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GiftWorks 2008 Manual Text

1. cack ees Then select a payment frequency from the list provided This describes how frequently you will receive payments on the pledge An Approximate Payment Schedule based on the selection you make will appear Acknowledging Pledges You can choose a method to thank the donor for the pledge Click the desired acknowledgment method from the following GiftWorks User Manual Page 47 of 265 Es ACKNOWLEDGMENT ae a method for acknowledging this pledge C Acknowledge Later Add to Thank You Letters mailing list Other Acknowledgment Date 11 4 2011 Acknowledgment Method Acknowledge Later If you choose to acknowledge later you will be able to choose a method of acknowledgment for the pledge later Add to Thank You Letters mailing list Choosing this option will add the donor to the Pledge Thank You Letters mailing Simply go to the Mailings section of GiftWorks and proceed with the pledge mailing process to send the letter If you choose this option the donation can automatically be set as Acknowledged once the mailing has been completed Other This option lets you choose a method of acknowledgment that is not related to mailing You can select from four other methods including phone call thank you note in person and thank you or enter your own information for how the gift was acknowledged Indicate the date of the acknowledgment using the date field provided Completing and Edit
2. CONTACT PREFERENCES Email No Preference Make Private D Phone Calls No Preference Best Time No Preference Physical Mail No Preference Best Way No Preference Solicitation No Preference EMPLOYMENT DETAILS Job Title Contact Type Profession Department Manager Assistant GiftWorks User Manual Page 26 of 265 DEVELOPMENT DETAILS Issue Receipts Ww Receipt Group Receipts Groups Group Mame Description a Adopted Rescue Dog Our adopted rescued small dogs Board Member A donor who is a member of our board of directors 0O Dog Days Fun Run At Past Fun Run participants Forever Family Families that have adopted rescues from us Foster Home Provides 4 Foster home T O Member 4 donor who has a yearly membership with us Press Member 4 donor who works For the press a 1 De ee arate an Bere ean W CUSTOM FIELDS fission Interest In te ested n Forever Familh Birthday Mone Rescue Home T Capacity Grant Manage test ti i i La Cu Mone Cu mm 5 Gi Newt Sten CMNEXT otep None Om ah eo Ai J Ei m 3 Cancel You can change any of the Donor information on this screen Click Save to save your changes or Cancel to leave this screen without saving your changes To change the donor s Profile click the Change Profile link at the top right If you change the Display Name Name or Organization GiftWorks will remind you to make changes to the Salutation and Addressee fields as n
3. ma dd For example if you held a special informational event to introduce your organization to the community and handed out cards for people to fill out who want more information you could enter a distinct source for that event and then track which new donors you entered as a result Email Names Names for Donor Email addresses e g Personal Email Business Email GiftWorks User Manual Page 188 of 265 MANAGE EMAIL NAMES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field value Display Personal Email Visible Business Email visible Business 2 Email visible Information Email Visible Main Email Visible Other Email Visible Sales Email Visible Support Email Visible Webmaster Email visible Gift Solicitors Solicitor is a field that appears in each gift or pledge record and allows you to track who if anyone was responsible for soliciting that donation MANAGE GIFT SOLICITORS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your data
4. Change Report Style Customize Report Print Print Preview Export Report save Report Design Donor Reports Donaton Reports You can also export reports to another file format First view your report in list style by clicking Change Report Style in Related Actions The Export Report option will then be available in the Related Actions menu You can export in XML csv or Microsoft Excel format and choose the location for your list to be saved When you click on Export Report you will have the option to Save to File or Send as Email Save to File Send as Email Save to File Choose the format and filename Click the Change link to choose where to save the file onto your computer GiftWorks User Manual Page 176 of 265 x PICK A FORMAT AND FILENAME Choose the format for export from the dropdown enter a filename then select a folder using the Change button Format Microsoft Excel 2002 or greater Filename Save to this folder Cr Wsers Mike Documents Change Send as Email You can email the Report as an attachment Choose the format and filename Enter in the email address of the recipient as well as a Subject Fill out the Sender Information and click Send SEND EMAIL Enter the information below and click Send when you are ready to send your email Recipient Information Format Microsoft Excel 2002 or greater Filename Pledge List Report xls Email Address Seperate multiple
5. ey Gift Works Sample Database File Help O9 O S 2 Back Home Donors Donations SmartLists Mailings Reports Settings DO N O RS Maintain your donor relationships with these powerful yet simple tools DID YOU KNOW DONOR OVERVIEW Adding a new donor is a snap Click Go and we ll view and manage your donors using the tasks below lead you step by step ADD A DONOR FIND A DONOR Add a new donor Search your donors to find the one you need IEW DONORS DASHBOARD IEW TASK LIST See common views of your donors View a list of tasks For your donors E Skip this screen and go to Donors Dashboard RECENTLY CHANGED DONORS Below is a list of recently changed donors Batin John Edited by Craig Lauer on 2 7 2008 ABC Foundation Created by Craig Lauer on 2 6 2008 Barrette Matt and Sheri Created by Craig Lauer on 2 6 2008 Duvall Aimee Edited by Craig Lauer on 2 6 2008 Jones Mike and Terry Created by Craig Lauer on 2 1 2008 Online A Internet Updates Getting Around GiftWorks lt gt Help Current Task Table of Contents Donor Overview This donor overview screen gives you access to all of the most common donor tasks Click the links to Add a Donor Find a Donor or View the Task List Click view Donors Dashboard to go to the donor screen with a variety of view options IF you want to always go to the Donors Dashboard when you click on the Donors button click the Skip this screen checkbox
6. Community Outreach For use at outreach events Last Update Date 10 3 2011 2 50 18 PM Sample User Use this page Edit Copy Delete Mission Interest pS gt Last Update User Use this page Edit Copy Delete Last Update Date 9 16 2011 2 44 16 PM Last Update User Sample User Use this page Edit Copy Delete Use this SmartEntry page to quickly enter donation information into eS Tr E ar E Create Date 8 24 2010 3 19 47 PM Create User Sample User RELATED ACTIONS NEW DONORS WITH DONOR PROFILE Print SmartEntry se Insert Row Delete Row Status Donor Affiliate Donor First Mame Leet REME Seabee ets ape ory cools B tne teennennemenees SmartEntry Instructions Smartintry Summary Enter your information into the SmertEntry page Verify SmartEntry Move your SmartEntry information into GiftWVorks Process SmartEntry Enter in the data GiftWorks User Manual Page 243 of 265 RELATED ACTIONS NEW DONORS WITH DONOR PROFILE Insert Row Delete Row Donor Affiliate Donor First Name Last Name SmartEntry Instructions SmartEntry Summary Enter your information into the SmartEntry page Verify SmartEntry Move your SmartEntry information into GiftWorks o Click on Verify SmartEntry RELATED ACTIONS NEW DONORS WITH DONOR PROFILE Print SmartEntry Insert Row Delete Row
7. 5 00 2011 Annual 5 00 2011 Annual 50 00 2011 Annual 50 00 2011 Annual 4 310 00 This report shows a breakdown of donations per fund and appeal You can indicate specific funds and or appeals for your report by choosing from the fund and appeal list selections If you choose a blank option in either the fund or appeal dropdown list the report will show information for all funds and or appeals You can further narrow your results by choosing a SmartList or using the date range selection field GiftWorks User Manual Page 162 of 265 Donation Summary by Fund Appeal Source All Donations SmartLlist Dates 3 6f2007 through 3 6 2008 Fund All Appeal All None Received a general mailing Received a campaign mailing Attended a campaign event Attended a non campaign event Receiyv GeneralFund 1 600 00 100 00 0 00 0 00 0 00 Technology F 0 00 0 00 0 00 0 00 0 00 Building Fund 40 00 0 00 40 00 0 00 40 00 Family Couns 40 00 40 00 40 00 40 00 40 00 Totals 1 600 00 100 00 0 00 40 00 0 00 ES o E Fund Appeal Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Pledges and Gifts By Campaign View all gifts and pledges according to the campaign that prompted the donor to make the gift or pledge Pledges and Gifts by Campaign Source All Donations SmartList
8. Click on the Select Donor link under the Donor to Keep area on right and search for the donor Then click the Select Donor link under the Donor to Merge area on left and search for the donor you want to merge discard You will see a summary for both donors GiftWorks User Manual Page 252 of 265 SETTINGS MERGE TWO DONORS Merge Overview When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from GiftWorks Prior to merging you may want to print a report for both donors Make a Backup You can merge any two donors in GiftWorks You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Merge Donors To merge two donors select a donor to merge and a donor to keep and dick the Merge button Donor To Merge Bell Sandra Change Bell Brian Change 19 School Drive Lancaster PA 17603 Donor To Keep Phone Phone 717 989 8765 Email Address Email Address brian hotmail com Full Name Sandra Bell Full Name Mr Brian Bell Organization Organization Profile Info Donor Affiliate Profile Info Household Donor Donor Added 8 16 2010 Donor Added 5 24 2006 Formal Salutation Formal Salutation Mr Bell Informal Salutation
9. Display Name j Address City State Phone Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 Barker Jane 111 Main Street Lancaster P Bell Sandra Bell Whitman Breneman Lisa Lancaster PA Brown Bob Dean Jimmy Lancaster PA Online Internet Updates To see how to build a SmartList from scratch see Creating a SmartList GiftWorks User Manual Page 77 of 265 UNDERSTANDING SMARTLIST TYPES When creating a SmartList you ll usually begin with a need such as I need to see all donations from board members last year or I want to invite everyone in a certain area to a special event SmartLists make it easy to capture this sort of information There are three types of SmartLists donors donations and pledges A Donors SmartList is one where the result is a list of donors Each donor shows up in the list only once even if they meet multiple criteria A Donations SmartList is one where the result is a list of donations gifts and or pledge payments Multiple donations from the same donor can appear in the list When sending a mailing it is possible to choose to send the mailing for each donation in the list meaning that each donor might get multiple mailings or to send a mailing to each donor in the list meaning that each donor will only get one mailing A Pledges SmartList is one where the result is a list of pledges Multiple pledges from the same donor c
10. Expected Amount Date Dash Rachel 3 000 00 3 000 00 9 7 2011 Delete this Donation p WARNING Permanently deleting a donation will remove all information including transactions p J re you sure you want to permanently delete the selected donationis No Click Yes to continue or No to Cancel Delete SmartList Contents You can also permanently delete the contents of any SmartList NOTE that this is not reversible so it should be used with care Always back up your database before you make a significant change Choose a SmartList from the Select SmartList field DELETE SMARTLIST CONTENTS BEFORE YOU DELETE You can delete the contents of any SmartList You cannot recover what you ve deleted unless you make a backup so make sure you back up your GiftWorks database before you delete the contents of the SmartList When you delete GiftWorks only deletes the contents of the SmartList not the SmartList itself Also note that when you delete donors from a SmartList you delete anything associated with these donors induding notes donations addresses phone numbers etc You will not delete other associated donors however Back Up Database DELETE SMARTLIST CONTENTS To delete the contents of a SmartList select the SmartList and dick the Delete button Select SmartList Board Members Display Name Address City State Phone Acme Super Dog Apparel 989 Acme Way Lancaster PA 717 859 0872 Ajax
11. Jones Tom amp Marla Lynn Marcus amp Bridgett Peters Jackson amp Lynn Tubbs Maurice amp Janice 4 El Profile No Profile Aliota Mark Arm Mark Barber Harry Berardi Sheila Berardi Jon Bishop Steven Brookes Pete Buanimo Ken Cane Lenny Canton Oliver 4 45 3rd Street 5231 5 6th Street Road 9051 384th Ave SE 123 3252 19th Street 585 Bryant Street 1471 Bancroft Ave 1000 Yan Ness Ave 1675 Howard Street 1675 Howard Street 1313 Quint Street P o Box 31469 3010 East 9th St 2401 Bush Street 135 13th Street San Francisco CA Springfield IL Snoqualmie WA San Francisco CA San Francisco CA Berkeley CA San Francisco CA San Francisco C4 San Francisco CA San Francisco CA San Francisco CA Oakland CA San Francisco C4 San Francisco CA 94107 94702 94113 94103 94103 94124 94131 94601 94115 94103 Profile SmartList Filter All Donors 415 538 7837 872 634 8533 x345 415 647 4812 415 673 7900 415 863 9000 415 863 9000 415 824 3022 510 467 1500 415 346 7071 Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donors by Category This report shows you a breakdown of donors in your database by donor category GiftWorks User Manual Page 148 of 265 Donors by Category Source All Donors SmartList Donor Category All Display Name
12. This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by appeal for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each appeal Donation History by Appeal Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Appeal All Include Received Donations E Hone E Received a general mai E Received a campaign ma GS Attended a campaign ew ES Attended a non campaig E Received a newsletter GSS We contacted directly GSS They contacted us E Heard by word of mouth BS Annual Appeal 2005 EE Hewsletter 302005 E hission Day Appeal 200 E Board Solicitation 4 Annual Gala 2005 E Child Home Campaign 20 E Leadership Appeal 2005 I Child Home Campaign 20 E Newsletter 202005 HGS Capacity Campaign Envi ES Capacity Campaign Tool hay 2007 Jul 2007 Sep 2007 Now 2007 Jan 2008 ter 2008 CO Leadership Appeal 2007 Annual Appeal 2007 GiftWorks User Manual Page 161 of 265 Choose the options for your report using the Report Choices screen or at the bottom of the screen within the report Donation Soft Credit Recognition This report shows soft credit recognitions and or donations with soft credit recognitions You can further narrow your results by choosing a SmartList using the date range selection field and
13. Wiw 2007 Jul 2007 Sep 2007 How 2007 Jan 2008 Date Range Last 12 Months SmartList Filter All Donations GiftWorks User Manual Page 165 of 265 Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Unfulfilled Pledges This report lets you see a list of pledges with outstanding payments from a specific SmartList You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report will include information for all campaigns Unfulfilled Pledges Source All Pledges SmartList Dates 3 6 2007 through 3 6 2008 Campaign All Donor Donation Type Pledge Date Campaign Solicitor Gutstandi Gutstandi Next Pa El UnFulfilled Pledges Save Our Families Foundation Unfulfilled Fle 5119 2007 Campaign for Capacity 3 15 000 00 Cresta Corporation UnFulfilled Fle af2Of2007 Annual Campaign 2007 1 250 00 Lederer Jack Unfulfiled Fle 12 1 2007 Friends of the Family Shawn Tyler 5 5 000 00 Thorne Carl UnfFulfilled Ple 12 10 2007 Campaign For Capacity z 4 000 00 4 11 24 250 00 Campaign SmartList Filter All Pledges Date Range Last 12 Months Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Upcoming Payme
14. gt How do I add a new donor 2 I need additional help Using GiftWorks is easy Sections are on the top things you can do that are related to your current action are on the left your work is in the middle and help is available on the right and follows you where you go SYSTEM REQUIREMENTS Hardware 1 GHz Pentium or greater 1GB 2GB recommended 200MB available hard disk space Software Windows 2000 Professional with latest service pack Windows XP Home Professional Professional x64 all with with latest service pack Windows Vista Home Business Ultimate 64 bit Windows 7 Home Premium Professional Ultimate 64 bit Internet Explorer 32 bit 7 8 9 GiftWorks User Manual Page 3 of 265 GiftWorks integrates with the QuickBooks Pro and Premier Editions including the Nonprofit Edition for the years supported by Intuit including the US UK and Canada versions Note Please be aware that if you are using Windows Vista or Windows 7 you may need to disable user account control for the GiftWorks interface with QuickBooks to work GiftWorks does not integrate with the QuickBooks Online or QuickBooks Simple Start Editions GiftWorks can optionally use Microsoft Outlook to send outgoing email GiftWorks is not compatible with Microsoft Outlook 64 bit GiftWorks is compatible with the 32 bit version of Microsoft Outlook Starting with GiftWorks 2012 users can also send email using their outgoing email server SMTP
15. 125 00 past due Apply Payment 4 125 00 due 8 4 2012 Apply Payment PLEDGE INFORMATION 2011 Annual Campaign 2011 Information Mailer No No Operating Fund No CUSTOM FIELDS ACKNOWLEDGMENT RECEIPT INFORMATION Yes Month End Receipts lt Back Edit Pledge APPLYING A PLEDGE PAYMENT There are two ways to apply a payment to a pledge You can apply the payment through the Add a Donation process or by opening the pledge and clicking Apply Payment next to the appropriate payment PAYMENTS 1 5125 00 due 11 4 2011 Apply Payment 2 125 00 due 2 4 2012 Apply Payment 3 125 00 due 5 4 2012 Apply Payment 4 125 00 due 8 4 2012 Apply Payment To apply a payment through the Add a Donation process click Add a Donation from the Related Actions menu on the left and follow the instructions Selecting a Donor Using the available search box you can find and select an existing donor for the donation Once you have selected a donor click Next to continue Selecting Donation Type This part of the process lets you choose the donation type for your entry Click Apply a Payment and click Next to continue Donations can be gifts or pledge payments Either way donation types are only for received donations GiftWorks User Manual Page 51 of 265 Add a Donation SELECT DONATION TYPE Dash Rachel has one or more unfulfilled pledges If you would like to apply this gift to a pledge sele
16. Address 555 Ohio St Ste 555 Bryant Street 1471 Bancroft Ave 1000 Van Ness ave 730 Ellis Street Sa 730 Ellis Street 5a 1675 Howard Stree 1814 wiliam Howa 74 Arch Street 5a 74 Wolmant Street 74 12th Street 5a 1956 Sterling Plaza 1956 Sterling Plaza 1956 Sterling Plaza 1956 Sterling Plaza 320 10th Street Se 320 10th Street S 1445 K St Lincoln 5231 5 6th Street A 2 000 00 General Fund 2 000 00 1 000 00 250 00 200 00 500 00 200 00 Horne Carl Campaign For C Horne Carl Campaign for C General Fund Horne Carl Campaign For Multiple Funds Houston Paul Technology Cam Technology Fund Houston Paul Annual Campaig General Fund Lederer Jack Annual Campaig General Fund M M Family Counselin Lynn Marcus amp Bridgett Annual Campaig Included Donations 29 GiftWorks provides a warning at the bottom left if there are recipients with incomplete or invalid addresses recipients marked as deceased do not mail or do not email in their contact preferences or if sending a donation or pledge thank you letter donations or pledges already marked acknowledged The number of selected recipients is also indicated in the bottom left PREMIUM GiftWorks will display a warning at the bottom of the screen if a seasonal address update has not been run on the current day Check button Gives you the options of checking all recipients checking every other recipient checkin
17. Change field values Change field defaults Customize donors More Accounting Manage the way donations are tracked and post them to other software Post donations View transactions Manage accounts and funds More Security Password protect the GiftWorks Settings so only administrators can make changes Set or change administration password Change security level More s Database Files and Maintenance Manage your GiftWorks database and other settings related to your GiftWorks data Import and export data Manage deleted records Backup your database More Additional Settings amp Tools Modify other GiftWorks settings Change your organization info Set Up honoraria and memorials More To get to the Settings section click the Settings icon at the top of GiftWorks From there you click any of the headers to visit the subsections or click any of the linked tasks to go directly to it The Settings section is divided into the five subsections explained in detail below CUSTOMIZING GIFTWORKS This subsection of Settings contains the main options for customizing GiftWorks to meet your needs These options will help you ensure consistent data entry CUSTOMIZE Select any of the following to customize GiftWorks Edit the values in GiftWorks built in fields like Campaigns Relationships and Solicitors or add your own values Manage Donor Custom Fields Add and delete your own custom fields in the deta
18. D al eae een Click here to configure email settings Email Options Letter is induded in the body of the email Letter is attached to the email as a PDF Letter is attached to the email as a PDF and in the body of the email Optional Files will be attached to each outgoing email Attachments Attachment File Path Add Attachment File Mailing Format Choose to send emails just letters or letters with labels or envelopes Label Envelope Type If you are creating labels or envelopes as part of your mailing choose the type of label or envelope and set or change the label envelope options by clicking the available links GiftWorks User Manual Page 121 of 265 Sort Choose a primary and secondary sort for the documents For example if you choose ZIP Postal Code as primary and Display Name as secondary the mailing documents will be generated in ZIP Code order then in alphabetical order for recipients who are in the same ZIP Code Recipients Some mailing types give you recipients options on the options step of the mailing process Choose whether to send one mailing per donation pledge or to send one mailing per donor Attachment If you are sending an email you can choose one file to attach to the outgoing emails Click the Browse button to locate the file Click the Reset button to remove the attachment PREMIUM CHOOSE OPTIONS Choose the options for this mailing Select Options Choose Recipients Select Letter Generate Mailing Fi
19. Dates 11 2 2010 through 11 2 2011 Campaign General Care Campaign Graph Value Expected Amount Donor Donation Type Gift Pledge D First Paymen Last Paymen Expected Amount Received A Outstandi Fund Appeal El Pledges and Gifts by Campaign El Campaign General Care Campaign Burns Patrick Gift 2 14 2011 2 14 2011 2 14 2011 4 200 00 4 800 00 0 00 General Care Mew Me Marston Kenneth Gift 2 14 2011 2 14 2011 2 14 2011 2 000 00 2 000 00 0 00 General Care Mew Me Pride Jeanne Gift 2 14 2011 2 14 2011 2 14 2011 8 000 00 8 000 00 0 00 General Care New Me Millsaps Cynthia Gift 2 14 2011 2 14 2011 2 14 2011 1 200 00 1 200 00 0 00 General Care Mew Me Coe Steve Gift 2 14 2011 2 14 2011 2 14 2011 1 000 00 1 000 00 0 00 General Care Mew Me Holland Chad Gift 2 14 2011 2 14 2011 2 14 2011 4 000 00 4 000 00 0 00 General Care Mew Me Smyth Arnold Gift 2 14 2011 2 14 2011 2 14 2011 2 000 00 2 000 00 0 00 General Care Mew Me Fi 73 000 00 23 000 00 20 00 T 273 000 00 23 000 00 0 00 General Care Campaign Graph Value Expected Amount Campaign Date Range Last 12 Months SmartList Filter All Donations Received Pledges and Gifts GiftWorks User Manual Page 163 of 265 View all gifts and received or partially received pledges in a single report Received Pledges And Gifts Source All Donations SmartList Dates 1 1 2011 through 12 31 2011 Donor Taraj Dadnac Amd nifo E Rec
20. Field Value Display Blank Visible Hid Visa Visible z Master Card Visible up American Express Visible Down Discover Visible Other Visible Directed Purposes The purpose to which a donation is directed or restricted MANAGE DIRECTED PURPOSES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field value Display Sort Blank Visible ae E Down Donor Categories Donor Category is a field that appears in each donor record and can be used to categorize donors more granularly than donor profiles GiftWorks User Manual Page 187 of 265 MANAGE DONOR CATEGORIES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Blan
21. Print Labels Print Envelopes Manage Letter Library Manage mailing lists Manage mailing history X Me 4 amp 4 amp 4 Done Select a role for the user from the dropdown box You can edit the selected role by clicking on Edit Role If you edit a role the changes will be applied to all users assigned to that role When you have finished making changes click Save Customize User Role GiftWorks User Manual Page 216 of 265 CHANGE USER ROLE Select the role for this user from the dropdown below Choose Custom to set specific amarai Firle tho Edit Bele fel te chance the nr Se OPEraDONS WICK Me COI ROE TINK Do Change ne Pre del 3 James Williams Selected Role User Allowed Donors X Not Allowed V Add and edit c Not Allowed due to Delete donors dependency Donations View donations w Add and edit donations Smartlists w Create and edit SmartLists X Export a SmartList X Update All tems in a SmartList Mailings Use Mailing Center send Mai Print Labels Print Envelopes MMXXeX amp 4 4 4 If you want to customize database features an individual user can access select the user from the Manage User Accounts screen and click on the Change link Select Choose specific operations from the dropdown box and then select the features the user should and should not be able to access in the database Click Save to continue Control Direct Database Access in Advanced Security CONTROL DIRECT DATABASE
22. Sandy Barton Formal Addressee Grant Barton al Click Merge You will see a prompt to confirm the process GiftWorks User Manual Page 251 of 265 Merge Donors You are about bo merge Baeton Sandy and Barton Grant You will not be able to undo these changes Merge donors Click Yes You will see a prompt confirming the process is finished Click Ok Donors Merged p n Baeton Sandy was successfully merged with Barton Srant NOTE Be sure to back up your database before merging donors as this step cannot be undone Merge Donors This feature allows you to merge two donors into a single donor The information from one donor will be moved into another donor resulting in a single donor SETTINGS MERGE TWO DONORS Merge Overview When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from GiftWorks Prior to merging you may want to print a report for both donors Make a Backup You can merge any two donors in GiftWorks You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Merge Donors To merge two donors select a donor to merge and a donor to keep and dick the Merge button Select Donor Select Donor Cancel
23. Select category Address Info gt Distance From Location 1 0 Is less than C Isgreater than Is between E Summary mifkm te es EO Donors Donations Volunteers v Live Events SmartLists SMARTLISTS Mailings Settings Reports DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results Show Don t Show Periods This SmartList can indude columns and criteria based on 4 user defined locations Use the fields below to set the Locations Turn Auto Refresh Off name and location based on a ZIP Postal Code or Latitude Longitude Location 1 Location 2 Location3 Location 4 Name Distance From Location 1 From ZIP Postal Code C Latitude Longitude Distance v h SmartList Customize Online Internet Updates Jal oka a fm Ty WF oat Se Customize options GiftWorks User Manual Page 249 of 265 Customize SmartList Results Gea neces vet Is Geocoded Distance From Location 1 mi Distance From Location 2 mi Distance From Location 3 mi Distance From Location 4 mi Ly E Find Duplicate Donors This feature allows you to search for potential duplicate donors based on up to 5 criteria that you choose SETTINGS FIND DUPLICATE DONORS Select a maximum of 5 criteria from the list below to use in finding potential duplicate donors Multiple donors will be co
24. Select the type of update you want to apply to a SmartList from the menu below You will choose the SmartList on the next screen Back up your GiftWorks Database A SmartList Update will change information in your GiftWorks database Once updated these changes cannot be undone For your protection you should back up your GiftWorks database now Choose an Update Description Acknowledge donations Select an option to the left to see a description Add SmartList members to groups Remove SmartList members from groups Add SmartList members to mailing lists Remove SmartList members from mailing lists Change status of SmartList members Change category of SmartList members Change member since date of SmartList members Change renewal date of SmartList members Change affiliate designation of SmartList members Change profile of SmartList members Change assigned to of SmartList members Change contact preferences of SmartList members Remove update primary email of SmartList members Change the type of a specific address phone or email type for SmartList members Change receipt defaults of SmartList members Change donor custom field value of SmartList members Add note to SmartList members Cancel For each update you can choose a SmartList that contains the records you want to update and then choose how you want to update those records If you have a large number of records that need to be changed in the same way this can save you lots of time G
25. The list of states provinces that can be selected when entering donor addresses can be customized You can add or remove states to suit your needs You can also change the order in which states appear in the list putting the most commonly used at the top to make data entry easier MANAGE STATES PROVINCES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWVorks Fields Field Value Display Blank Visible Hide i me AL Visible AR Visible Down AZ Visible ti CA visible co Visible T Winikhl zi Status Each donor record has a Status field that can be used to record the donor s current status with regards to your organization GiftWorks User Manual Page 193 of 265 MANAGE STATUS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hi
26. bottom of the screen within the report Lapsed Donors Also known as a SYBUNT or Some Year But Unfortunately Not This year report this report provides a list of all donors who contributed to your organization in the past but have not contributed in the current calendar or fiscal year Donation information is included per donor record The donors in this report might make a good target for a solicitation to encourage them to renew their commitment to your organization Lapsed Donors Source All Donors SmartList Based On Calendar year Display Name El Lapsed Donors Save Our Families Foundation Yan Hooven Jason Cresta Corporation Houston Paul Thorne Carl Arm Mark Tyler Shawn Saunders Gretchen Mills Jennifer Feed The Nations Taylor Foundation Tipton Lynn Aliota Mark Night Casandra Barber Harry Lederer Jack Batinich Dave Chambers Rachel Last Paymen 12 21 2007 12 21 2007 12 21 2007 12 21 2007 12 21 2007 12 20 2007 12 20 2007 12 20 2007 12 20 2007 12 19 2007 12 19 2007 12 8 2007 12 1 2007 11 14 2007 11 13 2007 10 20 2007 10 16 2007 8 7 2007 Last Payment 4 600 00 600 00 200 00 200 00 2 000 00 200 00 100 00 600 00 800 00 2 000 00 3 000 00 3 000 00 50 00 5 000 00 125 00 500 00 1 000 00 11 000 00 Total Gift Amount Status 600 00 600 00 200 00 450 00 8 500 00 350 00 1 100 00 600 00 800 00 2 000 00 3 000 00 3 000 00 150 00 5 000
27. existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Receipts Visible rede Year End Receipts Visible Month End Receipts Visible HENE Relationship Roles When you define a relationship between two donors a two way link is created between those donors and you need to designate a role for each of the donors in that relationship For example husband and wife brother and sister partners or parent and child GiftWorks User Manual Page 192 of 265 MANAGE RELATIONSHIP ROLES Manage your organization s relationship roles below Use the Add button to add a new relationship role or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Title Type Display Adopted Small Dog Family Visible Brother Family Visible Child Family Visible Daughter Family Visible Father Family Visible Forever Family Family Visible Household Family Visible eed ed ee eee r sa Sulit bm You can customize the default list of roles if your organization has needs in addition to those included with GiftWorks States Provinces
28. for example In Memory of John Doe e Description e Donors that should be notified of new gifts for example family members e You can also hide existing entries that are no longer used Title Display Notify In Memory of Louise Visible 1 In Memory of Thelma and Angelamia Visible 3 In Honor of Nancy Mosso Visible 2 GiftWorks User Manual Page 236 of 265 Add an Honorarium Memorial HONORARIUM MEMORIAL DETAILS Enter a name and title of this honorarium or memorial Donors who should be notified of gifts to this honorarium or memorial should be added to the Donors To Notify list Honorarium Memonal Name 9 John Doe Honorarium Memorial Tithe In Memory of John Doe Description Donors To Notify None specified Add Donor Visible Save Cancel To add a Donor to Notify click on the Add Donor button Here you can search for an existing donor or add a new donor Add an Honorarium Memorial ADD A DONOR TO NOTIFY Enter part or all of the donor name you would like to find Search text Include names that sound the sams You may also Add a New Donor Select From All Donors You can add more than one donor to notify by repeating that step or you can remove a donor to notify by clicking the red X next to their name GiftWorks User Manual Page 237 of 265 Add an Honorarium Memorial HONORARIUM MEMORIAL DETAILS Enter a name and title of this honorarium or memorial Donors who should be notified of g
29. list of Favorite SmartLists by clicking Manage above Donors With Open Tasks Donors with open tasks tasks that have not been marked as completed Unacknowledged Donations Donations that have not yet been acknowledged All Donations All donations in the database All Donors All donors in the database Find Donor L Jle Advanced Search Even if you have hundreds or thousands of donors SmartLists let you choose sets of criteria and then see which donors or donations meet those criteria at any given time You can use SmartLists to generate reports send mailings create call lists and more You can even update all donors or donations in a SmartList at one time Creating a SmartList may at first seem somewhat daunting but GiftWorks makes it relatively simple Once you ve made a few SmartLists you ll see how simple and powerful SmartLists really are USING THE BUILT IN SMARTLISTS GiftWorks includes a number of built in SmartLists Almost any time you view a list of donors donations or pledges you re looking at a SmartList In fact the All Donors SmartList is really just a SmartList of donors with a creation date of All Dates You can see this by creating a copy of the All Donors SmartList 1 Click SmartLists at the top of GiftWorks 2 Click Create a New SmartList GiftWorks User Manual Page 75 of 265 3 Click Create a new SmartList based on an existing one then select All Donors from the drop down
30. 00 175 00 500 00 1 075 00 11 100 00 Based On Calendar year SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donors By Group This report provides a breakdown of donors who are in a certain group or groups A donor might be included on the report multiple times since donors can be in more than one group GiftWorks User Manual Page 151 of 265 Donors By Group Source All Donors SmartList Group All Board kiember E Board ember Board Member Former E Board Member Former Event Attendee SS Evert Attendee Po HS Family Fair Sponsor Sponsor E Friends Press Member s wd Family Fair Sponsor E Funder Current Year E Funder Next Year GSS Golf Classic Spansar 29 Legislative Contact E bjor Prospects ES ember E Press hiember SS Sponsor olunteer Funder Curent Year Funder Next Year Golf Classic Sponsor Legislative Contact bajor Prospects Group T SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donor Assignments This report provides a breakdown of donors by whom they are assigned to within the database You can choose to show or hide unassigned donors Donor Assignments Source All Donors SmartList Display Hide unassig
31. 00 Pledge Payment Given by Save Gur Families Foundation on 12 21 2007 GiftWorks defines a donation as a gift or pledge payment made to your organization not including receivables A pledge is defined as a promise from a donor to make one or more payments in the future Payment types include money in kind contributions and securities You can also add custom payment types With GiftWorks adding a donation or pledge is easy and straightforward just click any Add a Donation in the menu on the left side and follow the instructions GiftWorks lets you to track donations pledges matching gifts memorials campaigns and giving histories GiftWorks automatically generates receipts for every donation and optionally lets you add the donor to the Thank You Letters mailing list so you can easily acknowledge your donors Using the power of SmartLists you can view the All Donations SmartLists or create a SmartList of donations based on criteria you choose For instance you can create a SmartList of donations over 500 from Pennsylvania donors then save the list as PA Donors Over 500 Any time you want to see those donations just click on the list As you add new donations that meet those criteria their donors will appear in that SmartList ADDING A DONATION You can add unlimited donations for each donor in GiftWorks and you can record a great degree of detail about each donation making analysis more accurate meani
32. 10 00 00 PM Do Not Call You can also Restore any or all donors in this area Check the box next to the Donors to restore or click Check All to check all donors on the list GiftWorks User Manual Page 227 of 265 MANAGE DELETED DONORS Select a deleted donor from the list below You can restore or permanently delete the donor by using the buttons below WARNING By permanently deleting a donor you will remove the donor record and any information related to it such as address phone numbers and emails You will also delete any associations with other donors Profile Name Address City State Donor Household The Wilson Family 65 Trent Road Lititz PA Restore this Donor Creka uncheck 2 re you sure you want to restore the selected donors p Yes No Click Yes to Restore You can also permanently delete the donors from your database file You can also delete any or all donors in this area Check the box next to the donors to delete or click Check All to check all donors on the list Click on Delete Permanently You will see the following warning message MANAGE DELETED DONORS Select a deleted donor from the list below You can restore or permanently delete the donor by using the buttons below WARNING By permanently deleting a donor you will remove the donor record and any information related to it such as address phone numbers and emails You will also delete any associations with othe
33. 1335 Larkin Street 3010 East 9th St 2401 Bush Street 135 13th Street 2920 3rd St 109 Felton Street 1614 William Howard Taft Rd Suite 300 1814 William Howard Taft Rd Suite 300 San Francisco CA Berkeley CA San Francisco CA San Francisco CA Sonoma CA San Francisco CA San Francisco CA San Francisco CA San Francisco CA San Francisco CA Qakland C4 San Francisco CA San Francisco CA San Francisco CA San Francisco CA Cincinnati GH Cincinnati GH 94107 94702 94115 94109 94126 94105 94105 94124 94131 34109 94601 94115 94105 94107 94134 45206 1670 45206 1670 415 673 7900 415 567 8787 415 863 9000 415 863 9000 415 824 3022 510 467 1500 415 346 7071 415 282 6111 415 282 6111 SmartList Filter All Donors This report also has a Phone List option under Change Report Style that lets you create a phone list for the donors contained in your chosen SmartList Donor Summary Sheets This report provides the opportunity to print out a donor summary sheet for each of the donors in the SmartList that you select If you are generating summary sheets for a large list of donors you will see a window that indicates the progress of the report generation It may take a long time to generate a large number of summary sheets Organization Donar CRESTA CORPORATION Organization Cresta Corporation Donor Category Corporation Preferred contact Call the Phone any time of day
34. 2011 Annual Campaign 2011 Information Mailer No No Operating Fund No CUSTOM FIELDS i sit ii 0 0 00 SVL VV ACKNOWLEDGMENT RECEIPT INFORMATION lt Back EditPledge Summary and Payments The summary information on a pledge includes a link to the corresponding donor and the current status of expected payments on the pledge The payments information lists the schedule of pledge payments for the pledge including the expected date of payment and the amount that you expect to receive Additionally you can view individual pledge payments for each fulfilled payment by clicking its link or apply payments to the pledge by clicking Apply Payment beside the appropriate scheduled payment Pledge Information Pledge information shows the details of your pledge including fund allocation Campaign and appeal attribution donor anonymity pledge status honorarium and memorial information and more Custom Fields This section contains the custom donation fields that you added in the Settings section Acknowledgment Receipt Information This section details the acknowledgment method you chose for the pledge and the current status of that acknowledgment If you have not acknowledged the pledge you can do so by clicking the Acknowledge Now link This section also shows you the Receipt option you have chosen Viewing a Pledge Payment View a pledge payment by first opening the pledge to which the payment applies PAYMENT
35. 3561 Arnold Rich 32 Roberson Rail Avenue Lancaster PA 717 656 3552 Online A Internet Updates Next click the linked criteria creation date is All Dates GiftWorks User Manual Page 76 of 265 This shows the currently selected criteria If you click the drop down where All Dates is currently selected you ll see all available date options including Last 6 months Select Last 6 months click OK then click Done This takes you back to the main SmartList definition screen SmartLists ADD LIST CRITERIA SHOW Category History gt Created info All Dates z f Ison f Is before Is after f Ts between ae FS ae Go not include year in the date comparison Summary Show donors whose creation date is All Dates The criteria you changed is visible near the top Show donors whose creation date is Last 6 months On the bottom half where the results are listed you ll now see the donors created in the last six months If you were to save this SmartList the Last 6 months date range would be saved with the SmartList os OU FS 8 GOB MM amp Donors Donations Yolunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results Show Don t Show Options Add Criteria Set Set 1 Show donors whose creation date is Last 6 Months Refine Remove
36. 9705 Gwynn Fred 74 12th Street San Francisco CA C415 776 6875 Hammer Industries Inc 99323 Industrial Park Dr Beverly Hills CA 415 282 4220 Houston Jane 320 10th Street San Francisco CA 415 961 0921 Prince Jack 156 5 State St Dover DE 415 663 8882 Customizing SmartList Columns When you first build a SmartList GiftWorks displays a set of default columns which differ by SmartList type To customize the list of columns displayed in the SmartList click the Customize link in the top right of the results section of the SmartList definition screen Columns Columns Column Name z Check All Id Uncheck All Frofile Donor jAffiliate Donor Display Mame Address City State Move Up Prefix O O O o Group Rows By Mone Check or uncheck column names to add or remove them from the display The list of available columns varies by SmartList type but generally includes all fields for the donors gifts or pledges in the list plus some aggregate fields from other types of records donations for donors SmartLists for example as well as custom fields Clicking the Reset button at the bottom left of the customize window resets the columns to the default set for that SmartList type The customizations you make will be saved with the SmartList and will be seen by other users if they view the SmartList see also Sharing a SmartList Users can make their own customizations see also Customizing a SmartList bu
37. A DONOR Choose the kind of donor you would like to add then enter the new donor s name ry Lu Donor Household Name example John and Mary Smith The Smith Household Donor with organization profile ext gt Cancel A GiftWorks household can be generally defined as a couple or family that gives to your organization as a unit Typically you will not need to track specific information about the members of a household though you have the ability to do so in GiftWorks Donor with Organization Profile If you add a donor with an organization profile you will be prompted for the organization name GiftWorks User Manual Page 20 of 265 ADD A DONOR Choose the kind of donor you would like to add then enter the new donor s name Donor e Fi Donor with household profile s Th Donor with organization profile Organization Name example The Acme Carp Foundation for Non Profits Cancel When you click Next on the first Add a Donor screen you will be taken to a second screen to confirm the details for the newly added donor Confirming Donor Details On the second step of the Add a Donor process confirm the name you ve entered for the donor you are adding This will include the display name whether you want the new donor to be an affiliate donor and possibly the organization name or individual name fields such as first middle and last Add a Donor eS E ABD A NEW DONOR Co
38. Cancel You will see the Soft Credit information listed here when viewing a donation GIFT DETAILS GIFT OF 3 000 00 ON 9 7 2012 SUMMARY COMPARISON CHART on E This Gift Donor Dash Rachel gi E other Donations Status Payment was received PAYMENT DETAILS Date 9 7 2012 Fund Operating Fund Amount 3 000 00 Payment Type Cash Receipted 50 00 DONATION INFORMATION To which campaign should this donation be attributed 2011 Annual Campaign From which appeal did this donation result 2011 Information Mailer Who was responsible for soliciting this donation To what is this donation directed or restricted No To which Honorarium Memorial was this donation given Does the donor want to give this donation lt Yes anonymously GiftWorks User Manual Page 43 of 265 CUSTOM FIELDS SOFT CREDIT RECOGNITION Behanna Paul 3 000 00 Scheduled to be acknowledged in mailing ACKNOWLEDGMENT RECEIPT INFORMATION RECORD HISTORY lt Back _ Edit Gift Acknowledgment Receipt Information The section shows the acknowledgment method and Receipt options you have chosen Saving Donations After you have entered all of the information about a donation click Save You will then be able to view all of the donation information for this donation GIFT DETAILS GIFT OF 3 000 00 ON 9 7 2012 SUMMARY COMPARISON CHART E this Gift Dash Rachel E other Donations PAYMENT DETAILS DONATION INFORMATION CUSTOM
39. Checked History Click on the columns to sort your GiftWorks history in different ways Click on the filters to modify your list Displaying the 196 newest entries Check All Uncheck All Customize Print Export To File DateTime User Source Category Action Description 5 O 9 19 2011 4 15 22 PM Sample User Manual SmartLists Add SmartList Added SmartList Untitled O 9 20 2011 9 35 28 AM Sample User Manual SmartLists Add SmartList Added SmartList Untitled O 9 20 2011 9 39 12 AM Sample User Manual SmartLists Edit SmartList Edited SmartList Untitled O 9 20 2011 12 51 00 PM Sample User Manual SmartLists Add SmartList Added SmartList Untitled ce O 9 21 2011 8 53 14 4M Sample User Manual Settings Run Backup Created GiftWorks backup at C Documents and Setting O 9 26 2011 1 10 29 PM Sample User Manual Donations Add Pledge Added pledge of 10 payments for 250 000 00 given on O 9 26 2011 1 17 52 PM Sample User Manual SmartLists Add SmartList Added SmartList BEtty O 9 26 2011 3 47 09 PM Sample User Manual Donors Add Donor Added donor Dean Jimmy O 9 26 2011 3 48 17 PM Sample User Manual SmartLists Add SmartList Added SmartList Member Visit 2011 O 9 26 2011 3 57 07 PM Sample User Manual SmartLists Edit SmartList Edited SmartList Member Visit Note title 0O 9 28 2011 2 53 59 PM Sample User Manual Donations Add Donation Added donation of 50 00 given on 9 28 2011 by Dash O 9 29 2011 9 21 59 AM Sample User Manual Mailings Add MailingList Added mailing l
40. Corporation 534 Walnut Avenue 2nd Floor Brown Winnie 589 Grant Way Lancaster PA 717 643 4583 Lancaster PA 987 654 2034 Fairborne Storm 377 Archer Circle Lancaster PA 717 291 6637 Good Michael Mauer David 337 Rightnow Street 9189 State Street Lancaster NE Lancaster PA 790 937 8479 717 859 9572 Mauer Emma 9819 State Street Lancaster P 717 859 8799 Mauer Emma Mauer Olivia 18 North West End 4venue 807 Chipom Circle Lancaster PA Lancaster PA 717 859 9878 Delete SmartList Contents Click on Delete SmartList Contents button You will see the following warning GiftWorks User Manual Page 229 of 265 DELETE SMARTLIST CONTENTS BEFORE YOU DELETE You can delete the contents of any SmartList You cannot recover what you ve deleted unless you make a backup so make sure you back up your GiftWorks database before you delete the contents of the SmartList When you delete GiftWorks only deletes the contents of the SmartList not the SmartList itself Also note that when you delete donors from a SmartList you delete anything associated with these donors induding notes donations addresses phone numbers etc You will not delete other associated donors however Back Up Database DELETE SMARTLIST CONTENTS To delete the contents of a SmartList select the SmartList and dick the Delete button Select SmartList Board Membe
41. Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 whichis 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments O Decrease Final Payment Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Accept 150 00 instead of the expected amount of 125 00 for this payment This will increase the total pledge amount by 25 00 Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments O Decrease Final Payment GiftWorks User Manual Page 56 of 265 Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Spread Received Amount Across Multiple Payments Apply 125 00 of the received amount to this payment and apply the remaining 25 00 across subsequent scheduled payment s Additional options will be provided to handle the leftover amount if any O Combine Multiple Scheduled Payments Decrease Final Payment Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 1
42. F415 623 0825 Groups Golf Classic Sponsor Primary Address Address 74 Arch Street San Francisco CA S44102 Primary Phone Phone 415 623 9825 Primary Email Email business dew ioresta cam Donor Since 122 200 Total Pledged 450 00 Largest Donation 200 00 Received Donations 1 Total Giwing Average Donation Work Relationships GiftWorks User Manual Page 146 of 265 Choose the SmartList for your report using the SmartList selection box on the Report Choices screen the SmartList Filter dropdown list at the bottom of the screen within the report or from the Customize Report option in the left Related Actions menu Click on Customize then click on Sections to choose which sections to display on the Report You can also choose different Giving Details and choose to include Soft Credits Customize Report Details Section Setup Giving Details Section Mame Ae ange All Dates Primary Contact Info Giving Summary Relationships Other Contact Info Notes Tasks and Files Indude Soft Credits Giving Details Pledge Details Grant Management lisa new Fields Mouckan Fielde Source of New Donors This report allows you to compare the effectiveness of your donor sources While this report can include all donor records you can limit the donors included by indicating a specific date range source and or SmartList Source of New Donors Source All Donors SmartList Dates 12 6 2007 th
43. FIELDS SOFT CREDIT RECOGNITION Behanna Paul 3 000 00 Scheduled to be acknowledged in mailing ACKNOWLEDGMENT RECEIPT INFORMATION RECORD HISTORY lt Back Edit Gift After you save the donation and if you chose to Acknowledge Later in the Add a Donation process you can choose a method here by clicking Acknowledge Now GiftWorks User Manual Page 44 of 265 Viewing and Finding Donations When viewing a donor you can see his or her donations by clicking the Donations tab Edit this Donor Add a Task Add a Note Add a Donation Add a Pledge Add a Relationship Add to a Mailing List Send Mail to this Donor Run a Report Delete this Donor Add a Donor Find Donor E Advanced Search Donor DASH RACHEL Member Summary Contact Info Donation History 11 1 2007 0 00 3 000 00 Donation List Gift 9 7 2011 Gift 10 30 2009 Gift 10 30 2008 Gift 11 1 2007 Edit Donor Details Change Profile Customize Print Summary ee Relationships Donations Notes Tasks amp Files 4 3 225 00 806 25 3 000 00 75 00 75 00 75 00 You can also view a donation in a SmartList of donations such as the All Donations SmartList Or you can create a SmartList of donations based on any of the information you stored in the donations PLEDGES OVERVIEW GiftWorks defines a pledge as a commitment made by a donor to your organization to donate a specified amount on a future date or dates Pledge payment
