Donor Profile
The Donor Profiles feature generates profiles of constituents and prospective constituents and allows updates to the database as new information is made available to advancement officers. Facilities are also available to support stewardship processes that convey appreciation to donors and enhance constituent relationships.
In order to use the Relationship Management feature, a constituent must first be located and selected via a search. Clicking a linked name in the search results displays the Donor Profiles screen, which has these tabs of information related to the constituent:
This tab provides a summary of significant data about the constituent that may include name, ID number, alternate addresses, spouse, relationships, education, employment, involvements, accomplishments, interests, giving history, contacts, news, notes, and holds.
A company's summary may include contact information, corporate data, matching policies, giving history, and contacts.
Data displayed on this tab is determined by the institution database; however, you may be able to edit certain data and submit these changes to the institution database.
This tab may provide contacts, solicitations, status, giving clubs, premiums, funding tendencies, and assigned staff related to the constituent.
Data displayed on this tab is determined by the institution database; however, you may be able to edit certain data and submit these changes to the institution database.
This tab may provide a summary and details of gifts, annual contribution history, pledge tracking, and planned giving.
Data displayed on this tab is determined by the institution database; however, you may be able to edit certain data and submit these changes to the institution database.
This tab may provide patron, grantmaker, recipient, and related staff information of initiatives and grants associated with the constituent.
Data displayed on this tab is determined by the institution database; however, you may be able to edit certain data and submit these changes to the institution database.
You can add, update, order, and delete these tabs or grant permissions to selected Campus Portal roles to work with these tabs. Users with access to this feature can use it to submit information about constituents to the J1 Desktop database. This type of update is possible for much, though not all, information about an individual. For each category that can be updated, edits can be submitted in one of two ways:
Customizable Form Builder 2.0 forms (Direct Update Forms) which are automatically updated in the J1 Desktop database upon submission
A text box into which changes can be detailed and submitted (via a Notes update); these updates are saved to the Campus Portal database, and can later be reviewed and submitted to J1 Desktop using the Donor Profiles feature; additionally, a user must review the submitted information through the Process Internet Submissions window and make the changes accordingly. Any use with access to the feature can submit updates but only authorized users can submit notes to J1 Desktop.
Direct Updates Forms Versus Notes
When users update information about constituents via the Donor Profiles feature, they do it using one of two tools: Direct Update Forms or Notes. The Notes tool is the method for submitting updates that was available prior to the implementation of Direct Update Forms in the Donor Profiles feature. Starting with Advancement Officer features version 1.5.1, the Direct Update Forms option is also available. When you configure the system, you decide which tool will be used for each data category in the feature.
Note
The update process is not specific to individual instances of the feature, regardless of whether you’re using Direct Update Forms or Notes. For example, if you make modifications to a Direct Update Form in one instance of the feature, those changes will be displayed every time a user displays the form, regardless of which instance the user started in. Similarly, if you set up a category to use Notes rather than a Direct Update Form, that category will use Notes in all instances of the feature.
Submit Via Notes
When the user submits a Note, there is no immediate effect on the J1 Desktop database. The data is saved within the Campus Portal instead. Before the J1 Desktop database can be updated, the following steps must take place:
A Campus Portal user must submit the Note update to the J1 Desktop system. Notes are submitted in bulk. The person doing the submission also has the ability to edit the notes before sending them.
A user working in J1 Desktop must review the information and manually update the database, if appropriate.
This approach may be preferable for those areas of information where you want to retain tighter control over your existing knowledge pool. With Notes functionality, the user who needs to update the system does so with a form like the following one. The form always looks the same, regardless of which data category the user is working with, although the data displayed in the Current Information section will differ depending upon the selected category.
Of those data categories that can be updated (those listed in the About the Categories that can be Updated section), any that are not configured to use Direct Update Forms will use Notes functionality.
Note
Submitting data through the News and general updates text box will always submit the update using the Notes method. If you wish to submit updates through a Direct Update Form for automatic processing, it is recommended that you submit the update through the Contacts category as a new Notepad note.
Submit Via Direct Update Forms
Unlike Notes, Direct Update Forms allow for immediate updating of the J1 Desktop database by any authorized user. When a category of the feature is configured to use Direct Update Forms, users update the database with a form similar to the one illustrated below. The content of the form will vary depending on the data category the user is working with and whether the form has been customized.
Advancement Officer features version 1.5.1 comes with preconfigured Direct Update Forms that are ready to use; however, you have to manually activate the forms, as described in the Activating a Direct Update Form section. As part of the configuration process, you can customize any form.
Note
The tool you use to create and modify Direct Update Forms is called Form Builder 2.0. If you are going to set up a form for a category for the first time or do substantial modifications to an existing form, you should review this document.
Note
The Direct Update Forms that are defined for each category will be used for all instances of the Donor Profiles feature, regardless of which pages the feature is on.
On the Default Screen of the Donor Profiles feature, you can enter search criteria in any of all of the following search fields:
ID
Last Name
First Name
Middle Name
Click the Search button.
If matches are found, the search results are displayed in a table at the bottom of the screen. If only one name is found, the Donor Profiles screen displays the constituent's information.
Click a specific constituent name link to display the constituent information on the Constituent Detail screen.
