise Visible 1 Thelma and Angelamia In Memory of Thelma and Angelamia Wisible a Nancy Mosso In Honor of Nancy Mosso visible 2 From this view you have the ability to add new honoraria and memorials show or hide the memorials or honoraria and sort the list To add a new honorarium or memorial click Add in the main work area of the Manage Honoraria and Memorials screen GiftWorks User Manual Page 115 of 373 Add an Honorarium Memorial X HONORARIUM MEMORIAL DETAILS Enter a name and title of this honorarium or memorial Donors who should be notified of gifts to this honorarium or memorial should be added to the Donors To Notify list Honorarium Memorial Name more Honorarium Memorial Title more Description Donors To Notify Jone specifier Visible lv In the window that appears assign a name title and description to your honorarium or memorial Note that the title should begin with In honor of or In memory of This ensures that the information for you honorarium or memorial merges seamlessly into your honorarium or memorial letter templates Hove your mouse over the more link n
405. to receive Ideally these are the same number Anonymous lf a donor chooses any donation can be listed as anonymous by using an available donation field This field serves only as a reminder to the user that a donation has been designated anonymous It does not affect the donation in any other way including how it is used in reports and SmartLists Appeal Each mailing or other contact a phone call or newsletter for example that might generate donations is considered an appeal If a campaign consists of multiple appeals then analyzing which appeals resulted in the most donations can show you which are most effective GiftWorks User Manual Page 363 of 373 CASS certified Addresses PREMIUM Your address list must be validated and corrected by a CASS certified process for a mailing to qualify for Standard Mail Automation letters rates This can be done through a vendor that provides these services or with USPS approved software Refer to the USPS guidelines for the frequency of certification Campaign A campaign is a series of events and solicitations for example mailings phone calls and special events that make up a cohesive push for funds for a specific purpose In GiftWorks a campaign is made up of several appeals An example of a campaign might be Fall Membership Drive 2004 or Annual Spring Cleaning Festival 2003 Comma Separated Value csv File A comma separated value or csv file is a data format where each
406. try Session on left E 09 Events SmartLists Mailings Reports Settings Insert Row Delete Row Sonens OO E re pomene General Care Fund Check SAVE SMARTENTRY SESSION Enter a name for your SmartEntry session and click the Save button Session name vl Smarttntry Instructions SmartEntry Summary Enter your information into the SmartEntry page Move your SmartEntry information into GiftWorks To process a SAVED SmartEntry session go to Settings Additional Settings amp Tools Manage SmartEntry Pages Manage Saved SmartEntry Sessions GiftWorks User Manual Page 348 of 373 Saved SmartEntry Sessions SAVED SMARTENTRY SESSIONS Choose from the list of previously saved SmartEntry sessions Select a saved SmartEntry session and click the next button to restore the saved SmartEntry session Lisa lentry For page Simple Donors and Donations Created by Sample User on 9 2 2011 12 18 45 PM Simple Donor Entry 2 entries For page Simple Donors Created by Sample User on 7 12 2011 Delete SmartEntry Session Choose the session then click Next Run a SmartUpdate A batch update is when you update all of the records in a SmartList GiftWorks gives you a variety of options for performing batch updates on your database RUN SMARTUPDATE SmartUpdate Overview Select the type of update you want to apply to a SmartList from the menu below You will choose the Smart
407. ts you keep track of overdue pledge payments You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report will show information for all campaigns This report includes a bar chart and pie chart The pie chart shows totals by campaign for the date range The bar charts show the totals over time by month year etc for each campaign Past Due Payments Source All Donations Smartlist Dates 11 1 2007 through 3 6 2008 Campaign All 5 000 CA None specified G9 General Campaign BS Capital Campaign E Annual Campaign E Hew Program Campaign BS Technology Campaign E Hew Member Campaign BSS Donation was not part E5 Annual Campaign 2005 E Campaign for Capacity ES Friends of the Family BG Annual Campaign 2004 BS Annual Campaign 2007 Mow 2007 Dec 2007 Jan 2008 Feb 2008 wtar 2008 Campaign SmartList Filter All Donations Date Range All to Date Choose the options for your report using the Report Choices screen under Customize Reports or at the bottom of the screen within the report GiftWorks User Manual Page 273 of 373 Pledge Balances This report allows you to view pledge balances and activity for a specified period of time Pledge Balances Source All Pledges SmartList Dates 6 3 2012 through 6 9 2012 Campaign All Donor Pledge Date Total Pledged 4 Starting Pledge
