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Profiles World

Site Specific Notes

User Options

Millennium includes many options that allow the site and the users to customize the look and feel of the software to suit their own needs and preferences. These customizations fall into two categories, Institutional Customizations and User Options. The institutional customizations are summarized below, though they are not the subject of this Help topic.

Institutional Customizations

Institutional customizations are performed by the system administrator and they are in effect for all users at your site. Institutional customizations that relate to Millennium system behavior are set via System Options, while most of those that relate to Millennium Data Display and Data Maintenance forms are set via the Custom Display Designer.

The institutional customization of the data display affects the placement, the wording of the labels, and the choice of which data fields will be included in the display and maintenance forms in the Profiles and Events Worlds. Individual users may not exercise control over those choices. However, there are a multitude of factors that do remain in the control of the individual, and they are described below.

Millennium offers each user a wide variety of viewing and data entry options for the Millennium data tables within the Profiles World. The choices that you make for these options are remembered by the system. Most are associated with your User ID so that the next time you log on, you will return to the same viewing options. A few settings are specific to the workstation. All of these settings are preferences that determine the behaviors that are presented to you by default. You may change these preferences at any time that you want.

The following User Options are available:

Data Display User Options

Access the Data Display User Options page by using Millennium Explorer, My Millennium>User Options>Display.

Data Display User Options allow users to set Header Display, Linked Data, and Giving and Dues Transaction Display Options.

Header Display Option

The header is shown at the top of each data display page for a constituent. The constituent's ID number can be included in the header, but it does not have to be. Check this box to display the constituent's ID Number in the header. Leave blank, or click to remove an existing check mark, to hide it. For more information on what other elements are included in the header display, see the Data Display topic.

Linked Data Display Options

Display Linked Data in Short Display

When you use the Short display mode for a primary data row, you have the option to either show or hide the secondary data that could be linked to the primary row. When you activate this user option, the secondary data will display in both Long and Short display modes, in accordance with your current display mode settings for the secondary data table.

For example, a Basic Data row has a linked Attribute. In Long Display mode, the linked Attribute will always display with the Basic Data row. In Short Display mode, the linked Attribute will display with the Basic Data row only if this user option is checked.

Similar to the linked Attribute, the linked photo only displays when the Long Display mode is selected. It does not display when in Short Display mode.

The Linked Data Display Option does not apply to secondary rows from those data tables that are accessed only through the display of a primary data table, such as Citizenship (accessed through Basic Data), or Ratings (accessed through Tracking). This type of secondary row will always display directly below the display of the primary data rows, regardless of the display mode setting. An exception to this rule are Phone Number table rows. Phone rows that link to a particular address behave like linked secondary data rows; this user option will apply to this type of phone row. Phone rows that do not link to any particular address will always display after all address rows for a constituent are displayed, and are therefore not affected by this user option.

To show or hide linked data in a Short Display, use the following methods:

Display Linked Data in One Screen Display

One Screen Views allow you to view the constituent and prospect data you want to see on one screen in the Millennium user interface. You configure One Screen Views using the One Screen Display Designer.

A linked data row will display with the row to which it is linked. For example, Attributes linked to a Basic Data row will display with the Basic Data row. A secondary data row, however, will not display with its corresponding primary data table. For example, Phone Number rows and Internet Address rows will not display with the Address rows in the One Screen View display. To display secondary data rows, you must separately add the secondary table to the One Screen View display by using the One Screen Display Designer.

The following Linked Data is displayed on the One Screen View:

To show or hide linked data on a One Screen Display, use the following methods:

Display Linked Attributes on the Attribute Display

When an Attribute is linked to a data row in a table other than Attribute, that Attribute is considered a secondary data row and will display with the primary data row to which it is linked. You have the option to display a linked Attribute with all of the other Attributes that belong to a constituent. If this option is chosen, linked Attributes will also display with their primary rows. Linked Attribute that display with a constituent's Attribute display will include hyperlinks to the primary rows to which they are linked.

To show or hide linked attributes on the Attribute Display, use the following methods:

Transaction Display Options

Display Journals and Voids

In order to maintain audit-ability and good accounting procedures, rows in the Gift or Dues tables should not just be deleted. Instead, Millennium allows you to journal a transaction row, just as you would do in a ledger book. When you perform a journal on an individual transaction row, the system automatically changes the Transaction Type of that row to gift void, pledge void, credit void, etc. At the same time, a new row is created with the transaction type of gift journal, pledge journal, credit journal, etc. and that has a negative dollar amount field equal to the void row. This allows giving totals to be calculated correctly.

