introduction to interchange 4 · introduction to interchange 4.0 4.0 ©2015 interchange university...

Introduction to InterChange 4.0

Manual

The Salvation Army Southern Territorial Headquarters ©2015 InterChange University

InterChange

Introduction to InterChange 4.0 4.0

©2015 InterChange University

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Table of Contents

InterChange 4.0 Manual Design and Conventions .......................................................... 2

1: Introduction to InterChange ............................................................................................... 3

About InterChange ................................................................................................................... 4

InterChange Essentials ........................................................................................................... 5

InterChange 4.0 Interface Areas ......................................................................................... 6

How to Use the Action Bar .................................................................................................... 8

How to Add and Manage Shortcuts (Favorites) ........................................................... 9

How to Customize Your Home Page .............................................................................. 11

Exercises…………………………………………………………………………………..………………12

Glossary .......................................................................................................................................... 15

Job Aids: Introduction to InterChange 4.0 ...................................................................... 21



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InterChange 4.0 Manual Design and Conventions Each chapter of the InterChange 4.0 Manual has been formatted in such a way so that you can learn

the material as easily as possible and locate the information you need as quickly as possible. Here

are the conventions and design features you’ll want to be aware of:

Each InterChange University manual chapter provides an overview of what’s taught in its

corresponding class and describes the learning goals for that particular course.

Each chapter contains a Table of Contents, so that you can locate information quickly.

All chapters have exercises at the end of the instructional manual, so that you can practice

what you’ve just learned in the InterChange Sandbox (the training application).

At the end of most chapters are Job Aids, which are summarized steps of the different

required tasks you learned in class. (Please note that knowledge-based courses do not

contain Job Aids)

All manuals have screenshots of the different areas of InterChange that accompany written

directions. These screenshots provide you with visual examples of what is explained in the

instructions. There are circles and arrows on each screenshot and the colors of these

pertain to the following:

-Yellow: Pay attention to this area

-Orange: Click on this area

-Dark blue: Click on and choose from a drop-down menu

-Light blue: Enter text into this field

-Red: Click on this button/icon/hyperlink

There are also several icons used in the manual chapters:

= Indicates a Helpful Hint

= Indicates a Reminder of something important covered in class

= Indicates an Exercise

= Indicates a Job Aid



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1: Introduction to InterChange

Overview:

In this class, you will be introduced to and navigate through the different

areas of the InterChange 4. 0 interface.

Assumptions:

The exercises in this manual chapter are intended to be used for

practice following completion of The Introduction to InterChange class.

These exercises are to be performed in, and assume you have access to,

the InterChange Sandbox.

Lesson Objectives:

o You will be able to quickly access InterChange and sign in to the system

o You will be able to identify the areas of the 4.0 interface

o You will be able to correctly use the Action Bar to search for

constituents

o You will be able to navigate between the different active functional

areas

o You will be able to identify important menu items in each active

functional area

o You will be able to use and access the different areas of the Explorer Bar

o You will be able to use the Help Feature

o You will be able to customize your Home page

o You will be able to contact the InterChange Support Services Team with

your technical questions



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About InterChange

InterChange is The Salvation Army Southern Territory’s Enterprise Constituent

Relationship Management (CRM) System. A constituent is anyone who has a relationship

with The Salvation Army. A constituent can be a donor, a volunteer, a board member, an

accountant, an attorney or a fundraiser.

Because InterChange is our Constituent Relationship Management system, it is the way we,

in the Southern Territory, manage and track our relationships with our constituents.

Tracking constituent relationships helps us with our organizational mission. Because we

have InterChange, we are able to analyze the giving trends of our donors, keep track of the

interests of our constituents and identify which direct marketing appeals and campaigns

inspired our constituents to give gifts. Because we rely so heavily on the constituent

information in InterChange to make essential decisions, it is imperative that we keep as

accurate and as detailed records in the system as we possibly can.

This is why it’s so important for you to learn how to use InterChange correctly. Not only

will the information in InterChange help you do your job better, but it will help our

organization, as a whole, reach its goals. In order for The Salvation Army to “do the most

good,” we must make sure the relationships we have with our constituents are strong.

InterChange is the tool that helps us do just that.



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InterChange Essentials InterChange 4.0 Live:

*Remember to only access this application when you feel comfortable using the system.

