Tracking
The Tracking row is an integral part of the Prospect Management system. Each constituent may have one and only one Tracking row. That row will contain information regarding the status or progress of the research that is being done on a particular constituent. The information that is gathered as a result of your research efforts is contained in an unlimited set of attached secondary rows, grouped into several different tables.
Any constituent may have an unlimited number of attached rows from the secondary Ratings file. The constituent may be assigned independent ratings for various campaigns. Along with the rating, the row includes a field for the constituent's Cultivation Level, as defined by your institution. Ratings may be assigned for a limited time period, and a history of former ratings may be maintained, if you want.
Any constituent may have an unlimited number of attached rows from the secondary Research Source file. Most Research offices create a standard set of resources or publications that they want to have examined, in order to evaluate a constituent's potential for becoming a major gift contributor. Each Research Source row includes fields which identify the resource or publication that is to be examined in relationship to the constituent, and fields that focus on the scheduling of the Research.
- Millennium system administrators or the database administrator can configure audit logging for the Tracking data table. For more information, see Audit Log.
- An Administrator can remove the Tracking from the Millennium Explorer if not used. See Table Options for more information.
Linked Tracking
Any constituent may have an unlimited number of linked Relationship rows. These rows are identical in form to the primary table display of Relationship rows. This feature is primarily designed to track a prospect/prospect manager relationship but it may be used to track any type of relationship that your program finds useful.
Any constituent may have an unlimited number of linked Attribute rows. These Attribute rows are identical in form to those that display with the primary Attribute table. They will always display with Tracking, and will display with the constituent's other attributes if the Display Linked Attributes in the Attribute Display User Option is checked. These rows might be used to record any site-specific Tracking information, such as identifying a constituent as a Class Agent.
When an Tracking row exists for a constituent, you may create a one-to-one linked Tracking row belonging to the spouse or another constituent. This type of linked row will be a copy of the first constituent's row. You may also link an existing Tracking row to a Tracking row that also already exists for the spouse or another constituent; when you do so, the Tracking row for the second constituent will be overwritten with the first constituent's Tracking row information.
Because the Tracking rows are linked, any edits that are made via one constituent's row will automatically be applied to the second constituent's row as well. This is true whether subsequent edits are made via the original constituent or the second constituent's Tracking row. Likewise, if either of the rows is deleted, the linked row will also be deleted. Linked rows may be unlinked. This preserves both data rows and allows you to perform edits or deletions to one without affecting the other.
The following topics discuss the creation and maintenance of linked Tracking rows in complete detail.
Data Maintenance, Link New to Existing
Data Maintenance, Link to Existing to Existing
Prospect Management Workflow for Tracking Data
If it is the practice at your site to enter linked rows, such as Relationships and Attributes, secondary rows such as Ratings and Research Source, and related rows such Actions and their linked Tasks, whenever you enter a Tracking row for a new prospect, you may want to set up a Prospect Management workflow for entering new prospect data into the system. A Prospect Management workflow is a one-screen data entry page that will allow you to enter all of this information at one time. See the Workflow Setup topic for more information about setting up and using Prospect Management workflows.
Tracking Field Descriptions
Tracking data for constituent research is stored in the donor data table. The following fields are included. The field labels and non-displaying designations that are listed are those that the system uses by default. If you want to override these default settings, you must customize your display definition.
Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.
