Gift Solicitor and Dues Solicitor Data Maintenance

Millennium allows you to identify another constituent from the database (other than the owner of the Transaction row) as the Solicitor for the donation. This may be done in a variety of ways. Any constituent may be identified as the Solicitor, either at the time the Transaction is created or it may be added to an existing Transaction, by using the modified Search Millennium Database form that is automatically presented. Alternately, if a Prospect/Gift Solicitor (p/gsol) Relationship has previously been created between the constituent who owns the Transaction and the constituent who will be identified as the Solicitor, then the data may be entered in the Transaction form as the Default Solicitor. In that case, the system will scan the Relationship table to locate a row belonging to the donor where the second party is described as the Gift Solicitor (gsol) and will automatically create a secondary Solicitor row for that second constituent.

Create a Solicitor as the Original Transaction is Created, Other Than Default

To specify a Solicitor for a Transaction at the time that the Transaction is being created, regardless of whether the Solicitor and the owner of the row have an existing Prospect/Gift Solicitor relationship or not, you may utilize the Other Solicitor function within the Insert or Default Transaction form.

1. Follow the procedures for a Simple Gift Transaction or other options as the Transaction warrants, but do not click on Insert.
2. Toward the bottom of the form, locate the area labeled, Solicitor. Click the Other check box.
3. When all other details appear on the Transaction form as you want, click on Insert to create the Transaction row.
4. The Solicitor ID Search form will display so that you can identify the Solicitor.

5. In the Name / ID field, Enter the constituent's ID number, or name using standard Name search formatting Last Name/First Name<space>Middle Name;Suffix .

6. Click Search. At this step, you can click Cancel instead. The secondary Solicitor row will not be added to the Transaction.

7. A Search Results page displays, listing the constituent or constituents who match the ID Number or name entered.

   1. 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.
   2. Locate the desired constituent and click on the name hyperlink.
   3. If the desired constituent is not shown, click the Respecify the Query hyperlink. The Search form re-displays to allow you to redo your constituent search.
8. Once a constituent has been uniquely identified, the system will create the secondary Solicitor row and return you to the display of the original constituent's Transaction. You may scroll through the display and you will see the label, Solicitor, followed by the name of the second constituent as hyperlink text. If you want, you may click on that hyperlink to view that constituent's Relationships.

Create a Solicitor as the Original Transaction is Created, Using a Default Gift Solicitor

To utilize the Default Solicitor function within Millennium, the constituent for whom the Transaction is being created must also already have a Prospect/Gift Solicitor (p/gsol) Relationship with another constituent. (Note that this "Default" function is available whether you are using a blank Insert form, or using a pre-defined Default form to create the Transaction.)

1. Follow the procedures for a Simple Gift Transaction or other options as the Transaction warrants, but do NOT click on Insert.
2. Toward the bottom of the form, locate the area labeled, Solicitor. Click to activate the Default check box just below that label.
3. When all other details appear on the Transaction form as you want, click on Insert to create the Transaction row. In addition to creating the Transaction row, the system will search the Relationship table for any row belonging to the constituent in which the second party is a Gift Solicitor (gsol). If one is found, an attached Solicitor row will automatically be created identifying that constituent as the Solicitor for this Transaction. You will be returned to the previous display, which will include the new Transaction.
4. If a Gift Solicitor Relationship Type is not found, you will be given a version of the Search Millennium Database form which you will use to identify another constituent as the Solicitor.

5. Enter the ID Number or name of the constituent in accordance with the standard procedures for the Search form and click the Search button, (partial name information may be entered, though it must be in the format, Last/First Middle.)

   OR

   Click Cancel to return to the display of the original Transaction without creating the Solicitor information.

6. If you entered name information which identifies one or more constituents, their names will be shown in a Search Results list.

   1. 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.
   2. Click the desired name if such a list is presented.
7. Once a constituent has been uniquely identified, the system will create the secondary Solicitor row and return you to the display of the original constituent's Transaction. You may scroll through the display and you will see the label, Solicitor, followed by the name of the second constituent as hyperlink text. If you want, you may click on that hyperlink to view that constituent's Relationships.

Add a Solicitor to an Existing Transaction

1. Access the Gift or Dues display for the constituent who owns the specific Transaction to which you want to add a Solicitor.
2. Scroll the display to the specific transaction.
3. Pass the mouse pointer over the Edit button to the left of the transaction to access a context menu and then pass it over the item, Transactions.
4. Locate and click on the item, Add Solicitor.
5. The Solicitor ID Search form displays.

6. In the Name / ID field, Enter the constituent's ID number, or name using standard Name search formatting Last Name/First Name<space>Middle Name;Suffix.

   At this step, you can click Cancel instead. The secondary Solicitor row will not be added to the Transaction.

7. A Search Results page displays, listing the constituent or constituents who match the ID Number or name entered.

   1. 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.

   2. Locate the desired constituent and click on the name hyperlink.

   3. If the desired constituent is not shown, click the Respecify the Query hyperlink. The Search form re-displays to allow you to redo your constituent search.

8. Once a constituent has been uniquely identified, the system will create the secondary Solicitor row and return you to the display of the original constituent's Transaction. You may scroll through the display and you will see the label, Solicitor, followed by the name of the second constituent as hyperlink text. If you want, you may click on that hyperlink to view that constituent's Relationships.

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