Articles in this section


  • Make Affiliate/Supporting Org Profile

    After creating an organizational profile, you can designate the profile as a supporting org. A supporting organization can be described as an organization that supports a public charity or the charitable activities of a 501(c)(4), (5), or (6) organization.

    1. Select Profiles from the Home page.
    2. Search and select an organizational Profile, or click List to select from a list.
    3. Hover your cursor over the left-side menu, scroll to the bottom, and select Affiliate/Supporting Org.
      • Note: 
        • If the Affiliate/Supporting Org button does not appear:
          • Make sure that the profile doesn't already have an Affiliate/Supporting Org designation in the Profile Is section of the profile record.
          • Make sure that the profile is an Organizational profile, not an Individual profile.
    4. Click Update to make the profile an affiliate/supporting organization.
      • Note: If you need to change the name of the organizational profile, you will need to edit the profile.
      • You will be redirected to the Affiliate/Supporting Organization record.
  • Link Funds to Profile
    1. Click Profiles from the Home page.
    2. Click List or search for the profile.
    3. Click Link Fund from the left-side menu.
    4. Enter the name of a Fund and select from the drop-down list.
    5. Enter the name of a profile fund Category and select from the drop-down list.
      • To learn how to create profile fund categories, click here
    6. Click Create.
  • Create Profile Fund Categories

    Profile Fund Categories define the relationship between a profile and a fund.

    1. Navigate to the Profiles page.
      profiles_1.png

    2. Click Profile Types in the left-side menu.
      profiles_2.png

    3. Click Add Fund Cat in the left-side menu.
      profiles_3.png

    4. Enter a Name.
      profiles_4.png

    5. Click Create.
      profiles_5.png

    Example Profile Fund Categories
    profiles_6.png

     

     

    1.  
  • Create Org Roles

    Organizational Roles (Org Roles) are used to capture a profile's relationship between your organization, and/or the other organizational profiles in your database. Org Roles are particularly useful when capturing relationships that are dictated by time and require a record.

    1. Navigate to the Profiles page.org_roles_1.png

    2. Click Org Roles/Profile Links in the left-side menu.
      org_roles_2.png 

    3. Click Add Org Role in the left-side menu.org_roles_3.png

    4. Enter the Name of the organization role.
      • Example: Board Member, Executive Director
        org_roles_4.png

    5. Click Create.org_roles_5.png

  • Bulk Remove Org Roles from Profiles

    Note: Use with caution. This feature will remove all org roles from the selected/filtered profiles.

    To remove org roles from profiles in bulk:

    • Navigate to Profiles from the Home page.
    • Select List from the left-side menu.
    • Select an Organization Role filter.
      • You must select an Organization Role filter for the Remove Org Role button to populate.
    • Select Remove Org Role from the left-side menu.
    • In the Remove Org Role from Profiles window, click Yes.
  • Import and Bulk Update Custom Fields

    Overview

    There are two ways to bring your external values for custom fields into CommunitySuite. The method that you will use will depend on your existing data. The first option is a bulk update for the custom fields within your site. This method is best utilized when you are adding custom fields to existing records where there is a lot of variability and the bulk answer option in custom reports does not fit well. The other option is adding custom fields to an import file. This is currently supported in the profile, fund and grant imports. 

    Bulk Update

    For our first example, we’re going to do a bulk update with prior names. For more detailed information on accessing custom field definitions, please refer to this article: Custom Fields Guide & Examples. For this example, we have included the field definition for the Prior Name field below:


    Bulkupdate1.png

    The most important part of the field definition for any bulk updates is the Import Code field. For the Prior Name field, the import code is "pf_priorname." This is the value that will be utilized as a column header within the bulk update template. Once you have found all of the import codes that you need for your bulk update, you will need to access the Custom Field Objects menu.


    Bulkupdate2.png

    This menu can be accessed from any page that has custom fields. For this example, the Custom Field Objects menu is located by going to Profiles, then Custom Fields. The Custom Field Objects page will show you the full list of pages available that have access to custom fields. In the left hand menu for this page, the Import option will be visible. On the Import page, you will see the below options:Bulkupdate3.png

    Yellow Warning - No Active Custom Fields with an Import Code

    A yellow warning at the top of the page will display if the import type you have selected does not have any custom fields with import codes assigned to them. This can be remedied by either adding import codes to the custom fields within that import type or by selecting an import type that has custom fields with import codes. 

    On this page, you will select the type of custom field that you are bulk updating. For the example above, that would be the profile type. Once the type has been selected, you can click Download Template to download a blank template for the bulk update. Within the empty template, the custom field import code for each custom field within the custom field type will automatically populate the top row of the spreadsheet. If you are not going to update any values within a particular custom field, it is fine to delete that column from the spreadsheet. Once your spreadsheet columns are ready to go, the next part is just adding the values. For example, with six different profiles with different prior names, your spreadsheet might look like this:


    Bulkupdate4.png

    Once all of the data has been entered for the respective columns, you will save your template and return to the Custom Field Objects Import page. From there, you will select Choose File and upload your saved template file. Finally, select Process to have CommunitySuite process your template and upload your values into your custom fields. Depending on the amount of data that is being imported, this may take some time.

    Import Data

    If new records are being imported through one of the pages mentioned above, custom fields can be added to the end of the import template to fill in that data with all of the imported content. For this example, we will continue to work with the prior name custom field. Since this field is a profile-specific custom field, you will need to go to the Profiles page and select Import from the left menu. From that page, download the profile import template by clicking Download Template at the top of the example table. Bulkupdate5.png

    Once you are working within the template, all you need to do to fill out the custom field is to add the import code as a column header at the end of the document. For the Prior Name field, you would add the pf_priorname import code at the end of the spreadsheet as seen below:


    Bulkupdate6.png

    Now, as you add data into the spreadsheet, you can input all of your values into the custom field column, and the data will be imported with the custom field filled out automatically. 

