uwa guide to the raiser’s edge€¦ · web viewfor example: i- daughter, i- father, i- business...

UWA GUIDE TO THE RAISER’S EDGE

MODULE 3 – RELATIONSHIP MANAGEMENT

1. INDIVIDUAL RELATIONSHIPS Version: 2 Date: 12 February 2009

OVERVIEW This procedure is a step-by-step guide for managing relationships in Raiser’s Edge including:

Adding a spouse or domestic partner

Adding an individual relationship (not a spouse or a partner), and

Editing Individual Relationships

It is critical that relationships are entered accurately and completely.

If you see something that does not look correct and are unable to fix it, please alert the Office of Development Helpdesk on extension 1723 or email [email protected]

TABLE OF CONTENTS

Relationships Overview..................................................................................2

Individual Records:.....................................................................................2

Individual Records.........................................................................................3

Adding a spouse or domestic partner:........................................................3

Adding a non constituent spouse or domestic partner...............................8

Adding an individual relationship to a record (not a spouse or partner). . .10

Adding a non constituent relationship......................................................12

Education ………………………………………………………………………….15

Solicitor........................................................................................................15

Editing an Individual Relationship................................................................16

mailto:[email protected]

Constituent Management –Individual Relationships MODULE 3

Relationships OverviewThe relationships tab lists a constituents’ familial, educational, business and social associations.

Individual Records:The Raiser’s Edge tracks six different types of relationships for an individual record:

Individual These are the friends, family members and other associates of the

constituent. This information is maintained by all users of the database Organisation

These are the businesses, clubs, employers and boards that the individual belongs to. This information is maintained by all users of the database

Bank / Financial Institutions

This informations is entered by the data base team when they record financial transactions such as donations or event payments. This information is not visible to most users.

Education / Schools

These are the degrees, prizes and scholarships that the person has. This relationship type is not available in organisation records. This information is entered by the database team after the graduation ceremony. This data is visible to most users but editable only by the database team

Assigned Solicitor

These are the individuals assigned to secure donations from the constituent. This information is entered by the database team once the solicitor is approved by the Prospect Research Identification Group. This data is visible to most users but editable by the database team only

Funds

These are funds with which an individual or organisation has a special affiliation. This information is entered by the database team when they process the donations.

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Individual RelationshipsIndividual relationships are the people with whom constituents are associated in some way. They may be a spouse, family member, friend or colleague.

Individuals may have their own constituent record or exist solely as non-constituents associated to an individual. If the individual is a constituent in the database, the two records are linked together, and the relationship can appear on each other’s respective Relationships tabs.

The relationship an individual has with another person starts with “I” as opposed to an organisation which starts with “O”. For example: I- Daughter, I- Father, I- Business Associate etc.

Adding a spouse or partner has a different process compared to adding a relationship such as daughter, uncle or business associate.

Adding a spouse or domestic partner who is a constituent:

Open the person’s record. Go to the Relationships tab.

Check if the relationship is already recorded. If not, go to the Bio 1 tab. Select the Marital Status from the drop down.

Click on the Spouse button.

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You wil be asked to save the changes to the record. Click Yes to proceed

The New Individual Relationship window will display. In the search screen, enter the name of the person to be added as a spouse or domestic partner

Click on the binoculars icon next to the Surname field to find out if the spouse is already a constituent in the database.

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If the individual is a constituent in the database, the two records are linked together, and the relationship can appear on each other’s respective relationships tabs.

Enter the name of the individual into the Surname field using the asterisk (*) character between the person’s names. Please use as broad a search criterion as possible to make sure that all possible matches are found. For example search for *j*green rather than *john*green.


If the person cannot be found, If the person can’t be found click cancel. Go to Adding a non constituent spouse below. If the person is listed, highlight their name and click Open.

The constituents contact details defaults onto the record.

Tick the Head of Household box at the lower left corner of the relationship record if you consider the added person to be the Head of Household or leave blank if this is not the case.

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The Head of Household (HoH) is the person that we have the primary relationship with. Raiser’s Edge uses the HoH processing to combine the mailing to avoid duplicate mail.


In the Relationship field (right hand bottom corner), select the individual relationship such as “I- Wife”, “I- Husband” or “I- Partner. In the Reciprocal field, select the reciprocal relationship such as “I- Husband” “I- Wife” or “I- Partner”.

In the Date from field, only enter the date the relationship started s husband/wife or partner if known. However, leave blank if you do not know.

Click on the General 2 tab.

You will be asked to save the relationship. Click Yes.

Go to the General 2 tab. Un-tick the Automatically soft credit this individual for gifts at the lower right side of the window. All other fields in this tab is populated automatically, this information defaults onto the General 2 tab from the relationship’s constituent record.

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Because you are adding a spouse who is a constituent in the database, go to the spouse’s record by clicking on the arrow button. Change their marital status to Married. If you go to the Relationships tab you will see that the spouse relationship has been linked. Go to the Addressee/Salutation tab and add the Couple Addressee and Salutation

On the toolbar, click Save and Close. Return to the Bio 1 tab of the constituent record (John Citizen). Go to the Addressee/Salutation tab and select the Couple Formal Addressee and Couple Formal Salutation

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Adding a non constituent spouse or domestic partnerIf the spouse or domestic partner is not found in Raiser’s Edge, they become a non-constituent record associated to that individual.

