Tables for Private Corporate and Contact Records
Some fields in @EASE require the use of values found in the Lookup Tables. Other fields have a table associated with it but data can be keyed into the field.
It is our perspective, that using tables and table entries for all user-defined fields ensures accuracy and consistency.
Salutation:
The salutation is used for a formal greeting. The <Default> Salutation is used where there is no First Name field for a Private or Contact record or where only an initial exists.
The Greeting for a Q-Xpress selection for individuals with a <Default> Salutation will use the Private or Corporate Greeting found in Organizational Defaults under the Receipt tab. Corporate records with no contact will also use the Corporate Greeting.
Where the Salutation is blank, the assumption is you know the person well and their first name is used in the Greeting field when building a Q-Xpress export file.
When using Donate Now, the Salutation table should have identical entries right down to punctuation.
Designation:
The Designation field is for professional designations. This table allows for keyboard entry which does not dynamically update the table itself. It is recommended to use tables for all entries for consistency's sake. The Designation is added to the ToWhom field in a Q-Xpress selection. The contact information below comes when the Ele Button is clicked. The Ele Button is found on Address windows and is active when the record is in Save mode.
Demographic: This field has its own definition in this section.
Phone and Email: These two fields are descriptive. When using Donate Now, use the table values are identical. Email has a specific value used for ereceipts which is eReceipt in the Email column. For Corporate donors, this is a required value to be found on the Corporate Master record where an ereceipt has been requested. It can be used on a Private Record as well, normally to identify a unique email for any eReceipts sent to the donor.
The first Email address position is considered the primary for all eNewsletter and emailed communications.
All Phone and Email types export with a Q-Xpress selection along with the phone number and emails they are associated with.
Phone and Email types can be entered without the use of the pulldown. We recommend the pulldown using entries in the respective Lookup tables for consistency.
Address Lookup Tables:
Lookup tables found on the Address have four Lookup tables.
Street: This is useful to identify numeric street names where a suffix is allowed. Each municipality has its own naming conventions.
For example in Vancouver 11th W is correct, in Edmonton 178st Street would be incorrect.
City: The City table includes a Postal Code. This can be advantageous for rural addresses where one Postal Code represents the entire town or village. When entering a Postal Code to the City table, upper case letters and the space must be added to provide a correct value. Selecting the City will populate the Postal Code.
The Postal Codes above are only samples so not correct. You will note that larger centers do not have a Postal Code value.
Province: The values for Canada and the US are populated at the time the database is built. When selecting a Province or State the full name, as well as the abbreviation, will appear. Only the 2 character abbreviation is retained.
Country: The default country for the database is defined in Organizational Defaults. Where the country is Canada, the Canada Post button appears to perform lookups on the Canada Post site. Where the USA is the country the US Postal Service button appears.
Family
The Family tab appears only for Private donors.
School Grade: This is a documentary field and would need to be managed manually.
The Family Event Date Desc is display Baptism. This field can be used for a variety of possible dates which may be of value.
Relationship: The Relationship lookup table can manage many possible values. In our example, SweetPea when selected shows it is the Family Cat.
The Relationship table is used in the Relationship tab found in both Private and Corporate Profile tabs.
Achievements
The Achievements tables consist of the Degree or Award, the Major and the Granting Institution. The date field indicates when the Achievement as awarded.
The Major does not require a value but both Degree and Granting Institution must be defined.
These fields can be used to record recognition received by donors and supporters, university or college degrees.