KRC CiviCRM Deployment Notes


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Group Naming Rules
Always add the below prefix when naming groups.

KRC Programs
- FUND Fundraising
- ORG ORganizing
- IRP Immigrant Rights
- HAP Health Access

Other Categories
- RULE Made to create another group on top of it

Functional Categories
- Import: for distinguishing an imported set of contacts

Data Entry Standards

  • Search: Always run a search first! Search by last name and address street
  • Name: If full name is present, write the full name under “First Name” even if the person has a middle name (This is because of the program’s limitations of not being to store full middle names)
  • Address
  • If you are unsure about the address, search for it on Google Maps and use the search suggestions to correct it.
  • Only keep a “#” sign for apt numbers; Delete any “Room”, “Apt”, “United”, “Suite”, etc (This is not ideal, but is most efficient given KRC's data quality.)
  • Use medium abbreviation, without a trailing dot (.). Other abbreviations: St for Street, Ave for Avenue, Pl for Place, Cir for Circle, Blvd for Boulevard. Full list of USPS recommended abbreviations
  • If ZIP code is not present look it up using Google Maps. If ZIP code is not present, that entry won't get used for analysis nor mailing. It will only be used for annual reports. Make your data entry time worthwhile!
  • Don’t abbreviate city names
  • Phone: Use hyphens between each number group Don’t use (323) XXX-XXXX or dots (.)

Reference: Keeping Your Database Clean from the Start (Progressive Technology)

How to record press pitch call information

This information was moved to Media Outreach

How to print mailing labels

  1. Bring up the desired list via search. Usually you will have a custom "group" you regularly mail to (annual membership members, CHP members, etc)
  2. Select all records
  3. Under -actions-, select Mailing Labels
  4. Use the default settings.
  5. You will have a PDF file that can be now printed.

Past Fundraiser Data Processing Instructions

2014 Fundraiser Email Template

2014 One Day Diner Phone Calls

  1. Login to PowerBase
  2. Search -> Find Participants
  3. Event Name: Type "One", select
  4. Participant Status: Invited
  5. Search
  6. Scroll to bottom and choose "Rows per page: 25"
  7. Top left box
  8. Actions -> Batch Update Participants via Profile
  9. Update Event Invite Responses

2013: How to update sponsorship prospects

  1. Menu -> Search -> Advanced Search
  2. Display results: Event participants; Group: my name; (ES & DJ also need to separate Contact Type: Individual/Organization - do this once for each)
  3. All x records -> Batch Update via Profile
  4. Calls: Event Sponsorship
    1. Enter: Invitation date, Method
    2. Use the paste icon to paste down
  5. Click the "Update" button at the bottom to save. Unlike Google Docs this won't save automatically!

Invitation date Method

  • Use the paste icon to paste down

How to batch update contact information

  1. Menu -> Search -> Advanced Search
  2. Group: my name;
  3. All x records -> Batch Update via Profile
  4. Update Phone & Email and/or Address
  5. Make edits
  6. Click the "update" button

How to update contact information individually

  1. Menu -> Search -> Advanced Search
  2. Group: my name;
  3. Click on the org you want to edit
  4. Most information is in the front page.
  5. Event attendance information is under "Events" tab


Email Design

When using the standard civicrm responsive design newsletter, the images each must be equal or under the size specified. If the image is 1000px wide, even if it's specified as 700px or 330px in IMG, smartphones (tested with gmail app) will show it as 1000px and show the text underneath, which will look tiny.