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keywords, category and statistics-intended use for each
Posted: 17 Nov 2006 12:11 AM |
| We are having some confusion and duplication of keywords, categories and statistics. Can you explain to me the intended use for each? For example items that are for an event in a particular year, should those be a keyword or a category. We don't want to end up with a zillion categories as the years go by, but we want to be able to track it correctly. Can you give me an idea what the guidelines are for using each of those three items, please? |
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Re: keywords, category and statistics-intended use for each
Posted: 30 Nov 2006 10:26 AM |
Hi Jolias117,
To clarify, the keywords field and categories are 2 totally seperate and very different features. Here is a brief description of both keywords and categories:
1) Keywords--this optional field is most usually used to track an old file number (used in a previous software system). I have also heard of centers using this field to track a person's maiden name. The ONLY benefit to using this field is that you are able to search your files using the keywords field. So, the search feature is the ONLY reason the keywords field exists. It has nothing to do with your reports or stats.
2. Categories--this feature allows you to categorize certain groups of clients, donors, or staff. For example, in staff management you might want to set up the following categories: client advocate, board member, church liason, prospective volunteer, etc. By doing this, you can generate reports on who is in each category, rosters with address & phone number, mailing lists etc. As it is today, the categories are not tied to your statistics at all. You can only use the categories feature with Reports.
Hope this helps clarify, but please let me know if you have anymore questions!
Blessings to you,
Sarah Miller |
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Re: keywords, category and statistics-intended use for each
Posted: 05 Dec 2006 10:36 PM |
| We are trying to do everything through the Donor section because so many of our donors are also volunteers, board members, church liasons, etc. I may have more questions later. Thank you for your reply. |
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Re: keywords, category and statistics-intended use for each
Posted: 22 Feb 2008 05:52 PM |
Do you have suggestions for each of the catagories under clients, donors and staff. I am sure that you have run into this question before. Even your suggestions would give us some guidance.
Thanks! |
Tim Elliott
From the shadow of Mt. Saint Helens |
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Re: keywords, category and statistics-intended use for each
Posted: 22 Feb 2008 07:42 PM |
Hi Timeless,
You can feel free to be creative as you want with your categories. Here are a few things that I hear from centers.....
For Client:
--Potential Banquet Testimony Client
--Invite to Christmas Party
--Interested in Childbirth Class
--Active Military
--Mailing list
For Donor:
--Church
--Business
--Top Donor
--Lapsed Donor
--Master Mailing list
--Prayer Team
--Pastor
--Banquet Invite List
For Staff:
--Prospective Volunteer
--Client Advocate
--Board Member
--Church Liaison
--Fundraising Event Volunteer
--Paid Staff
--Housekeeping Volunteer
--Data Entry Volunteer
Hope this helps you get an idea. :)
Have a great weekend!
Sarah |
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Re: keywords, category and statistics-intended use for each
Posted: 23 Feb 2008 12:48 PM |
Thanks! This is very helpful. We started adding some catagories and your suggestions have prompted some new thoughts. Better to have the catagories up front than add them in later and have to edit previously added files!
Thanks again! Tim |
Tim Elliott
From the shadow of Mt. Saint Helens |
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Re: keywords, category and statistics-intended use for each
Posted: 25 Feb 2008 08:32 AM |
You're welcome! So glad I could help. :)
Sarah |
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Re: keywords, category and statistics-intended use for each
Posted: 23 Oct 2008 02:14 PM |
Back again... maybe a suggestion. I use the manual that we have printed out (thought you might like to know someone uses the manual!). I was wondering if you could make an addition. There are several forms that are filled out for each section (Clients, Donors, etc.) It would be helpful to know how that information is used. For instance (I know this is obvious), "Last Name" on the form will be used in the following reports... Batch Receipts, Donations by Designations, etc.
What I am proposing is a sample in the manual that shows how each report was created.
Show the fields instead of the populated data.
Batch Receipt would look like:
<CenterName>
Donation by Designations
From: <StartDate> To: <EndDate>
______________________________________________________________________
<FirstCatagory> (See I don't even know how this is designated)
FileID FullName Receipt# FormDate CheckNo Amount DesignationAmount
etc.
Thus we could look to see the "building blocks" that you used to create the individual forms. It would also assist us in creating new forms (Letters) and better identifying possible catagories. For instance, when we began we had a catagory of "2007 donations." Now that it is 2008 we have three catagories to replace just that one... "2008 Individual Donations", "2008 Church Donations", and "2008 Business Donations". These are generic and do not cover our Walk-a-thon, Banquet or other specific donations. By knowing how reports, stats, etc. are created we can shapen our stick (so to speak).
I hope this is clear.
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Tim Elliott
From the shadow of Mt. Saint Helens |
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Re: keywords, category and statistics-intended use for each
Posted: 23 Oct 2008 02:31 PM |
Timeless,
Thanks for your ideas! As you can tell, on each report in the system, at the far right of the page the source form is listed. This doesn't get down to the detail fields, but it will give you the general information.
We are making many updates to the system and I am happy to hear your ideas. I will include them in our feedback list for upcoming releases. There may be some exciting new reports and ways to pull data form the system, so keep checking back early next year and I am sure that you will be pleased!
Thanks again and bless you!
Tommy |
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