Some users prefer to hide journal and void transactions since they usually have no impact on fund-raising efforts or interests; this option allows them to do so.

To show or hide journals and voids, use the following methods:

Display Matching Transactions on the Matching Company

When a constituent makes a donation that is matched, the system automatically generates a Transaction row for the corporation or foundation that will make the matching donation. That Transaction row (belonging to the corporation or foundation) will have a Transaction type of match pledge or match potential. At times, users may prefer to view only the outright donations (that are not the result of the matching gift program) that a corporation or foundation has made. To easily isolate the outright donations for display, the Matching Transactions on the Matching Company option may be used.

To show or hide match potentials, and match pledges and their payments, use the following methods:

Display Match Credits on the Matching Company

When a constituent makes a donation that is matched, the system automatically generates a Transaction row for the corporation or foundation that will make the matching donation. That Transaction row (belonging to the corporation or foundation) will have a Transaction type of match pledge or match potential. If the original donor's gift is also joint with, or credited to, another constituent, and the corporation or foundation's matching transaction is a match pledge, then that joint or credit transaction will also generate a Transaction for the matching corporation or foundation, with a type of match credit. Many users prefer to hide match credit transactions since they usually have no impact on fund raising efforts.

To show or hide match credit transactions, use the following methods:

Note: You cannot display match credit transactions belonging to a corporation or foundation if you have chosen to not display the matching transactions on the matching company, above.

Group Linked Transactions together in Mini-Display

When Gift or Dues transactions are displayed in Long or Short mode, secondary transactions such as pledge payments or secondary allocations are displayed with the primary transaction to which they are linked. In Mini-Display, there is an additional display option that allows you to group or not group these secondary transactions with the primary transaction to which they are linked.

If linked transactions are grouped, then the Mini-Display shows a single line of coded information for each transaction, with each secondary transaction single-spaced immediately below the primary in the display. Each set of transactions will be displayed with double-spacing between the set and the next set of linked transactions.

In addition, shown to the left of the primary transaction is an edit button which accesses a context menu, containing all of the functions available according to the nature of that transaction.

When sorting or filtering are in effect and you group the transactions for the Mini-Display, the sorting and/or filtering rules are applied to the primary transaction (only) and the linked transactions are displayed in accordance with the primary transaction to which they are linked.

If linked transactions are not grouped, then the Mini-Display shows a single line of coded information for each transaction, with double-spacing between every line. To the left of all transactions, you may see Edit buttons as appropriate for the nature of the individual linked transactions, and each will show a Display Detail button so that the complete set of transactions in the corresponding group of linked transactions may be seen in long display.

When sorting or filtering are in effect, and you do not group the transactions for the Mini-Display, the sorting and/or filtering rules are applied to each transaction individually, not the group as a whole. In this case, you might (conceivably) display pledge payments without displaying the pledge to which they belong, display some but not all allocations that make up a complete set of transactions, or you might display all of the pieces but not in a contiguous display.

To specify whether transactions are grouped or shown individually, use the following methods:

Define Display

Use your current display layout by using Millennium Explorer, Profiles>Defined Display.
Access the Define Display page to create (define) your display layout by using Millennium Explorer, My Millennium>User Options>Define Display.

When you open the Profiles world within Millennium and access a particular constituent, you may view his or her data in one single data table, in all data tables, or in a subset of all data tables. The subset of data tables is chosen (defined) by each user by using the Define Display option.

Once the subset of data tables is set, it is associated with your User ID and remembered even when the current session of Millennium is ended and then a new one begun at a later time. It will be remembered until you change it.

Access the Define Display page to create the layout definition. The page includes two large list boxes, separated by a set of action buttons: Add, Remove, Move Up, Move Down, Add All, Remove All, OK, and Cancel.

The Available Tables list shows the names of the primary Millennium data tables, in alphabetical order. The Display Layout list will show the names of the data tables that are part of the current layout. How this list is ordered will correspond exactly to the order in which the data table information will be displayed. Table names are moved from one list to the other in order to create the subset of data tables you want to display and the order in which they will be displayed.

Create a Display Layout

  1. Determine what tables you want to include in your layout and the order in which you want to have them shown. Examine the current set of table names in the Display Layout list. If the list differs significantly from the layout definition that you want to create, click the Remove All button to remove all table names from Display Layout list. Notice when you do, that those table names will now appear in the Available Tables list, in proper alphabetical order.

