Favorites-My Prospects

If you are a Prospect Manager you can readily access data for your Prospects by using My Prospects Favorites. Your Assistants and Researchers can access data for your Prospects as well. The list of Prospects may be accompanied by a set of filters for your use.

Verify that your User ID is linked to your Millennium constituent ID number and that your User ID has select permissions for each of the data tables that are shown on the My Prospects Favorites display and for each of the data tables that are used as Filters.

Customize the My Prospects List Display

For each Prospect listed, the system will display the following by default: ID number, Formatted Name, City, State and Zip Code from the preferred Address (or first found, if no preferred Address exists), Type of Prospect Manager/Prospect relationship (the Whose side of the relationship), Donor Tracking Capacity, and Donor Tracking Last Research Date. Your site may want to show different information, or show the same information, but in a different order. A system administrator can use the My Prospects Display applet to customize this display.

  1. Access the Display Options page by using Millennium Explorer, Tools > Display Design > Display Options.
  2. Click on the Maintenance Button located to the left of the My Prospects Display label.
  3. Use the applet controls, as described in the System Display Options topic, to add fields to the display, remove fields from the display, and change the order in which the fields display.

Customize the My Prospects List Filters

On the My Prospects Favorites list display, filters are available for you to use to refine the list to suit your needs. By default, the system will make the following filters available, and in this order: Address Region, Rating Campaign, Rating Cultivation, and Rating Inclination. Certain fields from the Actions, Address, Attribute, Basic Data, Custom Bio, Donor Tracking, Planned Giving, Proposals, Rating, and Relation data tables are also available to be used as filters. A system administrator can use the My Prospects Filters applet to change what filters are available for this display, and can change the order in which the filters show.

  1. Access the Display Options page by using Millennium Explorer, Tools > Display Design > Display Options.
  2. Click on the Maintenance Button located to the left of the My Prospects Filters label.
  3. Utilize the applet controls, as described in the System Display Options topic, to add filter fields to the display, remove filter fields from the display, and change the order in which the filter fields are applied. Up to five fields can be used as filters.

Active Prospect Manager / Prospect Relationships

Constituents with whom you have an Active Prospect Manager / Prospect Relationship will be listed in the My Prospects Favorites display.

To create the required relationship record:

  1. Locate your User ID's constituent record. Then, use Millennium Explorer, Profiles > Biographical > Relation.
  2. Point to the Relationships Header Edit Button edit button or the Edit Button located to the left of any existing Relation row.
  3. Click Insert.
  4. In the Is A list, click on a relationship type that has a Prospect Management Role of Manager.
  5. In the Whose list,click on a relationship type that has a Prospect Management Role of Prospect.

  6. Enter the Prospect's ID number or name in the Is field, using Closedstandard Name search format.

    Last Name/First Name<space>Middle Name;Suffix

  7. Enter a Start Date, and other information, as desired. If you do enter a Stop Date at this point, remember that once that date is reached, then the relationship will no longer be Active and will no longer display here.

  8. Click Insert. The system will use the Is field information to perform a constituent Closedstandard ID Search before creating the Relation record.

    • If the search returns one or more constituents who completely or partially match the search criteria, click on the ID number or name of the desired Prospect.
    • If one of the listed constituents is not the desired Prospect, click on the respecify the query hyperlink. The Relation ID Search from displays. You may re-specify your search criteria, or click on the Cancel hyperlink to end the search.
    • If the search does not return a constituent who matches the criteria, the Relation ID Search form displays. You may re-specify your search criteria, or click on the Cancel hyperlink to end the search. Canceling the Relation ID Search will cancel the creation of the Relation record.

Active Prospect Manager / Assistant/Researcher Relationships

Your Assistants and Researchers can also access your Prospects Favorites if you have an Active Manager / Assistant /Researcher relationship with them.

To create the relationship record:

  1. Locate your User ID's constituent record. Then, use Millennium Explorer, Profiles > Biographical > Relation.
  2. Point to the Relationships Header Edit Button edit button or the Edit Button located to the left of any existing Relation row.
  3. Click Insert.
  4. In the Is A list, click on a relationship type that has a Prospect Management Role of Manager.
  5. In the Whose list, click on a relationship type that has a Prospect Management Role of Assistant/Researcher.

  6. Enter the Assistant's or Researcher's ID number or name in the Is field, using Closedstandard Name search format.

    Last Name/First Name<space>Middle Name;Suffix

  7. Enter a Start Date, and other information, as desired. If you do enter a Stop Date at this point, remember that once that date is reached, then the relationship will no longer be Active and will no longer display here.