1. Select the Marital Status from the drop down

2. Click on the Spouse button

3. You will be asked to save the changes to the record. Click Yes to proceed.

4. Enter the first name, middle name, title, suffix, preferred name and former name if applicable. Enter the address and any phone numbers you have of the spouse.

5. The Spouse checkbox on the lower left hand side will be ticked even if they are in a de-facto relationship. The non constituent can be identified by the Surname field which will not be ghosted out.

In the Relationship field (right hand bottom corner), select the individual relationship such as “I- Wife”, “I- Husband” or “I- Partner. In the Reciprocal field, select the reciprocal relationship such as “I- Husband” “I- Wife” or “I- Partner”.

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In the Date from field, only enter the specific date the relationship started as husband/wife or partner if known. You can also enter a year such as 1998 if you are not sure of the exact date. However, leave blank if you do not know.

You will be asked to save the relationship. Click Yes.

You will be asked to check for duplicates. This is a double check function to avoid duplication of data. However, as you have already determined that the person does not exist in Raiser’s Edge as a constituent, simply click Save to exit from this window

In the General 2 tab, enter additional information for the spouse, such as Gender, Birth date, Addressees and Salutation, and Guest Saluation

On the toolbar, click Save and Close. You return to the Bio 1 tab of the constituent record.

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Select the Couple Formal Addressee and Couple Formal Salutation

Adding an individual relationship to a record (not a spouse or partner) Open the record. Go to the Relationships tab.

Check if the relationship is already recorded. If the relationship has been created and needs editing, click on the record and add or amend any additional information.

Click on the “New Individual Relationship” button.

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The New Individual Relationship window will display. In the search screen, enter the surname of the person to be added as a relationship

Click on the binoculars icon next to the Surname field to find out if the individual is already a constituent in the database.

If the person is listed, highlight their name and click Open

The constituents contact details defaults onto the record. If you have additional information, such as phone numbers, add these additional phone numbers in the appropriate fields.

If the person cannot be found, click cancel. Go to Adding a non constituent relationship below.

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If the individual is a constituent in the database, the two records are linked together, and the relationship can appear on each other’s respective relationships tabs.


In the Relationship field (right hand bottom corner), select the individual relationship such as “I- Daughter”, “I- Son” or “I- Nephew. In the Reciprocal field, select the reciprocal relationship such as “I- Father” “I- Mother” or “I- Uncle”.

In the Date from field, only enter the date the relationship started if known. You can also enter a year such as 1998 if you are not sure of the exact date. However, leave blank if you do not know.

Go to the Relationships tab to see how the Individual Relatiobships are displayed.

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Adding a non constituent individual relationshipIf the constituent is not found in Raiser’s Edge, they become a non-constituent record associated to that individual.

1. Go to the Relationships Tab

2. Select New Individual Relationship

3. Enter the first name, middle name, title, suffix, preferred name and former name if applicable. Enter addresss and any phone numbers.

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4. In the Relationship field (right hand bottom corner), select the individual relationship such as “I- Son”. In the Reciprocal field, select the reciprocal relationship such as “I- Father”.

5. In the Date from field, only enter the date the relationship started if known. You can also enter a year such as 1998 if you are not sure of the exact date. However, leave blank if you do not know.

6. Select the General 2 tab. In the General 2 tab, enter additional information for the relationship, such as Gender, Birth date, Addressees and Salutation.

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Click on the Save icon

You will be asked to check for duplicates. This is a double check function to avoid duplication of data. However, as you have already determined that the person does not exist in Raiser’s Edge as a constituent, simply click Save to exit from this window.

Click Save and Close

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Education relationshipClick on Relationships tab, and select Education/Schools from the Relationship options. This will list all the educational details for the individual.

SolicitorA Solicitor is someone within the Office of Development who has been assigned as the main contact person for that constituent. Anyone who wishes to communicate with that constituent must refer to the assigned solicitor to ascertain the correct procedure for any communication.

solicitor to ascertain the correct procedure for any communication.

If a solicitor has been assigned, when a constituent record is opened, a pop up appears which informs the user that a solicitor is assigned. Click on the Relationships tab and click on Assigned Solicitors to identify the solicitors. Assigned Solicitors are added to the constituent by the Prospect Identification Research team.

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Editing an Individual Relationship After a constituent’s relationship is added to the database, it can be edited or terminated. Use the Date to field (ending date) on the relationship record to terminate a relationship but never delete a relationship. The Date to indicates the relationship is no longer current and allows you to retain a record of the relationship in the database for historic purposes.

A Couple separates: Go to the Relationships tab, click on husband or wife to bring up their record.

If a couple (husband and wife or partners) separates, un-tick Spouse and edit the relationship information to I- Ex Husband / I- Ex Wife or I- Ex Partner and put an end date in the Date to field.

On the toolbar, click Save and Close. You return to the Bio 1 tab of the constituent record. Note that the Spouse field is now empty.

Change Marital status to Divorced from the drop down options.

Go to the Addressee/Salutation Tab and delete the rows Couple Formal Salutation and Couple Formal Addressee by clicking on the row, right click, Delete Rows.

Click Save and Close.

If you are terminating a relationship for a spouse who is a constituent in the database, go to the spouse’s record and also change the Marital status to Divorced and delete the Couple addressee/salutation.

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