CiviCRM User Guide

CiviCRM Getting Started User Guide

CiviCRM is a powerful and comprehensive and to help get you up and running quickly, we've created the CiviCRM Getting Started User Guide. The guide includes working with contacts, households and organizations, creating contribution pages, sending mailings, setting up an event and creating memberships.

Conventions Used in this Guide

Conventions Used in this Guide


IMPORTANT!

The text associated with this symbol is important. Read it carefully.


  1. We use 'screenshots' throughout the guide with targeted items circled in red
  2. The Administration Menu navigation will be formatted the following way:
    "On the Administration Menu that runs across the top of the page, select User Management → Users → List."

Getting Additional Help

If you need additional help with any instructions in this guide, please search the CiviCRM How to forum, or post your question in the same forum.

Don't forget! If you have a question it is likely that others do too. By posting your questions to the forum we all share in - and benefit from - the learning.

NOTE: The GingerFeet CiviCRM Getting Started User Guide was developed referencing the Floss CiviCRM Manual. Where noted, more in-depth discussion of each topic is available at: http://en.flossmanuals.net/CiviCRM.

Floss Manuals uses the Free Software GPL. GingerFeet uses the GNU Free Documentation License (See http://www.gnu.org/licenses/fdl.html).

License

GingerFeet uses the GNU Free Documentation License (See http://www.gnu.org/licenses/fdl.html).

What is CiviCRM?

What is CiviCRM?

CRM Defined

CRM is an acronym for Contact Relationship Management – a system that keeps track of contact information like an address book.

CiviCRM is a powerful, web-based CRM system that allows organizations to record and manage information about, and interactions with, the people and organizations that comprise their constituency.

What is a database?

A database is essentially a storage container for information. The simplest example of a database is your address book.

CiviCRM, like your address book, stores contact information, however it's so much more because it also stores information about your events, fund-raising campaigns, members, and email campaigns.

What is a record?

A record is all the information about a given item in a database.
In your address book, all the information about your friends, John and Jane Doe – their name, street address, city, state, postal code, country, phone, fax, and email address – make up their record.

In CiviCRM, this might be all the information about a contact, an event, a contribution, a member, or a mailing.

What is a field?

A field represents each individual piece of information contained in a record about a given item in a database.
In your address book, your contact's first name is a field, as is last name, street address, city, state, and postal code, etc.

In CiviCRM, there are built-in fields for each area of activity. But these are only starting points. With CiviCRM, a great deal of flexibility is given to you through custom data fields. A custom data field is a field created by you for information that is specific to the way you run your organization.

CiviCRM Modules

As stated earlier, CiviCRM is like your address book – it's where you manage all your contacts whether they are donors, volunteers, board members, students, or staff.

In addition to managing your contacts, CiviCRM gives you the ability to manage many of the routine activities of running a non-profit. These activities are handled inside of CiviCRM by several components – called “modules” - that come as part of the CiviCRM system.

Those modules are:

CiviContribute
Use to manage online fund-raising efforts and donors.
CiviPledge
A part of CiviContribute, use to allow donors to pledge to contribute over time.
CiviMember
Use to manage members and online membership sign-up.
CiviMail
Use to manage personalized email blasts and newsletters.
CiviEvent
Use to manage online event registration and participant tracking.
CiviReport
Use to generate reports and manage report templates.
CiviGrant
Use to manage grants to and from Organizations, Individuals, or Households.
CiviCase
Use to track and manage interactions between your organization and your constituents.
CiviEngage (V. 3.2)
A drupal module that enhances CiviCRM's core functions for non-profits focused on community organizing and civic engagement work.

IMPORTANT!

GingerFeet delivers CiviCRM with the following modules enabled: CiviContribute, CiviMember, CiviMail, CiviEvent, CiviReport and CiviPledge. To enable CiviCase and CiviGrant navigate to: Administer → Configure → Global Settings → Enabled CiviCRM Components.


Understanding CiviCRM Basics

Understanding CiviCRM Basics

Contacts

Contacts are the main building blocks of CiviCRM. Contacts hold contact information, including:

There are 3 core Contact Types:

For help creating additional contact types , see Create New Contact Types.

Relationships

Relationships are a way to connect two contacts to each other. Two out-of-the-box relationship types in CiviCRM are the "employer – employee" and the "parent – child" relationship types.

There are 14 core Relationship Types including:

For help creating additional relationship types, see Create New Relationship Types.

Activities

Activities are a key concept in CiviCRM. Activities track interactions between the organization and its clients or contacts at a specific point in time. All of CiviCRM's components make extensive use of activities, such as to record contributions, event attendances, membership subscriptions, and emails.

You can create additional activity types to define specific activities that your organization carries out, for example, "completed annual survey".

For help creating additional activity types, see Add an Activity.

Groups

Groups are useful to identify two or more contacts with something in common. For example, the advisory board of your organization could be modeled as a group.

Groups are mandatory for mailing lists. For example, in order to send a newsletter to your subscribers, you will have to create a group, assign it mailing list status, then send the email newsletter.

Groups are also mandatory for access control - the feature that allows you to give access to your users to portions of CiviCRM. For example, using an access control group, you can give your board members access to updating their own contact information.

A group can be the "child" of a "parent" group. When a group is a parent, selecting the contacts in that group will also select contacts that are in the child group.

There are no core Groups when CiviCRM is initially installed. For help creating groups, see Working with Groups.

Tags

Tags are in many ways similar to groups, but as well as being used to identify contacts they can also be applied to activities and cases that have something in common.

There are 5 core Tags including:

For help creating tags, see Creating Tags.

Login Into Your Drupal Account and Accessing CiviCRM

Logging Into Your Drupal Account and Accessing CiviCRM

To login and access CiviCRM:


IMPORTANT!

In order to access your CiviCRM account you MUST be logged into your Drupal account. If you are not logged in, you will not have access to the Administration Menu which allows you to access CiviCRM.


  1. Open your web browser and go to your website. If a login is not available from your home page, this is a very reliable way to get to your login screen:
    1. From within your web browser (Firefox, Internet Explorer, Safari, etc.), enter http://www.yourwebsite.org/user in the address bar of your Browser.
    2. Press the Enter key on your keyboard. You now see the Drupal User Account Login Screen for your website.
  2. Enter your Username and Password.
  3. Click the Login button (or press Enter on your keyboard). You are now logged into your site as a User with your Administrative Rights. The Administration Menu now appears at the top of your page.
  4. Click the CiviCRM menu category on the right side of the Administration Menu.

    The CiviCRM Home page now appears on your screen and your Administration Menu changes from the Drupal Administration Menu to the CiviCRM Administration menu.

    CiviCRM Administration Menu

    The Administration Menu is the small bar at the top of every page. The menu is broadly organized into headings such as Contributions, Events, Mailings, Search and Administer. You can access your information, constituent management and database features from this menu.

Returning to Drupal from CiviCRM

  1. To return to Drupal to manage your website pages and create or delete website content, look at the Administrative Menu at the top of your page.
  2. Select Home → Drupal Menu.

Your Administration Menu will now be the Drupal Administration Menu.

Extending the CiviCRM Database - Creating Custom Data Fields

Extending the CiviCRM Database - Creating Custom Data Fields

Understanding Custom Data Fields

CiviCRM comes pre-populated with many of the data fields that are standard for contact management and non-profit organizations (see What is a field? for a definition). For example:

In addition to pre-built data fields, CiviCRM gives you the power to customize your information via custom data fields – fields that are defined and built by you to record and collect information specific to your organization.

For example, you can provide a series of check-boxes on your volunteer form that allows them to indicate what skills they have, or include a field that records the days of the week they are available or whether they've read and signed a liability waiver.

Working with Custom Data

Custom data fields are stored in CiviCRM in custom field sets. Because of this, you must add custom data in a two-step process:

  1. Create a custom field set that is associated with objects such as Events, Organization, Individual, Participant Roles, even Contact Sub-types such as Individual:Board Member (you must create the Board Member sub-type first).
  2. Create and add custom fields to this set.

Designing and building custom data requires some forethought about how you will want to use the data. It is also one of the primary ways that you can extend the capabilities of CiviCRM and tailor it for your organization. For more in-depth discussion on how and when to use Custom Data and explanations for each of the Used for and Data Types, see the CiviCRM Online Book discussing Custom Data Fields.

Create a Custom Data Set

  1. In the Administration Menu across the top of your page, select Administer → Custom Data and Screens → Custom Fields. The Custom Data page now appears.
  2. Click the Add Set of Custom Fields button. The New Custom Field Set page now appears.
  3. Enter a name for the field set in the Set Name field.
  4. Select the CiviCRM object that this data group will be associated with in the Used For drop-down. For example, Activities, Contributions, Contacts, Individuals, etc.
    IMPORTANT!

    The number of fields on this form may change according to the type of object you select. For example, if you select Activities you will see a select box for the type of activity; if you select Contacts you will see an additional check-box for multiple records and an additional drop-down for the Display Style.


    NOTE: The option "Contacts" bridges all contact types: Individual, Household or Organization.
    NOTE: For help with any field in CiviCRM, click the icon to the right of the field (if available).
  5. Enter a number in the Order field. The Order field determines the placement of the field set in the main list if there is more than one set.
  6. If you want the field set collapsed, check the check-boxes for Collapse this group on initial display and Collapse this group in Advanced Search.
  7. Make sure that Is this Custom Data Group Active is checked.
  8. Enter instructions in the Pre-form and Post-form Help WYSIWYG editors, if necessary/desired. These instructions will appear when admin users are working on the data on a form within CiviCRM. These instructions will not apply to profile forms that are viewed by front-end users (Instructions for end-users are included on the Profile).
  9. Click the Save button to save the group.

You will now see a Custom Data Field page where you can enter your first custom data field.

Create Custom Data Fields

On the Custom Data Field page:


IMPORTANT!

The number of fields on this form may change according to the type of data and input Field Types you select. For example, if you select Alphanumeric/Radio you will see a section for Multiple Choice Options where you can enter the values for the radio buttons. For more in-depth explanation on each field type and what it does, see the CiviCRM Online Book on Custom Data Fields. Scroll down to the middle of the page where the book discusses Custom Data → Types.


CiviCRM Custom Data Fields

Your custom data fields are now available. You will automatically see custom data fields reflected in the element that the set is used for (i.e., Contributions, Contacts, Events, Activities, etc.). To use the custom data fields in a form on your website, you must create a Profile that houses the fields and can be exposed through the website. For more information on using Profiles continue to the next section, Profiles.

Extending CiviCRM - CiviCRM Profiles: Collecting Constituent Information

CiviCRM Profiles: Collecting Constituent Information

Understanding Profiles

A profile is a collection of fields (both predefined and custom) from your database. They give you the means to collect information from your constituents, add it into your database and, if appropriate, share that information through your website.

By creating profiles and adding them to pages on your website (contribution pages, event pages, sign-up pages, etc.) you give your users a way to provide additional information about themselves.

Predefined fields include all the fields that are core to CiviCRM and any of its modules. These include things like:

Custom fields are defined and created by you and the needs of your organization. For example, you may want additional information about your volunteers – what are their skills, what is their availability during the week, how many hours can they commit to each month; or additional information about projects you might be working on such as project codes or the status of the project.

A few of the most common ways in which profiles may be used are:

Note: Profiles can be used over and over again in different ways. You do not necessarily have to create a new profile for each task. For example, all GingerFeet subscriptions come with a pre-built profile called Contact Information. This profile is intended for use on contributions and events for gathering first name, last name, address and phone information. It is a generic form that can be applied wherever a profile can be used.

Profiles are vitally important developmental tools within CiviCRM. Understanding how profiles work, what they can do and how to implement them is of tremendous benefit to your organization. If you need additional information on profiles, see the CiviCRM Online Book section Using CiviCRM Profiles or search for posts on our CiviCRM How to Forum where a question you have may have already been answered

Working with Profiles

You may want to make use of custom data fields for your profiles. While you're not required to create those fields before you create the profile, it is often easier in the long run if you do. For instruction on creating custom data fields, see the Gingerfeet User Guide section Creating Custom Data Fields. NOTE: For the purposes of this manual we assume that custom data fields have already been created.

Create a New Profile or Modify an Existing One

CiviCRM has included help pop-ups for this form with fairly detailed explanations for each field. Access these instructions via the balloon icon next to each field.

  1. In the Administration Menu across the top of your page, select Administer →Customize Data and Screens → Profiles.

If you want to modify the settings for a specific Profile such as your website Volunteer form, find Volunteer & Skills Form in the list. From the right-hand side of the form click Settings to modify the main settings for the form. You can then follow instructions from step number 7 below.

