Online Constituent Directory Sample Website
The Online Constituent Directory component includes a 'starter' website which you may use as the basis for the construction of an institutional website for an online constituent directory. It is intended to serve two purposes. First, it provides an example of the way in which the various Millennium Online Directory components can be integrated into an existing website. Secondly, if an existing website is not available, the sample may become the foundation for creating such a site with built-in Online Constituent Directory capabilities.
The sample website consists of a set of HTML pages which have been constructed using elements such as header graphics, scripts for data entry validation, form tags, and smart tags. The pages will 'respond' to the options that you defined in the Online Directory Setup as well as Other Options such as data layout. You must customize this website using your own graphics and your institutional preferences regarding the publication of data, and any other elements you may want to add. These modifications are easily implemented by someone with familiarity and competence in the principles of website construction. The URL to use to view the sample website is: http://<servername>/ecomm where <servername> is the name of your server.
If you customize the sample HTML pages, the customized versions must be saved to the \\Inetpub\wwwroot\mill\ecomm directory, in the custom folder, and they must have the same names as the sample HTML pages. When the Online Constituent Directory is accessed, Millennium will first look in the custom folder for the HTML Page, by name. If it is found, it will load your version of the page. If it is not found, it will then locate and load the sample version of the page.
When Millennium updates the sample website HTML Pages in future releases, only those pages that are contained in the \\Inetpub\wwwroot\ecomm directory will be updated. The pages in the custom folder should remain untouched and it will be your site's responsibility to edit your customized pages to reflect the changes that Millennium makes to the sample pages. In addition to updating the HTML page in the \\Inetpub\wwwroot\ecomm directory Millennium will place a copy of the updated page into the \\Inetpub\wwwroot\ecomm directory, in the Updated Templates folder. Millennium will not utilize the HTML pages in this folder in any way; this is done only to aid you in determining which HTML pages have been updated.
HTML Pages and Images
The following pages and image files are used in the sample website. These files are found on your IIS at \\Inetpub\wwwroot\ecomm.
| File Name | Comments |
|---|---|
| Checkhint.html | A page showing the hint question a text box for the response and a button to submit the information for authentication. |
| DataDisplay.html | A page showing the constituent's data from one of the tables. The page includes links to the display of each of the different tables, as well as links to the form used to make edits to a specific data row. |
| DisplayResults.html | A page showing a list of the results of a constituent search. |
| Error.html | A pop-up page that tells you the first of the required data fields you need to fill in. |
| Header.gif | A graphic used as a header at the top of the web pages. |
| Options.html | A page showing links to Search for other constituents' information, to update your own information, to make a donation, or to view reports. |
| PublishOptions.html | A page allowing the constituent to either display all published data or opt out of publishing all data. |
| Reports.html | A page listing linked reports to view. |
| Search.html | A page containing text boxes for each data element which can be used as a piece of search criteria. It also includes links to the Options page. |
| SignIn.html | A page showing text boxes for the User ID and the Password. It includes links to a variation of the Sign In page for a forgotten password, and to the page for a non-constituent donation, and a button to Sign In to the website. If your site does not subscribe to Paya Payment Solutions, you will need to edit this page to remove the For non-members, please click here to make a donation. hyperlink. |
| Updatehint.html | A page containing text boxes for a new password, a confirmation of the password, a list box of the possible hint questions, a text box for the response and a confirmation of the response, a text box for the email address, and a confirmation of the email. There are buttons to submit the information and to clear the form of data. |
The following pages and image files are used in the sample website for Donate Now, the Online Giving portion of Online Constituent Directory. These files are found on your IIS at \\Inetpub\wwwroot\ecomm.