    (If the current set of table names in the Display Layout list is similar to your desired set and order, edit the list rather than clearing it before beginning).

  2. To add one table to the Display Layout list, click the name of the table in the Available Tables list and drag it to the desired position (table order-wise) in the Display Layout list. ClosedAlternate methods:

    Click the name of the table to highlight it, and then click Add. The table will be removed from the Available Tables list and it will positioned at the end of the Display Layout list. Or, you can double click a table name to add it to the Display Layout list.

  3. To add multiple tables to the Display Layout list, click the table names in the Available Tables list to highlight them, and then click Add. The tables will be removed from the Available Tables list and will be positioned at the bottom of the Display Layout list.
  4. To add all of the tables in the Available Tables list to the Display Layout list, click Add All.

  5. To remove one table from the Display Layout list, click the table name and drag it back to the Available Tables list. ClosedAlternate methods:

    Click the table name in the Display Layout list to highlight it, and then click Remove. Or, double click the table name to remove it from the list.

  6. To remove multiple tables from the Display Layout list, click the table names in the Display Layout list to highlight them and then click Remove.
  7. To remove all of the tables from the Display Layout list at one time, click Remove All.

  8. To reposition a table in the Display Layout list (reorder the list), click the name of the table and drag it to the desired position. ClosedAlternate method:

    Click the table name in the Display Layout list to highlight it, and then click Move Up to move it up one position, or click Move Down to move it down one position. Either action may be repeated until the table name is located in the desired position.

  9. When the Display Layout list appears as you want, click OK to save this definition layout

    OR

    Click Cancel. Your display layout will remain as it was before you accessed the Defined Display form.

Data Entry

Access the Data Entry User Options by using Millennium Explorer, My Millennium>User Options>Data Entry.

The Data Entry User Options allow users to set their Delete, Tables Lookup, Match, and Outlook options.

Delete Option

Deleting data from your database should be done with considerable care. One safeguard that Millennium offers is the ability to add an additional confirmation step to the process of deleting an existing data row. If this option is activated, when you attempt to delete a data row, a pop-up message box will ask you to confirm your intention to remove the data from the database before the action is taken. This setting is not applicable to deleting system rows or settings such as Report Printers, Report Queues, and Replicated Database.

Edit Delete Option

To display a 'confirm delete' message, click to place a check mark in the Display Confirmation Box when Deleting Records check box.
OR
Leave the check box blank, or click to remove an existing check mark, and the 'confirm delete' message will not be shown.

Lookup Option

When performing data entry, or constructing reporting criteria using data fields that are controlled by lookup tables, Millennium allows you to select lookup table entries by the values or by the codes. When displaying constituent profiles, the system will always display the values. A change to this setting is applied to your current session of Millennium.

To handle lookups in data entry and reporting by code, select the Lookups by Code radio button to activate. To handle lookups in data entry and reporting by Value, then select the Lookups to Value radio button to activate.

Setting this option will not affect the process of selecting data from one of the Value-based (super) Lookup Tables.

Match Options

Often, a constituent's donation to your institution will be matched by an employer. Millennium includes several functions that are designed to facilitate the process of tracking those matching donations. There are three variations in system behavior that you, the user, may set via the Match Options form. For complete details on creating matching transactions, see the topic, Matching Gift Data Maintenance.

Suggest Matching Gift Companies

The Insert form for Giving and Dues includes a check box labeled Post Match. If this box is checked when a Gift or Dues row is created, the system will automatically prompt the operator to create the matching pledge transaction, and it may or may not suggest a matching company name, depending on what option you set here.

    • If you want to have the system suggest matching gift companies, select the Yes, find matching companies radio button to activate. If you want to manually locate the matching company or foundation, then select the No, I will find the matching companies radio button to activate.

    Search for Matching Companies - Post a Potential

    When the Post Match check box on the Gift or Dues Insert form is left blank, you may choose to have the system search the constituent's employment information to see if there is a potential for a gift from a matching company. If you so choose, and if the potential for a matching gift exists, you may choose to have the system prompt you to create a match potential transaction for that matching company, or you may choose to have the system automatically create a match potential transaction for that matching company.

    • If you do not want to post any match potential transactions, select the Do not post potential matching gifts radio button to activate. If you do want to be prompted to create match potential transaction if the potential for a matching gift is present, then select the Prompt me to confirm the potential match before posting radio button to activate. If you would like the system to automatically create match potential transactions for you, then select the Automatically post the potential match radio button to activate.

