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USER MANUAL

1. o Everything else Ea givengain Good Works tverywhert 17 5 2 How to add edit delete a data category Log in and select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Data Category link The Manage Data Categories page will open 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrfibuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ma nage Data Ca tegories Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS aRoups SETUP Fields Data Category Look up Data Relationships Options Import Export 400 DATA CATEGORY DATA CATEGORY CONTACT TrPE SHOW Of REPORT Individual Contact Details All Contacts Personal Information Individual Billing S4ddress Details All Contacts Shipping Address Details All Contacts Company Details Organisation 5 2 1 Adda Data Category Click on ADD DATA CATEGORY The Add Data Category page will open fj Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory et rb uo About Us Meed Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Add Data Ca tegory ogged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields
2. SK Slovenia SI Solomon Islands SB Somalia SO South Africa ZA South Georgia and the South Sandwich Islands GS Spain ES Sri Lanka LK St Helena SH St Pierre And Miquelon PM Sudan SD Suriname SR Svalbard and Jan Mayen Islands SJ Swaziland SZ Sweden SE Switzerland CH Syrian Arab Republic SY Taiwan TW Tajikistan TJ Tanzania United Republic of TZ Thailand TH Togo TG Tokelau TK Tonga TO Trinidad And Tobago TT Tunisia TN Turkey TR Turkmenistan TM Turks And Caicos Islands TC Tuvalu TV Uganda UG Ukraine UA United Arab Emirates AE United Kingdom UK sometimes GB United States US United States Minor Outlying Islands UM Uruguay UY Uzbekistan UZ Vanuatu VU Vatican City State Holy See VA Venezuela VE Vietnam VN Virgin Islands British VG Virgin Islands U S VI Wallis And Futuna Islands WF Western Sahara EH Yemen YE Yugoslavia YU Zambia ZM Zimbabwe ZW givengain Cc Want 8 45 Adding a Contact to your GivenGain Report database The following steps are for when new contacts are added to the GivenGain Report database on an individual basis For adding multiple contacts to the GivenGain Report database at once eg when receiving a database of 45 new contacts see Importing Data to your GivenGain Report database 8 1 How to add an individual Log in and select the
3. BN Bulgaria BG Burkina Faso BF Burundi BI Cambodia KH Cameroon CM Canada CA Cape Verde CV Cayman Islands KY Central African Republic CF Chad TD Chile CL China CN Christmas Island CX Cocos Keeling Islands CC Colombia CO Comoros KM CONGO Democratic Republic of Was Zaire CD CONGO People s Republic of CG Cook Islands CK Costa Rica CR Cote D ivoire CI CROATIA Local Name Hrvatska HR Cuba CU Cyprus CY Czech Republic CZ Denmark DK Djibouti DJ Dominica DM Dominican Republic DO East Timor TL Ecuador EC Egypt EG El Salvador SV Equatorial Guinea GQ Eritrea ER Estonia EE Ethiopia ET Falkland Islands Malvinas FK Faroe Islands FO Fiji FJ Finland FI France FR France Metropolitan FX French Guiana GF French Polynesia PF French Southern Territories TF Gabon GA Gambia GM Georgia GE Germany DE Ghana GH Gibraltar GI Greece GR Greenland GL Grenada GD Guadeloupe GP Guam GU Guatemala GT Guinea GN Guinea Bissau GW Guyana GY Haiti HT Heard And Mcdonald Islands HM Honduras HN Hong Kong HK Hungary HU Iceland IS India IN Indonesia ID Iran IR Iraq IQ Ireland IE Israel IL Italy IT Jamaica JM Japan JP Jordan JO Kazakhstan KZ Kenya KE Kiribati KI Korea Democratic People s Republic KP
4. GivenGain Suite a Service of GivenGain International Ltd USER MANUAL Report Database VERSION 3 9 LAST REVISION 19 FEBRUARY 2007 www givengain com 2007 GivenGain International Ltd All Rights Reserved GivenGain eTribuo Suite and the GivenGain and eTribuo Suite logos are registered trademarks of GivenGain International Ltd Designated trademarks and brands are the property of their respective owners Notice of Liability The information in this manual is distributed on an as is basis All information provided in this document is provided in good faith The authors and publishers of this manual are not responsible for loss or purported loss due to any contents of this publication givengain Good works nenwihere givenzgain Good works nenwhere GivenGain Database Beta Index 1 Learning ODIC CIV GS cacatactaccance cs annccieccncaceenesnnenes cncaeesaanecueseneeurenwsntonseaccasascanes 4 2 Introduction accctece ce cesiceeic tee cee ects ccc ac cacen eco aeecesen sctceeucecnsescnnecuteccneceuncceneceunece 5 2 1 Features Include 5 2 2 How The Givengain Report Database Works 5 2 3 Data Security 5 2 4 Integration 5 3 MEn LAY OU eren E E E E 7 4 Setting Up Your Givengain Report Database For The First Time 8 4 1 Terminology 8 4 2 Step By Step 9 5 General Setup Instructions cccccseeeeseeecenseseenseeeenseeeeenseseenseesonseeses 12 5 1 How To Add Edit Delete A Field 12 5 2 How To Add Edit D
5. Know how to add a record to your database e Know how to import data e Know how to export data Know how to do Advanced Searches and save Quick Reports Know how to manipulate exported data in spreadsheets givengain Good works Merve 2 Introduction GivenGain Report database is an advanced online database that captures and stores donor and payment data in one central place You can now immediately address donor needs continuously update information communicate messages to stakeholders for greater satisfaction and improve donor loyalty and retention The powerful donor management database has no limit as to the number of contacts you may add You can create view or update contact details all integrated with donation data and donor initiated changes 2 1 Features include e No software to install e All services are run at GivenGain s data centres and are available through a standard web browser e Multiple administrators you can add separate administrators with database rights e Real time data entry No need for duplicate versions e Powerful database with no limits as to the number of records you may add e Easily create and manage an unlimited number of contact and reporting groups to sort and display your data in as many ways as you can imagine e Create and customise your own fields categories groups e Personalise your database by adding the contact s image on his her page e View saved reports that you ve
6. Male and Female or Chinese food Japanese food and South African food Fields A field allows you to divide the entire database into smaller parts and categorise the details of a database contact eg Age Gender Telephone Number Create fields to suit your database requirements and style The number of fields you can create is unlimited The more fields you create the more powerful your database becomes Contact Groups Contacts Individuals and or companies can be grouped together to form a contact group These groups are useful when sending an e mail to only certain contacts in your database or newsletters to all contacts who have subscribed to them Examples of contact groups are Newsletter subscribers or Donors Create a contact group to suit your database requirements and style The number of contact groups you can create is unlimited Relationships You will have a much better understanding of how the different contacts in your database are connected and involved with one another if you assign relationship roles to them A contact can have multiple relationships with different contacts This function is also very useful since it allows you to synchronise addresses of people in a relationship givengain Good works maerywt 4 2 Step by step STEP 1 Start the first time setup Log in and select the REPORT link top administrator menu The Individual Contacts page will open Lo
7. REPORT FUNDRAISE SETTINGS Ma nage Relationships Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export Relationship Classes Relafonship Roles The purpose of creating different relationship classes A primarily to enable the syncronisation of addresses E g if various contacts are linked to a specific relationship class and if you change the address of one of the contacts belonging to that class you will be prompted to update the address details of all the contacts linked to that class ADCO RELATIONSHIP CLASS Relationship Classes Family When setting up a new relationship two parts have to be completed the relationship class which just describes what kind of relationship it is and the relationship roles which describes the different roles of the people in that relationship 5 4 2 To add a relationship class Click on ADD RELATIONSHIP CLASS The Group page will open e Describe type of relationship eg Kitchen staff in the Relationship Group text box e Check the Sync Billing Address checkbox to keep the address synchronised for all members who are linked to this relationship e Check the Sync Shipping Address checkbox to keep the address synchronised for all members who are linked to this relationship e Check the Sync Alternative Address check
8. CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export Relationship Classes Relationship Roles RELATIONSHIP ROLE Relationship Role Chet The Manage Relationships page will open Note Repeat this step a few times until you have created all the roles that will exist in the relationship Your screen should then look something like this E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory t rib u o AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ma nage Relationships Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export Relationship Classes Relationship Roles 400 RELATIONSHIP ROLE RELATIGNSHIP ROLES RELATIONSHIP CLASS Chef Kitchen staff Cleaner Kitchen staff Coffeemaker Kitchen staff Waiter Kitchen staff Note To apply a created relationship to contacts see Managing and Editing your Contacts givengain Cathy Wri 26 5 4 4 To edit delete a relationship class Note A relationship class can only be deleted if it has no relationship roles assigned to it Click on the Relationships Classes link The Manage Relationships page will open Click on EDIT next to t
9. CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Search Fields Data Category Look up Data Relationships Options Import Export DATA LIST List Name Favourite cuisine 400 LOOK UP DATA Chinese Greek Italian Japanese South African m J Thal To edit delete a data list and or field data Click on Look up Data The Look up Data Lists page will open Click on EDIT next to the data list to be edited deleted The Edit List page will open e Change the name of the data list in the List Name text box e Click on ADD LOOK UP DATA to add another option for this list or e Click on EDIT next to a field data name to edit delete it or e Click on Save to save your changes or Delete to delete the entire list Note If you delete a data list all field data is deleted with it Important Default data lists such as Gender can not be deleted although they can be edited in every other way givengain Good works Merve 23 5 4 Relations 5 4 1 How to create edit a relationship class and relationship role Log in and select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Relationships link The Manage Relationships page will open E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrfbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE
10. If you tick both 4 person will be required to submit both Email and or LI sms Mobile 4 private groups is not visible on your website so dant tick a box but it is for your own administrative and communication purposes Create this new group Edit and view existing Groups Group name Rename E mail SMS Delete Newsletter subscriber Newsletter subscriber C C C Potential Donor Potential Donor E C C E Potential Volunteer Potential Volunteer O C C Update Groups Good works Maariv givengain 30 5 6 1 To edit a contact group Click on GROUPS The Manage Contact Groups page will open e Enter new name eg Food lovers newsletter of this contact group in the Rename textbox or and e Change E mail or SMS settings in their respective checkboxes if required e Click on Update Groups The contact group will be updated a Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e tribuo About Us Meed Help E PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Manage Contact Groups Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Create a new group Name of new group Create public or private groups in your database Public Groups People visiting your Website are able to subscribe to public groups To make a group visible on your website click the Email or and SMS Mobile
11. Mr Initials B Relationships Gender Male Contact Groups Date of Birth 1986 06 07 Click on next to Relationships The Select Contact for Relationship page will open e Enter the name surname or e mail address of contact B of the relationship in the search box Important Locate contact B ONLY by entering text in search box not by alphabetical method e Click on Search givengain Good works Merve 51 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrbuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Select Contact for Relationship Looped in as axyz org Administrator OVERVIEW CONTACTS ADVAMCED SEARCH QUICK REPORTS Groups sE Search MAIN ARCHIVE TEMPORARY 3 contacts Se ANADAL 38 INDI IDUALS ORGANISATIONS AR emacs MecDEFGHIIJKLMNOPQRSTUVWKYZ REE eat ee Records 1 to 0 of O view 20 50 100 all Last Name First Name Initials Email Address Children The Select Contact for Relationship page will open e Click on the contact which will be contact B of the relationship The Apply Relationship Final Step page will open e Assign the relationship to a specific group eg 9 floor in the Create a new Group textbox in order to distinguish it from other similar relationships e Select the relationship class applicable to this relationship eg Kitchen staff from the Rel
