Pearl can grow and change as your needs grow and change. You can make the changes yourself or in conjunction with us.

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1 About Pearl Pearl combines the power and flexibility of Access, Microsoft s popular database software, with unparalleled experience in foundation management. Bromelkamp offers a wealth of configuration options in its Pearl, Community Pearl, First Pearl and Corporate Pearl products. Integrated software Pearl is integrated software, meaning that all of its components and files are interconnected. Customizable If you have ever thought, "I wish this program could do this," chances are it already has been or can be done with Pearl. Pearl was designed in conjunction with a group of foundations who use it, and we re experts in creating custom solutions. Call and let us know how you want the software to work for you. Change it yourself Pearl can grow and change as your needs grow and change. You can make the changes yourself or in conjunction with us. Get help when you need it This online help provides detailed information about using Pearl and its modules. Open the Common Features book for information relating to all components. Also, remember that help is only a phone call away. Bromelkamp Company LLC provides a group of qualified, friendly people to support you while you learn and use the Pearl system. Contact us from 8 a.m. to 5 p.m. CST at (800) , or us at tech@bromelkamp.com. We want to hear from you. Copyright Henry A. Bromelkamp (Version 4) Pearl's components Welcome to Pearl, the standard in foundation technology from Bromelkamp Company LLC. Pearl s modular design means that you choose only the components your organization needs. Components are interconnected, so you never type the same thing twice, and up-to-date information is always available. For example, recording a payment in the Grants Management component automatically creates a transaction in the Fund Accounting s General Journal. A donor s gifts appear in the Donors and Prospects component, and donor information appears in the Donor Gifts component. Pearl s components are also integrated with the Contacts Tracking list, CList (constituent list), your word processing program, and Internet access. (Click a component for more information.)

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3 Pearl Navigator Pearl Navigator is the launching point for all Pearl functions. It appears when you open your Pearl database, and looks similar to the screen shown below. (The specific items that appear in your Pearl Navigator depend on the components you have installed and the configuration of your database.) Use the Pearl Navigator screen to select Pearl functions and filter records. At the top, select one of the main Pearl functions. After you select a function, options for that function appear in the list below. The main Pearl functions include: Forms A form allows you to access your database s records and information fields. Before you open a form, you can select a group of records (called "filtering") to work with. After you open a form, you can search for records, and add, change and delete records. To view records without changing them, click the Browse checkbox next to the Open button. (See About forms for details.) Reports A report provides a summary of database records. Choose from the standard reports provided and preview and print them. You can also make changes to reports or add new reports. (See About Pearl reports for details.) Letters Pearl automates letter writing functions, making them quick and easy to create. Create, preview and print a letter on-the-fly to the person shown on screen, select from standard mail merge letters or create your own mail merge letters, and print envelopes and labels. (See About Pearl letters for details.) Accounting Use this area to perform Pearl Fund Accounting functions such as Bank Reconciliation, Posting Accounting Transactions or Fund Fees Assessment. (See About accounting utilities for details.) Utilities Use this area to perform standard Pearl utility functions such as setting up a new year or finding all duplicate CList records. (See About utilities for details.) Chronicles Use this area to display your own chronicle reminders. The button appears bold when you have items due this week, and red if you have overdue items. See Chronicle. Filtering in the Pearl Navigator Filtering allows you to select a group (or subset) of one or more records. For example, you might filter to print only select records or to scroll through a specific group of records. Once you filter, the filtering remains until you clear it. Note: When a filter has been applied, the word "(Filtered)" appears in the record navigation area in the lower left of the screen. Follow these steps to filter. You can also use the Navigator's Filter Builder, which automates the process of writing filters and allows

4 you to save and re-use filters. 1. Display the Pearl Navigator. 2. Select Forms, Reports or Letters at the top of the screen. A list of available forms, reports or letters is displayed below. 3. Click the form, report or letter you want to open. (Click once only.) The filter you type will apply only to the item you select. This allows you to apply different filters to different forms. Note: Filters are specific to each user, as well as to each form, report or letter. 4. Type a Where clause in the Filter field at the bottom of the Pearl Navigator. You can enter a filter for any field. The Where clause uses a special format to describe what you are searching for. (When you search for records, Pearl constructs a Where clause for you behind the scenes and displays it in the Find List screen.) For example, the filter shown below searches for all records whose name begins with "Green" and displays them in the Grants Management form. See Where clauses for more information. 5. Click OK. Pearl opens the form, report or letter and displays only those records found during the search. The word "(Filtered)" appears in the record navigation area in the lower left of the screen until you remove the filter. Using the Filter Builder The Pearl Navigator's Filter Builder automates the process of selecting specific records to show on a form or print on a report. The Filter Builder lets you easily create, copy and share your favorite filters for any forms or reports. Important Points about the Filter Builder The Filter Builder helps you quickly build multiple filters for any form or report. The By field allows you to view either those filters you have created (<mine>) or any filters created using the Filter Builder (<all>). A basic filter consists of a selected field on the report or form, an operator and a value to compare or match. For example, the filter shown below for the Grants Management form returns grant records where the value in the Grant field is greater than zero.

