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New Assignments

Access the New Assignments page by using Millennium Explorer My Millennium > Assignments > New.

When you create (define) an Assignment for the Millennium Assignment Service you are telling it to look for a specific change to the data in the database. If that change occurs, the Millennium Assignment Service will find it and create an Advisory so that you can view the details of the change. If you want, you can define the Assignment so that the Assignment Service will send an email to notify you (or someone else) that an Advisory has been created.

Create a New Assignment

Access the New Assignments page by using Millennium Explorer, My Millennium > Assignments > New. A list of the possible types of Assignments that you can create in each category - Profiles, Giving, Campaigns, Prospect Tracking Tasks/Actions, Membership and Events - is shown. Click the type of Assignment that you want to create.
Fill in the name of the Assignment in the Assignment Name field. The name can be up to 50 characters long.
To activate the Assignment immediately after it is inserted, leave the Active check box selected. If you want to activate the Assignment at a later time, clear the Active check box.
Determine what constituents the Millennium Assignment Service will be tracking (for changes). The Assignment can be defined to focus on all constituents, your Prospects, your Bookmarks, one specific constituent, or on the constituents who are listed in any worktable that your User ID 'owns'.
- To carry out the Assignment for all constituents in the database, check the Any Constituent option.
- To carry out the Assignment for all constituents in the database with whom you (the logged on user) have a Prospect Manager/Prospect or Secondary Prospect Manager/Prospect Relationship where you are the Manager or Secondary Manager, check the My Prospects option. You can enter an End Date so that the Assignment Service will not track you prospects in relationships with an End Date that occurs before the date you entered. If you leave the End Date blank, the Assignment will track all of your prospects.
- To carry out the Assignment for all of your bookmarked constituents, check the My Bookmarks option.
- To carry out the Assignment for one constituent, check the Specify Constituent option, and enter an ID Number or name using standard Name search formatting in the text box to the right.
  
  Last Name/First Name<space>Middle Name;Suffix
  
  The Results screen displays, and lists all constituents who match the entered information. A constituent will appear in the search results more than one time if he or she has more than one Lookup Name row. Click the Sort by ID and Display Unique List hyperlink to remove duplicate rows from the Search Results display. If you re-sort the search results, the duplicates will display again.
  
  If the list includes the desired constituent, click his or her id or name. If not, click respecify the query to display the Constituent ID Search form.
- To carry out the Assignment for constituents who are listed in a worktable that you own (saved with your log on User ID - either as a saved search result or saved report worktable), check the Work Table option.
  - The Load Table form displays. Every worktable that your User ID owns will be listed.
  - Select the name of the worktable that you want to use.
  - Click Accept.
    
    Other buttons on the Load Tables form:
    
    Cancel will close the Load Tables form.
    
    Delete will delete the selected worktable. A confirmation message will be shown before the system deletes the worktable.
If you want the Assignment Service to create an Advisory for any action that is taken on the data, check the All Records that Apply option. For some Assignment types, the label for this option will begin with Any and be followed with the name of the data table to which the Assignment applies instead. For other Assignment types, this will be only option available. In that case, there will be no check box. Many Assignment types will allow you the option to tell the Millennium Assignment Service to create an Advisory only when a specific action on the data occurs. The Categories and Assignments tables shown below describes these specific actions in detail. To specify one or more particular actions, check the relevant options.
If you would like the Assignment Service to send out an email when it generates an Advisory, select Send an Email to, and then enter an email address in the text box to the right. Enter a message for the body of the email in the Email Message box. When a new Advisory is created, an email, with this message, is automatically sent to this address to alert the recipient (either you or even someone else) of the new Advisory.
The Assignment Frequency determines how often the Millennium Assignment Service will check the database for any activity that corresponds to the Assignment definition. Decide how often you want the Millennium Assignment Service to check the database for any changes. Enter a number for the interval of time in the Frequency text box. Select a value from the pull-down list to the right to specify that the Millennium Assignment Service should check the database for changes at the specified number of Minutes, Hour(s), or Day(s).

There is a system-wide Assignment Frequency setting (on the System Options page) that allows a Millennium system administrator to 'tell' the Assignment Service that it cannot carry out an Assignment (check the database for changes) any more frequently than a specified interval of time. The system-wide Assignment Frequency setting can override the frequency that you set for an individual Assignment.

For examples...

Example 1: The system setting allows the Assignment Service to check the database for conditions that will trigger the creation of an Advisory every 60 minutes. You create one Assignment that tells the Assignment Service to check every 5 minutes. You create a second Assignment that tells the Assignment Service to check every 20 minutes. The system setting will override your frequency settings, and the Assignment service will check the database for conditions that meet both Assignments only every 60 minutes.