408. tter template you want to use for your mailing The type of list you are sending to will determine which templates are available for your mailing For example if you are sending to a list of donors you can only use a donor template GiftWorks User Manual Page 227 of 373 SELECT LETTER SMARTLIST ALL DONATIONS Select a letter for your mailing You can edit the letter by clicking the Edit Letter button Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Q Q Select A Letter Current Selection Donation Letter Z conditional letter Copy of Gift Thank You Letter Gift Thank You Letter E r Donor General Today s Date Short Format General Addressee Formal ee Thank You General Address Block kirk Dear General Salutation Format Pledge Payment Thank You Letter Thank you for your recent gift s to the My Organization Name Your support is deeply Soft Credit Thank You Letter appreciated Thank you for your donation s in the amount of Donation Donation Total Below is a summary of your donation s Customized Donation Table right click to edit Thanks to your generosity we will meet our mission to My Organization Mission Statement Thank you again for your support of the My Organization Name Warmest regards Why don t I see my letter If you want to edit the letter template before you send out the mailing click the Edit Letter button at the bottom left of the main wo
409. u d like to appear on your list of Favorite Reports You can also edit or delete your saved report designs Report Name Category Description Donor Growth Donor Reports View the cumulative growth of your donors ov Forever Families Giving le Saved Report Total giving by level report for Forever Families Source of Mew Donors Donor Reports Compare the source of your new donors Donors By Category Donor Reports View your donors by category Active Sources of Mew Do Saved Report Currently utilized sources of donors Current Year Donors by Saved Report YTE donor activity Donation History by Camp Saved Report Donation History by Campaign Donors by SmartList Donor Reports View all oF your donors in a specific SmartList Donor Summary Sheets Donor Reports View a Full page summary of your donors Donors By Profile Donor Reports View your donors by profile Top Donors Donor Reports View Your bop donors based on how much the Donors By Giving Level Donor Reports View your donors by customizable giving level bal OOOOOOGEEEaS Recent Donors You can add Recent Donors to the Side Column of your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can choose to show Recently Viewed Recently Changed or Recently Added You can also choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS Lll RECENTLY VIEWED v QUICKBOOKS 2012 Recently Viewed
410. ual Page 189 of 373 Click Done when you ve finished editing your Mailing List To Delete a List click on the Mailing list and then click on the Delete List button MANAGE MAILING LISTS MAILING LISTS Double click on any mailing list to change its mailing list options You can edit GiftWorks built in mailing lists but you cannot delete them List Name Description Default Letter List Total Welcome Letters Letters to be sent to new donors New Member Thank You Letter 256 Newsletter Our organization s newsletter Blank Letter 0 Information Mailer Quarterly Update Blank Letter 68 invites Blank Letter 186 2012 Holiday Appeal 4 Size Paper 3 2012 Resource Fair Blank Letter 11 adds Eatu Delete ue You can change the order in which the Mailing Lists appear by clicking on the Up or Down buttons VA N MANAGE MAILING LISTS MAILING LISTS Double click on any mailing list to change its mailing list options You can edit GiftWorks built in mailing lists but you cannot delete them List Name Description Default Letter List Total Welcome Letters Letters to be sent to new donors New Member Thank You Letter 256 Newsletter Our organization s newsletter Blank Letter Information Mailer Quarterly Update Blank Letter 68 invites Blank Letter 186 2012 Holiday Appeal 44 Size Paper 3 2012 Resource Fair Blank Letter 11 You can also add and remove donors from Mailing Lists in several other ways F
411. ual la Facilities Fund 4350 2012 Pledge Payment 1 250 00 Carswell Foundation Capital Campaign Facilities Fund 4232012 Gift 50 00 4Arvitolie Ben 2012 Annual ca Membership Fund 413f2012 Gift 50 00 Bell Brian 2012 Annual Ca Facilities Fund 4112012 Pledge Payment 1 000 00 Doe John Membership Cam Facilities Fund 4f4i2012 Gift 15 00 Doe John z012 Annual Ca Facilities Fund gzaz0iz Pledge Payment 50 00 Katz Debbie 2012 Annual a Facilities Fund 3235 2012 Pledge Payment 50 00 Katz Debbie 2012 Annual ca Facilities Fund 3 23 2012 Pledge Payment 100 00 Katz Debbie 2012 Annual ca Facilities Fund 3 23 2012 Gift 555 00 Mauer Emma 2012 Annual Ca Facilities Fund 3 14 2012 Gift 50 00 Arnold Rich 2012 Annual Ca Facilities Fund gP gt sift 500 00 irnad pick ani annual ca Farilitie lt Find Latest Donations The last 20 gifts and pledge payments added to your database Top 10 Donations The 10 largest donations made to your organization You can open an individual donation from any of these views by double clicking the donation in your view Viewing a Donor s Donation Summary You can view a summary of the donations by a donor when you view the donor When viewing a donor click the Donations tab at the top of the main work area DONORS Donor Change Profile Customize Print Summary DASH RACHEL Unknown of test Member subset fall 2011 Summary Contact Info Details Relationships Donations Not
