A prospect is an entity or a group of entities that have been identified as a prospect by your institution or organization. When a new prospect row is created in the database for a person, couple, family, business, or group made up of a combination of these, a unique Prospect ID is assigned to the Entity. One individual may simultaneously be involved in several prospect roles, sometimes as the primary and sometimes together with another entity that is the primary.
To create a new Prospect:
Click Go To on the Main Menu.
When the Go To appears, select the Prospect (New) application (application ID 80798).
Enter the ID Number of the Entity you wish to create a new Prospect record for.
Click Go.
When the Prospect application appears, maintenance assistance text will appear at the top of the page. This text will not contain any hyperlinks until the new Prospect record has been saved. After the Prospect has been saved, the text in the maintenance assistance will contain hyperlinks, which allows you to enter additional attributes for the Prospect.
Make sure you are in maintenance mode.
Enter information in all applicable fields on the Form. At the minimum, you must enter a value in each required field. Required fields are indicated by a special character (such as a red asterisk) that appears directly to the right of the field label.
Click Save.
The maintenance assistance text at the top of the page will become enabled, thereby allowing you to quickly add attribute information to the Prospect, including Prospect Assignments, Entities, Tasks, Contact Reports, Proposals, etc.
Note: The individual or organization you wish to add a Prospect record for must first exist as an entity in the Advance database before they can become a Prospect. When an entity is made a prospect, the information that links the Entity ID number to the Prospect ID number is stored in the prospect_entity table in the Advance database. How do I create a new Entity?
Data Fields:
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Name |
Prospect name. Defaults to preferred mailing name of the entity, but it may differ from entity name. Required |
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Sort Name |
System default is based on the prospect entity’s name. Commas separate the parts of names for person entities. Example: Last, First, Middle (JACKSON, ANDREW, R). Required |
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Type |
Code describing the type of prospect types under which the entity will be cultivated. Values display from the tms_prospect_type table. Required |
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Group |
Code describing the group affiliation within the institution to which the prospect is assigned. Values in this drop-down list are validated against the tms_prospect_group table. |
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Classification |
Code describing the subcategory that classifies the prospect. Values in this drop-down list are validated against the tms_classification table. |
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Maj. Prospect |
Code describing the type of major prospect. Values in this drop-down list are validated against the tms_major_prospect table. |
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Rating |
Code describing the prospect rating during cultivation. Values in this drop-down list are validated against the tms_rating table. |
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Rating Status |
Code describing the status of the research rating on the prospect. Values in this drop-down list are validated against the the tms_rating_status table. |
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Expectation |
Specific dollar amount within the rated range for which the prospect will be asked. |
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Result |
Code describing the outcome of the solicitation of this prospect. Values in this drop-down list are validated against the tms_contact_result table. |
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Result Amt |
Amount of the pledge or letter of intent resulting from the 'ask.' |
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Result Date |
Date associated with the result. |
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Comment |
General comment and/or observation about the prospect. |
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Stage |
Code describing the prospect’s stage in the cultivation cycle. Values in this drop-down list are validated against the tms_stage table. Required |
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Active |
Check box indicating whether a prospect is currently flagged as an active prospect. An Active status is indicated by checking the indicator check-box. The status is inactive when the check box is not checked. |
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Planned Giving |
Check box indicating whether the prospect is currently flagged as a planned giving prospect. If the indicator box is blank, the prospect is not considered a planned giving prospect. |
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Major Prospect |
Check box indicating whether the prospect is currently flagged as a major prospect. The major prospect is a major prospect when the box is marked. If the box is blank, the prospect is not considered a major prospect. |
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Priority |
Code describing the time frame during which active cultivation of the prospect is to begin. Values in this drop-down list are validated against the tms_solicitation_priority table. |
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Affiliation |
Code describing the prospect’s affiliations, both inside and outside of the institution. Values in this drop-down list are validated against the tms_prospect_affiliation table. |
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Campaign |
Code describing the campaign for which the prospect will be cultivated and solicited. Values in this drop-down list are validated against the tms_campaign table. |
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Committee |
Code used to cluster prospects in a hierarchical structure. Values in this drop-down list are validated against the tms_prospect_committee table. |
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Region |
Code used to cluster prospects in a hierarchical structure. Values in this drop-down list are validated against the tms_prospect_region table. |
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Team |
Code used to cluster prospects in a hierarchical structure. Values in this drop-down list are validated against the tms_prospect_team table. |
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Expected |
Date This date can be used to store the date on which your institution expects to recognize a prospect's gift. |
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Start |
Date this entity was identified as a prospect. |
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Stop |
Date this prospect is no longer considered active. |