Tips and Tricks (All) Archives - Page 2 of 12

UNC Aggregate Planned Giving Nodes

The following nodes are now available in the query designer and can be requested to be added to your export definitions:

UNC Aggregate Planned Giving All Time
UNC Aggregate Planned Giving By Calendar Year
UNC Aggregate Planned Giving By FY
UNC Aggregate Planned Giving By FY and Site
UNC Aggregate Planned Giving By Site

Similar to our other aggregates, these nodes show recognition, both for individuals and households. Since these display recognition amounts, they cannot be used for commitment reporting purposes. However, they provide valuable information regarding a constituent’s giving activity to UNC and specific sites.

**Please note, if a planned gift is marked anonymous and accordingly does not have recognition associated with it, it will not be included in these nodes.

UNC Constituent Academic Recognition Node

In order to provide more granularity in querying and available data for exports, we have added the UNC Constituent Academic Recognition node. All the activity that is summarized by the traditional aggregates (gift recognition) can now be accessed in detail, with additional information about the gift and designation. The full list of fields is displayed below.

Since this is the detail version of what is provided in the Aggregates, please note that only gift payment and matching gift claim recognition is returned. Pledges and Planned Gifts are not included, and gifts without recognition will not be included. And, since it is recognition, this can only be used to review a donor’s recognition and activity, it cannot be used to pull financial or reporting information.

The field named Tribute Gift is a Yes/No field that identifies if there is a tribute gift on any portion of the original gift. If a gift was split among many designations but only part of the gift has tribute information, this field will still display Yes for all recognition credits associated with that gift.

Recognition Year Counts on UNC Aggregate Academic Giving Nodes

Two new fields providing counts of fiscal year giving have been added to some of the aggregate nodes.

Total Recognition Years – This is a count of the number of fiscal years an individual has in recognition to UNC or a particular Site, PS Department or Designation.

Consecutive Recognition Years – This is a count of the recent consecutive years a donor has in recognition to UNC or a particular Site, PS Department or Designation. In order to have recent consecutive giving, a constituent must have at least had recognition in the previous fiscal year. Additional consecutive years of giving, either in the current FY or before the previous FY will be included in the count, but only if it is consecutive.

These fields have been added to the following nodes:

UNC Aggregate Academic Giving All Time
UNC Aggregate Academic Giving By Designation
UNC Aggregate Academic Giving By PS Dept.
UNC Aggregate Academic Giving By Site

Household Lookup ID and Household Dedupe ID

There are two fields in the UNC Demographic node that provide Household ID information, Household Lookup ID and Household Dedupe ID. They are available in the query designer and they have been added to most export definitions. They both are useful in different situations.

Household Lookup ID

What is it? – If a constituent is currently part of a household (spouse or partner), this will display the lookup ID for that household. Constituents in the same household will have the same Household Lookup ID. However, if a constituent is not in a household, this field will be blank.

When is it useful? – If searching for instances where both spouses are in a file, this field can be leveraged along with the Highlight Duplicate Values feature in Excel. A common example is if you are reviewing a prospecting file and you wish to identify instances where both spouses are in the file.

Household Dedupe ID

What is it? – This field will never be blank. If a constituent is in a household (spouse or partner), the Household Lookup ID will display. However, if a constituent is not in a household, then the constituent’s individual lookup id will display.

When is it useful? – This works well when using the Remove Duplicates feature in Excel. A common example is if you need to “combine the household” for a file because it will be used to send a mail piece (acknowledgements, general correspondence or events; marketing efforts have the functionality) and you don’t want to send two pieces to a single household.

Acknowledgement Process Error

Only one acknowledgement process can be run at a time; otherwise users will receive a message that another user is running the process.
On the Review Acknowledgement tab, the status indicates the current state of the process.

Avoid running an Acknowledgement process until the status shows Completed.

Change Request Manual

Watch this video for a quick demo on how to submit a change request.

Updated 2/25/2020

Below you will find the full Change Request Manual with more in-depth information.

Download printable version

The constituent Change Request Form is in the upper left corner of the screen on an individual’s or organization’s page.

Use the form to make a change request on the following:

Personal/Organization Information (Name, Gender, DOB, etc.)
Contact Information
Relationships
Other changes

DO NOT use the form for duplicate merge requests, Deceasing Requests, Special Codes, or Communication Preferences (see the end of the manual for how to request these items).

If you need to request updates on more than five records, submit a Davie Help Desk ticket and include a spreadsheet with the PIDs and updated information, rather than submitting an individual request for each one.

The form is multi-purpose, so you only need to fill out the areas you wish to change. The form below is for individuals and will be slightly different for organizations.

