Constituents 100 Manual - InterChange ResourceConstituents 100 4.0 ©2018 InterChange University 3...

Constituents 100

Manual

The Salvation Army Southern Territorial Headquarters ©2018 InterChange University

InterChange

Constituents 100 4.0

©2018 InterChange University

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Table of Contents 2: Constituents 100 ………………………………………...…………………………………………………………………………. 3

How to Search for a Constituent ........................................................................................................................................ 4

Three Ways to Access the Constituent Search feature ........................................................................................ 4

The Constituent Search Box-Regular Search ........................................................................................................... 5

The Constituent Search Box-Advanced Search ...................................................................................................... 6

Constituent Records ............................................................................................................................................................... 7

Constituent Record Types ............................................................................................................................................... 7

A Constituent Record Overview ................................................................................................................................... 8

Important Buttons on Constituent Records ............................................................................................................ 9

Notification Boxes .............................................................................................................................................................. 9

Constituent Summary Tabs ............................................................................................................................................... 10

1. The TSA Summary Tab ............................................................................................................................................. 10

2a. Personal Info Tab-Personal ................................................................................................................................... 11

2b. Personal Info Tab-Constituencies ....................................................................................................................... 12

3. Revenue Tab ................................................................................................................................................................... 14

4a. Documentation & Interactions Tab-Doc. Summary .................................................................................... 14

4b. Documentation & Interactions Tab-Con.Documentation ......................................................................... 15

4c. Documentation & Interactions Tab-Interactions ......................................................................................... 15

5. The Smart Fields Tab .................................................................................................................................................. 16

6. The Stewards Tab ........................................................................................................................................................ 16

How to add a constituent into InterChange ................................................................................................................ 17

Three Ways to Add Constituents to InterChange ................................................................................................ 17

The Add an Individual box ............................................................................................................................................ 19

How to Manage information on Constituent Tiles ................................................................................................... 21

1. Personal Information Tile.................................................................................................................................... 21

2. Contact Information Tile ...................................................................................................................................... 22

3. Addresses Tile .......................................................................................................................................................... 23



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4. Primary Relationships Tile.................................................................................................................................. 24

5. Documentations and Interactions Tile ........................................................................................................... 24

How to Manage information on Summary Tabs ....................................................................................................... 25

How to Manage the Personal Information Tab .................................................................................................... 25

How to Manage the Documentation and Interactions Tab .............................................................................. 28

Job Aids-Constituents 100 ................................................................................................................................................. 32



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2: Constituents 100

Overview:

InterChange exists because we have constituents. A constituent is defined as any individual,

organization, household, group or committee that has any relationship with The Salvation Army.

Constituents include donors, staff, prospects, volunteers, clients, foundations, corporations, and

churches, among others.

Constituent records allow you to manage relationships and interactions with each of your

constituents. Data from constituent records are then used to process and analyze reports, mailings,

and exports, which help us further cultivate our relationships with our constituents.

Assumptions:

• The exercises in this manual chapter are intended to be used for practice after one

completes The Constituents 100 class.

• These exercises are to be performed in, and assume you have access to, the

InterChange Sandbox.

Lesson Objectives:

o You will be able to access and use the features of the Constituents Front Page, the Constituents drop-down menu and the Action Bar as your professional needs dictate

o You will be able to identify, explain the relevance of, and customize both the Constituent Tiles and the Summary Tabs on a constituent’s record

o You will be able to search for constituents using different criteria (ie: Lookup IDs, Last name) and using different and advanced features of the search field (ie: fuzzy search, wildcards, advanced search, etc.)

o You will be able to add a constituent, household and related business to InterChange and explain the relevance of these tabs

o You will be able to access, add, edit important information about constituents (ie: addresses, interactions, attachments, attributes, etc.) on their records

o You will be able to explain the relevance and manage information under the Personal Information and Documentation and Interaction tabs



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How to Search for a Constituent

Searching for Constituents in InterChange

Three Ways to Access the Constituent Search feature

The Action Bar

1. In the Action Bar, pick the category “Constituents” from the drop-down menu “Application

features”. Type the constituent’s name into the Action Bar field.

2. Then, click on the magnifying glass.

The Constituents drop-down menu

When you click on the functional area “Constituents,” a drop-down menu will appear. Click on

“Constituent Search” from the drop-down menu.

Before you add a constituent record, to avoid duplicates, you should first search

InterChange to make sure the constituent is not already there.



