Set up stewardship fields

Your system has four field categories, dealing with each of the following:

• A fund is an amount of money set aside for a particular purpose, such as an award, a specific program, or endowed chair

• A donor contact is someone—usually on behalf of the original donor—who receives updates related to a fund (fund performance, recipients, disbursements)

• A disbursement is a collection of data points about an recipient—often related to the original awarding criteria

• A recipient is someone benefiting from a donation (e.g., student, client, etc.)

Contact fields are meant to store internal information about donor contacts (e.g., address, phone number).

Fund, recipient, and disbursement fields are meant to share external information with your donor contacts (e.g., award details, fund balances).

When working with all types of fields, you have the following options:

• Order: Use this column to drag and drop fields into a specific order

• Field ID (recipient and disbursementonly): Unique ID for this disbursement field

• Label: Change the name for this field for internal and external audiences

• Type: See and update the field type (e.g., currency, standard text, etc.)

• Response Limit: Specify whether multiple responses should be expected for this field

• Enabled?: Deselect this check box to remove this field from your system and move it to the Disabled Fields tab

To save any changes, go to the bottom of the page and select Update Fields.

Since fund, recipient, and disbursement fields are meant for external audiences, you may want to have fields visible in your system but not visible to donors.

Fund and recipient fields

All funds and recipients show the same information across your system. To control which fund or recipient fields are visible to donor contacts, select or deselect Contact Visible? on those fields.

Note: To make fund fields visible on Award Management portfolios, select Portfolio Visible?.

Disbursement fields

Since disbursements are related to specific awarding criteria, you may want to include different fields on different funds.

To update fields on one or more funds:

1. Select Stewardship, Funds.

2. Select one or more funds.

3. Select Act on Selected, Add Contact Visibility or Act on Selected, Remove Contact Visibility.

4. Select the specific fields to add or remove as contact visible.

   Note: Though all potential fields appear in this list, only those included in the opportunity's questions will be added or removed from each fund.

5. Select Update Contact Visibility.

To update fields on an individual fund, make your changes from the Disbursement Fields tab.

After initial implementation, you may want to add more fields to your funds and contacts.

Usually, you'll add these fields as part of updating your import file. For more on working with import files, see Fund and contact imports.

To add new fields:

1. Add a new heading to your import file.

2. Perform an import and refresh the page.

   • Though your import's Status will be failed, this action adds a new import header to your fields

3. Select Site, Settings, then select the field type.

4. Select Add Field.

5. Enter the field's information. If you've added a new import field, you'll want to map your import header to this field.

6. Select Create Field.

Disbursements

To add new fields to disbursements:

1. Add a question to an opportunity, application, or your user import file.

   • Make sure your question is marked Stewardship Visible

2. On one or more funds, make your disbursement fields visible. For more information, see Update field visibility.

Recipients

To add a new field to recipients:

1. Add a new disbursement field.

2. Go to Site, Settings, Recipient Fields.

3. Go to the Disabled Fields tab.

4. On your new field, select Enabled?.

5. Select Update Recipient Fields.

For more information, see Add legends to fund snapshots.