| File Name | Comments |
|---|---|
| Confirmation.html | Displays the giving, credit card, name, address, and email information as entered by a non-constituent and includes buttons to Submit the donation or to go Back to the previous form (NonMember.html). |
| ConfirmDonation.html | Displays the giving and credit card information as entered by the constituent and includes buttons to Submit the donation or to go Back to the previous form (Donation.html). |
| Donation.html | A form, showing a single 'Step' of text boxes which the constituent may use to enter credit card and giving information to make a donation. It includes a Confirm Donation button to progress to the next page (ConfirmationDonation.html) |
| MakePledgePayment.html | Note: This page is not yet functional. A form, showing existing unpaid pledges and a set of text boxes which the constituent may use to enter credit card and giving information to make a payment against one of the pledges. It includes a Confirm Donation button to progress to the next page (ConfirmationDonation.html) |
| NonMember.html | A form, divided into several 'Steps' of text boxes which the non-constituent may use to enter sufficient information to make a donation. It includes a Confirm Donation button to progress to the next page (Confirmation.html) |
| ThankYou.html | A page that thanks the constituent donor for his or her contribution. |
| ThankYouGuest.html | A page that thanks the non-constituent donor for his or her contribution. |
Smart Tags
The sample HTML files listed above contain a series
of scripts and smart tags. All script sections are mandatory. Many of
the smart tags are mandatory as well; they are marked as Required in the
chart below. These mandatory items may not be edited or removed. However,
those items not marked as required allow each site to be able to remove
them from the html page.
The following chart shows the smart tags that are used in the sample website provided as part of the Millennium Online Constituent Directory module.
| Page | Smart Tag | Required* | Comments |
|---|---|---|---|
| ALL Pages | MILL_STYLE | YES | Style Sheet; containing formatting information. |
| ALL Pages | MILL_BODY | YES | Contains formatting information that goes in the BODY html tag. |
| ALL Pages | MILL_OPTIONS** | YES | Links to the Options page. |
| ALL Pages | MILL_SEARCH** | YES | Links to the Constituent Search. |
| AFOForm.html | AFO_FORM | Places an Community Brands Fundraising Online form on the AFO Form page. Used with MILL_AFO_FORM. | |
| AFOForm.html | MILL_AFO_FORM*** | Places an Community Brands Fundraising Online form on the page. | |
| CheckHint.html | MILL_CHECKHINT | Displays the text boxes for the constituent to check their hint. | |
| DataDisplay.html | MILL_TITLEBAR | Displays the constituent's name. | |
| DataDisplay.html | MILL_PERSONAL | Links to the constituent's Basic Data information. | |
| DataDisplay.html | MILL_NAME | Links to the constituent's Name information. | |
| DataDisplay.html | MILL_ADDRESS | Links to the constituent's Address information. | |
| DataDisplay.html | MILL_ATTRIBUTE | Links to the constituent's Attribute information. | |
| DataDisplay.html | MILL_RELATIONSHIPS | Links to the constituent's Spouse Relationship information. | |
| DataDisplay.html | MILL_EMPLOYMENT | Links to the constituent's Employment information. | |
| DataDisplay.html | MILL_SCHOOL | Links to the constituent's Education information. | |
| DataDisplay.html | MILL_PHONE | Links to the constituent's Phone information. | |
| DataDisplay.html | MILL_EMAIL | Links to the constituent's email information. | |
| DataDisplay.html | MILL_CUSTOMBIO | Links to the constituent's custombio information. | |
| DataDisplay.html | MILL_AFO_LINK*** | Links to an Community Brands Fundraising Online form on a different page. | |
| DataDisplay.html | MILL_FULLDISPLAY | Links to the constituent's Full Profile information. | |
| DataDisplay.html | MILL_DATADISPLAY | YES | Displays the selected table's data. |
| DisplayResults.html | MILL_DISPLAYRESULTS | YES | Displays the search results. |
| Error.html | MILL_ERROR | YES | Displays the error encountered by the constituent. |
| Options.html | MILL_AFO_FORM*** | Places an Community Brands Fundraising Online form on the page. | |
| Options.html | MILL_AFO_LINK*** | Links to an Community Brands Fundraising Online form on a different page. | |
| Options.html | MILL_UPDATE | Link to view and update data. | |
| Options.html | MILL_REPORTS | Links to the list of reports. | |