5 Grant (Field) Greater Than (Operator) 0.00 (Value) A compound filter contains multiple basic filters joined through the Order1 and Order2 columns, using parentheses, or AND or OR conditions. See Compound Filters. For example, the next filter shows all grants awarded in The Pearl Navigator Filter dropdown field displays filters that have been used to open a form or preview a report. When the Filter Builder is open, the FilterName dropdown field lists only filters created by the Filter Builder. You can add, copy, and delete filters. Copying allows you to duplicate a filter (such as one created by another user) and make changes without affecting the original filter. Creating a Filter 1. Open the Filter Builder in the Pearl Navigator, by selecting a report or form and clicking the Filter Builder icon next to the Filter field.

6 The Pearl Filter Builder screen is displayed. 2. In the By field of the Filter Builder screen, select <mine> to view all filters you have already created for this report, or <all> to view filters created by all users. 3. Click the New button and type the name of the filter in the FilterName field. 4. In the Field column, type the name of the field you are querying, or use the dropdown list to pick the field name. Note: If you drop the list down and then start typing the field name, Pearl will attempt to auto-fill the field name. Select the correct field by clicking it. 5. Using the associated dropdown list, pick the Operator. 6. Enter the value you are searching for. Note: Where appropriate, Pearl pre-populates the dropdown list for Value so you can pick from the list. Note: When using the Filter Builder on reports, the report will preview before the Filter Builder screen appears. If the report has user prompts, these too will appear. Pearl runs the report to produce the Field dropdown list. Include a row for each condition in your filter. For example, you will create a filter with three lines to view gift records where Commitment is $5,000 or more and is the direct result of either the Winter 2008 or the Spring 2009 Appeal. In the Field column, select a field from those listed for the selected form or report. A description of each field also appears. In the Operator column, select a condition from those listed for the selected field type. (For example, different operators appear for alphanumeric fields like Appeal versus numeric fields like Commitment.) See Using Operators. In the Value column, select or enter a value to match. Pearl includes any required punctuation around the value (such as quotation marks around text field values and pound signs around date values). If including multiple expressions, select an option in the Order2 column to join them. See Compound Filters.

7 4. Click OK to save the filter. The Pearl Navigator now displays the new filter. 5. Click Preview if filtering a report or Open if filtering a form. Pearl runs the filter and displays the resulting form or report. Note that the filter remains in the Navigator's Filter field until you remove it. Using Operators The table below lists operators you can use in filter expressions, the field types to which the operator applies, and examples of use. You can use an * (asterisk) as a wildcard character, to match one or more characters. For example, in the following expression, a wildcard will match any zip extension, if provided: Zip Begins With "55428* Operator Is Equal To Is Not Equal To Applicable Field Types Alphanumeric, Numeric, Date Matches If... Field value is equal to or not equal to specified value Begins With Alphanumeric Field value begins with or ends with specified characters Ends With Contains Alphanumeric Field value contains the same sequential characters Precedes Alphabetically Alphanumeric Field value comes before or comes after the specified field Follows Alphabetically value Examples State Is Equal to "WI" Program Is Not Equal to "Operating Support" Zip Begins With "55428* Name Ends With "*, MD" Applicant.Name Contains "*Community*" Contact Precedes Alphabetically "b" Contact Follows Alphabetically "m" Is Empty Alphanumeric, Field value is empty (null) or is Finished Is Empty

8 Is Not Empty Numeric, Date not empty Grant Is Not Empty Greater Than Less Than Numeric, Date Field value is greater than, less than, greater than or equal to, or less than or equal to the specified value Request Greater Than 1000 Dec Less Than #1/1/2009# Greater Than or Equal To Commitment Greater Than or Equal to 250 Less Than or Equal To In the Year of Date Date field value contains the same year as the specified date In the Month of Date Date field value contains the same month as the specified date Dno Less Than or Equal To #12/31/2008# Dec In the Year of 2007 Due In the Month of February Compound Filters Use the Order1 and Order2 columns to create compound filters. Compound filters stipulate multiple conditions that must be true before a record is selected to be shown on a form or report. When you mix AND and OR statements in a compound filter, you will need to use the Order1 and/or Order2 columns to insert parentheses around the OR part of the statement (typically). The pieces enclosed by the parenthesis are evaluated as a single statement. See Using AND, OR and Parentheses in Compound Filters. For example, the compound filter below returns records where grant is greater than zero AND the program is EITHER Project Support OR Scholarship AND the fiscal year is Duplicating Filters Follow these steps to make a copy of a filter for modifications. 1. Open the Filter Builder on the Pearl Navigator. On the Pearl Navigator, select a report or form and click the Filter Builder icon next to the Filter field. 2. In the FilterName field, use the dropdown list to select the filter you want to copy, and click the Copy button. The duplicate filter is created and Pearl adds the word 'Copy' to the end of the original name. You can modify the name and then make changes to the criteria. When finished, click OK. The original filter is unchanged.