  1. Click the Add Profile button.
  2. Enter an appropriate name in the Profile Name field.
  3. Check the appropriate Used For checkbox(es).
    1. Check Profile if you want it to use this profile for customized listings and collect information from your constituents.
    2. Check Search Results to use this profile to display an alternate set of results columns for CiviCRM Basic and Advanced Search.
    3. Check User Registration if you want this Profile to be included in the New Account registration form.
    4. Check View/Edit User Account to include it in the view and edit screens for existing user accounts.
  4. Enter an Order other than the default, if desired. This is the display order on the Profile list page.
  5. Enter Pre-Form or Post-Form Help, if desired.
  6. Make sure that Is this CiviCRM Profile active? is checked.
  7. Click and expand the Advanced Settings field set.

    CiviCRM Profile Advanced Settings

    • Select a group from the Limit listings to a specific Group? dropdown if you are using the profile for search and listings, AND you want to limit the listings to members of a specific group.
    • If you are using this profile for a specific group that you want to automatically add to that group, select the group from the Add new contacts to a Group? dropdown.
    • Enter a notification email in the Notify when profile form is submitted? field.
    • If you are using this profile as a contact signup or edit form, and want to redirect the user to a page of your creation, enter the complete URL in the Redirect URL. If this field is left blank, the built-in Profile form will be redisplayed with a generic status message - 'Your contact information has been saved.'
    • Enter a URL for a unique cancellation page in the Cancel Redirect URL field. If this field is left blank, the built-in Profile form will be redisplayed.
    • Check Include reCAPTCHA? to enabled Google's anti-spam tool reCaptcha. Do not enable this feature for stand-alone profile forms. reCAPTCHA requires dynamic page generation. Submitting a stand-alone form with reCAPTCHA included will always result in a reCAPTCHA validation error. reCAPTCHA is also not available when a profile is used inside the User Registration and My Account screens.
    • Select a Drupal User Account option in the Drupal user account registration option?. For example, if you create a volunteer registration form (beyond the skills and information form) you would select Account Creation Required. Most often, your profiles will be used in conjunction with other components such as a contribution or event that does not require users to have their own account. In that case you would leave the No account create option selected.
    • Select Allow duplicate contact to be created in the What to do upon duplicate match field. We do not recommend selecting Issue warning and do not save as it creates an unfriendly user experience and Update the matching contact will automatically update an existing record - which may or may not be identical. De-duping is done through Contacts → Find and Merge Duplicate Contacts
    • The Proximity search option is associated with mapping and is used within a profile search to determine a search radius in relationship to an address.
    • Check Enable mapping for this profile? if you want to have a google map associated with the profile results
    • Check Include profile edit links in search results? if you want users with the appropriate permissions to be able to edit these profile fields.
    • Check Include Drupal user account information links in search results? if you want contacts who have a Drupal account on your site to be able to edit their own profile information.
  8. Click the Save button.

You will now be able to add fields to your profile. These can be pre-built CiviCRM fields or custom data fields.

Adding Fields to Your Profile

CiviCRM Profile Data Fields

Within the Add Field form:

  1. Select the appropriate component from the Field Name dropdown. Once selected, each item will display at least one additional dropdown. NOTE: Contact spans across individual, household and organization. Select Contact when you want to include phone and address information. Select Individual when you want to select First Name or Last Name.
  2. Edit the Field Label if necessary.
  3. If the user should be required to fill out this field, check the Required? checkbox. Remember that the user will have to fill out this field or CiviCRM will return an error when the user tries to submit the form.
  4. Check View only? if users are allowed to view but not edit the field.
  5. Select the appropriate visibility from the Visibility dropdown.
  6. Enter instructions for the end-user who is filling out this form in the Field Help field. If the profile is being used as a submission form on your site, THIS is where you'll enter instructions. Instructions for these fields display BELOW the field.
  7. Enter a display order in the Order field, if necessary. This is the order that the fields will appear on the form. CiviCRM will automatically number beginning with 1.
  8. Make sure that Active? checked.
  9. Click either the Save button (to complete) or Save and New button to create an additional field.

Once you have created the profile and saved either it or a field within it, you can exit and come back to add or edit or disable fields at any time.

Edit a Profile

Navigate Administer → Customize → CiviCRM Profile.

To edit the profile settings:

  1. Click the Settings link (for custom built profiles) or the More → Settings link (for pre-built CiviCRM profiles) to the right of the profile you want to edit.
  2. Edit the settings as necessary. See Create a New Profile above for details on profile settings.
  3. Scroll down and click the Save button to save your changes.

To add a profile field:

  1. Click the Fields link to the right of the profile you want to edit.
  2. Click the Add Field button
  3. Fill out the Add Field form as necessary. See Adding Fields to Your Profile above for details on field settings.
  4. Click the Save button (or Save and New for additional fields) to save the field.

Using a Profile as a Submission Form on Your Website

You can use profiles on your contribution and event pages via the Include Profiles options (see Fundraising and CiviContribute and Events and CiviEvents for details). But what do you do when you want to add a profile as a stand-alone form? In this instance you'll need add either a menu item or hyperlink on your website that links to the form. You'll need to know the path (URL) to the form to set up the menu or hyperlink.

Finding path to Profile form

To find out the path to the form:

  1. Navigate Administer → Customize → CiviCRM Profile.
  2. Click the More → Use Profile-Create Mode. The screen will refresh and the form will display in your browser within your website.
  3. Copy the URL in the browser address bar from civicrm/profile/create?gid=XX&reset=XX where "XX" are the ID and reset numbers associated with this profile.
  4. Navigate to the location within Drupal where you want the link to reside (either a new menu item or within an existing page)
  5. For a menu item, paste the URL into the Path field.
  6. For a hyperlink within a page, type the link text and use the Link icon on the toolbar to paste into the URL field.

Importing Existing Data: Contacts, Contributions, Events Participants and Activities

Importing Contacts, Contributions, Event Participants and Activities

There are several ways contacts and their data get added to your database. You might add them one at a time, they might add themselves through a form on your website, or you might import your legacy data in bulk from an external source such as an MSAccess database, an Excel spreadsheet or a third-party volunteer or donor management service using CiviCRM's import functionality.

All imported data must be in either .csv (or SQL query - advanced users) format and have been mapped to CiviCRM's data headers--i.e., the "Firstname" field header in the .csv file exported from your Access database must be changed to "First Name" to match CiviCRM and any fields not found in CiviCRM must be built as custom data for CiviCRM to accept it.

You can download (zip file) and use our GingerFeet import templates to assist in mapping your current data to CiviCRM. There are four templates including a Contact Import Template (you must have one .csv file for Individuals, one for Households and one for Organizations), a Contribution Import Template, an Activities Import Template, and an Event Participant Import Template.

These templates contain only the fields needed for their particular import. Make sure you always include the email address as this is the primary means for CiviCRM to match the contact to the contribution, activity or event.(If you are using Memberships, a Membership Import Template is available upon request - email info at gingerfeet.com.)

Once you have mapped your current data to CiviCRM and created any necessary custom data fields, you can import your data. The process is essentially identical for all imports. For our purposes, we will detail importing contacts only.

Importing Contacts

When importing contacts you must import each main type: individuals, households, organizations, separately. For our purposes we will cover importing from a .csv file.

Have your .csv file prepared:

  1. Navigate Contacts → Import Contacts.
  2. Select your data source from the Data Source field.
  3. In the Upload CSV File click the Browse button.
  4. Navigate to the file on your local machine, select the file and click the Open button.
  5. If the first row of your .csv file contains headers, check First row contains column headers. (If you utilize the templates provided by GingerFeet, headers will be contained in the first row.)
  6. Select the appropriate radio button in the Contact Type field.
  7. Select the appropriate action to take in the For Duplicate Contacts field. (For an explanation, click the balloon icon next to the field.)
  8. Select the appropriate date format for your data.
  9. Click the Continue button.
  10. Review the mapping and adjust any fields accordingly. NOTE: When you are importing individuals you will not have access to map data that is appropriate for organizations or households.
  11. Import Mapping

  12. To save this mapping, check the Save this field mapping checkbox.
  13. Once you've verified the mapping, click the Continue button.
  14. CiviCRM will return you to a Preview page indicating how many rows total and how many rows are valid and will be imported.
    NOTE: If there are errors, download the errors to review where CiviCRM is not matching with your data. It may be as simple as your .csv file is formatting the birth date field as 01/01/01 rather than the appropriate date formatting of 01/01/2001.
  15. Scroll to the bottom of the preview to add the contacts to a new or existing group or assign them to a new or existing tag.
  16. Click the Import Now button. CiviCRM will prompt you to make sure you want to import.
  17. Click the OK button to complete the import. CiviCRM will return a summary of your results.
  18. If the import was successful, click the Done button. If the import was not, fix any issues and re-import.

IMPORTANT!

TWO IMPORTANT THINGS TO REMEMBER: You MUST import individual contacts separately from household contacts separately from organization contacts. You MUST import your contacts first, then contributions, activities and event participation.


Importing data into CiviCRM requires a certain level of comfort with technology. If you have data from several sources or have complex data, please contact us at info at gingerfeet.com to discuss the cost of our Data Import Services.

Working with Contacts

Working with Contacts

There are three built-in contact types that deliver with CiviCRM: Individual, Household, and Organization. You can use these contact types as well as create your own contact subtypes based off these three main types. For more information on creating additional contact subtypes such as Volunteer or Student, see Create a Contact SubType.


IMPORTANT!

It's important to note that the main contact type in CiviCRM is the Individual. You then create relationships between the individual and his or her Household and/or Organization.


Managing Contacts

Create a New Contact Subtype

CiviCRM allows you to create contact subtypes based off the three core contact types. Subtypes are useful for organizing your data, but most importantly, custom data can be assigned specifically to a given subtype. For example, you want to track information that is particular only to your board members. You can create a contact subtype of Individual: Board Member and a custom data field set that is used for Individual: Board Member. The data assigned to that subtype will appear on contact records for that subtype ONLY.

As CiviCRM provides several ways to organize data (please review groups, tags and custom data), you will want to examine what you want to do with your data to make the most informed choice of which organizational route you want to take. You are not limited to a single choice, but each choice has different assets.

  1. In the Administration Menu across the top of your page, select Administer → Customize Data and Screens → Contact Types. You now see the Contact Types page.
  2. Click the Add Contact Type button.
  3. Enter the name for the new contact type in the Name field.
  4. Select the Basic Contact Type that this contact type will be associated with in the drop–down.
  5. You can upload an image and set it as your own icon, if you wish. Enter the path to the image file for this contact type in the Image URL field. (Click the callout to the right of the field to read more information about using a custom image icon).
  6. Enter a Description, if desired.
  7. Make sure that Enabled? is selected.
  8. Click the Save button to save the new contact type. You will now have access to this contact type when you create a new contact.

Add a Contact: Organizations & Households

The entry forms for organizations and households are almost identical.

  1. In the Administration Menu across the top of your page, select Contacts → New Organization or Contacts → New Household. A blank New Organization or New Household form now appears.

    There are several sections running down the form that hold various types of information. They include:

    • Contact Details: Includes general contact fields such as Name, Legal Name, SIC Code, Contact Type, Phone, Email, Website.

      IMPORTANT!

      There is a unique field to the far right on the name row called Edit Sort Name. This field allows you to enter an alternate name for the organization or household for sorting purposes. This is useful for returning reports and search results alphabetically.


      Example: For mailing purposes you want the Household Name to read “Mr. & Mrs. John Doe” but for reporting purposes you want the Sort Name to read “Doe, Mr. & Mrs. John” so the report will be correctly alphabetized.

    • Custom Data: Includes any custom data fields that you have created for your organization content type. (If there are not custom data fields for this contact type, this section will not appear.)
    • Address: Includes standard address fields.
    • Communication Preferences: Includes options for various modes of communication as well as the mailing label CiviCRM token and a check-box to opt that organization or household out of bulk emails.
    • Notes: Includes a Subject and Notes fields. Once the organization or household record is saved, additional notes are added through the Notes tab in View mode.
    • Tags and Groups: Includes any built-in or custom Groups and Tags
  2. If you wish to enter data into all of these areas, click the Expand all tabs link on the upper right above the Contact Details box to expand all sections before you begin.
  3. Fill in the form as necessary. If a field allows for more than a single entry, there is an Add link available. (Add Address in the case of the Address section).
  4. To add an additional entry for a given field, click the Add or Add Address link.
  5. Designate which is the Primary option for each field.
  6. Scroll to the top or bottom of the page.
  7. Click the Save button to save the organization.

Add a Contact: Individual

  1. In the Administration Menu across the top of your page, select Contacts → New Individual. A blank New Individual form now appears.