| Options.html | MILL_VIEW | Link to view your data as others see you. | |
| Options.html | MILL_LOGOUT | Link to Log out. | |
| Options.html | MILL_GIVING | Links to the constituent's Giving information. | |
| Options.html | MILL_PUBLISHOPTIONS | Links to the constituent's Publish Options information. | |
| Options.html | MILL_USERINFO | Links to the constituent's User information. | |
| PublishOptions.html | MILL_OPTOUT | Displays the link for the constituent to opt out of publishing all data. | |
| PublishOptions.html | MILL_OPTIN | Displays the link for the constituent to publish all data. | |
| PublishOptions.html | MILL_STATUS | Displays the status of what Publish Option the constituent chose. | |
| Reports.html | MILL_REPORTS | YES | Displays the list of reports that the constituent can view. |
| Search.html | MILL_FORMSEARCH | YES | Text boxes for the entry of search criteria. |
| Search.html | MILL_LASTSEARCH | Creates a link to display the results from the last search performed. | |
| SignIn.html | MILL_SIGNIN | YES | Contains the ID box, Password box, Submit button, Forgot Password button, Register button. |
| UpdateHint.html | MILL_UPDUSER | YES | Displays the text boxes for the constituent to update their User ID. |
| UpdateHint.html | MILL_UPDPWD | YES | Displays the text boxes for the constituent to update their password. |
| UpdateHint.html | MILL_UPDQUESTION | Displays the text boxes for the constituent to update their question. | |
| UpdateHint.html | MILL_UPDEMAIL | YES | Displays the text boxes for the constituent to update their email. |
| UpdateHint.html | MILL_CLOSEFORM | YES | Holds hidden fields for the form. |
* These smart tags must remain within the form tags on the page.
** These two smart tags will not be used on the SignIn.html page or the Options.html page.
*** These smart tags must specify the name of the Community Brands Fundraising Online form to use as defined in the AFO_FORM smart tag.
The following chart shows the smart tags that are used in the sample website provided with Donate Now, the Online Giving portion of the Online Constituent Directory.
| Page | Smart Tag | Required* | Comments |
|---|---|---|---|
| Confirmation.html | MILL_NAMEINFO | YES | Displays the name data inserted by the non-constituent for confirmation. |
| Confirmation.html | MILL_ADDRESSINFO | YES | Displays the address data inserted by the non-constituent for confirmation. |
| Confirmation.html | MILL_GIFTINFO | YES | Displays the gift data inserted by the non-constituent for confirmation. |
| Confirmation.html | MILL_AFFILIATION | YES | Displays the affiliation (constituent type) chosen by the non-constituent for confirmation. |
| Confirmation.html | MILL_EMAILINFO | YES | Displays the phone data inserted by the non-constituent for confirmation. |
| ConfirmDonation.html | MILL_GIFTINFO | YES | Displays the gift information for confirmation. |
| ConfirmDonation.html | MILL_OPTIONS | YES | Links to the Options page. |
| ConfirmDonation.html | MILL_SEARCH | YES | Links to a Constituent Search. |
| Donation.html | MILL_GIFTINFO | YES | Text boxes for gift data to be inserted by the constituent. |
| Donation.html | MILL_OPTIONS | YES | Links to the Options page. |
| Donation.html | MILL_SEARCH | YES | Links to a Constituent Search. |
| MakePledgePayment.html | MILL_GIFTINFO | YES | Text boxes for gift data to be inserted by the constituent. |
| MakePledgePayment.html | MILL_OPTIONS | YES | Links to the Options page. |
| MakePledgePayment.html | MILL_SEARCH | YES | Links to a Constituent Search. |
| NonMember.html | MILL_NAMEINFO | YES | Text boxes for name data to be inserted by the non-constituent. |
| NonMember.html | MILL_ADDRESSINFO | YES | Text boxes for address data to be inserted by the non-constituent. |
| NonMember.html | MILL_GIFTINFO | YES | Text boxes for gift data to be inserted by the non-constituent. |
| NonMember.html | MILL_EMAILINFO | YES | Text boxes for email data to be inserted by the non-constituent. |
| NonMember.html | MILL_AFFILIATION | YES | Prompt for donor to describe their own affiliation (constituent type) with the institution. |
| Options.html | MILL_DONATE | YES | Links to the form to insert giving data. |
| SignIn.html | MILL_NONMEMBER | YES | Links to the form for non-constituents to make a donation. |
| ThankYou.html | MIILL_OPTIONS | YES | Links to the Options page. |
| ThankYou.html | MILL_SEARCH | YES | Links to a Constituent Search. |
* These smart tags must remain within the form tags on the page.