9 Deleting Filters Follow these steps to delete a filter. Deleting a filter deletes it from the Filter Builder, and removes it from the Filter field on the Pearl Navigator. Note: You can delete filters you created but not those created by other users. 1. Open the Filter Builder on the Pearl Navigator. On the Pearl Navigator, select a report or form and click the Filter Builder icon next to the Filter field. 2. In the FilterName field, use the dropdown list to select the filter you want to delete, and click the Delete button. After you confirm the deletion, the duplicate filter is removed. Using AND, OR and Parentheses in Compound Filters A compound filter is created when two or more basic filters are joined together using AND and/or OR operators. Compound filter examples: Grant>0 AND Program="Scholarship" Program="Capital" OR Program="Project Support" AND OR Operator Description When the AND operator is used, records must "fit through" both sides of the filter in order to be included on the report or form. An AND statement is more exclusive: the more AND operators used in the filter, the fewer records from your database are included. The OR operator requires that records qualify for only one side of the filter. An OR statement is more inclusive; more records from your database are included. Example Grant>0 AND Program="Scholarship" Appeal="Spring 2009" OR Appeal="Winter 2008" Example Description The two simple filter statements are joined with AND; both sides of the compound filter must be true for the record to be included in the filtered results. The Grant field MUST be greater than zero AND the program MUST be Scholarship. The record must qualify for BOTH. The two simple filter statements are joined with OR; only one OR the other side of the filter must be true for the record to be included in the filtered results. The appeal can be EITHER "Spring 2009" OR "Winter 2008". The record only has to qualify for EITHER. Using Parentheses When you mix AND and OR statements in a compound filter, you will likely need to use parentheses around some parts of the statement (usually around the OR section). Parentheses allow you to group basic filters; their placement in a filter determines the number of records returned. Example 1 In this example, anything enclosed by the parentheses is evaluated as a single item: Grant>0 AND (Program="Scholarship" OR Program="Project Support") Grant>0 must be true AND (either Program="Scholarship" OR Program="Project Support" must be true) APP Grant Program Record meets filter criteria?

10 How would the records in the table above be treated? Immediately, applications 234 and 933 are excluded because the grant amount is not greater than zero. When the other three records are evaluated for the second part of the filter, application 827 is eliminated because it is not a Scholarship or Project Support program. Example $0 Scholarship No 827 $10,000 Capital No 195 $2,000 Scholarship Yes 345 $5,000 Project Support Yes 933 $0 Project Support No If parentheses were not included in this example, the results would change as follows: Grant>0 AND Program="Scholarship" OR Program="Project Support" Grant>0 AND Program="Scholarship" must be true OR Program="Project Support" must be true APP Grant Program Record meets filter criteria? 234 $0 Scholarship No 827 $10,000 Capital No 195 $2,000 Scholarship Yes 345 $5,000 Project Support Yes 933 $0 Project Support Yes How would the records in the table above now be treated? Application 195 is included based on the first part of the filter; it's the only one where the grant amount is greater than zero AND the Program="Scholarship". All records are then evaluated against the OR part of the filter (Program="Project Support"). Both applications 345 and 933 are added to the record set. When you use the Pearl Filter Builder to create a compound filter, you will need to use the Order1 and/or Order2 columns to insert AND and OR operators and, where appropriate, parentheses. The example below finds all awarded applications (Grant>0) in either the Scholarship OR the Project Support program. Removing filters in the Pearl Navigator Once you filter, filtering remains until you remove it. The word "(Filtered)" appears in the record navigation area in the lower left of

11 the screen and the Remove Filter icon appears pressed. 1. In the Pearl Navigator, click the Filter field. A list of the most recent filters you specified is displayed. 2. Choose the blank filter at the bottom of the list. The previous filter is now removed from the Filter field. Constituent List (CList) The Constituent List (CList) refers to a central repository for information about individuals and organizations important to your organization. The CList provides an efficient way of storing and tracking names and addresses so that the information is entered only once and is available to everyone in any form or component. The CList ensures consistency, saves room on your hard disk and provides easy updating. In Pearl, everything links to the CList including the General Journal, Contacts Tracking, Donors and Prospects, Donor Gifts, Loan Servicing, Volunteering and Grants Management. For example, an individual contact at an organization might get entered in Contacts Tracking in order to get on the mailing list, and subsequently, his or her organization might apply for and receive a grant, in which case a check request would go to the Ledger; all of these functions would use a single CList record. Note: If your organization does not use Contacts Tracking, each organization still has only one CList record, and you use the Mailing List feature to track mailings to contact people. You can easily identify and edit CList fields in forms: the fields are enclosed in a box and displayed in orange. You can also access and edit the CList by selecting Forms in the Pearl Navigator and choosing Constituent List; the CList form shown below is displayed.