44. Important Information for Trial Users e The GiftWorks trial is intended for evaluation purposes only e The GiftWorks trial expires 30 days after installation and you will need to purchase a GiftWorks license to continue using GiftWorks Files created with the trial software will no longer be accessible after the trial expires e Emails to GiftWorks Customer Care are included with this trial There is no paid technical support included with this trial e You must accept the GiftWorks License Agreement during installation before you can use this product If you do not accept the terms of the License Agreement do not install or use the product INSTALLING GIFTWORKS Installing from a CD 1 Insert disk into your CD ROM drive Installation will automatically begin If it does not double click My Computer and then double click your CD ROM drive icon Choose SETUP EXE 2 From the initial setup screen click Next You can select Back any time during installation if you want to change a previous selection 3 Read the GiftWorks License Agreement If you accept the terms of the License Agreement select the I accept button and click Next If you cannot accept the terms of the License Agreement select Cancel and do not install or use the product 4 Enter your name and your organization s name in the spaces indicated If you want anyone using this computer to be able to use GiftWorks select the Anyone button You will be able to add additional
45. Lancaster 17601 Donors whose mailing address is geocoded Veterinarians by Sample User by Sample User by Sample User by Sample User by Sample User Adopted Dogs Forever Families El Fundraising 2012 In Kind Giving Dog Days Fun Run Group w Custom Time Periods Donations gt 1 000 2011 SDR Mailer Appeal Foundations Pledges 2012 Renewal Date El Volunteers Our Adopted Rescues Forever Families Adopted Rescued Dogs In Kind Gifts of Veterinarian Care Grooming and Training Events Donations gt 1 000 2011 SDR Mailer Appeal Foundations Upcoming Pledges Renewal Date Membership Request by Sample User by Sample User by Sample User by Sample User by Sample User by Sample User by Sample User by Sample User Active Volunteers Unscreened Volunteers El Standard All Donations All Donors Go All Donors and Affiliate Donors Offine Internet Updates GiftWorks User Manual Small Dog Rescue Volunteers All donations in the database All donors in the database All donors and affiliate donors in GiftWorks All pledges in the database by Sample User by Sample User Page 88 of 265 This displays a categorized list of the names descriptions and creators of all SmartLists you can view from your user account This includes built in SmartLists SmartLists you have created which can optionally be shared with other users and SmartLists that other users created and shared Fro
46. Marla 7 9 2005 Gift 200 00 200 00 7 9 2005 7 9 2005 Moore Trisha 7 19 2005 Gift 400 00 400 00 7 19 2005 7 19 2005 Bishop Steven 7 29 2005 Gift 50 00 50 00 7 29 2005 7 29 2005 Barber Harry 10 2005 Gift 2 000 00 2 000 00 8 10 2005 10 2005 Dibiase Mike 5 11 2005 Gift 50 00 50 00 5 11 2005 8 11 2005 Clark Carson af11 2005 Gift 133 00 133 00 afi 12005 af11 2005 Light Nigel afi2 2005 Gift 400 00 400 00 5l12 2005 6 12 2005 Buanimo Ken af12 2005 Gift 200 00 200 00 6 12 2005 6 12 2005 Houston Jane af13 2005 Gift 500 00 500 00 afi 3 2005 af13 2005 Jenkins Marley aii 3 2005 Gift 350 00 350 00 afi 3 2005 af13 2005 Jenkins Mabel af18 2005 Gift 100 00 100 00 6 18 2005 8 18 2005 Johnson Thelma amp j18 2005 Gift 750 00 250 00 af1e 2005 af18 2005 Kearny Bishop al25 2005 Gift 900 00 900 00 6 25 2005 6 25 2005 Peters Jackson amp Lynn 6 26 2005 Gift 300 00 300 00 6 26 2005 6 26 2005 Tubbs Maurice amp Janice 9 1 2005 Gift 50 00 50 00 9 1 2005 9 1 2005 Lavell Josh 9 5 2005 Gift 200 00 200 00 9 5 2005 9 5 2005 Moore Trisha 9 8 2005 Gift 125 00 125 00 9 8 2005 9 8 2005 Tucker Marshall Total Donations 65 Summary When adding or editing a SmartList there is an option on left Turn Auto Refresh On Off This feature will allow you to change the criteria on the list without it updating with each change You can then click on the Refresh Smartlist link and the list will refresh update This link is av
47. Note Add a Donation Add a Pledge Add a Relationship MAILING TASKS Add to a Mailing List Send Mail to this Donor OTHER TASKS Run a Report Delete this Donor Add a Donor DONORS Donor BROWN WINNIFRED Change Profile Customize Print Summary Summary Contact Info Details Relationships Donations Main Contact Info Phone Mobile Phone 987 654 2034 Email Assigned To Source About Brown Winnifred Donor Category Status Last Interaction Current Tasks Best Contact Mailing Lists Call her Mobile Phone any time of day 987 654 2034 Groups Household Spouse Description Donation Statistics For a donor with a household profile you can Add a Household Member from the relationships tab This creates an affiliate donor with a relationship to the household It also allows you to track information about household members without needing to create completely separate donor records for them The primary record for that household will be the main household donor record When viewing that record you can easily see and click for more detail about the members of the household RELATED ACTIONS Edit this Donor Add a Task Add a Note Add a Donation Add a Pledge Add a Relationship MAILING TASKS Add to a Mailing List Send Mail to this Donor OTHER TASKS Run a Report Delete this Donor Add a Donor DONORS sel Donor Change Profile Customize Print Summary THE WILSON FAMILY Gerry Wilso
48. O O L OOO Source All Sources Action All Actions Category All Categories Maximum Rows 1000 newest Offine amp Internet Updates Donor Dashboard Can now show Donations Soft Credits or Donations and Soft Credits for the Top 10 Giving Donors GiftWorks User Manual Page 34 of 265 S 8 DONORS RELATED ACTIONS DONORS DASHBOARD Click on the menu arrow just below to select different views of your donors To see a donor s details double dick anywhere on that donor s row C S R Home Donors Donations Volunteers Live Events SmartLists Mailings Reports v Settings ll VIEW RECENTLY ADDED DONORS Recently Changed Donors jamin and Pansy Donors with Current Tasks isa Top 10 Giving Donors gt Donations Donors Assigned To Me Soft Credits Donors with Recent Gifts y Sue Donor Group Marie 7 28 2011 8 33 15 AM Family Focus Foundation Donors with the Largest Gifts Donations and Soft Credits fle Household Profle John Paws No Profile Recentiy added Donors P profe assoredTo last Donation Steven Barkerson 600 00 No Profile Steven Barkerson No Profile John Paws Organization Profile Ellen Mauer 800 00 10 000 00 7 28 2011 8 33 14 AM Light Foundation Organization Profile Steven Barkerson 10 000 00 7 28 2011 8 33 13 AM Ajax Corporation Organization Profle John Paws 3 333 33 7 28 2011 8 33 12 AM Moyer
49. On the seventh step of the Add a Donor process select any mailing lists you want to add the new donor to Any default mailing list selections made when setting up your database or in the Settings section will be preselected Add a Donor ADD TO MAILING LISTS To add this donor to one or more mailing lists click on the mailing list names or the checkboxes next to them W Welcome Letters Newsletter W Information Mailer invites eS 4444 heather Add Additional Donor Information On the eighth step of the Add a Donor process you can choose to add additional fields to the add donor process You will set up these fields in Settings Customize Manage Fields for Adding Donors GiftWorks User Manual Page 24 of 265 Add a Donor ADD ADDITIONAL DONOR INFORMATION Enter the following information for this donor status Active Donor Source Donor Category Birthday Interested in Forewer C Family TEST m Verify Donor The ninth step of the Add a Donor process gives you an opportunity to verify some of the information you ve entered for the donor you are adding You can click the Back button to go back to any previous step and change the data you ve entered Or you can click Finish to complete adding the new donor to your database There are also links available to Add another donor Add more details to the current donor or Add a donation for the current donor Add a Donor NEXT STEPS Rewiew t
50. Ore oT YOUr aonors Honorarium and Memorial Notifications Each serves a specific purpose in your donation processing and acknowledgement process Donation mailings differ from regular mailings sent through GiftWorks in that they can be used to automatically mark donations or pledges as receipted or acknowledged The automation of these acknowledgement processes allows your organization to easily track your donations and ensures that your donor s generosity is acknowledged in a timely manner Donation Receipts GiftWorks 2011 improves the way receipts are issued and tracked This improved control will also help your year end receipting process Many of the receipting requirements will be satisfied by creating more flexibility in the way receipts are generated rather than creating specific processes such as Year End receipting This type of flexibility will allow Canadian customers to print year end receipts It will also provide more flexibility and tracking will be created around the process of editing and re printing receipts GiftWorks User Manual Page 101 of 265 When you are ready to send out receipts for these donations go to the main Mailings page and select Donation Receipts in the Donation Mailings Box at the top right of the main work area DONATION MAILINGS Donation Receipts 0 Donation Thank You Letters 48 Soft Credit Thank You Letters 3 Pledge Thank You Letters 13 Matching Pledge Thank You Let
51. Settings Guide for more information on GiftWorks Fields Field value Display Phone Call Visible Thank You Mote Visible In Person Visible Thank You Gift Visible Address Names Add your own Address Name options for your donor addresses e g home Address Business Address GiftWorks User Manual Page 183 of 265 MANAGE ADDRESS NAMES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use lt t won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Home Address Visible Business Address Visible Business 2 Address Visible Home Address visible A a Appeals An Appeal is a Fundrasing activity Each solicitation your organization sends out or event it holds can be entered as a separate appeal in GiftWorks MANAGE APPEALS This list of feld values will appear as a dropdown menu which will alow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are
52. SmartEntry Instructions Smart Entry Summary Enter your information into the SmartEntry page The SmartEntry information is correct Click the Process SmartEntry button to enter this information into GiftWorks Move your SmartEntry information into GiftWorks Click on Process SmartEntry GiftWorks User Manual Page 244 of 265 RELATED ACTIONS NEW DONORS WITH DONOR PROFILE Insert Row Delete Row SmartEntry Information Do you want to add this SmartEntry information into GiftWorks IF you click Yes the information will be moved into GiftWorks ves m SmartEntry Instructions SmartEntry Summary Enter your information into the SmartEntry page The Smart ntry information is correct Click the Process SmartEntry button to enter this information into GiftWorks Move your SmartEntry information into GiftWorks Click Yes NEW DONORS WITH DONOR PROFILE The SmartEntry process has completed successfully Smartintry Summary New donors 1 Existing donors 0 New donations 0 Total amount 0 00 Choose from these additional options or click the Done button Enter more information using the New Donors with DONOR profile SmartEntry Page Enter more information using a different SmartEntry Page View donors View donations Done GiftWorks User Manual Page 245 of 265 Click Done Save SmartEntry session click Save SmartEntry Session on left n 0o 00 0S oDe DEO AJ Back Home Donors Donat
53. SmartList Donors within 2 miles of Lancaster 4 10 2011 1 35 27 PM Sample User i Edit SmartList Edited SmartList Donors within 2 miles of Lancaster 3 15 2011 1 34 15 PM Sample User j Add SmartList Added SmartList Donors within 5 miles of Lancaster 2 23 2011 1 30 59 PM Sample User Add SmartList Added SmartList Geocoded Donors 1 12 2011 1 18 11 PM Sample User Add Donor Added donor Smith John 8 12 2010 1 16 51 PM Sample User ji Add Donation Added donation of 600 00 given on 7 12 2011 by The Wilson Family 6 29 2010 1 16 47 PM Sample User Edit Donor Edited donor Wilson Georgia 6 12 2010 1 16 31 PM Sample User Edit Donor Edited donor Wilson Gerda 6 1 2010 1 15 33 PM Sample User Edit Donor Edited donor Rosen Nyla Marie 5 22 2010 1 13 39 PM Sample User j Add Donation Added donation of 200 00 given on 7 12 2011 by Save The Dogs Foundation 5 15 2010 1 12 16 PM Sample User Add Donation Added donation of 3 500 00 given on 12 1 2010 by Save The Dogs Foundation 4 21 2010 1 11 19 PM Sample User j Add Donation Added donation of 2 500 00 given on 7 12 2010 by Save The Dogs Foundation 4 17 2010 1 09 52 PM Sample User Add Donation Added donation of 1 000 00 given on 7 12 2011 by Save The Dogs Foundation 4 1 2010 1 07 41 PM Sample User j Edit Donation Edited donation of 4 800 00 given on 2 14 2012 by Burns Patrick JoOlolojol o ojo q OJOO O O
54. and Add organizations of included members Select Letter This step is where you choose the letter template you want to use for your mailing The type of list you are sending to will determine which templates are available for your mailing For example if you are sending to a list of donors you can only use a donor template SELECT LETTER Select a letter for your mailing You can edit the letter by clicking the Edit Letter button Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing m i i Select A Letter Current Selection Gift Receipt Gift Receipt Donation Receipt Receipt amp Donation Receipt Number General Addressee Formal General Address Block Donation Donation Table Federal income tax law requires us to inform you the provided ta you in return for your gift Therefore wil full amount of your gift ig deductible for Federal inco Please retain this receipt for your records My Organization Mame s tax ID number is insert yi Guestions regarding this gift should be directed to tr Organization Phone Number or hy Organization E Edit Letter Why don t I see my letter If you want to edit the letter template before you send out the mailing click the Edit Letter button at the bottom left of the main work area GiftWorks User Manual Page 124 of 265 Generate Mailing This step shows you information about the mailing you are preparing to send File elp Send Us
55. bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by campaign for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each campaign Donation History by Campaign Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Campaign All Include Received Donations 12 000 CO Hone specified E General Campaign SS Capital Campaign HSS Annual Campaign E New Program Campaign E Technology Campaign E New Wember Campaign GSS Donation was not part EA nnal Campaign 20045 E Campaign for Capacity E Friends of the Family E Annual Campaign 2004 SS Annual Campaign 2007 hay 2007 Jul 2007 Sep 2007 Hoy 2007 Jan 200 Campaign Include Received Donations Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Donations or at the bottom of the screen within the report Donation History by Fund This report shows a breakdown of how donations to each fund have changed over time You can indicate a specific fund for your report by choosing from the fund selection If you choose the blank option in the fund dropdown list the report will show information for all funds You can further narrow your results by choosing a SmartList using the date range selectio
56. currently selected letter template for that mailing To choose a different letter template or to view the current template click Select Letter The next screen shows the currently selected template as well as other appropriate letter templates for this mailing You can add edit or delete a template by clicking the appropriate button Click Ok to save your changes or Cancel to return to the donation mailing without saving your changes The Donations Pledges tab shows all donations or pledges currently queued to receive the donation mailing Use the links at the top right of the list area to Check or Uncheck all items in the list You can also click individual boxes to the left of items to select them then use the Remove button to remove those items from the donation mailing There is also a Print link at the top right to print the list of items When you are done viewing or editing the donation mailing click Done to return to the previous screen UNDERSTANDING THE MAILING PROCESS When you send a mailing letter or email using GiftWorks you will always go through the same five main steps of the process with minor variations depending on what you re sending The five steps appear below GiftWorks User Manual Page 120 of 265 Q Sample Database Sample User Gift Works 90 6lCUmOOWmUCUM SUC E EE E E z Back Home Donors Donations Volunteers Live Events SmartLists Mailings Settings MAILINGS CHOOSE OPTIONS DONOR BARTON GRANT Ch
57. customize user access to and use of GiftWorks by selecting a security level Q GiftWorks Sample Database File Help N E O E E gt E EE EE Back Home Donors Donations SmartLists Mailings Reports Settings SETTINGS lt gt Help CHANGE SECURITY LEVEL Curent Task Table of Contents Select what kind of protection you would like to use for this database From this screen you can select a Select Security Level Set Options Finished database security level The Q O security level may be switched if you need to increase or decrease user access to the da Any user is allowed to use the database Their name is used Passwords not used for sign in All users are allowed to use all to track history as information is added or changed Settings Settings can be protected by a password areas of GiftWorks and their can optionally be protected by a password Standard Security Only users created by the administrator are able to use Repi res a ord rahi a Users still have access to all GiftWorks Any user can be designated as an Administrator Users can be designated as Administrators other areas of the database which enables them to modify all settings Standard Security Advanced Security Only users created by the Advanced Security offers the most control to administrators Requires a password on sign in administrator can use GiftWorks All features of GiftWorks can be protected based on the role Users can be a
58. donors during a capital campaign e Consider using Donor Custom Fields to track general information solicitors 1 amp 2 target amount status etc for inclusion in donor based reports for your meetings e Existing data can be imported or manually entered into the custom fields Again be sure that data being imported is consistently entered If there are variations in your existing data each unique value will be added to GiftWorks Membership Do you have basic membership one to three levels based on the amount of the gift for example e GiftWorks provides two date fields member since renewal date to track when a donor first becomes a member and when their membership is next up for renewal Consider using Donor or Donation Custom Fields to track the current level of membership Event Management Such as a Golf Tournament Do you have a golf tournament or other similar event e Consider utilizing Group Codes to segment golf players Golf Player 2008 e Consider a donor custom field to track the player s team name and handicap John s Team 18 and include it in a list of players for game day e Consider using donation Appeal codes to track player fees paid by each player by one player or by an organization and sponsorships e Consider using a Donation Custom Field to track the level of sponsorship tied to the sponsorship gift Helpful Tip Consider carefully how many of the limited number of custom fields to dedicate
59. each envelope as it is generated If you want to format individual envelopes modify them in the main Envelopes window using the toolbar On the bottom half of the Envelope Formatting Options screen choose whether to print a return address on the envelopes and enter or modify the return address you want to use You can modify the font for the return envelope using the buttons at the top right of that section of the screen At the bottom of the Mailing Envelope Options screen choose the sorting of the envelopes Click OK when you have finished formatting your envelopes and setting options On the main Mailing Envelopes screen show or hide the toolbar and ruler by clicking the links in the top right corner of the main work area The toolbar contains buttons for formatting your envelopes including font style color and size alignment and bullet or outline formats Change the formatting of any part of your envelope document using the toolbar The ruler shows you the measurements of where your envelopes fall on the printed page When you are done making changes to your envelopes click the Print or Save buttons at the bottom of the main work area The Print button brings up the print options window The Save button lets you choose a filename and location to save the envelopes document in rich text format rtf which you can then open in Microsoft Word When you have finished printing or saving your envelopes click the Done button to exit the Mail
60. first identify the donor Using the search box provided you can find and select an existing donor If the donor has not yet been added to your database you can add a new donor by clicking the Add a Donor link at the bottom of the window o x SELECT THE DONOR FIRST Enter part or all of the donor name you would like to find Search text You may also Add a New Donor Jer Cancel Entering Pledge Details You are required to enter the date that the pledge was made and the total amount pledged You can also indicate the number of payments that will be made on the pledge as well as the Expected Payment Type GiftWorks User Manual Page 46 of 265 Add Pledge xj PLEDGE DETAILS You are adding a new pledge from Dash Rachel Please complete the following information for this new pledge Pledge Date 11 4 2011 Total Amount Expected Payment Type Check Number of payments for this pledge EE Specifying Pledge Payment Schedule If there will be more than one payment made on the pledge you must specify a schedule for payment Indicate when you will receive the first payment using the First Payment Date selection box Add Pledge x PLEDGE PAYMENT SCHEDULE Dash Rachel has pledged a total of 500 00 to be given in 4 payments First Payment Date Payment Frequency Approximate Payment 1275 00 on 11 4 2011 schedule as ee 125 00 on 2 4 2012 125 00 on 5 4 2012
61. have been Members Renewal Date Use this field to track when your donors Membership expires Accepts Match Use this field to track if your donor accepts matched gifts Match Info GiftWorks User Manual Page 18 of 265 Use this field to enter any notes about the Match Issue Receipts Use this field to control whether or not the donor should be issued Receipts for their donations Receipt Group Use this field to control what Receipt Group the donations will be added to for Receipt mailings Donor Groups These fields appear in each donor record but they differ from other donor fields in that you can select any number of groups for each donor Each donor can be in as many or as few groups as you need This gives you an easy way to designate groups of donors like board members golf tournament sponsors or members Custom Fields Each GiftWorks donor record includes over 40 fields for recording information about that donor but organizations often want to track other information about their donors GiftWorks includes the ability to add custom fields to donor records ADDING AND EDITING A DONOR You can add new individuals households or organizations to your GiftWorks database Organizations can include companies nonprofits corporations and foundations Click any Add a Donor link they appear throughout GiftWorks to begin Add a Donor Select the donor profile type you want to add on the Add a Donor screen and click Next to
62. is a summary of your donationis Add Letter for Donors Add Letter for Donations Add Letter for Pledges Add Letter for Receipts To edit a donation letter click Manage Letter Library in Related Actions on the main Mailings screen Then select the donation letter you want to edit and click the Edit button HAHAGE LETTER LIBRARY Select a letter template ko edit from the list below or add a new letter by clicking Add Letters Current Selection Gift Thank You Letter Donors Donations Donation Letter ift Thank You Letter Honorarium Memorial Thank You General Today s Date Jan 1 2000 Letter Pledge Payment Thank You Letter Se ena Pledges General Address Block Receipts Dear General Salutation Formal Thank you for your recent gift of Donation Donation Amount to Wy Orgar Name Your support is deeply appreciated Thanks to your generosity we vill meet our mission to Wy Organization h Pledge Letters Pledge letters must be sent for a pledge or list of pledges Pledge letters are available to choose as the letter for the Pledge Thank You Letters and Matching Pledge Thank You Letters Donation Mailings You can insert all available donor fields in a pledge letter You can also insert information about the specific pledges in the list as well as donation summary information donor and donation custom fields and information about your organization To add a pledge letter click Manage Letter Library in Rela
63. letters rates This can be done through a vendor that provides these services or with USPS approved software Refer to the USPS guidelines for the frequency of certification Campaign A campaign is a series of events and solicitations for example mailings phone calls and special events that make up a cohesive push for funds for a specific purpose In GiftWorks a campaign is made up of several appeals An example of a campaign might be Fall Membership Drive 2004 or Annual Spring Cleaning Festival 2003 Comma Separated Value csv File A comma separated value or csv file is a data format where each line contains a row of data separated or delimited into columns by commas The fields can also be delimited by quotation marks which is necessary if any of the fields contain a column GiftWorks can import data from csv files which is a common format for export from other programs GiftWorks also exports data into csv format Custom Fields GiftWorks includes a wide variety of fields for donors and donations but occasionally your organization may need to store information for which there is no standard field For these cases GiftWorks lets you create custom fields for both donors and donations There are different types of custom fields including lists of fixed values and textboxes where you can enter text or numbers date fields and checkboxes Custom Periods SmartLists For each donor SmartList you can define up to
64. list of donor categories is customizable so you can add change or remove items in the list either from the category list on the Edit Donor screen or from the Settings section Donor Group Donor groups give you flexibility and power for classifying your donors The list of groups is customizable and you can add each donor to any number of groups Examples of groups you might use include Board Members Golf Tournament Participants 2008 Golf Tournament Sponsors 2008 or Member You can create SmartLists based on group membership and you can run reports send mailings and more Fiscal Year GiftWorks lets you indicate the starting day and month of your organization s fiscal year This feature gives you the ability to create SmartLists and reports based on your fiscal year and the calendar year Fund GiftWorks User Manual Page 257 of 265 An accounting field used to record which fund a donation is applied to for fund accounting purposes Certain campaigns may have their own funds capital campaigns for example Directing or restricting a donation can have an effect on which fund it goes into Each fund is linked to multiple debit and credit accounts see account If you use GiftWorks with QuickBooks accounting software you can automatically configure GiftWorks to match up with your QuickBooks chart of accounts Gift A gift is a one time transaction where the payment is received on the same day as the gift See also pledge an
65. mailing including the number of recipients sorting information and whether you are sending one mailing per donor or per donation pledge Any warnings or errors with your mailing are displayed here as well GiftWorks will notify you if there are any recipient problems like incomplete or invalid information or if the overall size of your mailing might cause problems You can go back and correct these problems before you continue When you are ready to send your mailing click the Generate Mailing button If you are sending letters and labels or envelopes this will prepare your documents for printing and saving If you are sending emails this will prepare your emails to be sent GiftWorks User Manual Page 125 of 265 Finish Mailing On this step you will complete the sending of the mailing and choose options for recording it to the donor donation or pledge records PREMIUM Q GiftWorks Sample Database Sample User File Help lt S EOM Back Home Donors Donations SmartLists Mailings Reports Settings MAILINGS lt gt Help FINISH MAILING Current Task Table of Contents Print and or save your documents Enter other details below Click Done to finish Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing This final step of the mailing O process is where you will print and or save your documents or send your emails You can also save information about the Save or Prin
66. of your different acknowledgements and receipts To create or modify your letters click Manage Letter Library in the Related Actions menu on the main Mailings screen HANAGE LETTER LIBRARY Select a letter template to edit From the list below or add a new letter by clicking Add Letters Current Selection Blank Letter General Thank You Letter Golf Classic Introduction Honorarium Memorial Notification Lapsed Donor Letter Member Renewal Thank You Letter New Member Thank You Letter Personal Letter Solicit Business Support Letter Donations Pledges Receipts The Letter Library is divided into different types of letters Donors Donations Pledges and Receipts Each letter type can only be sent to a list of the corresponding type GiftWorks User Manual Page 136 of 265 USING THE EDIT LETTER SCREEN The Edit Letter screen is where you write or modify the letter templates you use for your mailings EDIT LETTER HATCHING PLEDGE THANK TOU LETTER Write and edit your letter below To insert a Gift Works Field place your cursor in the letter then click on Insert Field and select the Field you d like Click the Toolbar link on the right to show the toolbar Letter size 2 kb Toolbar Ruler SHl S lo tF aeaa om Arial ejz xl BRF B mae General Today s Date Jan 1 2000 General Addressee Formal General Address Black Dear General Salutation Formal Thank you for your recent pledge The following table cont
67. option to include names that sound like when searching by the Name field GiftWorks User Manual Page 29 of 265 Find a Donor Can also search by Donor Id Donor Summary tab Donation Statistics Can now choose Giving Summary for Calendar Year or Fiscal Year GiftWorks User Manual Page 30 of 265 S Q N a E E Donors Donations Volunteers ive Events SmartLists Mailings Reports Settings DONORS Change Profile Customize Print Summary Call her Home Phone any time of day 717 285 3926 Welcome Letters Information Mailer Donation Statistics Giving Summary Giving History E Breneman Lisa BB All Donors Average Last Donation m 4 01 PM 9 1 2011 Donations Tab Donation History Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or Include both donations and soft credits S 0 FS 8 E 8B MH Donations Volunteers Live Events Smartlists Mailings Reports Settings DONORS Jl Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Chanae Profile Customize Print Summary Donation History Dptiong Donor Since 8 28 2007 received Donations Indude donations only argest Donation 50 00 Average Donation Indude soft credit recognitions only Total Giving 50 00 Indude both donations and soft credits Options Date Expected 8 28 2007 Onlin
68. or deletions you make to those donations You can filter and customize the data display You can also print or export the data Configure GiftWorks to Work with QuickBooks GiftWorks User Manual Page 203 of 265 CONFIGURE GIFTWORKS TO WORK WITH QUICKBOOKS Introduction Select Company File Complete Account and Class Setup Choose Options iC y i Before You Begin In this process you will be selecting your QuickBooks company File linking your QuickBooks accounts to your Giftworks accounts importing your QuickBooks accounts into Gift Works importing your QuickBooks classes into GifrWorks and selecting additional QuickBooks posting options Before you begin vou need to understand how your QuickBooks accounts and classes are set up and how they will relate to your GiftVorks donations and Funds We strongly advise you to read the Configure GiftWorks to Work with QuickBooks reference guide before getting started To be sure that all of your information is safe we also require that you Back up Giftvworks now Back up QuickBooks now Ready To Begin Ihave read the guide D Thave backed up Gift vyorks D Ihave backed up QuickBooks See the guide Configuring GiftWorks to Work with QuickBooks Manage Accounts and Funds Each donation entered into GiftWorks is applied to a fund GiftWorks funds are set up to point to specific accounts for each payment type Since the way you set up these fields affects your transaction posts for you
69. report format to the MY FAVORITE REPORTS area on the main Reports screen REPORTS View GiftWorks Reports by dicking one of the links below Get more specific reports by first creating a SmartList based on GiftWorks criteria then running a report on that SmartList from the left menu Create reports to better understand your donors Create reports to better understand your donations MY FAVORITE REPORTS MANAGE Change your list of favorite reports by cicking Manage above Donor Growth View the cumulative growth of your donors over time Forever Families Giving Levels Total giving by level report for Forever Families Source of New Donors Compare the source of your new donors Donors By Category View your donors by category Active Sources of New Donors Currently utilized sources of donors Current Year Donors by Sa YTD donor activity 2011 Pledge List GiftWorks User Manual Page 179 of 265 SETTINGS IN THIS SECTION GiftWorks Settings Overview Customize Change GiftWorks Fields Acknowledgment Methods Address Names Appeals Assigned To Campaigns Contact Types Countries Credit Card Types Directed Purpose Donor Categories Donor Source Email Names Gift Solicitors Job Titles Note Titles Payment Types Phone Names Prefixes Receipt Groups Relationship Roles States Provinces Status Suffixes Task Categories Manage Donor Donation Custom Fields Change Default Values for GiftWorks Fields Manage Fields for Adding New D
70. settings SEND MAIL eas eee Send custom letters and email to your donors ee ee PRINT LABELS Donation Thank You Letters 43 PRINT ENVELOPES Pledge Thank You Letters 13 Print envelopes for one or more of Your donors 5j ae ee Honorarium and Memorial Notifications To choose a different label type click the Change button at the top of the Mailing Labels screen GiftWorks includes support for a wide variety of Avery labels including most standard label sizes See the size and layout details for the selected labels on the bottom half of the Select Mailing Label window Click OK to return to the Mailing Labels screen GiftWorks User Manual Page 127 of 265 ey Sample Database Sample User GiftWorks laj x O9 S Q OEOGOQA G Back Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS MAILING LABELS By recording a history of these labels you ll have a dear record of what E Label Options eseo eal s sa Arial fe zB z u 28 7 A Review your mailing labels and make any desired adjustments using the tools below Ms Nyla Rosen 857 Branch Road i The Wilson Family i Ms Amy McBroom 65 Trent Road i 345 Fallon Street Rosen Company E ji Lititz PA 17543 Lititz PA 17543 Lancaster PA 17603 Ajax Corporation i ATTN Ms Jayne Halperin 534 Walnut Avenue i 2nd Floor i Lancaster PA 55259 Family Focus Foundation Moye
71. that the newsletters were sent out New Mailing RECORD THIS MAILING Enter a brief tithe and description for this mailing The mailing will be recorded for each recipient List Major Prospects Title Description 36 200 Cancel If you click the Done button at the bottom of the Mailing Labels screen without recording the labels GiftWorks will warn you that you have not recorded the labels Printing Envelopes To print envelopes for a donor or list click the Print Envelopes link on the main Mailings page GiftWorks User Manual Page 129 of 265 MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings SEND MAIL DONATION MAILINGS Send custom letters and email to your donors k Dmm eae i PRINT LABELS Print labels for one or more of your donors PRINT ENVELOPES Print envelopes for one or more of your donors H Honorarium and Memorial Notifications You can then choose to create envelopes for just one donor or for a list SmartList or Mailing list GiftWorks then creates your envelopes and displays them on the screen ey Sample Database Sample User GiftWorks O9 0O S Q00EOQ0J Back Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS By recording a his f rie a pol Review your envelopes and make any desired adjustments using the tools bel
72. to each process GiftWorks User Manual Page 9 of 265 Tasks Does your Executive Director and or Development Director track the history of communications with major donors e GiftWorks includes a Tasks feature Define task categories Settings Customize Change GiftWorks Fields Task Categories Create tasks using a category text description due date and time Tasks are stored on the Notes Tasks amp Files tab of a donor profile Upcoming tasks show on the GiftWorks Start Page click the Home button at the top of the GiftWorks window View and customize task lists and mark tasks as completed e tis important that staff utilizing this feature have regular access to GiftWorks and actively check on the status of tasks GiftWorks User Manual Page 10 of 265 DONORS IN THIS SECTION Donors Overview Understanding Relationships Understanding Profiles Understanding Donor Name Fields Donor with No Profile Donor with Household Profile Donor with Organization Profile Tracking Additional Donor Information Formal and Informal Salutation Formal and Informal Addressee Donor Website Donor Picture Multiple Addresses Multiple Phone Numbers Multiple Email Addresses Contact Preferences Employment Details Development Details Donors by Category Status Assigned To Source Member Since Renewal Date Accepts Match Match Info Issue Receipts Receipt Group Donor Groups Custom Fields Adding Editing a Donor Donor with No Profile Donor wit
73. to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it If you check the Share this list with other users checkbox the SmartList will be available to all users of GiftWorks within your organization They will be able to view the SmartList and customize their own view of that SmartList Only the creator of a SmartList can edit a SmartList or change its default customizations If you choose not to share a SmartList with others it will only be visible to you ALLOWING OTHER USERS TO CHANGE YOUR LIST If you check the Share this list with other users checkbox you will then also have the option to allow other users to change the list NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it ae aE Cir ieee Name of SmartList Untitled Description of SmartList 7 F aa All donors in the database SmartList Category Standard I Share this list with other users i Allow other users to change this list Add this list to my favorites USE THIS SMHARTLIST WITHOUT SAVING IT If you won t need this list again you don t need to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it GiftWorks User Manual Page 86 of 265 ADDING A SMARTLIST TO YOUR FAVORITES When saving or edi
74. to the Edit Honoraria Memorials section for details on adding or removing donors from the notification list The donors included in this list are automatically added to the Honorarium and Memorial Notifications mailing each time you add a donation to their corresponding honorarium or memorial To send notifications click the Mailings icon at the top of your screen Then click the Honorarium and Memorial Notifications link in the donation mailings section DONATION MAILINGS Donation Receipts 31 Donation Thank You Letbers 8 Pledge Thank You Letters 2 Matching Gift Thank You Letters 3 Honorarium and Memorial Motificatians Next click the honorarium or memorial you want to send notification to and select the Date Range you would like to use Send Mail To Honorarium Memorial Contacts x HONORARIUM OR MEMORIAL NOTIFICATION DETAILS Select the Honorarium or Memorial from the list below Items for which there are no donations or donors to notify are not displayed Name Tite oo Last Donation 3 31 2011 Thelma and Angelamia In Memory of Thelma and Angelamia 1 24 2011 Select the date range for donations to include in the notification letter Date Range All Dates From To mE Proceed with the normal mailing process GiftWorks User Manual Page 73 of 265 SMARTLISTS IN THIS SECTION SmartLists Overview Using the Built in SmartLists Understanding SmartList Types Creating a SmartList Adding Criteria Set
75. to this honorarium or memorial should be added to the Donors To Notify list Honorarium Memeornal Name more Honorarium Memerial Title more Description Donors To Notify ae Visible G In the window that appears assign a name title and description to your honorarium or memorial Note that the title should begin with In honor of or In memory of This ensures that the information for you honorarium or memorial merges seamlessly into your honorarium or memorial letter templates You can enter a brief description in the description box At the bottom of the window you can add donors to the notification list Each time a donation is accredited to the honorarium or memorial these donors will be queued for notification Click Add Donor and using the search field provided find or select a donor from your GiftWorks database or add a new donor You can also remove donors if any from the notification list by clicking the red X beside their names Click the checkbox beside Visible in the Add an Honorarium Memorial window to indicate that you want to be able to choose the honorarium or memorial when you add new donations When you are finished click Save Editing Honoraria and Memorials When editing an honorarium or memorial you can change its name title and description add or remove donors for notification and hide or show the record when new donations are being added To edit an honorarium or memorial click the record yo
76. user names after installation If you are the only person who should be able to use GiftWorks select the Only for me button Click Next after making your selection 5 GiftWorks will install into your Program Files folder by default Click Next to accept this default setup If you want to install into a custom folder instead select Change and browse to the folder of your choice or create a new folder Click OK once you have chosen a folder then click Next If you are creating a new folder GiftWorks will ask you for confirmation Click OK to confirm this 6 GiftWorks is now ready for installation Click Install Installation may take several minutes 7 When the installation wizard is completed you may check the Launch Mission Research GiftWorks GiftWorks User Manual Page 4 of 265 box and click Finish to launch GiftWorks If you want to use GiftWorks later click Finish Installing from a Download I Download the GiftWorks installation file from http www giftworksconnect com giftworks downloads When given the option choose to save the downloadable file and save it to an easy to remember location such as your desktop When the download is complete double click downloaded file to start the installation From the initial setup screen click Next You can select Back any time during installation if you want to change a previous selection Read the GiftWorks License Agreement If you accept the terms of the License Agreement s
77. with the honorarium or memorial for example family members The items listed below show you how to create edit and delete honoraria and memorials They also show you how to add a donation made in honor or in memory of someone how to acknowledge the donation and how to notify necessary donors of the donation CREATING EDITING AND DELETING HONORARIA AND MEMORIALS To add a donation given in honor or in memory of someone you can either add an honorarium or memorial in the Settings area or add an honorarium or memorial as you enter the donation To do this in Settings click the Settings icon at the top of your screen then click the Additional Settings amp Tools link in the main work area 0o00 9S OU GF EO Donors Donations Volunteers Events SmartLists Mailings Reports T S ETTI N e S Tailor GiftWorks to suit your needs GIFTWORKS SETTINGS You can customize the information you indude Choose a link below to make changes to your GiftWorks settings about your donors to suit your organization s needs W a Setup the fields that came with GiftWorks or add your own fields Change field values Change field defaults Customize donors More Accounting Manage the way donations are tracked and post them to other software Post donations View transactions Manage accounts and funds More Security Password protect the GiftWorks Settings so only administrators can make changes Set or change administration passwor
78. your Favorite SmartLists If you share the list with other users you can then also have the option to Allow other users to change this list Once you have set the options for your SmartList click Save List to save it or Cancel to leave without saving your changes NOTE When creating or editing a SmartList the list refreshes with each command If you would like to turn the Auto Refresh off click on the Turn Auto Refresh Off option on the left under Related Actions Then after you have added edited all of your criteria click on the blue Refresh SmartList link above the results list this will show you the finished list CUSTOMIZING A SMARTLIST There are two ways to customize SmartLists in GiftWorks When you first build or define a SmartList you can set the default customizations for that SmartList which will be seen by other users when they first view the SmartList Each user can also set customizations for each SmartList The customizable parts of a SmartList are the columns displayed in the SmartList results and optionally a grouping of those results by the values in one of the columns GiftWorks User Manual Page 83 of 265 Customize Print Batinich Dave 730 Ellis Street San Francisco CA 415 567 8787 Chambers Rachel 1614 William Howard Taft Ad Suite 300 Cincinnati OH 415 282 6111 Forman Josh 16th amp South San Francisco C4 415 431 3892 Graham Ted 718 Griswold St Detroit MI 415 663
79. your restored GiftWorks Database file gds Ex my giftworks data Cancel Step 3 Give your new database file a name GiftWorks User Manual Page 222 of 265 GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GiftWorks database will create a GiftWorks Database file gds from a GiftWorks Backup File gbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below Find the GiftWorks Backup File gbf you want to restore Your most recent GiftWorks Backup File is selected below If you want to restore a different GiftWorks Backup File click the Browse button C Documents and Browse Choose a location for your restored GiftWorks Database file C Documents and Settings lisa breneman Desktop ant Enter a name for your restored GiftWorks Database file gds step 3 mydatabasefile x my giftworks data Restore Cancel Click Restore GiftWorks Restore a Restore is complete i The file was restored to C Documents and Settingsilisa brenemaniDesktopimydatabasefile gds Sign In to the database file To do this click on the Options tab to the right of the Database name Choose Select an existing database and then click Browse Find the database file you restored click on it and then click open Click Next Now choose your User Name and then click Done Now click on Sign in NOTE If you w
80. 1 16 2011 whichis 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment gt Increase Total Pledge Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments Combine two or more scheduled payments into a single larger payment and apply the 150 00 received against that combined payment Additional options will be provided in the event the recetrved amount does not exactly cover the combined payment total O Decrease Final Payment GiftWorks User Manual Page 57 of 265 Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 150 00 on 11 16 2011 which is 25 00 more than the anticipated payment of 125 00 Choose a method for applying this payment Increase Total Pledge Spread Received Amount Across Multiple Payments Combine Multiple Scheduled Payments Decrease Final Payment Accept 150 00 instead of the expected amount of 125 00 for this payment and decrease the final expected payment amount by 25 00 in order to keep the total pledged amount unchanged Payment Type Select the payment type for the donation Default payment types include money in kind contributions and securities If you select a payment type other than cash a Payment Detail page with additional fields will appear Enter the details about the payment For example for donations made in the form of equipment you can enter a description of the equipment
81. 100 Cash 4100 Contrib General Fund Mo 6 30 2005 Jones Tom amp Marla 250 00 1100 Cash 4100 Contrib General Fund No Fiaf2005 Moore Trisha 200 00 1100 Cash 4100 Contrib General Fund No 7119 2005 Bishop Steven 400 00 1100 Cash 4100 Contrib Building Fund Mo 7292005 Barber Harry 50 00 1100 Cash 4100 Contrib General Fund No B10 2005 Dibiase Mike 2 000 00 1100 Cash 4100 Contrib General Fund No 6 11 2005 Clark Carson 50 00 1100 Cash 4100 Contrib General Fund Mo 5111 2005 Light Nigel 133 00 1100 Cash 4100 Contrib General Fund No a12 2005 Buanima ken 400 00 1100 Cash 4100 Contrib General Fund No B 12 2005 Houston Jane 200 00 1100 Cash 4100 Contrib Building Fund Mo 13 2005 Jenkins Marley 500 00 1100 Cash 4100 Contrib General Fund No B13 2005 Jenkins Mabel 350 00 1100 Cash 4100 Contrib General Fund No 6 18 2005 Johnson Thelma 100 00 1100 Cash 4100 Contrib General Fund No 18 2005 Kearny Bishop 250 00 1100 Cash 4100 Contrib General Fund No FILTERS TOTALS Dates All Dates Status ll Transactions 119 Debit Account All Accounts 1100 Cash 67 766 00 Credit Account All Accounts 1200 Pledge Receivables 24 250 00 Fund All Funds All Classes 4100 Contributions 92 016 00 Campaign All Campaigns O 0O O O O O O 0O O O 0O O O 0O O O O GiftWorks maintains a detailed history of all accounting transactions generated by the donations you enter as well as any changes
82. 2ilisatest gds A dialog box will appear when the Restore is complete click Ok NOTE If you have GiftWorks installed on multiple computers and you have created a new database file you will need to make sure that all of the users sign in to the new database file in the new location Rename The Database GiftWorks User Manual Page 224 of 265 You can change the way the Database name is displayed within GifWorks On the Sign In screen you will see the name of your Database The example below shows the Database as Sample Database SIGN IN TO GIFTWORKS To begin using GiftWorks you need to sign in to a database Make sure the database and username listed below are correct then cick the Sign In button Database Sam p le Database c program fies mission researchigiftworks Watalgw tr gds Username Sample User To change this click on the Rename the Database option You will see the current name Rename Database Enter the new name for this GiftWorks database OK Sample Database Remove this and type in anew name Rename Database Enter the new name for this GiftWorks database Giftwwiorks Database Now when you go back to the Sign In screen you will see the new name GiftWorks User Manual Page 225 of 265 SIGN IN TO GIFTWORKS To begin using GiftWorks you need to sign in to a database Make sure the database and username listed below are correct then click the Sign In button ase
83. 5 CREATE A SMARTENTRY PAGE Choose fields for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish _ _ 2 _ Choose the fields that you would like to include in the SmartEntry page Click on a field from the Available Fields list and use the Add button to move a field into the SmartEntry Fields list on the right When you have selected all the desired SmartEntry Fields click the Next button Available Fields SmartEntry Fields Donor Fields Profi Donor Affiliate Donor Prefix First Name Middle Name Last Name Suffix Nickname Organization Display Name Salutation Formal Salutation Informal Addressee Formal Addressee Informal Description Gender Marital Status Website Phone Name X Click on the field on left side of screen then click Add button CREATE A SMARTENTRY PAGE Choose fields for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish Q O Q Q Q Choose the fields that you would like to indude in the SmartEntry page Click on a field from the Available Fields list and use the Add button to move a field into the SmartEntry Fields list on the right When you have selected all the desired SmartEntry Fields dick the Next button Available Fields SmartEntry Fields Donor Fields E Donor Affiliate Donor Profile First Name Prefix Last Name Middle Name Suffix Nickname Organization Display Name Salutation Formal Salutati
84. ACCESS Pee p ipm m mm tele p e phas te 7 With GiftWorks you can control direct access to the database from third party tools Just set a database password and any third party tools will need this password to access tne database Set a password to control direct access to the database from third party tools Secure your database from being viewed or modified by third party tools and programs by setting a database password If you change your database security level from Advanced to Standard or Basic security your Database Password will be cleared during the change The feature is only available in Advanced Security GiftWorks User Manual Page 217 of 265 DATABASE FILES AND MAINTENANCE The Database and Maintenance subsection of the Settings section contains the options for working with your database file DATABASE AND MAINTENANCE Select any of the following to manage the settings Import records from another source or export them into a number of formats Manage GiftWorks History View and deanup your GiftWorks history Manage Your GiftWorks Database Back up restore and rename your database Delete Information From Your Database Manage deleted information in your GiftWorks database Configure Your GiftWorks File Storage Configure the file storage settings for GiftWorks Seasonal Address Update Update donor mailing addresses based on active seasonal addresses GiftWorks Checkup Check the h
