Constituent Alerts

A constituent record must be displayed before Alerts are available. Then, access Alerts by using Millennium Explorer Profiles>Alerts.

Alerts make data entry more accurate by allowing users to create special instructions for specific constituents.

The information entered on the Alerts screen is stored in the Comments table. There is no separate Alerts data table.

Note: Do not confuse individual constituent alerts with the System Alerts. System Alerts are maintained by the system administrator and are used to send an identical message to all users who are logged onto Millennium.

The Alerts screen displays eight fields.

Table: List Box (drop-down list) - Lists all Biographical Tables for which you may create an Alert on. The table number is stored in the commtblnum field.

Type: Radio Buttons - There are three radio buttons, Public, Group and Private. Public will pop up the Alert for all users (everyone) when they access the constituents record who has the Alert. Group will pop up the Alert for all users in the same User Group as the user who created the Alert. For example, if you are in the 'MILL' Group, all users in the 'MILL' Group will receive the Alert when they access that constituent. Private will only pop up the Alert when the person who created the Alert accesses the specific constituent.

Begin: Date - Allows you to either type in or use the calendar feature to insert the date in which you want to start the Alert message pop-up for that constituent.

End: Date - Allows you to either type in or use the calendar feature to insert the date in which you want to stop the Alert message pop-up for that constituent.

Alert: - Free Text - Allows you to type in the information you want to be displayed in the pop-up for that constituent.

When the Alert menu item is selected, you can select or enter any information you see fit in to the fields listed above. These Alerts will take place when you navigate to one of the tables you selected in your Alert and Insert a new row or Update an existing row. However, if you insert an Alert with the table 'Constituent', this Alert will pop-up any time the constituent is searched for from the main Search screen. This table is not specific to a data table and only appears after the initial search screen is used. For example, after logging in to Millennium, navigate to Profiles, the Search Millennium screen will display, type in a constituent's name or ID and search. If they have a 'Constituent' Alert already set on them, when the constituent's data screen appears, so will the Alert that was set up for them previously.

An Alert will not show until the Begin date has been reached, and if an Alert holds an End date, the Alert will automatically stop showing after the specified End Date. The Alert will not be deleted at the End Date; if you want to delete the Alert once you have 'ended' it, navigate to the Alerts screen, place the mouse pointer over the edit button located to the left of the Alert you want to delete, select the Update/Delete context menu item, and select Delete. You will be asked to confirm the deletion.

If the Alert Begin and End dates are left blank, the Alert will start automatically and will never end until it is deleted.

You are able to restrict your users or a group of users from using the Alerts function. To do this, the system administrator can set this up within User Security for either the User under User Maintenance or for the Group under Group Maintenance. Since the Alerts fields are stored in the Comments table, the Alerts security will hold the same restrictions as the Comments table. There you can set the Select, Insert, Update or Delete permissions for both the Comments and Alerts screens.

Table Name	Table Number		Table Name	Table Number
Constituent	99		Giving Detail	05
Actions	11		Honoree	34
Addresses	02		Media Reference	13
Attachments	41		Membership	28
Attribute	03		Membership Cards	65
Basic Data	00		Names	01
Benefit Level	63		Phone Numbers	26
Benefits	40		Planned Giving	16
Citizenship	25		Proposals	42
Comments	09		Planned Gift and Proposal Ratings	30
Contact Info	79		Quid Pro Quo	29
Correspondence	22		Relationships	04
Coverage	23		Research Source	27
Credit Card	37		Screening	14
Custom Bio	69		Securities	31
Custom Prospect	70		Serial Receipts	43
Death	17		Solicitor	33
Demographics	20		Subscription Level	64
Dues Detail	10		Subscription	39
Education	08		Summaries	18
Employment	06		Tasks	12
Financials	19		Tracking	10
Gift In Kind	32		Tracking Ratings	15

Comments Field Descriptions for Alerts

Alerts data is stored in the comments data table. The comment type for Alert rows is set to 'alert'. The following fields are included. The field labels and non-displaying designations that are listed here are those that the system uses by default. If you want to override these default settings, you must customize your display definition.

Field Name Field Label	Lookup Table	Type SQL/Oracle Length [Default] {Check}	Description
commowner commowner	none	varchar 30	This field holds the information that is selected from the Type radio buttons. If User is selected, this field will hold the Users login name. If Group is selected, this field will hold the Group name the user belongs to. If Public is selected, this field will hold the name 'PUBLIC '.
commowngrp commowngrp	none	char 1	This Y/N flag indicates whether an alert notification is to be used for a group or for the public or user.   'Y' = Group 'N' = 'PUBLIC ' or User
commtblnum commtblnum	none	char 2	This field defines what Profiles Table the alert corresponds to.
commstrtdt commstrtdt	none	datetime	This field allows the user to define when the date for when the alert will start.
commstopdt commstopdt	none	datetime	This field allows the user to define when the date for when the alert will start.

Comment Indices for Alerts

Index	Primary	Foreign	Unique	Fields	Sort
comm05				commowner	ASC
comm06				commtblnum	ASC

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