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DARS 3.0 Fundamentals 2 Manual v0.3

1. eae Batch Entry i 2 From here you can add or edit data in the batch submit the batch for approval and commit the batch When a batch is committed the programme uses the information to add or update records in DARS Refer to Commit Batch for further information and instructions DARS 3 0 Fundamentals 2 Manual v0 3 108 13 Importing Wealth Engine Data Wealth Engine www wealthengine com provides wealth identification services for non profit organisations Several Oxford colleges are using their services and it will be of great benefit to get this information into DARS where possible The DARS Support Centre has developed an easy and repeatable way for Local Site Administrators to import key elements of data from Wealth Engine into the attributes of the Wealth and Ratings area of DARS Attributes have been created for e Estimated Giving Capacity e Giving Capacity Band e DM Score Data Mining Score e RFM Score Recency Frequency and Money Each constituent may only have one of each Wealth Engine attribute at a time so please be sure to check that the pool of constituents you are pageing with Wealth Engine does not already have the attributes populated If some do we recommend you speak to the College Department who conducted the last pageing of the constituent to discuss which pageing data should take precedence As wealth data is most valuable closest to the date of the pageing we recommend the most recent data is
2. Choosing is one of as the condition means that records selected must have at least one of the values you define The is one of condition acts as an or between the entries you select For example if you select Interest is one of Art Music and Dance records selected will contain one or more of the interests chosen Choosing the is not one of condition means that records selected must not contain any of the values you define For example if you select State is not one of South Carolina Georgia and Florida records selected will not contain any of the states you specified When the Include blanks checkbox is marked the programme includes blanks in the query by adding the or is blank filter to the query condition When the checkbox is unmarked the programme excludes blanks from the query results by adding the and is not blank filter to the query condition Selecting the is less than condition limits the records selected to those with an entry less than the value you define For example if you select Date added is less than 01 01 2008 only those records with a Date added of 31 12 2007 or less are selected Records with a Date added of 01 01 2008 are not included With the Less Than operator only all null values for a given field are considered equivalent to the valid blank value for that field s type A blank value is always considered less than any other possible value for that f
3. The Download multiple files dialogue box opens AAA LA DARS 3 0 Fundamentals 2 Manual v0 3 54 2 Inthe Create one file per field select a column header from the export file This field determines how data from the export file is split into multiple output files For example if you select Package code in this field a separate output file is created for each Package code included in the export 3 Inthe File prefix field you can enter a prefix to prepend to the output file names 4 Select the export format either csv or xlsx 5 Select the Preview tab to preview records and data that will be downloaded 6 Click Leewe A standard browser download dialogue box opens with a zip file containing the multiple files Select to open or save as required and follow the on screen instructions A Important If the data you have exported includes phone numbers or zip codes with leading zeros you should not open the file directly in Excel Instead you should import it into Excel Refer to Importing csv Files to Excel for further information A Important Ensure you re save any opened files as csv files if you will be using them in a DARS process 5 3 3 Download Grouped Files The grouped files download where available creates output files including data grouped by field values as specified For example you can create a set of files split by one of the fields in your download such as Country or donor band This
4. e Remember that Site security applies to all users so if your KPI looks at revenue etc you will only be able to include data that you are permitted to access DARS 3 0 Fundamentals 2 Manual v0 3 123 e Consider setting the Site filter in the main KPI area of DARS to My Site to only see KPIs relevant to your college or department 15 2 Using the KPI Dashboard DARS allows you to fully customise your KPI dashboard You can create and name pages create tabs on those pages and then choose which KPIs display on those tabs For instance A college or department may wish to have separate pages for e Alumni data KPIs e Gift data KPIs e Events KPIs Once the pages have been set up tabs can be created on them so that you can subcategorise your pages For example on my Alumni data page may wish to record things like number of alumni of who have a valid email address percentage of Alumni who made a gift to the University number of constituents with a collected consent attribute etc You could then repeat this process to set up a KPI structure like this e Alumni data KPIs o Count Living alumni with valid email address o Percentage Living alumni with valid email address o Count Living alumni with Date of Birth E Pi esrocara seat re Sawer VOW LAG Ar aoe Aria Ad wih Orri reed Akira TY DIN Le Add ani Assia Abe with Corrent treed Abuses ard o Percentage of total alumni who ve made a gift e Gift data KP
5. 4 If saving the file a Save as dialogue box opens Save in an appropriate location ensuring the file name follows the DARS Naming Convention and click HEEE 3 9 Create an Export Process If you do not have access to the Export functionality please contact the DARS helpdesk for assistance lf your query has more than 10 000 results you need to create an export process to download or view them all You could also create an export file to use the data in an external application or a DARS process 1 You can create an Export process directly from the Query page Was gt Y i 2 Select the relevant query and click MENS Refer to Exporting Data for further instructions on creating and running Export processes 3 10 Browse Query Results For most queries you can use the list in the Preview results tab to view or browse individual records Note you cannot browse individual records where a calculation or group filter has been applied DARS 3 0 Fundamentals 2 Manual v0 3 23 You do not need to have the query open in the Query builder window or be viewing the w functionality Preview results tab to use the 1 On the Query page select the relevant query or at the bottom of the Query builder window click to browse the results Query A Ayb E he erat dt te dd hte 1 e T A ets ms v nde 2 The Choose page definition dialogue box opens Pepe Dela eetteert Weeracthom F age ISE HA Pane ns
6. Equals Revenue Amount Gift Aid e Received tax claim amount Is the amount of Gift Aid that will be received Is 0 before the R68 process has been run and is the Tax claim amount after the R68 process has run e Tax claim amount Actual amount of the Gift Aid not including the donation DARS 3 0 Fundamentals 2 Manual v0 3 72 e Tax claim eligibility Similar to status but denotes whether the revenue is eligible for Gift Aid and reason why it is or isn t Eligibility status options e No valid declaration no Gift Aid declaration form has been received e Not eligible for example a non UK tax payer Other payment method is CAF Standing Order or Revenue category is Non Philanthropic Royalties For a full list see your Super User e Valid Declaration A valid Gift Aid declaration form is on file e Covenant gift Pre 2000 gifts which automatically qualify for Gift Aid Payments against pledges which are covenant gifts are eligible for Gift Aid regardless of whether the constituent has a valid declaration on file at the time of the payment All qualified covenant gifts are included in the R68 process e Gift Aid Sponsorship See entry for Gift Aid Sponsorship field above e Tax claim number Denotes that R68 process has been run and committed and shows the Claim number from the R68 form 9 2 Querying Recurring Gifts The four calculated fields available specifically for this type of query are
7. 5 The assigned user s appear in the list under Assigned users on the Manage alert definition tab 6 With the recipients selected and content checked you can complete setting up the email alerts by clicking sic under Tasks in the Explorer bar A message appears in the bottom right corner of the browser window DARS screen Custom Email Alert Process The business process Custom Email Alert Process is completed 7 To unassign a user s from the email alert select the individual line in the Assigned users grid or tick the checkbox beside the relevant user s names Assigned user Y assign Mara Carol Mitchell ESP adri Ss UNA gn a Click 9 gt User or Bulk b Click to confirm 8 The user s are removed from the list 9 To manage Email alerts on the KPI name page click hr Under Tasks in the Explorer bar 15 1 7 Useful Tips for Using KPIs e Be clear about what you would like to achieve and what your KPIs should measure e Ensure that the quality of the data that you wish to measure is of a sufficiently high quality it is all our responsibilities to maintain accurate information e f you are using large selections of data consider having the queries that drive them added to the static overnight refresh list You can also have the KPI Update Process scheduled overnight so that your KPIs are always up to date without the need to manually run them Contact dars admin ox ac uk if you have questions about this
8. 9 Note If the required option or format is not listed contact the DARS Support Centre a Select the required Address and or Name format such as Central University Oxford Today or relevant Mail type format such as General Correspondence b Cick L The relevant details are updated in the second column on the Export criteria dialogue box Selected address processng ophons Arttiress Processing Opbon Y Pa 7 vane or le P EA inch de records where 7 Address Processing Option J address Processing Option is equal to Central Unwersay Oxford T J Maul type J abd Mail type 15 equal to General Correspondence 4 Click on the Export criteria dialogue box You return to the New Export Definition screen 5 1 5 View Edit Copy an Export Definition wD Note Unlike Export Definitions in the Marketing and Communications area there is no copy option for Administration Export Definitions To view edit or copy an Export Definition open it for editing 1 Navigate to the Export Definitions page Administration gt and select the relevant Export Definition Export Definition sad 2 Details of all relevant Export Definitions according to applied filter are displayed in the grid including record type the definition is based on the site who added the definition and when added 3 To change details of an Export Definition or copy it to a new one click The Edit Export Definition name dialogue box opens A Importa
9. Enter a detailed description of the purpose of the smart field fur Lie value grees 5 If required tick and add a value group s Value groups enable you to group your results into a definable number of different bands For example by using value groups for the Constituent age smart field you can separate out those aged 18 29 30 49 50 etc Vaboes greater than or qu Valet Groep nane 20 Long term 6 Select the Parameters tab and enter parameters and values as required You may need to scroll down to view all options in the Parameters tab Add com isar revunse gaing yenes imant fed O DARS 3 0 Fundamentals 2 Manual v0 3 67 WD Note The Smart Field definition determines the options available and your selections within those options determines what will be returned by the query 7 If applicable select the Site filtering tab Tick 1111 and add all required sites EA WD Note The Site Filtering values determine who can see the results of the query If you are a systems administrator you can see which sites are included in a Site group such as Central University on the Site Group Members page click 9 in the Administration functional area Your Site Group contains each of your standard Secure and Transfer sites 8 Click The smart field instance appears in the list on the Smart Fields page 9 Before Smart Field values can be viewed in query or on the Smart Fields tab of a constituent rec
10. Not Blank or Between depend on the selected field DARS 3 0 Fundamentals 2 Manual v0 3 16 or mo Important Always add the Deceased and Inactive fields and set the A criteria to equals no In addition you must include all required Suppressions see Using Selections for further information See your Super User if unsure which suppressions to add d To specify output fields for the query select and drag them from the centre pane to the output fields pane These fields will appear as column headings on the query Results tab chp strriemt ke Ba T tyy mal to E J A S strom E t 3 i r Appias a J janat e x t 2 s 860 3 ds h dao with Repists he ton Au n bem t J Pe pl MN Constituent Maar te T Beetles wanes 3 Constituent pD chano t 3 Os i B Amat Auent 1 Deamarea hit g Date UL Note Refer to Query Icons and Query Operators for further information on the functions available in the Filters and Output Fields panes 5 The full output field path displays as the column heading in the Preview results tab and in any downloaded file and may be quite long For example Revenue Application Detailsl Amount transaction currency You can change long headings to something more readable a Right mouse click over the output field name b Move the mouse over the Change column header option and click in the text box to enter the new heading 2 Apotcaten Cetah Anon Orania 7 13 Iz c To apply the new hea
11. in the Main toolbar If successful you will see the following message A 9 appears beside the offending row s Check the row message fix and revalidate See step 8 for further information DARS 3 0 Fundamentals 2 Manual v0 3 91 y The peapectst tora 00119 LON 9900 and the Update the projected totals and then revalidate the batch 6 If validation is unsuccessful or successful with exceptions you should see a 9 against the relevant line s on the batch entry screen and a small red triangle in the top right corner of the field s that are in error Click the 9 to view the error message Account prem LAMA est Lost ID frin marha Tanson CUNA Arourt 3 Central Lia arall PALA eb i 10740424 iS Colles GIST 11 040 00 Recjiemert Field mi mi Liste Ptarry 1 Porter 107884 LS Dofar CSD grid od i G3 antral Liravend Alan US Dele Di mii 00 Phe Tess oni i vah Pan f wihi 7 To view all messages click in the Main toolbar Click to hide all messages 8 Fix up any errors and re validate Check with your Super User if unsure how to fix a particular error 9 Once validation is successful click to save and close the batch 10 Depending on the batch you may need to update the batch status before you can commit it 12 4 8 Update Batch Status When a batch is ready to be committed you may need to update its status first If the batch is in the final state of the workflow the update status option
12. or update existing records in DARS Through the import process data is imported into DARS and added to a batch file This batch file is then committed to DARS and the records are created or updated See Steps in the Batch Process for further information on Batch processing To run the import process you need to create a csv comma separated value file containing the data to import The import file can be created with an external application such as Microsoft Excel When you select the file to import you can map each header of the file with its corresponding field in the batch The fields necessary to import or update information depend on the selected batch design To ensure you have the correct fields for your import you can generate a header file against a specific batch design A Important Files imported to DARS must be in csv format and encoded as UTF 8 to ensure foreign characters appear correctly in an imported batch A Important Before adding data to an Excel spreadsheet that is to be saved as a csv you should format dates currency phone numbers and zip codes to formats required for DARS For example phone numbers and zip codes columns should be formatted as text to retain leading Zeros 12 6 1 Generate Header File To enable easier mapping of fields to their corresponding header values in an import field you can generate a csv file that automatically includes the header values for a batch design Header files may al
13. you determine how the program formats the data in the output file 1 On the Export page select the relevant export process and click 7 OR 13 Set format optons On the Export list page click on under Tasks in the Explorer bar 2 The Edit export format dialogue box opens tes ro 11 74 147 Y j fia mate 134 501 MM ow a 3 On the Currency tab specify how currency data should appear in the exported data DARS 3 0 Fundamentals 2 Manual v0 3 50 4 Enter the currency symbol number of digits after decimal digit grouping symbol and decimal symbol to use in currency data Select the custom option where applicable to set number of digits or specific symbols The Example field displays how currency data appears with the entered options 5 Select the Date and Time tab 04 July LID radii be taras 4 71 1000 hs rrgs 04 Juby 1100 j be loa TT 4 7 19 1 bully d 4 31 jel tee amar 44 LEAT PMA 9 Het e 6 Under Date format Fuzzy date format and Month day format select enter how the various dates should appear in the exported data The Example field displays how a date appears in the specified format See table at end of section for formatting examples WD Note A fuzzy date is an incomplete date For example a fuzzy birth date of a constituent may include the month and year but not the day 7 Enter the Hour minute format or select from the drop down list The Example field displays how a time ap
14. 11 2 VICW GING Run TQUE re e EEE E EE EE AE E E 25 S113 ENCAMINA aia 26 3 11 4 FOI QUCIV PRO DOES tt AI aci n 26 3 12 O cecutetamaetatscavanetine ue accmanncdae a int ous easmmas tune aurea ced neue aces samar arene touee 27 3 13 CUE RY OPERATOR Sa AA AI eew eames ees 28 A RESEARCH GROUPS cnica ita 31 4 1 CREATE RESEARCH O OU Pas A A id 31 4 2 VIEW RESEARCH GROUPS idad 32 4 3 EDIT RESEARCH GROUP DETAILS daa 32 4 4 ADD MEMBERS TO A RESEARCH GROUP tipa 33 AAD AGa Members INGIVIGUGUY A da 33 AAD Aad Memoer s Usmo O SCICCHOIN id A AAA AAA AR 33 4 4 3 Run the Populate Research Group Process oeenn A S EE A A A 35 4 4 4 Edit the Populate Research Group Process ornoa aerea N EATA 35 4 5 UPDATE MEMBERS astilla bedaes N EEA A A NRAN 36 4 6 ADD NEW MEMBERS USING A SELECTION s0 csccccsscvsvessssecvsdcvsnsovsiascossctsnsdsvecctvecvadecvnseviiascvesssenssevesstuacvavesvacs 36 4 7 DELETE MEMBERS AAN 36 4 8 EDITOROUP PERMISSIONS deses S EAE A E E AA AEREE A 37 4 9 EDIT RESEARCH DETAL ida 37 4 10 ASSIGN PRO SPE IVIANAGER a N 38 4 11 VIEW THE CONSTITUENT RECORD OF A GROUP MIEMBER ccssecescsccscecsseecnseucnscusnsceenceesuccseecestessueeseseusaseesaeens 39 5 EXPORTING DATA siii asec te sncadatacacscebacnbareieiedneneaveisvetienean 40 5 1 EXPORT DEFINITIONS iaa 40 S1 Create dn Export DENOU ais 41 S2 EPON DENOTA AAA ida 44 DARS 3 0 Fundamentals 2 Manual v0 3 S13 AQdress Formati AAA AAA AA OAPs 45 S L Export Definitions Address
15. 3 On the Query builder window add the Constituent record field from the centre pane to the Results fields to display pane a Y C a it 3 j W i vV AOS o 4 Select the Revenue node in the field explorer a Add the Date field from the centre pane to the Include records where pane as a filter with criteria between 01 07 13 and 30 09 13 Include records where 0 Revenue Date is between 01 07 2013 and 30 09 2013 b Add the Amount field from the centre pane to the Results fields to display pane and add the SUM function to the Amount field Ke s gt Results held 1 Constmsen 7 Name J SUMiReve 5 Select the Set sort and group options tab and add the SUM Revenue Amount field to the Results fields to display pane with the criteria Greater than or equal to 25000 LC 6 Add any additional fields or filters as required and preview the results 7 Select the Set save options tab Tick ee aselecion and select other options as required Refer to Save a Query 8 Click Save DARS 3 0 Fundamentals 2 Manual v0 3 21 3 7 Using Selections A number of Selections have been set up in order to make the creation of queries easier They include groups of constituents who will commonly be removed from queries called Suppressions such as Deceased or Relation Only records To add Selections or Suppressions to and use them in a query 1 On the Query builder gt Browse for fields in pane scro
16. 3 0 Fundamentals 2 Manual v0 3 93 4 l there is a number of exceptions shown in the Batch commit status section click oo to see which revenue items failed to commit to the database 5 If there are exceptions a new batch will appear in the uncommitted batches list with the batch number as indicated in the Batch commit process parameters which contains all the non committed revenue items You can open the batch fix the data revalidate save and commit the batch again 12 4 10 View Download Control and Exception Reports You can view the control and exception reports immediately after committing a batch by clicking on cor under Reports in the Explorer bar or from the Batch entry page 1 On the Batch Entry page select the Committed Batches tab w Hatch Entry AS 2 Right mouse click on the relevant batch and select from the menu or select the batch and click SOTS or A report similar to the one below will open up J Constituent Update Batch Control Report hi era 2 ho Constituent Update Batch Control Report Ty bow H Man ud DER Ma Cani L Niche O Sea Peres Luci Usted gret te Pip 471 Some tori fi oft im 3 Use the navigation bar to page through the report find specific text download the report or refresh the data 4 To download the report click and select to download in CSV PDF MS Excel or MS Word format oi Note The entries that were not successfully processed are added to an exception
17. Appendix 17 1 DARS code table values for Wealth Engine and Currency In your Wealth Engine import file the columns for Estimate Giving Capacity Currency and Giving Capacity Band must correspond with the relevant code tables on DARS otherwise the import will fail The current active values for both code tables are detailed below If you require additional values please contact the DARS Helpdesk Wealth Engine Giving Capacity Band Canadian Dollar CAD Euro EUR Hong Kong Dollar HKD New Zealand Dollar NZD Pound Sterling GBP Singapore Dollar SGD Swiss Franc CHF US Dollar USD 2 500 000 500 000 2 499 999 250 000 499 999 125 000 249 999 50 000 124 999 25 000 49 999 12 500 24 999 7 500 12 499 5 000 7 499 2 500 4 999 1 250 2 499 1 1 249 Unable to Rate This code table was populated based on values taken directly from the Wealth Engine UK user manual If more values are required they must correspond directly to a Wealth Engine output file in order to keep this table consistent DARS 3 0 Fundamentals 2 Manual v0 3 128
18. For non revenue batches these two fields are greyed out 9 Click to create the batch The new batch opens for batch entry It is also added to the list of uncommitted batches DARS 3 0 Fundamentals 2 Manual v0 3 86 12 4 2 Customize Batch Fields You can customise the fields in a batch from the Add batch dialogue box or from the Batch number data entry screen after a batch is created 1 After selecting the batch template on the Add batch dialogue box see Create the Batch click on Fisltetions OR On the batch data entry screen click in the Main toolbar 2 On the Customize fields for batch dialogue box you can change the fields that will appear in the batch or set default values The available fields are displayed on the left and the fields that are currently part of the batch are displayed on the right Y st 3 Fields can be moved to from in the lists by clicking and dragging them to the required location You can also select multiple fields to move using the standard Windows Shift click or Ctrl click functionality Alternatively use the icons to move fields 4 In the field defaults section you can set default values for fields For example you could set the default Constituent type so you don t have to enter it for each entry You can also indicate if a field is hidden from the batch or is required mandatory 5 When finished click 12 4 3 Constituent Update Batch Example lf you
