How to code potential vendors, sponsors, silent and live auction donors, hosts and participants for multiple events?

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Michael Ugarte
Michael Ugarte ✭
Ninth Anniversary Photogenic First Reply
in Blackbaud eTapestry® General Discussion
Our hope is to efficiently establish a process to add contacts into eTapestry who are potential vendors, sponsors, silent and live auction donors, hosts and participants for multiple events.  We would like to “code” them in some way to be able to query specific groups for promotion or solicitation in advance of the event. After events we would like to “code” each group of attendees, sponsors, donors, etc. to be able generate lists etc.


Where is the best place to do so in eTapestry? Through the Journal by use of notes, contact, participation? Or through user-defined fields?


What are some of the things that must be considered in advance to ensure the most powerful and efficient use of the data for entry and reporting?


Thank you all in advance for the help yes


Michael Ugarte

Halifax Humane Society, Inc. 

Daytona Beach, Florida

 
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  • Judith Youngblood
    Judith Youngblood ✭
    Tenth Anniversary Facilitator 1 Name Dropper Photogenic
    I prefer UDFs for ease of viewing and data extraction. While it would be lovely if you could have a UDF with subdivisions in it (like a UDF of Event Participation with your event under that and types of participants like you asked about under that), it isn't possible in eTap. So you would have to make a Category of Event, a UDF of Event Particpation and choices (probably checkboxes) of Vendor - Gala 2016, Sponsor - Gala 2016, etc. When the event is fully done, you can disable those UDFs so you can't make a mistake of data entry.


    Now silent and live auction donors can also be marked with a UDF in the gift itself (assuming you are putting in that donation as as GIK.) You can create a UDF of Type of Auction donation with Silent, Live and whatever other type you might have. So often you don't know when you record the gift, however, how you are going to use it. This method may require some doubling back.


    Does this help?


    Judith Youngblood

    Wist Data Solutions 

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