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Section 3 |
The Tools Utility of TheGreatMultitude is designed to give the user maximum flexibility in forming TheGreatMultitude into a tool suited for their individual needs and purposes.
The Objective of this section is to acquaint the user with the various tools available to modify TheGreatMultitude. By the end of this section the user should be able to utilize all of the tools available, to modify and personalize TheGreatMultitude to meet their individual needs.
The Tools Utility is accessed from the Main Partner Screen by
clicking Tools 
on the Menu Bar or by keying Alt+O.
This will open the Tools Utility Screen.
The left-hand side of this screen is a Vertical Toolbar with icons for the various areas that can be modified by the user. The majority of this screen is taken up with a brief text description of what each icon will allow the user to adjust or change.
To change the current password, the user must click on the
Change Password icon 
on the Vertical Toolbar. This will open the Change Password window.
The user must then type in the old password, then tab to
the next block, input in the new password, tab to the next block, input the new
password again to confirm, then either tab to and click on the OK button 
, or cancel
button
as
appropriate.
Changing passwords is something that should be done periodically. Changing it lessens the likelihood of unauthorized access to TheGreatMultitude. Having multiple users with the same password is not recommended.
One of the strong points of TheGreatMultitude is the ability to have multiple users in multiple locations with complete access to the information it contains. This will enable one user to be on a mission trip or on the road while another is at home tracking contributions. Only an authorized user can establish Additional Users.
To add a new user or to modify an existing one, an authorized
user must click on the Users icon 
on the Vertical Toolbar. This will open the Edit Users window.
This window will show all of the users who are active and authorized to use this account. Those without the active box checked will not have access.
To add a new user, an authorized user must
click on the Add New button 
.
User Initials should be the First, Middle and Last initial of the new user’s name. Two or more people may use the same initials.
Name should include first and last as a minimum.
The Logon Name must be the new user’s valid E-Mail address. If a valid E-Mail address is not available, then this user cannot be added.
The new user’s Password must be entered in the Password text box and in the Confirm Password Text box.
The Active User box must be checked for this user to have access.
After adding the information for the new user, the user must click on Save 
or Cancel 
as appropriate.
Editing a user follows the same procedures as above except
that the Edit button 
must be selected after clicking on and
highlighting the desired User.
To permanently remove a user, an authorized user must
click on and highlight the desired user then click on the delete button 
on the Edit Users window. The user who
originally opened the account, identified by their initial logon E-Mail
address, is considered the Master User. TheGreatMultitude will not allow the Master
User to be deleted.
The user must click on the Exit button 
to return to the Tools Menu.
TheGreatMultitude allows the user to set many of the default values used within it including the term used throughout TheGreatMultitude for Partners, the area code for phone numbers, the country used in the addresses, rollup months for calculating Donor Levels and the salutation for mail merge letters.
To edit the default Options, the user must, click on the
Default Options icon 
on the Vertical Toolbar. This will open the Default Options window.
Figure 3-6 Edit Default Options
Changes are made by typing the new default into the appropriate text box or by selecting from a drop-down menu.
The term Partner is the default term for the individuals and/or ministries/businesses etc. whose information is being recorded. If desired, this can be changed to a term that is more familiar or comfortable for the user such as Donor, Contributor, Friend, etc. The singular form of the term should be entered rather than the plural, i.e. Friend instead of Friends, TheGreatMultitude will add the “s” in the appropriate places.
Setting the default Area Code saves the user from having to enter the same area code when entering the phone number for a series of Partners.
The Default Country is selected from the drop-down menu on the right. This saves the user from having to enter the same Country when entering the addresses for a series of Partners.
Roll Up Months is a numeric value and will be discussed in greater detail under Donor Level.
The Default Salutation for mail merge letters is also selected from the drop-down menu on the right.
Once the selections have been made, the user must click on
Save or Cancel as appropriate.
There are many places within TheGreatMultitude where drop-down menus are utilized to give the user a select choice of options. Seven of these are definable by the user. They are; Class, Giftsource, Marital, Phonetype, Pledgetype, Suffix, and Title.
To edit the drop-down choices, the user must click on the
Drop-Down Choices icon 
on the Vertical Toolbar. This will open the Drop-Down Choices window.
Figure 3-7 Edit Drop-Down Choices
By clicking on the drop-down menu, the user can select which drop-down menu to edit.
Figure 3-8 Edit Drop-Down Choices - Marital
Once the drop-down menu is chosen, the selections that are
available within that menu will be shown.
At this point, the user can click on the Add New button 
to create a new choice within the specified
drop-down menu.
Figure 3-9 Add New Drop-down Choice
The user should then enter the choice description.
Sort Order is used to establish in which sequence the choices will appear in the menu. Lower numbers are listed first. Items with the same Sort Order are listed alphabetically. In normal usage, the user should leave this blank. TheGreatMultitude will then insert a “1” and all items will appear alphabetically. If there is a drop-down choice that is used with greater frequency than any other, it should be assigned a Sort Code of “0” by using Edit and then it will appear at the top of the drop-down menu.