19. Propensity e Select the UO Relationship Lead Current node and add Fundraiser to the output fields 4 Final query output fields and filter for the example scenario LA A LALA Ld p es ees U Y Y Y s e gt a X S A Important Remember to include all required suppression fields and selections not shown in example see your Super User for advice 5 Example of results of above scenario sorted by Name Co Other query nodes and fields available to display and report on primary information include DARS 3 0 Fundamentals 2 Manual v0 3 61 7 Smart Queries At the most basic level Smart Queries are standard queries that have pre built filters They save you time and effort in building queries yourself To use them you only need select the values you want In this example a Smart Query has made a complicated Prospect Clearance query much more user friendly The query filters are set to produce a list of all planned pending and processed clearance requests for a chosen fundraiser In standard query view a large number of filters and outputs may need to be tweaked in order to generate the required output as per the screenshot below Fres Hue Pips Ren Toz toe a oe ae to er oe ww axe to and Prospect Parr Primary Marteger C onetfyvert record as ep to Blbo D hex wd Pres Aas Sent Sus 6 eds to Marned od Eass n SSW CLEA Com mode Oeners of ego Depa rentas Abha Query equa to tes e Pie Flew Ad Tati 6
20. Queries You can create queries based on a template if a suitable one exists or from scratch DARS 3 0 Fundamentals 2 Manual v0 3 14 3 5 1 Create a Query from a Template Creating a query based on a template can save you time and effort 1 On the Query page select HELP Template General Queries from the Category filter and click S f Query w Echt 2 Select the required query template and click ws i gt r PE x 3 The selected query template opens in the Query builder la a J J le 1000 Cs CAAA gt n ss f gt gt Y k D y 4 Important Before editing the template to preserve the original template select the Set save options tab enter a new name for the query and click swe Refer to Save a Query for further information The query builder window closes il mic 5 On the Query page select the query you saved in the previous step and click 6 Make changes as required and click S Refer to the next section and Edit a Query for further information on editing queries 3 5 2 Create a Query from Scratch Outlined below are the steps to create queries Refer to Example Queries for specific query examples DARS 3 0 Fundamentals 2 Manual v0 3 15 ETE 1 Inthe Analysis functional area click The Query page opens 2 Click The Select a Source View dialog box opens The options available will depend on your role permissions
21. To view additional information about a process such as recent status click on the process name link The Import list process status page opens see Import List Process Status Page for further information 5 To run a process select the process line not the name link and click 14 2 Add an Import Selection Process 1 Navigate to the Import selections page as per instructions above Click The Add selection dialogue box opens DARS 3 0 Fundamentals 2 Manual v0 3 Add selection ix Nahe Descmsmion Record type y ateqory Site ertral University w b r Show thes selection in the Query Desgner motion import fle File not spectied 3 ho f a TR f Help Save and port ance 1 Enter a name using the DARS Naming Convention Enter a detailed description to help identify the selection Select the record type to include in the selection such as Constituent or Revenue a ee N Select the category in which to group the selection If no suitable category exists contact the DARS Helpdesk 5 To restrict use of the process and its selection select a site If no restrictions are required select All sites T Show this selection in the Query Designer 6 To use the selection in a query tick 7 Click to select the import file csv file that contains the records to include in the selection 8 Select which column of the import file contains the system record ID field column to use to i
22. added to DARS and the old data overwritten Note Always thoroughly test any import process in a non live environment such as DARS Sandbox before running the process in the live system Import processes provide you with the ability to make changes to large amounts of data at once and so care should be taken at all times If you require any assistance with an import process especially if you are new to using the process we recommend you contact the DARS Helpdesk dars admin ox ac uk and a member of the Support Centre can provide guidance 13 1 1 Process Overview Importing data into DARS is essentially populating a batch in bulk which is then committed and reviewed in the same way as a batch you have populated manually You set up a batch template format your external data source to match the batch template then use an import process to bring the two together saving you a lot of manual data entry work In order to further save you time the DARS Support Centre have put together import process templates to use in conjunction with your Wealth Engine data Note When sending your data to Wealth Engine for pageing ensure you include the DARS Lookup ID in your file 13 1 2 Process Checklist 1 Generate header file from the Wealth Engine Import batch template DARS 3 0 Fundamentals 2 Manual v0 3 2 Format Wealth Engine data so it corresponds with the header file a Add formatted data file to import process and map columns to ap
23. any Selections that are available for use as output fields or filters for the particular type of query When you use a Selection in a query only the records included in the selection are filtered on or included in the query results See Using Selections for further information Field explorer also includes Smart Fields These are calculated fields designed to provide you with quick access to specific information that otherwise might take hours or days to compile For example one default smart field definition counts appeals associated with constituent records Other smart fields track revenue information such as a constituent s largest gift date and constituent revenue amounts See Using Smart Fields in Query for further information Depending upon what is selected in the field explorer the fields available under that node are displayed in the Select fields centre pane System fields refer specifically to user information such as when a field was added or changed On the Include records where aka filter pane you can select fields and enter criteria to determine which records to include in the query For example if you are creating a query to find donations made by each constituent in the current calendar year you would enter add a filter on Revenue Date is equal to this calendar year Fields in the Results fields to display aka output fields pane correspond to the fields that will be displayed in the query results Name is auto
24. are using the standard Constituent Update Batch design to update constituent data based on an Oxford Today change of details form add the Title Middle name Nickname Maiden name and Birth date fields plus any other fields Then re order fields as required so that you can tab across the page in the same order as information is listed on the form The resulting customised batch design would be similar to the screenshot below he tf us DARS 3 0 Fundamentals 2 Manual v0 3 12 4 4 Batch Entry Shortcut Keys There are some keyboard shortcut keys available from within the Batch data entry screen to assist with data entry and editing wD Note To use a Batch data entry screen keyboard shortcut key you need to follow steps 1 and 2 if applicable below If not the Windows standard shortcut key action will apply for example if you press Ctrl T the browser will open a new browser tab 1 Using a constituent update batch as an example 2 Inthe Batch data entry screen press Ctrl M 3 If there is more than one toolbar in the Batch data entry screen for example Enhanced Revenue Batches then press either Ctrl M for Main or Ctrl R for Revenue for example depending on which toolbar you wish to access gallate c Pl Man GEY 4 Letters appear against the icons in the relevant toolbar Batch 200 i b 4 i A i Propertie sia F eet press 4 t Rut i BA s linian heih y poate i Pause ia a
25. as you need 4 1 Create Research Group pa y Y 1 In the Prospects functional area click page opens The Research Groups 17e r a Gd Research Groups 2 On the Research groups tab click The Add research group dialog box opens te tro V Othe if Help Lara Cater 3 Enter a Name for your research group using the DARS naming conventions DARS 3 0 Fundamentals 2 Manual v0 3 a 4 2 3 4 3 Enter a description for your research group Select all relevant site s as required p You can enter search for or create a new selection in the Create from selection textbox to add constituents to your group immediately or leave blank to add later Tick Others can modi if you wish to allow other people to be able to edit your group Click L The Research group page will open View Research Groups Navigate to the Research Groups gt Research groups tab as per instructions in previous section To refine the list of research groups select as required You can filter on name login ID of the person it was added by date added or sites To open a Name research group page click the group name link Edit Research Group Details You will only be able to edit groups you have access to 1 2 3 4 To edit a research group On the Research Groups page select the relevant group not the name link and Edt click Edit research group On the Name Resear
26. batch To process these entries you will need to open the exception batch correct the errors revalidate and recommit the batch DARS 3 0 Fundamentals 2 Manual v0 3 94 12 5 Additional Batch Functionality 12 5 1 View Edit Properties 1 Batch properties such as owner description and batch template can be viewed on the batch line entry in the Uncommitted or Committed batch lists You can also click the on the far right of the Properties bar of the batch data entry screen to view batch owner details and projected and current totals dl bhir bel Pa dptr Fle I Pp nora H E 2 To view additional information such as original batch number if this is an exception batch and import file process details if this is a batch created from an import process select the batch line to expand details below Peste dim a mes Pub bl rn ees tate ts bed lia ee i an er Maes 10d am ii Me the ed beran Laama ai e A ies 3 To edit batch properties from here click gt To edit batch properties f Properties from the batch screen click in the Main toolbar 4 In either case the Edit batch properties dialogue box opens Edit bates properties o 5 Make changes as required and click You need to close and re open the batch for the changes to be displayed in Properties window 12 5 2 Show Hide Constituent Window 1 Depending on the type of batch when a constituent name is entered in the batch the Constituent window at t
27. e Gross Amount Projection amount including gift aid e Net Amount Projection amount excluding gift aid e Estimated Indicates whether the projection amount is for 5 years or a period less than 5 years i e the constituent specified an end date when setting up the recurring gift which equated to a total period of less than 5 years If the value in this field is e Fixed on Revenue the projection amount is less than 5 years e Calculated the projection amount is for the first 5 years of the recurring gift e Number of Instalments The figure for the total number of instalments used in the calculation of the projection amount Outlined below are the basic query steps and the nodes and fields available to display and report a five year projection amount for recurring gifts 1 On the Query page click Bal B select the Constituents source view and click L Note the same steps apply to Constituent Revenue and Campaign source view queries 2 First add all required filters a In the Browse for fields in pane select Revenue The Revenue fields appear in the centre pane double click Transaction type DARS 3 0 Fundamentals 2 Manual v0 3 few helt b ole Perenne thelr y 3 ect Hoos a J Tramnaciion tae 3 hewernue b Select Equal to gt Recurring gift and click ok Transaction type is added to Include records where pane c Add any other filters required Remember to include all re
28. from this page See your Super User for further information Once you have run the import process click Sem Under Tasks in the Explorer bar of the Import list page to access the batch that is created as a part of the process See Commit Imported Data for further information 12 6 4 Edit an Import Process Once you create an import process you can edit it at any time For example you can update the description or select a different import file or batch template You can edit an import process from the Import page or the Import list process status page 1 Navigate to the Import page select relevant Import process line not the Name link and click OR Ear pre On the Import list page click under Tasks in the Explorer bar 2 The Edit import process dialogue box opens Refer to Add Import Process for more information on the items on this page 3 Update the information as required 4 Click Ls 12 6 5 Delete Import Process When you delete an import process you delete only the process status record that contains details of the import file and format options selected If the process has been run you can still use the batch that contains the imported data You can delete an import process from the Import page or from the Import list process status page DARS 3 0 Fundamentals 2 Manual v0 3 1 Navigate to the Import page select relevant Import process line not the Name link and click OR On the I
29. import from search lists WD Note For an import process based on the constituent update batch template if you select to search list fields based on Quick find the Constituent column within your csv file must contain the constituent lookup ID IV Under Other select whether to leave imported blank values blank or use a default value from the batch You return to the Import page or Batch Entry page Refer to Run Import Process and Commit Imported Data for information on completing the import process 12 6 3 Import List Process Status Page When you create an import process the programme automatically creates a status record for it On the Import list page you can view the information about the process including the most recent operation of the process a history of the process and any job schedules created for the process 1 Navigate to the Import page as per instructions in previous section and click the Name link of the relevant import process The Import list page for the selected import process opens DARS 3 0 Fundamentals 2 Manual v0 3 ae TRNG COMM EFM Test Update Batch Import 14 10 2013 onstituent Uplate Batch PSP coat Yi prial Malis BSPWIN46 3 The Import list page includes information about the most recent operation of the process and historical data about the process under the History and Job schedules tabs Your security rights and system role will determine which tasks you can access and manage
30. is disabled wf pdst triun 1 When the batch is ready to commit select it and click If the update status link is not enabled it means the batch is ready to commit see next section 2 Select Proceed to Ready for Final Review from the Next step drop down list D He ave 3 Select your name from the Assign to drop down list 4 Add any comments 5 Click L DARS 3 0 Fundamentals 2 Manual v0 3 92 12 4 9 Commit Batch W L arnmri 1 On the Batch Entry page select the relevant batch and click The Commit parameters dialogue box opens Commit parameters o Batch number 202 W vaide batch before commiting Y Check for duplicate conshtwents l Delete batch after CONT MTU INC V create eccepmon batch y eiiis reste corral report Help Ant Lancel 2 Ensure you tick the options in the example above If it can be edited the Exception batch number should contain your initials and the current date for easy identification Note The PtP Checkbox may be ticked by default and the 1 Exception batch assigned to the next available batch number You can override the auto batch number if desired 3 Click Store The batch commit process is started and the Batch commit status page opens When it has finished the status will show as and the Control and Exception if applicable reports appear under Reports in the Explorer bar aw Batch 202 ESP atte AT 1 reer thal BSPWwihi 63 DARS
31. menu names and window titles Keys on your keyboard are indicated in bold text enclosed in square F4 brackets Moves through a navigation path are indicated with a gt In this case File gt Open dd you would click the File menu then select Open DARS 3 0 Fundamentals 2 Manual v0 3 6 1 3 Naming Convention Throughout DARS there are areas where codes should be used for items as a short cut and associated to this areas where naming conventions should be used to help group like items together thereby speeding up identification and selection and reducing the risk of incorrect selection or data entry The following provides a link to the most current Naming Convention https www darscentral ox ac uk document doc id 305 DARS 3 0 Fundamentals 2 Manual v0 3 2 Data Protection As you are aware the Data Protection Act covers most of the data held on DARS Please ensure you are familiar with the information on the following websites 2 1 University Policy on Data Protection Users should familiarise themselves with the University s policy on Data Protection by reading the information available at Website www admin ox ac uk councilsec dp policy shtml 2 2 University Data Protection Officer Further information about the Data Protection Act can be obtained from the website of the University s Data Protection Officer Website www admin ox ac uk councilsec dp 2 3 Regulations Relating to t
32. more familiar you will become with how it will look on the live page See Wiki Text Examples and Wiki Language Expressions for further information 11 2 Adding Queries lf you want to add a query to the Glossary consider first which classification group the query would belong to For example the query you want to add shows how many constituents are living in Oxford Because the query is returning records on an individual organisation level then it would fall under the Individual Personal group 1 In the Wikitext editor navigate to the end of the last entry of the relevant group in this example Individual Personal and enter pipe followed by hyphen on the next line as in example below This tells the browser that this new entry should go below the previous one Previous Email Addresses Display historical email address Email Addresses gt Email Address Address within Oxford Shows all records with primary addresses within the city Oxford Address Primary gt Address Primary gt Value i 2 Enter the new query in the correct format 3 Enter on the line below the new query 4 Select the Preview tab to check how it will look on the live page s Email Actresses June 5 Save and publish DARS 3 0 Fundamentals 2 Manual v0 3 82 See the Wiki Text examples table below for a quick way to update your queries on the wiki 11 3 Wiki Text Examples Adding a Single Query Adding a New Table of Q
33. not wish to attend events Filtering the query by membership of the group means that the results will be a definitive and accurate list before adding suppressions 1 On the Query page click wa Select the Constituents source view and click ok 2 In the Browse for fields in pane under Constituent scroll to and select the relevant node The fields available in that node appear in the centre pane e Under the Research Group Member gt Research Group node you will find details of research groups Bruse tor treet i alert Hess Groug treet Registrant Reletorshay Manage y 11 Reletionshe J Roses h Group record Reseach Group Menida TT Research Group q Description a gt Reses soup Mimi J Piwne gt _5eechon gt the q Phi a of me ist gt Restriction ther wt inoehfy 3 Promo J lamet 18 3 lechons a War sername 3 Drag required output fields from the centre pane to the Results fields to display pane and add required filter field s to the Include records where pane Remember to include all required suppression fields and selections Not all possible suppressions are shown in this example see your Super User for advice Note Column headings have been changed on the output fields in this example DARS 3 0 Fundamentals 2 Manual v0 3 76 bichedle seconds det e T Research Group Member Reseach Group Mame cortas legacy research group 3 ar Emad Address Pranary Oo not emal n equal to Po J
34. oe E Perna Compete Dead ed Pbrunped Ven Shem yOhanged b gt uer fore t one of Bde 11S Edena 16 BS idev DT Cutt Feidh Prospect Fans He Ranas Oey ance RA Pr pect Plans ie Ree Drrporaeslh enoro E az Res Aeros reaped ari Ar Step Namona Pecos Gar Peara Dale hare roto Name CASO Ae Seourty DIGAS PU nee Bar Meer Prospect Para Heep A paco Type Prospe Pares diane War Mane Papel Pa Des es P gs To one Ds Carts e TOWO OA Cos Oanes of CobegenDepertmerts Adha ar y greet Omar Aaa Mio date Yew Lee ts das Vis ves PEA ESA Pra y NA ada OS Geger Leger Lorettyverv Abr Pra ptr Pr Courtry Prospect Harare y Manager Pare Ear Perry Manager Preepect Para Sept New wed by str vane LOEO de charge ts Pieza Parc Pa Ta etree Aan Maer ree In the New Smart Query view based on the complex query above you only need add one parameter the fundraiser name New Smart Query le parameters Fan acer name is equal to 2 SD browse E port te Cr a Esi wt to Revel Y Hep Saer DARS 3 0 Fundamentals 2 Manual v0 3 eo 62 Both queries return the same data list but the Smart Query removes the need to edit all but one of the filters The more complicated and time consuming work filtering for prospects at certain stages of the clearance process adding a range of output fields etc has all been done in advance when the Smart Query definition was created 7 1 Create a Smart Query A Smart Query is created the same
35. of active values in these DARS code tables 3 Once your data is correctly formatted save the document as csv file with UTF 8 encoding To check file encoding open the csv in notepad select save as then change the encoding to UTF 8 if required DARS 3 0 Fundamentals 2 Manual v0 3 110 13 3 The Import Process Once your data is properly formatted and checked it is time to import it to DARS The import process populates a batch it does not write data directly on to the constituent record until the batch has been committed 1 Referring to Edit an Import Process edit the import process called SYSW IMPO ADM Wealth Engine Data Import keeping in mind the following a On the Configure import file tab select to import from Local file then browse to and select your import csv Check the Batch Template is set to SYSW IMPO ADM Wealth Engine Import Batch and the batch owner is set to your name b On the Map fields tab check the mapping Leave the constituent and sequence fields blank c Check details on the Set options tab and then save 2 Referring to Run Import Process run the import process lf there is a problem with the import file exceptions will be generated and a reason provided for why the process was not successful This is usually due to the formatting of your data file or because a value in the file is not contained within a DARS code table Correct the errors and try re importing If they p
