Personify360

Beginners’Boot Camp

Presented By:Julie M. Smith

DROP AND GIVE ME 20!

Relax –

It’s Not That Kind of Boot Camp!

Our Agenda:

• Terminology

• 12:30 – 12:40

• The Foundation of Personify

• 12:40 – 12:55

• Navigation and Personalization Tips

• 12:55 – 1:15

Our Agenda:

• The Power of CRM360

• 1:15 – 1:45

• Constituents (IND & CO)

• 1:45 – 2:05

• Constituents (CMTE)

• 2:05 – 2:25

Our Agenda:

• Constituents (SubGroups)

• 2:25 – 2:35

• Contact Tracking

• 2:35 – 2:55

• Modules/Subsystems

• 2:55 – 3:25

Our Agenda (con’t):

• Orders

• 3:25 – 3:45

• Reports

• 3:45 – 4:00

• Online Help

• 4:00 – 4:05

Our Agenda (con’t):

• Questions/Review

• 4:05 – 4:30

We’ve got a lot of Ground to Cover, Let’s Get Started…

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Terminology

• What’s in a name? Here are some common ‘Personify’ terms that you’ll hear:• Proforma• A status that indicates that the customer has

an intent to purchase, but has not committed to the purchase.  • Can typically be thought of as “payment

pending”. • No financials exist for proforma orders. • If an order status is “proforma”, all order

lines in the order must also be proforma.

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Terminology

• Group Management• Allows a user to manage a group, if

assigned the correct permissions. Please note that prior to 7.5.1, this is known as “Affiliate Management”

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Terminology

• Back Orders• When an inventoried INV product is out

of stock yet the product has been positioned to still expect orders.

Note::There is a flag on the e-Business control that identifies whether or not a product with depleted inventory will display online; if so, an ‘Out of Stock’ message displays.

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Terminology

• Flag• Another way of identifying a checkbox.

• Enable/Disable• Another way of saying check or uncheck.

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Terminology

• Bill-To customer• The constituent getting the invoice.

• Ship-To customer• The constituent getting the product.

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Terminology

• Batch• Batch is an accounting term used in Personify.  • In order to enforce accounting controls and

facilitate bank statement reconciliation and troubleshooting, Personify requires that all payment transactions be entered as part of a batch.  • Operators are assigned to batches so that

transaction entries can be tracked back to a staff person.  Although not required, batches can be opened when orders are being entered. 

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Terminology

• Constituents• Because an association's constituency is

broader than just its membership, Personify uses the concept of “constituent".  • Members are a subset of constituents.  • All people, companies, committees, and

subgroups (i.e., chapters, special interest groups, district branches, etc.) are considered “constituents" in Personify.  • In this way, demographics, relationships,

orders, etc. can be tracked for all constituents, not just members.

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Terminology

• Line Item Invoicing• Personify provides the capability of multiple

invoice numbers per order. • One invoice number may refer to multiple line

items. • Personify maintains invoice number and invoice

date in the order detail table, rather than in the order master table.

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Terminology

• List Price• The default rate structure for a customer not

qualified for any other rate structure. • The list price rate structure is usually the

nonmember price for product sales, particularly for online web sales. • You must define at least one rate structure  as

the list price, which is usually your default rate structure

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Terminology

• Member Price• The default rate structure for a customer

qualified as a member. • Each organization defines what qualifies a

customer for this price. • One rate structure is identified as the Member

Rate Structure• Multiple rate structures can be created to

provide unique pricing for targeted membership populations.

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Terminology

• Master Product• A product that is visible and available for

selection at the highest-level in the centralized order entry screen.

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Terminology

• Sub Product• Products that are not master products cannot

be ordered until the master product has been ordered. • (In other words, a non-master product cannot

be entered directly into an order without already having, at the next level up another product with the same parent product but different product code.)

