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This article pertains to Development 3.
Overview
The constituent record — of which there are two types, household and organization — is the primary record where all constituent data is stored and accessed. From this record, a member of your Development office should be able to access anything they would need about the particular constituent. This article details how to set up your own organization constituent records and provides technical documentation on the organization constituent record.
Creating Organization Constituent Records
Constituent records are not automatically created. To create them, flag the organization roles with the "Create Constituent" flag and the system then creates the constituent records during the overnight processes.
Here are the step-by-step directions:
- On the Development: Configuration homepage, click the Organization Roles query .
- Check "Create Constituent" for the organization roles you want constituent records created for.
- Click Update Records.
Veracross then creates constituent records for all organizations with the selected organization roles in the overnight processes. There is no Action menu item to force the procedure to run.
Technical Documentation
There is a wide variety of information available on a constituent record. Here are a few items that are helpful to note:
- Calculated fields: If you cannot edit the field, it is calculated, meaning that it pulls information from other areas of the system and cannot be edited.
- Editable fields: Many fields can be directly edited. To do so, make the change and don't forget to click Update!
- Tooltips: Many field names are underlined (e.g., Roles, Birthday, Email) have tooltips. Hover over the field name to get more information.
General Tab
The General tab provides an overview of key constituent information.
| Section | Purpose |
|---|---|
| Constituent | View the record type and Primary Dev Role, here. |
| Giving History | This pulls from the All Gifts tab. Click More... to navigate to the All Gifts tab. |
| Actions | This pulls from the Actions tab. |
| Organization | View high-level information about the consituent, here. This pulls from the Organization record. |
| Solicitation Team | Select a manager, staff solicitor, volunteer solicitor, and last review date, here. These values populate respective fields on opportunities, and moves management records. |
| Contact Info | This pulls in basic contact information from the organization record and whether or not they are solicitable. |
| Constituent Ratings | For more information about setting these and the options available, please read our documentation here. |
| Matching | You can define matching precentage and their maximum matching amount here. These fields are used for reporting only and are strictly informational. |
| Constituent Tags | This pulls from the Constituent Tags tab. Tags are similar in function to profile codes but are particular to constituent records. |
| Notes | Use the Gift Entry Notes and Constituent Notes fields to track additional information as needed. |
Other Tabs
The other tabs on a constituent record delve a little deeper into many topics only briefly mentioned on the General tab.
| Tab | Purpose |
|---|---|
| Constituent Tags | Add/remove constituent tags from this constituent — visible in the Constituent Tags section of the General tab. Certain default Constituent Tags are applied automatically and additional tags can be created using the Development: Configuration homepage. Additionally, constituent tags can be applied in batch via Constituent queries. |
| Profile Codes | View profile codes of the organization on the Constituent record. Click on the link to update the organization's profile codes. |
| Opportunities | View the constituent's associated opportunity records, subtotaled by the activity type of the opportunities. |
| Solicitors | View the constituent's opportunities and their respective solicitors. |
| Activity Feed | View the constituent's activities with an activity date of today’s date or earlier. |
| Activity Calendar | View a calendar of the constituent's moves management, gifts, and constituent logs. |
| Group Events | View all the constituent's development and non-development-related events. |
| Actions | Manage constituent actions here — which are interactions between the development department and the constituent. The detail query displays all actions, past and future.
|
| Tasks | Manage constituent tasks here — which are internal processes related to the constituent. The detail query displays all actions, past and future.
|
| Constituent Log | View the audit log for the constituent and associated opportunities, here. |
| Summary | Update system ratings here, which are mirrored on the General tab. The detail query shows the constituent's active configured ratings. You can read more about configured ratings here. |
| History | View the dates when this constituent's active and archived configured ratings were created. Add new ratings directly to the constituent via the Add Record... button. |
| Files | View the constituent's files. Upload new files via the respective Update Files... links. This functionality currently does not work for faculty constituents, due to the lack of a Files tab on a faculty detail screen. |
| Notes | View the constituent's development notes, defined as individual events with the development event type of "Note." Add a new note via the Add Note... link. |
| Gift Detail | View the constituent's gifts in the detail query. Hover over underlined field names to see the tooltips defining the fields. For the fields without tooltips, it displays how much the constituent has given:
|
| Pledges | View the constituent's pledges and pledge soft credits. |
| Matching Soft Credits | View the constituent's donation soft credits and pledge soft credits where the soft credit type is "Matching." View the total amount at the top where this field equals total donations plus all pledge soft credits where the soft credit type = matching. |
| In Kind | View the constituent's donation and donation soft credits where the payment method is "Gift In-Kind". |
| Stock | View the constituent's donation and donation soft credits where the Payment method is "Stock". |
| Tributes | View the constituent's tributes, which are set up as a way to give gifts made in honor/memory of someone. |