    Search Spouse

    When the original donor has a spouse relationship with another constituent in the Millennium database, the system may or may not (at your option) search the Employment information belonging to the spouse just as is does for the original donor. This is true whether you are creating a match pledge or a match potential transaction. Whatever Match Options you have selected for the constituent apply to the spouse as well.

    If the original donor has a spouse relationship with another constituent in the Millennium database, the system can, if you choose, search the Employment information belonging to the spouse to suggest matching gift companies and/or post potential matching gifts. Whatever Match Options you have set for the original donor above, apply to the spouse as well. For example, if you choose to have the system search the spouse's Employment information, and you have chosen to have the system automatically post potential match pledges, then, if the spouse does have an association with a matching gift company, the system will automatically create a match potential transaction for the spouse's matching gift company. And if the spouse has multiple matching gift associations, the system will automatically create a match potential transaction for each and every matching gift company

    If you do not want the system to examine a constituent spouse's employment information for matching gift companies, select the No radio button. If you do want the system to examine spouse employment information for matching gift companies, then select the Yes radio button to activate.

    Task Integration with Outlook Options

    If Outlook integration is available at the institutional level (see System Options, Outlook Integration) Task Integration with Outlook Options will display.

    Enable Outlook Integration

    If your User ID is a constituent in the database, and you are running version 2003 or later of Outlook, then, when adding, updating and deleting Tasks, Millennium can, if you choose, add those tasks to and update those tasks in and delete those tasks from, your Outlook Calendar or Outlook Task List.

    The Task integration with Outlook is a two-way synchronization process. Outlook can be updated with information from Millennium, and Millennium can be updated with information from Outlook as well, if you choose to do so.

    See Task Integration with Outlook for more information.

    Select the Enable task integration with Outlook check box to activate the Integration process for your User ID. If Task to Outlook Integration is available in Real-time (an institution-wide setting), when you maintain your Tasks by using either My Millennium > My Tasks or Favorites > Prospects > My Tasks, and the Task itself has a Type that is flagged for integration, then the additions, the changes, and the deletions that you make twill automatically be made in Outlook as well.

    Synchronization Settings

    The data in Millennium and the data in Outlook will invariably become "out of sync". Millennium and Outlook can be synchronized whenever you choose to by using the Synch with Outlook item on either the My Millennium > My Tasks section header Edit button or the Favorites > Prospects > My Tasks section header Edit button. Or you can tell Millennium when to do the synchronization for you.

    Select the During login check box if you want Millennium and Outlook to synchronize when you first log on to Millennium.

    Select the Before logout check box if you want Millennium and Outlook to synchronize when you log out of Millennium.

    Select the When opening My Tasks check box if you want Millennium and Outlook to synchronize whenever you navigate to either My Millennium > Tasks or Favorites > Prospects > My Tasks or My Tasks on your Home Page.

    Select the Every X minutes check box and select the time interval from the drop list if you want Millennium and Outlook to synchronize at set interval throughout your session.

    Do not select any of these options if you do not want the system to do the synchronization for you.

    Synchronization Rules

    The process can be a one-way Millennium to Outlook synchronization, or two-way. It depends on the rules that you tell the system to follow when performing the synchronization. These rules are followed when you manually do the synchronization and when Millennium does it for you.

    Select the Use data with the most recent timestamp option if you want the synchronization to be a two-way process. The data will the latest change date will overwrite the data with the earlier change date, whether that data is in Millennium or in Outlook.

    Select the Always use Millennium data if you want only Millennium data to update Outlook data, and not visa versa. If a Task's change date in Millennium differs with the Task or Calendar item's change date in Outlook, the Millennium data will replace the Outlook data.

    You can exclude Tasks by End Date by supplying a number of days for the Only synchronize Millennium tasks with Outlook having an end date within the past X days option.

    Important! If Outlook's auto-archive feature is enabled, then the cut off day that is specified here must allow integration of only those Tasks with End Dates that are after the auto-archive date that is specified in Outlook. If not, then Millennium will re-create Tasks and Calendar items have already been auto-archived by Outlook.

    Clipboard Setup

    Access the Clipboard Setup form by using Millennium Explorer, My Millennium>User Options>Clipboard Setup.

    About Copy to Clipboard

    Users can use the Copy to Clipboard Address feature to copy fields from a selected address, as well as fields from other data tables that relate to the selected address, to the clipboard. The Clipboard Setup page allows each user to define a Copy to Clipboard field list to suit his or her own needs.

