RE:Anywhere Tips and Helpful Information

Transcription

1 RE:Anywhere Tips and Helpful Information Contents Where Do I Find...? Where to Find Information Before Visiting a Constituent Where to Enter Information After Visiting a Constituent How Do I...? Home Page Favorites Records Constituent Action Query Reports Constituent Directory Constituent Giving History Fund Performance Analysis Mail Name Tags

2 2 CHAPTER 1 RE:Anywhere helps you maintain key elements of your fundraising from any location. The following information is designed to provide you an overview of some of the features of RE:Anywhere. Where Do I Find...? This section is intended as a quick reference to help you find specific information easily in RE:Anywhere. Where to Find Information Before Visiting a Constituent I Need to Find: Where to Find it: Preferred Address Records: Constituent: Bio: Bio 1 Phone numbers Records: Constituent: Bio: Bio 1 Addresses Records: Constituent: Bio: Bio 1 Proposals Records: Constituent: Prospect (available with optional module RE:Search) Recent contacts with Records: Constituent: Actions constituents, with outcomes Giving History Reports: Financial Reports: Constituent Giving Summary Goal status for campaigns Reports: Campaign: Fund, and Appeal Reports: Campaign Goal Summary Notes Relating to this visit: Records: Constituent: Actions Relating to constituent in general: Records: Constituent: Notes Spouse Records: Constituent: Bio; Bio 1 Other Family information Records: Constituent: Relationships Employment information Records: Constituent: Bio: Bio 1: Business button Interests and other Records: Constituent: Attributes miscellaneous information Where to Enter Information After Visiting a Constituent I Need to Enter: Call notes Completed actions Additional actions Where to Enter it: Records: Constituent: Actions: Notes Records: Constituent: Actions: Open action: General tab: Completed checkbox Records: Constituent: Actions: New Action Biographical changes Records: Constituent: Bio: Bio 1 Add or modify relationships Records: Constituent: Relationships Gifts Records: Gifts Proposal and Prospect Records: Constituent: Prospect information (with RE:Search optional module) addresses Records: Constituent: Bio: Bio 1

3 RE:ANYWHERE TIPS AND HELPFUL INFORMATION 3 I Need to Enter: Thank you letters Where to Enter it: Mail: Letters: Quick Letters How Do I...? This section shows you how to perform a few procedures in several key areas of RE:Anywhere. Home Page You can personalize RE:Anywhere by creating shortcuts for records and functions you access directly from the Home page, instead of through Records, Mail, Query, and other areas of the program. Favorites Favorites provide a method of quickly accessing records or functions you access repeatedly in RE:Anywhere. When you select an item as a favorite, you can access it directly from your home page. Many clients I am visiting are asking about our Annual Fund so I find myself accessing that record frequently. What is the fastest way I can get to the record in RE:Anywhere? 2. Select Records from the navigation bar on the left. 3. Select Funds from the navigation bar on the left. 4. On the Funds page, enter annual fund (without the quotes) in the Quick Find field and click the binoculars. If one record meets your criteria, the record opens. If more than one record meets the criteria, the Open screen appears listing the funds. Click the appropriate fund to open it. 5. From the fund record, select Favorites, Add to Favorites from the RE:Anywhere menu bar.

4 4 CHAPTER 1 6. Click Home on the left side of the menu bar. Your Home page appears and with a link to the Annual Fund. Now when you log into RE:Anywhere, you can click this link to go directly to the record. Records RE:Anywhere uses Records to help you maintain information on all aspects of fundraising, such as constituents, gifts, actions, campaigns, funds, and appeals. Constituent Perhaps you are on the road in a city where one of your major donors lives. You are preparing for a lunch meeting with this constituent and want to know as much information about him as possible before the meeting. I seem to recall the constituent likes to be called by a nickname, but I can t remember what it is. I also want to learn more about his interests before the meeting. How can I find out this information? All biographical information about constituents is maintained on the Bio 1 and Bio 2 tabs. You can track additional information, such as interests, on the Attributes tab. To use this information: 2. Select Records from the navigation bar on the left. 3. Select Constituents from the navigation bar on the left. 4. Select Open a record. The Open screen appears. 5. Enter criteria and click Find Now. A list of constituents meeting your criteria appears in the grid. 6. Click a record to open it. 7. If it is not already selected, select Bio from the navigation bar on the left. You have two options, Bio 1 and Bio 2.