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The Constituents Front Page

You can also click on the Constituent’s functional area and, when you are taken to the Constituents

Front Page, choose “Constituent Search.”

The Constituent Search Box-Regular Search

This is the box that will appear when go to search for a constituent. Type in the information into the

fields and click Search to conduct a regular search. Click on “Show advanced options” to conduct an

advanced search.



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The Constituent Search Box-Advanced Search

A. Enter the constituent name or other known information into their appropriate fields. The

search process is not case sensitive. You can use “wildcard” characters to take the place of part

of your search phrase:

-Asterisk (*) or percent sign (%) takes the place of one or more characters

-Question mark (?) or underscore (_) takes the place of an individual character

For example, to locate all constituents with a last name ending with the letters “son,” you can

enter *son or %son in the name field, or for the last name Smith or Smyth, you can enter Sm?th

or Sm_th.

B. To include individuals, organizations, and groups/households in your search, select the

appropriate checkbox. You can select one, two, or all three checkboxes.

C. You can choose to search for constituent by his/her nickname and aliases, include deceased

constituents, include inactive constituents, check alternate lookup IDs, check merged

constituents, and search only for primary addresses.

*The option to include a fuzzy search name means that the results will include names that

sound similar to the one entered in the name field. For example, if you know someone’s last

name is Pederson, Peterson, or Patterson, you could include any of those in the last name field

and click on the fuzzy search box.

A

B

C

D

E



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D. Click Search to activate the search once you have entered criteria. Click Clear to remove all

criteria and begin a new search.

E. All results that meet your search criteria display in the box at the bottom of the window, called

the Results Grid. Click a constituent name in the grid, then click Select to open the constituent

record. For searches returning more than 100 constituents, only the first 100 display in the

results grid.

Check your Advanced Search boxes!

F.

Constituent Records

Constituent Record Types

InterChange has five distinct constituent record types:

o Individuals: The people, such as donors, who support your organization’s

mission or interact with your organization in other ways.

o Households: Constituents who live under the same roof.

o Businesses/Organizations: Entities, such as companies and businesses, who

support your organization’s mission or interact with your organization in other

ways. These are different from groups!

o Groups: A way to associate individuals or organizations together as members of

a group that you deem important enough to group together for managing and

reporting purposes.

o Committees: A specific type of group that can be enabled with additional

privileges. Committees can plan events, set fundraising goals (financial), and set

committee goals (non-financial).

The Advanced Search boxes are ‘sticky’. What this means is that if you click boxes in one

session of InterChange, your next session will retain those changes. To ensure an

accurate search, make sure that you verify that your Advanced Search options are set up

the way you need them to be.



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A Constituent Record Overview

Once you go to a constituent’s record, you will see that the record is segregated into two separate

areas: Constituent Tiles and Summary Tabs.

Constituent Tiles: These tiles condense essential constituent information into boxes (tiles) near

the top of the constituent’s record.

To customize: Click on the “Customize tiles” button. Choose which tiles you’d like displayed and

which tiles you’d like to be hidden by using the appropriate arrows. (See the picture above).

Summary Tabs: These tabs condense more detailed information about the constituent at the

bottom of the constituent’s record.

To customize: Drag and drop the tabs to the place you wish them to appear in.

Constituent Tiles

Summary Tabs



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Important Buttons on Constituent Records

Button Name What it does

Add This is the button you click when you wish to add information to a

constituent record.

Edit This is the button you click when you need to edit information on a

constituent’s record.

Refresh This is the button you click when you need to refresh/update an area.

Apply This is the button you click when you want to apply criteria you’ve

entered into a field.

Reset This is the button you click when you want to clear fields.

Filters This is the button you click when you want InterChange to search the

system based on filters you’ve established.

More Under this button, you will find a drop-down menu that allows you to

download a section to an external document.

*The aforementioned buttons are present on both Constituent Tiles and Summary Tabs.

Notification Boxes

Once you go to a constituent record, a Notification Box will appear with important messages about

the constituent. The two, most common notifications we currently use are:

Household Member: This notification reminds users to mark any solicit codes on both an

individual’s and household’s record.

Active Prospect: This notification tells users that the constituent is currently a prospect and to

check with the Prospect Manager before making contact with him/her.