85. Address ZIP Postal Code Phone El Donor Category Corporation Lederer Industries 37766 Falconry Drive 99323 Industrial Park Dr 74 Arch Street 553 Ames Avenue City State Lincoln NE 68510 Beverly Hills C4 90212 San Francisco CA 94102 San Francisco C 94123 876 625 2767 415 282 4220 415 623 9823 415 774 2000 Hammer Industries Inc Cresta Corporation Peralta House Antiques 4 E Donor Category Foundation Save Our Families Foundation 1211 10th Street NW Taylor Foundation 1054 Takman Circle Suite 200 Feed The Nations 74 Wolmant Street 3 El Donor Category Individual Household Aliota Mark 585 Bryant Street Arm Mark 1471 Bancroft Ave Barber Harry 1000 Yan Ness Ave Berardi Sheila 1675 Howard Street Berardi Jon 1675 Howard Street Bishop Steven 1313 Quint Street 415 754 2747 x3 415 984 3662 415 864 9836 San Francisco C San Francisco CA San Francisco CA San Francisco CA Berkeley CA San Francisco CA San Francisco CA San Francisco CA San Francisco C4 415 673 7900 415 863 9000 415 863 9000 Donor Category All Donors SmartList Filter Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Top Donors This report shows a list of the top donors based on how much they have donated in total to your organization Donation information is included per do
86. Auto Co Organization Profile Ellen Mauer 7 12 2011 1 18 11 PM Smith John Offline Internet Updates GiftWorks User Manual No Profile 5 000 00 Total Donors 12 MY FAVORITE SMARTLISTS MANAGE f fize mg apie et Page 35 of 265 DONATIONS IN THIS SECTION Donations Overview Adding a Donation Selecting a Donor Selecting Donation Type Entering Gift Details Indicating Donation Options Soft Credit Recognition Acknowledging Donations Completing and Editing Donations Saving Donations Viewing and Finding Donations Pledges Overview Adding a Pledge Selecting a Donor Entering Pledge Details Specifying Pledge Payment Schedule Acknowledging Pledges Completing and Editing Pledges Saving Pledges Applying a Pledge Payment Selecting a Donor Selecting Donation Type Applying a Payment to a Pledge Entering Pledge Payment Details Specifying Donation Options Acknowledging Pledges Confirming Payment Summary Viewing and Editing Donations and Pledges Viewing the Main Donations Page Viewing a Donor s Donation Summary Viewing Donations Pledges and Pledge Payments Viewing a Pledge Viewing a Pledge Payment Viewing a Donation Gift GiftWorks Honoraria and Memorials Overview Creating Editing and Deleting Honoraria and Memorials Adding Honoraria and Memorials Editing Honoraria and Memorials Deleting Honoraria and Memorials Hiding Honoraria and Memorials Sorting Your View of Honoraria and Memorials Accrediting
87. Depending on the SmartList you re viewing whether it s a donor donation or pledge SmartList you can run certain reports directly on that SmartList When browsing a SmartList click Run Report for List in the Related Actions menu GiftWorks will give you a list of the reports that can be run on that list This gives you the ability to get deeper information about a SmartList To run a report on a SmartList open a view of the SmartList Then from the Related Actions menu click Run Report for List Export This List Update Items In This List Run Report For List Choose from the list of reports in the next screen to view the desired report and click Next to continue Your SmartList report is now ready for viewing and customization SELECT A REPORT TO RUN Choose a report from the list and click the Next button to see the report Reports Received Pledges And Gifts Donation History Top Donations Donation History by Donor Profile Donation History by Donor Category Donation History by Campaign Donation History by Fund Donation History by 4ppeal Donating Summar hs FundiAnneal RUNNING A REPORT ON A DONOR With GiftWorks you can create reports from a donor donation or pledge record Reports range from a summary report of the donor s information to a comprehensive view of a donor s total giving history Donor Report Open a donor record and click Run a Report from the menu on the left Choose fr
88. Donors tab click Add Donor to select individual donors or Add Donors to select an entire existing list of donors to add to your Mailing List Remove donors from your Mailing List by clicking the checkbox beside their names and then clicking Remove EDIT HAILING LIST Use the tabs below to view the elements of this mailing list Details Donors The donors on this mailing list are shown below To remove a donor From this list click the checkbox next ko khe donor s name then click Remove at the bottom Check All Uncheck All Print O Aliota Mark O Arm Mark COI Barber Harry CI Barrette Matt and Sheri CI Batinich David O Berardi Jon CI Berardi Sheila CI Bishop Steven C Brookes Pete ha Add Donor Add Donors Remove Total 57 Click Done when you ve finished editing your Mailing List Using My Favorite Mailing Lists GiftWorks offers quick access to your favorite Mailing Lists in the My Favorite Mailing Lists section of the main Mailings page HY FAVORITE HAILING LISTS 4 mailing list enables you to randomly gather donors to be included in your mailings Welcome Letters Letters to be sent to new donors 57 Recipients Send Mail Newsletter Gur organization s newsletter 9 Recipients Send Mail GiftWorks User Manual Page 134 of 265 To select the Mailing Lists you want to appear in this section click Manage Then click the checkbox of the Mailing Lists you want to appear in My Favorite Mailing Lists Manage My Favo
89. E Honorarium Memorial Name Thelma and Angelamia Acme Super Dog Apparel 389 Acme Way Lancaster PA 17603 717 859 0872 ASDA gmail com Kay Alan 22 N President Ave Apt 518 Lancaster PA 17603 717 859 9999 pop comcast net The Wilson and Shirley Delong 5534 Delong Drive Lancaster PA 17603 717 253 9635 delong hotmail com 3 6 a Honorarium Memorial SmartList Filter All Donors GiftWorks User Manual Page 155 of 265 VIEWING DONATION REPORTS GiftWorks offers 17 different donation reports that organize donation information in a way that lets you assess your organization s fundraising effectiveness Click View Donation Reports in the work area of your main Reports screen to view a list of the available donation reports To view any of the reports click the report name REPORTS DONATION REPORTS Select a report from DEIOW DY CICKING Me report DUE VIEW Mep TO learn More aout Reports in 6 Ftv OES gt DONATION HISTORY New TOW your donations nave changed over ome gt TOP DONATIONS VIEW YOUr TOD received Gonatons wimin a spec fied ome frame gt DONATION HISTORY BY DONOR PROFILE VIEW donations according to the profi of Me donor at Made me donatorn b DONATION HISTORY BY DONOR CATEGORY VIEW donations according to ihe type of donor Tat Made ine donavan b DONATION HISTORY BY CAMPAIGN VIEW donatons according To Me campaign Tat Prompted Me donor to MaKe me donatan 4 DONATION HISTORY BY FUND VIEW donat
90. ENTS To delete the contents of a SmartList select the SmartList and cick the Delete button Select SmartList Delete the List Content Display Name You are about to permanently delete 9 record s Acme Super Dog Apparel You have indicated that you want to delete the contents of this smartlist Are you REALLY sure that you want to continue Ajax Corporation If you choose to continue you will not be able to restore the deleted data Brown Winnie Fairborne Storm Good Michael Mauer David 9189 State Street Lancaster PA 717 859 9572 Mauer Emma 9619 State Street Lancaster PA 717 859 8799 Mauer Emma 18 North West End 4venue Lancaster P Mauer Olivia 807 Chipom Circle Lancaster P 717 859 9878 Total Donors 9 Delete SmartList Contents Click Yes to continue or No to Cancel Configure Your GiftWorks File Storage GiftWorks User Manual Page 230 of 265 You can attach documents to donors to keep that important information easily accessible This could be used to save additional pictures documents contracts information sheets etc for a donor The attachments will show in the Notes Tasks Files tab The Administrator has to turn this feature on and can set file limits per donor GiftWorks Standard can have up to 5 files per donor and GiftWorks Premium can have up to 200 files per donor The Administrator can also set a maximum file size These attached files
91. Feedback T oS 09 CES MGV Donors Donations Volunteers Events SmartLists Reports Settings MAILINGS GENERATE MAILING After you generate this mailing you can either Review the mailing details below Click Generate Mailing when you are done print the mailing now or N save the file as an RTF Select Options Choose Recipients document to work with later Letters Preview Mailing Summary Gift Thank You Letter Number of recipients 32 Labels Preview Discount type No discount Avery Standard 5160 Address Sorting ZIP Postal Code ZIP Postal Code Addressina Send one mailing per donation Note Some recipients contain missing or invalid mailing information Check the Recipients area for details You can continue but some letters may be incomplete If you are sending letters and envelopes or labels you can preview the documents by clicking the Preview links GiftWorks shows you what the documents will look like with the information from your database merged in On the preview screen use the Prev or Next buttons at the bottom right to move between pages of the document Click OK to return to the Generate Mailing step If you are sending an email you can send a test email using the Send Test Email link You will be prompted to enter an address to send the test email to the name and address to send it from and the subject to use for the test email The Mailing Options Summary box displays information about your
92. Gift g Good Better GiftWorks User Manual GETTING STARTED sicesesvccvesuccencesscesenesnerescere A EEE 2 DONORS re T 11 DONATIONS ciie tices sci E E EE EES 36 SMARTLIS TS eorr rE EE E E E EE EE 74 MAILING CENTER ccsccctoccsceseascensssasescaeasaendasunceracsraceasesecesedoseceveucsers 97 REPORT S N 141 SET UNGS mene e EEEE AETS 180 GIFTWORKS GLOSSARY sirri r rren F EE OE ER 254 GETTING STARTED IN THIS SECTION About This Manual Using the Built in Help Getting Around GiftWorks System Requirements What You Need to Use GiftWorks To Use the Online Features Important Information for Trial Users Installing GiftWorks Installing from a CD Installing from a Download Setting up GiftWorks If You Are New to GiftWorks Creating Standards for Your Organization Names Salutations Addresses Gifts and Pledges Analyzing Your Data Solicitors Capital Campaign Membership Event Management Tasks GiftWorks User Manual Page 2 of 265 ABOUT THIS MANUAL This Manual was created to give you all the information you need to use GiftWorks fundraising software as part of a complete and effective fundraising strategy all in one convenient document Using the Built in Help GiftWorks includes easy to understand help on almost every screen of the software It s context sensitive offering relevant guidance about the features of whatever screen you re interacting with Simply click the Help icon on the upper right of the GiftWorks screen
93. GiftWorks Database c program filesimiesion researchigiftworks data g w tr ods Username Sample User Compact The Database Compacting your database can decrease the amount of disk space it takes up and may make it operate more efficiently GiftWorks will also create a backup copy of your GiftWorks database in the same folder when you compact the database in case of compact errors You can then restore the backup file named as databasename database compact gbf of your database Compact Database COMPACT THE DATABASE You are about to compact your database Depending on the size of your database this could take several minutes to complete Click Compact if you want to continue and compact the database lf Backup your database before compacting cHprogram Files mission research gittworks datalgw tre database compact gbf A special backup will be created in the following location You will see a prompt when the process is finished Compact the database x i Compacting has completed Original size 9 08 MB Compacted size 8 62 MB Click Ok GiftWorks User Manual Page 226 of 265 Deleting Information from Your Database When you delete a donor or donation from GiftWorks using delete this donor or delete this donation each is marked for deletion but is not permanently deleted from your database You must visit this area of GiftWorks to permanently delete them You can also restore donors that you do not want to d
94. GiftWorks User Manual Page 154 of 265 Donor Notes Source All Donors SmartList Dates 1 1 2011 through 12 31 2011 User All Title Body Note Date Note Time User E Donor Notes El Display Name Coe Steve Met to talk about major giving Steve has an interest in events but has not given to his ability 1 24 2011 10 31 27 AM Sample User Met to ask for larger giving had a check in hand that day 1 El Display Name Johns James Grant work status update Called Jimmy to see how the grants he is shepherding for us are 5 24 2011 10 22 45 AM Sample User coming along He is on time and enthusiastic il El Display Name Mauer Joe Called Joe to ask to volunteer Joe s giving is off asked him for volunteer time instead of dollars 5 24 2011 10 25 47 AM Sample User il a User SmartList Filter All Donors Date Current Year Honorarium Memorial Notifications View donors who receive honorarium memorial notifications Honorarium Memorial Notifications Source All Donors SmartList Honorarium Memorial All Display Name Address City State FIP Postal Code Phone Email E Honorarium Memorial Notifications El Honorarium Memorial Name Louise Mauer Olivia 807 Chipom Circe Lancaster PA 17603 717 859 9878 Olivia comcast net i El Honorarium Memorial Name Nancy Mosso Dimock Anne 1888 South Street Lancaster PA 17603 717 859 9988 Anne comcast net Wilson Anne 3 Breezy Dr Lancaster PA 17603 662 623 2523 anne hotmail com 7
95. Home Donors Donations Volunteers Live Events SmartLists Mailings Reports Settings MAILINGS CHOOSE OPTIONS DONOR BARTON GRANT You can set the options on i trol the this screen to con Choose the options for this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Q Q Q O Mailing Format Send Email requires configuration EMAIL CONFIGURATION OPTIONS Send Letters Only Siftworks k Send Letters amp Labels options Setup you s g Click here to configure email settings 1g two different KS Can send ema our email before sending ma C Send Letters amp Envelopes Email Options Letter is induded in the body of the email Letter is attached to the email as a PDF Letter is attached to the email as a PDF and in the body of the email Optional Files will be attached to each outgoing ema Attachments Attachment File Path Add Attachment File a Online A Internet Updates To use Outlook Configure Email EMAIL OPTIONS GiftWorks can send email using two different methods Choose the desired email options and click the Next button Read more about your email options Send email through Microsoft Outlook Microsoft Outlook must be installed on this computer and be able to send emails GiftWorks will use Microsoft Outlook and the email settings in Microsoft Outlook to send email Send email using your own email server settings This option allows you to specif
96. IWORKS SETTINGS Choose a link below to make changes to your GiffWorks settings Sea came with Giftvorks or add your own fields a _hange 1 field values Change field defaults Customize donors More Accounting B Manage the way donations are paid and aia them to other software counts and funds More Post donations View tansacthons Manag Security Password protect the GiftVorks Settings so only administrators can make changes Set or change administration password Change level More ma Database Files and Maintenance f Manage your GiftWorks diina a aoe asian related to your GiftWVorks data d record More Import and export data Mana 1 your database ka Additional Settings amp Tools Modify other GiftVVorks settings Change your organization info Set Up honoraria and memorials More Clicking Delete SmartList Contents allows you to select a SmartList and delete all of the donors donations or pledges in that SmartList out of your database file This can be useful if you want to clean up your database or otherwise get rid of some records Please note that this deletion is permanent and cannot be undone unless you create a backup of your database before you delete the SmartList contents and then restore that backup SENDING MAIL TO A SMARTLIST You can use any SmartList as the basis for a mailing When viewing the SmartList click Send Mail in the Mailing Tasks menu
97. Informal Salutation Brian Formal Addressee Formal Addressee Mr Brian Bell Informal Addressee Informal Addressee Brian Bell Donor Since Donor Since 6 19 2006 Total Giving 0 00 Total Giving 1 625 00 Total Pledged 0 00 Total Pledged 0 00 Average Donation 0 00 Average Donation 180 56 Largest Donation 0 00 Largest Donation 325 00 Click Merge You will see a prompt to confirm the process Merge Donors You are about to merge Bell Sandra and Bell Brian You will nok be able to undo these changes Merge donors Click Yes You will see a prompt confirming the process is finished Click Ok Donors Merged Bell Sandra was successfully merged with Bell Brian NOTE Be sure to back up your database before merging donors as this step cannot be undone GiftWorks User Manual Page 253 of 265 GIFTWORKS GLOSSARY Account An accounting field that indicates which general ledger account donations and pledges should be debited or credited to In GiftWorks the account is accessed by applying the donation to a fund If you use GiftWorks with QuickBooks accounting software you can automatically configure GiftWorks to match up with your QuickBooks chart of accounts Acknowledged This field indicates whether or not a donation was acknowledged and if so how it was acknowledged You can either enter this information manually or when you enter a donation you can schedule it to be acknowledg
98. New Donations to Honoraria and Memorials Adding a Donation in Honor of In Memory of Adding a Pledge in Honor of In Memory of Acknowledging and Receipting Honorarium and Memorial Donations GiftWorks User Manual Page 36 of 265 Sending Honorarium and Memorial Notifications DONATIONS OVERVIEW Donations are a vital source of revenue and accurately tracking them is an essential function for your nonprofit Tracking how donations were made why they were made and who made them helps you refine your fundraising processes and can increase both the amounts you raise per donor and the number of people who donate TaT D O N AT O N 3 Manage your donations add new ones update and track existing ones and much more DONATIONS OVERVIEVE IF you want to add a donation For a new or existing donor just select 4dd a Donation You ll be ADD ADD A PLEDGE shown how to do it step by Add a new donation for a donor Add a new pledge For a donor step VIEW DONATIONS DASHBOARD VIEW DONATION REPORTS See common views of your donations View a list of reports for your donations View and manage your donors using the tasks below O LATEST DONATIONS Below is a list of the last 5 donations entered 100 00 Gift Given by Lynn Marcus amp Bridgett on 2 26 2008 z 000 00 Pledge Payment Given by Horne Carl on 12 21 2007 z 000 00 Pledge Payment Given by Horne Carl on 12 21 2007 2 000 00 Pledge Payment Given by Horne Carl on 12 21 2007 600
99. PREMIUM You can enter multiple addresses for each donor and include a Seasonal Address A Seasonal Address is a mailing address for a donor that has a specified active time period See Edit a Donor for more information In addition to the Primary Mailing address both Standard and Premium can have a 2nd Address a 3 Address and Informational Addresses Multiple Phone Numbers For each donor you can enter any number of phone numbers Whichever one you designate as the primary phone number will be available for listing in SmartLists and reports You can also choose a 2 and 3 phone number to appear in SmartLists and reports Multiple Email Addresses For each donor you can enter any number of email addresses Whichever one you designate as the primary is the one to which emails from GiftWorks will be sent You can also choose a 2 and 3 email address number to appear in SmartLists and reports Contact Preferences GiftWorks tracks a number of contact preferences for each donor For email phone physical mail and solicitation you can choose whether it is okay to contact the donor via that method whether they prefer not to be emailed called mailed or solicited or if they have no preference You can also indicate whether the donor wishes their contact information to be private and you can indicate the donor s preferred time of day and method of contact Employment Details GiftWorks lets you track the following information reg
100. Refining Criteria Removing Criteria Using Show Don t Show Options Using the Options Tab Saving a SmartList Customizing a SmartList Customizing SmartList Columns Grouping SmartLists Categorizing SmartLists Sharing a SmartList Adding a SmartList to Your Favorites Browsing a Temporary SmartList Viewing All SmartLists Managing Your SmartLists Updating All Items in a SmartList Batch Updates Exporting and emailing a SmartList Copying a SmartList Deleting a SmartList Deleting SmartList Contents Sending Mail to a SmartList Printing a SmartList GiftWorks User Manual Page 74 of 265 SMARTLISTS OVERVIEW The most important thing about the information you have in GiftWorks is the ability to analyze it understand it and act on it E S MA RTL Sis Easily sort and view your donors and donations GIFTWORKS SMARTLISTS You can change your favorite SmartLists anytime to keep the ones you use most right at your Fingertips SmartLists allow you to segment your donors into highly targeted lists based on donor and donation information Once you create a SmartList you can run reports send mail or export the SmartList IEW ALL SMARTLISTS View SmartLists by category including GiftWorks standard and custom SmartLists SEND MAIL TO A SMARTLIST MANAGE YOUR SMARTLISTS Send mail to any SmartList and store the record of view edit and delete or rename your SmartLists the mailing for each donor HY FAVORITE SMARTLISTS MANAGE
101. Reports Settings Change Profile Customize Print Summary Relationships Donations Notes Tasks amp Files History onor S 8 28 2007 Largest Donation 50 00 Total Giving 50 00 Donation List Options Show donations only Show soft credit recognitions only Show both donations and soft credits Donation Date a Expected Gift Q 8 28 2007 Online Internet Updates r f P LE iw Te a 4 47PM gt ec S 973 2011 GiftWorks User Manual Page 62 of 265 The top of this view provides a summary of the donor s donation and pledge history You can see how long the donor has been a donor the total amount pledged to your organization the largest donation the donor has made to your organization the total number of donations you have received from the donor the total amount you have received from the donor and the average donation amount The bottom portion of this view lists all the donor s pledges and gifts to your organization Pledges and gifts are distinguished by the Donation Type column and the date that the donation was given is noted in the Date column The Expected column will display the amount Expected for a Pledge or Pledge Payment The Received column will display the amount that has been received for the donation or pledge payment The Outstanding column will display the amount that has not yet been received ona pledge The Household Member column displays the name of the Household member for w
102. S L 125 00 due 11 4 2011 i e45 m ae j a W117 2 125 00 due 2 4 2012 125 00 due 5 4 2012 Apply Payment 4 125 00 due 8 4 2012 Apply Payment GiftWorks User Manual Page 64 of 265 Next click on the pledge payment s link located at the top of the main work area in the Payments section A pledge payment is divided into five sections You can edit the payment in the same ways that you edit a gift donation by clicking Edit Payment at the bottom of the main work area DONATIONS PLEDGE PAYMENT DETAILS PLEDGE PAYMENT OF 125 00 ON 11 16 2011 SUMMARY COMPARISON CHART Dash Rachel F E This Payment E Other Payments E Other Donations 4 payments for 500 00 PAYMENT DETAILS 11 16 2011 Operating Fund 125 00 Check 11 16 2011 DONATION INFORMATION 2011 Annual Campaign 2011 Information Mailer No CUSTOM FIELDS 0 00 ACKNOWLEDGMENT RECEIPT INFORMATION lt Back Edit Payment Summary and Comparison Chart The summary information includes a link to the corresponding donor and a link to the corresponding pledge The current status of the payment is also shown The comparison pie chart provides a visual that indicates the monetary significance of the payment against all other donations and payments made by the donor Payment Details This section shows the date that the payment was applied to its pledge the fund to which the payment is applied the payment type and the payment amount Donati
103. Send Mail Frink Labels For List Print Envelopes for List Or from the main SmartLists screen click Send Mail to a SmartList Or from the main Mailing screen click Send Mail then choose the SmartList you d like to send your mailing to GIFTWORKS SHARTLISTS Smartlists allow you bo segment your donors into highly targeted lists based on donor and donation information Once you create a SmartLlist you can run reports send mail or export the SmartList FIEW ALL SMARTLISTS Build new SmartLists based on any criteria View SmartLists by category including GiftVyorks standard and custom SmartLists SEND MAIL TO 4 SMARTLIST MANAGE TOUR SMARTLISTS Send mail to any SmartList and store the record of view edit and delete or rename your SmartLists the mailing For each donor GiftWorks User Manual Page 93 of 265 PRINTING A SMARTLIST When viewing a SmartList you can print that SmartList as displayed on the screen by clicking the Print link in the top right corner SMARTLISTS UNACKHOVLEOGED DONATIONS Double click a row to see Full details Or select a row to see a brief summary at the bottom Customize Print 6 2 2005 Gift 133 00 133 00 ef2 2005 6 2 2005 Tabor Felix 6f2i2005 Gift 133 00 133 00 6f2i2005 6 2 2005 Tabor Felix 6 a 2005 Gift 200 00 200 00 6a z005 6 6 2005 Moore Trisha 6 20 2005 Gift 133 00 133 00 6 20 2005 6 20 2005 Light Nigel 6 30 2005 Gift 250 00 2750 00 6 30 2005 6 30 2005 Jones Tom amp
104. Send a letter or email to any list create and send receipts print labels and envelopes and more create a Mailing List by The available options are based on your security settings dicking Create A Mailing List below or To a List j DONATION MAILINGS end custom ur donors RELATED ACTIONS To a Donor Donation Receipts 0 PRINT P Donation Thank You Letters 48 Create a Mailing List Print labels for one or more of your donors gt Soft Credit Thank You Letters 8 PRINT ENVELOPES gt Pledge Thank You Letters 13 Print envelopes for one or more of your donors gt Matching Pledge Thank You Letters 2 gt Honorarium and Memorial Notifications MY FAVORITE MAILING LISTS MANAGE A mailing list enables you to randomly gather donors to be included in your mailings Welcome Letters Letters to be sent to new donors 254Recipients Send Mail Information Mailer Quarterly Update 66 Recipients Send Mail Online Internet Updates The Mailing Center in GiftWorks is a comprehensive donor communications center With complete mailing and emailing resources all in one place the process of informing asking thanking and tracking has never been so quick or simple Create letters for solicitations thank yous and other communications Save your mailings and organize them in a Letter Library Use prewritten letters or create your own templates Use custom mailing lists or SmartLists to generate targeted mailings Customize and preview le
105. Starting Receipt Number 181 RECEIPT LETTER Select the default letter to be used for receipt mailings Default Receipt Letter Template Spedal Gift Receipt RECEIPT STATUS Spedfy the receipt status descriptions for original receipts reprinted receipts and replacement receipts Note The previous receipt numbers will be printed for replacement receipts Original Receipt Description Original Receipt Reprinted Receipt Description Copy of the Original Receipt Replacement Receipt Description Cancels and Replaces Receipt s REISSUE RECEIPT PROMPT Indicate whether users should be prompted to reissue receipts when changing donations or received pledge payments that have already been receipted Show Prompt to Reissue Receipt fv Receipt Letter You can choose a default Receipt letter template Receipt Status You can specify the wording for these specific fields when using the Receipt Status Description Field in your Receipt letters Reissue Receipt Prompt You can indicate whether users should be prompted to reissue receipts for edited donations and pledge payments that were already receipted GiftWorks User Manual Page 208 of 265 SETTING SECURITY OPTIONS FOR STANDARD USERS The Security subsection of the Settings section contains the options for limiting access to certain areas of GiftWorks SECURITY Select any of the following to manage your user account and protection levels Protect the fea
106. This Donor Run a Report Mailing to One Donor You can send a letter or email to one donor in two ways From the main Mailings page click Send Mail then click To a Donor MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings SEND MAIL To a List DONATION MAILINGS Send custom pur donors To 4 Donor PRINT LABELS Frint labels for one or more of your donors PRINT ENVELOPES Saas Thank You Letters 13 Print envelopes for one or more of your donors Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications MY FAVORITE MAILING LISTS MANAGE A mailing list enables you to randomly gather donors to be induded in your mailings Welcome Letters Letters to be sent to new donors 254 Recipients Send Mail Information Mailer Quarterly Update 66 Recipients Send Mail Or when viewing a donor click Send Mail to this Donor in the left Mailing Tasks menu GiftWorks User Manual Page 99 of 265 Add to a Mailing List Send Mail to this Donor Mailing to Mailing Lists and SmartLists To send mail to a Mailing List or SmartList you have two options You can click the Send Mail link on the main page of the Mailing section then click To a List and select Mailing Lists or SmartLists Send Mail SELECT LIST f Mailing Lists SmartLists Mame Description welcome Letters L
107. ZIP Code Verified Addresses For a mailing to qualify for presorted Standard Mail machinable rates you must check the accuracy of ZIP Codes prior to mailing When you fill out and sign your postage statement you are certifying your mailing qualifies for the rates claimed Your post office can help you choose the best option for verifying your mailing list addresses GiftWorks User Manual Page 265 of 265
108. a donor you are prompted for the donor name household name or organization name Donor with No Profile Donor WAGENSTALL RALPH T Account Executive of ArtReach Corp Event Ottendee Golf Classic Sponsor Major Prospects A donor with no profile can be anything an individual an organization or a household You can track information about organizations or households without having a profile applied to the donor record When entering the name for a donor with no profile you might enter John Q Smith John and Mary Smith The Smith Household or XYZ Corporation As you continue through the process of adding the donor GiftWorks will make a best guess as to how the pieces of the name you enter should be divided between the name fields You can edit the values that GiftWorks puts in the fields Donor with Household Profile A donor with a household profile will typically be a household generally defined as a couple or family that gives to your organization as a unit In most cases you will not need to track specific information about the members of a household though you certainly have the ability to do so in GiftWorks Household Donor Sf WEASILL HAROLD AND KATIE Golf Classic Sponsor Member An example of a household might be John and Mary Smith who support your annual campaign each year and want to be recognized in your newsletter as John and Mary Smith You will almost always want to solicit th
109. a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment Decrease Total Pledge Accept 100 00 instead of the expected amount of 125 00 for this payment This will decrease the total pledge amount by 25 00 Create New Payment For Balance Increase Final Payment GiftWorks User Manual Page 54 of 265 Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment Decrease Total Pledge Create New Payment For Balance Accept 100 00 instead of the expected amount of 125 00 for this payment and create a new payment of 25 00 for the balance Expected date for new payment 11 4 2011 O Increase Final Payment Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment Decrease Total Pledge Create New Payment For Balance Increase Final Payment Accept 100 00 instead of the expected amount of 125 00 for this payment and increase the final expected payment amount by 25 00 in order to keep the total pledged amount unchanged GiftWorks User Manual Page 55 of 265 If the payment amount is more than expected you will see the following options Add a
110. ailable per month upon request ETET a jomeo malcom 25 465 or 587 or 587 587 SBF Use SSL Pes es es Authentication Username password Username passwor Username password Gmail account used to create d provided by provided by username password account Mailet JangoSmtp Tracking sent to from sent to from sent to from sent to from subject date subject date subject date subject date email body From Address Any but from address will be replaced with the from address configured in the gmail account There are also some other options for internal email servers We would recommend having a technology professional setup and configure these applications MailEnable http www mailenable com standard_ edition as Can be used as a full SMTP server or to relay emails to another outgoing email server To configure MailEnable to relay emails through another outgoing email server Open the MailEnable Administrator and go to Server gt LocalHost gt Connectors gt SMTP right click and select properties click the SmartHost Tab GiftWorks User Manual Page 118 of 265 Set IP Domain to the email server address port and authentication as provided by either the free email server table above or the administrator of the email server you are using Make sure the Domain Smart Hosting takes priority is checked Mission Research will not be able to help setup MailEnable so please consult MailEnable documentation support for
111. ailable since Auto Refresh is turned OFF and criteria has been added refined or removed since the results list has been refreshed Click this link whenever you are ready bo refresh the results list Click the Turn Auto Refresh On left menu option to automatically refresh the results list while editing the SmartList criteria Whenever criteria is added refined or removed or additional options are changed the results list will be Updated automatically GiftWorks User Manual Page 94 of 265 When viewing a SmartList there is a new option on left under Related Actions for Mapping lt a 2 Back Home Donors Donations Volunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS MY TEST Double click a row to see full details Or select a row to see a brief summary at the bottom Customize Print Acme Super Dog Apparel 989 Acme Way Lancaster PA 717 859 0872 Barton Grant 6635 Chellingham Drive Lancaster PA 215 634 2141 Lancaster PA 143 145 1513 123 456 7890 6 Oak Terrace 7 Oak Terrace 3 Richland Street 918 East Street irley 5534 Delong Drive A 717 253 9685 Total Donors 12 Summary Contact Info Giving History Donations e sy Acme Super Dog Apparel f Name rv Organizati David Mauer Groups Board Member Forever Family Foster Home Member Puppy Mill g Acme Super Dog Apparel Activist Job Title Chief Executive Officer D
112. ains the planned pledge information Pledge Pledge Table vo actual amounts The GiftWorks letter editor includes many standard word processing features like the ability to insert pictures tables make changes to the font and alignment and check spelling INSERTING FIELDS INTO A LETTER One of the most important features of GiftWorks is the ability to insert database fields into a letter template Using this feature you can insert the name of a donor donation or pledge field into your template and when the mailing is generated the corresponding information from each donor donation or pledge record will be inserted into the letter This ability is frequently referred to as mail merge GiftWorks User Manual Page 137 of 265 EDIT LETTER HATCHING PLEDGE THANK YOU LETTER Write and edit your letter below To insert a Giftworks Field place your cursor in the letter then click on Insert Field and select the Field you d like Click the Toolbar link on the right to show the toolbar insert Field Delete Fed l size 2 kb Toolbar Ruler nn no se AAN A9 acea T General Today s Date Jan 1 2000 General Addressee Formal General Address Block Dear General Salutation Formal Thank you for your recent pledge The following table contains the planned pledge information Pledge Pledge Table io actual amounts To insert fields into a letter template click
113. al EIN e Website Address e Mission Statement e Fiscal Year Starting Month Day e Allow Zero Dollar Donations e Address e City e State Province e ZIP Postal Code e Country e Phone Number e Email Address MAILER INFORMATION is only available in GiftWorks PREMIUM GiftWorks User Manual Page 235 of 265 GiftWorks Premium can also store O O O O O a Post Office City Post Office State Post Office ZIP Postal Code Sectional Center Facility Mailing Fee Expiration Date Mailer Identifier Service Type Identifier Manage Honoraria and Memorials GiftWorks lets you track donations given in honor of or in memory of someone or something You can enter information about those honoraria or memorials in this subsection of Settings MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Louise Thelma and Angelamia Nancy Mosso The information you can track for honoraria or memorials is e Name of the honorarium or memorial for example John Doe e Title of the honorarium or memorial
114. al duplicates for merging Merge Donors Merge two donors into a single donor The information from one donor will be moved into another donor resulting in a single donor See below for more information on Additional Settings GiftWorks User Manual Page 234 of 265 Change Your Organization Information GiftWorks lets you enter a variety of information about your organization This information can be used in mailings and other areas of GiftWorks Entering the data in this subsection of Settings ensures that your organization s information is always presented in a consistent manner CHANGE YOUR ORGANIZATION INFORMATION Enter information about your organization in each of the fields below You can use these values in letter templates and in other areas of GiftWorks GENERAL DETAILS Organization Name Acronym SDR Federal EIN 1197889 Website www rescuesmalldogs org on Statement save small dogs because everyone deserves love Fiscal Year Starting Month Day 7 i Allow Zero Dollar Donations v Address 989 Main Street Lancaster State Province PA ZIP Postal Code 17603 United States Phone Number 717 555 1212 m rescues rescuesmalldogs org MAILER INFORMATION e enter F E ailing Fee Expiration Date None Mailer Identifier Service Type Identifier 0 If nothing specified will default to 301 The information that can be stored about your organization is e Organization Name e Acronym initials e Feder
115. also use total donations for the custom time periods as criteria for your SmartList GiftWorks User Manual Page 81 of 265 DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results Options a This SmartList can include columns and criteria based on 4 user defined time periods Use the fields below to set the Periods name i date range and optionally donation criteria for those time periods Locatons Period 1 Period 2 Period3 Period 4 Name Last 30 Days Date Range Last 30 Days From To a Y r r lonaton Criteria LAA GT Sal PRACT Gls Customize Results Display Name Address City State O Phone 44 Donors itd 2 Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4553 Barker Jane 111 Main Street Lancaster FA Bell Sandra Bell Whitman Brenneman Lisa Lancaster PA Brown Bob Dean Jirnrny Lancaster FA h By default GiftWorks includes Current Year Current Fiscal Year Previous Year and Previous Fiscal Year Use the custom time periods to define other periods The periods can be fixed such as February 1 2008 through February 29 2008 or can be floating Current Week Year to Date or Next 3 Months To define a fixed date range choose the Custom Dates option from the Date Range drop down list You can give each time period a Name such as Next 3 Months These custom periods can be useful for viewing comparative data on your SmartLists
116. am SOL Annual Appeal 7006 Craig Lauer The Mailing History screen shows you each mailing sent how many donors received the mailing and which GiftWorks user created the mailing By double clicking on any mailing you can edit the details of that mailing Note that any changes you make here will be applied to each recipient record You can also Hide Letters that you are not currently using Click on the letter then click on Options MAILINGS MANAGE LETTER LIBRARY Select a letter template to edit from the list below or add a new letter by clicking Add Letters Current Selection Blank Letter Donors A4 Size Paper Blank Letter Funding Foundation Letter General Thank You Letter Honorarium Memorial Notification Lapsed Donor Letter Member Renewal Thank You Letter New Member Thank You Letter Postcard Letter Small Dog Fun Run Save the Date Letter Solicit Business Support Letter Volunteer Screening Letter Donations F Delete this letter Hide this letter Choose Hide the Letter You will now see this letter is hidden when viewing the letter The letter name will also show in pale grey when viewing letters in Library GiftWorks User Manual Page 139 of 265 MAILINGS MANAGE LETTER LIBRARY Select a letter template to edit from the list below or add a new letter by clicking Add Letters Current Selection Small Dog Fun Run Save the Date Letter this letter is hidden vy vnr CONTACT Intormn a
117. an appear in the list When sending a mailing it is possible to choose to send the mailing for each pledge in the list meaning that each donor might get multiple mailings or to send a mailing to each donor in the list meaning that each donor will only get one mailing Different criteria are available for the different types of SmartLists For example pledge specific criteria like Pledged Amount or Next Payment Date are only available for a pledges SmartList CREATING A SMARTLIST To create a SmartList click the SmartLists icon at the top of GiftWorks then click Create a New SmartList Choose the type of SmartList you want to create donors donations or pledges Create a SmartList Ee SELECT SMARTLIST CONTENTS What Would you like to show in this new Smartlist Donors Donations Pledges Create anew Smartlist based on an existing one Select an existing SmartList The next step is where you will choose your first criteria The criteria are categorized to make them easier to locate Choose criteria then set the values for that criteria GiftWorks User Manual Page 78 of 265 You can also create a SmartList based on any existing SmartList Click Create a new SmartList based on an existing one then choose an existing SmartList from the dropdown menu f Create a new SmartList based on an existing one Select an existing SmartList This takes you to the main Sma
118. ant to edit and click the Edit button HANAGE LETTER LIBRARY Select a letter template to edit From the list below or add a new letter by clicking Add Letters Current Selection Gift Receipt Donors Donations Pledges Receipts Gift Receipt Donation Receipt Receipt amp Donation Receipt Humber General Addressee Formal General Address Block Donation Donation Table Federal income tax law requires us to inform you that no goods or service provided ta you in return for your gift Therefore within the limits prescribe full amount of your gift is deductible for Federal income tax purposes Donation Thank You Letters When you add donations into GiftWorks there is an acknowledgement step that includes the option of adding the donation to the Thank You Letters mailing list Donations added to the list are automatically queued for sending When you are ready to send the thank you letters go to the main Mailings page and click the Donation Thank You Letters donation mailing at the top right of the main work area GiftWorks User Manual Page 108 of 265 DONATION MAILINGS Donation Receipts 0 Donation Thank You Letters 48 Soft Credit Thank You Letters 8 Pledge Thank You Letters 13 Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications This takes you into the mailing process for the thank you letters You can create or modify the letter template set to be used as t
119. ant to restore the back up file into an existing database file you will need to choose the exact same location Step 2 and the exact same database name Step 3 GiftWorks User Manual Page 223 of 265 GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GifttWorks database will create a GiftWorks Database file gds from a GitWorks Backup File gbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below Find the GiftWorks Backup File gbf you want to restore a Your most recent GiftWorks Backup File is selected below If you want to restore a different GiftWorks Backup File click the Browse button C Documents and Le Choose a location for your restored GiftWorks Database file een 2 C Documents and Settings lisa breneman Desktop 2012 aap Ft Enter a name for your restored GiftWorks Database file gds eed 3 lisatest Ex my giftworks data Restore Cancel Click on Restore If you have chosen to overwrite an existing database file a prompt will appear stating You have chosen to restore over an existing file Are you sure you want to continue Restore File You have chosen to restore over an existing File Are You sure you want to continue Click Yes GiftWorks Restore i Restore is complete The file was restored to C Documents and Settingsilisa brenemaniDesktopi201
120. anual Page 221 of 265 GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GifttWorks database will create a GiftWorks Database file gds from a GifttWorks Backup File gbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below Find the GiftWorks Backup File gbf you want to restore Your most recent GiftWorks Backup File is selected below If you want to restore a different GiftWorks Backup File click the Browse button C Documents and Browse Choose a location for your restored GiftWorks Database file ce Enter a name for your restored GiftWorks Database file gds Ex my giftworks data Cancel Step 2 Choose a location for your restored GiftWorks database file the gds file GiftWorks Database Restore RESTORE YOUR GIFTWORKS DATABASE Restoring a GiftWorks database will create a GiftWorks Database file qgds from a GifttWorks Backup File qbf Start by locating your most recent and reliable GiftWorks Backup File gbf and follow the instructions below os Find the GiftWorks Backup File gbf you want to restore joey Your most recent GiftWorks Backup File is selected below If you want to restore i a different GiftWorks Backup File click the Browse button C Documents and l Browse Choose a location for your restored GiftWorks Database file C Documents and Settings lisa breneman Desktop Enter a name for
121. arding a donor s employment e Job Title e Profession e Manager e Contact Type GiftWorks User Manual Page 17 of 265 e Department e Assistant Development Details For each donor you can track a variety of information relating to your development and cultivation efforts These include e Category e Status e Assigned To e Source e Member Since e Renewal Date e Accepts Match e Match Info e Issue Receipts e Receipt Group e Donor Groups Category Donor categories give you a way to further classify your donors For example you may want to divide your organizations into corporations foundations government agencies and other categories You can then use this information to create SmartLists of for instance all of the foundations in your database Status Use the donor status field to record and track the donor s current status with regard to your organization Sample values include active inactive and deceased Assigned To The Assigned To field is included in each donor record and allows you to designate a person the donor is assigned to This may be an employee or board member for example The Assigned To designation might be used for the person primarily responsible for contacting or soliciting a donor Source Use the Source field to to track how your donor was obtained Examples of this could be a specific mailing or an Event or from your website Member Since Use the field to track how long your donors
122. ation GiftWorks User Manual Page 254 of 265 Informal Acme Corporation Addresses For each donor you can enter multiple addresses In GiftWorks Standard donors must have a Mailing Address and can have multiple Informational Addresses The Mailing Address will always be used for mailings sent from GiftWorks In GiftWorks Premium donors must have a Primary Address and can have multiple Seasonal and Informational Addresses Either the Primary Address or Seasonal Address will be used for mailings sent from GiftWorks based on the current date of the mailing Administrative Password In the Settings section of GiftWorks you can add an administrative password The password is then required to access all administrative settings including database restore and backup editing the default values and many others Affiliate Donor When you want to track information about a donor but don t necessarily want to include that donor in mailings or in your count of donors you can add a person to GiftWorks as an affiliate donor An example might be a board member whose donations typically come from his or her household The household would be the donor in your database but you might add the board member as an affiliate related to that household This allows you to track individual information about the board member and contact him or her when you want but would not add the board member to most of your mailings typically mailings would go to the ho
123. ation with GiftWorks Support To reset your content updates click Internet Updates at the bottom left of GiftWorks then click Customize Updates The Reset button is on the bottom half of the window Restricted see Directed Salutation Salutation fields are used to store information you would typically see after the Dear in a letter There are formal and informal salutation fields so you can greet donors differently for different purposes Based on the type of donor and name information you enter GiftWorks attempts to fill in a default value Examples Donor John Smith Formal Mr Smith Informal John Donor John and Mary Smith Formal Mr and Mrs Smith Informal John and Mary Donor Acme Corporation with a primary contact Formal Mr Smith Informal John Donor Acme Corporation without a primary contact Formal Friends Informal Friends Sample Database GiftWorks includes a sample database filled with donors donations and other information This sample database lets you preview and work with GiftWorks before you import or input your own information To use the sample database sign out of GiftWorks Then on the sign in screen click Change next to the name of your database Then choose Use the sample database When you are ready to start working with your own data be sure to create a new empty database by following the same process but by clicking Create a new database PREMIUM Seasonal Address A S
124. base PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display None Visible P Olivia Mauer visible Nyla Rosen visible Arnold Smyth visible The DeLong Family visible You can use this field to track solicitation effectiveness of your board members for example if you assign them each specific donors to ask for donations Job Titles Job Title is a field that appears in each donor s record The default list includes many values but you can customize it if you need additional values An example of how you might use this field is if you want to contact all attorneys in your database to inquire about pro bono services for your organization or a client GiftWorks User Manual Page 189 of 265 MANAGE JOB TITLES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field yawe s
125. ber Email Address a Armstrong David David Armstrong 726 Sunshine Road Lancaster P amp 17603 254 926 5430 David rr net Armstrong Yera Vera Armstrong 726 Sunshine Road Lancaster P 17603 717 757 3561 varmstrong plq Bell Sandra Sandra Bell Bell Wallace Wallace Bell Bell Whitman Whitman Bell Bell Wills Wills Bell Callas Paul Paul Callas 1293 Lancaster Mountville P 17539 717 344 7720 pcallas fieldfore v Total Potential Duplicate Donors 44 Donor To Merge Donor To Keep Select a donor from the list above and dick here to Select Donor Select a donor from the list above and dick here to Select Donor You can then merge the duplicate donors from here Cilck on the row for the donor that you want to keep Then click the Select Donor link under the Donor to Keep area on right Now click on the row for the donor that you want to merge discard Then click the Select Donor link under the Donor to Merge area on left You will see a summary for both donors SETTINGS REVIEW DUPLICATE DONORS Overview Review the following donors identified as potential duplicates using the criteria you specified You can select two donors from the list to merge into one donor When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from G
