 Andrea
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| Joined: 06 Feb 2007 |
| Total Posts: 30 |
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ID numbers
Posted: 06 Feb 2007 05:06 PM |
| I just started using ekyros. Today I've entered 3 donors. No other donors/clients/staff or records of any type have been entered as far as I can discern. However, the id number started w/ 2 went to 3 and then skipped to five. Can I do a search to figure out if I entered someone I do not recall entering? Or how do I figure out why the id # skipped to 5 if I've only entered three people into the computer? |
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Re: ID numbers
Posted: 06 Feb 2007 05:12 PM |
Hi Andrea,
The file ID's are shared between the client, staff and donor modules. if any other files were entered under client management or staff management that will increment the file ID counter. Also, if you delete a file then add a new file the old number is never re-assigned...which can also create gaps in the numbering.
hope that helps. please let me know if you have any other questions. thanks! |
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Andrea
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| Joined: 06 Feb 2007 |
| Total Posts: 30 |
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Re: ID numbers
Posted: 06 Feb 2007 05:55 PM |
Thanks, for clarifying on the numbering.
Since I just started entering data into Ekyros today I'm positive that I have only entered 3 donors and no clients/staff etc I cannot find a way to search the database to figure out if I've entered someone as # 4.Is there a way to do this?(I'm also the only one who has access to the database).
The only possibility I can think of is when I entered one of my donors, in the field for what church the donor attended I created the first and only church in that catagory. Is the church counted as a id even though it is entered as an option for the field "church" in donor information? |
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Re: ID numbers
Posted: 06 Feb 2007 07:17 PM |
You will need to run the "Files" report under each module. See steps below:
1. Run Client Files Report (Location: Client Management/Reports). Don't select any criteria, and just click "Run Report". The report will display all client files in your database.
2. Run Donor Files Report (Location: Donor Management/Reports). Follow additional steps in #1 above.
3. Run Staff Files Report (Location: Staff Management/Reports). Follow addtional steps in #1 above.
Note: a staff file was created for your user account when you were initially setup. So you should see at least 1 file under Staff Management.
Hope that helps. |
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Andrea
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| Joined: 06 Feb 2007 |
| Total Posts: 30 |
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Re: ID numbers
Posted: 07 Feb 2007 09:55 AM |
Yes it did! Thank you.
The system recorded the church I put in. I had recorded the church in under a donor's name so I did not realize it had catagorized it as its own file.
thanks |
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Andrea
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| Joined: 06 Feb 2007 |
| Total Posts: 30 |
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Re: ID numbers
Posted: 08 Feb 2007 06:31 PM |
If a donor or client is "removed/deleted" does the deleted file still count against our 2500 file cap?
I know that number cannot be reused but if their information etc is purged then will they count against us for the total files/id's we are allowed to use (in other words putting us into the next price range?) |
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Re: ID numbers
Posted: 09 Feb 2007 08:21 AM |
Hi Andrea,
I'm so glad you were able to solve the mystery! Just wanted to make sure that you know that to track this church information (in the "church" field found in client, donor, and staff) you will have to start new files for each church (and these files will all be assigned a file ID number). However, each church only needs to be added 1 time in each module (client, donor, staff), and then it can be used over and over in this "church field".
Along these same lines, in Donor Management, if these churches donate $$ to your center, you will need to use the file that's already been created to track this. In other words, you do NOT need to add another file for that church, but use the one that's already been created to track all donations and pledges.
Hope this helps clarify a bit more. Please let us know if you need any more help with this. Welcome to eKYROS!
In Him,
Sarah Miller |
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Re: ID numbers
Posted: 21 May 2008 01:55 PM |
I am a new user......
Let's see if I have this right. I am in STAFF MANAGEMENT. By trial and error, I have found that a separate file record (fileID) must be created for a CHURCH. The name of the CHURCH must be entered into the 'organization' field of the file record. Once the CHURCH record has been created, I can now refer to that record when I add another staff member who belongs to that church without creating another CHURCH record.
So, I now have three records (fileID's) in the staff file: staff#1, church#1 and staff#2.
Now, I go to DONOR MANAGEMENT.
When/if I create a DONOR record who is associated with a company that I may want to track, it is entered into the 'organization' field. Is the organization entered as a separate fileID? I think so. I may also associate this DONOR with a church. If I do, then I have to create a CHURCH record (fileID) to be used in the donor management file. The church may be the same as the one I created for the staff member (we now have two records for the same church but in different files).
So, I now have three records (fileID's) in DONOR MANAGEMENT: donor#1, organization#1, and church#1. That's three separate records for one donor.
All tolled, I have created three physical records for the center, one DONOR and two STAFF, which required three additional records to be complete.
Do all of these fileID's count in the 2500 record max? If so, we may reach the max much sooner than anticipated and have to curtail some of the fields that we may have wanted to enter.
By the way, through my trail and error, I now have gaps in the fileID numbers. Are the gaps also counted as part of the 2500 max? I really have 1 dummy client, 3 staff and 2 church records but my fileID count is at '8'. Next available is 9. Reports show 0 donors, 5 staff and 1 client. The dummy record will be deleted creating another 'hole' in the fileID numbers.
Thank you.
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Re: ID numbers
Posted: 22 May 2008 09:00 AM |
Hi Keithf,
Let me clarify a few things...
Here is the scenario you described in donor management..."So, I now have three records (fileID's) in DONOR MANAGEMENT: donor#1, organization#1, and church#1. That's three separate records for one donor."
This is not the case. By just typing in an organization to a donor's file, this does NOT create a new record for that organization. So, you can definitely track an individual donor's "organization" (like their business) as part of the same record. The only time a new record will be created for an organization is when you choose to create a record for a church or business specifically. In the scenario you described, you would have only: donor1 and church1.
With churches, these records only need to be added to the database one time, and then can be pulled on different files throughout that database. You are right that your client, donor, and staff files are completely separated. This is by design in order to provide you with role-based security.
Re: your question about file i.d. numbering...if you delete a file, this record will NOT count towards your total record count. This file i.d. number will never be reassigned to a new file, but it will no longer count as a record in your database.
Hope that helps you! :)
Blessings to you today!
Sarah |
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