Depending on the setting of system option 260, you will either email entity update requests to the person designated to make these changes at your institution or organization, or you will enter the update information for processing via DataLoader.
The Entity Update using DataLoader option provides your organization, development officers, and fundraising staff with the ability to maintain biographic information about prospects or donors.
To access the Entity Update Profile (with system option 260 set to Y):
Select Entity Update Profile from the Favorites branch of the Page Tree, from the Lookups Page Tree, or select the Entity Update hyperlink on a contact report. Depending on the policies and procedures set forth by your institution, and depending on your system configuration, there may be additional places that provide access to the Entity Update Application.
When the Entity Update Application appears begin entry by entering information in the Primary Name/Details form. If you are creating a new entity, enter all applicable information, and make sure to enter values in all required fields, which are noted by asterisks. Leave the Entity ID field blank, as the system will assign this number during DataLoader processing. If you are updating an existing entity, enter an ID number and tab or navigate out of the field and existing information regarding the entity will appear.
If you are creating a new entity, click 'Save'. This step is not required if you are updating an existing entity.
Use the Page Tree to navigate to additional forms and enter additional information regarding the entity.
Click 'Save' after entering information in each form to save those changes.
Select 'View Updates' on the Home page tree beneath Favorites, from the Lookups page tree, from an entity’s page tree, or by using Go To "View Updates" (Application ID 9998, VIEWUP). The View Updates application displays the entity records which will have changes made when they are processed by DataLoader. A row displayed with no ID number indicates the data is for a new entity.
To view the information for a particular row, click the ellipsis button to the left of the row. When you click the ellipsis button to view the update, you navigate to the Entity Update application for the selected row. If you were the user who created the information, you will have maintaining access to the data. If another user created the update information, you will only be able to view the forms. With maintaining rights, you may delete any of the forms by selecting Delete from the Actions list. Only the information in the current form will be deleted except when you are current on the 'Primary Name/Details' form; when you delete this form, all update information for the entity will be deleted.
Use DataLoader to post the updates.
When working with Entity Update:
When you select an attribute from the Entity Update Page Tree, Advance will assume you wish to add a new record for that attribute and text will appear at the top of the detail form to indicate ‘This is a new record’. To proceed with adding a new record for that attribute, enter the information and click Save.
A form in the right-pane displays records that were added or modified through the Entity Update application, which have not yet been processed by DataLoader and are still in the temporary DataLoader holding tables. This form displays on the top of the right-pane and is named ‘New/Updated xxx’, where xxx represents the type of data (Telephone, Address, Email, or Employment), for example, ‘New/Updated Telephone’. A count of records displays to the right of the form header name.
If you wish to modify an existing row, you can select the record that you wish to modify using the right-pane, which displays records for the selected type of data (telephone, address, email, and employment) in the ‘New/Updated’ form. Since Advance assumes you are adding a new record when you select the type of data from the Page Tree, if you immediately select an existing record from the right-pane in order to update the existing record, Advance will display a message indicating your changes have not been saved if there are required fields on the form. If this message appears, click OK to acknowledge the message and the details for the selected record will appear. When you are modifying existing data, text will appear at the top of the detail form to indicate ‘You are modifying an existing record'. Click Save when you are done modifying the existing record.
A hyperlink appears directly above the ‘New/Updated’ form in the right-pane. This hyperlink changes depending on whether you are current on Telephone, Address, Email, or Employment information. When you click this hyperlink, Advance will open the form for that type of data, where you can add or modify information as appropriate. For example, if you are current on the Employment branch of the Entity Update Page Tree, the hyperlink will display the word Employment, and the Employment form will open when you click the hyperlink.
DataLoader will automatically create the Add or Modify operation as appropriate.
When you select a telephone or address from the Current Telephones or Current Addresses list and the type is home or business, the update will be created as an Add. Once in DataLoader, the Add can be changed to a Modify if applicable.
When you select a telephone or address from the Current Telephones or Current Addresses list and the type is not home or business, the update will be created as a Modify in DataLoader.
When you select an email or employment record from the Current Emails or Current Employment lists respectively, the update will be created as a Modify in DataLoader.
The Additional Information form provides an area for you to identify entity information changes which do not fall into any of the areas defined by the five applications on the page tree. Enter the information in the 'Instructions' field and click 'Send'. When you 'Send' the information, it is immediately emailed to the person responsible for Bio account updates at your institution or organization - this is the only data which is not processed by DataLoader when system option 260 is set to Y. This information is sent to the email address specified in the "EntityUpdateEmailTo" line of the web.config file.