    There are several sections running down the form that hold various types of information. They include:

    • Contact Details: Includes general contact fields such as First Name, Last Name, Current Employer, Email, Phone, etc.

    • IMPORTANT!

      The Current Employer field is a unique field. Typing in this field not only searches the database for a corresponding record, but once selected and saved, CiviCRM automatically creates a relationship between the individual and the organization.


    • Custom Data: Includes any custom data fields that you have created for your organization content type.
    • Address: Includes standard address fields.
    • Communication Preferences: Includes options for various modes of communication as well as the mailing label CiviCRM token and a check-box to opt that organization out of bulk emails.
    • Notes: Includes a Subject and Notes fields. Once the individual record is saved, additional notes are added through the Notes tab in View mode.
    • Tags and Groups: Includes any built-in or custom Groups and Tags
  2. If you wish to enter data into all of these areas, click the Expand all tabs link on the upper right above the Contact Details box to expand all sections before you begin.
  3. Fill in the form as necessary.
  4. If a field allows for more than a single entry, there is an Add link (Add Address in the case of the Address section) available (Phone, Email, Address, etc.).

  5. To add an additional entry for a given field, click the Add or Add Address link.
  6. Designate which is the Primary option for each field.
  7. Scroll to the top or bottom of the page.
  8. Click the Save button to save the individual.

Search for a Contact

  1. In the Administration Menu across the top of your page, select Search → Find Contacts. You now see the Find Contacts page. You can search for contacts based on:
    • a name or email address
    • the contact type (individual, household, organization)
    • a group
    • a tag
  2. Enter the name or email in the Name or Email field. (If you are searching for multiple contacts use the Contact Type, Group or Tag drop–downs to expand your search.)
  3. Click the Search button. The search results now appear below the search form.

Using the Quick Search Feature

CiviCRM gives you a fast, easy way to search on a single record – the Quick Search box.

  1. On the Administration Menu, click to put your cursor into the Quick Search box on the far left.
  2. Begin typing the name of the contact.
  3. This field is a searchable field. As soon as you begin typing, CiviCRM will begin searching for a match.
    Once the match is found:

  4. Select the match. The Contact record will open in View mode.

View an Existing Contact

  1. Search for the contact using one of the Search features (See Search for a Contact).
  2. Click the name of the contact on the left-hand side, or the View link on the right-hand side of the contact's row. You now have access to review all information for this contact.
  3. Click any of the following tabs:
    • Summary (general contact information),
    • Contributions
    • Pledges
    • Memberships
    • Events
    • Activities
    • Relationships
    • Groups
    • Notes
    • Tags
    • Change Log

  4. Each tab allows you to review and create new items.
  5. On the Summary tab, click the Edit button to switch to Edit mode.

Edit an Existing Contact

  1. Search for the contact using one of the Search features (See Search for a Contact).
  2. Click the Edit link on the right-hand side of the contact's row.
  3. You are now in Edit mode for this contact. Edit mode allows you to edit the general information for the contact, including primary Contact Details, Address information, Communication Preferences, Tags and Group, and any custom data.

  4. Edit the information as necessary.
  5. Click the Save button to save your changes.

Working with Relationships

What is a Relationship?

Relationships are connections between contact records in your database. Each connection can be named to describe the nature of the connection, and a contact may have many relationships to other contacts in the database.

Contacts may have Employee/Employer relationships or Parent/Child relationships or Sibling relationships.

There are 14 core Relationship Types including: Board Member of, Employee of, and Volunteer for.

Contacts can have relationships with set start and end dates. For example, a contact could have a relationship "Committee Chair" to an organization for a one year period. In order to track past Committee Chairs, you can keep a record of the contact having an inactive Committee Chair relationship.
For more in-depth discussion on how and when to use Relationships, see the Floss CiviCRM Manual on Contacts: Relationships.

Create a New Relationship Type

You can create, track, and keep a history any type of relationship that is relevant to your organization. To create a new Relationship Type:

  1. In the Administration Menu across the top of your page, select Administer → Option Lists → Relationship Types.
  2. Scroll down the page.
  3. Click the New Relationship Type button.
  4. Enter the relationship for contact A of the relationship.
  5. Enter the relationship for contact B of the relationship.
  6. Select the Contact Type for contact A in the Contact Type A drop-down.
  7. Select the Contact Type for contact B in the Contact Type B drop-down.
  8. Enter a Description, if desired.
  9. Make sure that Enabled? Is checked.
  10. Click the Save button to save the relationship. This relationship will now be available for use on the Relationship tab of your contact page.

Create a Relationship

To create a relationship between two contacts:

  1. Search for either contact using the Search feature (See Search for a Contact).
  2. Click the View link to open the contact in View mode.
  3. Click the Relationships tab.
  4. Click the New Relationship button.
  5. Select the Relationship Type from the drop-down.
  6. Begin typing the name of the second contact in the Find Target Contact.
  7. This field is a searchable field. As soon as you begin typing, CiviCRM will begin searching for a match.
    Once the match is found:

  8. Select the match.
  9. Click the Search button.
  10. CiviCRM searches for the full record of the match.

  11. Check the check-box for the matching entry.
  12. If this relationship has a time period associated with it, enter a Start Date and an End Date.
  13. Enter a Description or Notes for future reference.
  14. If you want these contacts to be able to view and update each others information, check the check-boxes for Contact A can view and update information for selected contact(s) and/or Selected contact(s) can view and update information for Contact A.
  15. Click the Save Relationship button to save the relationship. The relationship now appears below the tabs under Current Relationships.

Working with Activities

What is an Activity?

In CiviCRM virtually every interaction with a constituent is considered an activity. Each module (CiviEvent, CiviContribute, etc.) of CiviCRM creates a record of such activities as contributions, event attendance, membership renewal, and emails. By recording these activities, CiviCRM gives you the means to track all your interactions with your contacts and retain a history of their activity with your organization.

Create a New Activity Type

CiviCRM has 22 core activity types. You can create as many activity types as necessary for your organization.

  1. In the Administration Menu across the top of your page, select Administer → Option Lists → Activity Types.
  2. Scroll to the bottom of the list.
  3. Click the New Activity Type button.
  4. Enter a Label.
  5. Enter a Description.
  6. Make sure Enabled? is selected.
  7. Click the Save button to save the new activity type.

Add an Activity

Many activities are automatically created when users interact with your site (such as making a contribution). For tracking phone calls, emails, and meetings and scheduling follow-up activity, you will need to input activities manually.

Create a New Activity from the Administration Menu

  1. In the Administration Menu across the top of your page, select Contacts → New Activity.
  2. Select an activity from the Activity Type drop–down.

  3. IMPORTANT!

    The email activity type is not available here. To send an email, select Contacts → New Email.


  4. Enter the name of the contact you are adding the activity for in the With Contact field. This field is a searchable field. As soon as you begin typing, CiviCRM will begin searching for a match. Once the match is found:
  5. Select the match.
  6. Enter the name of the person you are assigning this activity to, if applicable, in the Assigned To field.
  7. Complete the form as necessary.
  8. Expand the Attachment(s) box to attach files related to this activity.
  9. Expand the Schedule Follow-up box to schedule a follow–up activity.
  10. Click the Save button to save the activity.

Create a New Activity from Within a Contact

  1. Search for the contact using one of the Search features (See Search for a Contact).
  2. Click the name of the contact on the left-hand side, or the View link on the right-hand side of the contact's row.
    You are now in View mode for the contact.
  3. Click the Activities tab.
  4. Select an activity from the Activity Type drop-down.
    A new activity page will appear labeled according to the activity you have selected. (New Meeting, New Phone Call, etc.)
  5. Fill in the details for the activity.
  6. If you have files that you want to associate with this activity, click the Attachment(s) arrow to expand the box.
  7. Click the Browse button to browse your local machine for the file.
  8. Select the file.
  9. Click the Open button.
  10. If you want to schedule a follow-up activity associated with this activity, click the Schedule Follow–up arrow to expand the box.
  11. Fill in the details for the scheduled activity.
  12. Click the Save button to the save the activity.

Fund-raising & CiviContribute

CiviCRM - Section 8: Fund-raising & CiviContribute

CiviContribute gives you the means to run fund-raising campaigns and accept donations, as well as accept fees for Events and Memberships, online.

Additional tools within CiviContribute include a widget for displaying funds raised, Personal campaign pages (PCPs) and Tell-a-Friend functionality for enlisting your supporters in spreading the word.

All contributions and fees are accepted on your website through contribution pages you build in CiviCRM, then display on the front-end of your site.

To optimize your use of CiviContribute, you should be familiar with Custom Data fields and Profiles. For additional help on CiviContribute, see the CiviCRM Online Book: Working with CiviContribute


IMPORTANT!

In order to accept online payments you MUST have a payment processor such as PayPal or Authorize.net, and have setup your payment processor within CiviCRM. For instructions on setting up your payment processor, see Setting Up a Payment Processor.


Create Contribution Types

CiviContribute has a number of core contribution types including Donation, Event Fee, and Member Dues.

You're not limited to the core types. CiviContribute allows you to create as many custom contribution types as you need to match the inner workings of your organization.

  1. In the Administration Menu across the top of your page, select Administer → CiviContribute → Contribution Types. You now see the Contribution Types page.
  2. Click the New Contribution Type button.
  3. Enter the Name and Description of the new contribution type.
  4. To integrate CiviContribute with your accounting system, enter the appropriate Accounting Code. The code you enter will be included when you export contribution data to your accounting package.
  5. If this type is tax-deductible, check the Tax deductible check box.
  6. Make sure Enabled? is checked.
  7. Click the Save button to save the new contribution type. This contribution type is now available for use on your contribution pages.

Create a Contribution Page or Modify an Existing One

To accept donations, fees and dues online you create forms in CiviContribute that display on your website. Make sure you have completed the following tasks (if necessary for this campaign) before creating your contribution pages:

To create a new Contribution Page,
from the Administration Menu across the top of your page, select Contributions → New Contribution Page. You now see the first of nine screens (don't be scared!) for creating a new contribution page.

If you'd like to modify an existing Contribution Page,
such as the your main Donation page on your website, select Contributions → Manage Contribution Pages. From the list, find Donate Now! and on the right-hand side, click on Configure. A pop-up menu with all the available screens as defined below will be listed. Choose the appropriate item, or start with Title and Settings to walk through each screen. Follow the steps listed below.

NOTE: CiviCRM includes excellent instructions guiding you through the creation of the contribution page. Consequently, this section of our user guide covers only items of note except for the first section – Title and Settings – where we discuss each option.

Step 1. Title and Settings


IMPORTANT!

You can include images on your contribution page. For instructions on adding images through Drupal and the GingerFeet File Upload page, follow instructions for Working with Two Windows or Tabs for Ease of Editing and Upload an Image and Add it to Content in the Drupal Getting Started User Guide.



IMPORTANT!

Each time you click the Continue button while creating a contribution page CiviCRM saves the work you have just done. You can always leave the “wizard” and return later to complete the new contribution page at a later time through Contributions → Manage Contribution Pages.


CiviContribute will move to:

Step 2. Amounts

This section allows you to configure your contribution amounts and payment options. If you have complex pricing structures you will want to consider creating Price Sets – a feature of CiviContribute much like custom data fields but tailored to contributions and financial transactions.


IMPORTANT!

In order to have the option to activate recurring donations you MUST have a payment processor configured and select Execute real-time monetary transactions.

You can also select to offer a user the option of making a Pledge.

You can only do either recurring donations OR pledges per contribution page. Not both.


At this time recurring donations are only supported in CiviCRM for Authorize.net, PayPal Website Payments Standard, PayPal Website Payments Pro and Moneris.

CiviContribute will move to:

Step 3. Memberships

This section allows you to enable this contribution page as a membership sign–up form.

The form will expand to include options for memberships including durations and membership types. If you have not configured your membership types you can return to the form at a later time through Contributions → Manage Contribution Pages to complete this section.

  1. If this will be a membership form, check Membership Section Enabled?
  2. Complete the form following the instructions on the page.
  3. When you have completed the form to your satisfaction, click the Continue button.

CiviContribute will move to:

Step 4. Thanks and Receipt

This section allows you to configure the thank-you message and receipt delivery options. Return email is a required field.

  1. Complete the form following the instructions on the page.
  2. When you have completed the form to your satisfaction, click the Continue button.

CiviContribute will move to:

Step 5. Tell a Friend

This section allows you to configure the Tell a Friend functionality that gives your contributors a powerful tool for furthering your efforts via viral marketing.

  1. If you want to maximize your campaign efforts, check Tell a Friend Enabled?
  2. Complete the form following the instructions on the page.
  3. When you have completed the form to your satisfaction, click the Continue button.

