UWA Guide to the Raiser’s Edge
module 2 – relationship management
2. individual to organisation relationships
Version: 0.1 Date: 12 February 2009
Overview
This procedure is a step-by-step guide for managing relationships in Raiser’s Edge including:
· Adding an organisation relationship to an individual’s record
· Adding an individual relationship to an organisation’s record
It is critical that relationships are entered accurately and completely.
If you see something that does not look correct and are unable to fix it, please alert the Office of Development Helpdesk on extension 1723 or email
Table of Contents
Relationships Overview 2
Individual Records: 2
Adding an organisation relationship to an individual record 3
Adding an Existing Organisation to an Individual Record 5
Adding an additional organisation relationship 7
Organisation Records - Individual Relationships 9
Adding an existing individual to an organisation record 9
Adding a non constituent individual to an organisation record 11
Editing an Individual Relationship on an Organisation’s Record 12
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Constituent Management – Individual Records – Adding Organisation Relationships / MODULE 3Relationships Overview
The relationships tab lists a constituents’ familial, educational, business and social associations.
Individual Records:
The Raiser’s Edge tracks six different types of relationships for an individual record:
· Individual
§ These are the friends, family members and other associates of the constituent. This information is maintained by all users of the database
· Organisation
§ These are the businesses, clubs, employers and boards that the individual belongs to. This information is maintained by all users of the database
· Bank / Financial Institutions
§ This informations is entered by the data base team when they record financial transactions such as donations or event payments. This information is not visible to most users.
· Education / Schools
§ These are the degrees, prizes and scholarships that the person has. This relationship type is not available in organisation records. This information is entered by the database team after the graduation ceremony. This data is visible to most users but editable only by the database team
· Assigned Solicitor
§ These are the individuals assigned to secure donations from the constituent. This information is entered by the database team once the solicitor is approved by the Prospect Research Identification Group. This data is visible to most users but editable by the database team only
· Funds
§ These are funds with which an individual or organisation has a special affiliation. This information is entered by the database team when they process the donations.
Adding an organisation relationship to an individual record
Organisation relationships lists the individuals’ occupation, the associations they belong to or boards they serve on.
Organisations may have their own constituent record or exist solely as non-constituents associated to an individual. If the organisation is a constituent in the database, the two records are linked together, and the relationship can appear on each other’s respective Relationships tabs.
The relationship an individual has with an organisation starts with “O”. For example: O- Employer; O-Board
1. Open the individual’s record. Go to the Relationships tab.
2. Check if the organisation is already listed.
3. If this is the first organisation relationship for the individual, go to the Bio 1 tab. Click on the Business tab on the bottom left hand of the Bio 1 tab. A prompt will appear, asking you if you want to save the record before proceeding, click YES.
4. The New Organisation Relationship window will display. Enter the organisation’s name you wish to add. Click on the binoculars icon next to the OrgName field to find out if the organisation is already a constituent in the database. Click Find Now. If the organisation is already a constituent, go to the “Adding an existing organisation to an individual record” below.
5. If the organisation cannot be found, click cancel.
· Enter the Organisation’s Name
· Enter address and phone numbers according to preferred conventions
· In the Position field, enter the title that the individual holds in that organisation.Tick, Print Position.
· In the Relationship field (right hand bottom corner), select the organisation relationship such as ”O-Employer”, In the Reciprocal field, select the reciprocal relationship such as ”I-Employee”.
· In the Date from field, enter the date the relationship started. You can also enter a year such as 1998 if you are not sure of the exact date or enter the current date
· Primary business information – this is ticked as a default as this is the first business information recorded
· Employee – this is ghosted out
· Contact – tick
· Contact Type – select from drop down only if they are a Main Contact or a Scholarships/Prize Contact
· Save and Close
Adding an Existing Organisation to an Individual Record
1. If this is the first organisation relationship for the individual, go to the Bio 1 tab. Click on the Business tab on the bottom left hand of the Bio 1 tab. A prompt will appear, asking you if you want to save the record before proceeding, click YES.
2. The New Organisation Relationship window will display. Enter the organisation’s name you wish to add. Click on the binoculars icon next to the OrgName field to find out if the organisation is already a constituent in the database.
3. If the Organisation is already a constituent, click Open
4. The organisation’s contact details defaults onto the record. Add any other information, for example, their business email address, business phone etc.
If the address differs (because they are at a different branch office) overide the address and phone details.
