Jenzabar Campus Portal Features Help Hub

Advancement Officers Feature Setup (Optional)

Updates to Consider for the Default Donor Profile Forms

Each of the editable categories available in the Donor Profiles portlet has a default Direct Update Form available upon installation. However, there are some changes to some of these default forms that you may want to consider making. These changes do not have to be made to the forms; however, if they are implemented, they may make the forms easier to use by the end user.

The following recommended changes are listed by category. Some of the changes are from the Direct Update Form perspective, while others are changes to settings in J1 Desktop. Each change is identified by the application in which the change needs to be made

J1 Desktop Pre-Populate Settings

Several questions on the default Donor Profiles forms are defined to be prepopulated with data from a particular mapping column. However, the corresponding column was not marked as available for prepopulation within the J1 Desktop default data. In this case, no preexisting data will be shown for those questions when the form is displayed in Campus Portal.

Therefore, it is recommended that you mark the columns as available to pre-populate through the J1 Desktop application prior to using the forms to submit changes. Optionally, you can remove the questions from the forms or you can leave the questions on the forms and the data will not be prepopulated for the constituents.

  1. Access the Manage Mapping Tables window.

  2. Select the AddressMaster mapping table from the Available Tables drop-down.

  3. Ensure the Is Available to Pre-populate checkbox is selected for the ADDR_CDE column.

    Note

    Submitting data through the News and general updates text box will always submit the update using the Notes method. If you wish to submit updates through a Direct Update Form for automatic processing, it is recommended that you submit the update through the Contacts category as a new Notepad note.

  4. Save the changes for the AddressMaster mapping table.

  5. Select the ATTRIBUTE_TRANS mapping table from the drop-down list box.

  6. Make sure all of the attribute mapping columns that should be available for pre-population are checked in the Is Available to Pre-populate column.

  7. Save the changes for the ATTRIBUTE_TRANS mapping table.

  8. Select the BIOGRAPH_MASTER mapping table from the drop-down list box.

  9. Ensure all of the BIOGRAPH_MASTER mapping columns that should be available for pre-population are selected.

    Note

    It is recommended that the CURRENT_EMPLOY_TYP column be available for pre-population.

  10. Save the changes for the BIOGRAPH_MASTER mapping table.

  11. Select the DEGREE_HISTORY mapping table from the drop-down list box.

  12. Make sure all of the DEGREE_HISTORY mapping columns that should be available for pre-population are selected.

    Tip

    We recommend making the DEGR_EARNED_AT column available for pre-population.

  13. Save the changes for the DEGREE_HISTORY mapping table.

  14. Select the NameMaster mapping table from the drop-down list box.

  15. Make sure all of the NameMaster mapping columns that should be available for pre-population are selected.

  16. Save the changes for the NameMaster mapping table.

    Note

    When updating the Pre-populate settings for mapping tables that are used by multiple form types, the settings will be applied to all form types that use the table. For example, the AddressMaster mapping table is available to the Apply Online 2.0, Make an Inquiry 2.0, and Personal Info Update forms as well as the Donor Profiles forms. Therefore, any columns that are made available for pre-population in the Donor Profiles forms will also be available for pre-population in the other form types as well.

Forms
Contacts Form

On the Contacts default form, question number 5 has the following question text: "Description/Notes (not applicable for Events)". However, this question is applicable if the user is editing JICS Advancement Officer 1.5.1 for J1 Desktop Append an existing event. Therefore, the question text should be updated to indicate, "Description/Notes (not applicable for New Events)."

Additionally, there is not currently a mechanism available to retrieve the Action or Action List description from the definition tables as is available within the J1 Desktop application when adding an Action or Action List to an ID Number's Notepad. Therefore, you may want to add text to the question label indicating that this question should not be left blank for Actions and Action Lists.

GIFT_CATEGORY_PATRONS Form

The Gift Category for an existing record cannot be modified. Therefore, you may want to add a note to the Gift_category_patrons form that is similar to the following:

Note: Please do not change the gift category if you are editing an existing record for a staff member. If the staff member does not have a gift category defined with the related cat comp 1 and cat comp 2 you are interested in, create a new staff record using the desired gift category rather than changing the existing one.

GIFT_CATEGORY_STAFF Form

The Gift Category for an existing record cannot be modified. Therefore, you may want to add a note to the Gift_category_staff form that is similar to the following:

Note: Please do not change the gift category if you are editing an existing record for a staff member. If the staff member does not have a gift category defined with the related cat comp 1 and cat comp 2 you are interested in, create a new staff record using the desired gift category rather than changing the existing one.

NON-LOCKED_EDUCATION Form

The Non_locked_education form contains degree information related to schools other than the local school. These items are not locked down by the Registrar's office and can be edited by other offices across campus. The default form for the Non_locked_education category includes a "Place Earned" question that is mapped to DEGREE_HISTORY.DEGR_EARNED_AT. The question is defined to use the Lookup feature using the 'Search for a School by Org Code' option. Because the question is mapped to DEGR_EARNED_AT, which is a 6-character Organization Code value, the form will display a comment indicating that the maximum number of characters that is allowed for the question is six (6). However, because of how the Lookup feature is structured, the user will see the full organization name on the screen, not the 6-character Organization Code. (The Organization Code is stored behind the scenes and is the value that will actually be submitted for the form.) Therefore, the existing length validation message displayed on the screen may be confusing to users until they get used to how the Lookup feature works, in which case you might want to add text to the screen describing the discrepancy that the user might see.

Relationships Form

The Snapshot form is accessed by clicking on the Edit General Information link. The default form for this category shows the name, biographical, donor, alumni, and organization information for the selected constituent. Currently, the default form includes questions for both individuals and businesses/organizations. This may cause some confusion to the users, so you may want to add text to the form for clarification. Two potential points of confusion that we recommend you address are:

  • Entering a value in the "Business/Organization Name" question for an Individual will overlay the individual's name in NameMaster with the entered organization name. Therefore, you may want to add text telling the user to not enter a business/organization name for an individual and to not enter values in the individual name questions for a business/organization.

  • You may also wish to add text in the ‘Business/Organization Information’ section stating that data should be entered in this section for business/organization records only. If the user enters data here for an individual, the submission process will create an Organization Master row with the individual's ID number.