Record Action Menus

Overview

Each record in the system is associated with a set of Action items, accessed via the lightning bolt icon in the Launchpad. The Actions available in the dropdown are dependent upon the type of record or query on which Actions must be performed as well as the user’s security role. The following presents a full list of Actions available for specific record types in Axiom.

Note: Action options that display in the Action menu may vary depending on user security role and other system settings.

Person Record Actions

General Admin:

• Create VC User Account: creates a username and password for an individual.
• Remove VC User Account: removes a username and password for an individual.
• Send VC Welcome Email: sends a Welcome email to an individual once a user account has been created.
• Delete Photo: removes the profile photo file from the person record.
• Create New Household For Person: removes the person from their current household and creates a new one in which they are the head of household. If this person’s “Send Mail To” value is set to household address, it will copy the existing household’s address to the new household.
• Refresh Salutations: if data used in salutations for a particular person has been updated and needs to be used same-day, this process should be run. Otherwise, it will refresh during the nightly scripts.

Faculty/Staff Specific:

• Create Personal Workspace: adds a workspace with the person’s name to the User’s folder in Workspaces.
• Copy Last Year Assignments and Resources: replicates the assignments and resources that were used in the previous year’s classes and populates them into the portal for access.

Parent Specific:

• Convert to Organization: creates an organization using the surname of the individual.

Student Specific:

• Send Other Programs Email Confirmation: sends a confirmation email for any upcoming Other Programs for which the student is registered.

General Actions:

These are all Development related and will populate into the action menus of person records wherever is most applicable. For example, a student record will not contain the option to “Add a Dev Meeting” whereas a parent record will display that option.

• Add Donation: opens a new window to create a new donation record associated with the person record of origin.
• Add Pledge: opens a new window to create a new pledge record associated with the person record of origin.
• Add a Dev Note: opens a new window to create a new development note associated with the person record of origin.
• Add a Dev Meeting: opens a new window to create a new development meeting associated with the person record of origin.
• Add Event: opens a new window to create a new development event associated with the person record of origin.

Household Record Actions

Admin:

• Send Family Update Link: sends an email to the parent to update the family’s HPU.
• Send Enrollment Email: sends an email declaring the school’s decision to accept or reject the student.
• Refresh Salutations: if data used in salutations for a particular person has been updated and needs to be used same-day, this process should be run. Otherwise, it will refresh during the nightly scripts.
• Lost Address: marks the household’s address as lost. This will create a “Lost Address” event whose notes will contain the current address. The current address will then be removed.
• Convert to Organization: creates an organization record using the surname of the head of household.
• Validate Address: standardizes the formatting of the address entered by performing fixes including expanding abbreviated words to their full-length counterparts. For US addresses, the process verifies the address against the USPS checking for primary address 1, city, state, and postal (zip) code (12345 and 12345-6789 formats accepted).
• Geocode Address: sets a latitude and longitude for an address. An identifiable primary address 1, City, State, and Postal Code are required for US addresses. Not all international addresses will be compatible.

General Actions:

• Add Member: allows users to add a new person with any role to a household.
• Add Prospect: allows users to add a new person with the prospect role to a household record.

Grade Record Actions

Admin:

• Print Record Detail: allows users to export the Grade Record to a PDF. It is worth noting that if a client wants to export a grade record to a PDF and delete the actual record, they will need to wait seven days in order to do so.

Grid Query Actions

Actions:

• Batch Update Records: allows a user to update or change fields for all records within a set of query results. When the Action is selected, an interface opens and will guide the user through the steps to change the data for all or selected constituents in a query. This interface does allow multiple fields to be updated with a single batch update.
• Batch Delete Records: allows a user to delete multiple records at once. A confirmation window listing the number of records to be deleted will appear prior to deletion.
• Export to Excel: creates an Excel file of query results, maintaining the same column headers and data.
• Send an Email: allows a user to create an email with the Veracross Composer tool. In order for this functionality to be successful, the Person ID field must be included in the query results. When the “Send an Email” Action is chosen, an interface will appear to guide the user through the process.
• Send an SMS: allows a user to create an SMS message with the Veracross Composer roo. As with the “Send an Email” function, the Person ID field must be included in the query results.
• Batch Print Documents: allows a user to batch print a specific PDF document (i.e. enrollment contract, grade detail report, student schedule, etc.) for a selected group of individuals.
• Batch Print Record Details: allows a user to batch print records based on the query. When this option is chosen, an interface will appear to guide the user through selecting the record category.
• Print Results Grid: allows a user to print the full query results.

For more information on printing, see Printing in Axiom.

Bookmarking Records

Within a record, users can create both personal and/or shared bookmarks by clicking the Organize tab in the Launchpad (found via the plus icon). This functionality is particularly useful if the record is accessed frequently, and users prefer to avoid querying for it every time it needs to be located.

• New Personal Bookmark: This option allows users to save a link for an individual record to a personal Workspace so that the record can be easily accessed at any time.
• New Shared Bookmark: This option allows a user to save a link to an individual record to a shared Workspace so that the record can be easily located by any user who has access to the Workspace.