126. bove Top Donors view your top donors based on how much they have donated Unfulfilled Pledges View all pledges that have not been completely Fulfilled Donor Growth View the cumulative growth of your donors over time Recently Lapsed Donors view donors who contributed last year but unfortunately not this year GiftWorks User Manual Page 175 of 265 You can choose your favorite reports by clicking Manage in the My Favorite Reports header then clicking the checkbox beside each report you want to appear in the favorites section Manage Favorite Reports Select which reports you d like to appear on your list of Favorite Reports Report Mame Category Description Top Donors Donor Reports View your top donors based on how Unfulfilled Pledges Donation Reports View all pledges that have not been Donor Growth Donor Reports View the cumulative growth of your Recently Lapsed Donors Donor Reports View donors who contributed last ve Donors by SmartList Donor Reports view all of your donors in a specific 5 Donor Summary Sheets Donor Reports View a Full page summary of your do Source of New Donors Donor Reports Compare the source of your new da Donors By Profile Donor Reports View your donors by profile E E E E PRINTING AND EXPORTING REPORTS You can print any style of report by clicking Print in the Related Actions menu on the left When you print a report you have the option of changing the heading and subheading
127. button Find the Rich Text Format file you just saved and click on it and then click on Open A message will appear that the file was modified and asks you if you wish to save the modifications choose no The letter will be inserted into GW Make any necessary changes insert fields and tables as needed Then click on Save at the bottom of the screen MAINTAINING YOUR MAILING HISTORY GiftWorks User Manual Page 138 of 265 Each time you send a mailing in GiftWorks you have the option of recording the mailing to the recipients records Doing so allows you to track the communications sent to each donor You can enter a name for the mailing like Board Solicitation March 2007 a description and the date and time that the mailing was sent For each recipient that mailing will appear on the Notes Tasks amp Files tab You can also view and modify the history of all mailings sent through GiftWorks by going to the main Mailings page and clicking View Mailing History in the Related Actions menu HAILING HISTORY Double click on a mailing below to make changes to ik Date Created v Mailing Name Number of Donors Created By Today 3 30pm Donation Thank You Letters z Craig Lauer Today 3 30pm Donation Thank You Letters 3 Craig Lauer 20 07 11 30am Campaign for Capacity The Yision Needs Your Input z1 Craig Lauer Mailing to Major Prospects SmartList 6 20 06 11 30am Board Mtgs Calendar 06 07 to Members Rick Samson 11 15 05 11 30
128. by indicating the types of donations to include Donation Soft Credit Recognition Source All Donations SmartList Dates 1 1 2011 through 12 31 2011 Include Soft Credits and Donations w Soft Credits Credit Type El Donation Soft Credit Recognition Donation Type Credit Donor Credit Amount Primary Donor Donation Gift The Wilson Family 600 00 The Wilson Family Soft Credit Gift wilson Georgia 600 00 The Wilson Family Soft Credit Gift Wilson Gerda 600 00 The Wilson Family Donation Gift Save The Dogs Foundation 200 00 Save The Dogs Foundation Soft Credit Gift Fairborne Storm 200 00 Save The Dogs Foundation Donation Gift Save The Dogs Foundation 1 000 00 Save The Dogs Foundation Soft Credit Gift Cellinson violet 1 000 00 Save The Dogs Foundation Donation Gift Dash Rachel 5 00 Dash Rachel Soft Credit Gift Arvitolie Benjamin and Pansy 5 00 Dash Rachel Donation Gift Dash Rachel 50 00 Dash Rachel Soft Credit Gift Arvitolie Benjamin and Pansy 50 00 Dash Rachel 11 4 310 00 4 Include Soft Credits and Donations wy SmartList Filter All Donations Donation Date Current Year Donation Summary by Fund Appeal Actual Date 7 12 2011 7 12 2011 7 12 2011 7 12 2011 7 12 2011 7 12 2011 7 12 2011 9 19 2011 9 19 2011 9 28 2011 9 28 2011 Actual Amount Campaign 600 00 2011 Annual 600 00 2011 Annual 600 00 2011 Annual 200 00 2011 Annual 200 00 2011 Annual 1 000 00 2011 Annual 1 000 00 2011 Annual
129. ccounts and Funds To direct a payment to multiple funds click the Select Funds link beside the Assign To Fund field Click the checkbox in the Include column beside each fund to which you want to assign a portion of the fund Assign a specific amount to each of those funds by clicking the box in the Amount column next to the fund and entering the desired amount Summary information is included at the bottom of the window showing the unassigned donation amount This ensures that you allocate the correct total amount Actual Payment Amount You can indicate if the donor is making a payment amount that is different from the amount anticipated Note that you can use a different amount for your donation receipt by clicking the checkbox provided If applying a payment amount that is different from the anticipated payment an adjustment page will appear after you click Next GiftWorks gives different options for an adjustment depending on the amount of the payment relative to the expected amount If the payment amount is less than expected you will see the following options GiftWorks User Manual Page 53 of 265 Add a Donation AN ADJUSTMENT IS NEEDED You entered a payment of 100 00 on 11 16 2011 which is 25 00 less than the anticipated payment of 125 00 Choose a method for applying this payment O Decrease Total Pledge O Create New Payment For Balance Increase Final Payment Add a Donation AN ADJUSTMENT IS NEEDED You entered
130. click Refine you are taken to the Refine Criteria Set window Smartlists REFINE CRITERIA SET To further refine this criteria set choose 4ppend more below or if you would like to change existing criteria click on the specific criteria in the box below ppend more criteria to the set shown below Show donations whose donation amount is greater than 0 00 Done Cancel Clicking the criteria detail lets you modify that criteria Clicking the red X removes that criteria Clicking Append takes you to the Add List Criteria window and allows you to add additional criteria to this set further limiting the results Click Done to return to the SmartList definition window GiftWorks User Manual Page 80 of 265 Removing Criteria To remove a criteria set from a SmartList click the Remove link to the right of the set The set will be removed and the results area updated accordingly Using Show Don t Show Options At the top of the SmartList definition screen there are always two tabs Show and Don t Show For Donor SmartLists only there is a third tab Options O osc 0 FS 8 amp 8 OB MM amp Back Forward Home Donors Donations Yolunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS DID YOU KNOW DEFINE YOUR DONOR SMARTLIST After you create anew SmartList GiftWorks will Here is your SmartList so far Add and remove criteria to refine your list results T continue to maintain that S
131. continue Add a Donor E ABD A DONOR Choose the kind of donor you would like to add then enter the new donor s name Donor Donor with household profile Donor with organization profile Donor with No Profile If you choose to add a donor with no profile you will be prompted for the donor s name GiftWorks User Manual Page 19 of 265 onor with no profile can be an individual an organization or a household Ad ADD A DONOR Choose the kind of donor you would like to add then enter the new donor s name Ca Donor Donor Name example Mr John Smith Jr C Donor with household profile O Donor with organization profile o You can track information about organizations or households without having a profile applied to the donor record When entering the name for a donor with no profile you might enter John Q Smith John and Mary Smith The Smith Household or XYZ Corporation As you continue through the process of adding the donor GiftWorks makes a best guess as to how the pieces of the name you entered should be divided between all donor name fields You can edit the values that GiftWorks puts in the fields Donor with Household Profile If you add a donor with a household profile you will be prompted for the household name Examples of household names might be John and Mary Smith or The Smith Household Add a Don x ADD
132. creen vary depending on the report you have chosen If you want you can tell GiftWorks not to show you this screen by unchecking the box Always show before report You can see the screen again by clicking Customize Report on the left under Related Actions VIEWING DONOR REPORTS GiftWorks offers 15 donor reports that consolidate donor information into views that let you analyze and evaluate your organization On all donor reports you can view donor information Some reports contain donation information as well GiftWorks User Manual Page 144 of 265 REPORTS DONOR REPORTS Select a report from below by clicking the report tite View Help to learn more about Reports in GiftWorks TEETE eet 2 DONORS BY SMARTLIST View all of your donors in a specific SmartList View a full page summary of your donors Compare the source of your new donors 2 DONOR GROWTH View the cumulative growth of your donors over time View your donors by profile an DONORS BY CATEGORY View your donors by category 2 TOP DONORS View your top donors based on how much they have donated View your donors by customizable giving levels Select the date range and campaigns of the donations to indude in the giving level totals 2 RECENTLY LAPSED DONORS View donors who contributed last year but unfortunately not this year Ad LAPSED DONORS View donors who contributed in some year but unfortunately not this year 4 DONORS BY GROUP 1 ew you
133. ct Apply a Payment If this donation is not pledge related choose to add a gift Add a Gift f Apply a Payment Applying a Payment to a Pledge You must choose a pledge payment from a list of the donor s open pledges Select the pledge to which the received payment applies and click Next to continue Add a Donation APPLY A PAYMENT TO A PLEDGE Dash Rachel has the following unfulfilled pledges Select the one you want to apply this payment toward and click Next Pledged Amount Original Pledge Date Mexk Amount Next Date 1if4f2011 125 00 11 4 2011 Entering Pledge Payment Details This part of adding a pledge allows you to enter donation fund and payment details for your pledge payment GiftWorks User Manual Page 52 of 265 Add a Donation PLEDGE PAYMENT DETAILS Enter the payment details The pledge information is shown below Actual Payment Amount Use a different amount for the receipt Actual Payment Date 11 16 2011 Payment Type Check Assign To Fund Operating Fund Select Funds Donor Name Dash Rachel Payment Number l of 4 Amount Expected 125 00 of 500 00 pledged This Date Expected 11 4 2011 Actual Payment Date You can change the date the payment was made if it differs from the scheduled due date Assign to Fund Directed Gifts You can choose to assign the entire donation to one fund or split it between multiple funds Set up your own funds by going to Settings Accounting Manage A
134. d Change security level More sf Database Files and Maintenance Manage your GiftWorks database and other settings related to your GiftWorks data Import and export data Manage deleted records Backup your database More Wa Additional Settings amp Tools Modify other GiftWorks settings Change your organization info Set Up honoraria and memorials More Next click the Manage Honoraria and Memorials link in the main work area GiftWorks User Manual Page 67 of 265 ADDITIONAL SETTINGS amp TOOLS Select any of the following to manage the settings Add or edit your organization name address fiscal year mission statement or other settings Manage Honoraria and Memorials Add change and delete Honoraria and Memorials Manage SmartList Categories Add edit or delete SmartList categories Manage SmartEntry Pages Add edit or delete SmartEntry pages Update All Items in a SmartList Select a SmartList and apply changes to all of its records induding adding donors to a group and acknowledging donations Find Duplicate Donors Search for multiple donors with matching information to identify potential duplicates for merging Merge Donors Merge two donors into a single donor The information from one donor will be moved into another donor resulting in a single donor The resulting screen offers a view of all honoraria and memorials you have created The view includes the name title and descript
135. d a new scheduled payment by clicking Add Scheduled Payment but doing so will increase the total pledged amount Pledge Information The next section is the detailed pledge information Here you can e Change the date the pledge was made e Indicate the campaign the pledge should be attributed to e Indicate the appeal the pledge resulted from e Indicate the person who was responsible for soliciting the pledge e Indicate pledge directions and restrictions e Indicate the honorarium memorial the pledge is given to e Indicate if the pledge is earmarked for a particular fund e Indicate if the donor wishes to give anonymously e Indicate if the pledge is closed e Add other notes Custom Fields This section includes any donation custom fields you have added through the GiftWorks Settings section Acknowledgment Receipt Information The section shows information about the acknowledgment method and receipting options you have chosen Saving Pledges Review the information that is entered then click Save to save the pledge After you have saved the pledge and if you chose to Acknowledge Later in the Add a Pledge process you can choose a method here by clicking Acknowledge Now GiftWorks User Manual Page 50 of 265 DONATIONS PLEDGE DETAILS PLEDGE OF 4 PAYMENTS FOR 500 00 ENTERED ON 11 4 2011 SUMMARY PAYMENTS g Dash Rachel 1 125 00 due 11 4 2011 Apply Payment 2 125 00 due 2 4 2012 Apply Payment at 125 00 due 5 4 2012
136. d for the Pledge Thank You Letters mailing On the Finish Mailing step of the mailing process you have the option of marking the pledges in the list as acknowledged by the sending of this mailing This automatically marks each pledge as acknowledged with the details of the mailing and removes the pledges from the Pledges Thank You Letters mailing MAILINGS FINISH HAILING Send your documents Enter other details below Click Gone to Finish Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Send Your Pledge Thank You Letters Emails Send Mow M Use letters to acknowledge pledges By checking this option all pledges addressed in this mailing will be marked as acknowledged with this mailing Also each pledge will be removed From the Pledge Thank You Lekkers list Pledge Thank You Letters 36 2008 Matching Pledge Thank You Letters When you enter donations into GiftWorks that are going to be matched by another donor an employer for example you can automatically create a pledge for the matching donor These matching pledges can then be optionally added to the Matching Pledge Thank You Letters mailing When you are ready to send the thank you letters go to the main Mailings page and click the Matching Pledge Thank You Letters Donation Mailing at the top right of the main work area GiftWorks User Manual Page 111 of 265 i MAAS Donation Thank You Letters 48 See Honorarium and Memor
137. d or campaign If you choose the blank option in the campaign dropdown list the report will show information for all campaigns This report includes a bar chart and pie chart The pie chart shows totals by campaign for the date range The bar charts show the totals over time by month year etc for each campaign Past Due Payments Source All Donations Smartlist Dates 11 1 2007 through 3 6 2008 Campaign All 5 000 CA None specified G9 General Campaign BS Capital Campaign E Annual Campaign E Hew Program Campaign BS Technology Campaign E Hew Member Campaign BSS Donation was not part E5 Annual Campaign 2005 E Campaign for Capacity ES Friends of the Family BG Annual Campaign 2004 BS Annual Campaign 2007 Mow 2007 Dec 2007 Jan 2008 Feb 2008 wtar 2008 Campaign SmartList Filter All Donations Date Range All to Date Choose the options for your report using the Report Choices screen under Customize Reports or at the bottom of the screen within the report GiftWorks User Manual Page 167 of 265 Matching Gift Members This report shows a list of donors associated with other donors that match gifts You can run this report on any SmartList Matching Gift Members Source All Donors SmartList Display Mame Matching Description Address City State El Matching Donor Cresta Corporation Houston Paul Will match 5 up to 1000 320 10th Street San Francisco CA Night Casandra Will match 5 up to 1000 1195 Qu
138. d pledge payment GiftWorks Backup File gbf When you create a backup of your GiftWorks data file it will be saved with a gbf extension When you want to restore a backup you will need to locate the gbf file to start the restore process GiftWorks Data Source gds File All of your GiftWorks data is stored in a GiftWorks Data Source or gds file When you first create your database you can choose a name and location for the file If you ever move the file you will need to redirect GiftWorks to the new location GiftWorks Import Configuration gic File When you import data into GiftWorks you have the option to save the import configuration to a file This file is called a GiftWorks Import Configuration or gic file Saving the configuration can save you time if you need to perform an import multiple times You can restore almost all import settings by loading the gic file at the beginning of the import process Honorarium Memorial An honorarium is a gift or pledge received in honor of someone or something A memorial is a gift or pledge received in memory of someone or something In GiftWorks you can set up honoraria or memorials so donations can be applied to them In addition to a name for example In Memory of Michael Duvall you can enter a description and select donors from your database that should be notified of donations to the honorarium or memorial This lets you acknowledge the donations to the donors wh
139. dden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Active Donor Inactive Donor Pledging Donor Deceased Donor Prospective Donor Visible Visible Visible Visible Visible Visible Default values include active donor inactive donor customer and Deceased You can use the values in this field to create SmartLists and reports allowing you for example to target solicitations at specific statuses of donor Suffixes Donor suffixes eg Jr Sr MANAGE SUPFIXES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Blank Dr III Jr Task Categories The category for adding tasks for donors GiftWorks User Manual Field Value Display Visible Visible Visible Visible Visible Visible Visible EE Page 194 of 265 MANAGE TASK CATEGORIES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up i
140. ddressee Formal has received a tax receipt for Donation Donation Amount Your support is deeply appreciated Thanks to your generosity we vill meet our mission to My Organization Mission Statement Thank you again for your support of the My Organization Name Edit Letter Warmest regards Why don t I see my letter On the Finish Mailing step of the mailing process you have the option of marking the donations in the list as acknowledged by the sending of this mailing This automatically marks each donation as acknowledged with the details of the mailing and removes the donations from the Soft Credit Thank You Letters mailing Pledge Thank You Letters When you add pledges into GiftWorks there is an acknowledgement step that includes the option of adding the pledge to the Thank You Letters mailing list Pledges added to the list are automatically queued for sending When you are ready to send the thank you letters go to the main Mailings page and click the Pledge Thank You Letters donation mailing at the top right of the main work area GiftWorks User Manual Page 110 of 265 teh steht Donation Thank You Letters 48 Soft Credit Thank You Letters 8 Honorarium and Memorial Notifications This takes you into the mailing process for the thank you letters You can create or modify the letter template set to be used as the thank you letter for this mailing Please note that only a pledge type letters can be use
141. der Name Small Dog Rescue Sender Address rescues rescuesmalldogs org Copying a SmartList To create a SmartList based on an existing SmartList including the built in SmartLists that are included with GiftWorks or SmartLists created by other users you can do so by clicking Copy This SmartList in the SmartList Tasks menu while viewing a SmartList This option is also available on the first step of the Create a New SmartList process Copy This SmartList View Qnother SmartLlist Create a Mew SmartList Manage Your SmartLists When you create a SmartList based on an existing SmartList all of the criteria default customizations and custom time periods are created in the copy You can then edit any of the SmartList settings and save your new SmartList Deleting a SmartList Deleting a SmartList will delete the SmartList from the list of available SmartLists You can only delete a SmartList that you created Deleting a SmartList has no effect on the donors donations or pledges in that SmartList You can also delete the contents of a SmartList which deletes all of the donors donations or pledges in the SmartList This option is available from the Settings section of GiftWorks GiftWorks User Manual Page 92 of 265 Deleting SmartList Contents To delete the donors donations or pledges in a SmartList visit the Settings section and click Database Files and Maintenance Then click Delete Information from Your Database GIFT
142. detailed configuration steps questions Microsoft IIS SMTP See Microsoft documentation for setting up and configuring this product Email Options Letter is included in the body of the email Letter is attached to the email as a PDF Letter is attached to the email as a PDF and in the body of the email Sample Database Sample User Gift Works ile Help lt OU 2 J Back Home Donors Donations Volunteers Live Events SmartLists Mailings Reports Settings MAILINGS CHOOSE OPTIONS DONOR BARTON GRANT Choose the options for this mailing You can set the options on this screen to control the output and format for your mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing O O O O Mailing Format Send Email requires configuration EMAIL CONFIGURATION OPTIONS C Send Letters Only Giftworks can send email using two different Send Letters amp Labels send eters eraneianes Click here to configure email settings Letter is induded in the body of the email Letter is attached to the email as a PDF Letter is attached to the email as a PDF and in the body of the email Optional Files be attached to Attachment File Path Add Attachment File Online A Internet Updates MANAGING THE MAILING CENTER To manage the Mailing Center click Manage Mailing Lists in the Related Actions menu on the main Mailings screen Mailing Lists are on the top half and Donation Mailings a
143. directed or restricted to a specific purpose The organization then has a legal obligation to use the donation only for that purpose There is a field available to indicate such a direction or restriction Direction or restriction can be set per gift or per pledge Display Name This is the primary field that GiftWorks uses for each donor entered into the system Based on the information entered for the donor s name GiftWorks suggests a few display name options The display name is used in reports SmartLists and for finding and displaying donors Examples For a household it might be Smith Mr and Mrs John For an individual Smith John Q For an organization Acme Corporation Jack Sprat Donation In GiftWorks a donation is a gift or a pledge payment Although pledges are included in the Donations section of GiftWorks they are not technically considered donations Donation SmartLists for example include gifts and pledge payments but not pledges Donor Every person household or organization entered in GiftWorks is considered a donor You might be more familiar or comfortable with the term contact or constituent but in GiftWorks they are referred to as donors See also affiliate donors Donor Category A field used to indicate the donor type with more precision than profile The default categories are Individual Household Corporation Foundation Government Agency and Religious Institution The
144. e Internet Updates 75 f A rE 4 46 PM 2 3 w o oa d E ono Donations Tab Donation List Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or Include both donations and soft credits GiftWorks User Manual Page 31 of 265 Ss 0 FS 8 E GBM Donations Volunteers Live vents Smartlists Mailings Reports Settings DONORS Change Profile Customize Print Summary Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Donation History Donor Since 8 28 2007 Largest Donation 50 00 Total Giving 50 00 3 28 2007 vow Show soft credit recognitions only Show both donations and soft credits Online internet Updates ail Sa Hoan d My AZ PM 9 1 2011 GiftWorks Donor Id Can now see the Donor Id in a Details tab under Record History area within a donor profile Ss 0 SF G amp G MH GF S y i Donors Donations Volunteers Live Events SmartLists Mailings Reports Settings DONORS ORENEMAN LISA Change Profile Customize Print Summary Es Summary Contact Info Details Relationships Donations lisa new fields ast Action 8 29 2011 1 41 57 PM 8 29 2011 1 41 57 PM ast Action By Sample User Sample User ast Action Created 588 Online Internet Updates _ e 4 04PM Ro X r 9 1 2011 Note Tasks amp Files tab You have t
145. e GiftWorks you will receive a software key You enter the software key into GiftWorks to convert it from a free trial to the purchased version GiftWorks software keys look like MGWX XXXX XXXX XXXX The keys are case sensitive and must be entered exactly as they appear If you need to know what your current software key is click the Help menu at the top left of GiftWorks then click About GiftWorks Your software key will be listed to the right of the word License Solicitor The Solicitor is a person perhaps staff board member or volunteer personally involved in asking a donor for a donation Donations received in response to such a solicitation are entered with the person s name in the solicitor field Using reports and SmartLists you can then keep track of the effectiveness of different solicitors Tasks GiftWorks lets you enter tasks related to a donor or donors You can use these tasks to keep track of things you need to do such as phone email or meet with those donors In the Other Tasks menu on the left side of the Donor dashboard and many other screens the task calendar can be viewed by clicking View Task Calendar Each task is also recorded in the donor s record so you can track past activities related to that donor GiftWorks keeps notes and a history of mailings that were sent to that donor in the same location Transaction Register GiftWorks stores ledger transactions for each gift pledge payment pledge and th
146. e deletion of any of these In the Settings section under Accounting you can view and filter the transaction register The register is also the basis for the information that is posted to QuickBooks or to a file for import into another accounting application PREMIUM USPS Standard Mail Automation Letters A mailing can qualify for automation letter rates if it is machinable and the letters display the correct barcode It must also meet weight shape and size standards PREMIUM USPS Standard Mail Machinable Letters A letter is machinable if it can be sorted on Postal Service processing equipment display an accurate address and meets specific standards including size shape and weight Machinable letters are eligible for presort discounted rates Updates Periodically Mission Research releases GiftWorks updates If you are online GiftWorks checks for updates each time you start it To manually check for an update click Internet Updates in the bottom left corner then click Check for Updates If an update is found GiftWorks will download it and prompt you through how to install it It may be necessary for you to sign out of GiftWorks to complete the update GiftWorks User Manual Page 264 of 265 XML XML stands for eXtensible Markup Language It is a common format used to transfer or store data GiftWorks can export data into this format which may be useful depending what you plan to do with the data after export PREMIUM
147. e donor s employer or another donor you can indicate this during the Add a Donation process or you can add it to an existing donation This gift is then marked as matched and a corresponding matching pledge is created for the donor matching the gift Matching Pledge Created when a matched gift is entered The donor typically a donor s employer that will be matching the gift will have a pledge added to their record in the amount of the match and with an estimated date of receipt This allows you to track matching gifts and follow up on them if they do not come in Memorial see Honorarium Name Tool The name tool is part of the GiftWorks importer It takes a name and splits it into the separate fields that compose it Example John D Smith Jr First Name John Middle D Last Name Smith Suffix Jr To access the name tool go to the fourth step of the importer the Assign fields from your import file or mapping screen Choose Special options when mapping to a GiftWorks field then choose Name Tool Online Offline GiftWorks detects if it is online or offline by checking its ability to connect to the internet If your computer is connected to the internet GiftWorks indicates it is online in the bottom left corner If it indicates it is offline it may be blocked by a firewall or other security software Consult your security software documentation to determine how to grant internet access to GiftWorks GiftWorks mus
148. e established your first criteria you can modify the SmartList in several ways One is to Add a Criteria Set When you Add a Criteria Set you re defining a whole new set of donors donations or pledges to include in your SmartList If we call your first criteria set A and the criteria set you re adding B you re asking the SmartList definition screen to Show me everything meeting A and ALSO show me everything meeting B When you click the Add Criteria Set link you will be presented with a list of criteria Choose your new criteria enter the detail and click Next GiftWorks User Manual Page 79 of 265 Create a SmartList ADD LIST CRITERIA Select category Click here to select a criteria category Summary Show oners whose The SmartList is now the combination of the two criteria sets and any donor donation or pledge that meets either criteria set is included A donor donation or pledge will only be included in the SmartList one time regardless of how many criteria sets it meets The SmartList definition screen automatically eliminates duplicates from the list Refining Criteria Another way to modify your SmartList is to refine your existing criteria You can do this by clicking the Refine link to the right of any criteria sets When you refine your criteria you can append additional criteria to the existing set change one of the criteria in the set or remove one of the criteria in the set When you
149. e in the Related Actions menu The pie chart shows total donations by donor category for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each donor category Donation History by Donor Category Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Donor Category All Include Received Donations 12 000 E None specified GSS Individual Household E Corporation HD Foundation E Govemment Agency E Religious Institution E Community Groups GB Educational Institutio tvtar 2007 hay 2007 Jul 2007 Sep 2007 Nov 2007 Jan 2008 ttar 2008 Donor Category Include Received Donations Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report GiftWorks User Manual Page 159 of 265 Donation History by Campaign This report shows a breakdown of how donations generated by an individual campaign or several different campaigns have changed over time You can indicate a specific campaign for your report by choosing from the campaign selection If you choose the blank option in the campaign dropdown the report will show data for all campaigns You can further narrow your results by choosing a SmartList using the date range selection field and by indicating the types of donations to include This report includes
150. e payment donation was made the fund to which the payment is applied the payment type and the payment amount Donation Information Donation information shows the defined details of your gift including campaign and appeal attribution donor anonymity solicitor honorarium and memorial information and more Custom Fields This section contains the custom donation fields that you added in the Settings section Soft Credit Recognition This section details Soft credit donation recognition information Acknowledgment Receipt Information This section details the acknowledgment method you chose for the donation and the current status of that acknowledgment It also shows the receipt status for the donation If you have not acknowledged the gift you can do so by clicking the Acknowledge Now link GiftWorks User Manual Page 66 of 265 GIFTWORKS HONORARIA AND MEMORIALS OVERVIEW From time to time people may make donations to your organization in honor or in memory of someone or something GiftWorks helps you distinguish donations like these from other donations with honorarium and memorial options GiftWorks makes honoraria and memorials a standard part of donation tracking When you add honoraria and memorials to your GiftWorks database you can record a donation as a gift given in honor or in memory of someone Each time an honorarium or memorial is accredited with a donation or pledge you can acknowledge the donor and notify donors associated
151. e to see transactions From a previous post select it and click Save Previous Post to sawe the transactions to a File Previous Posts Post From Post To Transactions Summary Option Posted By Posted Date Save Previous Post Transactions can be posted only once Once posted are no longer available for posting You can print or re export previous posts to view the transactions that were posted During posting you must choose some accounting options including whether to post on a cash or accrual basis and whether to post all details for the transactions or just a summary of the transactions GiftWorks User Manual Page 202 of 265 You will also choose whether to post to a file or directly to QuickBooks If you plan to integrate with QuickBooks please refer to Configuring GiftWorks to Work with QuickBooks for instructions View Transaction Register To view transactions that GiftWorks has stored for your donations go to Settings then click Accounting then View Transaction Register DETAILED TRANSACTION REGISTER Click on the menu arrow just below to sort your transactions in different ways TRANSACTION DONATIONS AND PLEDGES Check All Uncheck All Customize Print Export To File mE Tabor Felix 133 00 1100 Cash 4100 Contrib General Fund 6 2 2005 Tabor Felix 133 00 1100 Cash 4100 Contrib General Fund No 6 8 2005 Moore Trisha 200 00 1100 Cash 4100 Contrib General Fund No 6 20 2005 Light Nigel 133 00 1
152. ealth of your GiftWorks database PREMIUM Seasonal Address Update is only available in GiftWorks Premium The Database and Maintenance subsection has the options explained below Import and Export Data GiftWorks can import data from Microsoft Excel xls xlsx Comma separated value csv or Microsoft Access mdb accdb files If your existing data is not in one of these formats you can probably export it from your current application to one of the formats Consult your existing application s manual for information on exporting data IHPORT FILE OR DATABASE GiftWorks can import individuals organizations and donations From a variety of Files To do this you ll tell GiftwWorks the name location and type of the file you d like to import then you ll match the Fields in your file to the fields in GifkVvorks Choose the type of File or application source you d like to import Microsoft Excel File xls Find the file you d like to import Find import File IF you want to use a previously saved GiftWorks Import Configuration gic File to configure your import click here GiftWorks User Manual Page 218 of 265 GiftWorks can export data to Microsoft Excel xls XML or Comma separated value csv files You can export the data of your choice from any SmartList Manage GiftWorks History Allows you to view and clean up actions of your GiftWorks Users SETTINGS GIFTWORKS HISTORY Delete
153. easonal Address is a recurring address for a donor who resides at that address for a specified active time period every year All mailings sent from GiftWorks will be sent to the seasonal addresses during the specified active time periods When the time period expires the current mailing address for each donor will automatically change back to the Primary Address GiftWorks User Manual Page 262 of 265 If a donor has more than one Seasonal Address or uses the Seasonal Address for mailing purposes at different times throughout the year you will need to add each of the Seasonal Addresses and corresponding time periods for the donor A donor s Seasonal Addresses active time periods cannot overlap The Primary Address will be used as the current mailing address unless a Seasonal Address is active The current mailing address is indicated in the Addresses field when a donor has multiple addresses Sectional Center Facility SCF The GiftWorks Mailing Center can assist you in preparing USPS discounted mailings with lower postage rates for qualified mailings To qualify for the lowest postage rates USPS discounted mailings must be sent from a Sectional Center Facility SCF A SCF is a postal facility that serves as the processing and distribution center for post offices in a designated geographic area as defined by the first three digits of the ZIP Codes of those offices Some SCFs serve more than one 3 digit ZIP Code range Check with your local
154. ecessary Multiple Donor Addresses STANDARD Click Add Address to add a donor mailing informational 2nd or 3rd address One address must be designated as the Mailing Address If you add an address and designate it as the Mailing Address during editing saving it will overwrite the existing donor mailing address designation GiftWorks User Manual Page 27 of 265 Add Address Name vpe or select an address name Address Line 1 Address Line 2 City Lancaster State Province ZIP Postal Code Country What is the type of address f Informational Address f 3rd Address PREMIUM Click Add Address to add Seasonal Informational 2nd or 3rd addresses for a donor x Name Type or select an address name Address Line 1 Address Line 2 City Lancaster State Province PA ZIP Postal Code Country Delivery Point What is the type of address f Informational Address Will be used as the mailing address during the following time period From Month Day 0 f o To Month Day 0 7 a You may need to enter multiple addresses for donors who reside at different places during the year for example if they have a summer home Entering a seasonal address lets you send them mail at their different addresses throughout the year Each time you sign in GiftWorks checks for any seasonal addresses that need to be activated based on the current date All mailings sent from GiftWorks will be sent to the seasonal addresses specifi
155. ecified time frame GiftWorks User Manual Page 164 of 265 Pledge List Source All Pledges SmartList Dates 1 1 2011 through 13 31 2011 Campaign All Donor Donation Type Pledge Date First Paymen Campaign Solicitor El Pledge List Perpetual Energy Of Pennsyly Unfulfilled Fle 2 14 2011 2011 Annual Campaign Olivia Mauer Owens Dodie Unfulfilled Fle 2 14 2011 2011 Annual Campaign Arnold Smyth Herr Amy Unfulfilled Fle 2 14 2011 2011 Annual Campaign Nyla Rosen Behanna Paul Unifulfilled Fle 7 31 2011 2011 Annual Campaign Clark Reed Unfulfilled Fle 8 16 2011 2011 Annual Campaign 5 Outstandi 10 000 00 500 00 3 000 00 1 000 00 8 000 00 22 500 00 EC Campaign SmartList Filter All Pledges Date Range Current Year Pledge History Next Paymen Next Pay 2 14 2011 2 50 2 14 2011 101 2 14 2011 1 001 8 16 2011 251 8 16 2011 2 001 This report shows you a breakdown of how expected pledge payments to your organization have changed over time The bar chart style of this report further breaks down the pledge information by expected amounts and how much of the expected amounts have been received This lets you see if your donors have made their expected payments You can further narrow your results using the date range selection field or by choosing a SmartList Pledge History Source All Donations Smartlist Dates 3 6 2007 through 3 6 2008 5 000 C Expected E Received
156. ed through a mailing When the thank you letter mailing is processed the donation is marked acknowledged with information about when the letter and which letter was sent For a multi payment pledge there is an Acknowledged field for each payment as well as for the overall pledge Acknowledgement For any donation or pledge entered into GiftWorks there is an acknowledged flag As you enter the donation you can choose to add the donation to a thank you letter mailing Sending a thank you letter mailing lets you mark the donation as acknowledged automatically You can also manually mark donations as acknowledged This is helpful if you for example thank the donor with a handwritten note or phone call Addressee Addressee fields are used to store information you would typically like to see on the first line of a mailing address There are both formal and informal addressee fields letting you address donors differently for different purposes Based on the type of donor and the name information you enter GiftWorks will attempt to fill in a default value for you Examples Donor John Smith Formal Mr John Q Smith Informal John Smith Donor John and Mary Smith Formal Mr and Mrs John and Mary Smith Informal John and Mary Smith Donor Acme Corporation with a primary contact Formal Mr John Smith Acme Corporation Informal Acme Corporation John Smith Donor Acme Corporation without a primary contact Formal Acme Corpor
157. ed to be active on the day of the mailing When the time period ends the current mailing address automatically changes back to the Primary Address GiftWorks User Manual Page 28 of 265 If a donor has more than one Seasonal Address or wants to receive mail at the Seasonal Address at different times throughout the year you will need to add each of the Seasonal Addresses and corresponding time periods for the donor The current mailing address is indicated in the Addresses field when a donor has multiple addresses You can also add the Delivery Point code for donor addresses The Delivery Point code can be imported into GiftWorks if the mailing addresses have been CASS certified or can be manually entered Click Save after editing donor information FINDING A DONOR You can search for any donor by typing search information into the Find Donor box in the bottom left corner of GiftWorks and clicking Go You can enter part or all of a donor s name GiftWorks will find all donors that contain what you enter By default GiftWorks will search first name last name organization and display name Find Donor P Advanced Search To search additional fields click the Advanced Search link at the bottom left corner of GiftWorks In the advanced search window choose which fields to search including all name fields address fields email address Phone Notes File Title and any textbox donor custom fields you have added There is also an
158. editing an honorarium or memorial allows you to thank the donor as well as notify the donors associated with the honorarium or memorial To add a donation or pledge made in honor or in memory of someone you can either add an honorarium or memorial in the Settings area or add an honorarium or memorial as you enter the donation To do this in Settings refer to the Creating Editing and Deleting Honoraria and Memorials section of this guide Adding a Donation in Honor of In Memory of Click Add a Donation in the Related Actions menu on the left side of your screen GiftWorks User Manual Page 71 of 265 In the window that appears proceed with adding the donation as normal This includes indicating the donor of the donation the donation type the fund the donation will be assigned to the gift amount and the payment type Click Next after each step of the donation process When the Donation Options section appears click the checkbox beside This gift is given in honor of or in memory of someone From the selection box that appears choose the existing honorarium or memorial toward which the donation is made or click on the Add New Honorarium Memorial option at the bottom of list and add the new honorarium memorial You can also indicate that the gift will be matched if that applies Click Next to continue through the process and complete adding the donation Add a Donation DONATION OPTIONS Select an honorarium or memoria
159. eived Pledges And Gifts Johnson Julie Coe Steve Burns Patrick Marston Kenneth Pride Jeanne Millsaps Cynthia Coe Steve Holland Chad Smyth Arnold Callas Paul Rittenhouse Patrick Dash Rachel 12 Donation Type FirstPaymen Received A Campaign Gift Gift Gift Gift Gift Gift Gift Gift Gift Gift Gift Gift 1 7 2011 1 24 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 2 14 2011 3 31 2011 8 16 2011 9 7 2011 10 000 00 2011 Annual Campaign 3 000 00 2011 Annual Campaign 4 800 00 General Care Campaign 2 000 00 General Care Campaign 8 000 00 General Care Campaign 1 200 00 General Care Campaign 1 000 00 General Care Campaign 4 000 00 General Care Campaign 2 000 00 General Care Campaign 500 00 2011 Annual Campaign 195 00 2011 Annual Campaign 3 000 00 2011 Annual Campaign 39 695 00 Fund Appeal Operating Fund 2011 Information Mailer Multiple Funds 2011 Information Mailer General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event General Care New Members Event Operating Fund 2011 Information Mailer Operating Fund Community Outreach Operating Fund 2011 Information Mailer a Date Range Pledge List Current Year SmartList Filter All Donations View all your pledges within a sp
160. elect the I accept button and click Next If you cannot accept the terms of the License Agreement select Cancel and do not install or use the product Enter your name and your organization s name in the spaces indicated If you want anyone using this computer to be able to use GiftWorks select the Anyone button You will be able to add additional user names after installation If you are the only person who should be able to use GiftWorks select the Only for me button Click Next after making your selection GiftWorks will install into your Program Files folder by default Click Next to accept this default setup If you want to install into a custom folder instead select Change and browse to the folder of your choice or create a new folder Click OK once you have chosen a folder then click Next If you are creating a new folder GiftWorks will ask you for confirmation Click OK to confirm this GiftWorks is now ready for installation Click Install Installation may take several minutes When the installation wizard is completed you may check the Launch Mission Research GiftWorks box and click Finish to launch Mission Research GiftWorks If you want to use GiftWorks later click Finish SETTING UP GIFTWORKS 1 To launch GiftWorks go to the Windows task bar and click Start click Programs click Mission Research and then click GiftWorks or double click on the GiftWorks G icon on your Desktop If you ve already purchased GiftWor
161. elete DELETE INFORMATION FROM YOUR DATABASE Select 4 task From the options below Manage Deleted Donors Restore or permanently delete donors From your database Manage Deleted Donations Permanently delete donations from your database Delete SmartList Contents Permanently delete the contents of a SmartList From your Giftyyorks database Manage Deleted Donors You can print the list of Deleted Donors by clicking on Print List under the Related Actions area on left SETTINGS MANAGE DELETED DONORS Print List E _ Select a deleted donor from the list below You can restore or permanently delete the donor by using the buttons below WARNING By permanently deleting a donor you will remove the donor record and any information related to it such as address phone numbers and emails You will also delete any associations with other donors Profile Name Address City State E Donor Household The Wilson Famil OS TENE ROAD i PA Check All Uncheck All You can view a donor in this area by checking the box next to their name and clicking on View Donor button Household Donor Change Profile Customize Print Summary THE WILSON FAMILY THIS DONOR HAS BEEN DELETED Gerry Wilson Summary Contact Info Details Relationships Notes Tasks amp Files Main Contact Info Phone 717 654 0864 Wilsons rrr com Steven Barkerson Our Website About The Wilson Family Individual Household Task on 8 26 2010
162. em or send them other communications as a unit They are effectively one donor For cases where you want or need to track household member information separately if John or Mary is a board member for example but where you also receive gifts from the household you can add an additional household member record to track that individual GiftWorks User Manual Page 15 of 265 If the household member doesn t give money separately from the household that member s record can be an affiliate donor If they do give money separately you can make them a donor If you want to keep track of children s names you can add them as household members and leave them as affiliate donors Donor with Organization Profile Typically you will enter organizations companies agencies foundations etc into your database as a donor with an organization profile Organization Donor CRESTA CORPORATION Golf Classic Sponsor You can link employees of a company with their company record You can add your contacts at that organization as affiliate donors related to the organization You can link board members of a foundation with the foundation s record There is a great deal of flexibility TRACKING ADDITIONAL DONOR INFORMATION In addition to the donor s name GiftWorks lets you track a wide variety of information about each donor The fields you can track for each donor are explained below Formal and Informal Salutation The salutation field
163. email addresses with a semicolon Subject Pledge List Report Message Sender Information Sender Name Small Dog Rescue Sender Address rescues rescuesmalldogs org GiftWorks User Manual Page 177 of 265 SAVING REPORT FORMATS Each User can save a report just how they like it and quickly produce a report with their personal settings This enhancement will provide each user with the ability to save the specific format customizations for a report providing a name and description to identify the customizations A report could have more than one format saved The user will be allowed to select from these saved formats whenever the report is run Also users will be able to manage these report formats The Saved Report Formats will be added to your My Favorite Reports area NOTE you will not see an option to Save the Report if you created the Report FROM the SmartList screen Click on the Save Report Design on left under Related Actions Change Report Style b Customize Report Print Print Preview Export Report save Report Design Donor Reports Donation Reports Name your Report and enter a Description if you would like GiftWorks User Manual Page 178 of 265 Save Report Design x PLEDGE LIST SAVE Enter the name and description for the report and click Save to add it your favorite reports Report Name 2011 Pledge List Report Description When you click on Save it will add your saved
164. en you click the Donations icon at the top of GiftWorks you will see either the Donations Overview or the Donations Dashboard depending on which you have chosen To change this option e If you see the Donations Overview you can click the Skip this screen checkbox The next time you click the Donations icon at the top you will be taken to the Donations Dashboard e If you see the Donations Dashboard click Show Donations Overview in the Other Tasks menu then click the Skip this screen checkbox to uncheck it The next time you click on the Donations icon at the top you will be taken to the Donations Overview On the Donations Dashboard you can choose from a variety of views to get a quick glance at the donations and pledge information you want Click the arrow next to the view name to make your selection Each view shows the donor name campaign allocation and fund for each donation or pledge Additional columns vary by view You can sort your view by clicking the column headings IEW LATEST DONATIONS Print 3 4 2008 Pledge Payment 100 00 Wagenstall Ralph T Annual Campaign General Fund 2 26 2008 Gift 100 00 Lynn Marcus amp Bridgett Annual Campaign l2f21 2007 ift 200 00 Houston Paul Annual Campaign General Fund lef21 2007 Pledge Payment 200 00 Cresta Corporation Annual Campaign General Fund lef2i 2007 Gift 600 00 Van Hooven Jason 4nnual Campaign General Fund 12 21 2007 Pledge Payment 600 00 Save Our Fa
165. ent Matching Gifts Outstanding Customizing Donor and Donation Reports Running a Report on a SmartList Running a Report on a Donor Choosing a Report Style Viewing My Favorite Reports GiftWorks User Manual Page 141 of 265 Printing Exporting and Emailing Reports Save Report Design GiftWorks User Manual Page 142 of 265 REPORTS OVERVIEW After entering your donors and donations GiftWorks Reports let you review analyze and share your information You can report on giving trends for your board of directors review your top donors with your annual campaign chair analyze opportunities with your executive committee and much more Reports let you create the reports you need in formats that are both concise and informative A RE P O RIS Track donors donations and goals and see them in a variety of useful ways The best way ko create a targeted report is to First create a SmartLlist based on Giftvorks Fields then run a report From the blue left menu Find Donor E 2 Advanced Search GiftWorks provides two groups of reports that enable your organization to monitor productivity and REPORTS View Giftworks Reports by clicking one of the links below Get more specific reports by first creating a SmartList based on GiftWworks criteria then running a report on that SmartList From khe left meng IEW DONOR REPORTS IEW DONATION REPORTS Create reports to better understand your donors Create reports to better understand your do
