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1.what is civicrm? - European Council on Foreign Relations

1. Depending on your idea you ll be directed to the next best place maybe an article on the blog http civicrm org blog a page on the wiki http wiki civicrm org a teleconference or a meeting up with another community member in real life yes that s right REAL LIFE BE THE CHANGE 14 So you have a great idea Now you need an equally great action plan to accompany this idea and then you ll need to implement it Although the CiviCRM community is friendly and supportive and will like to be involved and updated about your project you ll need to be the driver How will you get the resources together for your project How can you fit it in with your day job Finding a way to simultaneously achieve your own objectives and benefiting the CiviCRM community is the best way of getting things done AND FINALLY If you re a CiviCRM user who has an ongoing relationship with a consultant there s nothing to stop you from also being an active member of the community The community really benefits from direct feedback from end users your consultant is only one person or organization by asking on the forums you re opening yourself up to help and input from the entire community 4 ABOUT THIS BOOK Understanding CiviCRM A Comprehensive Guide is written for CiviCRM version 3 3 The majority of the content is applicable for both older and current versions of CiviCRM Cover Art faces by Kapor Creative Jake Mix amp Trevor Parham
2. 1 Click on Administer gt Customize gt Custom Data 2 Find Participant Info in the list and click the corresponding View and Edit Custom Fields link This gives you a list of Custom Fields 3 Find Participant Campaign Code and click the Edit Multiple Choice Options link Now you are seeing a list of the interests 4 Scroll down and click on New Option and add your new campaign Please note that this new campaign code will now be available for Event Membership and Contribution Campaign Codes as well as in the Participant Campaign Code that it was just created in ADD AN ISSUE INTEREST 216 To better understand and track the areas that your members and constituencies are interested in working on CiviEngage provides a field that collects this information Customize this list to meet the needs of your particular organization 1 Click on Administer gt Customize gt Custom Data 2 Find Grassroots Info in the list and click on the corresponding View and Edit Custom Fields link This gives you a list of Custom Fields 3 Find Issue Interest and click the Edit Multiple Choice Options link Now you are seeing a list of the interests 4 Scroll down and click New Option and add your new interest Please note that this new issue will also appear in Funding Areas and Funder Issue Interest as well as in the Issue Interest that it was just created in TRACK WALK LIST CALL LIST RESPONSES Responses to the questio
3. LIES DAMN LIES AND REPORTING CiviMail can track links that have been clicked providing useful information to help you understand the areas your recipients are interested in 159 You can also track how many of your recipients opened the email and which links in the email were popular A word of warning about email opening statistics The vast majority of the mail clients protect by default the privacy of the recipient That s why when you receive an email containing external data such as images that are online you get a warning message saying something such as Images are not displayed If a recipient doesn t override the privacy features she won t be counted among the contacts that read the email Therefore it s likely you will have more readers than the number reported by CiviCRM In our experience having around a 30 reported opening rate can be considered good This is obviously different for each organisation and each group you send emails to Don t focus too much on the absolute numbers but rather use them as a way of comparing different mailings you send You might want to use them to experiment with different layouts writing styles and lengths and see what works best for your constituents You might also want to consider the privacy issues and we encourage you to do so There are good reasons to turn off CiviCRM s tracking of recipients in order to honor your constituents privacy For instance you may wish t
4. Navigate to Administer gt CiviEvent gt Participant Statuses to review the default list shown in the following screenshot Some statuses in the list are marked Reserved with a green checkmark This means that they are required for event workflows and can not be deleted or disabled However you can change the Label which is what users see when they select from a list of statuses 120 Participant Status a Manage event participant statuses below Enable selected statuses to allow event waitlisting and or participant approval Registered Registered Positive w Yes w 1 Public Edit Attended Attended Positive Yes w 2 Admin Edit Delete Disable No show No show Negative Yes 3 Admin Edit Delete Disable Cancelled Cancelled Negative w Yes 4 Admin Edit Pending Pending Pending w Yes w 5 Admin Edit from pay from pay later later Pending Pending Pending Yes 6 Admin Edit from from incomplete incomplete transaction transaction On waitlist On waitlist Waiting Sf No 7 Admin Edit Enable Awaiting Awaiting Waiting w Mo w 8 Admin Edit Enable approval approval Pending Pending Pending Sf No w 9 Admin Edit Enable from from waitlist waitlist Pending Pending Pending No w 10 Admin Edit Enable from from approval approval Rejected Rejected Negative w No 11 Admin Edit Enable Expired Expired Negative aS Yes 12 Admin Edit Add Participant Status There are also five statuses that are disabled by default d
5. mh dom mon dow command 5 x x x x cd CIVI_ROOT PHP bin civimail cronjob php PARAMS 15 x x x x cd CIVI_ROOT PHP bin EmailProcessor php PARAMS The user that run the scripts www data in this example needs to be able to write into the temporary folder Your configuration might specify a different user You don t have to run both scripts at the same frequency The preceding crontab file verifies every 5 minutes whether mail messages need to be sent but only every 15 minutes whether bounced email needs to be processed PARAMS contains 1 The site you used which is sdefault on Drupal If you run multiple CiviCRM sites on a single server you need to specify your site s domain such as sexample org 2 The user login account umailprocess 3 The password you defined pseol Izprm42amv psyc From the web server You can access the two processes from pages on your web server using commands such as wget 0 q t 1 post data name mailprocess amp pass seol lzprm42amv psyc amp key yoursiteinstallkey http www example org sites all modules civicrm bin civimail cronjob php wget 0 q t 1 post data name mailprocess amp pass seol lzprm42amv psyc amp key yoursiteinstallkey http www example org sites all modules civicrm bin EmailProcessor php This works like visiting the web pages in your brower but can be run automatically as shell commands For security reasons you need to add an extra key paramete
6. API APPLICATION PROGRAMMING INTERFACE 266 An interface employed by a software application to enable interaction between itself and other software BACKUP Protecting your data by regularly making copies and storing them independently of the original files so they can be restored if necessary BANDWIDTH The speed at which you can transfer information through a network or internet connection If a connection can transfer a lot of information it is said to be high bandwidth BETA VERSION A software version that is in good condition but still needs testing to make sure it functions as intended before general release Testing beta versions is a helpful way to participate in the CiviCRM community BLOG Short for web log A website which is regularly updated with news and views from one or more individuals BUG An error that prevents software from behaving as the user would expect BUG REPORTING BUG FIXING The process of reporting bugs to the software developer s and then fixing the bugs so the software operates as intended BUG TRACKER An official repository for recording bugs The CiviCRM bug tracker can be found here http issues civicrm org click on Issue Tracker CACHE A recent copy of frequently used data that can be quickly and easily accessed This is especially useful if the data is complicated or takes a large effort to generate The disadvantage of caching is that data can become out of dat
7. Is this Field Searchable Makes this field appear in a panel of custom fields in CiviCRM s Advanced Search page While you may be tempted to mark every field as searchable doing so may unnecessarily clutter the Advanced Search custom field panel when in fact certain fields will probably never be used in that way You may toggle this option on or off at any time so don t be overly concerned about arriving at a final decision when you first define a custom field Active As with the active check box in the form defining the custom field set this box determines whether the field is disabled or enabled when CiviCRM shows it to the user View Only This allows you to designate a field as visible but uneditable There are two general uses for this field e To store data imported from another system that you want available for reference to the user but do not want them to be able to modify e To store data that is controlled through a custom PHP hook rather than through the user interface CiviCRM has a number of hooks defined that allow developers to modify data as well as customise forms and screens without modifying the CiviCRM code base Read the chapter on hooks for more specific information Multiple choice options For field types that involve selecting from a set of multiple options such as Select Radio Check box Multi select and Advanced Multi select you are given the choice of either using an existing set of options that
8. One way to understand what a CRM does is to think of your personal address book with enhanced capabilities Imagine that every time you make a phone call to a given person your address book automatically makes a note of it together with brief description of the conversation It can also decide whether to ask this person for a particular favor based on whether she did this favor for you a week ago and schedule a follow up meeting following the call After using this address book for a while you could ask What were my interactions with Ji Lao or How many people helped me this month and it would give you the whole history Now let s say you re organizing a dinner party and you want to invite all the people you ve met during the previous year Just write the invitation and tell your address book to send the email You don t have to worry about anything else after this point apart from preparing the dinner Your address book handles the RSVPs from all invited guests together with information about who is vegetarian and who is not It even lets you know two nights before the event how many people you can expect It would be great to have such an assistant right Organizations need one even more It s hard to remember all of your meetings phone calls and other forms of contact especially over the long term but the more you know about the people and organisations you interact with the more successful your work will be You ll be able t
9. adam hyde 2010 Modifications Andy Oram 2010 Michael McAndrew 2010 EVERYDAY TASKS adam hyde 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 David Greenberg 2010 helen jamieson 2010 Mari Tilos 2010 Michael McAndrew 2010 WHAT IS CIVICONTRIBUTE adam hyde 2010 Modifications Andy Oram 2010 Kyle Jaster 2010 Michael McAndrew 2010 281 MENU AND DASHBOARD Michael McAndrew 2010 Modifications adam hyde 2010 helen jamieson 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Mari Tilos 2010 CONFIGURING Alice Aguilar 2010 Modifications adam hyde 2010 David Greenberg 2010 Jack Aponte 2010 Josue Guillen 2010 Kyle Jaster 2010 Michael McAndrew 2010 Michael McCallister 2010 Tim Homewood 2010 EVERYDAY TASKS Alice Aguilar 2010 Modifications adam hyde 2010 Jack Aponte 2010 Josue Guillen 2010 Kyle Jaster 2010 Michael McAndrew 2010 Michael McCallister 2010 INSTALLING Alice Aguilar 2010 Modifications adam hyde 2010 Andy Oram 2010 Josue Guillen 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Michael McAndrew 2010 Michael McCallister 2010 PLANNING Alice Aguilar 2010 Modifications adam hyde 2010 Jack Aponte 2010 Michael McAndrew 2010 Michael McCallister 2010 CONFIGURING adam hyde 2010 Modifications Andy Oram 2010 David Greenberg 2010 EVERYDAY TASKS adam hyde 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 282 David Greenberg 2010 Mari Tilo
10. e Repeat for each unique case role For example to define a Case Coordinator relationship type Relationship Label A to B Case Coordinator is Relationship Label B to A Case Coordinator Contact Type A Individual Contact Type B Individual Again if you have a lot of entries the process of defining relationship types can be automated using the API lt require_once civicrm config php require_once CRM Core Config php require_once api v2 RelationshipType php read the API chapter to get more explanation types json_decode label_a_b Case Coordinator is label_b_a Case Coordinator contact_types_a Individual contact_types_b Individual label_a_b Benefit Specialist of label bai Benefits specialist contact_types_a Individual contact_types_b Individual 182 1 foreach types as type result civicrm_relationship_type_add get_object_vars type if civicrm_error result echo vn ERROR creating type else echo n Type type created gt result error_message Custom fields It is likely that you will want to collect structured data for some of the activity types you ve defined Custom fields are most often connected to a specific activity type For example in Employment Counselling cases you may want to define an activity type used to record client job skills Thi
11. Parent Team etc SENDING EMAILS CiviCRM will use the default From address defined here when sending automated emails If you ve already entered an email address in the Domain Information screen that address will be listed here as illustrated on the leftmost field of the following screenshot Label Value Description Order Default Reserved Enabled Client Services 2 Use this for 1 x No Yes lt clientservices example org gt all general emails When users send an email using CiviCRM their primary email address is used as the From address by default However they can also select one of the general email addresses defined here as an alternative Outbound email 50 If you are sending emails to contacts using CiviCRM you need to enter settings which allow CiviCRM to connect to your mail server Such emails include sending receipts to contributors sending confirmations to people registering for events and using CiviMail to send bulk mailings CiviCRM supports three different methods of connecting to a mail server mail the built in PHP mail function SMTP Simple Mail Transport Protocol and Sendmail Each method requires that you enter specific settings If you re unfamiliar with these terms or unsure of the correct values for these settings check with your system administrator ISP or hosting provider You should always send a test email after you enter or modify the settings Simply click Save and Send Test
12. adam hyde 2010 Andy Oram 2010 Josue Guillen 2010 Kyle Jaster 2010 Michael McAndrew 2010 INTRODUCTION Wes Morgan 2010 Modifications adam hyde 2010 Andy Oram 2010 Kyle Jaster 2010 Michael McAndrew 2010 Michael McCallister 2010 xavier dutoit 2010 REPORTS 285 Wes Morgan 2010 Modifications adam hyde 2010 Andy Oram 2010 Erik Hommel 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Michael McAndrew 2010 xavier dutoit 2010 TEMPLATES Wes Morgan 2010 Modifications adam hyde 2010 Andy Oram 2010 Josue Guillen 2010 Kyle Jaster 2010 Michael McAndrew 2010 Michael McCallister 2010 Sarah Gladstone 2010 xavier dutoit 2010 DEVELOPER TIPS Wes Morgan 2010 Modifications adam hyde 2010 Andy Oram 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Michael McAndrew 2010 xavier dutoit 2010 EXPORTING Kurund Jalmi 2010 Modifications adam hyde 2010 Alice Aguilar 2010 Andy Oram 2010 David Greenberg 2010 helen jamieson 2010 Michael McAndrew 2010 EVERYDAY TASKS xavier dutoit 2010 Modifications adam hyde 2010 Andy Oram 2010 David Greenberg 2010 Josue Guillen 2010 Michael McAndrew 2010 REAL WORLD EXAMPLES adam hyde 2009 2010 Modifications Andy Oram 2009 Brian Shaughnessy 2009 Cynthia Tarascio 2009 David Greenberg 2009 Eileen McNaughton 2009 helen jamieson 2010 jay maechtlen 2009 286 Mari Tilos 2009 2010 Michael Lenahan 2009 Michael McAndrew 2009 2010 Michael McCallist
13. e what the business goals of using CiviCRM are e how you will approach the initial development e what ongoing support you will need e the costs associated with hosting and your IT infrastructure e training and documentation e change management PEOPLE AND THE PROJECT TEAM Including a wide range of people that represent the different parts of your organisation will help with delivery of your project A mixture of management and day to day staff helps the team to keep an eye on the big picture as well as ensure that the project is ultimately useful to frontline staff You ll be exploring new territory with your CiviCRM installation and this can sometimes be stressful It might be helpful to share project management of the project with others who can give you a different perspective and moral support when you need it Managing a CiviCRM project will require a major time investment from people within your organisation even if you employ an external consultant Organisations often under estimate the amount of time that will be required from their staff in implementing an IT project such as training modifying existing processes and providing new or updated information to relevant people It s not something that can be tacked on to the end of an already busy schedule and this should be taken into consideration BUSINESS GOALS You should have a good idea of the business goals for implementing CiviCRM This could be something like reduce adm
14. for Dashboard in Other Settings Users with appropriate permissions will be able to add this report to their dashboard by clicking the Configure Your Dashboard button CiviCRM Home Configure Your Dashboard 200 45 EVERY DAY TASKS WITH REPORTS This chapter assumes that CiviReport is already configured and you are a user wanting to access reports that have been configured for you If you want to learn more about how to set up and configure reports read the section on configuring CiviReport VIEWING REPORTS To view a report 1 Click on the navigation menu Reports gt Report listing 2 All reports are listed on this page grouped by the component they report on 3 To view a report click on the report name Reports can also be configured to be directly accessible from navigation menus They would normally appear in the Reports menu but can be configured to appear in any menu For example an event report might appear in the Events menu When you open a report it will appear on screen as a table Some reports can also be viewed as a bar or pie chart When this is the case a dropdown menu will allow you to select the format you want View Add these Contacts to Group Amount USD Ps w ww a Si S 2 o o o o o As well as viewing reports on screen you can create a PDF version of either tables or graphs suitable for printing or emailing 201 Relationship Report Print Report Export to CSV Next
15. g 7 gg L ep Ge bhigh o E And occasionally they let us out for a bit 263 64 FREE SOFTWARE CiviCRM is Free Software this means it is developed by a community and licensed in a generous way so you can use it for free for whatever you want Free Software sometimes also referred to as Free and Open Source Software FLOSS FOSS Software Libre or Open Source is software that anyone can download share and significantly change in any way they want Practically speaking you might never want to change the software or even have a staff person who can read the source code the instructions written by programmers But the ability to change the software protects you in many ways e CiviCRM will not go away unlike non free software from some companies that gets abandoned if the company goes bankrupt or decides to discontinue specific product e The software can be used and customised free of charge e Nobody can suddenly take away features or change the terms under which you re allowed to use features e f an organisation wants a feature that CiviCRM doesn t provide the organisation can just hire someone to create it Of course the organisation can also submit a feature request to the CiviCRM team as with any software product e Similarly anyone can fix a bug error in the software if he or she has the skills to do so Because the source code is available clients can also find bugs more easily e Memb
16. 2010 Registering a Participant Manually Although CiviCRM helps alleviate data entry for event registration by allowing your constituents to register directly through your website a segment of your contacts will probably continue to register by mail phone or in person on site Your staff will then enter the registration information manually For example when a person calls the office to register for an event the staff person who takes the call can enter the person s name in the Quick search box select the contact from the results click the Events tab on the caller s contact record and add the person to the event The Events tab shown in the following screenshot displays a summary list of the contact s past event attendance and provides a link for registering the contact for a new event amp Ms Susan Jones a Summary Contributions 2 Pledges 0 Memberships 0 Events 1 Activities 4 Caseso Grants 0 Relationships 2 Groups 1 Notes 1 Tags 1 Change Log 5 This page lists all event registrations for Ms Susan Jones since inception Click Add Event Registration to register this contact for an event Click Submit Credit Card Event Registration to process a new New Registration on behalf of the participant using their credit card Add Event Registration L Submit Credit Card Event Registration Event Fee Amount v Registered Level Fall Single 50 00 February 15th Fundraiser 2011 Dinner participants There are
17. 43 PLANNING WITH CIVIREPORT This chapter explains some key ideas that are useful when planning your use of CiviReport It should be read by system administrators before they start to configure CiviReport for daily use It will also be useful for anyone who wants to better understand the thinking behind CiviReport Skip this chapter if you just want to look at specific reports that have already been configured by your administrator WHEN TO USE CIVIREPORT CiviReport grew out of the need for users to be able to easily display complex information about their data and to display answers to questions about this information in accessible ways It is useful when you need to repeatedly ask the same question or a set of similar questions about your data CiviReport can be used as a management tool in organisational planning and as an analysis tool for membership or donor development Tabular or graphical output can be produced and set up to email reports to specific people according to a schedule CiviReport might be overkill if you want to quickly find a set of contacts that match a certain criteria In this case you might consider using one of CiviCRM s search tools WHAT REPORTS ARE AVAILABLE When you think about it the number of questions a non profit might want to ask about their data is pretty much infinite The CiviCRM approach to solving this problem which is a familiar CiviCRM approach is to aim to cater for 90 of the scenarios and
18. FREE LIBRE OPEN SOURCE SOFTWARE Software that is licensed so as to guarantee the essential freedoms of users to its source code and reuse A combination of free software and open source software with libre added in to emphasise that software freedom is essentially a matter of rights not price FOSS Free and Open Source Software see FLOSS FORUM A web based online discussion tool see http forum civicrm org FREE SOFTWARE Software that is licensed so that you can use and distribute it without restriction CiviCRM is free software See also FLOSS FTP FILE TRANSFER PROTOCOL The FTP protocol is used for file transfers from one computer to another over the internet Many people use it for downloads and it can also be used to upload files to web servers A popular free and open source FTP client for Windows is FileZilla There are also web based FTP clients that you can use with a normal web browser like Firefox 271 FUNCTIONALITY The set of tasks that a piece of software can perform GEOCODING The process of finding associated geographic coordinates often expressed as latitude and longitude from other geographic data such as street addresses or zip codes postal codes GUI GRAPHICAL USER INTERFACE User interface offering windows icons mouse control multiple fonts and so on the normal way for non programmers to communicate with their computers The alternative to a GUI is a command line in
19. Jake created the illustrations and Trevor developed the concept of the civi logos as eyes Cover Art is CC BY SA CONTENT AND STRUCTURE This book aims to be a comprehensive guide to using CiviCRM for a wide range of audiences It covers core CiviCRM functionality and CiviCRM s components Both the book and the component specific sections of the book have the following structure e Introduction suitable for all readers e Planning should be read before configuring and using functionality e Configuration covers how to set up functionality for everyday use e Everyday tasks instructions on how to carry out every day tasks with CiviCRM CONTRIBUTING Like all other aspects of CiviCRM this book is a collaborative and community led project which you can contribute to and participate in Instructions on how to contribute are at the end of this book PLANNING 5 Is CiviCRM for You 6 Identifying Your Needs 7 Project management 16 5 IS CIVICRM FOR YOU This chapter will help you to decide whether CiviCRM is the right tool for your organisation CiviCRM is powerful software and has the potential to help your organisation reach its goals but it won t be the right choice for every organisation Here are some ways that you can find out whether CiviCRM is right for your organisation read the book Understanding CiviCRM you might be doing that right now play with a demonstration site install a test database talk to o
20. Merge Duplicate Contacts OFFLINE FUNDRAISING Organizations have plenty of offline opportunities to raise money You may pick up donations at events or Solicit donations via postal mailings For money raised through any of these offline activities your staff needs to enter the results manually There are three steps in offline fundraising creating your lists creating your mailings and manually entering contributions Creating your lists This process is fairly straightforward if you are familiar with CiviCRM s search capabilities 1 Create a list of records to receive your offline postal mail appeal this can be your entire database if you like If you want to later track the success of a mailing or if you are tracking who receives certain appeals it is recommended you save the search results as a group Later on you can mark everyone in that group as recipients of that appeal using the Record Activity for Contacts option under the actions menu 2 From a search whether a search of the groups members or of other criteria you will see an actions dropdown menu that allows you to among other things export the list as a CSV file Select all records or a subset using the checkboxes choose export and click Go 3 As you export to a CSV spreadsheet you can determine which fields you want to export to your spreadsheet and save the list of exported fields as an export mapping for future use By default CiviCRM will ex
21. Scan the tpl file for placeholder elements 3 Replace each placeholder element with the corresponding variable value 4 Send the resulting HTML to the web browser These are the most commonly used Smarty template elements e Name To display the value of a variable named Name e row Name To display the value of the attribute Name in the object Row e foreach from rows item row foreach To loop though all the items of the Rows array e literal JavaScript codef literal To indicate to Smarty the aren t smarty elements but JavaScript code enclose JavaScript between literal e Idelim rdelim is generating Useful if you have a simple JavaScript code that needs a lot of values from Smarty variables e include file CRM path to template tpl param1 xxx includes the result of the template tpl Some included files expect to have extra param e g parami Please read the Smarty documentation for more information 221 Tip To see what variables have been assigned to the template enable debug Administer gt Configure gt Global Settings gt Debugging and on any URL add amp smartyDebug 1 It opens a new browser window listing all the variables and values CiviCRM introduces some extra features to Smarty e ts Any text ts It will display the translated text if you don t use US English e crmURL p civicrm contact view q reset 1 amp cid row source_contact_id Generates the prop
22. You might assign some fields to events some fields to participants and some fields to participants at certain events or participants who take on certain roles such as speakers The scope of the custom field set is called its use Several types of uses are available to CiviEvent tools 121 e Events Event Type This use type applies to fields that are connected to the event itself or to a specific event type For example your organisation may host a series of training workshops and want to create a custom field to track six common topics covered by events You could create a checkbox style field with the list of topic options When creating an event using the Workshops type this field will be available Note that you are not required to select a specific event type Leaving the dropdown set to Any indicates the field is available to all events regardless of the type e Participants The Participant use type attaches to the actual registrant record For example you may want to know whether a registrant has any dietary restrictions and collect that information when they register e Participants Event Name This use type is identical to the Participants type with the exception that it allows you to assign a group of custom fields to a specific event Returning to the previous example you may find that the dietary restrictions field is relevant only to an upcoming full day workshop where lunch will be served but not to an afternoon wor
23. and click Send Your Message E This message is displayed to the participant at the top of the Tell a Friend form You may include HTML tags to add formatting or links geg Thought you might be interested in checking out this event I m planning on attending jlessage Provides the participant with suggested text for their personalized message to their friends Info Page Link A link to this Event Information page is automatically included in the email sent to friends If you ALSO want to include a link providing general information about your organization enter that link here e g http www example org Thank you Thanks for Spreading the Word Title Thank you Thanks for spreading the word about this event to your friends Message Your message thanking the participant for helping to spread the word You may include HTML tags to add formatting or links A Tell a friend activity record will be added to a participant s Activities tab each time he sends mail to his friends This allows you to track your most active supporters and engage them further The people who are emailed using this feature are also automatically added to CiviCRM as contacts This is the last step in creating an event Click Save and Done 130 Now that you have completed the creation of your event you should test it Returning to the Manage Events page you will see your recently created event listed with any others you have created From
24. contacts as newContact fields array_map _civicrm_mysql_real_escape_string array_keys newContact sqlFields implode fields values array_map _civicrm_mysql_real_escape_and_quote_string newContact sqlValues VALUES implode values construct the query and run it sql INSERT IGNORE INTO table sqlFields sqlValues db gt query sql 244 get the import tmp table name and return it result array result import_table_name table return result Another couple private helper functions we define function _civicrm_mysql_real_escape_and_quote_string string return _civicrm_mysql_real_escape_string string true function _civicrm_mysql_real_escape_string string quote false static dao null if dao dao new CRM_Core_DAO returnString quote dao gt escape string dao gt escape string return returnString And here s the Smarty template It should be saved in templates CRM Import Form SON tpl lt fieldset gt lt legend gt ts Upload JSON File ts lt legend gt lt table class form layout gt lt tr gt lt td class label gt form uploadFile label lt td gt lt td gt form uploadFile html lt br gt lt div class description gt ts File format must be JavaScript Object Notation JSON File must be UTF8 encoded if it
25. display 4 Scroll down to the Set Filters section You must select a filter to obtain results All your Groups and Smart Groups appear in the Group filter 5 Once you have set your filter s scroll down and click on Preview Report You are now seeing the report results but if you click on Print Preview you will see your walk list You can use your browser s Print Preview feature to see the walk list on a per page basis PRINTING A PHONE LIST CiviEngage offers a report that allows you to easily print phone lists for folks who are doing phone banks or other mass phoning activities 1 If you want to use Groups or Smart Groups to develop your phone list be sure to create the groups you want 2 Click on Reports gt Create Reports from Templates in the navigation menu 3 Click on the phone list report Choose the columns you want to display from the template screen 4 Scroll down to the Set Filters section You must select a filter in order to obtain results All your Groups and Smart Groups appear in the Group filter 5 Once you have set your filter s scroll down and click on Preview Report You are now seeing the results but if you click on Print Preview you will see your phone list You can now use your browser s Print Preview feature to see the phone list on a per page basis CREATE A CAMPAIGN SOURCE CODE In order to use CiviEngage effectively you need to create campaigns that you connect all your activities to
26. gt Last gt gt Records 1 50 of 151 Contact A Contact B Mrs Chris T Zope Sr Mr Sandy S Yadav Jr Mr Brzeczystaw I Parker Jr Mr Sandy S Yadav Jr Mrs Chris T Zone Sr Mr Bruce M Grant Jr If you want to perform further calculations on your report data you can output the data as comma separated variable CSV for import into a spreadsheet by clicking Export to CSV If you have the appropriate permissions you will be able to adjust the report criteria and settings when you view the report Read the section configuring reports for detailed information about how to do this REPORTS ON YOUR DASHBOARD Reports can be configured to appear on your dashboard the first page you see when you log in to CiviCRM You can configure this yourself although not all reports may be available to put on your dashboard CiviCRM Home a Configure Your Dashboard gt Refresh Dashboard Data Donor Report Summary x Event Income Report Summary x 1 500 Monthly Contribution Summary Event Summary 1 200 Rae forest Amount USO LSC Month It huec 3 Serer Sois 2 To display specific reports on your dashboard 1 Click on Configure Your Dashboard from your dashboard i e CiviCRM home 2 Select a report from the list of available reports 3 Drag the report onto your dashboard CiviCRM Home a Available dashboard elements dashiets are displayed in the dark gray top bar Drag and drop dashiets onto the left or right c
27. gt gt Cancel Note that if you add new data columns in your spreadsheet and do not position the columns AFTER the columns you previously mapped you then can t use the saved mapping and will have to map all your import fields again Once you ve mapped your fields you can decide if you want to keep the original saved mapping unchanged or check the box to Update this field mapping to include the new field mappings Step 3 Preview 84 This screen previews the results of importing your data reports the number of rows to be imported and allows you to double check your field matches If some of the rows in your spreadsheet contain data that doesn t match CiviCRM s requirements for one or more fields you ll see an error message with a count of the invalid rows see the screenshot below Click the Download Errors link and review the errors reported in the downloaded file so you can fix them before doing the import Preview step 3 of 4 Total Rows 6 Total number of rows in the imported data Rows with 6 Rows with invalid data in one or more fields for example invalid email address Errors formatting These rows will be skipped not imported Download Errors Valid Rows 0 Total rows to be imported At the bottom of the form you can choose to add the contacts to an existing group import to a new group create a new tag or tag imported records Adding imported records to a separate group is s
28. members constituents clients or some other term Many organisations make the mistake of not thinking about who their contacts actually are Spend some time identifying all the people involved with your organisation What different types of people do you interact with and how do they differ from each other The better you understand them and their interactions with your organisation the better you can model them in CiviCRM Anecdotal or systematic feedback from your contacts may be useful here TAKE ADVANTAGE OF INSTITUTIONAL KNOWLEDGE In thinking about your contacts and their interactions with your organisation talk to your co workers including those who have been around the longest and those who have just joined Talk to as many people as possible to get a complete picture of their interactions with all kinds of contacts As well as talking to people look at your organisation s data repositories your databases spreadsheets file servers address books and any existing stored information you may have that can help you understand who your contacts are and how they interact with your organisation MAP YOUR NEEDS TO CIVICRM CiviCRM has been designed to be flexible and adaptable based on feedback from many different non profits but it may not map exactly to the ways that your organisation currently works Doing things the CiviCRM way could mean adapting your workflow and adopting best practice in non profit technology Be pragmatic a
29. reference offset 2 and finally a Follow up three days later Case Roles this section lists the types of people who are involved in the case in some way Roles listed here will be automatically created when the case is opened One role is marked as creator This role is automatically assigned to the person who created the case After the case is opened users with access to the case can assign the remaining roles to contacts as appropriate You may also mark one of the roles as the case manager The case manager s name will be displayed prominently in case listings and reports Here s a simple example of case roles for a Housing Support case lt CaseRoles gt lt RelationshipType gt lt name gt Homeless Services Coordinator lt name gt lt creator gt 1 lt creator gt lt manager gt 1 lt manager gt lt RelationshipType gt lt RelationshipType gt lt name gt Health Services Coordinator lt name gt lt RelationshipType gt lt RelationshipType gt lt name gt Benefits Specialist lt name gt lt RelationshipType gt lt CaseRoles gt 180 In this example there are three case roles The Homeless Service Coordinator is both the creator and manager of these cases In addition a Health Services Coordinator and a Benefits Specialist role are created when the case is opened Refer to the detailed configuration documentation on the wiki for more detailed explanations of each element in the XML file http wiki civicrm org co
30. such as the introductory section for your online contribution pages You can choose either CKEditor or TinyMCE It s a good idea to try out both and see which is more comfortable for you and your users e Individual Display Name Display name format for individual contact display names e Individual Sort Name Sort Name format for individual contact sort names ADDRESS SETTINGS CiviCRM allows you to modify the default fields for adding and editing contact and event address data You can also change the address field layout used for screen display and mailing labels Review the out of the box defaults by adding a new contact record and noting the address fields provided on the form Save the record and note the order in which the fields are displayed on the Contact Summary screen If you plan on generating mailing labels for contacts review the label layout select Mailing Labels from the actions drop down after doing a search using the Find Contacts menu option 47 After reviewing the default fields and layouts review the Address Settings screen and make changes as needed e Mailing Labels Controls formatting of mailing labels here The default format is contact addressee contact street_address contact supplemental_address_1 contact supplemental_address_2 contact cityH Hcontact state province Hcontact postal_code contact country You must include the contact addressee token here in order to include the name of the a
31. table DATA SOURCE API The data source API is essentially a set of functions you should implement in a new PHP class Many software developers refer to this as an interface or protocol The abstract class that defines this interface is located in CRM Import DataSource php You should also look at the CRM Import DataSource CSV php file because this implements the interface for the CSV import feature Here are the functions you will implement and what they should do getInfo should return an array with the title of your data source plugin 242 preProcess amp form if you need to set anything up before the form is displayed this iss the place to do it buildQuickForm amp form here you should build a form snippet that asks the user for the appropriate information to access the incoming data postProcess amp params amp db this is where you dump the incoming data into the database table After defining your import data source you need a new Smarty template to create your form snippet This is pretty specific to the type of import data source you re defining Let s look at an example of a real custom data source EXAMPLE DATA SOURCE This example of a custom import data source reads a JSON file and imports its contents as new contacts This file should be named JSON php and be added to the CRM Import DataSource directory lt php My awesome JSON importer of dubious utility and efficiency but s
32. test if objectName Individual amp amp op edit Your hook Pitfalls of hooks Because you have little control over what CiviCRM passes to your hook function it is very helpful to look inside those objects especially objectRef to make sure you re getting what you expect A good debugger is indispensable here See the Developer Tips amp Tricks chapter at the end of this section for more information on setting up a debugger for your development environment EXAMPLES OF USING HOOKS Some example hooks follow Consult the hooks reference documentation on the CiviCRM wiki to see the full extent of what you can do http wiki civicrm org confluence display CRMDOC CiviCRM hook specification In all of these examples you ll put the code we provide into your myhooks module file if using Drupal or the civicrmHooks php file if using Joomla Be sure to upload the file after each change to the appropriate location on your server to see the new code take effect Additionally if you are using Drupal and add a new hook to an existing module you will need to clear the cache for the hook to start operating One way of doing this is by visiting the page Admin gt Build gt Modules Sending an email message when a contact in a particular group is edited In order to have CiviCRM tell you when a contact is edited define the civicrm_pre hook This lets you see the incoming edits as well as the values of the existing r
33. then click Add to Group 5 If you are creating a new group enter a Group Name You can also optionally enter a Description and or select a Group Type refer to the Tags and Groups chapter of this manual for more information on Groups and Group Types When finished click Add to Group 6 You should see a message stating that the number of participants that you selected have been added to the group 7 Click Done to return to your search results CREATING SMART GROUPS Smart group are useful in many different situations They are often used to assist organisational workflows For instance when you find yourself doing the same search over and over on your contacts you can save the search as a smart group Whenever you select that group CiviCRM will run the search and display the results Any new contacts that meet the search criteria will be added to the group and contacts that no longer meet the criteria will be removed from the group Smart groups can be created from the search results generated by any of the search forms For example you can create a smart group of all donors who have not yet been sent a thank you letter As you send your letters the donors receiving them will automatically leave the smart group allowing you to always have an accurate list to work from To create this smart group 1 Go to Search gt Find Contacts gt Advanced Search 2 Scroll down to the Contributions section and click on Contributions Che
34. x Activities Px 1 500 Monthly Contribution Summa Phone how was josue progressivetech org Yadav ZA Call the John meeting amp 900 a 2 ss 600 E S Membership Report Summary Px lt 300 0 E E f Beginning Type Count Pay Mar 209g Pr 2005 4 2009 Oct 2009 N Month March 2009 Student 1 0 00 SubTotal 1 0 00 EH ER April 2009 General 1 0 00 You can add these dashlets to your CiviCRM dashboard by clicking the Configure Your Dashboard button You will see a list of dashlets that can be dragged into the right or left column of your dashboard 54 CiviCRM Home 8 Available dashboard elements dashlets are displayed in the dark gray top bar Drag and drop dashlets onto the left or right columns below to add them to your dashboard Changes are automatically saved Click Done to return to the normal dashboard view Available Dashlets Left Column Right Column Activities Membership Report Summary Access Keys Clicking the Done button will allow you to save the dashlets to your dashboard From now on you will see updates to the status of your dashlets every time you log in if you d like to check and see any changes that have occurred more recently you can always click Refresh Dashboard Data this will reload each dashlet and pull in any new information Almost any CiviCRM report can be made available as a dashlet Select a report from Reports gt Create Reports from Templates Update the repor
35. API function that you want to use in your PHP code a template or via the REST interface you can use the Ajax interface to figure out the right parameters For instance if you want to fetch all the tags of a contact method civicrm_entity_tag get log in to CiviCRM and then paste this URL into your browser http example org civicrm ajax rest fnName civicrm entity_tag get amp json 1 It should return is_error 1 error_message entity_id is a required field So you add the entity_id which should be the contact id in this case Now try this one http example org civicrm ajax rest fnName civicrm entity_tag get amp json 1 amp entity_id 1 which returns tag_id 4 tag_id 3 tag_id 1 tag_id 14 You can also now see the format of the returned data This should give you a good idea of how to use this API function in other contexts Autocomplete and search contacts If you create a profile for individual contacts that contains the current employer you might want to add an autocomplete on that field such as you have on the normal contact edit form When a user starts to type the name of the current employer the system will attempt to autocomplete the name from your database of organisation contacts For security reasons the Ajax interface is restricted to users who have access to CiviCRM otherwise it would be fairly easy for anyone to download all the contacts you have in your database So that
36. CiviCRM gt Option Lists gt Activity Types The ability to define custom activity types and extend them with custom fields provides a powerful tool for tracking a wide variety of organisation activities For example you could choose to track activities such as press releases press conferences site visits or voluntary work Activities are a great way to store interactions that happen at a specific time or that link specific people If it is important for you to know who at your organisation carried out a task then record it as an activity Another advantage of activities is that they record when something has happened which is useful if you need to report on the volume of activities performed during a specific time period You can record an activity between a given contact and multiple other contacts by adding as many contacts as you like in the With Contact field on the Add Activity form Activities usually have their status set to Completed or Scheduled however you may add other types of activity status as appropriate for your organisation Summary Contributions 0 Membershipso Events 1 Activities 3 Caseso Relationships2 G Notes o Tags 0 Change Log 3 Voter Info o Grassroots Info 1 School Information 0 new activity zi Activities Event Rain forest kurund April Completed View Fil Registration Cup Youth access co in 26th Soccer 2010 Tournament 12 19 December PM 27th 2009 7 00 AM Attendee Registered Print PDF josue
37. Feature requests and suggestions e Projects in internationalisation and localisation e Showcasing success stories and case studies e Conversations around modifying and extending CiviCRM e Coordination of testing e Obtaining or providing professional services Registration for the forums is completely free and most of the boards are very active with frequent new posts and responses Another great source of support and discussion is Internet Relay Chat IRC The civicrm IRC channel is hosted by Freenode at irc freenode net You can access the channel using an IRC client a program that you run on your computer or through the web interface at http webchat freenode net Enter civicrm in the Channels field and a nickname of your choosing in the Nickname field For more information on using IRC check out the IRC section of the Drupal website http drupal org irc Although the information is targeted to the Drupal community it can also be useful for CiviCRM users especially because the Drupal IRC channels are also hosted on Freenode You ll hopefully find that both the forums and the IRC channel are great sources for help support and good ideas That s all attributable to the good will and generous efforts of people like you Everyone who visits the forums and the channel is encouraged to give back to the community by responding to questions and requests for help and contributing their own ideas and feedback to the conversations And si
38. Lifetime 0 0 0 0 Totals D 0 0 D all types All of the summary numbers are hot linked Simply click on one to drill down and view a list of members who have joined or renewed over the last two months or the year to date or who are considered current according to the membership status definitions SEARCHING FOR MEMBERS The Find Members page displays a series of searchable fields to help you segment and locate membership records It is important to note that searching with this tool will display a list of membership records So if a certain contact has multiple membership records meeting your search criteria multiple records will be displayed for that contact This contrasts with the advanced contact search tool which displays one row per contact i e there would be no duplicate listed even if a contact had two membership records meeting the search criteria Toward the bottom half of the form are a series of date range fields The left column indicates the From value and the right column the To value so you can narrow down searches to activities that take place between two particular dates If you are interested in membership records before a certain date use only the To field Conversely if you are interested in membership records after a certain date select only the From field The top of the search result set includes a shaded block with tools letting you take action on all records in the result set or on those s
39. MS Mr Individual Prefix H First Paula Peter First Name Hi Name Middle A William Middle Name zj Name Last Smarts Smarts Last Name z Name Nick Pete Nick Name S Name Email psmarts gmail com petesmarts gmail com Email z Home H The matching CiviCRM fields include standard CiviCRM data such as First Name and Last Name as well as any custom data fields that have been configured for use with contact records on your site Match the fields by clicking the dropdown list and selecting the appropriate data For example if the heading of the second column in your input is Surname you should choose Last Name as your Matching CiviCRM Field Select do not import for any columns in the import file that you don t want to import into CiviCRM If you have a saved mapping for a specific set of spreadsheet columns and your spreadsheet layout has changed for instance you need to import additional fields so you add the appropriate columns of data in the spreadsheet you can modify and save the field mapping One tip to ease the mapping process when you need to import additional fields is to place the additional columns of data in your import spreadsheet to the right of the columns you ve previously mapped in CiviCRM This allows you to use the existing saved field mapping to map the initial import fields and then continue mapping the new data fields M Save this field mapping Name Student Description Student lt lt Previous Continue
40. Party has more than 50 branches around the country and contest elections across all 67 electorates in the last election Prior to adopting CiviCRM the Party and its parliamentary units employed a range of systems for managing members donations contacts campaigning media and advocacy The Green Party policy states e Development of IT must be socially responsible and sustainable e The use of free and open source software should be encouraged What They Did CiviCRM was adopted by the Party in 2007 version 1 7 with a switch to Drupal as a parallel project This was inspired in part by work done by the Canadian Greens on developing a voter canvassing module for Drupal A Party database was set up using CiviCRM and online donations memberships and event registrations were instigated The Greens have over 100 different issues that they generate media releases about These were reconstructed as a check box custom data field and Smart Groups were built for each of these for use when sending out media releases via CiviMail 10 The highly complex access control requirements of the party necessitated the development of an alternative approach to the use of ACLs Access Control Lists in order to provide a more easily managed highly granular system This approach has now been incorporated as a hook something that can be utilised by developers to extend CiviCRM into the core code For the 2008 election campaign a look up function was
41. Prefix Piret Name Middie Name Mr Janne La Current Employer Job title d 2 Cisco Systems 12914632 Compasspoint 27327894 Compasspoint 67069814 Compumentor 98036689 Eastmont Computing Center Eastmont Computing Center 12790798 On Hold LA Phone gt Inner City Arts Red Cross 80835290 Yahoo M 4 After the organisation s full name is entered in the Current Employer field either press the Enter key or click the Save button If the organisation is a pre existing contact an Employee Employer relationship will be created between the individual and the organisation If the organisation does not already exist a new organisation contact will be created and the relationship will be created between the individual and the organisation You can click on the Relationships tab to view your newly created relationship Employee of and see any existing relationships 97 Your Individual contact record has been saved Contact Dashboard amp Print Summary Summary Contributions o Membershipso Events 3 Activities 113 Caseso Relationships 6 Notes 1 Tags0 Change Log 1 Add Relationship Current Relationships Child of Adams El Paso TX 87S Pat Child of Patel Springfield IL 58C Amar Sibling of Grant North MA grantjustin aol co uk Justin Dartmouth Employee of Cisco Plattsburg MO 12 Systems Household Alice Mundelein IL 317 Member of Patel s ADDING CONTACTS TO ORGANISATIONS S
42. Relationships 2 Groups 1 Notes Tags1 Change Logs Click Record Contribution Check Cash EFT to record a new contribution received from this contact Click Submit Credit Card Contribution to process a new contribution on behalf of the contributor using their credit card Record Contribution Check Cash EFT Submit Credit Card Contribution Amount Type Source vy Received Thank you Status Premium Sent 50 00 Event Fall Fundraiser February Completed View Edit Delete Fee Dinner Offline 15th 2011 registration by 12 00 AM dave civicrm org MEMBERSHIP 29 What is CiviMember 30 Planning 31 Configuration 32 Everyday tasks 145 29 WHAT IS CIVIMEMBER CiviMember allows you to track and manage membership for one or more organisations You can define different membership types for each organisation CiviCRM provides tools to track contacts through the membership cycle and handles membership renewals A central aim of CiviMember much like other CiviCRM components is to automate membership administration as much as possible REAL WORLD SCENARIOS The Atlantis State Public Transit Association ASPTA is a useful case study to learn from when deciding how to manage membership They have four membership categories e Regular Members Public transit systems There are three tiered dues levels within this category based on the size of the system Membership is organization based and all employees receive acces
43. Save to record the field and return to the field listing for your current custom field set or click Save and New to save the field and begin defining a new field You can view a listing of all the custom fields in a custom field set at any time by navigating to Administer gt Customize gt Custom Data and clicking View and Edit Custom Fields With the exception of the data and input field type selection all of the configuration options may be modified after your initial creation of the field You may also find it useful to preview your custom fields as well as the whole set of custom fields as you are defining them This is particularly useful for checking the layout of radio button and check box fields with a large number of choices Custom Data Field Field Label Data and Input Field Alphanumeric P Text D Type Saec the type Database field length 255 Order Weight controls the order in which fields are displayed in a group Enter a positive or negative intege Default Value Field Pre Help GHG F7 Required Is this Field Searchable Can you search on this field in the Advanced and component search forms NOTE This feature is available t sstom fields used for Contacts individuals organizations and househoulds Contributions Pledges Memberships Event Participants Activities and Relationships Active M View Only Is this field set by PHP code via a custom hook This field will not be updated by CiviCRM Sa
44. Shaughnessy 2009 Cynthia Tarascio 2009 David Greenberg 2010 Eileen McNaughton 2009 Kurund Jalmi 2010 Kyle Jaster 2010 Mari Tilos 2009 Michael Lenahan 2009 Michael McAndrew 2009 2010 Michal Mach 2009 Tony Guzman 2009 PLANNING adam hyde 2009 2010 Modifications Andy Oram 2010 Brian Shaughnessy 2009 Eileen McNaughton 2009 Joe Murray 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Mari Tilos 2009 Michael McAndrew 2009 2010 TWikiGuest 2009 Tony Guzman 2009 289 ORGANISATIONAL ANALYSIS adam hyde 2009 2010 Modifications Alan Schacter 2009 Andy Oram 2009 2010 Cynthia Tarascio 2009 Eileen McNaughton 2009 helen jamieson 2010 Janet Swisher 2009 Mari Tilos 2010 Michael Lenahan 2009 Michael McAndrew 2009 2010 Michal Mach 2009 Peter Davis 2009 Phil Mocek 2010 Tony Guzman 2009 PLANNING xavier dutoit 2010 Modifications adam hyde 2010 Andy Oram 2010 Josue Guillen 2010 Michael McAndrew 2010 TWikiGuest 2010 PROJECT MANAGEMENT adam hyde 2009 2010 Modifications Alan Schacter 2009 Andy Oram 2009 2010 Cynthia Tarascio 2009 David Greenberg 2009 Eileen McNaughton 2009 Erik Hommel 2010 helen jamieson 2010 Jack Aponte 2010 Janet Swisher 2009 Joe Murray 2010 Mari Tilos 2009 2010 Michael Lenahan 2009 Michael McAndrew 2009 2010 Michal Mach 2009 Peter Davis 2009 Tony Guzman 2009 SEARCHING adam hyde 2009 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 David Gree
45. Tags tab for contacts This is a tokenising autocomplete field as you begin to type CiviCRM looks for matching tags in this tag set and displays any matches below the field You can select an existing tag or create a new one by typing the entire tag and pressing the Enter key The tag will then appear within the field in a box Clicking on the X will untag the entity contact case or activity that you are editing Tags created within a tag set can be viewed and edited from the normal Contacts gt Manage Tags Categories list However tags created within a tag set will only be available within that particular tag set TAGS OR GROUPS This is a common question on any project and the philosophy described in the introduction of this chapter is a guideline but rules might need to be bent based on how you intend to use your contact segmentation One interesting benefit of having both groups and tags is that you can perform more refined searches using AND and OR For instance if you have journalists volunteers and members as groups and use tags to identify topics of interests such as development art and history you can find all the journalists who are interested in art or development all the volunteers or members that are interested in history or any other combination Beside that groups have some features that tags don t e Groups are integrated into several other CiviCRM functions most notably CiviMail e Contacts can be added t
46. These varied and diverse offerings are crucial to the continued success of CiviCRM but they can move the project forward only if they find their way back into the public stream of discussion and collaboration This chapter is a guide to finding and engaging in the community of people who are working together to make CiviCRM what it is and what it will become FINDING THE COMMUNITY ONLINE As might be expected of a web based software project much of the CiviCRM community s activity occurs online This means that if you have access to the Internet you also have access to and can participate in the CiviCRM community regardless of where you live or work English is the predominant language for discussion and contributions The CiviCRM website itself http civicrm org is a good starting point for exploring and participating in the community In addition to general information about getting and using CiviCRM you ll find blog posts from community members announcements about upcoming events and a Participate section http civicrm org participate that lists and links to many of the resources described below The CiviCRM Forums http forum civicrm org are a central location for CiviCRM discussion and support The forums are divided into topical boards for e Asking general questions e Getting technical support for installing upgrading configuring using and customizing CiviCRM e Discussing and providing feedback on documentation e
47. Type to create a new category for your events Event Type Options D Use Event Types to categorize your events Event feeds can be filtered by Event Type and participant searches can use Event Type as a criteria Order Conference 1 LA No Yes Edit Disable Delete Exhibition 2 fas No Yes Edit Disable Delete Fundraiser 3 L Ae No Yes Edit Disable Delete Meeting 4 D t 4 No Yes Edit Disable Delete Performance 5 gt t 4 No Yes Edit Disable Delete Workshop 6 Ft No Yes Edit Disable Delete Add Event Type Participant Roles When an individual registers for an event he or she will be assigned a participant role This field helps you segment your participants into meaningful categories based on their involvement in the event such as attendee volunteer speaker or staff attendee is the default role You can also define custom fields and assign them to a specific role which can be helpful when you need to collect certain information relevant only to speakers or another role When creating a registration page for inclusion on your website you will select a default participant role which will be assigned to all online registrants You can search for participants matching particular roles using the Find Participants and Advanced Search screens 119 Navigate to Administer gt CiviEvent gt Participant Roles to review the default list shown in the following screenshot You can modify participant role labels by clicking Edit on any
48. Your Contacts 19 Postal Mail Communications 20 Everyday Tasks 52 12 MENU AND DASHBOARD This chapter gives an overview of CiviCRM s dashboard it s home page and the navigation menu available for people working in CiviCRM THE NAVIGATION MENU The navigation menu is a small bar at the top of every back office page of CiviCRM a Home Sear Contacts Contributions Events Mailings It provides access to nearly every function of CiviCRM and is broadly organised into headings by individual CiviComponents such as Contributions Events and Mailings with a few exceptions for Search and Administer both of which cover all of the enabled CiviComponents Contacts Contributions Events Mailings Memberships Find Contacts Find Contacts Advanced Search Full text Search Search Builder be x Activities Find Contributions Find Mailings mmary Ty H Find Members Find Participants vs was Find Activities Ss Custom Searches The menu also features a Quick search field for finding contacts Typing any part of a contact s name or email address into the Quick search field will pull down a list of possible matches that you can click on to go directly to the contact s summary page Fraddie Samuels s home Jones Sam 46367897 Jones Sam Parker Sandy Sam Samuels s home 39694937 Samuels Bill 68842635 Samuels Fraddie Samuels Milan You can modify the navigation menu by going to A
49. a note to this contact or record a new contribution meeting or other activity amp Ms Susan Jones Send an Email Add Contribution amp Print Summary Meeting Register for Event 2 vCard Phone Call Add Pledge Contact Dashboard Print PDF Letter Add Membership Interview Add Case Add Grant Add Relationship Add Note Some of the activities you can perform here are e To change any information about this contact go to the editing screen by clicking the Edit button There is also a button to Delete the contact e Click Print Summary to go to a print friendly view of this contact s information ready for printing e The vCard link will import the contact s details into your email client don t do this if you want your emails to this person to be recorded in CiviCRM e Click Contact Dashboard to access the the screen that allows users to view and modify their own group subscriptions and see the history of their own contributions memberships and event registrations If you re using CiviCRM in conjunction with Drupal or Joomla you may also see a link to View User Record This link is shown when the contact is a registered user of your site It links to a CMS specific User Account screen 57 CONTACT TABS A list of tabs underneath the Actions Ribbon break up the contact s information into related chunks We will cover the contact summary tab here in some depth and then look at other tabs that may be available to you depend
50. activity in that case Click Manage Case when you want to work on a number of tasks within a case or to change the status of the case print a case report or view case roles To add a new case from the Case Dashboard click the Add Case button at the top left of the content area FINDING CASES You can search for cases by clicking on Find Cases under Search or under Cases in the menu bar at the top of the CiviCRM screen The Cases search form gives you a number of options You can search by each option individually or combine them for further filtering You can search by e Client s name or email address Type characters from the name or email address into the Client name or email input field Type or types of cases Checking the case types that you would like to filter by Case status Selecting a status from the dropdown menu All cases or your cases if unselected the default is to filter by your cases Deleted cases Click the Deleted cases checkbox e o o 185 If you make selections in multiple criteria e g adding a client name checking off a case type and selecting all cases the search criteria will be combined so that the results must fulfill at least one requirement in each set of criteria in other words the criteria sets are ANDed In contrast making multiple selections within one set of criteria e g checking two case types will ensure that the returned results fulfill at least one of the selections i
51. activity type defined in your case configuration files Alternatively if you have a lot of entries you may prefer to use the API to write a simple programme to automatically create all the activity types lt require_once civicrm config php require_once CRM Core Config php require_once api v2 ActivityType php read the API chapter to get more explanation componentCase 7 types array Medical evaluation Secure temporary housing foreach types as type param array label gt type description gt Example of Type component_id gt componentCase is_reserved gt false is_active gt 1 weight gt 1 result civicrm_activity_type_create param if civicrm_error result echo n ERROR creating type result error_message else echo n Type type created KE Case roles You will need to define relationship types for any case roles you ve defined in your case configuration files Examples might include Intake Coordinator Employment Counsellor Housing Advocate etc e Administer CiviCRM gt Option Lists gt Relationship Types e Click New Relationship Type When completing the form fields define the relationship using the client as Contact A and the service provider as Contact B The Relationship Label B to A value should match the text entered for the RelationshipType lt name gt element in your case configuration files Click Save
52. amp Chart Layout Table Layout Manage Contribution Pages Add Contribution Page Period Total Amount Current Month To Date n a view details Current Fiscal Year To Date 1 650 00 8 view details Cumulative 1 650 00 8 view details since inception Recent Contributions Name Amount Type Source Received Thank Sent amp diaz 50 00 Donation Student April 27th larry Membership 2010 Offline membership signup by miller yahoo com amp Grant 50 00 Donation Student April 27th Paula Membership 2010 Offline membership signup by miller yahoo com amp Jameson 50 00 Donation Student April 27th Charles Membership 2010 Offline membership You can also view bar or pie charts to compare contribution totals across months of a given year and across years by clicking on the Chart Layout tab 112 By Year 2010 FINDING CONTRIBUTIONS Use this screen to find contributions made to your organisation To View the Find Contributions screen 1 Click the Contributions Tab 2 Select Find Contributions Find Contributions EN C Completed _ Pending _ Cancelled Failed Contributor Name or Email Contribution Dates From To El dear vi clear Contribution Amounts Contribution Status From To Paid By Check Number Transaction ID select v O Receipt not sent O Thank you date not set Contribut
53. an Organic Group is deleted the CiviCRM group is also deleted However the reverse of each of this situations is not true a contact added to the CiviCRM group will not appear in the Drupal Organic Group a contact removed from the CiviCRM group will still remain in the Drupal Organic Group and if you delete the CiviCRM group the Drupal Organic Group will still remain Therefore this integration is meant to be used when you administer the group from the Drupal side TAGS Tags are used to categorise contacts activities and cases in CiviCRM You can create as many tags as needed to classify the contacts in your database though it is advisable to avoid duplicating existing tags or adding too many tags that aren t really necessary It can be useful to create a standard process for creating and using tags within your organisation to avoid these problems Viewing creating and editing tags To view tags go to Contacts gt Manage Tags Categories in the navigation menu A tag can be edited or deleted using the respective links in its row New tags can be created by clicking the Add Tag button on the Manage Tags Categories screen or by going to Contacts gt New Tag in the navigation menu Ce Tags Tag Government 3 Any gover tal entity Contact Edit Delete Entity Topics of interest 17 Contacts Activities wi Edit D Each tag should have a clear and unique name and an explanatory description to help users understand the tag s purp
54. and use it to receive the bounced emails You will have to set filters in this account so it doesn t discard as spam all the bounced email it will receive Adding the account on CiviMail Once you have created your email account to receive the bounces you need to set up CiviMail so it knows how to read it Administer gt CiviMail gt Mail accounts as the default email address Specify the mail server username and password you used when creating the account If your mail server supports it specify IMAP and SLL otherwise POP You can leave the return path empty The email domain is the one for your email address example org The local part is the account you created with appended e g return Check the default checkbox If not in Civicrm 3 2 5 Clvimail will ignore this information construct a Return Path lacking a domain generating a 501 error recipient is not recognized from SMTP e e e e e e Once this mailbox is configured you will need to configure CiviMail to empty it read all these bounced messages and identify the related bounced contacts This is performed by the bin EmailProcessor php program We recommend testing the bounce process by running this program directly before setting up CiviCRM to process the bounced email messages automatically For instance try entering the following URL into a browser to test the program substituting the details for your invisible email account http example org sites a
55. another server via http calls as a Smarty function to add data to templates from drush on the command line for Drupal installations HFH Tip When using the API be sure to verify the proper name of each parameter which parameters are mandatory and the structure of the resulting array The easiest way to test the API is to make AJAX calls from a test web page See the AJAX section below for more information 231 It s not really REST but it s not SOAP either It doesn t work for many API functions because it assumes a certain level of standardisation that just isn t in place yet as of version 3 2 Test test test if you use the REST REST REST interface and don t hesitate to file bugs when things don t work the way they should CALLING THE API AS A PHP FUNCTION If you write custom code that is going to run within the same environment as CiviCRM calling the API as a PHP function is the recommended way of modifying or fetching data You will see examples of API calls throughout the developer documentation For example you could create several tags from a script rather than doing it manually from the CiviCRM admin page The code below shows you how to do it using the API Following the API convention described above the function to call is civicrm_tag_create The input parameters are name description parent_id lt php require_once civicrm config php require_once CRM Core Config php require_once api v
56. around to ensure that the desired location becomes the Primary Location You may also need to split your import so that some records have one type of record as their Primary Location while others have a different one 81 e If you are importing data into multi choice e g check box or radio button custom fields your data source can use either the label what s visible to the user in the CiviCRM front end or the value what s actually stored in the database for that choice CiviCRM will recognise it and import it appropriately When importing into multi choice core data fields you can specify only the value s in your data source not the label e f you are updating multiple choice options new values will replace the entire field For example if you update the value of the Colors field to be orange for a contact that currently has Colors set to blue the result will be that Colors is set to orange not orange and blue e Make sure your data source uses an accepted date format and that you select the same date format on the Choose Data Source screen of the import wizard e Make sure any name prefixes and suffixes you use have been set up in the administration interface go to Administer gt Option Lists in the navigation menu e f you plan to do additional imports of related data that s associated with your contact data e g contribution data event participation data membership data you can make things easier by ensuring that yo
57. at your old data standardising how different elements of contacts records are stored e g are states entered as NY or New York and deleting obvious duplicates accidental entries outdated information and corrupted records For many US based organisations an important element of cleaning your data is standardising addresses to conform to the conventions defined by the United States Postal Service s Standards for Addresses Standardising how addresses are entered into CiviCRM will allow for more accurate search results when searching by address as CiviCRM can parse addresses based on the USPS standards if you choose to do so To find out more about how Address Parsing is handled and used in CiviCRM refer to the Installation chapter of the Configuration section of this manual When adding or editing contacts you will enter and edit such address elements as street number street name and Apt Unit Suite number according to these standards To find out more details about the USPS Standards for addresses refer to their Publication 28 at http pe usps com text pub28 welcome htm or http pe usps com cpim ft p pubs Pub28 pub28 pdf for the pdf version PREPARING TO IMPORT DATA Importing data requires considerable attention and care so we ll present some concepts here that you should know before you start your first import You can import both core and custom data for contacts as well as data for event attendance activities members
58. business process at SHS can now take advantage of their full constituent database and business activities are easily coordinated More importantly SHS is now in the process of taking manual business processes such as volunteer coordination and moving them to CiviCRM New campaigns are now being planned and executed which would previously have been impossible or prohibitively expensive GROWING SATISFACTION The New York State Nursery Landscape Association NYSNLA is a member based association providing resources and advocacy support for nursery and landscape professionals throughout New York State The organisation seeks to advance the interests of New York State s nursery and landscape businesses and professionals by promoting sound business practices expanding state and local markets and exercising leadership in the development of sustainable communities Prior to migrating to CiviCRM the Association went through several iterations of member management solutions beginning with a series of spreadsheet documents and later moving to a Microsoft Access database The move to CiviCRM was prompted by the desire to consolidate data provide members real time access to contact details and to create a searchable member directory to website visitors who may be looking for a nursery or landscape professional What They Did Working with a CiviCRM consultant NYSNLA began the process of analysing the structure and content of their existing databas
59. but if you can t find the person you re looking for you must add her as a contact first navigate to Contacts gt New Individual Each assigned case role has mail edit and delete icons under the Email and Actions columns You can email contacts with roles in the case or modify their relationships to the case Change the case role by clicking the edit icon or delete a case role by clicking the delete icon Emails that you send from here are automatically added to the list of case activities in the proper sequence This provides an audit trail of case related communications and ensures that the case story is complete FINDING ACTIVITIES WITHIN A CASE 188 You may need to find a specific activity within a case for reference or modification To view the activities in the case scroll down to the Case Activities section and click it to open it if it s closed In the default view scheduled activities are listed first sorted by date followed by completed activities Click on the column headers to sort by a specific column for example by activity type You can filter the activities if there is a large number of activities or if you d like to restrict the view to activities of a certain type for example to see all of the Follow up activities that have been performed for this case Click the Search Filters accordion button which opens a form see screenshot that allows you to filter by e Reporter Role e Activity Status e Acti
60. choosing which fields to export When selecting which fields to export you may save the mapping for future use The data is exported in CSV format which can be easily modified further in spreadsheet software or used for document mail merges SENDING EMAIL TO MEMBERS After searching your records you may send an email to selected contacts and include data field tokens Tokens are placeholders that are filled with the contact s data when the email is sent This can save a lot of effort and possible errors because you are able to send a bulk email to contacts while customizing it to each contact e g beginning the email with a personalized salutation containing the contact s name EMAIL 33 What is CiviMail 34 Planning 35 System Configuration 36 Configuring Email in CiviCRM 37 Everyday Tasks 157 33 WHAT IS CIVIMAIL This chapter introduces the ways CiviCRM can help you maintain relationships with contacts through email using either CiviMail or other features There are two main ways to send email in CiviCRM e The send mail to contacts action e CiviMail CiviCRM s mass mailer There are advantages and disadvantages to either method The first is quicker and easier The second is more sophisticated and offers better options for reporting Whichever option you use integrating email to contacts with CiviCRM offers several benefits e CiviCRM lets you share a single address book across all the staff in your organisat
61. click Preview Report 5 Expand the area labeled Create Report 6 Choose a report title and other choices as desired 7 Click Create Report Typical results appear in the following screenshot Event Participant Report List Template a gt Report Criteria Create Report report s from this template Event Mr Alan Adams Sr Attended Dr Jane Adams Jr Attended Inner City Arts Registered Mrs Charles Jameson Sr Attended TESTING YOUR EVENT Before unleashing your event on the public you should always test the event registration process This can be done as follows 1 Navigate to Events gt Manage Events 2 Locate your event in the list of all upcoming events and click the Test drive link 3 Fill out the registration form and complete the registration process If this is a paid event the test settings for the payment processor will be used you can enter dummy information 4 In order to find the new test participant record navigate to Events gt Find Participants In the search criteria check the box Find Test Participants 6 If you need to adjust the event settings navigate to Events gt Manage Events and click the Configure link for this event PROMOTING YOUR EVENTS on Getting the word out and building excitement about your event can take many forms The most important is making sure the event is prominently listed on your organization s website and your public calendar and letting many peo
