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Tracking Ratings

Access Ratings information by using Millennium Explorer Profiles>Prospect>Tracking. Ratings rows display as secondary rows with the Prospect Tracking row to which they are linked.

Millennium includes many opportunities to assign "ratings" or evaluations to a constituent for different purposes. The Rating table is a secondary table whose rows may be attached to the primary Tracking row. The Rating table is intended to be used to hold an evaluation of the constituent's general interest and ability to contribute to a particular campaign. Multiple Ratings may be attached to the Tracking row, each for a different campaign. (Note that some institutions choose to further refine the rating process and assign ratings to specific Proposals or Planned Giving that are presented to the constituent. Those specific ratings are maintained in the Proposal/Planned Gift Rating table and are attached to the individual Proposal or Planned Gift row.)

In the default display, the Rating row displays following the Tracking row. An unlimited number or rating rows may be attached to a Tracking row. This allows you to assign ratings for various campaigns, and also allows you to update ratings while maintaining a history of the previous ratings.

Note: Although the Ratings table is secondary to the Tracking table, a Ratings row can be created even if no Tracking table exists.

Rating rows include fields for:

Ask Rating - an estimate of the amount that the constituent should be asked to contribute to this campaign, usually express as a dollar amount range. These ranges are defined by your institution in a lookup table.
Amount - an exact estimate of the amount that the constituent should be asked to contribute to this campaign. Most institutions would use either the Ask Rating or the Amount field, but you may use both if desired.
Cultivation level - a description of the effort that has been put forth toward the solicitation of this gift.
Inclination - an evaluation of the constituent's interest or inclination to give.

In addition, the default long display for the row includes fields for Start and Stop Dates, for the Source of the information, and an Active/Inactive field to flag those Ratings which are no longer valid or in use.

Notes:

The number of rows displayed per page can be changed at anytime by using the Paging selections at the bottom of the table. Users may also navigate to various pages by using this feature (see Paging Data for more information).

An Administrator can remove the Ratings table from the Millennium Explorer if not used. See Table Options for more information.

Millennium system administrators or the database administrator can configure audit logging for the Ratings data table. For more information, see Audit Log.

Update/Archive

If your institution makes it a policy to retain the details of previous ratings and create a new data row when the rating changes (rather than simply editing the data in the existing row), the Update/Archive function will facilitate the process. When Update/Archive is used, the system automatically performs several edits to that existing row and then prompts for the creation of the row for the new information. (Remember that the Update/Archive function is available in addition to the standard editing functions.)

When using Update/Archive, the following things occur:

The original Rating row's field, Inactive? is set to Y.

If the original row does not already have a Stop Date, the insert form for the new data row will default the Start Date to the current day's date. It may be manually edited in that form before the new row is inserted. Whether it is the current date or another date that you have chosen, when you click on Insert in that form, the system will set the Stop Date of the original to match the Start Date for the new row.

However, if a Stop Date is already present in the original row before you began the Update/Archive process, that date will be retained in the original and also used as the default Start Date in the insert form for the new data row. The Start Date may be manually edited in that form before the new row is inserted, resulting in differing Stop and Start dates in the two rows.

All other data from the original data row is copied into the insert form for the new row, and is available for editing before you click on Insert to create the data row.

The Update/Archive function is available on the context menu, which is accessed by passing the mouse pointer over the edit button to the left of the display of the Rating row to be updated. This menu item will be disabled for rows that have been made Inactive.

Linked Ratings

When a Rating row exists for a constituent, you may create a one-to-one linked Rating row belonging to the spouse or another constituent. This type of linked row will be a copy of the first constituent's row. Because they 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 data 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. Unlinked rows cannot be re-linked, nor may you link two existing rows. The second must always be created from the first.

The creation of this type of linked Rating is performed via the context menu for the first constituent's Rating row. That menu will include the item, Link. In its cascading menu are the items, Rating to Spouse, and Rating. If the first constituent has a spousal Relationship with another constituent (sp, spnm, lp, lpnm), then the Rating to Spouse item will be enabled. If not, it will be disabled. Once a Rating row has a joint link with another, both items will be disabled as there can only be one such linked row.

If it is available and you use the Rating to Spouse item in the Link menu, the system will automatically create a Rating row for the spouse and refresh the display of the first spouse's Rating row, which will then include the hyperlink with the notation, 'Linked to <spouse name>'. If it is available and you use the Rating item in the Link menu, you will be given a constituent Search form which you must use to identify the constituent with whom the Rating will be jointly linked. When you have done so, the display will refresh the display of the first constituent's Rating row, which will then include the hyperlink with the notation, 'Linked to <constituent's name>'.

When a Rating row exists for a constituent, you may create a one-to-one linked Rating row belonging to the spouse or another constituent. This type of linked row will be a copy of the first constituent's row. Because the Rating 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 data 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. You may not link two existing Rating rows; the second must always be created from the first.

