Abila Millennium - Claremont Graduate University
Abila MillenniumAS 102 BIOGRAPHICALDATA ENTRYSTUDENT WORKBOOKABILA LEARNING SERVICESImportant Notice:The text, logos and images contained within this Training Guide,including all lectures and any supplementary materials, are protectedunder the Trademark and Copyright laws of the United States, as wellas other countries. Any downloading, reproduction or furtherdistribution of any original material within this manual without priorwritten permission of Abila is strictly prohibited. 2015 Abila
NOTICEVisit our Web site at www.abilauniversity.com, or call 1-877-879-0456 to learn about training classes that are addedthroughout the year.Information in this document is intended solely as general information with respect to common business issues and isnot to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax andaccount related questions. THE INFORMATION HEREIN IS PROVIDED “AS IS” AND ALL WARRANTIES AREEXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OFMERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANYPROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANYPRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT ISERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted bythis document. Abila may make changes to the information in this document at any time, without notice. Recipient issolely responsible for assessing the suitability of the information and assumes all risk of use. Abila and its affiliated entities. All rights reserved. Abila, the Abila logos, and the Abila product and service namesmentioned herein are registered trademarks or trademarks of Abila or its affiliated entities. All other trademarks are theproperty of their respective owners.GID: 2015.0.0.2015.01PN:
AS 102 Biographical Data EntryContentsContentsAS 102 Biographical Data EntryContents . 3Welcome. 7AS 102 Biographical Data Entry . 7What You Will Need to Understand . 8Logging In . 8Logging into Abila Millennium . 9Logging into Abila Millennium if you are logged on at another workstation . 10Logging out of Abila Millennium . 11Navigating within Abila Millennium . 11Abila Millennium Structure . 12What You Will Need to Get Started . 14What You Will Learn . 14Entering a New Constituent . 15Step 1: Performing a Constituent Search . 15Entering Constituent Search Information. 16Step 2: Assign an ID and Data Entry Information . 18IDs. 18Basic Data Input Screens . 18Data Entry Techniques . 20Data Entry Forms. 20Lookup Table Columns . 21Free Text Columns . 23Date Columns . 24Checkboxes . 25Money Text Boxes . 26ID Text Boxes . 27Step 3: Input the Basic Data Table Information . 28The Basic Data Table . 28Data Entry . 30Data Review and Edit . 31Step 4: Input the Name Table Information . 32Data Entry . 33 2015 AbilaStudent Curriculum3
ContentsAbila MillenniumStep 5: Input the Address Table Information . 35Preferred Addresses . 36Data Entry . 37Verifying Your Data . 39Notes . 43Adding Constituent Data . 45Adding Rows to a Table . 45Display the Table . 45Three Methods to Insert New Information . 46Adding Rows to Other Abila Millennium Tables . 49The Employment Table . 50Data Entry . 50Entering a Non-Constituent Company Employment Row . 54The Education Table . 56Data Entry . 56The Attributes Table . 59Data Entry . 59The Correspondence Table . 62Data Entry . 62The Relationships Table . 65Data Entry . 65Constituent Relationships . 66Linked Contact Information . 69Non-Constituent Relationships . 71Spouse/Spouse Relationships . 75Employer/Employee Relationships . 81The Circle Table . 81Circle and the Relation Tree . 85Circles Data Editing/Updating . 87The Comments Table . 89Data Entry . 89Notes . 91Coverage . 93Creating a New Coverage Record. 94Multiple Coverages . 97Spouse Coverage . 98Notes . 99Linked Rows, Secondary Table Rows and Attachments . 101Creating Linked Rows . 101Creating a Linked Row through a Primary Table . 101Display Options . 104Linking a Phone Number to an Address . 105Creating a Linked Row to Another Constituent . 110Linking Existing Rows . 112Within the Same Constituent’s Record . 113Linking Two Existing Rows between Constituents . 115Unlinking Attribute Rows . 117Secondary Table Rows . 118Display Options . 119The Citizenship Table . 1194.Student Curriculum 2015 Abila.
