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CC NonProfit 2.2

Getting Started

Using CC NonProfit

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Publications

In CC NonProfit the term "publication" is used very broadly to mean any written communication between your organization and other individuals or groups. The system keeps track of two broad categories of publications: letters and documents. "Letters" might be fundraising letters or thank you letters, while "documents" might be newsletters, training materials, brochures, etc. Obviously you probably wouldn't want to list every single publication of your organization in this system. But you may want to list the publications that are associated with donations or events, so that you can keep track of which ones are most effective in meeting your organization's goals.

Here's how to use this section, and what each part means:

Creating a New Publication

  1. Move to the Publications section of CC NonProfit by starting at the Home screen. Click on "Publications" on the menu on the left-hand side. The right-hand panel will change to show a list of all publications already entered into your system.
  2. To create a new publication click on the Add button in the lower right-hand corner of the right panel. This takes you to the single Publication screen.
  3. The type of publication, either Letter or other Document, is selected by the radio buttons in the top right-hand corner of the Publication screen. The system starts by assuming you will be creating a letter. If, in fact you will be creating a Document, click the radio button for "Document."
  4. Give this new publication a title by typing in the "Title" box. Make the title clear enough so that in the future if you have many similar documents you can identify the one you want.
  5. Notice that an "Active" checkbox is checked. This means that this publication is currently active.
  6. Fill in a "Description" for the publication if you wish.
  7. If this publication is linked to an event, click on the "Event" box and click on the associated event from the list in the popup window.
    1. If the event is not listed you can create a new one by clicking on the Add button in the popup window, typing the name of the event in the new window that will open, and clicking OK.
  8. You can create the letter, or insert your document, in the large white rectangle at the right-hand side of the publication screen. Depending on whether you selected "Letter" or "Document" at the top of the screen, you will see the same label above this white rectangle.
    1. If you are creating a letter, click on the pencil icon next to word "Letter." This will bring up a "Design a Letter" window.
    2. In this design window you can freely type your letter.
    3. If you want to personalize your letter, you can use the pre-defined labels at the bottom of the Design window. When you print your publication, the names, addresses, etc. for each contact in the Contact List for this publication will be substituted for the labels.
      1. First click in the publication at the place you want to enter the label. Then click on the label and it will be inserted at the place you had marked. For instance, for a letter's inside address, you can select the label for "Full Name", press Enter, and select "Full Address." Then hit Enter twice, type, "Dear " and select "Familiar Name" and type a colon. When you have finished the letter, click OK.
    4. If your publication is a Document, you will see the word "Document" above the white rectangle on the right. To insert a document into your system, right-click in the white rectangle.
      1. A menu will pop up. Select "Insert File" from the menu.
      2. An "Insert File" dialog box will appear. Navigate to the document you want to include, select that document, and click Open or OK to insert the document into CC NonProfit. An icon will appear in the middle of the while rectangle with the name of the document underneath the icon.
  9. Select the list of people this publication will be sent to by clicking the Add button above the "Contact Lists" box. A window will open with the list of currently defined Contact Lists. (These lists are generally defined in the Contacts section of CC NonProfit.)
    1. If the Contact List you want is listed in the window, click on its name to select it.
    2. You can add a Contact List by clicking on the Add button at the bottom of the "Select Contact List" window.
      1. Note. If you add a Contact List it will have a name but no members until you select its members. From the Contact List box on the Publication screen, click on the orange triangle next to your new Contact List. This will take you to the Contact List screen and will let you select the members for this List. (See the section in the Help on Contacts Lists for more detail on how to create the List.)
      2. Press the Back arrow at the top of the Contact List screen in the Status Bar to return to the Publication screen.
    3. You can send your publication to multiple Contact Lists, so you can add as many Contact Lists to this box as you need.
  10. Pledges and Donations. Normally, any pledges or donations that are linked to a publication will come into the system after the document has been sent out, and will be entered on other screens. However, it is possible to enter new pledges or donations associated with this publication by clicking on the Add button above that box. In each case you will be taken to the single Donation or Pledge screen to make the new entry. For additional guidance on filling out these screens see the Help section "Donations and Pledges." Click the Back arrow at the top of the Donation or Pledge screen in the Status Bar to return to this publication screen.
  11. If you want to create a new publication without leaving this screen you can click on the "New Publication" button in the Status Bar to give you a blank publication record to fill in.

