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Profiles World

Site Specific Notes

Data Display

Many factors can affect the appearance of, or how users see, the data in the Profiles World. Most of these factors are determined by each individual user. Some are controlled by the system administrator and apply to each and every user at your institution, and some are controlled by the system administrator and apply to only a particular group of users.

For example, an individual user can control which data tables (one, several or all) to display for a particular constituent by setting his or her own Defined Display. Individual Users determine the order in which the constituent data displays by setting Sort options. They can choose to view all of the data rows for a data table, or just a few, by applying Filters. Each data row can be displayed in either Long, Short, or Mini Display mode. An individual user can control the abbreviated display of data rows from one, several or all data tables for a particular constituent by defining his or her own Snapshot View. Users can control the fonts, colors and background for the display of data in Millennium by setting his or her own My Millennium Appearance variables.

The system administrator can control what data table columns, and the labels for those columns, all users will see by using the Custom Display Designer to set the definitions for data when displayed in Long, Short, Mini modes, and when a user is seeing a Snapshot View of a constituent's data. The system administrator can also control what data tables and data rows a group of users can see by creating database 'views' of the data and coordinating these views with User Security.

This topic will explain the standard elements of data display and discuss many of the options available to each user for altering his or her view of the data. In most of the data tables' display, the behaviors conform to a single pattern that is described here. The Giving and Dues data follows a different pattern of display behavior. Therefore, the display of those primary tables and the secondary tables that may be linked to them is described in the topic, Giving Display.

When this topic describes a 'view', the term is being used in a general way, simply meaning the way the data looks - not an SQL 'View'. An SQL View is a sophisticated means of limiting users' access to data for security purposes. This is described in the topic, User Security, Views.

Display Page Elements

To view a constituent's data, enter the Profiles World and identify that constituent to the system via the Search Millennium Database form. Once a constituent is uniquely identified, data belonging to that constituent is shown on the display page to the right of the Millennium Explorer.

Certain elements of the display of constituent data in the Profiles World are standard from data table to table. Those elements are described here.

Constituent Info

When data rows are displayed in the Profiles World, the Constituent Info is shown in a non-scrolling region at the top of the display area, called the Header, and includes these elements.

ID Number

This is the unique identifier assigned to the constituent at the time that the constituent is added to the database. This number is embedded in all data rows belonging to the constituent and is the means for linking the data to the constituent. A user can decide not to display the ID number. See User Options for details.

Name

This will be taken from the first Name row that is found belonging to the constituent. As Millennium is configured at the time of installation, this will be the Preferred Name. If you have altered that entry in the Name Types lookup table, or if the constituent does not have a row of that Type, the first that is found (based on the Codes for that lookup table) will be used.

Preferred Year

Following the name, the constituent's Preferred Year (if any) from the Basic Data row is shown.

Constituent Type

Following the Preferred Year, the Constituent Type from the Basic Data row is shown.

Bookmark Star

When you have identified a constituent as a Bookmark by using the Automatic Bookmark feature, the Title Bar area will include the Bookmark Star . This designation is only displayed when you are the user logged in (the Bookmarker).

WealthEngine Button

If your institution has a WealthEngine license and a Millennium system administrator or data administrator has configured Millennium for WealthEngine, you can view WealthEngine data for a constituent by clicking the WealthEngine button .

When you click the WealthEngine button, Millennium opens a browser window that displays WealthEngine data for the constituent. If your institution accesses WealthEngine by using named accounts (in contrast to proxy server account access to WealthEngine), make sure that you have recorded your WealthEngine password in Millennium. If you have not, then you will have to first log on to WealthEngine (on the WealthEngine log on page that Millennium will automatically access for you) before the WealthEngine data can be displayed for the constituent.

For more information about WealthEngine, viewing WealthEngine data, and how to configure WealthEngine, see WealthEngine. For more information about recording your WealthEngine password, see My Millennium, WealthEngine.

ProspectLink Button

If your institution has a WealthEngine license and a Millennium system administrator or data administrator has configured Millennium for WealthEngine, you can import WealthEngine data for a constituent into a constituent record by clicking the ProspectLink button .