AS 102 Biographical Data EntryContentsData Entry . 119The Death Table . 120Data Entry . 121The Phone Numbers Table . 125Data Entry . 125The Internet Address Table . 126Attachments . 127To Link an Attachment . 128Unlinking Attachments . 129Alerts . 130Notes . 134Editing and Deleting Rows . 135Editing and Deleting Rows . 135Verifying Edits . 135Updating a Constituent’s Address Information . 136Updating Other Information . 138Deleting Rows . 138Deleting the Constituent from the System . 139Notes . 141Hypertext Links . 143Automatic Relationship Links . 143Entering a Constituent Relationship . 143Entering a Constituent Employment Row . 144Linked Addresses . 145Spouse Linked Addresses . 145Other Linked Addresses . 148Linked Business Addresses . 150Unlinking or Deleting Linked Addresses . 153Address/Employment Links . 154Inputting Linked Employment through Addresses . 154Unlinking or Deleting Linked Employment . 159Notes . 160Default Forms . 161Defining a Default Form . 162Using a Default Form during Input. 165Storing, Editing and Deleting Default Forms . 166Using Default Forms to Enter Constituents . 168Notes . 169Final Exam . 171Instructions . 171Associate’s Degree . 171 2015 AbilaStudent Curriculum5
AS102 Biographical Data EntryWelcomeWelcomeAS 102 Biographical Data EntryThe second in the Associate’s Program workbook series, AS 102 BiographicalData Entry, builds upon the foundation established in AS 101 Basic Navigation.With an understanding of how Abila Millennium’s tables are organized, how toretrieve and view data and navigate through the system, you are now ready tolearn the data entry process.AS 102 Biographical Data Entry focuses on the demographic information foundunder Biographical Data in the Abila Millennium Explorer. We will define eachof the columns in these tables and offer our suggestions for usage of thesecolumns. While we recommend that you adhere to entry standards in certain keycolumns, you’ll see that Abila Millennium provides frequent opportunities for youto design your own database by customizing the use of many available columns.You’ll begin your program by learning how to enter a constituent into thedatabase from scratch. In order to take full advantage of Abila Millennium, you’llalso learn how to establish cross reference links between rows.A very valuable tool for the data entry operator, defaults (or prototypes) allowsthe design of a template that provides standard values for mass entry of similarinformation. You’ll learn how defaults will assist you in quickly enteringidentical rows for selected constituents without retyping the information eachtime.Along with defaults, we’ll also offer tips and techniques for data management thatmay assist you in maintaining an accurate and reliable source of information foryour fundraising officers.Abila Millennium’s graphical interface and push button operations help take themonotony out of data entry. We hope you enjoy it, and have some fun! 2015 AbilaStudent Curriculum7
WelcomeAbila MillenniumWhat You Will Need to UnderstandLogging InTo enter the world of Abila Millennium, you must first understand how to log intothe system. Let’s begin with a discussion on the basic pieces of information thatare necessary to access Abila Millennium.The three pieces of information needed to access the system are user name,password, and server name. This information is provided to you by your systemadministrator. If this information has not already been provided to you, pleasecontact your system administrator before beginning. Your user name and password are case sensitive. This means you mustreproduce the exact uppercase/lowercase combination of characters;otherwise, your system will not recognize your login. Notice that as you type your password into the text box, the characters appearas asterisks. This helps to protect the confidentiality of your password.NOTE: Remember your password! Only you should know your password.Passwords should be changed occasionally for security purposes. This isespecially important for those with extensive access to Abila Millennium data.8.Student Curriculum 2015 Abila.
AS102 Biographical Data EntryWelcomeNow that we have a basic understanding of the different pieces of informationneeded to log into the system, let’s discuss how you actually log into the system.Logging into Abila MillenniumTo log into Abila Millennium via the internet, double click on the InternetExplorer icon located on your desktop or single click the Internet Explorer icon inyour quick launch tool bar.Once Internet Explorer opens up, type the name of the server in the Address bar.Abila Millennium provides you with the login form. At this point, you enter youruser name and password provided to you by your system administrator.Click Submit or press Enter on the keyboard. 2015 AbilaStudent Curriculum9
WelcomeAbila MillenniumLogging into Abila Millennium if you are logged on atanother workstationIf you attempt to log into Abila Millennium using the Internet Explorer, AbilaMillennium will present the Abila Millennium Log On form with the message thatyou are currently logged on at another workstation. At this point, enter your username, password and check Log Out then click Submit.Once the system logs you out of the other workstation, it will provide you with ablank form for you to input your information to log on from your current location.10.Student Curriculum 2015 Abila.
AS102 Biographical Data EntryWelcomeLogging out of Abila MillenniumTo log out of Abila Millennium, you MUST select Log Off in the AbilaMillennium Explorer. If you select thein the upper right corner of the webpage, the system will still recognize you as being logged into the system.Navigating within Abila MillenniumThe Abila Millennium Explorer provides one method ofnavigating within Abila Millennium. The differentsubsystems and the tables available within each subsystem areavailable along the left-hand side of the browser page.To select a table from one of the three categories ofinformation – Biographical, Giving, and Prospect – the userselects the symbol next to the area of information to expandthe menu bar. 2015 AbilaStudent Curriculum11
WelcomeAbila MillenniumAbila Millennium StructureA short explanation of the structure of a database is necessary as background.Because many of the terms will be used throughout the program, we want to takethis opportunity to discuss how Abila Millennium organizes and stores yourconstituent data, as well as provide you with some basic database terminology.We encourage you to read this section before you delve into the world of AbilaMillennium.Let’s first define some basic terms:TermDatabaseAlso Known As:N/ADefinition(1) A database is defined as a large collection ofdata stored together and organized for rapidsearch and retrieval.(2) A database may also be a program thatmanages data, such as Abila Millennium, and canbe used to store, retrieve, and sort information.TableFileA presentation of information organized in rowsand columns each describing an entity, forexample, address. The columns of a tablerepresent characteristics of the entity and a rowrepresents one instance of the entity.RowRecordA table consists of many rows which may bedefined as a standard unit of related information.For example, the address table consists of manyrows belonging to different individuals.ColumnsFieldEach individual column represents a certaincharacteristic of the table. For example, theaddress table may include such columns as:address line 1, address city, address state, addresszip code.Now that we have defined some terms, let’s begin to relate it to AbilaMillennium!12.Student Curriculum 2015 Abila.
