Moves Management

This article pertains to Development 3.

Overview

Moves Management can be controlled almost entirely from the My Opportunities homepage and can by boiled down to two different options — actions and tasks — for external and internal events, respectively.

Actions

An action is an external constituent-related event that is typically used with the goal of making progress on an objective related to that constituent. In Veracross, actions are individual events that differ from those in other areas of the system: actions have the ability to schedule follow-up tasks directly from the record, track the communication channel, and modify and track the action type.

On the action record, track a wide variety of relevant information. Highlights include:

  • a direct link to the donor profile 
  • a notes field that can be used to track additional information
  • an input grid for scheduling follow-up tasks 
  • "Quick Action" links to quickly schedule actions

Below is a brief guide on what the fields on an action record mean and how they interact with the system.

General

FieldPurpose
Constituentrequired field that defines which constituent this action relates to 
Communication Menthodcan be determined by action template; this field's main use is for reporting purposes. Options are None, Email, Phone, One-on-one Meeting, Group Meeting, SMS, or Other
Typerequired field that sets the entity event type of the action — options are limited to entity event types with the development event type of Action, which can be configured on the Development: Configuration homepage. To configure these types, click on the Development Event type query and click the "Add Record..." option in the Organize menu.
Action Dateused for setting the date the action takes place

 Status

FieldPurpose
Assigned Tosets person assigned to this action — setting this causes the action to appear when they are using the My Opportunities homepage. Note: this will not send them any sort of notification email 
System Statussets the "stage" of the action — sets as Pending on creation and is manually updated after that. Recommended workflow is to change status to In Progress when the action is acknowledged by the assignee and Closed when the action is completed
Closed Dateautomatically populates when the System Status is set as Closed; this field cannot be cleared

Logistics

The Time, Location, and Attendees fields in this section are for recording logistical information only —they do not tie into any additional functionality.

Other

The Classification field sets an entity event classification for this action.

Notes

This section contains the Subject field, which sets the name of the action, and the Notes field, which is where you can store any additional information about the action where there is not a field already defining it.

Contact Info

This section contains contact information about the constituent this action is associated with and provides links to send them an email and view the constituent's donor profile.

 Quick Actions

This section enables the person assigned to this action to quickly perform follow up duties.

  • Create Related Tasks allows you to choose a task template to create follow-up tasks for this action. Select the desired task template and click the Update button to generate these tasks in the input grid below. Doing this multiple times does not clear existing tasks in the input grid; it only adds more
  • Add Action (Tomorrow) pulls up a blank action record with the Constituent and Assigned To fields populated and the Action Date field set to tomorrow's date
  • Add Action (1 Week) pulls up a blank action record with the Constituent and Assigned To fields populated and the Action Date field set to the date of one week from now

Prospect Management

This section ties the action to existing fundraising activities and objectives.

  • Fundraising Activity defines what fundraising activity to tie this action to. Once this is defined, it automatically populates the Opportunity and Opportunity Status field
  • Development Objective defines what objective to tie this action to

Related Tasks Input Grid

Follow-up tasks from the Create Related Tasks field are listed here, and you can add new tasks using the "Add Record..." button.

Files and Notifications Tab

Attach files to this action using the Attach Files link on the Files Tab. The maximum upload size for files is 100 MB.

Tasks

A task is an internal constituent-related activity that is typically used for tracking follow-up responsibilities after an Action record has been completed, but may also be used on its own, unrelated to an action.

A Task record is similar to an Action record, but is somewhat simpler. Information can be stored in various fields available, but the options are more limited than an Action record. Additionally, there is no way to create additional records from a Task detail screen.

Below is a brief guide on what the fields on a task record mean and how they interact with the system.

General

FieldPurpose
Constituentrequired field that defines which contituent this task relates to
Dev Communication Typethis field's main use is for reporting purposes. Options are None, Email, Phone, One-on-one Meeting, Group Meeting, SMS, or Other
Typethis should either be Task or Follow-up Call 

Date

The Due Date field is the date that the task takes place. Input this using a pop-out calendar — once populated, the long-form date is automatically calculated.

Status

FieldPurpose
Assigned Tosets person assigned to this task — setting this causes the task to appear when they are using the My Opportunities homepage. Note: this will not send them any sort of notification email
Statussets the stage of the task — sets as "Pending" on creation and is manually updated after that. The Recommended workflow is to change the status to "In Progress" when the task is acknowledged by the assignee and "Closed" when the task is completed
Closed Dateautomatically populates when the System Status field is set as "Closed"; this field cannot be cleared

Details

This section contains the Subject field, which sets the name of the task, and the Notes field, which is where you can store any additional information about the task where there is not a field already defining it.

Prospect Management

This section ties the action to existing fundraising activities and objectives.

  • Fundraising Activity defines what fundraising activity to tie this action to. Once this is defined, it automatically populates the Opportunity and Opportunity Status field
  • Development Objective defines what objective to tie this action to

Files Tab

Click on the Attach Files link to attach files to this task. The maximum upload size for files is 100 MB.

Related Tasks

Displays other tasks with the same associated Action as this one.

Action or Task?

Actions and tasks have similar features but are used in different scenarios. Think, "Is this thing I need to do an interaction with a constituent or not?" If it is, you likely are looking for an action. If not, it is likely an internal task.

Remember, tasks are typically follow-ups to actions!

Accessing Actions and Tasks

Both actions and tasks queries, as well as links for creating new action/task records, are available in a variety of locations. Below are some of the most common locations where they are accessed.

  • the My Opportunities homepage is the main dashboard for Gift Officers. Actions and tasks are very important parts of their jobs, so, they can be accessed from multiple places on this homepage, such as the Moves Management & Recent Activity section for user-specific queries and the Actions/Tasks sub-section in the General section
  • the Constituent record has tabs for both actions and tasks that allow you to look at both actions and tasks related to that particular constituent. From these tabs, new actions and tasks related to this constituent can also be created
  • the Comprehensive Campaign homepage and the Annual Fund homepage also contain links where you can search for existing actions and tasks, as well as create new ones