12 In the CList, an individual or organization is stored once and identified by a unique serial number. The serial number is automatically assigned by Pearl and displayed in the Ser field; it cannot be changed. When you make changes or add records to the CList, those changes are reflected to all users in all forms in which the information appears. For example, if you change an organization s address, Pearl will display or print the updated version in all areas in which the organization s address appears. Note: You can enter CList changes in the CList form, and add, change and search CList records as you would any record. However, most often, you will create and change CList records in forms in which orange CList fields are displayed. For example, when creating a grant record in the Grants Management form, you enter the constituent s name in the CList Name field and search; if the constituent is not found, Pearl displays the CList form for you to fill in. CList fields Many CList fields are self-explanatory. Name: Name of the organization/individual. See The CList combines organizations and individuals. AKA: If the individual goes by a different name, nickname or acronym (Also Known As), enter it. To designate a "doing business as" name in the AKA field, enter "DBA", followed by the name. For example, you might do this for an individual who runs a hair salon called "Karen s Kurls" that is not incorporated or legally an entity. The legal name goes in the Name field, but "DBA Karen s Kurls" would go in the AKA field. When creating ad-hoc letters, the letter's address would include the legal name, with DBA Karen's Kurls on the line below. TaxID: Enter the Social Security (for an individual) or FEI Tax Identification Number (for an organization). When you enter or change a TaxID value, Pearl asks if you want to jump to Guidestar.org. (In addition, if you haven't filled in the address or the Guidestar address is different, Pearl offers to update the record for you.) OrgDesc: Enter a description of the individual or organization or its purpose or mission statement. For seasonal/alternate address, see Handling two addresses or two names for the same constituent. If your organization uses Pearl Fund Accounting, use the Fund Accounting only fields described below to enter General Journal default information for the constituent. Re: Enter a note to appear on the first check stub, the one that goes along with the check to the payee. For example, on the CList record for Center Point Energy, you could enter your account number in the Re field, which would then print on the first check stub for any check written to Center Point Energy.

13 Form1099Default: Check this box if the person typically receives a 1099 form from your organization. ACHRouting: Enter the default routing number to be used for ACH payments. ACHAcct: Enter the default account number to be used for ACH payments. ACHDefault: Check this box if transactions for this payee should default to ACH processing. The CList combines organizations and individuals In Pearl, you use a single field called Name to enter organization and individual names. Using a single field like this simplifies data entry, ensures that organizations and individuals are listed together in alphabetical order in reports, and means that you only need to refer to one field in reports and merge letters. It also accommodates situations such as couples with two different last names, individuals with middle names and companies with extended names. Individuals stored in the CList are those with whom your foundation deals directly, such as an individual donor making a contribution, a special event volunteer or a student applying for a scholarship. If an individual is more accurately a contact person at an organization with whom your foundation deals, the organization s name should be in the Name field, and the contact person s information should be tracked in the Contacts Tracking form. Important points about the CList The CList should contain one record per constituent, whereas Contacts Tracking may contain multiple records per constituent; see below for exceptions. A constituent refers to an organization or individual, rather than a contact person for an organization. An individual refers to a person with an independent relationship with your organization rather than an affiliated one. For example, a Board Member and an artist would each be considered individuals; the Peachtree Community Foundation would have one CList record for the organization, but might have three contacts tracking records one each for its CEO, Director of Fundraising and Public Relations firm. Always enter individual names as lastname^firstname. For example, enter John Doe as Doe^John. This way, Pearl lists constituents alphabetically by last name in reports. See Entering data for details. When filtering using the Name field, you may need to provide an alias. For details, see Guidelines for using field names. The CList accommodates alternate (seasonal) addresses At the bottom of the CList form, Pearl provides alternate address and telephone fields. They are duplicates of fields above, except they are prefaced with an "a," as in aaddr1, atel, and so on. Use them if a constituent alternates between two different addresses seasonally or temporarily. Use the abeg and aend fields to tell Pearl when the alternate address is effective and the arecur field to specify if the alternate address recurs annually. Pearl will display and use the alternate address during the time period you specify. Handling two addresses or two names for the same constituent Ideally, there is only one CList record for any one individual or organization. However, since one person or organization may have several different relationships with you, you may need multiple CList records for that person or organization. The challenge with using multiple CList records in this way is picking the correct record for a given situation. Example 1: Marcia Jackson and her husband, Ted donate money to your organization. Marcia also serves on one of the your board committees. You will need to create one CList record with the name Jackson^Marcia and Ted. This entry is associated with their donor and gift records and will be used for gift lists and on gift correspondence. Create a second CList record for Jackson^Marcia. All committee correspondence will be sent to the address on this record, and it will be used for Board lists. It can have the same address as the other record, or a different address. If you send Annual Reports to all donors and committee members, you should choose one of Marcia s records to mark for this mailing; otherwise, she ll receive two mailings. Example 2: John Daniels serves on your Board. He wants to receive Board information at his work address, but all other correspondence at his home address. Create two CList entries for John. The first is for Daniels^John with his home address, and is marked to receive items such as annual reports, newsletters, holiday card, golf outing invitation, etc. This record should not show John marked as a Board member. The second CList record for Daniels^John will have a work address and will not be marked for the mailings previously mentioned, but this record will be marked to show John as a Board member. Example 3: Your organization has dealings with the University of Minnesota. You send scholarship information to the