166. ents Y My Computer Es Local Disk CO O B 331b420ee48da036d5f96ba0 E Config Msi E E dell 6 6 Documents and Settings B __sbs_netsetup__ E E Acronis Fl Administrator D Adminickeskae MTSSTORIGESE AD e iiil gt x Step 2 Type in a name for your back up file GiftWorks User Manual Page 220 of 265 GiftWorks Database Backup BACK UP YOUR GIFTWORKS DATABASE Backing up your GittWorks database will ensure that you always have a copy of your GiftWorks information in the event of a user error or an environmental issue such as a hard drive crash accidental deletion or other unforeseen problems This process will create a GiftWorks Backup File gbf which will contain all your GiftWorks information This is your first backup We recommend backing up at least every 3 days Choose a location to save the GiftWorks Backup File We recommend choosing a location that is different than your GiftWorks Database C Documents and Settings lisa breneman Desktop Enter a name for your GiftWorks Backup File We recommend choosing step a name that will help you remember when the backup was created 2 nl backuperct112011 Ex giftworks backup 20111010 Click Backup Now Notice Restore The Database You can restore a back up file at any time You can do this from Settings or from the Sign In screen Here you will see a dialog box with 3 steps Step 1 Find your back up file the gbf file GiftWorks User M
167. eocoding Geocoding is the process of determining the latitudinal and longitudinal coordinates for a specific address GiftWorks has the ability to store geocoding data with an address This will support the ability to create reports that plot addresses on a map donor lookups based on distances from a map point and more powerful mapping tools When doing this process from a SmartList or from within Settings it will only Geocode the Mailing address If you add edit ANY TYPE of address you can Geocode from there as well GiftWorks User Manual Page 247 of 265 S 8 Donors Donations Volunteers Live SETTINGS GEOCODE DONOR ADDRESSES amp amp Events SmartLists Mailings Reports Settings Select a SmartList to geocode After selecting a SmartList dick the Geocode button C Show all donors that have mailing addresses that need to be geocoded C Select a SmartList nd Name Address mapquest m Online amp Internet Updates gt 6 ia Back Home Donors E S MA RTL SIS Easily sort and view your donors and donations DID YOU KNOW You can change your favorite SmartLists anytime to keep the ones you use most right at your fingertips GIFTWORKS SMARTLISTS SmartLists allow you to segment your donors inta CREATE A NEW SMARTLIST Build new SmartLists based on any criteria SEND MAIL TO A SMARTLIST Send mail to any SmartList and store the record the mailing for each do
168. epartment Mapping the All Donors SmartList 41 of 192 donors were located on the map Donors without a geocoded address will not appear Print Map Help using this Map J CtBANUN A ema You can also Geocode These Donor Addresses Geocoding is the process of determining the latitudinal and longitudinal coordinates for a specific address GiftWorks will include the ability to store geocoding data with an address This will support the ability to create reports that plot addresses on a map donor lookups based on distances from a map point and more powerful mapping tools GiftWorks User Manual Page 95 of 265 SETTINGS GEOCODE DONOR ADDRESSES Select a Smartust to geocode After selecting a Smartist cick the Geocode button Show al donors that have maiing addresses thet need to be geocoded Select a Smarttist Al Donors amp 2Steige Street 2 Spruce Street 10 Em Street 678 Man Street Mt aa ne F meee rele glee elele elele ziele Total Donors 192 What is the type of address Informational Address Will be used as the mailing address during the following time period From Month Day i To Month Day f GiftWorks User Manual Page 96 of 265 MAILING CENTER IN THIS SECTION Mailing Center Overview Sending Mail and Email Mailing to One Donor Mailing to Mailing Lists and SmartLists Donors vs Donations Pledges Donation Mailings Donation Receipts Donor Letters Donati
169. ers from the Mailings section at any time If you choose this option the donation can automatically be set as Acknowledged once the mailing has been completed Other Select from four other acknowledgement methods including phone call thank you note in person and thank you gift or enter your own information for how the gift was acknowledged Indicate the date of the acknowledgment using the date field provided Receipt Information Choose whether or not you want to issue a Receipt for this donation If so choose the Receipt Group to add the donation to Completing and Editing Donations After entering a donation a screen appears that shows the full donation You can add additional details about the donation here You can also visit this screen anytime to edit the information by double clicking on a donation ADD A DONATION To finish adding this donation enter the following information and then dick Save Donor Dash Rachel DONATION PAYMENT 3 000 00 Modify Payment Type Cash Receipted Amount 3 000 00 F Fund Name Amount Operating Fund 3 000 00 DONATION INFORMATION When was this donation given 31712011 To which campaign should this donation be attributed 2011 Annual Campaign From which appeal did this donation result 2011 Information Mailer o was responsible for soliciting this donation this donation directed or restricted To which Honorarium Memorial was this donation given Does this donor want to gi
170. erver requires Secure Socket Layers or SSL and if the server requires authentication along with the username and password if necessary Your organization Delivered to recipient Create and GiftWorks send email Email Server l l i l i i l i l l l i l l i l i i l i l i l I j r Figure 3 Sending email using an internal email server As you can see there is not much difference between Figure 2 and Figure 3 The main difference is that in Figure 2 GiftWorks is communicating with an email server that is outside of your organization s network and in Figure 3 the email server is inside your organization s network What does that mean to you We can relate this to copying files to different locations If you copy a large file from one folder on your computer to another folder on your computer it copies very fast since the file is copying from one location on your hard drive to another This example is similar to the email configuration using Outlook If you copy a large file from your computer to a different computer or server within your organization it s still pretty fast but not as fast as the previous example This example is similar to the email configuration using your organization s internal email server If you copy a large file to a website or to a server outside of your organization it will be much slower than the GiftWorks User Manual Page 117 of 265 previous t
171. esada Avenue San Francisco CA Z El Matching Donor Save Our Families Foundation Yan Hooven Jason Must submit Form For matching donations 360 11th Street San Francisco CA 1 C EE SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Matching Gift Fulfillment This report shows a breakdown of all matched donations plus information about the matching pledge for each You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report shows information for all campaigns GiftWorks User Manual Page 168 of 265 Matching Gift Fullfillment Source All Donations Smartlist Dates 12 6 2007 through 3 6 2008 Campaign All Gift Date Donor Actual Amount Actual Date Match Expected Match Received Campaign E Matching Gift Fulfillment E Matching Donor Cresta Corporation 12 18 2007 Houston Paul 250 00 12 18 2007 250 00 0 00 Technology Campaign 12 21 2007 Houston Paul 200 00 lzizijz007 200 00 200 00 Annual Campaign 2007 E Matching Donor Save Our Families Foundation iziziiz007 Yan Hooven Jason 600 00 lef21feo07 600 00 600 00 Annual Campaign 2007 a 1 050 00 1 050 00 500 00 EN EEE Campaign SmartList Filter All Donations Date Range Last 3 Months Choose the option
172. etters to be sent to new donors Newsletter Gur organization s newsletter olf Classic Promot All Former participants players and spons 268 Cancel Or if you are viewing a SmartList you can click Send Mail then click Send Mail to these Donors SMARTLISTS DONORS WITH OPEN TASKS Export This List Double click a row bo see full details Or select a row bo see a brief summat Update Items In This List Run Report For List Display Name Address Batinich Dawe 730 Ellis Street shamibers Radhe 1614 William Howard Taht Rd Suite 300 Cint Send Mail Send Mail to These Donors Print Labels For List Add These Donors to a Mating List St Print Envelopes for List Gwynn Fred 74 12th Street Hammer Industries Inc 99323 Industrial Park Dr Houston Jane 320 10th Street Prince Jack 156 5 State St Copy This SmartList View Another SmartList Create a New Smartlist Manage Your SmartLists If you are viewing a donations or pledges SmartList you have the option of sending mail to the donors in the list or of sending mail for the donations or pledges in the list Donors vs Donations Pledges When mailing to a donations or pledges SmartList you have the option of sending to the donors in the list or of sending for the donations or pledges in the list Sending to the donors generates one letter or email for each donor in the list regardless of how many GiftWorks User Manual Page 100 of 265 donations that donor has in the list Y
173. f 265 Read the sections below to learn more about each donation report Donation History This report lets you view how the total donations to your organization have changed over time You can narrow your results by using the date range selection field by selecting a specific SmartList and by indicating the types of donations to include Donation History Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Include Received Donations Donor Donation Type Expected Date Actual Date Expected Amount Actual Amount Outstanding A Campaic a E Donation History Lynn Marcus amp Bridgett Gift 3 21 2007 3 21 2007 200 00 200 00 0 00 Annual Tyler Shawn Gift 4 13 2007 4 13 2007 1 000 00 1 000 00 0 00 Annual Gwynn Fred Gift 5 20 2007 5 20 2007 75 00 75 00 0 00 Annual d Berardi Sheila Gift 6 19 2007 6 19 2007 100 00 100 00 0 00 Annual d Chambers Rachel Gift 8 7 2007 8 7 2007 11 000 00 11 000 00 0 00 Friends Batinich Dave Gift 10 16 2007 10 16 2007 1 000 00 1 000 00 0 00 Annual d Lederer Jack Gift 10 20 2007 10 20 2007 500 00 500 00 0 00 Annual d Barber Harry Gift 11 13 2007 11 13 2007 125 00 125 00 0 00 Annual Night Casandra Gift 11 14 2007 11 14 2007 5 000 00 5 000 00 0 00 Campaig Aliota Mark Gift 12 1 2007 12 1 2007 50 00 50 00 0 00 Annual 4 Tipton Lynn Gift 12 8 2007 12 8 2007 3 000 00 3 000 00 0 00 Friends Houston Paul Gift 12 18 2007 12 18 2007 250 00 250 00 0 00 Techn
174. for multiple time periods For example to compare quarterly giving for each quarter of last year set up a period for each quarter then add the total giving field for each quarter to your SmartList for more information see Customizing a SmartList Saving a SmartList When you have finished creating or editing a SmartList and clicked Next you will see the options for naming and saving your SmartList GiftWorks User Manual Page 82 of 265 NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it Mama nf Smart ick AGE WT aMMa List Untitled SE all donors in the database wi N G ho ok O MMS IST to my favor Tes USE THIS SMARTLIST WITHOUT SAVING IT FE gs amr aal His a ae a maad ba naaa E ae ie mt aE EHA eba Hh Seer EEEE Tr uinn t mac kie let snaim unm dant naand ty ince wel einn er F Jarke the liet 1 ry Wart WOU WAN LESU Us Hol ala WOU UON EE U Save It WNCe YOU SIGN OUT OT ta PO Ra OE Hot Weil gO vv The name you give your SmartList will be the name displayed in the lists of SmartLists throughout GiftWorks The optional description can be used to provide more information about the SmartList its contents and how it should be used You can also choose a SmartList Category to segment your lists You can share you list with other users and also add it to
175. four custom periods Each custom period is defined by either a relative date range such as the last 30 days or a specifically defined range Jan 15 to March 30 2007 You can also provide a name for each custom period and you can show a number of statistics in your SmartList results including total donations average donation largest donation and number of donations per donor for that period This lets you easily research and report on historical giving by your donors Date For a gift the gift date is the actual date the gift is received In some cases this may be the actual date the gift is processed which may be later than the date it was actually received This date can be set when the gift is entered into GiftWorks For a pledge the pledge date is the actual date the pledge is received the date of the promise For a payment there are two dates The actual date is the date the payment is actually received The expected date is the date the payment is or was scheduled to be received Delivery Point GiftWorks User Manual Page 256 of 265 The USPS assigns every address a two digit code that is used for USPS discounted mailings The Delivery Point for each address is returned by the CASS certified ZIP 4 or delivery point code address matching process and can be imported in to GiftWorks or can be manually entered Directed or Restricted When donors give a donation they can indicate that the donation should be
176. full page add donation screen you can scroll down to the Soft Credit Recognition area Click the Add Soft Credit button then click on the Select a Donor link ADD SOFT CREDIT RECOGNITION Recognition Donor and Amount Donor Select Donor Amount 5 000 00 Acknowledgment Information f Acknowledge Later i Include in Soft Credit Thank You Letters Mailing Cf Other Acknowledgment Date Acknowledgment Method Cancel Choose the donor to apply the Soft Credit to and the amount GiftWorks User Manual Page 42 of 265 Add Soft Credit Recognition ADD SOFT CREDIT RECOGNITION Recognition Donor and Amount Donor Behanna Paul Change Donor Amount 3 000 00 Acknowledgment Information f Acknowledge Later f Include in Soft Credit Thank You Letters Mailing Other Acknowledgment Date 11 18 2011 Acknowledgment Method You can also choose to add the Soft Credit to the Soft Credit Thank You Letters Mailing List You will see the Soft Credit information listed here when adding or editing a donation SOFT CREDIT RECOGNITION Donor mount Acknowledgment Behanna Paul 3 000 00 Scheduled to be acknowledged in mailing Add Soft Credit Remove ACKNOWLEDGMENT RECEIPT INFORMATION This donation has been added to a mailing list for acknowledgment How was this donation acknowledged When was this donation acknowledged Issue receipt for this donation m What is the receipt group Receipts Save
177. g every third recipient checking the top 100 or 500 recipients or choosing a number of recipients to check If you have a large mailing a large number of recipients and or a large letter template you may want to use one of these options to reduce the number of letters you generate at one time Uncheck button Gives you the options of unchecking all recipients unchecking all recipients with invalid addresses unchecking recipients whose status is deceased unchecking all recipients with any warning note unchecking all recipients marked as Do Not Mail or unchecking all recipients marked as Do Not Solicit Choosing the Uncheck all invalid option automatically unchecks any recipients with invalid addresses or whose status is deceased GiftWorks User Manual Page 123 of 265 Note a donor mailing has additional Uncheck options These options are Uncheck members of included households Uncheck members of included organizations Uncheck households of included members and Uncheck organizations of included members Invert button Reverses the currently selected recipients If you have all recipients checked the Invert button deselect them If you have some recipients checked this button will deselect those and select all other recipients Add button A donor mailing will also include an Add button This gives you the options of Add members of included households Add members of included organizations Add households of included members
178. ge payments that are overdue GiftWorks User Manual Page 61 of 265 You can open an individual donation or pledge from any of these views by double clicking the donation pledge in your view Viewing a Donor s Donation Summary You can view a summary of the pledges pledge payments and gifts by a donor when you view the donor When viewing a donor click the Donations tab at the top of the main work area Donations Tab Donation History Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or Include both donations and soft credits 0o S 2 Donations Volunteers Live Events SmartLists Mailings Reports Settings DONORS Donor BROWN WINNIFRED Summary Contact Info Details Relationships Donations Notes Tasks amp Files History Change Profile Customize Print Summary Donation History ppi 8 28 2007 received Donations Indude donations only 50 00 in diniin Indude soft credit recognitions only 50 00 R Jedoed Indude both donations and soft credits Donation List Options Donation Date Expected 8 28 2007 Online Internet Updates F a ae 4 46PM gt E wW 9 te TE ono Donations Tab Donation List Options This is PER GiftWorks USER Can choose to Include Donations Only Include soft credit recognitions only or Include both donations and soft credits en nn i Donations Volunteers Live Events SmartLists Mailings
179. h Household Profile Donor with Organization Profile Confirming Donor Details Entering Donor Mailing Information Entering Donor Address Information Selecting Donor Group Selecting Donor Mailing List Verify Donor Editing a Donor Finding a Donor GiftWorks User Manual Page 11 of 265 DONORS OVERVIEW Donors are the lifeblood of your organization GiftWorks helps you develop stronger relationships with your donors by giving you the tools to track donors their donations and all of your organization s interactions with them Everyone you enter into GiftWorks individuals households organizations or others is called a donor whether they ve donated to your organization yet or not Donors can also be designated as an affiliate Donors Most of the individuals couples families households and organizations in your database will be entered as donors In most cases you can enter all information about a household or organization into one donor record You can also add a household or organization profile to a donor record providing visual cues that they are a household or organization as well as some profile specific features like household or work relationship tracking The type of profile can also be used to choose the information you use for SmartLists mailings and some reports Affiliate Donors People or organizations you want to have information about in your database but who you don t typically want to solicit and from whom
180. hange Name link to change the User name and then click Done Manage User Accounts in Standard Security You can change the user type add a new user account change the user name set the password activate disable or delete a user account Click on the user account you want to manage and then select the link for the option you want to manage MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options for managing the account The options for managing user accounts depends on the Sec Level for this database User Accounts James Williams Active Type Standard User Change Change name Reset password Last Sign in 5 20 2008 11 15 47 AM Delete account Disable account Sarah Jones k 2 Adam Lawrence sabled Rick Samson ha Sample User Me Active Cindy Smith sabled Sandy Jackson abled amp HOO a NEW USEr account User Type in Standard Security Users in the Standard Security setting can be designated as a Standard user or as an Administrator CHANGE USER TYPE Select the type for this user James Williams Standard User Standard Users cannot change settings but have full control over other areas of GiftVVorks f Administrator Administrators have complete access to all settings and can make any desired change Standard Users can access all areas of GiftWorks except the administrative options in the Settings section GiftWorks User Manual Page 213
181. he Database Your GiftWorks database can grow rapidly depending on how many donors donations and users you have Gift Works can compact your database making it smaller for storage Click the link above to compact your database now Back up The Database It is recommended that you regularly back up your database file and also that you back it up before and after any major changes such as an import batch update or large data entry effort GiftWorks User Manual Page 219 of 265 GiftWorks Database Backup BACK UP YOUR GIFTWORKS DATABASE Backing up your GifttWorks database will ensure that you always have a copy of your GiftWorks information in the event of a user error or an environmental issue such as a hard drive crash accidental deletion or other unforeseen problems This process will create a GiftWorks Backup File gbf which will contain all your GiftWorks information This is your first backup We recommend backing up at least every 3 days Choose a location to save the GiftWorks Backup File We recommend step choosing a location that is different than your GiftWorks Database i i C Documents and Settings lisa brenemaniDesktop Enter a name for your GiftWorks Backup File Wwe recdEniDocuments and Settings li step a name that will help you remember when the backup was created Ex giftworks backup 20111010 Step 1 Click Browse and choose the location Browse for Folder Choose Export Folder E My Docum
182. he ability to assign tasks to other users and the ability to create tasks that are not associated with a donor e g order ink for printer You also have the ability to add alert notes that provide special notification every time the donor is viewed Other changes include the ability to specify the note date and know when a note or task is added or changed and by whom New Add Task dialog GiftWorks User Manual Page 32 of 265 Add a Task SELECT TYPE OF TASK Tasks can be associated with a selected donor These tasks will be displayed when viewing the donor If this task is not related to a particular donor choose Add a Task If this task is related to a particular donor choose Add a Donor Task f Adda Task Add a Donor Task Add a Task ENTER TASK DETAILS Select a category for this task or type in your own category name When you have finished the task check the box next to completed Task Order Ink Notes Due 8 30 2011 3 30 PM User Sample User Completed E New History tab on donor profile GiftWorks will now keep a history of actions that have been performed Examples are adding modifying or deleting a donor or donation adding or removing a pledge payment receiving a pledge payment adding modifying or deleting a letter template adding modifying or deleting a SmartList and so on It will be possible to search and print the activity for specific users dates and actions One practical application i
183. he fifth step of the Add a Donor process enter the primary phone and email information for your donor You can always add remove or edit this information later GiftWorks User Manual Page 22 of 265 Add a Donor ADD DONOR PHONE EMAIL INFORMATION Enter the phone and email information for this donor Show more Phones Phone Name Home Phone Phone an Emails Email Name Personal Email Email Address Clicking on the Show more link will allow you to enter in 2 and 3 phone and email information Add a Donor ADD DONOR PHONE EMAIL INFORMATION Enter the phone and email information for this donor Hide more Phones Phone Name Home Phone Phone i717 2nd Phone Name Type or select a phone name 2nd Phone te 7 3rd Phone Name Type or select a phone name 3rd Phone E A Emails Email Name Personal Email Selecting Donor Group On the sixth step of the Add a Donor process select any groups you want to add the new donor to Any default group selections made when setting up your database or in the Settings section will be preselected GiftWorks User Manual Page 23 of 265 Add a Donor ADD TO GROUPS To add this donor to one or more groups click on the group names or the checkboxes next to them Adopted Rescue Dog Board Member Dog Days Fun Run Attendee Forever Family Foster Home Member Press Member Puppy Mill Activist Selecting Donor Mailing List
184. he information below then select a link or button below to continue Display Name Barker Jane Full Name Ms Jane Barker Profile Info Donor Formal Salutation Ms Barker Informal Salutation Jane Formal Addressee Ms Jane Barker Informal Addressee Jane Barker Address Name Home Address To add this donor click Finish or choose from the links below Add another donor Add more details to this donor Add a donation for this donor Edit a Donor After you add a donor you can later choose Edit a Donor to change or add donor information GiftWorks User Manual Page 25 of 265 EDIT A DONOR Edit or add information below When you are finished dick Save at the bottom of the page to save your changes If you dick Cancel your changes will not be saved 7 Donor Change Profile BROWN WINNIFRED CONTACT INFORMATION Display Name frown Winnifred Prefix First Middle Last suffix Nickname Mame Ms winnifred Brown Organizaton Formal Informal Salutation Ms Brown winnifred Addressee Ms Winnifred Brown Winnifred Brown Description Picture am ga select Website Gender Female Marital Status Unknown Addresses Address Name Address Mailing Address Type Address 5S4 Reed Road Lancaster PA 17543 Yes Primary Add Address Phone Numbers Phone or Email Name Number or Email Type Fax and Email Mobile Phone 987 654 2084 Primary Phone 717 654 9873 Informational Add Phone Add Email
185. he thank you letter for this mailing Please note only a donation type letter can be used for the Donation Thank You Letters mailing MAILINGS SELECT LETTER Select a letter For your mailing You can edit the letter by clicking the Edit Letter button Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing C C O Select A Letter Current Selection Gift Thank You Letter Donation Letter ift Thank You Letter Honorarium Memorial Thank You Letter Pledge Payment Thank You Letter General Today s Date Jan 1 2000 General Addressee Formal General Address Block Dear General Salutation Format Thank you for your recent gitt of Donation Donation Amount to hy Organize Edit Letter Mame our support is deeply appreciated Y why don t I see my letter On the Finish Mailing step of the mailing process you have the option of marking the donations in the list as acknowledged by the sending of this mailing This automatically marks each donation as acknowledged with the details of the mailing and removes the donations from the Donations Thank You Letters mailing Soft Credit Thank You Letters When you add a soft credit into GiftWorks there is an acknowledgement step that includes the option of adding the soft credit to the Soft Credit Thank You Letters mailing list Sof Credit Donations added to the list are automatically queued for sending When you are ready to send the thank you letter
186. her users will not be able to access any settings other than to change the username Gift Works PREMIUM USERS ONLY GiftWorks User Manual Page 6 of 265 Before you change security levels refer to the GiftWorks Security Guide for more information on security levels and options available in GiftWorks Premium IF YOU ARE NEW TO GIFTWORKS GiftWorks helps you support your organization s mission more efficiently and effectively by tracking donors and donor relationships donations and pledges mailings lists and campaigns all in one place Maybe you ve been working with a different database software package or you currently use only a spreadsheet to track your donor information GiftWorks will be an immediate improvement Before importing or manually entering data into GiftWorks now is the time to ask yourself these questions e What have you been doing that s working well e What areas need to be improved e Who is responsible for tracking your donor information e Who ultimately utilizes the information and what are their needs GiftWorks lets you store all information in one place for a comprehensive picture of a donor s connection with and participation in your organization But the information won t benefit you as much as possible if it isn t easily accessible or properly utilized A solid database takes planning and organized implementation to ensure reliable and accessible information to support your efforts and to inc
187. hom that donation was entered for Pledges show the scheduled payment dates and the expected and received if any amounts for each payment You can view the detailed individual donations and pledges by clicking the View Gift or View Pledge link beside the donation or pledge From the Detail view you can edit your donations and pledges Viewing Donations Pledges and Pledge Payments You can open a view of your individual donations pledges and pledge payments in a couple of ways Double click a donation or payment to view its details Otherwise when viewing a donor click the Donations tab and click through to the donation or pledge DONATIONS GIFT DETAILS GIFT OF 3 000 00 ON 9 7 2011 SUMMARY COMPARISON CHART E This Gift Dash Rachel E Other Donations PAYMENT DETAILS 9 7 2011 Operating Fund 3 000 00 Cash DONATION INFORMATION 2011 Annual Campaign 2011 Information Mailer No CUSTOM FIELDS All Breeds lt Back Edit Gift Viewing a Pledge A Pledge is divided into four sections You can edit the pledge by clicking Edit Pledge at the bottom of the main work area GiftWorks User Manual Page 63 of 265 DONATIONS PLEDGE DETAILS PLEDGE OF 4 PAYMENTS FOR 500 00 ENTERED ON 11 4 2011 SUMMARY PAYMENTS 1 125 00 due 11 4 2011 Apply Payment 5 00 due 2 4 2012 Apply Payment 3 125 00 due 5 4 2012 Apply Payment 4 125 00 due 8 4 2012 Apply Payment Dash Rachel PLEDGE INFORMATION
188. ial Notifications This takes you into the mailing process for the thank you letters You can create or modify the letter template set to be used as the thank you letter for this mailing Please note that only a pledge type letter can be used for the Pledge Thank You Letters mailing On the Finish Mailing step of the mailing process you can choose to record the details of the mailing in each donor s record Each pledge will also automatically be removed from the Matching Pledges Thank You Letters mailing Honorarium and Memorial Notifications Once set up a notification will be added to the Honorarium and Memorial Notifications for each donation received to the honorarium or memorial and for each donor family members for example that you indicated wants to be notified of new donations When you are ready to send notifications go to the main Mailings page and click on Honorarium and Memorial Notifications at the top right of the main work area DONATION MAILINGS Donation Receipts 0 Donation Thank You Letters 485 Soft Credit Thank You Letters 3 Pledge Thank You Letters 13 Honorarium and Memorial Notifications Next choose an honorarium or memorial from the list You can now also specify the Date Range for the donations GiftWorks User Manual Page 112 of 265 ey Sample Database Sample User GiftWorks G O 06s BWV oE O amp O Hh amp Back Home Donors Donations Volunteers Events SmartLists Mailings Repor
189. ies only at entry time If you return later to edit a phone number the masking is not enforced and you can enter a phone number in any format Pledge A pledge is a promise from a donor to make one or more payments in the future If the pledge has many payments they are normally received over some time period defined when the pledge is received When you enter a pledge you initially enter the date the pledge was made total amount that you expect to receive and the number of payments that will make up the pledge GiftWorks then helps you build a payment schedule for the pledge and enters both the pledge and all expected payments See pledge payment Pledge Payment A pledge payment is a gift received that is applied toward a pledge When you enter a pledge one or more pledge payments are created including an expected date and expected amount Until the payment is received the received amount is 0 When the payment is received it is applied toward the pledge PREMIUM Primary Address A Primary Address is a donor s usual mailing address If a donor has an active Seasonal Address that Seasonal Address will be used as the current mailing address for mailings sent from GiftWorks during a designated period When the Seasonal Address time period expires the Primary Address will automatically be reset as the current mailing address for the donor Profile GiftWorks User Manual Page 260 of 265 A profile lets you define the donor type Pr
190. iftWorks Prior to merging you may want to print a report for both donors Make a Backup You can merge any two donors from the list You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Print Display Name First Name Last Name Organization Name Address Line 1 City st ih ZIP Postal Code Phone Number Email Address E Armstrong David David Armstrong 726 Sunshine Road Lancaster P 17603 254 926 5430 David rr net Armstrong Vera Vera Armstrong 726 Sunshine Road Lancaster P 17603 717 757 3561 varmstrong plg Baeton Sandy Sandy Barton Barton Grant Grant Barton 6635 Chellingha Lancaster P 17603 215 634 2141 gbowman allian Bell Brian Brian Bell 19 School Drive Lancaster P 17603 717 989 8765 brian hotmail com Bell Wallace Wallace Bell Bell Whitman Whitman Bell x Total Potential Duplicate Donors 105 Donor To Merge Donor To Keep Baeton Sandy Change Barton Grant Chanae 6635 Chellingham Drive Lancaster PA 17603 Phone Phone 215 634 2141 Email Address Email Address gbowman alliancecommunications com Full Name Sandy Barton Full Name Grant Barton Organization Organization Profile Info Donor Affiliate Profile Info Household Donor Donor Added 8 9 2010 Donor Added 1 10 2009 Formal Salutation Sandy Formal Salutation Mr Barton Informal Salutation Sandy Informal Salutation Grant Formal Addressee
191. ifts to this honorarium or memorial should be added to the Donors To Notify list Honorarium Memorial Name Iipat bi Honorarium Memorial Title In Memory of John Doe Description Donors To Notify Barton Grant X Add Donor Visible As you enter donations attributed to an honorarium or memorial GiftWorks automatically keeps a list of notifications that need to be sent in addition to the acknowledgements to the donors who gave the donations Manage SmartList Categories GiftWorks includes a number of SmartLists by default As you create new SmartLists you can place them in categories so they are easier to maintain and locate CHANGE FIELD SHARTLIST CATEGORIES Select any of the Following bo manage you user SmartList Categories Field Value Display Uncategorized visible Hide Standard Visible Organizational Visible Up Processing Visible GiftWorks User Manual Page 238 of 265 Manage SmartEntry Pages SmartEntry lets you create pages that are designed to match how you enter donor and donation information For example you may have an event in which you collect specific information from the donors who attend You can create a page that lets you quickly and easily enter the information you want You also have the ability to save SmartEntry items entered and finish later You can use the Saved SmartEntry as a Template for weekly monthly giving etc MANAGE SMARTENTRY PAGES Create a new SmartEntr
192. ik gt Countries The list of countries that can be selected when entering donor addresses can be customized You can add or remove countries to suit your needs You can also change the order in which countries appear in the list to make data entry easier MAHAGE COUNTRIES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use t won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Visible United States Visible Australia Visible Canada Visible France Visible Germany Visible Hong Kon Visible hi WieikL Credit Card Types Credit Card types e g Visa Master Card GiftWorks User Manual Page 186 of 265 MANAGE CREDIT CARD TYPES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWWorks Fields
193. ils section of Donors Manage Donation Custom Fields Add and delete your own custom fields in the details section of Donations Change Default Values For GiftWorks Fields Edit default values used to pre populate entry fields in GiftWorks Manage Fields For Adding New Donors Specify additional donor fields to be included when adding a new donor Manage Donor Groups Add change and delete the Groups to which donors can be assigned GiftWorks User Manual Page 182 of 265 The Customizing GiftWorks subsection offers the options explained below CHANGING GIFTWORKS FIELDS Most of the drop down lists that appear in GiftWorks donor donation and pledge records are customizable You can modify these lists to meet your organization s needs All the lists are pre populated with values but you can modify or delete these values with some exceptions See below for more information on specific customizable fields Acknowledgment Methods Add your own types of Acknowledgment options e g Phone Call Thank You Note MANAGE ACKNOWLEDGMENT METHODS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the
194. ing Envelopes screen GiftWorks will warn you if you have not recorded the envelopes Recording Envelopes You can record the printing of envelopes as a mailing in each recipient s record by clicking Record These Envelopes in the Other Actions menu Record These Envelopes You might want to record envelopes for example if you are printing them out to send a mailing generated outside of GiftWorks This gives you a record that the mailing was sent out GiftWorks User Manual Page 131 of 265 New Mailing RECORD THIS MAILING Enter a brief tithe and description for this mailing The mailing will be recorded for each recipient List Major Prospects Title Description 3162008 If you click the Done button at the bottom of the Mailing Envelopes screen without recording the envelopes GiftWorks will warn you that you have not recorded the envelopes SAVING LETTERS LABELS OR ENVELOPES To individualize some of the documents you are sending or if you just want to save the documents for future reference click one of the Save links on the last step of the mailing process You will be presented with some options for saving the documents Clicking the Change button lets you choose a location to save the document files to You can also choose to save each letter in its own file or all of the letters into one big file The Save button starts the saving process Once saving has begun you can pause it by clicking the Pa
195. ing Pledges After entering a pledge a screen appears that shows the full pledge You can add additional details about the pledge here You can also visit this screen anytime to edit the information by double clicking ona pledge GiftWorks User Manual Page 48 of 265 DONATIONS ADD A PLEDGE To finish adding this pledge enter the following information and then cick Save Donor Dash Rachel PLEDGE SCHEDULED PAYMENTS Amount Date Expected Date Received Type M2500 11 4 2011 o nine CHC nnn 125 00 2i4i2012 Check 125 00 oi4i2012 Check 125 00 5 4 2012 Check sae Oof4 of 4dd Scheduled Payment Modify PLEDGE INFORMATION When was this pledge made 11 4 2011 To which campaign should this pledge be attributed 2011 Annual Campaign From which appeal did this pledge result 2011 Information Mailer Who was responsible for soliciting this pledge To whatis this pledge directed or restricted To which Honorarium Memorial was this donation given Is this pledge earmarked for a particular fund Operating Fund Does this donor want to give this pledge anonymously i Yes f No Is this pledge closed Yes i No Additional Notes CUSTOM FIELDS Directed Breed Service Donations Hours Service g Value Service 0 00 Donations Donations Deposit ID ACKNOWLEDGMENT RECEIPT INFORMATION This pledge has been added to a mailing list for acknowledgment How was this pledge acknowledged When wa
196. ings Guide for more information on GiftWorks Fields Title Instructions Type Display Cash Enter details about the cash below Money Visible Bedding Enter details about the bedding b In Kind Visible Bonds Enter details about the bonds bel Security Visible Check Enter details about the check below Money Visible Credit Card Enter details about the credit card Money Visible Equipment Enter details about the equipment In Kind Visible Food and Treats Enter details about the food and t In Kind Visible Manda Ceter Adat aila mhm Hn pede hal Tra ie Wieikl Delete If your organization receives a donation type not included as a default value you can add a custom payment type When you add the payment type you can provide instructions for users entering payments of that type into the system as well as a name description and the types of data you want to record for that payment type Phone Names Names for donor phone numbers e g Home Phone Mobile Phone MANAGE PHONE NAMES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Fie
197. ion of each honorarium and memorial the display status of each record and a count of donors that should be notified each time a donation is accredited to the honorarium or memorial The display column indicates if that honorarium or memorial is visible or hidden from the selection box that appears each time you add a donation MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Louise In Memory of Louise Visible 1 Thelma and Angelamia In Memory of Thelma and Angelamia Wisible 3 Nancy Mosso In Honor of Nancy Mosso visible 2 Down From this view you have the ability to add new honoraria and memorials show or hide the memorials or honoraria Adding Honoraria and Memorials To add a new honorarium or memorial click Add in the main work area of the Manage Honoraria and Memorials screen GiftWorks User Manual Page 68 of 265 Add an Honorarium Memorial x HONORARIUM MEMORIAL DETAILS Enter a name and title of this honorarium or memorial Donors who should be notified of gifts
198. ions Volunteers Live Events Smartlists Mailings Reports Settings SETTINGS SIMPLE DONORS AND DONATIONS Insert Row Delete Row C mnysesin E Poet Arkin Gary Ii Gar General Care Fund Check al SAVE SMARTENTRY SESSION Enter a name for your SmartEntry session and click the Save button Session name L ft Smart ntry Instructions SmartEntry Summary Enter your information into the SmartEntry page Verify SmartEntry Move your SmartEntry information into GiftWorks Process SmartEntry Online Internet Updates To process a SAVED SmartEntry session go to Settings Additional Settings amp Tools Manage SmartEntry Pages Manage Saved SmartEntry Sessions Saved SmartEntry Sessions SAVED SMARTENTRY SESSIONS Choose from the list of previously saved SmartEntry sessions Select a saved Smartentry session and click the next button to restore the saved Smartentry Session Lisa i entry For page Simple Donors and Donations Created by Sample User on 9 2 2011 12 18 45 PM Simple Donor Entry Jenis For page Simple Donors Created by Sample User on 7 12 2011 2 20 47 PM Choose the session then click Next GiftWorks User Manual Page 246 of 265 Run a SmartUpdate Batch Updates A batch update is when you update all of the records in a SmartList GiftWorks gives you a variety of options for performing batch updates on your database RUN SMARTUPDATE SmartUpdate Overview
199. is automatically assigns a receipt number to each donation and removes the donations from the Donations Receipts mailing GiftWorks User Manual Page 103 of 265 ey Sample Database Sample User GiftWorks lt en Back Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS FINISH MAILING Print and or save your letters Enter other details below Click Done to finish Save or Print Your Donation Receipts Letters Print Save V Record these receipts as being sent By checking this option each donation will have a receipt number assigned to it Also each donation will be removed from the Donation Receipts list Title Donation Receipts Description When 10 31 2011 4 30 PM v _ Receipts are also used as our Thank You Letters Online A Internet Updates You also have the option of creating a receipt that doubles as an acknowledgement or thank you letter for the donations If you do so you can check the box labeled Receipts are also used as our Thank You Letters on the Finish Mailing step This marks the donations as acknowledged when the receipt is sent Donor Letters Donor letters must be sent to a donor or list of donors The fields available to insert into a donor letter are primarily donor fields but you can also insert summary donation information donor and donation custom fields and information about your organization To add a dono
200. ist TEST O 9 29 2011 2 10 44 PM Sample User Manual Donations Edit Donation Edited donation of 1 200 00 given on 2 14 2012 by Mil O 9 30 2011 10 16 49 4M Sample User Manual Settings Run SmartUpdate Added to specified groups for Unsaved SmartList 12 O 9 30 2011 11 16 09 AM Sample User Manual Donors Add Donor Added donor Test O 9 30 2011 11 18 30 AM Sample User Manual Donors Add Donor Added donor Mmmm Jim O 9 30 2011 2 52 13 PM Sample User Manual Donations Edit Donation Edited donation of 75 00 given on 11 1 2008 by Dash O 9 30 2011 2 53 18 PM Sample User Manual Donors Edit Donor Edited donor Dash Rachel 7 aT gt FILTERS TOTALS cf 4 Go Date All Dates Source All Sources Action All Actions Displayed 196 User All Users Category All Categories Maximum Rows 1000 newest History 196 Manage Your GiftWorks Database This subsection contains maintenance tasks for your GiftWorks database file including backup and restore renaming and compacting MANAGE YOUR DATABASE Select a task from the options below Database Information Mame Sample Database Location c program files mission research giftworks data gw tr ads SIZE 9 33 MB Last Backup Never backed up Back up The Database Backup your GiftVorks database for safe retrieval later Restore The Database Restore your GiftWorks database from a backup Rename The Database Change the name of your GiftWorks database here Compact T
201. ites ul TEST O sm i DONATION FIELDS Payment Type Check Campaign 011 4nnual Campaign Appeal 011 Information Mailer Fund Operating Fund Number of Pledge Payments 4 Payment Frequency Four times per year quarterly Acknowledgment dd to Thank You Letters mailing list GiftWorks User Manual Page 199 of 265 The donor fields you can set defaults for are e Phone Settings e Address Name e City e State Province e ZIP Postal Code e Country e Phone Name e Email Name e Status e Assigned To e Display Name Format e Issue Receipts e Receipt Group e Donor Groups e Mailing Lists The donation fields you can set defaults for are e Payment Type e Campaign e Appeal e Fund e Number of Pledge Payments e Payment Frequency e Acknowledgement MANAGE FIELDS FOR ADDING NEW DONORS You can choose additional fields to make available when adding a new donor These fields can be ordered and will be displayed on a separate dialog page GiftWorks User Manual Page 200 of 265 MANAGE FIELDS FOR NEW DONOR You can choose additional fields to make available when adding a new donor These fields can be ordered and will be displayed on a separate dialog page Click on a field from the Available Fields list and use the Add button to move the field into the Induded Fields list on the right Select an item in the Included Fields list and use the Move Up and Move Down buttons to change the order of the field
202. k Visible Business Corporation Visible Community Groups Visible Educational Institutions Visible Foundation Visible Government Agency Visible Individual Household Visible Dalimin Mel Raik l x For example in addition to designating organizations in your database with organization profiles you can use Donor Category to indicate which are corporations foundations religious institutions or government agencies The categories can be used to generate SmartLists and reports letting you segment mailings or report on donation totals from different categories Donor Source Donor Source is a field in each donor record that lets you track how each donor came to know about your organization You can use this to track the effectiveness of your outreach or recruitment efforts MANAGE DONOR SOURCE This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Visible Board Member Visible Community Qutreach Visible Up Dog Days Fun Run Visible Holiday Appeal Letter Visible Imported Visible Newsletter Visible MA ae WieikLe
203. ks enter your Software Key in the box indicated and click Go To buy GiftWorks click on Buy GiftWorks Now and submit payment through our secure Web site To start a no risk trial click on Try GiftWorks Free Next you must register your copy of GiftWorks Enter the requested information and click Next The following page will confirm your Trial or Purchase Click Next At the welcome screen click Start GiftWorks User Manual Page 5 of 265 6 If you installed GiftWorks from a CD we recommend that you check for any software updates Click Check for Updates to do this now 7 GiftWorks is set to check for software updates automatically Click Next to confirm this setting and have GiftWorks check for updates automatically If you want to turn this feature off deselect the Have GiftWorks check for updates box before clicking Next 8 Enter your name in space provided and click Next 9 If you want to try out the features of GiftWorks without setting up your own database you can select the Use the sample database button before clicking Next GiftWorks assumes that you want to create a new database Click Next to set up your new database If you have an existing GiftWorks database to use click Select an existing database before clicking Next e lf you are creating a new database enter a name for this database in the space provided GiftWorks will automatically save your database in a preselected GiftWorks folder Click Next to accept thi
204. l fram the list below Honorarium Memorial This gift will be matched by a donor Adding a Pledge in Honor of In Memory of Click Add a Pledge in the Related Actions menu on the left side of your screen In the window that appears proceed with adding the pledge as normal This includes indicating the donor of the donation the pledge date amount number of payments schedule and acknowledgment information Click Next after each step of the pledge process When you get to the main Add a Pledge screen go to the Pledge Information area and choose the existing honorarium or memorial toward which the pledge is made or click on the Add New Honorarium Memorial option at the bottom of list and add the new honorarium memorial When you are done making modifications to the pledge click Save at the bottom of the main work area to commit your changes Acknowledging and Receipting Honorarium and Memorial Donations Regular donations and donations given in honor or in memory of someone are each acknowledged and receipted in the same way Sending Honorarium and Memorial Notifications GiftWorks provides two built in letter templates for honorarium and memorial notification These templates can be used to inform donors associated with the honorarium or memorial of all donations made towards it GiftWorks User Manual Page 72 of 265 Identify these donors when you set up the Honorarium Memorial under the Donors to Notify list Refer
205. ld Value Display Blank Visible Hide Home Phone Visible en Mobile Phone Visible Up Business Phone visible Down Business 2 Phone Visible Fax Visible Pager Visible Assistant Phone Visible Prefixes GiftWorks includes Mr Mrs Ms and Dr by default for donor prefixes You can customize this list by adding additional prefixes You can also change the order of the list so that the most commonly used values appear at the top GiftWorks User Manual Page 191 of 265 MANAGE PREFIXES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display sort Blank Visible Hid Mr Visible Mrs Visible Ms Visible Down Dr Visible Rev Visible Mr Mrs Visible Receipt Groups Create Receipt Groups to segment donations for specific receipt mailings This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However
206. list Create a SmartList SELECT SMARTLIST CONTENTS What would you like to show in this new Smartlist f Donors Donations Pledges Create a new Smartlist based on an existing one Select an existing SmartList 4 Click Next and you will be taken to the SmartList definition screen Near the top of the main work area you ll see the only criteria set for this SmartList Show donors whose creation date is All Dates In the Results preview in the bottom half of the work area you ll see donors that meet the criteria To see only donors created within the last six months click Refine to the right of the criteria set lt gt lt n E E Donors Donations Yolunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS DID YOU KNOW DEFINE YOUR DONOR SMARTLIST Here is your SmartList so far Add and remove criteria to refine your list results Don t Show Options Add Criteria Set Set 1 Show donors whose creation date is All Dates Refine Remove Results Display Name Address City State Phone 210 Donors ABC Company 54 Reed Road Lancaster PA 987 654 2034 Acme Super Dog Apparel 989 Acme Way Lancaster PA 717 859 0872 Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 Arkin Gary 888 Liberty Street Lancaster PA 717 859 9998 Armstrong David 726 Sunshine Road Lancaster PA 254 926 5430 Armstrong Vera 726 Sunshine Road Lancaster PA 717 757
207. ll thank you note in person and thank you gift or enter your own information for how the gift was acknowledged Indicate the date of the acknowledgment using the date field provided Receipt Information Choose whether or not you want to issue a Receipt for this pledge payment If so choose the Receipt Group to add the pledge payment to Confirming Payment Summary GiftWorks User Manual Page 59 of 265 After entering a pledge payment there is a summary of the pledge payment information you have entered Click Finish to confirm the summary information and complete the payment Add a Donation PAYMENT SUMMARY Review the payment summary below You entered a payment of 125 00 dated 11 16 2011 to be applied toward a pledge of 500 00 Payment type Check CHECK DETAILS Check Number Check Date 11 16 2011 Add payment to the Donation Thank You Letters list You have chosen to issue a receipt for this payment with receipt group Month End Receipts Applying Soft Credit to a Pledge Payment You must first apply the pledge payment and then edit the Payment in order to apply the Soft Credit Then follow same steps to apply Soft Credit for a donation GiftWorks User Manual Page 60 of 265 VIEWING AND EDITING DONATIONS AND PLEDGES There are a number of options for viewing and editing your donations and pledges The items listed below offer detail about all of your options Viewing the Main Donations Page Wh