12. Uncheck all box e Check the Export Lookup data box e Check the Export Contact Data box e Click on the Export button e AMS Excel document download window will open e Save the MS Excel spreadsheet on your computer e Open the MS Excel file It will display all fields look up data contact groups and contact data as selected e Now edit the MS Excel spreadsheet data by inserting new data in fields moving data from other fields etc See Important tips when populating your MS Excel spreadsheet for more detailed instructions When you have completed editing the MS Excel spreadsheet save it somewhere on your computer Then upload the file as described under Importing your MS Excel file Option 3 How to edit add delete the data in many fields at once Option 2 Your Report database is populated correctly but you wish to make many changes in your database and to many contacts data Editing many contacts one by one online will take too much time so use this option to make the process as quick as possible Note First create rename and edit fields data categories look up data and groups online under SETUP as required before continuing Log in select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Import Export link a Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrHbuo A
13. tickboxes below If you tick both a person will be required ta submit both L Email and or LI sms Mobile private groups is not visible on your website so dont tick a box but it is for your own administrative and communication purposes Create this new group Edit and view existing Groups Group name Members Rename SMS Delete El Food lovers Food lovers newsletter va F FE Newsletter subscriber Newsletter subscriber l Potential Donor Potential Donor EF Potential Volunteer Potential Volunteer 5 6 2 To delete a contact group Click on GROUPS The Manage Contact Groups page will open e To delete a contact group tick the Delete checkbox e Click on Update Groups e The Manage Contact Groups page will open e To delete contact group click on Delete Groups or e Go back if you do not wish to delete this contact group givengain Good Works Aer ierd 31 6 How to import and export data You will use the IMPORT EXPORT function in one of the following instances To export an empty template to populate your database offline First time users Option 1 To customise previous version database data with the new database version functionalities Option 2 To edit add delete the data in many fields at once Option 2 To import many new contacts to your database Option 2 To import a list of new field data to your database Option 2 To export selected data for decision making or as a re
14. 21 The Look up Data Lists page will open 5 3 2 Add Field Data You have now created a data list The next step is to add some options known as field data to it Click on EDIT next to the name of the data list you wish to add field data to The Edit List page will open Click on ADD LOOK UP DATA The Add Look up Data page will open E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rfbuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Add Lookup Data Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export FIELD DATA Data Chinese Code e Insert name of field data eg Chinese in the Data text box e f you are using a code to identify this option insert it in the Code text box optional e Click on Save The Look up Data page will open After repeating these steps a few times your data list should look similar to this See image on next page givengain Good works Maariv 5 3 3 22 AA Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e tribuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Loo ku p Da ta Logged in as axyz org Administrator OVERVIEW
15. Data Category Look up Data Relationships Options Import Export Hhtals Yiew Fields for Organisations ADD FIELD Personal Details Field Label Type Mandatory Version farchive Include on Reports Move up Last Name Text First Name Text Title B Text Click on View Fields for Individuals to add an individual s contact data to your database Click on View Fields for Organisations to add an organisation s contact data to your database Click on ADD FIELD The Add Field page will open See next page for image givengain 13 E Logout My Settings givengain One World Tero Barriers GivenGain Cause Directory amp t rib uo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS vale Field Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH auIcK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export FIELD Label Contact Type Individual a Standard Field None o B INPUT SETTINGS Input type Test Box Layout Width l Look up Data Mandatory F Include in Report C Versioning C Not available on Multiple lookup data POSITION Data Category Contact Details cal Sort Order e Enter field label eg Chosen favourite cuisine in the Label text box e Select if field is for individual contact company contact or both from th
16. Good works Merve 65 e The number of results will be displayed E Logout My Settings im fh givengain One World Zero Barriers GiyenGain Cause Directory e t rib u o About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Adva nced Sea rch Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP You have 4 contacts in your database Select 4 filter Select type of filter a REMOVE ALL MOVE UP REMOVE Last Name Contains a 3 after filter vVierrcCenta ist Export Save Wel Click here to view Contact List e Click on Select a Filter to refine the results by adding another filter or e Manage query results by viewing it as a contact list e Click on the View Contact List radio button e Click on View Contact List here e The Search Results page will open e All contacts who qualified for the query will be displayed A Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rMb u AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Sea rch Resu ts Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS aRoups SETUP Records 1 to 3 of 3 contacts view 270 50 100 all Report Contact List a Shannon Bobby bobby hatmail cam amp Skywalker Luke SS St
17. REPORT link top administrator menu The Contacts page will open Select the ADD INDIVIDUAL link on the page The Add Contact page will open Click on amp next to a data category eg Personal Details to expand or close it Complete an individual s contact details in the following ways where required e Enter text in a field box e Click on a drop down menu to select the option of your choice e Click on a radio button to select a mutually exclusive option e Check a checkbox to select one or multiple options e Click on an option from a listbox e Click on a date field to select the date from a popup calendar e Enter a note or message in a message box e Select the Update Contact details option from the drop down menu at the top or bottom of the screen and click on Submit Note In order to ensure that each individual remains 100 unique in the GivenGain system the following data cannot be used by two different contacts e Cell phone number e E mail address e Bank account number VISA MasterCard number See image on next page givengain Cool Works a 46 E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrMbuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Fita a Co n ta C t Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Deta
18. applicable administrators who are allowed to view this note in the Administrators View box givengain Good Works Aer ierd Td E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrbuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Add Contact Note Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Add Note View donations Subject n upcoming young man Enter Note Administrators Yiew LI Select All Luke has proven himself to be an intelligent and hard 2 F a working man He will definately be an asset to his future Johannes van Eeden company I believe that he could even be our next president e Click on Save The Contact Details page will open and the note will appear under Communication History 10 7 To read edit delete a note Open the Contact Details page of the contact Click on next to Communication History to view all existing notes To read the note click on the link next to EDIT to open a small note window Shipping Address Details Label Everything else COMMUNICATION HISTORY Motes Add Note Luke has proven himself to be an intelligent and hard working man He will definately be an asset to his future company I believe that he could even be our next president Close 2007 02 08 19 17 30 GMT
19. are ready Now you probably want to add more fields edit existing ones change their names move them to another data category or delete those you don t think are applicable Remember that you can choose between fields for individuals and fields for organisations See How to add edit delete a field for more detailed instructions givengain Good works Merve 11 Step 5 Sort out your contact groups to suit your organisation Some people in your old database are probably donors newsletter subscribers or both so it is important to create those contact groups first on the GivenGain Report database You can add more groups edit existing ones delete some and choose whether it should be an e mail group an mobile message group or both See How to add edit delete contact groups for more detailed instructions Step 6 Import existing data to the GivenGain Report database Now comes the fun part You are going to export a MS Excel spreadsheet from the GivenGain Report database to your computer This spreadsheet will contain all the fields and look up data you have just prepared On the spreadsheet you will then insert all the data you have probably from another MS Excel spreadsheet or from paper if you are using a really prehistoric system and upload the spreadsheet to the GivenGain Report database If everything is correct your database is now ready for use If there are any errors we will let you Know too and show you how to fix t
20. created using an advanced search or export all your data e All reports can be displayed online 24 7 or downloaded in MS Excel format e Advanced filtering options allows you to query the database get multiple report views export data and create groups and reports e Easy to use data template MS Excel to import data into your online database e Automatic integration with GivenGain Communicate allows for effortless communication to multiple recipient groups 2 2 How the GivenGain Report database works GivenGain Report saves time and money by making it easy to organise and share donor data Because it s web based no one is ever out of the loop It provides one central place for all your information with anytime anywhere access for your entire staff GivenGain Report is totally Web based so there s no need to pay for servers server software or annual software upgrades 2 3 Data security You have complete control over who can view modify or add information to your database In addition you can limit access through custom permissions GivenGain employs industry standard 128 bit Secure Socket Layers SSL protocol to ensure your information is neither intercepted nor corrupted during transmission over the Internet In addition GivenGain uses encryption technology to help protect your data when stored on disk See also Security and Backups 2 4 Integration Although many organisations attempt to integrate various back en
21. groups here You can specify how subscribers to these contact groups should be contacted through e mails mobile messages SMSs or both Setup Create unlimited data categories fields and design the layout that matches your individual requirements Here you can create relationships to be applied between contacts Import data to your GivenGain Report database or export selected data in MS Excel format to your computer givengain Cool Works a 4 Setting up your GivenGain Report database for the first time A brief explanation of terms used for first time users Read this part first and then follow the steps below in setting up your database 4 1 Terminology Data Categories A data category is a header that groups different sections or fields together Examples of data categories are Personal Information or Address Details Create a data category to suit your database requirements and style The number of data categories you can create is unlimited Look up Data Some fields eg Gender need to have two or more options eg Male Female These options are grouped in something known as look up data and should be created first Afterwards when creating editing a field the look up data can be applied and displayed in a number of different options Look up data consists of different data lists such as Gender selection or Favourite cuisine which in turn consist of field data such as 33 1