The Website
You may use the Online Constituent Directory sample website as the basis of an independent website for your institution, or you can link to it from the institution's primary website.
Constituent Log On
The initial page of the website shows text boxes for the entry of a User ID and a Password; your site will have provided this information to your constituents via one of the standard Online Constituent Directory Reports or by some other site-specific method.
The Authentication Process: when a constituent logs on for the very first time, he or she must enter the User ID and Password exactly as it was provided. When he or she clicks Sign In, the page will refresh and the constituent will be required to:
- Change the system-generated password to one of his or her own choosing, and re-enter as a confirmation.
- Select one of the standard questions to be used as a hint and enter any free-text response, up to 30 characters in length, to the selected question. The hint and response are stored in the constituent's Basic Data row and can be used to authenticate the constituent to the system.
- Supply an email address for your site to use to send the user name and new password should the constituent forget them. This must be entered in a valid format (no spaces, must contain an '@' sign, etc.) and re-entered as a confirmation. The email address entered here will be checked against the existing database (to see if it is already present in the Internet Address or Phone Numbers data table) and also checked against the current rows in the Internet Address pending table to see if it is scheduled for edits or updates. If it is not found in the data, or if is found in the pending table awaiting edits or deletion, a new row will be generated in the Internet Address pending table.
If at any time after the constituent's initial log on session, he or she forgets his or her user name, password, or both, he or she can click the Did you forget your User ID or password? hyperlink to have this information sent to him or her via email. Your system administrator must set up this email functionality before your constituents access the website. See Online Directory, email Setup for further information.
If the constituent forgets a user name, he or she enters an email address to have the user name and a new system-generated password sent. The email address that the constituent supplies must be one that is 'on file'; that is to say, the email address is already in Millennium for that constituent. The system will email the user name, and a new, system-generated password, to the email address that the constituent specified when initially setting up his or her Online Constituent Directory log on credentials. If the constituent forgets only the password, he or she enters the user name. The system will then email a new, system-generated password to the email address that the constituent specified when initially setting up his or her log on credentials. When the constituent logs on with the new password, he or she will then be prompted to change the system-generated password to one of his or her own. At this time, he or she can change the hint question and response, as well as update his or her email address.
Once the Log On process has been completed, the page will refresh to show the Options page as described below.
After three failed attempts to log on successfully, the constituent must wait twenty minutes before trying again.
Please note that when a constituent's session has been idle or inactive for more than twenty minutes it will automatically log the constituent out, forcing them to log back on with the appropriate User ID and password.
Non-Constituent Access
The Log On page will include the link, 'For non-members, please click here to make a donation'. This will allow a non-constituent to make a donation to your institution. When the link is clicked, a non-constituent can put in his or her giving information and will also need to enter a limited amount of biographical information. This donor information will then be used to create a new constituent profile. All biographical information must be completed before the gift or pledge donations from such donors can be integrated into the database. In the event that a constituent inadvertently uses this link to make a donation, you have the opportunity during the use of the Advanced Data Examiner to search the database using the name and address information that the donor provided, to confirm that the donation is from a new constituent, or to assign it to an existing constituent. See Donate Now for further details.