    Clipboard Default

    If you are a Millennium system administrator or the database administrator, the Copy to Clipboard field list that you define becomes the default field list for your organization. Each organization can have only one Clipboard Default.

    Defining a Copy to Clipboard field list

    1. Use Millennium Explorer, My Millennium > User Options > Clipboard Setup to access the Clipboard Setup page. The fields that are available to be copied to the clipboard are listed in the Available Columns list. The Saved Columns list will show the fields that you choose to be copied to the clipboard.
    2. Determine what fields to copy to the clipboard, and the order in which they will be copied (for example, preferred name is the first item, address line 1 is the second item, and so forth). You can choose up to twenty fields to copy to the clipboard.

    3. To add one field to the Saved Columns list, click the name of the field in the Available Columns list and drag it to the desired position in the Saved Columns list.

      Or, click the field name to highlight it, and then click Add. The item will be removed from the Available Columns list in the left, and it will be positioned at the end of the Saved Columns list. Or, double click a field name to add it to the Saved Columns list.

    4. To add multiple fields to the Saved Columns list, click each of the items to highlight them, and then click Add. The items will be removed from the Available Columns list and will be positioned at the bottom of the Saved Columns list.
    5. To remove one field from the Saved Columns list, click on the field name to highlight it, and then click Remove. Or, double click the field name to remove it from the list.
    6. To remove multiple fields from the Saved Columns list, click on each of the field names in the Saved Columns list to highlight them and then click Remove.
    7. To remove all of the fields from the Saved Columns list at one time, click Clear All.

    8. To reposition a field in the Saved Columns list (reorder the list), click the item and drag it to the desired position.

      Or, click the field name in the Saved Columns list to highlight it, and then click Move Up to move it up one position, or click Move Down to move it down one position. Either action can be repeated until the item is located in the desired position.

    9. Once the Saved Columns field list appears as you want, click OK to save your layout.

      OR

      Click Cancel. Your Copy to Clipboard field list will remain as it was before you accessed the Clipboard Setup page.

    Internet Address Matching

    The Clipboard Setup page includes an internet address matching option. If you are copying internet address data fields, the system must know which Internet Address record to use when it copies the fields to the clipboard.

    Utilization: Choose this option to use mail codes to match the internet address to the address record. For example, if you are copying fields from the preferred address to the clipboard, the system will copy the fields from the preferred internet address record to the clipboard (intmc1 = addrmc1).

    Type: Choose this option to use record types to match the internet address to the address record. For example, if you are copying fields from a college address to the clipboard, then the system will copy the fields from the college internet address record to the clipboard (inttype = addrtype).

    Example:

    You want to customize your Copy to Clipboard field list so that it includes the constituent's formatted name and the address line 1, line 2, city, state, and zip code fields. If you are copying the preferred address, you would like to include the constituent's preferred email address after the address information. If you are copying a business address, you would like to include the employer's name and the constituent's occupation (by lookup table value) before any of the address information displays. You would also like to include the constituent's salutation name after all of the other fields.

    1. Highlight each of the following field names from the Available Columns list:

      • Name.FormatName
      • Name.Salutation
      • Jobs.Company Name
      • Jobs.Occupation(value)
      • Address.Line 1
      • Address.Line 2
      • Address.City Line
      • InternetAddress.Email/WWW address
    2. Click Add.
    3. In the Saved Columns list, highlight Name.Salutation and drag it to the end of the list.
    4. Click the Utilization Internet Address Matches option.
    5. Click OK.
    Notes:

    Copy a Clipboard Setup to other users

    There are times when your organization will want to copy one user's Copy to Clipboard field list to other users.

    • Your organization wants every user to use the same Copy to Clipboard field list.
    • Your organization wants users who belong to one database user group to use one Copy to Clipboard field list, and users who belong to other database user groups to use a different field list.

    If you are logged on to the system as a Millennium system administrator or the database administrator, the Copy to Users button on the Clipboard Setup page is available for you to access the controls that you need to copy a Clipboard Setup field list from one user to other users or user groups.

    See the Copy Clipboard Setup to other Users topic for complete details.

    One Screen

    Use your current One Screen View definition by using Profiles > One Screen View.
    Access the One Screen View form to create a custom One Screen View by using Millennium Explorer, My Millennium>User Options>One Screen.

    One Screen Views allow you to view the constituent and prospect data you want to see on one screen in the Millennium user interface. For more information about One Screen Views, see One Screen Data Display.