22. in and select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Look up Data link The Look up Data Lists will open E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrHbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS loo k u p Da ta Lists Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH OUICcK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export ADD LIST Data List Mam Marital Status Title 5 3 1 Adda Data List Click on ADD LIST The Add Data List page will open 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrfbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS fiala Data List Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export DATA LIST List Name Favourite cuisine e Enter name of data list eg Favourite Cuisine in the List Name text box The purpose of the data list is to assign a specific set of look up field data to specific look up data e Click on Save givengain Good works Merve
23. look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click export The Excel spreadsheet will now be created on the GivenGain server This may take anything from 5 30 minutes Logging out or navigating away from this page will NOT affect the exporting process An e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the latest status of the exporting process which will show In Progress if not completed yet Refresh screen regularly F51 If Status is displayed as Done the Excel spreadsheet is ready to be opened or saved L Export Contact Data Export Look up Data Show or Hide all iM Check Uncheck all Personal Details Contact Details Column Export Column Export Date of Birth Email 4ddress Title Mobile Number Gender Skype Name Last Name Phone Number First Name Work Phone Initials Fax Number Personal Information Billing Address Details Column Shipping Address Details Marital Status Company Details m x A 3 E E E E Children Everything else Children Count Language Spouse Last Mame Spouse First Name Qualification Employer Skills Occupation ERR HE Hee ee K Motes EXPORT SELECT GROUPS Export Contribution Details givengain Good Works Aer ierd 6 3 35 e Click on amp Jnext to a data category to show hide Data Category contents e Check the Check
24. the database and is now ready for Use WARNING If you import new contacts to your database column 4 ID in the spreadsheet should be empty GivenGain will automatically give every contact a specific number OO MOT import the same spreadsheet twice with column empty you will duplicate the contacts To continue working on a spreadsheet you need to export your new data again column 4 will now have ID numbers for every contact If you leave a cell empty on Excel it will overwrite the data on the web C Documents and Settings Jan Sn Browse File imported Status givengain Good Works Aer er 42 e The Import Confirmation page will open Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory amp t rib uo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Im po rt Co n fi rma ti on Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export Your file contact 1479 xHls has been uploaded to GivenGain s secure server The file is now being verified This process takes anything from 5 to 10 minutes depending on the size of your data After verification a notification email will be sent to you Log in and go to Import Export if any inconsistencies in the data exist Click on View for 4 detailed error repor
25. xls had 2 validation errors Descpption Status is not a field or group Mr not in lookup givengain Good Works Aer ierd 43 7 Important tips when populating your MS Excel spreadsheet File Edit wiew Insert Format Tools Data Window Help Deh Se 4A H BBM S aosa A E o sl Fh Malai B_ aria i se i Aal B a i K ID Action Last Name First Name Title Initial Gender Date of Birth Email Address Mobile Number Skype Name Pho 2 UPDATE Bond Mr J on jamesUli spy com 27827395455 spyboy e ID Donation ID assigned by GivenGain Look in the donor report for this ID This field cannot be blank if you want to update delete a record If itis anew contact onthe GivenGain system leave this field empty e Action For new contact or to update contact details insert UPDATE To archive contact s details tyoe ARCHIVE To put it into a tempory section insert TEMP To delete this contact from the database insert DELETE e Last Name Contact s last name e g Bond e Headings with look up data like Gender Ensure that field data eg Male see Column G above is typed exactly the way it was in the look up data worksheet see Gender worksheet below 430 M o4 H Contacts Favourite cySine _ Drawy AutoShapes M a OAU Al Marital Status A Title Fi File Edit View Insert Format Tools Sia o Z 0sbeaa Shy see lE f Leri e Gender CODE 71912 Mlale icrosoft Excel contact 14
26. 5 Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS srourd setur Fields Data Category Look up Data Relationships Options Import Export Overview Here you will find a short description of what you can expect to find on the page of each database feature For a more in depth look and explanation consult the GivenGain User Manual Contacts Here you can look for a contact in your database or add a new one to it View edit or delete a contact s details or view their entire online donation history Apply relationships between contacts for a better perspective of contact interaction Your contacts include all online donors and subscribers to your newsletters etc Advanced search Make use of multiple dynamic search filters to extract any data you require from your database Run queries while constantly refining the filtering process for improved results Generate reports for decision making and save them as quick reports or contact groups Reports can also be downloaded in Excel format or printed in HTML format Quick reports View all saved quick reports as created by you in the Advanced Search section Run quick reports to view the latest list of contacts who qualify with the filter settings of that quick report Quick reports can also be renamed deleted or downloaded Contact groups Create rename or delete contact groups that contacts can subscribe to View created contact
27. 79 xls_ tate 71913 Female 71919 It e E mail address Ensure that there are no spaces before or after e mail addresses e Telephone numbers Type in international format e g 27 12 348 2700 e Cell phone numbers If there is a leading zero 0 remove it Enter the entire mobile phone number Include the international country code at the beginning of the number e g UK 44 South Africa 27 Do NOT enter symbols like or Do not leave any blank spaces Examples UK 441234567891 Europe 33607123456 Asia 65791912345 South Africa 27839876543 e Date of birth or any date field Use the format YYYY MM DD eg 1965 7 13 e Country Use the 2 letter country codes eg ZA for South Africa See the next page for every country s two letter codes givengain Cool Works a 44 7 1 Two digit country codes to be used when populating a spreadsheet to import to your database Afghanistan AF Albania AL Algeria DZ American Samoa AS Andorra AD Angola AO Anguilla Al Antarctica AQ Antigua And Barbuda AG Argentina AR Armenia AM Aruba AW Australia AU Austria AT Azerbaijan AZ Bahamas BS Bahrain BH Bangladesh BD Barbados BB Belarus BY Belgium BE Belize BZ Benin BJ Bermuda BM Bhutan BT Bolivia BO Bosnia And Herzegowina BA Botswana BW Bouvet Island BV Brazil BR British Indian Ocean Territory IO Brunei Darussalam
28. Calendar calendar showing date as YYYY MM DD Width 12 Chasen favourite cuisine February Y 2007 xj Mon Tue Wed Thu Fri Sat Sun 1 2 J 15 16 Today is Wed 7 Feb 2007 e Notes Area larger text box Width 50 Rows 10 Chosen favourite cuisine James said that it was really hard for him to choose his favourite cuisine because he has traveled all over the world At the end he decided on British food which is a weird choice if you know it e Single look up option Drop Down List choose from a hidden list Rows 10 Chosen favourite cuisine Japanese South African Thal e Single look up option Radio Button click a button Columns Across 2 ch f t mies OSE Ta YOuUrilme CUISINE einer O Greek Italian O Japanese D South African D Thal givengain 15 Multiple look up option Checkbox check various options Columns Across 2 Chosen favourite cuisine Ij apanese a Chinese a Thal E South African a Italian Multiple look up option Listbox Choose various options from displayed list Rows 10 Chosen favourite cuisine Japanese Chinese Thal South African Italian Greek Select a data list eg Favourite Cuisine from the Look up Data drop down menu if you have chosen a single multiple look up option from the Input field above Note Everytime you change the Input option the Look up Data field will show None and mu
29. Data Category Look up Data Relationships Options Import Export 400 DATA CATEGORY Data Category Contact Type All Contacts al Sart Order Include in reports givengain Coot Wot 5 2 2 5 2 3 18 e Enter name of data category eg Everything else in the Data Category text box e Select if data category is for individual contact company contact or both from the Contact Type drop down menu e Select order of data category displayed from the Sort Order drop down menu 0 is ranked highest e Check the Include in Reports checkbox for this data category to be included in reports e Click on Save The Manage Data Categories page will open To edit a data category Click on Data Category The Manage Data Categories page will open Click on EDIT next to the data category to be edited The Edit Data Category page will open 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rib u o About Us Need Help OVERWIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ed t BE ta Ca tegory Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export 400 DATA CATEGORY Data Category Personal Details Default Personal Details Contact Type Sart Order Include in reports e E
30. Frequency Cause Project Name Amount Bobby Shannon Personal Details amp Donation Info i Personal Details Last Name Shannon First Name Bobby e Manage query results by saving it e Click on the Save radio button givengain Good Works Aer ierd 67 Search has 3 results View Contact List Export Save Save a5 Save results as Name of Group F Mew Contact Group Save Query as Name of Report Quick Report Upcoming stars e Check the New Contact Group checkbox if query results should be a new contact group and name it in the text box Note A contact group is static and will remain unchanged when new _ contacts are added or a new query is run e Check the Quick Report checkbox if query results should be a quick report and name is inthe text box Note A quick report is dynamic and will updated itself everytime a new contact is added or anew query is run e Click on Save Report e The Advanced Search page will open givengain rece Wool ks LEN YN li 68 13 Quick Reports View all saved reports that you ve created previously by using the advanced search function 13 1 How to view export a quick report Log in and select the REPORT link top administrator menu The Contacts page will open Select the QUICK REPORTS link The Quick Reports page will open Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e tribuo About Us Need Help
31. Korea Republic Of KR Kuwait KW Kyrgyzstan KG Lao People s Democratic Republic LA Latvia LV Lebanon LB Lesotho LS Liberia LR Libyan Arab Jamahiriya LY Liechtenstein LI Lithuania LT Luxembourg LU Macau MO Macedonia The Former Yugoslav Republic Of MK Madagascar MG Malawi MW Malaysia MY Maldives MV Mali ML Malta MT Marshall Islands MH Martinique MQ Mauritania MR Mauritius MU Mayotte YT Mexico MX Micronesia Federated States of FM Moldova Republic Of MD Monaco MC Mongolia MN Montserrat MS Morocco MA Mozambique MZ Myanmar MM Namibia NA Nauru NR Nepal NP Netherlands NL Netherlands Antilles AN New Caledonia NC New Zealand NZ Nicaragua NI Niger NE Nigeria NG Niue NU Norfolk Island NF Northern Mariana Islands MP Norway NO Oman OM Pakistan PK Palau PW Palestinian Territory Occupied PS Panama PA Papua New Guinea PG Paraguay PY Peru PE Philippines PH Pitcairn PN Poland PL Portugal PT Puerto Rico PR Qatar QA Reunion RE Romania RO Russian Federation RU Rwanda RW Saint Kitts And Nevis KN Saint Lucia LC Saint Vincent and the Grenadines VC Samoa WS San Marino SM Sao Tome And Principe ST Saudi Arabia SA Senegal SN Seychelles SC Sierra Leone SL Singapore SG Slovakia Slovak Republic
32. Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e tribuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Export Data Logged in as axyz org Administrator OVERVIEW CONTACTS ADVAMCED SEARCH QUICK REPORTS aRouPS SETUP _ Search Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE YOUR DATABASE OFFLINE To export an empty template spreadsheet only with headers of fields and look up data 1 00 NOT tick Export Contact Data 2 Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click Export Please wart a few seconds for the download to complete OPTION 2 EXPORTING DATA FROM YOUR DATABASE 1 Tick Export Contact Data 2 Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click export The Excel spreadsheet will now be created on the GivenGain server This may take anything from 5 30 minutes Logging out or navigating away from this page will NOT affect the exporting process 4n e mail will be sentto you once the export has been completed You could also click on Import Export regularly to view the late
33. OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Quick Reports Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS akoups SETUP Custom Reports view Report View saved reports that you ve created in the advanced reporting area My Reports Rename Wiew Filter Show List Delete Upcoming stars Upcoming stars E g Update Queries e For an up to date report choose a saved report and click on the View Filter icon or e To view the list of contacts in the report click on the Show List icon and the Run Filter page will open showing all contacts in the report e lf choosing the View Filter option the Advanced Search page will open e Click on the Export radio button to export the report as a HTML file or as an Excel document e lf choosing the Export option check required checkboxes to be included in the report e Click on Generate Report e The Report Output page will open if HTML option was selected or e An Excel file download window will open if Excel document option was selected 13 2 How to edit delete a quick report Log in and select the REPORT link top administrator menu The Contacts page will open Select the QUICK REPORTS link The Quick Reports page will open e Edit saved quick report by renaming it in the Rename text box e Click on Update Queries e The Quick Reports page will open givengain Good works Merve or Delete saved quick
34. The Contacts page will open with S displayed in a red square e Click on a chosen contact Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etribuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Individ ual Con tacts Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP MAIN ARCHIVE TEMPORARY 3 contacts SS ADD INDIVIDUAL g INDI vIpUALS EF ORGANISATIONS E T ae ABCDODEFGHIJKLMNOF Ww RY 2 E MY RECENT CONTACTS Records 1 to 3of3 view 20 SD ll Last Name First Name Initials Email Address Children Shannon Bobby B bobby hotmail cam Skywalker Luke L Stewart Annie AT astew gmail com The Contact Details page will open with all details of the contact How to find a contact by entering text Log in select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN In the Search textbox enter any of the following e the contact s name or part thereof e the contact s surname or part thereof e the contact s e mail address or part thereof e the contact s cell phone number or part thereof e Click on Search givengain Good works maerywt 49 E Logout My Settings g
35. UNICATE REPORT FUNDRAISE SETTINGS Im po rt Ex po rt Da ta Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE TOUR DATABASE OFFLINE First create all the Data Categories Fields and Groups that you require before exporting the empty template to MS Excel The Excel spreadsheet will display all fields and groups that you ve created Populate this empty spreadsheet with all your data To import see Option 3 below Click here to download you template file OPTION 2 EXPORTING DATS FROM TOUR DATABASE Click on the link below and select the various fields and groups you wish to export This may take anything from 5 30 minutes Logging out or navigating away from this page will NOT affect the exporting process An e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the latest status of the exporting process which will show In Progress if not completed yet If status is displayed as Done the Excel spreadsheet is ready to be opened or saved ica Download and complete the template file 7 Export data givengain LoL Wil 38 The Import Contacts page will open e Click on the Download and complete the template file Export data link under OPTION 2 e The Export page will open E
36. VIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Odd Note Upload Now 55 e Click on Browse to select an image from your computer e Click on Upload Now to upload image The Crop Contact Image page will open e Drag the square markers at the corners and between corners of the picture to create the specific size and area you wish to crop e Once you have selected an area you can also move it around by putting your cursor in the centre of the selection and dragging it in any direction e When moving a square marker you will its corresponding value change under the Crop inspector area X distance from the left hand side Y distance from the top Inserting a value in any textbox and clicking anywhere else on the page will change the selected area to reflect the new parameters optional 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory jet rib uo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Crop Con tact Image Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Add Note Crop inspector W 40 He l width 212 Height ESE Image details Picture of Luke Skywalker Dimension 500x375 e Click on Crop when you are satisfied with your
37. a drop down menu to select the option of your choice e Click on a radio button to select a mutually exclusive option e an L mi HIO Wri 47 Check a checkbox to select one or multiple options Click on an option from a listbox e Click on a date field to select the date from a popup calendar Enter a note or message in a message box Select the Update Contact details option from the drop down menu at the top or bottom of the screen and click on Submit 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory et rb uo lI About Us Need Help OVERVIEW PUBLISH ag TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Fiala Con tact Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS aROUPS SETUP Search Update Contact details ca Contact Details Billing Address Details Shipping Address Details Company Details Company Name Winnie s Bakery Company Contact Winnie Chiu Update Contact details Temporary Store Contact details a Inactive Archive Contact Activate Contact Delete Contact The Contact Details page will open To edit details of this organisation see Managing and Editing your Contacts Note You will be required to enter information in all fields that have been checked Mandatory when the field was set up originally If those fields are not completed the page will reload A message in red at the top of t
38. act details Personal Details Temporary Store Contact details TENE Contact Details Active Main Contact _ _ _ __ Delete Contact Email Address bobbydhotmail com Mobile Number e To store this contact temporarily select Temporarily Store Contact details from the drop down menu and click on Submit Use this option when the contact is not actively part of your active database anymore but may become active again in the future e To make this contact active again select Active Main Contact from the drop down menu and click on Submit Use this option when the contact was archived or stored temporarily and you wish to return the contact to the main database 10 5 How to add an image to a contact s details Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Select the contact to whom you wish to add an image and click on the chosen contact to open the Contact Details page See Finding a Contact in your Database Click on the UPDATE PHOTO link Logout My Settings Sivengain One World Zero Barriers GivenGain Cause Directory e trHbuo About Us Need Help OvyERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Upda te Con tact Photo Logged in as axyz org Administrator OVER
39. atabase Options page will open with these options saved To view your changes click on CONTACTS The page will automatically open on the Individual option Click on ORGANISATIONS to see the Organisation layout givengain Cc Want 29 5 6 How to create edit delete a contact group Log in select the REPORT link top administrator menu The Contacts page will open Select the GROUPS link The Manage Contact Groups page will open e Select the E mail checkbox for people subscribing to this group to be contacted via e mail e Select the SMS checkbox if people subscribing to this group will be contacted via mobile messages e Select a name for your contact group eg Food lovers in the text box e Click on Create Contact Group The Manage Contact page will open with the new contact group added to the list of contact groups E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrfBbuo AboutUs Need Help OVERWIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ma nage Con tact Grou ps Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPOA Create a new group Name of new group Food lovers Create public or private groups in your database Public Groups People visiting your website are able to subscribe to public groups To make a group visible on your website click the Email or and SMS Mobile tickboxes below
40. ationship Class drop down menu e Assign an applicable relationship role to each party from the drop down menus e Click on SAVE Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory et r Mbu About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Apply Relationship TUEL Step ogged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Add Note Please Give This Relationship Group a name Add two contacts to relate to a specific Relationship Group Relationship Group belonging to this Class Create anew Group 9th floor Relationship Relationship Class kitchen staff gt Bobby Shannon Chef al Se Luke Skywalker Mother Father WY iter Cleaner Chet Coffeemaker givengain 52 The Manage Contact page will open 10 2 How to subscribe unsubscribe a contact to from a contact group Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Select the contact you wish to subscribe to a group and click on the chosen contact to open the Contact Details page See Finding a Contact in your Database Click on next to Contact Groups to expand a li
41. bout Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Impo rt Ex po rt Da ta ogged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS Groups SETUP Fields Data Category Look up Data Relationships Gptions Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE YOUR DATABASE OFFLINE First create all the Data Categories Fields and Groups that you require before exporting the empty template ta MS Excel The Excel spreadsheet will display all fields and groups that you ve created Populate this empty spreadsheet with all your data To import see Option 3 below Click here to download you template file OPTION 2 EXPORTING DATA FROM YOUR DATABASE Click on the link below and select the various fields and groups you wish to export This may take anything from 5 30 minutes Logging out or navigating away fram this page will WOT affect the exporting process An e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the latest status of the exporting process which will show In Progress if not completed yet If status is displayed as Done the Excel spreadsheet is ready to be opened or saved ca Download and complete the template file Export data givengain Good works veryw 36 The Import Contacts page will open e Click on the Download and complete the template file Expo
42. box to keep the address synchronised for all members who are linked to this relationship givengain Goon Works a 24 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rib u o About Us Meed Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GRouUPS SETUP Fields Data Category Look up Data Relationships Options Import Export Relationship Classes Relationship Roles RELATIONSHIP GROUP Relationship Group Kitchen staff Syne Billing 4ddress Syne Shipping Address Sync Alternative Address e Click on Save The Group page will open 5 4 3 To add a relationship role Click on the Relationship Roles link The Manage Relationships page will open Click on ADD RELATIONSHIP ROLE The Add Relationship Type page will open e Insert the role that will exist eg Chef in the Relationship Role textbox e Select the class eg Kitchen staff from the Relationship Class drop down menu e Click on Save See next page for image givengain 25 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrMbuo About Us Meed Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS fiala Relationship Type Logged in as axyz org Administrator OVERVIEW
43. d services and processes in order to become more efficient the GivenGain provides them with instant control and real time access GivenGain presents an all in one solution The GivenGain Suite harnesses the power of advanced technologies by automating complex critical processes like real time web publishing multicurrency donation processing and donor relationship management letting charities improve operations drive new donations and increase revenue givengain Cool Works a 6 Some charities attempt to integrate services by piecing together a website with a Paypal link or a Yahoo account and by connecting their donation processing service with an off the shelf donor database and or expensive donor relationship management system This process requires technical skill financial resources and time GivenGain provides a one stop service Publish Communicate Transact Report and Fundraise completely integrated in one central place givengain Good works Merve 3 Menu Layout The menu layout of the GivenGain Report database is as follows OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Individ ual Con tacts Logged in as axyz arg Administrator OVERVIEW conTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP MAIN ARCHIVE TEMPORARY Under SETUP you will see the following links OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS M ana g Fi e a
