v.5 Membership/GlobaFILE:
Maximize Profiles using
Dates & Comments
Presented by:
Ken Emert, Shelby Consultant
©2013 Shelby Systems, Inc.
Other brand and product names are trademarks or registered trademarks of the respective holders.
Objective
Learn useful tips and tricks when working with profile code dates and comments.
What You Will Learn in This Session
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How to update existing codes
How to manage profiles using start and end dates
How to use comments effectively
How to master the use of wildcards
How to empower your reports in Selections & Listings by using profile dates &
comments
How to use profiles to maximize the grouping of names & data
Creating a Profile Code with Dates and Comments
First, let’s make sure everyone knows how to create a profile code that will allow dates and
comment (notes).
There are two methods to creating a new profile code, From the Control Table and On-the-Fly.
We’ll work from the Membership Module for these examples.
Creating a profile code from the Control Table
1. From the Home Base of Membership click on
Utility and choose Control Table Information.
2. From the pull down menu choose Profile Type.
3. Within the grid area, right-click and choose New.
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4. Enter the Profile Code Description. You should also include at least a Start date to all your
Profile Codes and possibly an End date. It’s also a good idea to check the Has Comment so
it’s available if you need to make a comment.
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When setting up a profile, if any of the three highlighted fields are checked, the
profile becomes a “Profile Comment.” If none of the three boxes are checked, it is
simply a Profile.
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There isn’t a distinction between a Profile Code vs. a Profile Comment when
searching for a code, only with printing. We’ll discuss that later.
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Different Names, Same Meaning. In some places you will see the first date field
referred to as the “Start Date” while at other times it is referred to as the “Begin
Date.” Just remember that Start = Begin.
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Adding an End Date to a Profile code does not make it disappear.
5. To save the code, click Apply if you are entering another or OK if this is the last one.
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To create a Profile Code “On-the-fly”
There are several places where you can create the profile code while in the process of adding to
a record. This will show how to create the profile while entering on an individual’s record.
1. Open the record in globafile.
2. Search for the individual.
3. Navigate to the Profile tab, then click Add New in the bottom right corner.
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4. Begin typing the new Profile code (ex. RGRETRT ). RG for Registrations and RETRT for
Retreat. When you tab out of the field, a pop-up message will appear asking if you have
entered the Profile Code correctly. If so, answer Yes.
5. Complete the Profile Code Description. Check Start date and End or Has Comment, as
appropriate. In this case, we’re only going to ask for a Start Date (when class was
completed) and availability for a comment, if needed. Click OK.
6. Click OK.
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7. Enter your date and comments, if appropriate. Then click appy to enter another profile or
OK to save this one entry.
8. To exit the individual’s record, click on the Save & Close Icon in the upper left corner
(w/green check).
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“How do Begin and End Dates Work”?
I’ll Explain
Here’s an example of a profile code for Committees placed on the record of an Committee
Member. Notice that there isn’t an End date because he’s still serving.
Profile Code Design
Member’s Record
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Now, let’s take this a step further…
On the Member’s Record
Criteria in Selections & Listings
Start Date = Begin FROM Date AND Begin TO Date
End Date = End FROM Date AND End TO Date
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“Why do I want to bother with using Begin and End Dates”?
Good Question!
Eliminates the need for profiles code designed by date. For example, if you have 10
Committees, and you create a code for each year a Committee member begins to serve…
CMFIN10
CMFIN11
CMFIN12
CMFIN13
CMFIN14
CMBLD10
CMBLD11
CMBLD12
CMBLD13
CMBLD14
CMMIS10
CMMIS11
CMMIS12
CMMIS13
CMBLD14
CMYOU10
CMYOU11
CMYOU12
CMYOU13
CMYOU14
In 5 years you’ll have 50 profile codes.
And that’s just the committees!
If you use the Begin and End Dates and one profile for each committee you’ll only have 10
profiles this year and 5 years from now, you’ll still only have 10!