|
Field Name Field Label |
Lookup Table |
Type SQL/Oracle Length [Default] {Check} |
Description |
|---|---|---|---|
|
donrkey non-displaying |
none |
numeric/number 13,0
|
The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system field) |
|
donrid non-displaying |
none |
char 10
|
This field holds the ID number of the constituent who owns this row, providing a link between this row and all others in all other tables which also belong to the same constituent. (system field) |
|
donrdoc non-displaying |
none |
char 1 ['N']
|
This field holds a Y/N flag to indicate the existence of a linked document for this row. (system field) |
|
donrdate no label |
none |
datetime/date
[getdate()]
|
The date that this Tracking row was last updated. This field is automatically entered by the system. (system field) |
|
donruid no label |
none |
varchar/varchar2 30 [suser_sname()]
|
The User ID of the operator that last edited this Tracking row. It is automatically entered by the system. (system field) |
|
donrugrp non-displaying |
none |
char 1 ['Z']
|
This field holds the Group letter that was associated with the User ID of the operator who last edited this row. (system field) |
|
donrreslvl Research Level |
char 6 [' ']
|
An institution-defined schedule or system of levels of research. This field is used to indicate the level of research that has taken place in order to produce the data in this Prospect 's attached table rows (for example, Beginning, Completed, Stage 3, etc.) |
|
|
donrresdt Last Research |
none |
datetime/date
|
The last date that the constituent was researched. This field must be entered by the operator. It is up to the site to determine what portion or how much of the Tracking row must be updated in order to be considered a new Research Date. (Probably when a Research Level changes, not simply when an edit is made to the row. Any edit is reflected in the Change Date field.) |
|
donrcpcity Capacity |
none |
money/number (19,4)/(16,2) [0]
|
This field is designed to contain the amount of money that the donor could feasibly donate to charitable institutions including, but not limited to your institution. |
|
donrcrdate non-displaying |
none |
datetime/date
[getdate()]
|
The date that the row was created. (system field) |
|
donrsource Source |
char 6 [' ']
|
The source for the information in this row. |
|
|
donrpoint non-displaying |
none |
numeric/number 10,0
|
This system-assigned field is no longer used or supported. (system field) |
|
donrfnum non-displaying |
none |
char 2 ['10'] {'10'} |
The file (table) number for the Tracking table. (system field) |
|
donrcomm no label |
none |
varchar/varchar2 4000
|
A free text Comment that may be entered and displayed with this row only. |
|
donrlattr non-displaying |
none |
char 1
|
This is an internal flag that signals the system that the primary row has linked Attribute row(s). (system field) |
|
donrlrel non-displaying |
none |
char 1
|
This is an internal flag that signals the system that the primary row has linked Relationship row(s). (system field) |
|
donrtrack Current Prospect |
none |
char 1
|
A flag to indicate whether or not the constituent is currently included as part of a "major donor prospect pool" as defined or identified by the institution. This allows the institution to perform a certain amount of research and maintain data on any constituent, independent of whether or not that constituent is currently a candidate for prospect tracking efforts. If a Death row is created for this constituent, this field is automatically set to 'N'. |
|
donrresfl non-displaying |
none |
char 1
|
This is an internal flag that signals the system that the primary row has linked Research Source row(s). (system field) |
|
donrdate1 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdate2 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny2 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrnum1 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum2 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donryesno |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrlook1 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
donrlook2 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
donrlook3 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
donrtext |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
donrjntid non-displaying |
none |
char 10 ['N'] |
If this row is joint with another constituent (each constituent owns a row containing the same data and which are dynamically updated), this field provides linkage between the two rows. If the row is not joint, this field is blank. If it is joint, this field holds a copy of the ID Number of the other constituent who owns the other data row. (system field) |
|
donrjntkey non-displaying |
none |
numeric/number 13,0 ['N'] |
If this row is joint with another constituent (each constituent owns a row containing the same data and which are dynamically updated), this field provides linkage between the two rows. If the row is not joint, this field is blank. If it is joint, this field holds a copy of the key field from the other data row. (system field) |
|
donrpend non-displaying |
none |
char 1 ['N'] {'N' or 'Y'} |
This field is a flag to indicate that this data row has linked information in the 'pending' donor table as a result of data entry by the constituent via the Online Constituent Directory. That linked info is awaiting incorporation into this data row. (system field) |
|
donrupkey non-displaying |
none |
numeric/number 13, 0
|
This field holds the timekey of the pending data row that may be updated from the donor_pending table. (system field) |
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
|
donrdate4 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdate5 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdate6 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdate7 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdate8 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdate9 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdte10 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdte11 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrdte12 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
donrmny3 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny4 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny5 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny6 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny7 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny8 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny9 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny10 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny11 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrmny12 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
donrnum3 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum4 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum5 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum6 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum7 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum8 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum9 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum10 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum11 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrnum12 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
donrchk1 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk2 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk3 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk4 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk5 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk6 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk7 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk8 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk9 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrchk10 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
donrtxt1 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
donrtxt2 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
donrtxt3 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
donrtxt4 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
donrtxt5 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
donrlook4 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
donrlook5 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
donrlook6 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
donradesrc non-displaying |
char 30
|
If this row is created or updated from data that originally came from the donor_pending table, then this field will hold information about the data's import source. Data from the Online Constituent Directory will have a source of Online Directory. Data from Soft Edit users will have a source of Soft Edit. Data whose import source is the ADE Import Tool can be assigned a value (other than Online Directory or Soft Edit) from the ade_source lookup table by the user who executes the utility, or the source can be blank. |
Indices - Tracking
| Index | Primary | Foreign | Unique | Fields | Sort |
|
pk_donorh |
|
|
Y |
donrkey |
ASC |
|
uk_donrid |
|
Y |
Y |
donrid |
ASC |
|
donor03 |
|
|
|
donrjntkey |
ASC |
| donor04 | donrjntid | ASC |