5 RE:ANYWHERE TIPS AND HELPFUL INFORMATION 5 8. On Bio 1, the Nickname field appears. You can also check additional names a constituent may use by clicking the Aliases link beside the Last Name field. The Aliases grid can hold information such as additional nicknames, maiden names, or acronyms for organizations. 9. Click OK to close the Aliases grid and return to the Bio 1 tab. 10. On the navigation bar on the left, click Attributes. The Attributes tab appears. If your organization tracks constituent interests as attributes, you can check that information here. 11. If you are finished using RE:Anywhere for now, click Exit on the upper right of the page. How do I learn more about any outstanding proposals we have for a constituent? If you have The Raiser s Edge optional module RE:Search, you can enter details about proposals made to constituents. With RE:Anywhere, you can access this information before meeting with potential donors. 2. Select Records from the navigation bar on the left. 3. Select Constituents from the navigation bar on the left. 4. Select Open a record. The Open screen appears. 5. Enter criteria and click Find Now. A list of constituents meeting your criteria appears in the grid. 6. Click a record to open it. 7. If you have the optional module RE:Search, the Prospect link is available on the navigation bar on the left. When you click the link, the Prospect page appears.

6 6 CHAPTER 1 8. Select Proposals on the left. The Proposals grid appears. When you select a proposal, you can view detailed information about it such as its status, the reason for the proposal, the amount requested, and more. Additionally, when you have the RE:Search optional module, you can run reports such as the Outstanding Proposal Report and the Proposal Analysis Report to help you further analyze your proposals. 9. If you are finished using RE:Anywhere for now, click Exit on the upper right of the page. Action While on the road, you may have meetings with constituents that you want to enter into your Raiser s Edge database immediately while any information you learned or discussed is still fresh in your memory. I had an unplanned lunch meeting with a constituent earlier in the day. Now that I am back in my hotel, I want to include the meeting on the constituent s record. How do I add this information? 2. Select Records from the navigation bar on the left. 3. Select Actions and click New Action. 4. Select the Constituent Action option and enter the Name of the constituent. If you need to, you can click the binoculars to access the Open screen for constituents so you can find a name.

7 RE:ANYWHERE TIPS AND HELPFUL INFORMATION 7 5. The New Action page opens to the General tab. 6. Beside Category, select the Meeting option. 7. In the Action Type field, select Lunch Meeting. 8. Click Solicitor(s) if you are a solicitor in your Raiser s Edge database and want to associate your record with the action. On the New Action Solicitor screen, you can enter your name in the grid. Click OK to return to the General tab. 9. Because the action has already taken place, select Completed in the Status field. Mark the Completed checkbox and enter the Date of the meeting. You can also enter the Location of the meeting. 10. If you discussed a particular Campaign, Fund, or Proposal (available with the optional module RE:Search) during the meeting, enter it in the appropriate field. 11. Select the Notes tab. Enter any pertinent information that you want to track that was discussed during the meeting. 12. You can also enter attributes for the record if you would like. 13. To save the action in The Raiser s Edge database, click Save on the upper right of the page. Query You can create queries in RE:Anywhere using many of the same tools used in The Raiser s Edge. However, the information you need while on the road may differ from that included in queries you created while in the office. For example, while on the road in another city, you may need a list of all of your prospects who are located in that city. To get this list, you first need to create a query of constituents who live in this city. Additionally, you may want the list to include only constituents for whom you are a solicitor. You may also want to include other criteria such as minimum gift amounts or specific attributes. You can then use the query to create a Constituent Directory Report. You may then export the directory to your computer in a variety of formats such as Microsoft Word or pdf, so you can print it at your hotel s business center while you are offline.

8 8 CHAPTER 1 How do I create a query showing all active prospects in a certain city? 2. Select Query from the navigation bar on the left. 3. On the left, select New Query. 4. Now you must select the type of records you want to include in the query. In a query of this type, you would probably usually include only individuals; however, in some cases you may want to include organizations also. So, select constituent as the type. 5. You may need to use this query the next time you visit this city and you want it to include any constituents added to the database after this visit, so select Dynamic as the format. 6. Click OK. The New Query page appears on the Criteria tab.