When you click the ProspectLink button, Millennium imports the WealthEngine data into the constituent record based on the WealthEngine import settings. If your institution accesses WealthEngine by using named accounts (in contrast to proxy server account access to WealthEngine), make sure that you have recorded your WealthEngine password in Millennium. If you have not, then you will have to first log on to WealthEngine (on the WealthEngine log on page that Millennium will automatically access for you) before the WealthEngine data can be imported for the constituent.

For more information about WealthEngine, see WealthEngine. For more information about importing WealthEngine data, see Importing WealthEngine Data. For more information about recording your WealthEngine password, see My Millennium, WealthEngine.

Contact Upload Button

The Contact Upload button will display to the left of the constituent ID Number if your site has allowed its users to upload constituent contact information - name, address, phone numbers, email addresses, and so forth - to Microsoft Outlook. When clicked, a new contact for the constituent is created in Outlook. But if a contact record for this constituent already exists in Outlook, then the existing Outlook information will be updated with Millennium's contact information instead.

Title Bar Info

This is a free text field from the Basic Data row that may be used as any sort of information that you might want to have appear as a reminder concerning this constituent or any wants that he or she has expressed. For example, "Do not give out address information." "Very Important Donor", etc. This information is displayed in the Highlight Color from your personal Appearance settings.

Bookmark/Remove Bookmark

Click the Bookmark link to add the constituent to your list of Bookmark Favorites. Click the Remove Bookmark link to remove the constituent from you list of Bookmark Favorites. One of these links will display for each constituent record only if your User ID is linked to your Millennium constituent ID number. You cannot bookmark yourself. If you are viewing your own Millennium constituent record, then the Bookmark or Remove Bookmark link will not display.

My Prospects

Click the My Prospects link to quickly access your My Prospects Favorites display. This link will display on every constituent record, but only if your User ID is linked to your Millennium constituent ID number. In addition, you must have at least one active Prospect Manager/Prospect relationship and you are the Prospect Manager. If you are viewing your own Millennium constituent record, then the My Prospects link will not be shown. See the Favorites topic for more information about My Prospects Favorites. See the Relationships topic for more information about Prospect Management relationships.

Spouse Button

If the constituent has a spouse Relationship with another constituent, the Spouse button will display to the right of the Constituent Info.

The system considers the following Relationship types to be 'Spouse' relationships:

The Spouse button eliminates the need to use the Search Millennium Database form to access information for the current constituent's spouse; simply click to jump to the comparable data display for him or her. The button will be labeled Spouse or Spouse/Partner, depending upon the Spouse Button System Display Option setting.

Profile Reports Button

Move the mouse over the Reports button to display a drop list of the names of the standard, on-demand, Profile Reports that can be generated for the currently displayed constituent. The reports listed will be appropriate to the type of constituent whose data you are viewing. Profile Reports are created in PDF format and will display in a new instance of the browser, using Adobe Reader, which must be installed on any computer on which you want to view these reports. (Adobe Reader may be downloaded at no cost from http://get.adobe.com/reader/.) From the preview, you may print the formatted information.

The information that is shown is defined by a set of standard report formats created using Crystal, and designed specifically for this purpose. Your institution may make modifications to these reports, with the understanding that when future Millennium releases are installed, the standard reports may overwrite any modifications you have made. (You may work around this situation by making a copy of your modified versions and re-installing them following a new installation of an Millennium release.) These reports are stored in the following location: Mill\Windows\Profiles.

The following are the Millennium standard Profile reports. Not all are available for every constituent. The WealthEngine report is available only to organizations that have a WealthEngine license.

