Knowledge Base Article

Overview, Working with Board Members

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This article provides an understanding of Board Members and explains how Board Members are Viewed/Opened, Edited/Updated, and Deleted. In addition, Bulk Action updates are also covered.
 
To get to the Active Board Member screen, select either Constituents (CRM) > Board Members or Staff and HR > Board Members - from the main menu on the left side of the screen.
 
 
View/Open
 To view or open a board member, find the record you wish to open, by searching or filtering for the record.
 
Open or view the record by selecting the corresponding open icon  for the record you wish to view.
 
 
The "Quick Constituent Card" for the Board Member is displayed so you can see important contact information. To quickly see all the constituent information, open the full constituent card, by clicking the "Open The Full Constituent Card" button. Once the constituent card is open, you can view or update any contact, demographic, or other information you want.
 
  • On the Family Members List tab, you can view or open the Constituent Family Members With No Separate Constituent Record. These are the family members that are not constituents in Argenta.
 
 
  • On the Constituent Household Members tab, you can view or open the members of this constituents household that are also constituents in Argenta.
 
 
  • On the Attended Events tab, you can open or view all the events the board member has attended by clicking on the Green Event Name.
 
 
  • On the Event Tickets Purchased tab, you can view or open all the tickets the board member has purchased for any Event.
 
 
  • On the Employment History tab, you can view or open the Board Members Employment Record.
 
 
  • On the Emergency Medical Info tab, you can view or open the contact information for their emergency contact.
 
 
 
Overview
When you are in the Constituent Card, you can see all the information pertaining to the constituent.
 
 
 
Functionality of the Constituent Card
You can return to the constituent list from the screen by selecting the "Constituent List" button.
 
 
There are 21 additional tabs of information: Contact Info, Addresses, Web & Social Media, Personal Info, Voter Info, Education, Family Members List, Constituent Household Members, Attended Events, Event Tickets Purchased, Employment History, Awards & Recognitions, Contact Log, Engagement, All Related Files, Emergency Medical Info, Volunteer Interest, Skills & Experience, Clubs & Groups.
 
 
  • Contact Info tab displays the constituents Email addresses, phone numbers, their preferred method of contact and the best time to contact. (See additional details below.)
  • Addresses tab displays all the constituents addresses. (See additional details below.)
  • Web & Social Media tab displays all their websites and social media accounts if entered. (See additional details below.)
  • Personal Info tab displays the constituents personal information and demographics such as Date of Birth, Religion, Languages, Marital Status,  and Driver Details. (See additional details below.)
  • Other Info tab displays the constituents miscellaneous information such as Denomination, Military service and relocation details. (See additional details below.)
  • Voter Info tab displays the voter/voting information such as the District, Precinct, Congressional District, Voting Preference, Registration Status, and Important Voting Issues. (See additional details below.)
  • Education tab displays the constituents education details. (See additional details below.)
  • Family Members List tab displays the constituent family members with no separate constituent record in Argenta. (See additional details below.)
  • Constituent Household Members displays the household members that are constituents in Argenta. (See additional details below.)
  • Attended Events displays the events that the constituent has attended. (See additional details below.)
  • Event Tickets Purchased tab displays all the tickets purchased for events for the constituent. (See additional details below.)
  • Employment History tab displays the constituents employment record. (See additional details below.)
  • Awards & Recognitions tab displays the constituents awards and recognitions received. (See additional details below.)
  • Contact Log tab displays the contact date and description of all contact made with the constituent. (See additional details below.)
  • Engagement tab displays all the engagements that have been sent to the constituent. (See additional details below.)
  • All Related Notes tab displays all the related notes logged to the constituent. (See additional details below.)
  • All Related Files tab displays all the related files attached to the constituent. (See additional details below.)
  •  Emergency Medical Info tab displays the constituents medical information along with their emergency contact. (See additional details below.)
  • Volunteer Interest displays the constituents volunteering interests. (See additional details below.)
  • Skills & Experience tab displays the constituents skills or experience. (See additional details below.)
  • Clubs & Groups tab displays the constituents clubs and groups they belong to. (See additional details below.)
 
 
Edit/Update
Once you are in the Constituent Card you can Edit/update the record as needed. These are the fields that can be edited/updated:
 
 
To update any of these fields simply click into the field and start typing your new field values. When you've finished updating the record, click  "Save All Changes" button to save your changes.
 