Options
The Options page shows a list of the options available to the constituent who has properly logged on to the website. These include:
- Search for Other Members - Allows the constituent to search for and display information belonging to another constituent, using the Search function described below.
- AFO Forms - Allows the constituent to register for an event or donate through an Community Brands Fundraising Online campaign. The form can be displayed directly on the page, or a link to a separate page can be displayed.
- View or Update Your Information - Allows the constituent to navigate directly to the display of his or her own information. The initial display shows the Personal Information (Basic Data), and the constituent may choose from any of the links to the other data tables available, shown above the Personal Information.
- View as others would see me - Allows the constituent to view their data rows as others will see them when they search for other constituents.
- View my Giving Information - The default display of a constituent's giving information shows the Transaction Type, the Effective Date, Solicitation, Total Amount, Joint notation (if applicable).
The Giving Information page includes a Make a Donation link that leads to a page where the constituent can make a one-time or recurring donation to your site.
- Global Publish Options - The constituent will have two options to choose from; 'Do not publish any information about me.' and 'It is OK to publish my information.'
- Change User Name and Password - Allows the constituent to view and update their User ID, Password and email Address along with Hint Question and Hint Answer (if applicable).
- View Reports - From the Options Page, this link allows the constituent to see a list of reports that have already been run and are available for them to view.
- Log Out - Allows the constituent to completely and successfully log out of the Online Constituent Directory.
Search
The Options page includes the link, Search for Other Members. When the constituent clicks on it, the page refreshes to show an abbreviated version of the standard Constituent ID Search form. The Default Online Constituent Directory Search page includes text boxes for a Name, Constituency Type, Preferred Year, ZIP Code, State, City, and Country, as well as a check box for a Similar name search. Instructions prompt the user to enter information in any of the boxes shown. Once the Search button is activated, the system performs the search. If a unique match is found, that constituent's information is displayed. If no match is found, the constituent is prompted to re-specify the search or cancel the process. If multiple matches are found, a Search Results page is shown. This page will list the matching constituent names, along with enough address information to assist in identification. When the constituent clicks on the name, the corresponding data is displayed.
Data Display
When a constituent's data is displayed, either his or her own data, or that of another constituent, the display begins with the Name, Preferred Year and Constituent Type shown in the header. Below the header is a set of hyperlinks which lead to the corresponding data table displays, as well as a Display All hyperlink.
Each display shows a data header below the hyperlinks, labeling the data, and is followed by a hyperlink saying, Add XXX Information (where XXX is the name of the data table). In each case, that hyperlink will lead to an abbreviated insert form which the constituent may use to submit new information. See Data Edits, below. The descriptions of the data tables below list the data fields that are part of the standard display in the sample website. Your institution may choose to add or remove data from the display using the Custom Display Designer.
Personal
Shows the Constituent Type, Marital Status, Preferred Year, and Preferred School from the Basic Data.
Name
Shows the Formatted Name, the Name Type, and the Lookup flag.
Address
Shows the First, Second, and Third Line of the Address, the City, State, ZIP Code, Address Type, Locator, and Phone # from the Address data rows. In addition, each has a Map It hyperlink, which launches a new session of the browser, showing a map to the address.
Attribute
Shows the Attribute Type and Group and Linked Attributes.
Relation
Shows the spousal Relationship information, Is a, Whose, and the name of the Spouse.
Employment
Shows the Firm, Title, and Status.
Giving
Shows all giving data including any payments along with a Make a Donation link.
Education
Shows the Institution Name and Degree Date.
Phone
Shows the Phone, Type and Restriction from the Phone Numbers table. Note, that this includes cell phone numbers and could include web addresses, and email addresses.
Shows the email (or Web) address, Type and the Comment from the Internet Address table.
Custom Bio
Shows the first lookup, date, and money fields from the Custom Bio table, as well as the Custom Bio Comment.
Comments
Shows the Comment and Type from the Comments table.