44. d to the contact s profile e An e mail can be sent to the contact e A mobile message SMS can be sent to the contact A note can be added to the contact s details o The donation history of the contact can be viewed and or deleted 10 1 How to apply a created relationship to contacts Important A relationship can ONLY be applied if a relationship class and relationship roles have been created previously For more information on creating a relationship see How to create a relationship class and relationship role Log in select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Find contact A of the relationship See Finding a Contact in your GivenGain Report Database and click on the chosen contact to open the Contact Details page H Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory et rMbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Co n ta ct De ta Is Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details 4dd Note Personal Details UPDATE PHOTO Last Name Shannon Communicate with contact First Name Bobby Ed Email Message Title
45. dit the data category as required and click on Save The Manage Data Categories page will open To delete a data category Click on Data Category The Manage Data Categories page will open Click on EDIT next to the data category to be deleted The Edit Data Category page will open givengain Good works maerywt 19 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rib uo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ed it Da ta Ca tegory Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export ADD DATA CATEGORY Data Category Everything else Contact Type Individual E Sort Order 7 fall Include in reports save e Click on Delete The Manage Data Categories page will open Important Default data categories such as Personal Details can not be deleted although they can be edited in every other way givengain CoCo Witt 20 5 3 How to add edit delete look up data data lists and field data Note f you have a lot of field data eg 100 different schools it is better to create only the data list online export it to a MS Excel spreadsheet populate all the field data on that worksheet and upload it again This will save you lots of time Log
46. dsheet save it somewhere on your computer Then upload the file as described under Importing your MS Excel file Option 3 To export selected data for decision making or as a reference sheet Option 2 Use the steps as described under How to edit add delete the data in many fields at once Option 2 or use the Advanced Search function to export a report in MS Excel that displays very specific data Importing your MS Excel file Option 3 Log in select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Import Export link e Go back to the Import Contacts page e To upload the completed template file e Click on the Browse button e Select the saved file from the File Upload window e Click on the Upload File button to upload the complete template file OPTION 3 IMPORTING Upload your completed MS Excel template by clicking on the Browse button below GivenGain will automatically verify this file by checking for any Inconsistencies in the data It might be necessary to click on Impoer Export link to see whether the verification process has been completed If any data errors exist click on iew to see an error report Make all necessary adjustments in your MS Excel template Upload the file again Repeat this process until all errors have been eliminated When Completed is displayed under Status your file data was successfully integrated with
47. e You are now part of the fastest growing organisation in South Africa Ak Pretty soon we will be everwhere helping people on all continents and creating a better world Until then Alex 11 2 How to send a mobile message SMS to a contact Mobile messages can be sent in 2 ways single mobile messages SMSs to an individual and bulk mobile messages SMSs to contact groups Single mobile messages are normally used for personal communication when making a specific enquiry or to remind an individual or company about something concerning only them Bulk mobile messages are normally used when informing or reminding all subscribed contacts about a matter See GivenGain Communicate for sending bulk mobile messages and more information on the cost and purchasing of SMS credits Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Select the contact to whom you wish to send a mobile message SMS and click on the chosen contact to open the Contact Details page See Finding a Contact in your Database Ensure that a mobile number has been inserted under the Contact Details header givengain Good works pvervwi 61 Contact Details Email Address anniestewarta yahoo com Mobile Number 27837964861 Skype Name annie
48. e Contact Type drop down menu e Select the type of data the field will hold from the Type of data field drop down menu e Phone Fax Number for any set of digits that could include letters also used for ID numbers e Numbers for digits only information eg 23 in the Age field e Date for date only information eg for a Date of Birth field e Notes for text longer than 50 characters e Text for text not more than 50 characters e Select the type of standard field from the Standard Field drop down menu e None if not applicable e Email Address for a primary e mail address field Only one such Standard Field can exist e Last Name for a last name field Only one such Standard Field can exist e First Name for a first name field Only one such Standard Field can exist e Country Name for a country name field agian ny Goo Wo 14 e Organisation Name for an organisation name field Only one such Standard Field can exist e Salutation for a salutation field Only one such Standard Field can exist e Mobile phone for a mobile cellphone field Only one such Standard Field can exist e Skype for a Skype field Only one such Standard Field can exist e Select in which format the field will be displayed from Input Suggested layout displayed in the Layout textbox e Text text box Number of characters for text area Width 50 Chosen favourite cuisine Definately Thai food e Date Popup
49. eadsheet 3 Check the headers you want to export 4 Click Export Please wait a few seconds for the download to complete OPTION 2 EXPORTING DATA FROM YOUR DATABASE 1 Tick Export Contact Data 2 Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click export The Excel spreadsheet will now be created on the GivenGain server This may take anything from 5 30 minutes Logging out or navigating away fram this page will NOT affect the exporting process An e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the latest status of the exporting process which will show In Progress if not completed yet Refresh screen regularly F5 If Status is displayed as Done the Excel spreadsheet is ready to be opened or saved LI Export Contact Data Export Look up Data Show or Hide all Personal Details Contact Details Column Column m x 3 m x T 5 Date of Birth k k Email 4ddress Title lt k Mobile Mumber Gender Skype Name Last Name Phone Nurmber First Name Work Phone Ekle Kl kl amp K Initials Fax Number Personal Information Billing Qddress Details Column m a 3 Shipping Address Details Marital Status Company Details Children E e Everything else C
50. elect the SETUP link The Manage Fields page will open Select the Options link The Database Options page will open To set fields for Individuals e Choose the preferred fields you wish to have displayed from the 4 drop down menus e Note The Surname field is already displayed so it doesn t have to be selected here To set fields for Organisations e Choose the preferred fields you wish to have displayed from the 4 drop down menus e Note The Company name field is already displayed so it doesn t have to be selected here givengain Cool Works a A Logout My Settings givengain One World Zero Barriers SivenGain Cause Directory e tribuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Da ta ba 5e Options Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export Preferred fields to be displayed on CONTACTS page Inividual First Name a Initials E Email Address Organisation none E none Fa none Billing Address Billing Address Billing 4ddress Billing Country Billing Postal Billing Provine Billing State ae Tawn Children Count Date of Birth Email 4ddress Employer Fax Number First Name Gender Initials Language Last Name e Click on SAVE LIST OPTIONS to save The D
51. elete A Data Category 17 5 3 How To Add Edit Delete Look Up Data Data Lists And Field Data 20 5 4 Relations 23 5 5 How To Use Options To Set The Preferred Fields On The Contacts Page 27 5 6 How To Create Edit Delete A Contact Group 29 6 How To Import And Export Data ccccscceeseeeeeseeeeseeeeeeeeeneeeeaseeeeeeeeeneees 31 6 1 How To Export An Empty Template To Populate Your Database Offline First Time Users Option 1 31 6 2 How To Customise Previous Version Database Data With The New Database Version Functionalities Option 2 33 6 3 How To Edit Add Delete The Data In Many Fields At Once Option 2 35 6 4 How To Import Many New Contacts To Your Database Option 2 37 6 5 To Import A List Of New Field Data To Your Database Option 2 39 6 6 To Export Selected Data For Decision Making Or As A Reference Sheet Option 2 41 6 7 Importing Your Ms Excel File Option 3 41 7 Important Tips When Populating Your Ms Excel Spreadsheet 43 7 1 Two Digit Country Codes To Be Used When Populating A Spreadsheet To Import To Your Database 44 8 Adding A Contact To Your Givengain Report Database 45 8 1 How To Add An Individual 45 8 2 How To Add An Organisation 46 9 Finding A Contact In Your Givengain Report Database 48 9 1 How To Find A Contact Alphabetically 48 9 2 How To Find A Contact By Entering Text 48 10 Managing And Editing Your Contacts cccssseesesseeeeeneeeseeseeeeeeeee
52. ewart Annie astewi lgmail cam givengain CoCo Witt 66 e Manage query results by exporting it as a report e Click on the Export radio button e Select to create report as HTML file or Excel document from radio button e Check required checkboxes to be included in the report Search has 3 results View Contact List Export Save Export HTML report Excel report Include Personal Details C include Contact Details CI Include Personal Information d Include Billing Address Details LI Include Shipping Address Details d Include Company Details W Include donation information i HTML Only a Include the groups i Excel Only Generate Report _ e Click on Generate Report e The Report Output page will open if HTML option was selected or e An Excel file download window will open if Excel document option was selected amp Logout My Settings gsivengain One World Zero Barriers GivenGain Cause Directory etr buo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Report Output ogged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP PE SHOW ALL D Personal Details Donation Details 4B Luke Skywalker Personal Details amp Donation Info a Personal Details Last Mame Skywalker First Wame Luke Gender Male Date of Birth 1975 02 04 Donation Detail Status Start Date End Date
53. ference sheet Option 2 6 1 How to export an empty template to populate your database offline First time users Option 1 You are a new GivenGain user and want to import your data from another source eg your computer or a printed list into the Report database Note First create fields data categories look up data and groups online under SETUP as required before continuing Log in select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Import Export link 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory t rMbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Im po rt Ex po rt Da ta Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS groups sev Fields Data Category Look up Data Relationships Optians Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE YOUR DATABASE OFFLINE First create all the Data Categories Fields and Groups that you require before exporting the empty template to MS Excel The Excel spreadsheet will display all fields and groups that you ve created Populate this empty spreadsheet with all your data To import see Option 3 below Click here to download you template file OPTION 2 EXPORTING DATA FROM YOUR DATABASE Click on the link below and select t
54. g Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS Groups SETUP Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE YOUR DATABASE OFFLINE First create all the Data Categories Fields and Groups that you require before exporting the empty template to MS Excel The Excel spreadsheet will display all fields and groups that you ve created Populate this empty spreadsheet with all your data To import see Option 3 below Click here to download you template file OPTION 2 EXPORTING DATA FROM TOUR DATABASE Click on the link below and select the various fields and groups you wish to export This may take anything from 5 30 minutes Logging out or navigating away from this page will NOT affect the exporting process An e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the latest status of the exporting process Which will show In Progress tf not completed yet If status is displayed as Done the Excel spreadsheet is ready to be opened or saved faan Download and complete the template file 7 Export data givengain CH YI 40 The Import Contacts page will open e Click on the Download and complete the template file Export data link under OPTION 2 e The Export page will open E Logout My Settings givengain One World Zero Barriers GivenGain Cause Direct
