Circle Membership
This topic is a discussion of the Circles sub-World as viewed from the perspective of the constituent. It discusses the creation, maintenance and display of the constituent's Circle Member records when those records are maintained from the constituent's Circle data display.
The Circles topic is a discussion of the Circles sub-World when viewed from the perspective of the Circle. It discusses the creation, maintenance, and display of Circle records, and the display and maintenance of Circle Member records when those records are maintained from the Circle definition display.
Review the Circles topic first because it begins with a general description of the Circles functionality and gives an overview of the Circles 'sub-world'.
Circle Membership Set Up
Circle
Circles to which a constituent can be assigned must exist already. See the Circles topic for instructions on creating a Circle.
Position
If you intend to assign Circle Members to Positions within a Circle, then active entries in the Circle Position lookup table must be created before inserting and updating Circle Members. Examples of common positions include Elder, Father, Mother, Grandmother, Grandfather for Family - type Circles, President, Vice-President for Club or Social - type Circles, Class Agent, Secretary for Alumni Class - type Circles, various dollar levels for Scholarship - type circles.
The Circle Position (circle_position) table is a Profiles lookup table. The Lookup Table Maintenance topic provides the details for creating these entries.
Customize Circle Member Display and Maintenance Forms
The Circle Member display and maintenance forms can be changed to add fields that are not included on the standard forms, to remove standard, but not required fields, to change labels, and to reposition fields on the forms. (Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)
- Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
- Access the Profiles version of the Custom Display Designer by using Millennium Explorer, .
- Click the Profiles menu. Point to Biographical. Point to Circles. Click Standard.
- Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
- Utilize the Custom Display Designer's editing tools to make your customizations.
- Click Save to save and apply your changes.
Note: The forms that are used to maintain and display Circle Members when accessed
from the Circle display are customized by
using a different Custom Display Designer 
menu sequence.
Constituent Circle Member Display
Use Millennium Explorer, Profiles > Biographical > Circle to view information about all of the Circles that an individual constituent is a member of. Information about each Circle will display as a separate data row under the Circle section header. The standard information that displays will include the Name and Type of the Circle, the Position that the constituent holds within the Circle, Join and End Dates, and the constituent's status as an Active or Inactive member of the Circle. The Circle display for a constituent can be sorted and filtered in any way that the user so chooses.
The Name of the Circle is a hyperlink. When clicked, the display will switch to show the details about the Circle and a list of all of the members of that Circle.
From an individual constituent's Circle Membership display, a constituent can be assigned a membership in another Circle, and his or her existing Circle Membership data can be updated or deleted.
Circle Membership Data Maintenance
Assigning a Constituent to Membership in a Circle
- Locate the desired constituent.
- Access the Circle Member insert form by using Millennium Explorer, .
- Point to either
the Circle Header Edit button
or the Edit
button located to
the left of an existing Circle row. - Click the Insert or the Insert via Default menu item. If using a Default Insert form, some of the following information may be populated on the form. You may make changes to the populated information if you choose to do so.
-
Enter the Name, a part of the Name, or the Code for the Circle.
The Name field is a value-based lookup table data field. During data entry, a Search box is used to find the lookup table entry that you want. If necessary, review the Value-based Lookup Tables in Data Entry and Maintenance topic for more information about using this Search box to enter the Name.
- To assign a Position, select one of the available items from the Position list box.
- If desired, assign a Join Date.
- Supply information for the other fields as desired.
- Click Insert.
The Circle Member record will be marked Active by default. However, once you assign an End Date, the system will uncheck the flag and mark it as Inactive. Therefore, do not assign an End Date to the Circle Member record until the Circle Membership for the constituent has ended.
The Circle Type is automatically assigned by the system when the Circle Member record is inserted. It is the Type that is associated with the Circle Code and Name in the Circle Definition lookup table. Therefore, you can not change the Circle Type on an individual member's record.
Only one Circle Member record can exist per constituent, per Circle. If the constituent is already a member of the Circle, a warning message will display when you try to assign the same Circle to the constituent again. Therefore, if a constituent joins a Circle, then leaves, and then joins again, update the existing Circle Member row by setting the Join and End dates, and Active Flags accordingly.
The Circle Owner is not automatically considered to be a Member of the Circle. The Circle will not be included in the Owner's Circle Member Display unless the he or she has been assigned to Membership in the Circle that he or she owns.
Updating a Constituent's Circle Membership
- Locate the desired constituent.
- Access the constituent's Circle Membership display by using Millennium Explorer, .
- Point to the Edit button located to the left of the desired Circle Membership row.
- Click the Update/Delete menu item.
- Make your changes as necessary. You will not be able to change the Circle Name. And, If you enter an End Date, the system will automatically uncheck the Active flag and mark the Circle Member record as Inactive.
- Click Update.
Deleting a Constituent's Circle Membership
- Locate the desired constituent.
- Access the constituent's Circle Membership display by using Millennium Explorer, .
- Point to the Edit button located to the left of the desired Circle Membership row.
- Click the Update/Delete menu item.
-
Click Delete.
You will be asked to confirm the Delete only if you have selected the Display Confirmation Box when Deleting Records User Option. Click OK to continue the Delete process, or click Cancel.