The following topics discuss the creation and maintenance of linked Rating rows in complete detail.

Data Maintenance, Link to New to Existing

Data Maintenance, How to Link New to Existing

Ratings Field Descriptions

Ratings data is stored in the ratings data table. The following fields are included. The field labels and non-displaying designations that are listed here 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
ratekey 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)
rateid 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)
ratedoc 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)
ratedate no label	none	datetime/date [getdate()]	The date that this Rating row was last updated. This field is automatically entered by the system. (system field)
rateuserid no label	none	varchar/varchar2 30 [suser_sname()]	The User ID of the operator that last edited this Rating row. It is automatically entered by the system. (system field)
rateugrp 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)
ratecamp Campaign	Campaign	char 6 [' ']	The Campaign for this Rating.
ratecampyr Year	none	char 4	The year of the Campaign for this Rating. This is a four-digit year between 1600 and 2200.
rateaskamt Amount	none	money/number [0]	The amount that was actually solicited from the constituent.
rateaskrat Ask Rating	Donor Rating	char 6 [' ']	The rating that indicates the amount that should be solicited from the constituent.
ratecultiv Cultivation	Cultivation	char 6 [' ']	The level or stage of cultivation for the constituent.
ratestatus Inclination	Rating Status	char 6 [' ']	An evaluation of the constituent's interest or inclination to give.
ratebegin Start	none	datetime/date	The start date for the Rating.
rateend Stop	none	datetime/date	The end date for the Rating.
rateflag Inactive (Yes/No)	none	char 1 [N]	A flag to expedite reporting on active Ratings, and to indicate that the information in a particular Rating has been replaced with a more current one.
ratesource Source	Source	char 6 [' ']	The source for the information in this row.
ratepoint non-displaying	none	int	This system-assigned field is no longer used or supported. (system field).
ratecrdate non-displaying	none	datetime/date [getdate()]	The date that the row was created. (system field)
ratefnum non-displaying	none	char 2 ['15'] {'15'}	The file (table) number for the Rating table. (system field)
ratecomm no label	none	varchar/varchar2 4000	A free text Comment that may be entered and displayed with this row only.
ratedate1	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedate2	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratemny1	none	money/number	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
ratemny2	none	money/number	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
ratenum1	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.
ratenum2	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.
rateyesno	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.
ratelook1	Rating 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.
ratelook2	Rating 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.
ratelook3	Rating 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.
ratetext	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.
ratejntid non-displaying	none	char 10 [' ']	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)
ratejntkey non-displaying	none	numeric/number 13,0 [0]	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)
ratepend 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' rating table as a result of data entry by the constituent via the Online Constituent Directory or as a result of data entry via the ADE Import Tool. That linked info is awaiting incorporation into this data row. (system field)
rateupkey non-displaying	none	numeric/number 13, 0	This field holds the timekey of the pending data row that may be updated from the rating_pending table. (system field)
ratedate3	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedate4	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedate5	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedate6	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedate7	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedate8	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedate9	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedte10	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedte11	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratedte12	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
ratemny3	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.
ratemny4	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.
ratemny5	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.
ratemny6	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.
ratemny7	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.
ratemny8	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.
ratemny9	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.
ratemny10	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.
ratemny11	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.
ratemny12	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.
ratenum3	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.
ratenum4	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.
ratenum5	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.
ratenum6	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.
ratenum7	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.
ratenum8	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.
ratenum9	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.
ratenum10	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.
ratenum11	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.
ratenum12	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.
ratechk1	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.
ratechk2	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.
ratechk3	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.
ratechk4	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.
ratechk5	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.
ratechk6	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.
ratechk7	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.
ratechk8	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.
ratechk9	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.
ratechk10	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.
ratetxt1	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.
ratetxt2	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.
ratetxt3	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.
ratetxt4	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.
ratetxt5	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.
ratelook4	Rating Lookup4	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.
ratelook5	Rating Lookup5	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.
ratelook6	Rating Lookup6	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.
rateadesrc non-displaying	ade_source	char 30	If this row is created or updated from data that originally came from the rating_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.
ratecmpdiv Division Name	Campaign Division	char 12	The Campaign Division code assigned to this Rating. Used to track the progress of your donor base divided into various segments (determined by your organization). When the data row is displayed, the value associated with this field is what you will be shown.
ratecmpdnm Division Name	Campaign Division	char 120	This field is maintained by the system, and contains the Campaign Division value associated with the selected Campaign Division code.

Indices - Ratings

Index	Primary	Foreign	Unique	Fields	Sort
pk_rating	Y		Y	ratekey	ASC
rate02		Y		rateid	ASC
rate03				ratedate	ASC
rate04				ratejntkey	ASC

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