62. contains special characters e g accented letters etc ts lt div gt ts 1 uploadSize Maximum Upload File Size 1 MB ts lt td gt lt tr gt lt table gt lt fieldset gt SUMMARY The CiviCRM Import system has a few limitations but it is by far the easiest way for end users to get data from other systems into CiviCRM When a client has ongoing data import needs and wants non technical users to initiate and manage the imports writing a custom data source may be a good solution If the import system cannot handle the type or amount of data you need to import your options are to write a separate import program that calls the CiviCRM API write your own improvements to the import system or sponsor other developers to write improvements If you write or sponsor improvements to the import system make sure you contribute them back to the core system The CiviCRM development team would be happy to discuss potential improvements with you You can find them in the civicrm IRC channel on irc freenode net 245 58 TIPS AND TRICKS There are a few practices that seasoned CiviCRM developers have found very helpful when working on CiviCRM projects This chapter contains a few of them as well as some guidance on how to make use of them yourself You don t have to use any of these tips but they have made many other developers lives easier so give them a try and see if you agree RUN A LOCAL DEVELOPMENT INSTANCE OF CIVICRM When
63. despite appearing with different labels in these different contexts you are still dealing with just one shared list of options In planning to use CiviEngage you should come up with a list of distinct issues that are important to your organization and that you will want to utilize when tracking individuals interest in your organization s work the issues that your media contacts may be interested in covering funders general interests and the specific areas of work included in particular grants Volunteer Interest 206 Volunteer interests are activities that your organization s volunteers can take on and participate in you can indicate each individual s interest in participating in these ways They are included in CiviEngage as an option list In planning to use CiviEngage you should establish a list of your organization s current volunteer activities as well as any activities that you are planning to launch in the future Some examples of volunteer interests are canvassing phone banking and tabling Cleaning your Address Data Cleaning your address data means standardizing addresses to conform to the conventions defined by the United States Postal Service s Standards for Addresses Standardizing how addresses are entered into CiviCRM will allow for more accurate search results when searching by address and is essential to generate accurate Walk List reports CiviCRM will parse addresses based on the USPS standards To find out more about
64. details about working with custom tokens on the CiviCRM wiki http wiki civicrm org confluence display CRMDOC Mail merge Tokens for Contact Data Besides the built in tokens you can use a hook to create new custom tokens Let s make a new one that will show the largest contribution each recipient has given in the past We ll use Drupal syntax again for this one lt php implement the tokens hook so we can add our new token to the list of tokens displayed to CiviMail users 240 function myhooks_civicrm_tokens amp tokens tokens contribution array contribution largest gt Largest Contribution x just array contribution largest in 3 1 or earlier now we ll set the value of our custom token it s better in general to use the API rather than SQL queries to retrieve data but in this case the MAX function makes it very efficient to get the largest contribution so let s make an exception function myhooks_civicrm_tokenValues amp details amp contactIDs prepare the contact ID s for use in a database query if is_array contactIDs contactIDString implode array_values contactIDs single false else contactIDString contactIDs if single true build the database query query SELECT contact_id max total_amount as total_amount FROM civicrm_contribution WHERE contact_id IN contactIDString AND is_test 0 GROUP
65. developed so that when new contacts were added to the database addresses were checked against a table containing the Electoral Roll and links were created where matches were made Soft matches were also recorded The Results In the 2008 election campaign the Party made extensive use of online fundraising and greatly exceeded previous online income Membership renewal has been streamlined with more online renewals occurring As of May 2009 the Party was still using CiviCRM v2 0 on Drupal 5 and therefore had not yet benefited from the many features that became available through the 2 1 and 2 2 releases An upgrade was in progress at the time In a complex organisation such as the Green Party training can be a limiting factor as well as the need to nurture more in house super users New features in CiviCRM have led to some rethinking about the Party s usage of custom data fields particularly with regard to the use of CiviMail for media releases New options for both nested groups and Drupal Organic Groups suggest that a more time effective approach may soon be possible QUEST FOR SUCCESS en QUEST BRIDGE QuestBridge is dedicated to helping bright motivated low income high school students get accepted to and able to pay for college QuestBridge recruits high school juniors throughout the USA and invites them to fill out the QuestBridge application online QuestBridge also partners with the USA s most selective colleges and univers
66. developer s best friend It will save you countless hours of beating your head against your desk while you insert print statements everywhere to track down an elusive bug Debugging in PHP is a bit tricky because your code is actually running inside the PHP interpreter which is itself usually running inside a web server This web server may or may not be on the same machine where you re writing your code If you re running your CiviCRM development instance on a separate server you need a debugger that can communicate with you over the network Luckily such a clever creature already exists XDebug Setting Up XDebug XDebug isn t the only PHP debugger but it s the one we recommend for CiviCRM debugging The instructions for downloading and installing XDebug are here http xdebug org docs install Those instructions are a bit complex however There is a far simpler way to install it if you happen to be running one of the operating systems listed here Debian Ubuntu Linux sudo apt get install php5 xdebug Red Hat CentOS Linux sudo yum install php pecl php devel php pear sudo pecl install Xdebug Mac OS X sudo port install php5 xdebug Next Step for All Operating Systems Tell XDebug to start automatically don t do this on a production server by adding the following two lines to your php ini file xdebug remote_enable On xdebug remote_autostart 1 Once XDebug is installed and enabled in your PHP configuration you
67. e Cases often have a predictable sequence of activities a standard timeline Creating a schedule with the expected timeline helps people working on the case to manage their work and is a useful way to measure progress e Cases often involve a predictable set of people involved staff professionals etc These are case roles Knowing who is playing what role in a case is helpful and provides an easy way to communicate case activities to other people who are also working on that case e Organisations may have additional people and or outside organisations case resources who are frequently contacted or involved with most or all cases CASE TYPES The first step in planning your CiviCase configuration is to think about the types of cases your organisation needs to manage Complex processes which include several activities span several days or weeks and involve multiple people are potentially good candidates for case management Start by listing these processes and defining a case type for each one For example the Physician Health Program provides support for physicians who are experiencing problems related to emotional health issues the inappropriate use of alcohol and or drugs or coping with physical illness Some of the case types they use are e Inpatient Treatment e Referral to Counsellor e Relapse Prevention For a community services organisation examples of case types might include e Housing Assistance e Job Training e Pre
68. event item is Required select whether the event item is visible to the public or only to the administrator in the Visibility field and indicate wheter the event item is Active These fields are described in the chapter on extending core data 133 Next you can either press Save to finish configuring this event item or Save and New to create another price field for this price set Once you finish configuring your price set you can add it to your event in step 3 where you configure the event fees Select the name of your price set in the Price Set field as shown in the following screenshot Price Set Workshop Fees with meals and lodging gt Select a pre configured Price Set to offer multiple individually priced options for event registrants Otherwise select none and enter one or more fee levels in the table below Create or edit Price Sets here As with custom data fields it is to your advantage to give thought to the structure of your registration fees and build the price set before creating the event However if you begin the event creation process and determine that you needed to construct a price set you can complete the process create the price set and then return to the event configuration page to assign the price set Price sets can be reused in multiple events This is particularly helpful for organizations that run multiple events in a series such as a regional training seminar program 134 28 CIVIEVENT EVE
69. everyday tasks that you might perform using CiviCase and how to go about them VIEWING THE CASE DASHBOARD The Case Dashboard gives you an easy way to keep track of case related tasks It provides e A summary of cases in the system Summary of Case Involvement e A list of your cases with upcoming activities scheduled in the next 14 days e A list of your cases with recently performed activities completed in the last 14 days If you have permission to view cases other than ones that you are working on you also have the option to see e A list of all cases with upcoming activities e A list of all cases with recently performed activities You can switch between viewing Your Cases and All Cases by clicking on the link at the top right of the content area Click the edit icon next to the Next Sched activity name to work on that task In the case shown in the following screenshot the Next Sched activity is Medical evalution You can view this activity in a pop up window by clicking directly on the title If you re ready to work on that activity click the edit pencil to the right of the activity title Grant Ongoing Adult Day Senior Services Wei Medical Manage Case Anne Care Referral Coordinator evaluation d Case ID April 28th 2010 3 5 04 PM input field Click on the triangular expand icon gt to the left of the client name to see the complete list of activities for that case From this list you can view or edit any
70. expressed in days Here s a simple timeline example for a Housing Support case lt ActivitySet gt lt name gt standard_timeline lt name gt lt label gt Standard Timeline lt label gt lt timeline gt true lt timeline gt lt ActivityTypes gt lt ActivityType gt lt name gt Open Case lt name gt lt status gt Completed lt status gt lt ActivityType gt lt ActivityType gt lt name gt Medical evaluation lt name gt lt reference_activity gt Open Case lt reference_activity gt lt reference_offset gt 1 lt reference_offset gt lt reference_select gt newest lt reference_select gt lt ActivityType gt lt ActivityType gt lt name gt Secure temporary housing lt name gt lt reference_activity gt Open Case lt reference_activity gt lt reference_offset gt 2 lt reference_offset gt lt reference_select gt newest lt reference_select gt lt ActivityType gt lt ActivityType gt lt name gt Follow up lt name gt lt reference_activity gt Open Case lt reference_activity gt lt reference_offset gt 3 lt reference_offset gt lt reference_select gt newest lt reference_select gt lt ActivityType gt lt ActivityTypes gt lt ActivitySet gt In this example the Open Case activity is marked as Completed when the case is opened Three additional activities are automatically scheduled when the case is opened Medical evaluation is scheduled for the following day reference offset is 1 then Secure temporary housing
71. for all people in a household A non profit keeps records of individuals organised by households A common situation will be that the husband in the household has attended a numbe of paid events and their wife has also registered for other events and made seperate donations 192 Staff at the organisation want to see the total contributions received from everyone in the household so that when someone calls the office to inquire about a donation or event payment made by someone else in the family all the relevant information is at hand Staff run the Donation Summary Report Household and fill in the name of the household to find all contributions and find all relevant information and answer the caller s questions Targeting a mailing for fundraising Your organisation has launched a capital campaign to raise money for a new shelter The development director wants to reach out to donors who made a large donation last year but haven t given money this year 1 She creates an instance of the LYBUNT report Last year but not this year which filters data to show people who gave more than 500 EUR last year 2 She runs the report and uses the Add to Group button to put these donors in a new group 3 Then she sends an email to everyone in the group with information about the capital campaign 4 She adds the report to her CiviCRM Dashboard so she can review progress getting this group of prior donors to contribute to the campaign 193
72. from a graphic This prevents automated spiders robots from completing the form It is highly recommended that you include it You must have configured a free reCAPTCHA account before enabling this Go to Administer gt Configure gt Global Settings gt Miscellaneous Settings to configure your account click the help icon for on that form for detailed instructions 7 What to do on duplicate match use this option to control what happens when the contact data submitted from this profile matches an existing contact record Options are to update the matching record create a duplicate record or give the user a duplicate record warning in which case their input will not be saved This setting is ignored if the profile is embedded in an online contribution membership sign up or event registration form In these cases a contact match always results in the transaction being linked to the matching contact Note that if there are multiple matching contacts the first matching record is used 8 Proximity search if you are using this profile as a search form you can choose to include proximity searching When enabled a proximity search block will be added to the search criteria This block contains fields to set the proximity start address and a field to set a radius distance from that address Set the proximity search as required if you want all searches using this profile to force the user to enter a start address and a radius Once you h
73. funder such as their funding areas and issue interests using the Funder Info custom group In order to view the Funder Info tab you will need to use the Individual sub contact type Funder when you create a new contact that is identified as a funder You can tailor information about a foundation organization record such as their program areas for funding using the Grant Info custom group TRACKING MEDIA CONTACTS As part of civic engagement and community organizing work it can be useful to track information about your media contacts in CiviCRM especially if you want to know which media contacts or outlets are interested in your organization s issues or have written articles about your work or for identifying who to contact when you want to publicize the work the organization is undertaking You can tailor information about an individual media contact such as their media type e g TV Newspaper Photographer etc issue interests and beat using the Media Info Ind custom group Use the Individual sub contact type Media Contact when you create a new contact for a media contact You can then view and edit the Media Info Ind tab You can also tailor information about a media outlet organization such as their media type e g TV Newspaper Magazine etc using the Media Info Org custom group As with the individual media person use the Organization sub contact type Media Outlet when you create a new contact for a media o
74. hacking on CiviCRM customizations and extensions you don t want to interrupt your users work or corrupt the data in the CiviCRM database That s why you should never ever hack on the same instance of CiviCRM that other people are using to store and work with live data That s a recipe for disaster Instead load CiviCRM and its associated programs onto your own development sandbox where you can do whatever you want to CiviCRM without disturbing anyone else If your computer runs Linux or Mac OS X running CiviCRM on your local machine is pretty easy If your computer runs Windows you have a little more work to do but it s not impossible You should seriously consider running Linux inside a virtual machine there s a free program called VirtualBox that makes this pretty easy We recommend running the latest version of Ubuntu Linux inside the virtual machine You can download that here http www ubuntu com Preparing your machine to run CiviCRM These instructions will tell you how to prepare your system to run CiviCRM Jump to the section that matches your operating system Debian Ubuntu Linux sudo apt get install apache2 php5 libapache2 mod php5 mysql server libmysqlclient15 dev php5 mysql php db Red Hat CentOS Linux sudo yum install php xml Mac OS X Mac OS X does not have a built in package manager like most Linux distributions do but there are some third party ones you can install MacPorts is a good choice The insta
75. in joomla In order to use hooks with Joomla you or your administrator needs to do the following 1 Create a file named civicrmHooks php to contain your functions 2 Create a new directory anywhere on your server outside of your Joomla CiviCRM installation so that upgrades will leave your hooks alone var www civicrm_hooks might be a good choice Upload the civicrmHooks php file to the directory you just created 4 Go to CiviCRM Administer gt Global Settings gt Directories Change the value of Custom PHP Path Directory to the absolute path to the new directory e g var www civicrm_hooks if you used that suggestion in the earlier step w Refine what you want to act upon When you create a hook it will be called for all the types of entities For instance a civicrm_post is called after the creation or modification of any object of any type contact tag group activity etc But usually you want to launch an action only for a specific type of entity So a hook generally starts with a test on the type of entity or type of action For instance if you want to act only when a new individual contact is created or modified start your civicrm_post hook with if objectName Individual op edit return On the other hand if you want to run multiple hooks within the same function you don t want to return from any single hook Instead you can nest the entire code for each hook within your
76. is an id crm entityName_entitylD allowing to find the id of the entity bubbled up e g on a list of contacts the contact number 42 has a lt tr id crm contact 42 gt e Each field or column contains a class identifying it e g crm activity subject e Each field or column that contains a value with a fixed set of possible values e g a Status a Role a Contact Type contains a class identifying it It doesn t contain the human readable version that can be changed but the id or a name that can t be modified by the end user such as class crm activity status id_42 This is on the top of the class identifying the field name so the complete HTML is lt td class crm activity status crm activity status id_42 gt Hitchhiked lt td gt At the time of the writing some of the templates don t follow these conventions Please update them and submit a bug tracking issue with a patch if you need to use a template that isn t yet complying For more information about submitting a bug or issue read About the CiviCRM community DISPLAYING MORE CONTENT AND ADDING AJAX FEATURES If your modifications go further than simple modifications of the layout but need to display more content than the one assigned to the template by default or to add Ajax functionality use the CiviCRM API Please read more information about using the CiviCRM API from Ajax to pursue this approach In most cases using the CiviCRM APIs should be simple and only takes
77. it is recommended to also record the Campaign Source Code in the participant s record in the Participant Info area e When capturing responses from each individual during the campaign consider how you plan on getting the data back into CiviCRM If the plan is to enter data one contact at a time which may make sense for phone banking you will need to record the response in the individual s activity record with the Activity Type of Door Knock or Phone in the Walk List Responses or Call List Responses area But if you plan on entering batches of data at a time then you will need to plan to import the responses using the Import Activities function Working with Voter History When using CiviEngage plan how you will manage voter history and other voter information collected during a voter engagement or electoral cycle Many organizations have access to a voter file from which they manage all their voter engagement work outside of CiviCRM Once the voter engagement or electoral campaign is over and voter information is updated with who voted and other demographics organizations most often will only want to keep information on the actual contacts they made during the campaign In this case only those selected records from the voter file and additional voter information such as responses to specific electoral campaign questions will be imported and maintained in CiviCRM These voter records then become contacts that organizers will continue to eng
78. mailing will be able to select them from available headers and footers This helps staff create more standardized mailings with elements that help your readers identify the contents of the mailing or find information TESTING TEMPLATES Once your templates are ready we strongly recommend that you test them in various email clients such as Mozilla Thunderbird MS Outlook Mac Mail and web based e mail such as Gmail Yahoo and Hotmail You can create a group that includes a test contact for each of those destinations and use it each time you create a new mailing Because email clients can display the HTML in emall very differently we recommended that you keep the HTML as simple as possible and use only inline CSS or tables for formatting Include as much of the layout as possible in the templates so that each new mailing will not require too much reviewing the template having already been tested USING TOKENS In many mailings is useful to insert dynamically chosen information that is different for every recipient This is accomplished by using mail merge tokens in your message A list of available tokens appears in the top right corner of the message editing area You might need to insert information that isn t available as a token for instance to create a joint family greeting Creating custom tokens is a task for a developer To find out more about working with custom tokens refer to the discussion about custom mail merge tokens in the Hoo
79. may modify the search name above and click Search again Zei A Alice Patel s home Mundelein IL 31752799 Add to Household cancel 6 After you ve successfully chosen a household and clicked the Add to Household button you should see a message stating that the number of participants that you selected have been added to the household 7 Click Done to return to your search results CREATING NEW RELATIONSHIP TYPES CiviCRM comes with a set of common relationship types that can be used to indicate relationships between contacts If you need to track different types of relationships between your contacts you can create your own custom relationship types 99 In the navigation menu go to Administer gt Option Lists gt Relationship Types Review the list of existing relationship types to ensure that you are not creating a duplicate If the relationship type you need does not already exist click the New Relationship Type button Enter descriptive labels for the relationship type you are creating in the Relationship Label A to B and Relationship Label B to A fields The Relationship Label A to B field describes the relationship between Contact A and Contact B the Relationship Label B to A field describes the relationship between Contact B and Contact A You will designate which contact types are used for Contact A and Contact B respectively in step 5 Some relationships can be described by the same label in both directions
80. mobilize or invite to the event 2 From the search results or Group Contacts screen you can add the list of contacts to the event by selecting Add Contacts to Events from the Actions list To find out more about how to add contacts to events refer to the Managing Participants chapter in the Events section in this book 3 Once you add the contacts to the event you can enter participant information or responses from multiple interactions in the Participant Info area in a contact s participant record You can either enter information for one participant by editing the participant record itself or you can add information for a list of participants at one time For example if you plan to call through your list by viewing the participant list from the event listing you could use Batch Update Participants Via Profile and select one of the following custom profiles provided by CiviEngage e Update Event Invite Responses to record responses from multiple contacts with the participant e Update Participant Info to record general information about participants such as if they need childcare or rides to the event TRACKING FUNDERS AND FOUNDATIONS You can track information about and due dates for grant proposals letters of inquiries and reports for funders by adding an activity related to the funder s contact record and choosing from the Proposal Letter of Inquiry or Report activity types You can also tailor information about an individual
81. more detail Sending mass mailing is resource intensive We don t recommend sending email messages from budget hosting providers The time you will spend troubleshooting will often cost more than upgrading to a more professional host Check with your hosting provider to find out whether they limit the number of email messages you can send and whether they run PHP in safe mode Some of your recipients mail servers use DNS based blacklisting services DNSBL which keep a blacklist of IP addresses likley to send spam Mail from these servers will be flagged as spam and not reach its intended destination If your server is blacklisted for instance because enough of your recipients flagged your email as spam or because another website on your server has been flagged as spam you will need to contact the organisations that have blacklisted you and convince them to unlist you They are several websites that help you testing whether you are in a DNSBL A web search for blacklisting email will turn some up Test regularly to find whether you are on a blacklist CONFIGURING SENDER POLICY FRAMEWORK SPF By default the Internet allows any mail server to send any email claiming to be from anyone This makes it easy for spammers to forge addresses and send spam using your email address or any other SPF allows you to create a special DNS record listing the IP addresses of the mail servers that can legitimately send email from yourdomain org If
82. new field is 74 refer to is as custom_74 in your code Now that we have our Network Login field let s see how to populate it automatically with a hook We ll switch back to the Drupal naming convention for this example Note that we use the civicrm_post hook here because we need the new contact record s ID in order to save a value to one of its custom fields New records don t have an ID until they have been saved in the database so if we ran this code in the civicrm_pre hook it would fail lt php function myhooks_civicrm_post op objectName objectId amp objectRef configuration stuff customId 74 if objectName Individual amp amp op create generate the login firstName objectRef gt first_name lastName objectRef gt last_name firstInitial substr firstName 1 networkLogin strtolower firstInitial lastName assign to the custom field customParams array entityID gt objectId custom_ customId gt networkLogin require_once CRM Core BAO CustomValueTable php CRM_Core_BAO_CustomValueTable setValues customParams Custom mail merge token The CiviMail component lets you customise a bulk email message using mail merge tokens For instance you can begin your message with Hi recipient first_name and when John Doe receives it he ll see Hi John whereas when Suzy Queue receives it she ll see Hi Suzy You can find out more
83. on the Program the distribution of the whole must be on the terms of this License whose permissions for other licensees extend to the entire whole and thus to each and every part regardless of who wrote it Thus it is not the intent of this section to claim rights or contest your rights to work written entirely by you rather the intent is to exercise the right to control the distribution of derivative or collective works based on the Program In addition mere aggregation of another work not based on the Program with the Program or with a work based on the Program on a volume of a storage or distribution medium does not bring the other work under the scope of this License 3 You may copy and distribute the Program or a work based on it under Section 2 in object code or executable form under the terms of Sections 1 and 2 above provided that you also do one of the following a Accompany it with the complete corresponding machine readable source code which must be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange or b Accompany it with a written offer valid for at least three years to give any third party 293 for a charge no more than your cost of physically performing source distribution a complete machine readable copy of the corresponding source code to be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange
84. or c Accompany it with the information you received as to the offer to distribute corresponding source code This alternative is allowed only for noncommercial distribution and only if you received the program in object code or executable form with such an offer in accord with Subsection b above The source code for a work means the preferred form of the work for making modifications to it For an executable work complete source code means all the source code for all modules it contains plus any associated interface definition files plus the scripts used to control compilation and installation of the executable However as a special exception the source code distributed need not include anything that is normally distributed in either source or binary form with the major components compiler kernel and so on of the operating system on which the executable runs unless that component itself accompanies the executable If distribution of executable or object code is made by offering access to copy from a designated place then offering equivalent access to copy the source code from the same place counts as distribution of the source code even though third parties are not compelled to copy the source along with the object code 4 You may not copy modify sublicense or distribute the Program except as expressly provided under this License Any attempt otherwise to copy modify sublicense or distribute the Program is void and will aut
85. or patch CiviCRM Regardless of which path you take to extending and customizing CiviCRM chances are that someone else would be interested in what you did Share it with the community If others start using your contribution you re likely to get bug fixes improvements and documentation as a bonus Let us know what you did in the forums or IRC channel see above Where possible use the documented APIs in your extensions this will make them less likely to break when you upgrade CiviCRM Before venturing into any development we strongly suggest that you discuss what you want to do and how you want to do it with the community We will help you find the simplest way to reach your goal and may be able to point you to others doing similar work Please consider using the Academic Free License to open more opportunities to share your work This also makes contributing your work back to the CiviCRM project very simple 220 52 DEVELOPING PAGE TEMPLATES CiviCRM uses page template files to display all the pages This makes it possible for a person to customize any CiviCRM screen to suit a special requirement or preference The HTML for CiviCRM pages is not embedded in PHP code instead a template engine Smarty sends the correct page to the web browser A person should be familiar with HTML and CSS syntax to be comfortable editing page templates Some page templates additionally make use of JavaScript and an Ajax utility JQuery CHANGING PA
86. out a Profile see below Managing Groups To view and manage all groups go to Navigation Menu gt Contacts gt Manage Groups 67 Manage Groups a Add Group Find Groups Find Type Visibility Status O Access any visibility M Complete OR partial group name Control Mailing Fier search by visibility Enabled List O Filter search by group Disabled type s Use Groups to organize contacts e g these contacts are part of our Steering Committee You can also create smart groups based on contact characteristics e g this group consists of all people in our database who live in a specific locality 2 SE KEMMER EUV D ior Group Administrators 1 Contacts in this Access User and Contacts Settings more p group are assigned Control User Admin Administrator role Only permissions Advisory Board 4 Access Public Contacts Settings more p Control Pages Mailing List bgm test Smart 13 Mailing User and Contacts Settings more p Group List User Admin Only You can use the Find Groups form at the top of the Manage Groups screen to search for groups by name type visibility and whether the group is enabled or disabled You can also scroll or browse through the list of groups further down the Manage Groups screen This list includes both regular and smart groups You can e add contacts to a group by clicking the Contacts link in the group s row e edit the group by clicking
87. process a Membership on behalf of the member using their credit card if Add Membership Submit Credit Card Membership Active Memberships a a a a a LL General April 12th 2010 April 12th 2012 New Payment View Edit more gt Renew Renew Credit Card CiviCRM ID 92 Delete Powered by CiviCRM 27176 CiviCRM is openly available under the GNU Affero General Download source View issues and report bugs Online documentation UDIIC License Membership records appear in a list with active memberships those with a current status first and expired or cancelled memberships below From this interface you can edit existing membership records renew a membership or create a new membership record If you have configured an online credit card payment processor for use in CiviCRM you will see two options for creating or renewing a membership one for handling an offline record no real time transaction taking place and one for handling an online record using a real time credit card transaction The interface for each process is very similar except that the credit card option includes payment processing and recording options After creating a new membership you are taken to a form where you complete details regarding the record 153 New Membership Member Membership Organization and Type Source Join Date Start Date End Date Status Override Record Membership Payment Send Confirma
88. processing ongoing payments CRUD Create Read Update and Delete the basic functions performed on databases CSS CASCADING STYLE SHEETS 269 A way to control the style of a website by defining design and layout elements in a single file which is linked to all files in a website and applies the style across the site An element such as the formatting of a heading or a background colour can be changed once in the CSS file to effect a change on all pages of the site CSV COMMA SEPARATED VALUES A simple format for a spreadsheet CSV files are text files where each cell is separated by a comma and each row is separated with a return This very simple format is understandable by many different programmes CUSTOM DATA FIELD A field that is added to the data structure of a CiviCRM record by your organisation Custom data fields extend the information that can be stored in that type of record For example your organisation might need a custom field to record each contacts professional qualifications or the food preferences of event participants DASHBOARD A user s homepage which displays when the user logs in to CiviCRM and which can be personalised with dashlets DASHLET A report on some data in the CiviCRM database configured to appear on a user s dashboard For example monthly figures in graph and or numerical form appointments for the day or a list of new memberships DATA CENTRALISATION Storing all your da
89. relationships they build with their constituency over time is critical to their mission They needed a tool to support that mission What They Did HEAL has been using CiviCRM since the early days of the software and CiviCRM is now the central place to track all donors volunteers legislators foundations and contacts They use CiviCRM for donor management email communications event management volunteer tracking and advocacy e For advocacy purposes constituents legislative districts are monitored so that when issues arise that need action HEAL can mobilise its members on a district by district basis e The system tracks volunteers the activities they participate in and their interests HEAL holds large fundraising events with free admission where donations are solicited CiviEvent handles all of the online registrations and collects data such as guest names and interests Invitations reminders and follow up messages are sent via postal mail and the CiviMail component e CiviContribute allows HEAL to run donor reports as well as accept online donations The Results There is no question that CiviCRM streamlined and consolidated HEAL Utah s data management and saved the organisation valuable resources It is interesting to note that over the last several years their advocacy campaigns have been more successful and their impact in their community more noticeable perhaps in part because they have been able to redirect limited resour
90. revision of CiviCRM Downloading bug fixes between releases and fixing patching your existing software is possible but it s a more involved process and depends on your technical ability and server setup APPENDICES 62 Contributing to this manual 63 History of this book 64 Free Software 65 Glossary 66 CREDITS 258 62 CONTRIBUTING TO THIS MANUAL If you would like to contribute to this book please follow these steps 1 REGISTER Register at FLOSS Manuals http en flossmanuals net register 2 WRITE Select the manual http en flossmanuals net bin view CiviCRM WebHome and a chapter to work on Make sure you are logged in choose the WRITE version of the web site the default is only READ and click the edit link next to the chapter you want to work on You can also create new chapters and put chapters in a different order If you need to ask us questions about how to contribute join the chat room listed in the next step and ask us We look forward to your contribution For more information on using FLOSS Manuals you may also wish to read our manual http en flossmanuals net FLOSSManuals To help give our manual some continuity we ve come up with some agreed upon writing conventions You should probably read this before contributing but don t worry so much about the conventions that it hampers your writing 3 CHAT It s a good idea to talk with us so we can help co ordinate all contributi
91. row Click Add Participant Role if you need participant roles that are not in the default list e g audio visual coordinator food and beverage manager etc D Participant Role Options Define participant roles for events here e g Attendee Host Speaker You can then assign roles and search for participants by role H H H Order Attendee 1 w 4 D No Yes Edit Disable Delete Volunteer 2 a t s No Yes Edit Disable Delete Host 3 oS 111 No Yes Edit Disable Delete Speaker 4 w D t No Yes Edit Disable Delete Add Participant Role Participant Statuses The participant status field allows you to track the individual s registration through your system This can help you identify pending or canceled registrations people on a waiting list no shows confirmed attendance or any other status you define Participant status is also searchable in the Find Participants and Advanced Search screens For organizations that need more of an RSVP workflow you can rename your statuses to friendly names such as Yes I m Coming No can t make it and Maybe Then configure for each of those statuses which ones are for administrative use only or for public use This allows you to expose the participant status field via a profile on your registration form displaying only those with public visibility For more information on this scenario visit http wiki civicrm org confluence display CRM RSVP style Event Registration
92. set the website field to appear in the results column it will appear in the results table If you do not check the results column the field will still appear in the view mode for a record In other words checking Results Column will allow the field to appear in the results column AND in detail view mode The image below shows the search mode for our membership directory Membership Directory E Search Criteria City Search Once you hit search you get this result set Profile fields that have Results Column checked are shown in the listing S City Email Alliance for Good New York help alliancegood org http alliancegood org View Edit Floss Manuals Berlin info flossmanuals net http en flossmanuals net View Edit f Save Our Planet Seattle info example org http www example org View Edit Clicking the view link gives you more details about the constituent showing all profile fields Membership Directory Floss Manuals Member Name Floss Manuals City Berlin Email info flossmanuals net Website http en flossmanuals net As we ve seen building a directory for your website can provide a valuable tool for your constituents Linking to Your Directory You have several options to link to your directory 42 e Drupal link to the directory search page using this path http www myorganization org civicrm profile reset I amp gid N where N is the ID of the profile directory o If you ad
93. should probably refer to http wiki civicrm org confluence display CRM Localisation community building howto for the most current instructions The work flow is heavily based on teamwork Hopefully there is already a team of translators for your language that you can join This team will have built a glossary will have started a translation set and will be able to review your translations and give constructive criticism If such a team does not yet exist the opportunity is all yours to create one COMPONENTS AND FILES There are quite a lot of strings phrases to translate in CiviCRM To make it easier to translate the part that you are interested in hopefully the one you know best the strings that need translation have been divided into components which are CiviCRM plugins e g CiviCRM core CiviMail CiviContribute etc A separate component should be available for each version of CiviCRM starting with version 3 2 or 3 1 for language teams that have chosen to do so Each component itself contains a number of files which themselves contain the strings to translate The main component CiviCRM the core has close to 20 files for countries provinces menu etc TOOLS AND TECHNICAL DETAILS The process you use to do translation depends on whether you prefer to do translation online or offline Online translation does not require installation of any software Offline translation is done with files downloaded from the trans
94. spellings in the spirit of internationalism We also struggled with the word constituent which is core to the non profit sector in America but was unfamiliar to those of us from outside America 261 It was been a pretty intense five days Adam our friendly Floss manuals taskmaster kept us realistic on track and hard at work even hauling us back to work after dinner each evening Overall it was both fun and productive and we really appreciate the way Adam has helped us to actually produce a book within a week Thank you For most of us however the highlight of the week has been the breathtaking cuisine cooked by Jill Klein http www partiesthatcook com about us We love you jill and wish we could take you home with us We are also grateful to Dave Greenberg Bob Concannon and Mari Tilos for their hospitality and to Scout the dog just for being there We had help from around the world during the preparation process and over the course of the Sprint Andy Oram helped us both in the planning process and then with editing and feedback during the Sprint We also had a number of people log in to write and edit the manual during the Sprint They include Robert Santiago Xavier Dutoit Joe Murray Sarmeesha Reddy Jay Maechtlen Dream Gomez Leila Johnson Duncan Hutty and Kurund Jalmi Our office for the week was Dave and Bob s house 262 We mitigated the hardship of late night work with some tasty beverages MES
95. stopped on the first line of code in CiviCRM From there you can step through the code to the part you re interested in But it s probably a better idea to set a breakpoint in the part of the code you re interested in stopping at See the MacGDBp documentation for more information DEBUGGING TIPS Note that to use these tips this you need to enable your Debugging in CiviCRM e Smarty Debug Window Loads all variables available to the current page template into a pop up window To create this window add amp smartyDebug 1 to any CiviCRM URL query string Make sure you disable pop up blocking in your browser for the CiviCRM site URL e Session Reset Resets all values in your client session To trigger this add amp sessionReset 2 e Directory Cleanup Empties the template cache and or the temporary upload file folders o To empty template cache the civicrm templates_c folder add amp directoryCleanup 1 o To remove temporary upload files the civicrm upload folder add amp directoryCleanup 2 o To clean up both add amp directoryCleanup 3 Stack Trace To display a stack trace listing at the top of a page add amp backtrace 1 LOG EMAILS TO A FILE e For this you need to modify your CiviCRM settings http civicrm settings php and add following line define CIVICRM_MAIL_LOG lt path to of the file gt mail log CHECK THE QUERIES FIRED BY DATAOBJECT define CIVICRM_DAO_DEBUG 1 FOREIGN CONSTRAINT ERRORS
96. such as OpenOffice or Microsoft Word Refer to the chapter on Exporting in the Getting Around section 3 Generate PDF letters and do the merge directly in CiviCRM TIP Many nonprofit organisations in the USA need to sort recipients of a mailing based on zip code for bulk mailing purposes If this is true for your organisation it is recommended that you create your mailing labels using a word processor where you can control the sort order rather than in CiviCRM You can reuse the same spreadsheet for your mail merge Fundraising Mailings Many non profits have specific types of mailings such as thank you letters renewal letters and general fundraising appeals which need to be personalised Here are some suggestions for how to handle those types of mailings e Thank you letters when sending personalised letters to donors thanking them for their support it is often convenient to include specific acknowledgement of the donor s contribution amount For example a letter could say Thank you Judy for your recent contribution of 35 To accomplish this create your list of recipients using CiviContribute because the results of a search using Find Contributions will include contribution amounts These results also include contact information so can be easily used for mail merge purposes You can also create a custom token to get the latest contribution then use the PDF letter action For detailed information on custom tokens see the Hooks chapte
97. the Settings link e disable or delete a group using the links in the more pop up menu Group IDs CiviCRM assigns a unique numeric ID to each group These group IDs can be used for a variety of operations For example the group ID can be used to define a URL for group sign ups You can find a group s ID by checking the ID column in the tabled list of groups at Navigation Menu gt Contacts gt Manage Groups Finding contacts in a group The Contacts page for each group includes a form for finding contacts within the group You can search contacts within a group by name email address contact type group status added removed or pending and tags 68 Contacts in Group Newsletter Subscribers Add Contacts to Newsletter Subscribers Find Contacts within this Group Name or Email is Group with ap any contact type Status any tag aa ie E M Added Pr ul g Removed 1 Pending ES 50 Results Contacts IN Newsletter Subscribers AND Advanced Group Status Added e Select Records All 50 records Selected records only actions Go A D GHIJK M P All Q Name City State P O Added amp Adams Alan 161C El Burlington WW 267 Camino Ln Sw Added amp Adams Brzeczystaw 662M El North Star MI 4881 Camino Ln SE Creating and managing smart groups Smart groups are created by conducting a search either quick or advanced based on the criteria you d like to use to det
98. the hope of catching as many possible duplicates as possible Fuzzy rules are used in instances where human intelligence can be applied to decide whether a match is accurate This means that a wider range of possible match results is both permissible and useful Default fuzzy rules are automatically used to check for possible duplicates when contacts are added or edited via the CiviCRM user interface the default strict rules are automatically used when contacts are added or edited via a Profile the API or on import You ll probably also want to use a fuzzy rule when scanning your database for possible duplicates CONFIGURING RULES To determine whether two contacts are duplicates CiviCRM checks up to five fields that you can specify You can also set a length value which determines how many characters in the field should be compared For example if you set a length of 2 on the First name field a first name of Mike would match Michael and they would be recognized as duplicates because the first 2 characters are the same However if you set the length to 3 instead Mike would no longer match Michael and they would be accepted as different contacts If the length value is left blank the comparison is done on the entire field value Each field is also configured with a numeric weight that determines the relative importance of a match on that field When a match is discovered on a field that field s weight is added to the total we
99. things they needed to do and as soon as the system was up and running they began to make the most of it e They up online enrolment for circus skills classes with the CiviEvent component and decided to pay a commission to a payment processing company so that credit cards could be used for online class payments They also used CiviEvent to set limits on the number of students that could enroll in a given class e To track emergency contact information custom data fields were created and added to a profile that was used as a form for event registration This information was then stored in CiviCRM e They integrated CiviCRM with Drupal and set up user accounts for every contact in their database The system s users were then instructed on how to use the Drupal reset my password link to gain access to the system for the first time so that they could then update their own information e CiviMail was implemented to contact tutors volunteers and students e Since the Trust applies for grants from funding bodies they enabled the CiviGrant component The Results Simply by implementing CiviCRM tutors and volunteers can now access and manage information from anywhere in the world where they have internet connectivity By implementing CiviEvent with a payment processor and custom data fields people are able to enroll in and pay for classes online and provide the important emergency contact information at the same time Allowing people to sign
100. types o Text a simple area in which users can enter text o Select a dropdown box which limits choice to one selection o Radio a list of options where you can make one selection Unlike a Select box all the options are visible on the screen at the same time o Yes and No a special kind of radio list with two contrasting options o Check box a list of options that allows multiple selections o Multi select a list of options in a single box You can select multiple selections using control click o Advanced Multi select two lists side by side in which items can be moved from one to the other o Autocomplete select an autocomplete widget The user can start typing and when the text entered uniquely identifies a selection the field automatically fills in the complete selection e Note a longer text box which allows multiple lines Notes come in two flavours o plain and o rich text which displays a WYSIWYG editor that allows HTML e Integer i e a whole number This can be displayed as a o text box o select box o radio list e Number i e any number that includes decimals such as 3 175 This can be displayed as a o text box o select box o radio list e Money similar to a number but treated according to the local currency as configured in CiviCRM s administrative pages This can be displayed as a o text box o select box o radio list e Date a way of entering a date and optionally time value using a ca
101. visitor comments and is not featured on the site s initial home Post settings page RSS publishing A story simitar in form to a page is ideal for creating and displaying content that informs Taxonomy Pr v 3 Story story 22968 website visitors Press releases ste announcements and informal blog like ren Site buiding entries may all be created with a story entry By default a story entry is automatically 1 Site configuration featured on the site s initial home page and provides the ability to post comments User management Reports Help ck Log out SEXE Drupal Content Management System Content Types Screen Logged in Users v Popular Most Popular Articles Add New Aricie Article Manager Front Page Manager Jocis Overview Extessioes e g Welcome to Jsomta Category Me ager Meda Manager Menu Manager What s New in 1 57 Content Layouts 4 r Ki Josmia Tea We are Vounteors Language Manager User Manager Gees Con tguraton The Joomia Communty Jeep Facts gt Recent added Articles Menu Stats Joomla Security Newsfeed Jocmiy is Free Software released under the GNU GPL Loense Joomla Content Management System Control Panel screen 2 REAL WORLD EXAMPLES CiviCRM is used by all shapes and sizes of organisations that are located all over the world Some have no paid employees while others might have several hundred Their needs range from very simple to fairly complex In this chapter we w
102. webmail service is https mail google com WEB SERVER WIKI A web based software that enables anyone to edit content via a web browser Wikipedia is the best known example of a wiki WILDCARD A character that can match an any number and collection of characters normally represented by For example when used in searches ab finds ab abba and abracadabra but not fabulous ab finds fabulous WORK STATION A computer used for working often in a situation such as an office where there are other computers that may include servers WYSIWYG WHAT YOU SEE IS WHAT YOU GET An application that provides a visual tool for editing web content so that the user can see how the page will look in the browser as they are editing instead of working in the HTML code See also rich text editor 278 66 CREDITS Cover Art faces by Kapor Creative Jake Mix amp Trevor Parham Jake created the illustrations and Trevor developed the concept of the civi logos as eyes Cover Art is CC BY SA All chapters copyright of the authors see below Unless otherwise stated all chapters in this manual licensed with GNU General Public License version 2 This documentation is free documentation you can redistribute it and or modify it under the terms of the GNU General Public License as published by the Free Software Foundation either version 2 of the License or at your option any later version This documentation is distributed in the hope t
103. you are ready to start using CiviCRM in your organization you ll probably want CiviCRM to be available on the Internet However some organizations only want internal staff to have access In this case they may choose to install CiviCRM on an intranet or local area network UPGRADES New versions of CiviCRM are released two or three times a year and you will need to apply upgrades to your CiviCRM site periodically in order to take advantage of new features and improvements It s important that you plan for the resources people and time required to apply upgrades to your site You need to plan on testing upgrades on a copy of your live site to make sure the process runs smoothly It s also critical to make backups of your site and database prior to running an upgrade Refer to the appropriate section of the online CiviCRM Installation Guide for specific upgrade procedures Be sure to select the procedure that is targeted for the environment you are running Drupal or Joomla and the version you are upgrading to CONFIGURATION Now that you have CiviCRM installed and running on your web server it s time to review the initial configuration tasks which allow you to customize CiviCRM for your organization You can easily access each of the configuration screens described in the following screen from the Configuration Checklist Log in to your CiviCRM site and navigate to Administer CiviCRM gt Configure gt Configuration Checklist This sect
104. your own first e Misunderstanding the software We don t claim our documentation is perfect But please go back and check it very carefully when you hit a barrier Frustration makes it hard to concentrate so be sure to read slowly and thoroughly Also remember that different parts of CiviCRM depend on each other so check for problems in related modules besides the one you think the problem is in e Your server set up Servers can be configured in many different ways and these settings can change the way CiviCRM operates Depending on your issue your server configuration may be causing you issues e Customisations made to the source code of your installation of CiviCRM Any changes made to the source code of CiviCRM may have unintended consequences The community forums may be able to help you but you will have to be patient share source code and try out suggestions e Bugs in the version of CiviCRM you are using After you have eliminated all the previous options you can report your problem as a bug In fact we appreciate you doing this because you are making CiviCRM better for everyone RECREATING YOUR PROBLEM ON THE DEMO SITE Recreating your bug on one of the demo sites helps determine whether your problem is a result of a bug in the source code or as a result of changes on your site such as your server setup or any customisations you ve made to the code If you can show us that the code on the demo site turns up your bug it s ver
105. 2 Tag php param array name gt Topic of interest result civicrm_tag_create param if civicrm_error result die Topic of interest already exists parentid result tag_id tags array Animal Protection 200 other tags Zen foreach tags as tag params array name gt tag description gt Example of Topic of interest parent_id gt parentid result civicrm_tag_create param if civicrm_error result echo n ERROR creating tag result error_message else echo n Tag name created with id result tag_id Some explanations e civicrm_error is a helper function to test if the api returned an error or not e all the functions are in api v2 the name of the file is the name of the entity in CamelCase Tip lt is very easy to create a custom API class to add new methods to the API Simply create a new file in api v2 with any name you want and a php extension and put the functions in it They should follow the naming convention explained above Your new API functions will automatically be available CALLING THE API AS AJAX BACK END With Ajax you can retrieve data from the CiviCRM server asynchronously in the background without interfering with the display and behavior of the existing page This section assumes you are familiar with over riding templates and using jQuery There is a chapter in this se
106. 9 2010 Michael McAndrew 2009 2010 Michal Mach 2009 Tony Guzman 2009 CREDITS adam hyde 2006 2007 2009 2010 Modifications Cynthia Tarascio 2009 Michael McAndrew 2009 2010 HOW DATA IS ORGANISED adam hyde 2009 2010 Modifications Alice Aguilar 2010 Andy Oram 2009 2010 Brian Shaughnessy 2009 Brylie Oxley 2010 Cynthia Tarascio 2009 David Greenberg 2009 Eileen McNaughton 2009 helen jamieson 2010 Jack Aponte 2010 jay maechtlen 2009 Janet Swisher 2009 Kurund Jalmi 2010 Mari Tilos 2009 2010 Michael Lenahan 2009 Michael McAndrew 2009 2010 Peter Davis 2009 TWikiGuest 2009 Tony Guzman 2009 xavier dutoit 2010 DEDUPING AND MERGING Jack Aponte 2010 Modifications adam hyde 2010 284 Alice Aguilar 2010 Andy Oram 2010 David Greenberg 2010 helen jamieson 2010 Jeff Sherk 2010 Kyle Jaster 2010 Mari Tilos 2010 xavier dutoit 2010 API Wes Morgan 2010 Modifications adam hyde 2010 Brylie Oxley 2010 helen jamieson 2010 Josue Guillen 2010 Kyle Jaster 2010 Michael McAndrew 2010 xavier dutoit 2010 CUSTOM SEARCHES Wes Morgan 2010 Modifications adam hyde 2010 helen jamieson 2010 Josue Guillen 2010 Kyle Jaster 2010 Michael McAndrew 2010 Sarah Gladstone 2010 HOOKS Wes Morgan 2010 Modifications adam hyde 2010 Alice Aguilar 2010 Andy Oram 2010 Kyle Jaster 2010 Mathieu Lutfy 2010 Michael McAndrew 2010 xavier dutoit 2010 IMPORTS Wes Morgan 2010 Modifications
107. APTCHA feature is NOT enabled for this profile reCAPTCHA requires dynamic page generation so submitting a standalone form with reCAPTCHA enabled will always result in an error DATA ENTRY TOOL e If you have volunteers or interns who perform manual data entry for your organisation you can make their task easier by creating a profile form which shows only the fields they need to input This greatly simplifies data entry and reduces the chance of data being incorrectly entered INCLUDING PROFILES ON EVENT REGISTRATION AND CONTRIBUTION PAGES Often you will want to define certain fields for inclusion in event registration and contribution pages This process is similar to the volunteer sign up example above The only significant difference is that you can include fields in your profile that are specific to participant records for event registration forms and contributions for contribution pages Read the sections covering creating contribution pages and event registration pages for more information INCLUDING PROFILES IN DRUPAL S USER REGISTRATION SCREEN For websites that have logged in users you may want to allow people to provide additional information as they register for an account on your website Similarly when people fill out a profile form you may want to encourage or force them to sign up for a user account To include a profile form during the user registration process 39 1 Create a profile that is used for User Regis
108. Adams April Completed View Ed Letter ptp org Anne Adams 25th Anne Adams 2010 James Adams 6 13 PM Monica Adams Pat more Print PDF josue Adams April Completed View Ed Letter ptp org Anne Adams 25th Anne Adams 2010 James Adams 6 10 PM Monica Adams Pat more CONTRIBUTIONS TAB The Contributions tab shows any financial contributions made by the contact whose details you are viewing as well as a summary of the contribution activity of the contact total amount of contributions over time total number of contributions and average amount of contributions The Contributions tab also allows you to record off line contributions using the Record Contribution button or record a credit card transaction on behalf of the contact useful if the contribution has been made by phone using the Submit Credit Card Contribution button Both of these buttons lead to forms that allow you to select the contribution type in addition to the normal contribution information collected from public contribution pages 61 Summary Contributions 1 Memberships 1 Events 2 Activities 8 Cases 0 Relationships 4 Gi Notes 1 Tags 1 Change Log Voter Info 0 Grassroots Info 0 School Information 0 Click Record Contribution Check Cash EFT to record a new contribution received from this c Click Submit Credit Card Contribution to process a new contribution on behalf of the contributor u credit card Record Contribution Check Cash EFT S
109. BY contact_id nn gt run the query dao CRM_Core_DAO executeQuery query while dao gt fetch if single value amp details else if array_key_exists dao gt contact_id details details dao gt contact_id array value amp details dao gt contact_id set the token s value value contribution largest dao gt total_amount 241 57 IMPORTING DATA The CiviCRM import system can be used to import contacts activities contributions event participants and memberships You can extend the import system to allow it to parse different data sources such as XML JSON Excel or OpenDocument The import system is especially useful when you have legacy data in another system such as a spreadsheet or have data you need to migrate from one system to another As of version 3 2 the import system has a few important limitations It is currently not very good at importing e Large data sets e Data sets which contain information for more than component such as contact data that also contains contributions e Data sets which should be imported into more than one group or tag currently you can choose only one group or tag for the entire import rather than specifying the value in a field of the imported data set These limitation apply to any extensions you build on the import To overcome these limitations one strategy would be to write a custom script u
110. CIVICRM Published 2011 03 10 License None INTRODUCTION 1 What is CiviCRM 2 Real World Examples 3 Who is CiviCRM 4 About this book 1 WHAT IS CIVICRM civicrm CiviCRM is a powerful web based contact relationship management CRM system It allows an organisation to record and manage information about the various people and other organizations it deals with CiviCRM is more than just an address book it also allows you to track your interactions with people and organizations and to get them to engage with and potentially give money to your organization through your website The information you gather is all stored in one place but you can access it from almost anywhere CiviCRM focuses on the needs of non profits Most business CRMs are focused on managing commerce CiviCRM emphasizes communicating with individuals community engagement managing contributions and administering memberships CiviCRM is open source which means there are no license costs or user fees associated with downloading installing or using the software You may incur costs if you use a consultant to implement CiviCRM to meet your specific needs and you may incur website hosting charges CiviCRM is web based which means it can be accessed by many users at the same time from different locations It has been developed with the international community in mind and translations and multi language options are supported A MODEL FOR UNDERSTANDING CRMS
111. CRM a little later in the process They are now able to identify newsletter subscribers and send the newsletter to them via CiviCRM They couldn t be happier The AFSC currently has nine CiviCRM sites and the IT Department is now recommending CiviCRM as the database of choice for all of its offices Support from the CiviCRM community is excellent and CiviCRM itself is improving every day as more and more functionality being added AFSC staff are now able to access their data from any place that has internet access run complex searches manage online event registrations and send online newsletters and postal mailings CiviCRM has enabled them to better manage their constituents This makes their life easier and in turn is of great benefit to AFSC ACTIVATING THE COMMUNITY ka HEAL Utah The Healthy Environment Alliance of Utah HEAL is a grassroots environmental organisation working to protect Utahns from nuclear and toxic waste Before moving to CiviCRM they were stuck with a Microsoft Access database They may have called it a database but in fact it was a glorified spreadsheet that did little to facilitate their day to day operations The goal for the CiviCRM project was to move to a system that would centralise all of their information across their organisation including email lists volunteer tracking donor history and more As an advocacy and community action organisation effective engagement with their supporters and tracking the
112. CiviCRM is operating this will be accomplished in different ways e Drupal From the Configure Contribution Page screen select Live Page to view the finished page You can then copy the URL and include it in a content page or assign it to a menu item e Joomla The most direct way to expose your membership signup renewal page to the front of your website is by creating a menu item Navigate to a menu and create a new CiviCRM item From the list of menu options choose Contributions In the basic parameters section select the contribution page you would like exposed from the dropdown menu Save the menu item and view the website to confirm the page s functionality 152 E 2 EVERYDAY TASKS This chapter describes some of the CiviMember tools of use to administrators It will show how to expose membership signup renewal pages and membership directories to your members and other website visitors ADMINISTERING MEMBERSHIPS Organization administrators will primarily work with membership records by viewing contacts After finding the contact you wish to manage click the Membership tab to view a summary of the contact s membership records illustrated in the following screenshot Summary Contributions 1 Memberships 1 Events 2 Activities 8 Cases 0 Relationships 4 Groups 1 Notes 1 Tags 1 Change Log 0 Voter Info 0 Grassroots Info 0 School Information 0 Oe Add Membership to record a new membership Click Submit Credit Card Membership to
113. CiviEvent CASES Cases are a way to logically connect a series of activities You can define different case types and associate a predefined series of activities with them When you create a new case you typically create a series of scheduled activities that need to be completed as part of that case As the case progresses you can record new activities or series of activities as part of the case For more information see the section on CiviCase 26 9 EXTENDING CORE DATA This chapter explains how you can extend the core building blocks or objects in CiviCRM by adding custom fields that represent the data that you want to collect For example you can extend organisations with a set of check boxes about the clients that they serve You can also restrict custom fields to certain types of that object For example you might have a custom field for one type of contact students listing the subjects they study Custom data fields are always stored in CiviCRM in custom field sets Therefore adding custom data is a two stage process 1 Create a custom field set for an object 2 Add custom fields to this set You may find it helpful to read the information about custom fields first but you will need to create the field set before you create the fields in it To clarify a field is a unit of information entered into the database such as someone s primary spoken language or high school graduation date A field set is a group of fie
114. Ding them For example if you select the tag major donor and the country Mexico the search will return major donors from Mexico Within criteria groups that allow you to check boxes for more than one value these options are also combined by ANDing For example if you can search for contacts whose Preferred Communication Method is both Email AND SMS With fields that allow you to select values from a drop down list options are combined by ORing For example you could find contacts that live in Mexico OR the United States by selecting both countries in the country field Display Advanced Search results as Advanced Search returns your results as Contact records by default However you may want to get another record type instead For example you may want to see all the Contribution records which match your search criteria while taking advantage of the rich set of search filters available in Advanced Search Simply select the record type you want from the dropdown in the upper right corner of the Advanced Search form Modifying search columns Advanced searches allow you to use to change the columns displayed in your search results The default columns are Name Street Address City State Postal Code Country Email and Phone If you want to display a different set of columns perhaps to include a custom field or remove a column you don t need create a Profile with the Search Results option selected Make sure that the field
115. Email shown in the following screenshot An email will be sent to the email address associated with your user login account The From email address will be the default From address you ve configured in the previous section Save Cancel Save amp Send Test Email If CiviCRM is unable to send the test email you will see a message on your screen with the specific error and some suggestions for trouble shooting the problem Disabling outbound email If you do not want users to send outbound emails from CiviCRM at all select Disable Outbound Email However if you disable outbound email and you are using Online Contribution pages or online Event Registration you will need to turn off the automated receipting and registration confirmation features these are enabled by default Otherwise your constituents will see error messages after they ve completed a contribution or registration PAYMENT PROCESSORS Payment processors are companies that handle credit card transactions for merchants and non profit organizations and that transfer funds to the organization s bank account If you plan on using CiviCRM to accept online contributions online membership signup and renewal or online event registration you will need to select and configure a payment processor for your site CiviCRM includes support for several different processors and provides a way for third party developers to add support for additional processors based on their c
116. GE TEMPLATES IS THE WRONG CHOICE WHEN If it is possible to make the needed changes by updating the CSS styles For example if a requirement is to hide oir move some information or form fields on a screen a CSS style for that HTML element can be changed to display none or position absolute within the CSS file If there is a CiviCRM hook available that can control the page For example there is a hook that can modify the information on the Contact Summary screen If there is no process in place to update the page templates after an upgrade to a new version of CiviCRM Page templates are stored in a separate folder and are not touched during an upgrade However new versions of CiviCRM often change which placeholder elements are available in various templates Proper source control procedures are needed to simplify upgrades to new versions SMARTY TEMPLATES INTRODUCTION CiviCRM uses a page template engine called Smarty This documentation is focused on how Smarty is used within the CiviCRM environment Every Smarty element is enclosed between braces like these All the other text is going to be displayed directly as HTML in the rendered page Each page template is stored in a file with the extension tp The PHP code assigns variables for content that needs to be displayed and then lets the template engine take care of presenting it The Smarty template engine always does this process 1 Load the contents of a tpl file 2
117. IPS Relationships are a way to connect two contacts to each other Two out of the box relationship types in CiviCRM are the employer employee and the parent child relationship types There are always two ways to describe a relationship in CiviCRM one describes the relationship of A to B and the other of B to A For example Adam is Bernard s son and Bernard is Adam s father Sometimes both descriptions will be the same Charlie is Diane s friend and Diane is Charlie s friend 24 CiviCRM comes with a number of relationship types in the standard installation You can define further relationship types to meet your needs for example you might define a relationship type of vicar church It may be helpful to compare relationships to groups relationships connect two contacts while groups contain two or more contacts who have something in common GROUPS Groups are useful to identify two or more contacts with something in common For example the advisory board of your organisation could be modelled as a group Groups are often used as mailing lists For example you could create a group containing all your newsletter subscribers then use the group to send an email newsletter A group can be the child of a parent group When a group is a parent selecting the contacts in that group will also select contacts that are in the child group For some groups such as your advisory board you might want to capture other types of r
118. If you are getting foreign key constraint errors try logging out from CiviCRM and logging in again HOW TO FIND THE TEMPLATE FILE 248 Finding which template is used on a given page can be difficult The easiest way is to view the source of the page from a web browser and search for tpl For instance for the contact summary page use the web browser to access the contact summary page then click View Source in the browser You should find an HTML comment such as lt tpl file invoked CRM Contact Page View Summary tpl Call via form tpl if we have a form in the page gt USE A SOURCE CODE MANAGEMENT SYSTEM The source code of CiviCRM is accessible via Subversion Although installing Subversion on your own computer is a bit complex it is worthwhile using source control for your development website You should also use a local source code manager git or mercurial are good solutions to keep track of your modified files The workflow that has been proven most efficient is to copy the original file add it to your repository and then modify it CIVICRM COMMUNITY 59 The CiviCRM Community 60 Internationalisation 61 Bug Reporting 249 59 THE CIVICRM COMMUNITY Like many open source projects CiviCRM is shaped guided and driven by its community a far flung ecosystem of users developers and implementers who utilize CiviCRM in many different ways and bring to it a wide array of skills experiences and perspectives
119. M support the community in its translation efforts though some are still under development 253 1 Transifex is an online tool that enables groups of translators to translate strings of text and keep an overview on its progress Register there look for your language join the team or if your language is not available start translating 2 A glossary http wiki civicrm org confluence display CRM Glossary for translations on CiviCRM s wiki will help you maintain consistency in your translations It will also help you get some insight on how much work it will be to translate those strings of text that your users will most often see and that would therefore be the first to translate 3 A tips and tricks wiki page explains how to set up your localization community 4 A FAQ http wiki civicrm org confluence display CRM Getting started with CiviCRM Localisation FAQ on the CiviCRM wiki covers localisation GETTING STARTED Feel like helping translating CiviCRM to a new language or improving the current translation Here s how to do it provided you have a bit of a technical background 1 Go to transifex net and create an account 2 Look for your language on http www transifex net projects p civicrm teams and either join a team or request the creation of a new one if needed 3 Start translating Team work The CiviCRM translation work flow is still a work in progress and until the process becomes more mature you
120. M version versions of PHP MySQL and framework Drupal Joomla standalone and default language Record counts but no actual data are also reported You can set this field to No if you are not comfortable with having this information reported for your site e Attachments You can increase or decrease the maximum number of files documents images etc that can be attached to emails activities and grant records The default value is 3 e File Size Maximum size of a file documents images etc which can attached to emails or activities Note that your PHP configuration files php ini should support at least as big a file size as the value specified here e reCAPTCHA reCAPTCHA is a free service that helps prevent automated abuse of your site by requiring users to read a random pair of words and type them into the form To use reCAPTCHA on public facing CiviCRM forms sign up at recaptcha net enter the provided public and private reCAPTCHA keys here then enable reCAPTCHA under the Advanced Settings section in a Profile where you want it used If you want to use reCAPTCHA protection for online contribution membership signup or event registration forms you ll need to configure a Profile with reCAPTCHA enabled and then include it in those forms CONTACT TYPES Here you can modify the names of the built in contact types Individual Household Organizations and create or modify contact subtypes for more specific uses e g Student
121. N ANNUAL YOUTH LEADERSHIP WORKSHOP Organizations have many ways to take advantage of CiviEvent to lighten the task load when planning and managing events Here is a scenario of how an organization is using CiviEvent A community organizing group holds leadership workshops for youths 25 and younger as their major yearly event They invite youth speakers and volunteers as well as several other speakers for the training workshops The organization also charges nominal fees for meals and lodging a flat fee for the registration fee and additional costs for optional workshops Information is collected beforehand about the participants food and lodging preferences The event invitation is usually sent to a targeted audience contact list to ensure that the organisation s core constituency attends and the event is also announced more broadly by posting it on the website to allow for online registrations At the end of the event staff want to evaluate the success of the event and report results such as number of attendees total event fees paid and total amount still due To prepare for the event the organization plans their data needs and the tasks needed to configure the event as well as to keep tabs on the registration and event management process Here are some items that the organization plans to do in preparation for the day of the event e Organizers will build their targeted list of people they want to invite to the event e A staff person w
122. Navigate to Events gt Manage Events Click on the square icon displaying 31 on the top right of the page Save the iCal file on your local computer Go into the other calendar system and find the import iCal file tool Within the import wizard of the other calendar system browse to and upload the iCal file from your local computer H FH New CiviEvents created later on will not appear in the other calendar system These steps will need to be repeated to show new events Dynamic updates are described in the following procedure Getting a dynamic list of events into another calendar system Navigate to Events gt Manage Events Click on the square green icon displaying the letters ICAL on the top right of the page Copy the URL of the page that opens Go into the other calendar system and find the import iCal feed tool Within the import wizard of the other calendar system paste the URL from step 3 UPWN From this point forward any new public events created in CiviEvent will automatically appear within the external calendar system Displaying an event report on CiviCRM s home dashboard From the navigation menu click on Reports gt Create reports from templates In the Event Report Templates area select one of the reports you would like to display on the home dashboard Enter the criteria you want to build the report then click Preview Report Click Create Report and enter the additional information you want in