  • On the Contact Info tab, these are all the fields that can be edited/updated:
 
 
To update any of these fields simply click the drop downs or click into the field and start typing your new field values. When you've finished updating the record, click "Save All Changes" button to save your changes.
 
  • On the Addresses tab, these are all the fields that can be edited/updated:
 
To update any of these fields simply click the drop downs or click into the field and start typing your new field values. When you've finished updating the record, click "Save All Changes" button to save your changes.
 
  • On the Web & Social Media tab, these are all the fields that can be edited/updated:
 
To update any of these fields simply click into the field and start typing your new field values. When you've finished updating the record, click "Save All Changes" button to save your changes.
 
  • On the Personal Info tab, these are all the fields that can be edited/updated:
 
 
To update any of these fields simply click the drop downs or click into the field and start typing your new field values. When you've finished updating the record, click "Save All Changes" button to save your changes.
 
  • On the Other Info tab, these are all the fields that can be edited/updated:
 
 
To update any of these fields simply click the drop downs or click into the field and start typing your new field values. When you've finished updating the record, click "Save All Changes" button to save your changes.
 
  • On the Voter Info tab, these are all the fields that can be edited/updated:
 
 
To update any of these fields simply click the drop downs or click into the field and start typing your new field values. When you've finished updating the record, click "Save All Changes" button to save your changes.
 
  • On the Education tab, these are all the fields that can be edited/updated:
 
 
To update any of these fields simply click into the field and start typing your new field values. When you've finished updating the record, click "Save All Changes" button to save your changes.
 
  • On the Family Members List tab, these are all the fields that can be edited/updated:
 
First, you must select the Family Member record for which you wish to edit/update by selecting the corresponding open icon for the record.
 
 
This will open the Constituent Family Members With No Separate Constituent Record screen where you can edit the record.
 
To update any of these fields simply click into the field and start typing your new field values. When you've finished updating the record, click "Save All Family Member Changes" button to save your changes.
 
  • On the Constituent Household Members tab, these are all the fields that can be edited/updated:
 
First, you must find the record you wish to open, by searching or filtering for the record. Then select the corresponding open icon for the record you wish to edit/update.
 
 
This will open the Constituent Card for the household member. Follow the directions in this article to edit this constituents details.
 
  • On the Attended Events tab, you can click the green Event Name to be redirected into the Event Workspace where you can edit the Event details.
 
  • On the Event Tickets Purchased tab, you can open any ticket sales transaction by selecting the corresponding open icon and this will redirect you to the ticket sale.
 
 
 
  • On the Employment History tab, you can edit/update the constituents employment record by opening the corresponding record you wish to edit. This will open the Constituent Employment Record Details screen where you can edit the employment details.
 
To update any of these fields simply click into the field and start typing your new field values. When you've finished updating the record, click either the "Save All Changes & Continue" button to save and continue working or the "Save All Changes & Exit" button to save and go back to the Constituent Card.
 
  • On the Contact Log tab, you can edit/update a contact log item by clicking the corresponding "Edit" button. 
 
 
This will open the Edit Contact Log Items screen where you can edit/update the details of the contact.
 
 
To update any of these fields simply click into the field and start typing your new field values. When you've finished updating the record, click either the "Save All Changes & Continue" button to save and continue working or the "Save All Changes & Exit" button to save and go back to the Constituent Card.
 
  • On the All Related Notes tab, click the corresponding "Edit" button to open the note you wish to edit/update.
 
 
This will open the Update Notes screen where you can edit the details of the note.
 
 
To update this field simply click into the field and start typing your new field values. When you've finished updating the record, click either the "Save All Changes & Continue" button to save and continue working or the "Save All Changes & Exit" button to save and go back to the Constituent Card.
 
  • On the Emergency Medical Info tab, you can edit/update the Emergency Contact for the constituent by clicking the open icon for the Emergency Contact you wish to edit/update. 
 
 
This will open the Emergency Contacts information for you to edit/update.
 
To update any of these fields simply click into the field and start typing your new field values. When you've finished updating the record, click the "Save Emergency Contact Changes" button to save and go back to the Constituent Card.
 
