ProDon:Client Management (Version 4)

Client Management (Version 4)

CAUTION : This document is for VERSION 4 of Prodon. To go to the document for version 5, click here.

Introduction

The client management contains ALL the clients of the database (volunteers, donors, suppliers, board members, etc.).

To get to the client management, from the software home page, click on the "Clients" menu, then select " Clients".

Information on Client Management


A: Allows you to search among the active clients of the database.	B: Allows you to search among the inactive clients of the database.
C: Allows you to search among all the clients of the database (active clients and inactive clients).	D: Allows you to search by contact of a client file.
E: Allows you to choose the current view. For more information concerning the views, click here.	F: Allows you to choose a current filter. For more information on the filters, click here.
G: Allows you to search or delete information entered in the search bar, or to access the list of search codes available. For more information concerning the search bar, click here.	H: Allows you to access reports related to clients.
I: Allows you to browse through the grid.	J: Displays the selected client's summary of transactions. It will appear at the bottom of the window.
K: Allows you to add, modify or remove a view. For more information concerning the views, click here.	L: Allows you to configure a filter and to delete a filter. For more information on the filters, click here.
M: Allows you to add, edit or remove a client. CAUTION: Before adding a client, conduct a keyword search to know if the client already exists in the database. For more information concerning the search, click here.	N: Allows you to export the active list in Excel. For more information concerning data exportation, click here.
O: Allows you to add a task to the selected client or to all the clients of the active list. For more information concerning the tasks, click here.	P: Allows you to conduct an Internet search on certain pieces of information linked to a selected client.
Q: Allows you open a computer folder in order to file documents (pdf, jpg, etc.) relating to the client.	R: Allows you to access the "Customized client lists" tool. For more information concerning customized lists, click here.
S: Allows you to do a client type or contact type "Mass Mailing". For more information concerning "Mass Mailing", click here.	T: These two buttons are only visible if the "E-mail Blast" module is activated. For more information concerning "E-mail Blast", click here.

Client File Details

A client file is divided in two parts: The top part contains the personal information of the client and the bottom part contains tabs relating to the client's transactional information, to the client's mailings and relations.

Client's Personal Information


A: Indicates whether the client file is locked or not.	B: Allows you to save the file. If the button is orange, it means that there is something to save in the file. If it is grey, it means that everything is saved.
C: Allows you to access reports related to this client.	D: Allows you to browse from one file to another. The order of the files will be the same as the one in the client management grid.
E: This button contains the last ten modified client files, as well as a "Search" option, which allows you to open a new file without having to go back in the "Client management".	F: Allows you to add a task related to the client. For more information concerning the "Task & History", click here.
G: Allows you to conduct an Internet search on certain pieces of information relating to the client.	H: Allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the client.
I: Allows you to do a client type "Mass Mailing". For more information concerning "Mass Mailing", click here.	J: This button allows you to activate an alert message that will open during different interactions with the client.
K: Allows you to register the client to a distribution list of the "E-mail Blast". For more information concerning "E-mail Blast", click here.	L: Allows you to consult the client's former addresses and to plan a change of address.
M: Allows you to open the "Client's address" window containing the address fields, in order to write an address in accordance with Canada Post standards.

"1-Info" Tab

The "1-Info" tab contains all the necessary information to contact the client.


A: Allows you to open the client's website or to send an e-mail directly to the client by clicking on the links.	B: By clicking on the button, a window opens allowing you to select the client's canvasser or to assign a sector of activity to the client. NOTE: It is also possible to use the drop-down list that gives access to the same choices. However, for the "Sector" field, by clicking on the button, it is possible to add one.

"2-Info" Tab

The "2-Info" tab contains the information relating to the client's status.


A: If this box is checked, all of the client's future transactions will be anonymous by default.	B: This box allows you to activate the client. When a client is inactive, it is impossible to assign him or her any transactions.
C: This box automatically checks itself when the client receives a beneficiary type transaction.	D: This box is useful mainly during telemarketing campaigns (it is for informational purposes only).
E: If this box is checked, all the client's new transactions will be marked as "No receipt". The date when the box was checked is automatically entered in the "Date" field.	F: If this box is checked, all of the client's new transactions will be marked as "Annual receipt" by default.
G: This box is useful mainly during telemarketing campaigns (it is for informational purposes only).	H: This box allows you to specify whether or not the client has to be excluded from "Mass Mailing". The date when the box was checked is automatically entered in the "date" field and it is possible to state a reason (e.g. unsubscription).
I: This box allows you to specify if the client died. When it is checked, the boxes "Exclude from mass mailing" and "This client is inactive" are automatically checked. It is also possible to enter the date of death and a General Ledger account. If the deceased person expressed the wish that the donations made in his or her memory would be awarded to a particular fund. For more details concerning In Memoriam gifts, click here.	J: Allows you to enter the client's birth date.
K: Allows you to enter the date when the client was listed in the database.The current date is entered by default.	L: Allows you to enter an employee number.
M: When creating a client file, the creation date is entered automatically.	N: On each modification of a client file, the date of the last modification is updated automatically.