Example 2: The system setting allows the Assignments service to check the database every 5 minutes. You create one Assignment that tells the Assignment Service to check every 5 minutes. You create a second Assignment that tells the Assignment Service to check every 20 minutes. The Assignment Service will check the database for conditions that meet the first Assignment every 5 minutes, and the Assignment Service will check the database for conditions that meet the second Assignment every 20 minutes.

Categories and Assignments

Profiles

Assignment	Purpose	Variables
Address	Generate an advisory if there is an addition or update to constituent's address record(s).	Address Type, Address Location
Attribute	Generate an advisory if an attribute record of a certain type is entered for constituent(s).	Attribute Type
Corporation/Foundation	Generate an advisory when a corporation or foundation added or updated.
Death	Generate an advisory if a death record is entered for a constituent(s).
Employment	Generate an advisory if there is an addition or update change in constituent job history.	Job Status, Salary Class
Name	Generate an advisory if a name row is added or updated for a constituent(s).	Name Type
Parent Corporation	Generate an advisory if a parent corporation is added or modified for a corporation (based on a rel is a code of 'pc') .

Giving

Assignment	Purpose	Variables
Gift	Generate an advisory if a gift is received from a particular constituent(s).	Gift Amount Exceeds, Campaign, Solicitation, Campaign Goal, Gift Type
Gift Account	Generate an advisory when a gift is given to a specified account (gift restriction). If you do not specify the account, then it will notify when a gift is given to the account where the gift restriction is <blank>.	Gift Amount Exceeds, Campaign, Solicitation, Campaign Goal, Gift Type, Gift Account
Honor/Memory	Generate an advisory when a gift is given in honor or memory of a specified constituent(s).	Gift Amount Exceeds, Campaign, Solicitation, Campaign Goal, Gift Type
Solicitor	Generate an advisory when a gift is received with a specified solicitor.	Gift Amount Exceeds, Campaign, Solicitation, Campaign Goal, Gift Type

Campaign

Assignment	Purpose	Variables
Campaign Amount	Generate an advisory when a campaign reaches a specified amount. The Apply Notification To options are not relevant to the Assignment.	Campaign Total Exceeds, Campaign, Solicitation, Campaign Goal, Gift Type

Prospect Tracking

Assignment	Purpose	Variables
Proposal	Generate an advisory if a proposal is entered for a particular constituent.	Campaign, Solicitation, Campaign Goal, Plangift Type
Planned Gift	Generate an advisory if a planned gift is entered for a particular constituent.	Campaign, Solicitation, Campaign Goal, Plangift Type
Prospect Relationship	Generate an advisory when a prospect manager relationship is created for a particular constituent(s).
Rating	Generate an advisory when a rating is entered for a particular constituent(s).	Campaign, Rating Cultivation
Research Source	Generate an advisory when a research source has been entered for a particular constituent(s).

Tasks/Actions

Assignment	Purpose	Variables
Action	Generate an advisory when an action is assigned or updated for a specified constituent.	Action Type, Priority, Campaign
Action Due	Generate an advisory when an action for a specified constituent(s) is due or past due.	Action Type, Priority, Campaign
Task	Generate an advisory when a task is assigned/updated for a specified constituent(s).	Priority
Task Due	Generate an advisory when a specified constituent has a task that is due or past due.	Priority
Task Reminders	Generate an advisory when a user has tasks flagged for reminders.	Priority

Membership

Assignment	Purpose	Variables
Membership Expire	Generate an advisory if a membership has expired for a particular constituent	Membership Type, Membership Status, Membership Classification, Given By (Y/N)
Membership	Generate an advisory when a membership row is created for a particular constituent.	Membership Type, Membership Status, Membership Classification, Given By (Y/N)
Membership Status	Generate an advisory when a constituents(s) active Membership changes in status (upgrade, downgrade)	Membership Type, Membership Status, Membership Classification, Given By (Y/N)

Events

Assignment	Purpose	Variables
Event Registration	Generate an advisory when a particular constituent registers for an event or is entered as a guest.	Event Name
Event Guest	Generate an advisory when a constituent(s) is entered as a guest for an event.	Event Name
Event Profit/Loss	Generate an advisory when the event profit/loss shows a profit. The Apply Notification To options are not relevant to the Assignment.	Event Name
Budgeted Guests	Generate an advisory when the number of registered guests reaches the budged number. The Apply Notification To options are not relevant to the Assignment.	Event Name

Assignments Field Descriptions

The assignments table functions like a system table, but it is located in the primary data database. One data row exists for each Assignment that is created and saved by any user.