Report Name Description Availability
Bio Profile Displays the Basic Data, Death (if any), Address information (all where Locator = Good), and Employment information (all where Status = Active or Retired) for the current constituent. This information is displayed in the formatting of the report, rather than as displayed in the Profile display of Millennium. All Constituents
Giving Profile Displays the Bio Profile report plus summary info on all Giving transactions. This includes the Transaction Type, Effective Date, Amount, Campaign, and Account Name. This information is displayed in the formatting of the report, rather than as displayed in the Profile display of Millennium. All Constituents
Full Profile

Displays the Bio Profile and Giving Profile reports, plus a tabbed display of sub-reports based on each of the following data tables:

Citizenship Demographic Registration
Correspondence Financial Guest
Education Planned Giving Event Organizer
Media Proposal Event Speaker
Dues Screener Event Solicitor
Membership Tracking Event Correspondence
Actions Rating  
All Constituents
Corporate Relations Displays a standard report based on the parent corporation, subsidiary, employer, and employee Relationship Types, belonging to the current constituent. This report is only available for corporations or other organizations (the Group field on the Constituent Type entry is 'Corporation' or 'Foundation').
Employee Listing Displays a list of all of the constituent's employees, along with their job titles. This report is only available for corporations or other organizations (the Group field on the Constituent Type entry is 'Corporation' or 'Foundation').
Prospects Displays a standard report based on the Prospect Management Roles of 'Prospect Manager' and 'Prospect', belonging to the current constituent. This report is only available for persons (the Group field on the Constituent Type entry is anything other than 'Corporation' or 'Foundation').
Relations Displays a standard report based on familial Relationship Types such as mother, father, child, son, daughter, etc., belonging to the current constituent. This report is only available for persons (the Group field on the Constituent Type entry is anything other than 'Corporation' or 'Foundation').
WealthEngine

Millennium generates a WealthEngine report for the constituent and then displays the report in a new browser window. Before you can generate a WealthEngine report for a constituent, you must first import WealthEngine data into the constituent record. For more information about WealthEngine, see WealthEngine.

 This report is only available to organizations that have a WealthEngine license.

Print Button

The Print button allows you to send the current data display to the printer. When you click this button, a new full screen instance of a browser is automatically opened, and shows only the contents of the display area. It does not display any of the navigation portions of the Millennium screen such as the Explorer or the horizontal action buttons above the display area. A Print dialog box also displays, listing the printers that are available to your workstation as well as the other standard print options. You may make other choices as desired.

Once the print command is executed from the pop-up Print dialog box, the information will be sent to the printer and the Print dialog box as well as the separate instance of the browser will be closed. If Cancel is selected from the Print Options screen, it will close immediately along with closing the separate browser instance. However, if the Print Options screen is moved aside, the fly-over menus are still available on the second browser instance, allowing Updates or Inserts to the data screens. At this point, the data is written to the database, but, the second browser instance will continue to stay open, not showing the changes on the main screen behind it. When this occurs, and all second instances are closed and the main screen will need to be refreshed to show changes.

This Print functionality is particularly useful in that you define any set of data tables and the order of their display, define filters or sort orders, and then you are able to print that set of information from your workstation.

Section Header

The name of the table displays, in a shaded header, above the display of the individual rows from a data table. If the data rows are sorted, the name of the sort, plus the word 'Sort', will display within this section header. If the data rows are filtered, the name of the filter, plus the word 'Filtered', will also display within this section header.

Section Header Context Menu

The name of the table displays, in a shaded header, above the display of the individual rows from a data table. When in view, point to the Edit Button edit button to the left of the table name to access a context menu with items that apply to that table.

These menu items include:

Insert

This accesses a blank Insert form which is used to create a new row for that table. Note that for the tables which may have no more than one row per constituent (Death, Tracking), no Insert button appears, if such a row already exists, since it is not be possible to create an additional row. See the topic, Data Maintenance. No Insert item will display for Basic Data as a Basic Data row is created as part of the process of adding the constituent to the database.

Insert via Default

This accesses your active Defined Default insert form (prototype), if one exists, or the System Defined Default if one does not. In brief, certain fields on the insert form will be populated with the information that you have decided would be most useful to have on hand when creating new data rows. Using a Defined Default can greatly streamline data entry when there are many rows to be created which have data in common, such as entering pledge information following a Phonathon. A Defined Default is created via the Options menu item on this context menu. See the topic, Default Insert Forms.