"3-Canvasser" Tab

The "3-Canvasser" tab indicates whether or not the client is a canvasser.


A: Allows you to specify that the client is a canvasser.	B: Allows you to assign a canvasser code. If no code is entered, the software automatically assigns the "UCN" as canvasser code.
C: The current date is automatically entered when the box in A is checked.	D: Allows you to indicate that the client is no longer a canvasser.
E: The current date is automatically entered when the box in D is checked.

"4-Categories" Tab

The "4-Categories" tab allows you to assign categories to the client.

To modify or delete categories, from the software home page, click on the "Clients" menu, then select " Categories of clients".

NOTE: There are three types of customization, client categories, customized fields and characteristics. To make sure that the client category is the most appropriate one, see the "Categories vs Customized Fields vs Characteristics" document.


A: It consists of all the existing categories of the database. To assign one to the client, simply click in the check box to check it.	B: Shows the code of each category before the name of the category (e.g. "BM" is the code for the "Board member" category). If the box would not have been checked, only "Board member" would be written next to the check box.
C: Displays the codes of the client's checked categories. This option is useful if the categories list is longer than what is visible onscreen.	D: Allows you to add a new category as needed.

"5-Characteristics" Tab

NOTE: There are three types of customization, client categories, customized fields and characteristics. To make sure that the characteristic is the most appropriate one, see the "Categories vs Customized Fields vs Characteristics" document.


A: Shows the list of all the client's characteristics.	B: Allows you to add a new characteristic.
C: Allows you to add a group of characteristics.	D: Allows you to modify a characteristic.
E: Allows you to delete a characteristic.	F: Allows you to delete a group of characteristics.

For more information concerning characteristic management, click here.

"6-Summary" Tab

The "6-Summary" tab summarizes the client's donation history by period.


A: Displays a summary of the client's transactions by period. For more information concerning periods, click here.	B: Displays a summary of the client's beneficiary transactions by period. NOTE: A beneficiary transaction is a transaction that was issued to the client from the organization.
C: Allows you to include the third-party transactions in the summary of the transactions received. NOTE: A third-party transaction is a transaction for which the client is marked, but that has been paid by someone else. For more information concerning the different clients of a transaction, click here.

"7-Lists" Tab


A: Displays the customized static lists. For more information concerning static customized lists, click here.	B: To register the client to customized lists, simply click in the box to check it.
C: Allows you to see if the client is a potential duplicate. If one or more customized lists of duplicates were created, they would be visible in this tab. If the client is part of a list, the box is checked. However, it is not possible to check or uncheck this box, this tab is for informational purposes only. For more details concerning duplicate search, click here.	D: Displays customized dynamic lists. For more details concerning dynamic customized lists, click here.

Fore more details concerning customized lists, click here.

"8-Merge" Tab

The "8-Merge" tab allows you to manage the client's greeting type.


A: If the box is checked, the "Custom" type of greetings is attributed to the client. This type allows you to modify greetings long and short.	B: If the box is checked, the "Standard" type of greeting will be attributed to the client. This type is always checked by default and is modifiable only in the system preferences of the software. So to use a different title for a client, you have to select the "Custom" type of greeting.
C: If the box is checked, the "Couple" type of greeting is attributed to the client. This type is modifiable only in the system preferences of the software.	D: It consists of the greeting long presented by the fields and the merged greeting long (containing the client's information).
E: It is the greeting short presented by the fields and the merged greeting short (containing the client's information).	F: It is the client's job title presented by the field and the merged information (the client's job title).
G: These are the client's categories (e.g. volunteer (golf), board member).	H: *Refers to feminine and plural agreements in French mass mailing.* In this example the client is a woman, so there is an "e" entered in the box next to the word "Female". In French mass mailing, if the "e" merge field is used, an "e" will be added to all the words for which this field was selected.
I: Refers to feminine and plural agreements in French mass mailing. If the client file had been in the plural form (e.g. a "Couple" type file), there would have been an "s" entered in the box and next to it, and the word "Plural" instead of "Singular". In French mass mailing, if the "s" merge field is used, an "s" will be added to all the words for which this field was selected.	J: This button allows you to check the result of the client type merge fields. It is useful to validate the content of one or the other merge fields of the software.

"9-Cust. Fields" Tab

The "9-Cust. Fields" tab allows you to enter a value in a customized field.

NOTE: There are three types of customization, client categories, customized fields and characteristics. To make sure that the customized field is the most appropriate one, see the "Categories vs Customized Fields vs Characteristics" document.


A: These are all the active customized fields available in the database. To activate new ones, from the software home page, click on the "Configuration" menu, then select "Customized field".

For more information on customized fields, see this document.

Bottom Part of a Client File

Client's Transactions, Mailings and Relations

"Tr. received" Tab


A: Contains all received transactions that were transferred.	B: The button displays the search bar.
C: The button allows you to cancel, reissue and reprint a receipt.	D: The button allows you to edit a transaction.
E: The button allows you to cancel and to reactivate transactions. NOTE: If a receipt has already been issued, you have to cancel it in C before being able to cancel the transaction.	F: The button allows you to delete a transaction. CAUTION: This option is not recommended, it is better to cancel than to delete.
G: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the client's transaction.	H: The button allows you to reprint the batch report corresponding to the selected transaction.

