Utilizing the Mass Update Functionality in eTapestry PRESENTED BY KIMBERLY HAMMER

A Little About Me• Purdue University• With Blackbaud 8+ years and I have experience with eTapestry, Raiser’s

Edge, and Blackbaud Merchant Services (BBMS)• eTapestry Software Quality Analyst• My favorite sport is bowling• I have two Cairn Terriers named Oscar and Lola

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Agenda

• What is a Mass Update?• Things to Remember• Types of Mass Updates• Things to Remember• Tracking Payroll Deductions

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What is a Mass Update?

• Mass updates allow you to make changes to a group of accounts in one step.

• “One for all” creation or change• Updating or creating multiple entries, but each entry will be the

same. (same date, same contact method, same fund, etc.)• We cannot create new accounts with the mass update

feature.• Accounts you are creating items for OR the entries you are

updating will already have to exist in the database

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Things to remember

• When updating existing items, entries that are marked Final will be unaffected by the update.

• If you wish to update journal entries that have been finalized, you must un-finalize them before you will be able to make other mass updates.

• If you choose to remove information, you will be removing a value from the account or journal entry, but you will not be able to remove the entire item from your database.

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Things to remember

• Make sure your query is set up correctly with the appropriate data return type.

• If you’re updating existing journal entries, make sure your query’s data return type is set to journal entries.

• Review the change you are about to make carefully because there is no undo button.

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Types of Mass Updates

Types of Mass Updates

Update Existing Accounts• Assign or Remove account level User Defined Fields

• Constituents• Tributes• Users

Update Existing Personas• Assign or Remove address fields• Assign or Remove persona level User Defined Fields• Update the Primary persona only or a selected persona type

Update Existing Transactions• Update the Fund, Campaign, Approach, etc.• Assign or Remove transaction level User Defined Fields

Update Existing Notes• Update the Date and Note text• Assign or Remove note level User Defined Fields

Update Existing Contacts• Update the Date, Contact Method, Subject, and Note text• Assign or Remove contact level User Defined Fields

Finalizing Journal Entries• Finalize• Remove Finalization

Write Off Pledges• Write Off open Pledges, including a write off Date• Remove Write Off

Types of Mass Updates

Create New Relationships• Create multiple relationships for a single account

Create New Notes• Add a new journal note to multiple accounts

Create New Contacts• Add a new journal contact to multiple accounts

Create New Scheduled Payments• Add a new payment to existing pledges

Create New Scheduled Recurring Gifts• Add the next gift in a series of recurring gift schedules

Things to remember

• When updating existing items, entries that are marked Final will be unaffected by the update.

• If you wish to update journal entries that have been finalized, you must un-finalize them before you will be able to make other mass updates.

• If you choose to remove information, you will be removing a value from the account or journal entry, but you will not be able to remove the entire item from your database.

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Things to remember

• Make sure your query is set up correctly with the appropriate data return type.

• If you’re updating existing journal entries, make sure your query’s data return type is set to journal entries.

• Review the change you are about to make carefully because there is no undo button.

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Payroll Deductions - Set Up1. Create an approach called "“Employee Giving” or “Payroll Deduction”

• Use it to indicate which transactions are payroll deductions

2. Decide whether you’re going to enter them as Pledges or Recurring Gift Schedules

• We recommend Pledges if:• Employees designate an annual amount to be given as part of the Annual

Campaign• The payroll deduction has a start date, a stop date and a set amount• Employees agree to give on an annual basis

• We recommend Recurring Gift Schedules if:• Employees intends to give "forever" rather than for a year• No known stop date or set amount

Payroll Deductions - Set Up3. Be consistent when creating the Pledges/Recurring Gift Schedules

• Make sure they all get marked with the appropriate Approach (Employee Giving or Payroll Deduction)

• The Installment Dates and Frequencies should all be the same• When a new employee decides to make payroll deductions, add the

pledges/recurring gift schedules and use the same approach, scheduled date, and frequency as the other pledges/recurring gift schedules which are payroll deductions. For the first installment date, enter the date when the amount will be deducted from the employee's first paycheck.

4. Create a query based on the Approach criteria• Use Journal Entries as the Data Return Type

Payroll Deductions – Mass Update• When your organization receives the deposit for the payroll deductions

each pay period, apply the payments to employee pledges• Apply recurring gifts if you’re using Recurring Gift Schedules

• Run a Mass Update to add scheduled payments to the employee's journals

• Use the query that you created to identify payroll deductions • Use the pay period date as the pledge/recurring gift payment date

Recap

• What is a Mass Update?• Things to Remember• Types of Mass Updates• Things to Remember• Tracking Payroll Deductions

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Questions?

eTapestry’s Mass Update feature will save us a lot of time so we can spend more

time focusing on our mission! #bbcon

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Don’t forget to complete a session survey! Each completed survey enters you into a drawing to win a complimentary registration to bbcon 2015 in Austin, Texas*. 

*Blackbaud reserves the right to change or withdraw this promotion at any time, without advance notice. Promotion has no cash value and may not be exchanged, applied to, or combined with any other offer.

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