    Filling Out the Template

    A blank field will clear any values within the custom field for that id when bulk updating. If you are bulk importing any values into a multi-select field as part of new data or bulk updating data, the values need to be separated by a semicolon (e.g. "Crowley;Smith").

     

  • Custom Fields Guide & Examples

    Overview

    Custom fields are a powerful tool to address specific scenarios. This document is intended to serve both as a training aid for using custom fields in CommunitySuite and as a guide to thinking about ways to use them.

    In contrast to standard fields that exist in every CommunitySuite instance, custom fields allow each foundation to add their own fields to the database. This may be useful where specific information is being captured that does not have a designated location provided in the standard Foundant database. Because custom fields are unique to the organization, there are functional limitations that are important to understand:

    • Custom fields can be used for reporting and tracking, but cannot be used for workflows. 
    • Custom fields are partially supported in filtering. Filter lists that show a specific pre-defined list of fields (profiles, donations, grants, pledges, scholarships, general ledger) do not support custom fields. Filter lists where you see a “[filter]” link (such as in grants buckets) do support custom fields.
    • Custom field data is only available using custom reports. Standard reports will not include custom field data. As a result, custom fields work well for specific needs like basic coding of grants or coding an organization by a particular interest area where you want to be able to pull a custom report with that specific data.

    Custom fields will not pull into any financial reports nor any of the filtering within the financial reports. 

     

    Creating a Custom Field

    Let’s start with how to build a custom field. First, a custom field has to be attached to a particular system record.  A record is something that exists in the various areas of the system. Records that can have custom fields are profiles, general ledger accounts, grants, scholarships, funds, donations, split interest agreements, internal loans, invoices, opportunities and vouchers.

    A custom field is defined by going to the appropriate area for the record listed previously and clicking Custom Fields in the left menu. 

    When you click Create to add a custom field, you will see a screen like this:

    customfields_1.png

    See below for more information about each field that's available when creating a custom field.

     

    Custom Field Name

    This is the text you will see on the screen whenever someone views or edits a record.

    Choose a name that is easily understood by everyone in your organization. Avoid acronyms and abbreviations unless they are industry standard.

     

    Custom Field Type

    Custom Field Type refers to the type of data that will be contained in the field. See below for more info about each available field type.

    Dropdown
    Dropdown is used to hold a list where the user can select a single option.

    A common use would be for coding. Examples include demographic (such as age range) or population (such as ethnic background) coding. It's important to make sure the value entered is the same for each usage.

    One thing that is very important to remember when setting up a dropdown is that the order matters. Later on, you can change the value of the items in the dropdown and the system will reassign the values to any records that have that value. That reassignment is based on the order they are defined in the dropdown. For instance, let’s say you have a profile field that’s a dropdown with a list of possible values that are 1, 2 and 3. Later on, you come in and change those to A, B and C. When you do that, every profile that had a 1 will show an A, every profile with a 2 will show a B and so on. This is important to remember if you ever shift your coding.

    Values can be rearranged with the arrows or inactivated. When a value is deactivated, existing records will still show that value if assigned, but it will not be available in the list to be assigned to new records. While there is not a limit to the number of characters, you should keep your values fairly short (e.g. less than roughly 50 characters) to improve the user experience for using them as a long value can make the user need to scroll to see the whole value especially at large resolutions. 

    Multiselect
    Multiselect allows for the selection of multiple values. The same notes as Dropdown apply for changing, rearranging, inactivating values and migrating into these fields.

    It's important to consider your reporting needs before choosing a multiselect field. When you report on a multiselect field, the report will show all selected values in a single field. You can still filter for an individual value. A dropdown field is a better option if you need to have each value in a separate column in reporting.

    Nested List
    Nested List allows you to select from a list with primary and sub values (i.e. create a second level of coding).

    For example a nested list might be used for NTEE codes, or cities within a county. Like a dropdown field, you may only select a single value.

    Date Field
    Date Field allows a user to enter a date.

    This might be something like a review date or an anniversary where it can have a wide range of values. It must have a month, day and year. If you want to track something that is part of a date (e.g. birth month only), you need to use a text field.

    Text
    Text is used to hold anything that someone can type in, like a description.

    Text fields can hold long text values (up to about 65,000 characters).

     

    Description

    Description allows you to enter reference notes about how the field is used.

    This does not impact functionality or display to your users.

     

    Required

    Required means that this field must be given a value when a record is created or edited.

    We recommend using this field with caution, as it will apply to any historic record when edited.  

     

    Active

    Active means the value in a field can be set or edited.

    If there is no value, the field will not appear on the record. An inactive field will still appear on the screen if it has a value assigned, but the value cannot be changed unless the field is made active.

    All fields created within GLM or SLM are automatically marked as inactive once they are added to CSuite. The field will need to be marked as active in order for it to appear on all CSuite records. 

     

    Display Order

    Display Order allows you to change the way fields appear on the screen when there are more than one custom fields for a record type.

    By default, the system will show custom fields in the order of the name value. When the display order is set, they will appear from smallest to largest value of sort order. If more than one field has the same sort order, those will show in order of the custom field name.

     

    Import Code

    Import Code is used in two ways:

    1. Referencing the field in a template.
    2. Referencing the field value when it's imported into the system in custom migrations.

