as 107 fingertip reports sage university · 2012. 9. 10. · notice this document and the sage...

AS 107

Fingertip Reports

Sage University

Notice

This document and the Sage Millennium software may be used only in

accordance with the accompanying Sage Fundraising End User License

Agreement. You may not use, copy, modify, or transfer the Sage Fundraising

software or this documentation except as expressly provided in the license

agreement.

Visit our website at www.sageu.com/fundraising, or call 1-800-647-3863 to learn

about training classes that are added throughout the year.

© 2012 Sage Software, Inc. All rights reserved. Sage Software, Sage Software

logos, and the Sage Software product and service names mentioned herein are

registered trademarks or trademarks of Sage Software, Inc., or its affiliated

entities.

All other trademarks or registered trademarks are the property of their respective

owners.

9/12

http://www.sageu.com/fundraising

AS 107 Fingertip Reports Contents

© 2012 Sage Software, Inc. Student Curriculum 3

Contents AS 107 Fingertip Reports

Welcome .......................................................................................... 5 AS 107 – Fingertip Reports ............................................................................................................. 5 What You Will Learn … ................................................................................................................. 12

Fingertip Reports in My Millennium ........................................................................... 13

My Sage Millennium Reports ......................................................................................................... 13 Charts & Graphs ........................................................................................................................ 13 Running a Chart & Graph Report .............................................................................................. 14 My Millennium Reports: Home Page and On-Demand Reports................................................ 17 Running an On-Demand Report ................................................................................................ 19

Assignments and Advisories ..................................................................................... 23

What is an Assignment? ................................................................................................................ 23 What is an Advisory? ..................................................................................................................... 23 Where do I find my Advisories? ..................................................................................................... 24 New Assignments .......................................................................................................................... 25

Notifications ............................................................................................................................... 28 Assignments .................................................................................................................................. 29

Viewing Assignments ................................................................................................................. 29 Editing and Deleting Assignments ............................................................................................. 30

Advisories ...................................................................................................................................... 30

Favorites ...................................................................................................................... 33

Quick Access to Profiles ................................................................................................................ 33 Favorite Bookmarks and Prospects ........................................................................................... 33 Recent Reports .......................................................................................................................... 36

Reports in Profiles ...................................................................................................... 41

Profile and Tree Reports ............................................................................................................... 41 Print ............................................................................................................................................... 43 Copy to Clipboard and Letters ....................................................................................................... 44

Copy to Clipboard ...................................................................................................................... 44 Letters ........................................................................................................................................ 45

Express Reports .......................................................................................................... 49

Express Reports Overview ............................................................................................................ 49 Express Report Display ................................................................................................................. 50

Sort Order .................................................................................................................................. 50

Contents Sage Millennium

4 Student Curriculum © 2012 Sage Software, Inc

Listing......................................................................................................................................... 51 Express Functions ......................................................................................................................... 53

Intro ............................................................................................................................................ 54 Options....................................................................................................................................... 55 Query ......................................................................................................................................... 56 Totals ......................................................................................................................................... 58 Format........................................................................................................................................ 59

AS 107 Fingertip Reports Welcome


Welcome AS 107 – Fingertip Reports

Ease of reporting is one of the most important reasons for maintaining a database.

Reports that can quickly give you information needed to make decisions are a

cornerstone of an efficient and effective development office. Sage Millennium

has several options for “quick and easy” reports that can be accessed by any user.

In addition to reports, fundraisers also know the importance of the personal touch

with their constituents. Major donors especially appreciate knowing you value

them as well as their significant contributions. To assist you in maintaining

contact with these individuals, Sage Millennium offers the ability to easily

produce several different types of customizable letters.

This workbook will focus on easily produced reports and letters, as well as other

features that can help you become a more efficient and productive user of Sage

Millennium!

What You Will Need to Understand

Logging In

To enter the world of Sage Millennium, you must first understand how to log into

the system. Let’s begin with a discussion on the basic pieces of information that

are necessary to access Sage Millennium.

The three pieces of information needed to access the system are user name,

password, and server name. This information is provided to you by your system

administrator. If this information has not already been provided to you, please

contact your system administrator before beginning.

Your user name and password are case sensitive. This means you must

reproduce the exact uppercase/lowercase combination of characters;

otherwise, your system will not recognize your login.

