Profile Management Module Menus

Updated on 09 Oct 2023
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Profile Management Module Menus

The Profile Management module has several Profile-specific menu options on the Reports and File Maintenance menus.

Note: Refer to FIMS Menus in the Introduction for more information on general FIMS menus.

Profile Management Reports Menu

This section provides a brief description of each available report/export for Profiles. Refer to the Profile Reports chapter of the FIMS Reports Guide for more information and examples of these reports.

Profile Reports

Menu Option	Function
Profile Listing	Runs a report that lists all Profile records with their associated ID code, Report Name, Business phone number and extension, and formal Salutation.
Address Listing w/ Labels and Email	Runs a report that lists all Profiles along with their address, phone numbers, and email addresses. You can also create labels and send mass email messages directly from this report.
Export to Word Processing	Runs an export that creates an ASCII data file that you can use for mail merges. Note: Only Profiles that have the Allow Mail checkbox selected are included in the export.
User Defined Profile Export	Runs an export that allows you to select the actual fields that you want to export. You can export any field from the Profile, Donor, Grantee, or Student table. Fields from the same tables are also available in the Selection and Sorting criteria for the export. This export also allows you export custom fields created in FieldMaker.
Profile Grouping Report	Runs a report that lists Profiles along with the groups they are members of and how they are related to the groups.
Profile Affiliations	Runs a report that lists Profile records with their attached Affiliation codes.
Profile Affiliation Analysis	Runs a report that provides a quick summary of the number of Profiles in each Affiliation Group.
Profiles by Affiliation	Runs a report that lists all Profiles sorted by their Affiliation codes. You can run the report based on specific Affiliation codes, or all Affiliation codes.
Affiliation Codes by Group	Runs a report that lists each Affiliation code under the group code it is related to. Affiliation codes that are not part of a group are listed in the top section of the report, followed by each group and its member codes
Duplicate Profile Report	Runs a report that lists potential duplicates either side by side in a short report or in a longer, more detailed report to help you locate redundant Profile records.
Full Profile Report	Runs a report that provides a list of Profile records you can customize to include standard Profile information along with notes, contacts, and Donor and Gift information.
Profile Master Listing	Runs a report that lists Profile records with complete Profile information, including affiliation groups.
Profile Note Listing	Runs a report that prints the text from selected Profile notepads.
Profile Roster Listing	Runs a report that prints a list of Profile records with their address and phone information in a landscape page format so that more names and addresses appear on a page.
Special Address Listing	Runs a report that lists all Profiles that have two specific Affiliation codes (i.e., Code A and Code B), along with their address, phone numbers, and email addresses. This is valuable because selecting records based on Affiliation codes in other reports only allows an “or” join. Refer to the FIMS Reports section for more information about And / Or record selection. Note: The report results are identical to those on the Address Listing with Labels and Email report.

Other Profile Reports

Menu Option	Function
Relationships	Runs the Relationships Listing report, which lists Profiles along with any Profiles they are related to (as either the relator or relatee), and the associated Relationship code and code description.
Contact – Full Information	Runs a report that lists full contact information for the selected Contact record(s). It can serve as a Tickle report if you select a specific Tickle Date range when you run the report. It can also be limited to include only the contacts for a specific staff member.
Contact Listing	Runs a report that lists summary contact information for the selected Contact record(s). Like the Contact – Full Information report, it can serve as a Tickle report if you select a specific Tickle Date range when you run the report. It can also be limited to include only the contacts for a specific staff member.
Alternate Address Listing	Runs a report that lists alternate address information. It is similar to the Address Listing with Labels and Email report except that it applies only to alternate addresses and you cannot create labels or email messages directly from this report.
Full Donor Profile Report	Runs a report that lists most of the relevant information about a Donor or prospect. It is identical to the Full Profile Report, except that it only includes Profiles with a Donor record.

Trends and Analysis Reports

Menu Option	Function
Profiles	Runs a report that analyzes Profile records based on the analysis code(s) you specify. For example, you could run a report that lists the number of Profiles that are active or have an address in a specific state.
Contacts	Runs a report that analyzes Contact records based on the analysis code(s) you specify. For example, you could run a report that provides the number of Contacts that are associated with each Profile ID code.
Contact Volume by Time	Runs a report that analyzes the total number of contacts in a given time period based on the Contact Type code.

Profile Management File Maintenance Menu

This section provides a basic description of the File Maintenance menu options. Refer to File Maintenance – Profiles for more information.

