Constituent Records – An Introduction

Published: 21st August 2017

The aim of this guide is to briefly explain and display each tab you will find on a constituent’s record. You will find a separate guide for each section which will go into more detail, however this is simply intended as a brief introduction to the various tabs on RE.

Related Guides

Step 1

Bio 1:

This is the first tab you will see when opening a constituent’s record and it contains all of the basic details about the constituent, including Name, Constituent ID, Date of Birth, Marital Status and Address. It also contains links to the Education, Business and Bank tabs in the bottom right corner.

Step 2

Bio 2:

This stores some additional biographical information about the constituent, although this is a tab that is used infrequently. You will find information about Birthplace and Nationality here, though it is often only the latter field that is populated. We never store information on Religion.

Constituent codes are also found here. They are a quick method of explaining why the constituent is in our database e.g. there are constituent codes for Staff, Students, Donors etc. They also make it easy to search for constituents by category.

Step 3

Addresses:

This tab holds all address details for the constituent. You can view, add, delete or modify addresses from here. To find out more about addresses, check the related links above.

Step 4

Addressees/Salutations:

This tab is used for denoting how we display a constituent’s name on mailings (addressee) and how the greeting on a letter will appear (salutation).

Also, please note that, in future, we will always be adding an Informal type, under Additional Addresses and Salutations. This will act as a default when it comes to informally addressing the constituent.

For more information, see the related links above.

 

 

Step 5

Relationships:

This lists all the relevant individual and organisational relationships that the constituent has. This can range from family members to employers as well as educational establishments and assigned canvassers.

It also tracks a complete education history (any of which we have been made aware), including all qualifications from University of Manchester.

For more information about relationships, see the related links above.

Step 6

Appeals:

This tab summarises the appeals which have been sent to the constituent, and also whether or not these appeals have been successful.

Step 7

Notes:

This tab is for recording general notes about a constituent. Ensure you are not recording direct contact with a constituent in the Notes section, as this should be recorded as an Action.

Step 8

Gifts: 

This tab lists all the gifts made by the constituent to the university. You may click on any line to get more information about the gift.

Step 9

Attributes:

Attributes are used for tracking information that is not held in the various other tabs of a constituent’s RE record. This can be information such as whether they have ever made a donation or if they have responded to a questionnaire.

Generally, attributes are added globally to a constituent’s record and you rarely need to manually add them. If you have any questions about attributes, please contact RE.support@manchester.ac.uk

Step 10

Media:

This tab can be used to store any media objects relating to the constituent, including newspaper clippings, photographs and PDF documents. For more information, see the Adding Media guide in the related links.

Step 11

Actions:

This tab is used for tracking communication between you and the constituent, whether by Phone, Email, Meeting etc. Click on any line to find out more information about the action.

See the guide Adding an Action for more.

Step 12

Honour/Memorial:

This tab is not currently used for DDAR purposes and can be ignored.

Step 13

Volunteer:

This tab is not currently used but this may change in the near future. If so, we will notify all RE users in advance.

Step 14

Prospect:

This tab contains information about our contact with potential donors, details of their ratings and records of proposals made by the university. For more information, see the Prospect Tab guide.

Step 15

Membership:

This tab is currently not used and can be ignored.

Step 16

Events:

Historically, this tab has listed all the events that the constituent has been invited to and whether or not they have attended. This is now changing to only show events the constituent has actually attended.  You can double click on any line to find out more about the event. For more information, please see the Events guide.