DonorSnap Administering Users Tutorial SCRIPT

1: Administering DonorSnap Users

DonorSnap Home Page

Welcome to the DonorSnap video tutorial for administering users. This video is part of our Administering DonorSnap series and is meant for administrative personnel.

One of the great advantages of DonorSnap is that you can have an UNLIMITED number of users in your organization. And the number of users does not affect the fee you pay for using DonorSnap.

The only way to realize the true benefits of donor management software is to make it available to the people who really need to use it – anyone in your organization who has contact with others inside and outside your organization: staff members, donors and supporters.

[CROSS-FADE TO SLIDES]	1. Administering DonorSnap Users, continued This way, your organization can have the ultimate in both flexibility and control over the many interactions you have with your support base. The more people in your organization who can record and manage the details of these interactions, the better. By allowing multiple users in your organization, you can take advantage of volunteers to enter basic donor information while controlling and limiting their access to critical or confidential information! This is the true pathway to growth in your organization. Imagine the benefits of having all of this information at your fingertips, entered and updated daily by many individuals on your staff… Information about: · Your donors, · Organization volunteers, · Fund-raising campaigns, · And the basic business of running your organization · …while maintaining security and control over sensitive information.
	2. What we will cover Let’s get started by previewing what this tutorial will cover. · First, we will discuss the concept of user access and the granting of access rights to individuals in your organization. After that, we’ll also cover: · The User Maintenance screen and how to navigate and use it. · How to add a new user, assign a password, and determine access rights. · How to deactivate and re-activate a user. · And how to delete a user from the system. [Show PowerPoint Slides revealing agenda]
	3. User Access Rights The concept of *access rights* in DonorSnap includes everything you need to make your use of the system safe and secure. System Administrator. What are some of those access considerations? · One person should have overall administrative rights. · This person will become the System Administrator and will add other users and set the characteristics of how they will be using the system. · The System Administrator, and perhaps a backup, will be able to perform all of the functions described in this tutorial to be able to monitor and control system access. · System Administrators may also perform other functions, such as setting up the Site, Reports, Lists, and User-Defined Settings. [Show PowerPoint Slides of admin functions]
	System Users. System Users will normally have a lower level of access rights than administrators. After all, most system users do not need to add other users, for example. And, depending on their duties within the organization, they may not need access to other areas, such as donation or pledge information. It is up to your organization’s management and the system administrator to determine what areas of the system are appropriate for different job categories. If a person’s role is strictly clerical and involves only the entry of contact name, address, phone, and related data, access rights can be determined for that user that limits access to only the areas they need to perform their function.
[CROSS-FADE FROM SLIDES TO DONORSNAP HOME PAGE]	Now that you understand access rights, let’s learn how to navigate to the User Maintenance screen.
	4. Navigating to User Setup Only users who have been set up with full administrative rights can navigate to the User Maintenance screen. Users without administrative rights do not see this menu choice on their screen. If you have not been granted those rights and you are to administer users and their access of DonorSnap, contact DonorSnap for assistance before attempting these steps. From the DonorSnap home page, select Maintenance, then User Setup. [Show selections.]
	5. Getting familiar with the User Maintenance screen Now, let’s learn a little bit about the User Maintenance screen – the different parts of screen and what they are used for. User List. The upper-left part of the screen contains the list of authorized users. This section contains each user’s Login ID, the Current Status of Active or Inactive, and command links to Select or Delete the listed users. [Highlight each as described.]
	Selected User. Notice the user highlighted in a gray background. When you open this screen, the first-listed user is selected by default. If you want to change to display another user, click the Select link next to the user. The display changes to show information about the user selected. [Click several Users to demonstrate]
	User Information. In the middle of the screen, the User Information section shows settings and information about the currently-selected user. We’ll go through each of the sub-sections under User Information in a moment.
	Edit and New. The bottom of the User Maintenance screen has two links: one to Edit the current user and one to add a New user. [Highlight and show, but do not click.] Those are the three sections of the User Maintenance screen: User List, User Information, and the Edit/New commands. Now let’s take a look at how each of these features is used.