5. In the Position field, enter the title that the individual holds in that organisation.Tick, Print Position.
6. In the Relationship field select the organisation relationship such as ”O-Employer”, In the Reciprocal field, select the reciprocal relationship such as ”I-Employee”.
7. In the Date from field, click F3 for today’s date or enter the real date if known. You can also enter a year such as 1998 if you are not sure of the exact date.
8. Primary business information – this is ticked as a default as this is the first business information recorded
9. Employee – this is ghosted out (as we are entering the information from the Business tab)
10. Contact – tick
11. Contact Type – select from drop down only if they are a Main Contact or a Scholarships/Prize Contact
12. Save and Close
The information on the Business tab on the Bio 1 screen is also reflected in the Relationships tab.
Adding an additional organisation relationship
If an individual already has the business tab populated on the Bio 1 tab, and you wish to add a different organisation relationship, click on Relationships tab, click on Organisations, and select New Organisation Relationship.
· Enter the Organisation name in the Org Name field, and click on the binoculars icon to see if the organisation already exists in the database. If not, add enter the organisation’s name, address and phone types.
· If the organisation exists, click on Open, to automatically populate the required fields. Add any other information, for example, their business email address, business phone etc. Do not share these phone types.
· In the Position field, enter the title that the individual holds in that organisation.Tick, Print Position.
· In the Relationship field (right hand bottom corner), select the organisation relationship such as “O-Board”, In the Reciprocal field, select the reciprocal relationship such as ”I-Board Member”.
· In the Date from field, enter the date the relationship started. You can also enter a year such as 1998 if you are not sure of the exact date. However, leave blank if you do not know.
· As this is an additional Organisation Relationship, only one organisation can be the Primary Business Information. If it is, tick the Primary Business Information and this will default to the Business tab screen on the Bio 1 tab. If not, do not tick and it will just appear as an additional organisation relationship in the Relationships tab.
· Employee – tick if applicable
· Contact – tick if applicable
· Contact Type – select from drop down only if they are a Main Contact or a Scholarships/Prize Contact
· Save and Close
Go to the Relationships tab to see the various Organisation Relationships for this individual
Organisation Records - Individual Relationships
Adding an existing individual to an organisation record
Open the organisation record. Go to the Relationships tab. Click on the “Individual” option. All the individuals related to that organisation will be listed on the right hand side. Check that the individual you wish to add is not already present.
1. Go to the Relationships tab. Click on Individual Relationships. Cick New Individual Relationship. Enter the Surname and click on the binoculars to search for the individual you wish to add. Find the correct individual and click Open.
2. The individual’s details automatically populate the fields.
3. Tick the following: -
§ employee checkbox
§ primary business
§ Contact
4. Enter the position & tick the Print checkbox
5. Enter the relationship – I-Employee
6. Enter Reciprical – O-Employer
7. Enter Date from – F3 or specific date
8. Enter any additional phone numbers, click Save when prompted to only save the phone number on this individual’s record
9. Save and close
10. The General 2 tab is automatically populated as you are adding an existing constituent
Adding a non constituent individual to an organisation record
If the constituent is not found in Raiser’s Edge, they become a non-constituent record associated to that organisation.
1. Go to the Relationships tab, select New Individual Relationship
2. Enter the first name, middle name, title, suffix, preferred name and former name if applicable.
3. Tick the following: -
§ employee checkbox
§ primary business
§ Contact
4. Enter the Position & tick the Print checkbox
5. Enter the Relationship – I-Employee
6. Enter Reciprical – O-Employer
7. Enter Date from, either F3 or speciifc date
8. Enter any phone numbers, emails and web addresses
9. Go to the General 2 tab – click save when prompted
10. When it asks you to check for duplicates, click Save
11. Enter additional information, such as Gender, Addressee, Salutation, Guest Salutation and so on
12. Save and close
Go to the Relationships tab to view the Individual Relationships for the Organisation
Editing an Individual Relationship on an Organisation’s Record
Business Association or Personal Assistant relationship terminated:
1. Go to the Relationships tab, go to the Individual Relationships list
2. Click to open the individual’s relationship you are editing
3. Untick the Employee, Primary Business Information, Contact checkboxes
4. Put the end date in the Date to field to signify that they are no longer an employee
5. Save and close
Go to the Individual Relationships on the Relationships tab of the Organisation to view the results: -
Note: When you make changes to an address and save your changes, if the address is linked to other records, a message appears, letting you know the address is shared. You can select to change the address on all records that share the address, select to change the address on only this record, or click Cancel. To help you determine if you want to change the address, you can view a list of records that share the address. Click Show Shared Addresses.
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