Welcome Sage Millennium


Notice that as you type your password into the text box, the characters appear

as asterisks. This helps to protect the confidentiality of your password.

NOTE: Remember your password! Only you and your system administrator should know your password. Passwords should be changed occasionally for security purposes. This is especially important for those with extensive access to Sage Millennium data.



Now that we have a basic understanding of the different pieces of information

needed to log into the system, let’s discuss how you actually log into the system.

Logging into Sage Millennium

To log into Sage Millennium via the internet, double click on the Internet

Explorer icon located on your desktop or single click the Internet Explorer icon in

your quick launch tool bar.

Once Internet Explorer opens up, type the name of the server in the Address bar.

Sage Millennium provides you with the login form. At this point, you enter your

user name and password provided to you by your system administrator.

Click Submit or press Enter on the keyboard.



Logging into Sage Millennium if you are logged on at another workstation

If you attempt to log into Sage Millennium using the Internet Explorer, Sage

Millennium will present the Sage Millennium Log On form with the message that

you are currently logged on at another workstation. At this point, enter your user

name, password and check Log Out then click Submit.

Once the system logs you out of the other workstation, it will provide you with a

blank form for you to input your information to log on from your current location.



Logging out of Sage Millennium

To log out of Sage Millennium, you MUST select End Session in the Sage

Millennium Explorer. If you select the in the upper right corner of the web

page, the system will still recognize you as being logged into the system.

Navigating within Sage Millennium

The browser provides one area to navigate within Sage Millennium.

The different subsystems and the tables available within each

subsystem are available along the left-hand side of the browser page.

To select a table from one of the three categories of information--

Biographical, Giving, and Prospect--the user selects the + symbol

next to the area of information to expand the menu bar.

Sage Millennium’s Structure

A short explanation of the structure of a database is necessary as background.

Because many of the terms will be used throughout the program, we want to take

this opportunity to discuss how Sage Millennium organizes and stores your

constituent data, as well as provide you with some basic database terminology.

We encourage you to read this section before you delve into the world of Sage

Millennium.

Let’s first define some basic terms:



Term Also Known As: Definition

Database N/A (1) A database is defined as a large collection of data stored together and organized for rapid search and retrieval.

(2) A database may also be a program that manages data, such as Sage Millennium, and can be used to store, retrieve, and sort information.

Table File A presentation of information organized in rows and columns each describing an entity, for example, address. The columns of a table represent characteristics of the entity and a row represents one instance of the entity.

Row Record A table consists of many rows which may be defined as a standard unit of related information. For example, the address table consists of many rows belonging to different individuals.

Columns Field Each individual column represents a certain characteristic of the table. For example, the address table may include such columns as: address line 1, address city, address state, address zip code.

Sage Millennium Data Table – Basic Data

Now that we have defined some terms, let’s begin to relate it to Sage Millennium!

All of the data stored within Sage Millennium is collectively referred to as the

database. The Sage Millennium database consists of many tables such as:

Basic Data

Names

Address

Employment



Gifts

Tables

As defined earlier, each table within the database stores a particular kind of

information. For example: the Basic Data table holds vital statistic information;

the Address table holds street, city, state and zip code information; and the Jobs

table holds information regarding employment. Within each table, the way the

information is stored may be envisioned as a set of divided shelves which make

up a bookcase, or a grid made up of rows and columns.

Rows

As defined earlier, within each table, the data is further organized into a standard

unit of related information called rows. What is a standard unit of related

information? Well, for example, the information, 15 Buford Road, is not very

useful unless it is associated with the applicable city and state. Of course, the

resulting address row has little meaning unless it is associated with a particular

constituent.

In most of the data tables, each constituent could own several rows. For instance,

if a constituent obtained three different college degrees, then they could

potentially have three separate education rows in the Schools table reflecting the

information related to each degree.

Columns

Each row within a table is divided into distinct columns. Columns structure the

data for efficient data entry, storage, retrieval, and selection. For example, each

table includes a column for the ID number of the constituent who owns the row, a

column for the date on which the row was created, the logon ID of the operator

who created the row, and so on.

What You Will Need to Get Started

Prior to beginning this workbook, make sure you have access to the Sage

Millennium training database. If you need assistance connecting to the database,

please see your System Administrator or contact our office.