36. q MICA TM Lad Clear fil Help Start Cance 3 Click to select the import file csv file that contains the records to include in the selection 4 Select which column of the import file contains the system record ID field column to use to identify records in the selection 5 Select the ID type if required 6 Click Store The status page for the process opens See Import List Process Status Page for further information DARS 3 0 Fundamentals 2 Manual v0 3 116 15 KPls 15 1 Creating KPIs KPIs work by comparing two sets of data to give you an at a glance overview of the performance of whatever it is you are measuring using a simple traffic light system under performing KPIs can be notified in red satisfactory performance in yellow and exceeding targets in green You have total control over the trigger points that determine performance There are three main types of KPI that can be created on DARS e Percentage of a target 9 e Count towards target 123 e Revenue towards target 2 15 1 1 Percentage Towards Target KPIs Percentage towards target KPIs allow you to take two selections and compare them For example An Alumni Relations Officer wishes to ascertain what proportion of living alumni have an email Collected Consent Attribute on their record we ve collected consent that we re allowed to send mass emailings to them e Selection 1 Would be driven by a query that identifies all alumni w
37. set Yee Dats Fured phew Gata Ne para e B oray irrt raa et fo raros dee ae h ds d of Gee peat shs 09 beet Rate EZ 9 ad emm Do ret poot cohen ino select the column under Data preview b Date columns can be formatted as general or as text both options will produce correct results c Check the columns in Data preview to make sure the data is appearing correctly 6 Click The Import Data dialogue box opens with Existing worksheet cell A1 automatically selected Where do pou wet to put the dsta Exiting workstwat som Al Few worksheet pos 7 Click L_ __ The data is imported into Excel in the correct format as selected 8 Click Ctrl S and save the file Remember If the file is to be re used in any DARS process it must be saved as a csv file Pie ree Tha CLM detona le res oe ej Save as Eye EIV Camera dere 01 9 If saving as a csv file and the following message appears click a i De pater ber fe tre doe fot sport moras fot corte me Peete A Te pare orvy the adio eet A LA e te cave a Peet Cave Tees ed GA eet Pes ayes fe eet D DA e e te foe A a Peete Coa cm 10 If saving as a csv file and the following message appears click ves TAM arar cat de re ds ce hee contar ep a fee e e compartir pe O Lor dianed Do won rt fo en Pe abboet n Fa taras y Dy beep io ema md een et gy tempati rre tiri e Topera d
38. still appear incorrect contact your Local Site Admin user or the DARS Support Centre DARS 3 0 Fundamentals 2 Manual v0 3 69 8 4 Smart Field Tab To view Smart Field information on the Smart Field tab of related constituent records 1 At the bottom of the Query builder window click Jew and select the relevant page to view from the Choose Page Definition dialogue box See Browse Query Results for further details on browsing query results OR From outside the query navigate to the relevant constituent record 2 Select the Smart Fields tab More 3 To download the smart fields information click Select to download in csv or xlsx format as required wD Note Information for all the constituent s listed Smart Fields is downloaded to a spreadsheet format 4 A standard browser download dialogue box opens Select to open or save the file bearing in mind the important note below and click Lox 5 If saving the file a Save as dialogue box opens Save in an appropriate location ensuring the file name follows the DARS Naming Convention and click AN Important Excel drops leading zeros from data such as phone numbers and zip codes If your results include such data you should save the file first and then import to Excel See Importing csv Files to Excel for further information if required s i iy i ea T i e i A y gt ot n f ha 2 lie ad E A e pr A E gt A AIR 11 4 a A A sen i w
39. the data you have exported includes phone numbers or zip codes with leading zeros you should not open the file directly in Excel Instead you should import it into Excel Refer to Importing csv Files to Excel for information on how to do this lnaniusd memi gt When the process is complete is enabled and you have three options for downloading output files in either csv comma separated values or xlsx format 1 The single file download creates one output file containing all data 2 The multiple files download splits output into multiple files based on the unique values of a selected field For example if you split by Package code a separate output file is created for each package code included in the export 3 The grouped files download creates output files including data grouped by field values as specified For example you can create a set of files split by one of the fields in your download such as Country or donor band This would give you more flexibility than say multiple files based on source code or segment but of course you can report automatically on the former 5 3 1 Download a Single File 1 On the Recent status tab of the Export list page select gt 5 or 3 A standard browser download dialogue box opens 2 Follow the instructions for your browser referring to the important point above 5 3 2 Download Multiple Files 1 On the Recent status tab of the Export list page select 7 gt
40. use the KPI so sum those gifts and then compare the total against a pre defined target 15 1 4 Create a KPI 1 In the Annalysis functional area click The KPIs page opens rw ia u 2 Click The Select a KPI dialogue box opens EA PESSEES LE I 3 Select the KPI definition on which to base your new KPI instance A KPI definition outlines what your KPI is measuring i e Constituents Events Revenue etc This is much like the source view when you create a query 4 Click The Add a KPI dialogue box opens DARS 3 0 Fundamentals 2 Manual v0 3 118 O ree _ 5 On the General tab enter a name following the DARS Naming Convention and a description 6 On the Criteria tab enter or search for the selection to represent in the KPI instance The options on this tab depend on the definition selected The example below is from a revenue based definition Calafate the total amount tor revenue records m this sefecton is 2 percentage of the total amount for revenue records m this selechon Caio the totals usieg this funtion JIM we 7 On the Preview tab select the date you wish to preview the value that satisfies the set parameters of the KPI and click 4 General Criteria Preview Goal History Preview the value qeneratec from the criteria establishecl As of 22 11 2013 Preview The value that satisfies the set parameters as of the selected date displays below This will give you a previe
41. used in a DARS process for example to populate a mailing or research group Can be used in another query M Crese a selection Create a dytwenic selection C Create a state selection M Show this Selection m the Query Designer 3 3 Considerations When building a query it is important to think of what the purpose of the query is before you begin the design as this will affect the construction of the query The first consideration should be what the main purpose for building the query is For example are you going to export the results into Excel to use outside of DARS or are you going to use the results to complete a DARS process Viewing the list or Export Output fields are included Results will be updated only if the query is exported again Output fields are ignored Results are updated when the process is run Additional rules are applied during the process i e removing records marked as inactive or mail preferences Will be saved as a query Selection If you are building a query to export to Excel you will want to include all of the output fields that you want to include in the export Consider that the exported results may become out of date very quickly and will only be updated if the query is exported again DARS 3 0 Fundamentals 2 Manual v0 3 If you are building a query where the results will be used in a DARS Process consider that with most DARS processes the Import process
42. way as a regular ad hoc query 1 On the Query page click gt 9 2 Select the required Smart Query definition from the list and click ox The list of available definitions will vary depending on your role and site The description provides details of what information the Smart Query will produce 3 In this example the Constituent Location Smart Query has been selected This is a custom Smart Query set up to provide detailed information on constituents with a primary address within a certain location on lu te om So 4 You can enter values in all fields to produce a narrow list of constituents for example those who live in a particular town or only use selected filters in order to keep the list as broad as possible for example everyone in the UK You do not need to enter a value in all the filters 5 Once values are entered click the Results tab to preview the results DARS 3 0 Fundamentals 2 Manual v0 3 63 6 If required select the Set save options tab to save the smart query instance to use again or use it to create a selection for use in another process The options on this tab are the same as those on the ad hoc query builder See Save a Query for further information 7 2 Suggesting additional custom Smart Queries We are developing the range of available smart queries in conjunction with DARS Super Users within the Central University Offices the Colleges and Departments and hope that the querie
43. window You can return to it later as required DARS 3 0 Fundamentals 2 Manual v0 3 12 4 6 Edit a Batch On the Batch Entry page select the relevant batch and click gt The batch data entry screen opens in a new window The process from here is exactly the same as when you add batch details Edit existing rows add new entries and or customize batch fields as required Refer to the Add Data to the Batch section for further details 12 4 7 Validate a Batch This section outlines the process to validate a batch Once validated the batch status should be updated if required and then the batch can be committed In order to validate the batch all the mandatory fields must be completed a designation must be entered and the projected totals must match the actual totals It is best to validate the batch before you try and commit it so that you can sort out any errors ahead of trying to write the information to the database The steps below use a payment batch as an example however the process applies equally to all batch types 1 2 O Edi Ed batch gt On the Batch Entry page select the relevant batch and click Double check that you have entered all the relevant information for the batch If you make any changes ensure that you save the batch k Update projected totals If relevant before validating clic projected totals in the Main toolbar to update the To validate the batch click
44. 0 3 Requesting Custom Reports A request for a custom report should be made when the query functionality is insufficient to produce the data required either the fields in query are not appropriate or that the data needs to be processed into the form of a report To request a custom report fill out a report request form available on the DARS website document library under the support area and submit it to the DARS helpdesk lt will then be assigned to the Data Reporting Developer and given a place in the queue of reports to be designed DARS 3 0 Fundamentals 2 Manual v0 3 11 DARS Wiki Page When adding new queries to the Wiki page it is important to keep all the information in the same format The Query Node Glossary is formatted in two ways firstly they are sorted by query classification groups Employment Individual Personal Events etc and then by Term Comments and The Query Node Query Classification Groups are the groups a query will fall under based on the output of a query For example if a query searches DARS for who was the relationship manager to an alumni that query would sit under the relationship management group Relatonship Management Mints A Tips Query Nodes The nodes will be formatted as a pathway to follow in Query builder using the gt symbol as an instruction to move down one level in the field explorer Browse for fields in pane For example Education Primary gt Attributes gt Oxfo
45. 2 4 10 View Download Control and Exception RCPOPtS cccccccccccccscsscccccsccsccsscccceecseseeeseseeseeeseseeseeeeess 94 12 5 ADDITIONAL BATCH FUNCHONAL osuna A E ceases O O E E 95 12 5 1 VIEW EGIL Proper lS sinma a 95 12 5 2 Show Hide Constituent Window ooccccconcccnconcccnonannnnonanononnnnnnonancnnonanennnnarnnonnnrcnonnncnnonarinonuninns 95 12 5 3 EGIE GOS CIEUICINE DAL Oois e 96 12 5 4 Seta Message FOG ROW A OEE eens OOA O ON A 96 12 5 5 Export Barch DIA aid 97 12 5 6 PUTO CUAG Replace Values bse ica a AAE N 97 12 6 STECSIN THE IMPORT PROCESS ut da A NG 98 12 6 1 Generate nederlands iaa 98 12 6 2 AQUINO PROCESS 100 12 6 3 Import List Process Status Page daa 105 12 6 4 ENERO PROCE Sd aa 106 12 6 5 Delete IMPORT Process tt A A A A EE 106 12 6 6 RUN AMD OVC PTOCOSS A AT A A IAE 107 12 6 7 COMMIUTCIMIDOM CO A da 108 13 IMPORTING WEALTH ENGINE DATA circa iii ainda iodo ie coca dada sado diia 109 13 1 1 POCOS EDUC Wi A A ia 109 13 1 2 PROCESS CNE Esa A AA A daban 109 13 2 PREPARE DATA FOR IMPOR Torrar A A TNS 110 13 3 THE IMPORT PROCESS siirre TE E AE a a a O NASE i 111 13 4 USING WEALTH ENGINE DATA IN DAR tics cseividarsusscadevuivens fecgetancuudeadec susucedaasivnds A a TaS 111 14 IMPORTING SELECTION scans soi anna OAA ARA A A 113 14 1 VIEW AND MANAGE IMPORT SELECTION PROCESSES sssscscoscostsseesceccscessusceccscosssuseccuccsssstesceccsssstersesoscesss 113 14 2 ADD SANAMPORT SELECTION PROCESS carr ads 113 14 3 EDIT AN
46. ARS 3 0 Fundamentals 2 Manual v0 3 29 Begins with Does not begin with Is blank Is not blank Does not contain Selecting begins with as the operator means that records selected must have an entry beginning with the value you define For example if you choose Last name begins with Bell only records whose last name begin with Bell are selected for example Bell Bellmont or Bellingham You can use wildcard characters with this operator When you choose does not begin with as the operator the records selected must not have an entry beginning with the value you define For example if you choose ZIP does not begin with OX only records without ZIP Postal Codes beginning with OX are selected You can use wildcard characters with this operator lf you select blank as the operator the records selected must have a blank in the field you specify For example if you choose City is blank the programme selects records with no city specified on the address When is not blank is selected as the operator the selected records must have an entry in the field you specify For example if you select Nickname is not blank the programme selects all records with nicknames entered Choosing contains as the operator selects records containing the defined value anywhere in the field For example if you select City contains Augusta any records with Augusta anywhere
47. E l res DARS 3 0 Fundamentals 2 Manual v0 3 70 9 Example Queries 9 1 Display Gross Amounts in Query Example query displaying net and gross with claimable Gift Aid added value of gifts 1 On the Query page click Dart Sw Ahere select the Constituents source view and click 9 2 Inthe Browse for fields in pane select Revenue and then Application Details i Note While there are some Gift Aid fields directly under Revenue these only provide a summary against an overall payment rather than per application Furthermore Gift Aid is calculated based on the application amount 3 Dew hv eens catro J a Add fields to the Filters and Output Fields as required see steps 4 and 5 3 Select Gift Aid under Revenue Application Details The Gift Aid fields appear in the centre pane An explanation of each field is given at the end of the document 4 Select and drag or double click the required filter fields to the Include fields where pane an example is shown below Remember to include all required suppression fields and selections not shown in example see your Super User for advice imie pecore ther abi J Nasin Amore n Of ai I ial to 1000 0 7 nt Reverme Liste pose Do tena Las j J md Reveno Appkcaton Doti A A unido tas chan aroun e Greater than 5 Select and drag the required fields to the Results fields to display pane Change column headings if desired DARS 3 0 Fundamentals 2 Ma
48. IMPORT SELECTION PROCESS sicsscsccta anat leticia 115 14 4 DELETE AN IMPORT SELECTION PROCESS casino dais 115 14 5 USING IMPORTED SELECTIONS ida ota condes 115 14 6 IMPORT NEW SELECTION FROM IMPORT SELECTION PROCESS sscsccsccecsecseesececcecseesececeucsesseeuceecesseeseeeceeseess 116 15 O PO 117 15 1 CREATING Pl a cael is ae a 117 15 1 1 Percentage Towards Target KPIS lt lt Rd 117 15 1 2 Count Towards Target PIS crc dsd 117 15 1 3 REVENUE Towards Target KRIS x tado bs 118 15 1 4 Credte PI erene utawey caaceusscusue uae a a wawapancudsen A eid eiane wudevancussatees 118 15 1 5 View Undate the KPI VO ia 121 15 1 6 SCE UD ONG Manage RELATOS ai da 122 15 1 7 USetul TIOS FOU SING IRIS ll ed 123 15 2 USING THE INPIIDASH BOARD is AA AAA 124 15 21 Customize the KEI DGSADOGIG iaa bsiis 125 16 FURTHER HELP AND INFORMATION rc ccinnancosinantaccatann o cecacn ace donna ie dada ootao tecauntecneacheneseancaanes 126 16 1 DARS SUPPORT CENT Es e a la tad a li tad el eee ee Te 126 16 2 ADDITIONAL DARS DOCUMENTATION A stevoseguoneaneeeh eaweeeae cece reaaeen es 126 16 3 DARSPROJE CI wicctasnescunvetsedteunevacutvassdedeutdeasuuwebesccauadsaciauan E EE SE S 126 16 4 DARS GLOSSAR ouran A a S 126 16 5 DOCUMENT INFORMATION coieriresace aikoo 127 DARS 3 0 Fundamentals 2 Manual v0 3 17 APPENDIX PP eb vaievsuseusanedssamiepeesepsatennes 17 1 DARS CODE TABLE VALUES FOR WEALTH ENGINE AND CURRENCY cccceccescescccccecceccccccestecccestestecncestestees
49. Is o Count gifts to a particular fund o Percentage of cash received VS new funds raised DARS 3 0 Fundamentals 2 Manual v0 3 124 15 2 1 Customize the KPI Dashboard This functionality is currently not enabled though expected to be fixed in near future Meanwhile if you wish to customize the KPI dashboard contact the DARS Support Centre 1 Inthe Analysis functional area click The KPI dashboard page opens e KPI dashboard 2 Click Customise dashboard in the top right hand corner of the page The Customize KPI dashboard dialogue box opens 3 On the left are the available KPI instances depending on your site security on the right existing pages and tabs a To create a new page click and enter a new page name b To add tabs to this page select the page and click then enter a new tab name c To edit the name of a page or tab double click the name or select it and click d To delete a page or tab select it and click e With page and the relevant tabs created drag and drop the KPI instances to the page tab as required The KPIs column is organised according to the type of KPI definition the KPI is based on 4 When finished click dashboard Your new page and tabs are displayed on your KPI DARS 3 0 Fundamentals 2 Manual v0 3 125 16 Further Help and Information 16 1 DARS Support Centre Contact DARS Support if you are a member of staff and have any problems or need help us
50. M Abbreviated month name Iul p MMMM Full month name luly A ah errr d Options selected on the Other sub tab depend on what you are importing It is important to select the correct option or the import will not work If unsure see your Super User or contact the DARS Support Centre la fioi 1150 the 5 yy lain C Add mew estres Translation E Il c et i he When a blank value 15 present use y Blank value Crack find Default value from batch DARS 3 0 Fundamentals 2 Manual v0 3 104 i Under Code table fields select whether the import file contains the translation or ID value of data to import from code tables or to add new entries In most cases these options can be left as default A Important Unless you have DARS access rights to update code tables you should always leave the Add new entries option unchecked If this option is selected and you do not have access rights the import will fail lf there are any rows that do not match existing code table entries these will be picked up through the validation process these will need to be corrected in the source data and added to DARS manually or a request made to the DARS Support Centre li Under Simple data list fields select whether the import file contains the translation or ID value of data to import from simple data lists ili Under Search list fields select whether the import file contains the ID or Quick find value of data to
51. O Team hands aming appe at Ne attended 0 Campaign Mo registered did mot amend I Ne did not respond 0 Location Name New York Nom Spactic Room Unit Adie me New ork Province New York Poesta Country Untos States Phone tember stg a Section Table Seats Pegistiant Seating seminary O sections O lables per section O coats per table Total seats Mo al seats anaqned 0 Vacant seat G Rogen ation typ Mars Re qist atia tegis abon foe Receipt ateaunt count Aut Aas 1 10 00 0 00 Mame RegeivationS Amended Host Balance Date repites ed Granger Mecmone Festes Mery J Potter 0 00 181 213 Matches Cami Regstered 0 00 15 1 0013 Potier Hias J Fegeteres Harry J Potter 0 00 15110013 Total registi ants quests 31 WALD a 19 00 Prepared be rd Pap ig Another example of a standard report is the constituent profile report which comes in four configurations DARS 3 0 Fundamentals 2 Manual v0 3 e The Constituent Profile Report Basic displays basic constituent information such as contact information education information and relationships This report is available on all constituent records e The Constituent Profile Report Alumni displays basic information and further constituent information such as notes and prospect team information This report is available to the Relationship Manager and Interested Parties of a constituent and to Central University users e The Constituent Profile Repor
52. Processing iia ad 46 55 View Edit CODY GA EXPEDITION taa iba 47 5 2 WNIANAGE EXPORT PROCESSES cas 48 Dees EXPO ROO A Ata 48 522 OG OM EXPO ROCES Si A dit 49 S23 EOI AN EX DO E PIES o de dd e eS 50 5 2 4 Set the Format Options of an Export PLOCESS ccccsseesccccnssscccccnssecsscaunsecssuaunsecssaauesecsssauseessssauasees 50 5 25 EXPOR USE PROCESS Status POG Cixi ah anicuedcsnaisceundcusaiiatansahondeueaiosassiananiissniasctenenddeaiacadainnia eee 52 526 Delete GIN EXPORT PROCESS AAA NA AT O 53 DAF INU OR EXPOlETIOCCSS ds 53 5 3 DOWNLOAD EXPORT QUTPUT sariri a N dl Da LOS 54 531 DOWNMOAG O SINGIC Files tao 54 532 Downed MU NES e iodo deso 54 5353 DOWNIOGG COUPE FICS ii ca 55 5 4 IMPORTING 2CSV FILES TO EXCE specs ccc ste reee ero eo eel ros ee tn enano de ello lc dee bi e coo 0 56 VIEW CONSTITUENT DATA FIELDS aaasssssssssssssssssssssssssssssssssssssosesssssssosssssssssssosssesssssssssssssssssssssessssssoosoo 60 6 1 CONSTTUENTRECORD EEE A AE ES OOE AEE AE on ira Uds 60 6 2 VIEWING DATA IN QUERY WITHOUT ADDITIONAL FILTERING ccceccceccccececececcccececscccecececeacececeeeceaceceeeesaeaceeees 60 SMART QUERIES 00 a 62 7 1 CREATE A SMART UE Vd deta 63 7 2 SUGGESTING ADDITIONAL CUSTOM SMART QUERES aid 64 SMART UE D as iaa 65 8 1 MANAGESMART FIELD INSTANCES ainan A a eal ds naa A Ma otal hag Cl ls ae ity eae 65 8 2 ADDASMART FIELD INSTANCE e add 66 8 3 USING SMART FIELOSIN QUERY aia 68 8 4 TA A 70 EXAMPLE QUERIES cosa id
53. S mapping functionality to provide a visual display of potential wealth hotspots see Appendix for DARS code table values for Wealth Engine and Currency DARS 3 0 Fundamentals 2 Manual v0 3 112 14 Importing Selections In the Analysis functional area you can create a process to automatically generate a selection of records based on the system record IDs included in an import file For example you may export information including system record IDs about a large selection of constituents for research such as to determine the constituents to include in a mailing After you determine the constituents to include you can then create a csv file of only those constituents With the system record IDs included in the csv file you can create a selection of just those constituents to include in the mailing 14 1 View and Manage Import Selection Processes On the Import selections page you can view and manage the processes your organisation uses to create selections from import files 1 In the Analysis functional area click The Import selections page opens j import telection V 2 On the Import selections page you can view details of existing Import selection processes including name description status and the type of record selection created with the process t Y Filters 3 To only view specific processes selec such as process name type category en ply or only processes you own and click 4