InterChange Sandbox (for practice):

*Remember to use this link for practice and to complete the exercises in this manual.

How to Access InterChange Quickly

How to Contact the Support Services Team

My username:

______________________________________________

My password:

______________________________________________

_

Ticket: [email protected]

Call: 1-877-267-8409

FL/MWV/NCV=Option 1 AOK/ALM/TX=Option 2 GA, NSC, KTN=Option 3

Training= Option 4 Operations=Option 5

1. Save as a desktop icon/shortcut.

2. Save as a favorite/bookmark it in the browser of your choice.

3. Save as your browser’s Home Page.

4. Go the InterChange website: thqinterchange.org and click on the link.

mailto:[email protected]



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InterChange 4.0 Interface Areas

1. Browser: This is where you type in the link to access InterChange Live and/or

the InterChange Sandbox.

2. Action Bar:

a. This area allows you to search/add constituents, organizations and others

into the InterChange system quickly and efficiently.

b. The drop-down menu next to your log in name allows you to log out and

change your password.

3. Help Button: Click on this button when you need help/more information. The

Help Button is specific to the page/area you are in.

4. Explorer Bar: This left-hand pane is where you can save and find your

shortcuts. Things you’ve recently search for or recently accessed are listed here

as well.

1. Browser

2. Action Bar

4. Explorer Bar

3. Help Button



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5. Functional Areas: These areas within InterChange house data relevant to their

specific function. In the example provided above, you can see that the

Constituent functional area is where one would go to access and edit information

about constituents.

6. Menu items: These are the subareas found both in the drop-down menu of each

functional area and within the front page of the respective functional area.

7. Downward Arrows: These arrows indicate that information is

condensed/minimized. Click these to open up/maximize the full menus.

8. Upward Arrows: These arrows indicate that this area is fully

opened/maximized. Click these arrows to minimize the menu.

5. Functional Areas

6. Menu Items

7. Downward arrows

8. Upward arrows



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How to Use the Action Bar

How to Search with the Action Bar

1. In the Action Bar, pick a category from the drop-down menu.

2. Type in your search item into the Action Bar field.

3. Click on the magnifying glass.

How to Add with the Action Bar

1. In the Action Bar, type in what you’d like to add into the Action Bar field.

2. Using the “Add new” button to the right of the Action Bar field, choose from the

drop-down menu exactly what you’d like to add.

3. Add the pertinent information and Save.



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How to Add and Manage Shortcuts (Favorites)

1. First, go to the page that you’d like to save as a shortcut/favorite.

2. In the Explorer Bar, under Shortcuts, click “Add this page to my shortcuts.”

3. To change/edit your shortcuts, click on “Manage my shortcuts”.



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4. Click on the shortcut you’d like to edit. A box will open up with several options to

choose from (ie: Rename, Delete, Move to top, Move up, etc.)

5. You can also add additional shortcuts here as well by clicking the “Add a task”

button.



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How to Customize Your Home Page

1. From the Home Page, click “Customize”.

2. When the Customize home page box appears, click on a Functional area.

3. Then, check the menu items you’d like to have on your Home page and Save.



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Exercises: Introduction to InterChange

Complete the following in the InterChange Sandbox. This manual provides detailed

instructions on how to complete all of these exercises. Once you feel that you have

mastered the skills required in Introduction to InterChange, sign up for the Assessment!

1. Access the InterChange Sandbox in any browser.

2. Sign in. (Remember, your login credentials for the Sandbox are the same ones used for InterChange Live)

3. Using the Action Bar, search for the constituent Jack Johnson. Once you find him, move on to the next exercise. (There are many Jack Johnson’s. You don’t have to do anything but practice using the Action Bar to search for him in this exercise)

4. Go the functional area entitled Constituents, and record 3 menu items in this area:

a. ____________________________________________

b. ____________________________________________

c. ____________________________________________

5. Go the functional area entitled Marketing and Communications, and record 3 menu items in this area:

a. __________________________________________

b. __________________________________________

c. __________________________________________



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6. Go the functional area entitled Revenue, and record 3 menu items in this area:

a. ___________________________________________

b. ___________________________________________

c. ___________________________________________

7. Go the functional area entitled Prospects, and record 3 menu items in this area:

a. ____________________________________________

b. ____________________________________________

c. ____________________________________________

8. Before proceeding to the next functional area, access the Help Feature in Prospects. Record a helpful tip about Prospects from the Help Feature:

____________________________________________________________________________________

9. Go the functional area entitled Analysis, and record 3 menu items in this area:

a. _____________________________________________

b. _____________________________________________

c. _____________________________________________

10. Add two shortcuts to the Shortcuts area in the Explorer Bar (The left-side pane). What two shortcuts did you add?

a. _______________________________________________

b. _______________________________________________



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11. Using the Recently Accessed feature, write down 2 areas that appear here:

a. _____________________________________________

b. _____________________________________________

12. Using the Recent Searches feature, write down 3 areas that appear here:

a. _____________________________________________

b. _____________________________________________

c. _____________________________________________

13. Using the InterChange ticket system ([email protected]) pretend to write a ticket to the Support Services Team with a technical question. Don’t actually send this ticket.

14. Pick your three favorite areas in InterChange or the three areas you will probably use most often. Now customize your Home page so that these three areas appear under Shortcuts when you log in. What 3 areas did you choose?

a. ____________________________________________

b. ____________________________________________

c. ____________________________________________



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Glossary

Term Definition

action bar

The small bar at the very top of the InterChange screen. From here a user can search for and add constituents, organizations and other things quickly.

ad-hoc query A query that has the capacity to search InterChange for any information. The most commonly used query function.

Advisory Council A constituency that refers to Area Commands and Corps Advisory Boards and Committees

alias Another name or a former name of a constituent (ie: maiden name or nickname)

appeal Also called Appeal mailings. A specific direct marketing mailing that is sent out as part of a campaign.

application The technical term that refers to a program that accesses a database. InterChange is actually an application.

Attorney/Professional An attorney or person with a professional designation (ie: CPA or CFA) from whom a prospect or donor may receive counsel.

attributes

Qualities about constituents that help us track their giving trends. For example, whether or not a constituent is a homeowner or a renter or how much education a constituent has.

batch A process in which a large amount of information (such as revenue) is entered into InterChange at one time.

batch template A template (usually customized for a corps based on their needs) where users can batch in revenue they receive.

batch exception

Also referred to as an exception. A batch that appears because errors were made and need to be fixed before the revenue in the batch template can be committed to constituent's records.

Business Also known as an organization in InterChange. Companies that support the TSA's mission or interact with TSA in other ways.

browser The type of program one uses to access the Internet. Firefox, Chrome and Explorer are examples of browsers.

campaign A direct marketing effort that is timely and usually has some kind of theme (ie: Christmas, Thanksgiving, etc)

committed batch

A batch that has been processed in InterChange. Revenue entered into the batch template has been saved and placed on the appropriate constituent records.

committee A specific type of group that can be enabled with additional privileges (such as planning events and setting fundraising goals)

constituency The relationship a constituent has with The Salvation Army. For example, donor, prospect, staff member, etc.



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constituent A person who has some kind of relationship with The Salvation Army.

constituent geocode An alphanumeric code assigned to a constituent based on his/her zip code. This is used for direct marketing purposes.

Constituent Profile Report

A report that summarizes essential information from a constituent's record in InterChange. This report lists things like relationships, revenue given, address, etc.

constituent tiles

The boxes at the top of a constituent's record that summarize important information about a constituent, such as his/her address, phone numbers and relationships.

Constituent Window

The area near the bottom of a batch template where information about that particular constituent appears (such as address, phone number) when a user batches in a payment from that constituent.

contact report A summarization of completed steps on a prospect's plan.

customize To choose and set individual preferences that will be stored and remembered by InterChange.

database A place where a large amount of data is stored.

designation The place that will receive a donation.

direct mail vendor

A vendor (such as Summit, Grizzard or TrueSense) that sends out marketing information and solicitation to constituent in order to garner donations to The Salvation Army.

documentation Written correspondence TSA has had with a constituent

donor Constituents who have given money to TSA.

Donor Data Sheet A report that summarizes a constituent's donations to The Salvation Army. Users can specify date ranges on which to run this report.

Estates A constituency, also known as Legacies. Constituents whose estates are the process or have been given as a gift.

Explorer Bar

The left-hand pane in InterChange that houses information not found on the main central screen. Tasks, More Information and Reports categories are found here.

exporting

Taking information from one place and putting it into a different place/form. For example, results from a query can be exported into an Excel file.

event registration A payment applied toward a registration fee for an event.

filter

A way to search for specific information based on parameters the user defines. Used in the Query Designer and also in search fields in InterChange.

field A small box that needs to be filled out.