Printing a Publication

  1. Letters are sent out using the Letterhead, if any, that has been stored in CC NonProfit in the Settings section. See the Help page for "Settings" to see how to add your organization's letterhead to this system.
  2. Letters are printed by Contact List. If you want to send the letter to more than one Contact List you need to print each group separately.
  3. To print a letter to a Contact List, click on the Printer icon next to the name of that Contact List on the Publication screen.
    1. A dialog box will pop up asking, "Print the letter or (envelopes or labels) for this distribution?" Click the "Letter" button to print the letters. Click the "Env/Labels" button to print the envelopes or address labels for this Contact List. Click "Cancel" if you do not want to do either.
    2. If you click "Letter," a "Print Preview" window will open showing you what the first letter will look like. There is a "Notebook" icon in the upper left-hand corner of the window. If you click on the right "page" of that notebook you will see the second letter. You can click through as many of the letters as you wish.
      1. To move toward printing the letters, click on the blue "Continue" button at the upper right-hand side of the Print Preview window. This will bring up the "Page Setup" (Mac) or "Print Setup" (PC) window.
      2. In the Page/Print Setup window you can select the printer for this printing, change the orientation of the letter, etc. When you have the printing set up as you want, click OK.
      3. The "Print" dialog box. You can adjust other settings in this dialog box, such as the printer (again), the number of copies of each letter, the number of total pages you print, etc. (Leave the "Print" box set to "Records being browsed" in order to print each letter.) Click OK to print the letters.
    3. After the letters have printed, you will be returned to the Publication screen. If you want to print the envelopes or address labels for these letters, again click on the Printer icon next to the Contacts List for which you have just printed the letters. In the dialog box asking if you want to print the letters or the envelopes or labels, click on the "Env/Labels" button.
    4. A second dialog box will open asking whether you want to print Envelopes or Labels. Choose the appropriate button.
    5. The "Print Preview" window will again open, but this time it will show you what the envelopes will look like, or what the sheet of address labels will look like. Click on the "Continue" button to move toward printing.
      1. In the "Page/Print Setup" window, choose the correct Paper Size and Orientation. For instance, if you are printing envelopes you may need to change the Paper Size to "Envelope #10" and the orientation to "Landscape." Click OK to go on.
      2. In the "Print" window, again make any necessary changes, and click OK to print the envelopes or labels.
        1. Note that the first line of the envelope or label will be the "Envelope Name" from the Contact detail screen.
  4. When your have finished printing to one Contact List, you will be returned to the Publication screen.
  5. Notice in the Contact List box that on each line there is a white check mark inside a gray circle, in between the printer icon and an orange triangle. This lets you mark that this publication has been sent to this Contact List. Click on the gray circle.
    1. A dialog box will pop up asking you for the Date the Publication was sent. It will already have listed today's date. If that is correct, click OK. If that is not correct, type the right date and click OK.
    2. Note that the gray circle has changed to a green circle and the date you entered is listed to the right of the name of the Contact List.
  6. If you want to send this publication to other Contact Lists you can repeat this process until you have printed all of the letters you want.

Change Type of Labels Used for Printing

CC NonProfit v2.1 includes the option to print labels or envelopes. The default type of label used is Avery 5160. If you need to use a different type of label you will need to substitute a different label layout. Here is how to make that substitution:

  1. Create a New Labels Layout
    1. Enter Layout mode and select "New Layout/Report."
      1. In the New Layout/Report dialog select "Contact" from the "Show Records From" drop-down list.
      2. Give the Layout a name beginning with "Print.Labels." You may want to add a suffix which identifies the particular Avery label type you are using, such as "Print.Labels.Avery3263."
      3. Uncheck the box for "Include in layout menus."
      4. In the "Select a Layout Type" box scroll down and choose "Labels."
      5. Select the "Next" button.
    2. Specify a Label Layout
      1. If your organization uses Avery Labels, select the type from the "Use label measurements for" drop-down list.
      2. If you do not use the pre-defined labels, check the radio button for "Use custom labels" and specify the measurements in the boxes below.
      3. Select the "Next" button.
    3. Select the fields you want for your labels in the "Specify Label Contents" dialog.
      1. Change the Table drop-down list to "Contact."
      2. Select "envelope_name" by double-clicking on the name. Enter a carriage return.
      3. Change the Table drop-down list to "Contact_Address."
      4. Select the following fields from the Contact-Address" table: address_one, address_two, city, state, and zip, separating the first two with carriage returns, while putting the last three on the same line.
      5. Select the "Next" button.
    4. On the last dialog box, choose whether to review your layout in Preview mode or Layout mode.
      1. Select the "Finish" button.
    5. If you have viewed your layout in Preview mode, change back to Layout mode. Select "Manage Layouts" from the Layout drop-down list.
      1. Move your new layout to the "Printing" folder, under the "Print.Envelope" layout.
  2. Change the script that prints the publications
    1. Under the Scripts menu select "Manage Scripts..." and in the Views folder open the script "v.PUB.Record.Distribution.Print[letter|envelope|label]."
    2. Go to the "Else" clause section.
    3. Select the "Go to Related Record" line and select the "Specify" button.
    4. In the "Go to Related Record" dialog box, change the "Show record using layout" to the new layout you have created by selecting the arrow and choosing that layout from the drop-down list.
    5. Select the "OK" button to exit this dialog, and close the script, saving the changes.

Add Option to Print Labels

CC NonProfit v2.0 prints addresses in a distribution list to envelopes. You can add the option to print address labels by making three changes:

  1. Create a Labels Layout
    1. Enter Layout mode and select "New Layout/Report."
      1. In the New Layout/Report dialog select "Contact" from the "Show Records From" drop-down list.
      2. Give the Layout a name beginning with "Print.Labels." You may want to specify the type of label in the name, such as "Print.Labels.Avery3263."
      3. Uncheck the box for "Include in layout menus."
      4. In the "Select a Layout Type" box scroll down and choose "Labels."
      5. Select the "Next" button.
    2. Specify a Label Layout
      1. If your organization uses Avery Labels, select the type from the "Use label measurements for" drop-down list.
      2. If you do not use the pre-defined labels, check the radio button for "Use custom labels" and specify the measurements in the boxes below.
      3. Select the "Next" button.
    3. Select the fields you want for your labels in the "Specify Label Contents" dialog.
      1. Change the Table drop-down list to "Contact."
      2. Select "envelope_name" by double-clicking on the name. Enter a carriage return.
      3. Change the Table drop-down list to "Contact_Address."
      4. Select the following fields from the Contact-Address" table: address_one, address_two, city, state, and zip, separating the first two with carriage returns, while putting the last three on the same line.
      5. Select the "Next" button.
    4. On the last dialog box, choose whether to review your layout in Preview mode or Layout mode.
      1. Select the "Finish" button.
    5. If you have viewed your layout in Preview mode, change back to Layout mode. Select "Manage Layouts" from the Layout drop-down list.
      1. Move your new layout to the "Printing" folder, under the "Print.Envelope" layout.
  2. Change the script that prints the publications
    1. Under the Scripts menu select "Manage Scripts..." and in the Views folder open the script "v.PUB.Record.Distribution.Print[letter|envelope]."
      1. Change the name of the script by adding "label" to the brackets, so that the brackets read "[letter|envelope|label]."
    2. In the first section of "If [$letter]" go to the "Else" clause.
      1. Duplicate the "Else" clause.
      2. Change the first line of the first instance of the "Else" clause to read "Else If [$envelope]."
    3. Go to the second instance of the "Else" clause.
      1. Select the "Go to Related Record" line and select the "Specify" button.
      2. In the "Go to Related Record" dialog box, change the "Show record using layout" to the name of the new labels layout you created by selecting the arrow and choosing that layout from the drop-down list.
    4. Select the "OK" button to exit this dialog, and close the script, saving the changes.
  3. Change the script that displays the publication print dialog boxes.
    1. In the Contollers folder of the "Manage Scripts" dialog, open the script "c.PUB.Distribution."
    2. Go to the section of the script for "Else If[$action = "print"]."
    3. There are two commands for "Show Custom Dialog." Select the first command and then select the "Specify" button.
      1. In the first dialog box, change the title to "Print Envelopes or Labels?"
      2. Change the Message to "Print the envelopes or labels for this distribution " & $$l.con.s.l & " list?"
      3. Change the buttons so that Button #1 = "Envelopes"; Button #2 = "Labels"; and Button #3 = "Cancel."
      4. Exit the dialog box by choosing "OK."
    4. Go to the second "Show Custom Dialog" Options dialog
      1. Change the Title to ""Letters, Envelopes, or Labels?"
      2. Change the Message to "Print the letters or (envelopes or labels) for this distribution " & $$l.con.s.l & " list?"
      3. Change Button #2 to "Env/Labels."
      4. Exit the dialog box by choosing "OK."
    5. Add the following script steps:
      1. If [ Get ( LastMessageChoice ) = 1 //Letters ]
      2. Set Variable [ $msg; Value: Get ( LastMessageChoice ) ]
      3. Else If [ Get ( LastMessageChoice ) = 3 //Cancel ]
      4. Set Variable [ $msg; Value: 4 //Cancel needs to be 4 so that the Label option can be 3. ]
      5. Else If [ Get ( LastMessageChoice ) = 2 //Env/Labels ]
      6. Show Custom Dialog [ Title: "Print Envelopes or Labels?"; Message:"Do you want to print envelopes or labels for this distribution " & $$l.con.s.l & " list?"; Buttons: "Envelopes", "Labels", "Cancel" ]
      7. Set Variable [ $msg; Value: Let ( msg = Get ( LastMessageChoice ) ; msg + 1 ) //have to add 1 to the actual choice to map to the same options when the publication is a letter ( where 2 = envelopes and 3 = cancel ) ]
      8. End If
    6. Change the line "If [ $msg < 3 //user didn't cancel ]" to "If [ $msg < 4 //user didn't cancel ]"
    7. Change the Parameter in the "Perform Script" step from "If ( $msg = 1 ; # ( "letter" ; 1 ) ; # ( "envelope" ; 1 ) )" to "Case (
          $msg = 1; # ( "letter" ; 1 );
          $msg = 2; # ( "envelope" ; 1 );
          # ( "label" ; 1)
         )"
  1. Save the script, close it, and exit the Manage Scripts dialog.