Ask your System Administrator for the user id, password and server you will need

to conduct the training.

Although printing is only minimally featured in this workbook, it is recommended

that you establish some printing capability – if you don’t already have it. Sage

Millennium uses the default printer as established by the Windows Print Manager.



We recommend that you make your own copy of this workbook so that you may

incorporate your own notes into the material.

What You Will Learn …

What reports are available in My Sage Millennium

How to run a Chart & Graph or On-Demand report

How to set up Agents to monitor the database

What reports are available in Favorites

How to create questions using EasyAsk

What reports are available in Profiles

How to produce a letter to a constituent

How to use Express Reports

AS 107 Fingertip Reports Fingertip Reports in My Millennium


Fingertip Reports in My Millennium

My Sage Millennium Reports

My Sage Millennium is where your Home Page is kept. Charts & Graphs can be

a very helpful addition to your Home Page. The information is up-to-date and

easily accessed for a quick summary of your development efforts.

Information about setting up your Home Page can be found in AS 101, Chapter 4

Customizing the Display.

Charts & Graphs

The Charts & Graphs area of My Sage

Millennium focuses on broad, summary data

compiled from the database. This information

may be of special interest to those planning future

fundraising efforts or performing demographic or

other statistical analysis of the constituency or

past fundraising efforts. These reports are

dynamic – the data is automatically compiled or

calculated at the time the report is run - so it

provides immediate access to the most current

data possible.

Fingertip Reports in My Millennium Sage Millennium


The Fingertip Reports available in Charts & Graphs are:

CAE Category - counts the constituency based on the CAE Category and

displays the results as graph.

Campaign Totals - calculates the total amount of giving for each of the most

recent five years, based on the Campaign to which the donations were

attributed, and displays that information either as a graph or as charted data.

Constituent Counts - counts the constituency based on the Constituent type

and displays the results graphically.

Constituent Totals - calculates the total amount of giving for each of the most

recent five years, based on certain characteristics of the donations and the

Constituent Type of the donors, and displays that information either as a graph

or as charted data.

Preferred Years - counts the constituency based on the Preferred Year and

displays the results graphically.

Running a Chart & Graph Report

The procedure for running one of the Charts & Graphs reports is as easy as

clicking on the title of the report in the Sage Millennium Explorer. Let’s try this

on the Campaign Totals report.

Select Campaign Totals on the Sage Millennium Explorer.



It might take a few seconds to process the data (remember, the report is dynamic),

but the next screen you see will be the colorful bar chart showing the total amount

of money received for each of the Campaigns, for each of the last five Campaign

Years.

Chart Options

This chart may be toggled to include or exclude pledges by using the context

menu. Just move your cursor over the title of the Campaign Totals graph to

access the context menu.



You may prefer to see the chart display rather than the graph. This can be

selected through the context menu as well.

And one final option – the Trends display:

Each of the Charts & Graphs reports has options available. For example, the

Constituent Counts report has the option of counting constituents in each category

that have given during the current fiscal year or by cumulative giving; the CAE

Category report has the option to only count constituents with good addresses.

Experiment with the reports to find the ones most useful to you.

The viewing options you have chosen will remain intact the next time you open

the report.

NOTE: These reports are “hard-coded” in Sage Millennium. They cannot be

modified and are dependent on certain pieces of information. For example, the Campaign Totals report uses both Campaign and Campaign Year to produce this

chart. For more information, please review the online help files in Sage Millennium.



My Millennium Reports: Home Page and On-Demand Reports

My Millennium Reports contains two sets of reports, Home

Page Reports and On-Demand Reports.

The Home Page Reports are more complex reports

generated by your reporting staff to run periodically (daily,

weekly) and made available for viewing in this area.

The Home Page Reports can be easily accessed by simply

clicking on the report name hyperlink. Usually these

reports are viewed in pdf format.

See the example below.



On-Demand reports focus primarily on information from the Biographical or

Prospect Tracking data in Sage Millennium. The reports in this area include:



Running an On-Demand Report

Running an On-Demand Report can be as easy as clicking on the report hyperlink.

After clicking on the report, a new browser window will open. This window will

give you a description of the particular report. To produce the report, click

<Submit>.

