Storing Assistants in Donor Records

Hi all,

Curious how others are storing assistants of donors in Tessitura.  We both have the relationship type of "Assistant" and a phone number type of "Assistant" on the donor's own record.  I'm not too thrilled with the idea that this information is in two practically unrelated places.. and that the phone number is rarely validated (in case the assistant changes).  I'm hoping to find a better system.  

Would really like to see it be:
• Flexible enough to add or remove assistants from mailings
• Visible enough that it's easy to know to contact them first
• Be able to pull them into reporting and have them clearly marked as "assistant of...." 

I'm thinking of a constituency that calls out that this person has an assistant, and then having all the information as an association type. The pitfall to that is that as it is an association, one can't store work address, etc.  Thoughts? 

Any suggestions?  What's worked for you?

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Hi all,

Curious how others are storing assistants of donors in Tessitura.  We both have the relationship type of "Assistant" and a phone number type of "Assistant" on the donor's own record.  I'm not too thrilled with the idea that this information is in two practically unrelated places.. and that the phone number is rarely validated (in case the assistant changes).  I'm hoping to find a better system.  

Would really like to see it be:
• Flexible enough to add or remove assistants from mailings
• Visible enough that it's easy to know to contact them first
• Be able to pull them into reporting and have them clearly marked as "assistant of...." 

I'm thinking of a constituency that calls out that this person has an assistant, and then having all the information as an association type. The pitfall to that is that as it is an association, one can't store work address, etc.  Thoughts? 

Any suggestions?  What's worked for you?

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

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We have board members who have assistants and we enter them in Tess.  For any board member who has an assistant, we create an account for the assistant and create a hard association with the board member.  Each board member has a Board salutation, Board type address with Board mail purpose, and a Board type email.  If the board member wants us to communicate to them via their assistant, we also give the assistant the same salutations, mail and email.  Whenever we pull a list of board members we can include assistants, or depending on the need we can pull only assistants, etc. in List manager with the advanced options at the bottom.   Then we can output the list with the board salutation, mail and email addresses for any communication that we need to do.  If it was an assistant that we only wanted their information as an FYI, we would put their contact information in their account but not code it as a Board type.

That’s our basic set up.  Perhaps this can be modified to use for other assistant types. 

Hope that  helps.

I would welcome thoughts on storing Assistants info as well.

Diane

From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Amy Britt
Sent: Monday, November 02, 2015 12:20 PM
To: Diane Shen
Subject: Re: [Tessitura Development Forum] Storing Assistants in Donor Records

Hi all,

I'd just like to echo this post. I have all of the same questions and am wondering if there's an elegant solution out there?

Best,

Amy

Hi all,

Curious how others are storing assistants of donors in Tessitura.  We both have the relationship type of "Assistant" and a phone number type of "Assistant" on the donor's own record.  I'm not too thrilled with the idea that this information is in two practically unrelated places.. and that the phone number is rarely validated (in case the assistant changes).  I'm hoping to find a better system.  

Would really like to see it be:
• Flexible enough to add or remove assistants from mailings
• Visible enough that it's easy to know to contact them first
• Be able to pull them into reporting and have them clearly marked as "assistant of...." 

I'm thinking of a constituency that calls out that this person has an assistant, and then having all the information as an association type. The pitfall to that is that as it is an association, one can't store work address, etc.  Thoughts? 

Any suggestions?  What's worked for you?

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

We have board members who have assistants and we enter them in Tess.  For any board member who has an assistant, we create an account for the assistant and create a hard association with the board member.  Each board member has a Board salutation, Board type address with Board mail purpose, and a Board type email.  If the board member wants us to communicate to them via their assistant, we also give the assistant the same salutations, mail and email.  Whenever we pull a list of board members we can include assistants, or depending on the need we can pull only assistants, etc. in List manager with the advanced options at the bottom.   Then we can output the list with the board salutation, mail and email addresses for any communication that we need to do.  If it was an assistant that we only wanted their information as an FYI, we would put their contact information in their account but not code it as a Board type.

That’s our basic set up.  Perhaps this can be modified to use for other assistant types. 

Hope that  helps.

I would welcome thoughts on storing Assistants info as well.

Diane

From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Amy Britt
Sent: Monday, November 02, 2015 12:20 PM
To: Diane Shen
Subject: Re: [Tessitura Development Forum] Storing Assistants in Donor Records

Hi all,

I'd just like to echo this post. I have all of the same questions and am wondering if there's an elegant solution out there?

Best,

Amy

Hi all,

Curious how others are storing assistants of donors in Tessitura.  We both have the relationship type of "Assistant" and a phone number type of "Assistant" on the donor's own record.  I'm not too thrilled with the idea that this information is in two practically unrelated places.. and that the phone number is rarely validated (in case the assistant changes).  I'm hoping to find a better system.  

Would really like to see it be:
• Flexible enough to add or remove assistants from mailings
• Visible enough that it's easy to know to contact them first
• Be able to pull them into reporting and have them clearly marked as "assistant of...." 

I'm thinking of a constituency that calls out that this person has an assistant, and then having all the information as an association type. The pitfall to that is that as it is an association, one can't store work address, etc.  Thoughts? 

Any suggestions?  What's worked for you?

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

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Yes we create a new constituent record, and we make it a contact type.  Also if the assistant changes, we then update the information in the contact account to reflect the new assistant.

By hard association, I mean that we associate the two Tess accounts, so that in the relationship tab, you can click on the customer_no and easily go to the other acct.  (Sometimes people will create an association without entering a Tess ID, but just enter the assistant name, which then limits the functionality of being able to pull info on the assistant.)

When you “create an account” – do you mean you are creating a new individual constituent record?

What do you mean by “hard association”? 

Thank you.

We have board members who have assistants and we enter them in Tess.  For any board member who has an assistant, we create an account for the assistant and create a hard association with the board member.  Each board member has a Board salutation, Board type address with Board mail purpose, and a Board type email.  If the board member wants us to communicate to them via their assistant, we also give the assistant the same salutations, mail and email.  Whenever we pull a list of board members we can include assistants, or depending on the need we can pull only assistants, etc. in List manager with the advanced options at the bottom.   Then we can output the list with the board salutation, mail and email addresses for any communication that we need to do.  If it was an assistant that we only wanted their information as an FYI, we would put their contact information in their account but not code it as a Board type.

That’s our basic set up.  Perhaps this can be modified to use for other assistant types. 

Hope that  helps.

I would welcome thoughts on storing Assistants info as well.

Diane

From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Amy Britt
Sent: Monday, November 02, 2015 12:20 PM
To: Diane Shen
Subject: Re: [Tessitura Development Forum] Storing Assistants in Donor Records

Hi all,

I'd just like to echo this post. I have all of the same questions and am wondering if there's an elegant solution out there?

Best,

Amy

Hi all,

Curious how others are storing assistants of donors in Tessitura.  We both have the relationship type of "Assistant" and a phone number type of "Assistant" on the donor's own record.  I'm not too thrilled with the idea that this information is in two practically unrelated places.. and that the phone number is rarely validated (in case the assistant changes).  I'm hoping to find a better system.  

Would really like to see it be:
• Flexible enough to add or remove assistants from mailings
• Visible enough that it's easy to know to contact them first
• Be able to pull them into reporting and have them clearly marked as "assistant of...." 

I'm thinking of a constituency that calls out that this person has an assistant, and then having all the information as an association type. The pitfall to that is that as it is an association, one can't store work address, etc.  Thoughts? 

Any suggestions?  What's worked for you?

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!