CiviContribute will move to:

Step 6. Include Profiles

This section allows you to include Profiles for collecting additional information from your contributors. If you have not configured your profiles you can return to the form at a later time through Contributions → Manage Contribution Pages to complete this section. For more information on profiles, see Understanding Profiles and Working with Profiles. Profiles are available to be added at the top of the contribution page or the bottom.

  1. Select the Profile you want to include from the appropriate drop–down.
  2. Click the Continue button.

CiviContribute will move to:

Step 7. Premium Settings

This section allows you to enable Premiums incentives/thank you gifts – for your supporters.

  1. If you want to offer Premiums with this contribution page, check Premium Section Enabled?
  2. Complete the form following the instructions on the page.
  3. When you have completed the form to your satisfaction, click the Continue button.

CiviContribute will move to:

Step 8. Widget Settings

This section allows you to configure a CiviContribute Widget that can be added to your – or any – website. It is a thermometer-style indicator that automatically updates as contributions are made to this campaign.

Preview Widget and Get Code will now appear. You will want to complete your contribution page and add it to your website before you add the widget code to your website. You can return to this section of the contribution form at a later time through Contributions → Manage Contribution Pages to access the widget code. For more information, see Add Contribution Widget to Your Website.

  1. If you want to add the widget to your website, check Enable Widget?
  2. Complete the form following the instructions on the page.
  3. When you have completed the form to your satisfaction, click the Save and Preview button.
  4. To modify the colors of the widget, click Widget Colors to expand the box and modify the hexadecimal colors.
  5. Click Save and Preview to review your changes.
  6. Once you are satisfied with the appearance of the widget, click the Continue button.

CiviContribute will move to:

Step 9. Enable Personal Campaign Pages

This section allows you to include an extremely powerful feature of CiviCRM – Personal Campaign Pages. Personal Campaign Pages (PCPs) are contribution pages that can be created by your constituents after they have completed their transaction. Each donor to your campaign can choose to set up a PCP (that resides on your website), then enlist their family, friends and colleagues in a personalized version of your campaign.

Supporter Profile is a required field. CiviContribute contains one core profile called Supporter Profile that contains First Name, Last Name, Email. If this information is not sufficient for your needs, consider using another profile that you have created for use elsewhere on your site, or create a new profile for use with PCPs.

  1. If you want to allow constituents to create PCPs for this campaign, check Enable Personal Campaign Pages?
  2. Complete the form following the instructions on the page.
  3. When you have completed the form to your satisfaction, click the Continue button. The Manage Contribution Pages page will now appear.

Add a Contribution Page to Your Website

Once you have completed all the sections of your contribution page, you are ready to add it to your website. To add the contribution page to your website you may want to have two tabs or windows open to easily move between CiviCRM and Drupal. If you are unfamiliar with working in two tabs or windows, see Working with Two Windows or Tabs for Ease of Editing in the Drupal Getting Started User Guide.

If the contribution page is active:

You will see a yellow box with a green traffic light which contains the URL for the contribution page.

If the contribution page is NOT active: You will see a yellow box with a red traffic light that contains a link to the Title and Settings section where the contribution page is activated.

  1. In the Administration Menu across the top of your page, select Contributions → Manage Contribution Pages.
  2. Click the Configure link for the contribution page you want to add.
  3. The Configure Contribution Page now appears. The contribution page must be active to accept donations.
    1. Highlight the URL.
    2. Copy the selected URL by pressing Ctrl+C on a PC or Cmd+C on a MAC (on the keyboard).
    3. Open a new tab or window.
    4. Navigate to the location (page or menu) on your website that will hold the link.
    5. Paste the selected URL by pressing Ctrl+V on a PC or Cmd+V on a MAC (on the keyboard).
    6. Scroll to the bottom of the page.
    7. Click the Save button to save your changes.
    1. Click the Title and Settings link.
    2. Scroll to the bottom of the page.
    3. Check Is this Online Contribution Page Active?
    4. Highlight the URL.
    5. Copy the selected URL by pressing Ctrl+C on a PC or Cmd+C on a MAC (on the keyboard).
    6. Click the Save button to save your changes.
    7. Open a new tab or window.
    8. Navigate to the location (page or menu) on your website that will hold the link.
    9. Paste the selected URL by pressing Ctrl+V on a PC or Cmd+V on a MAC (on the keyboard).
    10. Scroll to the bottom of the page.
    11. Click the Save button to save your changes.

Add a Contribution Widget to Your Website

To add the code to your website you may want to have two tabs or windows open to easily move between CiviCRM and Drupal. If you are unfamiliar with working in two tabs or windows, see Working with Two Windows or Tabs for Ease of Editing in the Drupal Getting Started User Guide.


IMPORTANT!

When you disable rich text mode you are viewing the HTML code. If you are unfamiliar with HTML code, please submit a support ticket for assistance in adding the widget to your page.


Managing Events Using CiviEvent

Managing Events Using CiviEvent

CiviEvent is CiviCRM's registration module. You can create any number of events, customize event and participant information as necessary, accept registration fees online, and communicate with your participants through CiviMail.

To optimize your use of CiviEvent, you should be familiar with Custom Data fields, Profiles, your Payment Processor, and Price Sets. For additional help on CiviEvents, see http://en.flossmanuals.net/CiviCRM/CiviEventsWhatis

Create Participant Roles

CiviEvent has 4 core participant roles: Attendee, Volunteer, Host, Speaker. You can customize your events by creating roles that are tailored to your needs.

  1. In the Administration Menu across the top of your page, select Administer → CiviEvent → Participant Roles.
  2. You now see the Participant Roles page.

  3. Click the New Participant Role button.
  4. Enter the name of the role in the Label field.
  5. If the role should be counted as a participant, check Counted?
  6. You may have roles that you want to track but not counted as participating such as your staff or clean–up crew.

  7. Enter a Description.
  8. Make sure Enabled? is checked.
  9. Click the Save button to save the new participant role.

This role is now available for use on your events.

Create Participant Statuses

Participant Statuses allow you to track the registration of your participants. E.g. has a participant paid, attended, canceled, or are they on a wait–list?

  1. In the Administration Menu across the top of your page, select Administer → CiviEvent → Participant Statuses.
  2. You now see the Participant Status page.

  3. Click the New Participant Status button.
  4. Enter the Name of the status type.
  5. Enter the display Label.
  6. Select a Class from the drop–down.
  7. There are 4 general classes to choose from: Positive – Yes, Negative – No, Pending, Waiting. These classes define how participants are group on the CiviEvent Dashboard.

  8. If a participant with this status should be counted as a participant, check Counted?
  9. Select a Visibility from the drop-down.
  10. Select Public if you want to allow users to select a participant status.

  11. Click the Save button to save the new participant status.

Create Event Types

CiviEvent has 6 core event types including

You are not limited to the core types. CiviEvent allows you to create as many custom event types as you need to match the inner workings of your organization.

  1. In the Administration Menu across the top of your page, select Administer → CiviEvent → Event Types.
  2. You now see the Event Type Options page.

  3. Click the New Event Type button.
  4. Enter the Label.
  5. Enter the Description.
  6. Make sure Enabled? is checked.
  7. Click the Save button to save the new event type.

This even type is now available for your use on your event pages.

Create a New Event

Creating events in CiviCRM is much like creating a contribution page or creating a mailing in that there are a number of sections involved. Unlike CiviContribute and CiviMail, CiviEvent utilizes a tabbed approach to completing the page rather than a standard step-by-step wizard.

Make sure you have completed the following tasks (if necessary for this event) before creating your event:

  1. In the Administration Menu across the top of your page, select Events → New Event.
  2. You now see the New Event page.

  3. Select an Event Type from the drop-down.
  4. Select a Participant Role from the drop-down.

  5. IMPORTANT!

    This is the role that users will automatically be assigned to when they register online. To register a unique participant for an event – such as a speaker – use Events → Register Event Participant.


  6. Select a Participant Listing from the drop-down, if applicable.
  7. Participant Listings allow you to display a list of participants on your website.

  8. Enter the Event Title.
  9. Enter an Event Summary.
  10. Enter the Complete Description for the event.
  11. Select the Start Date and Time and the End Date and Time.
  12. NOTE: CiviCRM uses a 24-hour time convention, so 8:00 AM = 8:00 and 8:00 PM = 20:00.

  13. Enter the Max Number of Participants, if applicable.
  14. To include a map on the event page check Include Map to Event Location?

  15. IMPORTANT!

    In order to use mapping in CiviCRM, you must sign up for either a Google API Key or a Yahoo Application Key and configure CiviCRM accordingly in Administer → Configure → Global Settings → Mappings and Geocoding.


    To sign up for a Google API Key, see http://code.google.com/apis/maps/signup.html.
    To sign up for a Yahoo Application Key, see http://developer.yahoo.com/maps/simple/.

  16. To make this event available for iCalendar and RSS feeds, check Public Event?
  17. When you are ready to post the event to your website, make sure that Is this Event Active? is checked.
  18. Click the Save button to save the new event.

CiviEvent moves to:

Configure Event – Test Event

There are now a series of tabs above the data on your screen: Info and Settings, Event Location, Fees, Online Registration and Tell a Friend.

You will fill in the data on each tab, save the tab and click the next tab to enable and configure the next set of options.

On the Event Location tab:

  1. Choose a Location:
    1. If you have not used this location before, select Create new Location.
    2. If you have used this location before, Use existing Location and select the location from the Use Location drop-down.
  2. Complete the form following the instructions on the page.
  3. NOTE: You can add additional Email and Phone numbers for this event by clicking the add link next to each option.

  4. Click the Save button.
  5. Click the Fees tab to enable fees for this event (only if necessary for this event).

On the Fees tab:

  1. Select Yes to enable fees.
  2. Additional options now appear.

  3. To accept online payment, select a Payment Processor from the drop–down.

  4. IMPORTANT!

    In order to accept online payments you MUST have a payment processor such as PayPal or Authorize.net, and have setup your payment processor within CiviCRM. For instructions on setting up your payment processor, see Setting Up a Payment Processor.


  5. Select the Contribution Type from the drop-down.
  6. Enter the Fee Label, if other than the default.
  7. To accept payment at a later time, check Enable Pay Later option?
  8. The Pay Later options will now appear.

  9. Enter the Pay Later Label, if other than the default.
  10. Enter the Pay Later Instructions.
  11. If you have a pre–configured Price Set for this event, select it from the drop–down and skip to step 12.
  12. NOTE: If you select a Price Set the remainder of the options on this form will disappear.

  13. Enter the fees for this event in under Regular Fees.You can enter up to 10 fee levels.
  14. If you are offering discounts based on registration date check Discounts by Signup Date?
  15. Enter the name for the Discount Set. E.g. Early Bird Registration.
  16. Enter the Start Date and End Date for this discount set.
  17. Click Add Discount Set to Fee Table.
  18. A Discounted Fees section will now appear.

  19. Enter the discount price for each of your fees in the Amount field.
  20. On the Discounted Fees fee table, the Amount field column header will have the name of your Discount Set.

  21. Click the Save button.
  22. Click the Online Registration tab to enable an online registration page for this event (only if necessary for this event).

On the Online Registration tab:

  1. Check Allow Online Registration?
  2. Additional options now appear.

  3. Enter the Registration Link Text, if other than the default.
  4. Enter the Registration Start Date and Time and the Registration End Date and Time.
  5. To allow a user to register multiple participants, check Register multiple participants?
  6. To allow a user to register multiple participants using the same email address, check Allow multiple registrations from the same email address?
  7. Enter the time limit (in hours) for completing registration in the Pending participant expiration field.
  8. Complete the Registration Screen, Confirmation Screen, and Thank–you Screen sections following the instructions on the page.
  9. NOTE: If you are using PayPal make sure you enter copy on the Registration Screen that informs your users that they will be leaving your site, moving to PayPal, and returning back to your site after the transaction is completed.


    IMPORTANT!

    To collect additional data from your participants on the Registration Screen you will need to make use of Profiles and, often, Custom Data. If you are unfamiliar with creating a Profile or Custom Data Fields, see Working with Custom Data and Working with Profiles.


  10. Select Yes to send a confirmation email to the user.
  11. Complete the Confirmation Email section following the instructions on the page.
  12. Click the Save button.
  13. Click the Tell a Friend tab to enable Tell a Friend functionality for this event (only if necessary for this event).

On the Tell a Friend tab:

Tell a Friend functionality offer your participants a way to spread the word about your event to other possible participants.