The date range varies by the person, not the profile. You can put the same profile, but vary the
date range, if the person serves more than one term.
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“How do I search using Begin From and Begin To Dates”?
Glad you asked!
First, here’s a good way to think of Begin From and Begin To dates…
“What is the earliest someone could have Begun serving as an Member of a Committee”?
Use the Begin From Date
“What is the latest someone could have Begun serving as an Member of a Committee”?
Use the Begin To Date
What is the earliest someone could have Ended serving as an Member of a Committee”?
Use the End From Date
What is the latest someone could have Ended serving as an Member of a Committee”?
Use the End To Date
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So, if I’m looking for everyone who began serving as an Committee
Member in 2013; my criterion would look like this…
P.S. We’ll use a wildcard (*) since we don’t care which service
If I’m looking for everyone who ended serving as an Usher in 2013;
my criterion would look like this…
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Let’s make this more interesting! See if you can figure out the rest.
I’ll give you a few minutes…
We’re having a recognition dinner for those serving last year (2012) fill in the blanks…
Begin From Date
Begin To Date
End From Date
End To Date
Need a list of everyone currently serving if today is 10/20/13
fill in the blanks…
Begin From Date
Begin To Date
End From Date
End To Date
Need a list of teachers where their begin date is 12/1/13 (in future)
fill in the blanks…
Begin From Date Begin To Date End From Date
End To Date
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“I’ve entered a comment on a person’s profile but I can’t remember
on whose record it was entered. How would I find it?”
Easy, as long as you can remember a key word!
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“Why is printing an Issue with Profile or Profile Comment Codes?”
They may look alike, but they’re not the same
As discussed at the beginning of this class, a
“plain” profile code is only the code and
description.
A Profile Comment also has at least one of
these three checked:
Let’s see what happens when we want to print
a report for everyone serving in all the Choirs
– Adult, Children’s, and Youth and print their
Choir Profiles.
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Here’s what the criteria in Selections and Listings would look like if today’s date is June 15, 2013
and I want everyone serving in any of the Committees.
I will also click Add to profiles to print which will save me from having to enter them on the
Print Parameters tab since this is the only profile I need.
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Let’s print a formatted report and add Profiles to the Selected Fields.
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On the Print Parameters Tab we nee to select BOTH Profiles and Profile Comments or we will
not get all the codes!
See how the Profile Comments were added to the Set Profiles to Print.
Save, Close and Run.
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The results are not in a consistent pattern and more difficult to read.
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What about profiles with blank begin or end dates?
If no Start date assume 1/1/1900
To include records with a profile but no Start Date
you MUST leave the “Begin From Date” blank.
If no End Date assume 12/31/2999
To include records with a profile but no End Date you MUST leave the “End To Date” blank.
Another example of using Profile Codes with Dates:
MIYOHON = Youth Mission Trip to Honduras
MI = Missions
YO = Youth
HON = Honduras
Begin Date = When they left
End Date = When they returned
Comments = Brief Summary of trip
Great information to maintain on many different type of records!
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Page 13 Answer Page
We’re having a recognition dinner for those serving last year (past).
Fill in the blanks…
Begin From Date Begin To Date End From Date
12/31/12
End To Date
1/1/12
Need a list of everyone currently serving if today is 10/20/13.
Fill in the blanks…
Begin From Date Begin To Date End From Date
6/15/13
End To Date
6/16/13
Need a list of teachers where their begin date is 12/1/13 (in future).
Fill in the blanks…
Begin From Date Begin To Date End From Date
End To Date
12/1/13
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Ken Emert
Shelby Consultant
[email protected]
Ken Emert served for 21 years as Minister of Administration at Scottsdale Bible Church in
Scottsdale, AZ where he used Shelby software for tracking people and finances. In 2000 Ken felt
it was time for a change and became a certified Shelby Systems trainer. He currently serves
churches and other faith-based organizations as a Shelby Consultant. He has helped implement
Shelby in many organizations and enjoys working with staffs to aid them in promoting ministry
efficiently and effectively.