54. This sorts the one to many records for a line in the export output and not the all the lines in the output For example when you define Appeal benefits for a Revenue definition if you sort by Gift Amount addresses appear ordered by gift amount on the output line for a revenue record 5 To filter drag the required field or double click to the Include records where pane The Apply Criteria dialogue box opens This is the same as seen in a query builder a Select how to apply the criteria Such as Equal to or Not blank b Enter the value s for the criteria The example above applies criteria to Country with Equal to and United States selected The export definition will filter to include only records with United States phone numbers c Click You return to the Criteria dialogue box elected phone Paster m ly e 4 i K A 7 a alee o Call as eurery exspial to Linred Gate 6 On the Criteria dialogue box click ox 5 1 3 Address Formatting There are a number of different address nodes and fields that can be included in an Export Definition to ensure that the country specific format of the address is exported and can be used without further manipulation in external applications such as Microsoft Word mail merge The standard full address field formats country specific addresses however it includes all the address lines in one field This is perfectly usable if you are creating your own m
55. UNIVERSITY OF OXFORD Fundamentals 2 DARS Version 3 0 Manual Version 1 0 Table of Contents Li INTRODUCTION siii cies casevasdiesstesdeacduacececaenassecsiusadasabausipsieasucacsbesssacieaceioisbususasaveueieostavasecenseusieas 6 1 1 OBIECTIVE Ads 6 1 2 CONVENTO NS edo EOS 6 1 3 NAMING CONVENTO Nac Aia 7 2 DATA PROTECCION iaa da 8 2 1 UNIVERSITY POLICVON DATA PROTECTION sita aaa 8 2 2 UNIVERSITY DATA PROTECTION OFFICER iii A a 8 2 3 REGULATIONS RELATING TO THE USE OF INFORMATION TECHNOLOGY FACILITIES ccecescececcecescesncceeeseeuseseuseeeeees 8 2 4 DATA PROTECTION Ge DARSE A ica 8 32 QUERIES usina aia 9 3 1 INTRODUCTION TO CIUERIE S A ada 9 3 2 PARTS OF A QUE Das aie a ales nisi as ais vibe ivasotws celal db waldo a Sd bos alps vis ra E oun Maes nsamsaaedeies 9 3 3 CONSIDERA TON Sadie 10 3 4 EXPLORING THE QUERY BUILDER coocnccocnonocnonacaroncornacornacornacornacornonorarnararnararnarornacornarrrnacornaroraonararnacarnacoroas 12 3 5 A o A A SE T 14 39 1 Greate a Query FONO TOINDI GLC ita AA AAA AE tt O 15 332 Credited QUERY TON SC aid 15 A DOVE NN 19 3 6 USE SUM FUNCTIONS IN A QUERY SELECTION wisccsscensacieciesdveasdudaneasunsnsvacewbarseuies a adenda 20 3 7 SINE SELECTO N Saad 22 3 8 DOWNLOAD QUERY RESULTS airada dolido 22 3 9 CREATE ANEP RARE e Ecos 23 3 10 BROWSE QUERY RESULT Sic ieee dans aman 23 3 11 MANAGE QUERIES cstan ccc eet arnsast anc aseduens octal ne bed 25 3 11 1 AAA a e OI E nesses 25 3
56. Under permissions tick as required 10 Click Swe 3 6 Use Sum Functions in a Query Selection Creating a query that will calculate the SUM of amounts COUNT a list or use the MIN and MAX function is very much the same as creating any other query with one mandatory field required When creating a query selection with a function you can only display unique records in the output To do this add the Record ID field to the query output The Record ID field is a unique ID key that is assigned to each record by the system The only types of query source views that contain the Record ID are theConstituent Revenue and Event so you must choose the from one of these source views for the type of query you want to run For example if you are looking for Constituent records then you will choose the Constituent source view WD Note All other source view types are simply a different view of the main record For example the Prospect source view is a different way to view the Constituent record Once you have created a query selection it can be used in other DARS processes such as populating a Research Group The following example describes how to create a query using the SUM function to find all of the constituents who have donated over 25 000 within a specific year 1 Inthe Analysis functional area click The Query page opens 2 Click gt Y and select the constituent source view DARS 3 0 Fundamentals 2 Manual v0 3
57. When you create an export process the program automatically creates a status record of the process The Export list process status record page displays those status records and the information entered to create the process Click the name link of the relevant process to view the Export list page 5 Once you add an export process you can run the process to extract data from DARS and create the export file To run a process select the process line not the name link and click Y or DARS 3 0 Fundamentals 2 Manual v0 3 48 5 2 2 Add an Export Process The export process helps you extract data from the program to use in other applications For example you may want to export data to send to a mailing house to update addresses Once you create an export process you can edit and reuse it as you update your data 1 oo oe i UN On the Export page click The Add export process dialogue box opens Add export process o rio 4 4 O we ma Enter a name following the DARS Naming Convention Enter a description to help identify the export process Enter or select a site if required Select the Export type An Ad hoc query can include numerous output fields and enables you to browse through a specific set of records If you select Ad hoc query the Ad hoc query field appears Search for and select the query to use n em breset A Smart query instance performs complex calculations that are difficult to achiev
58. aed Ackkess Primary Do not mad is popia to Me 3 wd Ents m COAL IIPPARLB Emad Events Contact Ad hoc Query n equal to Mo 3 and Ent m COLL SUPP RLB Maal Events Contact Ad hoc Query n equal to No AH 3 tiime J adds Pr Achivrecs Address 3 address Prmari Coty Cry Revatts teeth co doia J Emad Address Primary Emal atkiess imet 3 Research Group Member Research Group Hare Ground 4 Results for the example scenario rie thihe and ugat f P Pesults 115 recorde fowt Hats Douga Articon beri buno Darid DARS 3 0 Fundamentals 2 Manual v0 3 Address city Due han Chetmstord Soitiend Un Sea Saftron Wakien L nd Famas Group DET REPO LEC DET REPO LEC WUT REPO LN DET REPO LEC DET REPS LEC Hga wie wid ga ega 17 10 Accessing Reports 1 To run a report select it from the Explorer bar under Reports or from a functional area main page Most reports open to a parameter filter bar Select required filters and click S Views report F Event Profile tee THEA CLM iew teen Cte Evert P Ahea e Sebected ems eS pri n vew tepat Oerency Gave bed 2 An example of an Event Profile report is shown below Event Profile TRNG CLM New Years Day Event Start date 01010014 Start time 001 AM End date 01012014 End time 1 25 PM Location aame New York Not Specific Ne im tod 2 Capacity 0 Ne registered 3 bs inacthee No No regiteced day ol ent
59. ail merge in MS Word for example However some third party fulfilment houses require the address lines to be split into separate fields If the address lines you are exporting should be split use the fields under the Formatted Address Lines node DARS 3 0 Fundamentals 2 Manual v0 3 45 lf you are exporting data to produce spreadsheets and charts based on components of an address you could use the fields under the Address Primary Addresses or the Formatted Address Lines nodes Which ones you use depends on what output you require 5 1 4 Export Definitions Address Processing A Important This section refers to the Address Processing fields check A ddress Formatting for information about Oxford formatted Address fields With Address Processing you can specify how the export should select addresses and name formats from a constituent s record For example you can specify to select an individual s address based on address preferences with provisions for a first and second choice and what to do when there are no mail preferences for the individual 1 When you select an Address Processing field the Export criteria dialogue box opens n 2 Enter the Number to export and select Order by options as required 3 Under Filter select Selected address processing opbons and then select the required field s from the first column The Apply criteria dialogue box opens DARS 3 0 Fundamentals 2 Manual v0 3 46
60. ales JAnnies T Donor Band Annbite Donor Gane Attribute Toe C maty Attnbute GM Capacty ATEO 27 WERT Gt apacity Ratieg Ambate al IERT Get Capsaty Rating gt Preferred Designation Category Attnbate 4 Lia DUE Ta lt n 5 Preferred De ig mon tez Prospecting for Gold 2013 Wealth Band urea Matcha arnirte T Prospecting tor Goki 2013 J gt Prospecting tor Goted O14 Wealth Band Indra Match Amnnbats Pi ov MAT ie tex Oki 2013 m Pibe Meat Esteniate Attribute Publichod Wealth Estimate 4 gt ga UODO Research Team Prospechne Atributo T WOO Research Team Pros mn gt UODG College Corretation Score Attribute 7 VLA ollege owt Lace y a e UIN e t ATTE score A d 23 UOOO College Regressio J DO College Regression we Altr ute F Wealth Engine OM Score A Weakh Engme DM Score Attnbute F Wealth Engine Estimated G TD Weahh Engine Estanatad Gewng Capacity Arbre Wealth Engine Ging Capa TJ Weahh Eng Gmina Capacty Band Anna 3 Wealth Engine REMI Scor T Wealth Engme REM Score Attnbute Wealth Screeng 2008 Dw Weahh Screemng 2006 Cerect Match Ar n 19 Wealth Soeenna 2008 et ET Weakh Screemng 2006 hiebrect Matth ARTES As with all query nodes these fields can be used as filters or as outputs You can combine selections featuring Wealth Engine data with all other areas of DARS For instance you could combine a selection of those with the highest giving capacity with the DAR
61. anged select the Set save options tab enter relevant details and click Refer to Save a Query for further information 3 11 4 Edit Query Properties Query properties include name description site and query permissions and record processing options 1 On the Query builder window select the Set save options tab Cara a Enter a new name following the DARS Naming Convention b Update the description C Make any other changes to category site etc DARS 3 0 Fundamentals 2 Manual v0 3 d Make changes in the Options for using this query and Permissions sections if iv LP Press dup c ato y required For example you might wish to tick 2 Click save Refer to Save a Query for further information 3 12 Query Icons The following icons appear in various panes in the query builder An explanation of each is provided Edit Filter enables you to make changes to an existing filter The Delete button is the simplest way to remove a field or filter from a query The Up and Down arrows enables the user to change the column order of the query and ar And Or buttons can be applied to filters to alter criteria selected You can use the And button between criteria fields to indicate that records must meet both criteria to be selected You can use the Or button between fields to indicate records can meet either criteria to be selected 4 14 Parentheses buttons can be used to join two pieces of criteria The c
62. as 71 9 1 DSP A GROSS AI OUI SIN CLUE RN a La aac 71 Old lt DESCHDUON OF GHUAIG MOS dd 72 9 2 QUERYING RECURRING O TS rarer geste T S EE 73 9 3 QUERY ON RELATIONSHIP MANAGER AND OR EDUCATION HISTORY sssecccceecceccececcesececcecccececceccenececaeeeeeaes 75 9 4 QUERY ON RESEARCH GROUP o rat odres 76 ACCESSING REPORTS saci cacdiouseaescri sands ieavesarte oncdetausnais ae couse eavanea e N S 78 10 1 NAVIGATE AND DOWNLOAD REPORTS cta ia 79 10 2 PROCES SIIN Ge CUSTOM REPO Ts dd ted de a edo ed e tec de o 80 10 3 REQUESTING CUSTOM REPORTS dl 80 DARS WIKIPAGE curia A 81 IET EOM PREVIEW TAD aeaea a td oh hat ata east a aA a ent ee 81 11 2 ADDING QUERE S tii it de tuto aaa niet nate senda eon Sele stare dated oon a dl EA A R 82 11 3 IU TEMES e e AA ee o ds 83 11 4 WIKI LANGUAGE EXPRESION Se EN 83 BATCH AND IMPORT PROCESSES cuna A 84 12 1 IMPOR a a dl 84 12 2 BAPC ag cet ear A A E RR 84 12 3 ADD OR UPDATE RECORDS BY BATCH da di dead did anda dea ses 85 12 4 STEPS IN THE BATCH PROCESS ado 85 12 4 1 Ereate ne Bat eh as dad at e a do ac ido dl il do DL de ne 86 12 4 2 CUSTONUZE BOAL Fiels e ARE O 87 12 4 3 Constituent Update Batch EXQi pl Cx netin aeeieacscigacamnanaree ment E REISER 87 DARS 3 0 Fundamentals 2 Manual v0 3 12 4 4 Batch EnOY SHOlLCUL KEYS Aras 88 12 4 5 Ada Data tothe BOCA RTS 88 12 4 6 Edi O BOUI ana E dao e RLS 91 12 4 7 Vanadte G BOCA AS AS A AO 91 12 4 8 UPaate Bate OU ia 92 12 4 9 COMITE BOTA AAA SE AAN E 93 1
63. below WD Note Access to source views is controlled by your role for example if you do not have the Gift Admin or Development Professional role you will not have access to the Revenue source view DARS 3 0 Fundamentals 2 Manual v0 3 3 4 Exploring the Query Builder Queries are created and managed from the Query page 1 Inthe Analysis functional area click FOR The Query page opens j Query 2 Click gt Y The Select a Source View dialog box opens The options available will depend on your role permissions Select a Source View ono it t AnT 7 w w ar Des Tor Thee puorndr the aludido to quer all dem dro You can select a source view from the Most commonly used section scroll through the full source view list or select the relevant record type from the drop down list to restrict the source view list Recorel tyy te Revernee Source view Deccrmbon if Payments This prondes the abelity to query for payments Revemer Roeweme Rerama Appeal query for marketing etegraneon Reremuee Martenng Select the relevant source view Click La 3 The New Ad hoc Query window aka Query builder opens based on the selected source view DARS 3 0 Fundamentals 2 Manual v0 3 12 wey The Browse for fields in aka field explorer pane shows the query nodes available for the selected type of query Expand and collapse the available nodes using the or symbols This pane was called Field explorer includes
64. ch Group page click under Tasks in the Explorer bar The Edit research group dialogue box opens This is the same as the Add dialogue box Change the name description or site s as required Click sme DARS 3 0 Fundamentals 2 Manual v0 3 32 4 4 Add Members to a Research Group Members of a research group can be added either individually or using a Selection 4 4 1 Add Members Individually 1 Navigate to the Name Research Group page as per instructions in View Research Groups and select the Members tab Ko ANNF TELE SJOH 450 Research Group 2 Click The Add research group member dialogue box opens Add research group member x TLL ever riety wee YD Note If the constituent is not displayed in the members list clear all filters and click You should now see all members in the group 4 4 2 Add Members Using a Selection 1 Navigate to the Research Group page and select the Populate Research Groups tab ee n a See Research Groupi uO 2 Click The Add populate research group process dialog box opens DARS 3 0 Fundamentals 2 Manual v0 3 33 Add populate research group process o Help ero mew Enter a name for the process using the DARS Naming Conventions Enter a description to give more detailed information about what the process will do Select the relevant research group E To find selected constituents a Click to search for an existin
65. contain the records you do not want to include in your final query EXA 3 Click where pane btw hecte ter ord here IPP ONLA Mal Preference apre Pash m AAEE OPP Jar UODO ANES Fiyi dar a Dre Canpa Fret Adhoc Query eai to No 3 8 Download Query Results You can download the results of your query in csv Comma Separated Values or xlxs Excel format from the Query builder or the Ad hoc query query name page Note DARS limits the number of query results displayed and downloaded to 10 000 If your query has DARS 3 0 Fundamentals 2 Manual v0 3 22 more than 10 000 results you can use an Export process to download the results refer to the next section for further information Important Excel drops leading zeros from data such as phone numbers A and zip codes If your results include such data you should save the file first and then import to Excel See Importing csv Files to Excel for further information if required 1 If your query has more than 10 000 results and you wish to view or download them you will need to create an Export process Refer to Manage Export Processes for further information Results 12 40 records found Only the first 500 rows are shown 2 For queries of less than 10 000 results click or P at the bottom of the Query builder window 3 A standard browser download dialogue box opens Select to open or save the file bearing in mind the important note above and click Lx
66. d output fields inc hice ecorc here J Exists in ANINF SCRO EXCL ASM Telethon 2013 exclusions Grportedt is 4 jual to Ye 3 nd Emi Addresses Primary amad address 5 equal to Ves r Hd Emal Addresses Do hot emi 6 enua to Mo ar A 2 Parts fants to Spa 7 rine 3 Address Onir address 7 Acidress Prima City 3 Acidress Primary Country J Acidress Primary zI 7 Emaf Acicress rumary Email address DARS 3 0 Fundamentals 2 Manual v0 3 mailings and other 115 Example of query results Manse Address Primarni Acidress Pri Adkires Address Prensry DP Email Address Primary Emal address Leva 10 Maver UR WR Richard j Wattord Ue WD fohn 14 London UR NIN 14 Hartlepool UN TS hrestine Landon Uh Sw 14 6 Import New Selection from Import Selection Process When you run an import selection process you generate a selection of records from the selected import file After you run a process you can use it to generate another selection of the same name from different import files of the same record type When you import a new selection it overwrites the previous one generated by the process 1 On the Import selections page select the relevant process and click OR TE On the Import status page click on under Tasks in the Explorer bar 2 The Import selection dialogue box opens Import selection x Name ANNF TELE SJOH SIC donors Record type Constituent Import file information import He File not spea ed lt
67. d target and satisfactory target amounts or percentages to represent in red and in yellow as warnings for under performance iv Click On the Goal tab the new milestone appears Repeat these steps for each additional milestone 9 On the History tab select whether to archive all history records generated with each instance update or only a select number of recent records These values are used to create the trend graph on the dashboard and KPI instance page DARS 3 0 Fundamentals 2 Manual v0 3 120 History determmnes how man values ae archired for Geating the trend graph on the dashboard awi KPI page archive al vahies f Archive omy the Li ralue 10 Click 15 1 5 View Update the KPI Value Once KPIs are created they can be viewed edited and updated as required 1 Onthe KPIs page filter or scroll to find the KPI xr 2 You can either select it not the name link and edit update or delete as required or click the name link to view the KPI in more detail as well as performing various actions on it The KPI name page opens 3 TRNG CLM Te tng KPis KPI 3 To edit details click under Tasks in the Explorer bar The Edit a KPI dialogue box opens This is the same as the Add dialogue box 4 To update the goal status KPI value click under Tasks in the Explorer bar This process will move the last values into the Trend History and update the current status totals 5 The Update KPI dialogue b
68. dd documentation if required such as Gift Aid declarations DARS 3 0 Fundamentals 2 Manual v0 3 85 12 4 1 Create the Batch While the example used here is to create a constituent update batch regardless of the type of batch you create the steps are the same See the Revenue Administration and Events manuals for information specific to Revenue Event Revenue batch entry 1 In the Constituent functional area click For Events and Revenue batches this batch entry icon is available in the relevant functional area The Batch Entry page opens ea Batch Entry Sa 2 On the Batch Entry page click The Add a batch dialogue box opens EXA a thee gt s Field options t 3 Select the required batch template from the drop down list and click O customise as required You can also customise the fields from within the created batch You may need to check with your Super User or line manager as to which one to use See Customize Batch Fields for further information 4 Depending on the batch template chosen the batch number may default to lt Next available batch number gt or you will be given the option to enter one Remember to use the DARS Naming Conventions or check with your Super User for guidelines 5 Enter a description for your batch so it can be easily identified in the list 6 Select the owner of the batch from the drop down list 7 Tick lw Enable auto save 8 Projected and Projected amount
69. de record where aka filters pane Remember to include all required suppression fields and selections not shown in example see your Super User for advice Example based on scenario above a In the Browse for fields in aka field explorer pane click on Selections lf applicable select the relevant folder in this node The available selections within the node are displayed in the centre pane Double click the required selection or click and drag to the Include records where pane The Apply Criteria dialogue box opens b Set the value to Yes and click ox 3 In the field explorer under Constituent scroll to the relevant nodes and drag required fields from the centre pane to the Results fields to display aka output fields pane DARS 3 0 Fundamentals 2 Manual v0 3 60 e Select the Business Primary node add Industry to the output fields e Select the Business Primary Relationship Current node add the required fields to the output fields e Select the Model Scores and Ratings gt Attributes gt Donor Band Attributes node and add Value to the output fields Donor Band is created from overnight process that looks at all gifts on DARS collegiately and assigns one of four available values 1 Non Donor 2 Donor 3 Mid Level Donor 4 Major Donor It currently looks at net but will be switched to gross i e including Gift Aid in due course 4 Note Model Scores and Ratings was previously Modelling and
70. dentify records in the selection 9 Select the ID type if required 10 Click The programme runs the process to import the csv file and generate a selection based on the selected system record IDs The status page for the process opens See Import List Process Status Page for further information DARS 3 0 Fundamentals 2 Manual v0 3 114 ANNF TELE SJOH Telethon 2010 exceptions2 Import selection AND TELE S 20 Telethon 2019 eeceppons thet y et PSPV il is 14 3 Edit an Import Selection Process When you edit an import selection process you can edit information about the process but not the record type or import file used with the process 1 Navigate to the Import selections page as per previous instructions 2 Select the relevant process and click The Edit selection dialogue box opens The items on this page are the same as the Add selection page 3 Edit the information as required and click save 14 4 Delete an Import Selection Process You can delete an import selection process and its selection However if the selection is in use in the programme you cannot delete its import selection process 1 Navigate to the Import selections page as per previous instructions 2 Select the relevant process and click 3 Click to confirm 14 5 Using Imported Selections Once a selection is imported it can then be used in queries mass systems processes as required Example query filters an
71. dests Puti ee ed rn ninta wath paurs diran aah fet Set eget Y wwe fi E Fep ae ireo NE Preve of Ie C Documents and Setorget Do rar TEACO Takte cal bet ci A ETA TA e Trey APL TEOT TINE CLISTOLIOCIAS Tarold Mircrali esroll minciallt i 1 ldatwee THRE CheesolLs OC kee Paul E Riroieil catala ro Ma Aro 220009 STING CLOSER FUT ee Chariez Hreeger ceset tairetiioveadi Epa 2hetedo TRE CLOESCOLIIC BI Beny Siggiae RenryRiggisrtle Coot tee gt fren 4 Step 1 Check that 2 mtet is selected and if relevant File origin is Unicode UTF 8 see note below then click The Text Import Wizard Step 2 of 3 dialogue box opens Thee soroen lets you set tha delirar vor dela cortam You can see bos your tect affected mh the previr bear Debuten r es Sepis Vel care es t ore IN tee patter wee M ohe f Data gta POIST AACERASOUTPTT MILD Pic tte FORTE Direc Ee clep_sOCPcIco Zarat f EE FTO 140951 Naies CLOSTOLLUC ROS coart PU IP ART ane 400 1 CLOSCOLLFC DOS DARS 3 0 Fundamentals 2 Manual v0 3 57 AN Note If the resulting file is to be imported back into DARS it must be encoded as UTF 8 to ensure foreign characters appear correctly in an imported batch 5 Step 2 Ensure only a is ticked then click The Text Import Wizard Step 3 of 3 dialogue box opens Ther rom lets you sete eah uh en gej