  1. Check Tell a Friend Enabled?
  2. Additional options now appear.

  3. Enter the Title, if other than the default.
  4. Enter an Introduction, if other than the default.
  5. Enter a Suggested Message, if other than the default.
  6. Enter an Info Page Link for a link to additional information about your organization.
  7. NOTE: CiviEvent automatically includes a link to the Event Information page on your website.

  8. Enter the Thank-you Title, if other than the default.
  9. Enter an Thank-you Message, if other than the default.
  10. Click the Save button.

Add an Event to Your Website

Once you have completed all the sections of your event, you are ready to add it to your website.

To add the event to your website you may want to have two tabs or windows open to easily move between CiviCRM and Drupal. If you are unfamiliar with working in two tabs or windows, see Working with Two Windows or Tabs for Ease of Editing in the Drupal Getting Started User Guide.

  1. In the Administration Menu across the top of your page, select Events → Manage Events.
  2. Click the Configure link for the event you want to add.
  3. The Configure Event – Test Event page now appears. The event must be active to accept donations.

  4. Click Event Information and Settings.
  5. Scroll to the bottom of the page.
  6. If the event is inactive, click Is this Event Active?
  7. Highlight the URL for the event.
  8. It is below Is this Event Active? And looks something like: http://www.yourdomain.org/civicrm/event/info?reset=1&id=X - where X is a number.

  9. Copy the selected URL by pressing Ctrl+C on a PC or Cmd+C on a MAC (on the keyboard).
  10. If you have activated an inactive event, click the Save button.
  11. Open a new tab or window.
  12. Navigate to the location (page or menu) on your website that will hold the link.
  13. Paste the selected URL by pressing Ctrl+V on a PC or Cmd+V on a MAC (on the keyboard).
  14. Scroll to the bottom of the page.
  15. Click the Save button to save your changes.

Add a Participant List to Your Website

Once you have saved your event you can add a link to the Participant List on your Event Information page.

  1. In the Administration Menu across the top of your page, select Events → Manage Events.
  2. Click the Configure link for the event you want to add.
  3. The Configure Event – Test Event page now appears.

  4. Click Event Information and Settings.
  5. Click the CiviCRM help icon to open the help menu and access the participant listing URL.
  6. Highlight the URL for the participant listing.
  7. The URL looks something like: http://www.yourdomain.org/civicrm/event/participant?reset=1&id=X - where X is a number.

  8. Copy the selected URL.
  9. Place your cursor wherever you want the link to reside, in the Complete Description text editor.
  10. Type the text that you want as the link text such as “Click here to view participants.”
  11. Select the text.
  12. Using the WYSIWYG editor link button create a hyperlink.
  13. Scroll to the bottom of the page.
  14. Click the Save button to save your changes.

Working with the GingerFeet Event Calendars (Via CiviCRM & Drupal Views)

Working with the GingerFeet Event Calendars (Via CiviCRM & Drupal Views)

GingerFeet delivers with three pre-built event calendars that merge CiviCRM events with Drupal 'Views' to create grid-based calendar layouts.

Each calendar filters the events displayed based on the Event Types you create in CiviCRM (Administer -> CiviEvent -> Event Types) and the filters configured in the Drupal 'View' (Site Building -> Views -> List). (See Managing Events Using CiviEvents for instructions on creating event types and Edit Drupal Calendar View Filters below for instructions on editing the Drupal Calendar Views.)

NOTE: If you do not wish to use the grid-based calendars, you can create an event listing by copying the event URL into a normal Drupal page.

ADDITIONAL EVENT CALENDARS: If you would like additional event calendars for your site, contact us at info@gingerfeet.com. There is a $125 fee for each additional calendar type created.

What are the Pre-Built Event Calendars?

The three pre-built calendars are:

  1. Construction Calendar (Menu path: Volunteer -> Construction Calendar)

    This calendar displays volunteer opportunities that are associated with your house/build/project event types.

    By default, GingerFeet pre-builds an Event Type called 'YourFirstBuild.' When your development site is delivered to you, change this event type to the house/build/project you are currently working on (and create as many more as needed). You will use this (these) event types for filtering purposes in the Drupal View for this calendar. 

    These event types are also used for tracking your volunteer hours.
     

  2. ReStore Calendar (Menu path: Volunteer -> ReStore -> ReStore Calendar)

    This calendar displays volunteer opportunities that are associated with your ReStore volunteer opportunities and the 'ReStore' event type. If you do not have a ReStore, or do not wish to utilize this calendar, disable the menu item (Site Building -> Menus -> List -> Primary Menus).
     

  3. Events Calendar (Menu path: Events on Secondary Menu)

    This calendar displays general events such as fundraisers, conferences, etc. -- all other events besides your construction volunteer opportunities or your ReStore volunteer opportunities.

    You can create as many event types as you need for your organization. When you create a new event type, you must edit the Drupal Calendar View appropriately (Instructions below).

Edit Drupal Calendar View Filters

As you add event types for your houses/builds/projects or for general events (say 'golf tournament' or '5-K Run' - whatever your organization needs) you will have to edit the View filter for either the Construction Calendar or the Events Calendar appropriately (unless you add ReStore event types, you will not need to edit this calendar).

  1. Login to your site.
  2. Navigate Site Building -> Views -> List.
  3. Click the Edit link for the appropriate calendar.
    1. Title: Construction Calendar -- HFH CiviCRM Construction Calendar
    2. Title: Events Calendar -- HFH CiviCRM Events Calendar
  4. With the Defaults tab (on the left) selected, click the CiviCRM Events: Event Type link on the right under Filters.

    Adding an Event Type to the Drupal View Filter
     

  5. Scroll down a bit and you'll see a Configure filter section.
    1. Check any additional event types you want to display on this calendar.
    2. Click the Update button.
  6. Click the Save button.

IMPORTANT!Clicking the Update button saves the changes you just made to the filter. To complete the process and save the entire view, you HAVE to click the Save button.


Add an Event to a Calendar

As long as an event type is included in a calendar view, any event created AND MADE PUBLIC will appear on its corresponding calendar.

To make an event public:

  1. On the Titles and Settings configuration page (when creating a new event, the first page), check the Public Event? checkbox at the bottom of the page.

    Making an Event Appear on the Calendar

 

Using Price Sets for Complex Pricing Structures

What is a Price Set?

Price sets are a feature of CiviCRM that allows you to create complex pricing structures. When you are creating a contribution page or an event, CiviCRM provides a basic, 10-item, radio button-style fee table (item, amount and whether the item is the default).

CiviCRM Basic Price Table

Quite often you require additional fields for the radio button list, or would like to combine radio button options with checkbox items and a field where the donor/participant can enter their own amount.

To create this kind of complex structure, you will need to utilize price sets.

For example, each year you have a golf tournament fund-raiser. A single golfer pays $150, a foursome pays $500 and each participant can bring two guests to the tournament dinner for an extra $50 per person. Obviously, this can't be achieved with the standard event fee table as radio buttons are 'this OR that', not 'this AND that.'

Given this scenario, you want to create a price set that includes radio buttons for the two golf fees (single and foursome) and two checkboxes--one for each of the two possible guests.

Price sets can be associated with either contributions or events. You can access the New Price Set and the Manage Price Sets menu items from either the Contributions menu or the Events menu. For our purposes we will look at a Price Set for an event as event-based price set fields have one additional piece of data that can be applied to them [see below under Adding Price Set Fields.

Creating a Price Set

CiviCRM New Price Set

  1. Navigate Administer → Events → New Price Set.
  2. Enter a Set Name that coincides with the event so that it makes sense to you.
  3. Check the Event Used For checkbox (if you are setting up a price set for a contribution page, check Contribution).
  4. Enter any instructions you feel are necessary in the Pre-form Help and Post-form Help fields.
  5. Make sure that Is this Price Set active? is checked.
  6. Click the Save button.

CiviCRM will refresh the screen and you will now be able to enter your fields.

Adding a Price Set Field

CiviCRM Price Set Fields

  1. Enter a Field Label.
  2. Select the appropriate Input Field Type from the drop-down. In our scenario above you would create 1 radio button (for the two golf fees) and 1 checkbox field (for the two guests).

    NOTE: Depending on the Input Field Type you select, you will have additional options available for configuring the Price Set.


  3. Enter a numeric value in the Participant Count field if you want the values of this field to count against the total number of participants for the event. THIS FIELD IS ONLY AVAILABLE FOR EVENT-BASED PRICE SETS.
  4. If you have selected Text/Numeric Quantity, enter a per unit price in the Price field.
  5. If you have selected Select, Radio or Checkbox you will be able to add all your field options to the Price Fields Options list.
    1. Select Default if a given option should be the default amount.
    2. Enter a Label for the item.
    3. Enter the Amount.
    4. To add additional options up to 10, click the another choice link.

      NOTE: If you need more than ten options, you can create an unlimited number of additional choices using the Edit Price Options link after saving this new field.

  6. Enter Field Help if necessary.
  7. If this field is required, check the Required? checkbox.
  8. Click the Save and New button to save this field and create a new one, or the
    Save button to finish.

You can now use your price set for an event (or contribution if you created a price set for a contribution page).

Enabling a Price Set

Price Sets are configured in both Contributions and Events through their respective Contribution Amounts and Fees forms. Assuming that you've set up your contribution page or event, enable price sets via:

For Contributions

  1. Navigate Events → Manage Contribution Pages.
  2. Click Configure for the contribution page.
  3. Click Contribution Amounts.
  4. Select the Price Set from the drop-down.
  5. Click the Save button.

For Events

  1. Navigate Contribute → Manage Events.
  2. Click Configure → Fees for the event.
  3. Select the Price Set from the drop-down.
  4. Click the Save button.

Access Control Lists - Giving Your Users Access to CiviCRM

Below, we've laid out the steps for creating ACL's for a specific purpose. For more generic instructions, check out Greg Heller's (CiviCRM guru from Civic Actions) excellent article on how to create ACLs http://civicactions.com/blog/2011/feb/18/civicrm_access_control_acls_dem....

What are Access Control Lists?

One of the powerful features of CiviCRM are ACLs (Access Control Lists). With ACLs you can give your users (staff, volunteer coordinator, board member) access to only certain portions of CiviCRM, allowing them to see and update only that which you want them to see and update.

Granting Permission & Access Control in CiviCRM

What are 'Permissions?'

Permissions in the computer world are basically ways of saying 'this person (i.e., user) can see this information' or 'this person can see that information' or 'this person can see all the information' or 'this person can't see any information.'

Think of it like locks and keys on your file cabinet. Suzy has a key to get into the drawer that contains the contribution records and Bob has a key to get into the drawer that contains the volunteer records and Jane has keys for every drawer.

Drupal Permissions & CiviCRM ACLs

When working with CiviCRM access control, it is important to remember that Drupal permissions and CiviCRM ACLs (permissions) interact with one another and that Drupal permissions ALWAYS override CiviCRM permissions (ACLs).

Drupal permissions are much broader than the finer-grain access that can be created with CiviCRM ACLs. In order to give this finer-grain access we have to remove the broad Drupal permission (such as 'access all custom data') and add back the finer-grain CiviCRM permission (such as only 'volunteer hours' or 'volunteer skills and information' custom data).

In other words, if we set up ACLs in CiviCRM for our Drupal volunteer coordinator role, but haven't turn off 'access all custom data' in Drupal, then the volunteer coordinator role will still be able to see all custom data because Drupal's permissions override CiviCRM's. Make sense?

This is all to say that GingerFeet has to make sure that permissions are setup properly in Drupal for the user role you want to assign ACL permissions to so that there are no barriers to the ACLs working properly. If you wish to grant access to your users, please contact us at info@gingerfeet.com.

Use Case Scenario:

You want your Volunteer Coordinator to update the volunteer hours and view their volunteering information without giving them access to either contribution information or confidential homeowner interest information.

Here are the specifications for the Volunteer Coordinator role. The Volunteer Coordinator role must:

Outline of Steps

  1. Setup a Drupal user assigning them the 'volunteer coord' role.
  2. Create a CiviCRM Group that has access control.
  3. Add the CiviCRM contact(s)/Drupal user(s) who has the 'volunteer coord' role to the Group.
  4. Create an ACL Role that acts as a container for this group's permissions.
  5. NOTE: This is a CiviCRM Access Control Role...NOT the Drupal role. (Try not to be too confused!)