    Import Codes must have unique values. They can be left blank if a field is only going to be used on-screen and in reporting. In order to make sure the value is unique across the system, it is suggested that you use a prefix with an underscore at the beginning based on the record type. Import codes should not contain spaces or special characters such as periods, commas, ampersands, etc., as spaces are converted to an underscore. 

    Example Import Codes:

    Record

    Prefix

    Donation

    dn_

    Fund

    fd_

    GL Account

    gla_

    Grant

    gt_

    Internal Loan

    il_

    Invoice

    inv_

    Opportunity

    opp_

    Profile

    pf_

    Scholarship

    sch_

    Split Interest

    si_

    Voucher

    vch_

     

    Apply to Profile Types

    Specifies whether or not the field applies to individual, household, or organization profiles. 

    This only appears when you are creating a custom field in the Profiles area. You can select any combination of profile types.

     

    Field Design Best Practices

    One pitfall to custom fields is the risk of creating messy data over the long term. With too many or unused fields, it can become hard to find the data you need. Custom fields can become like a junk drawer, and we have a few pointers to avoid this: 

    • First, ask “Why do we need this custom field?” Will it be used to help make decisions or is it just informational/reporting? Is there a way to accomplish this in the system already without adding the field? Do you already have another field that serves a similar purpose?
      • These questions also help clarify how you would design the field. If it is informational, it is OK to have it be a plain text field where anything can be entered. But if it is going to be used for decisions or more advanced reporting, you may want to enforce particular values.
    • Next, ask “Where should I attach a field?” The simplest way to think about where you want to put it is to ask “Where would I look for this if I wanted to change the value?”
    • Also think about things like having more than one possible value. The more you add, the more you have to maintain. And once added, don’t be afraid to delete the field if it is no longer being used. 
    • Last, it's important to control who can add/delete custom fields from your list. We recommend keeping tight control of this permission to avoid over-use.

    Permissions for Custom Field Maintenance

    Custom fields have their own separate permission that can be accessed in Group Permissions (look for “Custom Fields” in the list) or from the Custom Field Objects Screen (click the permissions link). Once there, you will see something similar to this:

    customfields_2.png

    By default, the admin group has full permissions and all others have view permissions. It is highly recommended that you leave it this way. Changing it to “None” for a group will remove their ability to display the list and access details of the custom field such as the import code value, which is needed if working with the field in other areas.

    Advanced permission allows you to separate the create, delete and edit permissions as well. If you want a few people to add but only one to delete, you could accomplish this with a second group. Both groups would use advanced permissions but only one would have delete as an option (or have full which includes delete).

    Example Scenarios for Custom Fields

    Now that you know how to define a custom field, it is time to put them to use. We’re going to use a few different examples for some custom field scenarios to learn some things we can do with them.

    1. Adding a donation source to donations
    2. Grant coding and reporting
    3. Grant program workflow filtering

    Example 1: Adding a Donation Source to Donations (Basic Tracking)

    One item that has been different for foundations in terms of what (or even if) they want to track is a donation source code. For some foundations, this would be like a dropdown field, while for others it may be a multi-select field. For our example, we’ll make it a dropdown field so there is only one value.

    Let’s begin by creating the field. In your Sandbox site, go to the Donations module and click Custom Fields in the left menu. Click Create and create a field that uses what you see below.

    customfields_3.png

    In this example, Dropdown has been selected to only allow one source for the donation. If you wanted to allow multiple values, you could change it to a Multiselect. Once you have created the field, create a donation. At the bottom of the donation, you will see this.

    customfields_4.png

    You can click the [edit] link to assign a value. You can also click edit in the left menu to edit the entire record. Either one should get you a Dropdown list that looks like this.
    customfields_5.png 

    Note that you can only select one value and (other than blank) it has to be one of the values you entered as possibilities. This makes reporting easier and more consistent. In this example, it is highly probable that someone would want to see donations broken down by these source values. Since summarization is possible, we want to make sure our users are consistent with how they enter a value. Using a Dropdown enforces that consistency. 

    Important: This is one of our single most important skills when you add a custom field. Always think about how it will be used once it has been entered. Is it just being listed or do you want to summarize on this field?

    Let’s move on to our next scenario and do some reporting. In this case, we’re going to add the UN Sustainable Development Goals (or SDG) to our grant coding. We’re also going to see how to mass update a series of grants to enter in a specific answer.

    Example 2: Grant Coding and Reporting (Using Custom Reporting and Bulk Setting Values)

    In your Sandbox site, navigate to the Grants module and select Custom Fields from the left menu. Click Create and enter a field like this.

    customfields_6.png

     

    We now have a list of possible values. If we’re adding grant coding, we probably want to populate these codes on our historic grants. To do this, we need to create a custom report on grants. It doesn’t matter what fields you put in the custom report as long as Grant ID is one of them (in fact it can be the only field). Once you have created the report, add a filter to bring your list down. Most likely for this one, you would use Grantee.

    In the screenshot below, you see a quick report with ID and Grantee and then filter for the grantee “Sawgrass Nature Center and Wildlife Hospital Inc”.

    customfields_7.png

    Note the highlighted link for Set Custom Field. This link only appears if the ID is shown (so for profiles, use Profile ID, for funds use funit_id, grants use grant_id and so on…). Once you click the link, you'll arrive at a screen like this.
    customfields_8.png

    This allows you to choose which field you want to answer for everything in the report. In this case, there is only one field available. Click the link for “UN SDG”. Now you can set your answer with a screen that looks like this.

    customfields_9.png

    For this particular grantee, they work heavily with Goals 14 and 15. Check both boxes and click the Save button. Once the answers are selected, click Save. You will get a confirm box:

    customfields_10.png

    In this case, it is telling you there are 114 grants that are going to be set to the answer. Click Yes to save them or No to cancel. In this case, click Yes. You will see:

    customfields_11.png

    The answers to custom fields can take some time to populate. To avoid a browser timeout it runs as a background job. When it is finished, you can look at the job and see a detail:

    customfields_12.png

    If there are errors, the Message field will tell you what the errors are. 