72. ding just click outside the textbox when finished d The alternative heading applies only to that specific query DARS 3 0 Fundamentals 2 Manual v0 3 17 Amount Trans CATAN Cate 199 94 190 14 11 401 15419 100 00 11 11 20 6 You can also apply calculations to output fields Select the output field to apply calculations to and click ES For example apply the SUM calculation to Amount to display the total value of each constituent s donations x 1 5H Results feelcls to display J SUM Antouni 7 To sort or group you query results select the Set sort and group options tab CEZ 8 To specify a sort order for the results select and drag the sort field s from the Select results fields for sorting or group filters aka available fields pane to the Sort records by pane You can sort by more than one field with the first field in the list being the top level of the sort order For example you could sort a selection of constituents by Country then within each Country by City Sort records by El constituent Address Primary Country ASC 0 Constituent Address Prima ryj City ASC 0 Constituent Mame ASC 9 To add a group filter select and drag the calculated field from the Select results fields for sorting or group filters pane to the Include records where pane For example to list only constituents with total donations of 1000 or more add SUM Amount to the Group Filter Fields pane with criteria of gr
73. e as required and follow the on screen instructions A Important If the data you have exported includes phone numbers or zip codes with leading zeros you should not open the file directly in Excel Instead you should import it into Excel Refer to Importing csv Files to Excel for further information AN Important Ensure you re save any opened files as csv files if you will be using them in a DARS process 5 4 Importing csv Files to Excel When a csv file is opened directly in Excel the leading zeros on fields such as phone numbers or zip codes are dropped In addition date fields may be compromised To ensure that data exported from DARS remains in the correct format you should import the csv file into Excel The following instructions are based on Excel 2007 Refer to Microsoft Help files for any additional information DARS 3 0 Fundamentals 2 Manual v0 3 56 1 Open Excel and click in cell A1 Select the Data tab and select From Text ly ha cados e aat tr L aas Puy mea we e Ai a e gt e y were gt Ste oe yu pr m ee _ 3 Navigate to and select the relevant csv file and click mor The Text Import Wizard Step 1 of 3 dialogue box opens The Sect Witeed Sap rra that pou dtan Pied Wed LF e ser hr Maret on e Fe ARA Oye that Geet des ew hate Ongrad tata type Door the fhe type that Ger dec pore te e ptr tet Charectent eat a0 coment g tite regards eah Sati l Fue
74. e Excel Comma Separated Values File 639 From https idarsprojtest bbec bsp ox ac Uk what should Firefox do with this File Open with Microsoft Office Excel default Do this automatically For files like this From now on cre a Because the file you are downloading is a csv file it is best to save it and then f Save File import into Excel as per important note below Select and click b A standard Windows Save As dialogue box opens Complete details and click Save AN Important If the data you are downloading includes phone numbers or post codes with leading zeros you should not open the file directly in Excel Instead you should import it into Excel See Importing csv Files to Excel for relevant instructions if required Remember to re save as a csv file if you will be using in any DARS processes The data in the exception file will need to be corrected and either a new import process created or change the import file on the existing one to import the corrected data 12 6 7 Commit Imported Data When you run an import process the programme uses the selected batch template to import the information into a new batch After you run the import process the new batch is added to the Uncommitted Batches tab of the Batch Entry page 1 Navigate to the Batch Entry page and select the relevant batch Batches created by an import process have a description of Batch created by the import process
75. e ierat de lo Ter 1 a copy hte ler Dore fee e oe Pl E A ke OO el tee to es DARS 3 0 Fundamentals 2 Manual v0 3 58 AN Remember To retain leading zeros in phone numbers and zip codes always import csv files into Excel rather than opening them directly DARS 3 0 Fundamentals 2 Manual v0 3 59 6 View Constituent Data Fields 6 1 Constituent Record If the full value of a data field in a column or drop down list for example is not visible hover the mouse over the entry as shown in the example below 6 2 Viewing Data in Query without Additional Filtering Specific query nodes and fields are available to display and report on primary information such as primary address and primary job title and joint information such as joint addressee and joint salutation without the need for additional filtering An example query is detailed below based on the following scenario Scenario am a fundraiser and have created a selection of constituents with a current address within 30 miles of Toronto excluding deceased and inactive want to now find out what sort of prospect might they be To do this create a new query to which add Donor Band UO Relationship Lead and Primary Business information if they have any including Job Title Relationship Type Job Category and Industry 1 On the Query page click 5 gt Select the Constituents source view and click ok 2 Add required field s to the Inclu
76. e with an ad hoc query A smart query instance is based on templates included in the program or on your own SQL statements If you select Smart query instance the Smart query instance field appears Search for and select the Smart query instance to use An export definition defines fields to export When you use this export type you select a query to export The export outputs data from the query based on the export definition If you select Export definition the Selection and Export definition fields appear Search for and select the Selection and Export definition to use DARS 3 0 Fundamentals 2 Manual v0 3 49 6 Click sve 5 2 3 Edit an Export Process Once you create an export process you can edit it as required When you edit the export process you can also edit the query to extract additional information 1 On the Export page select the relevant process line and click OR F Edit proce On the Export list page click on under Tasks in the Explorer bar 2 The Edit export process dialogue box opens This is the same as the Add export process dialogue box 3 Update the information as required and click Save 5 2 4 Set the Format Options of an Export Process The query used for an export process determines the output fields and information generated when you download the output file The format options determine how the exported data appears in the output file On the Edit export format page
77. eater than or equal to 1000 00 Include records where O SUM Amount is greater than or equal to 1000 00 10 Select the Preview results tab to view fa wt t T Vert t tuert Comituant Li mantuenf Ad ONSU Ad Constmuent Ad 190 000 0 100 004 00 M 11 2013 3 10 Fue London Le j 013 i t tod Y UL Note The number of filters grouping and sorting options you select will impact the time it takes to process the query DARS 3 0 Fundamentals 2 Manual v0 3 18 YD Note To suppress duplicate rows in the results tick WD Note l the results are not what you expected it may help to set the query up step by step testing the results as you go Alternatively remove filters grouping and sorting options one by one to determine where the error lies lw Suppress duplicate rows on the Set save options tab 11 To save the query select options on the Set save options tab and click Save 3 5 3 Save a Query 1 Important If you edit an existing query and wish to save it under a A new name leaving the existing query unchanged set options on the Set save options tab This also applies if you edit a query that was not created by you To save a query select the Set save options tab Cr Enter a Name for the query using the DARS Naming Convention Enter a description of the query The text should be made as descriptive as possible to assist understanding of the purpose and correct usage of the query over time S
78. eesees DARS 3 0 Fundamentals 2 Manual v0 3 1 Introduction This manual is designed to support the training course Fundamentals 2 It is to be used primarily as a reference guide to individuals who will be writing basic queries and completing bulk correspondence processes 1 1 Objectives By the end of this course manual users will be able to e Create and manage queries inc smart fields queries selections e Create research groups e Download export and import query results and data created from processes e Edit the DARS wiki page e Import selections and wealth engine data e Manage KPIs and the KPI dashboard lt is assumed that you already have a good basic knowledge of DARS and have a good working knowledge of the functionality and processes contained in the DARSOO1 Fundamentals 1 course You should also be able to use Microsoft Word s Mail Merge function The Bulk Correspondence section of previous versions of this manual is now in a standalone manual For information on creating a correspondence process for bulk mailings see the Managing Bulk Correspondence manual For information on creating and running Export processes see the Exporting Data manual 1 2 Conventions The conventions and icons used in this manual are described below G Indicates additional useful information Indicates an important piece of information take particular care to A read the information in these boxes Bold Text Indicates
79. elect a category as required Enter the correct site This will ensure that the full list remains manageable over time Remember when creating a query for another individual their site should be added here to enable them to access the query If required select a folder to save the query in W Add to my favorite quenes tolder Under set options for using this query click and esse as required Under set options for using this query if you wish to create a selection to produce Create a selection a bulk mailing from your results for example click z DARS 3 0 Fundamentals 2 Manual v0 3 WD Note To create a selection from a query that includes calculations each output result must be a unique record See Using Sum Functions in a Query Selection for further information vo reate a dunanme selection a O In a Dynamic Selection data will be refreshed each time the query is run b Create a static selection A Static Selection takes data at the point in time when the query is initially created and selects these same results regardless of data changes Note Select the static selections option if you are going to use the selection in another DARS process I Show this Selection in the Query Designer c In general do not tick This option should only be used when creating queries to then be utilised in creating other more complex queries Allow all users to run this query Allow al users to edit this quer 9
80. eria such as Name or Type in the filter section and click y e 2 Click on the relevant query name link The Ad hoc query query name page opens 3 11 2 View and Run a Query 1 The Ad hoc query query name page displays information about the query such as name type owner and permissions P Ad hoc Query TRNG CLM major giving propect 2 To run the query and view the results click the yellow bar as instructed DARS 3 0 Fundamentals 2 Manual v0 3 25 4 Note A maximum number of 10 000 rows will display the message saying 500 is incorrect It is not intended as a means of visiting each record individually in a large result set but should provide a large enough sample to ensure the query has been suitably built using the correct criteria 3 11 3 Edit a Query You can use the edit functionality in DARS to edit an existing query or to use an existing query as a basis for another query 2 3 T Important If you edit an existing query that is not your own you must save it first as another query with a different name F Edit definition On the Ad hoc query query name page click on under Tasks in the Explorer bar OR On the Query page select the relevant query do not click the name link and click Edi The query opens in the Query builder Refer to Creating Queries for further information on how to add or edit fields and criteria To save a copy leaving the existing query unch
81. ersist contact the DARS Support Centre and a member of the team will be able to assist you with formatting your file 3 Referring to Edit a Batch edit the batch created from the import process Check that it has populated as you would expect and the correct data will be added to the correct constituent once the batch has been committed Referring to validate the batch 4 Referring to Commit Batch commit the batch keeping in mind the following a Tick M eestor batch SO you can review exceptions b Select Y Sere output selection SO you can query on and review the records that have been updated by the batch 5 Deal with any exceptions created then review the updated records If you created an output selection you can use this as a filter in query to find your records 13 4 Using Wealth Engine data in DARS Wealth Engine data is recorded in the Model scores and ratings tab of a constituent s Wealth and Ratings page To view a constituent s wealth engine data navigate to their record and click under More Information in the Explorer bar On their Wealth and Ratings page select the Model Scores tab DARS 3 0 Fundamentals 2 Manual v0 3 Once the Wealth Engine data has been imported you can then query on it From a constituent source view query the relevant nodes can be found under Model scores and ratings gt Attributes Bruwse for tics y elect Atras fekis Y Membe Sup Prout ars al J FJ Model Scores and m
82. etails entered are correct the system will automatically populate the Constituent Lookup ID and Last Org fields as appropriate c In constituent batches click if required d Tab across the page entering field data as required See individual manuals for details on fields in specific batches such as Enhanced Revenue Batches e Repeat all steps above for the rest of the batch entries f To save the batch at any stage click la You can also click and return at any A stage to continue Note Constituent records will not be updated until the batch is committed To download the batch entries to Excel for checking or reconciliation purposes for example click in the Main toolbar A standard Windows Browser download dialogue box opens Select to open or save and click To delete a row added in error click row number beside it to select the row will turn blue and press Delete on the keyboard 2 Central University Harry J Potter L0769425 WS Dollar USD 0 00 23 10 2013 When you are finished entering data to the batch save it ha then a If relevant If you wish to check the projected and current totals click the on the far right of the Properties bar to expand details below soli 1 sb Pron cted Ho i tirer las L b If you are ready to commit the batch entries i e to add the information to constituent records go to the Validate Batch section c lf not click or just close X the
83. filters Filters can be controlled using criteria operators such as Equals to One of or Equals to or Greater than ioci re iS where T and Deceased is equal to No g md nactve 4 equal to No g md Interests Interest type is equal to Must g and Phone Prenary Do not call is equal to No Fields Fields that will be displayed in the query Results Choosing Output fields may results in many lines per constituent For example if you output the Interests field and a constituent has 3 interests each interest will be listed Address Primary Address 0 Phone Pronar Hienbes on a separate line Operators can be applied to Output fields For example you can SUM the total of an Amount field Can be exported to Excel Results heki to cliagvia 3 Name g Spouse Name A A Controls the order fields are displayed in Results for example if you want to sort all of the names in Alphabetical order DARS 3 0 Fundamentals 2 Manual v0 3 Filter Fields Allows you to apply a criteria operator to an 1 output field for example if you wanted to display the SUM of revenue amount but only wanted to see amounts over 10 000 you could apply a Group Filter Field of Greater than or equal to the Amount Inclucbe recorda where 3 SUMIRevenmpe Amount is pot blank Selection A list of the constituent IDs that match the query criteria Used to capture the data that will be
84. formation added to the database since the most recent process of that smart field except where parameters have been changed To update the value of the smart field and consider information entered during all dates that satisfy the date range click 3 a Ciear reset WD Note The clear results operation resets the as of date the last run date of the smart field refresh process This means that DARS will only process records which have been changed since the last run unless the parameters have changed enabling the smart field refreshes to be much faster after the initial run A Important For smart field instances where the parameters have been changed since the last run date of the process the smart field will be processed against all records and information 6 To view the process history of a smart field instance click on the name link 8 2 Add a Smart Field Instance 2 The Select a smart field 1 Navigate to the Smart Fields page and click on definition dialogue box opens 2 Select the required definition and click The relevant dialogue box opens The smart field definitions are created by the DARS Development Team If none of the available definitions meet your needs contact the DARS Helpdesk DARS 3 0 Fundamentals 2 Manual v0 3 66 Add constituent revere giving years tmart feid o Vobers pester the ur epa Haho mas ma o Hap ver sra s 3 Enter a name using the DARS Naming Convention 4
85. g csv Files to Excel for relevant instructions 12 5 6 Find and Replace Values There is no equivalent in DARS 3 0 for the Find and Replace functionality in DARS 2 9 You can however use generic browser functionality to find a text string and then edit the field s as required This might be useful where for example you have a long batch and wish to find a particular entry 1 Click Ctrl f and enter the text you wish to find The relevant Find dialogue box opens either at the top of the screen or the bottom E Lo Chrome Firefox ES ext Previous s Highlight all Match case IE cs F Options DARS 3 0 Fundamentals 2 Manual v0 3 97 2 Enter the text you wish to search for and press Enter 3 If found the first instance will be highlighted e g e2154Badleian Build voy can edit the field as required then click on the next or previous link to find other instances 12 6 Steps in the Import Process Generate B Add Import Run Import E Confirm Import E Check and Commit Header File Process Process View Exceptions Batch With Import you can easily move data from one programme to another Import is particularly useful for example for migrating data from an external database or spreadsheet into DARS You can also combine import with export functionality to move information in and out of DARS For more information on Export see the Fundamentals 2 manual You can use the import process to add new records to
86. g Selection b To create a new Selection click gt on search screen at top right of results grid After creating your query save it ceee a selection jg automatically ticked and greyed out The new Selection is entered in the Selected constituents field of the Add populate research group process dialog box 7 Select the population method a Add members from selection add additional members to your group without removing the current members Only records included in the selection are added to the group by this update Any other changes made to the group before the update is run are not affected b Update member list from selection Updating members of a research group will replace all the current members with a new list of members from the selected Query Selection 8 If required tick and enter a name following the DARS Naming Conventions 9 Click e i Note You will need to run the process before constituents are added as members of the group DARS 3 0 Fundamentals 2 Manual v0 3 34 4 4 3 Run the Populate Research Group Process 1 On the Populate Research Groups tab select the relevant process not the name link and click 495 stan Or on the Populate Research Group Process page click under Tasks in the Explorer bar 2 The Run populate research group process dialog box opens Run populate research group process o N TAN T De he f TRHO CLIA Tes Resew Selec
87. gers 5 Click hame DARS 3 0 Fundamentals 2 Manual v0 3 38 4 11 View the Constituent Record of a Group Member 1 Navigate to the relevant groups Name Research Group gt Members tab as per instructions on previous page 2 Click on the relevant group member s name link Their constituent record opens DARS 3 0 Fundamentals 2 Manual v0 3 39 5 Exporting Data You can export data from DARS to use in another software application or to use in other processes in DARS For example you might export basic constituent interaction data as a csv file add updated information the results of a telethon appeal for example to the csv file and then import the updated data into DARS The overall process steps to create and export data from DARS are e Create an Export Definition e Create an Export process e Run the Export process e Download the Export file 5 1 Export Definitions The processes outlined in this section refer to Export Definitions created in the Administration area Export Definitions can also be created in the Marketing and Communications area however they are used for different purposes Regardless of whether you are creating Export Definitions in the Administration or the Marketing and Communications area however the process is the same The table below indicates which Functional Area gt Export Definition functionality is used for the relevant process or functionality in DARS Marketing and Communica
88. gn Working Group via the DARS Helpdesk 1 On the Query page click gt and click Lo 2 In the Browse for fields in pane select Smart Fields The Smart Fields display below and in the centre pane under Related Items Select the Constituents source view fuwse for DASI i aC anat Fkh Oe od rrr 13 Stes eat Fishi AA HAM TESTOS SYSADM MONEY Sr AM IN S7 HA f A Fes toe O AA WAMI TESTO CHELOATE wrt fie gt AA HAM Teste ORIt ATI AA_HAM_WITEST 04 _COLLMOOF 1 A Hard ITECTO omer Field AA_HAMLVSTEST_04 COLIMON Smart IAA HAAI WITEST mart Fbi 3 Important You cannot drag the fields from the centre pane at this point To use smart fields you should select the smart field instance in the Browse for fields in pane or double click it in the centre pane The specific smart field name and the Value field are displayed in the centre pane 4 Drag the Value field to the Filters and or Output Fields panes and any other Filters Output Fields as required Remember to include all required suppression fields and selections not shown in example see your Super User for advice i E Reutte hdi to ipia J Name T Address Premaryj Cm T address Primary ORIY T interests Interest type 5 The results for the example sorted by country Frere veal Albain Juma TTE beter ets Peet etl feo WD Note If the results are not what you expect check your filters If after any adjustments they
