Published: 9th October 2017
Notes – Oliver Taylor, October 3rd 2017
Many are the occasions when we want to pull together a list of mini-profiles but not in connection with an event (for example when we get asked “can you just get together a bit of information about these five people?”). We now have a way to do this in a quick and easy automated way, like the events profiles, without having to spend ages copying and pasting from RE into Word or Excel. All you need to do is to ensure that the person has a mini-profile saved in the Notes tab on RE, and then follow these steps …
In RE, make sure that a mini-profile exists on the Notes tab for all the people you want to see in the list. Remember to check to make sure this is up-to-date.
The new tool works rather like the Events Profile Generator and is saved in the same folder on the I Drive: I:\Development Services\Reporting\Event Profiles. It is the Access database file called “Individual Profiles Generator”. There is a Shortcut version which you may want to copy across to your Desktop too.
Double-click to open the “Individual Profiles Generator”. When it opens you may need to click “Enable Content”, on which you will be prompted to “make this file a Trusted Document” (click “Yes”).
The same options as for events profiles are available – you can produce profiles which contain both rating and gift info (“Standard”) or which don’t contain this info.
To produce your set of bios you need to paste the peoples’ Constituent ID numbers into the white box following the format shown below. Note that the ID number must be contained within quotation marks. If you have a large set of ID numbers, then follow step 6 below.
In the same folder on the I Drive there is an Excel spreadsheet called “ID Formatter”. Open this, and paste your list of ID numbers starting in cell B4 (the yellow cell), then click on the “Format IDs” button.
A column showing the ID numbers in the correct format will magically appear. You can then copy and paste these ID numbers into the field in the Individual Profiles Generator. NB. When you have done this, close down the Excel “ID Formatter” file WITHOUT SAVING IT.
Back in the Individual Profiles Generator, click on the type of bios you want to see (either “Standard”, “No Rating” or “No Rating or Gift”). The bios do take a little while to run (a minute or so, or maybe more if there are lots) as there are a number of processes going on behind the scenes.
Your set of bios will (eventually!) appear!
Then all you have to do is save them to wherever you want to put them. Just as with the Events Profiles you click on “File”, then “Print” (NB. NOT “Save & Publish”) and make sure that you select “PDF Creator” from the list of printers in the dialog box that appears (as below).
Like the events profile generator, the tool refreshes overnight, so any mini-profiles you write today won’t be available for display in the tool until the following day. However, if you need to produce profiles urgently, Craig or Oliver can force it through by running a process as RE Administrators – just ask us to do this.