    The screenshot below shows a grant report with ID, Date, Amount, Grantee and UN SDG goal with a filter for grants in 2020.

    customfields_13.png

    Note that the grant to Sawgrass Nature Center has a value while the others are empty. You could also use the UN SDG field as “Group By” to total the grants by SDG. 

    When you are using a Multiselect type of field, “Group By” will work, but each combination will result in a group. For instance, using SDG as a multiselect could result in a group that is “Goal 2”, a group that is “Goal 3” and a group that is “Goal 2, Goal 3”. This is another important consideration when deciding between a Multiselect and multiple Dropdowns. 

    If there were multiple dropdowns for SDG, you could only group by one of them. For instance, if something meets multiple goals and you want to report them separately rather than on just one of the goals, use Multiselect. If you want to assign a primary and report everything in just that primary, use multiple Dropdowns.

    Example 3: Grant Program Area Example (Custom Workflow)

    The next example illustrates how to create a program area for grants used in grant processing.

    Add this field in your Sandbox site like before. Go to the Grants module and click Custom Fields in the left menu. Click Create and create a field that uses what you see below.

    customfields_14.png

    Now, navigate into the grant Approval bucket. You’ll see several grants in this example:

    customfields_15.png

    You’ll note we don’t see the custom field here. When you are going to utilize a field as part of the process, this is when you will need to use filters. 

    Let’s say you want to work with the Panther Needs grants. First, add the field to the filter. It’s easiest by using the search. Click the Filter link (under the words Approval Grants) and type “Program” in the search area. This shows the Program Area as a result.

    Click the Program Area link and you’ll see “Add Filter Program Area” like this.

    The box for “Panther Needs” is already checked. Now click Apply Report Filter. The approval list just got shorter.
    customfields_17.png

     

    Integrating Custom Fields with GLM/SLM

    An integrated custom field is a custom field in both systems that is connected via the platform and will update from CommunitySuite to CommunityGLM/SLM and vice versa. It is vital that your CommunitySuite administrator and GLM/SLM administrator communicate and agree on which fields will be integrated and how the information will be uses, as not all custom fields should be integrated. 

    For more information on integrated custom fields please check out the article below:

    For additional help with custom fields, check out the resources below, or speak with your CSM:

    Foundant Help Menu

    • "How to Create Custom Fields"  walk-thru, which can be found in the Foundant Help Menu (question mark icon) in your sandbox and live site.

    Support Hub

  • User Profiles

    Internal Users of CommunitySuite are associated with a profile record in addition to their user designation. As a result of this, you’ll are able to track items such as title, department and other information related to the individual as a profile on a profile record.

    UserProfiles.png

    Profiles have been created automatically for all users within your CommunitySuite site. These profiles may need to be merged with existing profiles, if profiles were already created for existing users within your site before this change.

    UserProfiles2.png

    CSuite will not allow you to merge directly from a User profile. In order to merge User profiles, you will need to access the non-user profile and merge the profiles from there. 

    ACH settings will be reset when profiles are merged, and will need to be reset if profiles are merged.

    If the profiles are merged and the primary profile does not have a Stripe ID, the Stripe ID will be removed. This will cause issues relating to any online donations made through Stripe. 

    Since user names and emails are associated with the user profile, they will now need to be edited on the profile page instead of the user page. The login for any user may be edited on the user designation page. 

    UserProfiles3.png

    This change will not affect any existing permissions associated with access to users or user groups.

  • Create Profile Types

    Profile Types are used to help segment, filter, and prioritize your database of profiles. For example, if multiple profiles have a Prospective Grant Reviewer profile type, you could filter out all Prospective Grant Reviewers from your database. 

    We recommend using profile types to capture specific information about your foundation's goals and activities; that cannot be captured elsewhere in the system.

    1. Select Profiles from the Home page.
      create_profile_types_1.png

    2. Click Profile Types.
      create_profile_types_2.png

    3. Add a Profile TypeProfile Fund CategoryAddress Type, or Gender.create_profile_types_3.png

      Examples

      • Profile Type
        • Persona: Early Career Millennial
        • VIP
        • Giving Society Member
        • Seasonal Resident
      • Fund Category
        • Affiliate
        • Investment Manager
        • Scholarship Representative
      • Address Type
        • Home
        • Business
        • Summer 
        • Winter
        • Temporary
    4. Enter a Name for the profile type, fund category, or address type, then click Create.
      create_profile_types_4.png

      When adding an address type, check the box next to Work if this is a work address.

  • SSN Field

    Setting up the SSN Field

    The ability to set and clear the SSN field are separate permissions within the Profiles page. You must have these specific permissions enabled to set and/or clear. 

    To set the SSN field follow these steps: 

    1. Navigate to Profiles.

    SSN_profiles.png

    2. Search for the relevant Profile

    SSN_1.png

    3. Click [set].

    SSN_2.png

    4. Enter the SSN.

    SSN_3.png

    If you are not sure the SSN field was entered correctly, you cannot "reveal" it to see what it is. You will need to clear the field then re-enter it to make sure the SSN field is correct.