123. OG TAB This tab gives limited information about changes made to a contact record It shows the change date and who made the change but not what was changed Summary Contributions 1 Memberships 1 Events 2 Activities 8 Cases 0 Relationships 5 Groups 1 Notes 1 Tags 1 Change Log 2 Voter Info 0 Grassroots Info 0 School Information 0 Change Log amp kurund web com April 27th 2010 1 44 PM amp bob scout com April 27th 2010 1 44 PM NOTE Administrators can use the Contact Logging Report to get detailed information on changes to contact records who what and when 64 MODIFYING THE CONTACT SCREENS After working with the contact editing and summary screens for a while you may realise that there are sections and or fields that aren t useful for your organisation The good news is that you can easily hide some fields and sections For example if your organisation doesn t need to store demographics information you can remove it by configuring the Site Preferences e Log in to CiviCRM using an account with Administer CiviCRM privileges e Go to Administer CiviCRM gt Global Settings gt Site Preferences e Uncheck the Demographics box under Editing Contacts e Click Save Similarly if you want to remove or add fields in the postal address section e Go to Administer CiviCRM gt Global Settings gt Address Settings e Check or uncheck fields under Address Editing e Click Save 65 14 GROUPS AND TAGS Groups and ta
124. OKS Hooks are a common way to extend systems The way they work in CiviCRM is that at key points in processing such as saving a change or displaying a page CiviCRM checks to see whether you ve hooked in some custom code and runs any valid code it finds For example let s say you want to send an email message to someone in your organization every time a contact in a particular group is edited Hooks allow you to do this by defining a function with a specific name and adding it to your organisation s CiviCRM installation The name of the function indicates the point at which CiviCRM should call it CiviCRM looks for appropriate function names and calls the functions whenever it performs the indicated operations Hooks are a powerful way to extend CiviCRM s functionality incorporate additional business logic and even integrate CiviCRM with external systems Many CiviCRM developers find themselves using them in nearly every customization project USING A HOOK IS THE WRONG CHOICE WHEN If you just want to invoke an activity from CiviCRM in a program it s more appropriate to use the API covered in another chapter For example if you want CiviCRM to output everyone in a particular group so that you can feed them into an external database you probably should use the API instead of a hook A good test for whether or not to use a hook is to ask yourself whether what you re trying to do can be expressed with a sentence like this want X
125. PORTING ON PARTICIPANTS This section helps you do some common information searches To see an overview of participants for all upcoming events 1 NAvigate to Events gt Dashboard 2 Click the Counted link to see all the contacts for that event If any count is zero the associated text will not be a hyperlink Some participant roles may not count for the event total such as someone who is on the cleanup duty To see the participants for any event with a variety of criteria 1 Navigate to Events gt Find Participants 2 In the event name field start typing to see a list of events Click on the event you want Set additional search choices for the fields you want to see 3 Click Search 136 When the search returns results you have the opportunity to select all of the resulting participants or a subset and perform an action on them Available actions include e Batch update participants via profile This feature is useful if you wish to edit multiple fields for multiple participants in a table grid layout Note that you must create the profile set you wish to use before implementing this action If you are not familiar with how Profiles work please read the chapter on that topic before using this feature Cancel Event Registrations for the selected participants Change Participant Status for the selected participants Delete Participants Deleting participants does not delete the contact record but will delete all tran
126. Paid Conference with Online Registration z To create a template start by navigating to Events gt Event Templates and clicking Add Event Template Event Templates s Add Event Template Title H H Free Meeting Meeting Attendee Name Only Yes No Yes Yes Edit Delete with Online Registration Free Meeting Meeting Attendee Name Only Yes No No Yes Edit Delete without Online Registration Paid Conference Attendee Name Only Yes Yes Yes Yes Edit Delete Conference with Online Registration The steps for creating event templates are similar to those described earlier for creating an event The main differences are e Assign a Template Title that clearly identifies the type of event this template is used for e g Monthly Community Meetup e There are no starting and ending dates in the template form That information will always be specific to an actual event instance SETTING PERMISSIONS FOR EVENT REGISTRATION This section applies to Drupal installations only 131 If you ve enabled online registration for events on your site you need to review the Drupal user permissions to ensure that visitors are able to view event information and complete the registration forms Navigate to the Drupal Administer menu and select Users gt Permissions Most organizations allow anonymous users users who have not logged in to view and register for events If you want to allow this convenience assign the following CiviCRM module pe
127. RATIONS BEFORE IMPORTING It might be useful to think about your pre existing data in the same way as the contents of a house or apartment when you need to move People often use moving as a chance to say Do we really need this This stuff is too old let s trash it and get some new stuff once we have moved in To apply this metaphor to your data look for fields that have no purpose such as old organisational divisions that you ve abandoned or office locations in a facility you no longer occupy Some old data will have continuing value For instance one organisation in a financial pinch decided to use an old list of founding donors who had not given money for many years It turned out that these lapsed donors still had strong emotional ties to the organisation that they had founded and they came to its financial rescue In that case saving old data was crucial Moving to a new living space doesn t just provide an opportunity to evaluate what s really important to keep and what can be left behind it also gives you a chance to clean up everything that you do decide to take with you Just as you wouldn t pack up dusty picture frames and dirty dishes because that would make your nice new clean place as dirty as your old place you ll want to clean up your data before moving it into CiviCRM so that you re starting off with as clean and useful a database as possible In planning for a move to CiviCRM prepare to spend a good amount of time looking
128. REPORT CiviReport allows you to create run and schedule reports based on the data CiviCRM has about your contacts and their interactions with your organisation Many report templates are designed to work with a specific CiviCRM component such as CiviContribute or CiviCase CiviCRM comes with a number of predefined report templates that are used to create reports For example the Membership Report template can be used to create a report that shows all student members that have joined your organisation within the past year CiviCRM s predefined report templates are built to satisfy the basic needs of non profits and organisations Each new version of CiviCRM will include further report templates but if you can t find the right template for your requirement you can extend CiviCRM by writing a new template yourself and contribute it back to the CiviCRM community to share the benefit of your work Writing a new report template requires some PHP and SQL skills A well written template will be flexible enough to meet your specific needs as well as the needs of others Techniques for developing report templates are explained in the section of this book which covers methods of extending and customising CiviCRM REAL WORLD SCENARIOS Reports help your organisation to evaluating its impact and achieve its mission Here are some reports examples Evaluating turnout for an event An organisation wants to attract young people to their annual Commun
129. RYDAY TASKS This chapter describes a variety of procedures related to managing an event after you set it up in CiviEvent MASS REGISTRATIONS CiviEvent offers the time saving feature of registering multiple contacts for an event at one time or as a batch Scenario for doing mass registration An organization is planning a large event and has invited many people based on who they think will be interested The staff then does a mass registration of those people setting the participate status to pending They then use the event list of pending contacts as a means of calling people to see if they are coming If the person says they will attend the event organizer can change the person s status from pending to registered Mass registration is accomplished by the steps 1 Search for the set of contacts you are interested in 2 On the search results page either choose select all or put a check mark next to each contact you are interested in A sample search results page appears in the following screen shot Find Contacts Name or Email is in with any contact type H School z any tag 15 Results Contacts IN School AND Advance Group Status Added Search Select Records Ka All 15 records O Selected records only Add Contacts to Event z E BG d S W Z Al B Name City State Postal Country Email O amp Bell View Edit Isaac CH amp Bell View Edit Lizzy B amp Camp View E
130. Revert to the system default for that workflow CORE SETTINGS USED BY EVENTS Several core CiviCRM settings may play an important role in how you use the event tools e Administer gt Configure gt Global Settings gt Outbound Email SMTP Sendmail In order to use the previously mentioned capabilities to send an email receipt you must complete and test the Outbound Email settings e Administer CiviCRM gt Configure gt Global Settings gt Payment Processors While not required the event registration process is significantly enhanced by allowing individuals to register and pay for the event with a credit card CiviCRM can be configured to use several payment processors all configurable through this interface Please visit the online documentation for more details on using payment processing http tiny booki cc civicrmpaymentprocessorconfig Once you have created a payment processor you can select it in the event creation fees page CREATING AN EVENT 123 You re ready now to create an event The following sections guide you through a sequence of screens which allow you to control each aspect of the event As we walk through each step we will demonstrate the options and their effects on the resulting registration form through screenshots and examples It s a good idea to go through each screen in detail as you learn about available options Later in this chapter we ll discuss how you can streamline the event creation proce
131. TE This section creates a custom report listing all contacts Display Name First Name and Last Name Note that we ll be talking about both Smarty templates tp files and PHP report templates be careful not to confuse the two Replacing an existing report with your own version is not recommended because you may need the original too and because an upgrade of CiviCRM will overwrite your changes with the CiviCRM version In this section therefore we ll create a new Smarty template and a new PHP template for the report You can also copy a template and report to a new location and edit them to create your custom report All reports are located under CRM Report Form and grouped by component Create a new Smarty template and a new PHP template for the report Because this example creates a report about contacts we ll create a new report template named Contact php and a Smarty template named Contact tpl both in a custom directory the Contact php in the custom directory for php scripts the Contact tpl in the custom directory for templates The paths will look like PHP_CUSTOM_PATH CRM Report Form Contact Contact php TPL_CUSTOM_PATH CRM Report Form Contact Contact tpl Add a base class named CRM_Report_Form_Contact_Contact in Contact php Your class must inherit the form class used for the report framework So Contact php looks like lt php require_once CRM Report Form php class CRM_Report_Form_Contact_Contact extends CRM
132. Tracked Opens 2391 Click throughs 1005 Forwards D Replies D Bounces 26 0 37 Unsubscribe Requests 9 0 13 Scheduled Date April 23rd 2010 7 43 PM Status Complete Start Date April 23rd 2010 7 45 PM End Date April 23rd 2010 7 54 PM MANAGING BOUNCES AND CONTACTS WITH INVALID EMAILS If your server is set up to process bounces contacts will be marked as on hold when their email bounces Further messages to those addresses will be suppressed You can search for emails that are on hold either from the Bounces report or with an advanced search and then investigate why the emails are bouncing CASE MANAGEMENT 38 What is CiviCase 39 Planning 40 Configuration 41 Everyday Tasks 172 38 WHAT IS CIVICASE CiviCase is a way to track and manage a sequence of interactions between people in your organisation and contacts in CiviCRM In addition to tracking and managing your organisation s interactions with clients or constituents CiviCase can also manage internal organisational interactions CiviCase tracks interactions in two ways as cases and as activities Activities are single interactions For example if a constituent calls to request information and the staff person directs them to a website it would be recorded as an activity with a brief description of how the staff person followed up CiviCRM will auto generate some activities in conjunction with other actions such as logging an email receipt for event registrat
133. URLs In other words they are difficult to remember An example is www myorganization org civicrm contribute transact reset I amp id 1 You may find it useful to create a URL redirect take people from one URL of your website to another automatically on your server to take people to a pretty URL like www myorganization org donate Pretty URLs are much easier to remember and use in your organization s outreach Creating a redirect requires some technical skill and access to your web server Drupal provides a helpful module called Path Redirect http drupal org project path_redirect that lets you can create URL redirects from the user interface without complicated web server configuration Joomla users also have a work around if Search Engine Friendly URLs are enabled in Global Settings You can then create a menu link to the contribution page and define the pretty URL using the alias field Emailing your current membership is the other critical way to publicize the campaign The CiviMail component of CiviCRM allows you to send targeted emails to any group of contacts in your database Within a CiviMail message you can include links to the contribution form and use CiviMail s tracking capability to see how many people click on that link One time tested way to increase contributions is to send each targeted constituent a personalized email with a link to the contribution form that has all of their contact information already fil
134. Y Ai MIT HEEL JE EE Bie oa E Source Abr Set Name For custom field sets which are displayed inline this name appears as the legend of the field set If this set uses the tab display style the name appears as the navigation tab label Used For You can use this option to ensure that the fields appear only where they are relevant The choices are e Activity fields that may be assigned to all activities or to a specific activity type such as Meeting or Phone Call e Addresses creates an address block which allows the administrator to create additional fields related to an address e Contacts fields that may be assigned to all contacts e Contributions fields that may be assigned to all contributions or to a specific contribution type such as Donations or Event Fees e Events fields that may be assigned to all events or a specific event type e g Conference or Fundraiser These fields are applied to an actual event not the participant registration record Grants fields specific to grants Groups displayed in the Group settings note that these fields are not searchable Household fields specific to the Household contact type Individual fields specific to the Individual contact type Memberships fields that may be assigned to all membership records or to a specific membership type Organization fields specific to the Organization contact type Participants fields that appear on the participant registra
135. You can track voter demographics about your contacts using the custom data group called Voter Info e You can use Groups to identify contacts who subscribe to a particular newsletter or issue to do an email blast about your campaign e You can then use these Smart Groups and regular Groups to generate your walk list or phone bank list Learn more about working with Smart Groups and regular Groups in the Tags and Groups chapter of this book Preparing a Campaign Event To prepare a campaign event in CiviCRM there are several setup items you may want to consider 207 e Define a specific Campaign Source Code for your event This Campaign Source Code will be used for the event and the activity which holds the individual responses gathered during the door knock canvass or phone bank campaign e When you set up your event with the Event Type set to Campaign you can record the questions being asked during the campaign in the Event Campaign Details area e Decide how you want to identify participants in the campaign event Maybe you only want to identify the staff and volunteers who will be involved in conducting the door knock canvass or phone bank Maybe you ll want to add the targeted contacts as participants Activities will be used to record the responses of each individual contacted during the campaign as well as the campaign source code related to the campaign so it may not be necessary to add these contacts to the event In either case
136. _Report_Form Your Smarty template file must include the report framework template Thus Contact tpl is include file CRM Report Form tpl 224 Register your report template in CiviCRM Go to Administer gt CiviReport gt Register Report Enter the details shown in the following screenshot Report Template New Report Template Title Contact Report Report title appear in the display screen Description Provides a list of contact first and last name Report description appear in the display screen URL contact contact Report Url must be like contribute summary Class CRM_Report_Form_Contact_Contact Report Class must be present before adding the report here e g CRM_Report_Form_Contribute_Summary Weight 29 Component Contact Specify the Report if it is belongs to any component like CiviContribute Enabled CA Se oo In a constructor create an array to hold a contact which in turn hold an array specifying two fields you want to display function __construct this gt _columns array civicrm_contact gt array dao gt CRM_Contact_DAO_Contact fields gt array first_name gt array title gt ts First Name last name gt array title gt ts Last Name parent __construct Build the display by issuing a SELECT against the database You can create column headers and fill in each field in the display with the resu
137. a Phonebank List report or through a participant listing and enter each call s results such as whether they will attend or if it s a wrong number or if the organizer left a message 4 An organizer may contact the participants several times to ensure that they will attend the direct action so the organizer will record the responses each time they attempt to contact the participant Most organizers attempt to contact up to 3 times to ensure that the participant commits to attending 5 After the Direct Action event staff can analyze how many people attended or didn t who said they would attend as well as if their method of outreach was effective Door Knock Canvassing An organization wants to engage constituents based on what they learn from individual responses during a door knock canvass around a particular issue such as workers rights To find out more about how their constituencies feel about the issue and to see if they would like to help the organization decides to do a door knock canvass in several neighborhoods 204 Staff will define the target audience based on specific districts in a city and use CiviCRM s Smart Groups to build the list of people to canvass Staff will set up a Campaign Event to record the questions that will be asked during the door knock canvass Staff will identify the volunteers who will do the door knocking and then add them as participants to the event This way they can track who is door knocking
138. a dedicated SMTP server This more complex configuration is outside the scope of this book In this chapter we ll use an external Gmail mailbox address to test configuration So the first step is to create a Gmail account if you don t have one already alternatively you can use another address for testing the procedures in this chapter but you will need to be able to view the source of the mails you receive Once your system is properly configured you are going to run periodically for instance every 10 minutes two different programs e EmailProcessor php to check if you have received new bounces and flag the invalid contacts e civimail cronjob php to send all the emails that might be queued for sending CONFIGURING OUTBOUND EMAIL Outbound email setting are configured at Administer gt Configure gt Global settings gt Outbound Email The choices here are e mail This is the default option and if it works for you you should use it e SMTP If you have a dedicated external mail server specify its details here Bounce messages generated with SMTP are slightly more complete than the ones from mail but there is no practical benefit to using SMTP if you can use mail e Sendmail This option is kept for compatibility with older CiviCRM versions e Disable Outbound Email Works as expected After making a choice send a test email to your account on Gmail and verify that you receive it If you receive the following error me
139. a few extra lines of modifications SOME USEFUL VARIABLES AND EXAMPLES On each page template you have extra Smarty variables populated by CiviCRM config Contains a lot of useful information about your environment including the URL if it s Drupal or Joomla etc session Contains information about the user If you want to modify the template only for a logged in user but leave it identical for anonymous users do the following if session gt get userID gt 0 Insert your modifications here if 223 53 WRITING CUSTOM REPORTS This chapter is a brief introduction to creating a new report in the CiviReport system You can use the same programming techniques to extend an existing report template These tasks call for a strong grasp of PHP More details are available in the wiki page on customizing reports http wiki civicrm org confluence display CRMDOC CiviReport structure and customization CREATING OR CHANGING A REPORT TEMPLATE IS THE WRONG CHOICE WHEN If you want a batch action on an existing result set CiviReport does not support most of the batch actions If your main purpose is to print or send an email to a list of contacts that meet specific criteria write a custom search REPORT SPECIFICATION Before starting on a custom report fill out the form on the CiviCRM wiki for report specifications Add your specification there and ask for comments in the forum or on IRC CREATING A CUSTOM TEMPLA
140. ab Using a household address for a contact also automatically creates the Household Member relationship between the contact and household Apart from the two special relationship types you can create and register any other type of relationship The Relationships tab shows all of a contact s existing relationships with other contacts individuals households or organisations in the database To create a new type of relationship go to Administer CiviCRM gt Option Lists gt Relationship Types Relationships can be also extended with custom fields if you need to store additional information for them Additional powerful characteristics of relationships include the ability to set a start and end date or disable them manually if they are not valid anymore This means that you can store the history of relationships in your contact records ACTIVITIES TAB The Activities tab does two things First it displays all your interactions with the contact over time this includes all CiviCRM s built in activities like event attendance contributions membership sign up and renewal phone calls emails and user defined activities Second it allows you to record activities with contacts Clicking on the icons at the top of the screen Send an Email Meeting Phone call will bring up a screen where you can enter those details 60 This tab can also be used to record any custom activities that you ve defined for your CiviCRM installation from Administer
141. able via the internet This could be your personal or home computer or it can be in your office It can also be called a client computer in the context of receiving information from a server LOCALISATION LION The process of translating a product into different languages or adapting a language for a specific country or region This is done by translators with no need for technical wizardry MAIL SERVER A computer that transfers email from one computer to another MAPPING PROVIDER A service provider that allows displaying contact locations on maps Google Maps or Yahoo Maps in CiviCRM MODULE A part of a system also called a component CiviCRM includes a number of modules each of which adds functionality to the basic contact management features For example the CiviEvent module provides event management functionality Organisations using CiviCRM can turn modules on or off according to their needs MYSQL A popular database engine CiviCRM uses MySQL to hold its data MySQL is free software http mysql com NGO NON GOVERNMENTAL ORGANISATION A legally constituted non business organisation with no participation or representation from government In the United States this type of organisation is more often referred to as a Non profit They may be also called civil society organisations or not for profits NON PROFIT see NGO ONLINE CONTRIBUTION PAGE A function of CiviCRM which allows the creation of a page on the
142. age and target with base building efforts If you wish to collect voter contacts with their demographics history and additional information first import voter contacts with their contact information and demographics into the Voter Info custom group Then import additional information as Activities such as responses to electoral campaign canvass questions MOBILIZING INDIVIDUALS TO ATTEND AN EVENT The Participant Info custom data group that comes with CiviEngage contains fields that hold information about prospective event participants including a history of interactions between your organization and prospective participants Use this information such as needs for childcare or rides to bring these individuals to your events Tracking the history of your organization s contact with individuals around events such as an annual membership meeting a direct action or leadership training can help you to understand the effectiveness of your outreach methods and determine how committed or engaged an individual is based on if the individual actually attends events after multiple contacts This feature is mostly useful for organizers or staff who have a list of individuals they are recruiting to attend an event through multiple phone calls or face to face meetings The following CiviCRM tasks could be used to mobilize individuals 208 1 Conduct a basic or advanced search or use Groups and Smart Groups to create a list of the contacts you want to
143. ake donations to your organisation some of the credit goes to the donor who set up the PCP The person giving the money receives a hard credit while the owner of the PCP receives a soft credit When you enter a donation manually on the contribution form for the contributor you can assign a soft credit to the owner of the PCP Soft credits can also be applied to spouses partners or employers to give an indication of how much money is coming from a relationship or providing a credit to employees if they urged their employers to donate There is more information about PCPs and campaign fundraising pages in the Configuring chapter of this section on CiviContribute The Additional Details section near the bottom of the screen offers other options including adding a note about the contribution and entering the date when a thank you letter was sent The last two sections allow you to enter whether the contribution was in honor of someone else Honoree Information and whether there is a premium associated with the contribution Premium Information VIEWING THE CIVICONTRIBUTE DASHBOARD The CiviContribute main page or dashmboard summarises the contributions made including lists of contributions received in the current month to date year to date and cumulatively since the campaign s inception For example the following screenshot lists the most recent contribution to a campaign using the Table Layout tab CiviContribute Contribution Summary
144. al contact information for the event This information will be displayed on the Event Information page It will also be included in online registration pages and confirmation emails if these features are enabled E moa cc Choose Location Create new location Quse existing location Use Location 14S El Camino Way E Collinsville Connect zl Address Street Address 14S EI Camino Way E Street number street name apartment unit suite OR P O box You can also list phone numbers and email addresses on the event information page if you want to give registrants a way to contact event organizers directly If the event is being held off site from your organization s primary location you may also want to provide contact information for the meeting location Click Save to save your entries and advance to the next step 3 Event Fees CiviCRM supports both free and paid events If this event is free set the Paid Event radio button to No then click Save and skip to step 4 Online Registration If this is a paid event click Yes The screen will show the options available see the following set of screenshots Note that if you plan to accept credit card payments through the online registration form you need to configure a payment processor prior to completing the details in this section you will see a notice on top of this screen if no payment processors have been configured Questions you are asked on this screen are e What con
145. allow the system to be easily extendable by administrators and developers to cover the last 10 Reports often come in pairs one showing a summary and the other showing the detail These reports can be linked allowing users to see information at a glance with the option to drill down in a certain report for more detail We haven t included all the reports available in CiviCRM here because the list is constantly growing For a complete list of reports available in your version along with an explanation how the reports can be used look at the page Create reports from templates in the Reports dropdown menu REPORT TEMPLATES AND REPORT INSTANCES Two key concepts in CiviReport are report templates and report instances A report template is the base for creating a report instance In other words you can generate any number of report instances from one report template For example the Top Donors Report template is used to show those people who have given most to your organisation An instance of this report might show the top 10 donors that have given to your organisation this year to date REPORT VS SEARCH CiviCRM has inbuilt search functionality that covers most scenarios so it s important to know when to use a report and when to search The current report interface does not support most common batch actions such as Update via Batch Profile Smart Group creation etc This means that if you want to perform any action against a resul
146. als of preserving the free status of all derivatives of our free software and of promoting the sharing and reuse of software generally NO WARRANTY 11 BECAUSE THE PROGRAM IS LICENSED FREE OF CHARGE THERE IS NO WARRANTY FOR THE PROGRAM TO THE EXTENT PERMITTED BY APPLICABLE LAW EXCEPT WHEN OTHERWISE STATED IN WRITING THE COPYRIGHT HOLDERS AND OR OTHER PARTIES PROVIDE THE PROGRAM AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE PROGRAM IS WITH YOU SHOULD THE PROGRAM PROVE DEFECTIVE YOU ASSUME THE COST OF ALL NECESSARY SERVICING REPAIR OR CORRECTION 12 INNO EVENT UNLESS REQUIRED BY APPLICABLE LAW OR AGREED TO IN WRITING WILL ANY COPYRIGHT HOLDER OR ANY OTHER PARTY WHO MAY MODIFY AND OR REDISTRIBUTE THE PROGRAM AS PERMITTED ABOVE BE LIABLE TO YOU FOR DAMAGES INCLUDING ANY GENERAL SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE PROGRAM INCLUDING BUT NOT LIMITED TO LOSS OF DATA OR DATA BEING RENDERED INACCURATE OR LOSSES SUSTAINED BY YOU OR THIRD PARTIES OR A FAILURE OF THE PROGRAM TO OPERATE WITH ANY OTHER PROGRAMS EVEN IF SUCH HOLDER OR OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES END OF TERMS AND CONDITIONS 295
147. an create the employer s organization record on the fly by selecting New Organization from the create new contact dropdown You can also store multiple phone numbers and email addresses for each location One of these email addresses can be explicitly marked as the address which receives all bulk mailings e g emails your organisation sends using the CiviMail component RELATIONSHIPS TAB Relationships are connections between contact records in your database Each connection can be named to describe the nature of the connection and a contact may have many relationships to other contacts in the database In the example below you can see a list of Current Relationships as well as a list of Inactive relationships Contacts can have relationships with set start and end dates For example a contact could have a relationship Committee Chair to an organisation for a one year period In order to track past Committee Chairs you can keep a record of the contact having an inactive Committee Chair relationship 59 Summary Contributions o Membershipso Events o Activities o Cases 0 Relationships 3 Notes og Tags 0 Change Log 2 Voter Info 0 Grassroots Info 0 School Information 1 Add Relationship Current Relationships a a Parent of Bell View Ed Lizzy Employee of ABC View Ed Org Inactive Relationships These relationships are Disabled OR have a past End Date a a a a a Parent of Bell Isaac View Edit A
148. an decide to keep both the value of the duplicate and of the original check both the checkbox in the middle column and the add new on the right column to copy the duplicate data Note that associated tags groups and activity data including event attendance contributions etc will appear in addition to data already recorded in the original record not in place of it It is safer in general to keep the tags groups and activities of both contacts after the merge 90 18 EXPORTING YOUR CONTACTS Exporting lets you share data with external applications by providing a copy of data from CiviCRM in a standard comma separated value CSV format This format can be viewed and edited in spreadsheet applications imported into other database applications or merged with word processing documents You can either export a predefined set of fields or create your own custom export mapping which can be saved for reuse CiviCRM s export functionality is available in any of the search tools when viewing contacts in a group e in component based search results where the resulting records reflect the component specific data rather than simply core contact data For example from the Contributions gt Find Contributions search you could export your donors and their contact information for use in a thank you letter in which the total amount donated is included Here s how you can export contact information Search for contacts Carry out a search
149. and what group or list of individuals they will be visiting Staff will print the Walk List Report based on the Smart Group and will also export the walk list information to a spreadsheet to collect the responses and identify the volunteer canvasser Each volunteer canvasser will door knock the locations on the Walk List and gather responses on their report At the end of the night other volunteers will gather the Walk List reports and enter the responses on the spreadsheet Staff can then import the spreadsheet information back into CiviCRM After the canvass campaign staff can use the Activity Report to analyze campaign responses to determine their next step to engage their constituency in the issue 205 47 PLANNING WITH CIVIENGAGE CiviEngage packages a set of custom data groups and fields reports and other features for use in civic engagement and community organizing work This chapter will describe the general concepts and planning needed to use CiviEngage effectively WHAT YOU NEED TO KNOW The following are concepts custom fields and values to keep in mind when preparing to use CiviEngage Campaign Source Code Campaign Source Codes are descriptive values used to identify related activities events contributions and memberships and map how these activities and transactions are linked together Campaign Source Codes are also useful for identifying these sets of activities or transactions as part of a larger campaig
150. ation has a couple effects on your import o Make sure that you assign groups and tags that are applicable to every contact in the imported set If you need to assign groups or tags on a contact by contact basis import contacts in small discrete batches in which all contacts share the same tags and groups Alternatively you can create searchable custom data fields in CiviCRM that contain the groups and tags that you want to assign to imported contacts After the import you can run searches on those fields and use the Add Contacts to Group or Tag Contacts batch actions on the search results o You can use this feature to manage the import Consider adding contacts to a new group or tag that indicates what batch of imports the contacts were a part of thereby allowing you to easily identify when a contact was imported and undo an entire import if necessary CiviCRM stores first names and last names in separate fields so these should appear as separate columns in your CSV file The same goes for city and postal code zip code Most spreadsheet programs contain tools that automate the process of splitting text across fields Ensure that your country names are expressed in the same way as they are in CiviCRM i e United States not United States of America and United Kingdom not Britain If you are importing multiple locations the first location will be set as the primary location address You may want to move your columns
151. ation and to get help installing the SSL certificate 109 SSL certificates are domain form specific If purchased and installed to your root domain something that looks like example org it does not automatically work for subdomains such as http www example org or http contribute example org Discuss the options available with your hosting provider and ensure that the certificate and its installation will meet your needs Wherever possible purchase a certificate that will cover both the root domain and www form of your domain Once the certificate is installed and you have tested its functionality by browsing to a page on your site using https rather than http you should enable SSL redirection in CiviCRM To do this navigate to Administer CiviCRM gt Global Settings gt Resource URLs gt Force Secure URLs SSL gt Yes This will force any pages that include contribution related information i e credit card fields to redirect to the secure form of the URL https After you enable the Force Secure URLs setting and save the page CiviCRM will automatically check to ensure the SSL certificate is activated and working properly You should also navigate to a contribution page on your website to confirm that https redirection works correctly PCI DSS Compliance The prevalence and impact of online fraud has led to increased security measures to counteract the schemes of fraudsters The Payment Card Industry Data Security Standard
152. ation s logo and to other useful information General Settings Report Title Donor Report Summary Report Description Shows contribution statistics by month week y Report Header lt htmi gt lt head gt 0 lt title gt CiviCRM Report lt title gt lt style type text css gt import H url http booksprint dev civicrm org sites all modules civicrm Report Footer lt p gt lt img src http booksprint dev civicrm org sites all modules lt html gt Email settings CiviReport allows you to email reports to specific people on a regular basis To do this fill in the Subject To and CC fields in the Email Delivery Settings You can enter one or more email addresses in the To and CC fields multiple email addresses should be separated by commas You will need to configure a cron job for each report that you want to send The cron job runs a script in the civicrm bin directory CiviReportMail php which takes several parameters including the ID of the report instance that you wish to send For example if you want to send a Donor Report to your board members you can configure a cron job with the ID of the particular report instance to email the report in HTML or PDF format Refer to the Command line Script Configuration documentation for more information http wiki civicrm org confluence x LIK9AQ Adding reports to navigation menu The most straight forward way to share reports with other users is to add them to the
153. ave saved the profile settings it s time to add fields to the profile If you plan to reference custom fields in a profile form make sure that those fields have already been created Some important notes on adding fields 37 You can change the name of a field label for the profile For example the Postal Code field can be renamed Zip Code if your audience is more familiar with that term Certain fields can be required must be filled out In this scenario we would want to make at least First Name and Last Name required and probably some sort of contact information such as email address and or phone number You can make a field View Only which means it will be displayed on the profile form but not editable this setting is not relevant for the volunteer sign up scenario If the profile is being used as a searchable directory set the Visibility of any fields you want to include on the search form to Public Pages or Public Pages and Listings For our volunteer sign up scenario we are only using the profile as a sign up form so we can set Visibility to User and User Admin only This ensures that other visitors can not view any form data CiviCRM Profile Field F cance Field Name Individual 14 First Name Select the type of CiviCRM record and the field you want to inch Field Label First Name i The field label displayed on the form over ride the default field Required M Are users required to complete this field Vie
154. based on your desired criteria using one of the available search tools e g Quick search Find Contacts Advanced search Search Builder or a custom search you can find out more about performing searches in the Searching chapter earlier in this section Select contacts you wish to export Select all records or choose individual records for export using the check boxes to the left of each record From the actions dropdown menu choose Export Contacts as shown in the following figure and click Go This takes you to the export wizard 85 Results Select Records O All 85 records Selected records only Print Exmort Contacts rrrrererereeeneenreneereeneenenneereenenne E actions Net Add Contacts to Event Add Contacts to Group sf Add Contacts to Household A Add Contacts to Organization e M P R S Batch Update via Profile B Zi Delete Contacts City State Postal Export Contacts M4 amp Ad BE Labels 161C El Burlington WV 26710 Merge Contacts Camino Ln New Smart Group sw M 8 Ad Print PDF Letter for Contacts 662M El North Star MI 48862 Record Activity for Contacts Camino Ln Remove Contacts from Group SE Schedule Send a Mass Mailing M 8 Adcend Email to Contacts 846H Knoxville GA 31050 Tag Contacts assign tags Second Blvd N Unhold Emails Export primary default or selected fields Choose between exporting the primary fields or selecting your own set of fields for export The primary fields include a
155. but support options for event fees instead of basic data collection Here s an example of how a price set looks to a person who is registering for a Conference that includes optional pre conference training sessions meals and lodging Conference Fee Registration Fees General Admission 125 00 gt Pre Conference Using Social Networking Tools for Organizing 25 00 Trainings Getting the Most out of your Blog 25 00 Meals per meal 1 cost 10 00 Enter the number of meals you would like to purchase Cost is 10 per mea Lodging per 1 night 100 00 Enter number of nights you will need Total Fee s 285 00 We saw earlier that step 3 in event creation involves configuring event fees The standard fees layout form is a very simple structure allowing you to create a list of fees and their labels The resulting layout allows the registrant to select one option from the list Often this single option format does not meet the complex demands of your event registration structure Price sets allow you to create multiple registration fee fields and assign the entire set to an event Price sets are created and managed by navigating to Manage Price Sets and choosing the Events link or by navigating to the CiviEvent gt Manage Price Sets menu and choosing the Administer link Similar to custom data sets you begin by creating a new price set and then adding specific fields 132 Creating a New Price Set To create a new p
156. bution by type Examples of contribution types include event fees member dues donations and grants To aid integration with your accounting software you can assign an accounting code to each contribution type This accounting code is included when you export contributions for import into your accounting package REPORTING AND EVALUATION Reports can support targeted fundraising reveal how you can improve fundraising processes and help you gauge the financial health of your organization Examples of what you can learn include e Checking contribution totals for tactic A versus tactic B e Comparing amounts earned by a specific campaign over time e Comparing first time givers with repeat givers e Generating a list of people that gave last year but are yet to give this year As part of the planning process consider the reports that you would like to run with CiviCRM The data they require helps determine the data you need to collect in CiviContribute and whether you need to create new custom fields to hold the data This planning also helps you configure CiviContribute to allow you to run these reports CiviReport comes out of the box with a number of reports designed to give you information about your donors and fundraising campaigns Spend some time familiarising yourself with these reports 103 23 CONFIGURING This chapter shows how to set up CiviCRM and particularly its contribution management component CiviContribute to su
157. c and other constituent information along with an area to collect responses to be used during a phone bank e Activity Report includes filters for activity custom fields so that you can build a report of specific activities based on criteria about your constituency such as creating a report to analyze particular responses from a door knock canvass or phone bank Grant Proposal and Report Tracking CiviEngage uses the Proposal Letter of Inquiry and Report Activity Types to expose custom fields to track information and schedules for proposals letters of inquiries and reports related to an individual funder or foundation Custom Profiles CiviEngage configures several custom profiles for easier batch updating of individual or organization information such as voter demographics issue interests volunteer interests or event participant information To learn more about profiles please refer to the Profiles section of the book CONFIGURING CIVIENGAGE When you install CiviEngage a number of custom fields are automatically created These fields are designed to support your community organizing work Most of these fields are multiple choice fields which have been pre populated with sample options Before you start using CiviEngage you need to review and modify the supplied options to meet your needs Begin by going to Administer gt Customize gt Custom Data in the navigation menu In the following list bolded items are Group Header entr
158. ces away from administration and into the real work The biggest lesson that CiviCRM has brought to HEAL is to force them to always think about what role technology will play in their outreach and organising work A CRM EDUCATION Qchool house SUPPLIES Schoolhouse Supplies SHS is a Portland Oregon USA based non profit organisation which gathers and distributes school supplies to students and teachers Prior to implementing CiviCRM SHS used a combination of software programmes including Exceed EROI Constant Contact Salesforce Auction Pay for online contributions and of course hundreds of spreadsheets In addition SHS had a custom web application for managing its online store inventory and processing in kind donations 8 What They Did By moving to CiviCRCM SHS has centralised their operations and the management all their constituent data and been able to unify and coordinate several of their core business processes All data from each source has been migrated to CiviCRM Standalone an installation that is not integrated with either Drupal or Joomla CMS CiviContact and CiviContribute have replaced Exceed and Auction Pay CiviMail has replaced ERO and Constant Contact Salesforce data was moved into CiviCRM and the custom e commerce application it supported was integrated with CiviCRM Lastly the inventory and in kind management system was integrated with CiviCRM Spreadsheets have been imported The Results Each
159. ch Results 4 Advanced Settings there are a few options under advanced settings that are helpful when using profiles for directories 1 Enable mapping a really cool feature available in CiviCRM is to allow visitors to map contacts in your directory using Google or Yahoo maps They can then obtain directions to a record s address dynamically To use this feature you must have already enabled mapping under Administer gt Configure gt Global Settings gt Mapping and Geocoding 2 Include profile edit links check this box if you want to include a link in the directory listings to allow people to edit the profile s fields Only users with permission to edit the contact will see this link More often than not you will not need to enable this setting as it is not commonly used in the membership directory scenario 3 Include Drupal user information Drupal only check this box if you want to include a link in the directory listings to view a contacts Drupal user account information e g their My Account page This link will only be included for contacts who have a user account on your website C Enable mapping for this profile O Include profile edit links in search results O Include Drupal user account information links in search results Now it s time to include the fields that will make up the directory For profiles used as directories you have total control over which fields e are searchable in the directory e appear in the resu
160. changing the original template or saving it as a new template As you write your content remember that every email will be sent individually CiviCRM offers the ability to personalize each email using tokens See Using tokens in emails later in this chapter If you just wish to send a text version of your email ignore the HTML section and click on the Text section Enter your message in the box You can also use tokens in the text version of the message There is also a token link at the top right of the Text box Click Send to send your message You can if you wish look at the different contacts activities to see that each one has an activity recorded for the sending of this email To see the activity that was just recorded of the email sent click the Activities tab of the different contacts Because the recipients don t see who else received the email you might want to mention whom you are sending it to in the text of your mail for instance TO Members of the board staff SENDING A MASS EMAIL THROUGH CIVIMAIL Using CiviMail offers many benefits over the Send an email action allowing you to track respondents to your mailing process bounces and allow people to unsubscribe to your mailings There are two ways to select the recipients for your mailing e If you are sending mail to an existing group go to Mailings gt New Mailing From this screen you can choose the groups you want to send the mailing to You can also c
161. ck Thank you date not set and choose Donation from the Contribution Type dropdown menu Click Search at the bottom of the page Click the button that selects all the records From the more actions dropdown menu select New Smart Group then click Go The next screen provides a review of the criteria chosen for the smart group Give the smart group a name a description optional and decide if you want to make this smart group a Mailing List allowing you to include the smart group in CiviMail Then click Save Smart Group 8 You can view your smart group by going to Contacts gt Manage Groups where you will see your smart group in the list CREATING RELATIONSHIPS BETWEEN CONTACTS Cu RARES CiviCRM allows you to represent connections between contacts by creating relationships For example if a mother and son are both in your database it can be useful to be able to look at either record and see that they are related to each other To do this 96 Navigate to one of the records that you want to relate Click on the Relationships tab in the Contact s record Click New Relationship Select the Relationship Type In this case it would be either Child of or Parent of Click inside the Find Target Contact box and begin to type the first name of the person you are relating to this contact One or more options will be displayed Click on the appropriate entry Click Search Click the check box next to the name of t
162. ck the different activities that your members are engaged in Use the activity report to better understand what your members are doing 217 Click on Reports gt Create Reports from Template Choose the Activity Report This brings up the Activity Report Template You are now looking at all the options available for printing a report based on the activities CiviEngage offers that your contacts are engaged in The first section lists the columns that are available for your report Use the check boxes to decide what information you want your report to show The default values are Assignee Contact Name Target Contact Name Activity Type Subject Activity Date and Activity Status You can choose columns from Walk List Responses Leadership Level from Activities Call List Responses Proposal Info or Activity Source Details If for example you want a report of Walk List Responses from a specific campaign you would check boxes from the Walk List Responses section and choose the Activity Campaign Code from the Activity Source Details section Please note that the default value for Activity Date is this month If you want a different range of dates you have many options Click on this month and you will see all the options available Included is Date Range where you can choose a specific range of dates The next section allows you to group your data by the Source Contact the default value Activity Date or Activity Type Check the appropriat
163. cluding donations campaign contributions membership fees and event fees You can define additional types to meet your needs Contributions have different statuses which reflect the process of receiving a contribution Some of these statuses are are set automatically by payment processors For more information see the section on CiviContribute MEMBERSHIPS AND MEMBERSHIP TYPES Memberships are another type of activity As well as the usual activity fields they contain extra fields used for tracking memberships such as start and end dates CiviCRM allows you to define different membership types with fees start and end dates and other settings You can define the types that meet your organisation s needs Memberships can be renewed When this is done the start and end date will move on by the specific time period but the join date will remain the same i e the same as the first membership start date If the membership has a fee associated with it this will be recorded as a contribution and linked to the membership For more information see the section on CiviMember EVENTS AND EVENT ATTENDANCES CiviCRM has a building block for events which contains fields to add events and give these events times locations fees and other information When a contact registers for an event a participant record is created linking the contact to the event A participant record is a type of activity For more information see the section on
164. cribe all supporters current or potential of a given organisation See also contact and client CONTACT In CiviCRM a contact is either an individual an organisation or a household about whom information is stored in the database See also constituent and client CONTACT SUMMARY SCREEN A page that displays at a glance all the data about an individual organisation or household that is stored in the CiviCRM database CORE CODE The source code that constitutes the official code of CiviCRM Also called core CORE DATA FIELD A field that is included in a record structure out of the box For example the CiviCRM contact record includes First Name as a core field CORE TEAM The people most closely involved with CiviCRM development CRM Acronym for Contact or Constituent Customer or Client Relationship Management CRM or eCRM software was originally developed from a sales perspective to help companies track and organise their interactions with current and potential customers CiviCRM is oriented specifically toward the needs of non profits advocacy and non governmental organisations so the term customer is replaced with constituent Outside the USA it is often referred to as Contact Relationship Management CRON JOB A cron job is a way of automatically scheduling a programme to run at certain intervals Crons are often used in CiviCRM to handle daily or monthly events such as sending membership renewal reminders or
165. ct fields e g Last Name Email Address If you try to combine fields with an unsupported combination of record types you ll get an error when you try to save the field 44 11 INSTALLATION Before reading further please be aware that much of the information contained here is intended for technicians and may be difficult to understand if you have little or no experience in setting up web applications If you don t understand this topic you may wish to either seek help or point your organisation s technical staff to this material PREREQUISITES CiviCRM must be installed on a computer that has been configured with a web server PHP and MySQL Some people prefer to try out CiviCRM on their own local computer before installing it on a dedicated web server If you are doing this and don t have the pre requisites just mentioned you can download packages from the Internet such as WAMP XAMPP MAMPP and LAMP which will quickly install an Apache web server PHP and MySQL The first two packages are for Windows and the second two are for the Macintosh and Linux respectively Before you can begin installation you need to decide whether you are going to use CiviCRM integrated with Drupal or Joomla Refer to the appropriate section in the online CiviCRM Installation Guide for the latest system requirements and specific installation steps http wiki civicrm org confluence display CRMDOC Installationtand Upgrades NETWORK ACCESS Once
166. ct is a member of Groups can be used in a variety of ways including mailing lists and permissioning ACLs You can add and remove the contact from groups and see a history of groups the contact has unsubscribed or been removed from The Status column displays who has added the contact to the group Whether users can add themselves to a group is one of the settings you can configure when creating a group When you set a group s visibility to Public Listings users can join via Profile forms You may want to familiarise yourself with the discussion on using Profiles for mailing list sign ups covered in a later section Summary Contributions 1 Memberships 1 Events 2 Activities 8 Cases 0 Relationships 4 Groups 1 Notes 1 Tags1 Change logo Voter Info 0 Grassroots Info School Information 0 Current Groups Group Status Date Added Newsletter Subscribers Added by Admin September 22nd 2009 10 41 AM ES Remove Add to a group select group NOTES TAB The Notes tab is a place where you can record random bits of information about a contact Generally you would use custom fields for information you plan to collect about your contacts but in some cases it may be useful to record additional ad hoc notes about a contact Since this information is unstructured you should be careful about using the Notes tab unless you know that you or other people using your CiviCRM implementation will remember to look at that tab W
167. ction on over riding templates and you can find more information on jQuery using any web search engine 232 All the API functions are directly usable from an Ajax call and available to all logged in users with CiviCRM access privileges This is very useful to update a value in the database without having to reload the whole page which might contain a long list of records for example You could use it on the activities list page to set the status as completed on a list of participants to set the status as attended or to tag a contact in a search result each time without having to reload the page Using the jQuery plug in The file js rest js contains a jQuery plug in to make it simpler to call any CiviCRM API function The general syntax is crmAPI entity action params For example to dynamically create a tag using JavaScript in any page crmAPI civicrm_tag create name Wonky description Broken please fix Hi Upon completion of the Ajax call the default behaviour is to display a Saved message in a div with id restmsg you will need to be sure this div exists in your page if you want to see the message However you might want to alter this default behaviour for instance to change the colour of a row the name in a field or to hide a button the user has clicked This is done via a special parameter success that is a function called when the Ajax API has returned the result The next examp
168. d amp force 1 to the above URL it will directly show a result set o If you add amp force l amp search 0 it will hide the search criteria and directly show the result set e Joomla use the Menu Manager to create a front end menu item After creating a new menu item select CiviCRM and choose the profile search option In the parameters pane choose the specific profile to use e You can also prepopulate any search criteria in the URL These options are described here http wiki civicrm org confluence display CRMDOC Linking Profiles OTHER PROFILE USES Search results Searching is outside the scope of this section but assuming you are familiar with searches you may wish to change the columns used to display the results of an advanced search To do this 1 Create or open a profile and mark it as used for Search Results Profile Name Custom Search Results Used For C profile MSearch Results C User Registration C View Edit User Account 2 When adding fields to this profile you will need to set Visibility for the fields to Public Pages and check the Results Column box When conducting your advanced search use the Search Views dropdown menu in the top right of the page to select your profile Batch updates The final way that profiles can be used is to perform batch updates of data For example you have a custom field called volunteer interests and you want to update the volunteers group with a certain interest You can eas
169. d uses the same set of options as the Funding Areas and Funder Issue Interest fields It is a list of issues that your organization works on or tracks e Volunteer Interests a list of volunteer activities that your members can take on Constituent Info Organizations e Constituent Type Org Grant Info e Funding Areas this custom field uses the same set of options for Issue Interest and Funder Issue Interest Participant Info e Participant Campaign Code this custom field uses the same set of options as the Contribution Campaign Code Event Campaign Code Activity Campaign Code and Membership Source Code fields Delete the example campaigns and add your own This is the mechanism CiviEngage uses to connect a contact s participation across all these different actions For example a Campaign called House Party 10 1 2010 could have an Event tied to it a participant of that Event tied to it an activity when an organizer calls a contact inviting them to attend an Event a membership entry when they become members at the Event and a contribution when they pay their dues Contribution Source e Contribution Campaign Code see Participant Campaign Code e Contribution Campaign Method this custom field uses the same set of options as Membership Source Campaign Add different types of interactions or locations where you would be engaging potential members and donors Event Details e Event Contact Person also used for Staff Respons
170. d when users search by Name Change this value to Yes if you want nicknames to be included e Include Alphabetical Pager If disabled the alphabetical pager will not be displayed on the search screens This will improve response time for search results on large datasets e Include Order By Clause If disabled search results will not be ordered This will improve response time for search results on large datasets significantly e Default Contact Search Profile You can select a Profile to override the columns displayed by default in Find Contacts search results e Smart group cache timeout Smart groups are basically saved searches The list of contacts for each smart group is cached in the database in order to avoid running the saved search every time you access a smart group This field determines the number of minutes to maintain the cache before refreshing it The default value of 0 means the cache is emptied immediately when any contact is edited or a new one is added If your contact data changes frequently you may want to try setting this to a value of 5 minutes or even longer to reduce processing load on your server The drawback of delaying the refreshing of the cache is that old data will still be served up to users for a few minutes after new data is added e Autocomplete Contact Search If enabled selected fields will be displayed in autocomplete dropdown lists and the Quick Search box on the navigation menu The contact name is al
171. ddressee in your labels Users will be able to select from a variety of label types corresponding to the label manufacturer code when they generate the labels from a list of contacts It s a good idea to test your format with the type of label and printer you plan on using to verify spacing e Address Display Controls the layout of contact and event location addresses displayed on CiviCRM screens The default format is contact address_name contact street_address contact supplemental_address_1 contact supplemental_address_2 contact cityH Hcontact state province Hcontact postal_code contact country TIP This format applies to event locations despite the use of the contact record type in the layout The contact address_name token is particularly useful for events where you need to include a location name e g Smithson Hall e Address Editing Fields Modify the available address editing fields here You can hide fields that you don t plan on using in order to simplify the forms EXAMPLE If you don t plan on recording OpenlDs for contacts you can uncheck that field o Street Address Parsing CiviCRM uses the US Postal Service s USPS Postal Addressing Standards to parse an address into fields to hold the address elements Street Number Street Name and Apt Unit Suite It s best to enter address information that conforms to the Postal Addressing Standards not only for consistency in your data but also to best take advantage
172. dit Greg O cam View Edit Sophia B amp Jason Al View Edit 3 Choose Add Contacts to Event from the actions list just above the search results then click Go 4 Complete the registration form choosing the appropriate action choices for this set of people such as setting the Participant Status to pending Choices made here will be applied to all contacts in this set Limitations of mass registrations 135 You can not make different action choices for a single set of contacts The action choices are applied uniformly to the entire set of contacts To work around this limitation do a mass registration several times each time choosing the desired action choices for that set of contacts For example you might mark one set of contacts you plan to call and invite with a Participant Status of pending then add another set of contacts to the event such as event leaders you know will attend with a Participant Status of registered You cannot apply contribution information such as a pay later contribution or a credit card transaction in a batch action Therefore mass registration is best for free events or for contacts who are not required to pay a fee at this point You could always add payment details for an individual later on IMPORTING REGISTRATIONS Importing registration information is a quick way to add a bunch of registrations to the event The information to be imported must be available in a comma separated
173. dith example com and she puts in that email address when she contributes but with the first name of Judy the contribution will correctly go into her record If she puts in another address such as a Hotmail or Gmail account a new record will be created and you may have to manually clean it up later Note that this problem appears only for anonymous visitors those not currently logged into your website Once users log into the website CiviCRM recognizes them in the system and will attribute any activity to their records 107 We recommend that you configure CiviCRM to match contact information very strictly by changing the default duplicate matching rules In our opinion it is better to risk creating a new duplicate record for someone who is already in the database than to incorrectly credit their donation to someone else It is not uncommon for multiple people to share an address such as info example org or judyandjim example com the default rules may find the wrong contact if such a shared email address is entered We recommend you change the duplicate matching strict rule so that the first name last name and email must all match This raises the bar on whether data is merged with an existing record increasing the change that a new record will be created Using CiviMail s automatic fill in feature the checksum token will help avoid some of these issues To configure your duplicate matching rules navigate to Administer CiviCRM gt Find and
174. dminister gt Customize gt Navigation Menu and then adding or rearranging menu items on the screen Remember that changes you make to the navigation menu will be seen by everyone who has the appropriate permissions to see the menu for better or for worse so be careful when modifying the navigation menu THE DASHBOARD 53 When you first log into CiviCRM the first page that you will see is the dashboard CiviCRM Home The dashboard allows you to see important information about your site and CiviCRM by displaying a series of dashlets A dashlet is a snippet of information about a part of CiviCRM many dashlets come with CiviCRM by default and you or your administrator can create additional dashlets that are specific to your organisation s needs Some examples of dashlets that come with CiviCRM are e Donor Report a bar graph of the amount of total contributions per month for the last five months e Activities a list of recent activities that have been recorded by CiviCRM this could include emails sent to constituents donations that have been made or meetings that have been scheduled in CiviCRM e Membership Report a table summarising information about Members tracked by CiviCRM and broken out by month This includes the number of Members of each type total amounts of payments made and the number of contributions made among other things CiviCRM Home a Configure Your Dashboard Refresh Dashboard Data Donor Report Summary
175. do not import do not import do not import Child of Phone Home Child of Email Home dl do not import do not import When the import is done go back and verify the data by searching for the parent and examining the relationship tab They should have a relationship linking them to the child You can then repeat this process for the mother and also for other relationships as necessary FULL EXAMPLE OF A MULTIPLE IMPORT A full example of a relational import based on an example of a school which includes mothers fathers teachers advisors etc can be found on the wiki at http wiki civicrm org confluence display CRMDOC Importing Student 2C Staff and Parents The example has step by step instructions and can be useful in better understanding the import process 87 17 DEDUPING AND MERGING Duplicate contacts can turn up in your data for many reasons such as mistakes by users who don t realise they re creating a contact for someone who is already in CiviCRM duplicates that aren t caught in the import process and duplicate records created when people fill in forms about themselves maybe with their names spelled differently or use a different email address on your site without realising they re already in your list of contacts CiviCRM is equipped with duplicate matching rules that are applied automatically when new contacts are created and can be run manually at any time to s
176. ds such as the name of the event for which the contacts have pending enrollments cannot be included However you could provide a link to the person s contact dashboard so that they can review their registration details for themselves once logged in You can also use a checksum token that generates a unique URL for each contact so they can modify their information without having to login 171 VIEW A MAILING REPORT As people receive your email information about the number who opened the email open rates can be available as well as information about the links they are clicking on 1 Choose Mailings gt Scheduled and Sent Mailings and find the row your mailing is in 2 Click on Report and examine the results illustrated in the following screenshot o Intended Recipients counts how many email messages were sent by this mailing o Successful Deliveries shows how many messages reached their intended recipients o Tracked Opens shows how many messagess were verified as opened Since many email clients do not show images by default this number is not particularly accurate The number is more useful to compare mailings o Click throughs tracks how many times a link on any message was clicked This is useful to gauge what items your recipients were most interested in 3 You can also see statistics for Forwards Replies Bounces and Unsubscribed Requests Delivery Summary Intended Recipients 6988 Succesful Deliveries 6962 99 63
177. e but this normally isn t a problem Even caching data for 5 minutes might be useful in certain circumstances If a page is accessed 1 000 times in 5 minutes having a cached version means the data will only need to be generated once A web cache holds copies of recently visited web page files Sometimes a user may need to clear their web cache in order to see updated information on a web page CAPTCHA A spam prevention tool See reCaptcha CIVICASE The case management component of CiviCRM CiviCase provides service organisations with tools for structuring scheduling and recording case activities 267 CIVICONTRIBUTE CiviContribute is an online fundraising and donor management component which enables you to track and manage contributions to your organisation CIVICRM What this whole manual is about CiviCRM is web based open source software that allows you to record and manage information about your various constituents including volunteers activists donors employees clients vendors etc CIVIDOG See Scout CIVIEVENT CiviEvent provides integrated online event registration and management for paid and free events CIVIMAIL CiviMail is a mass mailing component which allows you to engage constituents with personalised email blasts and newsletters CLIENT A term used sometimes instead of constituent or contact more often in a context involving a financial transaction Client is also a term for a system com
178. e they wanted to be able to look at all employees for a certain nursery landscape company and quickly know if any of them are CNLPs or Lifetime CNLPs They also needed to easily find out which employees are authorised to manage the company s records The Results The Association has worked hard to communicate to the public the importance of using a qualified landscape professional Essential to this effort was the inclusion of a searchable member directory on their website Using CiviCRM they were able to create a search page that included geographic segmentation the Association divides members into 8 regions state wide and a list of services provided by members using CiviCRM s tags feature The resulting search tool because it is directly connected with their contact data ensures website visitors are always looking at current information The Association is also able to provide members direct access to their own contact details so they can update and maintain their list of services provided and other information CAMPAIGNING FOR EFFICIENCY Green Green Party of Aotearoa New Zealand The Green Party has been the third largest party in New Zealand politics for most of the last decade with strong roots in the Values Party the world s first national Green party of the early 1970s They achieved parliamentary representation in 1996 and after the 2008 election had 9 Members of Parliament 5 000 financial members and some 50 000 contacts The
179. e and mapping the various functions to CiviCRM structures They determined that they would use CiviMember CiviEvent CiviContribute and CiviMail to address their core database needs and would consider using CiviPledge at some point in the future for soliciting contributions to their associated non profit the Nurserymen s Foundation One data area that required particular attention was their Certified Nursery Landscape Professional program CNLP CNLP is an intensive on going educational programme designed to increase the skills of garden and landscape employees The programme was designed by members of the nursery and landscape industry with assistance from Cornell University Interested individuals must apply to the programme and successfully pass a test Certification lasts two years after which time the individual must recertify NYSNLA used CiviCRM s membership functionality to track the status of CNLPs The ability to define a rolling period membership and to gauge when they are nearing expiration perfectly met their management needs The initial application process which also must be carefully tracked was handled through CiviEvent as an application to the programme is essentially a registration to attend one of the bi annual test events The Association also took advantage of CiviCRM s open source platform to make some interface customisations that improved the way they view contact records Because of the importance of the CNLP programm
180. e and record the path that clients travel on their way to recovery When a client phones a social services agency they will speak to an intake counsellor The intake counsellor can set up a case to quickly record and determine what the clients needs are who are the people that need to be involved and then set up a follow up meeting with a social worker 174 39 PLANNING The CiviCase component allows for a high degree of customisation to meet the needs of a wide variety of organisations and workflows It is important to understand CiviCase s underlying principles and assumptions as well as the elements that can be customised before you begin to plan and configure the component based on your requirements ASSUMPTIONS Although CiviCase is quite flexible there are a number of assumptions about managing cases built in to the component These assumptions have been arrived at through an extensive trial and error process and although some of them may seem new or foreign at first we encourage you to approach them with an open mind e Activities are single tasks or interactions between your organisation and a client or constituent or between people within your organisation e Cases involve a sequence of interactions activities The record of these activities forms the case story and almost all information about a case should be stored as an activity e Classifying cases by case type allows you to define work flows and evaluate results
181. e box for your report The final section is for filtering your data Here you can choose data from any of the activity fields that CiviEngage offers To continue our example you might choose to include data where the first two Walk List questions were answered yes Choose Y in the appropriate boxes and scroll down to the Activity Source Detail section and choose the appropriate Activity Campaign Code Click Preview Report and view your results Once you have your results you have a number of options You can Preview the report Preview the PDF of the report Preview the CSV export your report into a spreadsheet or Add the contacts to a group SEARCH FOR ACTIVITIES The are a number of ways to search for the activities that you create using CiviEngage e e e e Run a report as explained above Use the Find Activities search option Use the CiviCRM Advanced Search Run an Activity Search which is in Custom Searches Using the Find Activities search option 1 2 5 Click on Search gt Find Activities You are presented with a number of search criteria options You can enter the name or email address of a contact in the database You can choose one or more activity types You can add a range of dates during which activities happened You can search for contacts in specific Activity Roles With Created By and Assigned to You can look for specific subjects test activities or by the status of the activity Each crit
182. e coders and developers This can be a solo effort on the part of one organization or a coordinated effort sponsored by multiple organizations in need of the same set of functionality Refer to the wiki at http wiki civicrm org confluence display CRM Developing with the CiviCRM team or write to info civicrm org for more information on sponsoring development Report any bugs that you find in CiviCRM See the Bug Reporting chapter of this book for more information 6 A INTERNATIONALISATION CiviCRM is written with English language code and strings for display It has however also been built for organisations worldwide They need to be able to adapt the tool to local circumstances and demands without modifying the tool technically Localising CiviCRM or any software affects much more than you might initially think To adapt CiviCRM to a local language is not just a matter of translating the text displayed on the screen Consider for example the currency used in a given country USD or in United States GBP or in Great Britain date and time formats for example November 16th 2009 will be commonly written as 11 16 2009 in United States but in Russia the format will be 16 11 2009 or the formatting of numbers the same number will be written slightly differently in different countries 1 234 567 89 in Slovakia or Hungary but 1 234 567 89 in Japan or the United States CiviCRM provides plenty of functionality to support th
