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2 Legal Notice The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of MicroEdge, LLC. Information in this document may be revised from time to time without notice. U.S. Government Users: Use, duplication, or disclosure is subject to the restrictions as set forth in the Rights in Technical Data and Computer Software clause at DFARS subparagraph (c)(1)(ii), or the Commercial Computer Software -- Restricted Rights at CFR , subparagraphs (c)(1) and (2), as applicable. Manufacturer is MicroEdge, LLC. 619 W. 54th Street, New York, NY Copyright 2014 by MicroEdge, LLC. All rights reserved. Part number: GIFTS Online Mobile Quick Start Guide Publication date: October 2014 GIFTS Online Mobile, Advanced Reporting, GIFTS, GIFTS Alta, Employee GIFTS, Matching GIFTS, Volunteer GIFTS, GIFTS Connections, MyGIFTS, DonorCentral, SuggestionCentral, FIMS, Award, Riverside Grants, and the Grants Manager are trademarks of MicroEdge, LLC. Other brands, or products, are the trademarks or registered trademarks of their respective holders, and should be treated as such. 1

3 Contents Welcome to GIFTS Online Mobile... 3 Accessing GIFTS Online Mobile... 3 On Android Devices... 3 On Apple ios Devices... 3 MicroEdge Support Program... 3 Configuring GIFTS Online... 4 Search Result Views... 4 Quick Find Options... 5 Forms and Field Settings... 6 Special Notes... 8 Accessing GIFTS Online Mobile Using GIFTS Online Mobile The Home Page Quick Find Dashboard Parts Saved Searches New Contacts New Organizations Related Records Setting a Primary Contact Adding an Activity Adding an Affiliation Viewing a Map Logging Out

4 Welcome to GIFTS Online Mobile GIFTS Online Mobile gives users a mobile version of their GIFTS Online system in order to easily access grant related information when it is not convenient to log into their main version of GIFTS Online. GIFTS Online Mobile is a light version of the main application, allowing users easy access to parts of the application that are most needed when they are unable to access their full application. Accessing GIFTS Online Mobile GIFTS Online Mobile is available for use on Android phones and tablets running Android 2.2 and up and Apple iphones and ipads running ios 6 and later. On Android Devices Available through the Google Play store. On Apple ios Devices Available through Apple s App Store within itunes. MicroEdge Support Program As a GIFTS Online user, you receive: Unlimited telephone consultation Assistance in error isolation and correction Prompt solutions to any problems relation to Advanced Reporting Our toll-free Technical Support hotline is available Monday through Friday, 8:00 A.M. to 8:00 P.M. Eastern Standard Time. MicroEdge s Technical Support Team can be reached at: Phone (877) Fax (212) For details about our support policies, please refer to the Support & Service Guidelines document. If you have any questions regarding the Maintenance and Support Program, please contact our Client Administration Representative who will be happy to assist you. They can be reached at , option number 6, followed by option number 2. 3

5 Configuring GIFTS Online Users of the GIFTS Online Mobile app will need to first set up the following items in the main GIFTS Online system in order to use the mobile app: Search Result Views to be used in the Mobile App (one view allowed per type) The Quick Find options to be available in the Mobile App The forms to be used when viewing records in the Mobile App Setting up forms and fields in Blueprint for the Mobile App The following sections outline the setup of each of these items. Search Result Views Users can designate one View per record type as being Mobile in the Manage Saved Views page. If the user has GIFTS Online Mobile enabled, a phone icon will be added in the last column, to the left of the edit (pencil) icon. If the user clicks the mobile icon for a View, this indicates that the view will be used in the mobile app for that record type. They will get a confirmation message saying that [View Name] will become the mobile view for the [Record Type] record type. If the user is a Grant Manager, the confirmation message will contain a check box which allows the user to make the selected View available to users for view on the mobile app. The message reads Make this view the mobile view for users who do not already have a mobile view for the record type [Record type]?. The user can click on an activated mobile icon to deselect it. When doing so, they will get a confirmation message to note that doing so will leave them with no defined view for that record type in the Mobile App: This is the current view applied to Mobile search results for the 4

6 [Record Type] record type. By changing this, [Record Type] records will display in the system default (non-mobile) View. Do you want to change this? Only one view per record type is allowed. If the user clicks the Mobile icon for a View when one is already set, a confirmation message will appear asking the user if they would like to use the newly selected view. If the user is a Grant Manager, this dialog also has a check box asking whether to set the view for that record type for all users without a designated mobile view for that type. Quick Find Options Users can designate Quick Find options as being available in Mobile through an additional check box which is located in the GIFTS Online Quick Find options in the User menu. An additional check box setting labeled Use for Mobile will follow the Include record type check box. Initially the Use for Mobile check box will default to the setting of the Include record type check box. 5