Field Report The report fundraising professionals submit to show their professional goals and requirements.

Finder Number

The number at the bottom of a remit slip that begins with 2 and that, when inserted into a batch template, automatically fills in a constituent's name and the marketing appeal from which the donation came.



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Former Board Member

A constituency that refers to a former member of an Advisory Board. Used only when the end date of this constituent's term is unknown.

functional areas The major areas at the top of the screen in InterChange.

fundraiser An employee who works in the development field whose job is to raise revenue for TSA.

Front Page A functional area's home page. This page lists all of the menu items for that specific functional area.

group A group of people who are placed together for certain reporting purposes (i.e.: A Sunday School class or Wednesday Bible Study)

hard credit

A type of credit given to the constituent or organization that made a gift to TSA. If a constituent receives hard credit they receive a tax receipt and acknowledgement for the gift.

Home Page

A functional area within InterChange that users can customize for efficiency and ease. This is the functional area one first sees when one logs into InterChange.

Household A group of people who live together.

Inbound Channel The way in which a donation comes to The Salvation Army (for example, by mail, online, face to face, etc.)

icons

Small pictures in InterChange that refer to a specific area or function. Can be used to help users differentiate between the many different areas and functions in InterChange.

Information Library The section within the Analysis functional area where queries are written and stored.

In-Kind Donor A donor who gives tangible gifts (such as clothing and furniture) to TSA.

interactions Personalized communication (such as phone call or face-to-face meeting) with a constituent.

interface The screen or the way the screen looks visually to users.

InterChange

The Salvation Army Southern Territory's Enterprise Constituent Relationship Management System. The way we, in the Southern Territory, track and manager our relationships with our constituents.

InterChange Live The "real" InterChange.

InterChange Sandbox

The "training" application of InterChange. A place where users can practice skills and make mistakes in order to learn how to manipulate InterChange Live.

Job Aid A step-by-step list of instructions on how to complete a certain task in InterChange.

Lockbox Vendor A vendor who processes received donations from direct marketing campaigns.

matching factor The ratio of a constituent's gift to a matched gift. In InterChange, this is stated in decimal form (i.e.: .5 or 1.0)

matching gift A donation that an organization makes to meet the agreement of their matching gift claim with a constituent.



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matching gift claim When an organization agrees to make a donation if/when a constituent or another organization makes a donation.

media link A link to a constituent's social media account, such as Facebook or LinkedIn.

membership A payment towards a membership of some type or towards a renewal fee.

menu items The categories of information listed on a functional area's drop-down menu and on the functional area's Front Page.

My Fundraiser Page

A page that comprises essential professional information for fundraisers. Here is where all information about a Fundraiser's prospects and prospect plans is located.

Name Formats The different ways that constituents are addressed when they receive snail mail from TSA (i.e.: Mr. and Mrs. Johnson or Vickie Smith)

OData link A link that, when inserted into the PowerPivot feature of Excel, can connect a query with an MS Excel document.

operators Options assigned to filters to that a user can choose to help conduct a more accurate search (i.e.: Is greater than or is equal to).

opportunity A gift that a fundraiser believes a prospect may be able to give to The Salvation Army.

payments Money given to The Salvation Army as donations, pledge, opportunities, etc.

PG Professional for Donor

A third party entity representing a donor (i.e.: attorney) who works for and on behalf of the donor.

PG Suspect Constituents who have not yet been qualified as prospects but who a PG professional believes may have the potential to give a Planned Gift.

Plan participant A constituent who participates in a prospect's plan (i.e.: may make an introduction) but who does not ask for a gift.

Planned Gifts A philanthropic gift that is funded either during the donor's lifetime or after his/her death.

pledges Payments that constituents promise to give The Salvation Army, usually in timely installments (i.e.: $10 every month)

Primary Manager The fundraiser responsible for managing the prospect's plan.

prospect Constituents who are believed to have the potential and interest to give a large donation to The Salvation Army.

Prospect Manager The fundraiser responsible for managing the relationship with the prospect.

Prospect Plan A plan that details the steps a fundraiser plans to take and does take in order to acquire a large donation or planned gift from a prospect.