AS102 Biographical Data EntryWelcomeAll of the data stored within Abila Millennium is collectively referred to as thedatabase. The Abila Millennium database consists of many tables such as: Basic Data Names Address Employment GiftsAbila Millennium Data Table – Basic Data (corebio) TablesAs defined earlier, each table within the database stores a particular kind ofinformation. For example: the Basic Data table holds vital statistic information;the Address table holds street, city, state and zip code information; and the Jobstable holds information regarding employment. Within each table, the way theinformation is stored may be envisioned as a set of divided shelves which makeup a bookcase, or a grid made up of rows and columns.RowsAs defined earlier, within each table, the data is further organized into a standardunit of related information called rows. What is a standard unit of relatedinformation? Well, for example, the information, 15 Buford Road, is not veryuseful unless it is associated with the applicable city and state. Of course, theresulting address row has little meaning unless it is associated with a particularconstituent.In most of the data tables, each constituent could own several rows. For instance,if a constituent obtained three different college degrees, then they couldpotentially have three separate education rows in the Schools table reflecting theinformation related to each degree. 2015 AbilaStudent Curriculum13
WelcomeAbila MillenniumColumnsEach row within a table is divided into distinct columns. Columns structure thedata for efficient data entry, storage, retrieval, and selection. For example, eachtable includes a column for the ID number of the constituent who owns the row, acolumn for the date on which the row was created, the logon ID of the operatorwho created the row, and so on.What You Will Need to Get StartedPrior to beginning this workbook, make sure you have access to the AbilaMillennium training database. If you need assistance connecting to the database,please see your System Administrator or contact our office.Ask your System Administrator for the user id, password and server you will needto conduct the training.Although printing is only minimally featured in this workbook, it is recommendedthat you establish some printing capability – if you don’t already have it. AbilaMillennium uses the default printer as established by the Windows Print Manager.We recommend that you make your own copy of this workbook so that you mayincorporate your own notes into the material.What You Will Learn 14. How to enter a constituent record How to identify and use the different types of columns How to add rows How to input linked rows and attachments How to edit or delete rows How to establish hypertext links How to define and use default formsStudent Curriculum 2015 Abila.
AS102 Biographical Data EntryEntering a New ConstituentEntering a New ConstituentStep 1: Performing a Constituent SearchThe first step in entering a new constituent into your system should be veryfamiliar to you by now – the Constituent Search. Prior to entering data, therequired constituent search provides a safety mechanism that helps preventduplicate entries into the database.Based on the name and other information you type into the Constituent SearchForm, Abila Millennium executes a search for the constituent prior to acceptingthe data for entry.If the constituent search discovers identical information in the database, thematching constituent(s) will be listed for your review.Here at Abila Millennium University, we’ve just received a donation from a brandnew donor.Before we can go ahead and enter the gift, however, we need to enter theconstituent into our database.Log on to the Abila Millennium database with your assigned User ID.Select Profiles.Our new donor’s name is Clark Kent (Yes, this will become a developing theme.)Clark lives in Williamsburg, VA 23188 and is an alumnus (Constituency Type –Alumni) of Abila Millennium University. 2015 AbilaStudent Curriculum15
Entering a New ConstituentAbila MillenniumEntering Constituent Search Information16. Enter the constituent’s name into the Constituent Search Form. While the search function does not require an exact case match, we recommendthat during the data entry process you type in the constituent’s name using thecorrect combination of upper and lower case characters. Abila Millennium will fill in the appropriate name columns later in the data entryprocess using whatever you type here in the search form. If you enter alllowercase or uppercase characters now, you will have to edit the informationlater. Save yourself the trouble. We also recommend that you set your defined display to show (as a minimum)the basic data table, the names table and the address table. These tables containthe standard information you wi
To log out of Abila Millennium, you MUST select Log Off in the Abila Millennium Explorer. If you select the in the upper right corner of the web page, the system will still recognize you as being logged into the system. Navigating within Abila Millennium The Abila Millennium Explorer provides one metho
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