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Constituent Summary Tabs

1. The TSA Summary Tab

A Note about Customizing Tiles & Tabs

The TSA Summary Tab displays:

-Whether or not the constituent has a Prospect Manager

-Whether or not he/she has a Planned Gift or Capital Campaign Pledges

-A summary of revenue from the constituent

-Recent and upcoming activities and communications

-Recent and upcoming activity and communications

When you customize tiles or tabs on one constituent’s record, InterChange assumes

that this is a change you’d like to see when you look at any constituent records and

adjusts your personal settings in the system accordingly. For example, if you move the

Documentation and Interactions tab to the far left of the Summary Tiles, all

constituent records that you view will have the tab in the same place.



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2a. Personal Info Tab-Personal

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3b. Personal Information Tab-Constituencies

The Personal Info tab contains two subtabs: Personal and Constituencies. Under the Personal tab

a user will find:

-Personal information about the constituent (such as gender and marital status).This is also

where a user can mark a constituent as inactive or deceased.

-Name formats (used in written correspondence)

-Aliases the constituent may go by

-Interests of the constituents



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2b. Personal Info Tab-Constituencies

Under the Constituencies tab, a user will see the constituencies (or types of relationships)

the constituent has with The Salvation Army. Constituencies define the affiliations

constituents have with The Salvation Army and are one of the ways The Salvation Army

can group constituent records together and tag them with category labels. Constituencies

also show up on the top of a constituent’s record as hyperlinks (See the screenshot below)

A constituent can have multiple constituencies, and these relationships can start, end, and

overlap. For example, a constituent may first become a donor in your database and remain

a donor for an undetermined length of time. The constituent may later become a volunteer

for your organization, but for only six months.

You can use constituencies to define these relationships and group similar constituents in

queries, mailings, and reports. An individual’s constituencies display on the Constituencies

tab. Active constituencies also display at the very top of a constituent’s record.

Some common constituencies include: donor, prospect, board member, volunteer and staff.

See the chart on page 13 for a complete list of possible constituencies in InterChange.



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Constituency Description

Advisory Council Referring to Area Command and Corps Advisory Boards, Committees as well as the Women’s Auxiliary

Attorney/Professional An attorney or a person with a professional designation (CPA, CFA, CLU, etc) from whom a prospect or donor may receive advice or counsel.

Donor Constituents who have had revenue of any source applied to their record.

Estate and Legacies Constituents whose estates are in the process of, or have been realized.

Former Board Member Former member of an Advisory Board. Used only when an end date is not known and cannot be determined.

Foundation Organizations that are legally defined as a foundation.

In-Kind Donor A donor who gives gifts of goods (such as clothes and furniture) to The Salvation Army.

PG Suspect Constituents who have not yet been qualified to have the constituency of prospect. Mostly used to identify someone who a PG professional believes may have the potential to give a planned gift.

Professional Advisor Financial or legal advisor

Salvation Army Officer An ordained minister within The Salvation Army structure. This role carries a rank—Sergeant, Lieutenant, Captain, Major, etc.

Women’s Auxiliary A constituent who is involved in The Salvation Army Women’s Auxiliary.



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3. Revenue Tab

4a. Documentation & Interactions Tab-Doc. Summary

Underneath the Revenue Tab, one can find all of the essential information about the revenue the

constituent has given to TSA, including the kinds of recognition he/she has received, any planned

or matching gifts and tributes the constituent has requested.

The Documentation and Interactions Tab contains four subtabs: Documentation Summary,

Constituent Documentation, Interactions and Surveys. Under Documentation Summary are

summarizations of any and all documentation about the constituent and/or the revenue he/she

gave to TSA.



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4b. Documentation & Interactions Tab-Con.Documentation

4c. Documentation & Interactions Tab-Interactions

*We currently do not use the Survey subtab.

Documentation vs. Interactions

Under the Constituent Documentation subtab are where notes, media links and

attachments relevant to the constituent are housed.

Under the Interactions tab, you will see any interactions (such as phone calls and in-person

meetings) that one has had with the constituent.

In InterChange, Documentation refers to written contact one has had with a

constituent (such as a thank you card or Christmas letter). Interactions refer to

personalized contact one has had with a constituent (such as a phone call).



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5. The Smart Fields Tab

6. The Stewards Tab

Funny-looking constituent records

Under the Smart Fields tab, a user can locate all of the smart fields that pertain to a constituent.

Smart fields can be used in queries to gather specific information about constituents’ giving trends.

Under the Stewards tab, a user can see the sites that the constituent belongs to. *Please note, if you

don’t see a Stewards tab on a constituent’s record, it’s because you do not have the security

permissions to view it.