14 Registrar s Office, and you give grants to various departments within the university. IN this case, you will have multiple CList records with the name University of Minnesota. The Address lines are what will distinguish them. University of Minnesota University of Minnesota Registrar s Office Art Department 111 Schoolcraft Ave 404 Madison Ave Minneapolis, MN Minneapolis, MN About Contacts Tracking Pearl s Contacts Tracking feature provides a versatile way of tracking information for all of the individuals and organizations that your organization communicates with. In addition to constituents, you can also store name and address information for vendors, volunteers, employees anyone your organization deals with in the Contacts Tracking list. Note: If your organization does not use Contacts Tracking, you ll need to enter the contact person s name in each grant application, gift or loan, and in the Mailing List (if necessary). See Mailing List form below. As shown in the Pearl's components topic, the CList and Contacts Tracking have a one-to-many relationship. This means that one CList record may be linked to many Contacts Tracking records. For example, the Charleston Human Services organization has three contacts linked to it, and the selected Contacts Tracking record shows Peter Best as the contact. Ways to use Contacts Tracking Organizations use the versatile Contacts Tracking list in different ways. Below are some examples. To view diverse information about a constituent or contact at a glance. all contacts linked with the constituent all grants requested by the constituent all gifts given or committed by the constituent. To print mailing labels or lists Pearl provides several mailing label reports you can use or customize. Use the Contacts Avery labels reports to print mailing labels for any groups of contacts. For example, you might use a filter to display a particular contact in Contacts Tracking, then print an envelope for him or her. Or, on the Pearl Navigator, choose Reports and select the Avery labels report you want. Use the Filter field to specify the contacts. As a centralized Rolodex for your office Everyone on your organization s network can look up the most current addresses, addresses, fax and phone numbers easily and reliably, since Contacts Tracking is directly linked to the CList. To maintain multiple mailing lists Using the Categories field, track which materials your organization sends or has sent to constituents. This allows you to maintain numerous mailing lists for newsletters, annual reports, invitations, and other topics for each contact. When it s time to send the newsletter, for example, you can filter for all newsletter recipients and use an Avery label report to print labels on

15 standard Avery stock for them. Mailing List form If your organization s configuration does not include Contacts Tracking, use the Mailing List form and ToMail field instead of Contacts Tracking. The ToMail field is provided on the Grants Management, Donors and Prospects and Loans Servicing forms to allow you to quickly add constituents to the Mailing List when creating their grant, donor/prospect or loan records. Contacts Tracking form As with the CList, you can add individuals and organizations to Contacts Tracking while creating other records such as grant, donor or loan records. You can also access Contacts Tracking directly by selecting the Contacts Tracking form from the Pearl Navigator. 1. Choose Forms at the top of the Pearl Navigator. 2. Select Contacts Tracking and click Open. The Contacts Tracking form is displayed. Its fields are blank and colored bright turquoise, ready for you to search for records. By default, the cursor appears in the Name field in the CList (orange) area, ready for you to search for a contacts record by its CList name. 3. In the Name field, type the first few letter in the contact s name and press F2. Pearl searches the contacts tracking records, and displays the Pearl Find List, showing all contacts records linked to the CList name you typed. (Click here for information about selecting which fields are displayed in the Find List.) If the Find List shows the contacts record you want, select it and click OK, and the contacts record is displayed in the Contacts Tracking form. You are ready to enter contacts tracking information, as described below.