183. e configuration by entering the minimum membership fee zero if the membership is free and select the contribution type In most cases you will select Membership Fee from the dropdown menu You can create and modify Contribution types through the Administer CiviCRM tools When a user or administrator enters a membership record that includes payment of dues or a fee CiviCRM will log a corresponding contribution record and assign the selected contribution type Each membership type must have a duration value and period type The duration value is the length of time for which the membership is valid e g an annual membership has a duration of 1 year The period type determines when that duration is measured from A rolling membership is measured from the date it is entered in the system whereas a fixed membership begins on a defined date For fixed period memberships you must also identify the rollover date the point after which new memberships are entered as belonging to the next dues period Membership can be inherited from one contact to another which is useful in situations such as one finds in professional trade organisations where they sign up another organisation as the member but employees of the organisation receive the benefits of membership Use the relationships dropdown menu to specify which related records should receive membership through the parent record You can use the visibility option to make sure certain membership types ar
184. e handled by an administrator manually e g honorary and lifetime memberships When you restrict their visibility they do not appear on membership signup or renewal pages on your website At the bottom of the membership types page lies a block of information for managing renewal reminders CiviCRM can be configured to send out a reminder email to members as the expiration date for their membership nears This is particularly helpful for rolling membership types where contacts may join at any time during the year To configure the renewal reminder you must first have set up a renewal email template through Administer gt CiviMail gt Message Templates MEMBERSHIP STATUS RULES 148 Membership status rules control the journey that contacts take through the membership process Each step is marked with a different membership status The path taken by a member along the lines of the default membership status rules is as follows e Pending Someone who has asked for membership but has not paid or is awaiting approval e New Payment has arrived or the membership has been approved e Current New members move to this status after a certain period of time e Grace When the end of the membership period is reached someone who has not renewed membership enters this status for a period of time e Expired When the grace period expires the member moves to this status and no longer receives membership discounts or mailings All membershi
185. e in the database non is_error 0 api_key as in your setting civicrm php PHPSESSID 4984783cb5ca0d51a622ff35fb32b590 key 2e554f49c9fc5c47548da4b24da64681b77dca08 235 It returns a session id You can then use any API adding the extra param PHPSESSID the value returned by the log in call For example http www example org civicrm ajax rest fnName civicrm contact search amp json 1 amp key yoursitekey amp PHPSESSID 4984783cb5ca0d51a622ff35fb32b590 Note An action that modifies the database such as creating a contact or group should have the parameters passed as POST not GET The REST interface accepts both a GET and a POST but you should follow the web standard and use POST for things that alter the database You ll win the respect of your peers and the admiration of your friends and family Access the REST API from other languages The REST interface is language neutral any language can use it as soon as it operates over HTTP requests and 3 external libraries have been written by others in the CiviCRM community and are in various states of completion 1 perl http search cpan org wmorgan 2 ruby http github com caplOmorgan civicrm client rest ruby 3 python http dev plone org collective browser collective civicrm pycivicrm trunk Please refer to the documentation provided with each library to see how to use them or complain to their authors if it is lacking 236 56 HO
186. e org 162 Verify that your account is properly set up by sending a test email from Gmail to the return account CiviCRM handles bounces as follow for each email sent a new unique invisible sender address is created using the variable envelope return path VERP When CiviCRM receives a bounce it looks at the invisible sender address to decide which email bounced Contacts will be marked as on hold when their email bounces Further messages to those addresses won t be sent Setting up an email account to receive bounces There are several ways of configuring your bounce mailbox e Sub addressing Your mail service might allow you to append a tag or tag qualifier to your e mail address e g return test example org Several mail servers including Gmail Yahoo and Postfix provide this sub addressing by default Try to send yourself an email adding a tag or tag If you received received the mail you sent with a tag it means that you can directly use the mailbox you created return example org in our example as the VERP e Catch all address If sub addressing doesn t work on your mail server you need to define the mail account you created return example org as the catch all account Every mail sent to an address that isn t a real mail account will end up there including all the bounced email messages e External address If neither of the preceding methods works consider creating a new account on a service such as Gmail
187. e requirements that they haven t thought of previously Implementing your CMS Drupal or Joomla either before or after implementing CiviCRM is another convenient way to split up a CiviCRM project As well as the normal advantages of breaking up the development into manageable chunks this helps staff understand the important differences between a CMS and a CRM Pilot projects Pilots help to reduce risk during a project implementation For example rather than moving your organisation s entire event management infrastructure to CiviCRM run one pilot event using CiviCRM and evaluate it You can then incorporate the learning back into the development process ONGOING SUPPORT AND DEVELOPMENT It is a mistake to think about a CiviCRM project as a one off development that will meet the needs of your organisation for the foreseeable future Organisations constantly change and evolve and your CRM should evolve with you otherwise it will eventually become out of sync with the organisation Once you have been using CiviCRM for a while and staff are comfortable with it you will likely want to take advantage of other functionality Each improvement or new piece of functionality that you decide to implement in CiviCRM will take resources so you ll need to plan for these Even if your organisational needs don t change there are ongoing support implications including e keeping your site up to date with security patches e upgrading to the latest
188. e sure all the pieces of the event process are working according to your expectations You may want to test the following e Do the description of the event dates cost of the event etc make sense and match your organisation s plans Are the messages that confirm the registration clear Did you receive the email message that confirms and thanks you for registering If it s a paid event did payment processing work Test the event through the eyes of a person who is registering for the event to make sure the flow of the registration process guides the person effortlessly each step of the way After initial testing if you send your invitation email to a person in the organisation that hasn t been directly involved in the the configuration of the event you can get a fresh point of view that represents what your contacts will feel during the process When using the Test drive Registration option you see the same registration pages as a regular user but the online payment isn t really debited from your card and you can enter a fake one PROMOTING THE EVENT Think about all the ways you would like people to learn about your event e Will you be posting your event on your website and allow people to register that e Will you be writing an email blast to your constituents about the event e ls your event by invitation only Who are the people you would need to email the invitation e Have you planned a schedule to announce your
189. e terms of Section 1 above provided that you also meet all of these conditions a You must cause the modified files to carry prominent notices stating that you changed the files and the date of any change b You must cause any work that you distribute or publish that in whole or in part contains or is derived from the Program or any part thereof to be licensed as a whole at no charge to all third parties under the terms of this License c If the modified program normally reads commands interactively when run you must cause it when started running for such interactive use in the most ordinary way to print or display an announcement including an appropriate copyright notice and a notice that there is no warranty or else saying that you provide a warranty and that users may redistribute the program under these conditions and telling the user how to view a copy of this License Exception if the Program itself is interactive but does not normally print such an announcement your work based on the Program is not required to print an announcement These requirements apply to the modified work as a whole If identifiable sections of that work are not derived from the Program and can be reasonably considered independent and separate works in themselves then this License and its terms do not apply to those sections when you distribute them as separate works But when you distribute the same sections as part of a whole which is a work based
190. e the detail is not just the contact summary screen e you want to use the results as a dashlet on your CiviCRM dashboard e you need multiple report break areas within the results page such as subtotals after every 5 records as well as grand totals e you need to include information not related to contacts GETTING STARTED CREATING A NEW CUSTOM SEARCH In this section we will create a new custom search called BirthdaySearch that will find all contacts whose birthdays fall in June Custom searches are written using PHP and SQL Very little knowledge of PHP is needed as you start with a template file and only make minor changes In many cases the only changes are the SQL Select statement and which columns to display in the results Plan and test Before writing the code it is important to plan and test the SQL query and verify the results It is valuable at this stage to review the database tables and test the SQL select statements within the database using an SQL tool such as PHPMyAdmin It may be helpful for you to review the information at e Useful CiviCRM SQL Queries http wiki civicrm org confluence display CRMDOC Useful SQL queries e CiviCRM Data Architecture http wiki civicrm org confluence x GQDEAQ e CiviCRM wiki http wiki civicrm org confluence x MYOUAQ Setting the filepath Your custom search files can be stored almost anywhere but you must tell CiviCRM where these files are 228 1 Within CiviCRM
191. eans either the Program or any derivative work under copyright law that is to say a work containing the Program or a portion of it either verbatim or with modifications and or translated into another language Hereinafter translation is included without limitation in the term modification Each licensee is addressed as you 292 Activities other than copying distribution and modification are not covered by this License they are outside its scope The act of running the Program is not restricted and the output from the Program is covered only if its contents constitute a work based on the Program independent of having been made by running the Program Whether that is true depends on what the Program does 1 You may copy and distribute verbatim copies of the Program s source code as you receive it in any medium provided that you conspicuously and appropriately publish on each copy an appropriate copyright notice and disclaimer of warranty keep intact all the notices that refer to this License and to the absence of any warranty and give any other recipients of the Program a copy of this License along with the Program You may charge a fee for the physical act of transferring a copy and you may at your option offer warranty protection in exchange for a fee 2 You may modify your copy or copies of the Program or any portion of it thus forming a work based on the Program and copy and distribute such modifications or work under th
192. earch for duplicates You can configure these rules to suit your needs To view the DeDupe rules 1 Go to Administer gt Manage in the navigation menu 2 Select Find and Merge Duplicate Contacts This displays the following screen Find and Merge Duplicate Contacts Manage the rules used to identify potentially duplicate contact records Scan for duplicates using a selected rule and merge duplicate contact data as needed Contact Type Household Strict w Use Rule Edit Rule Household Fuzzy Jf Use Rule Edit Rule Individual Strict w Use Rule Edit Rule Individual Fuzzy w Use Rule Edit Rule Organization Strict w Use Rule Edit Rule Organization Fuzzy JS Use Rule Edit Rule Add Dedupe Rule for Individuals Add Dedupe Rule for Households Aerem Key Add Dedupe Rule for Organizations From the screen here s an example of a process to dedupe all individuals in your data 1 Start by looking for dupes using a strict rule click the Use Rule link for the third row Contact Type Individual Level Strict Select All Contacts or a particular group Click Continue If duplicates are found merge or delete the duplicate contacts Now look for dupes using a fuzzy rule to find those dupes that were missed with the stricter rule Click the Use Rule link for the fourth row Contact Type Individual Level Fuzzy 6 Select All Contacts or a particular group 7 Click Continue 8 If duplicates a
193. eate it immediately by selecting the type of contact from the create new contact list This opens a popup window shown in the following screenshot that allows you to fill out the new contact s name and other information while opening the case The fields in this popup window are controlled by the fields in the Add Individual profile This means you can easily add or modify the fields provided You can read more about profiles in the Profiles chapter 2 OR New Individual z Create New Contact x New Individual First Name Last Name Email Address Save E Use the Medium and Location fields to record information about where and how this case came to your attention For example you might select In Person for Medium and At the Annual Gala for Location Use the Details text area to add information pertaining to the overall case but not to a specific activity of the case An example might be Jane is concerned about some illegal land use that she has witnessed in her neighbourhood and would like us to see what can be done about it told her that the best person to look into this was Tom and she asked whether her husband could be included on any correspondence The Subject field is displayed in search results and in other listings of cases next to the name of the case client Keep this in mind when entering the subject text a brief and unique description of the case will be more helpful than using the client s name as
194. ecord because you may want to include that information in the email 238 If you are using Drupal create a function named myhooks_civicrm_pre If using Joomla create a function named joomla_civicrm_pre We ll assume you re using Drupal for the rest of the example so please adjust the code accordingly if you re using Joomla instead lt php function myhooks_civicrm_pre op objectName objectId amp objectRef configuration stuff theGroupId 1 group id we want the contacts to be in emailRecipient johndoe example org person to e mail Make sure we just saved an Individual contact and that it was edited if objectName Individual amp amp op edit Now see if it s in the particular group we re interested in require_once api v2 GroupContact php params array contact_id gt objectId groups civicrm_group_contact_get params found false foreach groups as group if group group_id theGroupId found true Exit now if contact wasn t in the group we wanted if found return We found the contact in the group we wanted send the e mail emailSubject Contact was edited emailBody Someone edited contactId objectId n Here s where you may want to iterate over the fields and compare them so you can report on what has changed mail emailRecipient emailSubject emailBody Validating a new contribu
195. ed participant statuses you can check Offer Waitlist and set the message you want displayed on the event information page when the event is full e In today s world people are increasingly using GPS and web based mapping tools to get where they are going CiviCRM integrates this functionality by letting you include Google Maps or Yahoo maps throughout your site You will first need to configure your mapping solution through Administer gt Configure gt Global Settings gt Mapping You can then enable a map link which will generate the location based on the event location e Once you have created your event and placed the information and registration pages on your website you naturally will be looking for ways to promote the event CiviCRM provides several ways to do that through RSS feeds iCal files or feeds and event listing pages Select the Public Event box to nclude the event in these promotional listings Techniques for promoting events are described in the everyday tasks section e Lastly you have the option of toggling this event active or inactive If you anticipate that it will take some time to complete the configuration of your event consider making it inactive it until it is complete to ensure it is not inadvertently listed on the event listing feeds You can easily activate the event when you are ready to begin publicizing it Max Number of 50 Participants Offer a Waitlist 4 Waitlist Message This event is currently f
196. eed to create a profile containing these additional fields prior to creating your event Navigate to Administer gt Customize gt Profile to set up and edit profiles The following screenshot offers a typical example of a Profile used for a conference where there is an option to provide childcare Notice that this profile contains fields belonging to Individuals and Participants Participant Information CiviCRM Profile Fields z Order gt First Name User and No No gy Yes Yes No Individual User Admin T Only Last Name User and No No D t LA Yes No No Individual User Admin z Only Childcare User and No No Zr Yes No No Needed User Admin Participant Only Add CiviCRM Profile Field EL Edit Profile Settings iN Preview this profile all fields If you are not already familiar with setting up Profiles refer to the section on using them 122 Registration confirmation and receipting CiviCRM can send automated confirmation and receipt emails to participants who register online as well as participants who are registered by your staff or volunteers using back office screens The content and layout of these emails are controlled by message templates Both HTML and Text formats are provided Your organization may want to modify or add text to these emails or add branding such as a logo to the HTML versions Once you create an event you can test drive the online registration process and review the confirmation
197. een tested and is considered to be ready for general use STANDALONE An installation of CiviCRM which is not integrated with a CMS such as Drupal or Joomla STRING A string is a sequence of characters for example Hello World the URL http www flossmanuals net or the text message No such file or directory Different character sets allow different strings Unicode strings can include any combination of languages such as Japan F2 and Korea CH lo SUBDOMAIN A domain that is a part of larger larger domain For example en flossmanuals net and fa flossmanuals net are subdomains of the domain flossmanuals net TOKEN Tokens are used in CiviCRM to insert elements such as a contact s name or a standard greeting into emails being sent from the system In an email sent to a group of people the token first name will be replaced with actual name of each message recipient in the email that each individual receives UPGRADE The process of replacing software with a newer version of the same software An upgrade may fix bugs improve security enable the software to continue to work with upgraded operating systems or provide new features and other enhancements URL Acronym for Unique Resource Locator sometimes referred to as a Universal Resource Indicator or URI The technical convention that identifies the location of a resource on a network The resource might be a web page in which case the URL refers to the locati
198. eferred to as built in fields and include e Name fields e Job title and employer e Phone numbers email address es and instant messenger screen names e One or more mailing addresses If Map this Address appears above an address you can bring up a map either using Google Maps or Yahoo Maps depending on your system s configuration showing where this person lives If it doesn t show on your screen this feature hasn t yet been configured for your site You can add map support from Administer CiviCRM gt Global Settings gt Mapping and Geocoding e Basic demographics gender and birth date 58 Note one small but important feature of the summary screen if you have a number of long sets of fields it may become useful to collapse some of them In the example below Communication Details has been collapsed while Constituent Info Individuals is expanded Some field sets can be set to be expanded or collapsed by default This happens for example when a contact has more than one location entered The first one is shown by default the rest of them will be collapsed Clicking on the header will toggle the status of the field set gt Communication Details Constituent Info Individuals Constituent Type Donor Other Name Staff Responsible Date Started How Started Name Fields Each contact s name can include the following fields Prefix First Middle and Last Names Suffix and Nickname You don t have to use all of them but th
199. elationships than a simple belong to eg president vice president member substitute Instead of creating a group you might want to create a new type board and a contact advisory board then add the members of the group as relationships to that contact For mailing purposes you might want to create a smart group with all the related individuals no matter the type of relationship of that board Groups are also used in many other situations For example a search can be saved as a group or a smart group and groups can be used to provide permissioning To find out more about groups and how they are used read the chapter on groups and tags TAGS Tags are in many ways similar to groups but as well as being used to identify contacts they can also be applied to activities and cases that have something in common To find out more about tags and how they are different from groups read the chapter on groups and tags ACTIVITIES Activities are a key concept in CiviCRM Activities track interactions between the organisation and its clients or contacts at a specific point in time All of CiviCRM s components make extensive use of activities such as to record contributions event attendances membership subscriptions and emails You can create additional activity types to define specific activities that your organisation carries out for example completed annual survey Activities have the following characteristics most of the
200. elect Send Email to Contacts in the dropdown list of actions THE WILDCARD Understanding wildcards greatly expands your search options A wildcard represents any character letter numeral or punctuation mark In CiviCRM the wildcard is represented by the symbol you may be familiar with other symbols such as from other applications It is most easily understood through examples Suppose that somebody asked you to find a contact with a first name similar to Michael but possible something different such as Michelle or Michat If you search for Mich you will find all these variations including a contact who is supposed to be named Michael but whose name was misspelled as Micheal Wildcards can be used before after or even within words For example searching on Mich el will exclude Micha and Micheal but still find Michelle and Michael This search is not case sensitive Entering mi el in lowercase will also find contacts with an upper case M in their name COMPONENT SEARCHING Most CiviCRM components offer a search on the data they maintain such as Find contributions Find members etc These forms work in a similar way to Advanced search but return rows of the main objects associated with the components instead of contacts Find Members returns memberships Find Participants shows event registrations Find Contributions returns contributions and so on 76 Each component search has its own Action
201. elect the desired contacts from your search results as described above Select Add Contacts to Organization from the dropdown more actions menu then click Go On the Add Contacts to Organization screen select the Relationship Type from the dropdown menu Enter part of the desired organisation name in the Find Target Organization field then click Search Organisations that match your search will appear in the Mark Target Contact s for this Relationship section below the Search and Cancel buttons If the organisation you re looking for appears in this list click the radio button next to that organisation and then click the Add to Organization button below If the organisation you re looking for does not appear in this list try entering something different into the Find Target Organization field and clicking Search again If you are still unable to find your desired organisation it may not exist click Cancel add a new organisation and try again After you ve successfully chosen an organisation and clicked the Add to Organization button you should see a message stating that the number of participants that you selected have been added to the organisation Click Done to return to your search results ADDING CONTACTS TO HOUSEHOLDS 98 1 Select the desired contacts from your search results as described above 2 Select Add Contacts to Household from the dropdown more actions menu then click Go 3 Select the Relationsh
202. elected using the checkboxes in the leftmost column Find Members Edit Search Criteria 1 Result Primary AND Related Members Select Records The found record K actions jo Batch Update Members Via Profile D Del Member Start End Sou ete Members tince Date Date Export Members E O K send Email to Contacts pr 27th April April 2s 89 27th 26th 2010 2012 BATCH UPDATES TO MEMBERS Use this option to edit multiple records in a table grid using a pre defined profile If you are not familiar with how Profiles work you will want to investigate how they are created before using this function As you use this tool note the following 156 e You must have a Profile created before using this option To find out more about Profiles please read the Profiles chapter in the Configuration section of this book e Your selection of contacts must be of a single contact type You cannot edit Individual and Organization type contacts simultaneously e You may edit only a maximum of 100 records at a time If your search result set exceeds 100 use the record selection checkboxes to edit a single page of records at a time DELETING MEMBERS This action deletes all the selected membership records from the database The contacts are not deleted only their membership records This action cannot be undone EXPORTING MEMBERS After selecting this action you have the option of exporting a default set of primary fields or
203. email Navigate to Administer gt Configure gt Message Templates shown in the following screenshot and click the System Workflow Message tab to see the list of messages you can modify Click Edit next to Events Registration Confirmation and Receipt rows to edit the content and layout Message Templates a User driven Messages System Workflow Messages usech workflow message templates are used to generate the emails sent to consituents and administrators for contribution receipts event confirmations and many other workflows You can customize the style and wording of these messages here D Cases Send Copy of an Activity Edit Contributions Duplicate Organization Alert Edit Contributions Receipt off line Edit Contributions Receipt on line Edit Contributions Recurring Start and End Notification Edit Events Pending Registration Expiration Notice Edit Events Registration Cancellation Notice Edit Events Registration Confirmation and Receipt off line Edit Revert to Default View Default Events Registration Confirmation and Receipt on line Edit Revert to Default View Default The templates for these messages include both the text shown and necessary program logic Use caution when editing so as not to modify the program logic Be sure to test the workflow and review the emails sent after making any changes If you find that your changes have caused problems errors or missing information you can always
204. embershis 4 Thanks Title and Settings step 1 of 9 Title and Settings Tithe Introductory Message 2 Contribution Amounts The second step of the wizard allows you to configure details related to the financial transactions performed through the Contribution page If you have configured a credit card transaction payment processor in CiviCRM you will be able to set up real time transactions here If you are building a contribution page for membership signup and renewal only uncheck the Contribution Amounts section enabled checkbox This hides the section which allows you to solicit extra financial contributions over and above the membership fee In addition to executing real time transactions you can allow constituents to make make offline payments through the Pay later option The Pay later feature leaves the responsibility on the member to pay by check or cash at a later date 3 Memberships The next step in the contribution page setup wizard is specifically related to memberships Check the Membership Section Enabled checkbox to show two sets of title and introductory message fields one for new memberships signups and the other for membership renewals CiviCRM will display the title and introductory message for new memberships if the website visitor is not logged in If the user is logged in and has an existing membership record CiviCRM will display the title and introductory message for renewals Joining the organ
205. emented as a payment processor people found this difficult to use and after six months the Trust invested in developing a payment processor more appropriate to New Zealand They also learned that a cheap hosting provider is not always the best option quite a bit of time was wasted before they switched from a free provider to one that costs them approximately NZD20 per month and provides significantly better service SUFFERING RELIEVED American Friends Service Committee Quaker values in action The American Friends Service Committee AFSC is a large Quaker based peace and social justice organisation with over 400 employees Worldwide they run programmes that work to relieve and prevent suffering through both immediate aid and long term development and they seek to serve the needs of people on all sides of violent strife Their main headquarters are located in Philadelphia Pennsylvania They have nine regional headquarters located throughout the United States some 50 area offices also located in the USA and numerous international field offices located in Africa Asia Europe Latin America the Caribbean and the Middle East Lists of constituents are maintained by each office The specific CRM system needs of each office vary but the general needs are searching for constituents that meet certain criteria sending emails newsletters postal mail and announcements and collecting the contact information of people who sign online pe
206. enewal If a member renews her membership she is essentially extending her existing membership record by another term defined as the membership period Therefore she is not creating a new membership By retaining a distinction between the membership record and financial transaction you can maintain a single membership record whose end date is extended while creating multiple related financial transactions representing each renewal purchase CiviCRM respects this distinction by recording the Membership record under the Membership tab recording the financial record under the Contributions tab and then creating a link between the two records Membership Record Contribution Record By clicking the Record Membership Payment checkbox and completing the transaction fields displayed you are building these two associated records After recording the membership you will be able to view the membership record and see the related contribution record at the bottom RENEWING MEMBERSHIPS Naturally you expect your constituents not only to join your organization but to maintain their membership on an ongoing basis through renewals CiviCRM facilitates the renewal process Returning to the contact s membership tab you will see the option to renew an existing membership record The renewal process does two things e lt extends the membership record by altering the end date to reflect a new membership period For example if your organisati
207. enough access rights non working php cli etc you can t run the programs from the shell use the web server method From the shell First find out whether php cli is installed From the shell type php v If you see cli in the result as in PHP 5 2 3 lubuntu6 5 cli built Feb 11 2009 19 55 53 Copyright c 1997 2007 The PHP Group Zend Engine v2 2 0 Copyright c 1998 2007 Zend Technologies with eAccelerator v 9 5 3 Copyright c 2004 2006 eAccelerator by eAccelerator This means you have php cli installed and you should use it because it has several advantages 164 e You can run a PHP script at a lower priority than your web server so that even if it takes a lot of CPU it won t interfere with the regular users of your site e You can set different memory limits for the php cli process and the PHP process used by your web server e You avoid the overhead of the web server and the HTTP layer e You won t have any timeout problems The following is complete cron configuration to handle CiviCRM s mail requirements This must be set to the directory where civicrm is installed CIVI_ROOT var www civicrm USER www data MAILTO you example org Location of the PHP Command Line Interface binary nice 19 forces to run at a lower priority than the web server PHP nice n19 usr bin php line to be modified according to the informations below PARAMS sdefault umailprocess pseol lzprm42amv psyc cronjob send
208. ent date Registrant completes Details the event fee Displays thank you location map link gt form including event gt options and data gt message and informs contact information fees profile fields fields completed by registrant that they and description and credit card or pay the registrant will receive a receipt Includes link to later fields Proceeds to credit by email registration page card transaction For free events the Confirmation step is skipped When completing the Confirmation Thank you and Confirmation Email sections on this page take care to think about the user experience at each stage in the process Ensure that the text is appropriate to the point where the registrant will be in the registration process e For most events you ll want to enable the Send Confirmation Email feature see following screenshot For paid events the confirmation email also acts as a receipt Make sure that the Confirm From Email address entered is a valid email account on your mail server Add one or more staff emails separating multiple email addresses with commas to the CC Confirmation To field if you want real time updates on who is registering for your event 129 Confirmation Email Send Confirmation yYes ONo Email Do you want a registration confirmation email sent automatically to the user This email includes event date s location and contact information For paid events this email is also a receipt
209. ent immediately 4 Complete the new contribution form The following screenshot shows the offline contribution i e contributions via check cash EFT etc form If you selected to record a credit card contribution the credit card form is almost identical except for the payment related fields g Zoe Zanzela New Contribution Sum o Contributor Zoe Zanzela Contribution Type select oe Hi 9 Total Amount Actual amount given by contributor Source KE Received 05 17 2010 Hal clear The date this contribution was received Paid By select dl Leave blank for non monetary contributions Transaction ID Send Receipt CT Automatically email a receipt for this contribution to zz example com Receipt Date s dear Date that a receipt was sent to the contributor Contribution Status Completed dl Soft Credit To le Contribution Source Additional Details Honoree Information gt Premium Information SE C3 Record the contribution type amount received date the default is the current day receipt date shown on the receipt generated by the system and status the default is Completed Any custom fields for contributions will also appear on this form 111 The Soft Credit To field works with personal campaign pages PCPs that harness your contacts help for campaigns As described in the previous chapter when a donor sets up a PCP for their friends and family to m
210. er 2010 Peter Davis 2009 Roberto Santiago 2009 Tony Guzman 2009 ABOUT FREE SOFTWARE Michal Mach 2009 Modifications adam hyde 2009 2010 Cynthia Tarascio 2009 Mari Tilos 2009 Michael McAndrew 2009 2010 EVERYDAY TASKS Jack Aponte 2010 Modifications adam hyde 2010 helen jamieson 2010 Michael McAndrew 2010 Tim Homewood 2010 GLOSSARY adam hyde 2009 2010 Modifications Cynthia Tarascio 2009 David Greenberg 2009 Eileen McNaughton 2009 helen jamieson 2010 Kurund Jalmi 2009 2010 Lachlan Musicman 2010 Mari Tilos 2009 Michael McAndrew 2009 2010 Michal Mach 2009 Tony Guzman 2009 TAGS AND GROUPS adam hyde 2009 2010 Modifications Andy Oram 2009 2010 Cynthia Tarascio 2009 Eileen McNaughton 2009 helen jamieson 2010 Jack Aponte 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Mari Tilos 2010 Michael McAndrew 2009 2010 Michal Mach 2009 Peter Davis 2009 Tony Guzman 2009 xavier dutoit 2010 Yashodha Chaku 2009 CONTACTS adam hyde 2009 2010 Modifications alan zucker 2009 Andy Oram 2009 287 David Greenberg 2009 Eileen McNaughton 2009 helen jamieson 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Mari Tilos 2009 2010 Michael McAndrew 2009 Michal Mach 2009 Peter Davis 2009 TWikiGuest 2009 Yashodha Chaku 2009 HISTORY OF THIS BOOK Michael McAndrew 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Sarah Gladstone 2010 WHAT IS CIVICRM Michal Mach 2009 Modificat
211. er CiviCRM URL that works both on Joomla and Drupal e crmAPI Allows retrieval and display of extra data that is not assigned to the template already Read about the CiviCRM API for more information HOW TO FIND AND MODIFY THE TEMPLATES All the templates are under the folder templates CRM in your CiviCRM installation Finding which template is used on a given page can be difficult but the easiest way to find out the answer is to view the source of the page from a web browser and search for tpl For example for the Contact Summary page use the web browser to open the Contact Summary page then click View Source in the browser You should find an HTML comment such as lt tpl file invoked CRM Contact Page View Summary tpl Call via form tpl if we have a form in the page gt You can then view the file at templates CRM Contact Page View Summary tpl to see how the HTML is generated If you want to modify the layout for instance to reorder the content do not modify directly these files as all the modifications will be lost on the next upgrade of CiviCRM The proper way is to create a new folder outside of your CiviCRM folder then navigate to Administer gt Configure gt Global settings gt Directories in the navigation menu and set the complete path of the folder that is going to contain your custom templates in the field Custom Templates SCENARIO THE CONTACT SUMMARY SCREEN NEEDS TO BE CHANGED If you want to alt
212. er the Contact Summary page template for Acme organization perform these steps 1 Create the folder var www civi custom acme templates CRM Contact Page View 2 Update the Custom Template field in the Global Settings directories to var www civi custom acme templates You can use any directory We found it easier to put the custom templates under var www civi custom yourorganisation 3 copy templates Contact Page View Summary tpl from your CiviCRM install to var www civi custom acme Tip Say you want to modify the template for a specific profile form or a specific event Instead of copying the Form template to its default place templates CRM Profile Form Edit tpl you can create a subfolder with the ID of the profile and put the template file you want to change in the subfolder templates CRM Profile Form 42 Edit tpl to modify only the form for ProfilelD 42 You might be willing to modify a template that isn t directly the page you load but added later via Ajax For instance perhaps you want to change all the tabs beside the Content Summary Activities Groups etc The easiest way to do this is to install a development oriented plug in to your web browser If using Mozilla Firefox the Firebug plug in is indispensable Open the Firebug console or equivalent in your browser and click the tab You will see what URL has been loaded for the tab e g for the notes tab http example org civicrm contact view note reset I amp snippet I a
213. er you retrieve your search results you can perform a number of actions An Actions box appears above the results You can select either all records or specific records then carry out an action with the selected records Different actions are covered in more detail in the chapter on Everyday Tasks 75 Advanced Search Edit Search Criteria 84 Results Do Not Phone 1 Select Records All84records Selected record Print d actions Loc Add Contacts to Event Next gt Add Contacts to Group Add Contacts to Household A B Add Contacts to Organization L M Batch Update via Profile Delete Contacts 1 Export Contacts 662M El ER Mailing Labels Ln SE O Merge Contacts 846H S New Smart Group Blvd N O 1 Print PDF Letter for Contacts CH 8 1 Record Activity for Contacts Remove Contacts from Group N E i 247H Pi Schedule Send a Mass Mailing NW Send Email to Contacts nN amp i E Se Tag Contacts assign tags O unhold Emails Untag Contacts remove tags D amp cut ee Bell Lizzy Some of the most commonly used actions are Add Contacts to Group Export Contacts Map Contacts and creating and printing Mailing Labels To use Map Contacts you will need to configure Mapping and Geocoding You can read more about this in the Installation chapter of the Configuration section of this manual For example to send email to a selected number of contacts mark the contacts you are interested in and then s
214. erion you select will narrow your search results Click Search and you will get to the Search Results screen Select some or all of the search results and click on actions You can then choose to export your results send an email to all the contacts you found or add these contacts to a group or smart group among other options Using Advanced Search to find Activities 218 Click on Search gt Find Contacts Advanced Search Scroll down to the Activities section and click on it Here you find all the options available in CiviEngage for activities Once you choose your search options and click Search you will get to the Search Results screen Select some or all of the search results and click on actions You can then choose to export your results send an email to all the contacts you found or add these contacts to a group or smart group among other options Using the Custom Search Activity Search 1 Click on Search gt Custom Searches gt Activity Search 2 You are presented with different criteria by which you can search for information Enter your search terms and click Search 3 The Search Results provides the Name of the person the Status Type and Subject of the Activity and who assigned the activity You also have a button for viewing and editing each activity record 4 Select some or all of the search results and click on actions 5 You can then choose to export your results send an email to all
215. ermine who is automatically added to or removed from the smart group then using the New Smart Group batch action in the Actions menu on the search results page The smart group creation page is similar to the regular group addition page except that it displays the smart group criteria at the top Though smart groups are automatically maintained by CiviCRM based on the criteria you ve set contacts can be manually added to or removed from a smart group whether or not they match that criteria For example if someone unsubscribes from a mailing that is based on a smart group they will be recorded as removed from the group even if they still meet that smart group s search criteria Similarly you can manually add a specific individual to a smart group For example you can add someone who is moving away from a city to that city s newsletter smart group so that they continue to receive the newsletter despite their address not matching the criteria for the smart group To manage smart groups go to Navigation Menu gt Contacts gt Manage Groups and click the Settings link for your chosen group Smart group management pages include links for manually adding contacts and editing the smart group s criteria When you edit a smart group s criteria CiviCRM will update the members in the group and future members will be automatically added according to the new criteria Using groups in a search When using Advanced Search if you select several groups in t
216. ermitted to copy and distribute verbatim copies of this license document but changing it is not allowed Preamble The licenses for most software are designed to take away your freedom to share and change it By contrast the GNU General Public License is intended to guarantee your freedom to share and change free software to make sure the software is free for all its users This General Public License applies to most of the Free Software Foundation s software and to any other program whose authors commit to using it Some other Free Software Foundation software is covered by the GNU Lesser General Public License instead You can apply it to your programs too When we speak of free software we are referring to freedom not price Our General Public Licenses are designed to make sure that you have the freedom to distribute copies of free software and charge for this service if you wish that you receive source code or can get it if you want it that you can change the software or use pieces of it in new free programs and that you know you can do these things To protect your rights we need to make restrictions that forbid anyone to deny you these rights or to ask you to surrender the rights These restrictions translate to certain responsibilities for you if you distribute copies of the software or if you modify it For example if you distribute copies of such a program whether gratis or for a fee you must give the recipients all the ri
217. ers familiar with the system can benefit from learning about more advanced topics and staff will need further training when there are significant upgrades or new functionality added If you plan to use CiviCRM for any large or mission critical events allow adequate time for additional staff training and testing HOSTING AND INFRASTRUCTURE Hosting is a key aspect of any CiviCRM project You will need to provide maintenance of the server on which CiviCRM is stored and have someone available to fix problems that inevitably occur from time to time If your site needs to be accessible 24 hours a day you should have a support agreement with your ISP that covers this Ensure that your budget is sufficient for appropriate hosting and that effective backup procedures and policies are in place Keep in mind that in the hosting provider world you get what you pay for In many cases cheap hosting providers keep their prices down by limiting the services or flexibility they provide CiviCRM doesn t work well on cheap hosting and under budgeting for hosting may lead to other problems Similarly make sure that the computers your staff are using are powerful enough to provide a good experience with CiviCRM CHANGE MANAGEMENT Introducing a new or the first CRM will cause changes in work flow and processes at your organisation These changes may be political practical or technical Either way a lot of change at the same time can be difficult and stres
218. ers of the community have much more input into how CiviCRM develops because they can understand the product by reading the code and can make changes Furthermore many people can try different implementations of features and the community can decide by vote or consensus which one to make official That may be enough for you but for the sake of completeness we ll offer some widely used definitions Free software or software libre is software that can be used studied and modified without restriction and which can be copied and redistributed in modified or unmodified form either without restriction or with minimal restrictions only to ensure that further recipients can also do these things and that manufacturers of consumer facing hardware allow user modifications to their hardware Free software is available gratis free of charge in most cases from http en wikipedia org wiki Free_software Open source software OSS is defined as computer software for which the source code and certain other rights normally reserved for copyright holders are provided under a software license that meets the Open Source Definition or that is in the public domain This permits users to use change and improve the software and to redistribute it in modified or unmodified forms It is very often developed in a public collaborative manner from http en wikipedia org wiki Open_source_software Nearly any software that qualifies as free also quali
219. es fields for First Name Last Name and Mailing Address It also includes a reCAPTCHA widget to protect your site from automated abuse described further below Signup First Name Last Name Street Address City Postal Code Country United States a State Province select i To build a a form similar to this one 36 1 Go to Administer gt Customize gt CiviCRM Profile and click on Add CiviCRM Profile 2 Give the profile a meaningful name and mark it to be used for a Profile Profile Name Used For profile Search Results _ Drupal User Registration C View Edit Drupal User Account 3 The next two text fields allow you to include help text to assist the person filling out the form 4 The remaining options are listed under Advanced Settings click on the gray bar to expand this section 1 Limit listing to a group this is very important If the profile is used for a searchable directory by default CiviCRM will expose every record in your database this is not ideal in many cases Use this setting to limit the available records to contacts who are part of a regular or smart group For example if an organisation needs to limit a profile listing to show only active members they can create a smart group of all members that have a status of New and Current They then limit the directory to only show contacts in that smart group Remember smart groups are dynamic lists of records when new membe
220. ese language and region specific needs The development team is constantly developing new tools in this area too The Localization screen shown in the following screenshot lets an administrator select the right locale for the language and country of the organization using CiviCRM Go to Administer gt Configure gt Global Settings gt Localization Settings Localization Language and Currency Default Lanquage English USA efault languag ised f th nstallato Inherit CMS Language Il fol I r Default Currency uso Available Currencies Add gt gt lt lt Remove USD EUR Monetary Locale English USA z TRANSLATIONS CiviCRM accommodates different languages however the developers rely on the community to translate the text displayed A number of languages have already been provided to a greater or lesser extent Some have more than 90 of the text translated others only 5 and a number of languages have not been translated at all Please check the online translation tool Transifex http www transifex net projects p civicrm to find out about your language of interest Download and install it on your CiviCRM installation to find out how well it will suit your needs You may find that although the translation is correct you would want to use different terms in your situation You are very much encouraged to take part in the translation of your language FACILITIES A number of facilities in CiviCR
221. event from the initial invitation to sending out event reminders e Can you create message templates ahead of time to ease the process of getting multiple messages out about your event In addition to configuring and creating your event you may need to plan how you could use other CiviCRM functions to promote the event as well as determine what other tools such as as your website may need to be utilized to promote your event MANAGING THE EVENT PROCESS From the time you announce your event to the time the event is over there will be ongoing event management tasks that you may need to carry out to ensure good participation e Check to see the status of the participants such as finding out the number registered the number confirmed or who canceled e Find out the total event fees received to date to check that you re on budget for the event e Check to see that your volunteers and speakers have confirmed to attend Decide when and how to announce or market your event further if you see that number of registrations are low e Manage the waiting list of people once the maximum number of event registrations is exceeded e Review participant information such as food or lodging preferences to organize additional event logistics e Determine how you will indicate whether a participant attended and enter the information into CiviCRM 117 The event management tasks vary depending on the type of event and venue you re planning and CiviCRM s
222. externally you need to switch to this view in order to paste in HTML code from the template Make structural changes in your template in this mode as well Tips for creating templates HTML email is not regular HTML It has significant restrictions including the need to use tables and inline CSS and not to include a background image Here are some tips for creating a template that will look good in all mail clients e Table border The HTML lt table gt element includes an optional border attribute Since the default value is 0 it doesn t appear unless you choose to use it Adding it or editing it if it is available and setting it to 1 e g lt table border 1 gt allows you to see the edges of your table and helps identify potential places to fix problems Please note that HTML email templates usually have multiple tables and nested tables tables inside tables Make changes one at a time and switch to the HTML view to see the results A table usually has more than one parameter so make sure to place spaces between parameters e Table cellpadding and cellspacing these table parameters are very useful when trying to improve the readability of your email Play with these settings in different tables and see what works for you e Width Do not send an email that is wider than 600 pixels to ensure maximum compatibility across email clients Make sure your outermost table does not exceed 600 pixels Do the same for any other tables inside y
223. ey are available in case you want to store all of this information If you wish to record a prefix such as Mr Ms or Dr for your contact you can do so using the dropdown menu on the edit screen If you require other prefixes such as Sir or Father you can add these to the dropdown menu from Administer CiviCRM gt Option Lists gt Individual Prefixes Ms Mr The same applies to name suffixes Locations A location is a group of address related fields consisting of phone email and postal address field groups CiviCRM can hold more than one location for a contact For example if a person has a home address a billing address and a work address these can be recorded as separate locations One of these locations will be marked as Primary It will be used for any postal mailings that you do You can explicitly choose which location will be primary for a particular person or let it default to the first one entered If a person pays you by credit card the details used for Billing Address in credit card payments will be stored in the Billing location for the contact You can share addresses between contacts For example you may need to keep information about individual contacts and the organizations where they work When creating or editing the work address for an individual check the Share Address With box If their employer already exists in your database you can select them from the quick search box that appears Otherwise you c
224. ffers with a list of upcoming case activities that require their attention Below are some scenarios in which CiviCase can be used to effectively record interactions between Legislative staff and constituents e The Legislator s office receives a phone call from a constituent requesting agency support A staffer logs the call as a CiviCase activity and then sets up a follow up call in the next week to make sure that action has been taken on the agency s behalf e A Legislative staffer records where and when a Legislator staff heard from a constituent about a government service problem e The Legislator s staff records event invitations that a Legislator s scheduler must respond to e A Legislative staffer receives a phone call about illegal dumping near the caller s home The staffer creates a case recording the location of the reported issue and assigns the task of following up with the Health Department to another member of the Legislator s staff When the staff member logs in to CiviCRM they see that a new case activity has been assigned to them The Staffer then contacts the Health Department on behalf of the constituent and mails the constituent to confirm that the Health Department has been informed of the situation Helping clients with emotional health or substance abuse problems 173 Social services agencies have specific workflows for processing clients through the variety of services that they provide CiviCase can be used to outlin
225. fies as Open Source and vice versa The main reason that two different terms exist is that free software emphasizes the freedom aspect that you aren t under the control of the original programmers whereas open source software emphasizes the convenience and potential for innovation provided by having the source code available When you install and use CiviCRM you ll notice there s no annoying click through software license imposing a thousand things that you can or cannot do with it That s because free software doesn t limit your right to do with the software whatever you want Free and open source software have licenses but they re simpler than and quite different from proprietary software closed software licenses CiviCRM itself is available under Affero General Public License version 3 0 one of the popular free software licenses used by many other projects FREE SOFTWARE AND NON PROFITS 264 Explaining all of the possible considerations on using FOSS in non profit and advocacy work might take a really long time so let s focus on the most important highlights e One of the priorities of FOSS projects including CiviCRM is to involve the community of users in the process of designing and building the software In the long run this not only assures that the software is doing exactly what it should do to sustain the needs of its users but it also allows indirect exchange of knowledge and experience between organisations By usi
226. file Delete Contributions t Received Thank you Status Export Contributions Sent a Print or Email Contribution Receipts April 27th Completed ial Send Email to Contacts 4 2010 Update Pending Contribution Status inbership signup by miller yahoo com amp Grant 50 00 Donation Student April 27th Completed Paula Membership 2010 Offline membership signup by miller yahoo com You also have options under the actions menu once you select all or a subset of records The actions menu allows you to H Batch Update Contributions Via Profile this is useful if you want to update a large number of contributions thank you date at once for example You need to create the profile you want to use before you perform the search and batch update see the the chapter Profiles in the Configuration section for more information about creating profiles Delete Contributions this removes contributions entirely from the system as if they had never been entered in the first place Editing contribtions and updating their status to canceled provides a better audit trail but there may be situations where you do want to delete such as a contribution entered on the wrong contact s record Export Contributions because this search is contribution centric it does not recognise if contributions come from the same contact Therefore if one contact has multiple contributions that fit the search criteria that contact will appear as multi
227. fline e g mail in a check call in a credit card etc Pay Later Label fr will send payment by check Text displayed next to the checkbox for the pay later option on the contribution form Pay Later Instructions Send a check made out to Central City Food Bank and mail it to 12 Main St San Jose CA 92011 within 3 business days e Can you use Regular Fees for this event or do you need to use a Price Set Regular fees provide a single set of options and allow the registrant to select a single option This approach works well for many events and is easy to set up Each fee amount has a label assigned and you can set a default fee Here s a simple example Regular Fees Use the table below to enter descriptive labels and amounts for up to ten event fee levels These will be presented as a list of radio button options Both the label and dollar amount will be displayed You can also configure one or more sets of discounted fees by checking Discounts by Signup Date below Fee Label Amount Default Members so Non members regular 395 00 O Non members student 195 00 O e Price sets allow you to break event fees into smaller pieces and set a fee for each piece Using a price set you can offer optional programs and event features e g an optional post conference dinner or a book Examples and steps for creating price sets are covered later in this section Please take time to review their fu
228. for groups that might change frequently for example donations over 1000 in the last month SMTP Simple Mail Transfer Protocol A standard or protocol used by email software to transfer send email SOFT CREDIT Allows you to credit a contact for a donation made by someone for example the person who inspired the actual donor to make a donation See Personal Campaign Pages SOFTWARE Applications also called programs or programmes that enable specific functionality on your computer There are many broad categories of software such as web browsers word processors and email clients Within each category there are many available softwares that perform the functions you require For example Firefox and Internet Explorer are two commonly used web browsers SOFTWARE LICENSE The terms you must accept before using a piece of software SOURCE CODE Software is created by writing instructions that a computer understands These lines of instructions are known as code or source code SSL SECURE SOCKETS LAYER 276 One way of making internet communication secure You can easily see if you are using SSL by looking at the URL in your browser if it starts with https instead of http your connection is using SSL SSL CERTIFICATE Provided by the server to prove its identity in the same way that a person carries a passport or driving license See also SSL Secure Sockets Layer STABLE VERSION A version of software that has b
229. for their payment Text Contact the Development Department if you need to make any changes to your registration Additional message or instructions to include in confirmation email Confirm From Fundraising Dept Name FROM name for email Confirm From development example ol Email FROM email address this must be a valid email account with your SMTP email service provider CC Confirmation To You can notify event organizers of each online registration by specifying one or more email addresses to receive a carbon copy cc Multiple email addresses should be separated by a comma e g jane example org paula example org Click Save to save your entries and continue with the next step 5 Tell A Friend CiviEvent makes it easy to leverage the social networking power of your committed constituents by empowering them to quickly and easily share details about your organization and event with their friends and colleagues The final step in the event creation is a page where you can enable Tell A Friend capabilities You can define the text and links to be included on that page and in the email sent from the tool see the following screenshot Tell a Friend enabled Title Tell a Friend Introduction Help us spread the word about this event Use the space below to personalize your email message let your friends know why you re attending Then fill in the name s and email address es
230. from the CiviMember export component and this was preventing them from being able to compile a membership directory AFSC talked to the CiviCRM Core development team and contracted them to add the missing functionality This was a win win situation AFSC got the functionality they needed and because it was integrated back into the CiviCRM product the entire CiviCRM community was able to benefit from the addition An extra advantage for AFSC is that because the functionality became a standard part of CiviCRM they don t have to worry about compatibility with future upgrades The Results The decision to have their sites hosted and managed by an external vendor turned out not to be a good one when the vendor ran into difficulties and was not responsive to issues or in providing the services that had been promised such as timely updates for CiviCRM Once the hosting issue was resolved staff were able to take full advantage of the capabilities of CiviCRM and do all of the things that they had previously been unable to do The Los Angeles office is in full swing using CiviCRM as the main repository to track their constituents board committee members and volunteers Their constituents are able to sign up for events and petitions online and staff can send volume emails for newsletters and announcements Getting rid of their old system and being able to send out a monthly newsletter was the main goal for the Colorado office who came on board with Civi
231. getting too deep into philosophical discussions there is a great overlap between values shared by non profit organisations and these shared by Free and Open Source Software communities By working with the community of users providing your feedback contributing your changes back into the project you re actually strengthening the non profit sector FURTHER READING Free Software Foundation http www fsf org The Free Software Definition http www gnu org philosophy free sw html Open Source Initiative http www opensource org The Open Source Definition http www opensource org docs osd GNU Affero General Public License v3 http www opensource org licenses agpl v3 html Choosing and Using Free and Open Source Software A primer for nonprofits http www nosi net projects primer 265 65 GLOSSARY ACCIDENTAL TECHIE Someone who has inherited the role of IT technical support but whose primary role maybe something else often has little or no formal IT training which is not always a bad thing ACCORDION A javascript based effect on a web page that allows additional content to be revealed or hidden often referred to as collapsed or uncollapsed without the user leaving the web page ACL ACCESS CONTROL LIST ACLs define permissions for a group of contacts to perform an operation e g edit view delete on a set of data or a type of record For example you could set up a group called Administrators that allows pe
232. ghts that you have You must make sure that they too receive or can get the source code And you must show them these terms so they know their rights We protect your rights with two steps 1 copyright the software and 2 offer you this license which gives you legal permission to copy distribute and or modify the software Also for each author s protection and ours we want to make certain that everyone understands that there is no warranty for this free software If the software is modified by someone else and passed on we want its recipients to know that what they have is not the original so that any problems introduced by others will not reflect on the original authors reputations Finally any free program is threatened constantly by software patents We wish to avoid the danger that redistributors of a free program will individually obtain patent licenses in effect making the program proprietary To prevent this we have made it clear that any patent must be licensed for everyone s free use or not licensed at all The precise terms and conditions for copying distribution and modification follow TERMS AND CONDITIONS FOR COPYING DISTRIBUTION AND MODIFICATION 0 This License applies to any program or other work which contains a notice placed by the copyright holder saying it may be distributed under the terms of this General Public License The Program below refers to any such program or work and a work based on the Program m
233. go to Administer gt Configure gt Global Settings gt Directories 2 Fill in the Custom PHP Path Directory This needs to be an absolute path to your PHP directory such as home2 jsmith public_html civicrm_custom_code 3 Create a copy of an existing custom search file such as the EventAggregate php file You will find this file at lt joomla root gt administrator components com_civicrm civicrm CRM Contact Form Search Custom or lt drupal root gt sites all modules civicrm CRM Contact Form Search Custom 4 Place the EventAggregate php file in the directory home2 jsmith public_html civicrm_custom_code CRM Contact Form Search Custom 5 Rename the copied EventAggregate php file to BirthdaySearch php UNDERSTANDING AND UPDATING THE SEARCH CODE Start by opening the file BirthdaySearch php in a text editor The first change needed is to change the class declaration to class CRM_Contact_Form_Search_Custom_UpcomingBirthdays implements CRM_Contact_Form_Search_Interface Functions you will probably need to modify e function_construct this controls the columns that are part of the results page e function all this function is responsible for returning the SQL select statement to execute that gets the entire set of information The select statement MUST include a field named contact_id Normally it also contains fields named name and sort_name For example if onlyIDs select DISTINCT civicrm_contact id as contact_
234. gs are two key methods of organising data in CiviCRM When used properly both allow for powerful segmentation and searching of your database Since both groups and tags are methods of categorisation it can be difficult to determine whether a tag or a group is more appropriate in a given situation Identifying the differences in their workflow and functionality will help you to decide which to use It can also be good to have a conceptual understanding of the differences between the two Though there are different takes on how tags and groups should be used a common philosophy is that tags should be used for descriptive categories and groups should be used for grouping people within a cohesive entity that functions or will be treated as such From this perspective things like volunteer ally organisation vegetarian and musician would be tags with which you could categorise contacts while Volunteer Committee Allied Organisations Coalition Vegetarian Newsletter and This Awesome Band With A Bad Name would be groups to which you could add contacts GROUPS Groups are an incredibly important feature within CiviCRM In addition to their fundamental use as collections of contacts that have something in common they play a critical role in CiviMail and Profiles and can be used to set up advanced access rights on Drupal Well defined groups are one of the most important tools available when segmenting your CiviCRM contact database There are two k
235. gt Find Contacts or Find Contacts gt Advanced Search Enter your search criteria and click Search Select the contacts who will receive the letter From the Actions dropdown menu choose Print PDF Letter for Contacts and click Go Create your letter using the formatting options provided You can personalise the letter by using tokens for example Postal Greeting is a commonly used token in this situation Click in the body of the letter where you want to enter the token Then click on Insert Tokens located above the letter at the top right and select the desired token 6 Before you move to the next screen decide whether the format of this letter could be used again If so check the Save New Template box and enter the Template Title 7 When your letter is finished scroll to the bottom and click Make PDF Letters 8 A pop up window will offer the option of opening or saving the PDF Open and review your letter and then print it or save the PDF and review at your leisure gi E DH contact postal_greeting Select Token x pos Begin typing to filter list of tokens Postal Code Postal Code Suffix Postal Greeting Done TIP You can use this feature for any kind of document not only letters For example you could use it to print attendance certificates for a workshop GENERATE MAILING LABELS Generating mailing labels is a very easy and useful function 1 Perform the search to select the contacts you want to ta
236. gure CiviCase related permissions Administer gt Users gt Permissions You may want to create case management specific Drupal user roles for staff based on their responsibilities within your organisation Permission options are described in the Planning chapter of this section 4 Populate Case Types Activity Types and Case Roles You will need to add database records for each case type activity type and case role that you ve included in your case type configuration files You can use the CiviCRM Administrative screens to do this Case types e Administer CiviCRM gt CiviCase gt Case Types e Click New Case Type e Complete the form using the exact same text for the Label as you entered for the CaseType lt name gt element in your case configuration files e Click Save Activity types 181 Generic activity types Open Case Change Case Status etc are included in all CiviCRM installations Meeting Phone Call Email inbound and sent activity types are also included out of the box However you will need to manually add any other activity types that you ve defined in your case configuration files Administer CiviCRM gt Option Lists gt Activity Types Click New Activity Type e Complete the form using the exact same text for the Label as you entered for the ActivityType lt name gt element in your case configuration files e Select CiviCase in the Component drop down e Click Save e Repeat for each unique
237. h will allow users to quickly figure out what particular groups are for when working in different contexts e g CiviMail This clarity and specificity is especially important once your organisation has amassed many different groups If a group is created for a specific person within your organisation it is a good idea to mention in the description who the owner of the group is so that in the future someone can check if this group is still used or if it can be deleted Groups can be assigned the following types 66 e Mailing List is used if you plan to use this group as a mailing list in CiviMail This group type is available for both Regular and Smart Groups e Access Control Drupal only is used to assign CiviCRM access permissions to a set of contacts Only Regular Groups can be assigned the Access Control group type Visibility determines permissions for joining and removing contacts from groups Select User and User Admin Only if membership in this group is controlled only by authorised CiviCRM users Select Public Pages if you want to allow contacts to join and remove themselves from this group via Registration and Account Profile forms Some organisations find it useful to create a hierarchy of groups In CiviCRM this is done by creating one or more parent groups and then assigning other groups to them When a user sends a mailing to a parent group or searches for contacts in a parent group all contacts in the associated child gr
238. hat it will be useful but WITHOUT ANY WARRANTY without even the implied warranty of MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE See the GNU General Public License for more details You should have received a copy of the GNU General Public License along with this documentation if not write to the Free Software Foundation Inc 51 Franklin Street Fifth Floor Boston MA 02110 1301 USA AUTHORS ABOUT THIS BOOK Michael McAndrew 2010 Modifications adam hyde 2010 David Greenberg 2010 helen jamieson 2010 HOW TO CONTRIBUTE adam hyde 2009 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Brian Shaughnessy 2009 Cynthia Tarascio 2009 David Greenberg 2009 Eileen McNaughton 2009 Kyle Jaster 2010 Michael McAndrew 2009 2010 Yashodha Chaku 2009 LOCALISATION adam hyde 2009 2010 Modifications Alice Aguilar 2010 Andy Oram 2009 2010 Cynthia Tarascio 2009 David Greenberg 2010 Dream Gomez 2009 Eileen McNaughton 2009 Erik Brouwer 2010 Jack Aponte 2010 Mathieu Petit Clair 2010 Michael Lenahan 2009 Michael McAndrew 2009 2010 Michal Mach 2009 Peter Davis 2009 279 BUG REPORTING adam hyde 2009 Modifications Andy Oram 2009 Cynthia Tarascio 2009 Eileen McNaughton 2009 Michael McAndrew 2009 2010 Michal Mach 2009 INSTALLATION David Greenberg 2009 Modifications adam hyde 2009 2010 Alice Aguilar 2010 Andy Oram 2009 2010 Cynthia Tarascio 2009 Eileen McNaughton 2009 K
239. he Group list near the top it will treat the search as an OR search and return results for contacts who are in any of the groups you select If you want to find contacts who belong to all of the selected groups you will need to use Search Builder There is also a very useful built in custom search Include Exclude Contacts in a Group Tag that enables you to find contacts who are in one group but not in another which you can find by going to Search gt Custom Searches in the navigation menu 69 Edit Search Criteria Include Group s Administrators 0 Advisory Board bgm test Case Resources Donations w o thankyou D Exclude Group s Administrators D Advisory Board bgm test Case Resources Donations w o thankyou D Ale e H Include Comp Tag s Company 0 Government Entity Jack s Tag Set JackTag Keywords D AP ik Exclude Tag s Company 0 Government Entity Jack s Tag Set JackTag Keywords D Groups and ACL Drupal only Access Control Lists ACL provide finer grained permissioning than what is available through Drupal s Permissions and Roles Setting up ACLs requires a good understanding of the concept which is thoroughly explained in the online CiviCRM documentation here http wiki civicrm org confluence display CRMDOC Access Control As with many processes the key is to make sure you have assembled all the parts before you try to join them together In this case you mus
240. he appropriate contribution type for this payment Total Amount 1000 Actual payment amount for this registration Received 92 16 2011 Hal clear Paid BY Check H Check Number 4892 Transaction ID Payment Status Completed J 143 Registration Confirmation and Receipt Send NW Confirmation Automatically email a confirmation and receipt to s jones example org and Receipt Receipt From Confirmation Enter a message you want included at the beginning of the confirmation email EXAMPLE Thanks for Message registering for this event Contact our Tournament Director for eligibility details Notes As you work through this form certain sections of the page change to reflect selections you have made For example when you choose the event you want to register the contact for and select the participant role the form will automatically load predefined custom data fields that pertain to those selections If the event selected is a paid event you will see an event fees section which has been defined in the event configuration details and an option to record the financial transaction details Record Payment will be visible This leads us to an important concept central to CiviEvent as well as other modules Event registration records in CiviCRM are independent of but can be related to a financial transaction While this may seem confusing to organizations accustomed to viewing event registrat
241. he beginning which led the staff and parents to be able to make a strong commitment to help the project move forward What They Did They used CiviCRM to create a Parent Portal to required parents to log in to view their contact information and their child s school information e had an automated system to schedule parent teacher conferences e used a computer to record after school class sign in and sign out e managed after school class registration example music cooking sports and view their child s after school fees To ease the transition of the school community each of the above features were shown gradually rather than all at the same time The Results 12 Enabling parents guardians to view their contact information meant that they could confirm what the school sees and hence notify the school of any changes Also they could view their child s after school fees and view a record of what classes their child is signed up for Online sign ups allow parents the flexibility to schedule parent teacher conferences and after school classes on their own time Changing the existing school systems to an online system allowed both parents and staff to work together view the Parent Portal so that contact information is current parent teacher conferences are scheduled in a timely manner and that access to the information is widely accessible 3 WHO IS CIVICRM CiviCRM has a unique and diverse community centered around developing
242. he person you are relating to this contact 8 You can scroll down and enter further information which includes Start Date and End Date in case the relationship is time limited Description and Notes There are also two permission related options which allow users of the database to edit this record Finally there is an Enabled box which is checked by default 9 When you have made the changes you want click Save Relationship HF DH ND CONNECTING EMPLOYEES AND EMPLOYERS A quick way to connect employees which are stored in CiviCRM as individuals to employers stored as organisations is to use the Current Employer field within an individual s record This will set the current employer field in the contact record and create a relationship between the contacts 1 Navigate to the record of the individual who you want to connect to an organisation 2 Click the Edit button to edit the individual s record 3 Begin typing the organisation name into the Current Employer field As you type matching names of organisations that already exist as contacts in CiviCRM will appear in a dropdown autocomplete list below the Current Employer field If the organisation is already a contact in CiviCRM you can select it from the dropdown list by pressing the down arrow key or by clicking on it If the organisation does not already exist as a CiviCRM contact simply enter the full organisation name Mr Anne Q Adams Jr SIE E v Contact Details