55. g a Contact in your Database The Contact Details page will open Click on the Edit Contact Details link givengain Good works Merve Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrHMbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ma nage Con tact oge g i aS s yz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUpZE REPORTS arodes SETUP ils Edit Contact Details Add Note Personal Details UPDATE PHOTO The Edit Contact page will open e Edit or add details as required select Update Contact details from the drop down menu and click on Submit e The Contact Details page will open Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrfbuo About Us Meed Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Edit Con tact Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS aRoupSs SETUP Contact Details Edit Contact Details Add Note E date Contact details Personal Details Temporary Store Contact details _ A _S_HA Inactive Archive Contact Contact Details Active Main Contact aaa Sue letdee Ola al ae tee Email Address bobby da hotmail com Mobile Mumber skype Name bobby76 Phone Number e Select Delete Contact from the drop down menu and click on Sub
56. gout My Settings givengain One World Zero Barriers GrvenGain Cause Directory etrHbuo About Us sed Help OVERVIEW PUBLISH TRANSACT COMMUNICATE RERORT FUNDRAISE SETTINGS Eata AYT EF Contacts Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS setur Search MAIN SRCHIVE TEMPORARY 0 contacts a2 ADD INDIVIDUAL 2 INDIVIDUALS 3 ORGANISATIONS ADD ORGANISATIONS efe cDpeEFGHIIKLM WOPORSa TUV WAY 2 Records 1 to 0 of O view 20 50 100 all MY RECENT CONTACTS Select the SETUP link The Database Initial Setup page will open givengain One World Zero Barriers GivenGain Cause Directory e t rb uo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Data base In itial Setup Logged in as axyz org Administrator OVERVIEW contacts ADVANCED SEARCH QUICK REPORTS Groups seTuUP A Fields Data Category Look up Data Relationships Optior Import Export Your database has not been setup yet Click continue to add the following fields 1 Last Name First Name Title Gender Date of Birth Email Address Mobile Number Skype Name Phone Number Work Phone Fax Number Marital Status i fe oe fp Be Bp fe Bp fp Be G Children givengain Geo works yer herd 10 Children Count Language Spouse Last Name Spouse First Name Qualification Em
57. he page will appear eg Please supply the First name After completing the required fields select the Update Contact details option from the drop down menu at the top or bottom of the screen and click on Submit To add or remove the Mandatory setting from a field click on EDIT next to the field on the Manage Fields page and de select Mandatory Note In order to ensure that each individual or organisation remains 100 unique in the GivenGain system the following data cannot be used by two different contacts e Cell phone number e E mail address e Bank account number VISA MasterCard number givengain HI YW RS i 9 48 Finding a Contact in your GivenGain Report Database Any individual or company in your GivenGain Report database can be located immediately by using the search function on the Contacts page This can be done in 2 ways by searching alphabetically or by entering text into the search box 9 1 9 2 How to find a contact alphabetically Log in select the REPORT link top administrator menu The Contacts page will open on the INDIVIDUALS option by default To find an organisation click on ORGANISATIONS before continuing Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN e Click on a capital letter eg S for finding all last names starting with S listed alphabetically
58. he relationship class to be edited The Edit Relationship Type page will open e Edit the relationship as required e Click on Save or Delete to delete this class The Roles page will open 5 4 5 To edit delete a relationship role Click on the Relationships Roles link The Manage Relationships page will open Click on EDIT next to the relationship role to be edited The Edit Relationship Type page will open e Edit the relationship role as required e Click on Save or Delete to delete this role The Manage Relationships page will open givengain Good works Merve 2 5 5 How to use Options to set the preferred fields on the Contacts page Log in and select the REPORT link top administrator menu The Contacts page will open If you have not set any fields to be displayed on the Contacts page your screen will look like this with only Last Name or as you have renamed it as a field Logout My Settings givengain One World Zero Barriers GSivenGain Cause Directory Jet rb uo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Individ ual Con tacts Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP MAIN ARCHIVE TEMPORARY 3 contacts SS ADD INDIVIDUAL E INDIVIDUALS ORGANISATIONS Ey ADD ORGANISATIONS MecoOEFGHIIKLMNOPORSTUVWRYZ Records 1 to Oof O view 20 50 100 all Mr RECENT CONTACTS S
59. he various fields and groups you wish to export This may take anything fram 5 30 minutes Logging out or navigating away from this page will NOT affect the exporting process 4n e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the latest status of the exporting process which will show In Progress if not completed yet If status is displayed as Done the Excel spreadsheet is ready to be opened or saved Download and complete the template file Export data The Import Contacts page will open e Click on the Click here to download your file link under OPTION 1 givengain Good works Maariv 32 e The Export page will open 4a Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrfbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ex po rt Da ta Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Search Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE TOUR DATABASE OFFLINE To export an empty template spreadsheet only with headers of fields and look up data 1 00 NOT tick Export Contact Data 2 Check Export look up data if you want to export the various look up data options as worksheets of the Excel spr
60. hildren Count Language Spouse Last Name Spouse First Name Qualification Employer Skills Occupation ERE KH KA Motes EXPORT SELECT GROUPS Export Contribution Details e Click on next to a data category to show hide Data Category contents e Check the Check Uncheck all box givengain Good Works Aer ierd 33 e Check the Export Lookup data box e Do not check the Export Contact Data box e Click on the Export button e A Microsoft Excel document download window will open e Save the empty MS Excel spreadsheet on your computer e Open the MS Excel file It will display all fields look up data and contact groups as selected e Now populate the empty MS Excel spreadsheet with your data from another MS Excel spreadsheet printed list etc See Important tips when populating your MS Excel spreadsheet for more detailed instructions When you have populated the spreadsheet save the file somewhere on your computer Then upload the file as described under Importing your MS Excel file Option 3 6 2 How to customise previous version database data with the new database version functionalities Option 2 You have been a client of GivenGain for a while and was using the previous version of the Report database Now you have been activated for the new database and need to customise it with all the new functionalites before adding more contacts to your database Note First create rename and edit fields data categor
61. hose See How to Import and Export Data for more detailed instructions Remember to collect all your old spreadsheets from everyone in your office and combine them into the MS Excel spreadsheet you exported from the GivenGain Report database Step 7 Sort out your relationships to be used within your organisation and apply them to contacts With your Report database now fully set up and populated with all your contacts the next step is to give yourself a better idea of who fits in where who is married to whom etc This is done by using the Relationships function First create some different relationship roles and then apply them to different contacts See How to create edit a relationship class and relationship role and How to apply a created relationship to contacts for more detailed instructions givengain Goon Works a 12 General setup instructions How to add edit delete a field Log in and select the REPORT link top administrator menu The Contacts page will open select the SETUP link The Manage Fields page will open on the Field Setup Individual option by default H Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrbbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS M ana g Fi d 5 Logged in as axyz arg Administrator OVERVIEW coNTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields
62. ies look up data and groups online under SETUP as required before continuing Log in select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Import Export link 4 Logout My Settings givengain One World Zero Barriers Gi enGain Cause Directory etrbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Im po rt Ex po rt Da ta Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE YOUR DATABASE OFFLINE First create all the Data Categories Fields and Groups that you require before exporting the empty template to MS Excel The Excel spreadsheet will display all fields and groups that you ve created Populate this empty spreadsheet with all your data To import see Option 3 below Click here to download you template file OPTION 2 EXPORTING DATA FROM YOUR DATABASE Click on the link below and select the various fields and groups you wish to export This may take anything from 5 30 minutes Logging out or navigating away from this page will NOT affect the exporting process An e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the
63. ils Edit Contact Details Add Note Update Contact details E Personal Details Last Name Skywalker First Name Luke Title mr B Initials L Gender Male fl Date of Birth 1975 02 04 Contact Details Personal Information Billing Address Details Shipping Address Details Everything else Update Contact details Temporary Store Contact details Inactive Archive Contact Activate Contact Delete Contact The Contact Details page will open Note You will be required to enter information in all fields that have been checked Mandatory when the field was set up originally If those fields are not completed the page will reload A message in red at the top of the page will appear eg Please supply the First name After completing the required fields select the Update Contact details option from the drop down menu at the top or bottom of the screen and click on Submit To add or remove the Mandatory setting from a field click on EDIT next to the field on the Manage Fields page and de select Mandatory To edit details of this individual click see Managing and Editing your Contacts 8 2 How to add an organisation Log in and select the REPORT link top administrator menu The Contacts page will open Select the ADD ORGANISATION link on the page The Add Contact page will open Complete an organisation s contact details in the following ways where required e Enter text in a field box e Click on
64. ivengain One World Zero Barriers GivenGain Cause Directory et r Mbuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Individ ual Con tacts Logosa in az axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS setup ste MAIN QRCHIVE TEMPORARY 3 contacts S28 INDI IDUALS ORGANISATIONS RA REACTOR MecDEFGHIIKLMNOPQRSTUYWRYZ My RECENT CONTACTS Records 1 to 0 of O view 20 50 100 all Last Name First Name Initials Email Address Children The Found Contacts page will open e Click on a chosen contact The Contact Details page will open with all details of the contact Note The advantage of searching for a contact in this manner is that all contacts who qualify for the criteria entered in the search box will be displayed This is particularly helpful when the exact spelling of a contact s name or surname is not known or when you wish to find similar contacts eg all contacts with the e mail address yahoo com givengain CoCo Witt 50 10 Managing and Editing your Contacts An individual or organisation in your database can be managed in the following ways A relationship can be applied to 2 contacts A contact can be subscribed to unsubscribed from a contact group A contact s details can be edited added or deleted A contact can be archived temporarily stored made active An image can be adde
65. latest status of the exporting process which will show In Progress if not completed yet If status is displayed as Done the Excel spreadsheet is ready to be opened or saved can Download and complete the template file Export data The Import Contacts page will open givengain Good works veryw 34 Click on the Download and complete the template file Export data link under OPTION 2 e The Export page will open E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory t rib uo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Export Data Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS Groups sEe7ap Nsearch Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE YOUR DA on SE OFFLINE To export an empty template spreadsheet only with headers of fields and look up data 1 00 NOT tick Export Contact Data z Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click Export Please wait a few seconds for the download to complete OPTION 2 EXPORTING DATA FROM YOUR DATABASE 1 Tick Export Contact Data 2 Check Export look up data if you want to export the various