16 If the Find List displays "No records found," you ll need to create a new contacts record. 4. Click the New Num button. Pearl now searches the CList records for the individual you specified and displays the Pearl Find dialog box. If the Find List shows the CList record you want, select it and click OK, and the contacts record is displayed in the Contacts Tracking form. You are ready to enter contacts information, as described below. If the Find List displays "No records found," you ll need to create a new CList record. 5. Click the New Ser button. Pearl displays the Constituent List form. Fill in the fields and close the form. The contacts record reappears, displaying the CList information you just filled in. The Num field contains the unique number automatically assigned to each contacts record. Click the Chronicle button to view or add comments, events or attach files related to the contact. You are now ready to enter contacts information. 6. Complete fields on the tabs as needed. The Contacts Tracking form typically contains the following areas and tabs: Main Contacts Tracking fields Details tab Applications tab Gifts tab Contacts tab Main Contacts Tracking fields As in other forms, fields enclosed in the orange box are part of the CList, and fields with a yellow background are Contacts Tracking fields. Pearl automatically assigns an ID number for contacts tracking records in the Num field. Num: The contact's unique ID number. Finished: The date on which this record is no longer to be used or appear in most reports. Specifying a date locks the record to changes (remove the date to unlock it). Double-click the field to select from a calendar. Contact: The contact person's name, written in the format lastname^firstname. For details, see Entering_names and

17 addresses. Sal: The salutation to be used in letters to the contact. ConTitle: The contact person's title. Con The contact person's address. Double-click the field to write an to this address in Outlook. ConTel, mcontel, ocontel: The contact person's telephone, mobile phone or other phone. If your telephone is equipped with an autodialer, double-click the ConTel field to automatically dial this telephone number. In the ocontel field, add a suffix that identifies the number (for example, night or home). Auth: Check this box to indicate that this person is the organization's authorizing official, empowered to sign contracts, such as the Executive Director, CEO, or Chief Financial Officer. Details tab Use this tab to record details about the contact. Chronicle: Click this button to enter notes, events or attach files to this constituent. See Chronicle. The button's name appears in bold if there are items pending for the contact and red if there are overdue items. Categories: Double-click this field or click the! button at the end of the field to select mailing group categories for the contact. You may select multiple options from the list that appears. For example, you might select Annual Report and Newsletter to include this contact on those mailing lists. When it s time to print the materials, you can segment the appropriate recipients by entering a filter like the following: Categories like "*A*" to print materials for those contacts receiving the annual report. To make changes to the categories list, see Edit Code Lists. DoNotMail: Double-click this field or click the! button at the end of the field to select reasons for not mailing to this contact. For example, you might select Moved (moved, no mailing address) if the annual report you mailed to this contact is returned by the post office marked no forwarding address. To make changes to the DoNotMail list, see Edit Code Lists. Contact Note: Use this field to include any contact-related notes about the contact. If a note is time-specific, use the Chronicle feature instead. Applications tab The Applications tab displays history about all grant applications received from this contact's organization. (The contact's CList ID is indicated in the Ser=). Double-click an application ID in the App column to display the application's details in the Grants Management form. The table displays the Grant application ID number (App), its grant program category (Program), the amount requested (Request), the decision date (Dec), amount awarded (Grant), the application's special status (if any) (Status see Edit Code Lists to change options), and the project's title (Title). At the bottom is a total of amounts requested (Request) and amounts granted (Grant) for all applications.

18 Gifts tab The Gifts tab displays history about all gifts or pledges given by this contact's organization. (The contact's CList ID is indicated in the Ser=). Double-click a gift ID in the Gift column to display the gift's details in the Donor Gifts form. The table displays the Gift ID number (Gift), the date of the pledge or gift (Date), the amount of the gift or pledge (fair market deductible value) (Commitment), the total amount paid toward the commitment (Paid), the balance of the commitment due (Balance), the gift type (Type, see Edit Code List to change options), method of solicitation (Method, see Edit Code List to change options), person who solicited the gift (Solicitor), the appeal to which the donor responded (Appeal), the campaign to which the donor responded (Campaign),and who the gift is in memory or honor of (Mem). At the bottom is a total of amounts pledged (Commitment), amounts paid (Paid) and total balance owed (Balance) for all gifts.

19 Contacts tab The Contacts tab displays all contacts linked to this organization. (The organization's CList ID is indicated in the Ser=). Double-click a contact ID in the Num column to switch between contact records for the organization. The table displays the contact's ID number (Num), the contact's name (Contact), his or her title (ConTitle), his or her telephone number (ConTel), his or her address (Con ), mobile telephone number (mcontel), other telephone number (ocontel) and whether the person is an authorizing individual for the organization (Auth).

20 About tracking Using the Chronicle and Connections features, you can track information about individuals and organizations you are working with. Chronicle Enter, view and attach notes, pictures, or files relating to the current record. Note: To work with information relating to the current constituent, use the Constituent Chronicle. Connections Enter or view connections for the current constituent. Using Chronicle Pearl's Chronicle feature provides a handy method of recording virtually any type of information related to the current record. This saves you from storing various types of information in folders spread out over your computer. Instead, store them in Pearl linked to their related records, where you can easily search for and access them. (Note that you can copy or move files to the Chronicle.) In Pearl, Chronicle items are called events, but an event can be virtually any type of information. Here are some examples of items you might store in Chronicle: Notes or comments: Keep track of conversations and other kinds of events you have had, such as notes about a grant application or a late grant report. Tasks: Track whether actions associated with the record (such as requesting information from an applicant) have been completed. Or, enter a reminder to follow up with a prospect by a certain date, attached to a donor/prospect record. Scanned documents or images: For example, scan a check and attach it to a General Journal record, or attach an image from a fundraising event so other Pearl users can view it. Documents: For example, attach a contract ( Word document) to a loan record or a grant report to a grant record. s: Store conversations regarding a grant request or gift. Log: Store a log of the dates and reasons you have been in touch with individuals (attached to a CList record).