243. he planning process and determined the types of cases activities and case roles that you need you re ready to configure your CiviCase installation The configuration process requires some technical skills Review these prerequisites before getting started and recruit assistance if needed PREREQUISITES Many of the configuration steps require that you create and edit files outside of the CiviCRM user interface You will need to e use a text editor e edit XML files and upload them to the server directory where CiviCRM is installed e optional write or modify a simple program using the API to automate the creation of activity types or relationships CONFIGURATION TASKS Follow these steps to configure CiviCase for your organisation 1 Case Type Configuration Files You will create a separate XML formatted text file for each of the case types you identified during the planning process These files specify the characteristics of the case type using XML elements Case configuration files should be saved to the following directory in your CiviCRM installation lt civicrm_root gt CRM Case xml configuration You will need to create this directory when you save your first configuration Ensure that the directory is readable by your web server process If you are not familiar with XML markup refer to the Wikipedia page on XML at http en wikipedia org wiki Xml A set of sample configuration files are included when you download Civ
244. hem to the variable groups crmAPI entity group_contact action get var groups contact_id 42 The following code adds the list of groups below the list of tags on the contact summary page CRM Contact Page View Summary tpl lt tr gt lt td class label gt Groups lt td gt lt td id groups gt crmAPI entity group_contact action get var groups contact_id contactId foreach from groups item group group title foreach lt td gt lt tr gt CALLING THE API FROM AN EXTERNAL SERVER VIA THE REST API The syntax and principle are identical to the other methods but with one major difference the external server needs to authenticate itself before being able to use any API functions To call the API with a browser use http www example org path to civi codebase civicrm extern rest php q civicrm lt function gt The first call is to authenticate the caller on the CiviCRM server https eg org path to civi codebase civicrm extern rest php q civicrm login amp name user amp pass password amp key yoursitekey amp json 1 The key is in the CIVICRM_SITE_KEY variable defined in your civicrm settings php file Note On the first call you might get an error message like This user does not have a valid API key in the database and therefore cannot authenticate through this interface This means that you need to generate a key for the user and add it to the api_key field in the civicrm_contact tabl
245. hen creating a Note both the subject and the content are free text fields i e the subject field does not have to be chosen from predefined options 63 You can specify Author Only privacy for a note This means that only the person who wrote the note or someone with view all notes permission Drupal only can view or edit it Summary Contributions 1 Memberships 1 Events 2 Activities 8 Cases 0 Relationships 4 Groups 1 Notes 1 Tags 1 Change Logo Voter Info 0 Grassroots Info 0 School Information 0 CS Notes a 4 Dat ac sted B ited y Connect for presentation May 23rd 2009 Inner City Arts View Edit Delete TAGS TAB Tags are one way of categorising contacts in your database other methods are Custom Data and Groups You can configure which tags you wish to use for your organisation You can search on tags and create Smart Groups based on them The tags next to Keywords are part of the Keywords Tagset A Tagset is a specific grouping of tags that you can create Tagsets are non hierarchical and you can create a new tag in a tagset simply by typing a new tag into the field Existing tags that match what you type will also show up as a list from which you can select Summary Contributions 0 Pledges po Memberships 0 Events 0 Activities 0 Relationships 0 Groups 0 Notes 0 Tags 1 Change Log 1 Tags M Company O Government Entity Major Donor Non profit O Volunteer Keywords _ CTI iev 2 CEE CHANGE L
246. hips and contributions This chapter focuses solely on the import process for contacts though the processes for other data are similar There are two ways to import data 79 e from CSV files Most database and spreadsheet applications e g OpenOffice org Calc Google Spreadsheets Microsoft Excel can create and manipulate files in this format It is often easier to view and clean your data when it s in a CSV file than while it s still inside your old database Each column in your CSV file will map to a field in CiviCRM so make sure you use a different column for every distinct bit of information Depending on your country or region fields in your CSV files might be separated by semicolons instead of commas If so you ll need to change the Import Export Field Separator value in the CiviCRM Localization settings by going to the navigation menu and choosing Administer gt Configure gt Global Settings gt Localization e from another SQL or MySQL database stored on the same server using an SQL query If you do not have a clear understanding of your existing data and how it will map to CiviCRM fields you will experience frustrations and problems when you try to import the data Please read about each type of data in other sections of this CiviCRM Manual and visit the CiviCRM online documentation for more information http wiki civicrm org confluence display CRMDOC Importing Data The following rules and recommendations will hel
247. hoose to exclude contacts who are members of another group or who have received previous mailings Carry out a search for example using the advanced search and then choose schedule send a mass mailing from the actions drop down You will be redirected to the New Mailing screen step 1 where you can choose a base group for your mailing You need to choose a base group for your mailing because you need to give people the option of unsubscribing from your mailing The process for sending the email then proceeds as follows 170 1 Enter a title for this mailing Select a title that will allow you and others in your organization to clearly identify the purpose of this mailing e g August 2010 monthly newsletter This title is for internal use only and will not be shown to recipients Then click next 2 This step of the process offers options for Tracking and Responding Tracking collects information about what your contacts do with this email CiviCRM can store whether a contact opens this email open rates and or what links in the email are clicked Responding offers options concerning what to do when a contact replies to the message you are sending By default the reply is sent to the sender but you might want to redirect the replies to a special address the same one used to collect the bounce This is a very specific and advanced usage and you probably don t want to use it unless you have specific tracking requirement in your orga
248. hoose to create a custom data field to record the Chairperson or CEO s name and only apply this field to organisations ADDING A CONTACT The simplest way to add a single contact to CiviCRM is to use the navigation menu at the top of any non public page To create a new Individual go to Contacts gt New Individual Home Search Contacts Contributions Events Mailings Memberships New Organization New Parent d Spri Nt Sa new activity New Staff New Email New Funder Import Contacts New Media Contact Import Activities New Elected Official Civiq New Household Co New Group Manage Groups x Activities New Tag Manage Tags Categories Type Su 1 SN yaccess Note that the Contacts menu item allows you to create every kind of contact and contact sub type Clicking on New Individual will bring you to the New Individual form All of the contact creation forms are similarly arranged with basic information name email etc at the top of the form and more specific fields below grouped by type or subject in accordions such as address fields communications preferences and any custom fields that you have added for the contact type You can fill out as many of these fields as you like however it s recommended that you have at least a name and email address it is only required that you have first and last name OR email address Remember that there is no difference between the contact add and edit screens so yo
249. hout choosing any filters will show you all membership records You could then filter the report to show all members of a specific membership type who joined last year 197 The Date Range Filter Most reports will have a date range filter This can be configured in two ways e by using an absolute date range e g Ist Jan 2010 to 31 July 2010 e by using a relative date range e g Previous Year Set Filters Contact Name Member Since Membership Owner ID Membership Types Status Group Relative date ranges are very useful for reports that you want to run on an ongoing basis usefull The Ending date ranges are particularly useful when used in combination with Group By Columns Combining Ending Year with Group By Month gives a report that summarises data Contains H Previous Year iv Choose Date Range This Year This Quarter This Month This Week This Day Previous Year Previous Quarter Previous Month Previous Week Previous Day Previous Before Year Previous Before Quarter Previous Before Month Previous Before Week Previous Before Day Previous 2 Years Previous 2 Quarters Previous 2 Months Previous 2 Weeks by month for the previous 12 months The report below shows the total amount of contributions received in the past 12 months as well as each month s total a 3 lt Monthly Contribution Summary General Student Lifetime New Current G
250. how Address Parsing is handled and used in CiviCRM refer to the Address Parsing chapter of this book When adding or editing contacts you will be entering or editing address elements including street number street name and Apt Unit Suite number according to these standards When planning to import pre existing data into CiviCRM for use in CiviEngage it is essential that you plan to clean up address data before importing To find out more details about the USPS Standards for addresses refer to their Publication 28 at http pe usps com text pub28 welcome htm TRACKING CIVIC ENGAGEMENT AND CAMPAIGNS CiviEngage is designed to manage interactions with constituents around an organization s civic engagement and base building work such as door knock canvassing and phone banking There are several concepts and details to consider when preparing for these types of campaigns Working with Your Universe of Contacts In preparing for your campaign you will need to identify the audiences you will be targeting for your door knock canvass or phone bank in CiviCRM CiviCRM uses Smart Groups and regular Groups as the mechanisms to target specific groups of contacts Here are a couple of examples of how you can use Smart Groups and regular Groups for targeting during your campaign e You can use Smart Groups to identify contacts you want to target based on specific criteria such as voter demographics issue interests primary language spoken etc e
251. hrough the necessary configuration steps for CiviMember As with other modules CiviMember takes advantage of CiviCRM s integration with the Drupal and Joomla CRMs allowing your members to manage their own memberships through your web site So the second half of this chapter takes you through setup of online renewal pages CONFIGURING MEMBERSHIP TYPES The first configuration step is to configure the membership types and status rules These are handled in Administer gt CiviMember gt Membership Types Membership types are the various membership categories that your organization offers You can configure an unlimited number of membership types and set various options for each of them Options include how they are used the membership term period and the dues amount Begin by defining the name of the membership type and a brief description The name will be used throughout the system so choose it carefully CiviCRM requires the membership type to be associated with an organization record This gives CiviCRM the flexibility to handle multiple membership types with multiple organizations or sub organizations within a single interface For example if your national organization consists of six regional chapters each of which maintains membership records separate from the national membership you can create membership types for each chapter membership and associate them directly with the chapter organization Continue with the membership typ
252. iCRM If you can access the CiviCRM codebase at http svn civicrm org civicrm load the sample case type configuration file for Housing Support in your text editor before continuing and refer to it as you review each of the sections below lt civicrm_root gt CRM Case xml configuration sample HousingSupport xml Activity Types this is a list of all activity types that are valid for this type of case Several activity types will be needed for any type of case Be sure to include them in this listing Open Case Change Case Status Change Case Type Follow up You will use Change Case Status to close a case Follow up is a useful general activity type for most case settings You can optionally specify the maximum occurrences of this activity type in a case using the max_instances element Generally you ll want to set max_instances to 1 for the Open Case activity type but you can also use this to limit recurrence of other types of interactions or processes 179 Activity Sets groups of activity types which define a sequence of interactions You must include at least one activity set in the configuration file which defines the standard timeline plan The activities in the standard timeline set are automatically created when you open a case of this type You can control the scheduling of each activity relative to the date the case is opened OR relative to another activity using the reference activity and reference offset elements Offsets are
253. ible Add all appropriate people to this list e Event Campaign Code see Participant Campaign Code Activity Source Details e Activity Campaign Code see Participant Campaign Code Organizational Details This custom group is used to store information that is specific to organizations There is only one example currently e Rating if you need to evaluate organizations in some way change the options to reflect that Demographics e Ethnicity e Primary Language this custom field uses the same set of options as Secondary Language Only one entry can be selected for each contact for this field e Secondary Language also used for Primary Language but as many choices as needed can be checked Media Info Org 214 This custom group is only applicable to the New Media Outlet contact subtype e Media Type Org this custom field uses the same set of options as Media Type Ind TV Radio Wire Newspaper Magazine Media Info Ind This custom group is only applicable to the New Media Contact contact subtype e Media Type Ind this custom field uses the same set of options as Media Type Org e Beat this refers to the general category of topics that a media contact covers such as local government education neighborhoods religion labor etc e Media Issue Interest uses the same option list as Issue Interest As you come to know a reporter you will learn the issues they are particularly interested in even if
254. id civicrm_contact display_name as name else select DISTINCT civicrm_contact id as contact_id CONCAT monthname civicrm_contact birth_date day civicrm_contact birth_date as sort name civicrm_contact display_name as name birthday as oc_type J from this gt from where this gt where includeContactIDs sql SELECT select FROM from WHERE where e function from this function is responsible for returning the from clause of the SQL select statement It is normally called from the all function as well as by CiviCRM e function where this function is responsible for returning the where clause of the SQL select statement e function buildForm this controls the results title as well as the parameters that are available to the person running the search For this birthday search you may want the user to be able to choose the month Functions you may need to modify e function summary this function is needed if some or all columns have summary information such as total number of birthdays in June e function alterRow this function allows you to alter the contents of a piece of information before the results are displayed e templateFile this function returns the name of the Smarty template that CiviCRM will use to present the results For most purposes the template CRM Contact Form Search Custom Sample tpl will suffice 229 PREPARE TO RUN THE CUSTOM SEARCH Before y
255. ields unique to this particular event such as meal choice The custom data fields and profiles used here see screenshot must be created before you reach this form as described earlier in this chapter Here you can include up to two profile form snippets in your registration page It s a good idea to put contact data name address etc in one profile snippet and event related information e g meal choice childcare requirements etc in the second profile top of page Include additional fields on this registration form by configuring and selecting a CiviCRM Profile to be included at the top of the page immediately after the introductory message Include Profile select H bottom of page Include additional fields on this registration form by configuring and selecting a CiviCRM Profile to be included at the bottom of the page Profile for same as for main contact z Additional Change this if you want to use a different profile for additional participants Participants top of page Profile for same as for main contact H Additional Change this if you want to use a different profile for additional participants Participants bottom of page e The remaining fields on this page control the text to be displayed on the Confirmation page Thank you page and emailed confirmations receipts if enabled The standard page flow is shown in the following screenshot EVENT EVENT INFORMATION REGISTRATION rier es Lists ev
256. ies in the Custom Data screen The bulleted items are custom fields under those Group Headers that have been added by CiviEngage the other fields under these group headers are standard to CiviCRM The choices for these custom fields should be edited before you use CiviEngage You should add delete or edit the available options for each custom field to make them better fit your organization s needs Communications Details e Best Time to Contact Voter Info All of the fields in this custom data group are added by CiviEngage so you should review and edit them all to suit your needs You may also want to add specific local voter fields that apply to you Constituent Info Individuals e Constituent Type e Staff Responsible note that the values for this field are also used for Event Contact Person Replace the sample names in the list with your staff member or volunteer coordinators and other folks that have individuals assigned to them e How Started edit this list to fit the ways in which members are brought into your organization Grassroots Info 213 e Member Status three status choices included by default Think about other member statuses that might work for your organization and add or remove as needed e Leadership Level The default options for tracking an individual s leadership level within your organization are 1 5 Change this to match however your organization tracks this information e Issue Interest this custom fiel
257. ight for the rule After each field is checked if the total weight is equal to or greater than the numerical threshold set for the rule the contacts being compared are flagged as suspected duplicates USING RULES AND MERGING DUPLICATE CONTACTS Go to Administer gt Manage gt Find and Merge Duplicate Contacts and click the Use Rule link to scan for duplicate contacts using the selected rule You can then select to search all contacts for duplicates or to search only a particular group Contacts of the type to which the rule is assigned will be scanned and compared If the match between two contacts exceeds the rule s threshold the contacts will be displayed on the following screen of possible duplicates Clicking Merge for any pair of contacts brings up a table showing details for each contact CiviCRM designates one record as the duplicate record and displays its information in the left column The record in the right column is considered the original record into which selected data from the duplicate record will be merged If you want to move the information in the opposite direction you can swap the duplicate and original contacts by choosing Flip between original and duplicate contacts 89 For each field you can choose whether to keep the original data shown on the right don t check the check box in the middle column or use the value from the duplicate contact instead check the box For the email addresses or phone numbers you c
258. iki as a patch to the project so that it can be used by others in the community 226 54 DEVELOPING CUSTOM SEARCHES A custom search is a method of providing new functionality within the standard CiviCRM navigation structure This chapter looks at how to develop a Custom Search and is written for programmers Custom searches produce a screen showing a set of contacts from where you can execute actions such as sending email printing mailing labels and all the other actions that are available for contact search results within CiviCRM The results page displays the same as any other search results page such as results delivered from an Advanced Search however a predefined set of functions is controlling which information is delivered to the result page Custom Searches follow the Hollywood principle Don t call me I ll call you In this case CiviCRM calls your functions at the appropriate time Find Contributors by Aggregate Totals Edit Search Criteria Aggregate Total Between and Em Contribution Date From sl dear IS through dear Find Latest Activities Edit Search Criteria 543 Results Select Records O All 543 records Q Selected records only actions H e Next gt Last gt gt Contact 1 50 of 543 D Name 5 B Adams Anne Completed Membership Signup Subject B Adams Anne Completed Membership Signup Subject D Adams Anne Completed Membership Renewal Subject F1 Adams Anne Comp
259. ill have a look at real world examples of how organizations are using CiviCRM Throughout this chapter you will see references to CiviCRM features such as CiviEmail CiviMember CiviPledge CiviCRM Profiles and others These are all components of CiviCRM and we have included references to them so you can become familiar with the language of CiviCRM however it s not important to understand the finer detail of these features at this point A SPECTACULAR PERFORMANCE This example shows how clubs can use CiviCRM for summer camps regular classes and other events Wellington Circus Trust in Wellington New Zealand is run entirely by volunteers They have a mailing list of 500 600 people and run blocks of classes in circus skills such as trapeze and hula hoop They also host events For safety reasons the Trust needs to gather information about who to contact in the case of a student being injured The Trust processes about 200 enrolments a year Prior to using CiviCRM the Trust maintained a Microsoft Access database but data entry was time consuming keeping information up to date was difficult and emailing the resulting contact information to the tutors on a regular basis was challenging The treasurer wanted members to be able to maintain their own details and wanted the tutors and volunteers to be able to access member s contact details from anywhere What They Did After some research the Trust decided that CiviCRM could enable them do the
260. ill set up the website to show the event e A staff person will decide and configure the pricing for the different event fees registration fee cost for the meals cost for lodging costs for optional workshops e A staff person will configure CiviEvent to collect information about participants food and lodging preferences e A staff person will set up an event template and email message template that can be used every year in order to ease the process of setting up similar events over time e During the event registration process a staff person will manage the process by which participants register themselves periodically checking to make sure that payments are being made and managing the wait list when they exceed their maximum number of participants e During the day of the event organizers will check in each attendee on site to keep track of who s actually attending and who is a no show This will also help determine at the end of the event who has paid and who still owes fees e After the event the Director will create reports about the number of attendees and event details such as total fees received as part of a report to give the organization s funders 115 26 PLANNING THE EVENT Before you dive in to create an event we recommend you review the work flow in this chapter to help you plan for setting up and managing the event The work flow also includes concepts you should know about the structure and functions of the even
261. ily update the entire group using a profile 1 Create or open a profile and mark it as used for Profile Profile Name Update volunteer interests Used For V Profile C Search Results Cl User Registration C View Edit User Account No other profile settings are relevant for this type of usage 2 Add your fields to the profile Only add the fields you want to batch update In the above example the only field you would need is your custom volunteer interests field contact name is always displayed when doing batch update Remember fields added to the profile must all be of the same contact type You cannot add fields that are specific to both organisations AND individuals Once your profile is created and you have conducted your search select Batch Update via Profile from the actions dropdown menu and click Go Then select the profile you want to use 43 149 Results Select Records All 149 records Selected records only more actions more actions Add Contacts to Event Di Add Contacts to Group Add Contacts to Household Add Contacts to Organization Batch Update via Profile Delete Contacts Export Contacts Mailing Labels Map Contacts New Smart Group Record Activity for Contacts Remove Contacts from Group Schedule Send a Mass Mailing Send Email to Contacts Lol ll e x Ce Emi Cr bnd Rd SW Mount Vernon You will see a grid with the fields in you
262. in these cases you can enter the Relationship Label once in the Relationship Label A to B field For example when describing the relationship between two domestic partners named Sylvia and Audre you can say that Sylvia is the Partner of Audre and Audre is the Partner of Sylvia Therefore you would enter the Partner of label only in Relationship Label A to B field leaving the Relationship Label B to A field blank In other situations one Relationship Label cannot be applied in both directions in these cases you need to enter different Relationship Labels in each of the Relationship Label fields For example you can say that Kiyoshi is the Grandparent of Yuki but you cannot say that Yuki is the Grandparent of Kiyoshi Therefore you would enter the Grandparent of label in the Relationship Label A to B field and either Grandchild of or Grandparent is in the Relationship Label B to A field Use the Contact Type A and Contact Type B fields to designate which kind of contacts are being linked by your relationship Remember to check that the contact types you select for Contact A and Contact B make sense when corresponded to your Relationship Labels Optionally enter a description for this relationship type This is especially useful if the intended purpose of this relationship type may not be obvious to other users Leave the Enabled box checked unless you intend to create this relationship type but not allow users to utilise it u
263. inds of Groups Regular Groups and Smart Groups e Regular Groups allows you to manually place contacts into a group For example you can manually assign your organisation s board members to a Board of Directors regular group You can then easily send board related emails to each person who is a member of the Board of Directors group without having to search through CiviCRM and select each member individually for the mailing e Smart Groups are automatically populated groups that are configured to include contacts that share a certain set of characteristics or activities As contacts are added or edited CiviCRM automatically checks them and adds them to Smart Groups if they meet the characteristics that you have configured For example you can create a Smart Group for 2010 Contributors from California that includes contacts who have made a contribution in the year 2010 an activity and have an address in California a characteristic When new contacts located in California make a contribution in 2010 they are automatically added to this group Another example is a Smart Group of all donors who have not yet been sent a thank you letter As you send your letters the donors receiving them will automatically leave the smart group allowing you to always have an accurate list to work from Group settings and functionality Each group should have a clear easily understandable group name and a description of the group and its purpose both of whic
264. informatior eferred phone and ema 4 Select fields for export and then Continue to choose subset of fields for export This opt allow ou to export multiple speafic locatior Home v ete as well as custom i can als ections as a field mapping so you can use it again lat rds selected for e Export PRIMARY fields Select fields for export Contnue gt gt anoal 92 19 POSTAL MAIL COMMUNICATIONS This chapter discusses the different ways that CiviCRM helps with postal mail and post mail campaigns It will help if you already have a strong understanding of CiviCRM s search features as well as custom fields activities profiles and how to perform mail merges using word processing software PLANNING YOUR MAILING Before beginning any communication activity take the time to identify your goals and plan the steps For our purposes there are a few key questions to ask before sending out postal mailings e What types of mailing do you send out to your constituents e Are mailings always sent to everyone in the database or are they frequently targeted to a select group of contacts e How do you want to greet recipients e g Dear Jane or Dear Jane Doe There are three ways that you can use CiviCRM in postal mailings 1 Generate labels print out standard address labels when you don t need to personalise the content for instance to send a printed brochure 2 Export contacts and do a mail merge to an external tool
265. ing on your configuration If you think that some of the tabs are not useful and will not be used in your deployment you can disable or enable specific tabs from Administer gt Global Settings gt Site Preferences If you don t see some of the tabs described below you may need to enable them The visibility of some tabs is dependent on which components are enabled in your installation For example the Contributions tab will be hidden if the CiviContribute component is disabled SUMMARY TAB The summary tab gives you an overview of information about your contact Here you will find names addresses and contact details The information on this page appears fairly straightforward but take a closer look and you will find some pretty clever stuff is going on amp Ms Susan Jones A Ga ECH EEN Summary Contributions 2 Pledges o Membershipso Events 1 Activities 4 Caseso Grants 0 Relationships 2 Groups 1 Notes O0 Tags 1 Change Log 4 t Type Individual En y Eastmont P Executive Computing Center Director Tags Major Donor s jones example org Work P e 415 222 4011 t http www example org Shared with Eastmont Computing Center 487E Northpoint PI S Attn Accounting Fulton IN 46931 United States Female Email SMS te of birt February 2nd 1982 29 years English United States Both Constituent Information CiviCRM includes a complete set of fields out of the box to store basic contact information These are usually r
266. inistrative work in managing events with 25 or manage 25 more donations with the same staff The goals should be SMART specific measurable attainable relevant time boudn These business goals will help you in directing and managing your project For example if the project group for example want some customization that requires budget and effort your business goals will help you decide one way or the other The business goals will help you to focus on why you are implementing CiviCRM and what you want to achieve in the long run DEVELOPMENT 21 It often makes sense to break development up into smaller more manageable sections which can be implemented in discrete stages or iterations A common first phase of development is to choose something simple to implement in CiviCRM or specific functionality for a team who can then act as CiviCRM evangelists within the organisation Implementing in stages allows staff to get used to changes gradually without feeling overwhelmed and gives the developer or implementer the ability to be responsive to feedback from users during the development process Another reason that people choose to develop iteratively is that it is very hard for users to correctly or fully articulate their requirements at the start of the project Giving users hands on experience of an early version of the system helps them understand how it works and what is possible They can then provide valuable feedback and might articulat
267. ion For each of the case types you identified create a list of the specific activities involved Creating new types instead of relying only on Follow up will make the list of activities easier to read Activity Data A standard set of information can be entered whenever a case activity is recorded in CiviCase e who recorded the activity and who reported the activity e when and where the activity will or did occur e free form subject and detailed description e time spent on the activity This is sufficient for some types of activities however it is often useful to collect additional structured data The Open Case intake activity is a common example where you may want to include a set of specific questions about the client and their situation Create a list of additional requirements custom data for each activity type including the type of data being recorded free text multiple choice date etc For more information about custom data please refer to sections on custom data in the the CiviCRM flossmanual or to the CiviCRM wiki TIMELINES CiviCase allows you to define a workplan or an expected sequence of tasks and activities for each type of case These are called standard timelines and one is created automatically when a new case is opened For simple cases the timeline might include only two items e Open Case e Follow up Even in this example the timeline is useful as it allows you to predefine when the per
268. ion which is less work to maintain than leaving the responsibility up to individual staff and increases the chance of having the correct email for each of your contacts e Every email sent is stored in the activity history of each of the recipients So you can see for instance that John Doe made a donation three days after he received your April newsletter Both outgoing and incoming email messages are recorded e Everyone at your organisation can see what email was sent and received even if the staff person who sent or received it has left the organisation e You can use templates to ensure that your organisation s visual identity and branding are consistently applied to all your email communications e You can use canned emails for your most common emails welcome emails invitations to events directions to your office membership information call for actions etc e You can send personalised mass emails using tokens Personalised emails have been found to get better response rates Advantages specific to CiviMail include e Bounced emails are handled automatically e Recipients can manage their own subscriptions to email e Statistics are available on who is reading your emails and what links they are clicking on CiviMail can be configured to automatically track replies by creating an autofile mailbox Email sent to this mailbox is automatically converted into an activity and added to the right contact CiviCRM s mail features i
269. ion Type select zj In Honor Of Personal Campaign Page select Ee Currency Type select e Contribution Source 2 Find Pay Later Contributions Find Recurring Contributions 2 Find Test Contributions Contribution Page select z Contribution Source Display In Roll Oves ONo ciear Contribution Campaign Code select Contribution Campaign select gt Method a You can search based on a number of criteria specifying date range amount contribution status etc 113 Contributions must match all specified criteria in order to be returned so the more criteria you enter the narrower the search will be For example searching for the contribution type donation and the date range January Ist to May 31st will return contributions that meet both criteria The results screen from a search displays the the total amount for the results returned for that search the number of contributions and the average amount per contribution in addition to the subset of records resulting from the search Find Contributions a Edit Search Criteria 5 Results Contribution Date greater than or equal to January Let 2010 AND Contribution Date less than or equal to May 31st 2010 AND Contribution Type Donation Select Records O All 5 records Ka Selected records only actions D d Batch Update Contributions Via Pro
270. ion will cover the general tasks while component specific configuration will be covered in each component section 45 comors Localization Localization settings include user language default currency and available countries for address input Domain Information Organization name email address for system generated emails organization address Viewing and Editing Contacts Site Preferences Configure screen and form elements for Viewing Contacts Editing Contacts Advanced Search Contact Dashboard and WYSIWYG Editor Address Settings Format addresses in mailing labels input forms and screen display Mapping and Geocoding Configure a mapping provider e g Google or Yahoo to display maps for contact addresses and event locations Miscellaneous Contact search behaviors RECAPTCHA configuration Sending Emails includes contribution receipts and event confirmations Outbound Email Settings for outbound email either SMTP server port and authentication or Sendmail path and argument From Email Addresses Define general email address es that can be used as the FROM address when sending email to contacts from within CiviCRM e g info example org Online Contributions Online Membership Signup Online Event Registration Payment Processors Select and configure one or more payment processing services for online contributions events and or membership fees Permissions for You will also need to change Drupal permission
271. ions Cases are used to track more complex interactions or communication processes Multiple activities can be grouped together into one case and these activities can be optionally structured in a timeline A case can be used to track a specific workflow that must be followed for example a client fills out an intake form then has an initial meeting with a staff person and finally receives a certificate from the organisation for meeting certain goals As well as linking activities around a common case CiviCase identifies the people involved and their role s in the case For example a website project would be a case with tasks such as design develop and write content being activities within that case and the people involved would have roles as designer developer tester writer etc ACTUAL SCENARIOS Organisations have employed CiviCase in a wide variety of situations Here are a few examples of different types of organisations and how they might employ CiviCase Managing Legislator Constituent Interactions A Legislator s staff may manage hundreds of interactions with constituents and communities daily CiviCase provides a flexible and predictable way of allowing Legislative staff to manage and track these interactions while avoiding duplication for example if a constituent calls in about a topic that a staffer is already working on CiviCase also automates the task of remembering and scheduling follow up activities by presenting sta
272. ions adam hyde 2009 2010 Andy Oram 2010 Cynthia Tarascio 2009 David Greenberg 2009 Eileen McNaughton 2009 Michael Lenahan 2009 Michael McAndrew 2009 2010 Michael McCallister 2010 Peter Davis 2009 IS CIVICRM FOR YOU adam hyde 2009 2010 Modifications Alan Schacter 2009 Andy Oram 2009 Benjamin Melan on 2010 Cynthia Tarascio 2009 Duncan Hutty 2009 Eileen McNaughton 2009 helen jamieson 2010 Jack Aponte 2010 Janet Swisher 2009 Mari Tilos 2010 Michael McAndrew 2009 2010 Michal Mach 2009 Peter Davis 2009 Tony Guzman 2009 POSTAL MAIL adam hyde 2009 2010 Modifications Brian Shaughnessy 2009 Cynthia Tarascio 2009 David Greenberg 2010 helen jamieson 2010 Michael McAndrew 2009 2010 Michal Mach 2009 Tony Guzman 2009 xavier dutoit 2010 288 WHAT IS CIVIMEMBER adam hyde 2009 2010 Modifications Andy Oram 2009 2010 Brian Shaughnessy 2009 Cynthia Tarascio 2009 Eileen McNaughton 2009 Kurund Jalmi 2010 Kyle Jaster 2010 Mari Tilos 2009 Michael McAndrew 2009 2010 TWikiGuest 2009 Tony Guzman 2009 Tracy Smith 2009 EVERYDAY TASKS adam hyde 2009 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Brian Shaughnessy 2009 David Greenberg 2010 Eileen McNaughton 2009 Kurund Jalmi 2010 Kyle Jaster 2010 Michael McAndrew 2009 2010 Michal Mach 2009 TWikiGuest 2009 Tony Guzman 2009 CONFIGURING adam hyde 2009 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Brian
273. ions as essentially a financial transaction it offers an important and valuable distinction An event registration communicates the contact s participation in the organization s event A corresponding financial transaction indicates the monetary value associated with that participation While related the two are distinct The distinction is best understood by considering the all common scenario of an organization waiving fees for a V I P a speaker or someone who participating in the event in a limited way In such cases you want to register the individuals but may not want to create an associated financial transaction CiviCRM respects this distinction by recording the event registration record under the Events tab recording the financial record under the Contributions tab and then creating a link between the two records 144 If the event is a paid event click the Record Payment checkbox and enter information in the transaction fields that are displayed This process essentially links together the event registration and the contribution record for this contact After recording the registration you will be able to view the event registration record and see the related contribution record at the bottom see screenshot If you do not select the Record Payment check box only a registration record will be created Ms Susan Jones e Ga ECH Summary Contributions 2 Pledges Oo Membershipso Events 1 Activities Caseso Grantso
274. ip Type from the dropdown menu Note that while CiviCRM will not stop you from adding multiple contacts as Head of Household for a single household this may cause problems later on in any situation where you are expecting Head of Household to refer to only one individual per household Therefore the Household Member of option may be the better choice in most situations 4 Enter part of the name of the household to which you are adding contacts such as a last name shared by household members in the Find Target Household field then click Search 5 Households that match your search will appear in the Mark Target Contact s for this Relationship section below the Search and Cancel buttons If the household you re looking for appears in this list click the radio button next to that household and then click the Add to Household button below If the household you re looking for does not appear in this list try entering something different into the Find Target Household field and clicking Search again If you are still unable to find your desired household it may not exist click the Cancel button add a new household and try again Add Members to Household Choose Relationship Type and Target Household Number of selected contacts 1 Relationship Type Household Member of Find Target Household alice patel Mark Target Contact s for this Relationship Mark the target contact s for this relationship if it appears below Otherwise you
275. ip committee begins a focused outreach to non member public transit systems Regular Member category and non member businesses working in the public transit industry Affiliate Member category They want their members to renew online and pay through a credit card To accomplish this they create a membership signup renewal page CiviMember can maintain the information about how to join in one place and generate a signup page or renewal page from it as appropriate The signup page will be available to all website visitors whereas the renewal page will be visible only to contacts who are already members after they login to the members only section After completing configuration of the signup renewal page ASPTA creates a menu link to expose the form shown in the following screenshot and begin their online membership recruitment effort 146 E A PLANNING This chapter covers the major areas you should think about before configuring CiviMember It should be useful for system administrators setting up CiviMember Before you begin using CiviCRM s membership tools with your contacts spend some time thinking about your organisation s membership structure Work out the membership types you ll offer and how you ll model them in CiviCRM Key questions include e Membership lengths e Start and end times and if your membership terms are rolling or fixed date In other words does membership always start at the same date such as January 1
276. ip signup or renewal form he will be redirected to a thank you page and can have an email receipt generated and sent to him This fourth step in the wizard allows you to configure those options 5 Tell A Friend Organizational growth and development is increasingly built through viral social networking mechanisms CiviCRM allows you to add a tell a friend feature to the thank you page The page lets your members share details about your organization with their friends by emailing them a link and information 6 Include Profiles Profiles are central to CiviCRM s interfaces with website visitors A profile is a collection of data fields that CiviCRM displays to obtain information from visitors or display data to them If you are not familiar with the creation and function of profile sets you should read more about it in the Profiles chapter of the Configuration section in this book Profiles are critical to the functioning of membership signup and renewal pages By default contribution pages will include only an email field which the member is required to fill in in addition to the membership and contribution amount fields Organizations almost always want to collect additional contact information as part of the membership signup process Profiles provide these extra fields On this step of the contribution page wizard you may select one ore more existing profiles for inclusion on the form if you haven t yet defined a profile with the field
277. ips or a Smart Group of contacts in a given city You can then use the Smart Group to send mailings without having to first update the contacts in that group To create a Smart Group 1 Go to any of the search forms and run a search query based on the criteria for your group 2 On the search results page click the radio button that selects all the records Click on more actions select New Smart Group and then click Go 4 The next screen provides a review of the criteria chosen for the Smart Group Give the Smart Group a name and optionally a description and make the Smart Group a Mailing List 5 Click Save Smart Group CONFIGURE MAILING LIST SUBSCRIPTION PAGES w CiviCRM provides a page that allows users to sign up for email directly from your website This page is available at www yourdomain org civicrm mailing subscribe This page contains all the groups that have publicly viewable mailing lists and allows visitors to subscribe directly to these groups After people fill in this form they will be sent an email asking them to confirm their subscription and their details will appear in CiviCRM with their group subscription set to Pending When they click the confirmation link in the email their group subscription will be set to Added Another way to add contacts to a group is to create a profile make this profile public and set the profile so that when it is completed the contact is added to a group The advantage
278. ising the interface clutter Though not visible to users the field value is stored in the system and can be referenced at a later date For instance if you ever need to investigate archived data for a possible discrepancy or compare the field value with a printed record Individual fields can be made inactive in the form defining those fields once the custom field set is active Pre form Help and Post form Help If you enter text in Pre form Help your help text appears above the form field and if you enter text in Post form Help it appears below the form field Use help at this level to provide instructions related to the entire set of custom fields Other settings 29 You can specify that you want the custom field set to be collapsed on initial display If you check this box only the title for this field set is displayed when the page is initially loaded because the fields are hidden This is helpful for field sets that are infrequently used because it reduces the screen real estate taken up when the page opens A similar collapsed property is available for the display of custom data in Advanced Search CUSTOM FIELDS Once you have created a custom field set you can create custom data fields within the set Click View and Edit Custom Fields followed by New Custom Field and you will see the screen in the image below We ll explain each of the options in this section After completing the field configuration options click
279. isplayed in red These statuses are used for optional event registration features and must be enabled if you want to use those features Waitlists You can offer a waitlist to users during online registration when an event is full If a space becomes available the first participant from the waitlist will be invited to complete their registration The workflow for this feature is described later in this chapter Enable the On waitlist and Pending from waitlist statuses here if you want to use this feature for any of your events Approval required to attend event For certain types of events you may need to require administrative approval for all the participants who self register prior to being able to complete the registration process The workflow for this feature is described later in this chapter Enable the Awaiting approval Pending from approval and Rejected statuses here if you want to use this feature for any of your events Custom data CiviCRM provides ample flexibility for you to define and integrate custom fields into your event management process Custom data are fields that you define and associate with a specific data type You can then use them to collect information from your contacts as they register for an event as well as in other ways Custom data is managed through Administer gt Customize gt Custom Data Begin by creating a new set of custom fields then designate the objects in which those fields appear
280. istration End Time clear Date 128 e Very often an organisation may choose to send multiple people to a conference or an individual will bring her partner and wish to register and pay for the registrations in a single process Enabling Register multiple participants lets individuals register as many people as they choose for the event and pay the fees with a single transaction By default this option requires a different name and email address for each person registered Checking Allow multiple registrations from the same email address provides the same capabilities but without requiring distinct email addresses for each registrant In either case CiviCRM uses a separate contact record either an existing one if it s already in the system or create a new one for each individual registered e The Registration Screen configuration block defines introductory and footer text for your registration page and the profiles included in the top and bottom regions of the form If you come to this stage in the wizard and have not created your profile form you may continue with the event setup process and return to the event configuration page later to select your desired profiles e What other data do you want to capture from your participants as they register By default the CiviEvent registration page requires only an email address Organizations typically want to collect additional contact information from the registrant as well as define f
281. it it s a private function We use an underscore at the beginning of the name to indicate this private static function _JsonToTable amp db file table read the JSON into a string variable jsonString file_get_contents file if jsonString oops reading the file didn t work generate an error CRM_Core_Error fatal Could not read file grab the config object again config CRM_Core_Config singleton this is a bit presumptuous of us but oh well db gt query DROP TABLE IF EXISTS table create the table where we ll store the incoming data create CREATE TABLE table LIKE civicrm_contact db gt query create drop the id column because the import system will add one dropId ALTER TABLE table DROP COLUMN id db gt query dropId decode the JSON and INSERT the records one by one it might be more efficient to build one big multi insert but well leave that as an exercise for the reader BE CAREFUL THAT YOU DON T RUN THIS ON A MASSIVE JSON FILE It creates one big object from the entire JSON file so you ll quickly eat up every bit of memory PHP can use if you try to import a large file this requires that the JSON PECL extension is installed and enabled in PHP importObj json_decode jsonString true loop through each record in the JSON object put it into an SQL query and insert it into the database foreach importObj
282. it differs from their assigned beat Elected Info This custom group is only applicable to the New Elected Official contact subtype e Elected Level the governmental body the individual is part of City Council state legislature mayor etc e Role Whether the contact is the elected official or the official s staff spokesperson etc Funder Info This custom group is only applicable to the New Funder contact subtype e Funder Issue Interest this custom field uses the same set of options as Issue Interest and Funding Areas Membership Source Details e Membership Source Code Uses the same codes as the Participant Campaign Code and Contribution Campaign Code e Membership Source Campaign also used for contributions Add different types of interactions or locations where you would be engaging potential members and donors 215 50 ESSENTIAL TASKS This chapter provides instructions on how to do some of the common tasks associated with the CiviEngage module PRINTING A WALK LIST CiviEngage offers a report that allows you to easily print walk lists for folks who are doing canvassing Get Out the Vote GOTV or other door knocking activities 1 If you want to use Groups or Smart Groups to develop your walk list be sure to create the groups you want 2 Click on Reports gt Create Reports from Templates in the navigation menu 3 Click on the walk list report Choose whether you want the Country or Email field to
283. ite to subscribe to any RSS feed and present the information within their layout 1 Navigate to Events gt Manage Events 2 Click on the orange and white square icon on the top right of the page 3 Copy the URL to share or embed into your website ALLOWING PEOPLE TO TELL A FRIEND ABOUT AN EVENT 139 This offers people the chance when they register for the event to email their friends and colleagues about it CiviCRM will also capture the friend s email and create a Tell A Friend activity for the email At the same time CiviCRM will create a similar activity in the participant s record 1 Navigate to Events gt Manage Events and click the Configure link for this event 2 Click on the Tell a Friend link 3 Click the checkbox to enable Tell a Friend for this event 4 Provide the appropriate message to include for this event GETTING YOUR EVENTS ON A CALENDAR Most websites include a graphically laid out calendar that can be shown by he month week or day It is very useful to get your events on relevant calendar pages Many individuals also maintain personal calendars to track events along with their personal meetings and appointments you can make it easy for them to copy your event to their calendars The standard format for sharing information between calendar systems is called iCal CiviCRM can export a static iCal file as well as a dynamic iCal feed Getting a static list of events into another calendar system
284. ities with the aim to increase the socio economic diversity of their student bodies QuestBridge s college partners accept the QuestBridge application in lieu of their own admissions application What They Did QuestBridge has built most of its business processes around CiviCRM They wrote their online admission application using CiviCRM and extended it using the PHP scripting language CiviCRM is used to store biographical and application information and communication histories about the students The Results In the 2008 9 school year QuestBridge helped more than 1200 students get accepted and pay for college at its 25 partner schools They accomplished their goals in a very efficient manner in part thanks to their effective implementation of CiviCRM QuestBridge is currently planning to upgrade to the latest version of CiviCRM in order to take full advantage of the new email features If Questbridge were to start over they would have invested more in training on CiviCRM up front CHANGING WITH THE TIMES AAJ SanFranciscoSchool w The San Francisco School SFS is a Preschool through 8th grade coeducational school with a diverse student body of about 270 students Like all schools communication between the school and families is very important Whether it s updating a home phone number email address or allergy it is essential in meeting the needs of the students The head of school was a strong supporter of the project from t
285. ity Organising and Youth Leadership workshop They decide to announce the event three months in advance to ensure a good turnout Lead staff or organisers will use the Event Participant Report throughout the registration process to determine if they need to do more outreach to attract m Here is a work flow describing how the organisation s staff will use this report 1 A lead staff person uses pecific criteria such as youths under the age of 25 based in the target area to identify contacts to invite to the event 2 Lead staff then email and phone the identified contacts to invite them to register and attend the event 3 During the three months before the event a lead organiser views the Event Participant Report at the end of each week to see how many have registered and to determine what other strategies could be used to increase the turnout The lead organiser may also want to know the roles of the participants such as who and how many will be speakers or volunteers 4 At the end of the event the lead organiser will view the Event Participant Report again to see how many actually attended the event as well as how many registered but didn t attend Organisers may then want to follow up those contacts who registered but didn t attend to determine whether there were any barriers to attending such as the cost of the event lack of transportation or lack of interest in the topics scheduled for the workshop Determining total contributions
286. ization creates a new membership record while renewing membership updates the member s existing record and extends the membership end date Administrators should be aware of potential confusion and duplicate records if an existing member uses a membership join page without having first logged in CiviCRM will make an attempt to match the user with an existing contact record but any variations in the name or email address could cause a new contact record with corresponding membership record to be created You may want to provide guidance in the introductory text on your membership join page to encourage members to log in before completing the form By logging in first existing members can ensure that the transaction properly interacts with their contact and membership records 150 Some addition options appear at the bottom of this page e You can select which membership types are available in this signup renewal page e If you are using this online contribution page for both membership signup and general fundraising you can make membership signup optional for constituents who just want to donate without becoming a member e f you enabled the option in step 2 to solicit additional contributions you can decide whether such payments are recorded separately from membership fee payments e You can decide whether to display membership fees on the signup renewal page 4 Thank you and Receipting After the site visitor completes the membersh
287. ks chapter of the Extending CiviCRM section of this book and look at the wiki http wiki civicrm org confluence display CRMDOC Mail merge Tokens for Contact Data 168 E 7 EVERYDAY TASKS This chapter contains some step by step instructions for performing important everyday tasks with email SEND AN EMAIL TO ONE PERSON You can use CiviCRM to send an email to individuals Using CiviCRM for this purpose is useful if you want other people at your organisation to see the email or if you want to send an email based on a pre defined template 1 Find the person you wish to email There are two common ways to do this o Use the Quick Search box on the top left Click inside the box and begin typing a part of the person s name or email address Choose the person from the choices that are presented o Navigate to Search gt Find Contact Enter part of the person s name or email address Click Search and click on the person s name when it shows up on the search results screen 2 From the contact summary page click Actions gt New Activity gt Send an email 3 If you have templates defined you can choose one to use for this email Selecting a template populates the text content and HTML content fields with the message content from the particular template you have chosen You can then edit that content You can also update the template either changing the original template or saving it as a new template 4 Enter a subject line for y
288. kshop series you are planning for the coming month You could create the field set and assign it to a single event e Participants Role Additionally you may create a participants type field and assign it to a single participant role This is valuable for example if you need to collect biographical profile details from your speakers and wish to record it with their event registration Because that field is applicable to only the Speakers role you would limit it using this interface After creating your set of custom fields define the actual fields within each set If you are not familiar with creating custom data refer to chapter in this book on extending core data before creating your actual fields Using Profiles for online event registration Participant custom data groups and fields will be automatically included in their assigned location when you access the information through the CiviCRM administrative tools However they will not be displayed in your online event registration page unless they are first included in a Profile which is then included when you configure online registration for an event Participants always provide an email address when they register for an event in CiviEvent but most organizations find it useful to collect more personal information during online event registration This might include basic information such as first and last name as well as event specific information such as meal preference You will n
289. l cornerstone for CiviCRM This decision has meant that the developers have been able to leverage a lot of the functionality that Drupal provides freeing the team up to focus on building the features necessary to make a great CRM In 2005 the first version of CiviCRM was released with two of the core modules in place CiviMail and CiviContribute you can read more about these later Since those early days CiviCRM has built a large community of users and contributors there are now over 8000 installed sites the software has gone from strength to strength there are now 8 core modules and additional third party components and the core team has expanded to 8 members There is also a large ecology of free software contributors around the project and high profile non profit organisations such as Wikipedia Creative Commons Mozilla and Amnesty International use CiviCRM IT S GOOD TO TALK CiviCRM is an open and learning community and people are ready to hear your ideas If you have a good idea there s nothing to stop you carrying it out but the best way to start is to start talking about it If you re not sure where to start the best place is probably the community forum http forum civicrm org Ask people what they think about your idea There s a wealth of experience on the forum and with a bit of luck someone will have tried something similar before CiviCRM people are a friendly bunch and their guiding philosophy is collaboration
290. lation website using software that offers more features than the online system Online translation 254 Transifex is the tool to use for online translation It does not have as many features as an offline tool such as PoEdit but it s the easiest way to contribute translations and do the occasional quick correction Every translator should have an account on the Transifex site because translation teams can use the forums and messaging system to coordinate their work The basic steps in online translation are 1 Select a component on http www transifex net projects p civicrm This will display the list of language teams for this component 2 Click on the icon in the Options column next to the language you are interested in This brings you to the list of files for this component 3 Click on the pencil and paper icon This brings you to the online translation screen which lists all the translatable strings in this file 4 For each string you can then enter a translation 5 When you are finished you can click on the Send for review button at the end of the page Offline translation Most translation is usually done with an offline translation tool One of the most common is PoEdit see http www poedit net which is free software and has a big community of users The exact steps in translation using an offline tool depend on your tool of choice but should follow the following steps 1 Download the files from tra
291. ld utilize a lot of server resources and cause CiviCRM to slow down noticeably The administrative settings for sending email are usually configured to minimize the load on the server and the cron job is a more efficient way to send mass email Scheduling the job To handle both outgoing email and bounced email you should run a process several times an hour On Linux and other Unix or Unix like systems this is done by configuring a cron job The cron job needs to run using an account recognized by your Drupal or Joomla server Create an account dedicated to this task e g mailprocess give it a long secure password e 8 seol Izprm42amv psyc and grant it access on CiviCRM and CiviMail Do not change the account password without changing the password in the configuration files of this cron job To set up your cron job you need to understand how cron works specifically on your CiviCRM server But as example of setting up cron you can log in as your dedicated cron user and type the following in the shell crontab e and then enter the following line 5 x x x x php absolute_path_to_civimail cronjob php Press CTRL D to save the job and exit crontab This example runs the PHP file every five minutes The civimail cronjob php program has two modes one for running the file directly from the shell and one for loading the program from the web server Use the direct shell method whenever you can But if for technical reasons not
292. lds containing data about a common object or area CUSTOM FIELD SETS Custom fields are always part of custom field sets and each set has a scope as wide or as narrow as you choose For instance you might associate a custom field set called nationality with all contact types another set such as immigration status with a specific contact type e g Individuals and yet another set with a specific component CiviMember CiviEvent or with other elements such as Relationships and Groups The scope of a custom field set is one of the few decisions that is irreversible you will not be able to change it after creating it so it is important to consider carefully what you want to associate your custom field set with when you start When creating custom field sets you should ask e How will the fields in this set be used e What types of contacts or records will these fields be appropriate for e Will the fields have broad applicability or are they relevant to a specific contact type event contribution type etc Taking the time to think through these questions helps keep your application screens as relevant and clear of superfluous fields as possible For example if your custom field set contains contact characteristics such as a field for the color of eyes you should associate them with the Individual contact type rather than the generic Contacts option as this field would be irrelevant to Organization and Household contact types A
293. le shows how this is used Large organisations often have many contact records in CiviCRM and staff don t have time to update every detail of every record even if they notice that the phone number doesn t work or the address isn t correct anymore One solution is to allow them to flag the record for later follow up if they suspect it may be inaccurate To make this as simple as possible create a button that tags the contact To be checked We can modify the contact summary screen CRM Contact Page View Summary tpl and add a button To be checked that adds the tag via an Ajax call to the API new activity gt Contact Dashboard amp Print Summary To be checked Delete Here s what we added to the contact summary template to make this work don t forget to create the To be checked tag literal lt script gt jQuery document ready function actions append lt li gt lt a href id tobechecked class button title If the contact details need to be updated gt lt span gt To be checked lt span gt lt a gt lt li gt tobechecked click function crmAPI entity_tag add tag_id 6 entity_table civicrm_contact entity_id literal contactId literal D success function tobecheked fadeOut slow H return false lt script gt literal A few points of explanation 233 e The initial literal is to tell Smarty Ci
294. led in This saves them the hassle of filling it out and raises the chances that they donate Using CiviMail you can use this feature by creating a special link in the body of your CiviMail message that includes a checksum token A checksum is a unique and pseudo random number assigned to each recipient of the mailing that points back to their contact information securely stored in your database When people click on the special link CiviCRM looks them up in the database and pre fills fields on the contribution form core fields or fields exposed via a profile with any information in their contact record To read more on how to do this and what the link path must be visit http wiki civicrm org confluence display CRMDOC Mail merge Tokens for Contact Data Automatic Contribution Recording Regardless of how donors get to your contribution page CiviCRM automatically records their donations freeing your staff from doing manual data entry If the donors already exist in the database CiviCRM adds the contribution to their existing record If they don t exist CiviCRM creates a new record for them To record contributions in the appropriate records CiviCRM must identify the donor correctly by comparing the information they enter into the contribution page to their contact in the database By default CiviCRM checks just the contributor s email address In other words if Judith Monroe has a contact record in CiviCRM with an email address of ju
295. lendar widget You can set a range of years which can be selected prior to and after the current date e State Province a list of available geographical locations as configured in CiviCRM s Localization settings Administer gt Configure gt Global Settings gt gt Localization Can be offered as either a select box or a multi select box e Country a list of geographical locations Can be offered as either a select box or a multi select box File offered as a browser where the user can select and upload a file Link an active internet hyperlink e Contact Reference an autocomplete widget for an existing CiviCRM contact We suggest you experiment with creating different field types to get an idea of how they behave Different options have implications for use For example check boxes enable you to use OR as well as AND searches in Advanced Search whereas multi select will not Database Field Length The database field length allows you to specify the number of characters that this field will contain You should normally leave this at the maximum In certain cases for example if you are dealing with extremely large field sets it might make sense to shorten this field to improve performance and decrease storage space but setting a shorter length won t make any difference to the vast majority of users Order Controls the order in which the fields appear You may assign the order in the field edit form or use the up down icons on the
296. leted Membership Renewal Subject WHEN TO USE CUSTOM SEARCHES A custom search is the right choice when 227 e you need to access the Actions list after running your search to send email add the contacts to a group or other actions since the list of actions and list of tokens can be extended with developer created hooks the combination of a custom search custom action custom token is a powerful tool for implementing a special requirement If you are interested in creating new actions or tokens read the section on CiviCRM hooks in the chapter Extending CiviCRM e you want to create a Smart Group based on the parameters of the custom search e you want to use the search results to drive a mass mailing in CiviMail e you want results that can be sorted by clicking any column heading in the results page A custom search is the wrong choice when e you can use the Advanced Search or the Search Builder to create the same results e the information you need is not primarily accessible from the CiviCRM database tables for example the information needs to be retrieved from a third party system or a different database e the information you need does not include the CiviCRM contact ID for example information related to summarised event income CiviReport is a better choice if e you need to schedule and send the entire result as an email to one or more people e you need a summary detail drill down style of results page wher
297. lients needs Each processor has their own pricing structure and features and you will want to investigate each available option to determine the best fit for your organization Refer to the Contributions section for a list of factors to consider in selecting a processor The actual steps involved in configuring and testing your payment processor connection are different for each processor For more information visit http wiki civicrm org confluence display CRMDOC CiviContribute Payment Processor Configuration PERMISSIONS FOR ANONYMOUS USERS Note This section applies to Drupal sites only If you are using CiviCRM with Drupal you will need to review Drupal s user permissions to ensure that people can get to your signup forms contribution pages membership pages and event registration pages You must be an administrator for your Drupal site to review and modify user permissions Log in to your Drupal site and navigate to Administer gt User Management gt Permissions The following screen is displayed ae anonymous Permission user civicrm module 51 make online m contributions profile listings and forms register for events Review each of the permissions listed You should enable them for the anonymous user role if you want these features to be accessible to people who visit your site without logging in outsiders registering for membership or events for instance e Make online contributions If you plan to
298. list See the Component sections for more details SEARCH BUILDER Advanced search lets you choose from a wide range of criteria but it has limitations The main limitation is that the search criteria you enter into different fields are ANDed together The Search Builder tool provides an alternative for situations when you need to search using OR for some criteria For example you can build a search for contacts who are born within a range of dates OR who are female To do this access the Search Builder tool and Edit Search Criteria from the navigation menu Search gt Search Builder Edit Search Criteria Include contacts where Individual H Birth Date H gt H 19440101 Another search field Also include contacts where Individual Ad Gender H H Female Another search field Also include contacts where Search Builder is intended for advanced users and requires you to use specific formats for your search values Refer to the online documentation at http wiki civicrm org confluence display CRMDOC Search Builder before you try to create your own searches CUSTOM SEARCH Custom searches are designed to answer specific questions that can t be easily answered using Advanced search or Search Builder A good example are the Exclude Contacts and Exclude Groups options which in combination with a previously run advanced search allow you to find contacts that do not meet certain criteria Go to Search gt Cust
299. litation 3 EN The Input Field Type has a structure similar to custom data fields with some unique qualities and usage relevant to fee structures e Text Numeric Quantity Allows you to set a unit price When the form is presented to the registrant to fill it it displays a text box where the registrant enters a quantity The quantity entered is multiplied by the unit value to calculate the fee Select Displays a drop down box where the registrant selects one option from the list Radio Displays multiple options in a list allowing the registrant to select one fee choice Checkbox Displays fields in a list where the registrant can select or unselect any number of options You can combine these field types to create virtually any fee structure Enter a number in the Participant Count field if you want to increment the number of registered participants per unit against the maximum number of participants allowed for this event For example if this price field is for a table at a fundraiser which seats eight people you would set Participant Count to 8 For Text Numeric Quantity fields enter an amount in the Price field For Select Radio and Checkbox types you will enter a price for each option in the table of options shown in the screenshot above If you want to display the price next to the event item check the Display Amount box As when creating other custom data you can enter a description for the Field Help decide whether the
300. ll core contact fields with email phone and address data If this is satisfactory click Continue gt gt and skip step 4 of this list If you want to add or remove fields to be exported choose Select fields for export and continue with step 4 The default export uses primary location data so if you wish to export non primary addresses you need to select fields for export and explicitly specify the address type 91 Select Fields to Export Choose the fields you want to export CiviCRM allows you to save this export mapping which enables you to reuse the export field mapping at a later time To save your selection of fields click Save this field mapping at the bottom of the form and enter a descriptive name for this type of export Individual M Sort Name z Individual z Communicat Best time to Contact zj Individual Voter Info Precinct zj Individual H zj Primary H Click Export to create your CSV file By default a comma is used as the field separator for import and export functions In some locales other characters are used e g a semi colon You can change the separator value by going to Administer gt Configure gt Global Settings gt Localization and modifying the Import Export Field Separator ontacts 2 Export All or Selected fields elect Fields to Export Export All or Selected Fields step 2 of 3 Export PRIMARY fields provides the most commonly used data valu T ndud mary address
301. ll modules civicrm bin EmailProcessor php name username amp pass password amp key your_site_install_key Read the chapter on cron for the details of these parameters If CiviCRM can t properly connect to the mailbox it displays an error message ezcMailTransportException An error occured while sending or receiving mail followed by some extra information about the precise problem such as e Failed to connect to the server 163 e The POP3 server did not accept the password ERR AUTH Username and password not accepted e The IMAP server did not accept the password ERR AUTH Username and password not accepted Once you have verified that CiviCRM can properly handle the bounce you can set it up to automatically process the replies and bounces on a regular basis The different options to set up this periodical task are described on the Scheduling the job section below SENDING MASS MAILINGS Mass mailings are generated via the web interface and queued to be sent by a background cron job a process that periodically checks whether there are any mailings waiting to be processed The program that cron runs is bin civimail cronjob php This section explains how to schedule it to run on a regular basis If you need to send some email from CiviCRM right away without waiting for the cron job you can trigger the sending process by visiting the http example org civicrm mailing queue amp reset 1 URL Use this capability sparingly It cou
302. ll need to restart your web server Installing an XDebug Front End After you have XDebug running on your PHP web server you need to install a front end to actually see what it is telling you about your code There are a few different options available depending on what operating system you use All Operating Systems 247 NetBeans is a heavyweight Java IDE Integrated Development Environment It offers lots of features but isn t exactly small or fast However it is very good at interactive debugging with XDebug And since it s written in Java it should run on any operating system you want to run it on You can find it at http www netbeans org After installing NetBeans open your local CiviCRM installation in NetBeans and click the Debug button on the toolbar It will fire up your web browser and start the debugger on CiviCRM You may went to set a breakpoint in CRM Core Invoke php to make the debugger pause there For more information see the NetBeans debugging documentation Mac OS X A much lighter weight option for Mac users is a program called MacGDBp You can download it here http www bluestatic org software macgdbp After installing MacGDBp launch it and make sure it says Connecting at the bottom in the status bar If it doesn t click the green On button in the upper right corner to enable it The next time you access CiviCRM the web browser will appear to hang If you click on MacGDBp you ll see that it has
303. llation instructions can be found here http www macports org install php Once MacPorts is installed open up Terminal in Applications gt Utilities and run this command quit Terminal first and re launch it if you already had it running sudo port install apache2 mysql5 server php52 pear mysql5 Be sure to read the output of that command carefully because there are often further tasks you need to perform to enable some of the packages especially PHP and MySQL Next Step for All Operating Systems Follow the CiviCRM installation instructions already provided in the documentation You can find these instructions here http wiki civicrm org confluence display CRMDOC Installationtand Upgrades USE XDEBUG 246 This is our main recommendation for developers Readers familiar with what a debugger is and how it works should feel free to skip ahead to the Setting Up XDebug section What is a debugger A debugger is a software program that watches your code while it executes and allows you to inspect interrupt and step through the code That means you can stop the execution right before a critical juncture for example where something is crashing or producing bad data and look at the values of all the variables and objects to make sure they are what you expect them to be You can then step through the execution one line at a time and see exactly where and why things break down It s no exaggeration to say that a debugger is a