	6. Add a New User For adding new users, we will go through two exercises: · First, we will add a user with limited access. Many organizations use access rights for volunteers, for example, allowing them to enter and change basic donor information, but restricting them from more sensitive data such as donation amounts. · Second, we will add a user with broader access to DonorSnap. An example would be a board member who can enter and change more information about donors.
	Access Rights What are access rights in DonorSnap? 1. If a user’s rights are set to No Access, the user cannot VIEW and cannot USE the selected menu or function. 2. If a user’s rights are set to Read Access, the user can VIEW the menus and data, but cannot make any changes. 3. If a user’s rights are set to Read/Write Access, the user can VIEW the menus and data. They can also add new data, change existing records, or delete them. After the access rights have been set for a user, the system administrator can always go back in and change them later. This allows you to match the user’s access rights and use of the system to their responsibilities and role in the organization.
	Adding a User with Limited Access Our first exercise is adding a user with limited access rights. Back in DonorSnap on the User Information screen, click the New link at the bottom of the screen. [Demonstrate actions.]
	The screen changes to allow you to add data. In the Display Name field, type the name of the new user as it will be displayed throughout the system. In our example, we will add a volunteer with limited access. The volunteer’s name is James Smith, so I will type the Display Name as his full name, James Smith. [Demonstrate actions.]
	Next, I’ll add a Login ID for James. You can use a standard format, such as First Initial, Last Name, or First Name, Last Initial. Use a format that will allow you to assign unique IDs for each of your users. I’ll enter “JSmith” as the Login ID. [Demonstrate actions.]
	Next, type a New Password for the user and Confirm it. You should assign a secure password for the user and tell him what it is. Most organizations have policies about system security and maintaining a secret password, so you should also share that information with your new user. For now I’ll just use a generic password. (jsmith123) [Demonstrate actions.] The E-Mail field is not currently used, so we’ll skip it.
	Next, let’s set up how our new user will be able to use the DonorSnap Community menu. From other training videos, you may have learned the options under the Community menu. There are three selections: Contacts, Organization Contact, and Other Community Members. Since James will be working as a volunteer and will only be setting up new contacts as donors and recording volunteer activity, he only needs Read/Write access to the Contacts and Volunteer tabs. Notice that I have left these other tabs as No Access for James. [Highlight and Demonstrate Actions.]
	This user does not need any other access, so we are done setting access rights on the User Information page. For now, I will leave the default settings for the rest of the selections. We’ll describe each of those settings in our second exercise. I will scroll to the bottom of the screen to User Status to illustrate our next steps.
	By default, User Status is set as Inactive unless you change it during creation. You can set up an account as Inactive for someone before they start work, then come back to change their status to Active on their starting day. For James, we’ll set his status to Active. [Demonstrate.]
	Click the Insert link to save all the entries for our new user. [Demonstrate Actions.]
	Now that we have saved our new user, James Smith, let’s take a moment to review the settings. [Highlight each as described.] First, I will make sure the user I just added is selected in the list on the left side of the User Information screen. If not, I will click the Select link to display the right user. [Demonstrate Actions.]
	Next, I make sure the Community Menu access settings have been saved: Read/Write Access for both the Contact Tab and the Volunteer Tab.
	And you can see that our new user is Active, shown it two places, at the bottom of the display and in the list of authorized users.
	And now I can show you the effects of the settings we made. I will log out as System Administrator and log back in as James. [Demonstrate all actions.]
	[Type Site Logon Data.]
	Under the Community menu, James has access only to the Contacts selection. Let’s take a look at how the system will appear to James when he goes there. [Demonstrate clicking Community > Contacts]
	So, you can see there are four tabs available on the Contact Information screen for James: Listing, which shows a listing of all contacts…. [Click each to demonstrate…]
	Contact, which shows details for the selected contact…. [Click each to demonstrate…]
	Address, which gives details about the addresses we have for our selected contact record…. [Click each to demonstrate…]
	…and Volunteer, which allows James to add or edit volunteer activity information. [Click each to demonstrate…]
[LOGS OUT AS JSmith AND BACK IN AS DEMO, select COMMUNITY > CONTACTS]	Now, just to show the difference, I will log out as James Smith, then log back in as System Administrator.