Field Name	Type (SQL/Oracle)	Length	Description
asgnkey	numeric/number	9	This is the primary key field, automatically generated by the system on insert.
asgnname	char	50	This is the name given to the Assignment.
asgnuser	char	30	This is the User ID to whom the Assignment belongs.
asgnpwd	char	255	This is the password for the user to whom the Assignment belongs. This information is encrypted.
asgncat	char	6	This is the code for the category for the Assignment, from the system-defined set of possibilities, Profile, Giving, Campaigns Prospect Tracking, Tasks/Actions, Membership, Events.
asgnstatus	char	30	For Campaign Amount Assignments, the system will set this to Disabled (d) when the target amount is reached so that the Assignment will not continue to run once that amount is reached. For Budgeted Guest Assignments, the system will set this to Disabled (d) once the number of registered guests reaches the budgeted number. For Event Profit/Loss Assignments, the system will set this to Disabled (d) once the Event shows a profit. For all other Assignments, this field remains set to Enabled (e). An Assignment will run only if the value of the Run Status is Null or Success, this field is set to 'e', and the Assignment is Active. If the asgnstatus is set to 'd' and the Assignment is updated, the asgnstatus will reset to 'e'. If the Assignment is Active, it will run.
asgnrunint	numeric/number	9	This is the time interval for the execution of this Assignment, from a system-defined set of possibilities. The user chooses this value when the Assignment is created, and the system stores the information as the number of minutes.
asgnstate	char	4000	This is the SQL statement to be executed against the database.
asgnaflag	char	1	This Y/N flag indicates whether an alert notification is or is not to be delivered when an Advisory is posted for this Assignment.
asgneflag	char	1	This Y/N flag indicates whether an email message is or is not to be delivered when an Advisory is posted for this Assignment.
asgnlflag	char	1	This Y/N flag indicates whether a letter is or is not to be created when an Advisory is posted for this Assignment.
asgnrflag	char	1	This Y/N flag indicates whether a report is or is not to be launched when an Advisory is posted for this Assignment. This field is not in use at this time.
asgntflag	char	1	This field has not yet been activated.
asgnfile	char	3	This is the file number for the primary table that is referenced in this Assignment.
asgnid	char	10	If this Assignment includes the instruction to examine a single constituent's information, this is the ID Number of that constituent.
asgntype	char	6	This identifies whether the Assignment should examine information for all constituents (' '), the user's Prospects (P), the user's Bookmarked constituents (B), a single constituent (S), or a worktable (W). If you have chosen any combination of the last four options, this field will contain the code for each that is chosen.
asgndoc	char	255	If the Assignment is set to generate a letter, this field holds the name of the letter.
asgnrept	char	100	If the Assignment is set to generate a report, this field holds the name of the report. This field is not is use at this time.
asgnresp	char	30	This is the user login to whom an Advisory notification will be sent.
asgnmsg	char	255	If this Assignment is defined to generate an email notification, this field contains the text that will be sent in the body of the message.
asgnemail	char	255	If this Assignment is defined to generate an email notification, this field contains the email address to which it should be sent.
asgntarget	money/number	8	If this Assignment is defined to create an Advisory when a certain targeted amount is reached, and when the Assignment finds that the total has not yet been reached (and therefore no Advisory is generated), the system will retain the current total in this field.
asgnamount	money/number	8	If this Assignment is defined to create an Advisory when the amount equals a specified value, or when a certain targeted amount is reached, this field will hold that specified value or target amount.
asgntime	datetime/date	8	On creation, this field will hold the date and time when the Assignment was created. After that, this field will hold the date and time that this Assignment was last executed.
asgnrun	char	30	This field holds the run status of the last run of this Assignment. Valid values for this field are Null, Success, Failure. A successful run is one that runs to completion, regardless of whether information was or was not found. If a run was not successful, the system will set this field to Failure. If an Assignment has not yet run (it is Pending), this field will be Null. When the Assignment is updated, this field is reset to Null (and the Assignment will therefore be Pending). An Assignment will run only if the value of this field is Null or Success, the Assignment Status is Enabled, and if the Assignment is Active.
asgndur	numeric/number	9	This field holds the duration of the last run of this Assignment.
asgncodes	char		This system-generated field is reserved for system use, only.
asgndecode	char		This system-generated field is reserved for system use, only.
asgnworktb	char	30	If this Assignment is defined to examine the information for the constituents in a worktable, this field will hold the name of the worktable
asgncoluse	char	20	This system-generated field is reserved for system use, only.
asgnpmdate	datetime/date		If this Assignment is defined to examine the information for the user's Prospects, and the user specifies an End Date for the Prospect/Prospect Manager relationship, this field will hold the value of the End Date specified.
asgnactive	char	1	This Y/N flag indicates whether the Assignment is Active, or not. An Assignment will run only if the value of the Run Status is Null or Success, the Assignment Status is Enabled, and the Assignment is Active.

Indices - Assignments

Index	Primary	Foreign	Unique	Fields	Sort
pk_assignments	Y			asgnkey	ASC

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