412. ue will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Blank Visible Business Corporation Visible Community Groups Visible Educational Institutions Visible Foundation Visible Government Agency Visible Individual Household Visible Dalimin Mel Raik l x For example in addition to designating organizations in your database with organization profiles you can use Donor Category to indicate which are corporations foundations religious institutions or government agencies The categories can be used to generate SmartLists and reports letting you segment mailings or report on donation totals from different categories Donor Source Donor Source is a field in each donor record that lets you track how each donor came to know about your organization You can use this to track the effectiveness of your outreach or recruitment efforts MANAGE DONOR SOURCE This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Visible Board Member Visible
413. uilt in donation mailings to help you acknowledge and send notifications about new donations or pledges On the main Mailings page donation mailings are listed in a gray box at the top right of the main work area There are five donation mailings e Donation Receipts e Donation Thank You Letters e Soft Credit Thank You Letters e Pledge Thank You Letters e Matching Gift Thank You Letters e Honorarium and Memorial Notifications MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings SEND MAIL DONATION MAILINGS D m e ee dh po pm m e dom m ee ee JEN CUSTOM IETOErS and emal To Your dono GI PRINT LABELS Donation Thank You Letters 48 for one or more of your donors Soft Credit Thank You Letters Grint aele a Bil ome ia l PRINT ENVELOPES Grint aersoaianec Em r Amg mnr minre mE rr r rnrn r EMVEIOo i i i W iT YO moar Ba Sle T E ar i uri Me u i Pt Mis Fail Faas Fat T Honorarium and Memorial Notifications Each serves a specific purpose in your donation processing and acknowledgement process Donation mailings differ from regular mailings sent through GiftWorks in that they can be used to automatically mark donations or pledges as receipted or acknowledged The automation of these acknowledgement processes allows your organization to easily track your donations and ensures that y
414. up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Active Donor Inactive Donor Pledging Donor Deceased Donor Prospective Donor Visible Visible Visible Visible Visible Visible Default values include active donor inactive donor customer and Deceased You can use the values in this field to create SmartLists and reports allowing you for example to target solicitations at specific statuses of donor Suffixes Donor suffixes eg Jr Sr MANAGE SUPFIXES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Blank Dr III Jr Task Categories The category for adding tasks for donors GiftWorks User Manual Field Value Display Visible Visible Visible Visible Visible Visible Visible EE Page 301 of 373 MANAGE TASK CATEGORIES This list of field values will appear as a dropdown menu which will allow you to better define the characteri
415. ur connection to Constant Contact Follow four steps to set up your GiftWorks integration with Constant Contact View Email Campaigns View email campaigns and manage the bounced email addresses Click on Synchronize with Constant Contact to integrate GiftWorks with Constant Contact CONFIGURE CONSTANT CONTACT Introduction Contact Lists Options Finish _ Getting Started Constant Contact Constant Contact is an email service that allows you to reach prospects and donors using powerful email tools and services GiftWorks can integrate with Constant Contact to ensure that all your information is u date y p tp a af 7 7 Do you have an account with Constant Contact You will need an account with Constant Contact before getting started Click here to get an account with Constant Contact Want to learn more before getting started Check out this video to see how GiftWorks and Constant Contact work together Enter your Constant Contact information Username Password p Enter your Username and Password then click Next to continue Here you will pick the synchronization options for each list GiftWorks User Manual Page 352 of 373 CONFIGURE GIFTWORKS TO WORK WITH CONSTANT CONTACT Introduction Contact Lists Options Finish O O O Constant Contact lists make it easier to target specific groups of contacts Below you will find the lists from your Constant Contact account Choose the lists z
416. uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Phone Call Visible Thank You Mote Visible In Person Visible Thank You Gift Visible Address Names Add your own Address Name options for your donor addresses e g home Address Business Address GiftWorks User Manual Page 290 of 373 MANAGE ADDRESS NAMES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use lt t won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Home Address Visible Business Address Visible Business 2 Address Visible Home Address visible A a Appeals An Appeal is a Fundraising activity Each solicitation your organization sends out or event it holds can be entered as a separate appeal in GiftWorks MANAGE APPEALS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value fo
417. ustomize Name Donation Amount Email Email Preference Note Payment Date Receipted Amo Unreceipte MV Small Dog Foundation 600 00 zoe yverizon net No Preference 2 1 2011 600 00 0 00 WMV Small Dog Foundation 75 00 zoe verizon net No Preference 10 30 2010 75 00 0 00 M Small Dog Foundation 75 00 zoe yverizon net No Preference 10 30 2009 75 00 0 00 WV Small Dog Foundation 75 00 zoe verizon net No Preference 11 1 2008 75 00 0 00 WV Small Dog Foundation 1 800 00 zoe verizon net No Preference Acknowledged 7 28 2008 1 800 00 0 00 M Lamos Yvonne 325 00 Yvonne rr net Do Not Email 12 8 2008 325 00 0 00 W Lamos Yvonne 325 00 Yvonne rr net Do Not Email 1 5 2010 325 00 0 00 WV Lamos Yvonne 75 00 Yvonne rr net Do Not Email 12 30 2010 75 00 0 00 W Lamos Yvonne 75 00 Yvonne rr net Do Not Email 12 24 2009 75 00 0 00 M Arvitolie Ben 50 00 woof comcast net No Preference 4 23 2012 50 00 0 00 M Arvitolie Ben 5 00 woof comcast net No Preference 2 2 2008 5 00 0 00 WV Brown Winnie 250 00 Winnie rr net No Preference 8 23 2011 250 00 0 00 M Brown Winnie 300 00 Winnie rr net No Preference 12 6 2008 300 00 0 00 M Brown Winnie 300 00 Winnie rr net No Preference 1 3 2010 300 00 0 00 MV Brown Winnie 18 000 00 Winnie rr net No Preference Acknowledged 8 9 2011 18 000 00 0 00 Brown Winnie 75 00 Winnie rr net No Preference 12 30 2010 75 00 0 00 m TE AE m FT as oan co gt Recipients with invalid
418. ustomize your screen and print a donor summary There are many tabs to click on to view specific donor information You can also use the Related Tasks Mailing Tasks and Other Tasks options on the left to quickly process other functions DONORS Donor Change Profile Customize Print Summary oe ee DASH RACHEL Edit this Donor Unknown of test Add a Task Member subset fall 2011 Add a Note Add a File Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Social Add a Donation Main Contact Info A Add a Pledge TEET Phone 717 656 2512 rachel hotmail com L Steven Barkerson Add to a Mailing List Information Mailer Send Mail gt Not A Volunteer Create Volunteer Profile Print Label About Dash Rachel Print Envelope Individual Household Send Message gt Active Donor Mailing on 5 22 2012 10 44 15 AM Run a Report Delete this Donor Call her Phone any time of day 717 656 2512 Pere Welcome Letters invites heather Member subset fall 2011 Donation Statistics Giving Summary v Find Donor i Advanced Search Edit Donor GiftWorks User Manual Page 35 of 373 Change Profile Click on the Change Profile link to the right of the screen DONORS Donor Change Profile Customize Print Summary DASH RACHEL Member Here you can change the donor profile or mark the donor as an Affiliate Donor Change Profile Customize Print Summary Wo Profile Organization Profile
419. uto Refresh is turned On Click the Turn Auto Refresh OFF left menu option to prevent the results list From being refreshed while editing the SmartList criteria Whenever criteria is added refined or removed or additional options are changed the Refresh SmartList link will be enabled indicating a change has been made Click the Refresh SmartList link whenever you are ready to refresh the results list Mote The results list will always be refreshed when using the Customize link Tesh Soyprtlist Customize If it is OFF the SmartList will not update until you click on the blue Refresh SmartList link This link is available since Auto Refresh is turned OFF and criteria has been added refined or removed since the results list has been refreshed Click this link whenever vou are ready to refresh the results list Click the Turn Auto Refresh On left menu option bo automatically refresh the results list while editing the SmartList criteria Whenever criteria is added refined or removed or additional options are changed the results list will be Updated automatically ee SS Se ee oe z Retresn SmartList Customize From here there are several options each of which is explained in the items below Adding Criteria Set Once you ve established your first criteria you can modify the SmartList in several ways One is to Add a Criteria Set When you Add a Criteria Set you re defining a whole new set of donors donations or