9 RE:ANYWHERE TIPS AND HELPFUL INFORMATION 9 7. In the Available Fields frame, click the plus sign beside Prospect, and double-click Prospect Status. A screen appears for you to specify criteria. 8. In the Operator field, select equals and in the Value field, select Active. Click OK to return to the Criteria tab. 9. In the Available Fields frame, click the plus sign beside Addresses. Click the plus sign beside Preferred Address and double-click City. A screen appears for you to specify criteria. 10. In the Operator field, select equals and in the Value field, enter the city you want to include. Click OK to return to the Criteria tab. If you want to create a query showing only those constituents who you are assigned to as a solicitor, you can add that criteria as well. For this example, we will include all constituents with a prospect status of active whose preferred address is in the selected city. 11. Select the Output tab. In the Available Fields frame, click the plus sign beside Constituent Information, and double-click Name. 12. Select the Sort tab. In the Available Fields frame, click the plus sign beside Constituent Information, and double-click Name. Name defaults to ascending in the Sort by box. 13. Click the Results tab. The constituents who meet your criteria are listed in ascending alphabetical order. 14. To save the query, click Save on the upper right of the page. Now you can base a Constituent Directory Report on this query. For more information, see the following section. Reports RE:Anywhere offers many reports to help you get the information you need. We will go over three of them in this section: Constituent Directory (in the Profiles, Lists, and Directories category) Constituent Giving History (one of the Financial Reports)

10 10 CHAPTER 1 Fund Performance Analysis (one of the Campaigns, Funds, and Appeals Reports) Constituent Directory You are visiting a city and want to meet with as many of your active prospects in that city as possible while you are there. How do I create a Constituent Directory Report listing the active prospects in a certain city? 2. Select Reports from the navigation bar on the left. 3. Select Profiles, Lists, and Directories. 4. We are going to create a Constituent Directory, so select it and click New Constituent Directory in the upper right section of the page. The New Constituent Directory tabs appear. 5. You must first specify which records you want to include. In this case, you are creating the directory based on a query you created that includes only those constituents who are active prospects and whose primary address is in the city you are visiting. So click Include, Selected Records, and from the Open screen locate and select the Constituent Directory query. 6. Leave all other defaults, and select Preview from the navigation bar on the left.

11 RE:ANYWHERE TIPS AND HELPFUL INFORMATION The report lists all the constituents who meet the query criteria. You may not have access to a printer now, but later you can take your laptop to the hotel business center which has a printer. However, you will not be online at that time, so you need a way to store the information from the report on your computer. You can do this by exporting the report as a Microsoft Word or Adobe Acrobat pdf file. 8. From the report preview, click the Export button (small envelope button near the top of the page). 9. The Report Viewer Export screen appears. 10. In the Save in field, select where you want to save the exported report on your computer. Select a File name for the report. 11. In the Save as Type field, select the format for the export. You can save it as a Microsoft Word file, an Excel spreadsheet, a pdf, or several other formats. 12. Click Save. The report is saved in the location and format you specified on your computer. You return to the report page in RE:Anywhere. 13. If you want to save the report in The Raiser s Edge database for future use, click Save on the upper right of the page. Constituent Giving History You are going to visit a constituent tomorrow. Before the visit, you want to review the constituent s giving history to your organization. How do I find a constituent s Giving History? 2. Select Reports from the navigation bar on the left. 3. Select Financial Reports.

12 12 CHAPTER 1 4. We are going to create a Constituent Giving History, so select it and click New Constituent Giving History in the upper right section of the page. 5. The New Constituent Giving History tabs appear. 6. You must first specify which records you want to include. In this case, you are creating the history for only the constituent you will be visiting. So click Include, One Record, and from the Open screen locate and select the constituent. 7. Now you must select a date range for the history. In this case leave the default entries of to use the gift dates and include all dates. 8. Leave all other defaults, and select Preview from the navigation bar on the left. The report lists all gifts from the selected constituent. 9. When you finish reviewing the information, if you want to save the report in The Raiser s Edge database for future use, click Save on the upper right of the page. Fund Performance Analysis You are going to visit the primary contact for one of your organization constituents. The contact has expressed an interest in seeing how the fund to which they make the bulk of their donations is doing so far this year. From RE:Anywhere, you create a Constituent Giving History report and see that the organization donates primarily to the Camp Kids Scholarship fund. You want to find out how that fund is performing, and bring that information to tomorrow s meeting. How do I find out how a fund is performing? 2. Select Reports from the navigation bar on the left. 3. Select Campaigns, Funds, and Appeals Reports. 4. We are going to create a Fund Performance Analysis, so select it and click New Fund Performance Analysis in the upper right section of the page. The New Fund Performance Analysis tabs appear.