  8. Click Insert. The system will use the Is field information to perform a constituent Closedstandard ID Search before creating the Relation record.

    • If the search returns one or more constituents who completely or partially match the search criteria, click on the ID number or name of the desired Assistant or Researcher.
    • If one of the listed constituents is not the desired Assistant or Researcher, click on the respecify the query hyperlink. The Relation ID Search from displays. You may re-specify your search criteria, or click on the Cancel hyperlink to end the search.
    • If the search does not return a constituent who matches the criteria, the Relation ID Search form displays. You may re-specify your search criteria, or click on the Cancel hyperlink to end the search. Canceling the Relation ID Search will cancel the creation of the Relation record.

Display My Prospects Favorites

Your User ID must belong to an Millennium User Group that has select permissions for each of the data tables that are shown on the My Prospects Favorites display, and your User ID must also belong to an Millennium User Group that has select permissions for each of the data tables that are used as Filters. If you do not have the correct permissions to all of the data tables that are shown on the My Prospects Favorites display, then you will not be able to access it. If you do not have correct permissions to the tables that are used to filter the display, the filter field (from the table) will display, but it will not function (filtering by that field will not remove any Prospects from the list).

  1. Use Millennium Explorer, Favorites > Prospect > My Prospects.

    Or, if you are a Prospect Manager, then you can quickly access your My Prospects Favorites list display while viewing any constituent record by clicking the My Prospects link that is located in the constituent record header.

  2. Information for each Prospect will be listed.
    1. By default, this information will the Prospect's ID number, Formatted Name, City, State and Zip Code from the preferred Address (if no preferred Address exists, then from the first found), whether or not the listed address is still good (Locator), the Type of Prospect Manager/Prospect Relationship (Prospect or Potential Prospect), Donor Tracking Capacity, and Donor Tracking Last Research Date. You may see different information, or the same information in a different order, if your site has customized this view.
    2. The number of Prospects that are listed is shown in the upper right of the display.
    3. Click on any field name in the Table Header to sort the list as you choose.
  3. Available filters will be shown above the list of Prospects. Use these filters as desired to refine the list.
    1. Filter values are listed in drop-list boxes. But, if a filter field is driven by a value-based lookup table, then the filter field will be a Search box, into which you type the value for the filter to use. The system will then try to match your entry to a value in the related lookup table. See the Value-based Lookup Tables in Data Entry and Maintenance topic for complete details.
    2. To remove all of the filters that you have applied, restoring the list to its original form, click on the Reset Filters hyperlink.
  4. Click on the Formatted Name or ID number of a Prospect to view a detailed display in your One Screen View Display.
Notes:

My Prospects On Demand Reports

In the Header, on the right, is a Reports button. Point to the button to display a list of the names of standard, My Prospects Favorites reports that are available for viewing.

These are On Demand reports. They are of particular interest to Prospect Managers and to their Assistants and Researchers. Each report is designed specifically to display key information about the Prospects that are currently listed in the My Prospects Favorites display. If a Manager's Assistant/Researcher is viewing a report, this information about the Prospects will typically by grouped by Manager name.

Display a My Prospects Favorites On Demand report:

  1. Point to the Reports button.
  2. Click on the desired report name. The prompt page specific to the report displays.
  3. Provide the information for which you are prompted.
  4. Click Submit.
  5. The report will be generated in PDF format and will display, using Adobe Reader, in a new instance of the browser.

The standard My Prospects Favorites On Demand reports are:

Name Description
Action Log This report selects and prints Actions by Prospect, together with linked Tasks. You will be prompted to provide an Action Due Date range.
Moves Report This report lists all moves (a change in Rating) made during a specified time period. You will be prompted to provide a Rating End Date range.
Tasks Action Log This report shows Actions belonging to Prospects that have been assigned to Prospect Managers as Tasks. The report provides an overview of the Tasks, the Manager assignments and the status of those Tasks. You will be prompted to provide a Task Due Date range.
Tickler This report is designed to serve as a reminder to Prospect Managers who have upcoming Tasks to perform in regard to their Prospects. The report shows the scheduled date, prospect name, the place of the contact, and the Division within the institution that is associated with the task. You will be prompted to display. Tasks that are Due This Month, Due This Week, or Due Today

Refer to My Prospects On Demand Report Descriptions for more complete descriptions of these standard reports.

Refer to Advanced Information about Favorites On Demand Reports for information about modifying these existing standard reports, or creating a custom My Prospects Favorites On Demand report.