420. v4wJd 20 a heme b NonProfitTimes Register today for a free webinar on June 1 with convio and marketing_power http t co bIBI474f Snonprofit 5 21 2012 1 12 27 15 posts E NonProfitTimes Here is the latest edition of NPT Weekly http t co SfHaQesy nonprofit 5 21 2012 1 43 20 posts e ashschoen RT Seanbarowskisr You can t build a reputation on what you are going to do 25 posts b ConanOBrien A sad moment for civilization I just bought Greece with an old can of olives E jgleaman jgleaman Support When doing an API call for count 10 we only get 6 and we used indude_rts true and exdude_replies false pir ib NonProfitTimes Check out our archive for past articles and issues http t co CH6YQT5u nonprofit news 5 21 2012 1 Donations You can add Donations to your Home Page You can then choose the settings that best suit your needs by clicking on the down arrow You can then choose to view the Sum of Donations or View the Count of the Donations You can choose to show the Donations by Appeal Campaign or Fund You can choose one of the date ranges listed You can also set the size of the pie chart to Small Medium or Large You can also choose to Hide the feature WELCOME SAMPLE USER ESSENTIALS Mele QUICKBOOKS 2012 Intuit released QuickBooks 2012 on September 26 2011 Based on preliminary testing GiftWorks may have a compatibility issue posting donors to QuickBooks 2012 If you are using GiftWorks to post
421. values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field yawe sss ily 4 sort Blank Visible Administrator Visible Attorney Visible Board Chairman Visible Board Member Visible Business Manager Visible Case Manager Visible E ca ie Note Titles Titles for your Donor Notes MANAGE NOTE TITLES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display New note Visible Initial Interview Visible Home visit Visible HOHE Payment Types For each gift or pledge payment entered into GiftWorks you will select a payment type The default values include cash check credit card and stocks GiftWorks User Manual Page 297 of 373 MANAGE PAYMENT TYPES Manage your organization s payment types below Use the Add button to add a new payment type or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current uset won t sho
422. vels test 0 00 Cancel 4 donor who is a member of our board of directors Past Fun Run participants Families that have adopted rescues From us Provides a Foster home Our adopted rescued small dogs MW 4 donor who has a yearly membership with us 4 donor who works For the press fot eal Lee aaa hl Add Group m u fi m ri Pa 4 co a 7m mT Om mr 2I n o ml fom go a TW ri c Ww 1 oi G T i r lt rm z a 1 LP PJ ml membership level You can change any of the Donor information on this screen Click Save to save your changes or Cancel to leave this screen without saving your changes To change the donor s Profile click the Change Profile link at the top right If you change the Display Name Name or Organization GiftWorks will remind you to make changes to the Salutation and Addressee fields as necessary GiftWorks User Manual Page 56 of 373 Multiple Donor Addresses STANDARD Click Add Address to add a donor mailing informational 2nd or 3rd address One address must be designated as the Mailing Address If you add an address and designate it as the Mailing Address during editing saving it will overwrite the existing donor mailing address designation Add Address Name ype or select an address name Address Line 1 Address Line 2 City State Province ZIP Postal Code Country Latitude 0 Longitude 0 Check this address What t
423. ving it eee Untitled All donors in the database ae mi Tier aTrenqnwy i oy LL I oO LE Ya Standard Chern Hao Gok ust nee Seo a onare Ts Ist wih omer Users Alna atraer pierce trn rnanna Hai T I Allow other users to change this list i Arr True Wer ta my Fayar Teac ma L at The k LA T Di T A Lima USE THIS SMARTLIST WITHOUT SAVING IT ao i a E wear fon eeri L Dir e a E EE erle Hears int a i l a or ri rm CT mrg iun mri r fare mi 1 mir 1 a m i E d LL L FEW co aoOvE TL WILE N WL os OL LT ASP CEVA Ri UIS aL Yi UW ova y 1 You can use the SmartList to produce a report mailing or just to browse If you navigate away from the SmartList to another SmartList for example the temporary SmartList goes away VIEW AND MANAGE SMARTLISTS From the main SmartLists screen you can view all available SmartLists by clicking on View and Manage SmartLists This displays a categorized list of the names descriptions and creators of all SmartLists you can view from your user account This includes built in SmartLists SmartLists you have created which can optionally be shared with other users and SmartLists that other users created and shared GiftWorks User Manual Page 166 of 373 SMARTLISTS RELATED ACTIONS Create a New SmartList asm Manage Other Users cmartlist Administration Business Corporation 17 Geocoded Donors 41 Veterinarians 0 El Adoption Rescue Adopted Dogs 11 Forever Families 19