If a constituent record looks funny (ie: you can’t see all of the tabs you normally can or

you can only view a limited number of tabs), it probably means that you don’t have the

security permissions to view information about that particular constituent. If you

believe that you should be able to have access to a constituent record and you do not,

contact the Support Services Team for verification.



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How to add a constituent into InterChange

Adding Constituents to InterChange

Three Ways to Add Constituents to InterChange

Just as there are three ways to search for a constituent in InterChange, there are three ways a user

can add a constituent into InterChange. One can add a constituent to InterChange by:

1. Using the Action Bar

2. Using the Constituents Drop-Down Menu

3. Going to the Constituents Functional Area

It doesn’t matter which way you choose to add a constituent into the system because each way will

bring you to the same “Add a constituent” box.

The Action Bar

1. Type the constituent’s name into the Action Bar field.

2. From the “Add new” drop-down menu, choose Individual.

Before you add a constituent record, to avoid duplicates, you should first search

InterChange to make sure the constituent is not already there.



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The Constituents drop-down menu

1. Click on the Constituents drop-down menu.

2. Choose the menu item “Add an individual.”

The Constituents Front Page

1. Click on the Constituents functional area. You will then be directed to the Constituents Front

Page.

2. From the menu items, click on “Add an individual.”

The Add an Individual box

The Add an Individual box has three tabs: Individual, Household and Business. Make

sure that you fill out all of the relevant tabs before hitting the Save button.



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The Add an Individual box

1. Fill out all of the relevant fields in the” Add an individual” box under the Individual tab.

2. Under the Household tab, you can indicate whether there are other members related to this

constituent who live in the same household. You can set up spousal relationships from this

box as well.



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3. Under the Business tab, you can fill out relevant information about the business or

organization with whom the constituent is affiliated, if one exists. Not all constituents will

have the Business tab filled out.

*Once all tabs have been completed, then you can Save the record. The constituent will now

have an official record in InterChange.



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How to Manage information on Constituent Tiles

Constituent Tiles

1. Personal Information Tile

This tile contains constituent’s current name, maiden name (if applicable) and nickname. Here is

also where you can place a picture of the constituent.

1. To edit the information, click the pencil icon. *Please note that you are not allowed to add

or delete any information from this tile once the constituent record is established.

2. When the “Edit personal information” box appears, change what you need to change and

then click Save. You’ll see the changes update immediately on the tile. *To add/change a

constituent’s picture, just click on the Choose file button.

There are 5 constituent tiles that we currently use at The Salvation Army: Personal

Information, Contact Information, Addresses, Primary Relationships, Documentation

and Interactions.



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2. Contact Information Tile

The Contact Information tile contains the Primary phone number and Primary email address of the

constituent. If any social media accounts are associated with the constituent’s record, these will

show up as their respective icons here as well.

1. To add information to this tile, click the button.

2. Fill out the “Add x” box and then click Save.

3. To edit information in this tile, click the button. Then fill out the “Edit x” box and

Save.



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3. Addresses Tile

This tile contains the current home and business (if applicable) addresses of the constituent.

To add an address, click the button. Then fill out the “Add an address box.” *There are two tabs

to fill out in this box: Address and Details. Click Save to retain your changes.

To edit an address, click the button. Then fill out the “Edit an address box” and Save your

changes. Use the arrows on the Address tile to scroll through the different addresses listed

for the constituent.



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4. Primary Relationships Tile

This tile displays spousal relationships, Household relationships, and the Primary business

relationship (if these are applicable). You cannot add or edit relationships from this tile. Changes that

need to be made to the constituent’s record will need to be done under the Relationships tab (more

on this is covered in Constituents 101).

5. Documentations and Interactions Tile

This tile displays any notes, media links, attachments and interactions that are on the constituent’s

record. These will show up as hyperlinks (circled in yellow above) and when you click on the

hyperlink, you will be taken to that particular documentation or interaction.

*Please note that you can only add documentation and interactions from this tile. Editing and

deleting information happens under the Documentation and Interactions tab (more on how to do

can be found on page 29).

To add information to this tile, click the button and fill out the “Add x” box and Save.



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How to Manage information on Summary Tabs

How to Manage the Personal Information Tab

Personal Information-General

1. To edit information on the Personal Information tab, click the button. *Please note that

you cannot add information here as information was added when you set up the constituent

record. You can only edit it.

