In This Article:

    Adding an Individual Constituent

    In This Article:

      Note: In order to avoid duplicating constituent records, it is recommended you search for a constituent prior to adding one. The system administrator must add all DonorPro users as constituents before they will be able to log in to the program.

      1. From the main DonorPro screen, choose Manage from the menu and then Constituents.

      2. When the Constituent Search window opens, select the Add button.

      3. The Constituent Explorer window opens.

      NOTE: The right-most column on the main constituent screen is comprised of custom fields. The fields in the image above, starting with Pet Name, are custom fields. Until you configure your system with custom fields, no fields will appear in this column.

      4. By default, the Individual option is selected. This identifies this record as being that of an individual person, not a company, organization, etc. The Organization option is explained after this section.

      5. Select the Salutations... button to configure specific salutations for the constituent. The Salutation Override window will open. If information is entered into these fields, DonorPro’s Smart Informal and Smart Formal salutations and Smart Addressee variables will use the information.

      In this window, enter salutations as you would like them to appear for the individual constituent. If these fields are left blank, then the constituent name will appear as it does in the Default areas of the Salutation Override window.

      You can also add information into the Spouse fields to configure how the salutation should look if the constituent has a spouse or significant other. As long as any of the available spouse values is used (spouse, significant other, husband, wife, domestic partner, etc), you may select the Copy Overrides to Spouse checkbox, and any information in the Spouse Fields will copy over to the spouse record.

      NOTE: You will need to enter the Single information on the corresponding spouse’s record separately.

      1. Check the VIP checkbox if necessary. The VIP checkbox allows for quick identification of those constituents who your organization has determined are VIPs. When you perform a constituent search and a list of possible matches is returned, any record that has been selected as a VIP record will appear in red.

      2. It is recommended that you accept the default Access Level. The Access Level works in conjunction with the Security Level of a DonorPro user. As long as the Security Level of a DonorPro user is higher than the Access Level of a constituent record, that user can access the constituent record. If a DonorPro user has a lower Security Level than an Access Level, the user cannot access that constituent record.

        NOTE: See the Access Level section in the Configuration and Security section of this document for further instructions.

      3. Enter the desired information in the appropriate text boxes.

      4. Select the drop down arrow in the combo boxes to choose from a list of available items or type the first letter of the desired choice.

      TIP: You can configure the drop down boxes that appear within the Constituent screens under Constituent Configuration. These include Constituent Titles, Name Suffixes, Race, Organization Types, Constituent Groups, Religions, Individual Type, Relations, Correspondence Reason and Note Purpose. Please refer to the Configuration/Constituent Configuration section for information on how to configure these fields.

      NOTE: When entering the name of the constituent be sure to enter as much information as possible in the Title, First Name, Last Name, Name Suffix (Esq., II, etc.), and Nickname fields. These fields are used by DonorPro to configure the Smart Formal and Smart Informal Salutations in the Advanced Query Wizard. i.e. Mr. Jonathon Miller, II whose Nickname is John would configure a Smart Formal Salutation of Mr. Miller and a Smart Informal Salutation of John. In the query you will need to select Title, First Name, Last Name, Name Suffix and Nickname as Output Fields. The Name Suffix (in this case, II) will appear in its own field in the query report output.

      1. To enter the current date in a date field, double click in the text box. To enter a date other than today, choose the Calendar button associated with that field.

        NOTE: When a deceased date is entered on a Constituent record, the Preferred Contact Method will automatically change to “Do not contact.”

      2. In the Address panel, select the Home and/or Business checkbox(es) to designate the type of address.

      3. Select the Primary checkbox if this is the constituent’s primary address.
        NOTE: A constituent may have multiple addresses, but only one address can be marked as the Primary

        address.

        TIP: When you create a mailing list in the Advanced Query Wizard, filter on address=primary to eliminate duplicate listings of constituents with multiple addresses.

      4. The Prefix field can be used to enter up to two lines of information that may typically appear between the addressee’s name and address. For example, you can enter the following types of information: C/O, job title, business name, etc.

        NOTE: Any information entered into the Prefix field will appear in any letters that contain the {{Smart Address}} variable. This information will also appear on labels and envelopes generated through DonorPro.

      14. Enter street address and zip code.

      1. If the zip code and its associated city are not already stored in DonorPro then the Add City dialog box will open. Enter the appropriate city, county and state information, and then select the Save button.