424. ving or editing a SmartList you can choose to add the SmartList to your Favorites NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it Name of SmartList Untitled Description of SmartList ail daras in e eRe smartList Category indad Share this list with other users Allow other users to change this list 4 4 4 Add this list to my favorites USE THIS SMARTLIST WITHOUT SAVING IT If you won t need this list again you don t need to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it GiftWorks User Manual Page 165 of 373 The list of Favorite SmartLists appears throughout GiftWorks and gives you easy one click access to the SmartLists you use most often You can also manage your list of Favorite SmartLists by clicking the Manage button wherever your Favorites are displayed BROWSING A TEMPORARY SMARTLIST On the Name and Save your SmartList screen you have the option to browse results without saving the SmartList This can be useful if you are creating a SmartList that you will only need temporarily NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without sa
425. w up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Title Instructions Type Display Cash Enter details about the cash below Money Visible Bedding Enter details about the bedding b In Kind Visible Bonds Enter details about the bonds bel Security Visible Check Enter details about the check below Money Visible Credit Card Enter details about the credit card Money Visible Equipment Enter details about the equipment In Kind Visible Food and Treats Enter details about the food and t In Kind Visible Manda Ceter Adat aila mhm Hn pede hal Tra ie Wieikl Delete If your organization receives a donation type not included as a default value you can add a custom payment type When you add the payment type you can provide instructions for users entering payments of that type into the system as well as a name description and the types of data you want to record for that payment type Phone Names Names for donor phone numbers e g Home Phone Mobile Phone MANAGE PHONE NAMES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the
426. want to insert The available fields will vary based on the type of letter you are creating Insert Field jelete Fielc Donor General Donor Contact Information Donation Summary Fields Soft Credit Summary Fields Overall Summary Fields Donor Custom Fields My Organization Fields SmartFields Events Information T F F0 F0 F F F F F F Volunteer Information GiftWorks User Manual Page 199 of 373 When you are viewing or editing the template fields inserted into a letter will appear with a gray background and will show the name and field type oe S 2 Es ah T J t04 l arial 12 a Bs H Donor General Today s Date Long Format Donor Contact Information Addressee Formal Donor Contact Information Address Block This will be replaced with the actual value when you preview or generate your mailing If you want to delete an Inserted field click on that field it will now be black a S ye ot fro 19 arial 12 a i e aml a U e ee Donor General Today s Date Long Format Donor Contact Information Addressee Formal Donor Contact Information Address Block Click on the Delete Field button beside Insert Field button You can now type the body of the letter Click Save at the bottom when finished The letter template will now be saved in the Letter Library GiftWorks User Manual Page 200 of 373 Donors A4 Size Paper
427. wn to see the allowed operations Click the Edit Role link to change the selected role for all users The Administrator role cannot be changed Role User Edit Role Allowed X Not Allowed s View donations s Add and edit donations Delete donations SmartLists Create and edit SmartLists X Export a SmartList Update All tems in a SmartList Mailings w Use Mailing Center Send Mail Print Labels Print Envelopes Manage Letter Library Manage mailing lists Manage mailing history X Me 4 amp 4 amp 4 Done Select a role for the user from the dropdown box You can edit the selected role by clicking on Edit Role If you edit a role the changes will be applied to all users assigned to that role When you have finished making changes click Save Customize User Role GiftWorks User Manual Page 321 of 373 CHANGE USER ROLE Select the role for this user from the dropdown below Choose Custom to set specific amarai Firle tho Edit Bele fel te chance the nr Se OPEraDONS WICK Me COI ROE TINK Do Change ne Pre del 3 James Williams Selected Role User Allowed Donors X Not Allowed V Add and edit c Not Allowed due to Delete donors dependency Donations View donations w Add and edit donations Smartlists w Create and edit SmartLists X Export a SmartList X Update All tems in a SmartList Mailings Use Mailing Center send Mai Print Labels Print Envelopes MMXXeX amp 4 4
428. y Barton Barton Grant Grant Barton 6635 Chellingha Lancaster P 17603 215 634 2141 gbowman allian Bell Brian Brian Bell 19 School Drive Lancaster P 17603 717 989 8765 brian hotmail com Bell Wallace Wallace Bell Bell Whitman Whitman Bell Total Potential Duplicate Donors 105 Donor To Merge Donor To Keep Baeton Sandy Change Barton Grant Change 6635 Chellingham Drive Lancaster PA 17603 Phone Phone 215 634 2141 Email Address Email Address gbowman alliancecommunications com Full Name Sandy Barton Full Name Grant Barton Organization Organization Profile Info Donor Affiliate Profile Info Household Donor Donor Added 8 9 2010 Donor Added 1 10 2009 Formal Salutation Sandy Formal Salutation Mr Barton Informal Salutation Sandy Informal Salutation Grant Formal Addressee Sandy Barton Formal Addressee Grant Barton od Click Merge You will see a prompt to confirm the process Merge Donors You are about to merge Baeton Sandy and Barton Grant You will not be able to undo these changes Merge donors Click Yes You will see a prompt confirming the process is finished Click Ok Donors Merged Lu Baeton Sandy was successfully merged with Barton Grant Ok NOTE Be sure to back up your database before merging donors as this step cannot be undone Merge Donors This feature allows you to merge two donors into a single donor The information from one donor will be moved into