    Clearing the SSN Field

    To clear the SSN field follow steps one and two from above then click [clear] next to the SSN

    SSN_4.png


    Reporting the SSN 

    Reporting the SSN is only available in two reports: 

    • 1099 E-File Export
    • Vendors Paid Canned Report

    Permissions are separate and set either in Reports - Vendor Report Export or if you've turned on 1099 E-File in System Data then this permission would be connected to that.

  • Custom Field Types

    The dropdown field type allows you to create and customize a dropdown list that can be selected from. For example, if you would like to create a field to show which school district the grant was administered to, you could create a dropdown field like the example below. 

     

    Multiselect

    The multiselect field type allows you to create a list of options where multiple selections can be made by checking the box associated with the field. For example, this field could be utilized to show the type of grant that is being administered. Multiple selections could be chosen if required.



    Nested List

    The nested list field type allows you to create a dropdown list that has another dropdown list within it. Up to five levels of nested lists can be created. For example, if you want to designate both the type and purpose of a grant, you could utilize a nested list to create the first selection to determine the type of grant and use the second selection to further narrow it down and select the purpose of the grant. 



    After selecting the first list option, the second list will appear in the format below. Each further list will appear in a similar format, until all lists have had an option selected. 

     

    Date Field

    The date field allows you to collect a date in the MM/DD/YYYY format. 



    Text

    The text field allows you to collect any form of text information. 

     

  • Beginning Balance Profiles
    Many aspects of this article pertain only to your original migration. If you are looking for instruction on loading profiles through the Profile Import tool, those are outlined in CommunitySuite (from Home, go to Profiles, then Profile Import for instructions).

    When importing your data and setting up your CRM system there are a few key decisions to make regarding how information is kept on a profile. The following is a guide that helps delineate these decisions. 

    Householding


    CommunitySuite offers three ways to import Households for couples assuming the data provided includes the complete information needed.

    1. One Household profile per Household: Import Spouse1 and Spouse2 as one combined household profile, ie. Smith, Bob and Sally.

    Pros: All information lives in one place; you do not have to create a process document for where you store information.

    Cons: You cannot easily record information about Individuals within the Household on a combined Household profile (think donor notes, donations attributed to an Individual). You have less flexibility to contact individuals at different emails/addresses. You are limited to one Salutation and Mailing Label so contacting individuals would take manual work.

    2. Two Individual profiles per Household: Import separate Individual Profiles for Spouse1 and Spouse2 and do not create a Household Profile. You can still manually create and link Household Profiles to Individual Profiles as needed later.

    Pros: All information lives in one place; you do not have to create a process document for where you store information.

    Cons: You will not have a place where you can house joint information. You are limited to one Salutation and Mailing Label so contacting a couple would take manual work. This selection is not common.

    3. Three profiles per Household: Trifecta (two Individual and one Household): Import Spouse1 and Spouse2 as Individual profiles and as a combined household profile. In the import file, specify links between the Household profile and each Individual profile.

    Pros: You can actively track your organization’s relationship with the combined Household and differentiate the relationships you have with each Individual. You can track which Individual attended an event. You can choose to communicate with the Household via their preferred mailing address and phone number, or with the Individuals based off their preferred mailing address and phone number.

    Cons: More places to put data creates more room for error. To help alleviate this, create a process document and train staff on where and how to enter information with this system.

    These three options are available regardless of which householding structure you currently use. Importing a householding structure will likely differ from your current system, so you will want to think this through prior to your implementation.

     

    Name & Salutation Fields


    Individual Name: The name you call the person most (i.e. Jon Smith). All name components (Prefix, First Name, Middle Name, Last Name, Suffix) are separate fields. 

    Household Name: The name of the combined members of the Household. The recommended Household Name format will lead with Last Name so they'll fall in A-Z order in profile lists. Here are recommended formats: 1. Same Last Name: Smith, Jon & Jane; 2. Different Last Name: Smith, Jon & Robinson, Jan

    Organization Name: All name fields on Organizations (Organization Name, Salutation, Mailing Label) are generally the same, so choose what you'd like to display on your envelopes and letters. Unless otherwise specified, Foundant will set the same name for all three fields.

    Each row on your import file should only contain a Household Name, Organization Name or First Name and Last Name (both first and last are required to import an Individual). If you have a contact name for Organizations, you can fill in First and Last. This will create an Organization, and add First and Last to the contact fields on the Organization.

    If doing the Trifecta, put the Household Name in the Member of Household column for the two Household Members.

    Legal Name: Full name on their birth certificate (i.e. Jonathon Wright Smith). This is not required, and is intended to capture name information when what a profile goes by differs than their legal name.

    Salutation: Name that you use to address someone in a letter (i.e. Jon or Mr. Smith). 

    Mailing Label: The name that goes along with the address on an envelope (i.e. Mr. Jon Smith or Jon Smith).

    It's important to populate Salutation and Mailing Label because these are common fields used in lists and templates. 

    Additional Profile Information & Relationships


    Profile Code: This is the profile's ID in your legacy system. If your legacy system has profile ID's, this should be included. It will help match donations and grants histories to the correct profile.

    Address Information: You can import multiple phone numbers, one email and one address per profile. Additional emails and addresses will need to be manually added after your final migration.

    Work Relationships: Employment for Individuals can be captured in Work Name (employer) and Work Title (position). When Work Title is populated on Organization profiles it will populate the Contact Title field.

    Is Donor/Grantee/Vendor, etc: If you are importing donation and grant histories you do not need to add this to your profile import. Indicating which profiles are vendors is recommended. The others vary by client.

    Organizational Roles: A reportable, user defined field to designate a profile's relationship to an Organization. Org Roles have affiliated start and end dates and can be set as Active or Inactive.