      2. The “Zip” field on the address panel recognizes your selected country set on the Tools, Options, Other screen. If the selected country is “United States,” DonorPro will perform the city lookup after the 5th character has been entered. If the country is Singapore, the lookup will happen after the 6th character. If your database is set to use date, address and phone standards of Great Britain, you may enter a minimum of two characters for the postal code.  

      To enter addresses for countries outside of the chosen country, use the magnifying glass button to the right of the “zip” field. You may also select countries that do not have zip codes. This can be accomplished by entering “N/A” in the zip field, and then selecting the magnifying glass to the right of the field. “N/A” may be entered as upper or lower case. The popup will return all cities with a zip of “N/A” from which you can select one. “N/A” will not be displayed on labels or addresses within letters.

      17. The Address panel on the main Constituent screen includes National Change of Address (NCOA) information. As depicted in this image, the panel contains a NCOA section. The image demonstrates how an address that has not been submitted for NCOA processing appears. The NCOA Select for Export checkbox lets you select specific addresses to be exported during the next NCOA update.

      The Details button produces a popup window similar to the image to the right. The image shows an address that has been submitted for processing, but failed verification.

      DonorPro includes a number of features to support NCOA processing. The DonorPro team provides NCOA processing as a service. Please contact your DonorPro Customer Care team if you are interested in having TowerCare run a National Change of Address against your database.

      1. The Reason field is the Correspondence Reason and allows you to set the reason this address is part of the constituent’s file. A Reason could be set for All Correspondence to be sent to this address, Newsletter only, Solicitations only, etc. NOTE: This is one of the configurable drop down fields on the constituent screen. To customize to your needs select Manage > Configuration > Constituent > Contact tab under the Configuration Explorer panel on the left. Choose to add, edit or delete items that appear in the Correspondence Reasons box.

      2. Select the Add Address button to add another address to this constituent’s record.

      3. Once all of the address information has been entered, select the Save button in the lower right hand corner of the screen. You must save the record in order to link an address to a phone number.

      4. The upper right corner of the Address panel contains the following buttons:

        • Seasonal Address: From and To fields allow you to enter a date range for the address. For example if a constituent resides in Maryland November through April at this address the screen would look like the example to the right.

        • Directions Panel: DonorPro offers you the ability to enter directions to any address, include descriptions, photo and other pertinent information.

        • Linked Phone: View a phone number which has been linked to a specific address.

        • Copy Button: Using this button will copy the address to your clipboard; you can then paste it elsewhere.

        • Print Button: This button will open the Label Printing screen in DonorPro, allowing you to quickly print an address label or envelope.

      22. In the Contacts panel, you are able to add multiple Phone, Email, URL and Social types of contact information. The Social option allows you the opportunity to store Social Networking names for applications such as AIM, GTalk, Skype, Twitter, etc. When you select the Add button, select the type of contact information you would like to enter: Phone, Email, URL, Social. When adding a URL, you can also select the ‘type’ of URL (Blog, LinkedIn, Facebook, etc).

      NOTE: If you select Social or URL, you will have the option to choose the ‘type’ of Social Networking names or URL that you have set up on the Configuration screen.

      When adding a phone number, the Add Phone pop up window appears, the Country Code field is automatically populated with the appropriate Phone Country Code you selected in the Tools > Options > Other screen. DonorPro automatically displays formatting for the United States, Singapore, Malaysia and Canada. Note: All other countries are supported, but the number is displayed without extra formatting characters. Enter only numbers in the Country Code, Area, Number, and Extension fields.

      1. Select other desired options. Choose the Link Address drop down arrow, choose the address with which this phone number is associated and then select OK.

      2. The Notes section is available for any comments you wish to add related to the phone number.

      3. Continue entering phone numbers as necessary.

      4. Once all of the phone numbers have been added, enter an email address.

      5. The Preferred Contact Method allows you to set the method in which the constituent prefers to be contacted, Do Not Contact, Standard Mail, Phone or Email.

      6. The Preferred Contact Reason gives you the option of setting the preferred reason a constituent would like to be contacted, All Correspondence, Solicitations only, and Non-Solicitations only. Select Save.

      7. By selecting the Delta button located to the left of the Save button you can see who created the record, when the record was originally created, and when any updates were made to the record.

      NOTE: All constituent records may be edited or deleted, simply open the constituent’s record and edit or delete as necessary.

      The red X on the address field will delete the address which is showing. The Delete button at the bottom of the constituent record will delete the entire record.

      Once a constituent’s record has been deleted it cannot be recovered. ASP Customers should contact the DonorPro Customer Care Team to request restoration services. There is a fee for this service.

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