"Beneficiary Tr." Tab


A: Contains all the beneficiary type transactions. NOTE: This tab is visible only if the "Beneficiaries" module is activated. For more information concerning this module, click here.	B: The button displays the search bar.
C: The button allows you to cancel, reissue or reprint a receipt.	D: The button allows you to modify a transaction.
E: The button allows you to cancel and to reactivate the transactions.	F: The button allows you to delete a transaction. CAUTION: This option is not recommended, it is better to cancel than to delete.
G: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the client's transaction.	H: The button allows you to reprint the batch report corresponding to the selected transaction.

"Tr. transferred" Tab


A: Contains all transferred transactions including the ones in the "Tr. received" and "Beneficiary Tr." tabs. NOTE: This tab is visible only if the "Beneficiaries" module is activated. For more information concerning this module, click here.	B: The button displays the search bar.
C: The button allows you to cancel, reissue or reprint a receipt.	D: The button allows you to modify a transaction.
E: The button allows you to cancel and to reactivate the transactions.	F: The button allows you to delete a transaction. CAUTION: This option is not recommended, it is better to cancel than to delete.
G: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the client's transaction.	H: The button allows you to reprint the batch report corresponding to the selected transaction.

"Tr. not transferred" Tab


A: Contains the transactions of the "Deposit" tab from the "Transaction management".	B: The button displays the search bar.
C: The button allows you to modify a transaction.	D: The button allows you to cancel and to reactivate the transactions.
E: The button allows you to delete a transaction. CAUTION: This option is not recommended, it is better to cancel than to delete.	F: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the client's transaction.

"3rd party tr." Tab


A: Contains the transactions for which the client is mentioned as third-party donor. For more information concerning the different clients of a transaction, click here.	B: The button displays the search bar.
C: The button allows you to cancel, reissue or reprint a receipt.	D: The button allows you to modify a transaction.
E: The button allows you to cancel and to reactivate the transactions.	F: The button allows you to delete a transaction. CAUTION: This option is not recommended, it is better to cancel than to delete.
G: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the client's transaction.	H: The button allows you to reprint the batch report corresponding to the selected transaction.

"Invoices" Tab

This tab is visible only if the "Invoicing" module is activated. For more details concerning invoicing, click here.


A: Contains the invoices related to the client.	B: The button displays the search bar.
C: The button allows you to create a new invoice for the client.	D: The button allows you to modify an invoice.
E: The button allows you to delete an invoice. CAUTION: The cancellation of an invoice will delete all the transactions attached to it.

"Mailings" Tab


A: Contains all the mailings regarding the client. For more infomation concerning the mailings history, click here.	B: The button displays the search bar.
C: The button allows you to create a new mailing.	D: The button allows you to modify a mailing.
E: The button allows you to delete a mailing.

"Prospecting activities" Tab


A: Contains the prospecting activities in anticipation of a commitment done with the client. NOTE: This tab is visible only when the "Prospecting and Commitments" module is activated. For more details concerning prospecting activities, click here.	B: The displays the search bar.
C: The button allows you to add a prospecting activity.	D: The button allows you to modify a prospecting activity.
E: The button allows you to delete a prospecting activity.	F: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the selected prospecting activity.
G: The button allows you to add a task linked to prospecting activities. For more information concerning the tasks and history, click here.

"Commitments" Tab


A: Contains the client's commitments. NOTE: This tab is visible only if the "Prospecting and Commitments" module is activated. For more details concerning commitments, click here.	B: The button displays the search bar.
C: The button allows you to add a commitment.	D: The button allows you to modify a commitment.
E: The button allows you to delete a commitment.	F: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the selected commitment.

"Third-party commitments" Tab


A: Contains the commitments for which the client is mentioned as third party. NOTE: This tab is visible only when the "Prospecting and Commitment" module is activated. For more details concerning commitments, click here.	B: The button displays the search bar.
C: The button allows you to modify a third-party commitment.	D: The button allows you to delete a third-party commitment.
E: The button allows you to open a computer folder in order to file documents (pdf, jpg, etc.) relating to the selected commitment.

"Contacts" Tab


A: Contains the client's contacts list. For more information concerning contacts, click here.	B: The button displays the search bar.
C: The button allows you to add a contact to the list.	D: The button allows you to modify a contact.
E: The button allows you to delete a contact.	F: The button allows you to open the contact's file.

"Links" Tab


A: Allows you to make links between two client files. For more information concerning the links, click here.	B: The button displays the search bar.
C: The button allows you to add a link.	D: The button allows you to modify a link.
E: The button allows you to delete a link.	F: The button allows you to open the linked client's file.

"Affiliations" Tab


A: Allows you to find the connections this client has with other clients of the database. The software uses the links to locate the connections from a client or a customized list. For more information concerning contacts and links, click here.	B: The button displays the search bar.
C: The button allows you to add an affiliation.	D: The button allows you to delete an affiliation.
E: The button allows you to delete all the affiliations.	F: The button allows you to open the linked client's file.