This page will be replaced by the actual report.



The constituents that are employees of each Corporation in your database will be

listed on the left side. Clicking on the individual’s name will take you back to

their information (using your defined display) in Sage Millennium. By having

two browser windows open, you can easily move between the report and the Sage

Millennium data on the individuals listed.

These reports can be printed using the print command from the Windows menu.

However, the report format is set for viewing on screen and not for printing, so

some information may not appear on the printed page.

When you are finished viewing the report, just close the report window and return

to your Sage Millennium session.

Some reports (example: the Funded Proposals by Goal report) require a begin and

end date in order to run the report. It is critical to use the date format as specified

in the report description box. For proposals between January 1, 2009 - December

31, 2009, the Start Date would be formatted as 2009, 01, 01 and the End Date

would be 2009, 12, 31.



NOTE: It is very important to understand that these reports will be based strictly on

your user security. For instance, if you have not been given viewing access to all Basic Data rows, the statistics will be compiled using only the subset of Basic Data rows for which you do have access. Obviously, this means that two users who have been granted different security views of the database may also expect to see different results in these reports.



Notes

AS 107 Fingertip Reports Assignments and Advisories


Assignments and Advisories

What is an Assignment?

You give Assignments to Sage Millennium to watch for specific changes in the

database.

You define and set up assignments based on your needs (within the capacity of

Sage Millennium), and can enable, disable, and delete them as you want.

For example, you may want to know when one of your prospects has moved, or

when one of your bookmarked records has made a gift of $1,000 or more.

NOTE: When you set up each assignment, you set a frequency for how often you

would like it to be done – every 20 minutes, 2 days, etc. The database administrator also sets a system ceiling on how often Sage Millennium checks Assignments. Assignments will be reported at the highest frequency of the two settings.

What is an Advisory?

When Sage Millennium checks your Assignments, if it finds a change it posts an

Advisory. The Advisory tells you when and what the change was, with a

hyperlink to that record.

For instance, you have defined an Assignment that watches for address changes on

your bookmarked records. Bill Miller is one of your bookmarked records. In his

recent pledge payment, Bill corrected the address information to his new home in

Fairfield. As per the usual procedure, this new address information was entered

in Sage Millennium. On its periodic check, Sage Millennium noted this and

created an Advisory for you.

Assignments and Advisories Sage Millennium


Where do I find my Advisories?

My Sage Millennium: Advisories

They will display here, whether you check Notification Alert or not.

Your Home Page

You can set your home page to include your Advisories.

Notifications

If you are anxious to know when an advisory is posted, you can check

Notification Alert on that Assignment.

From a Pop-up

If you are logged on, a pop-up box will come up. If you are not logged on at the

time, it will show up –and cycle you through all of them -- when you next log on.



New Assignments

When you select New Assignment, standard assignment notifications grouped

into categories such as Profiles, Gifts, etc. will be listed on the screen. There are

seven categories of assignments.



After choosing the assignment, a dialog box of options will appear.

At this point, you will need to identify who the notification will be applied to –

any constituent, your prospects and/or bookmarks. You can also specify any

additional criteria, if applicable, the method of notification, the message, and how

often you want the database checked for this type of change.

NOTE: You will notice that this notification automatically defaults to “Any Constituent”

with the other options grayed out. To activate any of the three remaining options, My Prospects, My Bookmarks, or a specific constituent, you will need to deselect “Any Constituent.” At this point, you can select one or any combination of “My Prospects,” “My Bookmarks,” or “Selected Constituents” to apply your notification.

Let’s create a new assignment.

1. Select Assignments > New from the Sage Millennium Explorer.

2. Select Gift from the list that appears under ‘Gifts Assignment’.

3. Fill in Assignment Name: Major Gift – Capital Campaign.

4. Leave Any Constituent checked

5. Gift Amount Exceeds – “100000”



6. Campaign = “Capital Campaign”

7. Leave Notification checked

8. Frequency = 1 Hour

9. Click Insert.

Your assignment has been created. You will now be notified when a Major Gift

exceeding $100,000 for any constituent is entered in the Sage Millennium

database.



Notifications

Email

When Email is selected, the system will automatically open your Outlook

Address book, allowing you to choose the recipient. You may also manually type

in the email address of a recipient not listed in your address book.

