This section discusses working with code tables - the code tables are different value lists through out the system that allows you to customize the data you capture.
GIFTS Online has an Admin menu option called Classifications which allows you to access and modify your Classification code table settings directly.
Note: NOTE:This option is only be visible to those with Client Administrator access but it is made available to other roles by submitting a request to MicroEdge Technical Support.
The Classification Tables page:
All existing tables are listed alphabetically by Description along with the Classification Type and it is clicked to open an edit form for modifying settings.
Note: For the G/L Accounts table only, if Branch Security is enabled, you may first need to indicate which branch you wish to work with.
GIFTS Online divides classification tables into two broad categories – “System” tables, which have some specific purpose in the business logic, and “Coding sheet” tables, which are included in the Coding Sheet sections of the Organization, Request, and Contact data entry forms.
Here are some examples of the places where the code appears:
This menu option opens a new classification table edit form with the Name and Levels fields enabled.
This menu option opens the Coding Sheet Configuration form allowing you to re-order the coding sheets which appear on the Request, Organization, or Contact edit forms.
Note that red dots mean a required code selection.
For Requests only, a menu on the bottom lets you choose whether to make the selected required coding sheet mandatory at time of creation or upon approval of a Request.
NOTE: You may need to allow pop-ups in order to display the report.
This menu option displays a printer-friendly report of the Coding Sheets currently in use on your Organization, Request, and Contact edit forms.
Clicking on a listed coding sheet opens the Classification edit form.
To edit a value, hover the mouse cursor over it and click the Pencil icon.
The pop-up form gives you access to the following fields and options:
Parent - displays the code value and description of the next level up for 2nd and 3rd level values. Hidden if the current level is 1.
Code - (optional) a short version of the code (20 chars max). Only available on 1st and 2nd level values. When there is a code included in a Classification coding sheet value, the code shows throughout GIFTS Online, prepended in brackets to the Description.
Some examples of the places where the code appears:
- Coding Sheet Value selection fields
- In the edit forms for selected values
- In the edit form drop-down lists
- In the full search filters
Description - (required) the actual name of the code value. (255 chars max)
Disposition – Only available on 3rd level values. This field lets you define which disposition to make the value available for. Pending, Approved, Declined, or All(default).
Deactivate/Activate- toggles the status of the code value.
Delete - deletes the specific code value.
OK - closes the pop-up and refreshes the display to reflect the new value.
Add Another - only displayed creating a New/New Sub code value. Saves the current value and clears the pop-up form so you can add more values.
Cancel - Closes the pop-up without saving.
Printer-friendly Version: Clicking the Printer-friendly Version link on the edit form opens a new window displaying the classification table’s Description, Code, ID number, and Active status for all values.
Expand All/Collapse All: Expands or Collapses all levels of the value tree to the top level.
- Right Panel: Options here allow you to choose to include the coding sheet in your Request, Organization, or Contact edit forms. You can make some required, if necessary. Clicking the Pencil icon allows you to select a default value from a pop-up form.
Note: The configuration options available depends on the type of coding sheet selected.
Percentage Coding allows the assignment of percentages to code values selected from Request type code tables. The percentages are then used to calculate corresponding Request/Grant dollar amounts. These allocations can then be displayed in Views, ad hoc reports, Charts, and the Request record where they are assigned. They may be assigned in Online Applications.
Tables that are enabled
The following standard Request Coding Tables are enabled for percentages:
Maximum Number of Selections Per Table
To enable percentages for a code table, MicroEdge Technical Support must set the maximum number of selections to greater than one.
Please consider the maximum number of codes (2 to 20) you want to allow per table so you can advise MicroEdge Technical Support.
The current GIFTS Online maximum is 20 for each table.
The Charts dashboard part in GIFTS Online is able to reflect percentages when you choose to group on a classification table where percentages are tracked.
To include percentages in a chart:
1. Access the chart’s configuration form.
2. For Value Charted –
• Set Sum, Average, Min, or Max (Count cannot be used with percentages.)
• Set Category to Request
• Set Column to Grant Amount or Request Amount
3. For Group By –
• Set Category to Coding Sheet
• Set Column to the percentage enabled table desired
• Check the box to Use Percentages.
4. Click OK to save the configuration and go to your dashboard to see the chart.
If you choose this option, then both primary and secondary classifications are represented in the chart, and the value for each classification represents the appropriate % of either the Grant or Request amount.
If you do not choose to enable the option, then the full Request or Grant Amount is reflected in the “slice” for the classification flagged as the primary.
Note: When charting the number of records (rather than some amount), GIFTS Online charts a record only once by its (or its related Request’s) primary code only.
Percentage Coding is enabled to appear in letter or email correspondence through the GIFTS Online Document Template Manager.
Tip: Before accessing the Document Template Manager, make sure to take note of the tables that are currently enabled on your GIFTS Online site for percentages.
To Add Percentages to a New Template:
To Modify Existing Templates for Percentages:
When the correspondence is generated by a user, the percentage appears following the description value in parenthesis.
Example: West \ Arizona (50%)
Percentage coding is used in Online Applications to allow applicants the opportunity to enter percentages, but not the corresponding amounts.
The retrieval process brings in the percentages when creating or updating a Request, and calculate or recalculate the associated amounts.
Percentage Coding is displayed in custom Request Views by doing the following:
If at least one code table is enabled for percentage coding, the Coding section of a Request displays two additional columns. One column is for Percentage and the other for Amount. Only enabled code tables display values in these columns.
You can enter a value in either column and the system automatically calculates the associated value when you Tab or click out of the field.
An exclamation mark next to the primary amount means you are over or under 100% allocation.
Two icons are available next to each value selected.
Clicking the flag icon makes the value become the Primary. Clicking the X icon removes the value from the record.
To select code values, click one of the displayed Code table classifications.
If percentage coding is enabled, the Coding Sheet form has columns displayed for any percentage coding.
Percentage Coding Validation
The following validation rules apply when saving and closing the Request:
Percentage Coding with Request Approval or Rollback to Pending
When a Request is approved or rolled back to Pending, and the Grant amount changes, the system automatically adjusts the amounts in the Coding section.
Percentage Coding for Grant Amendments
Amending a Grant prompts the user to amend the allocations by opening a form entitled Grant Amendment - Adjust Percentage Coding.
In order to proceed, percentages has to be manually adjusted to account for the new Grant amount.
Percentages are displayed on the Search Results pages and saved Views by enabling a new option under the column’s Formatting settings.
When this box is checked, the percentage amount appears alongside the value.
Note that this applies to Table dashboard parts added to the Dashboard for Search Results, and to a table dashboard part associated with a saved View.
Blackbaud - Gifts Online