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CC NonProfit 2.2

Getting Started

Using CC NonProfit

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Installation

Requirements

This version of CC NonProfit requires FileMaker Pro 11.0 or higher, Mac or Windows. No plug-ins are required.

Installation

  1. Have FileMaker Pro 11.0, or FileMaker Pro 11.0 Advanced, installed on each computer that will be using CC NonProfit.
  2. If you plan to have CC NonProfit hosted on a server located within your organization, you will need to have either FileMaker Server 11 or FileMaker Server 11 Advanced installed on that server.
    1. If you will be using an external service to host CC NonProfit, make sure that service has FileMaker Server installed and available to you. If you need suggestions for hosting services that have FileMaker Server available, ask us at CCNonProfit@clevelandconsulting.com.
  3. Download CC NonProfit from Cleveland Consulting. It is compressed as a zip file. You can store the file on your desktop, or any other convenient location.
  4. Double-click on the downloaded file. Depending on the program you use to decompress the file, you will be asked where you want to store the decompressed file. Again, choose a convenient location.
  5. Where to locate the CC NonProfit file.
    1. If CC NonProfit will just be used by one person on one computer, store the CC NonProfit file on that computer.
    2. CC NonProfit is designed to be a multi-user file. That is, the file will be physically located in one place, and all of the people who will use it will access the file there. This can be done in one of two ways. It can be hosted using FileMaker Server, or "peer-to-peer" using just FileMaker Pro on a desktop computer. We highly recommend using FileMaker Server.
    3. Hosting using FileMaker Server.
      1. If you only want access to CC NonProfit from within the physical location of your organization, you can host the files on either a local server or a server hosted externally. If you want to be able to access CC NonProfit from outside your building you need to be sure that whatever server you use it has access to the internet. This would automatically be true if you used an external hosting service, but could also be configured on a local server.
      2. For FileMaker Server to access databases, such as CC NonProfit, the database file needs to be located in specific folders. On a Windows server, the path to the databases is C:\Program Files\FileMaker\FileMaker Server\Data\Databases. On a Mac OS server, the path is /Library/FileMaker Server/Data/Databases. On either platform the database file needs to be in the root of this path, or one level down. In addition, you can specify an alternative location for database files in the Admin Console of the FileMaker Server.
    4. Hosting using a "Peer-to-Peer" Network. This term means that the CC NonProfit file will be located on one individual computer, with no server involved.
      1. Limitations on hosting CC NonProfit peer-to-peer. The computer that is hosting CC NonProfit must be turned on at all times that anyone would need to access its information. Only 10 users could access the program at one time, including the computer it is running on. In addition, all of the benefits of hosting on a server will be lost, including automatic backups, integrity checks on the files, and speed.
      2. Setup.
        1. To serve the files peer-to-peer, save the CC NonProfit file to a convenient location on the computer that will be hosting it.
        2. Make sure you have FileMaker sharing turned on for your host machine: On a Mac, with FileMaker Pro open, navigate to the menu FileMaker Pro / Sharing / FileMaker Network and make sure “Network Sharing” is “on”. On a PC, with FileMaker Pro open, navigate to File / Sharing / FileMaker Network, and make sure that "Network Sharing" is "on." CC NonProfit has Network Access “on” for “all users”.
  6. Making CC NonProfit available to its users.
    1. Passwords.
      1. For the demo version, the Username is "User," with no password. It provides access to all of the functions of the program, for testing, but it will expire in 10 days.
      2. When you purchase the program it ships with the Username of "Admin," with no password. The program will open with this Username and password set automatically. This provides access to all aspects of the program, and allows you to modify the screens, scripts, reports, etc. The administrator of the program will need to create "privilege sets" for the various groups of people who will have access to the program. You will also need to create "accounts" with usernames and passwords for all people who will use the system. Before you deploy the system, go to the File menu, to File Options. Under the "Open/Close" tab, uncheck the box for "Log in using . . ." This will force users to enter a Username and password, rather than having full access to the system as Admin, as it is when the program ships.
        1. You create privilege sets and accounts in the program under Manage / Security. On a Mac, get to this from the FileMaker Pro menu. On a Pc, get to it from the File menu.
    2. Accessing the file.
      1. Start FileMaker Pro.
      2. In the "FileMaker Quick Start" dialog box, click on the "Browse" button at the bottom of the middle column.
      3. If you are working from the computer on which CC NonProfit is stored, in the "Open File" dialog box, navigate to the location of the file, and double-click on it. If you are working from some other computer, in the "Open File" dialog box, click on the "Remote" button in the lower right-hand corner of the screen.
      4. In "Open Remote File" dialog box, click on the name or address of the server in the "Hosts" box on the left. You should see a list of files on the right that are available.
      5. Double-click on the the file "CCNonProfit2.1.fp7" on the right side of the dialog.
      6. Enter your username and password in the Open "CCNonProfit2.1" dialog box.

Importing Data

You can import data into CC NonProfit 2 from many different sources, including the previous versions of CC NonProfit, an Excel spreadsheet, or other databases.

Importing Data from Previous Versions of CC NonProfit

You can import data from version 1.x of CC NonProfit, version 2.0, and the Free version.

