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ConstituentRecordsInDetail

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Constituent Records in Detail

Constituent Record Components

Constituent records contain all of the data about the Individual, Group or Organisation. In addition to address and contact details this is where DARS stores values such as interests, relationships to other constituents, communication preferences, and even a picture. Completing as much detail as possible will ensure that the data stored in DARS is rich and powerful.

Summary information is displayed at the top of the record. For example, information on an Individual constituent record includes primary contact information, lookup ID, and relationships to other constituents. Any information in blue is a link to another page, website or email address. Clicking an email address link opens a new message screen in your email client.

ImportantInfo.jpg Note: If you click on a constituent’s social media account link (e.g. their Twitter page), the page will open in the same window. To open in a new tab centre mouse click on the link.

51-1-ConstituentTabs.jpg

ImportantInfo.jpg Note: Your DARS role determines which tabs of a constituent record you have access to. If you do not see a tab then your access has been restricted.

The data is organised in tab format with each tab containing various sub areas. The tabs available on constituent records include:

Tab

Contains

Contact

Addresses, phone numbers, email addresses, social media accounts.

Personal info

Individual constituent’s personal information, name formats, aliases, demographics, alternate lookup IDs, interests and event restrictions (which specifically include dietary and special needs information).

Organisation info

Organisation details include name, industry, website address, photo/logo, aliases, demographics, matching gift conditions, alternate lookup IDs and interests.

Members

Lists current group members, with links to their individual record.

Details

Group aliases, demographics, alternate lookup IDs and interests.

Names

Name formats and aliases

Relationships

Relationships this constituent has with other constituents

Constituencies

Constituencies this constituent has been assigned. Group constituent records include both the group and member constituencies.

Education

Lists an individual constituent’s education programmes (attending or completed, by Institution) and involvements (such as extracurricular activities participated in, University or College awards, bursaries or scholarships received while attending an education institution).

Accounts

Lists details of constituent’s financial accounts including name on account, Financial institution, Sort code, Account number and type, and EFT status.

Tributes

Tributes made by the constituent and all tributes for which this constituent is the acknowledgee.

Organisation history

Lists Organisation Parent and Merger history details.

Documentation

Includes notes, web links and attachments

Attributes

Key information about the constituent including Alumni Card Affiliation, Career Status, Is willing to… and Oxford College start and end dates.

Smart Fields

Short cuts to query or report information created by the System Administration team.

Security

Displays a constituent’s Security groups, Sites (aka Interested Parties), Prospect Manager, University Relationship Lead and Constituent Relationship Manager/s.

Editing and Adding Constituent Records

ImportantInfo.jpg Note: Data entered in DARS is saved immediately. This is important to note because you are not able to delete data from the system, only edit, so please ensure your entries are as accurate as possible.

If you try to update a record at the same time as another user, you will receive a ‘Data could not be saved...’ message. Click OK then try making the changes again in a few minutes.

ImportantInfo.jpg Note: It is also important to keep a history of changes made to a constituent record, therefore when you are editing a record first think about the best way to make the change. See below for further information.

Add vs. Edit

DARS stores current as well as historical information about a constituent and because many different people will be viewing and using the information it is important that changes to the record are made in the correct way.

When adding or editing data in DARS it is important that historical information is maintained and not removed. For example, when a constituent notifies they have moved house, the new address should be added to the system and the old address marked as a former address. The same rule applies to phone numbers, email addresses, social media accounts or documents that are out of date. Records updated this way ensure anyone who views the record can see if they have the most current information.

If you are simply correcting an error in the data, then it is acceptable to edit rather than add a new entry, for example correcting a street address error rather than entering a complete new address.

Naming Conventions

DARS is used by a varied group of areas and hundreds of different users across the Collegiate University. It is therefore very important that any item you add to the system follows a naming convention, so it can be found again, and to quickly identify the owner and title of the item. It is also very important that anyone entering data such as phone numbers follows the same format.

ImportantInfo.jpg Important: It is very important that any item added to the system follows the naming convention and formats at https://www.darscentral.ox.ac.uk/document.doc?id=305

Source Details

There are several areas in DARS where you must enter the source of the information when adding to or updating details. This enables others using the data to be aware of where it came from. For example, you must complete the Address source when adding a new address.