    Snapshot Setup

    Use your current Snapshot View definition by using Profiles>Snapshot View.
    Access the Snapshot Setup form to create or edit your Snapshot View definition by using Millennium Explorer, My Millennium>User Options>Snapshot Setup.

    A user's Snapshot View of the data is similar to a user's Defined Data Display in that the user selects a subset of the data tables to display when viewing a constituent's data. The Snapshot View, however, allows the user to select which rows within that subset of data tables to display, as well as the order in which they will display. In addition, the user can either choose to include section headers, data row separators, linked data, and/or data row Edit button Context Menus in the Snapshot View, or choose to exclude one or more of them from the Snapshot View. The Snapshot Setup User Option accesses the tools needed to define your own Snapshot View of the data.

    What fields display for each data row shown in Snapshot View is a system-wide setting. If your site wants to display data fields in a data table other than those that Millennium displays by default, the system administrator will utilize the Custom Display Designer to add fields to, or remove fields from, that data table's default Snapshot display. Also note that what data will actually display will depend on what security privileges you have for viewing that data. See User Security, Group Maintenance for more information.

    Each Millennium user, including the system administrator, can have one and only one Snapshot View. The system administrator's Snapshot View is considered to be the System Default Snapshot View.

    Once you have defined your Snapshot View, is it associated with your User ID and remembered even when the current session of Millennium is ended and a new one begun at a later time. And, it will be remembered until you change it.

    The 'Snapshot Settings' form includes two lists: Available Tables and Snapshot Tables. Available Tables lists all Millennium primary and secondary Profiles data tables. When a table is added to the Snapshot Tables list, it will be removed from the Available Tables list. The Snapshot Tables list will dictate the order in which the tables display. Tables in the Snapshot Tables list can be moved up or down within that list.

    There are seven buttons on the 'Snapshot Settings' form for users that are not logged in as the system administrator users ('sa' or 'MILLORA'). system administrator users will see eight buttons on the form, the seven that are described here, plus one labeled Copy to Users, which accesses the Copy Snapshot Settings Utility.

    Add

    Moves the table from the Available Tables to the Snapshot Tables. Tables can be added by highlighting the name of the table you want to Add and then clicking this Add button, by double-clicking the table names in the Available Tables list, or by using the up/down arrow keys on your keyboard and then pressing the keyboard's Enter key (make sure the 'focus' is on the Available Tables list). The tables added are always added to the bottom of the Snapshot Tables list.

    Remove

    Moves the table from the Snapshot Tables to Available Tables. Tables can be removed by highlighting the name of the table you want to remove and then clicking the Remove button, by double-clicking table names in the Snapshot Tables list, or by using the up/down arrow keys on your keyboard and pressing the keyboard's Enter key (make sure the 'focus' is on the Snapshot Tables list). Table names that are removed from the Snapshot Tables list are added back to the Available Tables list in alphabetical order.

    Move Up Moves the selected item in the Snapshot Tables list up one row.

    Move Down Moves the selected item in the Snapshot Tables list down one row.

    Clear All Removes all fields from the Snapshot Tables list and adds them all back to the Available Tables list in alphabetical order.

    OK Saves the Snapshot View Definition to the user_settings system table, and to the user cache.

    Cancel Returns to screen you were last viewing, and does not save any of your changes.

    The Snapshot Setup form includes these additional controls.

    Display Table Header

    To display a data table with its section header, highlight the name of the table in the Snapshot Tables list and check this box. To remove a data table's section header from the display of a data table included in your previously defined Snapshot View, highlight the name of the table in the Snapshot Tables list and uncheck this box. If you want to display the section headers for all of the data tables included in your Snapshot View, you must set this option for each table in your Snapshot View.

    Display Record Separators

    To delineate the individual rows of a data table with separators, highlight the name of the table in the Snapshot Tables list and check this box. To remove the separators from the display of a data table included in your previously defined Snapshot View, highlight the name of the table in the Snapshot Tables list and uncheck this box. If you want to display the individual rows with separators for all of the data tables included in your Snapshot View, you must set this option for each table in your Snapshot View.

    Sorts

    Highlight the name of a data table in the Snapshot Tables list to view a list of all of the Sorts you have previously defined for that table, using either this Snapshot Setup form or the Define Sort form. If the system administrator's Snapshot View has been copied to you (see the Copy Snapshot Settings Utility topic), and if the system administrator has defined a Snapshot Default Sort for the data table, the list will also include a "Snapshot Default" item. If neither you nor the system administrator have defined a Sort for the highlighted data table, only "(none)" will be listed.