The Reason field at the top is required. To assist in processing your request, please provide as much information as possible. Items to Include:

Reason and context for the change
Source of the information
- If the information did not come directly from the constituent, a website for verification of the change, if possible
Additional information regarding your request that you cannot fit elsewhere on the request form
DO NOT use this area for miscellaneous change requests that do not fit elsewhere. Use the Other Changes area at the bottom of the form.

Open the poplars on the left edge of the green header bars to expand any areas you need to fill out.

Personal/Organization Information
- This section will change, depending on if you are on an individual or organization record. (See two screenshots below.)
- The Website field is for the website of the individual or organization, NOT for a link to a website that supports your change request. (Supporting links should go in the Reason field at the top of the form, shown in the screenshot above.)

Contact Information – Each area has a section to request new information be added or to edit existing information

- Addresses:
  - Add New – Use if you are:
    - Adding a new address
    - Replacing an existing address or the constituent has moved
      - If the constituent has moved, Click the Moved? checkbox in the Add New DO NOT edit the existing address in the Edit Existing list.
    - NOTE that Address Type, City, and State are required

- - Edit Existing – Use if you are:
    - Correcting an error or typo
    - Updating Type/Primary/Do Not Contact
    - Adding an End Date when there is no new address to replace the old one.
      - Note that you cannot request an End Date on a Primary address.
    - If the constituent is an individual and has a new Business Address, please provide information regarding any change in employment in the Business Relationships area.

- Phones and Emails:
  - Add New – Use if you are:
    - Adding a phone number or email
    - Replacing an existing phone or email
      - Click the Replace Old? checkbox in the Add New list. DO NOT edit the existing phone/email in the Edit Existing list.
  - Edit Existing – Use if you are:
    - Correcting an error or typo
    - Updating Type/Primary/Do Not Contact

- If you accidentally add a blank row to the Add New list, you can delete it by clicking the gray box at the left side of the row and clicking the delete key on your keyboard.

Relationships
- This section will change, depending on if you are on an individual or organization record.
- Use the free-text fields for new relationships or changes to existing relationships.
- Use the appropriate field, depending on the type of relationship.
  - For Individuals:
    - Personal Relationships – marriage, divorce, parents, children, etc.
    - Business Relationships – employment changes, retirement, etc.
  - For Organizations:
    - Relationships with Individuals – board/foundation members, employees, contacts for the org, etc.
    - Relationships with Other Organizations – parent, subsidiary, etc.
- Provide the type of relationship and be specific about who is who in the relationship.
- Provide PIDs and names of records that are in Davie.
- If the related records are not in Davie, or you cannot find them in Davie, provide full name and contact information. There is no need to submit a separate Add New Individual/Organization Request in Davie for these situations.
- If you are changing an existing relationship, be sure to specify which relationship needs to change and the related individual’s PID and name.
- Provide additional context, if needed, as relationship change requests may be complex. For example, marriages, divorces, and employment changes may require changes to addresses and other relationships, in addition to the main relationship.

Other Changes
- Use this area for any changes that do not fit in the existing areas of the form.
- DO NOT use this area to request merging of duplicate records, submit Deceasing Requests, or request updates to Special Codes or Communication Preferences. Submit these requests using the existing buttons on the constituent’s left side bar or the appropriate tabs.

When you are done filling out the form, click the Save button to submit your changes. You will receive an email summarizing the change, and another email when the request has been completed. Requests can take a few days to process, especially if they are complex. If it has been an extended time since you submitted your request, and you have not received confirmation it is complete, please submit a Davie helpdesk ticket.

Duplicate Merges, Deceasing Requests, Special Codes, Communication Preferences

The following change requests are processed outside of the main Change Request system. The screenshots indicate where to find the request buttons for these items.

Duplicate Merges

Deceasing Requests

Special Codes

Communication Preferences

UNC Tokens

Tokens is a method for recording and viewing items that have been given to a person for cultivation or stewardship purposes. There is a UNC Tokens subtab on the Documentation and Interactions tab on all constituent records. Tokens can be added individually by users or in bulk by submitting a ticket to Davie Support. Below is a brief outline of the new functionality and how it should be used.

What should go in the Tokens area?
Any significant or substantial item provided for cultivation or stewardship purposes. Tokens may best be described as what they are not.

A token is NOT something provided in exchange or as a “thank you” for a specific donation or commitment, or anything else that will affect the tax implications of a donor’s giving. All questions regarding these gifts must go to Gift Services.
A token is NOT an insignificant item that is simply part of a mailing or given to attendees of an event that is already tracked somewhere else on a constituent’s record. For example, stickers, regular pens/pencils, drink cozies, informational booklet, etc.