UsefulInfo.jpg Note: the system will alert you if no information source is entered.

What to do if you need to delete

If it is necessary to have a piece of information removed or deleted from the system, for example if it was entered by mistake on the wrong record, then you must contact the DARS Helpdesk to ask to have it removed. Ensure you provide the complete details of what must be deleted and why.

Rolling Back Changes

On the Constituent Data Review page you can view, rollback and restore changes made to constituent contact information in DARS.

Constituent Data Reviewer Role

Users may be granted this additional role, which provides Data Review functionality for constituents assigned to their Relationship Manager, in order to review (and if necessary roll-back) changes to contact details.

For Colleges, the Head of Development determines the user(s) within their team responsible for carrying out this task. For Central University, this is determined in consultation with the Head of DARS, with members of the DARS Database Team assigned the role by default unless and until another individual has been assigned responsibility for the task.

If you believe you should be the Constituent Data Reviewer for a particular constituent, or set of constituents, but are not currently listed as such on the Security tab of their record(s), see your Super User or contact the DARS Helpdesk. Where the assigned Data Reviewer needs to be changed for multiple constituents, this can be carried out for you via a global change by the DARS Database Team.

Viewing Constituent Data Changes

  1. In the Constituents functional area click Constitient Data Review. The Constituent Data Review page opens.
  2. 527-1-ConstDataReview.jpg

  3. What you initially see on this page depends on any filters applied. If you cannot see the filter bar click Filters. Select required filters and click Apply.
    1. Type includes address, email or phone.
    2. Date range includes today, last 7 days, all dates.
    3. User allows you to view changes entered by a specific person only.
    4. Tick Include unassigned to view changes made to constituents not assigned to a constituent data reviewer.
  4. On the Constituent Data Review page, you can view the name of the constituent, the type of contact information changed, the user who made the change, the date of the change, and whether the change was an addition or an edit. To make sure the latest information is displayed click Refresh.
  5. To view additional information about a change click on the line (except the name hyperlink) or the double-headed down arrow beside it. Note: if you click on the constituent name hyperlink you will be taken to the constituent record.
  6. To view the constituent’s record click on the name hyperlink.
  7. To view a selected record’s entire change history click View record history. The Record history page opens. Click Return to recent changes to return.

Rollback a Constituent Data Change

ImportantInfo.jpg Important: When you rollback a change you rollback to a specific point in time, rather than the change only. This means you also undo any other changes made to the record between the time of the original change and the rollback.

You can undo any change listed under Recent changes or Record history on the Constituent Data Review pages.

  1. To rollback an edit to an email, address or phone number, select it and click on the relevant rollback action, such as Revert address to previous values. The Revert... dialogue box opens. This is similar to the Add... dialogue box with the original details displayed and a Constituent data review rollback section at the bottom: To rollback an added email, address or phone number, select it and click on the relevant delete button, such as Delete email addresses. The corresponding Delete email address dialogue box opens.
  2. Enter a Reason for the rollback. If the reason you want is not listed, please contact the DARS Helpdesk on 612300 or email DARS Helpdesk.
  3. Click Save.

The constituent data change line is updated on the Constituent Data Review page, with additional information about the Rollback and Reason.

Restore a Rolled Back Change

  1. To restore a rolled back change select the change and click the relevant button, such as Revert address to previous values or Re-add deleted phone number.
  2. The Revert... or Re-add... dialogue box opens. This is similar to the Add... dialogue box with the original details displayed and a Constituent data review rollback section at the bottom.
  3. Enter a Reason for the restore. If the reason you want is not listed, please contact the DARS Helpdesk on 612300 or email DARS Helpdesk.
  4. Click Save.

The constituent data change line is updated on the Constituent Data Review page, with additional information about the Rollback and Reason.