208. lowing table contains the planne information Pledge Pledge Table vwo actual amounts Receipts Receipts are sent to your donors as tax receipts for their donations Receipts can only be used for the Donation Receipts Donation Mailing You can insert all available donor fields in a receipt You can also insert information about the specific donations in the list as well as donation summary information donor and donation custom fields and information about your organization To add a receipt click Manage Letter Library in Related Actions on the main Mailings screen Then click the Add button and select Add Letter for Receipts GiftWorks User Manual Page 107 of 265 HANAGE LETTER LIBRARY Select a letter template bo edit Fron the list below or add a new lether bry clicking Add Letters Current Sebectione Donation Letber Donors Donations Donation Letter Gift Thank You Letter Honorarum Memorial Thank You General Today s Date Jan 1 2000 Letber Pledge Payment Thank You Letter General Addressee Formal General Address Block Dear General Salutation Format Thank you for your recent gift to My Organization Hame Your support is appreciated Below is a summary of your donationis k Add Letter for Donors Add Letter for Donations Add Letter for Pledges Add Letter for Receipts To edit a receipt click Manage Letter Library in Related Actions on the main Mailings screen Then select the receipt you w
209. lue Primary El Display Name Barber Harry Home Phone 415 673 7900 Ves Personal Email help taylor org Ves E Display Name Batinich Dave Home Phone 415 567 8767 Yes El Display Name Berardi Jon Home Phone 415 863 9000 Yes Personal Email jon bomvsF com Yes El Display Name Berardi Sheila Personal Email jon bmwsF com Yes Home Phone 415 863 9000 Yes El Display Mame Brookes Pete Personal Email pete davescycle com Yes Di Smar tList Filter All Donors Donor Tasks View your donor tasks Select tasks based on the due date User and whether they are active or completed Donor Tasks Source All Donors SmartList Dates All Dates User Me Status Active Display Name Task Notes Due Date Due Time Comple El Donor Tasks Bryant Tuffy Invite re Directed Breeds Initative Call about specialty rescues re breed type invite to 1 29 2010 11 00 00 AM No informal meet up Acme Super Dog Apparel Call to Discuss Board Event 9 16 2010 4 30 00 PM No Millsaps Cynthia Invite to Puppy Mill Action 10 25 2010 6 00 00 PM No Hall Brian Call for DDFR Quotes Call to get quotes for next year s Dog Days Fun Run 11 18 2010 5 30 00 PM No Bliss Jeff Follow Up Phone Call Call Jeff to discuss what the trigger was that inspired 5 25 2011 10 30 00 AM No him to make a 300 00 gift User Me Status Active Due Date All Dates SmartList Filter All Donors Donor Notes View your donor notes Select notes based on the date and user
210. lumn Mame 4 Check All Id Uncheck All Profile Donor Affiliate Donor Display Mame Address City State a Prefix Move Down o o E o Show Report Totals Yes Group Rows By None Show Group Totals e Change the columns of information shown in the list style From the Columns tab in the Customize Report window click the checkboxes next to the columns you want to view e Indicate which fields are totaled using groups and totals by adjusting the settings on the Columns tab e Select a specific date range for reports that show information plotted over time From the Date tab in the Customize Report window use the drop down menus to select the date range for the information you want to view You can also adjust the time unit used to generate your report by clicking the Details tab and selecting the desired time unit from the drop down menu e Choose the monetary value for the donations included in the report From the Details tab select the value for your report by choosing from the drop down menu Reports with data that can be quantified have an available graphical representation of your information These reports also have a summary view that lets you see the table the graph was generated from VIEWING MY FAVORITE REPORTS My Favorite Reports available in the work area of the main Reports screen offers quick access to your favorite reports HY FAVORITE REPORTS Change your list of Favorite reports by clicking Manage a
211. m the View All SmartLists screen you can click the name of any SmartList to view the results of that SmartList You can also collapse or expand the SmartList categories You can view the SmartList criteria from View All SmartLists screen Click View criteria link beside list can also pull up SmartList then click on View Criteria under Related Actions area on left E View SmartList Criteria BOARD MEMBERS Show Set 1 Show donors whose group is Board Member i i View SmartList Criteria BOARD MEMBERS MANAGING YOUR SMARTLISTS From the main SmartLists screen click Manage Your SmartLists to view edit rename or delete any of the SmartLists you created GiftWorks User Manual Page 89 of 265 HAHKAGE TOUR SHARTLISTS Select a SmartList From below then click Edit to make changes to the SmartLisk criteria or click View to view the SmartList FOUR SMARTLISTS Nae n OOOO p o E 2007 Donors with Giv Shows all donors that gawe in 2007 Yes 2 Donor Board Associates 2005 Donors with total giving greater th Yes 5 Donor Board Members Current members of the board Yes 4 Donor Major Prospects Active engaged prospects Ves 21 Donor Members Current Members in Good Standing Yes 91 Donor Pledge Billing Planner Reset custom date range to month Yes z Pledge Recognition Level Donors with 2006 amp 2007 donatio
212. mailing per donation pledge or to send one mailing per donor Attachment If you are sending an email you can choose one file to attach to the outgoing emails Click the Browse button to locate the file Click the Reset button to remove the attachment GiftWorks User Manual Page 122 of 265 Choose Recipients This step lets you choose whether to send to all donors in the list for your mailing There are buttons at the bottom right of the main work area that let you choose how to narrow the list CONFIRW RECIPIENTS Uncheck the recipients you would like to exclude From this mailing Select Options Recipients Mame ABC Foundation Aliota Mark Arm Mark Barber Harry Batinich David Batinich Dawid Berardi Sheila Chambers Rachel Cresta Corporation Feed The Nations Gwynn Fred Horne Carl Choose Recipients Donation Arnicqunt 5 000 00 50 00 200 00 125 00 1 000 00 0 01 100 00 11 000 00 200 00 2 000 00 75 00 2 500 00 Select Letter Campaign Annual Campaig Annual Campaig Annual Campaig Annual Campaig Annual Campaig Annual Campaiq Annual Campaig Friends of the F Annual Campaig Annual Campaig Annual Campaig Campaign For C Generate Mailing Fund Technology Fund General Fund General Fund General Fund General Fund General Fund General Fund General Fund General Fund Building Fund Family Counselin Family Counselin Finish Mailing
213. martList You can further narrow your results using the date range selection field and by indicating the types of donations to include Donation History by Donor Profile Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Profile All Include Received Donations 12 000 E No Profile E Organization Profile GB Household Profile btaw 2007 Jul 2007 Sep 2007 Now 2007 Jan 2008 Profile Include Received Donations Date Range Last 12 Months SmartList Filter All Donations This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by type of profile for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each profile type Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report GiftWorks User Manual Page 158 of 265 Donation History by Donor Category This report shows a breakdown of donations according to the donor categories of the donors based on any or all custom categories by SmartList You can further narrow your results using the date range selection field and by indicating the types of donations to include This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Styl
214. martList as you add new i Don t Show Options donors and donations that match the criteria you set Add Criteria Set Set 1 Show donors whose creation date is All Dates gt Turn Balloon Help Off K Turn Auto Refresh On Refresh SmartList Customize Results Display Name s Address City State Phone 210 Donors ABC Company 54 Reed Road Lancaster PA 987 654 2034 Acme Super Dog Apparel 989 Acme Way Lancaster PA 717 859 0872 Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 Arkin Gary 888 Liberty Street Lancaster PA 717 859 9998 Armstrong David 726 Sunshine Road Lancaster PA 254 926 5430 Armstrong Vera 726 Sunshine Road Lancaster PA 717 757 3561 Arnold Rich 32 Roberson Rail Avenue Lancaster PA 717 656 3552 Advanced Search Online A Internet Updates The first two modify the criteria you add to your SmartList If you add criteria sets to the Don t Show tab items meeting those criteria will be filtered from the Show criteria You can only see either Show or Don t Show criteria at one time Click on the tabs to move back and forth between them Using the Options Tab The Options tab in the SmartList definition screen donor SmartLists only lets you define up to four time periods for which you want to see specific information in your SmartList For each time period you can see total giving average gift largest donation and number of donations You can
215. mbers Allows users to store numeric values which can be sorted in Reports and SmartLists based on numeric values not text Currency Allows users to store currency values which can be sorted in Reports and SmartLists based on currency values not text Other Textbox A simple box where a user can enter any textual or numeric data Textbox dropdown a combination of textbox and list dropdown You can enter a list of values that the user can choose from but the user can also enter any textual or numeric data Checkbox A box that the user can click to check or uncheck PREMIUM You can add up to 75 custom fields each to donor and donation records choosing from up to five types of custom fields List Dropdown A fixed but customizable list of values that a user can select from a dropdown menu You can have up to 20 fields of this type for donor and donation records Dates A date field that includes a popup calendar for choosing a date when a user is entering data You can have up to 10 fields of this type for donor and donation records Numbers Allows users to store numeric values which can be sorted in Reports and SmartLists based on numeric values not text GiftWorks User Manual Page 196 of 265 Currency Allows users to store currency values which can be sorted in Reports and SmartLists based on currency values not text Other Textbox A simple box where a user can enter any textual or numeric data Textbox dropdown a combi
216. milies Foundation Annual Campaign General Fund 2 21 2007 Pledge Payment 2 000 00 Horne Carl Campaign for Ca General Fund 2 21 2007 Pledge Payment 2 000 00 Horne Carl Campaign for Ca General Fund le 21 2007 Pledge Payment 7 000 00 Horne Carl Campaign for Ca General Fund 12 20 2007 Gift 100 00 Tyler Shawn Annual Campaign Family Counseling Fund 12 20 2007 ift 200 00 Arm Mark Annual Campaign General Fund Le 20 2007 ift 600 00 Saunders Gretchen Annual Campaign General Fund lef20 2007 Gift 800 00 Mills Jennifer Annual Campaign Family Counseling Fund 12 19 2007 Gift 2 000 00 Feed The Nations Annual Campaign Building Fund 12 19 2007 Gift 3 000 00 Taylor Foundation Technology Cam Family Counseling Fund 12 18 2007 Gift 250 00 Houston Paul Technology Carn Technology Fund 12 8 2007 Gift 3 000 00 Tipton Lynn Friends of the Fa Family Counseling Fund 12 1 2007 Gift 50 00 Aliota Mark Annual Campaign General Fund Lijid 2007 Gift 5 000 00 Might Casandra Campaign for Ca Building Fund 11 13 2007 Gift 4125 00 Barber Harry Annual Campaign General Fund Total Donations 20 Latest Donations The last 20 gifts and pledge payments added to your database Top 10 Donations The 10 largest donations made to your organization Latest Pledges The last 20 pledges added to your database Upcoming Payments The next 20 scheduled payments you are expecting to receive Overdue Payments The list of expected pled
217. n Summary Contact Info Details Relationships lonations Notes Tasks amp Files Main Contact Info Phone Phone 717 654 0864 Email Wilsons rrr com Assigned To Steven Barkerson Source Our Website About The Wilson Family Donor Category Individual Household Status Prospective Donor Last Interaction Task on 8 26 2010 10 00 00 PM Current Tasks Do Not Call Welcome Letters Best Contact Mailing Lists Groups Spouse Wilson Gina Description Choosing a household or organization profile for a donor record changes the color of the header that appears in the top left of the view donor screen The type of profile is also indicated in the same area GiftWorks User Manual Page 14 of 265 UNDERSTANDING DONOR NAME FIELDS Every donor in GiftWorks has the same available name fields e Display name e Name prefix first middle last suffix and nickname e Organization The display name represents the donor throughout GiftWorks including in SmartLists when viewing a donor record and in other places Be sure to choose a default format for this field so your donors are consistently entered and so you can find them where you expect to in a sorted list for instance Lastname firstname is a good standard for individuals Lastname firstname and firstname is good for couples or households For organization use the actual organization name Depending on the profile you choose when adding
218. n Yes z Donor Recognition Level 6 Donors with 2006 amp 2007 donation Yes 4 Donor Recognition Level F Donors with 2006 amp 2007 donation Yes 10 Donor Editing a SmartList lets you change the criteria default customizations custom time periods and other attributes of a SmartList Run SmartUpdate for List Batch Updates GiftWorks gives you the ability to change a select number of items for each of the donors donations or pledges in a SmartList These options are available in the Related Actions menu when viewing a SmartList or in the Settings section under Additional Settings amp Tools RUN SMARTUPDATE SmartUpdate Overview Select the type of update you want to apply to a SmartList from the menu below You will choose the SmartList on the next screen Back up your GiftWorks Database A SmartList Update will change information in your GiftWorks database Once updated these changes cannot be undone For your protection you should back up your GiftWorks database now Choose an Update Description Acknowledge donations Select an option to the left to see a description Add SmartList members to groups Remove SmartLlist members from groups Add SmartList members to mailing lists Remove Smartlist members from mailing lists Change status of SmartList members You can choose which changes to make to which SmartList The changes you make will be applied to each of the donors donations or pledges in the SmartList E
219. n Year O O 0 O O O 0 Show Report Totals Yes Group Rows By Profile The Details tab lets you choose the SmartList with the data you want to view in the report You can also select whether you want to choose report options each time you view this report If you uncheck the box the currently selected SmartList will always be used by default for this report For certain reports you can choose date options on the Date tab You can choose time units to organize the report data by days weeks months quarters years etc and date ranges for the report From the Columns tab you can choose to add or remove columns displayed on the report You can also choose to show totals for the report whether and how to group the data and if it is grouped whether to show group totals Some specialized reports such as Donors by Giving Level include additional tabs for customizing the report Search GiftWorks help for the report title for specific information about each report Some reports also include customization options in drop down lists at the bottom of the report window such as date range or SmartList Displaying Soft Credits in Reports Soft credit donations will be available on certain reports and be optionally included in total giving for reports GiftWorks User Manual Page 170 of 265 Report Choices hh A FaR a rik L A 1 DONA TTLOTI All Donations z All Dates Z j koai A E Only Soft Credits Only Dona
220. n field and by indicating the types of donations to include This report includes bar chart pie chart and line chart styles Choose between styles by clicking Change Report Style in the Related Actions menu The pie chart shows total donations by fund for the selected date range The bar and line charts show the total donations over time broken into time units month year etc for each fund GiftWorks User Manual Page 160 of 265 Donation History by Fund Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Fund All Include Received Donations 12 000 EA General Fund E Technology Fund E Building Fund HSS Family Counseling Fund wtar 2007 hay 2007 Jul 2007 Sep 2007 Mow 2007 Jan 2003 ttar 2003 Fund Include Received Donations Date Range Last 12 Months SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donation History by Appeal This report shows a breakdown of how donations as a result of an appeal or several appeals have changed over time You can indicate a specific appeal for your report by choosing from the appeal selection If you choose the blank option in the appeal dropdown list the report will show information for all appeals You can further narrow your results by choosing a SmartList using the date range selection field and by indicating the types of donations to include
221. n of SmartList All donors in the database Standard Diwa a bet with iiur pec ohare Mis Ist wim omer users Allaw anther ueere ta chance thie lict ADW OMEr users To na e Ts Ist ic Add this list to my favorit USE THIS SMARTLIST WITHOUT SAVING IT Pa m eee r E i thin Jint A n Leora wars en oma it co une can nek nE rAr Hes kot uo a ea YOU WON treed Mis IST again YOU GON T NEE To Save lt Once YOU SIGN GUT OT LITIVVOrKS Me St Wil go away Browse this list without saving it A SmartList s category can only be changed by the creator of that SmartList When you view your SmartLists by going to the SmartList section and clicking View all SmartLists the SmartLists will be displayed in collapsible expandable categories SHARING A SMARTLIST When saving or editing a SmartList you can choose to share that SmartList with other users of GiftWorks GiftWorks User Manual Page 85 of 265 NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom c screen to use the list right away without saving it Name of SmartList Name of Smartist Untitled Description of SmartList E e CocLoaees Smartlist Category d V Share this list with other users Allow other users to change this list Add this list to my favorites USE THIS SMHARTLIST WITHOUT SAVING IT If you won t need this list again you don t need
222. n outgoing email server GiftWorks User Manual Page 115 of 265 Configure Email OUTGOING SMTP SERVER OPTIONS The following information is necessary to send emails from GiftWorks Outgoing SMTP Server Information Server Name server Port 25 Server requires an encrypted connection SSL Outgoing server SMTP requires authentication Cancel GiftWorks 2012 allows you to send email in one of two ways The first option uses Microsoft Outlook which previous versions of GiftWorks already supported The second option is new and allows you to send email through GiftWorks by configuring standard email settings to use your outgoing email server This is similar to what you experience when setting up most email clients like Microsoft Outlook Express Mozilla Thunderbird Eudora Pegasus Mail etc Send email using Outlook Using Outlook GiftWorks creates an email and transmits that email to Outlook Outlook is then responsible to send the email to your mail server which will then deliver the email to your recipients This option appears to be very fast in GiftWorks because the bulk of the work is done by Outlook Let s say that it takes 45 seconds to send an email with a large attachment The time it takes GiftWorks to create the email and transmit it to Outlook might be one second The time it takes Outlook to send the email would be the remainder of the 45 seconds Once GiftWorks creates the email and transmits it to Ou
223. n the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Follow up Visible Attend School Outreach Visible Follow Up Phone Call Visible Invite to Puppy Mill Action Visible Make Home Visit Visible Send Thank You Email Visible Send Thank You Letter Visible GiftWorks User Manual Page 195 of 265 MANAGING DONOR DONATION CUSTOM FIELDS Each GiftWorks donor record includes over 40 fields for recording information about that donor Often however organizations want to track other information about their donors To address this need GiftWorks includes the ability to add custom fields to both donor and donation records Manage Donor Custom Fields Add and delete your own custom Fields in the details section of Donors Manage Donation Custom Fields Add and delete your own custom Fields in the details section of Donations STANDARD You can add up to 26 custom fields each to donor and donation records choosing from up to five types of custom fields List Dropdown A fixed but customizable list of values that a user can select from a dropdown menu You can have up to six fields of this type for donor and donation records Dates A date field that includes a popup calendar for choosing a date when a user is entering data You can have up to two fields of this type for donor and donation records Nu
224. nation of textbox and list dropdown You can enter a list of values that the user can choose from but the user can also enter any textual or numeric data Checkbox A box that the user can click to check or uncheck You can now Organize your Custom Fields You can change the category and layout for how the fields appear within donors and donations CHANGE DONOR CUSTOM FIELDS You can add custom fields to the details page in Donors Add a New Field Add anew field to help you track information about a donor Delete a Field Remove an existing field for a donor Organize Custom Fields Change the category and layout of your custom fields GiftWorks User Manual Page 197 of 265 ORGANIZE CUSTOM FIELDS To adjust a custom field s position or move it to another category single click the field and select a button to change the order of the field Move up Move down Span two columns Add Category MEMBERSHIP Rename Delete move down GRANT MANAGEMENT Rename Delete move down move up Grant Status Grant Status Date Grant Next Step Grant Next Step Date CUSTOM FIELDS move up Save Cancel Click on Add Category button to create your own Categories Add Custom Field Category l Enter the category name then click Done to continue ance Category Name CHANGING DEFAULT VALUES FOR GIFTWORKS FIELDS You can set default values for a variety of donor and donation fields in GiftWorks These values automatically ap
225. nations VIEW OLUNTEER REPORTS Create reports to better understand your volunteers HY FAVORITE REPORTS Change your list of Favorite reports by clicking Manage above Top Donors View your top donors based on how much they have donated UnFulFilled Pledges View all pledges that have not been completely Fulfilled Donor Growth View the cumulative growth of your donors over time Recently Lapsed Donors View donors who contributed last year buk unfortunately not this year achievements at a glance donor reports and donation reports The reports you find most useful can be accessed quickly in My Favorite Reports at the bottom of the main work area of your Reports screen When you need a report to show data for a specific group of donors or donations you can run a report ona SmartList GiftWorks reports offer a variety of report styles so you can present your data in the most meaningful way for your organization Reports can be viewed as lists summaries bar line and pie charts When you click on a report the Report Choices screen opens GiftWorks User Manual Page 143 of 265 Report Choices DONATION HISTORY REPORT CHOICES Make the following choices for the report and click OK SmartList Filter All Donations Date Range All Dates From To Include Received Donations This allows you to set up the parameters of your report before generating it The choices available on this s
226. nced Security customized by the administrator o I need additional help Page 210 of 265 e Change Security Level e Manage Roles only available if the security level is set to Advanced Security e Control Direct Database Access only available if the security level is set to Advanced Security GiftWorks Premium is initially set to Basic Security Before you set an administrative password or change security levels see the Security Guide for more information about choosing the security options that are right for your organization Set or Change Administrative Password You can set a password to protect the Settings section of GiftWorks The Settings section includes administrative settings such as custom fields and values accounting settings and database backup settings Enter an administrative password and hint to sign in to protect the Settings section Users still have access to all other areas of the GiftWorks database but will not be able to access or change the settings without the administrative password SET ADMINISTRATIVE PASSWORD This password is case sensitive so be sure to type it exactly the same way every time a the new password again to confirm l If your password contains capital letters be sure to type them the same way every time you enter it Type a word or phrase to use as a password hint PLEASE NOTE Your password hint will be visible to everyone who uses GiftWorks Change Security Levels You can
227. nds to hold directed gifts These funds are available for added donations as you enter them Click Finish when you are done Multiple Funds Visible Facilites Fund Visible General Care Fund Visible Membership Fund Visible Operating Fund Visible Edit Fund Delete Fund Transfer Donations To transfer some or all of a donor s donations to another donor to correct a data entry error or if you have duplicate records for a donor for example you can do so from the Transfer Donation subsection of the Accounting section TA Transfer Donations TRANSFER DONATIONS To transfer donations from one donor to another enter the name of the donor whose donations you would like to transfer then click Next Search text First search to find the donor you want to transfer from You will then see the following dialog GiftWorks User Manual Page 205 of 265 Transfer Donations x SELECT DONATIONS TO TRANSFER Select the donations you would like to transfer then select the donor to whom you would like to transfer the donations below Click Next when you are finished 3 000 00 75 00 Transfer To None specified Choose the donations and choose the donor you want to transfer to and click Next Transfer Donations O O SELECT DONATIONS TO TRANSFER Select the donations you would like to transfer then select the donor to whom you would like to transfer the donations below Click Next when you a
228. ned E None BS Shawn Tyler Shawn Tyler E Can Home GSS Dave Batinich E Rachel Chambers Craig Lauer B Craig Laver Dawe Batinich Rachel Chambers Display Hide unassigned il SmartList Filter All Donors k Choose the options for your report using the Report Choices under Customize Report screen or at the bottom of the screen within the report GiftWorks User Manual Page 152 of 265 Donor Relationships This report provides a list of donors who have relationships the donors to whom each is related and the type of relationship Donors who have relationships may show up on the report multiple times showing everyone that is related to them and showing all of the donors they are related to Donor Relationships Source All Donors SmartList Role Type All Profile Role Type Related Donor Related Profile Related Role El Conor Relationships El Display Name Barber Harry Mo Profile Work Relationship Employee Taylor Foundation Organization Profile Employer 1 El Display Mame Batinich Dave No Profile Family Relationship Husband Batinich Sharron No Profile 1 El Display Name Berardi Jon No Profile Family Relationship Husband Berardi Sheila No Profile 1 El Display Mame Berardi Sheila Mo Profile Work Relationship Employee Feed The Nations Organization Profile Employer No Profile Family Relationship wife Berardi Jon No Profile Husband zZ El Display Name Chambers Paul No Profile Family Relation
229. nfirm the details for this new donor Mame Organization Gift works uses the Display Name in Reports Smartlists and for finding donors Select a display name from the list below or enter yOUr OWN Display Name Barker Jane Affiliate Donor D Verify that the values displayed are what you want and click Next Entering Donor Mailing Information On the third step of the Add a Donor process enter and or verify the values for the salutation and addressee fields for the donor you are adding GiftWorks User Manual Page 21 of 265 DONOR MAILING INFORMATION Enter the mailing information for this donor Salutation Formal Ms Barker Salutation Informal Jane Addressee Formal Ms Jane Barker Addressee Informal Jane Barker Entering Donor Address Information On the fourth step of the Add a Donor process enter the primary mailing address information for your donor You can always add remove or edit this information later Zip Code Lookup For United States users GiftWorks will provide the ability to fill in the city and state based on the zip code when adding or editing an address ADD DONOR ADDRESS INFORMATION Enter the address information for this donor Name Home Address Address Line 1 111 Main Street City Lancaster State Province PA ZIP Postal Code 17601 Country Did you know If you enter button on your keyboard Gif Country for y Entering Donor Phone Email Information On t
230. ngful and comprehensive Each donation is tracked in the donation history of the donor and as part of your organization s donations GiftWorks User Manual Page 37 of 265 There are a number of ways to add a donation for a donor You can go to the donor record and choose Add a Donation from the Related Actions menu or go to the Donations section and click Add a Donation in Related Actions Add new gifts or apply pledge payments to a donor using the Add a Donation process Edit this Donor Add a Task Make a Note Add a Donation Add a Pledge Add a Relationship Each time you add a gift or payment for a donor you will have the choice of whether or not to issue a Receipt The default value for the donor will appear but you can override that each time if you need to You can also add the donor to the Donation Thank You Letter mailing list during the Add Donation process These mailings are ready to send in the Mailings section The links below describe how to add a new donation For details on how to apply a pledge payment see Apply a Pledge Payment Selecting a Donor To add a donation you must first tell Gift Works who is giving it Using the search box provided enter the name of the donor giving the donation ki 275 Add a Donation esas SELECT THE DONOR FIRST Enter part or all of the donor name you would like to find Search text You may also Add a New Donor Cancel If the donor has not
231. nish Mailing 4 H W H 4 7 li 4 H C Send Ema Send Letters Only f Send Letters amp Labels Send Letters amp Envelopes f No discount First Class Ma USPS Stand achinable s FIP Postal Code ZIP Postal Code Avery Standard 5160 Address Change Label Choose Label Options Mailing Format Choose to send emails just letters or letters with labels or envelopes Mailing Discount If your mailing has more than 200 pieces and meets weight and shape standards the mailing may qualify for discounted rates Choose whether to send the mailing with No discount First Class Mail USPS Standard Mail Machinable Letters or USPS Standard Mail Automation Letters GiftWorks Premium will automatically sort addresses print postal sortation tray labels and print the necessary information to complete postage statements for USPS discounted mailings Label Envelope Type If you are creating labels or envelopes as part of your mailing choose the type of label or envelope and set or change the label envelope options by clicking the available links Sort Choose a primary and secondary sort for the documents For example if you choose ZIP Postal Code as primary and Display Name as secondary the mailing documents will be generated in ZIP Code order then in alphabetical order for recipients who are in the same ZIP Code Recipients Some mailing types give you recipients options on the options step of the mailing process Choose whether to send one
232. nology Campaign Family Couns Leadership Appeal 2007 Lederer Industries Gift 3 000 00 12 7 2005 Campaign for Capacity Technology F Board Solicitation Tipton Lynn Gift 3 000 00 12 8 2007 Friends of the Family Family Couns Leadership Appeal 2007 Thorne Carl Gift 2 500 00 12 20 2005 Campaign for Capacity Family Couns Child Home Campaign Feed The Nations Gift 2 000 00 12 19 2007 Annual Campaign 2007 Building Fund Leadership Appeal 2007 Thorne Carl Pledge Payment 2 000 00 12 21 2007 Campaign for Capacity General Fund Leadership Appeal 2007 Thorne Carl Pledge Payment 2 000 00 12 21 2007 Campaign for Capacity General Fund Leadership Appeal 2007 Dibiase Mike Gift 2 000 00 8 10 2005 Annual Campaign 2005 GeneralFund Mission Day Appeal 2 Mercury Fred Gift 2 000 00 11 12 2005 Annual Campaign 2005 General Fund Board Solicitation Thorne Carl Pledge Payment 2 000 00 12 21 2007 Campaign for Capacity General Fund Leadership Appeal 2007 13 42 500 00 lt Include Top 10 Donations SmartList Filter All Donations Date Range All Dates Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report GiftWorks User Manual Page 157 of 265 Donation History by Donor Profile This report shows a breakdown of donations according to the profile of the donor who made the donation You can choose one two or all three of the profile options by S
233. nor MY FAVORITE SMARTLISTS MANAGE Once you create your useful SmartLists you can Donations gt 1 000 2011 SDR Mailer Appeal Forever Families my test Online Internet Updates D F amp F Donations Volunteers Live Events ADD LIST CRITERIA Select category Click here to select a a Personal Info Address Info Donation History Soft Credit History Household Giving History Pledge History Donor Custom Fields Donation Custom Fields Events Activity Events Financials Volunteer Information gt gt gt b gt gt gt Mailing History gt gt gt gt gt gt b E EET GiftWorks User Manual fe Ty oF at hy SmartLists Mailings Reports Settings in reports send mail or export the SmartList Distance From Location 1 Distance From Location 2 Distance From Location 3 Distance From Location 4 Partial Address Name 2 4 17 PM 9 1 2011 Partial Address Lines 2 City 2 State Province 2 ZIP Postal Code 2 Partial ZIP Postal Code 2 Country 2 Partial Address Name 3 Partial Address Lines 3 City 3 State Province 3 ZIP Postal Code 3 Partial ZIP Postal Code 3 Country 3 Any Address Type Any Partial Address Name Any Partial Address Lines Any City Any State Province Any ZIP Postal Code Any Partial ZIP Postal Code Any Country 4 32 PM 9 1 2011 Page 248 of 265 Create a SmartList l D G ADD LIST CRITERIA
234. nor record You can choose from top 10 25 50 100 500 or all donors by SmartList Note that if you have a number of top donors selected the report will include no fewer than the selected number but will include more if some donors have given the Same amount Top Donors Source All Donors SmartList Include Top 10 Donors Display Name El Top Donors Chambers Rachel Thorne Carl Night Casandra Jones Tom amp Marla Lederer Industries Taylor Foundation Tipton Lynn Mercury Fred Dibiase Mike Feed The Nations 10 Total Gifts Address 11 100 00 1814 William Howard Taft Rd Suite 300 8 500 00 1956 Sterling Plaza 5 000 00 1195 Quesada Avenue 3 500 00 45 3rd Street 3 300 00 37766 Falconry Drive 3 000 00 1054 Takman Circle Suite 200 3 000 00 1280 Underwood Avenue 2 000 00 258 Newark St Suite 678 2 000 00 5433 College Ave 2 000 00 74 Wolmant Street 43 400 00 City State Cincinnati OH Roseville PA San Francisco CA San Francisco CA Lincoln NE San Francisco C4 San Francisco CA Hoboken NJ Oakland CA San Francisco CA L Include Choose the options for your report using the Report Choices screen under Customize Report or at the Top 10 Donors SmartList Filter All Donors bottom of the screen within the report Donors by Giving Level This report allows you to view your donors by customized giving levels You can select a SmartList and can further narrow the results b
235. now hidden See the Settings Guide for more information on GiftWorks Fields Field value Display wie 2007 Information Mailer Hidden 2008 Information Mailer Hidden 2009 Information Mailer Visible 2010 Information Mailer Visible 2011 Information Mailer Visible 2012 Information Mailer Hidden E Board Leadership Event Visible J Community Outreach Visible Dog Days Fun Run 2007 Hidden Dog Days Fun Run 2008 Hidden Dog Days Fun Run 2009 Hidden Dog Days Fun Run 2010 Visible Dog Days Fun Run 2011 Visible La Dog Days Fun Run 2012 Hidden Holiday Appeal 2007 Hidden Holiday Appeal 2008 Hidden Holiday Appeal 2009 Hidden Holiday Appeal 2010 Visible hi TT Each incoming donation should be attributed to the appeal it resulted from letting you track the effectiveness of each fundraising tactic For example if you have a phonathon dinner and golf GiftWorks User Manual Page 184 of 265 tournament in support of your annual campaign you can track each as separate appeals to see how many donation dollars each generates By using similar appeal information for recurring items for example Golf Tournament 2007 Golf Tournament 2008 you can compare the performance of appeals from year to year Assigned To The Assigned To field is included in each donor record and allows you to designate a person to whom the donor is assigned This may be an employee or board member for example The Assigned To designation might be used for the pe
236. nsidered potential duplicates if ALL selected criteria match exactly Optionally select the choice to exclude affiliates from consideration DONOR NAME INFORMATION Display Name First Name W Last Name Organization Name PRIMARY CONTACT INFORMATION W Address Line i M City W State Province ZIP Postal Code Phone Number Email Address ADDITIONAL OPTIONS f Indude donors and affiliate donors in the results Indude donors in the results GiftWorks will then show you a list of the potential duplicates that were found GiftWorks User Manual Page 250 of 265 SETTINGS REVIEW DUPLICATE DONORS Overview Review the following donors identified as potential duplicates using the criteria you specified You can select two donors from the list to merge into one donor When you merge two donors you select a donor to merge and a donor to keep Anything associated with the donor to merge induding notes donations addresses phone numbers etc is moved to the donor to keep The donor to merge is permanently deleted from GiftWorks Prior to merging you may want to print a report for both donors Make a Backup You can merge any two donors from the list You cannot recover what you ve merged unless you make a backup so make sure you back up your GiftWorks database before you merge Back Up Database Print Display Name First Name Last Name Organization Name Address Line 1 City st ZIP Postal Code Phone Num
237. nts This report shows the upcoming scheduled pledge payments for pledges made to your organization You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report will show information for all campaigns This report includes a bar chart and pie chart The pie chart shows totals by campaign for the date range The bar charts show the totals over time by month year etc for each campaign GiftWorks User Manual Page 166 of 265 Upcoming Payments Source All Donations SmartList Dates 3 6 2008 through 3 6 2009 Campaign All 5 000 CA None specified 9 General Campaign BSS Capital Campaign E Annual Campaign E Hew Program Campaign E Technology Campaign E Hew Member Campaign BSS Donation was not part E5 4nnual Campaign 2005 E Campaign for Capacity ES Friends of the Family E Annual Campaign 2004 BSS Annual Campaign 2007 har 2008 hy 2008 Jul 2008 Sep 2008 Mow 2008 Jan 2009 har 2009 Campaign SmartList Filter All Donations Date Range Next 12 Months Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Past Due Payments This report lets you keep track of overdue pledge payments You can further narrow your results using the date range selection field and by selecting a specific SmartList an
238. o sent them and also send honorarium or memorial notifications Informational Address Informational Addresses are any addresses for a donor that you want to record as donor information but that are not used as a current mailing address for the donor Mailing Address One address for a donor must be designated as the donor mailing address and will be used as the current mailing address for mailings sent from GiftWorks It will also be used in SmartLists and Reports Mailing List A list of donors for a particular mailing A mailing list differs from a SmartList in that you can explicitly put donors into a mailing list whereas they are only included in a SmartList if they meet the criteria set GiftWorks User Manual Page 258 of 265 up for that SmartList Once the mailing has been sent you can choose as part of the mailing process to remove the donors from the mailing list or not Examples Welcome Letter mailing list You can add donors to this list when they are first entered into GiftWorks Once the Welcome Letter is sent you can set GiftWorks to automatically remove them from the list Newsletter mailing list You can add donors to or remove them from this list to manage their subscription to your newsletter For example you may want volunteers or clients to receive your newsletter but not necessarily your other donor communications Matched Gift When a donation is received and that donation is being matched by th
239. o start the Database Checkup Run Checkup Click on Run Checkup If there are no errors you will see the following GiftWorks User Manual Page 232 of 265 DATABASE CHECKUP The Database Checkup will run a series of tests on your database to determine if there are any problems or potential problems Click Run Checkup to start the Database Checkup Run Checkup 100 Your database has been checked and there were no issues found Checking For smartlists that should be preset but are not Pass Checking For smartlists with no filters Pass Checking For smartlist Filters with no smartlist Pass Checking For smartlisk with exclude filters but no include Filters Pass Checking mailing lists For entries that no longer exist Pass Checking For interactions with no donor assignees Pass Checking For interaction assignments with no parent interaction Pass Checking For interactions with donor assignees that no longer exist Pass Checking For interactions with assigned to user that no longer exists Pass Checking For Funds that have no accounts assigned Pass iF If there are check up errors you see a screen Stating that errors were found DATABASE CHECKUP The Database Checkup will run a series of tests on your database to determine if there are any problems or potential problems Click Run Checkup to start the Database Checkup Run Checkup as 100 An Error was found while checking your GiftWWorks database Errors can occur for a variet
240. of 265 When a Standard user selects the Settings section at the top the only settings option for the Standard user is to change their user name and password Click on Change Your User Settings and select Change User Name or Change User Password to continue GIFTWORKS SETTINGS Change the information for your user acccount Administrator users can access all areas of GiftWorks including the Settings section Administrators can also add a new user account change user name delete user accounts set user passwords and activate disable user accounts Users cannot sign in to GiftWorks until their user account is activated To activate an account you must enter a password and select Activate Account Deleting an Account in Standard Security User accounts can only be deleted if the user has not ever signed in to GiftWorks Once the user has signed in their account cannot be deleted because it would affect the history that is maintained for each user account Accounts that cannot be deleted can still be disabled When a user account is disabled that user cannot sign in to GiftWorks Make any changes and click Save to continue MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options for managing the account The options for managing user accounts depends on the Security Level for this database User Accounts James Williams Active Role User Change Change name eset passw
241. ofiles are household organization and no profile Typically an individual donor has no profile A couple or household has a household profile and an organization has an organization profile You can use profiles in SmartLists to create a list of donors of a certain profile and you can then report on donors by profile Different profiles display with visual differences color and icon primarily so it is easy to identify a donor type Proxy Server Settings If you have trouble getting GiftWorks online it may be necessary to set it up to use a proxy server This is only necessary if you also need a proxy server for your web browser To determine if this is the case open your Internet Explorer browser and click Tools gt Internet Options gt then on the Connections tab gt then on LAN settings If the bottom half of that window has information regarding a proxy server specifically address and port make note of that information Enter your proxy server settings into GiftWorks by clicking Internet Updates in the bottom right corner then click Customize Updates Check the Use a proxy server box and enter the same proxy information that you retrieved from your Internet Explorer settings Relationship You can link donors in GiftWorks using relationships There are three different types of relationships in GiftWorks relationship household relationship and work relationship Relationship is for any relationship between two donors The donor
242. ol Taylor Foundation Gift 12 19 2007 12 19 2007 3 000 00 3 000 00 0 00 Technol Feed The Nations Gift 12 19 2007 12 19 2007 2 000 00 2 000 00 0 00 Annual Tyler Shawn Gift 12 20 2007 12 20 2007 100 00 100 00 0 00 Annual Arm Mark Gift 12 20 2007 12 20 2007 200 00 200 00 0 00 Annual Saunders Gretchen Gift 12 20 2007 12 20 2007 600 00 600 00 0 00 Annual dy b H Date Range Last 12 Months Include Received Donations SmartList Filter All Donations Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Top Donations This report lets you view your largest received donations gifts or pledge payments within a specified time frame You can choose from top 10 25 50 100 500 or all donations by SmartList You can further narrow your results using the date range selection field Top Donations Source All Donations SmartList Dates All Dates Include Top 10 Donations Donor Donation Type Actual Amount Actual Date Campaign Fund Appeal El Top Donations Chambers Rachel Gift 11 000 00 8 7 2007 Friends of the Family General Fund Leadership 4ppeal 2007 Night Casandra Gift 5 000 00 11 14 2007 Campaign for Capacity Building Fund Capacity Campaign E Jones Tom amp Marla Gift 3 000 00 10 28 2005 Annual Campaign 2005 General Fund Board Solicitation Taylor Foundation Gift 3 000 00 12 19 2007 Tech
243. om the list of reports that will provide visuals of information taken from the open donor record GiftWorks User Manual Page 173 of 265 SELECT A REPORT TO RUN Choose 4 report from the list and click the Next button to see the report Reports Received Pledges 4nd Gifts Top Donations Donation History Donation History by Campaign Donation History by Fund Donation History by Appeal Donation Summary by Fund Appeal Pledoae List Donation Pledge Report Open a donation gift pledge or pledge payment record Click Run a Report from the menu on the left You will have different report options depending on the type of record you were viewing SELECT A REPORT TO RUN Choose 4 report from the list and click the Next button to see the report Reports CHOOSING A REPORT STYLE Once you run a report you can choose the viewing style Click Change Report Style in the Related Actions menu on the left Change Report Style Customize Report Print Print Preview GiftWorks User Manual Page 174 of 265 Most reports have a list view that shows a list of the records that make up your report The information in the list style report can be sorted for a view that suits your preferences Simply click on the column heading by which your information should be sorted You can further customize the following information in your reports by clicking Customize Report in the Related Actions menu Customize Report Columns Co
244. on Informal Addressee Formal Addressee Informal Description Gender Marital Status Website Phone Name Phone Email Name Email v Choose field defaults where desired GiftWorks User Manual Page 240 of 265 CREATE A SMARTENTRY PAGE Set the field defaults for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish O Q Q O Click on a field from the SmartEntry Fields list on the left and specify the default value on the right You can choose whether you want fields with default values to be visible in the entry process When you have finished with the Field Setup for all SmartEntry Fields dick the Next button SmartEntry Fields Field Setup Donor Affiliate Donor Donor Affiliate Donor First Name Default value for this field Last Name CREATE A SMARTENTRY PAGE Set the field defaults for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish O O O O Click on a field from the SmartEntry Fields list on the left and specify the default value on the right You can choose whether you want fields with default values to be visible in the entry process When you have finished with the Field Setup for all SmartEntry Fields dick the Next button SmartEntry Fields Field Setup Donor Affiliate Donor Donor Affiliate Donor First Name Default value for this field Last Name poe Should this field be visible in the entry process V lt Back Next g
245. on Information Donation information shows the defined details of your payment including campaign and appeal attribution donor anonymity solicitor honorarium and memorial information and more Custom Fields This section contains the custom donation fields that you added in the Settings section Acknowledgment Receipt Information This section details the acknowledgment method you chose for the pledge payment and the current status of that acknowledgment It also shows the receipt status for the payment If you have not acknowledged the payment you can do so by clicking the Acknowledge Now link GiftWorks User Manual Page 65 of 265 Viewing a Donation Gift A Donation is divided into four sections You can edit the donation by clicking Edit Gift at the bottom of the main work area GIFT DETAILS GIFT OF 3 000 00 ON 9 7 2012 SUMMARY COMPARISON CHART Dash Rachel lt p PAYMENT DETAILS E this Gift E Other Donations DONATION INFORMATION CUSTOM FIELDS SOFT CREDIT RECOGNITION Behanna Paul ACKNOWLEDGMENT RECEIPT INFORMATION RECORD HISTORY lt Back Edit Gift Summary and Comparison Chart The summary information for the donation includes a link to the corresponding donor and the current payment status The comparison pie chart provides a visual that indicates the monetary significance of the gift against all other donations and payments made by the donor Payment Details This section shows the date th
246. on Letters Pledge Letters Receipts Donation Thank You Letters Pledge Thank You Letters Soft Credit Than You Letters Matching Pledge Thank You Letters Honorarium and Memorial Notifications Managing the Mailing Center Understanding the Mailing Process Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Printing Letters Labels or Envelopes Printing Labels Recording Labels Printing Envelopes Recording Envelopes Saving Letters Labels or Envelopes Creating a Mailing List Adding and Removing Donors Editing a Mailing List Using My Favorite Mailing Lists Recording a Mailing Removing Recipients Acknowledging Donations and Pledges Managing Your Letter Library Using the Edit Letter Screen Inserting Fields into a Letter Maintaining Your Mailing History GiftWorks User Manual Page 97 of 265 MAILING CENTER OVERVIEW Great communications and strong relationships are the cornerstones of any successful development program Creating such a solid foundation requires the timely sharing of news and information with your constituency prompt thank you letters and frequent personal communications Sample Database Sample User GiftWorks lt gt O S Q 2 2 Back Home Donors Donations Yolunteers Live Events SmartLists Mailings Reports Settings MAI L N e S Easily send and track your letters and emails DID YOU KNOW MAILING CENTER You can send a mailing to any SmartList or you can
247. onation amount You can use a different amount for your donation receipt by clicking the checkbox below the amount If you use a different amount for the donation receipt you must indicate that amount on the next page Payment Type Select the payment method for the donation Payment types include money in kind contributions and securities If you select a payment method other than cash a Payment Detail page with additional fields will appear For example for donations made in the form of equipment you can enter a description of the equipment the manufacturer the model serial number and condition of the equipment Indicating Donation Options You can indicate if the gift is given in honor of or in memory of someone and if the gift will be matched by a donor You can add memorials and honoraria in Settings or choose the Add new honorarium memorial option from the dropdown list when adding the donation Acknowledging Receipting Donations You can choose a method to thank the donor for the gift by clicking the desired acknowledgment method GiftWorks User Manual Page 39 of 265 Acknowledge Later If you choose to acknowledge later GiftWorks will not add the donor to the Donation Thank You Letters mailing list You can acknowledge the donation later from the donation view Add to Thank You Letters mailing list This option adds the donor to the Donation Thank You Letters mailing You can send your Donation Thank You lett
