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Membership Tasks

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Preface

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(Return to Memberships)

Introduction

Membership tasks are accessed from the membership programme page. You can also delete or mark a programm as in-active/active from the membership programs grid on the Memberships page.

Mark Membership Programmes Inactive or Active

You can mark a membership programme as in-active if it is no longer current and/or you do not want it assigned to constituents and revenue. You can re-activate an in-active programme.

  1. On the Memberships page, expand the relevant programme line in the Membership Programs grid, or on a membership programme page under Membership tasks, click Mark Inactive.
  2. Click Yes to confirm. The programme no longer appears in the Membership Programs grid.
  3. To view inactive programmes, click Filter. Tick Include inactive programmes and click Apply. In-active programmes appear in the grid.
  4. To mark a programme active again, select it and click Mark active.
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Membership Contribution Processes

Contributions-based membership programmes need to determine if a donor's cumulative contributions qualify that donor for a membership or for an upgrade. You can add and run a Membership contribution process to make those determinations for all contributions-based programmes and levels or for one specific programme.

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Note: We recommend you set up the Membership contribution process to run on a regular basis (nightly or weekly) to keep memberships in contributions-based programmes or levels up to date.

Add or Edit a Membership Contribution Process

  1. On the Memberships page, click Membership contribution process under Tasks. The Membership Contribution Processes page opens.
  2. Click Add or, to edit an existing process expand the process line and click Edit. The Add (or Edit) a membership contribution process screen opens.

You can also edit a process from the process status page (click Edit process under Tasks in the menu on the left).

  1. Enter a name and description for the process.
  2. Under This process will find revenue for: select All programmes to search for revenue associated with all programmes that are contributions-based or have contributions-based levels; or select a specific membership programme.
  3. Click Save.
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Delete a Membership Contribution Process

When you no longer need a membership contribution process, you can delete it from the Membership Contribution Processes page or from the process itself. If you need to run the process again, you will have to recreate it.

  1. On the Membership Contribution Processes page, expand the process line and click Delete, or on the process status page, click Delete process under Tasks in the menu on the left.
  2. Click Yes to confirm.
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Process Status Page

Each business process in DARS has a status page. The process status page contains information specific to the process. You enter this information when you add the process.

Process Status Page Tabs

  • On the Recent status tab, you view the details of the most recent instance of the process. These details include the status of the process; the start time, end time, and duration of the process; the person who last started the process; the name of the server most recently used to run the process; the total number of records processed; and how many of those records processed successfully and how many were exceptions.
  • On the History tab, you view historical status record information about each instance of the process. The information in the grid includes the status and date of the instance. You can select filter, then tick Status and click Apply, to narrow the number of records that appear in the grid. Depending on your security rights and system role, you can delete a status record. When you delete a status record, you delete the specific instance and all of its history. To update the information in the grid, click Refresh List.
  • On the Job Schedules tab (if available), you can view the job schedules of the process in DARS. The details in this grid include the name, whether a job schedule is enabled, the frequency of the job schedule, the start date a nd time and end date and time, and the date the job schedule was added and last changed in the database. You enter this information when you set the job schedule of the process. Depending on your security rights and system role, you can add, edit, and delete job schedules that appear on this tab. To update the information that appears, click Refresh List.
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Schedule Process Jobs

You can create a job schedule to automatically run a business process. When you create a schedule for a process, the programme exports and runs the process at the scheduled instance or interval. For example, you can schedule a process to run at a time convenient for your organization, such as overnight.

  1. To create a job schedule, click Add on the Job schedules tab of the process status page, or from any tab, click Create job schedule under Tasks in the menu on the left. The Create job screen opens.
  2. Enter a name for the job schedule.
  3. In the Schedule Type field, select how often to run the job schedule. You can run a process once; on a daily, weekly, or monthly basis; whenever SQL Server Agent service starts; or whenever the computer is idle according to SQL Server Agent.
  4. By default, the scheduled process is active. To suspend the process, un-tick the Enabled checkbox.
  5. For a process that runs just once (one-time occurrence), select the date and time to run it.
  6. Select the frequency of the process:
    • For a process that runs on a daily, weekly, or monthly basis, select the number of days, weeks, or months between instances in the Occurs every field.
    • For a weekly process, select the day of the week to run it.
    • For a monthly process, select the day of the month to run it
  7. Select the daily frequency for relevant processes:
    • For a process that runs on a daily, weekly, or monthly basis, select whether to run it a single time or at regular intervals on the days when it runs.
    • To run a process once, select Occurs once at and enter the start time.
    • To run a process at intervals, select Occurs every and enter the time between instances, as well as a start time and end time.
  8. For a process that runs on a daily, weekly, or monthly basis, select a start date and, if necessary, an end date. To run the process indefinitely, select No end date.
  9. Click Save.
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Edit Job Schedules

