Difference between revisions of "ProDon:Customized Lists"
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===== Gift criteria ===== | ===== Gift criteria ===== | ||
− | Allow you to include all the clients | + | Allow you to include all the clients of the database who correspond to certain gift criteria.<br> |
− | '''NOTE: '''Contrary to the static lists, | + | '''NOTE: '''Contrary to the static lists, in dynamic lists, 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 " | + | 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> | In this window, you must select the desired options in order to target the clients based on their transaction history.<br> | ||
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|- | |- | ||
| colspan="2" | | | colspan="2" | | ||
− | '''CAUTION: '''All clients | + | '''CAUTION: '''All clients of 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 | + | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to base a search on a received amount of money.<br> |
| width="50%" | | | width="50%" | | ||
− | '''<span style="color: rgb(255, 0, 0);">B: </span>'''Allows you to base the search on an amount | + | '''<span style="color: rgb(255, 0, 0);">B: </span>'''Allows you to base the search on an amount in relation 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 | + | '''<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 in relation to the previous criterion. For instance, if $50 were entered, the clients who gave $50 more or less in a donation occasion in comparison with 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 | + | '''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to define the number of instalments to reach the amount targeted at <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 | + | '''<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 <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 considered, 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. | + | '''<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. | + | '''<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 here. |
| 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. | '''<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. | + | '''NOTE: '''This option is available only if the multiorganization module is activated. |
|- | |- | ||
− | |||
| width="50%" | | | width="50%" | | ||
− | '''<span style="color: rgb(255, 0, 0);">J: </span>'''Allows you to decide if the search | + | '''<span style="color: rgb(255, 0, 0);">I: </span>'''Allows you to select the type of transaction between "Client", "Third-party client" or "Client and third-party client". |
+ | |||
+ | | width="50%" | | ||
+ | '''<span style="color: rgb(255, 0, 0);">J: </span>'''Allows you to decide if the search should be based on all the transactions or if it needs to be based on particular donation occasions, campaign or activities. | ||
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| 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 | + | '''<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 the search. In the example above, all the clients who gave at least $1 in one of these donation occasions will be found. |
| width="50%" | | | width="50%" | | ||
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| 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 | + | '''<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 from the tabs at 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>''' | + | '''<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" | + | '''NOTE: '''For points <span style="color: rgb(255, 0, 0);">'''D '''</span>and <span style="color: rgb(255, 0, 0);">'''E'''</span>, the "0" indicates that the box must be ignored. Therefore, if "0" is entered at <span style="color: rgb(255, 0, 0);">'''D'''</span>, this field will not be considered. At <span style="color: rgb(255, 0, 0);">'''E'''</span>, for example, if the minimum is "2", but there is no maximum, you have to enter a maximum of "0" and if the maximum is "10", but there is no minimum, you have to enter a minimum of "0". |
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After clicking on "[[Image:Button Check mark Confirm.png]] OK",'''''ProDon''''' will go back to the Customized list management screen. | After clicking on "[[Image:Button Check mark Confirm.png]] OK",'''''ProDon''''' will go back to the Customized list management screen. | ||
− | To see the dynamic list onscreen, | + | To see the dynamic list onscreen, see the "Viewing/Filtering Customized Lists" section. |
===== Mailing criteria ===== | ===== Mailing criteria ===== |
Revision as of 09:00, 27 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 gift 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 client 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 of people who 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 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 as well. Therefore, a list is created with 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 outcome of a list will always be a client 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 edit the criteria of 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 other choices are offered.
With the customized lists tool, it is possible to create, modify 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 lists remain the same and always contain the same clients. It is sometimes necessary that a list remains the same, for instance, people who 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 customized static lists and each type contains different criteria. Here they are:
- All client in the active list
- All third-party clients of the active list
- All clients in the active list that meet certain gift 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 active 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" at 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 gift criteria
Allows you to include the clients of the active list who correspond to certain gift criteria.
After clicking on " OK", ProDon will go back to the main menu screen. To pursue with 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, see this document.
After clicking on " OK", ProDon will go back to the main menu screen. To pursue with the customized list, see points F, G, H, Iand 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 appear more than once in the database of 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, see 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 of 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 of the active list. For example, if the active list consists 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 include 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 has to be created.
However, to add or remove clients individually, it is 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 customized static 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.
| |
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. |
| |
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 gift 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 of the database who correspond to certain gift criteria.
NOTE: Contrary to the static lists, in dynamic lists, the criteria are not based on the active list, but rather on the clients in the database.
After clicking on " OK",ProDon will go back to the Customized list management screen.
To see the dynamic list onscreen, see the "Viewing/Filtering Customized Lists" section.
Mailing criteria
Allows you to include all the clients in the database who meet certain mailing criteria.
A list by mailing criteria mainly allows you to find the clients who have not responded following a maiilng, in order to solicit them again. This type of list is also useful to find the clients who have responded positively, or to find the clients who have not received the mailing.
To use the customized list of teh clients meeting certain mailing criteria, it is important that the mailing history had been documented adequately in the database. To learn how to use the mailing history, consult this document.
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 all the clients in the database.
After clicking on " OK", ProDon will go back to the Customized list management screen.
To see the list onscreen, consult the "Viewing/Filtering Customized Lists" section.
Dynamic List / Modifying Criteria from an Existing List
To modify an existing customized dynamic list, go to the "Client management", click on the at the top of the window, then select the "Dynamic list" option.
After clicking on "Dynamic lists", this window opens. | |
A: Select the customized list to be modified. |
B: After selecting the customized dynamic to be modified, click on the button. |
Dynamic List / Renaming a List
To rename an existing customized dynamic list, go to the "Client management", click on the button at the top of the window, then click the "Dynamic list" option.
After clicking on "Dynamic lists", this window opens. | |
A: Select the customized list to be renamed. |
B: After selecting the customized dynamic list to be renamed, click on the button. |
A: Enter the new name in the "Name" field. |
|
NOTE: To see the renamed list onscreen, consult the "Viewing/Filtering Customized Lists" section. |
Dynamic List / Removing a List
To delete a customized dynamic list for good, go to the "Client management", click on the button at the top of the window, then select the "Dynamic list" option.
After clicking on "Dynamic lists", this window opens. | |
File:Customized Lists 023.png | |
A: Select the customized list to be deleted. |
B: After selecting the customized dynamic list to be deleted, click on the button. |
A: To delete the list that is in the "Name" field for good, click on the " Confirm deletion" button. |
Adding or Removing a Client from an Existing List (static or dynamic) from a Client File
To add clients individually to the customized lists, it is preferable and faster to do it from their client files.
Viewing / Filtering Customized Lists
To view a customized list, you must apply a filter.
First go to the proper management (client management, analysis and history, etc.) to find the list to be viewed.
CAUTION: When a customized list is generated in "Analysis and history", all the "transactions" of the clients are included in this list are found. For instance, if you isolate the transactions of "Golf Tournament 2012" by using the "Donation occasion" column, you would find 150 transactions , but for 125 clients. When all the clients of theactive list are added to the customized list, 125 clients will be added and not 150 transactions. When viewing this list in "Analysis and history", the result would not be of 150 transactions, but rather all the transactions of the 125 clients in the list. If the same list is viewed in the "Client management", 125 clients would be found.
Document name: ProDon:Customized Lists