429. y clicking one of the links below Get more specific reports by first creating a SmartList based on GiftWorks criteria then running a report on that SmartList from the left menu prceccscveccosscosscoscoesscosccoscoscvonsocssoessconscoseeess reate reno D Dette Hersta VIEW VOLUNTEER REPORTS VIEW DONATION REPORTS reate repor Detter unGerstan VIEW EVENTS REPORTS etter undgers MY FAVORITE REPORTS Change your list of favorite reports by dicking Manage above Top Donors view your top donors based on how much they have donated Unfulfilled Pledges View all pledges that have not been completely fulfilled Donor Growth View the cumulative growth of your donors over time Recently Lapsed Donors View donors who contributed last year but unfortunately not this year MY BOARD REPORT GiftWorks provides two groups of reports that enable your organization to monitor productivity and achievements at a glance donor reports and donation reports The reports you find most useful can be accessed quickly in My Favorite Reports at the bottom of the main work area of your Reports screen When you need a report to show data for a specific group of donors or donations you can run a report ona SmartList GiftWorks reports offer a variety of report styles so you can present your data in the most meaningful way for your organization Reports can be viewed as lists summaries bar line and pie charts When you click on a report
430. yment total Decrease Final Payment GiftWorks User Manual Page 102 of 373 Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments Decrease Final Payment Accept 150 00 instead of the expected amount of 125 00 for this payment and decrease the final expected payment amount by 25 00 in order to keep the total pledged amount unchanged Payment Type Select the payment type for the donation Default payment types include money in kind contributions and securities If you select a payment type other than cash a Payment Detail page with additional fields will appear Enter the details about the payment For example for donations made in the form of equipment you can enter a description of the equipment the manufacturer the model serial number and condition of the equipment Specifying Donation Options This step of the process lets you choose to match the gift by another donor if applicable Add a Donation DONATION OPTIONS Select a donor then enter the amount of its matching gift Donor Select Donor Amount 125 00 Acknowledgment Receipting Pledges You can choose a method to thank the donor for the pledge payment C
431. ynn Marcus amp Bridgett Gift 3 21 2007 3 21 2007 200 00 200 00 0 00 Annual Tyler Shawn Gift 4 13 2007 4 13 2007 1 000 00 1 000 00 0 00 Annual Gwynn Fred Gift 5 20 2007 5 20 2007 75 00 75 00 0 00 Annual d Berardi Sheila Gift 6 19 2007 6 19 2007 100 00 100 00 0 00 Annual d Chambers Rachel Gift 8 7 2007 8 7 2007 11 000 00 11 000 00 0 00 Friends Batinich Dave Gift 10 16 2007 10 16 2007 1 000 00 1 000 00 0 00 Annual d Lederer Jack Gift 10 20 2007 10 20 2007 500 00 500 00 0 00 Annual d Barber Harry Gift 11 13 2007 11 13 2007 125 00 125 00 0 00 Annual Night Casandra Gift 11 14 2007 11 14 2007 5 000 00 5 000 00 0 00 Campaic Aliota Mark Gift 12 1 2007 12 1 2007 50 00 50 00 0 00 Annual __ Tipton Lynn Gift 12 8 2007 12 8 2007 3 000 00 3 000 00 0 00 Friends Houston Paul Gift 12 18 2007 12 18 2007 250 00 250 00 0 00 Technol Taylor Foundation Gift 12 19 2007 12 19 2007 3 000 00 3 000 00 0 00 Technol Feed The Nations Gift 12 19 2007 12 19 2007 2 000 00 2 000 00 0 00 Annual Tyler Shawn Gift 12 20 2007 12 20 2007 100 00 100 00 0 00 Annual Arm Mark Gift 12 20 2007 12 20 2007 200 00 200 00 0 00 Annual Saunders Gretchen Gift 12 20 2007 12 20 2007 600 00 600 00 0 00 Annual d b Date Range Last 12 Months Include Received Donations SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Custom