89. he bottom of the page is populated with personal and contact details This window is collapsed by default To expand click on the Constituent qe Window bar You may need to drag the window up to see all details DARS 3 0 Fundamentals 2 Manual v0 3 95 2 You can use this to check you have the correct constituent select the Information tab to check their Applications or select the Declarations tab to check any existing details 12 5 3 Edit Constituent Data Depending on the type of batch you can edit constituent data and go to the Constituent record from within the batch data entry screen 1 Select the constituent line on the batch data entry screen sq E 204 rt A ATT der burdo weer den Ll fessa sed Y mr et peer Y IRA bars 1 Petey Posed tring AP eye li pul 1 UR POL Qnei 2 To edit the constituent s details click f in the Main toolbar The Edit individual dialogue box opens Refer to the Fundamentals 1 manual for further details 3 To go to the constituent s record click in the Main toolbar The Constituent s record opens in a new window or tab depending on your browser settings 12 5 4 Set a Message for a Row When entering batch data you can attach messages to specific rows in the batch entry screen For example you might need to set a reminder to follow up solicitor details 1 Select the row you wish to add a message to and click in the Mail toolbar The Set message for row dialogue box opens EA C
90. he use of Information Technology Facilities All university members should adhere to the following regulations when using IT facilities Website www admin ox ac uk statutes regulations 196 052 shtml 2 4 Data Protection amp DARS The DARS Participation Agreement and Data Access Protocol can be downloaded from the DARS Website Website https Awww darscentral ox ac uk DARS 3 0 Fundamentals 2 Manual v0 3 8 3 Queries 3 1 Introduction to Queries om The Query is a tool used to find and group records that meet a set of criteria Queries are intended as a means of creating a categorisation of data either for a defined purpose such as a telethon or mailing or as a more informal means of gathering Statistics Queries enable the user to apply a selection of filters to refine include or exclude specific data as well as sort and arrange the results as required There are two types of query Ad hoc and Smart An Ad hoc query is one that you will build yourself using exactly the type of data you want to include A Smart query is predefined to perform complex calculations based on a standard template You cannot modify a Smart query In this course we will only cover how to create and use the Ad hoc query 3 2 Parts of a Query This is the criteria you will use to choose the records to include in the results A query must have at least one filter but 1 3 Atkiress Primary Cay is egual to Edinburgh also can have many
91. ield type For example a query with the criteria Birth Date is less than 01 01 1985 returns any record with a birth date occurring before 01 01 1985 and any record that does not have a birth date DARS 3 0 Fundamentals 2 Manual v0 3 28 Is less than or equal to Is greater than Is greater than or equal to Is not between Is like Is not like Selecting is less than or equal to as the condition indicates that the records selected must have an entry less than or equal to the value you define For example if you select Date added is less than or equal to 01 01 2008 only records with a Date added of 01 01 2008 or less are selected This operator includes records with the value you selected in this case 01 01 2008 lf you select is greater than as your condition the records selected must have a value greater than the one you define For example if you select Date added is greater than 01 01 2008 only records with Date added information of 02 01 2008 and later are selected Records with a Date added of 01 01 2008 are not included Selecting is greater than or equal to as your condition limits the records selected to those with a value greater than or equal to the one you define For example if you select Date added is greater than or equal to 01 01 2008 only records with Date added information of 01 01 2008 or later are selected This operator includes the value you selected in this ca
92. ils of the most recent operation of the process These details include the status of the process the start time end time and duration of the process the person who last started the process the name of the server most recently used to run the process the total number of records processed and how many of those records processed successfully and how many were exceptions Each time you run an export process the program generates a status record of the instance On the History tab you view historical status record information about each instance of the export process The information in the grid includes the status of the instance the start time DARS 3 0 Fundamentals 2 Manual v0 3 52 end time and duration of the instance the person who started the instance the total number of records processed during the instance and the server used to run the process for the instance On the Job schedules tab you view the job schedules of the process in the database The details in this grid include the name of the job whether a job schedule is enabled the frequency of the job schedule the start date and time and end date and time of the scheduled jobs and the dates the job schedule is added and last changed in the database You enter this information when you set the job schedule of the process 5 2 6 Delete an Export Process You can delete an export process from the Export page or the Export list status page When you delete the expo
93. in the City field are selected such as Augusta and North Augusta You can use wildcard characters with this operator Choosing does not contain as the operator selects records that do not have the defined entry anywhere in the field you specify For example if you select City does not contain Augusta only records without Augusta anywhere in the City field are selected You can use wildcard characters with this operator DARS 3 0 Fundamentals 2 Manual v0 3 30 4 Research Groups A Research Group is a static list of constituents that can be added to manually or with a query selection They can replace the need to keep separate spreadsheets of information and will helo you to more effectively keep lists of constituents For example when researching potential prospects or keeping a planning list of potential invitees to an event Research groups provide an easy to use navigation interface between the Research Group list and the constituent record WD Note Group and Organisation constituent records cannot be added to a Research Group Research Groups can be created using an existing query or selection you create at the same time as the Research Group For instructions on how to create queries and selections please refer to the Fundamentals 2 course manual Constituent records can be added to or deleted individually from the group and you can update your group using a new selection You can create as many research groups
94. ing the system Tel 01865 612300 Fax 01865 284880 Email DARS admin ox ac uk Hours Monday to Friday 8 30am to 5pm UK time excluding public holidays and University closure days Website https Awww darscentral ox ac uk 16 2 Additional DARS Documentation The DARS website contains a library of information about the project key process and the weekly circular Documents Underpinning httpos www darscentral ox ac uk page aspx pid 2232 DARS Frequently Asked Questions hittps www darscentral ox ac uk page aspx pid 2232 Circular httpos www darscentral ox ac uk page aspx pid 2192 Director of Development List https www darscentral ox ac uk page aspx pid 2206 for clearance requests Clearance procedures https www darscentral ox ac uk document doc id 721 16 3 DARS Project An overview and further details about the DARS project can be found at Website https Awww darscentral ox ac uk 16 4 DARS Glossary For a list of DARS terminology and their meanings Website https Awww darscentral ox ac uk DARS 3 0 Fundamentals 2 Manual v0 3 126 16 5 Document Information This document is subject to change amendments will be apparent from a change in version numbering Revision Changes Summary of Changes Date Number 3 04 12 13 0 Updates following BAU review Add Batch Entry Screen Shortcuts section Handed over to BAU as final draft for go live DARS 3 0 Fundamentals 2 Manual v0 3 127 17
95. is one exception only the constituent ID field will be used when the process is run all other output fields will be ignored Furthermore additional rules are applied to the query results when used in a process so the number of results in your query may differ once the process is complete For example if you create a query that will be used in a mailing the Mailing process will apply any Mail Preference or Solicit Code rules to the list of results This could change the number of records affect Also keep in mind that certain fields within DARS can create multiple lines within the query results For example if a constituent record includes multiple interest entries and you choose to output the Interests field each interest will be listed on a separate line When this query is used in a DARS process then the constituent record is only included once WD Note You can select to suppress duplicate rows in query results See the Results tab section in Creating Queries for further information The second consideration you should make when building a query is which Source view to use All queries are based on an initial source view which will determine the field categories available to include in a query Selecting a specific source view instructs the programme to select that particular type of record for inclusion in the query The most commonly used source views are Constituent and Revenue however there are several others as detailed in the table
96. ith email addresses e Selection 2 Would be driven by a query that identifies all alumni with email addresses and a collected consent attribute Not only would you be able to make a very quick comparison but using KPIs you would also be able to set a target For example your college department would like to have collected consent from 75 of alumni with email addresses by the end of the year 15 1 2 Count Towards Target KPIs These KPIs would allow you to set a single fixed target then measure performance against it Whereas the percentage KPI gives you a proportional representation this will give you a numerical one For instance An Event Co ordinator has 150 places at their event and wishes to measure how many places are taken Fewer than 50 places would be poor 51 99 places is satisfactory and 100 is good One simply creates a selection of the registered guests and measures the count against the targets set in the KPI DARS 3 0 Fundamentals 2 Manual v0 3 15 1 3 Revenue Towards Target KPIs Revenue towards target KPIs are similar to the above Count KPIs with the principal difference being that the KPI can perform the maths for you i e a Sum Average Minimum or Maximum count For instance A fundraiser wishes to generate 40 000 in donations for a new project with a college or department and measure performance towards that goal One could create selection of the gifts received into a particular designation and
97. leted from the group if the records still match the conditions set in the query 4 6 Add New Members Using a Selection Running this process will add additional members to your group without removing the current members Only records included in the selection are added to the group by this update Any other changes made to the group before the update is run are not affected 1 Select the relevant process and click The Run populate research group process dialog box opens see previous page On the Selected constituents field replace the Selection shown with a different one if appropriate Select Add members from selection as the population method Click Les GP c arpa When the process has run will show and your group will be populated Delete Members Navigate to the relevant group s Name Research Group page gt Members tab Select the relevant member line and click 7 or tick the checkbox beside one or more member s lines and click at the top of the list the number in brackets indicates number of records selected DARS 3 0 Fundamentals 2 Manual v0 3 36 3 Click to confirm 4 8 Edit Group Permissions 1 Navigate to the relevant group s Name Research Group page and click F Edit group permissions under Tasks in the Explorer bar The Edit research group permissions dialogue box opens Edit research group permissions a Carol Mechel oe Help Sae Cancel 2 Edit the o
98. list to be accessed by an external mailing house or you can download data to be used in a spreadsheet programme for further analysis In Export you select the query of records to export and specify the format to use for the exported data You can also schedule an export process to run at the time most convenient for your organisation such as overnight See Queries and Exporting Data for further information DARS 3 0 Fundamentals 2 Manual v0 3 84 12 3 Add or Update Records by Batch Multiple constituent records can be updated or added to DARS via a batch There are default batches in the system which you can tailor for your own use You can however have a tailored batch set up in the system for your site where you can specify the fields and defaults you want to appear in the batch Please contact DARS Support Centre for further help with this When adding details to a batch the data is not written to the constituent records until the whole batch has been saved validated and then committed All three of these steps need to take place in order to complete the process and update DARS with the new constituent information 12 4 Steps in the Batch Process Add New B Enter Batch VEI EL Commit Print Control Regardless of the type of batch created you will use the same process when using batch entry to add or update records in DARS The steps below outline that process Batch Data Batch 1 Add a new batch To use batch entr
99. ll to and select the Selections node or a node underneath The Selections available in the selected node appear in the centre pane Pre tor tects a vie UIP OA Mal Preference letter tecla whe SN A II haih rerh 2 MEL remot tac Query Re j HELP Tenia General Dueris Ra J Enn p AMER SLUIPP 001 LIODO AMES MAL ANNE Annual Fani indri 3 Esicts m AMER ALUPP 307 UODO AMES MAL CMGN Campaign Report T Exists m AMER SLIPP 9039 LIODO AMES MAL DFEL Chnstmas Ca g I E MAR LIDAD Oxford Today y Enu p AMER SLUPP 147 LIODO AMES 3 JP COLL Internal Decision Si J Extets m AMER SUPP 148 UODO AMES gt x x SF UUPO COLL Mail Preterence Ys 4 Exists ep ANPE SUPP 004 9000 ANPE SF SLIP COLL System Seppressie T Esta m ANTE SUPP 003 000 ants TUIE OYIN Ttertul Deciwon J Enst P ANTE SUPP 0M UODO ANE Resists oidi to dingy gt SUPP OOO Mad Preference Su T Exists e AE SUPP 007 JODO ANNE Mame UIP OUI Sestem Suppress T Kast m Ale CPP 088 OOD anne TUN Ad Hoc Data Ched T Exists p ANTH SUPP 300 Anthropolog 7 gt HEN Nothuition sanos lr Exts p ANMTH ALP 90 Aoi odo T VOW Performance Queries 3 Enh oe ANTI APP 00 Mi ado tj 2 SYS Pow Migration Clarin T Esiste m ARCH SLOP 307 Archaeology gt SSW Weekly Dista Clrect T Ensti m ARCH SUPP Pd Ardusat 2 Double click the required Selection in the centre pane The Apply Criteria dialogue box opens For Suppressions ensure the Value is set to No the Suppressions
100. ls 3 Drag required fields from the centre pane to the Results fields to display pane and add required filter field s to the Include records where pane Remember to include all required suppression fields and selections not shown in example see your Super User for advice Note the output fields in this example have been renamed DARS 3 0 Fundamentals 2 Manual v0 3 Inchatle recard Educabon Orma v Orford Coleos Atirinute Vaue ts equal to Balbo Pere 7 md Ecker atom Prunary Grachasfon de as equal to 1995 Ke z 9 hetults acs to dupla T Nate J Equcanon PMA Aca t dom vores Dearest J Educaboo rmmary Adchhonal bformabom Academic catalog tollege Department J Fducation Primaj Adchnormal Porm adam Academ catalog department Subject area J Faucanon Svimary AcaGenud Ct aog Proa Level 7 Educaboo rimary Date atterciecd trom Hate trom J Edicion Primar GaGston date Grachunon date J Assigned Securty Groups Secunty on up name ute 4 Results for the example scenario Shane Deg 1 i ISO te i Date tom ridunbos dat n A DA fag piai t t Live p Lreceent i j LA t j huge 17 had 1 hect HA Le he T J j y lus 1951 1 het vO bd 4 1 pa tyi tent Ey ta l tal J mal ts j Rab leg 9 4 Query on Research Group Scenario A college wants to invite members of their legacy society to an evening dinner They have created a group for these members and want to send out the invites but exclude those members who do
101. matically added to this pane and can be removed DARS 3 0 Fundamentals 2 Manual v0 3 t 1 BLA LA Li LA OJ DJ LJ lt z 3 1 J DE mm Irii gt gt gt 4 Select the Set sort and group options tab e The Select results fields for sorting or group filters aka available fields pane displays all output fields as added to the Results fields to display pane i e The Sort records by pane enables you to make changes to the order of your results Include the fields you wish to sort by dragging them from the available fields pane e The Include record where pane enables you to filter on aggregate values of output fields In order to produce a group filter a calculation must firstly be performed in the Include record where pane on the Select filter and output fields tab This is explained further in Creating Queries 5 To view results of the query select the Results tab Previn rei Smart Date Cormotuemt flame Convert Lootim D 11 000 00 im Li 2013 Geral 6 1 1 20 00 05 11 2013 LI A Pl 6419 01 11 2013 Donaid M Durch 88 10019570 6 Selected output fields appear as headers in the query results Click on a header to sort the results in ascending or descending order of that field 7 Query results can be downloaded in csv or xlsx format Refer to Download Query Results 8 You can also choose to suppress duplicate rows in query results See next section 3 5 Creating
102. mport list page click under Tasks in the Explorer bar 2 Click to confirm 12 6 6 Run Import Process After you add an import process to DARS you must then run the process to import the data and add the batch to DARS You can run an import process directly from the Import page or from the Import list process status page 1 Navigate to the Import page select relevant Import process line not the Name link and click n OR On the Import list page click mira under Tasks in the Explorer bar 2 The Import list process status page opens When the import process finishes the Status field on the Recent status tab will display Completed Completed with exceptions or Did not finish depending on the results of the process wi TRNG COMM EFM Test Update Batch Import 14 10 2013 onstituent Uplate Batch PSP caste ai prsel the s BSPWTN 46 3 14102013 10 2847 Records has asset 1 WD Note Records are not committed to DARS until you commit the batch created from this Import process See next section 3 If the completed import process includes exceptions the system creates an exception file This file lists the records that were not processed You can view these by clicking on Sommlostesspiontie A standard Browser download dialogue box opens DARS 3 0 Fundamentals 2 Manual v0 3 107 Opening BatchUORE10119 cs x You have chosen to open CENI BatchUORE10119 csw which is a Microsoft Offic
103. mtaent Prob Poz ns rt Protle Reprint Alerend tard Prode Peqroet fuck anet start Pecos Det set Page eta Feversse bie wi star F atpe metteert Truce Penmort Weh Deaf Carrier Pane estan Veri Page nn Ara ists Retra Hita Page poe bioman Page por A Pape Dereesecdt Optom Far EME pony JORD LONN oe 3 Select the required page such as Constituent and click 4 In this example the Constituent page for the first constituent in the results list opens with the Browse query results window displayed below 2 Robert gt Y q e 7 s se J ut terme Mes amnes A HI t l 5 Dd t t lo oe E er DARS 3 0 Fundamentals 2 Manual v0 3 24 4 Previous record P Next record Use to scroll through individual records in turn To change the page type you are viewing select another option from the drop down View records with Constituent Page s list s 7 To close the list browse window click on the x in the top right corner of the Browse query results window 3 11 Manage Queries Queries are managed from the Query page From there you can add new queries and view and download results from existing queries that you have access to You can also create new queries based on existing ones avoiding duplication of effort 3 11 1 Search for a Query 1 In the Analysis functional area click The Ad hoc Query Search page opens Search for the query OR On the Query page enter or select crit
104. nd address entered to verify the constituent does not already exist in the database If the programme finds another constituent with the same information it links the constituent in the import file to the existing constituent record If the programme finds multiple constituents with similar information it flags the constituent in the batch as a possible duplicate b For unmatched fields in the Batch template column click on the drop down list in the adjacent Import file column field and select the corresponding heading from the csv file DARS 3 0 Fundamentals 2 Manual v0 3 102 import fde column 10 If the Map collection field button is enabled select the relevant Import file column field and click YLSRIA The Collection field column map dialogue box opens hari of LA a Collection fields can support multiple entries Enter the number of entries to import for the collection field On the grid the fields required for each entry appear b Click teml if applicable c In the Collection field column the fields required for each imported entry appear For each field in the Collection field column in the Import file column select the field name of the corresponding data from the selected csv file d Click L You return to the Add import process dialogue box 11 Select the Set options tab a On the Import workflow sub tab select the relevant Batch commit option b On the Constituent matching
105. non fhetd CIME 3 5 Click A standard browser download dialogue box opens 6 Although the file you will be creating is a csv file initially there are no data rows only headings so you can select to open or save the file as desired Refer to important note below Make your selection and click gt DARS 3 0 Fundamentals 2 Manual v0 3 99 7 If you choose to save the file a standard Windows Save As dialogue box opens Complete details and click E 4 gt z Paka peat E J 4 e685 gt BAILES O a 8 You can enter data into the file immediately or return to it later Remember you must re save as a csv file to be able to use it in a DARS process Once you have the import data csv file ready you can then add an import process T Important To retain leading zeros in phone numbers and post codes once there is data in a csv file you should always import it into Excel rather than opening it directly See Importing csv Files to Excel for relevant instructions if required 12 6 2 Add Import Process You can create an import process to generate a batch to add or update information from a file created in another application For example you may have an event during which you enter data into a Microsoft Excel spreadsheet After you save your spreadsheet as a csv file you can import the information into DARS Remember to check currency phone number and date formats and change if required prior to im
106. nt To copy or save with a different name you should first select the Set save options tab rename and click seve The Edit dialogue box closes Re open the new Export Definition for editing 4 If editing the Export Definition DARS 3 0 Fundamentals 2 Manual v0 3 47 a The options are the same as when you Create an Export Definition except that the a option on the Set save options tab is not available b Make changes if required and click L swe 5 If viewing only click LX or when finished 5 2 Manage Export Processes In Export you select the query of records to export and specify the format to use for the exported data You can also schedule an export process to run at the time most convenient for your organization such as overnight 5 2 1 Export Page On the Export page you can view and manage export processes depending on your security rights and system role W Pepa 1 Inthe Administration functional area select The Export page opens Y Export 2 The Export page displays a list of the export processes in DARS The information on this page includes the name and description of the export process the name and type of the query or Export definition and the site To update the page click L 3 To view processes relevant to selected sites select from the drop down list in the filter bar or click to select a specific site s this will depend on your access permissions and click 4