  6. Create ACLs (i.e., permissions) that gives this group access to view/edit the:
    • CiviCRM Volunteers group
    • Volunteer Hours/Tracking custom data
    • Volunteer Availability custom data (If so desired)
    • Volunteer Interests custom data (If so desired)
    • Volunteer Skill Set custom data (If so desired)

Drupal Users

First Steps

You will need to do two things before you create your ACLs:

  1. Set up your user with a Drupal account (assign them to the 'volunteer coord' role in Drupal) and a CiviCRM contact record. Make sure that your Drupal user account and CiviCRM email matches – i.e., that the Drupal user and CiviCRM contact are connected/one-and-the-same user.
    1. In Drupal, go to User Management → Users → Add User.
    2. Enter a Username.
    3. Enter an E-mail address. If your user already exists in your CiviCRM database, make sure that this email matches the primary email address in the contact record. If this user does not exist in your CiviCRM database, setting them up here will add them.
    4. Enter a Password. GingerFeet requires passwords that are at least 9 characters long and contain upper or lowercase letters, numbers and special characters.
    5. Leave the status as Active.
    6. Check the appropriate Roles – in our example it would be volunteer coord.
    7. Check the Notify user of new account if you want Drupal to send an email to the user that you are setting up this account.
    8. Enter the Name and Address information for the user/contact. You are required to enter the First Name and Last Name. If this user already exists in your CiviCRM database, try and make sure you use the same First Name and Last Name as exist in the database. This CiviCRM profile is set to update the contact record, so you shouldn't have any difficulties, but using the same Email, First Name and Last Name as your database record will insure that the Drupal user and CiviCRM contact are connected.
    9. Click the Create new account button to complete the new user setup.

IMPORTANT!

Remember that you are assigning the Volunteer Coordinator role to a Drupal user/contact in your CiviCRM database. The email address must be the same. I.e., just like your Drupal user account is associated to your CiviCRM account via your email.

This shouldn't be an issue if you are setting up a new user in Drupal. Remember that you are required to enter their email address, first name and last name which automatically adds them to your database as a CiviCRM contact.

If they're already a contact in CiviCRM, then when you set them up as a Drupal user make sure you use the same email address as the primary email in their CiviCRM contact record—this way CiviCRM will update the contact record rather than create a new one.


CiviCRM Group with ACL
  1. Create a group that has access control functionality to hold the user:
    1. Go to CiviCRM → Contacts → New Group.
    2. For our purposes let's call the group Volunteer Coordinator(s).

      Even if you only want to grant/deny access to a single contact, you can only do so in CiviCRM by adding them to a group that has access control selected and ACLs built and assigned to the group.
    3. Click the Access Control checkbox.
    4. Click the Continue button.
    5. Enter the Name or Email of your user.
    6. Click the Search button.
    7. Check the checkbox for the contact.
    8. Click the Add Contacts to Volunteer Coordinator button.
    9. Click the Add to Group button.
    10. Click the Done button.

Your user/contact should now be a member of the Volunteer Coordinator(s) group. (Or whatever you've named it.)

Creating ACLs

There are three steps to creating an ACL in CiviCRM:

  1. Adding an ACL Role
  2. Assigning Users (i.e., your CiviCRM group) to the ACL Role
  3. Creating an 'ACL' and Granting Permissions

A single ACL Role can—and often will—have multiple ACLs assigned to their role. Since we (GingerFeet) took away permissions when we turned things off in Drupal, we need an ACL for each permission we want to turn back on (See Step 4 – Outline of Steps above).

Once you have created your group with Access Control functionality and added the contact(s) to the group:

CiviCRM ACL Manage Roles

  1. Add an ACL Role – this is basically giving the ACL Role a name. The role acts as a container to hold all the ACLs needed to give the group proper access.
    1. Go to Administer → Manage → Access Control.
    2. Click the Manage Roles link.
    3. Click the Add ACL Role button.
    4. Enter a name for the ACL in the Label field. Let's call this Volunteer Coordinator.
    5. Give the role a Description for future reference.
    6. Click the Save button.

On the Manage ACL Roles page, you can access the next step...

  1. Assign the Role – in this step you are telling CiviCRM that "this role" is to be used by "this group."
    1. Click the here link at the end of the text "and you can assign Roles to CiviCRM contacts who are users of your site here."

      If you return to the main Access Control page, this is 2. Assign Users to CiviCRM ACL Roles.
    2. Click the Add Role Assignment button.
    3. Select an ACL Role from the drop-down (select the Volunteer Coordinator role).
    4. Select a group from the Assigned To drop-down (select the Volunteer Coordinator group).
    5. Click the Save button.

CiviCRM ACL - Assign Users

On the Manage ACL Roles page, you can access the next step....


IMPORTANT!

You will repeat this step for each permission you need to grant. For our example above, you will repeat this step for all the items under Step 5 of Outline of Steps.


  1. Create ACL(s) and Grant Permissions
    1. Click the here link at the end of the text "You can create ACL’s and grant permission to roles here..."

      If you return to the main Access Control page, this is step 3. Manage ACLs.
      1. Click the Add ACL button.
      2. Select the appropriate Type of Data.
        1. At this point you may be saying to yourself, "Well, Vanessa, what is the 'appropriate' type of data?" Well, I'll tell ya...it has to do with what you want to grant or deny access to. For our example—and our first ACL--"Create an ACL that gives this group access to view/edit the CiviCRM Volunteer group." So....we want to select A group of contacts because that's the first thing we want to give the Volunteer Coordinator access to – the Volunteers group.
      3. Select Volunteers from the Group drop-down.
      4. Select Edit from the Operation drop-down. (Edit inherently contains the 'view' command.)
      5. Select Volunteer Coordinator from the Role drop-down.
      6. Enter a Description. (Something like "Allows VC to see Volunteer group")
      7. Click the Save button.

CiviCRM New ACL

Now we repeat this last step for allowing the Volunteer Coordinator to see the Volunteer Hours custom data.

  1. AGAIN....
    1. Click the Add ACL button.
    2. Select a set of custom data fields from the Type of Data drop-down.
    3. Select Volunteer Hours from the Custom Data drop-down.
    4. Select Edit from the Operation drop-down. (Edit inherently contains the 'view' command.)
    5. Select Volunteer Coordinator from the Role drop-down.
    6. Enter a Description. (Something like "Allows VC to edit Volunteer Hours")
    7. Click the Save button.

CiviCRM New ACL Custom Data

Repeat for allowing the Volunteer Coordinator to see the:

Configuring a Payment Processor - Taking Donations Online

Adding a Payment Processor

Once you have secured the services of a merchant account/payment gateway (i.e., payment processor such as Authorize.net or PayPal), you can configure your payment processor within CiviCRM and begin taking online payments.

Each payment processor requires different information in its configuration. As PayPal Websites Standard is the most widely used payment processor by our subscribers, we will use this payment processor for our example.

To configure your payment processor:

  1. Within CiviCRM, navigate Administer → Configure → Global Settings → Payment Processors.
  2. Click the Add Payment Processor button.
  3. Select PayPal – Website Payments Standard from the Payment Processor Type. (Note: the default is PayPal – Website Payments Pro.)
    The screen will refresh with the fields of information required for PayPal Website Payments Standard.

    CiviCRM - Configure Payment Processor
     

  4. Enter a Name and Description (if necessary) for the payment processor.
  5. For PayPal Standard, enter your Merchant Account Email (i.e., your PayPal username) under the Processor Details for Live Payments section.
  6. Enter your test Merchant Account Email under the Processor Details for Test Payments section. [GingerFeet will supply this information.]
  7. Click the Save button.

Complete instructions for configuring PayPal Standard (including setting up a test account through the PayPal Sandbox), see: http://wiki.civicrm.org/confluence/display/CRMDOC40/PayPal+Website+Payme....

You must now modify any contribution pages or events that you want to allow online payments.

Configuring a Contribution Page

To configure an existing contribution page for online payments:

  1. Navigate Contributions → Manage Contributions.
  2. Select Configure → Contribution Amounts on the right-hand side menu for the contribution page you wish to modify.

    CiviCRM - Configure Contribution Page for Online Donations
     

  3. Check the Execute real-time monetary transactions checkbox.
  4. Select the payment processor name you just created from the Payment Processor drop-down.
  5. Click the Save or Save and Done button.

To complete your PayPal Standard setup, you must configure your PayPal account to receive instant payment notifications (IPN) and auto return your users to your website.

Configure Paypal to Talk to CiviCRM

CiviCRM can receive feedback from Paypal after the contribution is made. This requires making some changes within your Paypal account Profile at https://www.paypal.com.

Instant Payment Notification

To configure Instant Payments Notification (IPN) for your PayPal account:

Then set the Auto Return so the contributor goes back to your site.

Your users can now make online payments through your website!

Mass Mailings & CiviMail

Mass Mailings & CiviMail

The Difference Between Sending an Email and a CiviMail Mailing

CiviCRM has two ways for you to contact your constituents via email: Send Mail to Contact and CiviMail. Though the end result is the same, they are created differently and offer different benefits.

Send Mail to Contacts

CiviMail

For more information on working with email and CiviMail, see http://en.flossmanuals.net/CiviCRM/WhatAreMailingAndMassMailing.

What are Tokens?

Tokens in CiviMail are placeholders for fields of data in your database that are replaced with their specific values when the mailing is sent. There are tokens for contact data as well as tokens for taking actions.

Handy tokens include:

For a complete list of contact data tokens, see:
CiviCRM.org: Mail-merge Tokens for Contact Data.

For a complete list of action tokens, see:
CiviMail Action Tokens.

Create and Send an Email

Sending an Email in CiviCRM is almost identical to sending an email through your traditional email client (Outlook, Yahoo, MAC Mail, etc.)

  1. In the Administration Menu across the top of your page, select Contacts → New Email.
  2. The Activities page for Send Email now appears.

  3. Select the correct From email address, if necessary.
  4. Begin typing the name of the contact.
  5. This field is a searchable field. As soon as you begin typing, CiviCRM will begin searching for a match.
    Once the match is found:

  6. Select the match.
  7. Repeat steps 3 and 4 for each contact.

  8. Click Add CC or Add BCC to enter additional recipients, if necessary.
  9. Enter the Subject of the email.
  10. NOTE: You can personalize your emails by adding mail-merge tokens to the Subject and HTML Format body.

  11. To add a token to the Subject line, click the Insert Token link to the right.
  12. Highlight the token you wish to use.
  13. Click the Done button.
  14. If you have a template for this mailing, select it from the >Use Template drop–down.
  15. If you don't have a template, create your email in the HTML Format text editor and format using the WYSIWYG editor.

  16. IMPORTANT!

    Messages MUST contain the {domain.address} and the {action.optOutUrl} tokens. CiviCRM “tokens” are placeholders that are replaced by the appropriate value when the mailing is sent. For more information on tokens, see What are Tokens?


    IMPORTANT!

    You can include images in your HTML emails. For instructions on adding images through Drupal and the GingerFeet File Upload page, follow instructions for Working with Two Windows or Tabs for Ease of Editing and Upload an Image and Add it to Content in the Drupal Getting Started User Guide.


  17. Click to expand the Plain-Text Format box.
  18. In the world of HTML emails it is best practice to include your copy in plain text for those users who have turned off HTML emails in their email clients.

  19. Click Attachment(s) to add attachments to this mailing.
  20. When you are satisfied with your email, click the Send Email button.

Create and Send a CiviMail Mailing

In the Administration Menu across the top of your page, select Mailings → New Mailing.

You now see the first of five screens for creating a new mailing.

Step 1. Select Recipients

This section allows you to define the recipients for your mailing.


IMPORTANT!

In order to include recipients on a mailing through CiviMail, they must be included in a group (either a regular group or a smart group) and the Group Type: Mailing List must be checked on the group's Settings page.


  1. Enter the name of the mailing in the Name Your Mailing field.
  2. To include or exclude groups or include or exclude recipients from previous mailings, select the group or mailing on the left and click the Add button.
  3. Likewise, to remove a group or mailing, select the group or mailing on the right and click the Remove button.
  4. Including and excluding groups and mailings allows you to create logic rules that insure you are not sending duplicate mailings to the same recipients.

    E.g. You sent a mailing to your Volunteers group two weeks ago about an upcoming event. New volunteers have signed up since the first mailing so you want to send them the same mailing but you don't want the first group of volunteers to receive the mailing again.

    To insure that the volunteers from the first mailing are not included in the second, you would INCLUDE GROUP: Volunteers and EXCLUDE MAILING: first mailing. By configuring your mailing this way, CiviMail will send the second mailing to the email addresses that were not a part of the first mailing ONLY.

  5. Click the Next button.

CiviMail will move to:

Step 2. Track and Respond

This section shows you the total number of recipients who will be receiving the email from your group and allows you to configure Tracking and Responding features for this mailing.

  1. If you want to track opens and click-throughs you must leave the tracking options selected.
  2. Select the appropriate response emails.
  3. Click the Next button.