304. loadFile ts Import Data File size 30 maxlength 60 true now set the max file size so the form enforces it form gt setMaxFileSize uploadFileSize form gt addRule uploadFile 243 ts File size should be less than 1 MBytes 2 bytes array 1 gt uploadSize 2 gt uploadFileSize maxfilesize uploadFileSize not a very smart rule but it ll do for now form gt addRule uploadFile ts Input file must be in JSON format utf8File make sure we end up with a file after the form posts form gt addRule uploadFile ts A valid file must be uploaded uploadedfile 3 function postProcess amp params amp db grab the name of the file that was uploaded file params uploadFile name call a helper function we ll define below to parse the JSON result self _JsonToTable db file CRM_Utils_Array value import_table_name params grab the import table name CiviCRM determines this for us table result import_table_name create a new ImportJob object for our table require_once CRM Import ImportJob php importJob new CRM_Import_ImportJob table the ImportJob modifies the table name a bit so let s update it this gt set importTableName importJob gt getTableName IER We define this function just to keep things cleaner the import data source x interface doesn t look for
305. lts columns of your search e appear in the record detail View page The important options you must configure in the fields for directory purposes are shown below Visibility Public User Pages and Listings M Searchable Do you want to include this field in the Profile s Search form Results Column El search results table column in isibility 4 e Visibility for all fields in your directory must be set to Public Pages or Public Pages and Listings The difference between these two options is that those configured as Public Pages and Listings will have the field in detail view hot linked enabling the user to generate a follow up search for other records which also have that same field value For example you might set City to Public Pages and Listings After the user conducts a search and views the details for a record they can click on the city value and run an immediate search The search will run as if they had selected that city in the profile search screen e The Searchable option determines if visitors to your directory can search the directory by this field In common directory uses almost every field is set to searchable The more fields you set to searchable the more power you provide to your visitors to find the information they need e The Results Column check box determines if the the field is displayed as a column in the list of results For example your directory may have a field for website and if you
306. lts returned by the SELECT function preProcess parent preProcess J build select query based on display columns selected function select select this gt _columnHeaders array foreach this gt _columns as tableName gt table if array_key_exists fields table foreach table fields as fieldName gt field if CRM_Utils_Array value required field I CRM_Utils_Array value fieldName this gt _ params fields select field dbAlias as tableName _ fieldName initializing columns as well this gt _columnHeaders tableName _ fieldName type CRM_Utils_Array value type field this gt _columnHeaders tableName _ fieldName J title fieldl title J J this gt _ select SELECT implode select function from this gt _ from FROM civicrm contact this gt _ aliases civicrm contact Your custom report template is ready Press the Preview button to see the results 225 Contact Report Template Report Criteria Next gt Last gt gt Records 1 50 of 104 Page 1 22 Display Name First Name Last Name Inner City Arts Mrs Melinda S Reynolds Sr Melinda Reynolds Ms Dustin N Reynolds Jr Justin Reynolds Campumentor Paula Reynolds s home Pauia Smith s home After you ve installed and tested your report add it to the CiviCRM w
307. ly or schedule a day and time for it to be sent By default CiviMail checks every 15 minutes whether an email is ready to be sent so there can be a delay of up to 15 minutes after you request the email to be sent To see the activity that was just recorded of the email sent click the Activities tab of the different contacts As people receive your email information about open rates and clickthroughs becomes available on the report page To see these statistics click on Mailings gt Scheduled and Sent Mailings find your mailing and click on Report USING TOKENS IN EMAILS You can use tokens to insert personalised text such as a person s name into a mailing sent with CiviCRM Tokens are replaced by the appropriate value at the time the email is sent out For instance if you want each email to address the person after Dear you would type the space and then click on the Token link at the top left of the HTML box The popup that appears enables you to find the appropriate token Start typing First name in the box and choose the token that corresponds Click Close and you will see that your message now reads Dear firstname When the email is sent the appropriate first name will be inserted into each message To view the list of available contact tokens click on the Token link Tokens for the display name and email greeting are particularly useful Only contact fields and actions can be inserted in your email as tokens Related recor
308. main field listing table to adjust the field presentation By default new fields appear at the bottom of the field list within a set Default Value 32 Where applicable you may designate a default value for a field This value is automatically displayed or selected when users go to a form containing this field Note the format required for date fields YYYY MM DD Pre form Help and Post form Help Ideally your field name is self explanatory and users will immediately know what to enter But in those cases where there is some ambiguity or where you wish to help regulate how a certain field is used you may enter help text here If you enter it in Pre form Help your help text appears above the form field and if you enter text in Post form Help it appears below the form field You help text identified appears in all uses of the field in administration pages and is inserted as the default help text when fields are assigned to a profile The person creating the profile can remove or change the help text there without impact on the original custom field definition Required When selected this means that a value must be provided for this field before the form can be submitted Failure to do so will result in an error message directing the person to complete the required fields If you want a field to be required only when a user fills out a particular profile you can leave this box unchecked but check the Required field in the profile
309. mation about their type of media such as TV Radio Wire Newspaper Magazine etc Campaign Source Codes CiviEngage uses Campaign Source Codes that you can tailor to describe and track related activities events event participants contributions or memberships Campaign Source Codes can be used to describe a group of related activities events contributions or memberships for a specific campaign project or program Note A Campaign does not necessarily mean a formal campaign but can also generally be defined as a specific project program or organizing activity Door Knock Canvass and Phone Bank Tracking e Events used for Door Knock Canvass or Phone Bank Use the Campaign Event Type to expose Event custom fields that allows you to store up to four specific questions being asked during a door knock canvass or phone bank e Activities used to Collect Responses from Door Knock Canvass or Phone Bank Campaigns Use the Door Knock and Phone Call Activity Types to expose custom fields where you can collect an individual s responses during a door knock canvass or phone bank Reports 212 e Walk List Report view print or export certain demographic and other constituent information in a specific geographic area to collect responses to be used during a door knock canvass The Walk List Report takes advantage of the optional address parsing feature to build the report e Call List Report view print or export certain demographi
310. mmdd 1998 12 25 OR 19981225 OR 2008 9 1 OR 20080901 O mm dd yy OR mm dd yy 12 25 98 OR 12 25 98 OR 9 1 08 OR 9 1 08 O mm dd yyyy OR mm dd yyyy 12 25 1998 OR 12 25 1998 OR 9 1 2008 OR 9 1 2008 O Month dd yyyy December 12 1998 O dd mon yy OR dd mm yy 25 Dec 98 OR 25 12 98 O dd mm yyyy 25 12 1998 OR 1 9 2008 Select the format that is used for date fields in your import data Load Saved Field Mapping select dl Select Saved Mapping or Leave blank to create a new One Continue gt gt Cancel Import mappings tell CiviCRM how the fields of data in your import file correspond to the fields in CiviCRM The first time you import from a particular data source it s a good idea to check the box to Save this field mapping at the bottom of the page before continuing The saved mapping can then be easily reused the next time similar data is imported by requesting that it be loaded at this step 83 Step 2 Match the fields If you had column headings in your file these headings will appear in the first column on the left hand side of the Field Map while the next two columns show two rows of data in your file to be imported and the fourth column is the Matching CiviCRM Field If you loaded an import mapping in Step 1 your choices will be reflected here You can change them if they are inappropriate for this import Y1 Choose Data Source 2 Match Fields 3 Preview 4 Summary Match Fields step 2 of 4 Title
311. mmunity offline can be even more rewarding and can help you connect with others in your area who are developing implementing and using CiviCRM Many cities and regions hold CiviCRM meetups where people gather to learn about CiviCRM share new ideas developments and use cases and meet other folks involved with the community You can find out more about meetups at http civicrm org Some meetup and local user groups or LUGs also maintain discussion boards at http civicrm org groups Contact the CiviCRM crew if you d like a discussion board for your own group on the site CiviCRM recently held the first CiviCon conference in April 2010 in San Francisco More are being planned including one in Chicago in 2011 CiviCRM core developers and community members also make appearances at other conferences including DrupalCon the NonProfit Technology Conference Joomla events and Aspiration Tech events CiviCRM also conducts user and developer training in cities around the globe Check out http civicrm org for info about upcoming trainings and contact CiviCRM if you d like to host trainings in your own area OPEN SOURCE COMMUNITY SOURCED Here are some additional ways that you can participate in and contribute to the CiviCRM community 251 252 Contribute to CiviCRM documentation This book was written by community members you can contribute to it by going to http en flossmanuals net civicrm registering and clicking Edit this
312. mp cid 1 Open it in a new window or new tab of the web browser and view the source It also contains a comment identifying the template used CRM Contact Page View Note tpl 222 Keep in mind that when you modify a template you might have a template that doesn t work properly anymore after an upgrade of CiviCRM because the layout has changed or the name of variables assigned to the template was modified In our experience the easiest is to use a source code management system SCM to keep track of the changes you have made Before doing any modification of the template you copied add it to your SCM and obviously also commit the template after having modified it That way you can easily generate a patch of your changes and see how to apply them to the latest version of the template SEMANTICALLY MEANINGFUL HTML ATTRIBUTES To make it as easy as possible for you to style any element in the page e g put a yellow background on all the contacts of the subtype members or add Ajax clicking on the status of the activity changes it to complete we strive to have a consistent and coherent schema for class names and ids for the generated HTML This makes it easier to isolate the elements you want to alter from a custom style or from JavaScript e There is a class crm entityName defining the type of the entity bubbled up as high as possible in the DOM For instance each line on a list of activity has lt tr class crm activity ut e There
313. mply asking your own questions is also a significant contribution to the community It s likely that someone else is having the same problems or wondering the same thing and the responses you solicit help build the community s knowledge base 250 The CiviCRM blog http civicrm org blog is another good source of information and discussion Blog posts are written by both the CiviCRM core team and other community members and cover a wide range of topics including general news and announcements upcoming events and accounts of events that have occurred case studies use cases and ways to get things done with CiviCRM and new features and development Comments are encouraged and can create lively discussions that can in turn direct future CiviCRM development If you ve got something that you d like to post on the blog we encourage you to write to info civicrm org with your ideas and your request to post Much discussion of CiviCRM also occurs outside of these official channels Using your favorite engine to search for CiviCRM will turn up many articles and posts from other folks websites and blogs The CiviCRM team is good at keeping an eye out for these posts and often publicize them through Twitter To keep abreast of the stream of comments follow civicrm and find CiviCRM tweets and tag your own tweets with the civicrm hashtag HOOKING IN OFFLINE Though the online community is both accessible and active participating in the CiviCRM co
314. n enter 72 in that field 5 Click Save or Save and Done MANAGING PARTICIPANTS After you create your event and provide the registration form to website visitors you need to begin managing your participants through the CiviEvent administrative tools CiviEvent lets you register participants manually search through participants based on a variety of criteria export participant lists and perform a number of other functions on your event records CiviEvent not only gives participants a smooth journey from registration to payment to attendance at the event but also lightens the burden of administrative duties on your organisation s staff An Events dashboard brings all your events and participant information together in one place see screenshot In this section we will discuss how these administrative tools are used 141 CiviEvent Event Summary o DE mu e Event ID Type Public Date s Participants Book Club 7 Meeting Yes April 26th 2010 Counted 0 Not Counted 0 Cor Not Counted Due To Status 0 Not Counted Due To Role 0 Fall 8 Fundraiser Yes April 26th 2010 to May 15th 2010 Counted 0 Not Counted 0 Cor Fundraiser Not Counted Due To Status 0 Dinner Not Counted Due To Role 0 max 50 Recent Registrations Participant Event Fee Amount Event Registered Status Role Level Date s A Compumentor Fall Single 50 00 March February 1st Attended Volunteer Vi Fundraiser 3rd 2008 Dinner 2010 March 5th
315. n project or program For example an organization is conducting a door knock canvass around a particular issue during a specific range of dates The organization may want to use campaign source codes to link together the activities where responses to door knock canvass questions are captured the event the door knock canvass campaign itself and any contributions made during the canvass to be able to analyze the effectiveness of the campaign Activity Event Contribution Participant and Membership records each contain a custom field to store a Campaign Source Code that all share a common option list where Campaign Source Code values can be added and edited Your organization can establish a standard method for creating new Campaign Source Codes so that the codes are consistent and easy to sort and understand at a glance For example you can specify that annual campaigns always include the year at the either the beginning or the end of the Campaign Source Code not both so that you don t wind up with 2009 Annual Campaign and Annual Campaign 2010 Issue Interests Issue Interests are issues that your organization works on or tracks They are included in CiviEngage as a single option list shared across multiple contexts e Grassroots Info Issue Interests for individuals e Media Issue Interests for media contacts e Funder Issue Interests for funders e Grant Info Funding Areas for organizations It is important to remember that
316. n email about an upcoming event nearby e Asa form of ad hoc reporting For reports searching is often useful but has limitations For example you can t group results by particular criteria or summarise or easily produce graphs of the results For more advanced reporting read about CiviReport in the section Reporting Note that when you search for character strings the search is not case sensitive For example if you search for brooklyn the search will return strings with capitalised letters if the string exists e g Brooklyn or BROOKLYN QUICK SEARCH FOR CONTACTS The easiest way to find a specific contact if you know part of their name or email address is to use the Quick search box that appears in the navigation menu at the top left of the screen Contacts that match the phrase you enter will appear in a dropdown list below the box For example entering peter will find e people who s first or last name is Peter e people who have Peter appearing as part of their name e g Mary Peterson e people who have Peter as part of their email address e g home peterxyz123 net e organisations with Peter in their name e g Petersfield Community Centre You don t need to type the full name of the person just the first few letters The following screenshot shows that two contacts turn up in our database when we search just for pe pel Peterson Mary Sierra Peter ADVANCED SEARCH Advanced search allows
317. n improve performance for large datasets 48 A wildcard character is a special character that can be used to substitute for any other character or characters in searches CiviCRM allows you to use the percent character to substitute for zero or more characters and the underscore _ character to substitute for any single character Wildcards are useful for broadening your search results EXAMPLE Typing Volunteer as your Activity Subject will match any record whose subject starts with Volunteer e g Volunteer for Open House or Volunteering Opportunities e Automatic Wildcards By default when users search for contacts by Name the Search interface treats the text as if it was surrounded by percent signes EXAMPLE Searching for ada will return any contact whose name includes those letters Adams Janet Nadal Jorge etc Disabling this feature will speed up searches significantly for large databases but will make users explicitly use wildcard characters or _ for partial name searches e Include Email By default when users search contacts by Name the Search interface also searches for the text in email addresses Disabling this feature will speed up searches significantly for large databases but users will need to use the Email search fields from Advanced Search Search Builder or Profiles to find contacts by email address e Include Nickname By default nicknames are automatically not include
318. n memory which is like a specialized glossary that can be used automatically by translation tools also helps to insure consistency The PoEdit help system explains how to build this database and most other translation software should do the same TEAM BUILDING AND SPRINTS 255 A good way to make progress in translation is to organize translation sprints This means getting as many people as possible together in the same room to translate as many documents as they can Here are a few things to keep in mind when organizing a translation sprint e 256 Choose a good location where people will be able to get online enough computers for everybody or desks to set up laptops and with a decent Internet connection Provide instructions in advance on how to install an offline translation tool such as PoEdit and have people ready to help others install and use it Create the glossary in advance Present the glossary discuss terms which do not have consensus make sure everybody has access to a copy of the glossary and print a sufficient amount of copies beforehand Determine goals for the sprint which component will be translated and what percentage your team is trying to achieve Make sub teams with clear objectives per component or file or a part of it If your translators are not familiar with CiviCRM do a demo of the features your team is about to translate Clearly designate someone who can be interrupted in order to answer ques
319. n the criteria set in this example cases must match at least one of the case types OPENING A NEW CASE You can open a new case with either an existing contact or a new contact not yet in your system Creating a case from an existing contact s summary screen or actions menu automatically links the case to that contact To open a case on an existing contact follow these steps 1 Go to the contact s summary screen 2 Select Add Case from the Actions dropdown menu or alternatively click on the Cases tab 3 Fill in the required fields in the Add Case form 4 Click Save If you open a new case for a new contact the contact s record in CiviCRM is created at the same time as you create the case Follow these steps 186 1 Navigate to Cases gt New Case or select the Create New gt Case dropdown button This button is provided as a block in Drupal or on the left hand side in Joomla If you ve opted to create a new case without navigating to an existing contact first you may want to check whether the contact already exists in the database Type the name or email of the contact you are looking for in the Select Contact field and you will see a list of potential matches as illustrated by the following screenshot SE ES Select Contact gral OR create new contact H Medium Grant Amar grantamar tsec net Details Grant Andrew Grant Anne grantanne redimail co pl If you don t find the contact you can cr
320. nable it e A site key is also needed because CiviEngage runs a script that adds information to the database e And finally new Individual and Organization contact subtypes need to be created 211 49 CONFIGURATION You will need to configure both Drupal and CiviEngage to use the module CONFIGURING CIVICRM FOR CIVIENGAGE CiviEngage can be configured using the following CiviCRM core features Custom Data Groups Configure custom data groups and fields to track voter demographics issue interests leadership levels volunteer interests and information about funders media contacts and elected officials Contact Subtypes CiviEngage takes advantage of CiviCRM contact subtypes to expose custom data groups associated only with specific subtypes The following are new contact subtypes Individual subtypes e Media Contact will expose a contact tab containing information specific to media contacts such as their media type e g Newspaper Radio TV etc their Beat and the media issue interests e Elected Official will expose a contact tab containing information specific to elected officials such as their elected level e g City Council Senate etc and the role e g scheduler spokesperson etc e Funder will expose a contact tab containing information specific to funders such as their program areas and their issue interests Organization subtypes e Media Outlet will expose a contact tab containing infor
321. natal Counseling Think about the complex tasks that staff in your organisation do on a regular basis and make a list of potential case types CASE ACTIVITIES 175 Activities track specific interactions and tasks within a case Activities may be scheduled or ad hoc and may involve the case client or constituent or a third party such as a family member or a professional who is assisting with the case Each organisation needs to determine the level of detail to be recorded but many organisations find it helpful to include every phone call meeting or internal discussion in the case story by recording it as an activity Activity Types CiviCRM is preconfigured with a number of predefined activity types such as Phone Calls Meetings Emails Sent Interviews and Follow ups These may be sufficient for your needs However most organisations will want to track other specific tasks and activity types can be added for these During the life of each case some activities will be automatically created such as e Open Case created at the same time the case is created e Follow up you can use this type when it isn t necessary to define a more specific one see activity data below e Change Case Type created every time the type is modified e Change Case Status created every time the status is updated For a community services organisation additional activity types might include e Client Intake e Physician Referral e Skills Evaluat
322. navigation menu Do this by specifying the parent menu item under which the report should be listed in Other Settings For example if you would like it to appear in the Reports menu select Reports as the Parent Menu Alternatively you might want to add an event report to the event menu 199 Email Delivery Settings Subject Student member stats To ceo friends of scout org eet Other Settings Include Report in Navigation Menu ji report instances are automatically included in the Report Listing page Check this box to also add this report to the navigation menu Parent Menu Reports x Permission access CiviMember zj Available for Users with appropriate permissions can add this report to their dashboard Dashboard Permissions to view reports You can set up permissions to view reports on a report by report basis This allows you to simplify the user interface for junior users and set sensitive reports to be accessible only to certain users Permission to edit report criteria Drupal installations only The ability to edit report criteria is a separate permission that can be configured globally in Drupal Users with this permission will be able to edit report criteria while users without this permission will be able to view reports but not edit the criteria Adding reports to the Dashboard Finally you can set a report to be available on users dashboards by checking the box Available
323. nberg 2009 2010 Eileen McNaughton 2009 helen jamieson 2010 Kurund Jalmi 2009 2010 Kyle Jaster 2010 Mari Tilos 2010 Michael McAndrew 2009 2010 Michal Mach 2009 Peter Davis 2009 Tony Guzman 2009 290 Yashodha Chaku 2009 SYSTEM CONFIGURATION xavier dutoit 2010 Modifications adam hyde 2010 Andy Oram 2010 Christoph Berendes 2010 Joe Murray 2010 Kurund Jalmi 2010 Michael McAndrew 2010 WHAT IS CIVIENGAGE Alice Aguilar 2010 Modifications adam hyde 2010 Josue Guillen 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Michael McAndrew 2010 Michael McCallister 2010 Tim Homewood 2010 WHAT IS CIVIMAIL xavier dutoit 2010 Modifications adam hyde 2010 Andy Oram 2010 Graham Mitchell 2010 Lachlan Musicman 2010 Michael McAndrew 2010 TWikiGuest 2010 WHAT IS CIVICASE adam hyde 2010 Modifications Andy Oram 2010 helen jamieson 2010 Josue Guillen 2010 Kyle Jaster 2010 Lachlan Musicman 2010 xavier dutoit 2010 WHO IS CIVICRM adam hyde 2009 2010 Modifications David Greenberg 2009 Eileen McNaughton 2009 Jack Aponte 2010 Mari Tilos 2010 Michael Lenahan 2009 Michael McAndrew 2009 2010 Michael McCallister 2010 Michal Mach 2009 Peter Davis 2009 Li FLOSS GHB MANUALS 291 Free manuals for free software GENERAL PUBLIC LICENSE Version 2 June 1991 Copyright C 1989 1991 Free Software Foundation Inc 51 Franklin Street Fifth Floor Boston MA 02110 1301 USA Everyone is p
324. ncluding CiviMail interact with your mail server software Configuring the mail server and CiviMail are system administrator tasks which may also require professional assistance You will also need to verify with your web hosting provider whether they meet the configuration requirements and verify that they don t put limits you might exceed on the number of emails you can send per day 158 34 PLANNING This chapter explains some key ideas that are useful for planning the use of CiviCRM s email capabilities The chapter should be read by system administrators before they start configuring CiviCRM for sending email and by regular users before they start sending emails to contacts You have three options for sending email e Your regular mail client simplest option e CiviCRM s send mail to contacts functionality e CiviMail most powerful option Simple or insignificant emails that don t need to be viewed by others in your organisation shouldn t be sent through CiviCRM Emails that you want to share with other members of your team should be sent through CiviCRM If you are also interested in capturing statistics about the success of your email including bounce statistics and click throughs use CiviMail CiviMail requires more work initially to configure and there are more steps involved in sending each email Working out which method to use for each email might not be immediately apparent Over time the best practices for using the
325. nctionality and understand how they can benefit your event management process e You can also configure early bird discounts discounts determined by signup date These override regular event fees This discounting method is available only for the regular fee structure Implementing other discounting rules or discounts for price sets requires additional programming You or your developer should refer to the section on extending CiviCRM for more information 127 Discount Set Start Date End Date Earty Registration Discount May May another discount set Add Discount Set to Fee Table Discounted Fees Use the table below to enter descriptive labels and amounts for up to ten discounted event fees for each discount set Don t forget to click Save when you are finished Fee Label Early Registration Default 8 el Discount Early Registration Discount before June 1 2009 100 z Standard Fee 165 Performer Rate 1150 e Discounts are structured in parallel with the base event fees After creating your list of fee options and enabling the discounts feature you must create the discount set and add it to the fee table To help you create a discount set a new fee table will appear toward the bottom of your page duplicating the original fee table shown in the previous screenshot You can now edit the labels and fees to correspond to the discounts offered for each of the original fee o
326. nd flexible and consider whether your current working practices need to change It s worth remembering that CiviCRM offers many opportunities to interact with your contacts in ways that you have not previously had Taking advantage of these new possibilities can lead to positive changes and improvements 20 T PROJECT MANAGEMENT This chapter outlines the parts that typically make up a CiviCRM project and should be read by people about to embark on a CiviCRM project Some of this information may be obvious to experienced project managers A comprehensive guide to project management is beyond the scope of one chapter but we have outlined things that are typically encountered in a CiviCRM project and provided pointers on some things to watch out for First some pop philosophy courtesy of Cynthia Tarasco Life is a series of making decisions Some decisions are easy because they do not require a substantial investment of time or money Deciding which flavor ice cream to buy fits into this category if you get vanilla today you can always get chocolate tomorrow Other decisions are much more difficult because they require substantial investments of resources and you will be living with your choice for the foreseeable future Adopting a new CRM fits into this category so planning and project management are vital When you start out on a new CiviCRM project you should spend time thinking about e the people who will be involved in the project
327. nfluence x UIC9AQ Create a separate XML file for each of your case types Your file names should match the case type name with spaces removed and the first letter of each word upper cased For example if the Case type is Housing Support the filename would be HousingSupport xml A good approach is to use a copy of one of the sample configuration files that are included in the distribution as a starting point and edit it to meet your requirements 2 Enable the CiviCase component Once you have created your configuration files and uploaded them to the configuration directory in your CiviCRM installation you must enable the CiviCase component The CiviCase component is included in CiviCRM downloads but it is NOT enabled by default To enable the component e go to Administer gt Configure gt Global Settings gt Enable Components e select CiviCase in the left hand box and click Enable this should move it to the right side e click Save You will now see an Other option in the navigation menu Click that option to see the Cases menu People in your organisation who work with cases will probably want to modify their navigation menu to move Cases to the top level Navigate to Administer gt Customise gt Navigation Menu to make this change Dashboard New Case Find Cases 3 Review CiviCase permissions This section applies to Drupal installations only In order for users to add and manage cases you will need to confi
328. ng CiviCRM you re basically taking advantage of other non profit and advocacy practitioners experience e Having access to the source code gives you and your organisation certain independence With proprietary software it s usually impossible to customise the tools to meet your specific needs With FOSS you can hire a developer or consultant and work with them on providing specific functionality needed in your work Additionally if you contribute your improvements to the project community other organisations will most probably start using them It means you can receive testing and further improvements of your functionality e When a company which provided you with a closed software goes out of business the usual procedure for an organisation reliant on that software is to abandon the software and start investing in a new one which is resource intensive and costly It s less likely to happen with Free and Open Source Software there is always a community of users and developers around it and there is no single point of failure With FOSS projects if the main organisation behind a specific piece of software shuts down or changes their focus the community takes over a new organisation is formed and the software development and support continues Apart from the quite practical advantages listed above there is also a more philosophical approach to answering the question of importance of FOSS for non profits and advocacy organisations Without
329. nisations Make your selections and click next 3 Enter the content for your mailing If you have templates defined you can choose one to use for this email Selecting a template populates the text content and HTML content fields with the message content from the particular template you have chosen You can then edit that content You can also update the template either changing the original template or saving it as a new template 4 As you write your content remember that every email will be sent individually CiviCRM offers the ability to personalize each email using tokens See Using tokens in emails later in this chapter 5 If you just wish to send a text version of your email ignore the HTML section and click on the Text section Enter your message in the box You can also use tokens in the text version of the message There is also a token link at the top right of the Text box 6 Choose a Mailing Header and Mailing Footer Click Next to continue 7 Test your email by sending it your yourself and viewing it in your email client to make sure it looks as you expect If you are sending a mail with a complex layout send it to your test group and verify it from various mail clients It is preferable to have more than one person receive your test email and give you feedback Once you are satisfied with your email click the Preview button for one last look If you are ready to send the message click Next 8 Either send the email immediate
330. nization org civicrm profile edit reset l amp gid N where N is the ID of the profile Joomla use the Menu Manager to create a front end menu item After creating a new menu item select CiviCRM and choose the type of profile display you would like to use In the parameters pane choose the specific profile to use A great feature is to provide non logged in users with the ability to view and edit their contact information via a profile using CiviMail To do this insert the following link with appropriate tokens as shown into a CiviMail message http www organisation org civicrm profile edit reset l amp gid N amp id contact contact_id amp contact checksum where N is the ID of the profile form you want them to use for editing The token contact checksum generates a special link that prepopulates the fields of the profile with any information that already exists for them in that profile The special link lasts for 7 days from the day you send the mailing This feature can be used for either Drupal or Joomla sites e The last option is to not link directly to the profile at all but simply embed the profile form into any page on your website or ANY website for that matter On the Profiles Administration page click more There is an option called HTML Form Snippet Clicking it takes you to a screen where you can copy the raw HTML code and paste it into any page on your site or any website where you want to collect information Make sure the reC
331. nother example of a relationship that might be tracked in CiviCRM is the Employee Employer relationship Richard is an employee of the organisation Acme Org and to store this information in the database you can set Richard to be an Employee of Acme Org You do this by creating a relationship between Richard and his employer Once you do this you will be able to see this connection from both Richard s and Acme Org s records The Employee Employer relationship is a special one If you look at the Summary tab again you can see that the Current Employer field shows the name of the employer This name is a link to the ABC Org contact record Entering in an Employer in this field is a shortcut way to define an employment relationship Whenever you fill in the Current Employer field a record with a matching name will be looked up and the appropriate relationship will be created If no record for this organisation exists one will be automatically created before creating the relationship The Household Member relationship is used for connecting individuals with households When editing a contact you can opt to Share Address With a household You can either select an existing household or create a new one by selecting New Household from the create new contact dropdown When you have opted to use a household address for a contact a link to the Household s contact record will be displayed along with the usual address information in the contact Summary t
332. nother example would be if custom data is specific to a particular event registration page You should create this custom data for an Event type Participant for the specific Event Depending on how many custom fields you are creating you should also consider grouping the fields topically For example you may associate 20 custom fields with Individual contacts 12 of which fields relate to an online membership directory Rather than group all 20 fields in a single custom field set you may want to split them into two sets one for the directory related fields and a second for more general Individual details To create a custom field set and custom fields go to Administer CiviCRM gt Custom Data gt New Set of Custom Fields This form lets you assign a title to the field set specify what type of records it will be used for select the display characteristics and enter help text The form appears in the following image and we ll describe each field 27 New Custom Field Set a Use Custom Field Sets to add logically related fields for a specific type of CiviCRM record e g contact records contribution records etc ES E Set Name NN Individual Sii Am e Student Parent Staff Order 4 Si CO Does this Custom Data Set allow multiple records Display Style Inline H M Collapse this set on initial display C Collapse this set in Advanced Search M Is this Custom Data Set active Pre form Help BI
333. ns your canvassers or phone bankers ask are tracked in an individual s activity record The text of the questions are tracked in the event record In order to properly configure this start with creating the event 1 Click on Events gt New Event 2 Choose Campaign for your Event Type which will let you see the Event Campaign Details section 3 Scroll down to the Event Campaign Details section and add the text to the questions for this particular campaign 4 You will also want to add an Event Campaign Code which is in the Event Details section Next you would go to a contact record to create a Door Knock or Phone Call activity and finish configuring this functionality Go to a contact s record and click on new activity Choose Phone Call or Door Knock and you will get the Activities screen Scroll down and click on the Call List Responses section Now you can record the responses You then add the Activity Campaign Code in the Activity Source Details section Make sure you choose the same campaign as you did for the Event H EDM Walk List Responses Is this a Field Canvass OyYes ONo clear Campaign Walk List Q1 OY ON Ou OD clear Walk List Q2 Oy ON Ou OD clear Walk List Q3 Oy ON Ou OD clear Walk List Q4 OY ON Ou OD clear Walk List Status ONH Omv OD OWA clear NH Not Home MV Moved D Deceased WA Wrong Address PRINT AN ACTIVITY REPORT One of the features of CiviEngage is the ability to tra
334. nsifex net you want to translate 2 Load the files up in your translation tool and do your translations 3 Send them back to the site when you are done Building a translation memory PoEdit and other translation software will help you build a translation memory for your language This translation memory can either be restricted to translations done in CiviCRM or include translations from other projects If you include other projects automatic translation might be able to translate more strings but you will lose consistency and most strings will be marked as fuzzy This could be a way to bootstrap a new translation though Building a translation memory based on words from the glossary could go a long way in insuring the consistency of your team s work Using version control mostly for programmers Transifex keeps files in a version control system http github com civicrm l0n This is useful to some users who find interacting with the Github site easier than downloading each file separately from Transifex Consistency amp consensus To insure a good consistency in the translation every team is encouraged to build and use a glossary and employ peer review You can find a glossary of common terms on http wiki civicrm org confluence display CRM Glossary for translations You definitely should translate these terms to your language and make sure your team reaches a consensus on all terms Building and sharing a common translatio
335. ntil a future date Click Save You will see a message telling you that the relationship type has been saved and you will see your new Relationship Type in the list below DISABLING OR DELETING UNNEEDED RELATIONSHIP TYPES If an existing relationship type is no longer useful or relevant for your organisation you can either disable or delete it so it is no longer presented as an option for new relationships Disabling rather than deleting the relationship type has two significant advantages you will still be able to see existing data on relationships of this type and you can easily enable the relationship type again should you find you need it later 1 2 In the navigation menu go to Administer gt Option Lists gt Relationship Types Click the more link in the row of the relationship type that you d like to disable or delete Select either Disable or Delete from the pop up menu If you select Disable a pop up confirmation bubble will appear If you select Delete you will be directed to an additional screen that provides a more serious warning and requests confirmation Review the information provided in either confirmation message and if you are sure you d like to complete this action click the OK or Delete button If you have chosen to disable the relationship type it will appear in red in the Relationship Types list and relationships of this type will still be visible when viewing contacts If you have chosen to delete the relati
336. ny events are open to everyone but there may be times when your organization invites only specific people to the event For example you could have an event where only volunteers that have donated 100 or more volunteer hours are invited to an appreciation dinner But it is possible that the people invited will talk about the event to their friends and possibly forward the information Hence other people not invited may try to register for the event CiviEvent allows you to create an event that allows you to check the people who have registered and approve only the people invited When a person registers for the event they will get a reply that says Your registration has been submitted Once your registration has been reviewed you will receive an email with a link to a web page where you can complete the registration process This reply can be customized to your organisation s needs To create an event that requires approval 1 Navigate to Events gt Manage Events 2 Click the Configure link for your event 3 Click the Online Registration link On the Online Registration form check the Requires Participant Approval box 4 You can then customize the text for the Approval Message You can also limit the amount of time participants have to complete their registration after approval by entering the time in hours in the Pending participant expiration field For example if you want to give participants 3 days to complete their registratio
337. o avoid tracking who has clicked on the how to deal with drug issues link on a specific mailing AUTOFILING OUTBOUND EMAIL CiviCRM lets you keep a history of email sent via your email client as follows Use the BCC field which no one who receives the email will see to enter an email address that will be read by the database and converted into an activity This activity gets filed in the record of the contact that matches the email address If that email address does not exist in your database a new contact record will be created 160 E 5 SYSTEM CONFIGURATION This chapter covers CiviMail system configuration This is a complex task which requires system administrator level skills Correct configuration is crucial to keep your server off spam lists and black lists You will need to be able to change the configuration of your DNS create email accounts configure a cron job read the headers of email messages and possibly change the configuration of your SMTP server In this chapter we assume you are running CiviCRM on a Linux server and that you are comfortable working with the shell and running some simple commands Most of these steps will be similar on other operating systems but you will need to adapt them to your system and tools The configuration described works fine for mailings to up to about 10 000 people If you plan on sending email to hundreds of thousands of contacts you should benchmark several options and consider
338. o smart groups automatically based on characteristics e Groups can be associated to Drupal Organic Groups Think of it this way tags can be applied to contacts activities and cases whereas groups can only consist of contacts 72 15 SEARCHES AND ACTIONS This chapter covers different ways to find information you ve stored in CiviCRM Two of the techniques in this chapter finding contacts and the search action work flow are core functions in CiviCRM so most if not all users will find this chapter helpful We will start off with some simple searches and then move on to more advanced techniques CiviCRM beginners should be familiar with Quick search Advanced search and the component searches More advanced users should also look at reports custom searches and search builder There are three main reasons to search e Finding a specific contact the Quick search box can find contacts by name or email address and an Advanced search can find contacts by other characteristics e Performing an action on a contact that meets certain criteria a common workflow in CiviCRM called a search action is to find contacts that meet certain criteria and then perform an action on them For example you might want to find all contacts in the advisory group in order to invite them to a meeting find all those whose memberships have recently expired to send a renewal reminder or find all contacts aged under 25 ina specific location to send them a
339. o target your message to specific groups because you know who will be interested in specific topics and you ll be able to observe their reactions and adjust your next interaction and continue to improve how you talk to different groups CIVICRM AND CONTENT MANAGEMENT SYSTEMS CiviCRM works together with another common piece of software a content management system CMS A CMS is a tool for creating and managing websites and most websites these days are based on a CMS Integration with a CMS offers a number of advantages for CiviCRM most notably e visitors to your website can carry out many activities on their own such as renewing their membership signing up for events requesting email updates and donating money e you can share parts of your data for example event information with visitors to your website 60e Content types My Drupal website 4 My Drupal website Home gt Administer Content management michau Content types IEJ As content type CiviCRM Si Below is a fist of all the content types on your site All posts that exist on your site are instances of one of these content types Create content Administer Name Type Description Operations Content management Content A page similar in form to a story is a simple method for creating and displaying information that rarely changes such as an About us section of a website By default a Page e edt delete Content types D IF page entry does not allow
340. of using a profile is that you can collect extra fields The disadvantage is that there is no email verification 166 When you use a profile to enable emall subscriptions decide what information you want to ask contacts on the registration form Avoid asking for information just because you might need it laterr Focus on what is immediately useful and strive to keep the form as short as possible It is probably wise to add a Recaptcha to avoid getting a lot of spam contact CREATING TEMPLATES Message templates can be used for an email message s subject and body Messages templates can be used for routine mailings such as canned responses daily tasks and reminder messages or just to create a standard format for the body of messages Manage message templates from Administer gt CiviMail gt Message Templates 1 Click on New Message Template 2 Enter a Message Title and a Message Subject You can choose to use tokens to personalize your subject line 3 Scroll down to the HTML Message section and create your template There are online resources that offer instructions on creating an HTML Email Template One suggestion is to find and copy an Email Template from a website that offers samples 4 One of the toolbar buttons at the top of this section lets you view the source code of your template When you click on it the template changes the view to show the HTML code that is being used If you want to use HTML from a template you found
341. of the the Street Address Parsing function You can edit and or view the parsed address by clicking on Edit Address Elements next to the Street Address field of the Address Area of the Summary tab when viewing a contact record You can learn more about USPS Postal Addressing Standards at http pe usps com text pub28 welcome htm e Address Standardization CiviCRM includes an optional feature for interfacing to the United States Postal Services USPS Address Standardization web service You must register to use the USPS service at http www usps com webtools address htm If you are approved they will provide you with a User ID and the URL for the service The URL provided by USPS will not be prefixed with http When entering this URL into the CiviCRM settings field you must prefix it with http MAPPING AND GEOCODING CiviCRM includes support for both the Google and Yahoo mapping services These services allow your users to display contact addresses and event locations on a map To enable this feature select your mapping provider and obtain a key for your site from that provider Once a mapping provider is enabled your contact and event records will be automatically geocoded the latitude and longitude for that address is inserted as you add or edit address data SEARCH SETTINGS These let you adjust search behaviors such as the use of wildcards and which data to include in quick search results Adjusting search settings ca
342. ofile gt tt tee eee eee eee eee Senne e eee eee eee et SCENARIOS Profiles provide powerful tools for collecting information from your constituents as well as sharing that information through your website These features can save significant staff time by allowing people to update their own data and you can display up to date information from your database in a variety of ways For example a membership based organisation can provide a searchable membership directory on their website that is updated as soon as a new member joins Another example is a form where people can sign up to receive emails from your organisation Once submitted they are automatically added to the correct email list Profiles can also be embedded in online contribution or event pages to collect additional information about the constituent This section will outline how to use profiles for both collecting and sharing data OVERVIEW Profiles provide an flexible set of options for creating forms directories and much more Think of a profile as providing a window into your data Just as you can have many windows in a house giving different views of the various objects inside you can have multiple profiles which refer to the same or different fields There are many ways that profiles can be used 35 Forms a profile can be used as a form to collect information from your contacts You can also add profiles to contribution membership sign up and even
343. ofiles components and many existing Drupal modules and Joomla extensions to customize CiviCRM without writing a line of code This book covers many of these options in other sections so make sure you ve exhausted all of those possibilities before you dive into extending the code 2 Edit CSS You can create a new Cascading Style Sheet CSS file and use it for example to adapt the style to your site or hide elements that don t make sense in your environment Administer gt Configuration gt Global settings gt Resource URLs field Custom CiviCRM CSS URL 3 Edit the templates Useful to change the layout of forms and to add more data or features via AJAX Read about templating and APls to know more 4 Implement hooks Hooks are called at specific points in the code as users interact with CiviCRM and are useful for example when you want to change the default behavior when you create update or delete an entity create a new custom mail merge token or to populate a custom field automatically based on your own business logic 5 Add custom searches or reports Use these to fetch information and display it in a unique way 6 Extend your CMS Create a Drupal module or Joomla extension that integrates with CiviCRM 7 Override PHP files In the same way that you can override templates you can override any file in CiviCRM If you have to modify core it s much better to override files than to edit them 8 Write a new CiviCRM component
344. ollow up accordion 2 Select the follow up activity type the number of days until the follow up should occur and subject of the follow up e g confirm that Jane s problem is fixed To add an attachment to the activity 189 1 Open the Attachments area 2 Click a Choose file button 3 Up to five files can be attached to an activity Select an attachment from your file browser 4 Click Choose The name of the attachment will appear to the right of the Choose file button The attachment will not be saved into CiviCRM until you have saved the activity EDITING AN ACTIVITY IN A CASE To edit an activity in a case 1 Navigate to the case from the Case Dashboard the Find Cases search form or the contact s Cases tab 2 Click the edit link at the far right side of the activities table at the bottom of the case form 3 This brings you to the activity form which you can edit in the same way as when creating an activity for a case The only difference is that many of the fields will already be filled in To assign a scheduled task to a staff member while adding or editing a case 1 Start typing the staff member s name into the Assigned to field a list of possible contacts will appear 2 Select from the list of suggestions and make sure the staff member s full name shows up in the Assigned to field You can assign multiple contacts to an activity If you accidentally select the wrong contact click the X b
345. olumns below to add them to your dashboard Changes are automatically saved Click Done to return to the normal dashboard view Available Dashiets Left Column Right Column Access Keyes EMAILING REPORTS Reports can be automatically emailed to certain people on a regular basis This requires modifying the report settings which is explained in the section on configuring CiviReport If you do not have the permissions to do this you will need to ask your administrator to configure it for you ADDING REPORT RESULTS TO A GROUP Sometimes it is useful to add contacts returned in a report to a group This functionality isn t available in all reports but where it is you can choose the group you want to add the contacts to from the dropdown menu as shown below Tabular z View Add these Contacts to Group I eled aroo eneee 7 select group Administrators Advisory Board Case Resources Newsletter Subscribers Summer Program Volunteers CIVIC ENGAGEMENT 46 What is CiviEngage 47 Planning with CiviEngage 48 Installation 49 Configuration 50 Essential Tasks 203 46 WHAT IS CIVIENGAGE CiviEngage is a drupal module that enhances CiviCRM s core functions for non profits focused on community organizing and civic engagement work PURPOSE CiviEngage was built to aid community organizing base building and civic engagement specifically with regards to managing walk lists fo
346. om Search in the navigation menu and look at the list of available custom searches These customised searches have been written by members of the CiviCRM community to meet their own needs and then contributed back to the community to share with others who need the same or similar custom searches It s worth spending some time exploring these searches as some may be useful to you and they will give you an idea of the sorts of things that are possible It is possible to write your own custom searches but you ll need to be comfortable with MySQL and PHP See the section of this manual called Extending CiviCRM for more information about how to do this If you create a custom search that you think could be useful for others consider contributing it back to the community By combining Include and Exclude options you can find contacts who are in one group but not in another You can find these options which are shown in the following screenshot in the navigation menu Search gt Custom Searches T7 78 16 IMPORTING DATA INTO CIVICRM Most organisations have data in sources outside CiviCRM such as previously used database platforms spreadsheets created on the fly for specific events or other purposes and email address books Because manually entering large amounts of data can be tedious CiviCRM provides a way do import data en masse if the source can export it into some common format such as a Comma Separated Version CSY file CONSIDE
347. omatically terminate your rights under this License However parties who have received copies or rights from you under this License will not have their licenses terminated so long as such parties remain in full compliance 5 You are not required to accept this License since you have not signed it However nothing else grants you permission to modify or distribute the Program or its derivative works These actions are prohibited by law if you do not accept this License Therefore by modifying or distributing the Program or any work based on the Program you indicate your acceptance of this License to do so and all its terms and conditions for copying distributing or modifying the Program or works based on it 6 Each time you redistribute the Program or any work based on the Program the recipient automatically receives a license from the original licensor to copy distribute or modify the Program subject to these terms and conditions You may not impose any further restrictions on the recipients exercise of the rights granted herein You are not responsible for enforcing compliance by third parties to this License 7 If as a consequence of a court judgment or allegation of patent infringement or for any other reason not limited to patent issues conditions are imposed on you whether by court order agreement or otherwise that contradict the conditions of this License they do not excuse you from the conditions of this License If y
348. on of that web page on the internet for example www civicrm org is the URL for CiviCRM USE CASE Use case is a central concept in software development A use case is a story or scenario that documents the experience of performing a specific task with the application Generally a use case should avoid technical or database specific language such as fields or record and concentrate on real world objects and scenarios in order to communicate the idea clearly to people who may not be familiar with technical terms 277 VERSION Updates to software are released periodically and these releases are referred to as a version of the software There are different types of version for example the most recent release of a software which has been tested and is intended for general use is referred to as the stable version while a very new untested version is the alpha version VPN VIRTUAL PRIVATE NETWORK A method of sharing information between members of an organisation over encrypted connections WEB APPLICATION A software application that provides a website with additional functionality CiviCRM is a web application WEBMAIL Webmail is email service through a website The service sends and receives email messages for users in the usual way but provides a web interface for reading and managing messages as an alternative to running a mail client like Outlook Express or Thunderbird on the user s computer For example a popular and free
349. on s membership is handled on an annual basis from January through December an existing end date of December 31 2010 would be extended to December 31 2011 CiviCRM calculates the end date extension based on the configuration for the specific membership type being renewed e f applicable CiviCRM allows you to record a financial transaction contribution as part of the renewal process As discussed earlier this will insert a contribution record and attach it to the membership record Members join date is not modified when a membership is renewed so you always know when the contact first became a member You cannot change a member s membership type when renewing their membership If your constituent is moving from one membership type to another you need to create a new membership record distinct from the existing one In this way you develop a membership history for the member THE MEMBERSHIP DASHBOARD CiviCRM provides several tools to help you obtain a quick snapshot of your members and search through them based on various criteria From the main sidebar menu select CiviMember to view the membership dashboard page This page contains two blocks of information that display a summary or your members categorised by type and date range and a list of recent member activity 155 CiviMember 8 Membership Summary March April 2010 New Renew Last New Renew New Renew Month MTD YTD General 0 0 0 0 Student 0 0 0 0
350. ons We have a chat room embedded in the FLOSS Manuals website so you can use it in the browser If you know how to use IRC you can connect to the following server irc freenode net channel booksprint 4 MAILING LIST For discussing all things about FLOSS Manuals join our mailing list http lists flossmanuals net listinfo cgi discuss flossmanuals net 259 63 HISTORY OF THIS BOOK This book is the result of the collaborative effort of many people A lot of the content was written during two book sprints held in 2009 and 2010 in Tahoe USA Many contributions have also been made by individuals in the times between these sprints THIRD EDITION This edition includes minor updates to reflect changes in CiviCRM 3 3 which was released in December 2010 It is being published on the eve of the second annual CiviCon conference Thanks to the generous contributions of our CiviCon Sponsors listed in the front of the book a copy has been provided to each conference participant SECOND EDITION The second edition of the CiviCRM manual was published after a four day Book Sprint organised by CiviCRM and led by FLOSS Manuals The sprint was sponsored by the Information Program initiative of the Open Society Institute http www soros org initiatives information We are especially grateful to Janet Haven for pushing this forward The second edition includes new sections on CiviReports CiviCase CiviEngage and Extending CiviCRM Thi
351. onship type it will no longer appear in the Relationship Types list or in contact relationships data In either case users will no longer be able to create new relationships of this type To enable a previously disabled relationship type follow steps 1 and 2 above and select Enable from the more pop up menu MERGING CONTACTS FROM SEARCH RESULTS 100 If you notice duplicate contacts within a set of search results you can quickly merge them directly from the search results instead of using the separate Find and Merge Duplicate Contacts process This is a great way to clean up your database during your everyday workflow with minimal disruption 1 Select the duplicate contacts from your search results by clicking the check box at the left side of each record 2 Select Merge Contacts from the more actions menu then click Go 3 Follow the normal steps for merging duplicate contacts see the Deduping and Merging chapter for more information CONTRIBUTIONS 21 What is CiviContribute 22 Planning 23 Configuring 24 Everyday Tasks 101 21 WHAT IS CIVICONTRIBUTE CiviContribute is a CiviCRM module that supports fund raising and related money management It has two main uses e To facilitate fundraising campaigns and collection of donations e To support activities by other CiviCRM components that have financial elements such as managing fees in the Events and Member modules CiviContribute has a number of tools f
352. ople to view and edit all contact records and a group called Volunteers that can view contact records but not edit them ACTIVITIES An activity in CiviCRM is a record of any scheduled or completed interaction with one or more contacts Examples include meetings phone calls emails event attendances and contributions You can define additional types of activities as needed ADMIN ADMINISTRATOR The person or persons that maintain a server or a web based software like CiviCRM Administration includes maintenance configuration backup security creating and deleting user accounts and so on AGM ANNUAL GENERAL MEETING An AGM is a meeting held every year by an organisation to inform its members of previous and future activities Certain types of organisations are required by law to hold an AGM AGPL AFFERO GENERAL PUBLIC LICENSE A license for open source software CiviCRM uses the AGPL version 3 0 license which gives you the right to do with the software as you like and guarantees that the source code will always protect your rights in this way ALPHA VERSION A software version that contains very new source code with new functionality and bug fixes An alpha version is released for testing purposes and for people who want to follow its development but it is not considered to be any where near ready for general release or use APACHE The most popular web server software Apache is free and open source see also FLOSS
353. or cana person start an annual membership that runs exactly one year till the day rolls around when they signed up e Whether a membership is based on the individual family or organisation For instance a social service agency may sign up an entire family as a member while a policy making organisation may sign up other organisations as members It s tempting to over engineer your membership structure and create more membership categories than you actually need Try and keep things as simple as possible Map your membership structure to the way CiviMember handles membership If you are having trouble modelling your membership structure in CiviCRM ask in the forums about the problems you are having There might be other ways to model your data or simple changes you can make to CiviCRM s behavior to better fit your needs Also ask why your membership structure is the way it is Perhaps the workflow was set up based on a previous technological or organisational limitation that doesn t apply now that you are using CiviCRM The renewal process is as important as the initial sign up You ll need to plan time to get renewal reminder templates working and tested Do you want to provide a special members area of your website or offer them extra online content as a result of their membership If so you should explore CMS integration modules such as Drupal s CiviMember roles integration module 147 31 CONFIGURATION This chapter takes you t
354. or create PDF letters with mail merge tokens 55 WORKING WITH THE API CiviCRM provides an Application Programming Interface API This is a stable coherent and standardised set of functions and it is the recommended way for any external programme to interact with CiviCRM CiviCRM is open source software which means you can modify the source code or call methods and objects directly But if you did you would probably encounter difficulties when upgrading to a new version of CiviCRM because those methods and objects may have changed in the new version On the other hand the API is designed to remain the same so it should behave identically across versions or at the very least warn developers well in advance of a change An API change between minor versions will be considered a regression bug and you should report it to the CiviCRM development team so they can fix it Most of the API functions are low level methods that allow you to interact with one of the entities in CiviCRM contact tag group activity etc For each entity type there are at least 3 actions add handles add and update get one specific entity and delete Some entities work na differently Read the API docs i in the wiki for the most up to date information Additionally the API test directory http svn civicrm org civicrm trunk tests phpunit api v2 contains examples of most of the APls along with what parameters to use as input and what return parameters
355. or raising money through your website You can create contribution pages with fundraising targets Campaigns support a thermometer style widget that you can embed on other websites and blogs Personal campaign pages PCPs and tell a friend functionality engage your supporters in raising money for your organisation and give them credit for any money that raise from other people on your behalf 102 22 PLANNING This chapter is aimed at fundraisers administrators and others who want to use CiviContribute You should find the information here useful before configuring and using CiviContribute Start by listing the types of contributions you receive as an organization and which of those you want to track using CiviCRM Then evaluate the following issues DATA NEEDS AND FIELDS CiviContribute has a set of predefined fields to track contribution information If you need to track more information about contributions you can define and use custom data fields Custom data might be useful to further categorize your contributions or track additional information Consider all the information you want to track about your contributions including the reports described later in this chapter Then carefully compare your data needs to CiviCRM s predefined fields A lot of useful functionality is built in to the core contribution fields and there s no point in duplicating them with custom fields TYPES AND ACCOUNTING CODES CiviContribute categorises contri
356. ose Tags can be structured hierarchically and designated as subtags of an existing tag by selecting a Parent tag from the dropdown list Tags can be designated for use for contacts activities and or cases If a tag is designated for use for contacts it will be available for all contact types and subtypes tags cannot be specifically designated for use for only one type of contact Tags are a flexible tool and every user can create more if needed However very important tags can be locked to prevent them from being modified or deleted by users who do not have the administer reserved tags permission this permission is available in Drupal only Tags can be assigned to contacts activities and cases in the following ways e while creating or editing the record e from the Contact Summary Tags tab e by using the Tag Contacts batch action after conducting a search You can also use the first two methods to remove tags Tag sets Tag sets allow you to create free tagging taxonomies which users can add their own tags on the fly without having to access the Manage Tags page described above Hi Tag sets are created by going to Contacts gt Manage Tags Categories in the navigation menu and clicking the Add Tag Set button Tag sets are configured identically to regular tags However they function quite differently When you create a new tag set it creates a new field on the edit pages of the entity s activities or cases as well as in the
357. ose a descriptive well crafted title to represent your event D Se From Template select e Event Type Conference z After selecting an Event Type this page will display any custom event fields for that type Participant Role Attendee H The Role you select here is automatically assigned to people when they register online for this event usually the default Attendee role Participant Listing Name and Emai z To allow users to see a listing of participants set this field to Name list names only Name and Email or Name Status and Register Date Event Title Annual Stakeholders Conference 124 e The next two fields event summary and complete description let you describe your event Both the summary and complete description will be included on event information pages Use the rich text editor provided for the description field to include photos and images e What is the starting date time and ending date time for your event These will be included on the event information page and event listings e CiviCRM lets you set a maximum number of participants for each event This is important because online registration lets people sign up without giving your staff a chance to intervene and shut off registrations Here you can set the maximum number of participants and define a message to be displayed when that number is reached e f you ve enabled the Waitlisting feature by enabling the relat
358. ou can run the custom search CiviCRM needs to be informed that it exists This is accomplished by the following steps 1 2 3 4 Go to Administer gt Customize gt Manage Custom Searches Scroll to the bottom of the page and click the button New Custom Search Provide the class path as CRM Contact Form Search Custom _BirthdaySearch Provide the title as Birthday Search The new Birthday Search should now appear in and can be run from the list of custom searches in the navigation menu It will also appear on the page reached by going to Search gt Custom Searches The new custom search will not appear in the black navigation menu unless the navigation menu is edited This can be done by going to Administer gt Customize gt Navigation Menu TESTING THE CUSTOM SEARCH Always test the following behaviors of the new search e e e 230 Test for a variety of form values especially for invalid data Errors in validation can lead to serious security breaches Just because there is a drop down list of valid months do not assume that only valid months are passed to your custom search Also test for values with apostrophes and other special characters Test the previous and next page links for a variety of different size results Test the first last page links for a variety of different size results Make a Smart Group from it and send a CiviMailing to that group Test other actions in the Action menu such as Send an Email
359. ou cannot distribute so as to satisfy simultaneously your obligations under this License and any other pertinent obligations then as a consequence you may not distribute the Program at all For example if a patent license would not permit royalty free redistribution of the Program by all those who receive copies directly or indirectly through you then the only way you could satisfy both it and this License would be to refrain entirely from distribution of the Program If any portion of this section is held invalid or unenforceable under any particular circumstance the balance of the section is intended to apply and the section as a whole is intended to apply in other circumstances 294 It is not the purpose of this section to induce you to infringe any patents or other property right claims or to contest validity of any such claims this section has the sole purpose of protecting the integrity of the free software distribution system which is implemented by public license practices Many people have made generous contributions to the wide range of software distributed through that system in reliance on consistent application of that system it is up to the author donor to decide if he or she is willing to distribute software through any other system and a licensee cannot impose that choice This section is intended to make thoroughly clear what is believed to be a consequence of the rest of this License 8 If the distribution and or use of
360. oups are automatically included For example an organisation that has a national office and 5 regional offices puts constituents in each region into their own group Then they create a National group which is assigned as the parent group for all regional groups The national office can now send mailings to the National group knowing that all contacts in the regional groups that are children of the National group will be included Adding and removing contacts You can add contacts to groups in multiple ways e through the Tags and Groups section of the Contact Details edit screen e through a contact s Groups tab e by using the Add Contacts to Group batch action after conducting a search e and by clicking a group s Contacts link in Navigation Menu gt Contacts gt Manage Groups The first two methods also allow you to remove individual contacts from a group the last two methods allow you to add multiple contacts to groups at once Individual contacts can be added to a Group either in the contact edit screen or via the Groups tab Multiple contacts can be added to a group at once by conducting a search and then selecting Add Contacts to a Group using the More Actions menu The second way allows you to add multiple contacts to a group by going to Manage Groups selecting Members for the relevant Group and then using the Add Members to this Group option at the top of the screen Contacts can also be added to a group as a result of filling
361. our email or modify the subject from the selected template as necessary 5 If you just wish to send a text version of your email ignore the HTML section and click on the Text section Enter your message in the box 6 Click Send to send your message To see the activity that was just recorded of the email sent click the Activities tab of the contact SENDING A QUICK EMAIL TO LESS THAN 50 CONTACTS In the results from a search CiviCRM makes Send an email available from the actions dropdown menu This allows you to send an email to more than one contact at a time Sending an email this way is relatively quick but provides no options for tracking email and doesn t give contacts the option to opt out It is bad practice to use this method for mass mailings which is why it is limited to 50 contacts For mass mailings use CiviMail 169 Click Search gt Find Contacts gt Advanced Search gt Choose your search criteria and click Search or use any other search to find the contacts that you wish to email From the search results screen choose some or all of the contacts and click Actions gt Send an email Enter a subject line for your email If you have templates defined you can choose one to use for this email Selecting a template populates the text content and HTML content fields with the message content from the particular template you have chosen You can then edit that content You can also update the template either
362. our main table Also make sure that the total width of each image does not exceed 600 pixels Images have a width parameter but they can also have a horizontal padding parameter that if set can increase the width of the image e Images these need to be online and accessible in order for you to use them First edit your image so that its width and height is appropriate for your email template Next save it so that its file size is as small as possible If you do not have image editing software or do not know how to use it there are free online resources that can help you resize your image CREATING HEADERS AND FOOTERS The mail header is the area at the top of the email which should include elements that you want to be always displayed before the main content body such as the logo of your organization and the title of the newsletter 167 The default footer which is always the last thing in the email often includes the tokens required by law in some countries unsubscription links and domain information You can manage headers and footers in Administer gt CiviMail gt Headers Footers and Automated Messages Style them to present a coherent visual identity across all your messages Both should be configured for maximum flexibility For example one or more headers can be created with different images and titles that can be used for different campaigns or programs After headers and footers are configured staff who prepare a new
363. p status rules can be configured in Administer gt CiviMember gt Membership Status Rules Status types are measured from the start or end date of the membership record The current membership checkbox determines whether a certain status is considered current when viewing the CiviMember summary statistics for memberships When configuring the membership status rules be sure to take note of the order in which they are listed CiviCRM will process the rules beginning with the first and assign a status as soon as one matches Setting up cron to automatically update membership statuses CiviCRM checks the status rules for a membership record and updates it accordingly when you create or edit the record In order to take full advantage of the membership status rules and to automatically send membership renewal emails you must configure your server to regularly update the status of your members This is done using the Unix cron utility For more details visit the online wiki documentation http wiki civicrm org confluence display CRMDOC Membership Types SIGNUP RENEWAL PAGES Membership signup and renewal pages allow website visitors and existing contacts to manage their own memberships Membership signup and renewal pages can be connected with a financial contribution which means you can use CiviCRM to process membership dues fees and special contributions CiviCRM thinks of membership sign up pages as a type of Contribution page e