Choose Default

This allows you to access any available Defined Default, either active or not active, or the System Defined Default, to create your new data row. Any Defined Default, except the System Defined Default, selected from this menu item will then become your active Defined Default for this data table. See the topic, Default Insert Forms, for a complete discussion.

Display

This item displays a cascading menu with the names of the display modes for the specific data table from which you accessed the context menu. The display modes are Mini, Short, Long. The mode that is 'grayed out' is the one that is currently in use. You may switch to one of the other modes by clicking the mode name in this cascading menu.

Choose Sort

This item displays a cascading menu whose items are the names of your active and inactive user Sort definitions, as well as the item (none). Select one of the Sort definitions if you want to apply the Sorting function to the data table. Select the (none) menu item if you want to turn the Sort function off. Any Sort definition name selected from this menu will become your active Sort definition for this data table. If you have not yet defined a Sort definition, this item will be disabled. If you are logged on as the system administrator ('sa' or 'MILLORA') this menu item will not be visible.

Choose Filter

This item displays a cascading menu whose items are the names of your active and inactive user Filter definitions, as well as the item (none). Select one of the Filter definitions if you want to apply the Filter Function to the data table. Select the (none) menu item if you want to turn the Filter function off. Any Filter definition name selected from this menu will become your active Filter definition for this data table. If you have not yet defined a Filter definition, this item will be disabled. If you are logged on as the system administrator (sa or MILLORA) this menu item will not be visible.

Options

This is used to display a cascading menu that allows access to the tools used in setting several of the Options that are available to each user for this specific data table. Although there are a few variations, most data tables include these options:

Filter On/Off

This toggle item allows you to use or not use the Filtering function as you want. If a filter is currently applied to the data table, the menu item will be labeled Filter Off. If no filter has been applied to the data table, the menu item will be labeled Filter On. Your active Filter definition will be the Filter definition that is used if you use this Filter On menu item to filter the data rows. Use the Choose Filter menu item, described above, to apply a Filter definition that is not currently the active one. Turning the Filter on or off does not in any way alter the Filter that was created via the Define Filter form.

Define Filter

This item accesses the Define Filter that is used to identify the criteria to use to select which data rows in this table that you want to see and which you prefer not to see. See Defining Filer Criteria for more inframtion.

Sort On/Off

This toggle item allows you to use or not use the Sorting function as you want. If the data rows are sorted, the menu item will be labeled Sort Off. If the data rows are not sorted, this menu item will be labeled Sort On. Your active Sort definition will be the Sort definition that is used if you use this Sort On menu item to apply a Sort to the data rows. Use the Choose Sort menu item, described above, to apply a Sort definition that is not currently the active one. Turning the Sort on or off does not in any way alter any of the Sort definitions that were created via the Define Sort.

Define Sort

This item accesses Define Sort which is used to identify which data table column(s) you want to use as the basis for the display order of the individual data rows. See the topic, Sorting.

Define Default

This item accesses the components used to create default insert (prototype) forms. See the Default Insert Forms topic for complete details.

Help

This item is used to access the Help topic that pertains to that data table. When you access a topic using this menu item, a new instance of the browser opens to display the topic. This allows you to re-position or re-size the new Help browser in order to view the elements of the software that are being described in the Help text. When you are finished with this particular Help topic, you may execute any hyperlinks to examine other topics, or simply close the topic browser. The original Millennium browser window will still display the page from which you accessed this Help topic.

Close Menu

This item closes the context menu.

Note:

Basic Data, Death, and Tracking tables will have not have the Sort and Filter menu items . Each table can have only one row per constituent.

Primary Data Table Rows

Below the section header for each Data table, the individual rows from the table that belong to the constituent whose information you are viewing are shown. The display of the individual data rows consists of the following elements.

Data

When the data from a row is displayed, it is arranged on the display page in a user-friendly presentation that is easy to read and interpret. Data from fields which are driven by lookup tables are de-coded prior to display so that the user sees the values instead of the codes. The fonts, colors and background for the data display is defined by each user via the My Millennium Appearance function. Hyperlink text is shown in the color you have chosen as your browser (not from within Millennium) viewing preference.

