Tips and Considerations

Take care of your data - carefully consider best practices and streamlined workflows before you begin working in the program. Consistent data entry promotes healthy data management.

Think about instances where you may need to export (push out) data from your database with plans to import the data back in at a later time. For example, you create an import file of constituent addresses and export them out of your database to be reviewed by an outside source. When the addresses are updated, you create an import process (based on a batch template) to bring that data back in. As a best practice, we recommend you use caution when you import or export data to or from your database.

Carefully consider whether or not it is a best practice for you to delete a batch after committing it to the database. You can select the Delete batch after committing option when you add a batch template, a new batch, and when you specify commit parameters. When you delete a batch, it is permanently removed from your database and you cannot reuse its batch number. Each batch number must be unique. For more information, see Delete a Committed Batch.

To automatically save each row in the batch data entry grid as you work, select Enable auto-save. Each time you tab to a new row in the grid, the batch automatically saves. Saving frequently protects your data and offers one less step to think about. You can set this option when you add a batch template as well as a new batch. For more information, see Add a Batch Template.

You can create recurring import processes for imports used multiple times with different import files. For example, an import process can pull files with similar names repeatedly from the same location. For more information, see Import.

When creating a new batch template and batch, or when you customize fields for a batch, you can work with default fields and values. Defaults are guidelines you set up to simplify data entry. For more information, see Add a Batch Template.

When you minimize a batch data entry screen, the screen appears as a link at the bottom right of your browser. To maximize the screen, click the link.

As you enter information into a batch, you can use the toolbar ribbon to quickly find commands you need to complete a task. The tasks on the toolbar ribbon are unique to each batch type, and are grouped together under sections. Each section on the toolbar ribbon relates to a type of activity, such as Configuration, Processes, or Messages. For more information, see Batch Entry Toolbar.

On the batch data entry screen, to quickly perform tasks on the toolbar ribbon using your keyboard, click Ctrl + M. Shortcut keys are then displayed over each task that is available in the current view.

To access a task on the toolbar ribbon, click the corresponding letter. To exit the shortcut key display mode, you can select Esc, or simply click your mouse.

To move quickly to the first field of the next batch row, click Ctrl Enter on your keyboard.

In the batch data entry grid, some fields also include a sub grid that displays several associated fields for data entry. For example, when you click in the Phones field in the batch data entry grid, a sub grid displays additional fields, such as Phone type, Seasonal start, and Seasonal end.

At times, fields on the batch data entry screen may be disabled. Certain actions may also be disabled in the toolbar. Disabled fields and actions are directly related to the type of batch you are using as well as the type of action you are trying to complete. For example, in an constituent update batch, you must select a constituent in the Constituent field to enable the Set row message task on the toolbar.

When a batch is ready to move to the next step in the workflow, you can update its status.

For example, your organization’s workflow for a constituent batch specifies that after you enter data into a batch, an approver must validate the data entry before the program commits the batch to the database. To submit the batch for approval, you must update its status to the next status of the workflow. You can update a batch to the next workflow status from the Batch Entry page or the batch data entry screen. For more information, see Update a Batch to the Next Workflow Status.