Querying Constituent Data Reviewer

To include Constituent Data Reviewer details in a query, you will select the Relationship Managers node from the Field Explorer pane, as in the example below:

  1. In the Analysis functional area click Query. The Query screen opens.
  2. On the Queries tab click Add > Ad-hoc query then select the Constituents source view and click OK. The New Ad-hoc Query dialogue box opens.
  3. 52710-2-QueryBuilder.jpg

  4. On the Select filter and output fields tab, select Relationship Managers from the left pane. The Manager name field appears in the centre pane. You can use this field as a filter and/or output field.
  5. Double-click Manager name or drag it to the Include records where: pane on the right. The Apply criteria dialogue box opens.
    1. Select an operator, such as Equal To, Begins with, or Contains.
    2. Enter the Value, or select Output field and select from the options in the drop down list.
    3. Click OK.
  6. Add additional filters and output fields (Results fields to display) as required. The example below will return all inactive constituents where Tom E. McKeown is the Constituent Data Reviewer.
  7. 52710-3-QueryEg.jpg

  8. Click Save. For further information on using query functionality see the Fundamentals 2 manual.
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Navigating a Constituent Record

Explorer Bar

With a constituent record open, additional entries appear in the Explorer bar (on the left). The options available in each area will depend on the constituent record and your access role.

  • Tasks include Add the constituent to a group, Write a Letter, Add/remove spouse, Mark inactive, or Mark deceased [for individuals].
  • View as includes links to view a constituent record in the context of assigned constituencies. For example, if the constituent is also a member of a Group you can view them as a Group member. The Group view contains all of the functionality and information stored about the constituent from the Group point of view.
  • More information includes links to other areas of a constituent record such as Communications, Interactions, Extended network, Event History, Revenue and recognition, and Wealth and ratings – depending on your role.
  • Reports includes links to customized reports.

Viewing Constituent Data Fields

If the full value of a data field (in a drop-down list for example) is not visible, hover the mouse over the entry as shown in the example below.

53-1-FullDetails.jpg

Duplicate Records

Data entry errors, imported prospect lists, and data merged from different sources can introduce duplicate data into your database. Duplicate constituent data can skew statistics and projections, and can be costly. They can also have a direct impact on expenses related to constituent appeals, such as mailings and fundraising.

If you come across a record you believe to be a duplicate, you should mark the duplicate as inactive and inform the DARS Helpdesk of all the records you think should be merged.

Mark a record as inactive

  1. Navigate to the constituent record, and click Mark inactive in the Tasks section of the Explorer bar. The Mark inactive dialogue box opens.
  2. Select a Reason (such as Duplicate record – Manual merge or Other – Add comment) and add comments in the Details section, if required.
  3. Click Save. The summary section of the constituent record displays a Status of Inactive.

Re-activate an inactive record

  1. Navigate to the constituent record and click Mark active in the Tasks section of the Explorer bar.
  2. Click Yes to confirm.

Individual Records

Personal Details

  1. Navigate to the constituent record and select the Personal info tab.
  2. In all sections you can click the Refresh icon to refresh the information displayed and/or click the More dropdown to download lists to .csv or .xlsx format, or restore grid defaults.
  3. In the Personal information section click Edit to update information such as marital status, title, birth date or website, or to edit name spelling.
  4. 551-1-EditPersInfo.jpg

  5. In the Name formats section click Add to add a new name format, or select an existing Name format and click Edit to make changes, or Delete to remove. Click Filters to filter the list of name formats by Site, if required.
  6. In the Aliases section click Add to add a new alias, or select an existing alias and click Edit to make changes, or Delete to remove.
  7. In the Demographics section click Edit to update information such as Target, Ethnicity, Income, Religion and Birthplace.
  8. In the Alternate lookup IDs section click Add to enter information such as University Card Number or Oxford Business Alumni ID. To edit or remove an existing Alternate lookup ID, select it and click Edit or Delete as required.
  9. In the Interests section click Add and select an interest from the Type drop-down list, such as Archaeology or Music, and enter a Comment if required. To edit or remove an existing Interest, select it and click Edit or Delete as required.
  10. In the Event restrictions section click Edit restriction to add a new restriction such as Special Dietary Considerations > Sight-Partial, or to edit existing restrictions.

Add a Photograph of the Individual

  1. Navigate to the Personal info tab of the constituent record and click Edit in the Personal information section. The Edit personal information dialogue box opens.
  2. In the Image section click Choose file.
  3. Browse to and double click the image file to upload (or select and click Open).
  4. UsefulInfo.jpg Note: There are no restrictions on the image file size, however a small file is recommended e.g. passport size such as 4.5 x 3.5cm or 2 x 2 inches.
  5. To remove the image click Clear file.
  6. Click Save.

