Editable check box

Julianne Coleman

I am trying to explain the Editable check off box under the Adressee/Salutation tab to someone. They have it configured (some how) that all Primary addressee and Primary salutions always have the box checked off. So when someone makes a change to a name on the Bio 1 screen it does not auoimatically update the Addressee and Salutation tabs.Does anyone else do that??  I have always only checked off the editable box if the name needs to be different that the name on Bio 1 tab. Their explanation is that because of the version of RE that needs to be checked off all the time....HELP Please!

Naomi Harding

Julianne Coleman:

I am trying to explain the Editable check off box under the Adressee/Salutation tab to someone. They have it configured (some how) that all Primary addressee and Primary salutions always have the box checked off. So when someone makes a change to a name on the Bio 1 screen it does not auoimatically update the Addressee and Salutation tabs.Does anyone else do that??  I have always only checked off the editable box if the name needs to be different that the name on Bio 1 tab. Their explanation is that because of the version of RE that needs to be checked off all the time....HELP Please!

Hi Julianne,

I've seen several clients whose constituent records have the Editable option checked for Primary Addressee and Primary Salutation if their data was converted or imported from en masse from some other application. Although it is possible to import a non-editable Addr/Sal using the formula id numbers, when processing in bulk, it is very time consuming to work to identify the correct formula for each row so many people simply import the values they had stored in their legacy data.

You are correct that the fact that the information updates in the Addr/Sals only if they are not marked Editable which is the reason that we recommend that the Editable feature be selected only when a formula will not meet the needs.

Thanks,

Naomi

Melissa Graves 2

Julianne Coleman:

I am trying to explain the Editable check off box under the Adressee/Salutation tab to someone. They have it configured (some how) that all Primary addressee and Primary salutions always have the box checked off. So when someone makes a change to a name on the Bio 1 screen it does not auoimatically update the Addressee and Salutation tabs.Does anyone else do that??  I have always only checked off the editable box if the name needs to be different that the name on Bio 1 tab. Their explanation is that because of the version of RE that needs to be checked off all the time....HELP Please!

Ideally they should be unchecked and using the options in the drop down. NO version of RE7 requires that they be checked all the time that I am aware of. You should be able to use information from Knowledgebase on the editable checkbox that supports this.

It is possible that as Naomi said, they converted their data and their conversion consultant did not guide them through the process of cleaning up and unchecking the boxes (it takes a long time). But there is no reason that adding new constituents that the checkbox needs to be checked - only if the option you want in the drop down is not listed and you need to do a "custom" entry.

Julianne Coleman

Melissa Graves:

Ideally they should be unchecked and using the options in the drop down. NO version of RE7 requires that they be checked all the time that I am aware of. You should be able to use information from Knowledgebase on the editable checkbox that supports this.

It is possible that as Naomi said, they converted their data and their conversion consultant did not guide them through the process of cleaning up and unchecking the boxes (it takes a long time). But there is no reason that adding new constituents that the checkbox needs to be checked - only if the option you want in the drop down is not listed and you need to do a "custom" entry.

Thanks. They do web feeds here, so that's why all the Editable boxes are checked off. I still don't understand it fully. I just wanted to make sure I wasn't going crazy - I never had those checked off unless the Addressee/Salutation was not listed and something special had to be added. It's a lot of clean up after the fact - which drives me crazy but was just told by a former staff that it is really nothing I can do about it : (

Thanks again!

Julianne

Melissa Graves 2

Julianne Coleman:

Thanks. They do web feeds here, so that's why all the Editable boxes are checked off. I still don't understand it fully. I just wanted to make sure I wasn't going crazy - I never had those checked off unless the Addressee/Salutation was not listed and something special had to be added. It's a lot of clean up after the fact - which drives me crazy but was just told by a former staff that it is really nothing I can do about it : (

Thanks again!

Julianne

Can you explain what you mean by "web feeds" and why you think that it means all records require this editable checkbox?

Julianne Coleman

Melissa Graves:
Can you explain what you mean by "web feeds" and why you think that it means all records require this editable checkbox?

 I'm not very technical but the former employee explained it sort of like Naomi did - we have a lot of gifts/bio info that come through automatically through different web sources (online, etc) and IT (IM) probably didn't use the correct formula for each row of imports.......that's the best I can explain it. Things are done in a different way here.

Thanks

Julianne

 

 Naomi: "Although it is possible to import a non-editable Addr/Sal using the formula id numbers, when processing in bulk, it is very time consuming to work to identify the correct formula for each row so many people simply import the values they had stored in their legacy data."

Melissa Graves 2

Julianne Coleman:

 I'm not very technical but the former employee explained it sort of like Naomi did - we have a lot of gifts/bio info that come through automatically through different web sources (online, etc) and IT (IM) probably didn't use the correct formula for each row of imports.......that's the best I can explain it. Things are done in a different way here.

Thanks

Julianne

 

 Naomi: "Although it is possible to import a non-editable Addr/Sal using the formula id numbers, when processing in bulk, it is very time consuming to work to identify the correct formula for each row so many people simply import the values they had stored in their legacy data."

However, what Naomi says applies to legacy data - the original data imported in. New data, as you add new people to your database, this does not need to apply. In fact, I strongly do not recommend entering all records this way. 

There is also no reason not to begin to slowly correct those who have an editable record. It took us some time (nearly 2 years because it was done slowly as people gave) but we now have cleaned up the last 3-4 years worth of donors records to have normal add/sals and not editable (unless necessary).

Julianne Coleman

Melissa Graves:

However, what Naomi says applies to legacy data - the original data imported in. New data, as you add new people to your database, this does not need to apply. In fact, I strongly do not recommend entering all records this way. 

There is also no reason not to begin to slowly correct those who have an editable record. It took us some time (nearly 2 years because it was done slowly as people gave) but we now have cleaned up the last 3-4 years worth of donors records to have normal add/sals and not editable (unless necessary).

Unfortunately, when that check box is removed from a record, once you close the record it automatically checks off....so it is definetly something that IT has done.

Thanks

 

JoAnn Strommen

Julianne Coleman:

Unfortunately, when that check box is removed from a record, once you close the record it automatically checks off....so it is definetly something that IT has done.

Thanks

 

If I have an editable box checked  and have edited the addressee, when I uncheck the box the format returns to the selected addressee before being edited. It is saved without box checked but with selected format.  If editable box is checked for an addressee format that is selected but not edited, the box remains unchecked when saving.

I'm wondering if you even have an addressee format type selected as part of your import so that it can save it without the editable box checked. 

I'd call support - and go for a screen share if needed to show them what's happening.

Just what came to my mind...

Melissa Graves 2

Julianne Coleman:

Unfortunately, when that check box is removed from a record, once you close the record it automatically checks off....so it is definetly something that IT has done.

Thanks

 

i, too, would call support. I am not sure that there is anything your IT department can do in this area to make happen what you are saying is happening.