    Profile Types: Could be personas of your constituents, important information, or preferences. Generally subjective qualities that are not captured in other user defined fields. There is one column for Profile Types. If you have more than one Profile Type to import, talk with your SA CSM or Migrations Specialist about your options. They vary based on whether your data has legacy profile ID's.

  • Spouse Changes | Death and Divorce

    Overview

    There are many ways to update profiles when a married couple experiences a death or divorce. This article outlines recommendations for households that have a household and two individual profiles.

    In both scenarios, review Fund Advisor and Profile Fund Category links, and determine if they are still accurate:

    • Remove fund advisor records from deceased profiles by deleting at the fund advisor level. This will remove access to online portal and prevent Fund Statements from being created.
    • Consider adding a Profile Fund Category of deceased and/or former advisors to indicate historical relationship - you will have to unlink original Profile Fund Category and set up a new link. This cannot be done with funds that have been closed.

    A Spouse Dies

    • Mark deceased spouse on Individual Profile as Deceased and enter Deceased Date when available. 
      • In order to effectively remove these records from campaign communications lists that have already been created, where there is contact information apply Do Not Mail, Do Not Email, and Do Not Phone.
    • Set household profile to Inactive or Deceased. Determine which, and document in data management procedures:
      • In order to effectively remove these records from communications lists, where there is contact information apply Do Not Mail, Do Not Email, and Do Not Phone.
    • Leave Household Name intact, leave both Individuals linked to Household Profile.
      • NOTE: The surviving spouse will be removed from any lists using the In Household No filter. If this filter is a common function in your reporting and list generation, remove the Household Member relationship link and add a profile link indicating the former relationship.
    • Process any future gifts from surviving spouse under surviving spouse record.
    • If the surviving spouse remarries:
      • Set up a new Household record for surviving spouse and new spouse.
      • Unlink surviving spouse from Household record.
      • Link surviving spouse to the new Household record.
      • Add relationship between deceased spouse and surviving spouse to indicate past relationship.
        Giving information from the surviving spouse will be reflected on their new Household record. Giving from the surviving spouse's deceased spouse and former Household record will not be reflected on their new Household record.

    A Couple Divorces

    • Un-link both spouses as Household Members
    • Mark Household as Inactive or Deceased. Determine which, and document in data management procedures.
      • In order to effectively remove these records from campaign communications lists that have already been created, where there is contact information apply Do Not Mail, Do Not Email, and Do Not Phone.
    • Add profile link between both Individuals and the Household record to indicate historical relationship.
    • Add profile link between the ex-spouses to indicate historical relationship.
    • Both are not linked to a Household at this point and can be linked to future spouses and Households if they remarry.
    • Update Individual names as relevant.
    • Household giving history will remain on the household record while individual giving history will remain with each spouse.
  • Add Profile Genders

    Add gender fields and assign them to profiles in CommunitySuite.

    Please note that CommunitySuite prepopulates male and female gender fields by default.
    1. Select Profiles from the Home page.


    2. Select Profile Types.

    3. Select Add Gender.

    4. Give the gender field a Name and click Create.

    5. The new gender field will now display on the Profile Types page, and can be assigned to a profile when editing or creating a profile.
  • Create Engagement Strategies

    Create engagement strategies to help segment your profile database for donor development and communication purposes.

    See Engagement Strategies Overview for more information about engagement strategies.
    1. Select Profiles from the Home page.



    2. Click Profile Types.



    3. Click Add Engagement Strategy.



    4. Give the engagement strategy a Name, and click Save.



      Next, assign your engagement strategies to profiles by editing a profile(s). Profiles can be edited individually, or in bulk.

  • Engagement Strategies Overview

    Overview

    Engagement Strategies are a user-defined list of fields that enables segmentation of a database for donor development and communication purposes. Unlike other user-defined fields used in profile segmentation, only one Engagement Strategy is applied per profile.

    A single profile record may have multiple attributes applied from any of these user defined fields: Profile Types, Org Roles, Profile Fund Categories, Opportunities, and/or Grant Type Interest.

    Engagement Strategies allow you to group profiles based on a variety of criteria determined by a user, and then assign them to a singular bucket for donor development and communication purposes - the singular bucket is the Engagement Strategy. This grouping allows you to easily prioritize and work with a defined group of people rather than having to repeatedly build custom lists based on a wide variety and combination of profile attributes.

    Example

    You can set up as many Engagement Strategies as you'd like (the example below lists five). The top tier is your most important constituents based on the criteria you choose. Criteria could include (but are not limited to) giving history, capacity, and service roles like board members. The next three tiers segment more constituents based on similar criteria with different thresholds. The bottom tier is everyone in your database who didn’t qualify for a higher tier.


    Engagementstrat1.png

    You can develop Engagement Strategies that align with your annual communications plan, fundraising strategy, or other initiatives within your organization. By grouping your constituents into Engagement Strategies, you can pull communications lists and create opportunities based on one data point. A sample communications plan which uses Engagement Strategies is captured below:

    EngagementStrat2.png

    Create & Assign Engagement Strategies

    After you have created your Engagement Strategy buckets in the Profile Types setup area, there are two ways to assign profiles to Engagement Strategies:

    1. In Bulk: Create a list of profiles through filter reports in Profiles or Donors, or through custom reports. Then select ‘Add To Engagement Strategy’ from the left side-bar.
    2. Individually: Select ‘Edit Profile’ from the left side-bar when viewing a profile record. Select the preferred Engagement Strategy for this profile from the drop-down and Save.

