How to Navigate the Tools Tab in Donor Management

Let's Learn

• Getting to Know the Tools Tab
• Importing Donor Data
• Audit History
• Constituent Maintenance
• Gifts Maintenance 
• Merge Constituents 
• Constant Contact Integration 
• MailChimp Integration 

Getting to Know the Tools Tab

The Tools tab in GiftWorks Cloud allows you to: 

• Import data from other systems using formatted spreadsheets 
• Review any constituents that require maintenance 
• Merge constituents  
• Review any gifts that require attention 
• Synchronize with MailChimp and Constant Contact 

Importing Donor Data

Audit History 

The Audit History feature allows GiftWorks Cloud administrators to track all of the changes that have happened within the database. Examples of changes include: 

• Artez adds a constituent to GiftWorks Cloud 
• One of your users added a pledge payment to a constituent that is already in your database 
• A constituent address is updated 

To access your audit history, click on the Tools tab and then select Audit History

You will be presented with a list of all changes. To view the details of any change, hover over page icon under the Description column: 

You can also filter Audit History by a range of dates, users, actions, target area (such as constituent, pledges, donations, etc), and descriptions.  

Constituent Maintenance

In the Tools tab, you will find a featured called Constituent Maintenance.  

The Constituent Maintenance feature allows you to review any constituents that have been marked for maintenance. Constituent records can end up in this area because:  

• The record was created through an Artez event, a Bidding for Good auction, or a Panorama project
• The display name needs to be updated/reviewed because it is a duplicate of another name in the database, and you need to merge or approve the newly created constituent  

You can do a bulk review of these constituents by selecting the constituents and marking them for review.  

Once reviewed, those constituents will no longer appear in the "Constituents for Review" area.  

Note that prior to being marked for review, constituents will also have a flag in their constituent profile noting that they need be reviewed. You can also mark the record as reviewed here.

Gifts Maintenance

The Gift Maintenance feature works very similarly to the Constituent Maintenance feature. 

The Gift Maintenance feature allows you to review any payments that have been marked for maintenance. Payments end up in this area because they are created through an Artez event, a Bidding for Good auction, or a Panorama project.  

You can filter payments by display name, payment date, gift type, reason for review, any issues they might have, the fund name, and amount. 

In each payment line, you can either select "Clear now" to mark the payment as reviewed, or you can click "review" to go to the payment page. You can also check payments you wish to clear and click on the 'Clear Selected' button. You can clear ALL records at once by clicking on the 'Clear all' button.

Once reviewed and cleared the payment will no longer appear in the "Gifts for Review" area.  

Note that prior to being marked for review, payments will be flagged for maintenance in the payment page. You can also mark the record as reviewed here.

Merge Constituents

GiftWorks Cloud allows you to merge two constituents so that you can remove duplicate constituent records from your database. 

Select the Merge Constituents tool in Tools, and then elect a Primary and Secondary Constituent for the merge process. Note that the Secondary Constituent is removed from the database with any attributes such as notes and activity history moved over where the Primary Constituent has not already captured it fully. 

In this example, Todd Tibbets of 11829 Tulip Rd in Flower, Utah has been selected as the Primary Constituent. Under 'Secondary Constituent' we searched for 'tib' and this resulted in the record we've selected as the Primary as well as another record for 'Todd Tibbits' with email toddtibbets@xyz.com.

In this case, I believe the two constituents are actually one person. Click on 'Select' to select for the constituent you wish to merge into the Primary Constituent record.

Note: You are only able to select like constituent types to be merged.

• An individual constituent record can only be merged into another individual constituent record
• A company constituent record can only be merged into another company constituent record
• A household constituent record can only be merged into another household constituent record

If you do not see the option to 'Select' the record it is most likely not the same type of record as the Primary Constituent you selected. If you still wish to merge the records you'll need to update the constituent type so they match. To do this, under 'Constituents' search for the constituent whose type you will be updating, click on the Constituent Type icon and select the constituent type you wish to change it to.

After you've selected the Primary and Secondary Constituents, click on 'Preview Merge'.

Preview Merge will display exactly which fields will remain on the merged constituent after the process and which fields will be removed. The level of granularity shows you exactly what you will be getting after the merge takes place.

Note: Fields will only be removed from the Secondary Constituent never the Primary so you don’t lose any important details.

After clicking on 'Merge Constituents' if the merge is successful you will see the message:

To ensure complete transparency during this merge process, we also prompt your actions, and give full disclosure of all actions about to take place during the process. You then get all the information up front and get to give that all-important confirmation to the Giftworks application before proceeding. 

Fields will never be removed from the primary constituent. 

Constant Contact Integration 

MailChimp Integration

Next, let's learn more about the Top 5 Setup Features!