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You can add or edit family records by navigating to Families > Families. As new families join your diocese, use the following procedures to create a record for each family.

Useful Information

To ensure that you don't add a family that already exists in the database, perform a search for the name using the navigation tools.

 To add a family
  1. In the navigation pane, click Primary Information.
  2. At the top, click Add Family. The Primary Information window displays.
  3. Enter the family name. Depending on your user preferences, the Family Name dialog box automatically displays. You can also click the ellipsis (...) to display this dialog box.
  4. After entering the name information, click Apply/OK.
  5. Enter any other family information you want in the record, and click Save.
 To insert a remark
  1. In the navigation pane, click Primary Information.
  2. Locate the appropriate family.
  3. Under Remarks, select General or Confidential.
  4. In the Remarks text box, enter notes or comments.
  5. To check spelling, right-click in the text box, and click Spell Check.
  6. Click Save.

Useful Information

You can protect remarks with a password so that only those authorized can view or edit them. On the Administration tab, click Users & Passwords. Under Program Area, locate Families > Confidential Fam Remarks. Select the security option you want.

 To associate a keyword with a family
  1. In the navigation pane, click Primary Information.
  2. Locate the appropriate family.
  3. Above the Family Keywords grid, click the add icon .
    • To select a keyword from the current list, click the drop-down arrow.
    • To add a new entry, enter a description, press Tab, and click Add to the List.
  4. Click Save.

   

Additional Field Information

Primary Information

  • ID Number — Enter the family’s primary diocesan number. If configured in Setup > ID Number Options on the File Menu, the program automatically assigns this number when adding new families. You can assign the same ID number to duplicate records, if needed.
  • Parish Env. — Enter the envelope number used by the family at the local parish.
  • Inactive — Select if the family is inactive. If selected, the family's record remains in the database but is ignored by the program during processing.
  • Inactive-Parish — Select if the family is inactive in the parish. If this is selected, but Inactive is not, then the diocese does not recognize the family as inactive.
  • Duplicate — Select if the family is involved in multiple parishes, but the parish on this record is not the primary. If selected, the family is not included in reports for this parish.
  • Parish/Org — Click Manage Parishes to add or change the primary parish or add another parish for this family. If you cleared the Force the use of Manage Parishes option in the Initial Setup window, you can select the parish/organization from the drop-down lists. But be careful, as changing the parish can affect synchronization.

  • Registered — Enter the date (MM/DD/YYYY) that the family registered, or click the calendar icon to select the date from a calendar.
  • Subscriber — Select if the family receives a Diocesan newspaper.
  • Exp Date — If the family is a subscriber to the Diocesan newspaper, enter the subscription expiration date.

  • Status — Enter a description of the marital status of the family, such as "married" or "single". You can also use this field for additional information, such as "single parent", "major donor", and so on.
  • Left Parish — When a family is no longer a member of one of your parishes, enter the date they left, or click the calendar icon to select a date. Select Inactive as well.
  • Street Addr — Enter the address of the family residence. If the mailing address is different from the home address, enter it under Mailing Address in the Other Addresses section.
  • Map — View a map for the address listed. The map displays an Internet mapping service. To select another map service, click Mapping Preferences at the top of the window. You must have an active Internet connection to use this feature.
  • Addr Line 2 — If a second line is required for the address, enter it here. If the family has a mailing address, such as a P.O. Box, enter it under Mailing Address in the Other Addresses section.
  • City/State — Enter the city/state for the street address. This optional keyword field uses names from the City/State Names list. If the city/state name you enter is not in the keyword list, a dialog box displays where you can add it.
  • ZIP/Postal — Enter the postal code. To view the CASS Certification information, click in this field. The Extra Information window displays. You can also view or edit the Delivery Point, Carrier Route, and Line of Travel information here.
  • Send No Mail — Select if the family does not prefer mail at the address.
  • All Addresses are Unlisted — Marks all of a family's addresses unlisted. This is a good way to make sure the addresses of people like police, judges, or celebrities are not published in reports or directories.
  • Geog. Area — Define a geographic area to group families in close proximity. This optional field can be useful if you want to organize neighborhood canvasing or if you want to inform people of upcoming events in their areas.
    Enter any combination of numbers and letters. Be consistent so that families are sorted correctly when you print reports by area. For example, if you define your geographic area with an alpha-numeric format, such as AB–12, make sure you use that format consistently for all family records in that area.
  • Phones — Enter the family phone numbers. There is no limit on the number of phones you can enter. If applicable, you can enter up to six digits for a phone number extension. You can select (or add) a description keyword to identify the phone number, such as "Home" or "Cell." Select Unl. to indicate an unlisted number.
  • Emails — Enter the family's email address. You can add multiple email addresses and send an email to all listed email addresses. Select Pref. for a preferred email address. Select Unl. if you want the email address to be omitted from reports created for external use.
  • Family Keywords — Use this list to enter miscellaneous information that describes the family. You can select from the keywords that were set up in the family keyword lists, or you can add them. If you enter keywords that aren't included in the predefined list, the Not in the List dialog box displays. Use the add , delete , and reorder  icons to manage keywords. 



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