2. Change what you need to in the “Edit personal information” box and Save.



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Personal Information-Interests

1. To add an interest, click the button.

2. Fill out the “Add interest” box and Save.

3. To edit or delete an interest, click on the interest you need to edit. The drop-down menu

will appear with two options: Edit and Delete.



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4. If you click the Edit button, the “Edit interest” box will appear. Make the changes you need

and Save (see the picture on the left). If you click Delete, a confirmation box will appear (see

the picture on the right).

Personal Information-Constituencies

1. To add a constituency, click the Add button. Choose the constituency you would like to add

from the drop-down menu that appears.

2. To edit or delete a constituency, click on the constituency you’d like to edit. A small drop-

down menu will appear with two buttons: Edit and Delete.



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3. Clicking on the Edit button will bring up the “Edit constituency” box (see the picture on the

left). Save to retain your changes. Clicking on the Delete button will bring up a confirmation

box (see the picture on the right).

How to Manage the Documentation and Interactions Tab

Documentation & Interactions-Constituent Documentation

1. To add a note, media link or attachment, go to the subtab Constituent Documentation

and click the button next to the type of Constituent Documentation you need to add.



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2. Fill in the “Add a x” box and then click Save. *Note that for attachments, you also have to

click the Choose file button to add an attachment to the constituent’s record.

3. To edit a note, media link or attachment, click on the type of documentation you’d like to

edit. The drop-down menu will then open up with two options: Edit and Delete.

4. When you click the Edit button, you will then be able to make changes to this

documentation via the “Edit x” box (see the picture on the left). Edit, then Save. If you click

Delete, a confirmation box will appear (see the picture on the right).

Documentation & Interactions-Interactions



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1. To add an Interaction, click on the Interactions subtab, then click the Add button.

2. Fill out the fields in the “Add an Interaction for (constituent)” box and then Save.



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3. To edit or delete an Interaction, click on the interaction you’d like to edit. The drop-down

menu will then open up with three buttons: Edit interaction, Edit responses and Delete.

4. When you click on Edit interaction or Edit responses, an “Edit x” box will appear (see the

picture on the left). Make changes and Save. When you click on the Delete button, a

confirmation box will appear (see the picture on the right).

Edit Interaction vs. Edit responses

When you edit an interaction, you change information that was originally provided

about the interaction. When you edit responses, you change something about the

constituent’s response to the respective interaction.



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Job Aids-Constituents 100

How to Search for a constituent Action Bar

1. Using the Action Bar, type in the constituent’s name into the Action Bar field.

2. Click on the magnifying glass.

Constituents Drop-Down Menu

1. Go the Constituents Drop-Down Menu and click to see options.

2. From the available menu items, click on Constituent Search.

Constituents Front Page

1. Click on the Constituents functional area.

2. From the available options on the Front page, click on Constituent Search.

How to Add a Constituent Action Bar

1. Type in the constituent’s name into the Action Bar field.

2. From the “Add new” drop-down menu, click on Individual.

3. Fill out the fields in the Individual and Household tabs. Fill out the Business tab if applicable.

4. Click Save.

Constituents Drop-Down Menu

1. Go the Constituents Drop-Down Menu and click to see options.

2. From the available menu items, click on Add an individual.


4. Click Save.

Constituents Home Page

1. Click on the Constituents functional area.

2. From the available options, click on Add an individual.


4. Click Save.



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How to customize Constituent Tiles & Summary

Tabs 1. To customize Constituent Tiles on a constituent’s record, click on the Customize

Tiles button.

2. The “Customize individual constituent summary tiles” box will open up. From here,

you can choose which tiles to show and which tiles not to show by using the

respective arrows.

3. Click Save to save your changes.

4. To customize Summary Tabs, right-click and hold on the tab you wish to move.

5. Drag-and-drop the tab to its desired location.

6. You do not need to save your changes; InterChange will automatically save the new

placement of the tabs.

How to manage Constituent Tiles

1. To add information, click on the button.

2. To edit information, click the button.

How to manage Summary Tabs

1. To add information to a Summary Tab, click on the button.

2. To edit or delete information on a Summary Tab, click on the drop-down menu next to

the name of what you’d like to change.

3. The drop-down menu will open up with two options: Edit and Delete.

4. If you choose Edit, an “Edit x” box will open up. Fill in the appropriate tabs and Save. If you

choose Delete, a confirmation box will appear to make sure that you really want to delete

the information you have chosen.

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