Group Code allows the user to further define the Drop-down Choices.
The Active Drop-down Choice check box is used to determine whether this choice will appear in the menu or not and is the only way to remove an option from a drop-down menu.
When finished, the user
must click on Save or Cancel as appropriate.
Editing a drop-down
menu follows the same procedures as above except that the Edit button (Alt+E) must be selected after highlighting
the desired drop-down menu.
The user must click on the Exit button to return to the Tools Menu.
There are 31 blank Search Groups/Categories available for the user to define. These are used to assign Partners to miscellaneous categorizing groups such as Youth Missions Member, Christmas Card List, etc. and allow the user to distinguish which Partners will receive specific letters or E-Mails.
To define a Search Group/Category, the user must click on the
Search Groups/Categories icon 
on the Vertical Toolbar. This will open the Search Groups/Categories
Window.
Figure 3-10 Edit Search Groups
The user should click on the desired search Group to be
edited, then click on the Edit button to edit the selected search Group. Editing any of the “Not Used” Search Groups will allow the user to create a new
Search Group.
Figure 3-11 Edit Search Group
Description
A check in the Active box activates the selected Search Group. When active, it will be shown under the Comments/Search Groups Tab.
When finished, the user
must click on Save 
or Cancel 
as appropriate.
The user must click on the Exit button 
to return to the Tools Menu.
Ten User Defined Fields are made available to assist in recording additional information about Partners. Active User Defined Fields show up on the Additional Information tab of the Main Partner screen.
Figure 3-13 User Defined Fields
To edit a User Defined Field, the user must click on the
User Defined Fields icon 
on the Vertical Toolbar. This will open the Edit User Defined Fields window.
Figure 3-14 Edit User Defined Fields
To define and activate a field, the user simply types into the adjacent text box in the description of the field desired.
A blank field is inactive and will not appear.
Once finished, the user must click on Save or Cancel as appropriate.
User definable fields are for storing
additional information about the Partners but are not searchable. To identify a partner with a group, use the
Search Groups.
One of the more important aspects of managing any ministry is the consistent ability to track where gifts/contributions/donations come from and just as importantly what ministry program they are to be used for. Gift Codes work in concert with Gift Sources to define and track that relationship.
Most ministries will have multiple gift sources that need
to tracked, some in more detail than others.
Ministry A may simply track gifts as Tithes, offerings and other. Ministry B may need to track general
offerings, offerings from meetings and offerings from weekly service. A
traveling ministry may need to gifts by the conference the generated the gift
such as,
To add a Gift Source, the user must click on the Drop-Down
Choices icon on the Vertical Toolbar. This will open the Drop-Down Choices
window. The user then clicks on
GIFTSOURCE. This will open the Gift
Source Choices window.
Figure 3-14.1 Select Gift Source
Figure 3-14.2 Gift Source Choices Window
Now the user should click on the Add New button 
. This will open the Add New Gift Source
window.
Figure 3-14.3 Add New Gift Source
The user should use the Drop-down Choice Description text box to adequately describe the source of gifts; not the Donor who gave, but the event or other reason for the gift such as tithes or offerings. Gift Sources track the source of the gift not the actual Donor.
Gift Codes show which ministry program the money is
designated for. Some sample Gift Codes
might be Youth Trip to
Ministry A has a food bank that receives donations from the Youth Group and from a local supermarket. To track these funds would require 2 Gift Codes; FB-YG (Food Bank – Youth Group) and FB-SM (Food Bank – Supermarket). If the Seniors Group holds a car wash to raise some extra money for the food bank then a new Gift Source would need to be created through the Drop-down Choices editing tool and then a new Gift Code; FB-SCW (Food Bank – Seniors Car Wash). The Gift Code then shows both where the money came from and to which ministry program it went to.
If the Youth Group also helps to support the
For example; if Steve gives $20 for the food bank at his youth group meeting, then the gift would be entered into his Partner record with the Gift Code FB-YG, showing where he gave it and where it is going.
The user can track who made the gift by looking at the Partner; under what circumstances they gave it, i.e. tithes, offering, at a convention, carwash; and the ministry program it is intended for.
Click on the Gift Codes icon 
on the Vertical Toolbar. This will open the Edit Gift Codes window.
Click on the Add New
icon to create a Gift Code.
The Gift Code is limited to 6 characters and must be unique.
Gift Source is chosen from the drop-down menu. The Gift Source must have been previously entered into the Drop-down menu by editing the Drop-down Choices.
The description may be as long as 40 characters.
The Account Number is the general ledger account number for the associated program or ministry receiving the funds.
Partner ID is not currently used.
Checking the active box determines whether the selected Gift Code will be available for use.
