Adding Constituent Codes

Last Updated: 04th June 2019
Reason: Updated Guide provided by Patrick Crane, Information Management Officer.

Globally adding and deleting Constituent Codes

This guide is for the daily maintenance of Constituent Codes that are designed to group our constituents by core groups (e.g. whether they’re an alumnus or a donor, how they’re contactable etc.) for ease of use by DDAR Staff.

Go to Queries

Go to Ops – Constituent Codes – ADMIN

Open ADD 01 – Affiliate Alumnus and change the Date Entered to six months before today’s date. So for example if today is 21/05/2019, change the Date Entered to 21/11/2019. Save and Close.

Go to Admin

Go to Globally Change Records

Open and run the following Global Changes in this order:

CONS CODE ADD 1 – Affiliate

CONS CODE ADD 2 – Alumnus

CONS CODE ADD 3 – Contactable (Email)

CONS CODE ADD 4 – Contactable (Phone)

CONS CODE ADD 5 – Contactable (Post)

CONS CODE ADD 6 – Contactable

CONS CODE ADD 7 – Donor (Current Year)

CONS CODE ADD 8 – Donor (Ever)

CONS CODE ADD 9 – Student

CONS CODE ADD 10 – Volunteer

Go to Queries

Go to Ops – Constituent Codes – ADMIN

Open DEL 01a – Affiliate pt.A and change the Date Entered to six months before today’s date. So for example if today is 21/05/2019, change the Date Entered to 21/11/2018. Save and Close.

Run and save the following queries in this order:

DEL 01 – Former Affiliate

DEL 02 – Former Student

DEL 03 – Student + Affil + Alumnus

DEL 04 – Email cons code

DEL 05 – Phone cons code

Go to Admin

Go to Globally Change Records

Open and run the following Global Changes in this order:

CONS CODE DEL 1 – Affiliate

CONS CODE DEL 2 – Student

CONS CODE DEL 3 – Affiliate + Alum

CONS CODE DEL 4 – Contactable (Email)

CONS CODE DEL 5 – Contactable (Phone)

CONS CODE DEL 6 – Contactable (Post)

CONS CODE DEL 7 – Contactable

CONS CODE DEL 8 – Alumnus

CONS CODE DEL 9 – Certificate

CONS CODE DEL 10 – Degree

CONS CODE DEL 11 – AMBS Alumnus/a

 

Re-run CONS CODE ADD 6 – Contactable

 

EXTRA:

On the 1st of August every year we need to:

– Run the global change CONS CODE DEL 0 – Previous Year’s Donor, to remove the donors from the previous year.

– Update the query ADD 06 – Donor (current year), changing the Gift Dates to reflect the current financial year (e.g. 01/08/20xx to 31/07/20xx)