To clear the fields to initiate a new search, click the Reset button.
On the Default Screen of the Donor Profiles feature, enter search criteria in the Name field (Find an Organization section).
Click the Search button. Listed is a listing of all ID Numbers with this name.
If matches are found, the search results are displayed in a table at the bottom of the screen. If only one name is found, the Donor Profiles screen displays the constituent's information.
Click a specific constituent name link to display the constituent information on the Constituent Detail screen.
To clear the fields to initiate a new search, click the Reset button.
On the Default Screen of the Donor Profiles feature, click the Advanced Search link.
If you want to search for a person, click the Find a person tab.
Enter search criteria in any of the following search fields:
Personal Info
Last Name
First Name
Middle Name
City
State
ZIP Code
Telephone
Institution Info
ID
Major
Class Year
SSN
Status
Click the Search button. If matches are found, the search results are displayed in a table at the bottom of the screen. Click a specific constituent name link to display the constituent information on the Constituent Detail screen. To clear the fields to initiate a new search, click the Reset button.
If you want to search for an organization, click the Find an Organization tab.
Enter search criteria in any of the following search fields:
Name
ID
City
State
ZIP Code
Telephone
Click the Search button. If matches are found, the search results are displayed in a table at the bottom of the screen. Click a specific organization name link to display the organization information on the Constituent Detail screen. To clear the fields to initiate a new search, click the Reset button.
Conduct a search for a constituent or organization.
The list of constituents or companies that match the search criteria is displayed.
Click a name link to navigate to the Constituent Profile tab that may display Contact Information, Default Giving Relationship, Personal Data, Employment Information, Matching Companies, Giving History, etc. Other information may also be displayed.
Note
Information displayed in the personal profile is determined by privacy controls set by the Administrator or the individual constituent in the My Info feature.
You can also view additional information on the Moves Management, Giving History, and Initiatives and Grants tabs.
Conduct a search for a constituent or organization or enter an ID Number.
The list of constituents or companies that match the search criteria is displayed.
On the Advanced Constituent Search page (Search Results panel), click the appropriate name link to navigate to the Constituent Profile tab that may display Contact Information, Default Giving Relationship, Personal Data, Employment Information, Matching Companies, Giving History, etc. Other information may also be displayed.
Note
Information displayed in the personal profile is determined by privacy controls set by the Administrator or the individual constituent in the My Info feature.
Click the Research Data tab.
Data from the "primary" screening (as configured in J1 Desktop) is displayed is shown in the WealthEngine Data section.
Internal research data is shown in the Internal Research Data section (as configured in J1 Desktop).
Click the Back button to return to the Advanced Constituent Search screen.
While you are viewing constituent information, you may have been given permission to enter new information or edit existing information. The information you enter/edit is coded according to categories and is available for you to view, edit, and submit to the institution database. In turn, the Alumni/Development Office personnel will review and process the submissions and update the database.
Conduct a search for a constituent or organization.
The list of constituents or companies that match the search criteria is displayed.
Click a name link to navigate to the Constituent Profile, Moves Management, Giving History, and Initiatives and Grants tabs.
Locate the section that contains the information you want to add/edit.
If you want to enter new information:
Click the add icon for the appropriate section.
Enter the new information. The text box allows 4,000 characters.
Click the Save or Submit button.
If you want to edit existing information:
Click the edit icon for the appropriate item.
Edit the appropriate information. The text box allows 4,000 characters.
Click the Save or Submit button.
Any updates you make must be submitted to the institution database. The Alumni/Development Office personnel will then review and process the submissions and update the database.
From the Donor Profiles feature, choose the Submit Updates option from the Manage menu.
The Submit Updates screen appears and displays a list of updates that have been made.
If you want to edit the updates before submitting them:
Click the Edit icon to open the Edit Updates screen.
Change the date or edit the text.
Click the Save button.
If you want to delete updates:
Click the associated Delete icon.
You will be prompted with the following message: "Are you sure you want to delete this item?"
Click OK to confirm the deletion.
Click the Submit Updates button to actually submit the updates to the institution database.
If given permission, you can edit/delete updated information before final submission to the institution database for processing. Current information is displayed at the top of the screen.
From the Manage menu, click Submit Updates.
A list of updates previously entered is displayed. The first 50 characters of each update is displayed.
Click the Edit icon to edit or the Delete icon to delete updates.
After editing, click the Submit Updates button for submission to the institution database.
If given permission, you can set up direct updates.
From the Donor Profiles feature, click the Admin Direct Form Updates link.
The Set Up Direct Updates page opens.
By default, all categories are usable. Select the Category checkbox for each category you want to use.
If needed, you can click the Edit link to access Form Builder where you can edit the form.
The Form Builder:Name of your form screen will open for the selected category. You can make any necessary edits to the portlet.
Note
It is recommended that you preview your form via the Form Builder: Name of your form screen once any edits are made to the form in order to verify that the changes are as you wish. If the form is not currently activated, the changes will not be available for use until the form is activated. However, if your form is activated while you are in the process of updating the form, any edits you make to the form will be visible to Advancement Officers as soon as the edit is saved. Therefore, you may wish to deactivate the form while you are working on it and then activate it again once you are satisfied with the content, format, and mappings of the form.