    The database administrator (logged on as sa/MILLORA) can define only one Sort per data table via the Snapshot Setup form; the name of this Sort is 'Snapshot Default'. If you are creating a Snapshot View definition logged on as the database administrator, the only Sort on a data table that will be available for you to use will be the Snapshot Default (if it exists).

    New Sort

    To define a new Sort for a data table that is included in your Snapshot View, highlight the name of the data table in the Snapshot Tables list and click this New Sort button to launch the standard Millennium Define Sort form. Refer to the Sorts topic for instructions on how to use this form to define (create) a Sort. This new Sort is now applied to (active on) the data table.

    Edit Sort

    To edit a Sort that you have already defined for a data table that you want included in your Snapshot View, highlight the name of the data table in the Snapshot Tables list, highlight the name of the Sort, and click this Edit Sort button to launch the standard Millennium Define Sort form. Refer to the Sorts topic for instructions on how to use this form to edit an existing Sort. This edited Sort is now applied to (active on) the data table.

    If the Snapshot Default sort has been copied to you, you may edit it. But, you will have to give it a different name when you save your changes.

    If you want to delete a Sort, highlight the name of the data table in the Snapshot Tables list, highlight the name of the Sort, and click this Edit Sort button to launch the Define Sort form. Then select Delete. This removes the selected Sort from the sorts table and it will no longer be available for your use. If your intention is to simply remove a Sort from your Snapshot View, use Set Snapshot Sort, as described directly below.

    Set Snapshot Sort

    To apply an existing Sort to a data table that you want included in your Snapshot View, highlight the name of the data table in the Snapshot Tables list. Then, highlight the name of the Sort you want to apply to that data table and click Set Snapshot Sort.

    To remove a Sort from your Snapshot View, highlight the name of the data table in the Snapshot Tables list. Then, highlight the (none) item in the Sorts list and click Set Snapshot

    Sort

    Setting a Snapshot Sort will not affect how the data is sorted when you are viewing data in a way other than Snapshot View.

    Filters

    Highlight the name of a table in the Snapshot Tables list to view a list of all of the Filters that you have previously defined for the table, using either this Snapshot Setup form or the Define Filter form. If the system administrator's Snapshot View has been copied to you (see the Copy Snapshot Settings Utility topic), and if the system administrator has defined a Snapshot Default Filter for the data table, the list will also include the item "Snapshot Default". If neither you nor the system administrator have defined a Filter for the highlighted data table, only "(none)" will be listed.

    The system administrator can only define one Filter via this Snapshot Setup form; the name of this Filter is 'Snapshot Default'. If you are creating a Snapshot View definition logged on as the system administrator, the only Filter on a data table that is available to you will be Snapshot Default (if it exists).

    New Filter

    If you want to define a new Filter for a data table you want included in your Snapshot View, highlight the name of the data table in the Snapshot Tables list and click this New Filter button to launch the standard Millennium Define Filter form. Refer to Defining Filter Criteria for instructions on how to use this form to define (create) a Filter. The new Filter is now applied (active on) the data table.

    Edit Filter

    To edit a Filter that has already been defined for a data table you have included in your Snapshot View, highlight the name of the data table in the Snapshot Tables list, highlight the name of the Filter, and click this Edit Filter button to launch the standard Millennium Define Filter form. Refer to the Defining Filter Criteria topic for instructions on how to use this form to edit an existing Filter. This edited Filter is now applied to (active on) the data table.

    If the Snapshot Default Filter has been copied to you, you may edit it. But, you will have to give it a different name when you save your changes.

    If you want to delete a Filter, highlight the name of the data table in the Snapshot Tables list, highlight the name of the Filter, and click the Edit Filter button to launch the Define Sort form, and then select Delete. This removes the selected Filter from the filters table and it will no longer be available for your use. If your intention is to simply remove a Sort from your Snapshot View, select Set Snapshot Filter, as described directly below.

    Set Snapshot Filter

    To apply an existing Filter to a data table that is included in your Snapshot View, highlight the name of the data table in the Snapshot Tables list. Then, highlight the name of the Filter you want to apply to that data table and click Set Snapshot Filter.

    To remove a Filter from your Snapshot View, highlight the name of the data table in the Snapshot Tables list. Then, highlight the "(none)" item in the Filters list and click Set

    Snapshot Filter.

    Setting a Snapshot Filter will not affect how the data is filtered when you are viewing data in a way other than Snapshot View.