7 If users designate record types as being available in Mobile, then the Record Type filters will show those record types when the user is in the GIFTS Online Mobile App, and they expand their Quick Find on the home page. The Quick Find search follows the Quick Find settings. If the user selects Use for Mobile for their Requests, and they have Request/ID/Reference No. set to is, then this should be followed when setting up the Quick Find in the Mobile App. The user does not need to have the Include check box checked for the record type in GIFTS Online in order to use the record type in their Mobile Quick Find, meaning that they could use a record type in their Mobile app Quick Find that they are not using in GIFTS Online. Forms and Field Settings The mobile app uses the same logic as the main application when determining which form to display. In most cases, if a user opens a record in the Mobile App, the same form and fields will be displayed as if the user opened the record in GIFTS Online. The fields display in order vertically and any multi-column formatting is ignored. There are three exceptions to this: 1. Wire Transfer fields will not be displayed in GIFTS Online Mobile. 2. Clients with Blueprint will be able to customize the sections and fields on forms specifically for the Mobile app. 3. Custom Calculated and URL fields are not supported. If they are included in a form they will not render in the Mobile app version. 6

8 Blueprint Form Sections When creating forms in Blueprint, users can designate sections to be used in GIFTS Online Mobile through a new Use for field in the New or Edit Section dialog box. These are radio buttons with the options Both, Full Site Only, and Mobile App Only. The Use for setting will default to Both when: Creating new sections (that are not Wire Transfer sections) on a new or existing form Establishing default forms The Use for field and options are hidden for Wire Transfer sections as Wire Transfer sections are not supported in the initial version of GIFTS Online Mobile. Blueprint Field Settings If a section is designated as being used for the Mobile App ( Use for is set to Both or Mobile App Only ), then they will have an additional option in the field setting panel to allow users to include/exclude and/or customize the labels when the user highlights the individual fields in that section. There will be a Mobile icon which is activated indicating the field is included in mobile. The icon is Hidden when the section is Full Site Only, Shown when the section is used for Both and Mobile App Only NOTE: GIFTS Online Mobile will not display duplicate fields on the same form. When a user clicks on the mobile icon, a dialog box will appear, allowing them to customize the field for the Mobile App. 7

9 The Show in Mobile? checkbox is enabled when the section is designated as being used for Both and disabled when the section is being used for Mobile App Only. The Override Mobile Label field is enabled when the Show in Mobile? check box is checked, and disabled when it s unchecked. When users enter and save a value here, the value will show in the field when the form is viewed in the Mobile App. Special Notes Application Timeout Please note GIFTS Online Mobile has a 10 minute timeout window. If the application is left open for 10 minutes without any activity on it, it will redirect you to the login page and end your session. File Formats Supported Files with the following file extensions can be viewed on both ios and Android:.htm.html.txt.xml.gif.jpeg.jpg.bmp.docx.xlsx.ppt.pptx Additionally files with the following file extensions can be viewed on ios but NOT on Android:.doc.xls.png.tiff.tif.pdf 8

10 Read-Only Record Types The following types of records will be read only when viewed on the mobile application. Request Review Affiliation Payment Requirement Document While in these records users can only view the record details and can navigate back, home, or to a related record. Editable Records The following types of records will be editable when viewed on the mobile application. Activity Organization Contact While in these records users can edit the record details and can navigate back, home, or to a related record. 9

11 Accessing GIFTS Online Mobile Once the user has downloaded the GIFTS Online Mobile app on their smartphone or tablet, they can open the Mobile App by tapping on the GIFTS Online Mobile icon. This action will open the login page: 10

12 1. Enter your Client ID, User ID, and Password. Field Client ID Description Field for the user to enter their Client ID during the initial login. This is the part of your GIFTS Online site s URL before the.gogiftsonline.com. Example: Client ID = ABCOrg Note that this will only be needed on the first login as it will be remembered and the field will be hidden on subsequent logins. User ID Password Field for the user to enter their user ID. This will not be remembered users will need to enter this each time they log in. Field for the user to enter their password. This will not be remembered users will need to enter this each time they log in. 2. Tap Login to continue. NOTE: If a user has forgotten their password, they can tap on the Forgot Password link to reset it. Simply enter the Client ID and User ID and tap Send. An will be sent to you containing information for accessing their account.. 11