CiviMail will move to:

Step 3. Mailing Content

This section is where you create the actual email. The From Email Address will default based on your FROM Email Address settings under Administer → Configure → FROM Email Addresses.

  1. Select the appropriate From Email Address from the drop–down.
  2. Enter a Mailing Subject.
  3. DO NOT check Override VERP address? The VERP address is used for tracking bounced email.
  4. If you have created your messages offline and wish to upload the files (.txt and .html) for the mailing:

    1. Select Upload Content.
    2. The WYSIWYG editor will be removed and you will now see upload fields for your plain text message and your HTML message.

    3. Click the Upload TEXT message Browse button.
    4. Locate and select the file on your local machine.
    5. Click the Open button.
    6. Click the Upload HTML message Browse button.
    7. Locate and select the file on your local machine.
    8. Click the Open button.

    If you want to create your mailing online:

  5. Leave Compose On-screen selected.
  6. If you have a template for this mailing, select it from the Use Template drop–down.
  7. If you don't have a template, create your email in the HTML Format text editor and format using the WYSIWYG editor.

  8. IMPORTANT!

    Your messages MUST contain the {domain.address} and the {action.optOutUrl} tokens. CiviCRM “tokens” are placeholders that are replaced by the appropriate value when the mailing is sent. For more information on tokens, see What are Tokens?


    IMPORTANT!

    You can include images in your HTML emails.


    For instructions on adding images through Drupal and the GingerFeet File Upload page, follow instructions for Working with Two Windows or Tabs for Ease of Editing and Upload an Image and Add it to Content in the Drupal Getting Started User Guide.

  9. Click to expand the Plain-Text Format box.
  10. In the world of HTML emails it is best practice to include your copy in plain text for those users who have turned off HTML emails in their email clients.

  11. If this is a mailing you will want to use again in the future, click Save As New Template.
  12. Enter the Template Title.
  13. Click Attachment(s) to add attachments to this mailing.
  14. If you have created a Mailing Header or Mailing Footer for this mailing, select it from the drop-down. Otherwise, leave the default.
  15. Click the Next button.

CiviMail will move to:

Step 4. Test

This section gives you the opportunity to send a test mailing.

If you have not done so, create a test mailing group comprised of yourself and a small group from your organization.

NOTE: The more varied the platforms (MAC or PC or Linux) and email clients (Outlook, Yahoo, Gmail, etc.) you can send a test to, the better. HTML emails do not always display the same in varied browsers on varied platforms.

  1. Select your test group in the Send to This Group drop–down.
  2. Click the Send a Test Mailing button to send the test email.
  3. When you are satisfied with your test emails, click the Next button.

CiviMail will move to:

Step 5. Schedule or Send

This section determines when the mailing will be sent.

To send immediately,

  1. Leave Send Immediately checked.
  2. Click the Submit Mailing button.

To schedule the mailing for future delivery,

  1. Click the calendar icon to open the calendar and select a date.
  2. Enter the Time.
  3. Click the Submit Mailing button to send the mailing.

View Mailing Report

  1. In the Administration Menu across the top of your page, select Mailings → Scheduled and Sent Mailings.
  2. Search for the mailing using Find Mailings, or scroll the list below.
  3. Click the Report link on the right under the Action column.
  4. You will now see the CiviMail: Report: YourMailing page.

  5. Click any link to review additional information such as who from your mailing click–through to your website, who opened the email, who forwarded the email (if you've included the {action.forward} token in your mailing).

CiviCRM Groups & Tags

Groups & Tags

Groups and Tags are two of the primary ways to organize your data. To decide what to use, you need to understand the difference. In simple terms, a group is a collection of contacts, a set: donors who have contributed $10K or higher. A tag is more a type of contact: a company, a pet owner, a volunteer.

There are also functional differences. For example, only groups can be used for mass mailings and have access control (XYZ group is made available to an admin assistant); only tags can be assigned to contact, activities and/or cases. Both groups and tags can be nested (plumber and carpenter are both children of the contractor)and cross all contact types (as opposed to custom data that can only be applied to a single contact type).

The more you examine your data and what CiviCRM offers for controlling that data, the more you can make informed decisions about which feature to use.

For more information on whether to use groups or tags see http://en.flossmanuals.net/CiviCRM/GroupsAndTags.

Working with Groups

There are two types of groups in CiviCRM: group and smart group. A group is a collection of contacts that is available for mass mailings and access control; a smart group is a collection of contacts that is created via a saved search (i.e., all donors in zip code 98502).

Smart groups "remember" the criteria for the group. As new contacts are added that fit the criteria, they are automatically added to the smart group. In addition, smart groups are available for mass mailings, but are not available for access control.

These differences will help you to determine which type of group you will be creating.

Create a Group

To create a regular group and add contacts to the group:

  1. From the Admin menu, navigate Contacts → New Group.
    New Group
  2. Enter a Name for the group.
  3. Enter a Description.
  4. Check Access Control if you want to use this group to assign access permissions to a set of contacts.
  5. Check Mailing List if you are using this group as a mailing list in the CiviMail component. A group can be used for both access control and as a mailing list.
  6. Select the appropriate visibility from the Visibility drop-down. Select User and User Admin Only if joining this group is controlled by authorized CiviCRM users only. If you want to allow contacts to join and remove themselves from this group via the Registration and Account Profile forms, select Public Pages.
  7. Select a parent group from the Add Parent drop-down, if applicable.
  8. Click the Continue button.
  9. Enter the Name or Email for the first contact you want to add to the group, and/or select the appropriate contact type, group or tag.
  10. Check the checkbox for the record(s) you want to add to the new group. If you want to select all the records, click the All 'X' records radio button.
  11. Click the Add Contacts to 'yournewgroupname' button.
  12. Click the Add to Group button.
  13. Click the Done button.

Since this process has a number of redundant steps, you may want to add contacts to a group via the contact record or through the Search results.

Add Contacts to a Group via the Contact Record

Add to Group

  1. Navigate to the contact record for the contact you wish to add to the group.
  2. Click the Groups tab.
  3. Select the group from the Add to a group field.
  4. Click the Add button to add the contact to the group.

Add Contacts to a Group via Search Results

Add to Group

  1. Search for the contact(s) you wish to add to the group.
  2. Check the checkbox for the record(s) you want to add to the new group. If you want to select all the records, click the All 'X' records radio button.
  3. Select Add Contacts to group from the Actions drop-down.
  4. Click the Add button to add the contact to the group.
  5. Select the group from the Select group drop-down.
  6. Click the Add to Group button.
  7. Click the Done button.

Create a Smart Group

Smart groups are memorized searches. When a new contact is added to the database whose record matches the criteria for the search--Viola!--that contact is automatically added to the group. Likewise, when a contact's criteria changes, they are automatically removed from the group. For example, if you have a smart group based on zip codes, when a contact matching that zip code is added, they are automatically added to the group. If they move and their zip code changes, they are automatically removed from the group.

To create a new Smart Group:

  1. Navigate Search -> Advanced Search.
  2. Enter criteria for finding the contact(s). For example, to find all organizations in zip code 98502: 
    1. Select Organization from the Contact Type(s) dropdown.
    2. Expand the Address field set.
    3. Enter 98502 in the Zip / Postal Code field.
    4. Click the Search button.
  3. Click the All 'X' records radio button. (You must select all the records when creating a smart group.)
  4. Select New Smart Group from the Actions drop-down.
  5. Click the Go button.
  6. Enter a Name and Description (if applicable) for the Smart Group.
  7. Check the Mailing List checkbox if you want to be able to send mass mailings to this group.
  8. Click the Save Smart Group button.
  9. Click the Done button.

Manage Groups

To edit the settings for, or disable a group:

  1. Navigate Contacts → Manage Groups.
  2. To find the group whose settings you wish to change:
    1. Use the search features at the top of the Manage Groups page, or
    2. Click the corresponding letter to filter by the first letter of your group, or
    3. Click the group column headings to resort by ID, Description, Group Type or Visibility.
  3. To change the settings, click the Settings link.
  4. Edit the settings.
  5. Click the Save button to save the changes.
  6. To disable a group, click the more link on the right-hand side of the group row.
  7. Select Disable.
  8. Click the OK button to complete the action.

IMPORTANT!

GingerFeet STRONGLY recommends that you DO NOT delete items in your database, but disable them. If you delete a group, you do not delete the contacts, but you delete the history that contacts were a part of this group at one time.


Working with Tags

Tags in CiviCRM are uesed for high level categorization of your contacts. Tags cross ALL CONTACT TYPES (and can be assigned to activities and cases) as opposed to custom data which can only be assigned to a single contact type.

Create a Tag

  1. From the Admin menu, navigate Contacts → New Tag.
    New Tag
  2. Enter a Name for the group.
  3. Enter a Description for the tag to assist users in understanding what they will be using the tag for.
  4. If applicable, select a parent tag from the Parent Tag drop-down.
  5. Select which type of record(s) this tag is used for in the Used For field. To select multiple options, hold down the Ctrl key on a PC and the Cmd key on a MAC.
  6. To reserve a tag so that it cannot be deleted by a user that does not have 'administer reserved tags' permission in Drupal, check the Reserved? checkbox.
  7. Click the Save button to save the tag.

Manage Tags

Tags are unique in that you cannot disable them, you can only delete them. While deleting a tag does not effect contact records, you will of course lose the ability to search based on that criteria.

You can edit and delete tags, as well as add Tag Sets.

  1. Navigate Contacts → Manage Tags.
  2. Click the Add Tag Set button to add a new tag set.
  3. Click the Edit link to edit an existing tag.
  4. Click the Delete link to delete an existing tag.

Tag Sets

Tag sets are tagging structures which allow users to add their own tags on the fly.

While configured identically to regular tags they function quite differently. When you create a new tag set, it creates a new field on the edit pages of the entity's activities or cases as well as in the Tags tab for contacts.

This is a tokenising autocomplete field: as you begin to type, CiviCRM looks for matching tags in this tag set and displays any matches below the field. You can select an existing tag or create a new one by typing the entire tag and pressing the Enter key. The tag will then appear within the field in a box. Clicking on the X will untag the entity (contact, case or activity) that you are editing.

Tags created within a tag set can be viewed and edited from the normal Contacts → Manage Tags (Categories) list. However, tags created within a tag set will only be available within that particular tag set.

How to Create & Use Mailing Label Formats

How to Create & Use Mailing Label Formats

Creating a Mailing Label Format:

CiviCRM has created a number of standard mailing label formats. Check to see if the format you want already exists. If it does not, you can create a new format:

  1. Navigate Administer > Configure > Mailing Label Formats.
  2. Click the Add Label Format button.
  3. Enter a Name for the Mailing Label Format.
  4. Enter a Description (if desired).
  5. Configure your mailing labels using the available fields from Sheet Size to Padding. NOTE: All the fields from Labels Per Row & Labels Per Column through Weight (the order that the label format is displayed in the Mailing Label Formats list) are REQUIRED. You must configured each of these fields.
  6. Click the Save button.

Printing Mailing Labels:

  1. Perform a Search (i.e., Search -> Find Contacts).
  2. On the Search Results screen, select the contacts you want for the labels.
  3. Select Mailing Labels from the Actions drop-down.
  4. Click the Go button.
  5. Select the appropriate label from the Select Label drop-down.
  6. Select the appropriate Location Type from the Select Location drop-down.
  7. DO NOT deselect Do not print labels for contacts with "Do Not Mail" privacy option checked.
  8. Check Merge labels for contacts with the same address or Merge labels for contacts belonging to the same household to insure you do not print duplicate labels.
  9. Click the Make Mailing Labels button.
  10. When the Open dialog box appears, Select either Open with to open the pdf in Adobe Acrobat or Save File to save the file to a location on your hard drive.

BIG, HUGE, GIGANTIC NOTE: If you have NOT selected an Addressee option in the Communication Preferences of your contact's record(s), NO NAME WILL APPEAR ON THE LABELS. You will have to set the Addressee field for all your contacts in order for mailing labels to work properly. You can edit this field (or any field in the database) for multiple contacts (i.e., in BATCH) using Batch Update via Profile. Please see this forum post for batch updates via a profile [this post is on updating Contributions and the Contribution Type field, but the process is essentially the same]. http://forum.gingerfeet.net/viewtopic.php?f=1&t=90&p=246&hilit=batch#p246

How to Format a PDF Letter Using PDF Page Formatting

How to Format a PDF Letter Using PDF Page Formatting

To create a new PDF Page Format:

Using a Page Format:

CiviCRM Reporting

CiviCRM Reporting

There are 22 core reports in CiviCRM that cover standard reports in summary and detail. Off of these reports, new report templates can be developed.