Reviewing or Revising a Publication

  1. From the Publication Home screen, you can review any publication already entered by clicking the orange triangle next to that publication's name.
  2. In the single Publication screen, you can make any revisions you need to make.
  3. If a publication is no longer active you can click the "Active" check box to uncheck it. This will mean it will not generally be displayed in the list on the Publication Home screen.
  4. You can revise the letter by clicking on the pencil icon above the letter to make changes.
  5. You can remove a Contact List by clicking on the blue trash can icon next to the name of the List and confirming you want to make the deletion.
  6. You can add new Contact Lists from the Add button above the Contact List box.
  7. You can add Pledges or Donations linked to this publication by clicking the Add button above those lists.

Deleting a Publication

  1. Go to the individual publication you want to delete, by selecting it from the list on the Publication Home screen.
    1. To see inactive publications in this list, uncheck the "Show Active only" box at the bottom of the right-hand panel.
  2. To delete a publication there cannot be any Contact Lists, Pledges, or Donations associated with it. If you want to delete a publication with at least one of these links, you will need to delete those links first.
    1. If the link is a Contact List, click on the blue trash can icon for each List and confirm you want to delete it from this connection.
    2. If the link is a Donation or a Pledge, click on the orange triangle next to the item to go to the details of that donation or pledge. At the "Publication" box, click on the "x" in the red circle to delete that association. Click on the Back arrow in the Status Bar to return to the publication screen.
  3. When you have removed any links to Contact Lists, Pledges, or Donations, in the individual Publication screen click on the "Delete Publication" button in the Status Bar and confirm the deletion in the dialog box.

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Page last modified on September 17, 2011, at 02:12 PM