After you create a job schedule for a process, you can update it as necessary. For example, you can adjust its frequency. You cannot edit the package selected to create the job schedule.

  1. On the Job schedules tab, expand the job schedule line and click Edit. The Edit job screen opens. The options on this screen are the same as the Create job screen.
  2. Make changes as required. For example, in the Schedule type you can change how often to run the process.
  3. Click Save.
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Delete Job Schedules

On the Job schedules tab of the status page, you can delete a job schedule of the process. This deletes the scheduled job as well as any changes made to it outside the programme.

  1. On the Job schedules tab, expand the job schedule line and click Delete.
  2. Click Yes to confirm.
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Start Process (Generate Windows Scripting File)

This task allows you to start the selected business process from the process page.

A Windows Scripting File (*.wsf) is an executable script file format for Windows that can incorporate VBScript (*.vbs) routines and include XML elements.

  1. Select the process that requires a Windows Scripting File and click Generate WSF under Tasks in the menu on the left. A standard browser open/save screen opens. Select to Save/Save as.
  2. Select the location and (if required) edit the file name for the WSF file, then click Save/OK.
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Membership Renewal Notices

For constituents with memberships near expiration, or past expiration, you can create membership renewal notices to contact members and encourage them to renew on a regular basis. You can configure and specify membership renewal notices to be sent out at preferred time intervals to constituents, such as one month before expiration, again in the month of expiration, and one month after expiration.

You can create a membership renewal notice for each membership programme your organization offers.

Included in the membership renewal notice are packages that contain different letters or documents that encourage renewal. You can send mail packages or email packages. There are three default packages (and three export definitions) for use in the packages you send to your constituents.

You set up membership renewal notices from the membership programme record.

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Note: For further information about how to create and edit packages or export definitions,and letters, see the Marketing and Communications manual.

Set up Membership Renewal Notices

  1. From the membership programme page, click Set up membership renewal notices under Renewal Notices. The Set up membership renewal notices screen opens.
  2. "Screenshot of Set up membership renewal notices for… screen"

  3. Enter a description for the renewal notices.
  4. Select the membership levels to include when renewal notices are processed.
  5. Under Renewal notices, by default, 1 month before, Month of expiration, and 1 month after are automatically selected, along with their corresponding mail and email packages.
    • If required, un-tick the checkboxes to remove these defaults.
    • To select a different mail or email package, select the row to edit and click the magnifying glass in the Mail or Email package column. The Package Search screen opens. Search for a package to use in your membership renewal notice. For more information, see the Marketing and Communications manual.
  6. Select whether to use Mail or Email packages when the recipient has not specified a preference.
  7. Click Save.
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View Packages and Letters

Before you process membership renewals notices, you may want to view the mail or email packages, and associated letters and messages, you have selected for use in your notices.

On the membership programme page, click View packages or View letters under Renewal notices. The Packages or Letters and Documents page opens. From these pages, you can add, edit, or delete packages or letters if necessary.

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Process Membership Renewal Notices

After you have set up membership renewal notices, run the membership renewal notices process to generate the renewal notices. When you run the membership renewal notices process, the programme prepares renewal notices for constituents whose memberships will expire in the time intervals specified when you set up the membership renewal notices.

After you generate membership renewal notices, you can merge the notices to MS Word to print and then mail to constituents, or email the renewal notices directly to constituents. You can also download the renewal notices as a CSV file to send to a third party to be printed and mailed, or emailed.