Separators

When more than one row is being displayed from the same table, separator bars are used to delineate the individual rows.

Edit Buttons

To the left of the data, an Edit Button edit button is shown for each row. To change, add or remove information in a specific row, or to delete a data row in its entirety, you must use the specific Edit Button for that data row. This is true for primary rows and for any secondary or linked rows that are displayed with the primary row. When you point to the Edit button, a context menu is automatically shown. It will contain many of the same items as the table's section header Context Menu, plus other items that deal with a specific action that can be performed on a specific row, for a specific table.

Linked Data Table Rows

Millennium provides the ability to link data rows from certain tables to rows in other tables. Data rows to which these rows in other tables are linked are referred to as primary rows. The linked rows themselves then, are referred to as secondary rows. The topic, Data Maintenance, Linked Rows discusses Linking in greater detail.

A secondary, or linked, data row that the system displays with a primary data row (for example, a Relationship row that is linked to a Tracking row) will always display if the display mode on the primary data row is set to Long. A Secondary data row will also display with a primary data row if the primary data row display mode is set to Short, and the Display Linked Data in Short Display user option is checked. But, a Secondary data row will not display with a primary data row if the primary data row display mode is set to Short, and the Display Linked Data in Short Display user option is not checked. See User Options, Linked Data Display for further details.

Unless it is linked to another Attribute row, the system will display a linked Attribute with the primary data row to which it is linked. And, if the Display Linked Attributes in the Attribute Display user option is checked, an attribute that is linked to a primary data row will also display with the constituent's Attribute display. An attribute that is linked to another Attribute will always display with the constituent's Attribute display, no matter the setting of this user option. See User Options, Linked Attribute Display for further details.

The display of secondary, or linked, rows is similar to the display of primary rows, but with a few distinguishing characteristics, as described below.

Secondary Section Headers

The section header for a secondary table display is shown in a shaded header. Typically, the name of a secondary data row combines the name of the primary and the secondary tables. For example, if the display is showing Attribute rows that are linked to an Education row, the Attribute section header will read, Education Attribute.

A secondary section header appears above each set of linked secondary rows. For example, if the Education table has three rows (primary rows) and each of them has linked Attributes (secondary rows), there will be one primary section header for the entire Education table display, and three secondary section headers, one above the Attributes attached to each of the Education rows. When you activate one of the display modes (Mini, Short, or Long) in any one of the secondary section headers, that setting will be applied to all secondary rows linked to any of the primary rows in the current primary table.

Secondary Section Header Context Menu

The context menu accessed via a secondary section header displays many of the same items as the context menus accessed via the section header for a primary data table, and are, with the exception of the Insert and Insert via Default, identical in function. If Insert or Insert via Default is chosen from a secondary section header context menu, the new data row created will be automatically linked to the primary data row. If Filters cannot be applied to secondary data rows; then the Filter On/Off and Define Filter menu items will not be available from the Options item of any secondary section header context menu.

Secondary Separators

When multiple secondary rows from a data table are attached to the same primary row, the secondary rows are delineated by smaller separator bars than those that divide the display of the primary rows. The secondary separators are also tildes but they are somewhat smaller, and they do not extend the complete width of the display area.

Edit Buttons

Each secondary row has its own Edit button.

Note:

A Phone Number data row that is linked to one particular address does not have a Section Header. It has its own Edit button.

Associated Tables

There are a few data tables within Millennium that are associated with another primary table for display purposes only.There is no link between the individual rows in the primary and associated table. These data tables display in the same format as primary tables, but they cannot be accessed directly for independent display. The associated table names do not appear in the Millennium Explorer. They are always displayed by accessing the primary table with which they are associated.

For example, the Internet Address data table (used to store email and web addresses - information that is not necessarily connected to a particular address) displays following the display of the Address table. The section header for the Internet Address table is identical to any other primary table, and the individual rows are shown in the standard format.

The following are the primary table associations:

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