13 RE:ANYWHERE TIPS AND HELPFUL INFORMATION You want to show how the Camp Kids Scholarship fund is performing so far this year, so on the General tab Include Gifts with these Dates frame, select Calendar YTD in the Date field. 6. You only want to see how the Camp Kids Scholarship fund is performing, so select the Filters tab. In the Funds row, select Include Selected in the Filter Option column. 7. Click the binoculars in the Selected Filters column. The Selected Funds screen appears. 8. On the Selected Funds screen, double-click the Camp Kids Scholarship fund to move it into the Include these funds box. 9. Click OK to return to the Filters tab. The Camp Kids Scholarship fund now appears in the Fund row Selected Filters column 10. For our purposes, we have all we need to create the report. Click Preview on the left. 11. The preview of the Fund Analysis Report appears showing information such as the number of gifts, average amount of gift, total given, goal, amount over or under the goal, and percentage of goal for the Camp Kids Scholarship fund. If you have access to a printer now, you can print the report directly from RE:Anywhere. If you do not have access to a printer right now, but will later, you can export the report as a Microsoft Word document (or a variety of other formats) to your computer and print it later.

14 14 CHAPTER If you want to save the report in The Raiser s Edge database for future use, click Save on the upper right of the page. Mail Mail is the central location for all mail tasks in RE:Anywhere. This includes producing receipts, reminders, letters, labels, and envelopes. Mail tasks such as Receipts or Appeal Cards are formatted to fit preprinted paper you can order from Blackbaud. Labels, Cards, and Envelopes mail tasks print directly from RE:Anywhere to an available printer and do not require preprinted paper. Once you learn how to create one mailing, you can apply many of the same principles to other mailings. Name Tags You are hosting a cultivation event in another city. You will be arriving in the city several days before the event. Because potential participants can RSVP right up until the day before the event, you do not want to print name tags before you leave the office. You will create them the night before the event and print them at a local copy shop. How do I create Name Tags? Because you want to create name tags only for participants in the event, you will base this on a query that includes only those constituents. For more information about creating queries, see Query on page Select Mail from the navigation bar on the left. 3. Select Labels, Cards, and Envelopes. 4. Select Name Tags and click New Name Tags in the upper right section of the page. 5. The New Name Tags tabs appear. On the General tab, click Include and Selected Records. The Open screen for queries appears. Click Find Now and a list of queries appears. Select the query of participants of the event and you return to the General tab.

15 RE:ANYWHERE TIPS AND HELPFUL INFORMATION You are using a public computer at the copy shop. After checking with an employee, you find out that one of the available printers is loaded with Avery 5390 labels. So you select that in the Label Type field. You want the font to be Arial size 19 so you enter that information in the Label Font and Font Size fields. 7. Click the Fields to Include tab. Participant tag name defaults into the Fields to Export box. You select User Defined Message in the Available Fields box and enter the text Welcome! because you want that to appear on the tags. You use the Up button to specify that your message will appear above the name on the tags.

16 16 CHAPTER 1 8. You do not want to filter any constituents out of the mailing (except by using the query you already specified), or include or exclude records based on attributes, so you do not specify any settings on those tabs. However, you do want the tags to print in alphabetical order. This option is found on the Format tab. Select it and select Sort on the left. 9. Select the Sort by the following fields option and double-click Alphabetical to move it from the Available Fields box to the Sort Fields box. You leave the default setting of ascending so the tags will print alphabetically from A-Z by last name. 10. Click Preview on the left. The Preview of your name tags appears. You like the way they look so you decide to print them now. 11. Mark the Mark name tags as printed checkbox to show in your database that the mailing was printed. Then click the Print button and select the printer you want to use. 12. If you want to save the name tags in The Raiser s Edge database, click Save on the upper right of the page.