Circle Members Field Descriptions
Circle Member data is stored in the circles data table. The following fields are included. The field labels and the non-displaying designations that are listed are those that the system uses by default. All custom fields are non-displaying 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] SQL/Oracle {Check} |
Description |
|---|---|---|---|
|
cirkey (non-displaying) |
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) | |
|
cirid (non-displaying) |
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) The formatted name associated with this id number will display when this data row displays with the Circle that the constituent is a member of. The formatted name will not display on the individual constituent's Profiles World Circle display. |
|
|
cirdoc (non-displaying) |
char 1 ['N']
|
This field holds a Y/N flag to indicate the existence of a linked document for this row. (system field) | |
|
cirdate no label |
datetime/date
[getdate()]/sysdate
|
The date that this row was last updated. This field is automatically entered by the system. (system field)
|
|
|
ciruserid no label |
varchar/varchar2 30 [suser_sname()]/user
|
The user ID of the user who last edited this row. It is automatically entered by the system. (system field)
|
|
|
cirugroup (non-displaying) |
char 1 [' ']
|
This field holds the Group letter that is associated with the User ID of the user who last edited this row. (system field) | |
|
circircle (non-displaying) |
circle_definition |
char 6 [' ']
|
This field is the code associated with the Circle that the constituent is a member of.
|
|
cirtype Type |
circle_types |
char 6 [' ']
|
This field is the Type of Circle that the constituent is a member of. It is a copy of the Type that is assigned to the Circle in the Circle Definition table. It is automatically entered by the system.
The Circle Type does not display when this data row displays with the Circle that the constituent is a member of. . The Circle Type will display on the individual constituent's Profiles World Circle display. |
|
cirpositn Position |
circle_position |
char 6
|
This field identifies the constituent's position or rank within the Circle. |
|
ciractive Active? |
char 1 ['Y'] {'N' or 'Y'} |
This field flags the constituent as an Active or an Inactive member of the Circle. When an End Date is assigned to the constituent's membership, the system will then automatically set this flag field to N. | |
|
cirjoindt Join Date |
datetime/date
|
This field identifies the date that the constituent joined the Circle. | |
|
cirenddt End Date |
datetime/date
|
This field identifies the date that the constituent left the Circle. Once an End Date is entered, the system will automatically set the Active Flag to N. | |
|
cirsource Source |
source_types |
char 6
|
The source for the information in this row.
The Source does not display when this data row displays with the Circle that the constituent is a member of. |
|
cirfnum (non-displaying) |
char 2 ['82'] {'82'} |
The file (table) number for the Circles table. (system field) | |
|
circrdate (non-displaying) |
datetime
[getdate()]/sysdate
|
The date that is row was created (system field). | |
|
circruser (non-displaying) |
varchar/varchar2 30 [suser_sname()]/user
|
The User ID of the user who created this row (system field) | |
|
circomm Comment |
varchar/varchar2 4000
|
A free text Comment that may be entered and displayed with this row only.
|
|
| cirdate1 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdate2 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirmny1 |
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. | |
| cirmny2 |
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. | |
| cirnum1 |
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. | |
| cirnum2 |
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. | |
| ciryesno |
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. | |
| cirlook1 | circles_lookup1 |
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. |
| cirlook2 | circles_lookup2 |
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. |
| cirlook3 | circles_lookup3 |
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. |
| cirtext |
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. | |
| cirdate3 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdate4 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdate5 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdate6 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdate7 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdate8 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdate9 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdte10 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdte11 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirdte12 |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. | |
| cirmny3 |
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. | |
| cirmny4 |
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. | |
| cirmny5 |
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. | |
| cirmny6 |
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. | |
| cirmny7 |
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. | |
| cirmny8 |
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. | |
| cirmny9 |
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. | |
| cirmny10 |
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. | |
| cirmny11 |
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. | |
| cirmny12 |
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. | |
| cirnum3 |
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. | |
| cirnum4 |
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. | |
| cirnum5 |
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. | |
| cirnum6 |
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. | |
| cirnum7 |
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. | |
| cirnum8 |
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. | |
| cirnum9 |
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. | |
| cirnum10 |
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. | |
| cirnum11 |
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. | |
| cirnum12 |
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. | |
| circhk1 |
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. | |
| circhk2 |
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. | |
| circhk3 |
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. | |
| circhk4 |
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. | |
| circhk5 |
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. | |
| circhk6 |
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. | |
| circhk7 |
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. | |
| circhk8 |
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. | |
| circhk9 |
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. | |
| circhk10 |
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. | |
| cirtxt1 |
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. | |
| cirtxt2 |
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. | |
| cirtxt3 |
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. | |
| cirtxt4 |
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. | |
| cirtxt5 |
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. | |
|
circircnm Circle
|
circle_definition |
char/varchar2 65
|
This field is the full name of the Circle that the constituent is a member of. It is a copy of the name that is given to the Circle in the Circle Definition table. It is automatically entered by the system. (system field) |
Indices - Circles
| Index | Primary | Foreign | Unique | Fields | Sort |
|---|---|---|---|---|---|
| pk_circles | Y | Y | cirkey | ASC | |
| uq_circles | Y | cirid, circircle | ASC | ||
| circles02 | cirid | ASC | |||
| circles03 | circircle | ASC | |||
| circles04 | cirtype | ASC | |||
| circles05 | cirpositn | ASC |