>

Print Membership Cards

From DARSwiki
Jump to: navigation, search

Preface

This article will be updated on a regular basis. Updates may be required in response to updates to DARS or changes to business processes or errors.

Refer to DARSWiki Conventions for information on icons and other conventions that may apply to this article.

Ensure you are familiar with the Data Protection laws before adding data to records in DARS. Refer to DARSWiki FurtherHelp for further information and relevant links.

Please think twice before printing this article. If a printed copy is necessary, ensure it is printed double-sided and always recycle old versions.

(Return to Memberships)

Introduction

You can print an individual membership card from a constituent record, however to print or download membership cards in bulk use the Print membership cards task in Memberships.

Print Membership Cards Process

In Memberships, click Print membership cards under Tasks. On the Print Membership Cards page the Print membership cards processes grid lists the card processes in DARS and displays the Name, Description and Card format of each process. This information is entered when you add the print membership card process to DARS. After you run the Print membership card process, you can Clear results to run the process for the cards again.

Depending on your security rights and system role, you perform functions to manage processes in the database.

Back to contents

Add Print Membership Card Process

You establish a process to print or download different types of membership cards for various groups of members. For example, you can create a process to print cards monthly for new members and renewal members in the Adopt an Artefact programme. You can create another process to print membership cards annually for members in the Gold level. You save the settings for each process, and when you want to distribute cards to the next group of members, you select the existing print membership card process to generate the cards.

UsefulInfo.jpg

Note: This process is typically completed by the system administrator.

  1. On the Print Membership Cards page, click Add. The Add a print membership cards process screen opens.
  2. "Screenshot of Add a print membership cards process screen"

  3. Enter a name (limit of 100 characters) for the process.
  4. Enter a description (limit of 255 characters) that further identifies the process. For example, you can enter 'Use for new and renewal memberships'.
  5. Select the membership programme for the process.
  6. Tick the Limit to checkbox and select to limit the print membership card process to create cards for new members, renewed members, or rejoined members. If you do not tick this checkbox, cards will be created for all members.
  7. Select cards to print.
    • To generate all cards with a status of 'Issued,' select All ‘Issued’ cards
    • To generate cards with a status of 'Issued' in a specific membership level, select All ‘Issued’ cards for selected membership level. The Level field is enabled. The levels that appear in the field default for the selected membership programme.
    • To generate cards for a specific group of records, select Print: All ‘Issued’ cards for selected constituents. The Selection field enis enabled. To add or search for an existing Constituent query to use for the cards, click the magnifying glass. If the selection you need does not appear in search results, confirm that the Record type is Constituent.
  8. The card format to use for the membership programme defaults in the field. You can select another card format to use for the process. If you need to edit the format for a membership card, you must access the membership card template in the letter template library in Marketing and Communications.
  9. If required, tick create constituent selection from results to create a constituent selection for a group of members in the process. Enter a selection name.
  10. If applicable, to overwrite the selection in the previous field each time you run the process, tick Overwrite existing selection.
  11. To close the screen and save the information you entered, click Save. The process status page opens. For more information, see Print Membership Cards Process Status Page.

You are now ready to run the print membership cards process to prepare membership cards to be printed or downloaded as a CSV file.

Back to contents

Run Print Membership Cards Process

After you add or edit the print membership cards process, you run the process to print or download the cards as a CSV file. A card generates for each member who has been issued a card. For example, if Mark Adamson and his spouse have each been issued a card for the Adopt an Artefact programme, a card generates for each constituent. </ol>

  • From the Print membership cards process status page click Start process under Tasks in the menu on the left, or from the Print Membership Cards page, select a process and click Start process.
  • The Run print membership cards process screen opens.
    • The information in the Process name and For membership programme fields defaults from data entered in the Add/Edit print membership cards process screen. The fields are disabled. To change the process name, access the Edit print membership cards process screen.
    • If required, tick Create constituent selection from results to create a Constituent selection for a group of members in the process, then enter a selection name.
    • If applicable, to overwrite the selection in the previous field each time you run the process, tick Overwrite existing selection.
  • To run the print membership cards process, click Start. The Print Membership Cards Process Status page.
  • </ol> After the process completes, you can print membership cards or download them as a CSV file to be sent to a third party to print.

    Back to contents

    Print Membership Cards Process Status Page

    After you start a print membership cards process, the process stat Print Membership Cards Process Status us page opens. From the Print Membership Cards page, you can click the process name to access this page. The top half of the page contains the parameters and properties for the process. To make a change to this information, edit the print membership cards process. This page includes two tabs, Recent status and History.

    On the Recent Status tab, you view the details of the most recent instance of the print membership cards process. These details include the status of the run; the start time, end time, and duration of the run; the person who last started the process; the name of the server used to process the run; the total number of cards processed; and how many cards processed successfully and how many were exceptions.

    Depending on your security rights and system role, you can perform tasks to manage the most recent process.