432. you want to insert into your envelopes by clicking the Insert Field button The fields you select will be replaced by information from each recipient s record when your envelopes are created To delete a field from the envelope click that field and then click on Delete Field The database fields that have been added to your envelope will appear in gray surrounded by double angle brackets like lt lt Labels Addressee Formal gt gt GiftWorks User Manual Page 236 of 373 To modify the font use the buttons at the top right of the window Note you must first highlight the fields and then choose the font You can choose a specific font and you can make text bold italicized or underlined You can also choose a color for the text The options you choose here will be applied to each envelope as it is generated If you want to format individual envelopes modify them in the main Envelopes window using the toolbar On the bottom half of the Envelope Formatting Options screen choose whether to print a return address on the envelopes and enter or modify the return address you want to use You can modify the font for the return envelope using the buttons at the top right of that section of the screen At the bottom of the Mailing Envelope Options screen choose the sorting of the envelopes Click OK when you have finished formatting your envelopes and setting options On the main Mailing Envelopes screen show or hide the toolbar and ruler by cl
433. you would like to keep up to date in GiftWorks Constant Contact sat S List Name cf of Contacts List synchronization options General Interest List default 553 tween GiftWorks and Constant Contact Golf Events Sync between GiftWorks and Constant Contact Birthday Wishes Sync between GiftWorks and Constant Contact Test 0 Sync between GiftWorks and Constant Contact What list synchronization options do I choose If you want contacts that get added to your Constant Contact list to be added as donors to GiftWorks then choose Sync between GiftWorks and Constant Contact Use this option if you want to build lists in Constant Contact that are used to feed new donors to GiftWorks If you do not want contacts in your Constant Contact list to be automatically added to GiftWorks as donors then choose choose Only sync GiftWorks to Constant Contact Use this option for lists that may contain contacts you do not want to automatically add to GiftWorks Want to see a video that shows you more about how GiftWorks and Constant Contact work together Click Next to continue Here you will need to choose the synchronizations options for the first time you synchronize as well as the options for every time you synchronize CONFIGURE GIFTWORKS TO WORK WITH CONSTANT CONTACT Introduction Contact Lists Options Finish QO O O O Contacts in GiftWorks and Constant Contact need to be synchronized The initial synchroniza
434. ype of address l Informational Address PREMIUM Click Add Address to add Seasonal Informational 2nd or 3rd addresses for a donor Add Address Name vpe or select an address name Address Line 1 Address Line 2 City Lancaster State Province PA ZIP Postal Code Country Latitude 0 Longitude 0 Check this address What type of address e Informational Address Will be used as the mailing address during the following time period From Month Day f To Month Day f You may need to enter multiple addresses for donors who reside at different places during the year for example if they have a summer home Entering a seasonal address lets you send them mail at their different addresses throughout the year GiftWorks User Manual Page 57 of 373 Each time you sign in GiftWorks checks for any seasonal addresses that need to be activated based on the current date All mailings sent from GiftWorks will be sent to the seasonal addresses specified to be active on the day of the mailing When the time period ends the current mailing address automatically changes back to the Primary Address If a donor has more than one Seasonal Address or wants to receive mail at the Seasonal Address at different times throughout the year you will need to add each of the Seasonal Addresses and corresponding time periods for the donor The current mailing address is indicated in the Addresses field when a donor has multiple addresses You can a
435. zed GiftWorks User Manual Page 180 of 373 When you create a SmartList based on an existing SmartList all of the criteria default customizations and custom time periods are created in the copy You can then edit any of the SmartList settings and Save your new SmartList Delete This SmartList Deleting a SmartList will delete the SmartList from the list of available SmartLists You can only delete a SmartList that you created Deleting a SmartList has no effect on the donors donations or pledges in that SmartList Delete a SmartList YOU ARE DELETING A SMARTLIST Name Board Members Description Board Members Deleting this SmartList does not delete the contents of the list just the list itself Are you sure you want to delete the SmartList View Criteria You can view the SmartList criteria from here This will display the criteria of the Show Don t Show and also the Option tab for Donor SmartLists only View SmartList Criteria ADOPTED DOGS Don t Show Options Set 1 Show donors whose who have relations who are Family Forever Family and whose Donors Affiliate Donors designation is Affiliate Donors GiftWorks User Manual Page 181 of 373 View and Manage SmartLists Click here to view and manage the SmartLists See the VIEW AND MANAGE SMARTLISTS section above Create a New SmartList this option allows you to easily add a new SmartList See the CREATING A SMARTLIST section above

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