Menu Option	Function
Delete Temp. Affiliation Codes	Allows you to globally delete a temporary Affiliation code from all Profiles to which it is assigned. Refer to Deleting Temporary Affiliation Codes for more information.
Affiliation Code Mass Add	Adds an Affiliation code to all Profiles bearing another Affiliation code or all Profiles bearing both of two other Affiliation codes (logical and). Refer to Mass Adding Affiliation Codes for more information.
Build Affiliation by Zip Code	Adds an Affiliation code to all Profiles that contain a selected zip code (or whose zip code falls within a specified range). Refer to Building Affiliations by Zip Code for more information.
Add Affiliations for Donors	Adds an Affiliation code to Donors based on selected giving history criteria (for example, Gift dates, Fund codes, or Gift amounts). Refer to Adding Affiliations for Donors for more information.
Add Affiliations for Grantees	Adds an Affiliation code to Grantees based on selected Grant history criteria (for example, Grant dates, Fund codes, or amounts). Refer to Adding Affiliations for Grantees for more information.
Add Affiliations for Fund Reps	Adds an Affiliation code to all Profile records that contain the selected Fund Rep codes. Refer to Adding Affiliations for Fund Reps for more information.
Add Affiliations by Relationships	Adds an Affiliation code to all Profile records that are related in any way to a selected Profile or connected (as either as a relatee or a relator) to a selected Relationship code. Refer to Adding Affiliations by Relationships for more information.
Add Affiliations from Exported File	Adds a selected Affiliation code to Profiles, based on the Profile ID codes contained in an export (ASCII/delimited text) file. It will add the chosen Affiliation only once to each relevant Profile, so it has the effect of marking each Profile reflected in the export. Refer to Adding Affiliations from Exported Files for more information.
Move User Code to Affiliations	Duplicates Profile User-Defined code assignments as Affiliation codes or moves a Profile User-Defined code to Affiliations. Refer to Moving User Codes to Affiliations for more information.
Create User Codes from Affiliations	Adds a Profile User-Defined code to Profiles based on existing Affiliation codes. Refer to Creating User Codes from Affiliations for more information.
Create Relationships from Relationships	Adds a Relationship code to Profiles based on existing Relationship codes. Refer to Creating Relationships from Relationships for more information.
Combine Two Profiles	Combines the history of two Profiles (usually eliminating one). It merges Gift and Grant histories into the surviving Profile. As an option, it also can change CC, Honor/Memorial and Match ID codes in Gift History. You also can keep both Profiles and their Donor and/or Grantee records intact. Refer to Combining Two Profiles for more information.
Combine Two Profiles in Batch	Combines the history of several duplicate Profiles. The utility prompts for a Relationship type to combine (defaults to DPY) and asks whether you wish to retain the Relator or Relatee Profiles (it will delete the other Profile, after combining all related information). Refer to Combining Two Profiles in Batch for more information.
Dormant Profiles	Lists and optionally deletes any Profiles that have not been used. Refer to Reviewing and Deleting Dormant Profiles for more information. Note: Profiles with Gifts or Pledges, Grants, or Accounts Payable, are not considered dormant and cannot be deleted.
Advance Contact Dates	Advances the Action and/or Tickle date one year for all Contact records where the Recur checkbox is selected. Refer to Advancing Contact Dates for more information.
Contacts – Mass Delete	Allows you to run a report based on Contact-related selection criteria and delete groups of Contacts. Refer to Mass Deleting Contacts for more information.
Group Existing Profiles	Allows you to create Profile groups and add existing Profile records to the groups Refer to Grouping Existing Profiles for more information. Note: This utility only allows you to add existing Profiles to groups. If you want to create a new Profile as a group member, refer to Creating New Grouped Profiles for more information.
Address Maintenance	Allows you to update the address for all members of a group at one time, rather than individually (for example, if an organization moves, you can use this utility to change the address for the organization and all of its staff members). You can also use this utility to update unposted Gifts, Grants, Pledges, or Scholarships, any Open Items in Accounts Payable, and any posted but unpaid Pledges or Grants associated with the Profile whose address has changed. Refer to Maintaining Addresses for more information.
Profile Code Maintenance	Opens a sub-menu where you can select from a list of code tables that you want to update. Profile code tables include Contact Type, Affiliation, Staff, Business Title, Relationship, Address Type, User-Defined, State, County, Group Code, and Special Handling. Refer to Maintaining Standard Profile Codes for more information.
Contact Tickle	Opens the Contact/Tickle window where you can enter reminders of important dates, phone calls, meetings, and related information for a particular Profile. Refer to Contacts and Tickles in the Introduction for more information.

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