  1. From a membership programme page, click Process membership renewal notices under Renewal Notices. The Process membership renewal notices screen opens.
  2. By default, membership renewal notices are associated with the current membership programme in the Use existing appeal: field. Click the magnifying glass to select a different appeal.
  3. To create an appeal to associate with membership renewal notices, select Add a new appeal and enter an appeal name and description.
  4. Click Start. The membership renewal process begins, and the Membership Renewal Notices Status page opens.

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Note: This process may take some time to complete. You can access other areas of the programme while the process runs.

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Membership Renewal Notices Status

When you start a membership renewal notice process, the programme opens the process status page. On the status page, you can monitor the current run of the process, or view a history of all the instances the process was run.

While the membership renewal notices process runs, you can access other areas of the programme. After the process completes, you can return to the status page if necessary. On the membership program page, click Membership renewal notices status under Renewal Notices.

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Merge, Download, or Email Membership Renewal Notices

After the membership renewal notices process completes successfully, access the Membership Renewal Notices Status page <span style="color:red">(of the Membership Renewal Notices Status tab on the membership record?)</span> to merge, download, or email membership renewal notices.

Each time you run a membership renewal notices process, the programme prepares a renewal notice for constituents who meet the membership expiration criteria selected when renewal notices were set up. For more information see Membership Renewal Notices.

On the Membership Renewal Notices Status page, you can merge, download, or email renewal notices for the most recent instance of the process or for a previous instance.

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Note: Before you can successfully run an email job to send membership renewal notices through email, from Marketing and Communications you must edit the email message to include a From address and From name.

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Merge Membership Renewal Notices

After you generate membership renewal notices, you can merge the notices to MS Word to print and then mail to constituents. You can also download the renewal notices as a CSV file to send to a third party to be printed and mailed.

  1. From the membership programme page, click Membership renewal notices status under Renewal notices. The Membership Renewal Notices Status page opens.
  2. On the Recent Status or History tab, select the instance of the process to use to merge membership renewal notices. You can merge membership renewal notices for the most recent instance or previous instances. If necessary, select filter, then tick Status and click Apply, to narrow the number of records that appear in a grid
  3. Click Merge. If there are multiple letters, the Merge multiple letters screen opens. Otherwise, a download screen opens so you can check recipients, and un-select if necessary.
  4. By default, all the letters are selected. If you do not want to merge a letter, clear the corresponding checkbox.
  5. Click Merge. A download screen opens so you can make any necessary changes to the letters before you send them to constituents.
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Download Membership Renewal Notices

After you generate membership renewal notices, you can download the renewal notices as a CSV file, for checking/reporting/analysis purposes or to send to a third party to be printed and mailed.

  1. Navigate to the Membership Renewal Notices Status page.
  2. Click Download output. Select Mail or Email to specify the packages to download renewal notices for.
  3. A standard browser open/save screen opens. Select to Save/Save as.
  4. Select the location and (if required) edit the file name of the CSV file, then click Save/OK
  5. Click Yes to confirm the location of the CSV file. Click No to opening the file to view – unless it does not contain data fields that may be compromised – see important information below.

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Note: If you wish to view the file, it is recommended that you save the file and then import to Excel, rather than open directly. When a CSV file is opened directly in Excel the leading zeros on fields such as phone numbers or post codes, are dropped. In addition date fields may be compromised. To ensure that data exported from DARS remains in the correct format you should import the CSV file into Excel. The Fundamentals 2 manual includes instructions for importing to Excel 2007. Refer to Microsoft Help files for any additional information.

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Email Membership Renewal Notices

  1. From the membership programme page, click Membership renewal notices status under Renewal notices. The Membership Renewal Notices Status page opens.
  2. Click Start email job. The Start email job screen opens.
  3. The current date and time of day automatically appear in the Start date and Time fields. To set a specific time for your email job to start, select a different start date and time.
  4. In the grid, the email packages that will be sent to constituents appear. To exclude an email package, clear the corresponding checkbox.
  5. Click Start.
  6. To track the email job status, from the Membership Renewal Notices Status page, click View email job status detail.
  7. The Email job status screen opens. On this screen you can view the packages that have been sent, as well as their current status and the date and time the email was sent.
  8. To refresh the email job status, from the Membership Renewal Notices Status page, click Refresh email job status
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