    The same methods used to assign Engagement Strategies can be used to remove Engagement Strategies from profiles.

    Since a profile can only have one Engagement Strategy, when you bulk assign Engagement Strategies through filter lists or custom reports, any Engagement Strategies that were already applied to profiles from your list are overwritten with the Engagement Strategy you’re currently assigning.

    After you’ve developed your tier criteria and set up your Engagement Strategy options, start assigning Engagement Strategies from your bottom, most inclusive tier and then work up tier by tier. This ensures that when a constituent meets criteria for more than one tier, they are in the highest tier they qualify for.

  • Bulk Update Profiles

    Save time by updating the names of profiles, addresses, phone numbers and email addresses in bulk.

    • If you're unfamiliar with this feature, please speak with your CSM before proceeding.
    • Changes made in bulk can only be corrected if you save the original data and then upload that through bulk update .
    1. Select Profiles from the Home page.Bulk_Update_1.png

    2. Click Bulk Update.Bulk_Update_2.png

    3. Select a category to update in bulk.Bulk_Update_3.png

    4. Click Download (Names, Addresses, Phones, or Emails).Bulk_Update_4.png

      A .csv file containing your profile names, addresses, phone numbers, or email addresses will download to your computer's Downloads folder.

    5. Open the .csv file and edit the desired values.Bulk_Update_5.png
      • Before making any changes to the data in this spreadsheet, we recommend saving a copy of the original version. This is the only way to revert back to your old data if there are issues with the changes you uploaded .
      • Test this in your Sandbox site before loading to Production.
      • Be extremely careful. The update will do what you tell it to do. There is no going back.
      • All of the items that you include in the file will be updated. Completely remove the items (rows) that you do not want to update before you Process the data.
      • You do not need to have all fields (columns) in a file. Only fields that you include in the file will be updated. Completely remove the whole column (including the header) if you do not want to update that field.
      • A row can only have one of first_name/last_name, org_name, household_name.
      • Upload will not check for duplicates in the import file or in existing database entries.
      • Leading and trailing spaces in all entries will be removed. i.e. (" Chris " becomes "Chris").
    6. Once all edits have been made, Save the Excel file to your computer.Bulk_Update_6.png

    7. Click Choose File.Bulk_Update_7.png

    8. Locate the updated .csv file on your computer, select the file, and click Open.
    9. Once the file has loaded, click Process.Bulk_Update_8.png

    • If you use any formulas in your editing be sure to convert the formulas to values prior to attempting upload.
    • Processing a file will create a background job – refresh this screen to check update progress and error status. If there is an error in your upload, no changes in the file will be processed in CSuite. Correct the errors and re-upload.
    • Bulk update can take a while to process – removing unedited rows and columns will reduce processing time.
    • If removing data in rows and/or columns, delete the row or column rather than clear In the Names update the following apply.
    • The Names category allows you to edit much of the native. Some additional fields available for edit include Mailing LabelSalutationPrefix/SuffixBirthdayDeceasedAnonymousEIN, and Gender.
    • The ProfileID column is required and must match an existing profile id.
    • The Type column is required and also must not have its value changed.
    • You can use Excel’s Text Join formulas to customize your salutations/mailing labels.
    • Prefix/First/Middle/Last/Suffix only apply to Individual records

     

  • Opt Out Profiles from Communications*

    If a contact requests to be removed from your communications lists or does not want to be contacted, you can simply select [Do Not Mail][Do Not Email] and/or [Do Not Call] in their Profile record. 

    If [Do Not Mail], [Do Not Email] and/or [Do Not Call] are selected for a Profile record, the Address, Email and/or Phone number will not show up on any of your lists or reports. Visually you will see the Profile contact information will be crossed out with a red Do Not Mail, Email or Call message in the Profile record.

    The Profile Address, Email and/or Phone number will remain in the database and it can be reinstated at any time by selecting [delete] next to the red Do Not Mail, Do Not EMail or Do Not Call indicators within the record. 



    Note: If you select "Do Not Email" or "Do Not Call" the email and/or the phone number will be removed from all lists and reports for all Profiles. In other words, other profiles also cannot be contacted using that specific email or phone number. However, if an address has been tagged "Do Not Mail," it will only be opted out for that profile - addresses marked Do Not Mail will work for other profiles in the system.

  • Profile Options*

    There are actions that can be performed on Profiles in the left side menu. 

    • Make House/Org allows you to change a Profile from an individual to a Household or an Organization (this is reversed if you are in a House/Org record)
    • Copy allows you to copy the record to create a new, similar profile
    • Link to Household allows you to link the profile to a Household record
    • Link Profile allows you to link two profiles together
    • Link Fund allows you to link a Fund to the Profile, such as a specific Donor
    • Add Note gives you the option to add a note to the Profile record
    • Email allows you to email the person/household/org from the system if they have an email on file
    • Attach File gives you the ability to attach a file to the Profile record
    • Add Image allows you to attach one image to the record
    • Create Opportunity allows you to create an opportunity for that specific profile
    • Merge allows you to merge the Profile record with another Profile record

    You can also add a donation, a recurring donation, a pledgeview payments or create a payment from the Profile.

  • Edit a Profile

    Edit profile contact information, and the relational data that's associated with a profile.