  1. To start the import select the Settings tab on the Main Menu, and click on the "Import Previous Version" button in the lower right hand corner.
  2. You will first be warned that this import will clear any data that is currently in the new version. In other words, the import will delete all sample data, as well as any data which you have entered. The import must start with a clean slate.
  3. If you agree to the deleting of all data you will be asked which version of CC NonProfit will you be importing data from. Your choices are Version 1, Free version, and Version 2.x. Choose the correct version, since the import wizard will take different actions depending on your choice.
  4. Next you will be told that "You will now be prompted to select the file from which to import." This will be followed by an open file dialog box. Use this to navigate to the previous version of CC NonProfit whose data you wish to import.
  5. The import wizard will then import the data into the appropriate tables. You may be asked to enter a username and password for the file.

Importing Data from an Excel Spreadsheet

Here are some general guidelines to import contact data from an Excel spreadsheet into CC NonProfit. The information about the structure of the CC NonProfit tables and a couple of necessary fields should also prove useful for someone importing data from another database.

  1. Contact information in CC NonProfit is divided among three primary tables.
    1. There is a Contact table, which stores primarily whether the contact is an individual or a group, along with the name of the contact.
      1. The primary key is called simply "id."
      2. Whether the contact is an individual or a group is stored in "type_flag." 1 = individual, and 2 = group. This is a necessary field for CC NonProfit to function properly.
      3. Whether the contact is active or not is stored in an "active_flag." 1 = active; blank is inactive. There is an "active_flag" for the following two tables as well.
    2. Any addresses associated with a contact are stored in an Address table.
      1. The Contact foreign key is stored in "contact_id_list." If you have more than one contact with the same address you can use the same address record for all of them by listing each contact "id" on a separate line in the "contact_id_list" field.
      2. The "address_one" and "address_two" fields are used for what would typically be the street address of the contact.
    3. The PointOfContact table is used to store the phone numbers, email address, web address, etc. for the contact. You can store as many points of contact as necessary.
      1. The "contact_id" stores the Contact foreign key "id."
      2. The "contactMethod_id" stores the id for the kind of point of contact. This is a necessary field. The IDs are taken from the Contact Method table, and are as follows:
        1. Phone ID001
        2. Mobile Phone ID002
        3. Email ID003
        4. Fax ID004
        5. URL ID005
        6. Chat ID006
        7. Other ID007
      3. The "number" field stores the actual point of contact, whether it is in fact a phone number, an email address, or a URL, etc.
      4. A "notes" field is available to add information such as "home," "office," or any other notes.
  2. In a spreadsheet of contacts, insure there is a column for each of the following bits of data. If it is not already in place, add it to the spreadsheet.
    1. A column equivalent to the "id" in the Contact table, which is unique to each contact.
    2. Names divided into at least first name and last name. (CC NonProfit also accepts Title, Middle Name, Suffix, Position, and Familiar Name.)
    3. Make a separate column for the name of groups. This will be associated in the Contact table with the "organization_name."
    4. A "contact type" for either individual (1) or group (2).
    5. An "active" flag for contacts, addresses, and points of contact.
    6. For each point of contact, make a column for the Contact Method, and add the ID number from above.
    7. For some points of contact, you may want to add a Notes column, to add such things as "Home" or "Office."
    8. Save your spreadsheet.
  3. If you will be importing data with fields not in CC NonProfit that you want to keep, add those fields to the appropriate tables in CC NonProfit.
  4. To do the imports, you will be using hidden layouts in CC NonProfit. To access these layouts, use an Account with Full Access, and enter Layout Mode. You will be using layouts called "Scripting Layouts," with each prefixed with the word "Script."
    1. If you have added a field or fields, go to the layout associated with the table you added the field to. For instance, if you added a field to the Contact table, go to the layout called "Script.Contact." Add any new fields to these Script layouts.
  5. To begin the import, go to the layout "Script.Contact."
    1. Under File > Import Records > File, select your spreadsheet.
    2. Match up the spreadsheet column names with the Contact field names. You can move the Contact field names up and down by clicking and dragging the two-headed arrow in front of the field name. Make sure a solid arrow points from your spreadsheet column name to the field name. If not, click the symbol between the fields until it becomes a solid arrow.
    3. Be sure to include the Contact Type, and the Active Flag.
    4. Under the Import Action section, make sure the selection is "Add Records."
    5. When the columns are matched with the fields, click the Import button.
      1. At a dialog box asking if you want to perform auto-enter options, be sure the box is checked.
  6. Once the contacts have been imported, change the layout to "Script.Address" to import the address.
    1. Match up the unique contact id from your spreadsheet with the "contact_list_id" field.
    2. Once the address fields are matched up properly, perform the import, again performing the auto-enter options.
  7. For the Points of Contact, change the layout to "Script.PointOfContact."
    1. Choose one column of points of contacts and match the column names to the PointOfContact field names.
      1. Be sure to add the Contact Method ID, and to match the Contact ID to the "contact_id" field.
    2. Import the records again performing the auto-enter options.
    3. Repeat this procedure for each unique column of points of contact in your spreadsheet.

This procedure will import your contacts, with their addresses and points of contacts into CC NonProfit.

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Page last modified on October 01, 2011, at 01:09 PM