Display All
Similar to Full Profile in Millennium, it shows all data tables at once for viewing.
Each data row includes an edit hyperlink to the left. When activated, an update form is shown with the current information in place in the corresponding text boxes. Data editing is described below.
AFO Form Link
Shows a link to the AFO Form page.
Data Edits
If your institution chooses to do so, you may allow your constituents to submit changes to their own data, via your Online Constituent Directory website. This may be in the form of an edit to existing data that is displayed on the website, or a new set of information that would result in the creation of a new data row.
The system includes a set of pending data tables - one for each of the primary (base) tables that are available in the Online Constituent Directory module. The pending tables are replicas of the corresponding base tables with one additional field, used to link the pending table row to the appropriate data row in the base table. The link field is used when the pending row is an edit or deletion for an existing data row.
When data changes are submitted by constituents, rows are created in the appropriate pending table, containing the edited, or new information. When data is viewed via the website, the system will first check for the presence of data in the pending table, and if found, the pending data is displayed. If none is found, the data in the base table is displayed. Thus, edits are reflected immediately on the website, even though the base table has not yet been updated. When that data is displayed via the standard Millennium interface, the base data is displayed, not the pending data. The display does show a cross reference with a hyperlink notation indicating that there is a constituent update in the pending table. If you click on the hyperlink, the pending data is shown in detailed display mode.
For each existing data row, the pending table will only contain one linked row. If the constituent submits edits for the same data row on multiple occasions (prior to the institutional acceptance of the previous edit) the system will retain the most current information in the pending table. Each pending table may contain any number of new data rows for a constituent.
Once the pending data rows are created, they will remain until an Millennium user either accepts the pending data row for incorporation into the base table, or deletes the row from the pending table. Both of these actions are accomplished via Advanced Data Examiner. The Advanced Data Examiner is used to process the acceptance of all pending data for one table at a time, or to review each pending data row one at a time and either accept it, skip it for later review, or delete it.
AFO Forms
If your organization uses Community Brands Fundraising Online to manage event or fundraising campaigns, you can display donation or registration forms in Millennium. The forms will auto-populate with the constituent information recorded in the Online Constituent Directory, and the constituent can complete and submit the form within Millennium. The form data is transferred back to Community Brands Fundraising Online for campaign management and reporting purposes.
View as Others Would See Me
This feature allows the constituent to view their data rows as others will see them when they are searched by other Online Constituent Directory constituents. Any items that are set to publish will be seen by others and all items that were set not to publish will not be seen by others and will show up as an empty screen.
View my Giving Information
If a constituent has given gifts in the past, this feature will show the Transaction Type, the Effective Date, Solicitation, Total Amount, Joint notation (if applicable). This option will only be seen by that constituent only and will never be seen by others. This screen can be customized from within Millennium, which allows the site to choose what fields will be visible to the constituent who gave the gifts.
Constituent Global Publish Options
The constituent will have two options to choose from; 'Do not publish any information about me.' and 'It is OK to publish my information.' Selecting ' Do not publish any information about me.' will globally change all data rows to not be published and unseen by other constituents. Selecting 'It is OK to publish my information.' will globally change all data rows (excluding Giving) to be published and seen by other constituents.
It is important to note that this user selection does not override the selection made by the system administrator using the Options for Publishing Tables under Online Constituent Directory Setup from within Millennium. The previously mentioned two constituent options will ONLY take effect when the system administrator sets the Publish Options to 'Publish by Consent' from within Millennium. Since when the Global Publish Options are set to any of the other 3 options; Do not Publish, Publish and Constituent Only from within Millennium, the choice made by the constituent online will not override the system forced publish options set forth by the system administrator.
Change Log On Settings
This feature allows the constituent to view and update their User ID, Password and email Address along with Hint Question and Hint Answer (if applicable). The User ID and Password must be 6 characters or more and can include both numbers and letters. Special characters are not accepted.
Log Out
This features allows the constituent to completely and successfully log out of the Online Constituent Directory.