21 Where you can use the Chronicle function You can access a Chronicle button on these forms: Donors and Prospects Donor Gifts Employees General Journal Grants Management CList (Use to track general information for a constituent that doesn't pertain to a particular record.) Contacts Tracking (goes to CList Chronicle) Pearl Navigator (view pending or overdue events) Pending and overdue events When you add a Chronicle event to a record, you can set its status as pend or done. This allows you to set up reminders of actions that you or other users need to perform. To remind you of pending items, the Chronicle button's text turns bold (black) when the record has one or more events associated with it, even if the events are in the past. The text turns red and bold when there s an overdue pending event. As an added reminder, when you start up Pearl, the Pearl Navigator's Chronicle button reflects any pending events (whose date is within one week of today) assigned to you in any component. Viewing, entering and editing Chronicle events 1. With a record displayed in a form, click the Chronicle button. You must have a record displayed open. See Searching for records for more information. If the word "Chronicle" on the Chronicle button is in bold or red, there are events entered for the record. The Pearl Chronicle form is displayed.

22 (You may need to click the scroll bar or expand the dialog box to display all fields on the Chronicle form.) The Events tab contains a subform that displays chronicle events. (For details about the Attachments tab, see Attaching images or files.) You can also print a Pearl Chronicle Report. For details about displaying certain events in the subform, see Searching for Chronicle events. 2. Enter new events. You enter a new event by typing in the bottom line in the subform. Begin by typing the date in the Date field, and Pearl automatically fills in some fields. The Events subform includes the following fields: Date: Enter the date on which the event occurred or is due. If you leave it blank, Pearl automatically fills in the current computer date. How: Enter or select how the event occurred (for example, telephone, meeting or ). Cat: Enter the event's category (for example, request, comment or complaint). You can choose from the list provided or enter your own category. By: If needed, change the name of the user to which the event is assigned. The default is the current user's name. Note: Enter a description for the event. This is a memo field. Press Shift+F2 to zoom into the field and view more of its contents. Status: If needed, change the event s status (Pend or Done). If you enter today or before as the date, a Done status is assigned by default. If you enter a future date, a Pend status is assigned by default. Unique ID number: Displays the ID number of the record with which the event is associated. For example, in the Grants Management component, this field is called App and displays the record s grant ID. Name: Displays the CList name of the organization or individual associated with the chronicle record. Attaching images or files Using the Chronicle feature, Pearl allows you to attach virtually any type of file to Pearl records and display them at any time. When you attach a file, you specify whether you want it copied or moved to the Attachments folder accessible to Pearl. (The Attachments folder is a subfolder under the Pearl folder.) Pearl automatically names the file, identifying its filename and the record from which users will display the file. For example, if the grant record s App number is 100, the image file might be named REQUESTS-0100 School map.gif. A user in a Pearl component displays the record, clicks the Chronicle button, then clicks the Attachments folder on the Chronicle form. Any attached files are listed on the left, as shown below. If the selected file is an image, it is displayed on the right.

23 Important points about attaching images or files In order to preview an image file on the Attachments tab, it must have a standard extension, such as.jpg,.gif or.tif. Although files must be stored in a folder called Attachments, you can attach other types of documents, such as scanned images, word processing documents, recorded sounds or spreadsheets. (Common files to attach include scanned Grant and Loan Contracts, copies of letters in MS Word format, in-kind gift information such as scanned stock certificates, or pictures of finished projects for which funds were granted.) To view the files, users must be able to run the application or its viewer; for example, if you attach a Microsoft Word document, users who can run Word on their systems will be able to view the file. When a non-image file is displayed on the Images tab, its filename appears on the left, and directions for viewing it appear on the right, as shown below. Click the right box to view the file, and the application opens, displaying the file.

24 By default, Pearl displays any files attached to the selected record. For example, in the illustrations shown above, the One option is selected (in this case, One App for Grants Management), indicating that attached files for one record are shown. To display all files attached to any record in the component, select the All option (in this case, All Apps). To attach or delete an image or file: 1. Create a folder in the Pearl folder called Attachments. 2. Display the Pearl Chronicle record to which you want to attach a file. In the Pearl component, display the record and click the Chronicle button (or choose Chronicle from the Window menu). 3. Click the Attachments tab. 4. Click the Attach button and select the file you want to attach. 5. When prompted, choose Move or Copy. Choose Copy if you want to retain a copy of the file in its original location. The names of attached files appear on the left. If the selected file is an image file that uses a standard image extension, it should appear on the right. 6. To delete a file, select it and click Delete. Note that if you moved the file when attaching it, deleting it will permanently remove it from your computer. (To scan pages and store them as images, you must have a supported scanner configured for your computer. Contact Bromelkamp for more information.) Searching for Chronicle events 1. Display the Pearl Chronicle form.