Mark an Individual Constituent as Deceased

If an individual has passed away, you will need to mark the constituent record as deceased. This will exclude it by default from lists, search results, queries, and reports.

ImportantInfo.jpg Important: Before marking a constituent as deceased, check if there are any outstanding revenue payments or unfulfilled pledges. If so, raise this with the appropriate Gift Processing department so appropriate action can be taken.
  1. Navigate to the constituent record, and click Mark deceased in the Tasks section of the Explorer bar. The Mark individual deceased dialogue box opens.
  2. Enter the Deceased date the individual became deceased. Enter the date in ddmmyy format or select from the Calendar icon to locate the date in the calendar.
  3. Select how this was confirmed from the Confirmation drop-down list. For example, ‘Relative verified’.
  4. Select the Source of the information. For example, ‘Obituary column’.
  5. Click Save. DARS will automatically advise of the requirement for documentation and open to the Deceasing Options screen.
  6. Click Add > Note, to add a note to describe the source of the information; for example Obituary and the date. See Add a Note for further instructions.
  7. ImportantInfo.jpg Note: Remember to use the DARS Naming Convention format, which can be found at the following link [1], whenever adding titles to notes or other documentation types.
  8. To return to the constituent record click Constituent in the View as section of the Explorer bar.
  9. The summary section of the constituent record displays a Status of Deceased.

Unmarking an Individual Constituent as Deceased

If a constituent record has been marked as deceased in error, you can undo the deceased status.

  1. Navigate to the constituent record and click Undo mark deceased in the Tasks section of the Explorer bar.
  2. Click Yes to confirm.
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Organisation Records

Viewing Organisation Information

  1. Navigate to an Organisation constituent record from the Individual constituent’s profile or from search results.
  2. Select the Organization info tab.

The Organization tab includes the following information about the organisation:

  • Organization details: displays information such as the organisation’s industry, parent organisation, number of employees and subsidiary organisations, and website address. From this screen, you can edit the information about the organisation. One field that should always be completed for an Organisation is the Industry field. The contents of this field are used as an important query tool for prospecting and events and should always be completed.
  • Aliases: other names that the organisation may be/or have been known by such as a Bank Statement Name or a Former Organization name.
  • Demographics: target and income information.
  • Matching gift conditions: information about the organisation’s matching gift policies appear, such as the minimum and maximum matching factors and any notes entered. An organisation can have multiple levels of matching gift details.
  • Alternate lookup IDs: additional lookup IDs assigned to the organisation appear here. Alternate lookup IDs are categorised by type, so a constituent may have multiple alternate lookup IDs. However, a constituent can have only one alternate lookup ID per type. From this screen, you can manage alternate lookup IDs for the organisation.
  • Interests: the interests of the organisation appear here. For example, a constituent may have an interest in women’s issues. You can add this interest to the record to remind you to include the constituent when you send invitations to events around women’s issues. From this screen, you can manage the interests for the organisation.

Add Matching Gift Conditions for an Organisation

Many organisations match contributions their employees or other qualified persons give to approved non-profit organisations. For example, AAA Concrete matches employee gifts on a two-to-one ratio. Kyle Bell, an employee of AAA Concrete, donates £100 to the University. Because AAA Concrete matches employee gifts, the University receives an additional £200 from AAA Concrete if Kyle’s gift meets the conditions set by AAA Concrete.

Matching gifts can be very important when you work with revenue. On the Organization tab, you can add the matching gift conditions for an Organisation constituent. An organisation that matches gifts may have several types of matching gift conditions, and the details for each type may differ. For example, the organisation may match on a three-to-one ratio for donations from a board member and on a two-to-one ratio for donations from an employee.

After you add matching gift conditions for an organisation, the programme considers it a Matching Organisation. When you add an Individual relationship for an organisation or an Organisation relationship for an individual, you can select whether the organisation matches the donations of the individual. See Relationships for more information about how to add relationships.