Query A tool that allows users to ask InterChange for certain types of information stored in the database.

Query Designer The box that users complete in order to use the query tool and find specified information in InterChange.

revenue Money

recognition Acknowledgement for giving a gift to The Salvation Army



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Recognition Programs

The way that donors are recognized for giving large gifts to The Salvation Army. TSA's major recognition program is called the William Booth Society.

recurring gift A set amount of revenue donated at specified intervals. Unlike pledges, these do not require a fixed end date.

refresh list The little button a user can click to refresh information on his/her screen

remit slips

Papers that accompany a direct marketing campaign and in which a donor states how much money they would like to give to TSA. Contain important information about the marketing campaign and appeal.

results grid The area in InterChange that displays results once a user has searched for information.

revenue application The type of payment (such a pledge, a donation, an opportunity, etc.).

revenue geocode The place where a donation goes/is applied. Oftentimes, it refers to the specific corps that receives a constituent's payment.

Salvation Army Officer

An ordained minister within The Salvation Army. This role carries a rank (i.e.: sergeant, captain, major, etc.)

scan line The alphanumeric line at the bottom of a remit slip.

secondary manager A fundraiser who assists the primary manager with the prospect's plan.

security permissions

Also referred to as permissions. The specific security settings a user is given based on his/her site and training. This is what allows/prevents users to see certain types of information and conduct certain actions in InterChange.

selection A written query that will be used as a filter in another query.

shortcuts A place for users to store their favorites/most often used areas of InterChange in the Explorer Bar.

site An area where a constituent lives or where a TSA employee works. Oftentimes, one's site is used to set certain security permissions.

smart fields

Specific sets of information that users can put inside of a query as a filter. These are created by InterChange administrators and usually are based on the most queried information (such as top donors or number of gifts in a calendar year).

smart query

A query that performs complex calculations based on pre-defined criteria. Users choose which criteria to search InterChange for based on specific and focused parameters.

soft credit A person who has not given an actual gift but who receives credit for the gift via acknowledgement.

solicit code

A mailing preference we use to determine how much or how little mail to send to a constituent. For example, if a constituent only wants Christmas and Easter mailings, these solicit codes will be inserted onto his/her record so that they only receive direct mail from these campaigns.

solicitor A person who has a relationship with the prospect and helps with the prospect plan.



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source code A code at the bottom of a remit slip used by direct marketing vendors to identify marketing campaigns and appeals from which a donation came.

Source View

The category of information that one will choose when writing an ad-hoc query. This is the first step a user takes in narrowing down the type of information one's query will look for.

split designation A gift that is divided among two or more designations.

Stewardship A type of prospect that refers to someone who has given a gift in the past but is not expected to give again.

summary tabs

The tabs across the middle of a constituent's record. Give a summary of essential information about the constituent (such as his/her revenue, communications and personal information.)

Tasks A section of information found in the Explorer Bar. This allows users to complete additional functions.

Tributes A request from a constituent to make his/her donation in honor or in memory of another constituent.

uncommitted batch A batch template in which a user has entered in information and revenue but that has not yet processed in InterChange.

Undesignated White Mail

Donations from constituents that are not directly tied to a direct marketing campaign. Also referred to as WM U.

Women's Auxiliary A constituency that refers to someone who is involved in The Salvation Army Women's Auxiliary.



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Job Aids: Introduction to InterChange 4.0

How to Use the Action Bar

To Search:

1. Pick a category from the drop-down menu.

2. Type your search item into the field.

3. Click on the magnifying glass icon.

To Add:

1. Type what you’d like to add into the Action Bar field.

2. Using the “Add new” button, choose the appropriate option from the drop-down

menu.

3. Add and Save.

How to Add and Manage Shortcuts

1. Go to the page that you’d like to save a shortcut (favorite).

2. In the Explorer Bar, under Shortcuts, click “Add this page to my shortcuts.”

3. To change/edit your shortcuts, click on “Manage my shortcuts”.

4. Click on the shortcut you’d like to edit. A box will open up with several options to

choose from (ie: Rename, Delete, Move to top, Move up, etc.)

5. You can also add additional shortcuts here as well by clicking the “Add a task”

button.

How to Customize your Home Page

1. From the Home Page, click “Customize”.

2. When the Customize home page box appears, click on a Functional area.

3. Then, check the menu items you’d like to have on your Home page and Save.

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