248. onors Manage Donor Groups Accounting Post Transactions to QuickBooks or File View Transaction Register Configure GiftWorks to Work with QuickBooks Manage Accounts and Funds Transfer Donations Change Receipt Options Security Database Files and Maintenance Import and Export Data Manage GiftWorks History Manage Your GiftWorks Database Delete Information from Your Database Configure Your GiftWorks File Storage GiftWorks User Manual Page 180 of 265 Seasonal Address Update Premium GiftWorks Checkup Additional Settings amp Tools Change Your Organization Information Manage Honoraria and Memorials Manage SmartList Categories Manage SmartEntry Pages Run a SmartUpdate Batch Updates Geocode Donnor Addresses Find Duplicate Donors Merge Donors GiftWorks User Manual Page 181 of 265 GIFTWORKS SETTINGS OVERVIEW The Settings section of GiftWorks contains all administrative settings Among other features you can customize GiftWorks to meet your organization s specific needs set up the accounting features of GiftWorks administer the security settings perform maintenance on your database and database file and make batch updates to your database GiftWorks Database Sample User GiftWorks Fil O9 0 O S 0Q0 0O0EOQAJ Back Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings EY S ETTI N e S Tailor GiftWorks to suit your needs Setup the fields that came with GiftWorks or add your own fields
249. ons according to me fund ME donaton Wil De applied To 4 DONATION HISTORY BY APPEAL VIEW donatons according to me source of Me donations gt DONATION SOFT CREDIT RECOGNITION View soft cred Tr cognigons and or donations with soft cred t recognitions 5 De A PLEDGES AND GIFTS BY CAMPAIGN a P tn Han s Han E nn mennee sacroarocinn ta the ramnainn Hi nroamntend the ocoanoe tri m mern rie 5 and pedges according to Ne campagn Mat prompted Me donor to Make me git o ew all gifts and received or partially received pledges in a single report b PLEDGE LIST EW all your peages WITAIN Spec Ted time Tame Ab PLEDGE HISTORY VIEW NOW your pedges Nave Changed over Ome gt UNFULFILLED PLEDGES tow ai nadnes that have not heen cendetely dfl View all pledges that nave not been completely fulfilled gt UPCOMING PAYMENTS fe e eee chedule of upcoming pledge payments Ab PAST DUE PAYMENTS iT wa a Talal wroente tast sra lat View all pledge payments that are late b MATCHING GIFT MEMBERS VIEW donors WhO Nave work TEIDONSNIPS wiin omer donors that match g fts 4 MATCHING GIFT FULFILLMENT Wiews lt het at matrhernrd ooanstoanme ano ntormat aw anri it toeie matroing eqns VIE d lst O aikched donations and J auon adout me at g pledge p MATCHING GIFTS OUTSTANDING Tir matrnen qcoansatonme with tetanrninn oon mate VIEW a ated Gonadons Win outstanang dona aines GiftWorks User Manual Page 156 o
250. oose the options for this mailing Choose Recipients Select Letter Generate Mailing Finish Mailing Mailing Format Send Email requires configuration r EMAIL CONFIGURATION OPTIONS Send Letters Only Giftworks can send email using two different Send Letters amp Labels options Setup your email before sending mail Send Letiers amp Envelopes Click here to configure email settings Email Options Letter is included in the body of the email Letter is attached to the email as a PDF Letter is attached to the email as a PDF and in the body of the email Optional Files will be attached to each outgoing email Attachments Attachment File Path Add Attachment File Stack Online A Internet Updates You can move back and forth through the mailing process by using the Back and Next buttons at the bottom left of the main work area You can also skip to any main step of the mailing process by clicking the underlined step names listed across the top of the main work area Select Options This step lets you choose some basic options for your mailing STANDARD CHOOSE OPTIONS DONOR DOE JOHN Choose the options for this mailing Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing Mailing Format Send Email requires configuration 1 EMAIL CONFIGURATION OPTIONS Send Letters Only Giftworks can send email using two different C C Send Letters amp Labels options Setup your email before sending mail
251. opes there will be a Print link for each item When you click the Print link you will be presented with some options for the printing Print Mailing X PRINT THIS MAILING The letters for this mailing are ready to be printed Printer QuickBooks PDF Converter Print Setup Pause after printing each letter Start Printing Printing 29 letters ne Click to contral printing GiftWorks User Manual Page 126 of 265 Click the Print Setup button to access the settings for the selected printer or to choose a different printer Checking the Pause printer after each letter box will cause a prompt to come up after each individual item is printed The Start Printing button starts the printing process with whatever options you have selected Once printing has begun you can pause it by clicking Pause Printing The Click to control printing link gives you additional options including being able to select individual items or a number of items to print Click the Done button when you are finished Printing Labels To print labels for a donor or list click the Print Labels link on the main Mailings page You can then choose to create labels for just one donor or for a list SmartList or Mailing List GiftWorks then creates your labels and displays them on the screen MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security
252. ord Last Sign in 6 6 2008 11 01 24 AM Delete account Disable account Sarah Jones Active Adam Lawrence Active Rick Samson u Sample User Me Active Cindy Smith Sandy Jackson uv holly Active be mark Active matt Active GiftWorks User Manual Page 214 of 265 Advanced Security Manage User Accounts in Advanced Security Administrators can add a new user account change user name delete user accounts set user passwords and activate disable user accounts Users cannot sign in to GiftWorks until their user account is activated To activate an account you must enter a password and select Activate Account Delete an Account in Advanced Security User accounts can only be deleted if the user has not ever signed in to GiftWorks Once the user has signed in their account cannot be deleted because it would affect the history that is maintained for each user account Accounts that cannot be deleted can still be disabled When a user account is disabled that user cannot sign in to GiftWorks Q GiftWorks Sample Database Sample User File Help lt O S E O Q0MJ Back Home Donors Donations SmartLists Mailings Reports Settings SETTINGS lt gt Help MANAGE ROLES O O O OO rrent Task Table of Contents Select the role in the dropdown to see the allowed operations Click the Edit Role link to change the selected role for all users The Administrator role cannot be changed ae es GiftWo
253. ou might use this if you want to send mail to everyone who donated to a certain campaign or during a certain time period last year Sending mail for the donations or pledges in a list generates one letter or email for each donation or pledge in the SmartList even if that means generating more than one letter per donor You might use this to send thank yous or some other acknowledgement of those donations or pledges Please note you typically acknowledge donations and pledges using the built in donation mailings Donation Mailings GiftWorks has built in donation mailings to help you acknowledge and send notifications about new donations or pledges On the main Mailings page donation mailings are listed in a gray box at the top right of the main work area There are five donation mailings e Donation Receipts e Donation Thank You Letters e Soft Credit Thank You Letters e Pledge Thank You Letters e Matching Gift Thank You Letters e Honorarium and Memorial Notifications MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings SEND MAIL DONATION MAILINGS Send custom letters and email to your donors PRINT LABELS Donation Thank You Letters 43 Print labels for one or more of your donors Soft Credit Thank You Letters 2 PRINT ENVELOPES Ire eee mee Far Amra Ar mnra AF unir aes rint GNnVElpes Tor one Of
254. our exports your Letter templates in the Mailings section and your labels fields in the Mailings Section Matching Donation Information You can add a matching pledge by clicking Match This Donation You can select or add the matching donor to GiftWorks and indicate how much of the donation they will match A corresponding pledge will be automatically created If the donation is already matched you can clear the match by clicking Clear This Match GiftWorks User Manual Page 41 of 265 Soft Credit Recognition Soft credit donation recognition refers to assigning credit for a donation to one or more donors who cannot be credited for the gift from a legal or tax credit standpoint but in some way influenced the donation One common example is when a donor gives a gift through a charitable foundation The charitable foundation is the legal donor and needs to be issued the receipt but the donor designating the gift needs to be recognized GiftWorks will allow soft credit donors to be assigned when adding a donation and provide an easy way to acknowledge these donations in a mailing Soft credit donations will be able to be displayed when viewing a donor s giving history In addition soft credit donations will be available on certain reports and be optionally included in total giving for certain SmartList criteria and reports V ou cannot apply Soft Credit to an Affiliate donor it will change then to a donor To add a Soft Credit On the
255. ow have a dear record of what malings your donors Envelope Size 10 4 1 8 x 9 1 2in Change Envelope Options mA Ease i Arial dfn z sB z u 22 EE A Ms Nyla Rosen 857 Branch Road Rosen Company Lititz PA 17543 Online A Internet Updates To choose a different envelope type click the Change button at the top of the Mailing Envelopes screen GiftWorks includes support for a wide variety of standard envelope sizes Click OK to return to the Mailing Envelopes screen To change the formatting for your envelopes click the Envelope Options link and then choose Format Envelopes On the Envelope Formatting Options screen choose the database fields you want to insert into your envelopes by clicking the Insert Field button The fields you select will be replaced by information from each recipient s record when your envelopes are created To delete a field from the envelope click that field and then click on Delete Field The database fields that have been added to your envelope will appear in gray surrounded by double angle brackets like lt lt Labels Addressee Formal gt gt GiftWorks User Manual Page 130 of 265 To modify the font use the buttons at the top right of the window Note you must first highlight the fields and then choose the font You can choose a specific font and you can make text bold italicized or underlined You can also choose a color for the text The options you choose here will be applied to
256. pear for each newly added donor or donation and can save time and encourage consistency in data entry Changing default values will not affect existing records in your database only new entries GiftWorks User Manual Page 198 of 265 CHANGE DEFAULT VALUES FOR GIFTWORKS FIELDS You can set default values for a variety of fields for Donor records and for Donation records Values that you put in as defaults will be added to the correct type of record when a new Donor or Donation is added to GiftWorks DONOR FIELDS No phone number formatting Phone Settings 5 3 Default Prefix 717 change Address Name Home Address City Lancaster State Province F ZIF Postal Code Country Phone Name Home Phone Email Name Personal Email Status Active Donor Assigned To Display Name Format Last First Issue Receipts a Receipt Group Receipts Donor Groups Group Mame Description i ae il i i E i i IL Adopted Rese Our adopted rescued small dogs Board Member donor who is a member of our board of directors Dog Days Fun Past Fun Run participants Forever Family Families that have adopted rescues From us Foster Home Provides a foster home Member donor who has a yearly membership with us JOOOOOO Mailing Lists List Mame Description iit F es 1 Gee Welcome Letters Letters to be sent to new donors j O Newsletter Gur organization s newsletter a Information M Quarterly Update Q inv
257. post office to verify that it is an SCF Security GiftWorks lets you protect the Settings section with a password limiting access to most administrative settings and functions Click the Settings icon at the top of GiftWorks click Security then click Set or Change Administrative Password PREMIUM You can protect your database in Basic Standard or Advanced Security Each setting offers different levels of control over user access SmartList To create a SmartList you designate a set of criteria in the SmartList builder Any donors or donations that meet those criteria automatically appear in the SmartList whenever you view it SmartLists can be used to send mailings create reports and many other functions in GiftWorks There are three types of SmartLists donors donations and pledges A donors SmartList results in a list of donors Each donor will show up in the list only once even if they meet multiple criteria A donations SmartList results in a list of donations gifts and or pledge payments Multiple donations from the same donor can appear in the list When sending a mailing it is possible to consolidate so that each donor gets only one mailing A pledges SmartList results in a list of pledges Multiple pledges from the same donor can appear in the list When sending a mailing it is possible to consolidate so that each donor gets only one mailing Software Key GiftWorks User Manual Page 263 of 265 When you purchas
258. r Delete the List Content You are about to permanently delete 9 record s Acme Super Dog Apparel 989 Acme Way Ajax Corporation 534 Walnut Avenue 589 Grant Way 377 Archer Circle 337 Rightnow Street Display Name i 4re you sure you want to continue IF you choose to continue you will not be able to restore the deleted data No Brown Winnie Fairborne Storm Good Michael Mauer David 9189 State Street Lancaster PA 717 859 9572 Mauer Emma 9819 State Street Lancaster PA 717 859 8799 Mauer Emma 18 North West End Avenue Lancaster PA Mauer Olivia 807 Chipom Circle Lancaster PA 717 859 9878 Total Donors 9 Delete SmartList Contents Click Yes to continue or No to Cancel If you click Yes you will then see a second warning message DELETE SMARTLIST CONTENTS BEFORE YOU DELETE You can delete the contents of any SmartList You cannot recover what you ve deleted unless you make a backup so make sure you back up your GiftWorks database before you delete the contents of the SmartList When you delete GiftWorks only deletes the contents of the SmartList not the SmartList itself Also note that when you delete donors from a SmartList you delete anything associated with these donors including notes donations addresses phone numbers etc You will not delete other associated donors however Back Up Database DELETE SMARTLIST CONT
259. r Auto Co ATTN Mr Patrick Rittenhouse ATTN Mr Patrick Moyer 397 Greenleaf Lane 534 Main Street Mount Olive VT 27843 Lemoyne KY 34745 Dr Wallace Light Foundation 78 Wallace Run Road Clearview TN 66354 Dono Ovar cm Online A Internet Updates To change label formatting click the Label Options link and then choose Format Labels On the Label Formatting Options screen choose the database fields you want to insert into your labels by clicking the Insert Field button The fields you select will be replaced by information from each recipient s record when your labels are created To delete a field from the label click that field and then click Delete Field The database fields added to your label will appear in gray surrounded by double angle brackets like lt lt Labels Addressee Formal gt gt To modify the font use the buttons at the top right of the window Note you must first highlight the fields and then choose the font You can choose a specific font and you can make text bold italicized or underlined You can also choose a color for the text The options you choose here will be applied to each label as it is generated If you want to format individual labels you can modify them in the main Labels window using the toolbar To set options for printing and sorting the labels look on the bottom half of the Label Formatting Options screen You can choose to print successive labels acro
260. r accountant or to your accounting software you may want to consult with your accounting professional when setting them up Step 1 Accounts If you configure GiftWorks to work with QuickBooks that process will handle the setup of accounts If you are not configuring to QuickBooks you will not use this area MANAGE ACCOUNTS AND FUNDS STEP 1 IMPORTANT If you want to post donations entered in GiftWorks to QuickBooks you first need to configure Gift If you are not using QuickBooks you can add an account to GiftWorks by dicking the Add Account button below You can also edit or delete any of the accounts below Click Next to manage your donation funds Number Name Type 1100 Cash Asset 3 1200 Pledge Receivables Accounts Receivable Sa 1300 Fixed Assets Asset Down 1400 Securities Asset 4100 Contributions Income 9800 Operations Income 9801 Memberships Income Add Account Edit Account Delete Account Step 2 Funds You can add or edit Funds here You can only delete a Fund if it has not been used If you configure to QuickBooks be sure to pick the accounts you need to post to when setting up the Fund s GiftWorks User Manual Page 204 of 265 MANAGE ACCOUNTS AND FUNDS STEP 2 Create and manage your Donation Funds here GiftWorks uses Donation Funds to group your donations for fund accounting purposes Most of your donations will be directed to the General Fund You can create other fu
261. r donors Profile Name Address City State Donor Household The Wilson Family 65 Trent Road Lititz PA Delete this Donor 9 WARNING Permanently deleting a donor will remove all information including notes and gifts we J re you sure you want to permanently delete the selected donor s No Click Yes to continue or No to Cancel Manage Deleted Donations You can print the list of Deleted Donations by clicking on Print List under the Related Actions area on left MANAGE DELETED DONATIONS Print List Select a deleted donation from the list below You can permanently delete the donations by using the button below WARNING By permanently deleting a donation you will remove the donation record and all transactions related to it Type Donor Received Amount Expected Amount Date GiftWorks User Manual Page 228 of 265 You can also permanently delete the donations from your database file You can also delete any or all donations in this area Check the box next to the donations to delete or click Check All to check all donations on the list Click on Delete Permanently You will see the following warning message MANAGE DELETED DONATIONS Select a deleted donation from the list below You can permanently delete the donations by using the button below WARNING By permanently deleting a donation you will remove the donation record and all transactions related to it Type Donor Received Amount
262. r donors by group I DONOR ASSIGNMENTS Compare the number of your donors for each assignment 1 DONOR RELATIONSHIPS View your donor relationships A DONOR ADDRESSES View your donor addresses J DONOR PHONES EMAILS View your donor phones and emails Click View Donor Reports in the work area of your main Reports screen to view a list of available donor reports To view any of the reports click the name of the report See the items below to learn more about each report GiftWorks User Manual Page 145 of 265 Donors by SmartList This report provides a view of the donors contained in any one of your donor SmartLists Choose the SmartList for your report using the SmartList selection box on the Report Choices screen the SmartList Filter dropdown list at the bottom of the screen within the report or from the Customize Report option in the Related Actions menu Donors by SmartList Source All Donors SmartList Display Name Address ZIP Postal Code Phone El Donors by SmartList City State Aliota Mark Arm Mark Barber Harry Batinich Dave Bell Ethel Berardi Jon Berardi Sheila Bishop Steven Brookes Pete Bruce Stan Buanima Ken Cane Lenny Canton Oliver Carter Quincy Catel Sam Chambers Paul Chambers Rachel 585 Bryant Street 1471 Bancroft Ave 1000 Van Ness ave 730 Ellis Street 470 Third St W 1675 Howard Street 1675 Howard Street 1313 Quint Street Pia Box 31469
263. r letter click Manage Letter Library in Related Actions on the main Mailings screen RELATED ACTIONS Create a Mailing List Manage the Mailing Center Manage Letter Library View Mailing History Then click the Add button and select Add Letter for Donors GiftWorks User Manual Page 104 of 265 HANAGE LETTER LIBRARY Select a letter template to edit From the list below or add a new letter by clicking Add Letters Current Selection Blank Letter Donors Blank Letter Funding Foundation Letter General Thank You Letter Golf Classic Introduction Honorarium Memorial Notification Lapsed Donor Letter Member Renewal Thank You Letter New Member Thank You Letter Personal Letter Solicit Business Support Letter To edit a donor letter click Manage Letter Library in Related Actions on the main Mailings screen Then select the donor letter you want to edit and click the Edit button HAHAGE LETTER LIBRARY Select a letter template to edit From the list below or add a new letter by clicking Add Letters Current Selection General Thank You Letter Donors Blank Letter Funding Foundation Letter General Thank You Letter Golf Classic Introduction General Today s Date Jan 1 2000 Honorarium Memorial Notification General Addressee Formal Lapsed Donor Letter General Address Black Member Renewal Thank You Letter New Member Thank You Letter Dear General Salutation Format Thank you for your most recent cont
264. re finished Receved 11 4 2011 Transfer To Barker Jane X You will have a chance to review the donation transfer Press Finish GiftWorks User Manual Page 206 of 265 x REVIEW DONATION TRANSFER Transfer the following donation s from Dash Rachel to Barker Jane Gift of 25 00 on 11 4 2011 GiftWorks takes care of moving the donations from one record to the other and adjusts the transaction register accordingly Change Receipt Options Receipt Number By default GiftWorks starts with receipt number 1 and increases the receipt number by one for each system generated receipt If you have an existing receipt numbering system from a previous fundraising software or other system you can change the GiftWorks starting receipt number to match your previous system Note that if you reset the receipt number to a lower number than the last receipt number generated by GiftWorks you may end up with duplicate receipt numbers GiftWorks User Manual Page 207 of 265 CHANGE RECEIPT OPTIONS Enter the following receipt information This information will be used to control donation receipting RECEIPT NUMBER You may need to change the starting receipt number to match your current receipt numbers or to match pre printed receipts Note Setting the number to a value lower than the current Starting Receipt Number may create duplicate receipt numbers in this database Current Starting Receipt Number 181 New
265. re listed on the bottom half of the Manage Mailing Lists screen Click any donation mailing to view or edit the settings for that mailing GiftWorks User Manual Page 119 of 265 Sample Database Sample User GiftWorks a lt gt E gt E o E E E Back Forward Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS MANAGE MAILING LISTS MAILING LISTS Double dick on any mailing list to change its mailing list options You can edit GiftWorks built in mailing lists but you cannot delete them List Name Description Default Letter List Total Welcome Letters Letters to be sent to new donors New Member Thank You Letter 7 Newsletter Our organization s newsletter Blank Letter 0 Information Mailer Quarterly Update Blank Letter 58 Edit List Delete List VIEW AND EDIT DONATION MAILINGS Donation Mailings are built in mailing lists and templates for acknowledging different types of donations You can modify the templates change the default template and edit the name and description of a Donation Mailing by dicking on a mailing name below Donation Thank You Letters Pledge Thank You Letters Matching Pledge Thank You Letters Online Internet Updates When viewing or editing a donation mailing there are two tabs listed at the top of the screen Details and Donations Pledges The Details tab shows the name and description of the donation mailing as well as the name of the
266. rease your revenue CREATING STANDARDS FOR YOUR ORGANIZATION When storing the following information be sure to create standard practices for your organization for storing the following information In the long run you ll be glad you did Names e Will you use formal or informal name versions for mailing or both If you use formal what will be your standard prefixes Will you abbreviate Rev or Reverend Use the customizable prefix field Settings Customize Change Field Values to define your standards for data entry e Will your formal names include middle initials and suffixes where applicable Take care to edit data being imported and make this standard known to all staff or volunteers who enter donor information into GiftWorks for your organization Helpful Tip If you typically use formal addressee or salutation information you can also enter or import an informal version providing flexibility in the future should your needs change Salutations e lf you use informal salutations will you always want the full name or will you want nicknames where applicable William or Bill GiftWorks User Manual Page 7 of 265 Addresses Do you use postal abbreviations or prefer to write out entire words in your addresses Will you use formal informal or both Be consistent e Edit your data for consistency in a spreadsheet prior to import e Make your standard known to all data entry staff or volunteers Gifts and Pledges Revie
267. ribution inthe amount of Donation L Amount to by Organization Mame our donation was received an Doni Solicit Business Support Letter Payment Date Your gift wil make it possible for us to work toward our mi WAYS Edit Delete El Fersonal Letter Donation Letters Donation letters must be sent for a donation or list of donations Donation letters are available to choose as the letter for the Donation Thank You Letters Donation Mailing You can insert all available donor fields in a donation letter You can also insert information about the specific donations in the list as well as donation summary information donor and donation custom fields and information about your organization To add a donation letter click Manage Letter Library in Related Actions on the main Mailings screen Then click the Add button and select Add Letter for Donations GiftWorks User Manual Page 105 of 265 HANAGE LETTER LIBRARY Select a lether bemplate bo edit From the list below or add a new letter by clicking Add Letters Current Selection Donation Letber Donors Donations Donation Letber ait Thank You Letter Honorarum Memorial Thank You General Today s Date Jan 1 2000 Lethber Fl P t Thank You Lethe edge Paymen i General Addressee Formal Pled General Address Block Receipts Dear General Salutation Format Thank you for your recent gift to My Organization Name Your support is appreciated Add Edit Delete Below
268. rite Mailing Lists Select which mailing lists you d like to appear in My Favorite Mailing Lists List Mame Description Welcome Letters Letters to be sent to new donors Newsletter Our organization s newsletter TJ Golf Classic Promotion List All former participants players and sponsors and anyone Order NOW RECORDING A MAILING If you check the Record this mailing box during the mailing process you can enter a title and description for the mailing as well as a date and time that it was sent All details will be recorded to the recipient donation or pledge records as well as to the GiftWorks Mailing History FINISH HAILING Send your documents Enter other details below Click Done to Finish Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing E E iB Send Your Letter to Lederer Jack Emails Send Mow W Record this mailing Check this option to record this mailing For Future reference Mailing to Lederer Jack af6 2008 You can view a donor s mailing history on the Notes Tasks amp Files tab of the donor record You can view the GiftWorks Mailing History by clicking View Mailing History in the Related Actions menu on the main Mailings page REMOVING RECIPIENTS If you are sending your mailing to a Mailing List you can click the Remove recipients box to remove the recipients from the Mailing List once you complete the mailing For example if you are sending a
269. rks user is assigned a role as Y Edit Role a Guest User Manager or Administrator A Donors v Allowed Roles have predefined areas in Add and edit donors X Not Allowed GiftWorks that all the users assigned Delete donors X Not Allowed due to dependency to that role can access Donations Select the role from the dropdown Vi list then click the Edit Role link to X View s View donation change the areas in GiftWorks users X Add and edit donations assigned to that role can access X Delete donations SmartLists X Create and edit SmartLists Export a SmartList X Update All Items in a SmartList Mailings X Use Mailing Center X Send Mail X Print Labels Online A Internet Updates Manage Roles in Advanced Security In the Advanced Security level every user is assigned a role as Guest User Manager or Administrator Each role is predefined with access to certain features in GiftWorks Roles can be customized by the administrator GiftWorks User Manual Page 215 of 265 MANAGE ROLES Select the role in the dropdown to see the allowed operations Click the Edit Role link to change the selected role for all users The Administrator role cannot be changed Role User Edit Role Allowed X Not Allowed s View donations s Add and edit donations Delete donations SmartLists Create and edit SmartLists X Export a SmartList Update All tems in a SmartList Mailings w Use Mailing Center Send Mail
270. role Each role is assigned certain features in GiftWorks that users in that role may access In addition to managing user accounts and roles you can change security levels and control direct database access Manage User Accounts A GiftWorks Premium Administrator can add edit and delete users depending on which security level is set Each security level provides different levels of control over user access to GiftWorks Select the user account you want to manage and click on a task to continue MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options for managing the account The options for managing user accounts depends on the Se Level for this database User Accounts James Williams Type Standard User Change Change name Reset password Last Signin 5 20 2008 11 15 47 AM Delete account Disable account Sarah Jones Adam Lawrence Rick Samson Sample User Me Cindy Smith Jaaa Sandy Jackson Managing User Accounts in Different Security Levels GiftWorks User Manual Active o o i Active i Page 212 of 265 Options for managing user accounts depend on the Security Level you have selected for GiftWorks Each security level provides different levels of control over user access to GiftWorks Click on the User account you want to manage to begin Manage User Accounts in Basic Security The only option you have is to change the user s name Click on the C
271. rough 3 6 2008 Source All E None specified E Imported E Board Referral GS Contacted Us E Friend Of E Funder E Newsletter GS Other Non Profit E Training E Website E Other Dec 2007 Jan 2008 Feb 2008 har 2008 Source SmartList Filter All Donors Date Range Last 3 Months Choose the options for your report using the Report Choices screen or at the bottom of the screen within the report Donor Growth GiftWorks User Manual Page 147 of 265 This report lets you see how the number of donors in your GiftWorks database has grown over time It shows a snapshot of the number of donors in GiftWorks at a given point in time You can further narrow your results using the date range selection field You can also choose a SmartList for this report using the Report Choices screen Customize options or at the bottom of the screen within the report Donor Growth Source All Donors SmartList Dates 9 6 2007 through 3 6 2008 Sep 2007 Oct 2007 Now 2007 Dec 2007 Jan 2008 Feb 2008 har 2008 Date Range Last 6 Months SmartList Filter All Donors This report is particularly powerful when viewed as a line or bar graph Donors by Profile This report allows you a breakdown of donors in your database by Profile Household Organization and or No Profile Donors by Profile Source All Donors SmartList Profile All Display Name Address El Donors by Profile E Profile Household Profile City State ZIP Postal Code Phone
272. rson who is primarily responsible for contacting or soliciting a donor MANAGE ASSIGHED TO This list of assigned to values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Hide Blank Visible Biank Sample User visible Ellen Mauer Visible John Paws Visible Steven Barkerson Visible GiftWorks users within your organization are automatically included in the Assigned To list and cannot be removed If you want you can add other non users to the Assigned To list Campaigns A campaign is a series of events and or solicitations each of which may be entered in GiftWorks as an appeal that make up a cohesive push for donations generally for a specific purpose MANAGE CAMPAIGNS This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Se
273. rtList definition window Near the top of the screen is the criteria you just added The bottom half of the screen shows the result set for the SmartList From here there are several options each of which is explained in the items below 9o 0 SQE ODEOGOMAJ Forward Donors Donations Yolunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS DEFINE YOUR DONOR SMARTLIST After you create a new _ SmartList GiftWorks will Here is your SmartList so far Add and remove criteria to refine your list results continue to maintain that SmartList as you add new Don t Show Options donors and donations that match the criteria you set Add Criteria Set Set 1 Show donors whose creation date is All Dates CD Turn Balloon Help Off a Turn Auto Refresh On Refresh SmartList Customize Results Display Name Address City State Phone 210 Donors ABC Company 54 Reed Road Lancaster PA 987 654 2034 Acme Super Dog Apparel 989 Acme Way Lancaster P 717 859 0872 Ajax Corporation 534 Walnut Avenue 2nd Floor Lancaster PA 717 643 4583 Arkin Gary 888 Liberty Street Lancaster PA 717 859 9998 Armstrong David 726 Sunshine Road Lancaster PA 254 926 5430 Armstrong Vera 726 Sunshine Road Lancaster PA 717 757 3561 4rnold Rich 32 Roberson Rail Avenue Lancaster PA 717 656 3552 Find Donor Advanced Search Online A Internet Updates Adding Criteria Set Once you v
274. s Available Fields Included Fields Nickname Status Description Source Gender Donor Category Marital Status Birthday Website Interested in Forewer Family Assigned To TEST Issue Receipts Receipt Group Member Since Renewal Date Grant Manager Grant Status Grant Status Date Grant Next Step Grant Next Step Date Mission Interest Cancel MANAGING DONOR GROUPS Donor Groups are fields that appear in each donor record but they differ from other donor fields in that you can select any number of groups for each donor HAHAGE DONOR GROUPS Your donor groups are listed below To edit a donor group double click on its row or highlight the group and click Edit To add a new group click the Add a Group button below When you are Finished click Save To browse a SmartList of the group members click view Group DONOR GROUPS Board Member 4 donor who is a member of our board of dir Visible Board Member Former Board Member Former Visible 4 a Event Attendee Event Attendee visible 30 Family Fair Sponsor Family Fair Sponsor Visible z Friends Friend visible 33 Funder Current Year Funder Current Year visible Funder Next Year Funder Next year Visible Golf Classic Sponsor Golf Classic Sponsor Visible Legislative Contact Legislative Contact Visible i ee Each donor can be in as many or as few groups as you need This gives you an easy way to designate groups of donors like board members golf tournament spon
275. s Find Donor Advanced Search Relationship A relationship can include friends golf buddies and many other relationship types You can use these to track how your donors are interconnected Knowing that John is a college friend of Carol a board member might change how you solicit him Relationships can be used to define SmartLists and in some reports giving you a powerful way to track and take advantage of your donors social networks Family relationships This relationship type can be used to define relationships among family members in your database and also within households See Donor with Household Profile for more information Work relationships This type can help you track which donors work for which organizations or companies This can be especially helpful if you want to solicit all employees of a particular corporation for an upcoming special event UNDERSTANDING PROFILES Donors in GiftWorks can have a profile applied to their record By default a donor will have no profile which is probably suitable for many of the donors in your database The other profile options are household and organization You can apply or change a donor s profile by clicking the Change Profile link at the top right of the main work area when viewing or editing a donor The first step of the Add a Donor process also lets you specify a profile GiftWorks User Manual Page 13 of 265 RELATED ACTIONS Edit this Donor Add a Task Add a
276. s go to the main Mailings page and click the Soft Credit Thank You Letters donation mailing at the top right of the main work area GiftWorks User Manual Page 109 of 265 DONATION MAILINGS Donation Receipts 0 Donation Thank You Letters 43 Sott Credit Thank You Letters Pledge Thank You Letters 13 Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications ra This takes you into the mailing process for the soft credit letters You can create or modify the letter template set to be used as the thank you letter for this mailing Please note only a donation type letter can be used for the Soft Credit Thank You Letters mailing MAILINGS SELECT LETTER Select a letter for your mailing You can edit the letter by clicking the Edit Letter button Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing O Select A Letter Current Selection Soft Credit Thank You Letter Zoom Copy of Gift Thank You Letter Donation Letter Gift Thank You Letter Gift Thank You Letter with Ask Honorarium Memorial Thank You Letter Jonor General Today s Date Short Format kirk General Addressee Formal Pledge Payment Thank You Letter General Address Block Soft Credit Thank You Letter Dear General Salutation Formal Thank you for your recent gift of Soft Credit Sott Credit Amount to My Organization Name For legal purposes Soft Credit Donation A
277. s are used to store information you would typically like to see after the Dear ina letter You can store both formal and informal salutation values for each donor which gives you flexibility for different types of communications An example of salutations might be Mr Smith for formal and John for informal for the donor John Smith Formal and Informal Addressee The addressee fields are used to store information you would typically like to see at the top of a mailing address above the address itself The addressee fields can have up to two lines so you can put both a contact name and an organization name for example The formal and informal addressee options give you flexibility for addressing letters for different purposes Donor Website You can enter a website URL for your donor For example http www missionresearch com Donor Picture You can select a picture to be displayed with your donor s record GiftWorks User Manual Page 16 of 265 Donor ROTH EMILY Ti i Member Volunteer It could be a picture of the donor or a logo for an organization The picture can optionally be displayed when you are viewing the donor s record and can be included in some reports Multiple Addresses For each donor you can enter any number of addresses STANDARD You must designate one address as the donor mailing address which will be used as the current mailing address for mailings sent from GiftWorks
278. s can be spread out over time Each payment toward a pledge is recognized as a donation Add pledges from a donor record through the Add a Pledge process Apply pledge payments through the Add a Donation process or directly from the pledge You can add multiple pledges for each donor in your GiftWorks database Each pledge contains the pledge payment schedule including received scheduled overdue payments and other pledge information You can apply payments to pledges and create reports to view received payments versus expected payments Each pledge is a part of the pledge history of the donor For your convenience pledge entry is directly connected to your mailing processes Each time you add a pledge for a donor you can choose to add the donor to a Pledge Thank You Letters mailing list Also each time you apply a payment to a pledge You have the option to control the Acknowledgement and Receipting options These mailings are ready to send in the Mailings section of GiftWorks ADDING A PLEDGE There are two ways to add a pledge to your database You can either first view a donor and then add a pledge from the Related Actions menu on the left or click the Donations icon at the top of GiftWorks then click Add a Pledge in the Related Actions menu GiftWorks User Manual Page 45 of 265 Edit this Donor 4dd a Task Make a Note Add a Donation 4dd a Pledge 4dd a Relationship Selecting a Donor To add a pledge you must
279. s file storage E86D819CB0D5483980458894412RB8E6 If you move the location of your GiftWorks database file ads you will need to ensure that the GiftVVorks File Storage folder is moved to the same location GiftWorks File Storage Options Maximum number of files per donor 5 Maximum file size mb 3 Turn Gift Works File Storage OFF Seasonal Address Update PREMIUM only You can run a seasonal address update and all donor mailing addresses will be updated Any active seasonal addresses will become the current mailing addresses for those donors based on the current date Note that this update is automatically run each time you sign in to GiftWorks so you should not normally need to run this update manually Seasonal Address Update You are about to update donor mailing addresses based on active seasonal addresses All users must exit Giftyorks in order to run this process This could take several minutes to complete Are you sure You Wank to continue GiftWorks Checkup GiftWorks can perform a variety of tests on your database to check for inconsistencies or other problems Normally you will only need to run the checkup if advised to do so by GiftWorks Support DATABASE CHECKUP The Database Checkup will run a series of tests on your database to determine if there are any problems or potential problems IF any problems are Found the results will be sent to the Mission Research Technical Support team Click Run Checkup t
280. s for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Matching Gifts Outstanding This report shows a breakdown of matched donations whose matching pledges have payments that are overdue You can further narrow your results using the date range selection field and by selecting a specific SmartList and or campaign If you choose the blank option in the campaign dropdown list the report shows information for all campaigns Matching Gifts Outstanding Source All Donations SmartList Dates 3 6 2007 through 3 6 2008 Campaign All Gift Date Donor Actual Amount Actual Date Match Expected Match Received Campaign El Matching Gifts Outstanding El Matching Donor Cresta Corporation 12 18 2007 Houston Paul 250 00 12 18 2007 250 00 0 00 Technology Campaign T 250 00 250 00 4 Campaign SmartList Filter All Donations Date Range Last 12 Months Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report CUSTOMIZING DONOR AND DONATION REPORTS GiftWorks User Manual Page 169 of 265 You can customize donor and donation reports by choosing Customize Report located on the left under Related Actions Columns Column Name al Check all Payment Description i Uncheck All Transaction Id Credit Card Type Credit Card Account Credit Card Mame Expiration Month Expiratio
281. s may be friends neighbors cousins or have any other non household or non work relationship Household relationships include relationships among household members and relationships of the members to the household itself Typically all information for a household is entered in a single donor record with a household profile To track individual information about household members for example if one is a volunteer and another is a board member you can relate those individual donor records back to the household Work relationships are typically used for employer employee relationships If you have a record for an organization and also have employees of that organization who are donors you can create relationships between the two Among other benefits this lets you send a mailing to all donors who are employees of an organization Relationship Role When you define a relationship among donors each donor will have a role in that reciprocal relationship The list of roles in GiftWorks is customizable but includes by default husband wife partner father mother employer employee friend and others Each role is defined as applicable to a certain type of relationship relationship household relationship or work relationship Reset Content Updates GiftWorks User Manual Page 261 of 265 If your computer has a problem with one or more updates it may be necessary to reset your content updates Normally you should do this in consult
282. s selection If you want to save your database in a custom location click the linked filename below and choose the folder that you want to use Click OK once you have highlighted your selection then click Next e lf you are selecting an existing database click Browse and choose the GiftWorks database GDS file you want to use Click Open once you have highlighted your selection Click Next to launch your database 10 If you have created a new database GiftWorks now takes you through the setup wizard It gives you guidance for doing some preliminary setup for your database and takes you through the optional process of importing donor and donation information from another application 11 You have completed setup Click Sign In to open GiftWorks If you want to change any setup selections before signing in click the option and follow the setup instructions for that item Helpful Tip GiftWorks Standard and Premium are initially set to Basic Security The options available in Basic Security are the same whether you are working in GiftWorks Standard or Premium In the Basic Security level you can Set an Administrative Password to protect the Settings section of GiftWorks The Settings section contains all administrative settings and include your custom fields and values accounting settings and database backup settings Any user can sign in and create a password to start working with GiftWorks If you set an Administrative password ot
283. s that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Name Title Display Notify Louise In Memory of Louise visible i Thelma and Angelamia In Memory of Thelma and Angelamia Visible 3 Nancy Mosso In Honor of Nancy Mosso visible 2 Hiding Honoraria and Memorials The Display column in your Honoraria Memorials view indicates the current display status for your records Visible records can be selected each time you indicate that a new donation is given in honor or in memory of someone Hidden records are not available in the selection box To hide a record that is currently visible click the record and then click Hide on the right side of your screen To show a record that is currently hidden click the record and then click Show on the right side of your screen Sorting Your View of Honoraria and Memorials You can move an individual record in your view up or down by clicking on the record and clicking Up or Down on the right side of your screen Sort the records by title by clicking the Sort button Clicking Sort again will sort them in reverse order by title ACCREDITING NEW DONATIONS OR PLEDGES TO HONORARIA AND MEMORIALS In the Add a Donation Add a Pledge process you can specify if the new donation or pledge is given in honor or in memory of someone GiftWorks will log this information in the donation or pledge record Accr
284. s that users will be able to review the actions of individual users GiftWorks User Manual Page 33 of 265 lt n EOJ Back Home Donors Donations Volunteers Live Events SmartLists Mailings Reports Settings DONORS Change Profile Customize Print Summary Summary Contact Info Details Relationships Donations Notes Tasks amp Files Hitay Donor History Date Time User Action 8 29 2011 1 41 57PM Sample User Manual Add Donor L Ill Offine amp Internet Updates en a 1 Oe 9o 00 0S gge EOJ Back Home Donors Donations Volunteers Live Events SmartLists Mailings Reports Settings SETTINGS RELATED ACTIONS GIFTWORKS HISTORY Click on the columns to sort your GiftWorks history in different ways Click on the filters to modify your list Displaying the 24 newest entries Check All Uncheck All Customize Print Export To File a 8 29 2011 1 41 57 PM Sample User 8 15 2011 1 49 42 PM Sample User i Edit Letter Edited letter General Thank You Letter 7 14 2011 9 47 06 AM Sample User j Edit SmartList Edited SmartList Geocoded Donors 7 14 2011 9 46 55 AM Sample User j Edit SmartList Edited SmartList Donors within 2 miles of Lancaster 7 12 2011 1 41 04PM Sample User ji Add Donation Added donation of 5 000 00 given on 8 3 2010 by Smith John 6 12 2011 1 36 49 PM Sample User j Edit SmartList Edited SmartList Geocoded Donors 4 10 2011 1 36 23 PM Sample User Edit SmartList Edited
285. s this pledge acknowledged Issue receipt for each pledge payment m What is the receipt group Month End Receipts Save Cancel Pledge Scheduled Payments The top portion of the page shows the Scheduled Payment information you have entered Modify or remove a scheduled payment by clicking the payment and then clicking Modify or Remove Payment modifications allow you to change the payment amount the payment date or the payment type GiftWorks User Manual Page 49 of 265 To change the amount of the pledge you can either add an additional payment or modify the amount of one of the existing un received payments Note that you cannot remove or edit a payment that has already been entered into GiftWorks as received You must first go to that payment and delete it then return to this pledge screen To do so click Cancel then click on the linked payment listing and then click Delete this Payment in the Related Actions menu You also cannot remove any pledge payment received or expected from this screen once the pledge s details have been posted to QuickBooks or to a file To remove such a payment click Cancel then click on the linked payment listing and then click Delete this Payment in the Related Actions menu The payment type will be set to what you chose as your default payment type under Settings Customize GiftWorks Change Default Values for GiftWorks Fields Payment type details are specified when you apply a payment You can also ad
286. ship Husband Chambers Rachel No Profile 1 El Display Name Chambers Rachel Role Type SmartList Filter All Donors Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Donor Addresses This report provides a list of donors and donor addresses and indicates if the addresses are the current mailing addresses Choose the options for your report using the Address Type and SmartList Filter options at the bottom of the screen Donor Addresses Source All Donors SmartList Address Type Seasonal Address Address Mame Street City State Address Type Description Mailing 4ddress El Display Mame Clark Carson Seasonal ddress 750 Tollhouse Road Phoenix ir Seasonal 10 01 04 01 No El Display Name Johnson Thelma Seasonal ddress 11523 East 2nd Street San Diego C Seasonal 05 01 07f01 Yes El Display Mame Lederer Jack winter address 510 South Ocean Dr Jacksonville FL Seasonal O1 01 04 01 No El Display Name March Jane Summer Home 21 Wildflower Drive Olympia A Seasonal 06 01 09 01 Mo Address Type Seasonal Address SmartList Filter All Donors Donor Phones Emails GiftWorks User Manual Page 153 of 265 This report provides a list of donor phones emails Choose the options for your report using the Donor SmartList Filter at the bottom of the screen Donor Phones Emails Source All Donors SmartList Phone Email Mame Phone Email Va
287. sors or Members You can browse each group directly by clicking the View Group button on the Manage Donor Groups screen or use group values to create SmartLists which can then be used for Mailings reports and in other ways throughout GiftWorks GiftWorks User Manual Page 201 of 265 ACCOUNTING The Accounting subsection of the Settings section contains the main options for customizing GiftWorks for your organization s accounting needs ACCOUNTING Select a task from the options below Post transactions to your accounting software View Transaction Register View and export data from your transaction register to a file Configure GiftWorks to Work with QuickBooks Follow four steps to set up or modify your GiftVVorks integration with QuickBooks Manage Accounts and Funds Create and manage your accounts and donation funds Transfer Donations Transfer donations from one donor to another Change Receipt Options Set your starting receipt number default letter and more The Accounting subsection has the options explained below Posting Transactions to QuickBooks or File Periodically you will want to post your accounting transactions either to a file or printout for your accountant or directly to QuickBooks or other accounting software POST TRANSACTIONS TO INTUIT QUICKBOOKS OR CSW FILE To post transactions to QuickBooks or a File select the date range and click the Post button From To IF vou would lik