Checking the Exclude from Donor Code will prevent TheGreatMultitude from using contributions with this Gift Code in calculating Donor Level.
Once the user is finished, click on Save or Cancel as appropriate.
Editing a Gift Code follows the same procedures as above except
that the Edit button must be selected after highlighting the
desired Gift Code.
To safeguard against inadvertent user duplication or deletion, there is no provision for deleting a Gift Code. If a Gift Code is no longer being used, go to Edit and un-check the Active box.
The user must click on the Exit button to return to the Tools Menu.
One of the methods provided by TheGreatMultitude to help the user manage their support base is by determining the level of giving by each Partner. The Donor Level is a calculated field determined by the number of gifts and/or amount given over a set period of time. The user defines all of these variables beforehand.
To define a Donor Level, the user must click on the
Donor Levels icon 
on the Vertical Toolbar. This will open the Edit Donor Levels window.
Under Timeframe, L = Lifetime, Y = Year to Date, and R = Rollup. See below for details.
To create a New Donor
Level, the user must click on the
Add New button 
.
Figure 3-18 Add New Donor Level
The three radio buttons at the top require the user to make a unique choice as to what time period is to be used for calculating the Donor Level.
A Lifetime Calculation time includes any donation ever recorded by this Partner.
Rollup includes only donations made during the
previous number of months as defined by the user. The user can set the default in the Defaults
Options area of the Tools Menu. It can
also be changed on the Add New Donor Level window by clicking on the Change Rollup Months button 
.
For example, if the user wants to assign Donor Levels based on the Partner’s pattern of giving over the last two years, then the Rollup Months should be changed to 24. If the user assigns Donor Levels based on only the last 9 months of giving, then Rollup Months should be set to 9.
To aid the user in maintaining consistency, TheGreatMultitude will track one (1) Rollup period. If Rollup months are changed for any one Donor Level, it will be changed for all Donor Levels.
When Year to Date is selected, only donations received since January 1 of the current calendar year are considered.
The user enters the name of this Donor Level in the Donor Level Name text box.
Donor Level Description is a text block that allows the user to describe this Donor Level.
To enhance the user’s options for defining Donor Codes, the user should enter a number in the Donor Level Ranking that reflects the relative commitment of the Donor Levels. If “Platinum Donor” is the most committed of 5 Donor Levels, then the calculation order number should be 5. If “Friend” requires a lesser level of commitment, then the calculation order number should be correspondingly less.
# of Gift(s) is the minimum number of individual gifts received over the defined calculation time that will qualify a Partner for this Donor Level.
The Gift(s) Total Amt is the minimum total gift amount received over the calculation time that will qualify a Partner for this Donor Level.
The “OR” and “AND”check boxes allows the user to establish an “and/or” relationship between # of Gift(s) and Gift(s) Total Amt . If a Partner must have given at least 3 gifts totaling at least $300 to qualify then the # of Gift(s) would be 3, the “AND” box would be checked, and the Gift(s) Total Amt would be $300. If a Partner must have given at least 3 gifts or a total of $300 in gifts to qualify, then the “OR” box would be checked.
Once finished, the user must click on Save 
(Alt+S) or Cancel (Alt+C) as appropriate.
Editing a Donor Level follows the same procedures as above except
that the Edit button 
must be selected after highlighting the
desired Donor Level. The Non-Donor level is a fixed level and can only have the name
and description changed.
To delete a Donor Level, The user must highlight the
desired Donor Level on the Edit Donor Levels window and then click the Delete
button 
. The
“Non-Donor” level is fixed and cannot be deleted.
The user must click on the Exit button to return to the Tools Menu.
One of the more time consuming tasks involved in managing any ministry is maintaining an accurate and current record of pledged gifts. TheGreatMultitude assists the user in this record keeping by tracking pledges made, received and due. It also matches a pledge with a Gift Code to maintain continuity.
To define a pledge, the user must click on the
Pledge Names icon 
on the Vertical Toolbar. This will open the Edit Pledge Names window.
To create a Pledge Name, the user must click on the
Add New icon 
.
Figure 3-20 Add New Pledge Name
Pledge Name is the name by which the user tracks pledges. It should be descriptive enough to allow the user to readily identify the particular ministry program which is to receive these funds.
The Gift Code is chosen from the predefined drop-down menu. This is where the importance of defining accurate Gift and Gift Source codes comes into play.
The description block is a text box that allows the user to enter a more detailed description of this pledge program.
The Active box must be checked to accept any new funds into this pledge.
Once finished, the user must click on Save or Cancel as appropriate.
Editing a Pledge Name follows the same procedures as above except
that the user must click on the Edit button .
To safeguard against inadvertent user duplication or deletion, there is no provision for deleting a Pledge Name. If a Pledge Name is no longer being used, the user should go to Edit and un-check the Active box.
The user must click on the Exit button to return to the Tools Menu.