    1. Select Profiles from the Home page.

    2. Search for a profile, or select a profile from a List of all profiles.

    3. Click Edit.

    4. Edit the details of the profile. Descriptions of notable fields and functionality can be found below.

      Notable Fields & Functionality

         
      Work Organization Name of the profile's place of work.
      Inactive Checking the box marks the profile as inactive. This is for reporting purposes only.
      Anonymous Checking the box makes the profile anonymous to fund advisors in the Fund Advisor Portal.
      Mailing Label This field dictates how the Name will appear on printed mailing labels. 
      • For Individuals, if the field is left blank the default will be First Name Last Name.
      • If you want to add a prefix, you would enter the Name as Dr. Bob Smith.
      Deceased Checking the box marks the profile as deceased. Instead of deleting a deceased profile, mark them as deceased and retain their profile record.
      Service Area If you've created service areas, click the drop-down to designate a service area for the profile.
      Steward If you've designated members of your staff as stewards, click the drop-down to designate a steward for the profile.
      Engagement Strategy If you've created engagement strategies, click the drop-down to designate an engagement strategy for the profile.
      Default Payment Type This field designates the default payment type for a Vendor. This is helpful for when Vendors always want to be paid a certain method. Options include Check, Electronic, or ACH.
       
       
    5. Scroll down and check the box(es) to assign Grant Type Interests, and Profile Types.

    6. Once all edits have been made, click Save.
  • Bulk Link Profiles to an Organization

    You can link multiple profiles to an organization in bulk by using the Add Org Role feature.

    1. Click Profiles from the Home page.
    2. Select List from the left-side menu.
    3. Select Add Filter from the left-side menu and apply a desired filter.
    4. Select Add Org Role from the left-side menu.
    5. In the Link Profiles To Org With Org Role window, enter the organization that you want to link the profiles with.
    6. Enter the:
      • Org Role
      • Start Date - When the relationship between the filtered profiles and organization will begin.
      • End Date - When the relationship between the filtered profiles and organization will end.
        • If a profile is already linked to the organization with the given role, the start/end/active information will not be updated.
      • Check the box next to Active to indicate that the linkage is active or inactive. 
    7. Click Link.
  • Manage Duplicate Profiles

    The system creates new records for donors who give online and when staff creates a new profile. Sometimes there may be duplicate records. Both can be deleted, edited or merged as needed. Online donations will create a New Profile if the donor enters different data in any of these four fields: First Name, Last Name, Phone, Email. Therefore, you will need to regularly scan system Profiles for duplicate records. Note: work phone numbers are excluded from duplicates.


    Merging profiles cannot be undone. Be sure to double-check that the correct profiles are selected for merging before completing the process. Attachments will not be saved unless they are attached to the primary profile. 
    1. Navigate to Profiles.
    2. Click Duplicates from the left-side menu.
    3. Click on a Name, Email, or Phone Number to review the Duplicate. 
    4. From the left-side menu, select one of the following:
      • Ignore - No changes.
        • The Profile will be grayed out on the Manage Duplicate Profiles page.
        • To Unignore a Profile:
          1. Select the Profile.
          2. Click Unignore from the left-side menu.
      • Tag Merge - Adds Duplicates to the Merge Queue until the merge is approved.
        • From the Manage Duplicate Profiles page:
          1. Select Merge Queue.
          2. Within the Merge queue window, click Merge or Delete.
      • Merge - Takes you to the Merge Profile window where you can merge information from one Profile to the other.
        • In the Merge Profile window:
          1. Click Swap From/To to choose the Profile you're merging into.
          2. Click Process.
    5. After reviewing all duplicate records, select Mark As Reviewed from the left-side menu.

    If you wish to see the previous list of duplicates select List Reviewed from the left side of the screen.

    • Click Unreview to return a profile back to the Duplicates list.
  • Delete a Profile
    Before a profile can be deleted, it must be removed from Campaigns, Events, and Profile Designation (Profile Is).
    1. Navigate to the Profiles page.delete_profile_1.png

    2. Search for the Profile.
      • You can also click List in the left-side menu to find the Profile.delete_profile_2.png

    3. Click Delete in the left-side menu.
      delete_profile_3.png
  • Import Profiles
    1. Select Profiles from the Home page.



    2. Select Import from the left-side menu.



    3. Click Download Template.


      • The file will automatically download to your computer's Downloads folder.

    4. Open the .csv file and enter your data within the corresponding fields.



      • Note:
        • A row must have at least a first_name and last_name, an org_name, or a household_name. All other fields are optional.
        • You do not need to have all fields in a file.
        • A row can only have one of first_name/last_name, org_name, household_name.
        • Upload will not check for duplicated in the import file or in existing database entries.
        • Member_of_household field only applies to individual profiles (first_name/last_name), and will link the profile to that household profile if the name matches exactly and exists in this file or is already in the database. If it does not exist, the system will create a new profile for this household.
        • Work_name field only applies to individual profiles (first_name/last_name), and will link the profile to that organization profile if the name matches exactly and exists in this file or is already in the database. If it does not exist, the system will create a new profile for this organization.
        • Work_title is used when linking an individual to the work_name organization.
        • Phone numbers must be 10 digits. They can include any separators, but must contain exactly 10 digits.
        • If only one phone number is given for a record it will be marked as the primary phone.
        • If more than one phone number is given, only the main_phone entry will be marked as primary if it is defined, otherwise no phone numbers will be marked as primary.
        • Zipcodes must be valid. City and State will be populated based on the zipcode lookup.
        • Leading and trailing spaces in all entries will be removed. i.e. (" Chris " becomes "Chris").
        • If you specify an org_role you have to provide an org_role_org_name as well.
        • If profile_type or org_role does not already exist, it will be created.
        • If an org_role_org_name organization profile does not exist, a new organization profile will be created.

    5. Once all data is entered, save the .csv file to your computer.

    6. Select Choose File.



    7. Locate and select the .csv file containing your data, then click Open.



    8. Click Process to import your data.