	Our System Administrator has full Read/Write Access on the Contacts screen. Notice there are EIGHT tabs displayed for the administrator: Listing, Contact, Address, Donations, Pledge, Interaction, Tickler, and Volunteer. [Click each tab to demonstrate.] The Contacts screen and all of the tabs are described in the “Introduction to Contacts” video.
	Adding a User without Access Limits [Navigate back to Maintenance > User Setup.] This exercise has demonstrated how to add a new user with very limited Access rights, such as would be assigned to a volunteer who needs to add contact records. Now I will demonstrate how to add a user without limits to their access rights.
	On the User Information screen, click the New link at the bottom. [Demonstrate actions.] For our demonstration we’ll be adding a director to the system, Susan Williams. For demonstration only, I’ll give our user no access limits.
	Let’s get started and add the Display Name, a Login ID, and the New Password, as before. [Demonstrate actions.]
	Next, let’s set up how our new user will be able to use the DonorSnap Community menu. I will give Susan full Read/Write access. For Organization Contacts and Other Community Members, I will also assign full Read/Write access. [Demonstrate Actions.]
	I will bypass the Report Menu for now since those options are set at the end. For Processing, I want Susan to be able to send acknowledgements, so I will set Page Access to Yes for both Acknowledgement E-Mail and Acknowledgement Document. So far, we have given Susan the ability to view, enter, and edit contacts, and now we are giving her the ability to view and send acknowledgements. Interaction Mass Update gives the user the ability to change lots of records at once. Since Susan is a director, we’ll give her that access as well. [Demonstrate Actions.]
	Under the Maintenance Menu, we’ll give Susan full Read/Write access to all of the areas. Let’s take a moment to consider each of these areas: List allows the user to add or edit the information in drop down boxes such as new type of address, a new campaign, or different categories of members. We want James to be able to do this, so I’ll set it to full Read/Write. [Demonstrate Actions.]
	Acct. Close is not used, so if your system shows this option, ignore it.
	User setup is an administrative function and should be reserved for system administrators. Susan will be performing the duties of a backup system administrator, so we will give full access. Keep in mind, this allows the user to add, view and change information about other users, so it should be restricted to system administrators and high level personnel. [Demonstrate Actions.]
	Site setup allows the user to make changes to the default characteristics of how DonorSnap is set up to administer your interactions with contacts, including different automatically generated e-mails and their wording, user-defined field titles, and available contact listing fields. As a system administrator, we’ll give Susan full Read/Write access. [Demonstrate Actions.] The administrative task of setting up Site options is covered in another training video.
	By default, User Status is not set as you enter data. Unless you change it during user creation, User Status is saved as Inactive. You can set up an account as Inactive for someone before they start work, then come back to change their status to Active on their starting day. For Susan, we’ll set her status to Active. [Demonstrate.]
	Most of the data for User Setup is entered, so let’s make sure and save our changes. Click the Insert link to save all entries that we have made so far. [Demonstrate Actions.]
	Now that we have saved our new user, Susan Williams, let’s take a moment to review the settings. [Highlight each as described.] · The Community menu is set to full Read/Write Access on all tabs · The Reports menu has not been set up yet…. We’ll do that in a moment · The Processing menu has the user set to be able to change and create acknowledgements, and to perform mass updates to interaction records · The Maintenance menu has full Read/Write Access. · And, we have saved our new user as Active.
	Reports. Susan will need full access to the DonorSnap reports. [Demonstrate by selecting the Reports menu and leave displayed during voiceover.] DonorSnap has a number of reports available and when setting up a new user, you can determine their access rights to each one. We’re not going to describe each of these reports – they are covered in another training video. But for demonstration purposes, we are going to select a few of the available reports for Susan to be able to run. A system administrator can always go back in later and change access rights to any of these settings.
