Difference between revisions of "ProDon:Customized Lists"
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==== Types of Customized Dynamic Lists ==== | ==== Types of Customized Dynamic Lists ==== | ||
− | ===== | + | There are two types of customized dynamic lists and each contains different criteria.<br> |
+ | |||
+ | Here are the two types:<br> | ||
+ | |||
+ | *Gift criteria<br> | ||
+ | *Mailing criteria<br> | ||
+ | |||
+ | <br> | ||
+ | |||
+ | ===== Gift criteria ===== | ||
+ | |||
+ | Allow you to include all the clients in the database who correspond to certain gift criteria.<br> | ||
+ | |||
+ | '''NOTE: '''Contrary to the static lists, as far as the dynamic lists are concerned, the criteria are not based on the active list, but rather on the clients in the database.<br> | ||
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable" | {| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable" | ||
|- | |- | ||
| colspan="2" | | | colspan="2" | | ||
+ | This window opens after choosing the "Gift criteria" at <span style="color: rgb(255, 0, 0);">'''D'''</span>, then click on the "edit criteria" at '''<span style="color: rgb(255, 0, 0);">E</span>'''. | ||
+ | |||
+ | In this window, you must select the desired options in order to target the clients based on their transaction history.<br> | ||
+ | |||
|- | |- | ||
− | | colspan="2" | | + | | colspan="2" | [[Image:Customized_Lists_017.png]]<br> |
|- | |- | ||
| colspan="2" | | | colspan="2" | | ||
+ | '''CAUTION: '''All clients in the database meeting the criteria entered in this window will be found.<br> | ||
+ | |||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to base a search on an amount of money received.<br> | ||
+ | |||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">B: </span>'''Allows you to base the search on an amount relating to the receipts issued to clients. | ||
+ | |||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">C: </span>'''This option is not available in the first criterion. It allows you to target a variation relating the previous criterion. For instance, if it were entered $50, the clients who gave $50 more or less in a donation occasion compared to another or in a year compared to another will be found. | ||
+ | |||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to define the number of instalments to reach the amount targeted in <span style="color: rgb(255, 0, 0);">'''A'''</span> and '''<span style="color: rgb(255, 0, 0);">B</span>'''. For instance, if the amounts indicated at <span style="color: rgb(255, 0, 0);">'''A'''</span> were $500 to $1,000 and a minimum of two transactions had been defined, a client who made three transactions of $200 would not be found. | ||
+ | |||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to base a search on the higest transactions to reach the amount targeted at <span style="color: rgb(255, 0, 0);">'''A'''</span> or at <span style="color: rgb(255, 0, 0);">'''B'''</span>. For instance, if the amounts indicated at <span style="color: rgb(255, 0, 0);">'''A'''</span> had been $500 to $1,000 and that only the two highest transactions of clients would have been considerd, a client for whom the two highest transactions are $500 and $600 would not be found. | ||
+ | |||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows you to define the date interval (according to periods created in '''ProDon''') in which the transactions must have been made. | ||
+ | |||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">G: </span>'''Depending on the period selected at <span style="color: rgb(255, 0, 0);">'''F'''</span>, the dates will automatically be modified. It is also possible to define the dates manually, in this case, the <span style="color: rgb(255, 0, 0);">'''F'''</span> field will become empty and '''''ProDon''''' will only consider the dates entered. | ||
+ | |||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">H: </span>'''Allows you to decide for which organization the transactions must have been made. | ||
+ | |||
+ | '''NOTE: '''This option is available only if the multiorganization is activated. | ||
+ | |||
|- | |- | ||
+ | | width="50%" | <br> | ||
| width="50%" | | | width="50%" | | ||
− | + | '''<span style="color: rgb(255, 0, 0);">J: </span>'''Allows you to decide if the search is based on all the transactions or if it needs to be based on particular donation occasion(s), campaigns or activities. | |
+ | |||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">K: </span>'''Allows you to include the commitments or not. | ||
+ | |||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">L: </span>'''Allows you to base a search on origin code(s). | ||
+ | |||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">M: </span>'''Depending on of the type of selection chosen at <span style="color: rgb(255, 0, 0);">'''J'''</span>, the buttons [[Image:Button_funky_check_mark.png]] and [[Image:Button_funky_x.png]] and the boxes to the left of the buttons will be available or not. The [[Image:Button_funky_check_mark.png]] button allows you to check all the boxes to the left of the buttons and the [[Image:Button_funky_x.png]] button allows you to uncheck them all. It is also possible to select one by one the donation occasions, activities or campaigns that must be considered in thesearch. In the example above, all the clients who gave at leats $1 in one of these donation occasions will be found. | ||
+ | |||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">N: </span>'''These four checkboxes allow you to choose the type of transactions to be included in the search. | ||