288. ss ily 4 sort Blank Visible Administrator Visible Attorney Visible Board Chairman Visible Board Member Visible Business Manager Visible Case Manager Visible E ca ie Note Titles Titles for your Donor Notes MANAGE NOTE TITLES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display New note Visible Initial Interview Visible Home visit Visible HOHE Payment Types For each gift or pledge payment entered into GiftWorks you will select a payment type The default values include cash check credit card and stocks GiftWorks User Manual Page 190 of 265 MANAGE PAYMENT TYPES Manage your organization s payment types below Use the Add button to add a new payment type or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current uset won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Sett
289. ss or down the page how to sort the labels and if you have a partially used sheet of labels where on the sheet to start printing Click OK when you have finished formatting your labels and setting options To show or hide the toolbar and ruler click the links in the top right corner of the main work area of the main Mailing Labels screen The toolbar contains buttons for formatting your labels including font style color and size alignment and bullet or outline formats Change the formatting of any part of your label document using the toolbar The ruler shows you the measurements of where your labels fall on the printed page When you are done making changes to your labels click Print or Save at the bottom of the main work GiftWorks User Manual Page 128 of 265 area The Print button brings up the print options window The Save button lets you choose a filename and location to save the labels document in rich text format rtf which you can then open in Microsoft Word When you have finished printing or saving your labels click the Done button to exit the Mailing Labels screen GiftWorks will warn you if you have not recorded the labels Recording Labels Record the printing of labels as a mailing in each recipient s record by clicking Record These Labels in the Other Actions menu Record These Labels You might want to record labels for example if you are printing them to put on preprinted newsletters and you want a record
290. ssigned to customizable roles Passwords are required by all of the users Each user can have different permissions users to sign in Any user can be ignated as an Administrator and the administrator can modify all settings Users still have access to all other areas of the database Advanced Security All users must sign in with a password and each user is assigned a role Each role is Online A Internet Updates The three security level options for protecting your database are Basic Standard and Advanced You can change security levels by selecting a different security level and clicking Next to continue GiftWorks User Manual Page 211 of 265 Basic Security Any user can sign in to start working with GiftWorks If you set an Administrative password other users will not be able to access any database settings other than to change their user name Standard Security Only users created by the administrator are allowed to sign in to GiftWorks Passwords are required for all users to sign in and an account must be activated prior to sign in Users are designated as Standard or Administrator users Any user can be designated as an Administrator and any Administrator user can modify all settings Standard users still have access to all other areas of GiftWorks You can also manage user accounts and change security levels Advanced Security Every user must sign in with a password and each user is assigned a
291. st Sign in 11 9 2007 9 02 02 AM Change name el Sarah Jones el Adam Lawrence el Rick Samson 9 Sample User Me el Cindy Smith el Sandy Jackson Active Active Active Active Active Active Active In Basic Security you can change any user s name User names cannot be deleted and are used to track history as information is added or changed FOR PREMIUM USERS Q GiftWorks Sample Database O Home Donors Donations SmartLists SETTINGS SECURITY Select any of the following to manage you user account and protection levels Change the password you use to sign in to this database Manage User Accounts See all users who access the database that s currently in use If you are authorized you can add edit or delete user accounts Manage Roles Change the allowed operations for the different roles available in GiftWorks Change Security Level Change the type of database security you want to use with GiftWorks Control Direct Database Access With GiftWorks you can control direct access to the database from third party tools Online Internet Updates The Security subsection has the following options e Change Your User Password e Remove Administrative Password e Manage User Accounts GiftWorks User Manual lt gt Help nt Task Table of Contents You can manage the following security options when your database security level is set to Adva
292. st to one or more mailing list click the corresponding checkboxes below Welcome Letters Newsletter Golf Classic Promotion List Examine Mailing List 4dditions From a Donor record click Add to a Mailing List in the Mailing Tasks menu on the left To remove from the Mailing List click the gray X next to the mailing list under the Summary tab From the Mailings main page click Manage the Mailing Center in the left menu Then from the Mailing Lists section highlight the list you want to revise by clicking it Next click Edit List Select the Donors tab and check or uncheck the donors you want to appear in the Mailing List Editing a Mailing List You can edit a Mailing List in several ways Start by clicking the Mailing List you want to edit GiftWorks User Manual Page 133 of 265 From the Details tab Change the name of your list by clicking Edit beside the current list name and typing the new one in the text box Change the description of your list by clicking Edit beside the current list description and typing the new one in the text box Change the default letter for your list by clicking Select Letter beside the letter template currently set for default and choosing a new one from the list EDIT HAILING LIST Use the tabs below to view the elements of this mailing list Details Donors Click on Edit to make any changes Welcome Letters Letters bo be sent to new donors New Member Thank ou Letter From the
293. t Cancel GiftWorks User Manual Page 241 of 265 Change the order of how the fields will be displayed when using the SmartEntry Page CREATE A SMARTENTRY PAGE Layout the fields for this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish Design the SmartEntry page layout by organizing the fields below Drag and drop the column headings to change the order of the fields Click and drag a column heading divider to resize the field Click the Next button when done Remember that fields you chose to hide on the Set Defaults page are not visible here Donor Affiliate Donor Last Name First Name lt Back Next gt Cancel Save the new Page CREATE A SMARTENTRY PAGE Name and create this SmartEntry page Introduction Choose Fields Set Defaults Design Layout Finish K D Enter a name and description for the SmartEntry page and dick the Save button Name of SmartEntry page New Donors with DONOR Profile GiftWorks User Manual Page 242 of 265 To use the SmartEntry Pages Click on the Use this Page link MANAGE SMARTENTRY PAGES Create a new SmartEntry page or work with an existing one Create a new SmartEntry Page Create anew SmartEntry page that lets you quickly add donors donations or both Manage Saved SmartEntry Sessions View Restore or Delete saved SmartEntry sessions OR WORK WITH AN EXISTING SMARTENTRY PAGE
294. t Your Letters mailing to each recipient s record 3 Digit Tray 3DG ili LANCASTER PA 175 1 Prepare Your Mailing Email Print Save Envelopes Print the mailing instructions If you are sending email click 3 Digit Tray 3DG Print Save Print the tray labels Send Email to do so GiftWorks 19 Print the qualification report LANCASTER PA 176 2 Envelopes Print Save AADC Tray AADC AADC HOUSTON TX 770 159 Envelopes Print Save Print Save itie If you are sending letters with Print save or without envelopes or labels Mixed AADC Tray dick Print or Save for each MAAD MXD Envelopes z HARRISBURG PA 170 Print Save 209 your printer Clicking Save saves Print Save the documents to your computer MV Record this mailing Print Check this option to record this mailing for future reference Title Mailing to All Donors SmartList Description hen wnen 6 3 2008 1 00PM When saving your letters you X o I need additional help Cl s o l Online A Internet Updates Preparing Your Mailing If you select to send your mailing as USPS Standard Mail Machinable or Automation Letters make sure you Print the labels for each postal sortation tray Print the qualification report and Print the mailing instructions to complete the Postage Statement before taking the mailing to your Post Office PRINTING LETTERS LABELS OR ENVELOPES If you are sending letters and labels or envel
295. t be online to receive free online updates to send error information to Mission Research to access the map feature available for donor addresses and for some other functions GiftWorks User Manual Page 259 of 265 Payment Types GiftWorks includes several default payment types check credit card cash monthly bank draft online payment services goods and equipment For each payment type additional fields are available to record information about the payment For example the check payment type includes check number and check date fields You can also include custom payment types If your organization receives payments that do not fit into one of the default types you can create a new type and select the additional fields you want to record for payments of that type Phone Settings To support both US and international phone number formats GiftWorks lets you choose a default format You can also override that format for any individual phone number you choose In the Settings section under Customize and Change Default Values for GiftWorks Fields there is an option to either restrict phone numbers to the US format or to allow phone numbers in any format The option you choose will be applied to any new phone numbers entered You can either enter phone numbers that fit your default choice Or by clicking on the down arrow to the right of any phone number you can Relax the masking allowing you to enter anything The masking appl
296. t if they reset their customizations it will revert to the options you choose here Grouping SmartList Results When customizing a SmartList view you can choose the grouping for the result set of the SmartList The grouping selection is at the bottom of the customize screen and includes the full list of columns available for the SmartList you are customizing GiftWorks User Manual Page 84 of 265 Customize Columns Columns Column Mame E Check All Id Uncheck All ProFile Donor Affiliate Donor Display Mame Address City Stabe Move Up Prefix o o o O Move Down Group Rows Ey Mone If you choose a column to group the rows by rows with the same value will be grouped together under a header with that value You can collapse or expand each grouped set by clicking the plus or minus at the top left of each group CATEGORIZING SMARTLISTS GiftWorks gives you the option of categorizing your SmartLists which makes it easier to keep them organized so you can quickly locate them On the Name and Save screen select an existing category or add a category by selecting the appropriate option in the SmartList Category drop down list NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it Name af Cmar ict Name OF sMariList Untitled Descriptio
297. ted Actions on the main Mailings screen Then click the Add button and select Add Letter for Pledges GiftWorks User Manual Page 106 of 265 HANAGE LETTER LIBRARY Select a letter template bo edit Fron the list below or add a new lether bry clicking Add Letters Current Sebectione Donation Letber Donors Donations Donation Letter Gift Thank You Letter Honoranum Memorial Thank You General Today s Date Jan 1 2000 Letter Pledge Payment Thank You Letter General Addressee Formal General Address Block Dear General Salutation Format Thank you for your recent gift to My Organization Name Your support is appreciated Below is a summary of your donationis k Add Letter for Donors Add Letter for Donations Add Letter for Pledges Add Letter for Receipts To edit a pledge letter click Manage Letter Library in Related Actions on the main Mailings screen Then select the pledge letter you want to edit and click the Edit button HANAGE LETTER LIBRARY Select a letter template to edit From the list below or add a new letter by clicking Add Letters Current Selection Matching Pledge Thank You Letter Donors Donations Pledges Delinquent Pledge Letter Matching Pledge Thank You Letter General Today s Date Jan 1 2000 Pledge Letter Pledge Reminder General Addressee Formal Pledge Thank You Letter General Address Block Berets Dear General Salutation Format Thank you for your recent pledge The fo
298. ters 2 Honorarium and Memorial Notifications You will now get a dialog which allows you to choose a Date Range and Receipt Group to more easily send Receipts Donation Receipts Mailing l X SELECT DONATIONS TO INCLUDE Select the options for the receipts you want to create and click Next Choose the receipt group Receipt Group AIR Select the donation date range Date Range All Dates From To You can now choose to send one Receipt for multiple donations where the donations will all have the same Receipt number GiftWorks User Manual Page 102 of 265 ey Sample Database Sample User GiftWorks G 0O S BW GF Oth amp Home Donors Donations Volunteers Events SmartLists Mailings Reports Settings MAILINGS DID YOU KNOW ths saten o congo the Choose the optons for ths maling Mailing Format Send Email Send Letters Only Send Letters amp Labels Send Letters amp Envelopes Mailing Discount No discount First Class Mail USPS Standard Mail Machinable Letters USPS Standard Mail Automation Letters Primary Secondary j Recipients Online A Internet Updates nsa o So Se m You can create or modify the receipt letter template set to be used as your receipt Please note only a letter of type Receipt can be used for the Donation Receipts mailing During the Finish Mailing step of the mailing process you have the option of recording that the receipts were sent Th
299. the Insert Field button at the top left of the letter editor screen Next click one of the field categories and then click the field you want to insert The available fields will vary by the type of letter you are writing When you are viewing or editing the template fields inserted into a letter will appear with a gray background and will show the name and field type This will be replaced with the actual value when you preview or generate your mailing On the letter editor screen you can show or hide the toolbar and ruler by clicking the links in the top right corner of the main work area The toolbar contains buttons for formatting the text in your letter including font style color and size alignment bullet or outline formats and inserting tables or images You can change the formatting of any part of your letter document using the toolbar The ruler shows you the measurements of where your letter will fall on the printed page You can check the spelling in your letter by clicking the blue check mark button with ABC on it ADDING YOUR OWN LETTER GW is not designed to use the copy paste function from a Word document You will need to open your Word document and clear all formatting Then choose save as and change the file type to Rich Text Format Then open GW and go to the Letter Library Choose to create a new letter and choose a name for it You will then see a blank page Click on the yellow folder located under the Insert Field
300. the manufacturer the model serial number and condition of the equipment Specifying Donation Options This step of the process lets you choose to match the gift by another donor if applicable Add a Donation DONATION OPTIONS Select a donor then enter the amount of its matching gift Donor Select Donor Amount 125 00 Acknowledgment Receipting Pledges GiftWorks User Manual Page 58 of 265 You can choose a method to thank the donor for the pledge payment Click the desired acknowledgment method and click Next to continue Add a Donation ACKNOWLEDGMENT RECEIPT OPTIONS Acknowledgment Information Acknowledge Later Add to Thank You Letters mailing hst Other Acknowledgment Date Acknowledgment Method Receipt Information i Issue receipt Month End Receipts Acknowledge Later If you choose to acknowledge later you will be able to choose a method of acknowledgment for the donation later Add to Thank You Letters mailing list Choosing this option adds the donation to the Donation Thank You Letters mailing Simply go to the Mailings section of GiftWorks and proceed with the donation mailing process to send the letter If you choose this option the donation can automatically be set as Acknowledged once the mailing has been completed Other This option lets you choose a method of acknowledgment not related to mailing You can select from four other methods including phone ca
301. ting a SmartList you can choose to add the SmartList to your Favorites NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it Kleene Ce H int YWame of smariist Untitled eae at Cre ef je WES scription of SmartList i All donors in khe database Smartlist Category E ia ck Standard i l P ee E i 2 eee if Share this list with other users mis list be ri A Ilea DE n arran wf AoW OTNEr users To Coan i W Add this list to my favorites lt Back Save List Cancel USE THIS SMARTLIST WITHOUT SAVING IT Fe an re z i s rr n Ey AJ urni unr Toe teim ala g ngm un rar f need fr wer fine wel me miit ati Lilmrk i i 4 LL vy L ieg Ld 5 aL ag F H A N L FEC Li 5a e IL SA Ice si LL 5 Wl Wut oy ITTV OP k Browse this list without saving it The list of Favorite SmartLists appears throughout GiftWorks and gives you easy one click access to the SmartLists you use most often You can also manage your list of Favorite SmartLists by clicking the Manage button wherever your Favorites are displayed BROWSING A TEMPORARY SMARTLIST On the Name and Save your SmartList screen you have the option to browse results without saving the SmartList This can be useful if you are creating a SmartList that
302. tion AdOress alot Donors A4 Size Paper Dear Donor Contact Information Salutat Blank Letter The Small Dog Fun Run is fast approachin Funding Foundation Letter 2010 E We willbe calling you with details inthe ne Honorarium emorial Notification with your favorite pet Lapsed Donor Letter Member Renewal Thank You Letter Mew Member Thank You Letter Postcard Letter Wart regards Your friends atthe Small Dog Rescue Se So ae ee ee mal OQ FUN RUN save The Lat L Letter Solicit Business Support Letter Volunteer Screening Letter Donations F GiftWorks User Manual Page 140 of 265 REPORTS IN THIS SECTION Reports Overview Viewing Donor Reports Donors by SmartList Donor Summary Sheets Source of New Donors Donor Growth Donors by Profile Donors by Category Top Donors Donors by Giving Level Recently Lapsed Donors Lapsed Donors Donors By Group Donor Assignments Donor Relationships Donor Addresses Donor Phones Emails Donor Tasks Donor Notes Honorarium Memorial Notifications Viewing Donation Reports Donation History Top Donations Donation History by Donor Profile Donation History by Donor Category Donation History by Campaign Donation History by Fund Donation History by Appeal Donation Summary by Fund Appeal Pledges and Gifts By Campaign Received Pledges and Gifts Pledge List Pledge History Unfulfilled Pledges Upcoming Payments Past Due Payments Matching Gift Members Matching Gift Fulfillm
303. tions wy Soft Credits Soft Credits and Donations wi SoFk Credits New Show Report Totals check box when setting up Report Choices must check this box in order for the totals to show on Graphs Charts also this will round up the totals Report Choices ick OK All Donations All Dates hs Received Donations Z New Move Up Move Down options when customizing Reports GiftWorks User Manual Page 171 of 265 Customize Report Column Name t Check All Columns Payment Id Uncheck All Gift Id Invert Gift Date Mi Donor Donor Anonymous Donation Type Move Up Expected Date w Move Up Move To Top Show Report Totals Yes ea Group Rows By Donor Show Group Totals Ye Move Up 10 Move Up 20 The Date Range now has an explanation hover your mouse over the Date Range area to see this Banart hairac Date Range The date range is based on the Include selection as Follows Received Donations the date range is based on the donation date Pledged Donations the date range is based on the expected date Received and Pledged Donations the date range is based per donation on the donation date if received and expected date if not received Custom Dates 1 1 2008 To 12 31 2010 Include Received Donations W Show report totals W Always show before report GiftWorks User Manual Page 172 of 265 RUNNING A REPORT ON A SMARTLIST
304. tlist Pass Checking For smartlist with exclude Filters but no include Filters Pass Checking mailing lists For entries that no longer exist Pass Checking For interactions with no donor assignees Pass Checking For interaction assignments with no parent interaction Pass Checking For interactions with donor assignees that no longer exist Pass Checking For interactions with assigned to user that no longer exists Pass Checking For Funds that have no accounts assigned Pass E If the checkup errors are not fixed contact GiftWorks Customer Care for further instructions ADDITIONAL SETTINGS amp TOOLS The Additional Settings subsection of the Settings section contains other administrative options for your GiftWorks database ADDITIONAL SETTINGS amp TOOLS Select any of the folowing to manage the settings Add or edit your organization name address fiscal year mission statement or other settings Manage Honoraria and Memorials Add change and delete Honoraria and Memorials Manage SmartList Categories Add edit or delete SmartList categories Manage SmartEntry Pages Add edit or delete SmartEntry pages Run a SmartUpdate Select a SmartList and apply changes to all of its records including adding donors to a group and acknowledging donations Geocode Donor Addresses Select a SmartList and geocode the donor addresses Find Duplicate Donors Search for multiple donors with matching information to identify potenti
305. tlook you can continue to use GiftWorks because its portion of the job has completed Create Delivered to email recipient Q Microsoft send Outlook Email Email Server Figure 1 Sending emails using outlook Send e mail using your outgoing email server Using the outgoing email server option GiftWorks creates the email as well as sends the email to your outgoing mail server This eliminates the need for Outlook and allows you to send emails with whatever GiftWorks User Manual Page 116 of 265 email server you would like to use In most cases this option will be configured using the outgoing email server of your internet service provider ISP Your ISP can provide the settings necessary to configure GiftWorks which include the following email server address server port if the server requires Secure Socket Layers or SSL and if the server requires authentication along with the username and password if necessary Your organization GiftWorks Create and send email Delivered to recipient Email Server Figure 2 Sending email using an outside email server You might also have an internal mail server that is responsible for sending your organization s emails In the same way GiftWorks can be configured to use this server Your organization s technology person will be able to provide the settings necessary to configure GiftWorks which include the following email server address server port if the s
306. ts Settings MAI L N G S Easily send and track your letters and emails Send Mail To Honorarium Memorial Contacts DID YOU KNOW HONORARIUM OR MEMORIAL NOTIFICATION DETAILS Select the Honorarium or Memorial from the list below Items for which there are no donations or donors to notify are not displayed u RELATED ACTIONS Select the date range for donations to include in the notification letter Date Range All Dates x fom Online A Internet Updates You can create or modify the letter template set to be used as the notification for this mailing Please note only a donor letter can be used for the notification mailing GiftWorks User Manual Page 113 of 265 Email Communication Improvements Flexible options are available for configuring email to work with GiftWorks In the past users were required to have Microsoft Outlook installed on any computer they wanted to use to send email from GiftWorks during the mailing process Now users will be able to choose to send email using Microsoft Outlook or by configuring standard email settings to use their outgoing mail server Configuring these standard email settings will be similar to what users have experienced when setting up any email client Using your own Outgoing Mail Server allows the emails to go to that server to be sent out which frees up GiftWorks All Users must configure Q Sample Database Sample User GiftWorks File Help lt 2 J Back
307. tters and layouts before printing Print labels and envelopes using the comprehensive selection of label and envelope types PREMIUM Prepare USPS discounted mailings for qualified mailings See the MAILING GUIDE for more information on how to prepare a USPS discounted mailing with GiftWorks Premium SENDING MAIL AND EMAIL There are several ways to create and send mail and email in GiftWorks You can send mail and email to a single donor or to a group of donors using SmartLists and Mailing Lists GiftWorks User Manual Page 98 of 265 To begin the mailing process click Send Mail in either the main work area of your Mailings screen or the Related Actions menu on the left side of the screen MAILING CENTER Send a letter or email to any list create and send receipts print labels and envelopes and more The available options are based on your security settings SEND MAIL DONATION MAILINGS Send custom letters and email to your donors Donation Receipts 0 PRINT LABELS Donation Thank You Letters 48 Print labels for one or more of your donors Soft Credit Thank You Letters 3 PRINT ENVELOPES Pledge Thank You Letters 13 Print envelopes for one or more of your donors Matching Pledge Thank You Letters 2 Honorarium and Memorial Notifications You can also click the Send Mail link in the left menu when viewing a SmartList donor pledge or donation View Pledge Delete this Payroent Edit this Payrnent Send Mail to
308. ttings Guide for more information on GiftWVorks Fields Field Value Blank Yale VHE 2008 Annual Campaign Hidden 2009 Annual Campaign Hidden 2010 Annual Campaign Visible 2011 Annual Campaign Visible 2012 Annual Campaign Visible Capital Campaign Visible Wiehe Cenc Oera iT aren sir GiftWorks User Manual Page 185 of 265 The Campaign field is included in each gift and pledge record Tracking donations by campaign allows you to monitor the progress of the campaign and to compare the effectiveness of recurring campaigns such as successive annual campaigns Contact Types Contact Type is a field that appears in the Employment Details section of each donor record It can be used to record the type of contact the donor is for their employer for instance if they are the billing contact MANAGE CONTACT TYPES This list of field values will appear as a dropdown menu which will allow you to better define the characteristics of donors and donations in your database PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing records that have the hidden value will still contain any stored values even if they are now hidden See the Settings Guide for more information on GiftWorks Fields Field Value Display Blank Visible Board Member Visible Business Visible Consultant Visible Elected Official Visible Employee Visible Foundation Visible PA ae Wier
309. tures available to administrators with a password Remove Administrative Password To remove administrative password type in the new one Manage User Accounts See all users who access the database that s currently in use If you are authorized you can add edit or delete user accounts The Security subsection has the following options e Set or Change Administrative Password Remove Administrative Password If you have set an Administrative Password Manage User Accounts Set or Change Administrative Password You can set a password to protect the Settings section of GiftWorks The Settings section includes administrative settings such as custom fields and values accounting settings and database backup settings Enter an administrative password and hint to sign in to protect the Settings section Users still have access to all other areas of the GiftWorks database but will not be able to access or change the settings without the administrative password SET ADMINISTRATIVE PASSWORD This password is case sensitive so be sure to type it exactly the same way every time Type your new password Type the new password again to confirm Type a word or phrase to use as a password hint GiftWorks User Manual Page 209 of 265 Manage User Accounts MANAGE USER ACCOUNTS The list below shows the current users for this database Click on a user to see the options for managing the account User Accounts Fi James Williams La
310. u want to change and then click Edit GiftWorks User Manual Page 69 of 265 Edit an Honorarium Memorial i fm xX HONORARIUM MEMORIAL DETAILS Enter a name and title of this honorarium or memorial Donors who should be notified of gifts to this honorarium or memorial should be added to the Donors To Notify list Honorarium Memorial Name PERS IUES more Honorarium Memorial Title In Honor of Nancy Mosso more Description Donors To Notify Dimock Anne X Wilson Anne X Visible Ive Change the existing name title or description by typing in the appropriate text boxes Add new donors to the notification list by clicking Add Donor Remove a donor from the notification list by clicking the red X beside the donor name Change the record s display status for new donations added in honor or in memory of someone by clicking the checkbox beside Visible Once you have made your changes click Save GiftWorks User Manual Page 70 of 265 Deleting Honoraria and Memorials To delete an honorarium or memorial click the desired record title then click Delete MANAGE HONORARIA MEMORIALS Manage your organization s Honoraria and Memorials below Use the Add button to add a new Honorarium or Memorial or use the other buttons to make changes to existing ones PLEASE NOTE Hiding a field value hides the value for current use it won t show up in the field However existing record
311. urrent calendar year or fiscal year Donation information is included per donor record The donors in this report might make a good target for a solicitation to encourage them to renew their commitment to your organization Recently Lapsed Donors Source All Donors SmartList Based On Calendar year Display Name Last Paymen Last Payment 4 Total Gift Amount Status El Recently Lapsed Donors Houston Paul 12 21 2007 200 00 450 00 Save Our Families Foundation 12 21 2007 600 00 600 00 Yan Hooven Jason 12 21 2007 600 00 600 00 Cresta Corporation 12 21 2007 200 00 200 00 Thorne Carl Tyler Shawn Saunders Gretchen Mills Jennifer Arm Mark Feed The Nations Taylor Foundation Tipton Lynn Aliota Mark Night Casandra Barber Harry Lederer Jack Batinich Dave 12 21 2007 12 20 2007 12 20 2007 12 20 2007 12 20 2007 12 19 2007 12 19 2007 12 8 2007 12 1 2007 11 14 2007 11 13 2007 10 20 2007 10 16 2007 2 000 00 100 00 600 00 800 00 200 00 2 000 00 3 000 00 3 000 00 50 00 5 000 00 125 00 500 00 1 000 00 8 500 00 1 100 00 600 00 800 00 350 00 2 000 00 3 000 00 3 000 00 150 00 5 000 00 175 00 500 00 1 075 00 Chambers Rachel 8 7 2007 11 000 00 11 100 00 Based On Calendar year SmartList Filter All Donors GiftWorks User Manual Page 150 of 265 Choose the options for your report using the Report Choices screen under Customize Report or at the
312. use button The Click to control saving link gives you additional options including selecting individual items or anumber of items to save Click the Done button when you are finished CREATING A MAILING LIST Mailing Lists let you create a list of donors grouped together for the purpose of sending each donor the same mailing There are two default Mailing Lists you can add donors to Welcome Letters and Newsletter You can also create your own Mailing Lists for specific groups for example Annual Report Mailing or Golf Classic Promotion List To create a Mailing List either click Create a Mailing List in the Related Actions menu or click Manage the Mailing Center in the Related Actions menu then click Add List under the Mailing Lists section in the main work area Next type the name you want to assign to your list and include a description of the list You can add your new list to your favorites by checking the box shown in the Mailing List Details window Click OK to finish creating your list GiftWorks User Manual Page 132 of 265 Add a New Mailing List ENTER MAILING LIST DETAILS Enter the name and description for this mailing list List Name List Description Add to My Favorite Mailing Lists Adding and Removing Donors You can add and remove donors from Mailing Lists in several ways From a SmartList click Send Mail then click Add these donors to a Mailing List To add the donors from this Smartli
313. usehold Affiliate donors are not expected to make gifts or pledges To add a gift or pledge from an affiliate the affiliate donor must be converted to a donor Amount For a gift the amount is the actual amount of the single payment that makes up that gift For a pledge the amount is the sum of all scheduled payments or the total amount pledged For pledges there is also the received amount which is the total of all received payments to date towards that pledge For pledge payments there is an actual amount the actual amount received toward that payment and an expected amount the amount you are scheduled to receive Ideally these are the same number Anonymous lf a donor chooses any donation can be listed as anonymous by using an available donation field This field serves only as a reminder to the user that a donation has been designated anonymous It does not affect the donation in any other way including how it is used in reports and SmartLists Appeal Each mailing or other contact a phone call or newsletter for example that might generate donations is considered an appeal If a campaign consists of multiple appeals then analyzing which appeals resulted in the most donations can show you which are most effective GiftWorks User Manual Page 255 of 265 PREMIUM CASS certified Addresses Your address list must be validated and corrected by a CASS certified process for a mailing to qualify for Standard Mail Automation
314. ve this gift anonymously C Yes No Additonal Notes GiftWorks User Manual Page 40 of 265 CUSTOM FIELDS Directed Breed All Breeds MATCHING DONATION INFORMATION rot matched Match This Donation SOFT CREDIT RECOGNITION Donor Amount Acknowledgment Add Soft Credit ACKNOWLEDGMENT RECEIPT INFORMATION This donation has been added to a mailing list for acknowledgment Issue receipt for this donation lv nat is the receipt group Receipts Save Cancel Donation Payment The top of the page shows the Donation Payment information you just entered Click Modify to change the payment information including the fund that the donation is directed to the gift amount the receipted amount and the payment type Donation Information The next section is the detailed Donation Information Here you can e Select the date on which the donation was given e Select the campaign to which the donation should be attributed e Select the appeal from which the donation resulted e Select the person who was responsible for soliciting the donation e Indicate donation directions and restrictions e If applicable change the honorarium memorial to which the donation is given e Choose whether the donor wishes to give anonymously e Add other notes Custom Fields This section shows the custom donation fields you have added in Settings You can include custom donation fields in your SmartList criteria your customized views of SmartLists y
315. w the donation entry screen in GiftWorks What are the mandatory fields to fill for gifts received by your organization DONATIONS eee DID YOU KNOW ADD A DONATION The items in the Donation Information section are an effective way to keep track of restrictions regarding the donation plus other valuable information To Finish adding this donation enter the Following information and then click Save Donor Smith John DONATION PAYMENT 500 00 Payment Type Check 500 00 Fund Name Amount General Fund 500 00 Donation Amount Receipted Amount DONATION INFORMATION 2 15 2008 x Annual Campaign 2007 When was this donation given To which campaign should this donation be attributed From which appeal did this donation result None Who was responsible for soliciting this donation To what is this donation directed or restricted To which Honorarium Memorial was this donation given Does this donor want to give this gift anonymously r L C Yes No Additional Notes f CUSTOH FIELDS fC amnainn Sidemialk af Does your current gift data have the basic information date amount campaign fund appeal Date how do you track the actual date of the gift not the check date e For donations the Payment Date field can be edited and should be used consistently within your organization The field defaults to the date of entr
316. welcome mailing to new members of your organization you may want to remove them from the Welcome Letters list If you are sending newsletters you might want to keep them on so that they will receive the next newsletter GiftWorks User Manual Page 135 of 265 ACKNOWLEDGING DONATIONS AND PLEDGES If you are sending a Thank You Letters donation mailing you have the option to mark the donations or pledges as acknowledged by the sending of the mailing Doing so marks each donation or pledge acknowledged and includes the details of the mailing FINISH HAILING Print and or save your letters Enter other details below Click Done to Finish Select Options Choose Recipients Select Letter Generate Mailing Finish Mailing i j i I i e I Save or Print Tour Donation Thank fou Letters Letters Print Save J Use letters to acknowledge donations By checking this option all donations addressed in this mailing will be marked as acknowledged by this mailing Also each donation will be removed From the Donation Thank You Letters list Donation Thank You Lekkers 3 6 2008 Checking the box also automatically removes each donation or pledge from the Donation Mailing list MANAGING YOUR LETTER LIBRARY GiftWorks lets you create and store multiple letters in the Letter Library You can maintain templates for letters you have sent so you can refer to them when creating new letters You can also store the templates for all
317. will not be stored in the gds file they will be saved in the same location that the gds file is saved in the folder will be named giftworks file storage These attached files will be included within a back up file 1f you move the gds file you will also need to move the folder that contains the attached files or just restore the back up file this is the easiest way Click on the Turn GiftWorks Files Storage On button to activate it CONFIGURE YOUR GIFTWORKS FILE STORAGE A ee oe ee Er i Seen Enlli Enma ba ranima urr a Eihar TEOS Can Store NES Tor each donar USE Me lowing OPDONS TO conngure YoUr TEY OTES Cie Sto age OP GiftWorks File Storage is currently OFF With GiftWorks File Storage you can Add files to any donor Configure the number of files that can be stored per donor oe oak Glee akar in irr Lal l gu E me 5 Ze o i eS agagegd fo oo a ee Turn GiFEWorks File Storage Of Click Yes to confirm 4re you sure you want to turn GiftMorks File Storage ON Yes Mo Choose the Maximum number of files per donor and the Maximum file size Then click Save GiftWorks User Manual Page 231 of 265 CONFIGURE YOUR GIFTWORKS FILE STORAGE ay GiftWorks can store files for each donor Use the following options to configure your GiftWorks File Storage 3 OF GiftWorks File Storage is currently ON GiftWorks File Storage location c program files mission research giftworks data gifttwork
318. wo examples This is because the file is leaving your internal network and going to some external location This example is similar to the email configuration using an outgoing email server that is not located within your organization i e Internet Service Provider etc Let s relate this to the example provided in the Outlook section using a large attachment With an internal email server it will be almost as fast as using Outlook Using an outside email server it would still take GiftWorks one second to create the email but it may take up to 45 seconds per recipient to send the email to the configured mail server GiftWorks will remain on the mailing screen until the email is successfully sent to the mail server Other outgoing email server options If your organization does not have an internal email server or you aren t allowed to or don t want to use the outgoing email server of your internet service provider there are other options Some sites allow free use of their email servers with certain restrictions A few of those options are listed below in no particular order This information was gathered on September 1 2011 and may be different depending on when you are reading this JangoSmtp a http Sid __ com http Maite MailJet com http http at com com Free Free siz Free sid Free sid Free Email Limit 200 per day 200 per day 50 per month can 500 per day Paid options be increased to 200 Sending Limits av
319. xporting a SmartList You can export the results of a SmartList to a Microsoft Excel CSV or XML file This option is available when viewing a SmartList in the Related Actions menu or from the Settings section under Import and Export Data When you click on Export this List you will have the option to Save to File or Send as Email GiftWorks User Manual Page 90 of 265 Save to File Send as Email Save to File You can choose the file name and location you want to export the SmartList to The columns that are displayed in the SmartList will be exported to the file which can be used for other applications PICK A FORMAT AND FILENAME Choose the format for export from the dropdown enter a filename then select 4 folder using the Change button Format Microsoft Excel Filename Saved to this folder Woghazufiledl users mr demole My Documents Send as Email You can email the SmartList as an attachment Choose the format and filename Enter in the email address of the recipient as well as a Subject Fill out the Sender Information and click Send GiftWorks User Manual Page 91 of 265 x SEND EMAIL Enter the information below and click Send when you are ready to send your email Recipient Information Format Microsoft Excel 2002 or greater Filename Pledge List Report xls Email Address Separate multiple email addresses with a semicolon Subject Pledge List Report Message Sender Information Sen
320. y but this does not reflect the donor s gift date You can enter the date you receive the gift although the IRS considers the postmark date as the donor s legal date of gift Be consistent for accuracy in reporting e For Pledges there is a Created Date not important to the IRS and then the pledge payments donations have Payment Dates as noted above GiftWorks User Manual Page 8 of 265 ANALYZING YOUR DATA To maximize your efforts analyze your current data and development process and consider how to best use GiftWorks to track the following information Solicitors Do your board members cultivate and solicit major donors for annual gifts The Assigned To field stores the primary solicitor for each donor The Solicitor field stores solicitation information for each donation or pledge e lf you have this information in your current data and plan to import it make sure the names are consistently entered e If haven t been tracking the information but would like to begin doing so you can add it to your data prior to import or manually add it while entering records Will you be conducting a capital campaign e You may use different board or committee members to solicit a capital gift than the solicitor assigned for annual fund cultivation Consider using a donor custom field to track capital campaign solicitors separately from annual fund solicitors Capital Campaign Do you need to track the progress of soliciting major
321. y of reasons including database corruption These errors are not caused by users Gift Works can attempt to resolve these issues but must first backup your GiftWorks database Click the Backup and Fix button to get started Backup and Fix Checking For smartlists that should be preset but are not Pass Checking for smartlists with no Filters Pass Checking For smartlist Filters with no smartlist Pass Checking for smartlisk with exclude Filters but no include Filters Pass Checking mailing lists For entries that no longer exist Pass Checking For interactions with no donor assignees Pass Checking For interaction assignments with no parent interaction Fail Fix this issue Checking For interactions with donor assignees that no longer exist Pass Checking For interactions with assigned to user that no longer exists Pass Checking for Funds that have no accounts assigned Pass a You can click on Backup and Fix If the errors are corrected you will see the following GiftWorks User Manual Page 233 of 265 DATABASE CHECKUP The Database Checkup will run a series of tests on your database to determine if there are any problems or potential problems Click Run Checkup to start the Database Checkup Run Checkup a 100 GiftWorks has successfully resolved all of the issues Validity Test sus o A Checking For smartlists that should be preset but are not Pass Checking for smartlists with mo Filters Pass Checking For smartlist Filters with no smar
322. y page or work with an existing one Create a new SmartEntry Page Create a new SmartEntry page that lets you quickly add donors donations or both Manage Saved SmartEntry Sessions View Restore or Delete saved SmartEntry sessions OR WORK WITH AN EXISTING SMARTENTRY PAGE Community Outreach Use this page Edit Copy Delete For use at outreach events Last Update Date 10 3 2011 2 50 18 PM Last Update User Sample User Mission Interest Use this page Edit Copy Delete Last Update Date 9 16 2011 2 44 16 PM Last Update User Sample User Simple Donations Use this page Edit Copy Delete Use this SmartEnitry page to quickly enter donation information into GiftWorks Create Date 8 24 2010 3 19 47 PM Create User Sample User Click on Create a new SmartEntry Page CREATE A SMARTENTRY PAGE Create a SmartEntry page using the following options Introduction Choose Fields Set Defaults Design Layout Finish SmartEntry Pages let you quickly enter donor and donation information into GiftWorks SmartEntry lets you create pages that are designed to match how you enter donor and donation information For example you may have an event in which you collect specific information from the donors who attend You can create a page that lets you quickly and easily enter the information you want Click the Next button below to continue TE Click next and chose the fields GiftWorks User Manual Page 239 of 26
323. y selecting a date range and or specific campaign GiftWorks User Manual Phone 415 282 6111 510 849 1956 415 538 7837 876 625 2767 415 984 3662 415 671 4505 609 234 3238 510 931 8898 415 864 9836 Page 149 of 265 Donors By Giving Level Source All Donors SmartList Dates All Dates Campaign All 1 Friend E 1 Friend 2 Supporter PEEN E 2 Supporter E 3 Patron GS 4 Citizen E hission Associate E 6 Friend of the Family E 7 Steward GS 8 Founder 8 Founder Mission Associate Friend of the Family Campaign SmartList Filter All Donors Donation Date All Dates The customized giving levels for this report can be modified by clicking Customize Report in the Related Actions menu You can define up to eight giving levels You can give each level a label for example friend or patron and then define the donation range for that level This report can be very useful if you need to generate a list of your donors by your organization s defined giving levels for a program newsletter or other recognition Choose the options for your report using the Report Choices screen under Customize Report or at the bottom of the screen within the report Recently Lapsed Donors Also known as a LYBUNT Last Year But Unfortunately Not This year report this report shows a list of donors who contributed to your organization last calendar year or last fiscal year but who have not contributed in the c
324. y your own outgoing smtp mail server that GiftWorks will use to send email An email server is usually provided by your Internet Service Provider or you may have your own outgoing email server GiftWorks User Manual Page 114 of 265 Configure Email SEND OUTLOOK TEST Enter an email address to send a test email Also provide the From email address and click the Send Test Email button To Email From Email rescuesm rescuesmalidogs org BS t Email J Check the recipient email account for the recetved email If the email does not come after 10 15 minutes check the Drafts folder of the sending Microsoft Outlook program If the email is in the drafts folder select the email and click Send Recetve This will provide the error reason To use your own mail server Configure Email EMAIL OPTIONS GiftWorks can send email using two different methods Choose the desired email options and click the Next button Read more about your email options Send email through Microsoft Outlook Microsoft Outlook must be installed on this computer and be able to send emails GiftWorks will use Microsoft Outlook and the email settings in Microsoft Outlook to send email Send email using your own email server settings This option allows you to specify your own outgoing smtp mail server that GitWorks will use to send email An email server is usually provided by your Internet Service Provider or you may have your ow
325. yet been added to GiftWorks click Add a Donor at the bottom of the window Once you have selected a donor click Next to continue Selecting Donation Type If the donor has outstanding payments due on a pledge you must choose the donation type for your entry Click Add a Gift then click Next to continue GiftWorks User Manual Page 38 of 265 Entering Gift Details To enter a donation you must enter fund and payment details for your donation including the following information Add a Donation GIFT DETAILS You are adding a new gift from Wagenstall Ralph T Please complete the following information for this new gift Assign To Fund CEE Select Funds Git Amount Use a different amount for the receipt Payment Type Check Assign To Fund Funds identify how the donation will be allocated within your organization You can choose to assign the entire donation to one fund or you can split it between multiple funds To apply a gift to multiple funds click Select Funds beside the Assign To Fund field Click the checkbox in the Include column beside each fund you want to assign a portion of the fund to Assign an amount to each of those funds by clicking the box in the Amount column next to the fund and entering the desired amount Summary information is included at the bottom of the window showing the unassigned donation amount and ensuring that you allocate the correct total amount Gift Amount Here you enter the d
326. you do not expect to receive donations can be marked as affiliate donors Affiliate donor records contain the same information as regular donor records but by default they are omitted from SmartLists You can add them into SmartLists if you want to mail to them but they will not receive your mailings unless you explicitly choose to send to them Also you cannot add donations to affiliate donors If you want to add a donation to an affiliate donor you must first remove the affiliate donor designation Affiliate donors can have any of the profile types For more information see Understanding Profiles UNDERSTANDING RELATIONSHIPS There are three types of relationships in GiftWorks relationship family relationship and work relationship In the Settings section of GiftWorks you can customize the list of roles donors can play in each relationship type GiftWorks User Manual Page 12 of 265 SETTINGS SELECT FIELDS TO CHANGE Select a GiftWorks field from the list below Then dick the Change Field button Field Name Description Note Titles Titles for donor notes Payment Types Methods of payment accepted for donations Prefixes Donor Prefixes e g Mr Mrs Receipt Groups Receipt Groups Relationship Roles Relationship roles States Provinces Donor address states provinces Status The current status for individuals and organizations Suffixes Donor Suffixes e g Jr Sr Task Categories The category for adding tasks for donor
327. you will only need temporarily GiftWorks User Manual Page 87 of 265 NAME AND SAVE YOUR DONOR SMARTLIST Give your list a name and description You can save your SmartList for future use or select any of the items at the bottom of the screen to use the list right away without saving it Name of SmartList Description of SmartList smartList Category Untitled All donors in the database Standard I Share this list with other users IY Allow other users to change this list I Add this list to my favorites USE THIS SMARTLIST WITHOUT SAVING IT If you won t need this list again you don t need to save it Once you sign out of GiftWorks the list will go away Browse this list without saving it You can use the SmartList to produce a report mailing or just to browse If you navigate away from the SmartList to another SmartList for example the temporary SmartList goes away VIEWING ALL SMARTLISTS From the main SmartLists screen you can view all available SmartLists by clicking the View All SmartLists link lt S Q O0E O Q0MJ Back Home Donors Donations Volunteers Live Events SmartLists Mailings Reports Settings SMARTLISTS SELECT A SMARTLIST TO VIEW Below are your available SmartLists Donors within 2 miles of Lancaster Geocoded Donors Veterinarians E Adoption Rescue Board Members Business Corporation Supporters Donors that have a geocoded address within 2 miles of

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