View a List of Reports and Report Descriptions

  1. In the Administration Menu across the top of your page, select Reports → Reports Listing.

The CiviCRM Reports page now appears with links to each report, a description of the report, and a Delete link.

Access a Report

  1. In the Administration Menu across the top of your page, select Reports → 'REPORTNAME'.

The coinciding report now appears.

Modify the Criteria of the Report

Much of the criteria of a report can be modified, including custom data. As well, you are able to expose or hide certain columns of data and group by certain criteria.

  1. Click the arrow next to Report Criteria to expand the section and view the criteria options.
  2. Add or remove columns of data by checking or unchecking the appropriate checkboxes in the Display Columns section (first section under Report Criteria).
  3. Modify the search criteria for the report by changing the options under the Set Filters section (second section under Report Criteria)>
  4. Click the Preview Report button to preview your changes.

You can continue to modify the criteria to filter and return the data you desire. You can create a new report based on how you re-set the criteria by following the instructions below.

If, after manipulating CiviCRM's report functionality you cannot create a report the way you need to, please submit a Feature Request.

Create a New Report Template Based on an Existing Report Template

  1. In the Administration Menu across the top of your page, select Reports → Create Reports from Templates.
  2. Select the report you want your new report based on.
  3. Modify the criteria as desired.
  4. Click the Preview Report button.
  5. A preview of the report now appears with Report Criteria and Create Report sections above, collapsed.

  6. To modify the criteria again, click the arrow next to Report Criteria to expand the section and access that criteria options.
  7. To save the report as a template, click the arrow next to Create Report to expand the section and configure the report.
  8. Enter a Report Title.
  9. Enter a new Report Description.
  10. If you will be emailing this report, enter a Subject, To, and CC, if necessary.
  11. To include the report under Reports in the Administration Menu, check Include Report in Navigation Menu?
  12. Set a Permission for the report from the drop-down, if applicable.
  13. Check Available for the Dashboard? to make this report a dashlet.
  14. When you are satisfied with your report, click the Create Report button.

Tracking Volunteer Hours

Tracking Volunteer Hours

Using features within CiviCRM and Drupal (Events, Custom Data, Views, etc), GingerFeet has developed a process for tracking your volunteers hours. This chapter contains of a number of sections that help to define and describe this system.

Click on a section heading to jump to that section:

  1. CiviCRM and Drupal Components
  2. Process Flows for Volunteers and Administrators
  3. Editing the 'Volunteer Hours' Custom Data Field Set
  4. Creating Event Types
  5. Editing Event Calendars for New Event Types
  6. Creating New Volunteer Events
  7. Registering Volunteers for Events
  8. Logging Volunteer Hours - Single Entry
  9. Logging Volunteer Hours - Batch
  10. Reporting using Event Participant Listing and Attendee List
  11. Export Data via Search Builder
  12. Finding Volunteer Participation Records

NOTE: This system is not the only way to track volunteers using CiviCRM. There are some CiviCRM users who use Activities or Contributions to track their volunteer hours. After examining the use of activities and contributions (both of which have their pros), GingerFeet determined it was of greater advantage to have volunteer hours connected to events and event participation. If you would like to explore how logging volunteer hours as activities or contributions could benefit you, please see: http://book.civicrm.org/user/organising-your-data/activities or http://forum.civicrm.org/index.php?topic=2242.0 for additional information.

JOIN THE CONVERSATION! If you have thoughts about naming conventions and/or how you work with the GingerFeet volunteer tracking system, please post to: http://forum.gingerfeet.net/viewtopic.php?f=1&t=146.


CiviCRM/Drupal Components

There are several components of both CiviCRM and Drupal that are used for the Volunteer Tracking piece of GingerFeet.



Administrative Process Flow


Editing the 'Volunteer Hours' Custom Data Field Set

You can either disable custom data fields you will not be using, or add additional fields you may need for your organization.

To disable a custom data field:

  1. Navigate Administer→ Customize→ Custom Data.
  2. Click the View and Edit Custom Fields link on the right-hand side of the Volunteer Hours data set entry.
  3. For the field you want to disable, click the More link on the right.
  4. Select Disable.
  5. Click the OK button.
  6. Disabled fields will be formatted with red, strikethrough text.

Edit CiviCRM Custom Data

To add a custom data field:

  1. On the Volunteer Hours Custom Data Field page, click the Add Custom Field button.
  2. Select Data and Input Field Types from the drop-down(s).

IMPORTANT!The number of fields on this form may change according to the type of data and input Field Types you select. For example, if you select Alphanumeric/Radio you will see a section for Multiple Choice Options where you can enter the values for the radio buttons. For more in-depth explanation on each field type and what it does, see the Floss CiviCRM Manual on Extending Core Data.


  1. Check Required? if the user must enter information into this field. Remember that this will force all users to enter data into this field.
  2. Check Is this Field Searchable? if you want to use this field for searching purposes. For example, you want to be able to search on the field in the Find Contacts - Advanced Search.
  3. Make sure the Active? field is checked.
  4. Click the Save button to save the field or the Save and New button to save the field and create another.
  5. Repeat this process for all the fields you want to add to the field set.

CiviCRM Custom Data Fields

Creating Event Types

  1. Navigate Administer → CiviEvent → Event Types.
  2. Click the Add Event Type button.
  3. Enter the build/project ID (or whatever naming convention your organization has decided on for reporting purposes) on in the Label field.
    • For example, 'Build 001' or '101 South Harbor Lane' OR...'Construction Volunteering,' 'Site Work,' etc.
  4. Click the Save button.

If you are using the BUILD naming convention, every time you have a new build, you will create a new event type for that build.

Editing Event Calendars for New Event Types

To review the steps for editing the Drupal Event Calendar Views, please visit: https://www.gingerfeet.net/civicrm-userguide-event-calendars

Creating New Volunteer Events

  1. Navigate Events → New Event.
  2. Select the Build ID from the Event Type drop down.
  3. Select Volunteer from the Participant Role drop down.
  4. Complete the New Event form.
    • Reminder: In order to allow volunteers to register for the event, you must fill out the Online Registration section when you are creating an event.
    • You will always be able to manually register a participant via Events → Register New Participant.
  5. Make sure that you select Public Event on the Info and Settings configuration page so that the event will appear on the appropriate calendar on your website.

For more information on working with events, visit: https://www.gingerfeet.net/civicrm-userguide-event.

Registering Volunteers for an Event

A volunteer can either register for an event online (if you've set your event to include online registration) or an administrator can manually register a volunteer.

Logging Volunteer Hours - Single Entry

GingerFeet has pre-built a Custom Data Set called Volunteer Hours that is associated with the Event Participant type, Volunteer. Every time you create an event that a volunteer can register for or be registered for, these fields will appear in the their event participation record.

To record volunteer hours:

  1. Access the contact record for the volunteer through the Quick Search on the left-hand side of the Admin menu or the any of the Search options.
  2. Within the contact record, click the Event tab.
  3. Click the Edit link for the event you are tracking.
  4. Select the appropriate option from the Participant Status – i.e., Attended.
  5. Scroll to the bottom of the form and expand the Volunteer Hours field set.
  6. If the volunteer was volunteering on behalf of an organization, select Yes for the Volunteering with an Organization? Field.
  7. Enter the name of the organization in the Organization Name field. This field connects to the organization contact records in your CiviCRM database. It will auto-detect an organization in your database but will not add a new organization.
  8. Enter the Time In, Time Out, if applicable.
  9. Enter a Total Number of Hours.
  10. Check the yes or no Sweat Equity? radio button to designate this volunteer participation as sweat equity.
  11. If applicable, search for and select a contact in the Performed on Behalf of field to associate the sweat equity hours on behalf of another contact in your database.
  12. Click the Save button.

Log Volunteer Hours

Logging Volunteer Hours - Batch

You can make batch updates to volunteer participant registration records by create a search profile for the Volunteer Hours custom data.

For step-by-step instructions on Batch Update Via Profile, please review: http://forum.gingerfeet.net/viewtopic.php?f=1&t=147.

Reporting using Event Participant Listing and Attendee List

  1. To access your participant reports, navigate Reports → Event Participant Listing (or Attendee List).
  2. Expand the Report Criteria field set to
    • Display/Hide field columns
    • Group by
    • Order by
    • Set Filters on

IMPORTANT!IMPORTANT!
Until the Drupal 7, CiviCRM 4 upgrade is completed (end of 2012), DO NOT use the 'Group by' and 'Order by' features AT THE SAME TIME. You will receive a 'non-recoverable' database error. Click the back button on your browser and make sure that EITHER 'Group by' OR 'Order by' is selected, but not both.


If you have created custom data fields and they DO NOT appear under Report Criteria : Display Columns, navigate to Administer→ Customize→ Custom Data and insure that each field is set to Searchable. (https://www.gingerfeet.net/civicrm-userguide-customdatafields)

  1. Once you have set you display columns and/or filters, click the Preview Report button to view the changes.
  2. Click the Print Report button, PDF button to print a displayed version of the report, or Export to CSV button to work with your data in Excel or another spreadsheet program.

Export Data via Search Builder

If you would like more data than is available in the reports, you can use CiviCRM's Search Builder to extract other data.

Search Builder allows you to perform a search that uses BOTH AND logic and OR logic. So you can say: show me all records that:

  1. the individual name 'vanessa' AND their participant volunteering organization name equals 'GingerFeet'
    OR
  2. the individual name 'madelynn' AND their participant volunteering organization name equals 'GingerFeet'

CiviCRM Search Builder

NOTE: The more specific you are, the more you limit the search. To broaden your search, use the logical operators LIKE or >= or <= to return the greatest results.

To perform a search using Search Builder:

  1. Navigate Search→ Search Builder.
  2. Select the appropriate record type from the Record Type drop-down.
  3. Select the field name from the Field Name drop-down.
  4. Select an operator from the Operator drop-down.
  5. Enter the criteria for the fields you want to find.
  6. Click the Search button.

For more in-depth instruction on working with Search Builder, please visit: http://wiki.civicrm.org/confluence/display/CRMDOC40/Search+Builder.

Finding Volunteer Participation Records

There are many ways to find participation records for updating volunteer hours. You can do a quick search on a volunteer's name or search for participant records.

To search for many participation records by the volunteer role:

  1. Navigate Search Find Participants.
  2. Check Volunteer under Participant Role.
  3. Click the Search button.

To find a participation record for a single volunteer:

  1. Enter the volunteer's name in the Quick Search box on the left-hand side of CiviCRM Admin Menu (black menu at the top of the page).
  2. When their name appears in the search drop-down, click the entry.

CiviCRM Dashboards

CiviCRM Dashboards

Dashboards are pages that provide an overview of the section. They are an easy was to at–a–glance see what's happening. The Home, Contributions, Events, Pledges, and Memberships sections all have Dashboards.

Dashlets are snapshots of reports or information. You can modify your Home Dashboard to have it display different Dashlets.

Modify your Home Dashboard

  1. On the CiviCRM Home page, click the Configure Your Dashboard button.
  2. You now see a gray bar titled Available Dashlets, and two boxes below titled Left Column and Right Column.

    Available dashboard elements or dashlets are in the dark gray top bar. If you do not see any, this means no reports were created or configured for your dashboard yet.

  3. Drag and drop dashlets onto the left or right columns below to add them to your dashboard.
  4. Changes save automatically.

  5. Click the Done button to return to the normal dashboard view.

Creating a Report Dashlet for Your Home Dashboard

  1. In the Administration Menu across the top of your screen, select Reports.
  2. From the drop-down menu, select Report Detail or Report Summary for the report you want to be able to view from your Home Dashboard.
  3. Now you see Report Criteria and/or Report Settings below your page title.

  4. Click on the arrow next to Report Settings (below your Page Title) to expand the section and view your options.

  5. IMPORTANT!

    If you do not see Report Settings for the report you selected, then it is not available for a Dashlet.


    You now see all the options for Report Settings.

  6. Scroll down the page to the Other Settings section.
  7. In the Available for Dashboard row, check the box next to Users with appropriate permissions can add this report to their dashboard.
  8. Right below, click the Update Report button.

You now see a notice that your report is updated.

The Dashlet is now available to be included on your Home Page. To include the Dashlet see, Modify Your Home Dashboard.

Delete/Remove Dashlet from Dashboard

  1. In the Administration Menu at the top of your page, select Home → CiviCRM
  2. Click the Configure Your Dashboard button.
  3. Click on the X on the right hand side of the Dashlet you want to Delete or Remove.
  4. A dialogue box opens asking Do you want to remove this dashlet as an 'Available Dashlet', AND delete it from all users' dashboards?

  5. Click the OK button.
  6. Changes save automatically.

  7. Click the Done button to return to the normal dashboard view.