107. nual v0 3 71 6 If a constituent makes a payment on the same day with two or more equal application i e against different designations amounts only one of the application lines may show in the results To ensure that all valid rows are displayed you should a Add the Revenue Application Details Designations Public name field to the Results fields to display pane as shown in the example above Suppress duplicate rows b Select the Set save options tab and un tick 7 The results for the example show that Gift Aid Gross amount is equal to the original amount the claimable Gift Aid amount 9 1 1 Description of Gift Aid fields e Claimable tax claim amount The amount of Gift Aid tax Claim Amount that can be claimed on the revenue item once claimed i e R68 process run it is set to 0 e Declines Gift Aid Donor declines Gift Aid so no Gift Aid can be claimed on this revenue item e Gift Aid Qualification Status Indicates if revenue qualifies for Gift Aid e Note Not to be confused with eligibility A constituent may qualify for Gift Aid but not be eligible for example if they have not completed a declaration e Gift Aid sponsorship Donation based on another constituents Gift Aid For example do a sponsored walk but am not eligible for Gift Aid however the cause that am walking for is therefore the Gift Aid can be claimed by them although it is recorded against my donation e Gross Amount
108. nventions Enter a description to help identify and explain the import process Select a site if required Enter or select the batch owner if required a es oe E Against Import type select whether to import the csv file once or recurring and tick ee I First row is header if required 8 Select the import source from the server or from local file i e the workstation or network DARS 3 0 Fundamentals 2 Manual v0 3 101 a lf you choose Local file click to locate and select the file to import i b If you choose Server select the subdirectory and file from the drop down lists Gabino 3 c If you choose Default network directory select the file from the drop down list Import romge Defeat neta cl drectar4 7 wr 9 On the Map fields tab the fields specified in the selected batch template are shown in the Batch template column a To automatically match fields in the csv file to fields in the batch design click Le aute map The programme attempts to match the fields of the selected batch design to similarly named columns in the selected import file You can adjust the mapped fields as necessary Butch template colurnn impot Me cotum C omahiwert _ Loolbun ID Lash Oto DG Mr 10 reabonsh type 4 of 17 baih fiol eee Deer mappe G Note When you import constituent records that do not include lookup IDs or system IDs into a batch the programme automatically uses the name a
109. oncept is such that the criteria within brackets must be met before other criteria can be considered E The Summarize button can be used to view a calculation based on field results rather than the actual contents of the field Examples of calculations include Count Sum Average Maximum Minimum this list varies depending on the field in question aby Change the column header name Multiple Ascending and Descending Sorts can be applied in the Sort fields pane DARS 3 0 Fundamentals 2 Manual v0 3 3 13 Query Operators When you apply filters to a query you establish a set of conditions each record must meet to be included in it These requirements are established by applying Operators to the fields you select to use as filter fields The list of Operators can change in accordance with the field selected An exhaustive list is provided below Is equal to Is not equal to Is one of Is not one of Include Blanks checkbox Is less than When you choose this condition the records in the field must have the exact value you define For example if you choose City is equal to Manchester only records with the exact entry of Manchester in the City field are selected When you choose is not equal to as your condition the records in the field must not match the value you define For example if you specify City does not equal London the condition selects every record that does not have London as the city
110. ord you need to process it On the Smart Fields list select the smart 3 Process smart field field instance you just created and click See previous section for further details Smart Fields are listed under the Smart Fields node in the ad hoc query builder Field Explorer pane See next section G Note Smart Fields appear in the Browse for fields in pane even when not processed In addition if results have been cleared on the Smart Field page the last results still show in the query Remember to process the Smart Field as soon as it is created 8 3 Using Smart Fields in Query After a smart field is created and the values generated you can use the smart field in ad hoc queries and view the information on the Smart Fields tab of related records G Note Smart Fields appear in the Browse for fields in pane even when not processed In addition if results have been cleared from the Smart Field process the last results still show in the query If the results do not appear accurate contact the DARS Helpdesk DARS 3 0 Fundamentals 2 Manual v0 3 68 New Smart Field Instances are set up and processed for you by your Local Site Admin user s If you do not know who your Local Site Admin user is or believe you should have this role contact your Head of Development or the Head of DARS These instances are created from specific Smart Field Definitions that are available Requests for new definitions should be made to the Core Desi
111. ort field contains one value in your database For example Birth date is a one to one export field because constituents have one birth date A one to many export field contains several values in your database For example Email address is a one to many export field because constituents can have multiple email addresses 5 1 1 Create an Export Definition 1 In the Administration functional area click The Export Definitions page opens Export Definitions Ww 2 Click The Select a Source View dialogue box opens On this page you select the view containing the type of record you want to group in the export definition EA 3 Select the source view for the export definition and click ok The New Export Definition dialogue box opens DARS 3 0 Fundamentals 2 Manual v0 3 41 G ne e The Browse for field in aka field explorer pane shows the field nodes available for the selected type of export definition You can expand a node to see its uE available fields Click or to un hide the pane e The available fields and system fields for the selected node display in the Select fields centre pane 4 Select the fields for each record in the export output To specify output fields for the export select and drag them from the centre pane to the Selected fields pane Selected fields correspond to the information you want to see in the export These fields appear as column headings on the export outpu
112. ox opens DARS 3 0 Fundamentals 2 Manual v0 3 121 Update KPI x fa n Process once usa current date Back date Start cancel a Select to process once using current date or to back date b Click Let The KPI update status page opens 9 TRNG CLM Testing KPis KPI 6 On the KPI name page the graph and details under Goal status are updated 15 1 6 Set up and Manage KPI Alerts You can set up automatic alerts to be sent to other users when milestones or goals are met For example you may wish for a Development Director to be immediately notified when a campaign goal is reached 1 On the KPI name page click wes under Tasks in the Explorer bar 2 Click to confirm The KPI name status changed alert page opens Lo TRHG CLM Testing MP is status changed alert 3 Under Email content on the Manage alert definition tab the email subject and F Edi content are displayed Click to edit the subject or add additional content 4 Under Assigned users on the Manage alert definition tab click Misa User and enter the name of the recipient Application user or asm gt Bulk and enter search for the selection of Application users to send the alert to If no selection exists you can create one from the search screen DARS 3 0 Fundamentals 2 Manual v0 3 122 Assign users to a custom email alert instance ac Acute overs from teleron gt e ty ee Caneel a When recipient s are selected click
113. pears in the specified format See table at end of section for formatting examples WD Note You cannot include seconds or time zone offsets in the format of exported time data 8 Click The table below shows how the date and time specifiers will display data dddd Full name of day DARS 3 0 Fundamentals 2 Manual v0 3 51 MM Numerical month double digit MMM First three letters of month Sep MMMM Full name of month September YY Numerical year within century Full numerical year Hour two digits in a 12 hour cycle Hour two digits in a 24 hour cycle Minute two digits 00 59 Ante meridiem AM or post meridiem PM 5 2 5 Export List Process Status Page Each export process in DARS has a status page referred to as the Export list page On the Export list page you can view information about the Export process such as the name description associated Query or Export definition and the Export type Each Export list page also includes information about the most recent operation of the process and historical data about the process Depending on your security rights and system role you can perform various tasks to manage the export process from its Export list page On some process pages you can manage the job schedules of the process To help manage this information each process page contains multiple tabs TRANG CLM Export Edinbur g constituents 1000 00 Export On the Recent status tab you view the deta
114. plorer pane is created as a Smart Field instance in the Administration functional area 8 1 Manage Smart Field Instances Only Local Site Admin users have access to the Smart Fields area If you do not have access and believe you should contact your Head of Development or the Head of DARS wE omari erli 1 Inthe Administration functional area under Data click E Smart Fields 2 On the Smart Fields page you can see a list of existing smart fields instances To yy Filters view only certain ones use the functionality 3 To view further details of the smart field instance select the line not the name link to expand the details below 4 4 Smart fields appear in the Browse for fields in aka field explorer pane of the query builder regardless of whether they are processed or not In addition even if results have been cleared from the Smart Field process the results from the last time processed will still show in the query DARS 3 0 Fundamentals 2 Manual v0 3 65 To ensure that accurate data is available in queries and on the Smart Fields tab the smart field should be processed as soon as it is created To process a selected smart 2 Process smart tel field instance click S A Important If you run a process again without clearing previous results first the new set of results may not be accurate see next point 5 When you process a smart field the program updates its values based on the in
115. porting the file See Steps in the Import Process for further information You can add an import process from the Import page or the Batch Entry page 1 On the Batch entry page Administration gt gt click under Configuration in the Explorer bar The Batch Templates page opens eae Batch Template Create import a Select the batch design on which to base the import and click DARS 3 0 Fundamentals 2 Manual v0 3 100 Select a batch Lermalate es mec thee hath terrgriate to ine phen serte A BA lapa J o parameal Hatan p Y A tte wae 4ereren IL Comte ADP TELE ASI Atid har combat etic tee tetefion recond ARTIF TELE ASIM Acid teo a adria pdas frome Telethon SJ ANG TELE ASM Codtectet Comment Brereet Batch APP TELE AIM LODO Taron d daa hoon a Ups Comers Batch i miren Wociate ALPS rad Marh Cum Update Batch 5 DIAS BPO ADM AE Lost D import T DRLE AD pan Ent RATE AMA isre A lpectverrnm mpat Rech TT OBAS VEO ADM Mew Cobeue Comi em Le TOBA IMO AAA Chaaget import Batch 2 teas ihe ADA usur lhors hor T ORAS APO AAA prins Degas atan haurt e TOA DAD AA Erkon breotrersents Batch Tanpi gt MESS AAA O AI OF a Select the relevant batch template and click ox OR On the Import page click 2 The Add import process dialogue box opens Aeman wre CC Y in beet 3 Enter a unique name to help identify the import process Remember to use DARS Naming Co
116. propriate fields in DARS Run import process to import your data to batch Find check and validate your batch Commit batch creating a selection of committed records for checking Use selection to check the import was successful Ss es tS Deal with any exceptions generated by the batch committal 13 2 Prepare Data for Import 1 Set up your import file so it matches the batch template used for this import Referring to Generate Header File generate a header file selecting the SYSW IMPO ADM Wealth Engine Import Batch from the list of batch templates 2 Open the file and use your Wealth Engine data to populate the spreadsheet We recommend that the start dates for all start date fields are the date of import and the comments read lt College Name gt Wealth Engine Data MMM YYYY For other fields follow these formatting guidelines Column Name Data Formatting Constituent Remove this column it is a default requirement of the batch template but not needed in the import file Lookup ID As per DARS lookup ID Estimated Giving Capacity Enter in the style Pound Sterling GBP or US Dollar Currency USD as per DARS currency code table Estimated Giving Capacity Number with two decimal places No currency symbol Giving Capacity Band Value bands eg 25 000 49 999 as per the DARS Wealth Engine Giving Capacity Band code table DM Score Number RFM Score Number See Appendix 1 for list
117. pus Select a Source View o E ibg l Ta v Sorte wew Des Tor gt Linonis Proweles the dalt bo query Ai coria rd feda Pevetr js npe t Dwuipidhon Thre prontos the alekty to queer all der cn Sokhi conan Me being Horno The Gee i ted 2i a becded eure for De med CIR 1 mt it cal T P a ho fet a sie Pramen 2 Ters mT gue d I a E es hn ma Cm a y am e 7 da eee J as is ret Dan E Amer Jie F has tran Dam Dior The T bene cone T Senet nave 3 howe 4 ep in 7 7 sirr on E ELDEN 6 hesg fin E ih srete 3 sie 3 te pe weet Ceete As Mi 4 1 Ji live Ladera ja MAN test 5 1 t Lstersp Y teed m n J A ssi a ri PA isa bi horbro m dy f p m Er or t ee J Diese 3 motets fasi J Lobo DO J tee Md TT a lt gt Fom Siym its 4 O rey oee 4 For each field required for filtering or output a Select the required node from the Browse for fields in pane b To add a filter double click the required field in the centre pane or select and drag it to the Include records where pane You can also drag the field from the Results fields to display pane Moss Tor tekh y elect Ve eros hell bn MA le recorda pere Pewee a b 7 Date j Greater hae 01 0 571 er H 77 Adgritimen J ed Transaction type is equal to Recwnng DT Apne al 3 Accent oeetem mo Mi Ah atoa Det 7 Ammy c The Apply Criteria dialogue box opens The options available such as Equal to Greater than or equal to
118. quired suppression fields and selections not shown in example See your Super User for advice 3 Next add required output fields a Select Revenue Application Details 1 Revenue Details Revenue Summary and drag required fields to the Results fields to display pane Note These fields are also available directly under Revenue however at that level they display information per payment rather than per application b Add any other required fields to the Results fields to display pane Change column headings if desired iw qt Detalh Alnoud Ameri ye ippibcios Detil Desgranon Pitch re Deuair Pevetu Sort Lars kevredi Ap hc Lats e Acido DIA Ao paa seit ee ts DICISI DIDI F gt Lal n lt k is E o hi he 3 wr Ag bcstare Detalh Nermine Deteh Prever mmay Gro Harih i wrih t i j eea Sy yy he ste I yi 4 If a constituent makes a recurring gift payment on the same day with two or more equal application i e against different designations amounts only one of the application lines may show in the results To ensure that all valid rows are displayed you should a Add the Revenue Application Details Designations Public name field to the Results fields to display pane as shown in the example above c Select the Set save options tab and un tick Pess duplicate rows 5 Results from example query above sorted by Date Beene Dve Arerrart Deum Ai Espere thani chee 4 E ferustedt or wrth thee
119. r than the specific record in DARS e To zoom in or out of the report use the standard browser shortcut keys Ctrl or Ctrl e To search the report for a word or phrase enter text asa click Find and press Enter or e To search for the next instance of the search text click DARS 3 0 Fundamentals 2 Manual v0 3 10 2 Accessing Custom Reports Custom reports are accessed from the Reports functional area f Reports Depending on your level of access a number of report categories will be available including e Revenue Reports which include the following types of reports e General Revenue Reports which includes CR NFR Cash Receipts New Funds Raised by Appeal and Dates e Student Support Reports which includes CR NFR Last Month Last Quarter and Whole Campaign donations to Student Support e College Revenue Reports which includes college specific CR NFR Last Month and Date Range Reports e System Checks these reports are used by the Process and Data Support Team to ensure that data quality meets required standards in addition to the weekly check queries o Note The System Checks reports category is only available to System Administrators and will not be visible by normal users e KPI Reports The KPI Constituents Breakdown report displays statistics of the constituents on DARS including breakdown of living and deceased constituents and breakdown of the user defined constituencies 1
120. ra Db irterect tpe tf o 9 When you complete setting up the fields select the Set save options tab CEZIJ a Enter a name following the DARS Naming Convention b Add a description of what the definition is used for Tick 4 Allow definition to be used by other areas of the application d Select the correct site if required e Field names are used as the column headings in exported files Sometimes these field names can be quite long and consequently the export file difficult to navigate For example the highlighted field in the screenshot below may be exported as the column heading Constituents Addressee and Salutation Primary salutation L Constituents B Name L3 Address Primary E Full address Ly Addressee and Salutation F Primary addressee E Primary salutation M Use short column headers To use a short version of the name tick This same field then appears in the exported file as PRIMARYSALUTATION DARS 3 0 Fundamentals 2 Manual v0 3 43 li Note To ensure that any re named field appears in the downloaded file Y live fel mames tor one to one column header instead of the short name tick For example the field Constituents Name in the screenshot above will appear in the exported file as the short name NAME however you might prefer it to appear as Full Name If you rename it you need to tick this option to ensure it appears in the exported file as prefer
121. rd College Attribute gt Value Main node in field Sub node List of attributes in field Field to select explorer in field explorer from centre explorer pane 11 1 Edit Preview Tabs The two main tabs you ll be using when adding content are the edit and preview tabs 1 Once logged into your wiki account the DARS Wiki main page opens 2 Select the Query Nodes Glossary page from the Navigation pane on the left 3 To add content to the current page select the Edit tab Read Edit View history Y Go before saving 4 The edit page displays what is currently on the Query Node Glossary Think of this part of the Wiki page as the back office task and the preview actual page as the front office result They work harmoniously with each other and if care is not taken when performing the back end task the preview actual page will look inconsistent or DARS 3 0 Fundamentals 2 Manual v0 3 81 incorrect The image below shows the basic correlation between what is entered in the back end and how that displays Wiki Edit Page gt gt gt gt Translates into gt Wiki Display Page introduction gt gt Translates Into BI SA e Use the formatting buttons and options to edit content e When editing you can quickly switch between the edit and preview tabs as shown in the example at step above This allows you to quickly see how the content will look on a the live page The more you use wikitext language the
122. ready be created however there will be occasions where you will need to create a specific one DARS 3 0 Fundamentals 2 Manual v0 3 98 Given that external data sources are many and varied it is not possible to have a generic header file to cover all circumstances Therefore creating a specific header file to match the data you are importing is very useful for ensuring that data imported from external sources can easily map to the relevant fields in DARS After you add data into the rows of this header file you can then add an import process for the file When you click Auto map on the Add import process page the programme automatically matches the fields of the batch design to their corresponding header values in the import file 1 Inthe Administration functional area click The Import page opens mp ar 2 Click 2 Senerate import header fle Unger Tasks in the Explorer bar The Generate header file dialogue box opens 3 Select the batch template with the fields to include in the header file Batch temple nitum Update Batch oecon held Cenantrty Help Ok Cancel 4 Under Collection fields the grid displays the collection fields included in the selected batch design Collection fields can support multiple entries On the Quantity column enter the number of entries to import for each collection field For example to import up to three phone numbers for a constituent enter 3 against the Phones entry obe
123. records or update existing records You can create an import file with an outside application such as Microsoft Excel When you select the file to import you can map each header of the file with its corresponding field in the batch The fields necessary to import or update information depend on the selected batch template 12 2 Batch With batch entry you enter and update information on records quickly because you do not open each individual record Instead you create a batch template to specify the fields to add or update in each type of record The programme lists the selected fields as fields in a spreadsheet layout called a batch so you can efficiently enter information in to DARS When you create a batch template you also select a batch workflow which defines the process a batch goes through to add or update its records in your database Regardless of the type of batch created you will use the same process when using batch entry to add or update records Note If your organisation integrates with Blackbaud Integrated Solutions Microsoft Outlook or MatchFinder Online you can download information from these programmes such as online Event registrations into uncommitted batches On the Batch Entry page you can manage the batches generated when you download information from another programme You can also export data from DARS to be used in hardcopy format or in another application For example you can download a mailing