    Display Pop-up Menu

    To display Edit buttons and their pop-up menus on your Snapshot View, check this box. To remove the Edit buttons and pop-up menus from your previously defined Snapshot View, uncheck this box. This option applies to all of the data tables included in your Snapshot View.

    Note: The Define Sort and Define Filter options will be not be available on any of the menus when your data is displayed by using your Snapshot View.

    Display Linked Data

    The data rows that are linked to the primary data tables (for example, Attributes linked to Basic Data) included in your Snapshot View will display if this option is checked. This option applies to all of the data tables included in your Snapshot View.

    You are a major Giving Solicitor. For each constituent record that you access, you are interested in viewing only the following (in addition to the information that displays in the section header): the 'Ask' Capital Campaign rating value, line 1, city, state and zip and phone number of the preferred address, the constituent's preferred email address, the name of the constituent's employer,his or her occupation and job title, and a list of pledges that the constituent has made, and paid off, thus far to the Capital Campaign, ordered from largest pledged amount to smallest. You do not want to use separator bars in your data display, nor do you want to edit or insert data from the Snapshot View of your constituent display. You do want to include section header in your display of the pledges only. You have previously defined a filter on the Internet Address table to display only the preferred email address; this filter is named 'PreferredEmail'.

    1. Your system administrator must customize, using the Custom Display Designer, the Snapshot displays of each of the following tables:

      Ratings: remove all fields from the display except the Ask Rating field

      Address: include only Line 1, the City, State and Zip line, and Address Phone fields

      Internet Address: remove all fields from the display except the actual email address (intaddress)

      Employment: include only the Jobs Company Name, Title and Occupation fields

      Giving: include only the gift amount pledged and gift effective date fields.

    2. Access the Snapshot Setup form. In the Available Tables list, highlight the Ratings table and click Add. Highlight the Address table and click Add. Highlight the Internet Address table and click Add. Highlight the Employment table and click Add. Finally, highlight Giving Detail and click Add. Confirm that Ratings, Address, Internet Address, Employment, and Giving Detail are shown in the Selected Tables list.
    3. In the Snapshot Tables list, highlight Address. Click the New Filter button to display the Define Filter form. Define a Filter on the Address table such that only the Preferred Address (addrmc1 = 'Y') will be selected for display. Name the Filter 'PreferredAddress', and save it. Confirm that the label below the Filters list reads 'Snapshot Filter: PreferredAddress'.
    4. In the Snapshot Tables list, highlight Internet Address. From the list of Filters already defined on the Internet Address table, highlight the filter 'PreferredEmail'. Click the Set Snapshot Filter button to apply this filter to the Internet Address table. Confirm that the label below the Filters list reads 'Snapshot Filter: PreferredEmail'.
    5. In the Snapshot Tables list, highlight Giving Detail. Click the New Sort button to display the Define Sort form. Define a Sort that orders the Gift Amount Pledged (giftamtplg) field in descending order, name this Sort 'PledgedAmount' and save it. Confirm that the label below the Sorts list reads 'Snapshot Sort: PledgedAmount'.
    6. Double-check that Giving Detail is still the highlighted entry in the Snapshot Tables list. Click the New Filter button to display the Define Filter form. Define a Filter on the Giving table such that only Pledge Transactions made to the Capital Campaign, with a gift amount of 0, will be selected for display. Name this Filter 'CapitalCampaignPaidPledges', and save it. Confirm that the label below the Filters list reads 'CapitalCampaignPaidPledges'.
    7. Double-check that Giving Detail is still the highlighted entry in the Snapshot Tables list. Check the Display Table Header check box.
    8. Click OK to save your Snapshot View definition to the user_settings system table.

    Copy Snapshot Settings

    There may be times when your site will want to apply one user's Snapshot View definition to some of the other users at your site. Your site may want all Millennium users to use the System Default Snapshot View, or your site may want every user who belongs to one particular Millennium user group to use the same Snapshot View. Or, your system administrator may create a new user, and then assign that to that new user an existing user's Snapshot View definition. The Copy to Users button on the Snapshot Setup form accesses the Copy Snapshot Settings utility, which your system administrator can then use to copy one user's Snapshot View definition, and any Sorts and Filters that are included in that definition, to any other Millennium user at your site. The Copy to Users button is only visible on the Snapshot Setting form for the system administrator log on.

    See the Copy Snapshot Settings Utility topic for complete details.

    Note: Snapshot default cannot be added to the Selected Users list.

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