364. p you to import data with minimal problems 80 Always test your data import with a small subset of your records After importing the test set visit the records within CiviCRM and ensure that the data was imported and functions as you expected It can be helpful to create a test contact that has every attribute you ve defined in your existing data set Then import the contact and check results to ensure that CiviCRM correctly represents all the data When you map the columns or fields from your source data to CiviCRM fields during the import CiviCRM can save this field mapping as an import map for future use This is helpful if you will be importing multiple files with the same structure To save an import map for future use click the Save this field mapping check box at the bottom of the Match Fields screen of the import wizard and enter an appropriate name and description To reuse a saved import map select it from the Load Saved Field Mapping dropdown menu on the Choose Data Source screen step 1 of the import wizard If your imports are timing out or taking too long try splitting up the imports into smaller batches If you have the appropriate permissions on your web server you can also increase the memory_limit and max_execution_time values in the file php ini You can add all of the contacts imported in an import to new or existing groups or tags All of the contacts in a single import will be given the same groups and tags This limit
365. page on the page you want to edit You can also find and contribute to the CiviCRM documentation wiki at http wiki civicrm org confluence display CRMDOC CiviCRM Documentation Share use cases and case studies that describe how your organization uses CiviCRM and the solutions and processes you ve developed around the software You can post your case studies to the CiviCRM Showcase on the Forums post them on the Wiki at http wiki civicrm org confluence display CRMDOC Case Studies or pitch them as posts for the CiviCRM blog Share your training resources and materials with the rest of the community through the wiki the forums or blog posts on the CiviCRM blog or your own sites Contribute code you ve written to extend CiviCRM because it s likely that someone else out there needs the same functionality Check out the recommended steps for developing and contributing to the CiviCRM core codebase at http wiki civicrm org confluence x kKADNAQ If you ve developed a Drupal module you should contribute it to Drupal org see http drupal org node 7765 for more information on contributing modules Joomla extensions can be posted on http forge joomla org Finally you can post your code on the CiviCRM Forums or wiki as attachments Sponsor development of new features If your organization needs certain features or functionality that doesn t yet exist for CiviCRM and can t develop those features in house you can sponsor their development by outsid
366. ple and organizations know about it Some organizations may want to publicise their guest list as part of the event description as a means of encouraging others to register Participants should also be encouraged to help promote the event If you are publicising your events on another website or organization s calendar make it clear how people are expected to register For example some social networks have a built in event registration system such as Facebook events Other organizations that are helping to publicise your event may have their own event registration systems Make sure that no matter where you publicise the event it is obvious how the person is expected to register There is also additional information about how to list your event on a Drupal based website and a Google calendar on CiviCRM s Wiki http wiki civicrm org confluence display CRMDOC Event Listings 138 To add the participant list to the event information page 1 Navigate to Events gt Manage Events then click the Configure link for this event 2 Expand the section labeled Public Participant Listing and copy the URL in the description area 3 Click the link Event Information and Settings 4 Paste the URL from step 2 into the event summary or event description then click Save and Done 5 Optionally you can share the URL via other communication vehicles such as within an email message and other places you are promoting the event You may also choose
367. ple rows when you export your spreadsheet If you want to do searches that return one result per contact use the contact advanced search Print or Email Contribution Receipts this allows you to create a PDF file of all the receipts in the search or email the receipts to the associated donors Send Email to Contacts send an email to all or selected contacts found in the search Update Pending Contribution Status update the contribution status of all or selected contacts who have contributed online This action only works with online contributions and the same contribution status will be applied to all the contributions selected for updating EVENTS 25 What is CiviEvent 26 Planning the Event 27 Configuration 28 CiviEvent Everyday Tasks 114 25 WHAT IS CIVIEVENT CiviCRM s CiviEvent module centralizes your registration data process lets your constituents register themselves including such conveniences as paying online with credit cards and even gives people live access to your data while onsite at the event CiviEvent is integrated with CiviCRM s other modules so you can send a targeted email to the list of participants or to specific subsets such as the ones who have a volunteer role but cancelled attendance Moreover each registration is added to the list of activities for the contact letting you see for instance that Mr Doe registered 15 hours after having received your monthly newsletter SCENARIO RECRUITING FOR A
368. port a great deal of data including contacts names contact information email addresses phone numbers and a list of their groups and tags Creating your mailings Once your spreadsheet is created you can do a mail merge using any popular word processing software such as OpenOffice org Writer the Free Software Word Processor that will insert any fields you want in the letter CiviCRM can also create mailing labels for you Perform the same search you used in the previous section to create your list of recipients but under the More Actions menu choose Mailing Labels Then select the mailing label number determine whether you want to exclude people with do not mail checked in their privacy options checked by default and recommended and whether you want to merge two records that have the same mailing address into one label This last option is very useful when you are mailing a household or organization and you don t want them to receive duplicate mailings When the records are merged each name at that address appears on its own line on the label Once you click Make Mailing Labels a PDF document will be created that you can print Its important to note that many nonprofit organizations in the United States have to sort recipients of a mailing based on zip code for bulk mailing purposes If this is true for your organization it is recommended you do not create your mailing labels within CiviCRM but instead create them using word p
369. pport fundraising Throughout CiviCRM the term contribution refers to any financial transaction or payment taking place in the system a donation event fee payment membership dues payment or other similar transaction This chapter assumes you have a working understanding of custom fields contact matching rules CiviCRM Profiles and the CiviMember and CiviMail components The chapter also assumes you have already set up your payment processor configured contribution types and created any custom fields you want to use when tracking contributions GENERAL CONFIGURATIONS You may need to configure the following fields before you begin setting up various methods for managing contributions e Contribution Types and Accounting Codes Navigate to Administer gt CiviContribute gt Contribution Types where you can edit one of the existing contribution types or create a new one by clicking Add Contribution Type Once you edit or add a contribution type you can define an accounting code that corresponds to your accounting system the accounting code will be exported along with the contribution data if you do an export and indicate whether this type of contribution is tax deductible Be careful when editing core contribution types or adding new types because CiviCRM has useful built in functionality that depends on the core contribution types e Premiums Navigate to Administer gt CiviContribute gt Premiums Thank You Gifts to configure p
370. ptions e You can even create multiple date based discount sets for an event This may be useful if you have a series of early bird dates that progressively increase the cost of registration as the date of the event gets closer Click Save to save your entries and advance to the next step 4 Online Registration Your organisation may want its staff to register participants manually However allowing people to register online self service through your website offers many benefits Online registration is convenient for your constituents and can save staff time and resources If you want to offer online registration for this event check Allow Online Registration and use the options on this form to configure this feature e Define the text to be used as the link to the registration form and set the starting and ending dates for registration The link text is used in the event information page and is most commonly Register Now or something similar The starting and ending dates define when website visitors may register for the event The registration ending date is likely different from the starting date of the event as you may want to close registration in advance of the event in order to prepare name tags or perform other administrative functions ES ETES Allow Online Registration M Enable or disable online registration for this event Registration Link Register Now Text Registration Time clear Start Date Reg
371. puter or application that accesses a remote computer such as a web server to receive information examples include a personal computer that is connected to the internet or an email application that downloads email from a server CLOSED SOFTWARE Software that does not allow users to access its source code as opposed to open source software See also proprietary software CMS CONTENT MANAGEMENT SYSTEM An application used to create edit manage search and publish various kinds of digital content text and other media such as images and videos Web based CMS allow organisations to add and manage content on their website without requiring advanced technical skills CiviCRM is often integrated with a CMS commonly Drupal or Joomla which helps to facilitate client interaction COMPONENT A part of a CMS or other application that can be enabled or disabled according to the needs of the user Examples include CiviEvent or CiviCase See also module COMMUNITY ADVISORY GROUP A representative group of people from the CiviCRM community who work with the CiviCRM team on project development 268 COOKIE A file stored on your computer and used by a website to identify you on return visits Some websites cannot be accessed unless you allow your computer to accept and store cookies CONSTITUENT A constituency is usually defined as a group of people bound by shared identity goals or loyalty In CiviCRM constituents is used to a des
372. r defined in your civicrm settings php file Read the chapter on the REST interface for more information about this parameter 165 36 CONFIGURING EMAIL IN CIVICRM The preceding chapter set up your mail server to support CiviCRM s mail functions This chapter covers configuration of CiviCRM itself The configuration steps in this chapter are essential if you want to delegate the creation and sending of mailings to someone in your organization using CiviCRM CONFIGURING THE DOMAIN INFORMATION Your domain information is basic information about your organization its name a short description your email address and your physical postal address CiviMail requires that you include the sender s physical address along with unsubscribe optout links in any email you send in order to comply with privacy laws in many countries This information is made available via tokens and must be included in any mail sent with CiviMail To configure the domain information go to Administer gt Configure gt Domain Information CONFIGURE GROUPS CiviMail uses Groups to manage subscriptions to mailing lists To create a group go to Contacts gt New Group When you create and configure a Group for this purpose make sure to check Mailing List so that it is available as a Mailing List in CiviMail You can also create Smart Groups using the search forms For example using the Advanced Search you can create a Smart Group of contacts who have active membersh
373. r door to door campaigns and caller lists for phone banks CiviEngage provides e A package of custom fields reports and features to track the history of engagement involvement and activities of constituents over time e A model of how to conceptualize and best organize information about individual constituents organizations and methods of tracking their history of interaction SCENARIOS Community organizing groups that do base building and civic engagement work have taken advantage of the features in CiviEngage in various ways The following are scenarios in which CiviEngage can help organizations further their ongoing community organizing Mobilizing Constituents for a Direct Action An organization needs to mobilize several hundred people for a direct action at the state capitol in less than two weeks The organizers know that the best way to contact their particular constituency is by phone Organizers want to know who is coming to the direct action so they can track that individual s involvement with the organization over time 1 Organizers will identify who they want to mobilize for direct action based on specific criteria and information they know about their constituency such as geographic location issue interests volunteer interests leadership level etc 2 A staff member will create a Direct Action event in CiviCRM and add groups of individuals to the event 3 Organizers will call the list of possible participants from
374. r of the section Extending CiviCRM and also the Mail Merge Tokens for Contact Data section in the CiviCRM wiki http wiki civicrm org confluence display CRMDOC Mail merge Tokens for Contact Data e Similar to thank you letters renewal letters ask members and or donors to renew their membership or previous donation level In the case of renewals it may be more useful to use Memberships gt Find Members to retrieve their membership type and expiration date GREETINGS AND SALUTATIONS An important part of a postal mailing is including a salutation that is personable and friendly Some people prefer to be greeted in a special way if they are a doctor or esteemed person such as a politician 93 You can set a specific postal greeting format for each contact There are several options from the friendly Dear John to more formal Dear Mr John Doe You can also enter a customized greeting Your royal highness Postal greetings can be edited in the Communications Preferences section of the contact edit form If you need to set or reset postal greetings en mass refer to the Command Line Script Configuration documentation http wiki civicrm org confluence x LIK9AQ PRINT PDF LETTER The workflow is to first select the group you want to target then choose the action Print PDF letter from the dropdown menu The letters will then be outputted as a PDF allowing you to easily print them To create the letter Go to Search
375. r profile You can update each field and row individually If there is a field where you want to enter the same value for ALL records you can enter that value in the first row and then click on the copy values icon to the left of the column header This will copy the field value to all the rows in your grid Name Py state Home D volunteer Interests Smith Chetan i Texas O Education Environment O Social Justice Patel Jennifer Texas EI O Education O environment O social Justice Zope Michelle Texas BI D Education Environment Social Justice Don t forget to click the Update Contacts button at the bottom of the page to save your changes Batch update limitations e You cannot perform batch updates for different types of contacts individuals and organisations for example at the same time e f you wish to update participant fields you must do the update from a Find Participants search and only include participant fields in your profile e You may only perform a batch update for 100 records at a time COMBINING RECORD TYPES IN A PROFILE A profile usually contains fields of one record type For example First Name and Last Name Individual fields But in some cases such as online event registration and online contribution pages you can combine fields from two different record types e g Individual Participant fields or Individual Contribution fields You can also combine Individual fields with general Conta
376. race Expired Administrators Advisory Board Newsletter Subscribers Summer Program Volunteers Company Government Entity Major Donor Non profit This year gives all records from the start of the current year Previous year gives all records from the previous year Earlier year gives all records excluding this year Ending year gives all records between one year from today s date and today really Once you have selected your report criteria click Preview Report If the report displayed isn t exactly what you wanted open the Report Criteria section at the top of the screen to modify your criteria You may need to make several modifications before you achieve the report you want 198 REPORT SETTINGS Once you are happy with the report criteria you have entered into the template save it as a report instance so that it is available to use again It will appear in the drop down list of reports under the Reports navigation menu Title description and formatting options Click Create Report to open the report settings section Give your report a title and description that will help other people understand its usage for example Student members joined so far this year You can optionally create a report header and footer in HTML The header and footer will be displayed at the beginning and end of any PDF or downloaded versions of the report This can be used to personalise your reports with your organis
377. re found merge or delete the duplicate contacts nm ll Different rules are configured for each contact type individuals organizations and households A default fuzzy rule and a default strict rule is set for each contact type The default rules are used when CiviCRM invokes automatic checking in ways we ll explain in detail shortly STRICT AND FUZZY RULES 88 CiviCRM includes two categories of dedupe rules e Strict this type of rule places a priority on avoiding false matches and therefore applies relatively rigid criteria It is therefore possible to sometimes miss real duplicates Strict rules are invoked during imports to scan for duplicates without user intervention These rules are used here because it is easier to sort out duplicates later than to disentangle two incorrectly merged contacts An example of a strict rule is one that matches individual contacts only if three criteria are met identical email addresses first names and last names This rule would allow both Mike Tael and Michael Tael into the database because only two criteria are met last name and email rather than first name last name and email Default strict rules are also automatically checked when new contacts are created through online registrations including events membership contributions and profile pages and when you create a contact through CiviCRM s programming API e Fuzzy this type of rule has a relatively loose definition of matches in
378. re to function properly This feature also works when the profile is embedded in an online contribution page or event registration page Hence you can invite or force anonymous visitors to sign up for an account when they register for an event SHARING INFORMATION Profiles and directories Many organisations have data they would like to display on their website Historically this has been difficult because it required updating the same data in two places a website and a database Using CiviCRM profiles solves this problem because it allows you to expose data from your database on your website while only needing to manage and update the data in CiviCRM For example an organisation called Native Americans in Philanthropy NAP wanted to create a membership directory that their members could use to search and connect with other fellow members Before CiviCRM they would create a very expensive annual print directory and mail it to every member This process was time consuming and expensive and some data would be out of date before the members received their directory Switching to CiviCRM meant significant resource savings and because their website became a portal for their members to connect it helped to advance their mission To build your directory 40 1 Go to Administer gt Customize gt CiviCRM Profile 2 Click Add CiviCRM Profile 3 Set Used For to Profile Profile Name Membership Directory Used For M profile O Sear
379. regate Amount Donations Average January 2009 110 00 3 36 67 April 2009 1 125 00 6 187 50 July 2009 700 00 2 350 00 October 2009 400 00 2 200 00 Subtotal 2 335 00 13 179 62 Grand Total 2 335 00 13 179 62 Row s Listed 6 Total Amount 2 335 00 Total Donations 13 Average 179 62 You can specify more than one grouping criteria When you do this groupings will be nested based on both groupings Not all groupings or combinations of groupings will make sense for your data You may need to spend time experimenting with Group By Columns to become familiar with this functionality Note that some Groups By Columns interact with Display Columns and can t be selected at the same time The system will warn you if you try to make an invalid selection Donor Report Summary Template A Please correct the following errors in the form fields below Please Do not use combination of received date and Contact Name v Report Criteria Display Columns Contact Name Postal Greeting O Email O Street Address O City Q Postal Code O Country O Contribution Type O Contribution Source x Amount Statistir Group by Columns O Contact ID O Contact Name O Street Address Q Postal Code O State Province O Country Receive Date O Contribution Source Frequency Quarter Set Filters Filters are the main way to specify the records that you want to include in the report For example running the Membership Detail report wit
380. related data that pertains to a specific contact e g event participant information contribution data etc you will need to make sure that each contact record has a unique identifier or the contact record should have First Name Last Name and Email so that you can link their related data during later imports If you have unique ID you would map the ID to CiviCRM s External Identifier on import RUNNING AN IMPORT The import process has four steps Step 1 Setup Setup lets you specify the basic details of your import including the source of the data Data can come from either a CSV file or an SQL query of a database on your server A check box lets you indicate whether the first row of your file contains column headers 82 Import Contacts a The Import Wizard allows you to easily import contact records from other applications into CiviCRM For example if your organization has contacts in MS Access or Excel and you want to start using CiviCRM to store these contacts you can import them here amp 1 Choose Data Source 2 Match Fields 3 Preview 4 Summary Choose Data Source step 1 of 4 Choose Data Source Rete Fours Comma Separated Values CSV z The Import Wizard allows you to easily import contact records from other applications into CiviCRM For example if your organization has contacts in MS Access or Excel and you want to start using CiviCRM to store these contact
381. remiums such as T shirts or subscriptions that you want to offer on your Online Contribution Pages You can edit an existing premium or click Add Premium to add a new one Once you edit or add a premium you can then enter additional information Name Description SKU an optional product code Premium Image an optional image of the item Minimum Contribution Amount to receive the premium Market Value of the premium Actual Cost and Options e g colors and sizes If you re offering a subscription or service you can also click on the Subscription or Service Settings and define additional information here such as Period type e g Fixed or Rolling the Fixed Period Start Day the Duration and the Frequency e Accepted Credit Cards Navigate to Administer gt CiviContribute gt Accepted Credit Cards to edit existing acceptable credit cards or define a new option through Add Accept Creditcard e Payment Instruments Navigate to Administer gt CiviContribute gt Payment Instruments to edit existing options that can be used for contributions or to add a new option through Add Payment Instruments The common options credit card cash check debit card and EFT are installed by default ONLINE FUNDRAISING One of the most useful aspects of CiviCRM is its integration with your site s content management system Once integrated with either Drupal or Joomla CiviCRM allows you to build an unlimited number of contribution pages that can be
382. rget 2 Choose Mailing Labels from the Actions dropdown menu and click Go 3 Select the mailing label style 4 Determine if you want to exclude people with do not mail checked in their privacy options checked by default and recommended and whether you want to merge any records with the same mailing address into one label 94 This last option is very useful when sending a mailing to a households or organisations where you don t want them to receive duplicate mailings When the records are merged each name at that address is listed on a separate line on the label Your system administrator can configure the fields included in mailing labels Read the information on configuring address settings in the Contacts chapter to learn more about the options 95 2 A EVERYDAY TASKS The following are step by step guides to performing common and useful tasks in CiviCRM ADDING CONTACTS TO GROUPS 1 Perform a search and select the contacts that you wish to add to your group from your search results you can choose either specific contacts or all contacts 2 Select Add Contacts to Group from the dropdown more actions menu then click Go 3 On the Add Contacts to A Group screen select the appropriate radio button to either add the selected contacts to an existing group or create a new group for the selected contacts 4 If you are adding contacts to an existing group select the desired group from the Select Group dropdown menu
383. ribute has a section that allows you to administer all of the PCPs for your organization as well as moderate PCPs you don t approve of Lastly you can provide an Honor Roll for your contacts who build PCPs highlighting the donations made through their pages Donors need to opt in to have their names displayed in the honor roll Publicizing your campaign Now that you ve created your contribution page it s time to bring people to the page so they can contribute Naturally you will display a link to the page prominently on your website through a donate button or menu item Here are some additional tips for promoting a contribution page in different CiviCRM configurations e Joomla The most direct way to expose your contribution page or membership signup renewal page to the front of your website is by creating a menu item Navigate to a menu and create a new CiviCRM item From the list of menu options choose Contributions In the basic parameters section select the contribution page you would like exposed from the dropdown menu Save the menu item and view the website to confirm the page s functionality e Drupal From the contribution page listing select Live Page to view the finished page You can then copy the URL and include it in a content page or assign it to a menu item e Standalone From the contribution page listing select Live Page to view the finished page and link to it 106 CiviContribute contribution pages have ugly
384. rice set click Add Set of Price Fields In the Price Set form enter the name of your price set whether it s used for events or contributions and a description Press Save A form appears for you to create the first field in your price set Creating a New Price Field Begin by entering a name for the event item in the Field Label Le Workshop Fees with meals and lodging Price Fields Sm ES Field Label pre conference Training Input Field Type CheckBox zj Select the htm type used to offer options for this field Participant Count Enter a value here if you want to increment the number of registered participants per unit against the maximum number of participants allowed for this event For example if this price field is for a table at a fundraiser which seats eight people you would set Participant Count to 8 Multiple Choice Options Enter up to ten 10 multiple choice options in this table click another choice for each additional choice If you need more than ten options you can create an unlimited number of additional choices using the Edit Multiple Choice Options link after saving this new field The option label is displayed on the form while the option value is stored in the contact record The abel and value may be the same or different Inactive options are hidden when the field is presented o Collaboration Skills 250 00 1 E X z Intro to Group Facilitation 250 00 2 E Advanced Group Faci
385. right hand column Select do not import for any columns in the import file that you want ignored If you think you may be importing additional data from the same data source check Save this field mapping at the bottom of the page before continuing The saved mapping can then be easily reused the next time data is imported V1 Choose Data Source 2 Match Fields 3 Preview 4 Summary Match Fields step 2 of 4 First Name Yonce Sophia First Name Last Name Johns Camp Last Name Grade Level 1 1 do not import Student Student 111 Student 112 External Identifier Number Contact Student Student SubType Father First Meeka Jan Child of Name First Name Father Last Colla Rodney Child of Name Last Name Contact Parent Parent Child of SubType SubType School Information We are linking the father to the original child using the external identifier and are then importing the related father name using the Child of relationship type 86 Mother First Name Mother Last Name Contact SubType Home Phone Fatheremail Motheremail Grade SIS Cento Johns Parent 415 586 1000 rello sbcglobal net c3jon yahoo com 1 M Save this field mapping Name Description lt lt Previous Dean Camp Parent 415 282 5000 jrody yahoo com dean tworks com Parent 1 Parent 1 Continue gt gt Cancel
386. right tool for each situation will become more obvious and can be shared among your users PERSONALISATION OF EMAILS You can email from a personal address from a more general email address associated with your organisation or from another person s address For instance an assistant can send official email messages under the name of his manager You can use tokens to insert personalised text such as a persons name into a mailing sent with CiviCRM Tokens are placeholders that CiviCRM recognizes and replaces with an appropriate value when sending each message Display name and email greeting tokens are very useful With a bit of customisation you can also add more sophisticated information such as details about the recipient s most recent donation or when her membership expires You can also provide a link to the person s contact dashboard so that they can review their registration details for themselves after logging in Or you can use the checksum token to direct them to this page without logging in TEMPLATES An email template allows you to create a generic structure that can be reused when sending emails You might want to have specific headers and footers for mass mailings newsletter internal bulletin Press Release and a few templates for regular emails Part of the planning involves to talk to those using CiviCRM for email to see what they need to send on a regular basis Use this information to create a template for them
387. rmissions for the anonymous user role e access all custom data required if you are collecting information in custom fields from registrants profile create required if you ve included any profiles in your online registration forms register for events view event info view event participants required if you want to display a listing of registered participants e e e e Alternatively you can assign these permissions to an authenticated user role if you want to exclude anonymous visitors from viewing or registering online for events Finally if you need special access control rules for specific events you can use the Manage Access Control feature to assign access to specific groups of contacts If you re not familiar with CiviCRM s built in ACL access control list features refer to this online documentation http wiki civicrm org confluence x Y4C9AQ INCLUDING PROFILES FOR AN EVENT REGISTRATION To collect information about registrants such as additional contact information or food and lodging preferences when the registrants register online the best way is to include profiles in your event configuration Do this as follows 1 Choose Events gt Manage Events 2 Click Configure for this event 3 Click the Online Registration tab or link 4 Choose one profile for top of page and another profile for bottom of page COMPLEX EVENT FEES WITH PRICE SETS Price sets play a role similar to custom data fields and profiles
388. rocessor merge functions where you have control over the sort order You can reuse the same spreadsheet for the mail merge you exported in the previous section 108 PAYMENT PROCESSORS A payment processor is a tool that integrates with CiviCRM to process live credit card transactions In other words it accepts the credit card information submitted by your site visitor processes it and transfers money to your organization s bank account As of this writing the payment processors compatible with CiviCRM include PayPal website standard and pro Authorize net PayJunction Google Checkout Moneris eSelect Plus Elavon Nova eWAY PayJunction PaymentExpress ClickAndPledge e e e e e e e e e e Each has their own pricing structure and features benefits and drawbacks You should carefully investigate each available option to determine what s best for you Important things to consider include e Availability in your country and currency e Cost setup costs monthly cost transaction fees and commission percentage e Security whether you want to and are able to set up your own Secure Sockets Layer SSL certificate or whether you would prefer a payment processor that captures credit card information on its own website Does the payment provider provide protection against fraud and liability e Ability to control branding does the payment processor take users off your CiviCRM site and does this matter to you e Ability to accep
389. rray value source fields if strlen source gt tell CiviCRM to proceed with saving the contribution return true else source is blank bzzzzzzzzzzzt assign the error to a key corresponding to the field name errors source Source must contain the campaign identifier for campaign contributions return errors 239 else not a campaign contribution let it through return true Automatically filling custom field values based on custom business logic This example uses a hook to write some data back to CiviCRM You can make a custom field read only and then set its value from a hook This is very handy for storing and displaying data that are derived from other attributes of a record based on custom business logic For example let s say you are storing employee records and you want to auto generate their network login account when new employees are added By doing it in your code you can enforce a policy for login account names For this example let s say the policy is first initial last name So if your name is Jack Frost your network login name would be jfrost Add a new read only custom field to CiviCRM called Network Login and then find its ID You can find it either by e Checking the civicrm_custom_field table in your CiviCRM database e Editing a contact and check the name of the Network Login field The code must refer to the ID as custom d So if you find that the id of the
390. rships are added the corresponding contact will automatically be included in the directory 2 Add new contacts to a group this is applicable when using a profile as a sign up form You are able to directly add all the contacts who fill out the profile form to a particular group For example if your profile form asks contacts to offer their services as a volunteer then all those who fill out the form can be automatically be added to a volunteer group 3 Notify when profile form is submitted who in your organisation should receive an email when someone fills out the form Enter their email address here If you want to send email to multiple addresses separate them with a comma 4 Redirect URL when someone clicks Save to submit the form do you want to take them to a specific URL Normally you would create a special thank you page on your website to redirect people to If this field is left blank the user will be directed to a page which displays the information they ve just entered a profile view page This setting does not apply if you embed your form in an event sign up or contribution form 5 Cancel Redirect URL similar to the previous item what is the URL you want to redirect people to if they click Cancel on the form Again this setting does not apply if you embed your form in an event sign up or contribution form 6 Include reCAPTCHA CAPTCHA is a type of spam blocking software that requires the visitor to fill in text generated
391. rst as described earlier Once you have answered and resolved all of these questions you can build your contribution page Go to CiviContribute and click on Manage Contribution Pages gt New Contribution Page The options and settings should map pretty clearly to the choices you made for the questions listed in this section Membership Sign up Donation Page CiviContribute is closely integrated with CiviMember the membership management component of CiviCRM This means that your online contribution pages can allow people to join your organization at predefined membership levels When people do they create not only a membership record for themselves but a corresponding contribution record You must create all of your membership types and status settings within CiviMember before you build your online membership sign up page Before building your membership sign up page you need to ask most of the questions listed in the previous section for the contribution page A couple of additional questions include 105 e Should this page be used only for membership sign up purposes or can people give general contributions as well Membership based organizations usually use their contribution page only for membership sign up which means they do not allow a variety of contribution amounts and membership sign up is required e Which membership types allow sign ups Some membership types in your organization may be for administrative use only If yo
392. rt date and filled in based on the membership type configuration settings You can use the Status Override field to manually define a status for the record As indicated by the title it overrides the status automatically provided You should use caution with this field as setting it will disable the automated status function for the record RECORDING MEMBERSHIP PAYMENTS The Record Membership Payment checkbox expands the membership payment and receipt block and lets you record payments associated with the membership record This feature touches an important concept central to CiviCRM s membership function membership records in CiviCRM are independent of but can be related to a financial transaction While this may seem confusing to organizations accustomed to viewing membership records as essentially a financial transaction it offers an important and valuable distinction A membership record communicates the contact s relationship with the organisation A corresponding financial transaction indicates the monetary value associated with that relationship While related the two are distinct The distinction is best understood by considering two scenarios 154 e Free memberships Obviously if a certain membership category charges no fee there will be no financial transaction associated with the membership But in a traditional understanding in which membership equals a financial transaction this scenario breaks the model e Membership r
393. rtain users to ONLY seeing case data i e hide all other contact information from them assign access my cases and activities permission WITHOUT edit and view contacts permissions This permissioning model is useful for users who work in external agencies and who should not be allowed to see contact details Access all cases and activities 177 Allows a user to create new cases as well as view and add activities to any case regardless of who initially created the case Delete in CiviCase Allows a user to mark cases or case activities as deleted Cases and activities are never physically deleted from your database but only hidden when you mark them as deleted Case Status any status O My Cases All Cases clear C Deleted Cases Users with this permission can also find and undelete these cases and activities by checking the Deleted Cases option in Find Cases and the Deleted Activities option in the Case Activities Search Filter v Case Activities v Search Filters Reporter Role any reporter Activity Dates From ES C Deleted Activities Administer CiviCase Gives access to Administer gt CiviCase options including e create and edit case types and case statuses e set rules for redacting case data These rules are used to disguise data which could be used to identify the case client in case reports which are shared with external reviewers 178 40 CONFIGURATION Now that you ve gone through t
394. rted and examine their fields and custom data to make sure all is as expected IMPORTING RELATIONAL DATA We have just described the process of importing one data file But what about if you want to import related data like parent child relationships activities contributions etc For each type of data you want to import you will need to import a seperate CSV file CiviCRM has specific tools for importing related contact data and a set of specific import tools for contributions memberships event participation etc and you should see specific chapters for details of how to use these tools To import relationships you should run multiple contact imports For example if we want to import data for children and then for both parents we run three imports one for the child one for the father and one for the mother We first import the child remembering to include an external identifier that we can use to match the child to their parents We then import the father and then the mother as related contacts linking them to the child using the child s external identifier In the example below we have one CSV file which contains father and mother information We use this CSV file twice as part of the import Have a look at the fields below to understand what is happening Import Contacts a Review the values shown below from the first 2 rows of your import file and select the matching CiviCRM database fields from the drop down lists in the
395. s you can import them here Upload CSV File Import Data File gt Sample Data Student_Sample_Data csv File format must be comma separated values CSV File must be UTF8 encoded if it contains special characters e g accented letters etc Maximum Upload File Size 2 MB M First row contains column headers Check this box if the first row of your file consists of field names Example First Name Last Name Email Imports use the default strict rule to decide whether a contact record is a duplicate refer to the Deduping and Merging chapter in this section for information on duplicate matching rules in CiviCRM You can specify what action to take when an import encounters a duplicate Skip skip the duplicate contact i e leave the original record as it is Update update the original record with the database fields from the import data Fields that are not included in the import data will be left as they are e Fill fill in the additional contact data if it contains fields that are missing or blank in the original records and leave fields which currently have values as they are e No Duplicate Checking this inserts all valid records without comparing them to existing contact records for possible duplicates Import Options Contact Type individual O Household O Organization Subtype Select For Duplicate Contacts O Skip update OFill O No Duplicate Checking Date Format yyyy mm dd OR yyyy
396. s 2010 Michael McAndrew 2010 Sarah Gladstone 2010 PLANNING adam hyde 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Michael McAndrew 2010 xavier dutoit 2010 WHAT IS CIVIEVENT adam hyde 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Christopher Gervais 2010 Jack Aponte 2010 xavier dutoit 2010 CONFIGURING Kurund Jalmi 2010 Modifications adam hyde 2010 Alice Aguilar 2010 David Greenberg 2010 helen jamieson 2010 Michael McAndrew 2010 TWikiGuest 2010 EVERYDAY TASKS Michael McAndrew 2010 Modifications adam hyde 2010 helen jamieson 2010 Josue Guillen 2010 Kyle Jaster 2010 TWikiGuest 2010 PLANNING Michael McAndrew 2010 Modifications adam hyde 2010 Alice Aguilar 2010 helen jamieson 2010 Kurund Jalmi 2010 Kyle Jaster 2010 WHAT IS CIVIREPORT Michael McAndrew 2010 Modifications adam hyde 2010 Alice Aguilar 2010 David Greenberg 2010 helen jamieson 2010 Kurund Jalmi 2010 Kyle Jaster 2010 Sarah Gladstone 2010 283 CONFIGURING xavier dutoit 2010 Modifications adam hyde 2010 Alice Aguilar 2010 Andy Oram 2010 Graham Mitchell 2010 Mathieu Lutfy 2010 Michael McAndrew 2010 Sarah Gladstone 2010 Tim Homewood 2010 IMPORTING Peter Davis 2009 Modifications adam hyde 2009 2010 Alice Aguilar 2010 Andy Oram 2010 Cynthia Tarascio 2009 David Greenberg 2009 2010 Eileen McNaughton 2009 helen jamieson 2010 Jack Aponte 2010 Mari Tilos 200
397. s activity type will require one or more custom fields perhaps a set of checkboxes If you are transitioning from a paper based system it is helpful to refer to existing forms and then determine what information from the forms is relevant to include Remember that CiviCase is designed to store case information within activity records and does not support custom fields at the case level Please review the section on configuring custom data fields prior to beginning these steps Administer gt Customize gt Custom Data Click New Group of Custom Fields Under Used For select Activities Select one or more specific activity type s for which this set of fields will be used Enter any help information you want to be displayed to your users Click Save Enter one or more custom fields for this set Repeat these steps for each activity type which requires custom data to be recorded e e e e e e e o If you need to define a large number of fields for a given activity type consider breaking them up into sets of related fields Group the fields into logically related sets that will make sense to the users and avoid the form looking like an endless tunnel of fields You can assign more than one custom data field group to a single activity type For example if you are collecting a lot of data during client intake you may want to create several sets of custom fields for the Open Case activity type If you have sets that are only relevant
398. s edition also included an extensive rewrite of nearly every section of the text including a reorganization of all sections to break up information into Introduction Planning Configuration and Everday Tasks sections the latter to serve as an easy to follow user manual for individuals working with CiviCRM on a daily basis We also added an entire new section to assist developers get into the code Finally we updated the book to match CiviCRM 3 2 which is a few weeks away from release at the time of writing We think that the reorganisation adds a lot to the book and increases it s readability because it helps people who with CiviCRM in a specific capacity get directly to the chapter relevant to them The following photo shows the people who worked on this second edition of the book In the back row starting from the left you are looking at Dave Greenberg San Francisco USA Kyle Jaster NY USA Xavier Dutoit Geneva Switzerland and Brussels Belgium Kurund Jalmi Mumbai India Michael McAndrew London UK Wes Morgan Washington DC USA Josue Guillen DC USA The front row from the left is Jack Aponte NY USA Mari Tilos San Francisco USA Sarah Gladstone Chicago USA and Alice Aguilar NY USA FIRST EDITION The first edition of manual was written during a five day book sprint also organised by CiviCRM and led by FLOSS Manuals The sprint was also sponsored by the Information Program initiative of the Open Socie
399. s in this Profile are set to Public User Pages and Listings visibility and are marked as Results Columns For more information about creating Profiles which are described in detail in the Profiles chapter in the Configuration section k 4 The Profile will appear in the Search Views dropdown menu in the upper right corner of the form as shown below The following screenshot shows what the menu displays after someone has created a Profile called Birthday Search View default view Search Birthday CMS User CINEMCINENEIES EN Does the contact have a Drupal Account Tag s Click to select Tag H Preferred Communication Method C Phone Email Postal Mail SMS Fax C Email On Hold Combining this feature with the Batch Update via Profile action provides a powerful method of viewing and updating a specific set of fields across a batch of contact records INSTANT VIEW POP UP You can see a pop up box with detailed information for any contact listed in your search results by hovering over the contact icon in the left column as shown below You can adjust the fields shown in this pop up view by modifying the fields included in the Summary Overlay profile Administer gt Customize gt CiviCRM Profile lect Records All 84 records Selected records only Hint actions S tc Newsletter Subscribers Male September 18th 1997 amp Adams Jane THE SEARCH ACTION WORKFLOW Aft
400. s of core contacts in a standard installation e Individuals e Organisations e Households Contacts hold contact information including name nickname greeting title website email addresses phone numbers IM account name addresses communication preferences which methods do they prefer being contacted by and which methods do they not want to be contacted by e o o All of the other building blocks of CiviCRM such as relationships contributions and groups are connected to contacts in some way so you can see events that a contact has attended or what contributions they have made You can define further contact types to suit your needs for example students farms or churches Each contact type you define is based on one of the three core contact types For example students would based on individuals and farms could be based on organisations or perhaps on households depending on your situation A contact can be only one contact type For example they can t be a student and a teacher but contact types are not the only way to differentiate your contacts All users of your content management system are also stored in CiviCRM as individuals Their contact record in CiviCRM is linked to their user record in the CMS Drupal or Joomla Note that only individuals can be linked to user records in your CMS Organisation and household records in CiviCRM cannot be directly linked to user records in your CMS RELATIONSH
401. s presented CHOOSING BETWEEN FIELDS GROUPS AND TAGS Data fields groups and tags are three major ways to associate information with contacts Although it can be tempting to just create a custom data field for every attribute of your data take time to learn about the alternatives They offer powerful functionality that you may miss out on if you rely only on custom data Furthermore using data fields for information stored more appropriately as groups or tags can slow your system Finally proper use of groups and tags makes it much easier for administrative staff to maintain the records Some tips that may help you choose are e Data that can take a wide range of values such as a person s address or biography should be stored in an alphanumeric custom data field e Custom data fields can be grouped and displayed on their own tab on the contact s record e As the name implies Groups are used to group contacts For instance you ll probably assign board members to one group staff to another volunteers to a third and so on If you use Drupal you can assign permissions based on group membership You can also define a group that CiviCRM automatically adds contacts to and deletes contacts from based on some characteristic This feature is called a Smart Group e f you plan to use CiviMail for mass mailings and you want certain contacts to get a particular mailing those contacts must be assigned to a Group For instance you may want a pre
402. s so anonymous Anonymous Users users can make contributions register for events and or use profiles to enter contact information learn more TOKENS Tokens are special blocks of text that refer to specific fields in your database They are used to control what fields are included in address display and mailing labels and can also be used to personalize emails This is described in more detail later in this chapter If you ve used mail merge in your word processor you ve already used tokens Tokens are always surrounded by curly brackets and include the record type followed by the field name An example is contact street_address Address values are taken from the contact s primary location Tokens are skipped when they refer to a field that is empty for a particular contact EXAMPLE The default Individual Name Format includes contact middle_name If a contact doesn t have a middle name that token is skipped EXAMPLE The default Mailing Label format includes contact supplemental address 1 on a separate line If there is no supplemental address for a particular contact that entire line is omitted there will not be a blank line in the label LOCALIZATION Localization involves adapting CiviCRM for use in a specific country or language by translating the text displayed on the screen and setting region specific formats for dates and money including currency By default CiviCRM is localized for the United States If yo
403. s the first thing we check for here if session gt get userID gt oi lt script type text javascript src config gt resourceBase js rest js gt lt script gt literal lt script gt jQuery document ready function current_employer crmAutocomplete params contact_type Organization 234 lt script gt literal if You might want to add additional filters For instance in a profile new volunteer from a member you want to populate the list only with the organisations that belong to the group members group id 42 current_employer crmAutocomplete params contact_type Organization group 42 CALLING THE API FROM A TEMPLATE This section assumes you know how to find the template used to render a page and you know how to over ride a template Read the section on templating in the developer documentation if you re not sure On some templates you might want to display more information than what is available by default for example displaying the list of groups a contact belongs to next to his or her tags You can use the API to fetch that information from within the template and assign it to a Smarty variable that you can then display just like any other variable The general syntax is crmAPI var new variable name entity entity name action action name param1 xxx param2 yyy For example to fetch all groups the user id 42 belongs to and assign t
404. s those used for Events It cannot currently be exported eeeee Display style Custom field sets for Contact records are displayed either inline on the contact summary page the Summary tab or as a new tab at the top of the contact record along with Summary Contribution Group Note etc We suggest using tab display for infrequently accessed fields and large sets of fields Custom field sets used for components relationships or other resources are always displayed inline Also note that custom field sets configured to handle multiple records will be displayed in the Summary tab Is this Custom Field Set active If a custom field set is active its fields can be viewed and changed Otherwise the fields are in the CiviCVRM system but hidden from the user interface This option can be valuable for managing your data especially if you are migrating from an existing database system For example your existing database may have fields you would like to transfer to CiviCRM for historical data keeping purposes but plan to then deprecate or migrate to a new data structure Suppose you are importing membership records from an MS Access database Each record in Access has a unique ID key field which has no direct benefit in CiviCRM Rather than ignoring it altogether you could create a custom field to hold the value import the records and then disable keep the Activate option unchecked the field thereby hiding it from view and minim
405. s to member benefits such as discounted rates at Association events e Affiliate Members Businesses providing goods and services to the transit industry such as bus and rail car manufacturers engineers and consultants parts and component manufacturers etc Membership dues are a flat rate for all Affiliate Members Membership is organization based and all employees receive access to member benefits such as discounted rates at Association events e Associate Members Students government representatives public interest groups research institutions and other interested parties Membership dues are a flat rate for all Associate Members Membership is individual based e Honorary Members Retired transit system executives and others who have made a notable contribution to the industry and Association No membership dues lifetime period Membership is individual based As the ASPTA CiviCRM administrator configures the membership types she creates three separate types for the Regular Member category to account for the three dues levels The duration is one year beginning on January 1 with a rollover date of October 1 In this way she accounts for new members who join very late in the year and are not able to fully benefit from their membership during that calendar year their memberships extend through December 31 the following year It is now time to see how CiviMember responds to the particular needs of a membership drive ASPTA s membersh
406. s tokens You should also enter a valid email address belonging to your organization which will be used as the From fieldin system generated automated emails SITE PREFERENCES This screen allows you to modify the screen and form elements for the following tasks e Viewing Contacts Controls the tabs displayed when viewing a contact record EXAMPLE If your organization does not keep track of Relationships uncheck this option to simplify the screen display Tabs for Contributions Pledges Memberships Events Grants and Cases are also hidden if the corresponding component is not enabled e Editing Contacts Controls the sections included when adding or editing a contact record EXAMPLE If your organization does not record Gender and Birth Date for individuals then simplify the form by unchecking Demographics e Contact Search Controls the sections included in the Advanced Search form EXAMPLE If you don t track Relationships you will not search for that section Simplify the form by unchecking this option e Contact Dashboard Allows your constituents to view the groups they are subscribed to their contribution history event registration information and more You can control the sections that should be included in the dashboard here EXAMPLE If you don t want constituents to view their own contribution history uncheck that option e WYSIWYG Editor The editor provided to users to enter text in fields that allow HTML formatting
407. s whose information you want to collect simply procede to the next step of the wizard Save your work on the Contribution page define the Profile you want and come back to the Contribution page to assign the profile 7 Premiums Premiums are thank you gifts and incentives offered to organization contributors They are most commonly associated with tiered donation levels though they could be created for use with memberships Before including premiums on a contribution page you must configure them through Administer gt Contributions gt Premiums Thank you Gifts Step 7 Premiums of the contribution page wizard controls the introductory text contact information and other premium related details 8 9 Campaign Widgets and Personal Campaign Pages Contribution Widget Step 8 is used for displaying fundraising goals while Personal Campaign Pages Step 9 is geared toward obtaining help from visitors toward fundraising efforts These steps are usually not used for membership pages Publishing your membership signup renewal page 151 After completing the contribution page wizard return to the listing of Contribution pages where you will find the page you ve just created You can now view the page test the functionality or return to the configuration options and make adjustments At this point you ve completed the Contribution page but have not made it visible or available to website visitors Depending on the environment in which
408. sactions and activities associated with the participant Note that this action cannot be undone Export Participants The export function allows you to export a predefined set of fields or create your own custom set of fields which can be saved for reuse The software exports to CSV format which can be easily opened in standard spreadsheet software or directly used for mail merges New Smart Group Smart groups are saved search results based on defined criteria similar to a query The advantage of a smart group is that the system will rerun the query using the criteria you have defined each time you open the smart group This is particularly helpful for complex search criteria that you need to view on a regular basis Send an Email to Selected Participants CiviCRM also lets you generate an email on the fly to your search result list For example you may want to let recipients know details about the event in advance such as parking options or local area restaurants To see a participant list listing individual fees 1 2 3 Navigate to Search gt Custom Searches Click the Event Aggregate link Choose your search criteria and click Search To use a report template to create an event report 137 1 Click Reports gt Create reports from templates 2 Scroll to see the templates in the Event Report Templates section 3 Click the name of the report template to create a new report 4 Choose the desired report criteria then
409. se should be filled in for each activity and those in bold on the form are required e time activities always happen at a certain point in time e status is the activity scheduled completed cancelled etc e added by the person who added this activity or the contact if they carried out the activity themselves via the website e assigned to the person usually within your organisation that carried out or will carry out the activity this is often the same as the person who added the activity e with contact s the contacts in your database that are the subject of the activity 25 Compare activities to groups Would you choose activities or groups to record a membership pack that was sent to a contact You could add all contacts that have received a membership pack to a group received membership pack but it would probably be better to record this as an activity That way you can record when the membership pack was sent who sent it any notes about what the person requested and so on You could also use the activity to schedule sending membership packs by setting the status to scheduled CONTRIBUTIONS Contributions are a type of activity and a fundamental concept of CiviCRM Contributions are used whenever there is a financial element to an interaction A contribution will be created for each donation or campaign contribution for paid events and for membership fees CiviCRM comes with several predefined contribution types in
410. seamlessly accessed from your website Contribution pages can be used to e Accept donations and other contributions e Process membership signups and renewals e Runa specific fundraising campaign 104 This section will walk through each of those three scenarios and point out some options and features that may be useful Once you answer all the necessary questions and consider all the points mentioned in the chapter you can build your contribution pages Step by step documentation for doing that is available at http wiki civicrm org confluence display CRMDOC Manage Contribution Pages General Online Contribution Page Before you configure a general contribution page ask e What contribution type will be used to categorize contributions received via this page Do you want to allow people to give in honor or in memory of someone e What other data do you want to capture from your donors and contributors These can be collected in predefined CiviCRM fields or custom fields that you have created previously The only field required by CiviCRM to process a contribution is an email address Typically you will want to collect additional contact information for the contributor These should be added using a Profile If possible build the profile of fields that you will expose on the contribution form before you build your contribution page A contribution page can include up to two profiles If you do not create your profile before creating yo
411. sets out security standards that all major credit cards require sites to comply with If your CiviCRM page accepts card numbers directly rather than sending visitors to your payment processor web page your site and its hosting environment may need to comply with those standards Some payment processors notably Moneris put some of the compliance burden on you by making you complete a long and technical Self Assessment Questionnaire For more information visit https www pcisecuritystandards org 110 24 EVERYDAY TASKS This chapter describes some common CiviContribute tasks ADDING CONTRIBUTIONS When your organisation receives a contribution from a contact you can add it to their record If the donor does not already exist in the database you need to first create a new contact record for them Use the links on the CiviCRM home page to create a New Individual New Organization or New Household and fill out any information you have for this contact Once the record is created you can then enter the contribution To manually enter a contribution for a contact in your database 1 Find the contact s record using one of the contact search tools 2 Select the contact s Contributions tab 3 Click Record Contribution Check Cash EFT Alternatively if you have set up a payment processor that allows credit card transactions directly on your site you may select the Submit Credit Card Contribution option and process the paym
412. sful To mitigate this give staff time to accept and support each change so that they share in ownership of the new system rather than feeling as if something has been forced on them Focus on simple tasks at the beginning of deployment and introduce more difficult tasks as staff understanding of the system grows Show staff how the new system will make their work easier and where their feedback has been incorporated Good planning can minimise the risks around change but it is important to be flexible within your plan unforeseen things often occur and a rigid plan could prevent you from reaching the best solution CONFIGURATION 8 How data is organised 9 Extending core data 10 Using CiviCRM Profile 11 Installation 23 8 HOW DATA IS ORGANISED This chapter covers the main building blocks that CiviCRM uses to store data and describes their intended usage It is recommended reading for working out how you should organise your data in CiviCRM A successful CiviCRM installation depends on having your data stored in the right place This chapter goes through all of the places that you can store data and helps you to understand why you would store data in one place and not another Equally important to understanding the different building blocks presented below is understanding how they can be extended using custom data described in the next chapter CONTACTS Contacts are the main building block of CiviCRM There are three type
413. sider hiring a consultant for a day to discuss with you how CiviCRM could help your organisation 18 6 IDENTIFYING YOUR NEEDS This chapter covers some basic strategies for identifying your organisational needs and how they could be met by CiviCRM It doesn t go into detail about CiviCRM functionality or how CiviCRM stores data you will find that in other chapters Instead we encourage you to first take a step back and think about your organisation YOUR ORGANISATIONAL GOALS AND PRACTICES For now forget about technology and focus on your organisational goals and processes Here s a list of questions to start you off What are the high level goals of your organisation What tasks are staff involved with on a day to day basis What activities do staff carry out with your contacts members constituents clients What different teams and roles exist within your organisation What services do you provide to your contacts How do you communicate with your contacts include information flows into and out of your organisation What happens when you receive someone s contact information e In what ways does money flow in and out of your organisation e Does your organisation have a membership structure UNDERSTAND YOUR CONTACT RELATIONS eeeeee The CRM in CiviCRM stands for Contact Relationship Management By contact we mean an individual household or organisation that your organisation has contact with you may call them
414. sing the CiviCRM API that parses the incoming data and makes the appropriate API calls to import it Note If you re reading this in a printed copy you may want to access the online version so you can copy and paste the code examples more easily You can find the online version here http en flossmanuals net civicrm DATA SOURCES The import system supports two data sources out of the box CSV and SQL CSV is exported by most spreadsheets many web sites and a lot of legacy systems SQL is the language of relational databases Here s your first insider tip on the import system Every import is an SQL import The CSV import data source for example starts out by dumping the CSV into a temporary database table and then running an SQL import on those data If you write a custom data source it s important to remember this because it will save you a lot of mental energy You don t need to worry about formatting or validating the import data at all Just get it into a database table and let CiviCRM take it from there When would you want to write an import data source It might be useful if say a client were migrating from another CRM to CiviCRM and wanted to import their data themselves Another example would be to support a different import file format To make things easy on yourself check for an existing PHP library that can read the format of the data you want to import If you fine one use that library to read the data into a database
415. sons assigned to the case should follow up with the client or constituent 176 For more complex processes the timeline provides a case plan that can help the people involved to stay on track The timeline lists all the activities which are expected to occur and should be accomplished within a certain timeframe You can define the expected number of days between the beginning of the case and each of the subsequent activities in the timeline If necessary an activity can also define an offset from another activity For example for a Referral to Specialist case the facilitate first appointment activity might be expected to occur within 2 days after the case is opened Survey client satisfaction might be scheduled for 30 days after facilitate first appointment You might also want to define a timeline based on the end date If a case has to be completed by a specific date each activity can be defined as needing to happen a number of days before this end date You then set a negative offset on the timeline CASE ROLES AND RELATIONSHIPS CiviCase provides three mechanisms for relating people to cases and clients e Case Roles people directly involved in this case Examples include Intake Specialist Case Coordinator Addiction Counselor Employment Counselor etc You can identify one of these roles as the case manager for a particular case type e Other Relationships people related to the client with relationships that exist beyond
416. ss by creating event templates These allow you to prefill most options with a single keystroke Begin by navigating to Events gt New Event 1 Event Information and Settings The first page in the event wizard requests basic information about the event New Event e What is the type of event e g Conference Workshop etc e What role will participants be assigned to when they register online for this event Roles distinguish different types of event participants such as attendees speakers and staff The value placed in this field will be assigned by default when users register online The most common value is Attendee Do you want users to see a listing of participants and how much information about the participants do you want to reveal in the listing Participant listings are a great way to demonstrate support for an event and generate interest within your constituent community Note that the options you define in this section only enable participant listings to display one you will still need to create a menu item or link to the listing somewhere on your website Once you ve created the event the participant listings link is displayed on the event configuration page Refer to the chapter on everyday event tasks for information on promoting your events What is your event title The title will appear on event information pages registration pages event listings and in the Manage Events administrative page Be sure to cho
417. ss release to go only to certain contacts those contacts should be assigned to a particular group This group could be a Smart Group e Both Tags and Groups can be structured hierarchically For instance a group or tag labeled Regions can have a subgroup or subtag for each geographic region your organisation covers see Case study in hierarchical tags later in this section e Tags support more powerful search options than data fields or groups For instance visitors can search through multiple tags with both AND and OR operators Data fields support only lists of words which is effectively the same as an AND operator except for fields represented as check boxes which support OR operators e Tags have a more sophisticated user interface than data fields or groups The interface allows the visitor to add and remove tags without reloading the page in edit mode e Custom data fields can be assigned to a specific record type e g only households whereas tags will be assigned to all types once the tags are defined 34 10 USING CIVICRM PROFILE A profile is a collection of fields both predefined and custom from your database By creating a profile you are able to take only those fields relevant for a specific purpose such as collecting information about a person registering for an event or displaying a directory of members on your website The diagram below provides a visual explanation of how existing fields are assigned for use in a pr
418. ssage you ll need to configure a default FROM email address covered in the chapter on CiviMail configuration Sorry A non recoverable error has occurred The site administrator needs to enter a valid FROM Email Address in Administer gt Configure gt Domain Information The email address used may need to be a valid mail account with your email service provider Once you have received the email you will need to view the source This is done in Gmail by clicking on Show original in the email you receive The email should contain headers that resemble the following Received from yourmailserver example org xxx example org 12 45 120 30 by mx google com with ESMTP id e31si4519230wej 3 2010 04 26 00 38 16 161 Mon 26 Apr 2010 00 38 17 0700 PDT Received SPF pass google com best guess record for domain of youremail example org designates 12 45 120 30 as permitted sender client ip 12 45 120 30 In particular e The Received from header should correspond to your mail server and be properly configured It might contain information about your hosting provider instead of your domain name This is not a problem as long as the mail server is properly configured If you have a dedicated IP address for your server you should try to configure a reverse DNS that represents your organisation instead of the default name e The Received SPF header should list pass or neutral Sender Policy Framework is described later in
419. subdomain For example http civicrm org is the root domain while http www civicrm org is not RSS REALLY SIMPLE SYNDICATION FEED RSS feeds are a way to publish frequently updated information either for inclusion on a website or to be read by an RSS reader RSVP R pondez s il vous plait a French phrase that translates to please respond Commonly used to request confirmation or declining of attendance at an event SCRIPT A script is a short programme that does one specific task Many web pages include scripts to manage user interaction so that the server does not have to send a new page for each change SCOUT 275 The CiviCRM Book Sprint official dog Scout likes dog biscuits rolling on the ground eating snow and proof reading SENDMAIL Sendmail is one of the most popular mail transfer agents MTA used for handling email on a server Sendmail is free and open source software SERVER 1 Software that serves content to a client See Apache or Mail Server for two examples 2 A computer that is used primarily to serve content Any computer can be set up this way but the term traditionally refers to those that deliver web content See also client computer SHARED HOSTING A website hosting service where multiple websites reside on single server SMART GROUP A group in CiviCRM to which contacts are automatically assigned Smart groups are created by running and then saving a search They are useful
420. t criteria as needed For example you may want the dashboard version of the report to always show data for This Quarter or This Year You can also choose to display the report as a table or as a bar or pie chart Preview the report display Then check the Available for Dashboard checkbox under Report Settings Refer to the Reporting section for more details on working with reports 55 1 3 CONTACTS CiviCRM uses contact records as central hubs for data about your organisation s contacts There are three distinct contact types defined in CiviCRM each suited to a common type of contact your organisation may want to track e Individual any person your organisation wants to keep a record of e Organization this could be another non profit a company a chapter of your organisation or a committee You will generally want to create at least one contact of the Organization type to represent your organisation This is particularly useful when you are configuring memberships e Household a family or group of people who share a physical location CiviCRM provides different fields for each contact type according to the different kinds of data you will probably want to track For example gender only applies to individuals not organisations or households so the gender field is only available for Individual contact types and subtypes You can also define additional data that you want to collect and apply it to only one type You could c
421. t management process GLOBAL EVENT CONFIGURATION There are several global event configurations as well as general CiviCRM configurations you will need to consider before you create your event These configurations define the details and structure of the event such as the type of event the cost if it s a paid event and the payment processor to handle credit cards You can also configure information about the type of participant e g attendee or speaker and define different status options to help track participants progress through the event process from being Registered to indicating whether they Attended or were a No Show You may also want to capture additional information about the participant such as food preference if the event is a Dinner Additional data often requires you to create custom data and profiles in the general CiviCRM configuration Some of these configurations are a required prior to creating the event so familiarizing yourself with these concepts and planning your data needs before you create the event will help streamline the event configuration process Although if you ve already begun creating an event when you decide to expand your configuration needs you can always complete the event configuration process address your additional data needs and return to reopen and complete the event configuration You may want to review the following concepts before you begin to configure your event These concepts will be disc
422. t recurring payments Only one or two payment processors are able to do this at the time of writing e Ease of use for your customers does the site visitor need an account with the transaction provider in order to process payment e Reputation and reliability Ask other CiviCRM users about their experiences with payment providers Secure Sockets Layer SSL HTTPS If you wish to collect credit card information through a CiviCRM form as opposed a payment processors own website you must configure your site for Secure Sockets Layer encryption Alternatively choose a processor such as Paypal Standard Elavon or PaymentExpress where the customer is redirected to the payment processor s website to enter their credit card details and back to your site afterwards Visitors to your website can determine that their data is encrypted when they see a symbol often a padlock somewhere in the browser or by noting that the http part of your url has been replaced by https To enable SSL you will need an SSL certificate An SSL certificate should be purchased through a reputable third party provider and may range in price from USD 30 to USD 100 a year depending on the company and the level of service and protection they provide If you are using shared hosting or a virtual private server VPS it is likely that your hosting provider has a list of preferred vendors they work with to provide SSL security Contact your hosting provider for more inform
423. t registration pages to collect additional information from donors members and event participants Profile forms can also be used as simplified data entry forms View edit user account Drupal only it is often useful to allow your constituents to manage their own data through your website This use of profiles allows people to edit their information when they are managing their Drupal account this information is then automatically updated in CiviCRM Website user registration you can include a set of fields in the new account registration form Drupal or create a profile that includes website user registration fields Joomla Directory a profile can be used to create a searchable directory for visitors to your site e Search results using profiles allows you to display selected fields in the results of an advanced search Batch data updates mass updates there is often a need to update a large number of records all at once this process can be streamlined using profiles Another important point about profiles is that the same profile can be reused in multiple ways COLLECTING DATA FROM CONSTITUENTS This section reviews the different methods by which you can use profiles to collect information from your constituents A later section will discuss how to share information from CiviCRM with your constituents Volunteer sign up form Let s walk through an example of a profile used as a volunteer sign up form This simple form includ