NOTE: More than one address may be selected for email notification.

After choosing the email address, you may enter text in the Response Text box

below the Notify Via options. This text will appear in the email.



Assignments

Viewing Assignments

Once an assignment has been created, it is available for review via the View

Assignments item in the Sage Millennium Explorer. The assignment information

will be available in a grid format for you to edit or delete.

Once an assignment has been created, it is available for review via the View

Assignments item in the Sage Millennium Explorer. The assignment information

will be available for you to edit or delete through the context menu available next

to each Assignment.

Seven columns of information actually display in the grid for each assignment.

Assignment Name is the name that appears in the New Assignment list

Category will be one of the seven categories available for Assignments.



Status references the success/failure/pending run status of an Assignment.

Notify is a Y or N indicating whether the assignment will send a notification

(pop-up message) when an advisory is posted.

Email and Letter will have a Y or N if they were chosen as types of

notifications to be generated when an advisory is posted.

Active indicates whether the Assignment is currently activated or deactivated.

Editing and Deleting Assignments

To edit the assignment, access the context menu next to each Assignment name,

then select Update/Delete. This will bring up the familiar assignment dialog box.

At this point, you are able to change any of the options selected when you initially

set up the assignment. You are also able to deactivate the assignment, if you no

longer want the agent server to search for it.

Advisories

Advisories can also be viewed independently of the other types of notifications by

selecting Advisory in the Sage Millennium Explorer.

The advisories will appear in a grid listing.



You may restrict your view to a particular time period by selecting one of the date

ranges in the drop-down box. The advisory date is the date it was created – or

entered – in the Sage Millennium database.

You can also manually edit the Status field by clicking in the Status grid cell.

The Record Link column holds hyperlinks back to the Sage Millennium data that

resulted in the advisory.



Notes

AS 107 Fingertip Reports Favorites


Favorites

Quick Access to Profiles

In the Favorites area of Sage Millennium, you have quick and easy access to the

constituent records you need most often as well as your most recently run reports.

This area is specific to your interests and use of Sage Millennium.

Favorite Bookmarks and Prospects

In Favorites you have easy access to the Sage Millennium data for two types of

constituents; those whom you have “Bookmarked” and those with whom you

have a Prospect Manager/Prospect relationship. In order to access this

functionality, you must be a constituent in the database with a constituent ID.

This Constituent Id Number must be linked to your Sage Millennium login within

the User Security area in Sage Millennium. This link must be set up by your

system administrator.

You must also have the security rights to insert, update and delete bookmark

relationships.

Favorites Sage Millennium


Automatic Bookmarking

Sage Millennium provides an automatic technique for designating a constituent as

one of your “favorites” to be displayed in the Favorites > Bookmarks area.

While viewing a constituent’s record (any table), you simply click the Bookmark

hyperlink in the upper right corner of the screen. The system will respond by

inserting a yellow star in the title bar. Once again, to use this feature, you must be

a constituent in the database and have security rights to create these

relationships.

When you access your Prospect or Bookmarked favorite, the Title Bar area will

include a yellow star. This star is only displayed when you (the Prospect Manager

or Bookmarker) are the current user.

Clicking on one of the constituents will take you to that constituent’s Basic Data

row.

To remove a Constituent Bookmark, locate the desired constituent and access his

or her data display for any table. Click on the Remove Bookmark hyperlink, that

displays in the title bar just above the Spouse, Reports, Print buttons.



Favorite Prospects

My Prospects are those constituents with whom you, the user, have a Prospect

Manager/Prospect Relationship (you are the Prospect Manager). Once those

relationships have been set up in your Sage Millennium database, selecting My

Prospects will display a list of those constituents. (For more information on how

to set up a Relationship in Sage Millennium, please see AS 102, Biographical

Data Entry.)

If you are the Director of Prospect Managers you can readily access data for your

Managers' Prospects by using My Staff Favorites. Your Assistants and

Researchers can also access a detailed display of the data for your Managers'

Prospects. Again, these relationships must be set up in Sage Millennium.

Selecting the Reports button at the top right of the screen allows you to choose

from several Prospect Management reports.



Selecting the hyperlink for one of the Prospect Managers produces a list of that

manager’s prospects. The filters are available for you to use to refine the list to

suit your needs. These can be modified by the System Administrator.