How do I view tokens on a constituent’s record?
All users can view tokens by visiting a constituent’s record, clicking on the Documentation and Interactions tab, and then clicking the UNC Tokens subtab. All tokens given to both the constituent and the constituent’s current spouse will be displayed. Like most lists in Davie, columns can be added and sorted, results can be filtered, and the list can be downloaded to Excel.

How do I add tokens to a constituent’s record?

To add tokens to a single record, simply click the “Add” button when viewing tokens on a constituent’s record. A form will appear displaying required and optional fields. Complete the form and click “Save”.

To add tokens in bulk, submit a Davie Help ticket using the Request Help link on the Davie portal. This is a great solution if you have 20 or more tokens that need to be added at once. The file template for batch token import is available online by visiting the Davie Portal and searching for “Tokens”.

Can I add an item that is not in the drop-down list?
The list of available items is restricted to what shows in the drop down on the “Add a token” form. Specific details can be added in the description field, which is free text. There is an “Other” option in each category to allow for more flexibility. Please send requests for adding a new category/item in a Davie Help ticket. We fully anticipate adding new items as we grow this functionality.
A complete list of available items is available online by visiting the Davie portal and searching for “Tokens”.

What else should I know about tokens?

There is a node available in the query designer (labeled Tokens). All fields are available for query.
Fundraisers and stewardship coordinators can edit existing tokens. If a token needs to be edited or deleted and you do not have the necessary permissions, simply submit a Davie Help ticket.
Token Fields and Descriptions
- Given By/On Behalf Of – (Required) Fundraiser/Stewardship Coordinator/Staff who is responsible for the prospect receiving the token.
- Presented By – (Optional) Staff member that physically presented the item. For instance, a token may have been “Given By/On Behalf Of” the Chancellor, but the token was physically “Presented By” a gift officer who is working with that prospect.
- Site – (Required) Site associated with the token
- Category – (Required) All available items belong to a category.
- Item – (Required) The actual item being given. Requests to add new values must be submitted to Davie Support.
- Date Given – (Required) Date the item was sent or given to prospect
- Delivery Method – (Required) Method used to give token to prospect
- Purpose – (Required) Reason token was given to prospect
- Quantity – (Required) Defaults to 1
- Item Description – (Optional, but encouraged) Specifics about the token (book title, design on shirt, image in a Carolina print, etc.)
- Comments – (Optional) Any additional important information, possibly about the purpose for the token or details regarding the meeting or presentation.

Links

Current UNC Token Item List
Tokens Batch Import Template found in the Batch Templates area on the Forms and Templates page

Basketball Central: Davie Training

Access:
Enter your regular Davie UN and PW. You will find the basketball central app is located under the EVENTS tab.

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Adding a request:

Click on Add Basketball Central Ticket Request.
A box will pop up where you can search for your record as the requestor (you can also search for a colleague, if you’d like the ticket request to be from them).
You will then search for the donor. NOTE: All requests must be made through Davie and all individuals/corporations/foundations must have a PID. You can request a PID to be made before you enter someone in Basketball Central, if needed. No requests will be taken via email or any other communication, not in Basketball Central.
Event is the game you would like them to be invited to. NOTE: You can put an alternate game in the comment section, or if you just want them to be invited to ANY game, you can put that as well.
Then select the number of tickets you are requesting for the donor. This goes up to 6. Please include guest names and PIDs in the comment section.
Priority ranking is how important this request is for your development shop. We want to know if you submit multiple requests for a game, who is the most important person for your school/unit, so we can help you accommodate their request.
You can select the following in Basketball Central: Tickets and Parking, Parking Only, and ACC Halftime Only (Has own tickets).
There is a box you can check if this is an “Urgent Request.” That would be a donor that is making travel plans, may be anxious to hear about tickets or someone that requires immediate attention due to their level of giving.
The comment box can be used for anything else you need to tell us about this request. This can include any mobility issues, notes about a guest of the donor, etc.

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Email Confirmation:
Once you submit a request you will receive an automated response, showing your request. Additionally once your request has been approved/denied or updated by the Administrator, you will receive an automated email with that information.

basketball3

Viewing All of your Requests:
Under the EVENTS tab, in the Basketball Central app you can click: View Ticket Requests

NOTE: This is where you will see updates about your request and any notes that the administrator has changed about your request.

FAQ:

We have a new prospect without a PID. How do I request tickets for them?
- You will need to submit a DAVIE help ticket and a have a PID created before you can submit them as a request.
What information do you need in my donor’s record to be able to approve/deny and invite them to a game?
- Ratings will be important when determining approvals and seating. You can always put in additional information in the comment box of your request.
I just need halftime access or parking for a couple of donors, do I have to submit a request separately?
- Yes, just select the halftime only or parking only option in the seating preference pull down.

Davie VPN Access

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Prospects –Prospect Plans Only on Active Records