  1. On the Organizations tab click Add against the Matching gift conditions section. The Add matching gift condition dialog box opens.
  2. In the Type field, select the type of matching gift condition to add, such as ‘Employee’.
  3. In the Revenue type field select revenue type from the drop-down list.
  4. In the Matching factor field, enter the ratio by which the organisation matches donations from the selected relationships.
  5. In the Matching amount field, select whether the organisation matches the full amount of the donation or only the tax-deductible portion as reflected on the receipt.
  6. In the Min match per gift and Max match per gift fields, enter the minimum and maximum amounts of gifts the organisation matches. For example, the organisation may match only gifts between £25 and £1,000. If the organisation does not require a minimum or maximum gift amount, leave the fields blank.
  7. In the Max match per year and Max match total fields, enter the maximum amounts of a constituent’s annual and lifetime giving the organisation matches. For example, the organisation may match no more than £10,000 annually or £100,000 for the lifetime of the constituent.
  8. In the Apply to grid:
    1. Add the Relationship types to which the matching gift condition applies, such as ‘Director (Board Member)’ or ‘Employee’.
    2. For each Relationship type add details of Job schedule and Career level – if relevant.
  9. Under Notes, enter any additional information about the organisation’s matching gift programme.
  10. Click Save.
ImportantInfo.jpg Note: in order for the Matching Gift to be applied when a gift is made by the constituent, there must be a Relationship defined between the Individual and the Organisation. Please see Add Relationship between an Individual and an Organisation for instructions on how to create this relationship.
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Group Records

Viewing a Group Constituent Record

Group information may be restricted for your role. Some of the details noted below will not be available to all DARS users

  1. Navigate to a Group constituent record from constituent search results, or via the Group member link under View as in the Explorer bar of an Individual constituent’s record. The Group record opens to the Members tab.
  2. The Members tab displays all the group members, start and end dates, the relationship with the primary contact – if any, and any comments. To view the constituent record of any of the group members click their name.
  3. The Contacts tab displays the primary contact details.
  4. To view other information about the group, such as revenue history, interactions and communications, select the link in the More information section of the Explorer bar.

View Group Member Details

  1. Select the Members tab of the Group constituent record, if required.
  2. If you wish to view details of previous members of the group click Filters and select the Include previous members option, then click Apply.
  3. Group members are listed, with a green tick indicating the primary contact. For each member, you can view the relationship with the primary contact (where applicable), start date, end date (for previous members, if the filter is selected) and any comments.
  4. To view additional information about a member click their line (except the name hyperlink) or the double-headed down arrow beside it. The details expand below. Note: if you click the constituent name hyperlink you will be taken to the constituent record.
  5. See next sections for adding, editing and managing group members.

Add Group Member

  1. On the Group constituent Members tab click Add. The Add a group member dialog box opens.
  2. Enter the name of the constituent or click Search (magnifying glass) to search for and select the new member.
  3. Enter the Start date. (If entering an End date, it cannot be a future date.) Enter the date in ddmmyy format or select from the Calendar.
  4. Add any relevant comments.
  5. Click Save.

Group Member Roles

  1. Select the member and click Edit roles in their details section. The Edit group member roles dialogue box opens.
    1. Select the relevant role from the drop-down list. Such as President/Chair, Treasurer or Secretary/Administrator.
    2. A member can have more than one role.
    3. Enter the Start/End date - if applicable. Enter the date in ddmmyy format or select from the calendar.
    4. Click Save.
  2. To set a member as the group primary contact click Set as primary in their details section.

Edit Group Member

  1. Select the member and click Edit in their details section. The Edit group member dialog box opens.
  2. This is the same as the Add... dialogue box, except you cannot edit the name.
  3. Edit start/end dates and comments, as required.
  4. Click Save.

Delete a Group Member

There are two options when you wish to remove a member from the group.

  • You can click Delete in their details section – this removes their details from the group.
  • Alternatively, and the preferred option, is that you add an End date to their group membership record using the edit functionality – see Edit Group member. This removes them as a current group member, but retains their group membership history.