The Reports button at the top right of this screen produces reports based on your

specific list of prospects.

Recent Reports

The second set of functions available under Favorites is labeled Recent Reports.

This group of reports is most recently Published (i.e. viewed), Edited or Run. If

you do not personally run reports, these will be reports that were published or run

for you, using your login name.

Published

When a report is run, you have several options for the report results. For instance,

you may choose to send the results to a printer for a hard copy, or you may choose

to publish the results as an HTML or PDF document.



When you select Published, you will see the list of reports (maximum of 10) – in

each report category. There are nine report categories, or libraries: Biographical,

Comparison

Daily

Event

Financial

Mailing

Membership

Pledge

Tracking/Prospect. Your report writer can tell you in what category your

report resides

Run

The Run function under Favorites,>Recent Reports will show you a list of the last

ten such reports that have been run for your UserId, whether you yourself ran

them or whether they were executed by another user on your behalf.

The system will show the most recent ten for each reporting category

(Biographical, Comparison, Daily, etc.) When you pass the mouse cursor over the

report names, you will see the description of the report (if one was created and

saved with the report) and text below the list that prompts you with instructions

on using this feature.

Clicking on the hyperlinked name of the report will take you to the Run screen.



Edited

The Edited function under Favorites, Recent Reports will show you a list of the

last ten sets of report criteria that you have edited in Reporting and re-saved, for

each reporting category (such as Biographical, Comparison, Daily). You will also

see the description of the report (if one was created and saved with the report).

Clicking on the hyperlinked name of the report will take you to the Run screen.



Notes

Reports in Profiles Sage Millennium


AS 107 Fingertip Reports Reports in Profiles


Reports in Profiles

Profile and Tree Reports

When a specific constituent has been chosen, selecting “Reports” from the set of

three buttons on the top right of the screen will open a reports menu. This menu

lists the Profile Reports that are immediately available for the current constituent

no matter what screen you are viewing at the time.

It doesn’t matter which table you are viewing at the time, these reports are always

available for any constituent.

When you choose one of these reports, the system will process the report based on

the current constituent (only) and display the results in PDF format. From that

display, you may choose to send the report to the printer.

Note: Some of the reports available in the pull-down list will change based on the constituent type

of the current constituent. A Corporation would have an “Employee Listing” report but an

Individual will not.

NOTE: These reports will not run if you do not have permission to view all the data

on the report. If you do run one, and it “hangs” (i.e. never finishes running) it is a permission problem; close the window and return to Sage Millennium. If you feel you should be granted access, contact the system administrator.



Print

Next we will take a look at the “Print” button – the third button of the set of three

at the top right of a constituent’s screen.

Selecting the print button will bring up a second browser window containing the

currently displayed constituent’s information on the screen. Your normal print

command dialog box will appear, allowing you to select the printer and other

options.

This “mini-report”, with information easily available in a

printed format, can be used most effectively by using the

Define Display options. Define your display with the

information you need to have printed (ex: Basic Data, Address,

Gifts). Make sure the displays are set the way you want them, i.e. long, short or

mini display. Then select the Print button and you have your instant report!



Copy to Clipboard and Letters

Professional fundraisers know the importance of personalized communications

with their donors – especially major donors! Sage Millennium gives you the

ability to quickly and easily communicate to your constituents by connecting

effortlessly to your word processing software.

Let’s see how this works.

Copy to Clipboard

1. Find Jeff Shure’s home address in Sage Millennium.

2. Move your cursor over the edit button.

3. Select Copy to Clipboard.

4. Now open a new document in your word processing software.

5. With your cursor on the new document, right click and select Paste.

You will now have the constituent’s preferred name and the selected address

formatted and inserted in the new document. With this out of the way, you can

complete your personalized and timely letter!



You can customize the information chosen for copying by accessing the

Clipboard Settings in User Options.

Up to twenty columns from the Address, Employment, Internet Address, Name

and/or Phone Number tables can be added to the Clipboard layout definition.

Letters

It is now a simple process to send a letter to a selected constituent. This

functionality is accessed by going to the Address table of a constituent’s record,

accessing the context menu for the appropriate address and highlighting “Write a

Letter”.



