The Interface

Looking at navigating your data…

Donor Strategy presents a consistent interface that includes common elements.

 

 

 

 

 

 

Throughout this guide these elements will be referred to using these terms:

 

1.       Main Menu Bar – Every mouse operation can be performed with keystrokes, either via the menu or using the system keys.

2.       Database Information Bar – this section of the screen tells you which database you are logged into.

3.       Navigation Choice – select the view of your choice, current view is Basic. Tree view shows the section and the section tabs in tree format.

4.       Location Bar – this area tells you which section/sub-section you are currently working in.

5.       Main Navigation – This area gives you access to the data for each section. When using the Tree view, the bold option is the default, e.g. if you click on People the Browse screen will be displayed

6.       Section Tabs Bar – These give you access to each sub-section. They may also be accessed from the Main Sections.

7.       Tool Bar – When browsing a list of records, a toolbar is displayed with buttons for actions relevant to the data you wish to manipulate.  All sections, except for the Summary have this bar.

8.       Record List – this area displays all current records for the select section/sub-section.

9.       Summary details – The area at the bottom of the screen shows of the Person or Organisation related to the currently selected record.  This includes full address, notes, relationships, references etc…

10.   Quick links – are shown relating to the donor associated with the current record – completing the overview of what information is known about this contact.

11.   Hints – this area displays hints and information to help you when using Donor Strategy.

12.   Status Bar – this displays the current user information and any relevant status messages.

 

 

General Rules

Whatever screen you are using, there are general rules that can be applied throughout the system.

 

If you press <TAB> then you are moved to the next field.

 

You can assign any text to function keys to save re-typing the same information again and again. This is done using the Assign Function Keys option under the Tools menu.

 

When writing to fields that are a list of values, as you enter a value that exists in a list, the system will try to auto complete the entry with a matching value from the list.

 

If you enter a title that exists in the configurable list of titles with the wrong case, e.g. MR, you will notice that when you exit the title field the input is corrected to Mr.

 

 

Unique Codes

 

Each record is automatically assigned a unique code.

 

·         People are referenced by a PCode. This code is based on the first three characters of their surname, followed by a sequential number. If the person’s surname changes (e.g. they get married), then the PCode can be changed, but only if the decision to change the code is made, as the old code may appear as a reference on correspondence and so on.

 

·         Organisations are referenced by a CCode. This code is based on the first three characters of Organisation name, followed by a sequential number. Again, if the Organisation name changes, the code can also be changed but is not done so automatically.

 

·         Receipts are referenced by a Transaction number. This is a sequential number held by the system.

 

·         Legacies are referenced by a Legacy number. This is a sequential number generated by the system.

 

·         Grants are referenced by a Grant number. This is a sequential number generated by the system.

 

·         Targets are reference by a Target Code. This code is specified by you and is an up to ten character alpha-numeric value.

 

·         Events are reference by a Event Code. This code is specified by you and is an up to ten character alpha-numeric value.

 

·         Allocations are referenced by an ACode. This is a sequential number generated by the system.

 

 

Some Windows use the Navigation bar. This uses symbols for actions instead of buttons or tabs.

 

 

The above symbols, from left to right, mean:

 

·         Go to First Record

·         Go to Previous Record

·         Go to Next Record

·         Go to Last Record

·         Add new Record

·         Delete Record

·         Save current Record

·         Cancel changes

·         Refresh data

 

 

The Menus

Menu options allow the standard Windows functionality, i.e. where an option name is followed by a key combination these are the key presses required to access the option directly from the keyboard. For example, Edit, Go To… (Search) F2 means pressing F2 can directly access search functionality.

 

File

New – Add a new record, using the Main entry screen for the chosen section.

Statistics - the Statistics for a chosen section

Browse – Browse records for a chosen section

Reports - Reports for a chosen section

Graphs - Graphs for a chosen section

Exit will end your Donor Strategy session

 

Edit

 

Go To… (Search) F2 displays the Quick Search screen, where you may choose the Section and Field you wish to search on.

Select Filter… displays the Filter selection screen where you may choose and define user filters.

Customise Columns displays the Customise screen relating to the Browser of the section you have in focus, e.g. Organisation.

Multi-select Mode On/Off Ctrl+M switches the option to select multiple records in the Browse screen on and off.

Properties F3 displays the Properties screen for the record in focus. If no record has been selected, a message will be displayed.

 

View

 

Current View allows you to turn the user filter on (Filtered) and off (All Records), for sub-sections where user filters are relevant.

Sort By will display the list of fields available by which to sort the records displayed for the current section.

Show Database Name allows you to switch the database information bar on and off.

System Resources shows the system information on the bottom line of the Donor Strategy window, next to the id of the user logged in.

SQL Query will display the SQL query run to select the records displayed in the Browser. This may be copied and run in a third party product such as Borland Database Explorer.

Refresh F5 will refresh the records displayed, particularly useful for multi-user systems as this forces the data to be re-read from the database.

 

Report

 

Run Report will run the currently selected report for the current section.

Update Report Data gives you the facility to create correspondence history for the currently selected report.

Print Report will print the currently selected report for the current section.

New Report Folder creates a new folder for the current section.

New Report creates a new report for the current section.

Edit Report/Folder will edit the currently selected item within the reports – either a folder or a report.

Delete Report/Folder deletes the currently selected report or folder for the current section.

Copy Report copies the currently selected report for the current section.

View Report SQL view SQL for the currently selected report for the current section.

Import Report imports a report to the current section either from a file or from another database.

Export Report exports the currently selected report for the current section to Excel, Word or Email. There is also the option to export the structure of the report to a file. This structure can be imported to another database and allows reports to be copied between databases. If you select to export the Entire Structure then all the reports in the system will be exported to files. This option is useful for backing up all the reports in the system.

 

Graph

 

View displays the currently selected graph for the current section.

New creates a graph for the current section.

Edit edits the currently selected graph for the current section.

Delete deletes the currently selected graph for the current section.

View Graph SQL view SQL for the currently selected graph for the chosen section.

 

Tools

 

Process processes Automatic Payments, Batch/Banking or Inland Revenue Claim and allows you to add a transaction to an existing batch.

Undo/Remove Removes a Claim or Batch.

Export to Accounting not yet in use!

Merge Records CTRL+F4 manually de-duplicate records.

Change a Code CTRL+F3 change a person’s PCode or an organisation’s CCode. This is useful when someone changes his or her surname, or an Organisations name changes. The reference code will not change unless this function is used to rename the code.

Person to Org CTRL+F2 is a facility that allows a Person record to be converted to an Organisation record. This function is mainly for users with data that has been converted.

Split Default Contact CTRL+F5 allows you to create a Person record for the Default Contact at an Organisation. You can also define the type of relationship you wish to use.

Define Categories CTRL+D displays the Define Categories screen to allow you to create or amend categories.

Change List Values CTRL+A allows you to select a list and add, edit or delete values for it.

Filter Builder CTRL+F displays the Filter Builder screen to allow you to create or amend user filters.

Letter Writer CTRL+L displays the Letter Writer screen to allow you to create letter templates.

Edit Locations lets you manage your locations for use in the new Events module.

Create Backup is the facility to create a backup of your data on request.

Change Password allows you to change your password.

Assign Function Keys allows you to assign text to the function keys, i.e. when you are editing data pressing the function key will fill in the associated text.

 

Help

 

About will tell you which version of Donor Strategy you are running and has links to the web site and support email address.