+ | |||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">O: </span>'''The buttons "[[Image:Button_add_plus.png]] Add criterion" and "[[Image:Button_Minus_remove_delete.png]] Delete criterion" allow you to add or remove a criterion. The number of criteria is visible through the tabs in the upper-left of the window. By adding a criterion, you must go in the tab to confirm criterion 2, 3, etc. To delete a criterion, select the tab of the criterion, then click on the "[[Image:Button_Minus_remove_delete.png]] Delete criterion" button. | ||
+ | |||
| width="50%" | | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">P: </span>'''when all the criteria are selected, click on "[[Image:Button_Check_mark_Confirm.png]] OK". | ||
+ | |||
|- | |- | ||
| colspan="2" | | | colspan="2" | | ||
+ | '''NOTE: '''For points <span style="color: rgb(255, 0, 0);">'''D '''</span>and <span style="color: rgb(255, 0, 0);">'''E'''</span>, the "0" | ||
+ | |||
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==== Dynamic List / Modifying Criteria from an Existing List ==== | ==== Dynamic List / Modifying Criteria from an Existing List ==== |
Revision as of 15:29, 19 June 2012
Contents
- 1 Introduction
- 2 Preparing the Active List
- 3 Creating Customized Lists
- 3.1 Static List (main window)
- 3.1.1 Customized Static List Criteria
- 3.1.1.1 All clients of the active list
- 3.1.1.2 All third-party clients of the active list
- 3.1.1.3 All clients of the active list meeting certain donation criteria
- 3.1.1.4 All clients of the active list meeting certain mailing criteria
- 3.1.1.5 All clients of the active list who are potential duplicates
- 3.1.1.6 All clients who are linked to a client of the active list according to link criteria
- 3.1.1.7 The selected client only
- 3.1.2 Static List / Adding a New List
- 3.1.3 Static List / Modifying an Existing List (Add or remove clients)
- 3.1.4 Static List / Renaming a List
- 3.1.5 Static List / Removing a List
- 3.1.1 Customized Static List Criteria
- 3.2 Dynamic List (main window)
- 3.1 Static List (main window)
- 4 Adding or Removing a Client from an Existing List (static or dynamic) from a Client File
- 5 Viewing / Filtering Customized Lists
Introduction
The customized list tool allows you to create clients lists. Once created, these clients lists are saved and can be viewed again at will. They can also be combined with one another and can be modified or deleted if desired. Although it is possible to create lists somewhere else than in the "Client management", they still are clients lists.
The button allows you to create a customized list and can be found in the following ProDon managements:
- Client management
- Task and history management
- Analysis and history
- Receipts to be issued
- Documents to be issued
There are two types of customized lists: static lists and dynamic lists.
Static lists remain the same and always contain the same clients (e.g. a list people having received a particular letter), whereas a dynamic list is automatically modified by ProDon each time a client enters the requested criteria (e.g. all the clients who gave $1,000 or more in a lifetime). To be noted that the dynamic lists are only available in the "Client management".
Customized lists can be based on precise clients (e.g. all clients, potential duplicates, etc.) AND on different criteria. Therefore, a list is created from certain clients (or all clients) who meet certain criteria.
Preparing the Active List
As stated in the introduction, customized lists can be created from different ProDon managements. Although each grid contains different elements (Client management = clients, Analysis and history = transactions, etc.), the result of a list will always be a clients list.
Creating Customized Lists
After configuring the active list in the chosen management, click on the button that is at the top of the window, in order to write the criteria in the customized list.
In the "Client management", two options are available: "Static lists" and "Dynamic lists". In all other managements, only the option "Static lists" is available, so no choices are offered.
In the customized lists tool, it is possible to create, edit and remove lists. However, to be able to view them onscreen again or to combine lists together, see the "Viewing / Filtering Customized Lists" section.
Static List (main window)
Static listsremain the same and always contain the same clients. It is sometimes necessary that a list remains the same, for instance, people having received a particular letter for a specific donation occasion. This list must be fixed and cannot change.
Customized Static List Criteria
There are seven types of static customized lists and each type contains different criteria. Here they are:
- All client in the active list
- All third-party clients of the acitive list
- All clients in the active list that meet certain donation criteria
- All clients in the active list that meet certain mailing criteria
- All potential duplicate clients in the active list
- All clients linked to a client in the actiive list that meet certain link criteria
- Only the selected client
All clients of the active list
Allows you to include all the clients who are currently in the active list.
This type of customized list is useful if all the clients to be added or removed from a list are already isolated in the active list.
After choosing "All clients in the active list" in A, determine what must be done by following the instructions in the main window "Static list (main window)".
All third-party clients of the active list
Only available in some tabs of "Analysis and history" and allows you to extract all third-party clients registered in the transactions of the active list.
After choosing "All clients in the active list" in A, determine what must be done by following the instructions of the main window "Static list (main window)".