66. ls header Contact Details Email Qddress anniestewarta yahoo com Mobile Number 278s Skype Name anntestewart Click on the Email Message link under the Communicate with Contact header Communicate with contact bd Email Message 5 Mobile Message T Skype Me The Compose Email page will open e Ensure your name is present in the From Name textbox e Insert subject text in Subject textbox e Insert message text in Message Body textbox e Click on Preview when done The Verify your message page will open Check all details e Click on Edit to edit message if required or e Click on Send the message to send your e mail The Contact Details page will open See image on next page givengain f Hi H H l i l il kes l Y 1 I Y i j amp Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrHbuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Compose Email Message Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Add Note View donations From Name From Email Slexander Meiring alexmeiring gmail com Subject hearty welcome Message Body gt E Source _ A Geel amp Ha he ce i B Z U dej o 5 15 y TETEA rreA REER Dear Annie Welcome to our organisation hope you willbe happy her
67. made by Alexander Meiring Emails Mobile Text sms givengain Good works very wl 58 Click on the red arrow to close the window again To edit or delete the note click on EDIT The Edit Note page will open e Edit the note as required and click on Save or e Click on Delete to delete this note Note If you edit and save an existing note it will appear below the original one under COMMUNICATION HISTORY givengain Good works Merve 11 11 1 59 Communicating with a contact How to send an e mail message to a contact E mails can be sent in 2 ways e mails to a specific contact and bulk e mails to subscribed contact groups E mails to a specific contact are normally used for personal communication when making a specific enquiry or to obtain more contact details Bulk e mails are normally used when sending newsletters or sharing general information with all subscribed contacts See GivenGain Communicate for sending bulk e mails Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Select the contact to whom you wish to send an e mail and click on the chosen contact to open the Contact Details page See Finding a Contact in your Database Ensure that an e mail address has been inserted under the Contact Detai
68. mit to remove this contact from the database e The Confirm Delete Contact page will open e Click on Delete Contact or go back if you do not wish to delete this contact 10 4 How to archive temporarily store or make active a contact in your database Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN givengain 54 Select the contact whose details you wish to edit and click on the chosen contact to open the Contact Details page See Finding a Contact in your Database The Contact Details page will open Click on the Edit Contact Details link The Edit Contact page will open e To archive this contact select Inactive Archive Contact from the drop down menu and click on Submit Use this option when the contact is not actively part of your active database anymore but you wish to keep the information and history of the contact Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etrfbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ed t Co n ta ct Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Add Note Update Cont
69. n Wilson ts monda ii Contacts Call Pho mals Liwe as History Caroline Willams My Add Callers dE v Do More Caroline Williams moo says mr frag VL Ringing 7 aw _ s D givengain Ge P Z Caling Caroline Willams 7 068 44 Good works yerywher 63 12 Using the Advanced Search function The advanced search function is an extremely powerful tool that can supply the administrator with any data desired By applying any number of filters the search can be refined almost indefinitely Run a query and save the results as a contact list or quick report or add another filter for a more in depth look 12 1 Notes on filters Filters can be set up in any order according to your specific needs Refine query results by continually adding filters The same filter can be used numerous times by selecting it again from the Select a Filter drop down menu The top filter is always the first filter the one below it the second filter and so forth As this will radically impact the results of a query it is advisable to plan your search thoroughly beforehand Filters can be moved up by clicking on MOVE UP next to each created filter Filters can be removed from a query by clicking on REMOVE next to a created filter Once prepared the set of filters will not be reset when navigating away from the Advanced Search page or when logging out A new set of filters can be prepared by first clicking on REMOVE next t
70. nenees 50 10 1 How To Apply A Created Relationship To Contacts 50 10 2 How To Subscribe Unsubscribe A Contact To From A Contact Group 52 10 3 How To Edit Add Delete A Contact s Details 52 10 4 How To Archive Temporarily Store Or Make Active A Contact In Your Database 53 10 5 How To Add An Image To A Contact s Details 54 10 6 How To Add A Note To A Contact s Details Or Edit Delete It 56 10 7 To Read Edit Delete A Note 57 11 Communicating With A Contact ccccceeseeseeseeenseessesseeseeesseeesoeneeesees 59 11 1 How To Send An E Mail Message To A Contact 59 11 2 How To Send A Mobile Message SMS To A Contact 60 11 3 How To Use Skype To Communicate With A Contact 62 12 Using The Advanced Search Function cccceseeceeseeceseeceneesenseneaees 63 12 1 Notes On Filters 63 12 2 How To Set Up Filters Before Running A Query 63 12 3 How To Run A Query 64 13 Quick Reports cise seic ccc cccaretaee dane cevecnancwesteneuersntaewrecccnscpieaneuseaagvensuneceseencness 68 13 1 How To View Export A Quick Report 68 13 2 How To Edit Delete A Quick Report 68 MA COGS I oeae EE E E EEEE 70 givengain 1 Learning objectives After working through this manual you should be able to Understand the requirements of a modern database Know how the GivenGain Report database works and integrates with the rest of the GivenGain Suite Know how to set up your database data categories fields groups look up data and relationships
71. o all previous filters 12 2 How to set up filters before running a query Log in and select the REPORT link top administrator menu The Contacts page will open Select the ADVANCED SEARCH link The Advanced Search page will open Select filter to use from the Select a Filter drop down menu When selecting the Contact Data Field filter e Choose a field from the Select Field drop down menu e Click on ADD FILTER When selecting the Contributions filter e Select a project from the Project drop down menu e Set search rules from the Donation Amount drop down menu and insert amount in the text box or leave empty to search all e Select donation currency from the Donation Currency drop down menu e Select identity status of donor from Donor Status drop down menu e Select frequency of donation from the Frequency drop down menu e Click on ADD FILTER When selecting the Contribution History filter e Select which project was donated to previously from the Projects Donated drop down menu e Set search rules from the Donation Amount drop down menu and insert amount inthe text box or leave empty to search all e Select donation currency from the Donation Currency drop down menu e Set donation history period from the Donation Period calendar popup boxes givengain Cool Works a 64 e Select donation processed status from the Processed status drop down menu e Select donation transfer status from the Transfer statu
72. ory etrMbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Ex po rt Da ta Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Search Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE YOUR DATABASE OFFLINE To export an empty template spreadsheet only with headers of fields and look up data 1 00 NOT tick Export Contact Data 2 Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click Export Please wait a few seconds for the download to complete OPTION 2 EXPORTING DATA FROM YOUR DATABASE 1 Tick Export Contact Data 2 Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click export The Excel spreadsheet will now be created on the GivenGain server This may take anything from 5 30 minutes Logging out or navigating away fram this page will NOT affect the exporting process An e mail will be sent to you once the export has been completed You could also click on Import Export regularly to view the latest status of the exporting process which will show In Progress if not completed ye
73. pen e Save the MS Excel spreadsheet on your computer e Open the MS Excel file It will display all fields look up data contact groups and contact data as selected e Now edit the MS Excel spreadsheet data by inserting new data in fields moving data from other fields etc See Important tips when populating your MS Excel spreadsheet for more detailed instructions When you have completed editing the MS Excel spreadsheet save it somewhere on your computer Then upload the file as described under Importing your MS Excel file Option 3 6 4 How to import many new contacts to your database Option 2 Your Report database is operational but you want to add many new contacts to your database from another source eg a printed list or from another MS Execl sheet You could add the contacts one by one online but that will take hours Using the method described below will ensure that the process is completed as quickly as possible Note First ensure that your fields data categories look up data and groups are created edited and renamed online under SETUP as required before continuing Log in select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Import Export link 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rMb uo About Us Need Help OVERVIEW PUBLISH TRANSACT COMM
74. ployer Skills Occupation Notes Billing Address Line 1 Billing Address Line 2 Billing Address Line 3 Billing Town City Billing State Billing Province Billing Postal Code Billing Country Shipping Address Line 1 Shipping Address Line 2 Shipping Address Line 3 Shipping Town City Shipping State Shipping Province Shipping Postal Code Shipping Country Company Name Company Contact Initials Continue B The Database Set up page will open di df of ef df of di of of ei df of oi of of of df of dz of of dz of of of of of Click on Continue The fields will be divided into 6 data categories e Personal Details e Contact Details e Personal Information e Billing Address Details e Shipping Address Details e Company Details Step 2 Sort out your data categories to suit your organisation The existing data categories are set up for general use but you will probably want to change its name or create another data category See How to add edit delete a data category for more detailed instructions Step 3 Sort out your look up data to suit your organisation There is no look up data set up at the moment This needs to be completed if you wish for some fields to have more than one option See How to add edit delete look up data for more detailed instructions Step 4 Sort out your fields to suit your organisation OK your data categories and look up data
75. ree communication tool that you can download from the web at www skype com It allows you to make free calls from your computer to other Skype users on their computer and cheap calls to phones and mobiles across the world The sound quality is great and it can be used for video conferencing as well Note In order to talk to a contact using Skype on the GivenGain Suite you will need e aheadset and microphone e internet access e the Skype software installed on your computer Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Select the contact whom you wish to Skype and click on the chosen contact to open the Contact Details page See Finding a Contact in your Database Ensure that a Skype name has been inserted under the Contact Details header See http www skype com intl en allfeatures skypename for more details about this Contact Details Email Address anniestewart yahoo com Mobile Number 278 Skype Name Click on the Skype Me link under the Communicate with Contact header Communicate with contact bd Email Message E Mobile Message te Skype Me The Skype program will initiate and a call will be made to the contact A screen similar to this will display Fie View Contacts Tools Cal Help G Jaso
76. report by checking the Delete checkbox Click on Update Queries The Quick Reports page will open Click on Delete Report to delete this quick report or go back if required The Quick Reports page will open if Delete Report was clicked on 69 givengain ood Works i 70 14 Checklist 1 Understand the requirements of a modern database 2 Know how the GivenGain Report database works and integrates with the rest of the GivenGain Suite 3 Know how to set up your database data categories fields groups look up data and relationships 4 Know how to add a record to your database 5 Know how to import data 6 Know how to export data 7 Know how to do Advanced Searches and save Quick Reports 8 Know how to manipulate exported data in soreadsheets givengain