Reinstating a Member

  1. On the Members tab, select Filters then tick Include previous members and click Apply. Previous members (i.e. those with end dates up to the current date) will be listed along with all active members.
  2. 577-1-ReinstateMember.jpg.jpg

  3. Select the previous member’s line and click Edit in the details section.
  4. Remove the End date.
  5. Add/edit comments as required.
  6. Click Save.
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Adding and Updating Contact Information

ImportantInfo.jpg Note: When adding/updating contact information, some constituents may request anonymity, or to not be contacted by certain methods, or at certain addresses/ phone numbers. You should check if unsure. See Add a New Individual for further information.

The following information and instructions apply to all of the four types of constituent records.

To view, update or add contact details, navigate to the constituent record Contact tab.

The Contact type column indicates the type of contact information, start and end dates, and if the constituent should not be contacted through a particular channel.

  • A green tick beside an entry (and a Yes in the Primary column) indicates that it is the primary entry for that contact type.
  • A yellow hazard symbol (and text in the Do not contact column) indicates when you should not use those details to contact the constituent.
  • A padlock symbol indicates the constituent has requested the contact details are not to be shared with others outside your organisation.
ImportantInfo.jpg Note: Contact details marked as confidential are not excluded from reports or queries.

To display former contact information as well as current click Filters then tick Show former contact information and click Apply.

Add a New Address

ImportantInfo.jpg Important: Only one Home-Main or Business-Main address should exist for each constituent record. Subsequent addresses should be recorded with an 'Other' or 'Previous' address type.
  1. On the constituent record Contact tab click Add in the Addresses section. The Add an address dialogue box opens.
  2. 581-1-AddAddress.jpg

  3. Select the Type from the drop-down list.
  4. ImportantInfo.jpg Note: If the constituent requests or requires anonymity, select Other - Oxford Internal as the type and enter the College/Department address. Refer to Communication Preferences for further information.
  5. Select the Country and enter Address, City, County and Postcode details.
    1. If you do not require the address to be validated tick Omit this address from validation.
    2. To validate an address click Validate. To view details of most recent validation attempt, select the Details tab.
  6. Click the Calendar icon to select a Start date from the calendar, press [F3] to enter today’s date, or enter date in mmddyy format.
  7. UsefulInfo.jpg Note: The system will not allow you to put future dates in the Start date field.
  8. If this address is replacing a previous one tick Recently moved/changed from this address? and select the address to be replaced from the Old address drop-down list.
  9. If this is the main contact address for the constituent tick Set as primary address.
  10. UsefulInfo.jpg Note: Make sure this is ticked for constituents who require anonymity. See Anonymous Donors and Gifts for further information.
  11. If mail is not to be sent to this address tick Do not send mail to this address and enter the appropriate Reason.
  12. Tick Copy address to household and members if required.
  13. If the address is not to be shared outside the organisation tick This address is confidential.
  14. If this is a seasonal address enter the start and end dates of the season.
  15. Select the Information source from the drop-down list. This is a mandatory field.
  16. If required, further details can be added to the Comments box.
  17. On the Details tab, select the constituent’s Region from the drop-down list.
  18. Click Save. The new information is displayed on the constituent’s record.

Add a New Phone Number

  1. On the constituent record Contact tab click Add in the Phone numbers section. The Add a phone number dialogue box opens.
  2. Select the Type from the drop-down list.
  3. Enter the phone Number.
  4. Select the Country and enter Call after/Call before information, if required.
  5. Click the Calendar icon to select a Start date from the calendar, press [F3] to enter today’s date, or enter in mmddyy format.
  6. UsefulInfo.jpg Note: The system will not allow you to put future dates in the Start date field.
  7. If this is the main phone number for the constituent tick Set as primary phone number.
  8. If this phone number is not to be used tick Do not call this phone number and select the reason.
  9. Tick Copy phone number to household and members, if required.
  10. If the phone number is not to be shared outside of the organisation, tick This phone number is confidential.
  11. If this is a seasonal phone number, enter the start and end dates of the season.
  12. Select the Information source from the drop-down list. This is a mandatory field.
  13. If required, further details can be added to the Comments box.
  14. Click Save. The new information is displayed on the constituent’s record.

