Add Batch Assignments

From the Add batch assignment settings screen, you can add a batch assignment to select the batch template and batch owner for the batch assignment setting. When you add multiple batch assignments, you can use transaction filters to assign transactions to batch owners based on selection criteria or web page.

When you add a batch assignment for donations, you can assign the donations to a default tribute if they meet criteria that you specify. For example, you can assign all the donations that you receive on a specific page to the same tribute.

  1. On the Add batch assignment settings screen, select Add in the Batch assignments grid. The Add batch assignment screen appears.

    Note: If you cannot select Add, make sure a type is selected in the Transaction type field. The Batch assignments grid is disabled until you select a type.

  2. In the Name field, enter a unique name to identify the purpose of the batch assignment.

  3. Under Transaction filters, select the criteria to use to assign transactions to a batch. In the Assign by field, select the category to filter against. For example, select "Constituents" to filter based on the constituents who submit transactions or "Page" to filter based on the web pages where transactions occur.

  4. In the field after the Assign by field, select the subset of the category to include in the batch assignment. For example, if you assign transactions based on the constituents who submit them, enter a selection of constituents such as board members or major donors. If you assign transactions based on the web pages where they occur, enter the IDs for the web pages.

    The field after the Assign by field depends on the category you select.

    • If you select “Page,” the Assign by page field appears. In the grid, enter page IDs for the web pages to include in the batch assignment. To search for a page ID, select the binoculars. A search screen appears.

    • If you host multiple Blackbaud Internet Solutions (BBIS) websites and select “Blackbaud Internet Solutions (BBIS) Site,” the Assign by site field appears. In the grid, select the sites to include in the batch assignment. Sites only appear if you have the proper security rights.

    • For all other selections, the Assign by selection field appears. Enter the selection to include in the batch assignment. To search for a selection, select the binoculars. A search screen appears.

  5. In the Batch template field, select the batch template to use. The batch template defines basic information about the batch such as the fields to include and default values. For profile updates and event registrations, the program includes default Blackbaud Internet Solutions (BBIS) batch templates, while you must create batch templates for donations, event registration, and memberships.

    Note: Batch templates for profile update, event registration, and memberships transactions use a workflow that requires the first step be in an editable state. This allows the program to create uncommitted batches when you download transactions and to insert data from website users in those batches. If the first step of the workflow is not in the editable state, your batch template does not appear in the Batch template field. For information about batch workflows, refer to Batch Workflow Record.

  6. In the Select owners for batch assignment grid, select owners for the batches where the program downloads transactions. If you do not select an owner, the program automatically assigns batches to default batch owners.

    If you select multiple batch owners, separate batches are created for each batch owner, and transactions are assigned in round-robin order. For example, if you select two batch owners and download four transactions, two transactions are assigned to each batch owner.

    Note: Each time you download transactions, the round robin-order assignment order starts over with the first batch owner. For example, if you select two batch owners and download three transactions followed by three more transactions later, two transactions from each download are assigned to the first batch owner for a total of four transactions, while only one transaction from each download is assigned to the second batch owner for a total of two transactions.

  7. To assign the constituent records that are created when you commit the batch to a specific security group, in the Default constituent security group field, select the security group authorized to manage the constituent records. The system administrator configures the selections available for this field.

  8. If your organization includes multiple sites, in the Constituent site field, select the site to associate with the batch assignment.

  9. In the Default account system field, select the account system to use for the batch. Revenue transactions in the batch for the batch assignment are associated with that account system by default. However, you can manually change the account system for transactions in the batch.

  10. When you add a batch assignment for donations, the Default tribute field appears. To assign the revenue records that are created when you commit the batch to a specific tribute, select the binoculars and use the Tribute Search screen to find the tribute in your database.

  11. Select OK. You return to the Add batch assignment screen.