77. rt data link under OPTION 2 e The Export page will open E Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory etribuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Export Data Logged in as axyz arg Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GRoupS SETUP Search Fields Data Category Look up Data Relationships Options Import Export OPTION 1 EXPORTING AN EMPTY TEMPLATE TO POPULATE TOUR DATABASE OFFLINE To export an empty template spreadsheet only with headers of fields and look up data 1 00 NOT tick Export Contact Data 2 Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click Export Please wait a few seconds for the download to complete OPTION 2 EXPORTING DATA FROM TOUR DATABASE 1 Tick Export Contact Data z Check Export look up data if you want to export the various look up data options as worksheets of the Excel spreadsheet 3 Check the headers you want to export 4 Click export The Excel spreadsheet will now be created on the GivenGain server This may take anything from 5 30 minutes Logging out or navigating away fram this page will NOT affect the exporting process 4n e mail will be sent to you once the export has been comple
78. s drop down menu e Click on ADD FILTER e When selecting the Communication History filter e Enter text to search for in the Search for text box e Select which communication medium was used from the Communicated via drop down menu e Set communication history period from the Communication Period calendar popup boxes e Click on ADD FILTER e When selecting the Contact Groups filter e Select the required contact group s by checking the appropriate check box es e Click on ADD FILTER Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory jet rb uo About Us Meed Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS vale Fi ter Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP You have 4 contacts in your database Select a filter Contributions a REMOVE ALL Contribution Details Project search all Donation amount greater than al or leave empty to search all Donation Currency search all Status search all Ea Frequency search all Donation Period Last Name Contains after filter 12 3 How to run a query Log in and select the REPORT link top administrator menu The Contacts page will open Click on ADVANCED REPORTS e The Advanced Search page will open e Set up filters as required See How to set up filters before running a query e Click on Run Query givengain
79. selection The Contact Details page will open You will see the photo displayed like this givengain Good works veryw 56 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory t rib uo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Co nN ta E t De ta 5 Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Add Note Personal Details Contact Details H Email Address Mobile Number H Skype Name H Phone Number H Fax Number H work Phone Personal Information Billing Address Details E Label Shipping Address Details E Label Everything else UPDATE PHOTO 10 6 How to add a note to a contact s details or edit delete it Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Select the contact to whose details you wish to add a note and click on the chosen contact to open the Contact Details page See Finding a Contact in your Database Click on Add Note The Add Contact Note page will open e Enter a subject for the note in the Subject textbox e Enter text in the Enter Note text box e Check the box es of the
80. spreadsheet on your computer e Open the MS Excel file It will display all fields look up data contact groups and contact data as selected e Now edit the MS Excel spreadsheet data by inserting new data in fields moving data from other fields etc See Important tips when populating your MS Excel spreadsheet for more detailed instructions When you have completed editing the MS Excel spreadsheet save it somewhere on your computer Then upload the file as described under Importing your MS Excel file Option 3 6 5 To import a list of new field data to your database Option 2 You want to add more field data to your database This can be done online by adding a field role and list one by one but it will take forever if you want to import many options under field data eg names of 50 schools to be displayed from a drop down menu So use the method below to save you time that can be used elsewhere Note First ensure that your look up data lists are created online under SETUP as required before continuing Log in select the REPORT link top administrator menu The Contacts page will open Select the SETUP link The Manage Fields page will open Select the Import Export link A Logout My Settings givengain One World Zero Barriers Gi venGain Cause Directory e t rWbuo i About Us Meed Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Import Export Data Logged in as axyz ar
81. st be selected again Check the Mandatory checkbox if field completion should be mandatory Check the Include in Reports checkbox for this field to be included in HTML reports when doing an advanced search Check the Versioning checkbox to track any historical changes in this field Note 1 Can t be used with multiple look up data 2 Versioning any unnecessary fields slow down your database Select data category for this field from the Data Category drop down menu Select order in which field should be displayed in data category from Sort Order drop down menu givengain 16 Your field should look something like this 9 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e tribuo AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Add Field OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GRoups SETUP Fields Data Category Look up Data Relationships Options Import Export FIELD Label Contact Type Type of data field Standard Field INPUT SETTINGS Input type Layout Look up Data Mandatory Include in Report Versioning POSITION Data Category Sort Order Click on Save Chosen favourite cuisine Individual iv Text iv None Single look up option Drop Down List J Height _ hls Favourite cuisine EJ O C Not available on Multiple lookup data
82. st of groups as created previously by you e To subscribe to a group check the applicable box next to its group name e To unsubscribe from a group de select checked box next to its group name e Click on UPDATE GROUPS The Manage Contact page will open 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e tribuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Con tact Details Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS Groups SETUP Contact Details Edit Contact Details 4dd Note Personal Details UPDATE PHOTO Contact Details Communicate with contact Personal Information fl Email Message Billing Address Details Label PF Relationships Shipping Address Details Label Contact Groups Everything else COMMUNICATION HISTORY Saisie te E Notes Add Note wi Newsletter subscriber Emails Mobile Text sms Potential Donor Potential Volunteer 10 3 How to edit add delete a contact s details Log in and select the REPORT link top administrator menu The Contacts page will open Note The database will show you all active contacts by default To find archived or temporarily stored contacts click on the ARCHIVE or TEMPORARY link next to MAIN Select the contact whose details you wish to edit and click on the chosen contact to open the Contact Details page See Findin
83. st status of the exporting process which will show In Progress if not completed yet Refresh screen regularly F5 If Status is displayed as Done the Excel spreadsheet is ready to be opened or saved al Export Contact Data Export Look up Data El Show or Hide all Personal Details Contact Details Column Column m g 3 m T 3 Date of Birth Email 4ddress x E E Title E Mobile Number lt a Gender Skype Name Last Name Phone Number x E E lt First Name Work Phone E lt Initials Fax Number Personal Information Billing Address Details Column m a a 3 Shipping ddress Details Marital Status Company Details Children a J E E E S Everything else E Children Count E Language x Spouse Last Name a Spouse First Name E Qualification E Employer skills a J Occupation x Motes EXPORT SELECT GROUPS A Export Contribution Details givengain Good Works tvervwheri 39 e Click on amp 2xt to a data category to show hide Data Category contents e Check the box next to the name of each data category you wish to export e Uncheck the box next to each field you do not wish to export e Check the Export Lookup data box e Ensure that the Export Contact Data box is unchecked e Click on the Export button e AMS Excel document download window will open e Save the MS Excel
84. stew art Click on the Mobile Message link under the Communicate with Contact header Communicate with contact bj Email Message a Mobile Message 453 Skype Me The Compose SMS page will open e Enter message text in the Enter Message Text textbox e Ensure the mobile number is correct as present in the Mobile textbox e Click on Verify message when done 4 Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rfbuo baut Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Co mi pose S M S M essa g Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Contact Details Edit Contact Details Add Note View donations H Buy SMS credits H Mobile Coverage 26 Characters remaining You have 10 00 SMS credits Buy Enter Message Text 155 characters Eich era oe Contact Annie Stewart Mobile 27837 96466 Remember to pop into our office today to get your rasa T shirt for the next social event We are open until 4PM Bye Verity Message e The Verify your message page will open e Check all details e Click on Edit to edit message if required or e Click on Send the message to send your mobile message SMS The Contact Details page will open Good works Maariv givengain 62 11 3 How to use Skype to communicate with a contact What is Skype Skype is a f
85. t Refresh screen regularly F5 If Status is displayed as Done the Excel spreadsheet is ready to be opened or saved LI Export Contact Data Export Look up Data El Show or Hide all Personal Details Contact Details Column Column m x 3 m x g 5 Date of Birth k Email 4ddress K Title lt k Mobile Number Gender Skype Name Last Name Phone Number First Name Work Phone Initials Fax Number Kl kl amp kK kl amp K Personal Information Billing Qddress Details Column Shipping Address Details Marital Status Company Details m a g 3 E E E e Children Everything else Children Count Language Spouse Last Name Spouse First Name Qualification Employer Skills Occupation ERE HHH ee K Motes EXPORT SELECT GROUPS Export Contribution Details givengain Good Works Aer ierd 6 6 6 7 41 e Ensure the Check Uncheck all box is unchecked e Check the Export Lookup data box e Click on the Export button e AMS Excel document download window will open e Save the MS Excel spreadsheet on your computer e Open the MS Excel file It will display all look up data that exists online e Now edit the MS Excel spreadsheet data by inserting new data in fields moving data from other fields etc See Important tips when populating your MS Excel spreadsheet for more detailed instructions When you have completed editing the MS Excel sprea
86. t to open To go there now click here NOTE It might be necessary to refresh the page regularly to see whether the verification process has been completed 4 Successful status means no errors exist and that your database is ready for use e Your data will now be verified and upon completion an e mail will be sent to you e Click on Import Export to see the status of the uploading process Browse _ File imported Status contact 1479 xls a Verification process in progress e It will be necessary to refresh the page regularly to see whether the certification process has been completed A Successfu status means that no errors exist and that your data is ready for use e f status displays as Complete your data is not correct Click on View error report to see the errors Then go back to your MS Excel spreadsheet that you have saved on your computer correct the errors and repeat the uploading and verification process until all errors have been eliminated 4a Logout My Settings givengain One World Zero Barriers GivenGain Cause Directory e t rfbuo About Us Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS Import Results Logged in as axyz org Administrator OVERVIEW CONTACTS ADVANCED SEARCH QUICK REPORTS GROUPS SETUP Fields Data Category Look up Data Relationships Options Import Export Database Import contact 1479
87. ted You could also click on Import Export regularly to view the latest status of the exporting process which will show In Progress if not completed yet Refresh screen regularly F5 If Status is displayed as Done the Excel spreadsheet is ready to be opened or saved ad Export Contact Data Export Look up Data El Show or Hide all El Personal Details Contact Details Column m x a a 5 Column m x T 3 Date of Birth Email 4ddress Title Mobile Number El K El E Gender Skype Name El E El E Last Name Phone Number First Mame Work Phone EK E El E Initials Fax Number Personal Information Billing Address Details Column Shipping Address Details m x 3 a E S Marital Status lt Company Details Children K Everything else EK E Children Count Language EK E Spouse Last Name Spouse First Mame EK E Qualification Employer Kl E Skills Occupation Kl E Motes EXPORT SELECT GROUPS Export Contribution Details givengain Good Works Aer ierd 37 e Click on next to a data category to show hide Data Category contents e Check the box next to the name of each data category you wish to export e Uncheck the box next to each field you do not wish to export e Check the Export Lookup data box e Check the Export Contact Data box e Click on the Export button e AMS Excel document download window will o

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