Add a New Email Address

  1. On the constituent record Contact tab click Add in the Email addresses section. The Add an email address dialogue box opens.
  2. Select the Type from the drop-down list.
  3. Enter the Email address.
  4. Click the Calendar icon to select a Start date from the calendar, press [F3] to enter today’s date, or enter in mmddyy format.
  5. UsefulInfo.jpg Note: The system will not allow you to put future dates in the Start date field.
  6. If this is the main email address for the constituent tick Set as primary email address.
  7. If this email address is not to be used tick Do not send email to this address.
  8. Tick Copy email address to household and members, if required.
  9. Select the Information source from the drop-down list. This is a mandatory field.
  10. If required, further details can be added to the Comments box.
  11. Click Save. The new information is displayed on the constituent’s record.
ImportantInfo.jpg Note: If an email bounces, change the type to Previous (Obsolete) and tick Do not send email to this address. If this address was the primary email address, ensure you select a different email address as the primary otherwise this one will still display as link at the top of the constituent record.

Add New Social Media Accounts

  1. On the constituent record Contact tab click Add in the Social media accounts section. The Add a social media account dialogue box opens.
  2. Select the Social media service from the list. The current choices are Facebook, Flickr, Google+, LinkedIn, Myspace and Twitter.
  3. Enter the constituent’s Profile page URL e.g. https://www.facebook.com/Harry.Potter.9
  4. If applicable, the User ID: field will populate automatically.
  5. Click Test page to test the URL.
  6. Select the Account type (if applicable) and Information source.
  7. If this social media account is not to be used tick Do not contact using this account.
  8. Click Save. The new information is displayed on the constituent’s record.
ImportantInfo.jpg Note: If you click on a constituent’s social media account (e.g. their Twitter page) the page will open in the same window. To open in a new tab, centre mouse click on the link.

Edit Contact Information

  1. Navigate to the constituent record Contact tab and select the contact details you want to change by clicking the double-headed down arrow beside the contact detail.
  2. Click Edit. Refer to sections above for further information about options available on the relevant dialogue box.
  3. Make the required changes and click Save.

Delete Contact Information

Rather than deleting contact information, unless of course it was added in error, you should un-tick the ‘Set as primary...’ checkbox and enter an end date. If it is the only contact information in a section, you will need to add a new entry first, before you can enter an end date for the previous contact entry.

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Constituencies

A constituency defines the affiliation a constituent has with the collegiate University. It essentially explains why a constituent is in the database. Constituencies are displayed on the Constituencies tab and in the summary information at the top of the constituent record.

UsefulInfo.jpg Note: Every Individual and Organisation on DARS has one (and only one) user-defined constituency – for example OU Student or OU Alumnus. These are automatically refreshed overnight according to the latest data available on DARS.

A constituent can have additional constituencies, which can start and end, and overlap. For example, a constituent may first become a donor and then later become a volunteer for the University, but only for six months.

A constituency can also exist on a record because of processes in the programme. For example, when a constituent is added as a volunteer, registers for an event, or becomes a major giving prospect, the corresponding constituency is added to their record.

For specific information about how Constituencies are used in DARS, including Oxford specific constituencies, refer to the 'DARS Constituency Codes' document in the Policies Document Library.

Add a Constituency

UsefulInfo.jpg Note: If a constituency is added or changed and the change does not appear on the Constituency tab click Refresh.
  1. Navigate to the Constituencies tab of the constituent record.
  2. Click Add and select from the list of constituencies (Board member, Staff, Fundraiser, Prospect, Volunteer and User-defined). The Add...constituency dialogue box opens. Note: The User-defined constituency has an additional Constituency option to select from. Constituencies in that list include Government, Corporation, Parent/guardian, Trust/foundation and Community member.
  3. Click the Calendar icon to select a Date (from) from the calendar (or press [F3] to enter today’s date or enter in mmddyy format) and enter a Date to, if applicable.
  4. Click Save.

Edit a Constituency

You can edit some constituencies, depending on your DARS role, and the type of constituency.

  1. On the Constituencies tab, select the constituency you want to edit and click Edit.
  2. Edit information as required.
  3. Click Save.

Delete a Constituency

If you need to delete a constituency, for example if it was added in error, contact the DARS Helpdesk with full details.


Jump to next section: Relationships
Jump to previous section: Introduction to Constituent Records

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