bbcon 2013

1. 09/25/2013
1
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
1
Better Manage Data by Using Default
Sets in The Raiser’s Edge
PRESENTED BY CRAIG HAUBRICH
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
2
Craig Haubrich
Craig.Haubrich@Blackbaud.com
800-443-9441 x.3498
Twitter: @craighaubrich
• Senior Solutions Engineer at Blackbaud
• Product Specialties: The Raiser’s Edge & Blackbaud CRM
• Previous Raiser’s Edge customer
MEET YOUR PRESENTER

2. 09/25/2013
2
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
3
Learning Objectives
What Is A Default Set?
Add or Edit a Default Set
Using Default Sets
Practical Application of Default Sets
Questions
AGENDA
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
4
SHOW OF HANDS…

3. 09/25/2013
3
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
5
WHO HAS BEEN USING THE RAISER’S EDGE FOR
YEARS AND HAS CONSISTENTLY DESIRED A WAY TO
HAVE DEFAULT VALUES?
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
6
WHO KNOWS WHAT A DEFAULT SET IS?

4. 09/25/2013
4
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
7
WHO IS USING DEFAULT SETS TODAY?
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
8
Understand what a default set is
Learn which records allow a default set to
be applied
Know how to create and edit a default set
Identify when a default set may be useful
for data integrity or expediting data entry
Establish three practical examples of
when a default set is useful
LEARNING OBJECTIVES

5. 09/25/2013
5
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
9
A single default value or group of
multiple default values for a record
type
• A default set may contain values for
almost every field on a record
• Values from the default set will populate
the corresponding fields on a record
• You have the option to load only certain
default field values or all default field
values contained within a default set
WHAT IS A DEFAULT SET?
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
10
Standard
record types
in RE7
• Individual
• Organization
• Action
• Gift
• Relationship for Individual Constituent
• Relationship for Organizational
Constituent
Record types
from optional
modules or
The
Raiser’s
Edge
Enterprise
• Job
• Proposal
• Financial Information
• Event
• Participant
RECORD TYPES

6. 09/25/2013
6
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
11
• From The Raiser’s Edge menu bar: Tools  Organize/Create
Defaults
- This allows you to access all default sets regardless of record type
ADD OR EDIT A DEFAULT SET
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
12
• From a specific record type, select the menu for the record type and
select Load Defaults from…
- e.g. the Constituent menu on a constituent record or the Gift menu on a gift
record
- This allows access only to the default set(s) for the type of record you are on
ADD OR EDIT A DEFAULT SET

7. 09/25/2013
7
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
13
USING DEFAULT SETS
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
14
• You may view/use all default sets or only your own
USING DEFAULT SETS - GENERAL

8. 09/25/2013
8
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
15
Default values may be loaded:
• Immediately when you select the default set you
want to use
• From within a record:
• You may load default values into all specified
fields from a default set or on a field-by-field
basis
• Use the F2 key to load field-specific values
when your cursor is placed into a relevant field
• Use Shift + F2 to load all default values from
within the set
USING DEFAULT SETS - GENERAL
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
16
If there is more than one default set
for a record type, you must specify
the default set that you want to use
If only one default set exists for a
record type, the default values are
automatically applied when you opt
to load defaults
USING DEFAULT SETS - GENERAL

9. 09/25/2013
9
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
17
When applying a gift to an existing
registration or membership, gift defaults may
be applied to the gift
Gift default sets may be
associated with event
records or membership
categories
When prompted to
associate a gift with an
outstanding registration
or lapsed membership,
select yes and then
select the appropriate
registration or
membership
USING DEFAULT SETS – EVENTS AND
MEMBERSHIPS
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
18
DEFAULT SETS IN ACTION!

10. 09/25/2013
10
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
19
EXAMPLE #1: ADDRESSEES & SALUTATIONS
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
20
Craig Haubrich
Craig Haubrich
Craig Haubrich
Craig Haubrich
ADDRESSEES AND SALUTATIONS

11. 09/25/2013
11
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
21
Mr. Craig Haubrich
Craig R. Haubrich
Mr. Craig R. Haubrich
Mr. Craig Haubrich &
<Spouse>
ADDRESSEES AND SALUTATIONS
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
22
• <First Name> <Last Name>
Craig Haubrich
• <Title 1> <First Name> <Last Name>
Craig Haubrich
• <Title 1> <First Name> <Middle Initial> <Last Name>
Craig Haubrich
• <Title 1> <First Name> <Last Name> <and> <Spouse Title 1>
<Spouse First Name> <Spouse Last Name>
Craig Haubrich
ADDRESSEES AND SALUTATIONS

12. 09/25/2013
12
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
23
Pre-formatted addressee and salutation formulas tend to
stay in the database but may not reflect your organization’s
intended usage of addressee and salutation types
A constituent record doesn’t show the full formula and only
shows the output of the format based upon the data
elements populated on the constituent record
ADDRESSEES AND SALUTATIONS
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
24
• A constituent default set
populating the correct
formulas into the
addressee and salutation
fields on a constituent
record
The Solution?
ADDRESSEES AND SALUTATIONS

13. 09/25/2013
13
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
25
EXAMPLE #2: CENTRALIZED RECORD
MANAGEMENT
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
26
Examples
• Marking a record deceased
• Merging a duplicate record
• Marrying two constituents
• Recording an organization
merger/acquisition
CENTRALIZED RECORD MANAGEMENT
Use a default set for an action
to request a record update that
may only be done in a
centralized manner

14. 09/25/2013
14
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
27
Add an action to the
constituent record
that requires the
update
Use a default set to
assign the action to
the designated staff
member and auto-
populate the relevant
fields on the action to
facilitate the record
update
CENTRALIZED RECORD MANAGEMENT
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
28
EXAMPLE #3: CONTACT REPORTS

15. 09/25/2013
15
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
29
Create
an
action
and
populate
default
values
for
• Category
• Solicitor
• Reminder defaults for each
solicitor or by contact report
type
• Note text with headers for
key sections such as
narrative and next step(s)
CONTACT REPORTS
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
30
EXAMPLE #4: GIFT FIELDS

16. 09/25/2013
16
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
31
Many organizations track additional gift
details as gift attributes
These are added manually during gift entry
Use a default set to pre-populate the
attribute categories and descriptions when
possible
GIFT FIELDS
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
32
TWEET ABOUT YOUR SESSION
Raiser’s Edge default sets are
a great way to speed up data
entry! #blkbre #bbcon

17. 09/25/2013
17
09/25/2013
Better Manage Data by Using Default Sets in
The Raiser’s Edge
33
QUESTIONS?
Craig Haubrich
Craig.Haubrich@Blackbaud.com
(800) 443-9441 x.3498
Twitter: @craighaubrich