Correspondence Data Maintenance

Data rows in the Correspondence table can be independent, they may be linked to a particular Gift or Dues Transaction, or they may be linked to a particular Event or Event Activity. In all cases, the available set of data fields is the same. For detailed information see the Correspondence topic.

Correspondence Data Linked to a Gift or Dues Transaction

When linked to a Gift or Dues row, the Correspondence row is intended to hold information about a letter that the institution has sent or will send to the constituent regarding this transaction. The names of the pieces of Correspondence are taken from the Correspondence Name lookup table.

Linking a Correspondence Record as the Original Transaction is Created

1. Following the instructions for the creation of the appropriate kind of Transaction (see the Transaction Index), access an Insert or Default form and enter all data as appropriate.
2. Using the Correspondence list box shown toward the bottom of the form, select the name of the piece of Correspondence that you want to associate with this Transaction.
3. Click Insert to create the Transaction row. The system will also create a row in the Correspondence table based on the name that you selected.
4. To add further information to that Correspondence row, locate the Edit button to the left of the Correspondence Name in the Long, Short or Detail display of the Transaction, and pass the mouse pointer over it to access a context menu. Click Update/Delete to access a form containing the existing data (at this point, that will be the Correspondence Name only).
5. If you intend that the Sent By data box will hold the name of a non-constituent, click that button at the top of the form first. When you do so, the form will reset and additional name text boxes will be available to record the name of the non-constituent.
6. If the Sent By data box will identify another constituent, use standard Name Lookup techniques to enter either constituent's name (Last/First Middle) or ID Number.
7. Add any additional data by tabbing or mouse clicking in a desired data box and entering the appropriate data.

8. When all data appears in the form as you want, click Insert

   OR

   Click Cancel to halt the process without registering any of the edits you have made in this form.

Adding a Linked Correspondence Record

1. To link a new Correspondence row to a Gift of Dues Transaction, access the appropriate display and locate the specific Transaction.
2. Use the Link item in the Context Menu (accessible by passing the mouse pointer over the edit button to the left of the transaction to which you want to link the Correspondence.)
3. Locate and click the Correspondence item in the cascading menu. You will be given a blank Insert form for a new Correspondence row.
4. If you intend that the Sent By data box will hold the name of a non-constituent, click that button at the top of the form first. When you do so, the form will reset and additional name text boxes will be available to record the name of the non-constituent.
5. If the Sent By data box will identify another constituent, use standard Name Lookup techniques to enter either constituent's name (Last/First Middle) or ID Number.
6. Add any additional data by tabbing or mouse clicking in a desired data box and entering the appropriate data. For more information about the fields in this table, see the topic Correspondence.

7. When all data appears in the form as you want, click Insert

   OR

   Click Cancel to halt the process without registering any of the edits you have made in this form.

Adding a Linked Correspondence Record Using Default

In all of the primary data tables in the system, you have the option of creating new data rows using a blank Insert form, or a Default form which will already contain the data that you have previously entered as a Default Definition. The Correspondence Default form is defined via the display of that table (listed with the Biographical tables in the Millennium Explorer). When the Link Correspondence via Default option is activated, the most recent definition of that Default form is presented. Therefore, if you want to alter that definition before linking Correspondence rows to Transaction rows using the Default form, that procedure must be accomplished before you access the Transaction's display.

1. Access the display of the appropriate table and locate the specific Transaction to which the Correspondence will be linked.
2. Use the Link item in the Context Menu (accessible by passing the mouse pointer over the edit button to the left of the transaction to which you want to link the Correspondence.)
3. Locate and click the Correspondence via Default item in the cascading menu. You will be given an Insert form containing your current default definition for a new Correspondence row.
4. Using the Insert form, accept or edit any of the data that appears in the form. For more information on the data fields in the form, see the topic Correspondence.

5. When all data appears in the form as you want, click Insert to create the linked Correspondence row,

   OR

   Click Cancel to halt the process without creating a linked Correspondence row.

Correspondence Linked to an Event or Event Activity

Linking a Correspondence Row to an Event or Event Activity

1. Access the details for the Event or Event Activity to which you want to link a Correspondence Row.
2. Select the Correspond item from the Millennium Explorer to access the Search/Create Correspondence screen.
3. Fill in one or more of the available search fields to identify your constituent, and select the New button located at the bottom of the screen.

4. A list of all constituents who match your search criteria is shown. A constituent who has at least one Correspondence row linked to the Event or Activity that you are working with will have an envelope icon next to his or her name. To review the Correspondence rows for this constituent, for this Event or Activity, click the name or id hyperlink.

   It is important to note that if you are working with an Event Activity, and a constituent has a Correspondence row linked to the Event that the Activity links to, but no Correspondence that links to the Activity itself, the envelope icon will not display. Conversely, if you are working with an Event, and a constituent has a Correspondence row linked to an Activity that is linked to the Event, but no Correspondence that links to the Event itself, the envelope icon will not display.

5. If you want to add another Correspondence row for this constituent, select the Insert item from the context menu accessed via the Edit button located to the left of any of his or her Correspondence rows. The Correspondence Insert form is shown, with the constituent's name already populated.
6. If a constituent does not have a Correspondence row linked to the Event or Activity, simply click the name or id hyperlink, and the Correspondence Insert form is shown, with the constituent's name already populated.
7. If you intend that the Sent By data box will hold the name of a non-constituent, click that button at the top of the form first. When you do so, the form will reset and additional name text boxes will be available to record the name of the non-constituent.
8. If the Sent By data box will identify another constituent, use standard Name Lookup techniques to enter either constituent's name (Last/First Middle) or ID Number.
9. Add any additional data by tabbing or mouse clicking in a desired data box and entering the appropriate data. For more information about the fields in this table, see the topic Correspondence.
10. When all data appears in the form as you want, click Insert or Click Cancel to halt the process.

Searching For and Displaying Correspondence Rows Linked to an Event or Event Activity

1. Access the details for the desired Event or Event Activity.
2. Select the Correspond item from the Millennium Explorer to access the Search/Create Correspondence screen.
3. Fill in one or more of the available search fields to identify your constituent or constituents, and select the Search button located at the bottom of the screen.
4. Those constituents who match your search criteria and have at least one Correspondence row linked to the Event or Activity that you are working with will be listed. An envelope icon is located next to each constituent's name. To review the Event or Activity correspondence rows for a particular constituent, click his or her name or id hyperlink.
5. Once on the Correspondence row display, click the constituent's name hyperlink to access the Profiles display for that constituent; you will be taken to the last display looked at in Profiles (for example, if you were viewing Address rows for another constituent, you would return to the Address rows display for this constituent). If you were not in the Profiles World before accessing this correspondence row, you will go to your defined display for this constituent instead. Note that this piece of Event or Event Activity Correspondence will display in the constituent's Profiles Event Log.

To access the Profiles display for the constituent who sent this piece of Correspondence, click the Sent By name hyperlink instead.

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