    • Click Go to results to view a list of constituents included in the process. See View Print Membership Card Process Results.
    • Click Print cards to print the membership cards that were processed. See Print Membership Cards.
    • Click Download output if you wish to download a CSV file of the membership cards that were processed to be sent to a printing service. See Download Membership Cards.
    • Click Delete to delete the most recent instance of the process.
    • Click Clear results to run a print membership cards process again.

    On the History tab, you can view the history for each run of the print membership cards process. The details in the History grid include the status of the process; the start time, end time, and duration of the process; the person who last started the process; and the name of the server most recently used to process the cards. This information generates each time you run a print membership cards process. Therefore, it is likely you have multiple rows of information in this grid.

    Depending on your security rights and system role, you can perform tasks to manage the processes.

    • Click View RSS feed to subscribe to a Really Simple Syndication (RSS) feed, View RSS feed. Use this to receive a notification when a process completes.
    • Click Print cards to print the membership cards that were processed. For information, see Print Membership Cards.
    • Click Download output if you wish to download a CSV file of the membership cards that were processed to be sent to a printing service. For more information, see Download Membership Cards.
    • Click Delete to delete the most recent instance of the process.
    • Click Reset print status to reset the status of the print membership card process. The status of the process changes from 'Printed' to 'Issued.' If you already downloaded or printed membership cards, you must reset the print status to perform the action again.
    • As the history list grows, it may be difficult to find a particular print membership cards process. To narrow the list, click Filter. Select the Status (Completed, Running, or Did not finish) to narrow the list by and click Apply. To remove the Status field, click Filter again.
    • Refresh: To make sure you have the latest process information, click Refresh.
    Back to contents

    View Print Membership Card Process Results

    To view specific results of the print process, including a list of the membership cards prepared during the selected process, click Go to results. The process results page opens.

    The Printed cards grid displays information about each card prepared during the process and provides specifics like the card status, card number, name on the card, and expiration date.

    Depending on your security rights and system role, you can perform functions to manage the instance of the process you are viewing. For example, you can assign a different number to a card printed during this process or clear the process results.

    • Click Assign card number: To associate a different card number with the selected membership card, click Assign card number. On the screen that appears, in the Card number field, enter the number for the card. Click Save.
    • Click Clear results to reset print status. This allows you to run the process for the cards again.
    • Click Delete to delete the instance of the process.
    Back to contents

    Print Membership Cards

    After you have successfully run a print membership cards process, you can print the membership cards. If preferred, you can download as a CSV file and sent to a printing service - see next section.

    1. From the print membership cards process status page, click Print cards. The Print membership cards screen opens.
    2. Select a different card format if necessary
    3. Click Save. A download screen opens.
    4. Select the location (if required) and click Save.
    5. Open the file to a compatible document editor and print.
    Back to contents

    Download Membership Cards

    Rather than print membership cards, you can download them as a CSV file after the print membership cards process successfully completes. You can then send the CSV file to a printing service to print membership cards.

    1. From the Print membership cards process status page, click Download output.
    2. A standard browser open/save screen opens. Select to Save/Save as.
    3. Select the location and (if required) edit the file name of the CSV file, then click Save/OK.
    4. 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.

    UsefulInfo.jpg

    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.

    Back to contents

    Clear Print Status of Printed Membership Cards

    To view specific results of the print process, including a list of the membership cards prepared during the selected process, click the name of the process. The process results page opens.

    To reset the print status, on the Recent Status tab, click Clear results. This allows you to run the Print membership cards process for the same cards again.

    Back to contents

    Membership Card Formats

    The system has two preconfigured membership card formats you can use when you print membership cards.

    • The Full Sheet, Letter With One Card is a standard membership card format that includes a brief letter to the recipient of the card, details about the membership programme and level, as well as one copy of the membership card.
    • The Full Sheet, Letter With Two Cards is a standard membership card format that includes a brief letter to the recipient of the card, details about the membership programme and level, as well as two copies of the membership card.

    Each card format is a mail merge document created in MS Word. The card formats use data fields that pull specific member and membership information from DARS to create the membership cards and content. For more information about the fields that can be added to a card format, see Membership Card Format Data Fields.

    You can edit the preconfigured membership card formats. For example, you may want to include or exclude certain merge fields in the content of the membership card document. To edit the membership card format, from Marketing and Communications, under Configuration, click Letter template library. Select the relevant template and edit as required. For further information, see the Marketing and Communications manual.

    Back to contents

    Create New Membership Card Format

    If needed, you can create your own membership card formats. The overall process of creating new membership card formats involves three main tasks:

    • Generate a membership card format header file.
    • Create a membership card format document in MS Word.
    • Add the membership card format to the Letter Template Library.

    UsefulInfo.jpg

    Note: You must have MS Word installed to create your own membership card formats. Previous experience creating mail merge documents in MS Word will be helpful when creating new membership card formats. Instructions for creating a mail merge document are included in the ? manual.