This item allows you to automatically create a letter

by merging the current constituent's name and address information with a

previously defined and saved Word document.

When you select Write a Letter, you will be shown a pull-down list of the

documents available.

NOTE: A standard set of letters comes with Sage Millennium. Additional letters can

be created and saved for your use. Please discuss this with your System Administrator.

Let’s see how this works.

1. Find Jeff Shure’s home address in Sage Millennium.

2. Move your cursor over the edit button.

3. Select Write a Letter > Special Event Volunteer Thanks.

The system will automatically launch Word and display that document:



The standard letters will use the preferred name and the preferred address of the

current constituent as well as today’s date and the user’s name.



Notes

AS 107 Fingertip Reports Express Reports


Express Reports

Express Reports Overview

The Express Reports area of Sage Millennium allows users to access, modify and

run a set of personal reports even though they may not be fully trained in the use

of the Sage Millennium Reporter.

Staff members responsible for report production have taken the necessary training

and understand concepts of report criteria construction and setting reporting

options, to create Express Reports for other users.

NOTE: Because Express Reports are created for individual users, there are no

Express Reports available in the sample database as it was delivered on the installation CD. Your report writing staff can prepare an ‘example’ Express Report for you to use as you review this chapter. Please talk to your report writing staff or system administrator.

From within the Express Reports area, you may do any of the following:

View the Express Report results in a formatted report in HTML or PDF.

Save and view the results of a static report.

Modify the report – including report options, prompted reply responses,

parameter values, title of the report, and/or add notes regarding the Express

Report.

Run any report that has been saved as an Express Report.

Express Reports Sage Millennium


Express Report Display

Sort Order

Clicking on Express Reports in the Sage Millennium Explorer, presents you with

a list box labeled Sort Order. There are four possible sorts that may be applied

to the display of your Express Reports.

NOTE: Sort is case sensitive; thus uppercase letters precede lowercase letters as well as numerals.

Ascending Name: A sort based on the report name. For example, the following

reports would be shown from the top of the display area down: A1 Report, AAA

Report, a1 Report, aaa Report.

Descending Name: Another sort based on the report name. For example, the

following reports would be shown from the top of the display area down: aaa

Report, a1 Report, AAA Report, A1 Report.

Most Recent First: This displays the most recently run report at the top of the

display and displays those which have not yet been run at the bottom of the

display area.

Most Recent Last: This displays the most recently run report at the bottom of

the display, whereas those which have not yet been run display at the top of the

display area.



Listing

Express Reports displays a listing of all reports that have been created as an

Express Report for you (actually your UserId). The listing includes the following

information:

Thumbnail (of image): When clicked, the thumbnail displays the results in

the format last specified and opens the report in a new browser

window. Simply close the browser and return to the listing of your Express

Reports when finished. If the Express Report is associated with a custom

format rather than a standard one, a thumbnail image may not be

available. You may still click on the thumbnail labeled “Image Not

Available” and the actual report results still displays.

Report Name: Displays as a hyperlink. When clicked, Express Reports

opens the report to enable you to make modifications to the report options.

Description: Displays a text description of the report as it was saved in the

report criteria.

Date Last Run: Displays the date the report was last run.

Records Selected: Displays the total number of records selected in the last

run.



Dynamic or Static: Signals whether the report is based on a dynamic or

static worktable. To explain the difference, you should understand that each

time a report is run, the system automatically generates a worktable containing

the results of the selection process. That worktable is then used by the

formatting software to generate the final report output. At the time that the

report is run, you may specify whether you want to save the worktable as a

static file or whether the system should delete it. If you elect to not save the

generic worktable, one may be regenerated as needed (dynamic). It is

important to realize that a static worktable is current to the time that it

was created. Subsequent data changes are not included.

Delete Button : Displays to the left of the report information. Deleting the

Express Report only deletes being able to access the Express Report in this

area of Sage Millennium. The report criteria upon which the Express Report is

based is still available and the report can still be viewed with other formatted

reports in Sage Millennium.



Express Functions

The Express Report functions utilize what are known as “FasTabs”. These

specialized tabs are always at the top of the display area. When you pass your

mouse pointer over one of the tabs, the appropriate information, settings, and

options appear automatically below the name of the tab.

