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Scenario: A prospector in your organization begins each quarter by querying constituent records for donors who gave a total of $1,000 or more the previous quarter. He has requested that the system administrator create smart fields to quickly calculate total giving for constituents. The gift smart field should also group constituents based on this his rating information: Fair = $1,000; Good = $3,000; and Excellent = $5,000. Finally, he asked that all gift types be included but not soft credits. The administrator will create two smart fields: one to determine gift amounts and another for gift dates. This procedure shows you how to create the revenue amount smart field. |
| 1. | From Administration, click Smart fields. The Smart Fields page appears. |
| 2. | Click Add. The Select a smart field definition screen appears. Definitions specify how to calculate a smart field. |
For this scenario, select “Constituent revenue amounts.”
| 3. | Click OK. The Add constituent revenue amounts smart field screen appears. |
| 4. | On the General tab, enter a name for your smart field. For this scenario, because the prospector refers to revenue as gifts, enter “Gift Amounts.” |
| 5. | In the Description field, enter a description for the field, such as how it should be used. |
| 6. | Under Value groups, add designations based on values as necessary. In this scenario, the prospector wants three value groups: “Fair” for $1,000 donors; “Good” for $3,000 donors; and “Excellent” for $5,000 donors. For information about how to add value groups, see Add Value Groups to a Smart Field. |
| 7. | Select the Parameters tab. |
| 8. | In the Value to return field, select the calculation type for the smart field. For this scenario, select "Total gift amount" because the prospector wants each constituent’s total gift for the previous quarter. |
| 9. | If necessary, select whether to base the smart field on specific dates or recent dates, and enter the time period for the smart field. |
For this scenario, the revenue date smart field and the values selected by the prospector in Query determine the time period for the smart field, so leave the fields blank.
| 10. | Under Revenue types and designations, select the revenue types to include in the smart field value. For this scenario, the prospector requested all types of revenue, so select all the checkboxes. |
Note: If you do not select any revenue types, the smart field will include all types.
| 11. | You can filter revenue included in the smart field value based on the designation associated with the revenue. Under Designations, search for and select the designations to use in your smart field value. If you do not select a designation, the value includes revenue from all designations. No designations were requested for this smart field. |
| 12. | You can filter revenue included in the smart field value based on the campaign associated with the revenue. Under Campaigns, search for and select the campaigns to use in your smart field value. If you do not select a campaign, the value includes revenue from all campaigns. No campaigns were requested for this smart field. |
| 13. | Click Save. The smart field is added to the system, and you return to the Smart Fields page. You now must process the smart field. This makes the smart field value available for queries, reports, and in related records. For more information about how to process a smart field, see Process a Smart Field. |