	First, make sure Susan’s profile is selected. [Highlight on video edit.]
	Then click the Edit link to go back into the user’s profile. Now I am able to make changes to Susan’s information. I will scroll all the way to the bottom [Demonstrate] to where the Report selections are.
	Available Reports are listed on the left;
	Selected Reports are listed on the right.
	Directional buttons are in between the two lists.
	First, I’ll select several reports that Susan is likely to need: DataMiner, Donation Activity, and Contact Lists. I can use the Ctrl key while clicking to select more than one.
	Next, I’ll click the single right arrow to move them to the Selected Reports list. [Demonstrate Actions.]
	The reports that Susan will have access to are now listed under Selected Reports. If I wanted to select ALL Available Reports, I would click the double right arrow. And you can move the reports from one side to the other as you need to until you have the correct listing of Selected Reports. [Click to demonstrate actions.]
	Organization Contacts. Finally, we’ll set up the Organization Contacts assigned to Susan. All available Organization Contacts are selected by default, so if we need to change it, we can de-select some of them. A common use for this feature is to grant a Board of Directors member the rights to review information about Contacts that they have brought to the organization or are responsible for maintaining contact with. Susan will be reviewing information about contacts associated with two individuals in the organization, Dennis and Allen.
	I will select the other three available names. You can highlight the first name you want to move, hold down the Shift key while clicking on the last name you want to move, selecting all of the names in between. In this case, that includes the three names we want to move from the Selected list. [Click to demonstrate actions.]
	Next, I’ll click the single left arrow to move them to the Available Organization Contact list. [Demonstrate Actions.]
	The organization contacts that Susan will have access to are now listed under Selected Organization Contacts. Also, you can use the double arrow buttons to move all Contacts. And you can move the organization contacts from one side to the other as you need to until you have the correct listing of Selected Organization Contacts. [Click to demonstrate actions.]
	And finally, I will click the Update link to save all of the changes we’ve made to Reports and Organization Contacts. [Click to demonstrate.]
	Now you can see that we have a complete new User Information record set up, ready to allow Susan Williams access to the parts of DonorSnap she will need to access. Also, the Reports we gave Susan access to are now listed in the middle of the User Information screen. [Highlight on video edit.]
	7. Deactivate a User Let’s suppose you want to deactivate a user because they are going back to school during the school year, but you know he is coming back next summer. We can keep his user account information in the system, but make it Inactive while he is away, then Active again when he returns. Click the Select link next to the user’s name on the User Maintenance screen. Remember, it is important to make sure you are deactivating the intended user, so take a moment to double-check. [Demonstrate.]
	At the bottom of the User Information record, click the Edit link.
	Scroll down and select the Inactive radio button, then click Update. [Click to demonstrate]
	Our User List now shows the selected user as Inactive.
	8. Re-Activate a User When our user returns the next summer, we can re-activate him just as easily. Click Select next to the Inactive user in the list.
	At the bottom of the User Information record, click the Edit link.
	Scroll down and select the Active radio button, then click Update. [Click to demonstrate]
	Our User List now shows the selected user once again as Active.
	9. Deleting a User When a user leaves the organization, make sure to delete their user record. This will help protect your data from the possibility of unauthorized use. Click the Delete link next to the departing user. Remember, it is important to make sure you are deleting the intended user, so take a moment to double-check. [Click to demonstrate.]
	You get a message asking for confirmation. Click OK to continue. [Click to demonstrate.]
	The User List no longer shows the removed user. Here’s a helpful hint: If the user is leaving only temporarily, you can deactivate the user and then re-activate when he or she returns. If a person is leaving permanently, it is better to delete their record.
	This concludes the DonorSnap video tutorial for adding, editing, activating and de-activating, and deleting users.
[Show closing slide and FADE to BLACK.]	[Play Closing Music, then Fade to MUTE]