124. red 10 Click Se The Export Definitions page updates with the new definition added to the list You may need to filter or sort columns to find it 5 1 2 Export Definitions Criteria A one to many export field contains several values in your database For example Email address is a one to many field because constituents can have multiple email addresses 1 When you add a one to many field to the Selected Fields pane the Export criteria dialogue box opens On this screen you define how many instances of the field you want to export the sort order for the field and any additional filters EA MA wD Note When you select fields from Address Processing the behaviour is different See Export Definitions Address Processing for further information 2 Enter the number to export This number refers to the node or record that contains the field For example for a Constituents export definition if you select Number from Phones the number to export refers to Phones and not just to Number 3 When you add another field to the same node in the Selected Fields pane of the New Export Definition dialogue box the Criteria screen does not open again To access the screen for that node right click the node and select Edit Filter J Constituent 3 gt Phone g Nu rd DARS 3 0 Fundamentals 2 Manual v0 3 44 4 Under Sort select the field to order the records by if required and select to sort in ascending or descending order
125. rt process you delete only the process status record that contains which query was used and any format options you assigned to the output We recommend you save a copy of the output file that contains the data extracted from your database When you delete the export process you can still use the output file in another software application 1 On the Export page select the relevant process and click OR A Delete pi On the Export list page of the relevant process click under Tasks in the Explorer bar 2 Click to confirm 5 2 Run an Export Process 1 On the Export page select the process to run and click Y t OR On the Export list page of the relevant process click slo under Tasks in the Explorer bar 2 The program uses the data in the selected query and stores the information in an export file The Export list page opens and displays the status of the process 3 When the export process finishes the Status field displays P TRNG CLM Export Edinburgh constrtuents 1000 00 Export DARS 3 0 Fundamentals 2 Manual v0 3 53 5 3 Download Export Output Once you run an export process you can download the output file for checking data and fields You can also use the downloaded file in another application or process or to send to a mailing house for example AN Important If you download a csv file and edit it and wish to use it in any DARS process it must be re saved in csv format AN Important If
126. s provided will deliver the information you need We will also be building out more Smart Query options over time to cover more of the areas that users are regularly querying on in DARS lf however you are unable to find a Smart Query that meets your needs the DARS Support Centre may be able to develop one for you Suggestions for new Smart Queries should be sent to the DARS helpdesk via your DARS Super User A member of the support team will then get in touch to discuss your requirements and take the request forward WD Note Priority will be given to Smart Query requests that will be of benefit to multiple DARS participants users across the collegiate University DARS 3 0 Fundamentals 2 Manual v0 3 64 8 Smart Fields smart fields are created using a specialist type of query in which certain criteria parameters and values can be pre selected They combine multiple pieces of data and or determine which data to display based on what is available Smart fields provide users with quick access to specific information that otherwise might take hours or days to compile For example the Constituent Giving smart field enables you to calculate the total giving of your constituents based upon user defined criteria After a smart field is created and values generated it can be used in ad hoc queries and the information can be viewed on the Smart Fields tab of related records Each smart field listed in the ad hoc query builder Field Ex
127. se 01 01 2008 When you choose is between as the condition the records selected must fall within a range you define This condition is inclusive For example if you select Date added is between 01 01 2008 and 01 01 2009 records with Date added information between 01 01 2008 and 01 01 2009 are included Dates equal to 01 01 2008 and 01 01 2009 are also included If you select this condition records included must not fall within a range you specify This operator is inclusive For example if you select Date added is not between 01 01 2008 and 01 01 2009 only records with Date added information before 01 01 2008 and after 01 01 2009 are included Dates equal to 01 01 2008 and 01 01 2009 are not included J The is like condition enables you to use the and wildcard characters to replace a character or a set of characters in a field This operator and the wildcard characters are particularly useful when you are not sure of the spelling of a name or if you suspect something might be misspelled For example if you select Last name is like B_rd the programme selects all records with a similar spelling for example Berd Bird or Byrd If you select a value of John the condition returns Johnson Johnssen Johnston etc The is not like condition selects the records that are not spelled like the entry you define You can also use the and wildcard characters with this operator D
128. sub tab Use batch or global template settings should be ticked In most cases this should be left as default If you need to select DARS 3 0 Fundamentals 2 Manual v0 3 103 different constituent matching threshold options see your Super User or contact the DARS Support Centre Comte matting Use batch template settings c On the Date formats sub tab Date format Fuzzy dates and Month day format options specify how dates appear in the imported data These dates should default to UK format Edit if required selecting the format from the drop down list or enter a custom date format see table below for valid date specifiers The Example field displays how a date appears in the selected format Nw w Example 04 July 1990 would be formated as 4 7 1990 UM yyy Example 04 July 1990 woudd be formatteci as 4 7 1990 vat a Example Juby 4 would be tormatred as 4 7 i Note A fuzzy date is an incomplete date The data in the import file may include incomplete dates For example a fuzzy birth date of a constituent may include the month and year but not the day Numencal day of the month nalo digit h cel Numerical Gay of the month uy dowble digrt H wdd Abbri ited DAY NADO js 4 dddd Full day narne jes a o NM Numerical month single cligrt _ MM Numerncal month doubis dgit 97 b 4 _ MM
129. t wie 2 Enter your message in the text box and click ok 3 The batch line updates to show a beside the batch line number Click to view the message DARS 3 0 Fundamentals 2 Manual v0 3 96 Loobup ID CONSA Transacci n cumercy Amount L 4 SAORI Hairy Cotter Pound Sterley GBP fae Lorem amount arth conchtwent before conuretteeg Clear row message 4 Toclear the message select the row and click 12 5 5 Export Batch Data Important If the data you are exporting includes phone numbers or AN post codes with leading zeros you should not open the file directly in Excel Instead you should import it into Excel Refer to Importing csv Files to Excel for information on how to do this 1 To export all the data in the batch click in the Main toolbar A standard Browser download dialogue box opens x You hawe chosen to open CENI BatchUORE10119 cs which is a Microsoft Office Excel Comma Separated Values File 639 From https idarsprojbest bbec bsp ox ac uk What should Firefox do with this File Open with Microsoft Office Excel default Do this automatically For files like this From now on cr 2 Because the file you will be exporting is a csv file it is best to save it and then import into Excel as per important note above Select 2 and click L_ 1 3 A standard Windows Save As dialogue box opens Complete details and click cave 4 l required see Importin
130. t Fundraiser displays the above information and additional financial sections such as giving and recognition details and prospect management information This report will only be available if you are the Relationship Manager or an Interested Party for the constituent and have either the Revenue Admin or Development Professional system role e The Subject Access Request SAR report displays all relevant constituent information stored on the database irrespective of Site Security This report can only be accessed by a System Administrator and is used by the DARS Process amp Data Support Group to respond to any Subject Access Requests made by data subjects in line with our Data Protection Act responsibilities If you require an SAR report following a constituent request please contact database devoit ox ac uk 10 1 Navigate and Download Reports Te 11 of 1 Use the report toolbar to navigate and download the report The toolbar buttons are common to all reports e Use the standard report page navigation buttons to scroll through the report e Where applicable this button will display Click to go back to parent report e Click to refresh the report data for the selected filters e To download the report click dl and select from CSV PDF MS Excel or MS Word format o Note In exported reports such as PDF versions of the reports some items may appear as links These direct you to the Blackbaud website rathe
131. t You must specify at least one output field ee Note Depending on the source view of the definition some fields may lt 7 default into the Selected Fields pane These can be removed if required A Important See Address Formatting for information about which address fields should be used in an Export Definition depending on purpose a To find a specific field enter text in 00 and press Enter DARS searches through available fields and displays any that match in the field list Press Enter to scroll through the list to the next applicable field b When you select a one to many field such as Phones the Criteria dialogue box opens See next section c Field names can be changed For example to re name the State abbreviation field as State Right mouse click over the field move the mouse over the Change Column Heading option and click in the text box to enter the new heading and press Enter Alternatively select the field and click at top of pane T State ablerepman tarri I J Ema actress J Phone rind Pa Note The alternative heading applies only to this specific Export Definition DARS 3 0 Fundamentals 2 Manual v0 3 42 Rfuee de 115 8 Select the Column order and Set sort order for rows tabs to set sort order of output fields if required a n d amit fene Wah arl gt J Carat Bath dae e CATAS teres 1 teres pe e ori terenu meres type gt WMA A peeves Tepe retainer rie
132. ted conshtuent TRHO _114 e f pT Popamto j t f ect f k chon type har bcdon name TRNS CIM EidninegiC entran gt pi w erweite Pta econ 07 Hep Start 3 Check and update if required then click Store UL Note You can continue to work on other tasks while the process runs 4 The Populate Research Group Process page opens displaying the status When El ong the process has run the status updates to your group will be populated A TANG CLM Testing 4 4 4 Edit the Populate Research Group Process 1 Click 2 under Tasks in the Explorer bar of the Populate Research Group Process page OR On the Research Groups page gt Populate Research Groups tab select the relevant Pa E d process and click i DARS 3 0 Fundamentals 2 Manual v0 3 35 2 4 5 Make the required changes and click save Update Members A Important Updating members of a research group will replace all the current members with a new list of members On the Populate Research Groups tab select the relevant process and click 2 The Run populate research group process dialog box opens see previous page On the Selected constituents field replace the Selection shown with a different one if appropriate Select Update member list from selection as the population method Click Ester O comple When the process has run will show and your group will be populated o Note Running this process will add records that you may have de
133. tions Marketing and Communications Administration Write a n acknowledgement Letter functionality Administration Manage Correspondence functionality Administration Bulk revenue Acknowledgements functionality Marketing and Communications Marketing Acknowledgements functionality Refer to the Events Marketing and Communications and One to one Acknowledgements manuals for further information specific to those areas Bulk revenue and marketing acknowledgements functionality is not presently covered by any manual If you wish to use that functionality contact the DARS Helpdesk or BAU Trainer for further advice An export definition defines the fields for an export You cannot export data directly from a definition You must create an export process to output data from a selection based on the export definition When you create export definitions you specify the source view from DARS 3 0 Fundamentals 2 Manual v0 3 40 which the export definition should be created The source view determines the type of records the export includes You can use sites to group your export definitions When you view export definitions you can use the Sites filter to limit how many export definitions are shown The fields and criteria that you select for the export definition determine what field appear in the export and how they appear In export definitions you can select one to many fields in addition to one to one export fields A one to one exp
134. ueries class wikitable style width 70 TEXT 1 TEXT 2 HEADER 1 TEXT 3 HEADER 2 HEADER 3 TEXT 1 TEXT 2 TEXT 3 11 4 Wiki Language Expressions p Tem Keystroke a E E create a new a line within Shift Back Slash and a table Hyphen Symbol Adding non bold content to a Shift Back Slash line of text Adding bold content to a line Shift 1 1 of text New function Creating Shift and Hyphen Tables for example Symbol Closing a function End of a Shift burla TEXT Main Main Page Header Header The p The Key TEXT Under lined hia akisan Page Header eo eee Bold Non Underlined Header YS DARS Wiki page is located hittp darswiki bsp ox ac uk index php Main Page DARS 3 0 Fundamentals 2 Manual v0 3 83 12 Batch and Import Processes To add or update information in DARS you can add or edit an individual record with the appropriate information When you add or edit many records at once this process may take a long time depending on the number of records affected Batch entry which includes the Import process is an alternate method to add or update records 12 1 Import With Import you can easily move data from one programme to another Import is particularly useful if your college department maintains multiple databases or if you often move information in and out of DARS In Import you can create a batch to add new
135. ve SID a Os nt e Misa s wa a it 5 The letters represent the respective shortcut key For example press Ctrl A to validate a batch lf there is more than one toolbar in the Batch data entry screen the same key combination where applicable will have a different action in the other toolbar s For example Ctrl A on the Revenue toolbar will open the Apply to Commitments window 6 Press the required shortcut key combination 7 To use another shortcut key combination you need to repeat the step 1 and 2 if applicable 12 4 5 Add Data to the Batch When you or the programme enter data into a batch the batch is uncommitted When a batch is uncommitted the data has not yet created or updated records in DARS Until the batch is committed you can continue to add to or edit it DARS 3 0 Fundamentals 2 Manual v0 3 88 1 If not already on the required batch data entry screen navigate to the Batch Entry screen and select the batch you wish to add entries to e Hatch Entry 2 Click 2 gt The batch data entry screen opens in a new window The layout is similar to a spreadsheet with each revenue record on a separate row and toolbars at the top Revenue batches for example have quite a few more options in the drop down menus and icons compared to the example constituent batch below AT Note The batch data entry screen opens in a new window and this D isn t always obvious To return to the Batch Entr
136. w of the results in the selections s that you have used As of 22 11 2603 j Prewew Based on selected antena the value as of 22 11 2013 Hm 410718 8 On the Goal tab select overall goal and values to view and compare in the graphs below You can also add milestones from this tab For a dynamic goal KPI definition the Goal value defaults to the goal associated with the record selected on the Criteria tab DARS 3 0 Fundamentals 2 Manual v0 3 119 Milestones 11 ntem O a il Pabertioe sio ade itunes pod Gvd Le yA Mba La ye 401 2014 20 to 167 500 12 03 7014 0 000 2000 isan 05 2014 m oni ie tee a Select whether high values or low values represent a good performance b Enter the good target and satisfactory target amounts or percentages to represent in red and in yellow on the bar below as warnings for under performance c For each milestone click and enter the milestone details to track progress For example if you wished to measure the amount of gifts received to a particular designation over the course of a year you might wish to add a milestone for each month to track progress and address issues of under performance as they arise Add KPI milestane o verdi goal 11040 010 High values are good fle tote coal 6 of oral god y sood tarcpet e Y to feont D jatrstactory target A mirtont gwm i Enter the milestone date li Enter the milestone goal amount or percentage ii Enter the goo
137. wner if required 7 h 4 2 adii y 3 Tick un tick 5m as required 4 Click L 4 9 Edit Research Details 1 Navigate to the relevant group s Name Research Group page gt Members tab and select the relevant member s line I 2 Click s The Edit research details dialogue box opens DARS 3 0 Fundamentals 2 Manual v0 3 37 ede 3 Edit the Prospect manager and or status details Note You can also add or edit the Prospect manager details using the an prosped manage link under Tasks in the Explorer bar see next section 4 Add details to the research summary textbox if relevant 5 Click L 4 10 Assign Prospect Manager You can assign a prospect manager to an existing group from the groups Research Group page 1 Navigate to the relevant groups Name Research Group page and click Cn prosped manage under Tasks in the Explorer bar The Assign prospect manager to members of group dialogue box opens D ay oe 2 Enter or search for the constituent to add as prospect manager must have fundraiser constituency 3 Enter new manager start date if required 4 To change the prospect manager on all relevant constituent records tick ra Update records with existing prospect managers The Previous manager end date field is enabled enter the end date for the previous prospect manager Prenous manager end date 20117013 New manager start cate 111 1013 iv Update records with sasing prospect mana
138. worth A DARS 3 0 Fundamentals 2 Manual v0 3 74 9 3 Query on Relationship Manager and or Education History Scenario A college administrator wants to create a query that returns a list of all constituents who attended their college and graduated in 1995 their degree and subject area details and their relationship manager site y au O 1 On the Query page clic gt 5 select the Constituents source view and click ok 2 In the Browse for fields in pane under Constituent scroll to and select the relevant node The fields available in that node appear in the centre pane e Under the Education Primary node you can select details relevant to the constituent s primary education Some of the fields in that node include Education Primary System Record ID EducationHistorylD Education Education College Non Oxford education department Primary Mdditional Education Non Oxford education specific Information Department subject area Academic Catalog Oxford education department College Academic Catalog Oxford education department ID College ID Academic Catalog Oxford education specific subject Department area Academic Catalog Oxford education specific subject Department ID area ID e Under the Education History node you can select details relevant to the constituent s primary and historical education e Select the Assigned Security Groups gt Security Group name node for relationship manager site detai
139. would give you more flexibility than say multiple files based on source code or segment but of course you can report automatically on the former You can select to download in either csv or xlsx format 1 On the Recent status tab of the Export list page select UU gt re The Download grouped files dialogue box opens a ad one ra 2 In the Group by field select the export field to group the files by for example Packages or Segment code Values for the selected Group by field appear in the left box of Group options DARS 3 0 Fundamentals 2 Manual v0 3 55 WD Note You cannot select an export field that has more than 500 distinct values 3 Select the export format either csv or xlsx 4 In the box on the left under Group options select the checkbox for each value to include in the first group and then click the right arrow to move those values to the right box The Group file name dialogue box opens Ea 5 In the Name field enter a name for the grouped file and click as On the Download grouped files screen the group appears in the box on the right 6 Continue adding groups until all values on the left are included in a group on the right To view items included in a group click the plus sign to expand it To edit an item select it and click f 7 When ready click Download A standard browser download dialogue box opens with a Zip file containing the grouped files Select to open or sav
140. y screen close x the batch data entry window If you use the browser back button you will be returned to the Constituent functional area screen e The Main toolbar in screenshot above includes options to save and export edit solicitors constituents and the batch run processes and manage batch row messages e lf applicable the Revenue toolbar include options to apply payments edit pledges and recurring gifts add revenue details such as tributes and declarations and add or delete notes i i p 3 You can use the mouse to enter data however for faster data entry use the keyboard e Use Tab to move forward to next field or row and Shift Tab to move back e In fields that include a drop down list such as Application press Enter to scroll through options in the list using the f and arrow keys at G Note Any fields highlighted in yellow are mandatory fields The designation field also needs to be completed for each entry DARS 3 0 Fundamentals 2 Manual v0 3 89 CH Note To change edit fields click follow instructions in Customize Batch Fields in the Main toolbar and a Enter details in the first field often the constituent name Click to search for the constituent if required A Remember As you enter information into the batch ensure you regularly click il to save it Note Ctrl S does not work b For update batches when you enter the constituent name or Lookup ID and the d
141. y to add records you must define the basic properties of the batch These properties include the batch number and description the design used to create the batch and the batch owner Note Batch designs and numbering schemes are configured by a system administrator 2 Enter batch data When you or the programme enter data into a batch the batch is uncommitted You can add a batch from the Batch Entry page or the programme can create a batch during a business process When a batch is uncommitted the data has not yet created or updated records in DARS You can continue to edit or add to the uncommitted batch or move an uncommitted batch through its workflow 3 Validate batch When you validate a batch you check that the data in each line entry is correct or valid It is a good idea to validate and correct the batch following each data entry session 4 Commit batch Until a batch is committed you can enter data into it or delete data from it at any time saving and validating it as you complete each data entry session Use Batch search to find the batch if required Once data entry and the batch workflow are complete you can commit the batch When you commit the batch the programme uses the data entered in the batch to create or update records in DARS Once a batch is committed you can view information about the data that did and did not successfully create or update records in your database 5 Print control report if required 6 A

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