Profile Types and User-Defined Fields

It is recommended that you use profile types to capture specific information about profiles that is not captured elsewhere in the system. An example of something that is not captured elsewhere is a customized list of VIP community members. An example of data that is already tracked and reportable is donation amount or grant amount.

There are seven areas users can define in profile types.

• Profile Types - Field to capture information about a group of profiles.
  • Use of this field varies widely and includes any type of profile information for which tracking and reporting may be necessary.  
  • Profiles can have many profile types.
  • CommunitySuite has some pre-populated options which can be deleted or edited.
  • Profile type examples include personas (Early Career Millennial, Gen X'er, etc.), VIP, Giving Society Member, and Seasonal Resident.
• Profile Fund Categories -Define the relationship between a profile and a fund.
  • Profile Fund Categories are used for reporting purposes and can provide context to what type of relationship the profile has to the fund.
  • They do not drive any functionality. Fund advisor statement delivery and access to the Fund Management tab of the Portal are provided through the fund advisor designation.
  • Examples include Fund Founder and Successor Advisor.
• Address Types - Enables an address type to be assigned to addresses.
  • A profile can have multiple addresses. 
  • Examples include Home, Seasonal Home, and Business.
• Email Types - Enables an email type to be assigned to email addresses.
  • A profile can have multiple emails. 
  • Examples include Personal and Business.
• Engagement Strategies - Engagement Strategies are used to segment and prioritize large groups of your database.
• Genders - Field to capture gender and pronouns.
  • CommunitySuite is pre-populated with female and male.
    • These gender descriptions can be deleted or edited.
• Tax Classes - Use to track different tax classifications.
  • Tax classes can be edited or deleted.

Create Profile Types

Delete, Archive, or Reassign Profile Types

When profile types, profile fund categories, address types, email types, engagement strategies, genders, or tax classes are deleted, there is no record of these variables on profiles outside of logs.

Profile Types

• Profile types can be deleted or archived. 
• To delete, navigate to the option to be deleted and click Delete in the left-side menu.
  • The system will tell indicate how many profiles have that profile type assigned and will provide, if applicable, the option to reassign the profiles to a different profile type.
• To archive, navigate to the option to be archived, and click Archive in the left-side menu.
  • • If this data should be retained as historical data, click Archive. 
    • If the profiles should be assigned to another profile type, select another profile type from the drop-down menu, and then click Archive. The original profile type will be deleted.

Profile Fund Categories

• Profile fund categories can be deleted with or without reassigning to another profile fund category.

Address Types

• Address types can be deleted, but each address that has that type needs to have another address type assigned. This can be done in bulk.
• Navigate to the address type to be deleted and click Delete in the left-side menu.
  • The system will indicate how many profiles have that address type and will ask which alternate address type the addresses should be assigned.

Email Types

• Email types can be deleted.
• Navigate to the email type to be deleted and click Delete in the left-side menu.
  • The system will indicate how many profiles have that email type and will provide, if applicable, the option to reassign the email type to a different email type. 

Engagement Strategies and Genders

• Engagement strategies and genders can both be deleted. 
• Navigate to the option to be deleted and click Delete in the left-side menu.
  • The system will indicate how many profiles have that engagement strategy or gender assigned. Click Yes to delete.  

Tax Classes

• Tax classes can be deleted.
• Navigate the tax class to be deleted and click Delete in the left-side menu.
  • The system will indicate how many profiles have that tax class assigned. Click Yes to delete.ant to delete.

Bulk Add Profiles to Profile Types

After creating a profile type, a custom or default report can be utilized to bulk add the profiles to the applicable profile type. The option to bulk add profiles to a profile type is dependent on the presence of the Profile ID in a report.

1. Build a custom report or run a default report.
   • The only required field is Profile ID.
     • When Profile ID is added to the report, bulk actions, including Add To Profile Type, appear in the left-side menu.
       
       
       
2. Click Bulk Actions in the left-side menu, and then click Add Profile Type.
   • Depending on the report type, the Add Profile Type option may be available without clicking Bulk Actions.
3. Check the box of the profile type to which the profiles will be added, and click Add to Profile Type.
   
   
   
4. Click [Yes].
   
   
   

The profiles can also be bulk deleted from the profile type by using the Delete From Profile Type option in the left-side menu on the custom or default report.

Additional User-Defined Fields

Relationships, grant types and philanthropic interest areas, and service areas are additional user-defined fields. If additional information needs to be captured, then consider using custom fields.