424. t set it is better to use search rather than report Reports are more flexible than searches and each has its own set of features Reports allow you to change display columns in selector support column grouping email the report and also save it as dashlet Because you can create multiple report instances from a single report template you 194 can use the same report to show different iterations of the report such as monthly donations or quarterly donations 195 44 CONFIGURATION This section explains how to configure CiviReports It assumes a basic knowledge of why you would want to use CiviReport and describes the workflow from creating a report from a template to making these reports available for users REPORT TEMPLATES Report templates are general reports that can be further customised to create specific report instances These report instances can then be made available to users The Create report from templates page lists all available report templates and is found in the Reports menu The templates are grouped by component and each has a brief description of its intended scenario If there are already report instances for a given template you ll see a link to view Existing Reports v Contribution Report Templates Donor Report Summary Shows contribution statistics by month week year country state Existing Report s type Donor Report Detail Lists detailed contribution s for one all con
425. t set up the required Groups Custom Data Groups Profiles and Roles before you can use them in ACL Groups and Organic Groups Drupal only The Organic Groups CiviCRM module http drupal org project og_civicrm integrates Organic Groups from a Drupal site with CiviCRM groups This is useful for groups that require Organic Group functionality on their website but also need to be tracked within CiviCRM Once an Organic Group of Drupal users are integrated into CiviCRM the Drupal group can be used for mailings tracking address information tracking activities or anything else normally done with CiviCRM contacts Once the Organic Groups CiviCRM module is installed and enabled in Drupal it automatically creates two CiviCRM groups for each existing Drupal Organic Group e A normal group containing a contact record for each corresponding user who is part of an Organic Group This group is assigned the same name as the linked Organic Group e An access control group containing the contact record of the administrator of the corresponding Organic Group This gives the OG group admin the ability to view and edit members of their group in CiviCRM 70 The groups are synchronised one way only from the Drupal Organic Groups to CiviCRM groups When a new user is added to or signs up for an Organic Group they are automatically added to the corresponding CiviCRM group If they leave the Organic Group then they are removed from the CiviCRM group If
426. ta in one place DATABASE DEMO SITE A website that allows you to test and explore the functionality of a piece of software CiviCRM maintains three demos sites one integrated with Drupal one integrated with Joomla and one in standalone mode DEDUPE Refers to the task of finding and merging multiple entries for one contact DEVELOPER Someone who develops software DOMAIN See DNS DONOR Someone who makes a donation i e voluntarily gives money to an organisation 270 DNS DOMAIN NAME SYSTEM The Domain Name System DNS converts domain names which are made up of easy to remember combinations of letters example com to IP addresses 123 456 123 234 which are hard to remember strings of numbers Every computer on the internet has an unique address a little bit like an area code telephone number DRUPAL An open source CMS that integrates with CiviCRM to provide a user interface and additional website functionality http drupal org ENCRYPTION A way of disguising data when it is being transferred from one computer to another so that it is unreadable by any other computer that it may pass through on the way ENVIRONMENT The specific hardware and operating system on which you are running your software EVENT LISTING FEED A RSS feed containing the list of events defined in CiviEvent FIREFOX A popular free and open source web browser developed by the Mozilla Foundation http www mozilla com FLOSS
427. tacts Contribution summary Existing Report s report points to this report for specific details Clicking on the report template name will bring up a screen where the report can be configured There are two steps to configuring a report e Select your report criteria decide what information will be displayed in the report e Define the report settings choose a title set permissions and add it to a menu SELECT REPORT CRITERIA There are three types of report criteria e Display Columns e Group by Columns e Filters The options available for these criteria change from report to report General principles for the different types of report criteria are outlined below Display Columns These check boxes allow you to select the data to be displayed for each record in your report In most reports at least one display column is required and cannot be unselected For example in the Top Donors report showing the total amount donated is required In the Constituent Detail report showing the contact name is required Group by Columns This is not available in all reports but it is useful when creating a report which summarises data rather than displaying each individual row and for reports that compare different types of data The report below compares donations per quarter in 2009 196 Grouping s Receive Date Receive Date Between January ist 2009 and December 31st 2009 Donation Status Is Completed Quarter Beginning Agg
428. terface with text only HOOK needs definition HOSTING SERVICE A service usually commercial that provides server space for your website Hosting services also can provide physical space to put your own server in so that it is connected to the internet ICT Acronym for Information and Communication Technology INTERNATIONALISATION I8N The process of making software ready for adoption in different countries and different cultures without the need to modify it technically This is done by the developer software engineer when writing the software See also Localisation INTERNET SERVICE PROVIDER ISP A business that provides services such as internet access email and website hosting INTRANET A network of computers that are connected within a home or office but not accessible from outside the local network IT Acronym for Information Technology JAVASACRIPT A scripting language primarily used in web pages to display dynamic content JOOMLA A CMS that can integrate with CiviCRM to provide a user interface and additional website functionality http www joomla org 272 LAMP LINUX A type of operating system other common operating systems are Windows and Mac OS Linux has been popular as a web server for a long time and is now gaining popularity on personal laptops and desktop computers Linux is free software and open source LOCAL COMPUTER A computer that runs CiviCRM but is not publicly avail
429. that this report is used exclusively during a phonebank and contain response codes pertaining to phone responses The Walk List and Phonebank List reports are used to collect information during a campaign to later be imported or batch entered back into CiviCRM The Activity Report is enhanced to allow you to search view print or export for specific responses from a door knock canvass or phonebank campaign Use this report not only to analyze the effectiveness of your campaign e g how many people you contacted and collected responses from but also to analyze responses from your constituency around an issue or to determine whether individuals may become more involved with your organization Disabling vs Deleting Custom Data If you decide you don t need to use or view particular custom groups fields or values we strongly recommend that you disable the group field or value rather than delete them The Walk List and Phonebank List reports rely on these fields so deleting certain custom data could potentially break the reports 210 48 INSTALLATION Several tasks are required to install CiviEngage Given the level of detail involved we refer you to the wiki for the procedure http wiki civicrm org confluence display CRMDOC CiviEngage Installation A few aspects of CiviEngage lead to special requirements e Because CiviEngage is implemented as a Drupal module the site s Drupal administrator will have to install and e
430. the context of a particular case Examples include Spouse Sibling Family Doctor etc Generally use relationships when you want someone to appear on ALL cases for the same client otherwise use a case role e Case Resources people and organisations that have involvement with many or all cases in your case management setting Examples include regulatory agency contact s service provider frequent referral contacts etc CiviCRM provides relationship type definitions for most of the standard relationships you might track e g Spouse Child However you will probably need to define additional relationship types for your case roles such as e Case Coordinator e Addiction Specialist e Job Counsellor Make a list of the expected case roles for each type of case you ve listed then determine which role will normally be considered the case manager for that case type CONTROLLING ACCESS TO CASE DATA This section applies to Drupal installations only You can assign permissions to users in order to control whether or not they have access to the CiviCase component as well as what case data they can see Administer gt Users gt Permissions Here is a list of the CiviCase related permissions Access my cases and activities Allows a user to create new cases add activities to the cases they ve created and edit those activities Users with this permission can NOT see cases or activities created by others If you need to restrict ce
431. the subject The Case Type selector allows you to choose the type of case that you are creating Many case types have specific activities and timelines so it is important to choose the appropriate case type at this point You can change to a different case type at a later point by clicking Manage Case next to the case when it s displayed in the CiviCase Dashboard or from the contact s record Case tab Then select Change Case Type from the New Activity drop down list Changing an ongoing case may require you to then update or re enter some data 187 The Case Status selector allows you to indicate the current status of the case Generally you will use a status such as Ongoing or Urgent but if you are adding a case that has already been completed for tracking purposes select Resolved The Case Start Date field defaults to the current day If you are creating a case that has already been completed or entering data for upcoming cases not yet started adjust the case start date accordingly The Duration field records the time spent collecting the data needed to fill out the create case form not the amount of time it took to fill the form out Fill out the number in minutes For example you might use this field to record the number of minutes spent on the phone with a constituent as they described the case 4 After you finish the popup window clicking the Save button saves the case and loads the Manage Case page where you can then modif
432. the Program is restricted in certain countries either by patents or by copyrighted interfaces the original copyright holder who places the Program under this License may add an explicit geographical distribution limitation excluding those countries so that distribution is permitted only in or among countries not thus excluded In such case this License incorporates the limitation as if written in the body of this License 9 The Free Software Foundation may publish revised and or new versions of the General Public License from time to time Such new versions will be similar in spirit to the present version but may differ in detail to address new problems or concerns Each version is given a distinguishing version number If the Program specifies a version number of this License which applies to it and any later version you have the option of following the terms and conditions either of that version or of any later version published by the Free Software Foundation If the Program does not specify a version number of this License you may choose any version ever published by the Free Software Foundation 10 If you wish to incorporate parts of the Program into other free programs whose distribution conditions are different write to the author to ask for permission For software which is copyrighted by the Free Software Foundation write to the Free Software Foundation we sometimes make exceptions for this Our decision will be guided by the two go
433. the action list select Test drive to test the registration page Test drive mode will use the sandbox options for your payment processor if available and will create a registrant record with a test indication so that it can be reviewed and easily removed If you have events where anonymous users register for events you should also test the registration when not logged in Refer to the Event Permissions information later in this chapter for details If you discover elements that you need to edit and adjust select Configure to return to the list of event setting pages Once you are satisfied with the event information and registration form it s time to display it on your website The everyday event tasks chapter includes detailed information on adding the event to your website and promoting it USING EVENT TEMPLATES TO STREAMLINE EVENT CREATION If you find that you are setting up a number of events with similar configurations you can streamline the process using Event templates Enter all the characteristics your events have in common in the event template Common characteristics might include location event fees online registration settings tell a friend settings etc Once you ve created an event template you can select that template as shown in the following screenshot when you start to create a new event Your event will be automatically prefilled with all the saved configuration properties New Event ES ES From Template
434. the contacts you found or add these contacts to a group or smart group among other options EXTENDING CIVICRM 51 52 53 54 55 56 57 58 Extending CiviCRM Developing Page Templates Writing custom reports Developing Custom Searches Working with the API Hooks Importing data Tips and Tricks 219 51 EXTENDING CIVICRM This section contains developer documentation for CiviCRM It should be useful for developers wishing to extend CiviCRM and also for organizations who want to ensure that their developers are using best practices to extend CiviCRM There are many different ways you can extend and customize CiviCRM and this section takes you through them in order of simplest to most difficult If you find that you cannot do something you re trying to do using the tools and techniques outlined in this section please get in touch with the CiviCRM developers in the forums http forum civicrm org or on the IRC channel civicrm on irc freenode net and let them know Hacking on the core code should always be a last resort and done in consultation with the core team who will always be happy to help you find the best way to cover your use case WHEN DO YOU NEED TO CODE There are a lot of different options to customize CiviCRM to fit your specific needs They are listed roughly in order of complexity 1 Change the configuration ok this isn t coding but it is worth repeating you can use custom fields pr
435. the report In the Other Settiongs area check the Available for Dashboard box Click Create Report From the navigation menu click Home to view the dashboard To add the report to the dashboard click Configure Your Dashboard Drag your report from the Available Dashlets area into either the Left Column or Right Column of the dashboard area and click Done 10 On the home dashboard you should now see your report To view the latest updated information for your report as well as any other items you ve included on your dashboard click Refresh Dashboard Data fei DD nm OU FD 140 WAITLISTS Your organization may have limits on attendance such as a 25 person limit for a training workshop or a 200 person limit for a fund raising dinner CiviEvent lets you set the maximum number of people allowed to register for your event When registrations reach that number CiviEvent will not allow other people to register but will instead send an automatic message saying The event is currently full This message can be customized by the organization when creating a new event and you can let people add themselves on a first come first served basis to a waitlist To create an event with a waitlist 1 Navigate to Events gt Manage Events 2 Click the Configure link next to your event 3 Click the Event Information and Settings link and on the Info and Settings form check the Offer a Waitlist box APPROVING REGISTRANTS Ma
436. ther of the user configurable event statuses From this page you can register the contact for an event and use the Submit Credit Card Event Registration button if the event requires payment The related payment will then appear up on the contact s Contributions tab in the first row You can also modify the event information as it relates to the contact by clicking the Edit link For example you can change the contact s event status from registered to attended 62 Summary Contributions 1 Relationships 4 Groups 1 School Information 0 Memberships 1 Events 2 Activities 8 Cases 0 Notes 1 Tags 1 Change Log 0 Voter Info 0 Grassroots Info 0 This page lists all event registrations for Mrs Bruce M Jones Sr since inception Click Add Event Registration to register this contact for an event Click Submit Credit Card Event Registration to process a new New Registration on behalf of the participant using their credit card Add Event Registration Submit Credit Card Event Registration Event Fee Amount Event Registered Status Role Level Date s Fall Single 50 00 March December Attended Volunteer View Ed Fundraiser 3rd 2010 13th 2009 Dinner March participants 5th 2010 Rain forest Tiny tots 800 00 December April 26th Registered Attendee View Ed Cup Youth ages 27th 2010 Soccer 5 8 2009 Tournament participants December 29th 2009 GROUPS TAB The Groups tab shows the groups that the conta
437. thers who use CiviCRM talk to a CiviCRM consultant DEMONSTRATION SITES eeeee CiviCRM hosts two demo sites one for each of the two supported Content Management Systems CMS Drupal and Joomla The demo sites present a working copy of the latest stable version of CiviCRM with sample data You can use them to play around with CiviCRM but be aware that they are publicly viewable so you shouldn t enter personal data The demos are available at e Joomla Demo http joomla demo civicrm org e Drupal Demo http drupal demo civicrm org Other people are likely playing on the demo sites at the same time as you so they may be configured strangely missing functionality or appear in different languages The demos have some limitations you can t send emails from them you can t set permissions for Drupal users or do a full exploration of online payment options If you are having trouble working on a demo site contact the CiviCRM core team via the forum or IRC If you want a more controlled evironment for exploring CiviCRM install your own test site TEST INSTALLATIONS If you have technical skills or are feeling adventurous you can download and set up a local version of CiviCRM that is a version that is stored on your local computer rather than on a server on the internet You ll still access it through a browser but it will only be visible on your computer The advantage of a test installation is that you can configure Ci
438. till awesome K JSON should look like this x x contacts x x first_name Foo H last name Bari other_field baz x H x first_name Other H last name Contact something_else yep x x x require_once CRM Import DataSource php class CRM_Import_DataSource_JSON extends CRM_Import_DataSource function getInfo return array title gt ts JavaScript Object Notation JSON function preProcess amp form nothing to do here but we still define the function function buildQuickForm amp form In this function we re calling a lot of QuickForm functions If you re unfamiliar with that library it might be good to look up the documentation for it define a hidden field that tells the system which data source class we re using form gt add hidden hidden_dataSource CRM_Import_DataSource_JSON grab the config object so we respect some system settings config CRM_Core_Config singleton get the max upload file size from the config uploadFileSize config gt maxImportFileSize uploadSize round uploadFileSize 1024x1024 2 assign the max upload file size to a template variable see the template documentation for more info on this form gt assign uploadSize uploadSize add the file selection field to the form form gt add file up
439. time to actually start configuring CiviEvent and creating events If you do not see the Events menu item in your navigation menu bar and you don t see CiviEvent under the Administer menu you may not have the component enabled Navigate to Administer gt Configure gt Global Settings gt Enable Components to manage which components are enabled GENERAL CIVIEVENT CONFIGURATION There are a number of general configuration tasks for the CiviEvent component that are best to work on first These settings lay the foundation for creating your events Review each of the following event related settings and modify them as needed before you begin creating events Event Types CiviCRM allows you to define different types of events as a categorization mechanism This is particularly useful when searching through event participants or generating an event listing feed You can also configure custom fields to store and display additional data about an event by its event type Take the time to consider what types of events your organization holds and define them in this interface You can return at any time to add to the list of types or modify an event type label However you can not delete event types which have been assigned to one or more events Navigate to Administer gt CiviEvent gt Event Types to review the default list of event types shown in the following screenshot You can modify event type labels by clicking Edit on any row Click Add Event
440. tion against custom business rules If you have experience with other hook based systems you might think that the civicrm_pre hook is the one to use for validations But this is not the case in CiviCRM because even though the civicrm_pre hook is called before the record is saved to the database you cannot abort the action from this hook This is where validation hooks come in When you return true from a validation hook CiviCRM saves the new or updated record When you return an error object instead CiviCRM aborts the operation and reports your error to the user An example follows of using a validation hook to validate new contributions against a business rule that says campaign contributions must have a source associated with them In this example we ll assume you are using Joomla so if you are using Drupal instead be sure to change the function name accordingly lt php function joomla_civicrm_validate formName amp fields amp files amp form configuration stuff campaignContributionTypeld 3 adjust for your site if different errors array formName will be set to the class name of the form that was posted if formName CRM_Contribute_Form_Contribution require_once CRM Utils Array php contributionTypeld CRM_Utils_Array value contribution_type_id fields if contributionTypeId campaignContributionTypeld see if the source field is blank or not source CRM_Utils_A
441. tion and Receipt save J Save ana New Mr Alan Adams Sr Inner City Arts General E Select Membership Organization and then Membership Type Source of this membership This value is searchable 04 27 2010 if When did this contact first become a member HE clear clear First day of current continuous membership period Start Date will be automatically set based on Membership Type if you don t select a date FS FA fa clear Latest membership period expiration date End Date will be automatically set based on Membership Type if you don t select a date CL Li Check this box to enter or update payment information You will also be able to generate a customized receipt Automatically email a membership confirmation and receipt to adamsalan brown edu Cancel Many of the fields on this page will be auto completed if left blank Fields include e Source The system will complete details regarding the record including whether it was an offline or online transaction and who completed the record e Join Date The date the record was created will be auto filled e Start Date If the membership type is a rolling membership the current date will be auto filled If the membership type is a fixed period CiviCRM will determine the appropriate start date based on the membership type configuration e End Date This is automatically calculated from the sta
442. tion record There are three options for these general fields applied to all registration records role type fields assigned to a specific participant role and event participant fields assigned to a specific event Pledges fields specific to pledges e Relationships fields that may be assigned to all relationship records or to a specific relationship type such as Spouse of or Employee of e o o o o Order 28 This controls the order in which your custom field sets are presented when you have created more than one set Lower numbers 1 2 are displayed above higher numbers 8 9 Multiple records Each field usually contains a single option For example a person has either blue eyes or brown eyes not both However some fields are more complex and may require multiple entries such as a person s educational history A single person may have multiple educational degrees so a custom field set about educational history should allow multiple records CiviCRM provides this functionality for custom field sets assigned to contacts whether to all contact types or to a specific type To use this option select the Does this Custom Field Set allow multiple records option This option has several restrictions It is applied to the whole field set not to a particular field It must use tab display not inline display It can be used only for Contacts not for Activities Contributions etc It cannot be used in profiles such a
443. tions Make sure you ve got enough coffee tea chocolate etc in reserve to keep everybody going through the night At the end of the sprint present the result of the translation in a demo CiviCRM installation Discuss whether the team has reached its goal and how to improve further 61 BUG REPORTING There will be times when you use CiviCRM as there are when you use any software when things don t work the way you expect them to When this happens a good first step is to search the forums for similar problems and follow advice given there If your problem hasn t been addressed posting to the forum is probably the right thing to do Have a look on the forum for good posting guidelines and spend a bit of time writing your post Make sure you are detailed and specific about what software you are using what you are trying to do and how you are trying to do it For example letting people know the url you are using with any confidential details removed may cause them to realise that you are configuring the wrong page Unclear posts are less likely to get good replies WHAT CAUSES PROBLEMS WITH CIVICRM Check the following possible sources of problems before you report something on a forum You can save yourself and a lot of people trouble by isolating the problem CiviCRM forums try to be friendly and don t criticise you for misjudging a problem but you ll certainly get more help and resolve problems faster by doing some checking of
444. titions and register for events online Through a survey conducted by the AFSC Information Technology Department it was revealed that AFSC staff were using a variety of systems to keep track of their constituents It also became obvious that these systems were not working effectively repositories of data were everywhere contact information was duplicated staff were having a hard time managing their contacts and the IT Department was unable to provide adequate support The survey also found that staff members were frustrated with the systems they were using because they lacked the necessary functionality for them to effectively communicate and do outreach Specifically search capability was limited there was no ability to send high volume emails which meant that it was not possible to send newsletters or announcements and there was no ability to collect information online After investigating several database systems the IT Department finally decided that all things considered CiviCRM might be the best fit for the AFSC What They Did Initially CiviCRM sites with CiviMail managed by an external vendor were established for offices in Los Angeles Rhode Island San Francisco and Seattle Los Angeles also chose to use the CiviEvent component to track event registrations and the CiviMember component to track contact information of committee members After implementation an LA staff person discovered that certain functionality was missing
445. to expect There is an ongoing effort to better standardise the APIs and help is certainly appreciated If you re interested in lending a hand post to the API section of the developer forum here http forum civicrm org HOW TO USE THE API The naming convention for API functions is civicrm_entityname_action For instance the function to create a contact is civicrm_contact_add and the method to delete a group is civicrm_group_delete Every API function takes one single array of parameters as input If the function needs a single parameter e g the identifier of the group you want to delete this will be an array containing a single item like so array Wl gt XX Every API function returns a single array All the delete and add modify functions contain an item is_error If the function couldn t delete or modify the entity as you requested is_error 1 and a second item error_message returns details about the error eg DB Error already exists If you have turned on debugging see the Developer Tips amp Tricks section you have an extra item debug_ info that contains a more detailed explanation e g INSERT INTO civicrm_tag name VALUES existing tag name nativecode 1062 They are at least 5 different ways of using an API function as a php function to run your own code on the same server as CiviCRM via the AJAX interface to be called from JavaScript code via the REST interface can be called from
446. to happen every time someone does Y HOW TO USE HOOKS How you use hooks depends on whether you re using CiviCRM with Drupal or Joomlal Using hooks with Drupal Check the CiviCRM wiki page for the most up to date information on setting up hooks with Drupal http tiny booki cc hooks in drupal In order to start using hooks with a Drupal based CiviCRM installation you or your administrator needs to do the following 1 Create a file with the extension info for instance myhooks info containing the following lines Replace the example text in the first 2 lines with something appropriate for your organization name My Organization s Hooks description Module containing the CiviCRM hooks for my organization dependencies civicrm package CiviCRM core 6 x version 1 0 2 Create a new file with the extension module for instance myhooks module to hold your PHP functions 3 Upload both the info and module files to the server running CiviCRM creating a new directory for them under sites all modules for instance sites all modules myhooks inside your Drupal installation The directory name you create should be short and contain only lowercase letters digits and underlines without spaces 4 Access the Drupal Administration page to enable your new hooks module Using hooks with Joomla 237 Check the CiviCRM wiki for the most up to date information on setting up hooks with Joomlal http tiny booki cc hooks
447. to share the URL through email and other places where you are promoting the event To display an event description or registration on the website Drupal steps 1 Navigate to Events gt Manage Events and then click more gt Live Page for this event 2 Copy the URL for this event page 3 Create a Drupal menu item for this URL or paste the URL into any Drupal page Additionally you may enable a Drupal block that lists all upcoming public events To learn more go to the CiviCRM wiki http wiki civicrm org confluence display CRMDOC Event Listings To display an event description or registration on the website Joomla steps Go into the Joomla control panel Choose Menu Manager gt Your menu name Click New Expand CiviCRM gt CiviCRM Events and click the Event Info item Choose the event from the Select an Event list on the right side of the page Click Save GETTING THE URL OF A LISTING OF UPCOMING EVENTS Sir EZ 4 zs This lets you give an external organization or external website a URL that they can place anywhere on their website The only drawback is that the page will appear like the rest of your own website 1 Navigate to Events gt Manage Events 2 Click on the globe icon on the top right of the page 3 Copy the URL GETTING AN RSS FEED FOR ALL UPCOMING EVENTS This lets visitors subscribe to all your events in the RSS feed reader of their choice Also many website management systems allow a webs
448. to some contacts for example a different set of fields for male or female contacts you can modify the form s template and add client side logic using jQuery to hide show the relevant sets based on the values selected on previous fields Filing Inbound Emails to Cases Some organizations find it useful to record incoming case related emails in CiviCase For example the case coordinator for a work disability case might send an inquiry to a state agency representative and would like the reply to become part of the case story You can enable this functionality by configuring the provided Email Processor script as described here http tiny booki cc vfWO 5 Add staff members You will need to create a contact record for each staff member or service provider who will be using CiviCase to enter or view case information These individuals will also need to have a Drupal or Joomla user account For Joomla installations staff members must have back end administrator access All CiviCase functions are done within the Joomla Administrator interface 183 You should also add contact records for service providers who will be assigned case roles but will not be accessing the CiviCase system This will allow your staff to easily send emails with pertinent case and client information to these providers via CiviCase as well as record case related interactions reported by providers 184 41 EVERYDAY TASKS This chapter describes a list of
449. tration Profile Name Contact Information Used For C Profile C Search Results ei User Registration Oo View Edit User Account 2 Add the fields you want people to fill out as they register using the same process described above Make sure the field visibility is set to Public User Pages INCLUDING PROFILES IN DRUPAL S MY ACCOUNT SCREEN You can embed one or more CiviCRM profiles directly into Drupal s My Account screen This makes it easy for logged in users to review and update their information whenever they visit their My Account page To create a profile for this purpose 1 Create a new profile or navigate to an existing profile and click Settings 2 Select View Edit User Account in Used For 3 Click Save 4 Add the fields you want people to be able to edit from their Drupal My Account page NEW ACCOUNT CREATION DURING PROFILE SIGN UP If you want your constituents to create a Drupal or Joomla account when filling out a profile you can enable this with the User account registration option under Profile Settings gt Advanced Settings Anonymous not logged in users will then be invited or required to create an account when they visit the profile Logged in users will just see the profile fields Drupal user O No account create option J Give option but not required account r A t ti red EG registration ccount creation require option You must include a Primary Email Address field in the profile for this featu
450. tribution type will be assigned to paid registrations for this event Although the most common value for this field is simply Event Fee CiviCRM provides the flexibility to define multiple contribution types and assign them to different events as needed e Do you want to allow registrants to pay later by mailing in a check paying on site with cash or credit card or arranging some other payment method If so you can enable the Pay Later option and define a label and payment instructions If you keep this unchecked registrants will be required to pay by credit card 126 Configure Event Fall Fundraiser Dinner a Info and Settings Event Location Fees disabled Online Registration disabled Tell a Friend disabled Paid Event yYes ONo Payment Processor My Payment Processor H If this is a paid event and you want users to be able to register and pay online select a payment processor to use NOTE Alternatively you can enable the Pay Later feature below without setting up a payment processor All users will then be asked to submit payment offline e g mail in a check call in a credit card etc learn more Contribution Type Event Fee gt This contribution type will be assigned to payments made by participants when they register online Fee Label Event Fee This label is displayed with the list of event fees M Enable Pay Later option Check this box if you want to give users the option to submit payment of
451. trongly recommended in order to be able to quickly find the imports and if necessary delete and reimport them Home Phone 415 586 1000 415 282 5000 do not import Fatheremail rello sbcglobal net jrody yahoo com do not import Motheremail c3jon yahoo com dean tworks com do not import Grade SIS 1 1 Grade SIS School Information gt Add imported records to a new group Add imported records to existing group s Keeping Up with the Joneses Newsletter Subscribers School LV Student_Parent a Summer Program Volunteers e Create a new tag and assign it to imported records gt Tag imported records Step 4 Summary The final screen reports the successful imports along with Duplicate Contacts and Errors If you have set the import to add all contacts to a Group or Tag you can click through to see your imported contact records Import Contacts Import has completed successfully The information below summarizes the results V1 Choose Data Source V2 Match Fields V3 Preview 4 Summary Summary step 4 of 4 Total Rows 15 Total number of rows in the imported data Total Contacts 15 Total number of contact records created or modified during the import Import to Groups School 15 contacts added to this existing group 85 At this point it makes sense to check to make sure that your import has worked as expected Search for the contacts that you just impo
452. two options for registering the contact 142 Event Date s August 4th 2011 August 6th 2011 Status Role Registered Attendee View Edit Delete e Add Event Registration For people who pay later such as by sending a check or paying when they arrive at the event e Submit Credit Card Event Registration For people paying immediately with a credit card This option is available only if you ve configured a payment processor that allows direct payments through your website You can ask them for their information and enter it manually The interface for both options is very similar with the exception of those fields that record payment details amp Ms Susan Jones 8 New Event Registration SE ES Participant Ms Susan Jones Event Rain forest Cup Youth Soccer Tournament Se Include past event s in this select list Participant Role M Attendee C Volunteer C Host Speaker Registration Date 02 16 2011 E Time 04 20PM clear Participant Status Registered zj Event Source Source for this registration if applicable Event Fee s O 800 00 Tiny tots ages 5 8 1 000 00 Junior Stars ages 9 12 O 1 500 00 Super Stars ages 13 18 Event Fee Level if applicable Record Payment f Check this box to enter payment information You will also be able to generate a customized receipt Payment Information Contribution Type Event Fee zj Select t
453. ty Institute http www soros org initiatives information and again we are especially grateful to Janet Haven for pushing this forward Having secured sponsorship the CiviCRM Core team invited a group of people from around the globe to gather for a week at Lake Tahoe in California The modest goal was to transform our diverse experience of CiviCRM into a manual that we hope will help people to use this great piece of software This turned out to be an interesting and at times difficult challenge The following photo shows the people who wrote this book In the back row you are looking at Michael McAndrew London UK Tony Guzman Salt Lake City USA Brian Shaughnessy Albany NY USA Dave Greenberg San Francisco USA Yashodha Chaku Mumbai India and Adam Hyde Berlin Germany In the front row are Mari Tilos San Francisco USA Cynthia Tarascio Philadelphia USA Michal Mach Warsaw Poland and Peter Davis Wellington New Zealand In the very front is Eileen McNaughton Wellington New Zealand We came from different backgrounds had used CiviCRM in different ways and had worked with very different organisations lt was often a challenge to meld these perspectives into a cohesive whole but we hammered away at it and we think this made for a better book We had some lively discussions about important issues such as whether there is a z or an s in organis zation or a q in check que and finally agreed to use both
454. u are using CiviCRM in a different country need to store contact addresses that appear in countries other than the United States or want to use CiviCRM in another language you will need to review and update the values on this screen 46 CiviCRM has been translated into a number of different languages These translations are contributed by community members So your first step is to determine if a complete translation exists for the current version by visiting the Translation Server home page at http translations civicrm org If you find a completed translation you can download it and select it on this screen Otherwise you will need to consider whether you have resources for contributing a translation It is also possible to configure your site to support multiple languages In this mode your users will be able to choose from a list of available languages after logging in You can also create and store multi language versions of text Examples include custom field labels an online contribution page campaign information and event descriptions Further reading Localization overview http wiki civicrm org confluence display CRMDOC CiviCRM Localisation DOMAIN INFORMATION Use this screen to enter identifying information for the organization or entity which owns this CiviCRM installation The organization name and address are used to identify your organization in CiviMail mailings when you include the domain name and domain addres
455. u can always go back and make changes as needed Once you have filled out the form you have the choice of three buttons to click e Save will save the contact record and take you to the contact screen e Save and New will save the contact and clear the form so that you can add another e Cancel will discard the entered information and return you to your CiviCRM dashboard 56 THE CONTACT SCREEN The best way to understand contact management is to have a look at the different screens that are used to store and display information about contacts You can find a contact from your CiviCRM dashboard or any other CiviCRM page by entering part of their name or e mail address into the Quick search box in the navigation menu If you leave the search box blank and click the Search button it will find all the contacts in your database Below is a search for sa that has returned Sam Jones as well as other contacts with the letter combination sa E Fraddie Samuels s home Jones Sam 46367897 Jones Sam Parker Sandy Sam Samuels s home 39694937 Samuels Bill 68842635 Samuels Fraddie Samuels Milan CONTACT ACTIONS RIBBON Across the top of all contact records is an Actions Ribbon with a variety of buttons that allow you to perform actions related to the current contact Clicking the Actions button will produce a dropdown menu with a number of actions that can be performed on this contact For example you could add
456. ubmit Credit Card Contribution otal Amount 10 00 Contributions 1 Avg Amour Amount Type Source Received Thank you Status Premium Sent 10 00 Donation Online March 8th Completed View Help 2009 CiviCRM MEMBERSHIPS TAB This tab displays the memberships a contact has signed up for From this tab you are able to add memberships and submit credit card payments for memberships that require a fee You can also renew or delete memberships from the more link on each membership in the contact s existing memberships Summary Contributions 1 Memberships 1 Events 2 Activities 8 Cases 0 Relationships 4 Groups 1 Notes 1 Tags 1 Change Log 0 Voter Info 0 Grassroots Info 0 School Information 0 process a Membership on behalf of the member using their credit card Add Membership Submit Credit Card Membership Active Memberships Membership Start Date End Date Be Add Membership to record a new membership Click Submit Credit Card Membership to 5 General April 12th 2010 April 12th 2012 New Payment View Edit more gt Renew Renew Credit Card CiviCRM ID 92 Delete Powered by CiviCRM 27176 CiviCRM is openly available under the GNU Affero General Publi Download source View issues and report bugs Online documentation EVENTS TAB The Events tab displays events related to this contact whether they are events the contact has registered for attended volunteered at or is any o
457. ull However you can register now and get added E gt to a waiting list You will be notified if spaces become available M Include Map to Event Location M Public Event Include this event in iCalendar feeds M Is this Event Active After reviewing the details on this page click Save to advance to the next step When you press Save your event is created You can interrupt configuration on any subsequent page by clicking Cancel and return later to review and modify any of the event settings Any information you entered on any page will be preserved so long as you pressed Save on that page To return to a saved event navigate to Events gt Manage Events and click Configure to continue working on the event 2 Event Location The next step in event configuration is to complete the location and contact details for the event Though optional it is highly recommended that you take the time to provide these details to your potential participants If you have enabled a map link in the previous step make sure that you fully complete the address details on this page see screenshot Once you have entered an event location you can reuse it for subsequent events by clicking Use existing location and selecting from the dropdown list 125 Configure Event Fall Fundraiser Dinner a Info and Settings Event Location Fees disabled Online Registration disabled Tell a Friend disabled Use this form to configure the location and option
458. up online has greatly reduced the amount of time spent on data entry By integrating CiviCRM with Drupal and setting up user accounts contacts are able to maintain and update their own information greatly reducing administration time and improving the accuracy of the data Implementing CiviMail has made it easy to email tutors volunteers and students and removed the administrative burden of manually updating the mailing list and contact information because contacts can do their own updates The treasurer also found that it saved her from having hundreds of sent items in her email client which used to be the result of using Microsoft Office mail merges to send out email newsletters Prior to implementing CiviGrant the Wellington Circus Trust had not been effective at tracking the status of grant applications By using CiviGrant they are now able to see at a glance what grant applications had been sent and the status of each application All up the Trust estimates that installing CiviCRM has saved hundreds of volunteer hours over the course of a year After moving to CiviCRM the Trust found that both contact management and class registration were easier One issue they encountered was that some people were confused about having to reset their Drupal passwords The Trust thinks that putting more effort into the way they explained this on their website would have helped Another issue was the standard PayPal interface which was initially impl
459. upports these tasks through many event and communication tools along with its searching and reporting features Consider asking the staff people directly involved in these tasks to add a report for that event in their dashboards in order to have a direct overview directly on their homepages FOLLOWING UP AFTER THE EVENT Once your event is over you may want to evaluate the event by looking at the total number of attendees the total event fees received who hasn t completed payment for their registration and who canceled Several event reporting tools can help including the Event Participant Report the Event Income Summary Report summary and detail the Event Dashboard and search tools such as Find Participant It is worthwhile updating the status of each participant during the event or just afterward while it s fresh in your memory so you properly flag the no shows It is good practice to send an email after the event to all the participants to thank them and provide links to pictures or slides of speakers if you have published them online You might want to use this opportunity to promote a new event suggest that attendees join your organisation as a member or solicit donations for a specific campaign 118 21 CONFIGURATION This chapter assumes that you ve gone through the event planning chapter and sketched out the type of events you need to configure along with the event related data you want to collect and track Now it s
460. ur contact records have unique IDs that are also associated with the related data When you do the initial import of your contact data import these unique IDs and map them to CiviCRM s External ID field so that you can then use your original or legacy data IDs to match to the contact records records for later imports of the related data SETTING UP A CSV FILE FOR IMPORTING Example of spreadsheet csv format First Name Last Name Grade Student Number Contact SubType Father First Name Father Last Name Yonce Johns 1 Student 111 Student Meeka Colla Sophia Camp 1 Student 112 Student Jan Rodney Bel Jason 1 Student 113 Student Jilie Jason Lizzy Bell 1 Student 114 Student Martia Bell Helen White 1 Student 115 Student Karen White Isaac Bell 2 Student 221 Student Martia Bell Josie Zen 2 Student 222 Student Betty Zen Jenny Zen 2 Student 223 Student Betty Zen Anni Stinson 2 Student 224 Student Maggie Stinson Shane Stinson 2 Student 225 Student Maggie Stinson Al Jason 3 Student 333 Stucent Jilie Jason Ella White 3 Student 334 Student Karen White Greg Camp 3 Student 335 Student Jan Rodney Smita Johns 3 Student 336 Student Meeka Colla Lee Stinson 3 Student 337 Student Maggie Stinson When thinking about setting up your spreadsheet think about the data that you are collecting and plan out your column headings Keep in mind that you may need to create more than one csv file and perform multiple imports before you are finished If you plan to import
461. ur contribution page you can complete the process and return at a later time to add a profile e Can individuals contribute on behalf of an organization This is most commonly used for membership sign up pages discussed later e Do you want to allow people to pledge a certain amount as they contribute A pledge is a commitment to give a certain amount over a certain period of time for instance a fixed amount deducted from a credit card every month Pledges are a great way to allow your supporters to provide long term support to your organization e What are the amounts you want people to choose from Some organizations call these donation levels and they re important because they give a potential donor a range and suggestions of what to give You may also allow donors to complete an other amount field and ignore your predefined giving levels e What text do you want to appear in the following o The introduction of the contribution page o The footer of the contribution page o The text for the thank you page o The automatic email receipt sent to the contributor optional e Do you want to enable the tell a friend feature This allows donors to forward the page to friends which can be very powerful in spreading your message throughout their social networks e Do you provide premiums such as T shirts or tote bags to donors who give a certain minimum If you do be sure to set up your premiums within the CiviCRM administration pages fi
462. ur organization allows organizations as well as individuals to become members you will need to allow individuals to join on behalf of an organization Depending on your membership structure you may want to require this behavior Campaign Fundraising Page In addition to the questions in the previous sections about how the contribution page will be used and what information it will capture CiviCRM includes some exciting features for campaign fundraising purposes e The campaign contribution page can have a start and end date along with a goal You can then create a widget to embed on your website to show the progress of the campaign toward the goal see the following screenshot Info _ About ISCH EH ee E Raised 0 00 of 100 00 e Wouldn t it be great if your constituents could do some of the fundraising for you CiviCRM has a feature called Personal Campaign Pages PCPs that allows you to let people create their own fundraising page for your organization This means that a donor after donating to your organization can elect to create a page with her own photo text and personal information She can then send a link to the page to her friends soliciting support for your organization This is a powerful way to widely and quickly spread the message about your campaign When someone donates through a personal campaign page a soft credit is given to the owner of the page to recognize the role she played in the contribution CiviCont
463. urund Jalmi 2010 Michael Gross 2009 Michael Lenahan 2009 Michael McAndrew 2009 2010 Tony Guzman 2009 PROFILES adam hyde 2009 2010 Modifications Alice Aguilar 2010 Andy Oram 2009 Brian Shaughnessy 2009 David Greenberg 2009 2010 Eileen McNaughton 2009 helen jamieson 2010 jay maechtlen 2009 Kurund Jalmi 2010 Kyle Jaster 2010 Mari Tilos 2009 2010 Michael McAndrew 2009 2010 Michal Mach 2009 Peter Davis 2009 Tony Guzman 2009 Yashodha Chaku 2009 CONFIGURING adam hyde 2010 Modifications David Greenberg 2010 helen jamieson 2010 Kyle Jaster 2010 Lachlan Musicman 2010 xavier dutoit 2010 PLANNING adam hyde 2010 Modifications David Greenberg 2010 helen jamieson 2010 Kyle Jaster 2010 Lachlan Musicman 2010 xavier dutoit 2010 EVERYDAY TASKS 280 adam hyde 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 David Greenberg 2010 helen jamieson 2010 Kyle Jaster 2010 Michael McAndrew 2010 xavier dutoit 2010 CIVICOMMUNITY adam hyde 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Jack Aponte 2010 Michael McAndrew 2010 EXTENDING CORE DATA Michael McAndrew 2010 Modifications adam hyde 2010 Andy Oram 2010 David Greenberg 2010 Erik Hommel 2010 helen jamieson 2010 Kurund Jalmi 2010 Manuel Schmalstieg 2010 Mari Tilos 2010 xavier dutoit 2010 CONFIGURING adam hyde 2010 Modifications Alice Aguilar 2010 Andy Oram 2010 Michael McAndrew 2010 PLANNING
464. use CiviContribute and want to allow online contributions enable this permission by checking the box e View event info and Register for events If you plan to use CiviEvent and want to allow online event registration enable both of these permissions e Profile listings and forms If you want to collect contact information from constituents or expose a searchable directory using a profile you must enable this permission e Access all custom data You must enable this permission for any role which you want to view or for which you want to edit custom data fields This permission sounds like one that should be given out with care but in reality most sites give this permission to anonymous users because it is required for simple tasks like filling in information about themselves in the data fields you include in the event registration process If your site uses Profiles that include custom fields make sure the roles that need to access these Profiles have this permission Now that you have reviewed all the basic configuration tasks you re ready to begin exploring the ways in which you can record and use contact data SYSTEM WORKFLOW TEMPLATES Review and modify the templates used for system generated emails including contribution receipts and event registration confirmations GETTING AROUND Menu and dashboard Contacts Groups and tags Searches and actions Importing Data into CiviCRM Deduping and Merging Exporting
465. using and documenting the software Our community includes the CiviCRM core team people at the non profits that use CiviCRM consultants working with a number of non profit organizations programmers and developers power users volunteers and community organizers We are also closely related to many other open source projects Each member of the community interacts with CiviCRM in their own way working to improve the software and how we organize ourselves The strength of community comes from this diversity and the ease with which someone can join us and means that we are constantly changing and improving often in unexpected ways Like all communities your membership is characterised by your interactions If you treat others well have some fun and help others then you can expect to enjoy being a member of the CiviCRM community But if you are prone to complaining or don t use a respectful tone in communications or if you see the community just as a resource and not as a collection of very kind generous and clever people then you are probably not going to get much of a response Treat people well and you can find the CiviCRM community fun and rewarding HISTORY CiviCRM started in 2004 by Dave Greenberg Donald Lobo and Michal Mach The founders had a lot of previous experience working with non profit organizations and tools The group was influenced very early by Zack Rosen and Neil Drumm who convinced them to use Drupal as a fundamenta
466. using complicated price structures for events For example you can charge for different elements of an event PRIMARY LOCATION The information that a constinutent wants to be used as their main point of contact for mailings etc 274 PROFILES A central concept in CiviCRM In essence a subset of fields See the chapter on Collecting and Sharing Data for a full explanation PROPRIETARY SOFTWARE Also called closed software or closed source software Software licensed so that you cannot access the source code and modify it without first coming to an agreement with the authors See also open source software PROTOCOL An agreed upon method of doing something HTTP and SMTP are two examples one being an agreement on how to transfer website data across the web the other an agreement on how email will be transferred across the web RADIO BUTTON An element of a web based application user interface that allows the user to choose only one of a predefined set of options Usually indicated by a white circle that can be filled with a click RECAPTCHA A common tool for testing whether a user is a human or a computer used to prevent spam REQUIREMENTS The things that you require a particular software application to do RICH TEXT EDITOR A text editor that allows you to add formatting such as bold italic and underline to text as opposed to just plain text ROOT DOMAIN The raw URL of a website without www or any other
467. ussed in more detail later in the following chapters of this Events section Event Type Participant Role Participant Status Price Set Payment Processor Send Email Settings Event Templates Additional Custom Data and Profiles Email Message Templates Participant Listing Templates CREATING THE EVENT e e e e e e e e e e In addition to planning the configuration you will need you may want to ask some questions to help you make some decisions about the details of your event Will this be a paid event Will you charge multiple fees such as fees for additional sessions or meals Are you restricted to a maximum number of participants Will there be a wait list if the maximum number of registrations is exceeded Will you allow a contact to register multiple people Will you allow online registrations to the event through a website Will you be emailing participants to confirm their registrations Will you be publishing a listing of the participants Is there specific information you want to collect about participants e g food and lodging preferences o o o o o e e Thinking about the structure of your event and how you want a person to experience the event registration will help inform whether you need to do additional configuration and how to set up the event 116 TEST DRIVING THE EVENT Once you finish configuring and setting up the details of your event you are well advised to test drive the event to mak
468. utlet You can then view and edit the Media Info Org tab TRACKING ELECTED OFFICIALS Identifying and collecting information about your elected officials could be useful for your community organizing and civic engagement work You may want to know who is an elected official in a specific district or who to contact on their staff such as the scheduler or spokesperson 209 You can tailor information about an individual elected official such as their elected position e g city council Senate etc and their role using the Elected Info custom group Use the Individual sub contact type Elected Official when you create a new contact for an elected official You can then view and edit the Elected Info tab Remember that staffers schedulers or spokespeople for an elected official can be entered as the Elected Official subtype REPORTING AND ANALYSIS There are two reports packaged with CiviEngage Walk List and Phonebank List In addition the Activity Report is enhanced to filter custom activity fields such as those associated with the custom group Call List Responses and Walk List Responses The Walk List report allows you to view print or export an individual s contact information and demographics such as Member Type Sex Age Party Registration Voter history along with response codes and notes where a volunteer can collect responses during a door knock canvass The Phonebank List report is similar to the Walk List report except
469. values CSV file If the majority of the contacts are already in CiviCRM it may be faster to do a mass registration action as mentioned earlier in this chapter Scenarios for importing registrations Your organization may be collaborating with another organization for a specific event The other organization may be handling event registration and sending you a spreadsheet after the event Another scenario is that a volunteer event coordinator who did not know that you had CiviCRM recorded event registrations using Excel or another spreadsheet program In these cases it is still important to record the event registration inside CiviCRM to help you consolidate your information and allow better interactions and reporting for the event participants in the future Steps for importing registrations 1 Prepare the data in the CSV file Make sure date fields if used are valid dates If some of the contacts are already present as contacts in CiviCRM make sure the first name last name and email address match what is already in CiviCRM 2 Differences between an imported contact s and an existing contact s information can cause a duplicate record to be created While duplicate contacts can be merged later its preferable to avoid the situation The rules for determining duplicate contacts can be defined by navigating to Administer gt Manage gt Find and Merge 3 On the navigation menu choose Events gt Import Participants FINDING AND RE
470. ve Save and New Cancel Field label What you want to appear next to the field when it is displayed to the user The text you enter here is also the label shown when you export data When using fields in a profile you can overwrite the Field Label So on this screen you can choose names that are suitable for administrators and give more user friendly names when exposing them in profiles Type 30 Custom fields can be of many different types many of which you ve probably encountered when you have filled out forms on web sites When you create a custom field CiviCRM shows you a dropdown list of types from which you can choose the type that best represents the data you plan to store The menu on the left shown open in the following figure indicates what kind of data you want to store whereas the menu on the right indicates the way you want to interact with the user Data and Input Field Type Alphanumeric gt Text gt Alphanumeric want to collect and store for this Integer bn the type of data being collected Number Money Note Date Yes or No State Province Country File Link Contact Reference Database field length Order order in which fields are displayed i Bad of higher numbers Default Value fault value for this field enter it hi Field Pre Help The types of fields are 31 e Alphanumeric i e text and number fields which can be of the following
471. ven if there is no associated contribution So to create a sign up page you need to create a Contribution page 1 Select Manage Contribution Pages from the navigation menu s Contribution link 2 To create a new page click the Add Contribution Page button 3 Follow the screens displayed by the setup wizard that starts up The following discussion focuses on options in the contribution page setup wizard which are most likely to be used for a typical membership signup renewal page 1 Title and Settings This page appears as shown in the following screenshot The option must relevant to memberships is the Allow individuals to contribute and or signup for membership on behalf of an organization checkbox 149 People not organizations visit websites so CiviCRM assumes by default that any interaction is done through an individual s contact record This becomes a problem if your membership categories are organization based To address this CiviCRM allows you to select this option and permit an individual to act on behalf of the organization she represents The membership record will then be attached to the organization s record not the individual s After checking this box you can add descriptive text and select whether signing up on behalf of an organization is optional or required ontribution type e g donation campaign contribution etc goal amount introduction and status active inactive for 1 Title 2 Amount 3 M
472. version of CiviCRM not necessary but CiviCRM is improving all the time and your users will thank you for the improved usability and functionality each time you upgrade e upgrading the CMS Drupal or Joomla e hosting TRAINING Training is a significant aspect of most CiviCRM projects Your training could take many shapes and sizes depending on your users but it often makes sense to spend resources on formal and reusable training resources user guides lesson plans and so on CiviCRM s range of functionality can be overwhelming at first especially to the less technically minded Remember that staff who were not involved in the project s early stages will need to have concepts explained clearly to them things that are obvious to you may be quite foreign to others 22 Trying to cover everything in one training session probably won t be effective your staff will need time to digest the new ideas Instead hold smaller training sessions that introduce concepts and specific functionality followed by periods of testing piloting and feedback Tailor your training for your audience not everyone needs to sit through a two hour training session on how to manage events if there is a single person responsible for event management and planning And where possible involve staff in training other staff members as this increases the sense of ownership and helps to embed learning Training is also ongoing New staff will need to be trained us
473. viCRM in the way that you want to use it and experiment with your data Up to date information for installations including troubleshooting tips is maintained at http wiki civicrm org confluence display CRMDOC Installation and Upgrades TALKING TO OTHERS WHO USE CIVICRM If you know of another organisation that uses CiviCRM talk to them about their experience Obviously the more similar they are to your organisation the better If you don t know anyone that is using CiviCRM have a look on the CiviCRM forums at case studies on the wiki or try your local non profit technology mailing list The CiviCRM forums http forum civicrm org have a few boards for people who are new to CiviCRM such as Pre installation Questions http forum civicrm org index php board 5 0 html Remember that the forums are staffed mainly by volunteers so you will get a better response if you spend some time formulating an easily answerable question You can also search the forums and browse for questions that others have asked If you wish to ask questions or contribute to the discussions you must register first TALKING TO CIVICRM CONSULTANTS Another option to help you understand CiviCRM is to make use of a professional The CiviCRM website lists professional vendors and consultants that can walk you through CiviCRM http civicrm org professional and there are many others you may find a local website company who has experience with CiviCRM Con
474. viCRM s templating engine that it should ignore everything that comes next until it sees literal This is needed because JavaScript uses the curly brace character and Smarty will become very confused if we don t tell it to relax beforehand e In this specific example the tag to be checked had 6 as its id so adjust appropriately if you re following along at home e entity_id literalH contactldHliteral means that contactld is a smarty tag and is replaced by a number the id of the contact e When the contact has been tagged the function success is called and it removes the To be checked button from the toolbar e It might be even better to have the button create a new activity To be checked that is assigned to the person responsible for checking contacts The API to call would be civicrm_activity_create The details of the parameters for the actual implementation is an exercise left to the reader Ajax behind the scenes It is useful to know what happens when you use the Ajax interface to help you debug problems with it The crmAPI call accesses a URL like this for Drupal with clean URLs enabled http eg org civicrm ajax rest fnName civicrm lt entity gt lt action gt amp json 1 amp paraml xxx amp param2 yyy To create a tag for example the following URL gets accessed http eg org civicrm ajax rest fnName civicrm tag create amp json 1 amp name example amp description direct Tip In order to test an
475. vity Dates enter a range by filling in both date fields or search for activities performed on a specific date by filling out the first date only e Activity Type for instance to find all Follow up activities select Follow up from the list e Deleted Activities available to people with permission to view deleted activities Once you have selected your search criteria click the Search button to the right and the table will automatically filter out all of the activities not matching your criteria v Case Activities Searth Filters Reporter Role Status E Ti Scheduled ES Activity Dates From To Activity Type a E HA Medical evaluation z ADDING AND MANAGING ACTIVITIES Several tasks are commonly performed on activities After performing the necessary work click the Save button to save the activity and be sent back to the case page or Cancel to discard your work To add a new activity to a case 1 Navigate to the case either using Find Cases or via the Cases Dashboard 2 Choose an activity type from the select list labeled New Activity 3 Click Go 4 Fill out the activity form The Client field will be pre populated with the case s client data To send a copy of the activity to anyone with a case role for the case 1 Open the Send a Copy area 2 Check the contacts or case roles whom you would like to be alerted about this activity To schedule a follow up activity 1 Open the Schedule F
476. w Only O If checked users can view but not edit this field NOTE View Only fields can not be included in Profile Search for Visibility Public Pages and Listings Is this field hidden from other users User and User Admin Only Public Pages or Public Pages and Listings When visibility is contact in order to locate other contacts with the same value s Searchable M Do you want to include this field in the Profile s Search form Linking to your Form Once your profile sign up form is built it is ready to be used There are several ways to do this 38 e Drupal if you intend to give your volunteers access to some back office CiviCRM functions you can add an item to the CiviCRM navigation menu which links to this form from Administer gt Customize gt Navigation Menu These users will need be given the access CiviCRM permission Drupal create link s to the form using the following path http www myorganization org civicrm profile create reset l amp gid N where N is the ID of the profile each profile has a unique numeric ID which you can find by going to Administer gt CiviCRM Profile and checking the third column of the table Drupal create a link or a menu item for logged in users to edit their own information If they are logged in and go to the profile URL the fields of the profile will be prepopulated and they will be able edit any fields needing updating The URL path here is http www myorga
477. ways included MISCELLANEOUS VERSION CHECKING RECAPTCHA USE TRASH LOGGING Use the Miscellaneous Settings screen to configure and control the following behaviours 49 e Dashboard Cache Timeout The number of minutes to cache dashlet content on the dashboard e Contact Trash and Undelete If enabled deleted contacts will be moved to the trash instead of being destroyed Users with the proper permission are able to search for the deleted contacts and restore them or delete them permanently e Logging If enabled all actions performed on non cache tables will be logged in the respective log tables By default these tables will be created in the same database However you can configure CiviCRM to write logging tables to a different database by editing your site s civicrm settings php file Specify the separate logging database in the CIVICRM_LOGGING DSN setting After enabling this feature you can review changes to contact records using the Contact Logging Report Go to Reports gt Reports Listing gt Contact Logging Report Summary e Version Checking and Statistics Reporting This feature automatically checks the availability of a newer stable version of CiviCRM New version alerts are displayed on the main CiviCRM Administration page Statistics about your CiviCRM installation are also reported anonymously to the CiviCRM team to assist in prioritizing ongoing development efforts The following information is gathered CiviCR
478. website where visitors can make online donations using credit cards OPEN ID 273 A convenient free system to use a single digital identity across the internet OPEN SOURCE SOFTWARE Software with source code that is publicly available as opposed to proprietary software see also FLOSS Open source software is based on the philosophy that sharing and collaborating on code leads to better software and greater benefit for everyone PAYMENT INSTRUMENT Medium or method that is used for online payments PAYMENT PROCESSOR A company usually a third party appointed by a merchant to handle credit card transactions for merchant banks A payment processor is required to handle online transactions through a system such as CiviCRM PERMISSIONS Allow you to limit access for different users to different parts of the system PERSONAL CAMPAIGN PAGES A feature of CiviCRM that can be enable to allow constituents to create their own fundraising pages PHP The programming language in which the majority of CiviCRM is written PING Sending and receiving small amounts of data to and from a server often used to measure the response time across the network POINT PERSON Someone given the responsibility to keep their eye on a certain issue PREMIUM A gift that can be offered to contributor in exchange for donation CiviCRM allows offering premiums as a part of the donation gathering process PRICE SETS A way of storing and re
479. y activities add attachments and assign case roles Alternatively clicking Save and New save the case and resets the form so that you can add further new cases uninterrupted this is particularly useful if you are doing data entry Clicking Cancel discards the case data you have entered and sends you back to the CiviCRM dashboard ASSIGNING CASE ROLES You can assign case roles to contacts who are working on the case or need to stay informed about case activities Users who have access to CiviCase and are assigned a role in the case will then see that case in their My Cases view The phone number and email address of each person with a case role will be displayed on the case making it easy to communicate with them see screenshot Add new role Homeless Services Coordinator jonesmelinda earthlink co pl 502 222 1041 ext 35 8 E Case Manager Health Services Coordinator Smith Bill 74143518 8 5 Benefits Specialist not assigned a To assign a case role to a contact 1 Click the Case Roles area to open it 2 Case roles that have not been assigned display not assigned in the Name column Click the edit icon to assign someone to that role 3 The Assign Case Role popup window will appear Begin typing the last name of the contact until you see the name in the dropdown list 4 Select the contact you want to assign to the role and click OK Generally anyone who might be assigned to a case should already be in the database
480. y likely that the CiviCRM source code is the problem and your demonstration will help us find and fix it Still no demo site can cover all possibilities So even if you can t reproduce your bug there it might still be a bug in CiviCRM It is however probably triggered by your server setup or other customisations Write to the forum and explain the problem you are experiencing If the bug was reproduced on the demo site describe exactly what you did there If not include as much information about your server setup as you feasibly can Configuration files from the web server CMS and CiviCRM will be valuable If the forum suggests you discovered a bug in CiviCRM you can report it to the CiviCRM bug tracker http issues civicrm org jira browse CRM 257 USING OLDER VERSIONS OF CIVICRM If you are using an older version and the problem you are experiencing is a bug that has been fixed in the lastest release be prepared for the answer that it is time to upgrade to the latest version Although the CiviCRM community tries to be as helpful as possible and we recognize that upgrading puts a burden on your organisation it is difficult to support multiple versions simultaneously FIXING BUGS The amount of time taken for the bug to be fixed depends on the severity and complexity of the bug It could be as quick as the same day but it could take much longer To get bug fixes the easiest way is just to download and install the latest
481. y the contact s name to remove him from the list CHANGING THE STATUS OF A CASE The case status lets you quickly determine how a case is progressing Sample status values include Ongoing Resolved Not Assigned and Urgent To change the status of a case 1 Navigate to the case from the Case Dashboard the Find Cases search form or the contact s Cases tab 2 Click Manage Case Click the edit icon next to the current status column in the Case Summary table 4 This will open the Change Case Status form an activity with an additional field called Case Status 5 Set the case status to the new status 6 Modify the other the fields as you would when editing an activity in a case Make sure to set the Status field It is required but not set by default 7 Click Save to return to the case page with a message stating that the Change Case Status Activity has been created 9 PRINTING CASE REPORTS To print a report that lists all case and case activity data 1 Navigate to the case from the Case Dashboard the Find Cases search form or the contact s Cases tab 2 Click Print Case Report in the Case Summary section Your installation may define additional reports for audit or quality assurance purposes If so you will see them listed in the Run QA Audit Redact dropdown menu REPORTING 42 What is CiviReport 43 Planning with CiviReport 190 44 Configuration 45 Every day tasks with reports 191 42 WHAT IS CIVI
482. you to search across all the information you have about your contacts For example you could find all contacts in Venezuela or all advisory group members If you specify two or more categories of information the search displays every contact that matches all the categories For instance you can combine the two criteria just mentioned to find all advisory group members in Venezuela 73 The Advanced search screen is accessible from the navigation menu Search gt Find Contacts gt Advanced Search On this screen search criteria are grouped into sections which refer to different types of data that you can search on such as address data notes and information from components such as Contributions or Events Each group of criteria is shown as a gray bar If you click on a gray bar it expands to reveal the options within that group For example if you want to search for all people in your database from 16 to 18 years old click on the Demographics bar It expands as shown in the following figure and you can specify the birth date range you are interested in Demographics Birth Dates From 05 08 1994 fz clear To 05 06 1996 FRR cear Deceased Dates From fq clear To faz clear Gender O Female O Male Ovransgender clear gt Notes gt Change Log gt Contributions gt Memberships Events gt Cases En Combining search criteria Different criteria are combined by AN
483. you ve already created for another custom field or creating a new set You can enter these values while creating the field and you can enter the values later The option s label is displayed on the form while the option s value is stored in the contact record The label and value may be the same or different If you choose to use the same set of options for several fields you will be notified when making any changes that this will affect an option set used by several fields 33 When you create a new set you have the option of initially entering up to ten multiple choice options in a table If you need more than ten options you can create an unlimited number of additional choices after saving this new field by using the Edit Multiple Choice Options link Go to Administer gt Customize gt Custom Data gt View and Edit Custom Fields gt Edit Multiple Choice Options You can go to this screen at a later date to modify the label order and active status of any multiple choice option as well as add more choices Marital Status Multiple Choice Options Single S Je Yes Edit Option View more Married M f LE Yes Edit Option View more gt Domestic Partner D ree D Yes Edit Option View more Widowed W EE D Yes Edit Option View more gt Other o D t Yes Edit Option View more gt New Option for Marital Status If desired you can also mark one of the choices as the default option Inactive options are hidden when the field i
484. your domain name already has an SPF record make sure that it includes the IP address of your CiviCRM mail server which might be a different from the host used for the web server or from your mail servers and if it doesn t add this IP address If you don t have an SPF record consider adding one You will need to add at least your mail server and CiviCRM server if they are different to the SPF record You can read more about SPF at http www openspf org CONFIGURING THE RETURN CHANNEL TO MANAGE BOUNCES You will have contacts that have invalid emails and CiviCRM can automatically receive the bounced email notifications and flag your contacts accordingly Based on the type of errors mail server is unreachable mailbox full mailbox doesn t exist dns error CiviCRM will either directly set the contact as on hold or wait until several mailings are bounced with the same error for the same contact You need to set up two things a mailbox to receive bounced email messages and a cronjob that will read periodically this mailbox and update your contacts and your mailing reports in civicrm The bounce email address is an invisible email address visible only in the email message s envelope hidden fields that precede the headers and message added by the user Choose any name you like that is meaningful to you In this example we have chosen return so the email address we need to set up on a mail server for example org is return exampl

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