Deleting Records
Anytime you see a delete button  you can delete the corresponding record. To delete any record in Argenta, simply click the "Delete" button. A pop-up window will ask if you are sure you want to delete the record. Select "Yes" and the record will be deleted. Be very careful, deletion is a final action and can not be undone.
 
These are all the areas within Argenta Board Members where you can delete information:
 
  • On the Board Members Constituent screen you can delete a Board Member. Be very careful, deletion is a final action and can not be undone.
 
This is very dangerous because it will delete all corresponding fiscal donations, event tickets purchased, all related notes, contact and files. Never delete a constituent unless you are absolutely sure you don't need any related data!   
 
  • On the Web & Social Media tab, you can delete a social media account. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Voter Info tab, you can delete important voting issues. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Family Members List tab, you can delete a family member. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Constituent Household Members tab, you can delete a household member. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Event Tickets Purchased tab, you can delete a ticket purchased. Be very careful, deletion is a final action and can not be undone.
 
 
Be very careful not to delete a ticket purchased processed by Stripe. When deleting a ticket purchased, remember this affects Events and your General Ledger.
  • On the Employment History tab, you can delete an employment record. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Awards & Recognitions tab, you can delete an award & recognition. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Contact Log tab, you can delete a contact log item. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Engagement tab, you can delete and engagement. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the All Related Notes tab, you can delete a related note. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the All Related Files tab, you can delete a related file. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Emergency Medical Info tab, you can delete an emergency contact. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Volunteer Interest tab, you can delete a volunteer interest. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Skills & Experience tab,  you can delete a skill and experience. Be very careful, deletion is a final action and can not be undone.
 
 
  • On the Clubs & Groups tab,  you can delete a club or group. Be very careful, deletion is a final action and can not be undone.
 
 
 
Bulk Action 
In addition to the regular viewing and editing, you can also do bulk updates. Bulk updates is a way to bulk add engagements, add records to event guest lists, add records to training tracks, add mail room lists, and delete bulk items.
 
When you are in the Active Board Member screen, you can search for or filter the list to select the records you wish to bulk update. To select the records you wish to bulk update place a check mark in the corresponding box to mark this record.  
 
 
Once all the records you wish to bulk update have been selected choose the "Choose A Bulk Action for Selected Records" drop down menu.
 
 
This menu will give you these options:
  • Select All Displayed Records - Choose this option to select all the records displayed.
  • Unselect All Displayed Records -  Choose this option to unselect all the records display.
  • Add Engagement for Selected Records - Choose this option to add an engagement to the selected records.
  • Add Selected Records to Event Guest List - Choose this option to add the selected records to an Event Guest List.
  • Add Selected Records to Training Track - Choose this option to add the selected records to a Training Track.
  • Delete Selected Records - Choose this option to delete the selected records.  Be very careful with Delete.
  • Create A New Mail Room List With Selected Records - Choose this option to create a new mail room list with the selected records.
  • Add Selected Records To An Existing Mail Room List - Choose this option to add the selected records to an existing mail room list.
Once you make a selection from the above drop down menu you must click the "Run Bulk Action" button to perform the action. These are the actions and windows that will be shown:
  • Select All Displayed Records - All the records will be check marked:
  • Unselect All Displayed Records - All the records will be uncheck-marked.
  • Add Engagement for Selected Records - The "Add Engagement" window will open for you to select the Engagement Type, Team Member Who Engaged, Engagement Date and Record Type. Fill in these details and click the "Mark All With This Engagement" button to add the engagement to all the selected records.
  • Add Selected Records to Event Guest List - The "Select An Event" window will open for you to search and select the Event to which you wish to add these records to the guest list.
  • Add Selected Records to Training Track - The "Select A Training Track" window will open for you to search and select the Training Track to which you wish to add these records to.
  • Delete Selected Records - Be very careful with Bulk Delete as there is no undo button and you will not be prompted t make sure you wish to delete the records. Bulk delete will immediately delete the records!
  • Create A New Mail Room List With Selected Records - The "Add A New Mail List" window will open for you to create a New Mail list for the records to be added too. Select a Mail List Title and List type.
  • Add Selected Records To An Existing Mail Room List - The "Select A Mail List" window will open for you to search for and select the Mail room list you wish to add the records to.