25 Click the Chronicle button in the Donors and Prospects, Employees, General Journal or Grants Management form, or in the CList portion of the Contacts Tracking form. 2. Specify one record versus all records. By default, Pearl displays all events associated with the selected record, as in the example above, where Pearl is displaying all events associated with the selected grants (App). To display records associated with all forms of that type, choose All... in the top left. In the example above, choosing All App would display events associated with all grant applications. 3. Use the filter fields to display the events and information you want on the form. Use the Show Date field to control which events are displayed based on their date. Options include: <all> shows all, regardless of date week +- shows those whose date occurs during the previous, current or next week month + shows those whose date occurs during the previous, current or next month recent shows those entered within the last 12 months this year shows those entered this calendar year last year shows those entered last calendar year pending shows those with a pend status selected year shows those entered in the same year as the selected one (line in which the cursor is blinking) Use the Show By field to control which events are displayed based on the name entered in the By field. Options include: <all> shows all, regardless of user <mine> shows those with your name [names] shows those with the selected user's name Use the Show Status field to control which events are displayed based on their pend/done status. Options include: <all> shows all, regardless of status pend shows those with a pend status done shows those with a done status 4. If needed, search for records by note keyword(s). In the Keywords field, type one or more characters in the note you want to find, and press Enter. For example, to find a note about painting, type "painting" or "paint". Pearl will display records whose notes contain the word or characters.

26 Pearl Chronicle Report The Pearl Chronicle Report displays a list of all events associated with a selected record. With a Pearl Chronicle form open, click the Chronicle Report button in the upper right corner and a preview of the report is displayed. You can also print a list of events that spans multiple records, such as all Donors and Prospects events within a specified time range. Choose Reports on the Pearl Navigator, select the Pearl Chronicle Report and click Preview. You'll be prompted to specify the chronicle data source (CList, Donor, General Journal, Requests or Gifts) and then a starting and ending date. Here's a sample Grants Chronicle report. Tracking connections Use the Pearl Connections form to enter and view connections between constituents. It s a good way to keep brief notes about which constituents are linked to others and how they re linked. The Pearl Connections form provides a list of the connections the current constituent has with other individuals or organizations and the type of connection (for example, board member, donor or spouse/partner). You can access connection information from any record in any form for a selected constituent, or you can type any name and it will look up connections for the name you type. Viewing and entering connections 1. From any form, choose Connections from the Window menu. You must have a form open. The Pearl Connections form is displayed. The Designated Connections subform lists all connections for the current constituent specified in the Or manually enter connection to search for field. The Display connections for field determines the field for which connections are displayed.

27 2. Search or enter connection information. You can search in the following ways: Use the Display connections for field to control the field for which connections are displayed. If you have a record open, the default connection displays for the Name field; you can select another field with a name in it. Use the Or manually enter connection to search for field to search for a connection manually. Type a name in the field and press Tab or Enter, and Pearl will display connections for that individual or organization instead of the one that appeared by default. For example, type Johnson* to search for all connections to the name Johnson. To enter connection information for a constituent, first search for the constituent as described above. Once the constituent s name is displayed in the subform s ConnectionFrom field, you can select or enter a type in the ConnectionType field, and specify another name in the ConnectionTo field. Once you begin to type, a new blank line appears below, and the triangle on the left changes to a pencil, indicating edit mode. As in other forms, Pearl saves as you type; you can press the Esc key to undo the changes and exit the Connections form. To delete a line, click the triangle to select it and press the Delete key. 3. When you are done, close the Pearl Connections form. Any changes you made are saved with the constituent. Employees Tracking Pearl provides an Employees form for tracking information about your employees beyond that provided in the CList and Contacts Tracking forms. And since the information is on a separate form, you can apply security to the form to keep the information confidential. 1. Choose Forms at the top of the Pearl Navigator. 2. Select Employees and click Open. The Employees form is displayed. Its fields are blank and colored bright turquoise, ready for you to search for records. By default, the cursor appears in the Name field in the CList (orange) area, ready for you to search for an employee record by its CList name. 3. In the Name field, type the first few letter in the employee s name and press F2. Pearl searches the employee records, and displays the Pearl Find List, showing all employee records linked to the CList name you typed. (Click here for information about selecting which fields are displayed in the Find List.) If the Find List shows the employee record you want, select it and click OK, and the employee record is displayed in the Employee form. You are ready to enter employee information, as described in steps 6 and 7. If the Find List displays "No records found," you ll need to create a new employee record.