    Back to contents

    Generate Membership Card Format Header File

    1. In Marketing and Communications, under Configuration, click Letter template library. The Letter Template Library page opens.
    2. Under Tasks, click Generate header file. The Generate header file screen opens.
    3. In the Letter type field, select 'Membership card'.
    4. In the Output format field, select 'Membership card output'.
    5. In the Header file field, click the ellipsis. The Save As screen opens. Browse to the location to save the new CSV header file and name the file.
    6. UsefulInfo.jpg

      Note: Make sure you save this file in an accessible location. It will be used as the data source when you create the membership card format document in MS Word.

    7. Click OK. A message appears to determine if you want to open or save theCSV file. Click Save. Now that you have a membership card format header file to use as your data source, you are ready to create a membership card format.
    Back to contents

    Create Membership Card Format

    UsefulInfo.jpg

    Note: The steps below are based on using MS Word 2010.

    1. Open MS Word and create a new blank document. Write the body of the membership card format. The body of the letter should provide context for the data fields you will add to the letter during this process. For examples of how to format the letter, you can review the preconfigured templates. See Membership Card Formats.
    2. Select the Mailings tab and click Select Recipients > Use Existing List. The Select Data Source screen opens.
    3. Browse to membership card format header (CSV) file you previously created, select it and click Open.
    4. For each field you wish to insert into the membership card format document:
      1. Click in the document location where you wish to insert a field. (You can move the fields around as needed within the document after they are inserted.)
      2. On the Mailings tab, click Insert Merge Field (in the Write & Insert Fields group) to display the list of the fields you can add.
      3. Click on the required field to add it to the document.
      4. UsefulInfo.jpg

        Note: The data fields you place in the membership card format will be used to pull specific data from DARS when a membership card is created for a constituent. For a list of the fields you can insert and their definitions, see Membership Card Format Data Fields.

    5. When you are finished, save and close the document.

      UsefulInfo.jpg

      Note: Make sure you save the document in an accessible location and in a format that is compatible with the version of MS Word installed on each workstation. For maximum compatibility, we recommend you save each template as a 'Word 97-2003 Document (*.doc)' file.

    6. To use this membership card format letter in a print membership card process, add it to the Letter Template Library.
    Back to contents

    Add Membership Card Format Template to Letter Template Library

    1. In Marketing and Communications, under Configuration, click Letter template library. The Letter Template Library page opens.
    2. Click Add. The Add letter template screen opens.
    3. Enter a name and description for the membership card format.
    4. In the Letter type field, select 'Membership card'.
    5. In the Output format field, select 'Membership card output'.
    6. Next to Letter, click Choose file. Browse to the membership card format you previously created, select the file, and click Open. You return to the Add letter template screen and a link to the document is displayed.
    7. UsefulInfo.jpg

      Note: To view and edit the document in MS Word, click the document link.

    8. Click Save. You return to the Letter Template Library page and the document is listed in the Membership card section. The membership card format can be selected when creating personalized card formats for constituents.
    Back to contents

    Membership Card Format Data Fields

    When you specify data fields in a membership card format, you can include information like the member’s name and address, and membership programme and level. You can also include the merge fields necessary to create the membership card.

    UsefulInfo.jpg

    Note: To include the barcode on the membership card, you must use the <<CARDNUMBER>> field, and use the '3 of 9' font to display the field as a barcode. The whole merge field must be set to the '3 of 9' font.

    The following table includes a list of the data fields you can include in your membership card format. For examples that illustrate how these fields are typically used in a membership card letter, see Membership Card Formats.

    Screen Item

    Description

    ISGIFT

    Gift of membership

    MEMBER

    Member’s name

    GIVENBY

    If this membership was a gift of membership, this field displays which constituent gave the gift of membership.

    JOINDATE

    Membership join date

    LASTRENEWEDON

    Date the membership was last renewed

    LEVEL

    Membership level

    PROGRAMME

    Membership programme

    STATUS

    Current membership status

    TERM

    Membership term

    TYPE

    Membership type

    CURRENTLEVELPRICE

    Price of the current membership level

    NEXTLEVELNAME

    Name of the next highest membership level

    NEXTLEVELPRICE

    Price of the next highest membership level

    MEMBERSHIPCARDID

    Membership card ID

    CARDNUMBER

    Membership card number. This field is used to display the barcode on the membership card. The font for this field must be set to '3 of 9'.

    MEMBERSHIPID

    Membership ID

    NAMEONCARD

    Name that appears on the membership card

    MEMBERSINCE

    Date the constituent first became a member

    ADDRESS

    Member address

    CITY

    Member city

    STATE

    Member state

    Zip code

    Member Zip code

    PRIMARYADDRESSEE

    Primary addressee

    PRIMARYSALUTATION

    Primary salutation

    LASTORGGROUPNAME

    Last name or group name

    CARDNUMBERDISPLAY

    Membership card number

    REVENUEAMOUNT

    Amount of revenue from membership purchase

    REVENUERECEIPTAMOUNT

    Revenue receipt amount

    REVENUEREFERENCE

    Revenue reference

    REVENUEDATE

    Date revenue was taken in

    Back to contents
    Personal tools
    Namespaces
  • Page
  • Discussion
  • Variants
    Actions
    Navigation
    DARS User Support
    DARS Support Centre
    Advancing Oxford
    Tools