All clients of the active list meeting certain donation criteria
Allows you to include the clients fin the active list who correspond to certain gift criteria.
After clicking on " OK", ProDon will go back to the main menu screen. To resume the customized list, see points F, G, H, I and J of the "Static List (main window)" section.
All clients of the active list meeting certain mailing criteria
Allows you to include the clients of the active list who correspond to certain mailing criteria.
A list by mailing criterion mainly allows you to find all the clients who have not responded following a mailing, in order to solicit them again. This type of list is also useful to find the clients who responded positively , or to find the clients who have not received a mailing.
To use the customized list of the clients meeting certain mailing criteria, it is important that the mailing histories have been adequately documented in the database. To learn how to use the mailing history, consult this document.
After clicking on " OK", ProDon will go back to the main menu screen. To continue the customized list, see points F, G, H, I and J of the "Static List (main window)" section.
All clients of the active list who are potential duplicates
Allows you to find the clients who potentially are more than once in the database from an active list.
There is a duplicate when there is more than one client file for the same client.
To learn how to use this type of customized list, consult the "Searching and Eliminating Duplicates" procedure.
All clients who are linked to a client of the active list according to link criteria
Allows you to include the clients in the active list corresponding to certain types of links between client files.
A list by link criteria is used to find all the clients linked to one of the clients in the active list. For example, if the active list consists of of five client files of schools in which exist links to students, it would be possible to find all students of either of the five schools. Or, if the active list consists of all the students' client files of one school, in which exist the links to their parents, it would be possible to find all the students' parents of the school.
To use this type of customized list by link criterion, all the links must have been documented in the database. To learn how to add contacts linked to client files, consult the "Contacts and Links" document.
After clicking on " OK", ProDon will go back to the main menu screen. To continue the customized list, see points F, G, H, I and J of the "Static List (main window)" section.
The selected client only
Allows you to only the client of the active list who is selected.
This type of customized list is useful if a client must be added or removed from an existing customized list, or if a new list to which it is necessary to add clients one by one to be created.
However, to add or remove clients individually, it is rather preferable to proceed directly from the client file.
To learn how to add or remove a client in a customized list from the client file, consult this section.
Static List / Adding a New List
To create a new static customized list, go to the management proper to the type of list to be created (client management, analysis and history, etc.), then prepare the active list of the clients who must be in the new customized static list. Once the active list is created, click on the button, which is at the top of the window, then select "Static list".
Static List / Modifying an Existing List (Add or remove clients)
To modify an existing customized static list, go to the proper management (client management, analysis and history, etc.) in order to find the list to be modified, then prepare the active list of the clients who have to be added or removed from the existing list. Once the active list is created, click on the button, that is at the top of the window, then select "Static list".
Static List / Renaming a List
To rename a customized static list, go to the proper management (client management, analysis and history, etc.) in order to find the list to be renamed, then click on the button that is at the top of the window.
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A: Using the drop-down list, select the customized list to be renamed. |
B: After selecting the customized static list to be renamed, click on the button. |
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A: Enter the new name in the "Name" field. |
B: Click on the " Confirm edit" button, then click on the " Close" in the next window. |
Static List / Removing a List
To delete a customized static list for good, go to the proper management (client management, analysis and history, etc.) in order to find the list to be removed, then click on the button that is at the top of the window.
A: Using the drop-down list, select the customized list to be deleted. |
B: After selecting the customized static list to be deleted, click on the button. |
A: To delete the list that is found in the "name" field for good, click on the " Confirm deletion", then click on the " Close" button of the next window. |
Dynamic List (main window)
A dynamic list, as opposed to a static list, keeps itself updated. Upon each viewing, all the clients it contains correspond exactly to the criteria specified in the creation of the list. Moreover, only the mailing or the donation criteria can be used for the dynamic lists.
NOTE: The dynamic lists are only available in the "Client management".
CAUTION: Contrary to static lists, dynamic lists are not based on the active list onscreen. The clients found during the configuration of a dynamic list are all the clients in the database meeting the edited criteria.
Dynamic List / Adding a New List
To create a new customized dynamic list , go to the "Client management", click on the button, that is at the top of the window, then select the "Dynamic list" option.
After clicking on "Dynamic list", this window opens. |
Types of Customized Dynamic Lists
There are two types of customized dynamic lists and each contains different criteria.
Here are the two types:
- Gift criteria
- Mailing criteria
Gift criteria
Allow you to include all the clients in the database who correspond to certain gift criteria.
NOTE: Contrary to the static lists, as far as the dynamic lists are concerned, the criteria are not based on the active list, but rather on the clients in the database.
Mailing criteria
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Dynamic List / Modifying Criteria from an Existing List
Dynamic List / Renaming a List
Dynamic List / Removing a List
Adding or Removing a Client from an Existing List (static or dynamic) from a Client File
Viewing / Filtering Customized Lists
Document name: ProDon:Customized Lists