The FasTabs include: Intro, Options, Query, Totals, and Format. Each tab is

described below.



Intro

The Intro display shows general information about the report, including the

following:

Description provides you with a free text description of the report defined

when the report was created or edited. This description can be modified.

Last Run Date/Time shows the date and time that the report was last run.

Rows Selected shows the number of data rows that were selected the last time

the report was run.

Results indicate whether the report uses a dynamic or static result set

(defined by a previously saved worktable).

Dynamic means that when the report was last run, you did not save the results.

Static means that when the report was last run, you chose to save the worktable

results. If this is the case, a < Browse > button appears along with the name of

the saved generic worktable. You may view the results of the generic worktable

from within Express Reports by clicking on the < Browse > button. When

selected, the display area lists the preferred names of the constituents selected for

the report in hyperlink form. This allows you to hyperlink to that constituent’s

data. The following information is also included: Id Number, Address Line 1,

City, Place, Postal Code, Constituent Type, and Preferred Year.

Thumbnail displays a thumbnail image of the report. If a report was created

using one of the Sage Millennium standard report formats, a thumbnail image of

that standard format will be shown; otherwise, if a report was created using a

custom format, a generic thumbnail is shown. In either case, that image serves as

a link to the report. When you click on the image, your report opens in a new

browser window in either HTML or PDF. Keep in mind that the report you are

viewing is current to the time that the report was last run. You must rerun the

report to view current information.

Notes allow you to enter or edit any type of free-text information or reminder that

you want to attach to the specified Express Report.



Options

The Options tab allows you to specify whether or not you want to save the report

results (Static) or run the report from the latest information in the database

dynamically. This tab also allows you to specify how you would like to view the

results.

Results allow you to specify whether or not you want to save the results of the

report.

If you choose Dynamic, the report is based on the latest data.

If you choose Static, an additional text box will appear to the right of the drop-

down box and you must assign a name for the worktable that the system saves.

The system prompts you to assign a name or to change the setting to Dynamic if a

name is not specified.

Destination allows you to specify the destination of the final output. That may

include whether or not the report should be sent to a printer, or be published as an

HTML or PDF file, or whether it should be exported to Word, etc.



Query

Criteria statements specify who should be selected for the report. The Query tab

lists all of the criteria statements that can be modified for this Express Report.

The text box shows the value used the last time this report was run.

The user simply checks (if not already checked) the criteria statement that should

be included in this report. If the check box is blank, Sage Millennium ignores the

criteria statement when the report is run and it is not a factor in the selection

process. Moving your cursor over the text box will display all of the values

applicable.

For example, in the first criteria statement in the above screen shot, you need to

specify the constituent type of the constituents you want selected for your report.

Place your cursor in the text box to access the list of constituent types available in

your database.

When you highlight the text box, the system presents you with a pull-down list of

the entries available from your database.



If the column is driven by one of the value-based (super) lookup tables (i.e.

attributes, institution, etc.), simply click within the text box area and type in the

value you would like to add. You may use the ( % ) symbol to generate the entire

list of values (as noted below).

If the column is a date field, a calendar with control buttons appears.

If the criterion was created utilizing the comparison operator -- 'in the list of' --

then a pair of boxes appears with buttons allowing you to add and remove values

from the list.



After making modifications, simply click < Ok > or < Cancel > to return to the

prompt values without making a change to the one specified.

Totals

Just like the Query tab, the Totals tab shows any criteria statements that are part

of a Gift or Dues Total definition. For example, a total might be defined to select

all gifts where the type is in the list of (fill in the blank). This allows the user to

change the gift transaction types to be included at the time that the report is run.



The responses initially used when the report was most recently run display in the

text boxes. You may edit the data in the text box as specified above.

Format

The Format tab allows the user to modify such things as the report title and any

parameter values.

Crystal Format Name displays the file name of the format that is used by

this report. This information is for reference purposes and is not editable in

this location.

Report Title displays the title that has been assigned to this report and

displays the title in a text box. The user may edit the report title for his or her

purposes.

Parameters are displayed if the report format includes parameters.

Parameters could include sorting by constituent type, or alphabetically, or by

postal code. A parameter will have a descriptive question displaying to the

left, with either a text box or list box to the right showing the value that is

currently in use for that parameter.

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