13 Using GIFTS Online Mobile The Home Page The GIFTS Online Mobile application has a simple homepage. Once logged in, the user is directed to their homepage which allows them to Access Searches (Quick Find and Saved Searches) Access Dashboards Add an Organization Add a Contact Search results are shown in Views which are set up in the main GIFTS Online system. Users may select one View per record type to be used in the mobile app. Records are shown in either an editable format an Activity, Organization or Contact record), or in a read only format (not an Activity, Organization or Contact record). If a user has permissions to edit Activity, Organization, or Contact records in GIFTS Online, they will also have permissions to edit them in GIFTS Online Mobile. 12

14 Quick Find NOTE: Record type options available in GIFTS Online Mobile are configured in the main GIFTS Online site under User Menu>Quick Find. The Quick Find feature defaults to the Requests record type. Tap the menu to change the record type. A list of record types is displayed at the bottom of the screen. Enter your keyword and tap the search button (magnifying glass icon). 13

15 Dashboard Parts Please note only Chart and Table dashboard parts can be viewed in GIFTS Online Mobile. One dashboard part will display on the app at a time. Users can either swipe left and right with their finger or use the navigation arrows at the bottom of the screen to move to the previous or next dashboard part. Users can also tap on the Menu icon in the upper right corner which will expand a list of viewable parts by name. Users can click on a part to navigate directly there. The items within the charts or tables can be selected to either open search results or individual records (depending on the item selected). The user will always open to the page part they were on last during their previous session. 14

16 Customizing the Dashboard To customize a dashboard, users can tap on the Settings (gear) icon in the home page. This allows users to select which dashboard parts they would like to show or hide on the dashboard. 15

17 Summary Part View At the bottom of the Chart pages, an icon allows users to see a summary of the part rather than the graphical representation. The summary will include the data represented by the graph and the totals. Users will not be able to drill down on the Summary view. 16

18 Saved Searches All searches saved in the main GIFTS Online application will be available in the mobile application. When the user taps on the Saved Searches button on the homepage, they can select a record category (default will be Requests) at the top of the page and when that category is selected, all saved searches under that category will show sorted alphabetically by Search Name. Tapping on one of the searches will initiate that search. 17

19 New Contacts Tapping on New Contact in the homepage will take the user to the New Contact edit form. NOTE: To associate a contact with an organization, you will need to open the organization record and set the contact as the primary contact or affiliate. Tapping the Menu button in the lower left corner will display a list of sections for the form. Be sure to Save the new contact once all the information is entered. 18

20 New Organizations Tapping on New Organization in the homepage will take the user to the New Organization edit form. Tapping the Menu button in the lower left corner will display a list of sections for the form. Once saved, the user will also have the option to set the primary contact, add an activity, or add an affiliation. 19

21 Related Records Opening the Menu for an existing record will display the Related records panel below the sections list. This function, similar to the Related records panel in GIFTS Online, shows the different record types and the number of records related to the current record. In addition, this panel allows users to set the Primary Contact, Add Activities, or Add Affiliations. Setting a Primary Contact To set Primary Contact for a Request or Organization, the user clicks on the Set button next to Primary Contact in the related record panel. When they do, they will be prompted to create a New Contact or to use an Existing Contact. If they choose to create a New Contact they will be taken to a New Contact form to complete the record. If they choose to use an Existing Contact they will be taken to a search form where they can search for an existing Contact record to select as the Primary Contact for the request. Users click on a record to select that Contact as the Primary Contact. 20

22 Adding an Activity To add an Activity to a Request or Organization, the user clicks on the Add button next to Activities in the related record panel. When they do, they will be prompted to create a New Contact or to use an Existing Contact. Users can complete the Activity record details and then click on Save or Cancel. Save validates for completeness if required fields are not complete, the record does not save and an error message will display stating that there are required fields that must be completed. When the record successfully saves, a message will display stating that the activity was saved. Adding an Affiliation To add an Affiliation, the user clicks on the Add button next to Affiliations in the related record panel. When they do, they will be prompted to create a New Contact or to use an Existing Contact. If they choose to create a New Contact they will first be taken to a new Contact form and then to the Affiliations form to complete the record. If they choose to use an Existing Contact they will be taken to a search form where they can search for an existing Contact record. Once the contact is selected, the New Affiliation form shows, allowing the user to complete the addition of the Affiliation for the Request or Organization. Users can complete the Affiliation record details and then click on Save or Cancel. When the record successfully saves, a message will show telling the user that the affiliation has saved. 21

23 Viewing a Map If a Contact or Organization record is opened in GIFTS Online Mobile, the user can display a map showing the location of the address that is saved in the record. Simply tap on the Menu icon and then tap Primary Address, located within the Map section, to display the location on the map. 22

24 Logging Out Once logged in, a user can log out by tapping on the gear icon in the upper right corner of the home page and then tapping Logout. 23

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