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Terminology

• Product Code• When using Personify, you usually deal with

product codes for most products, the parent product will be the same as the product code. • A book, for instance, will have a unique product

code as will a subscription

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Terminology

• Product ID• A unique ID number assigned by Personify to

each product in Personify. • The product ID is invisible to the your

customers or members, but is used to make reporting easier. • A unique system ID is created for each product

(product ID) to make all the various detail tables simpler in terms of key structure.

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Terminology

• Rate Structure• The Rate Structure Maintenance screen lets you

enter and maintain rate structures for orders. • Rate structures are used to categorize

customer’s pricing.• There is no limit to the number of rate

structures that can be defined; typically 3-5 rate structures are defined, with not more than 8-10 rate structures. • Rate structures have a set of qualification

criteria.• The first rate structure that matches all

qualification criteria will be identified on the order.

Logging In

• User is promoted for User Name and Password• User can elect to remember their login

information• Optional: selection of the database• Users may have access to both Production

and Test environment

Your Login Credentials

• User name – admin• Password – admin

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The Foundation of Personify

• Application Parameters• System Types and Codes• SubSystem Priority• Security• Notifications

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Navigation and Personalization Tips• Menu Bar: Adding Favorites• Home Pages Defaults & Pictures• Contact Tracking alerts• Recent Items – helpful when assisting callers• Getting more real estate on the screen• Printing screens• Comparing screens• CRM360 searches

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The Power of CRM360®

• Alerts – use them sparingly• Hovering reveals information• Review of the sections on the Main Page• Review of the Task Bar

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Constituents (IND and CO)

Individuals• Addresses• Primary, Default Bill-To, Default Ship-To addresses• Address Types• Linking• Job Titles

• Employment & Relationships

• Duplicate Checking

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Constituents (IND and CO)

Companies• Searching for employees• Addresses• Primary Contacts• Financial Considerations• Relationships• Segmentation

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Constituents (Committee)

• Nomination tracking• Committees as customers• Linked to Subgroups• Group Actions• Affiliate/Group Management

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Constituents (SubGroups)

• Auto-populates members • Captures historical count snap-shots• Linked products• Group Actions

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Contact Tracking

• Setups• Mapping defaults• Uses• Overview of screen• Anonymous contacts

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Modules/Subsystems

General tidbits:• Adjust the Price• Pricing• Revenue Recognition• Revenue

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Modules/Subsystems

Membership• Structure Definition• Product Attributes

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Modules/Subsystems

Subscriptions• Digital and Print versions• Product Attributes

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Modules/Subsystems

Inventory• Stock tracking options• Product Attributes• Warehouses

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Modules/Subsystems

Meetings• Large or small meetings• Product Attributes

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Modules/Subsystems

Not enough time to go over:• Abstracts• Advertising• Certification• Coupons• Electronic/Digital Content Delivery

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Modules/Subsystems

Not enough time to go over:• Exhibits• Facilty• Fundraising• Miscellaneous• Package• Transcripts

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Orders

• Batch date• Order Master Ship-To/Bill-To customers• Changing an address• Default Rate Structure• Line-Level Ship-To customer• Fulfill status• Payments/Balances can be tricky!

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Orders

• Freeze Selections• Quick Picks• Cancellations vs Terminate at End• Renewing the Order vs Renewing the

Line• Payment Schedules/Auto-renewing on a

credit card• Credit limits

44

Reports

Operational/Online• Access• Purpose: to collect and display data

Data Analyzer• On-the-Fly query builder• Recommend training first!

45

Reports

TRS• Purpose: Primarily, to update data• User Setups• Parameters• Advance Parameters• Job output/reports• Scheduling• Review of prior runs.

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Reports

TRS Examples: (in no particular order)• ORD650• MBR900• SUB670• INV620• FAR680• CUS520• So many more!

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Online Help

Your “Best Friend”

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We’re near the End!

Questions? Need to Review Something?

Personify360

Beginners’Boot Camp

THANK YOU!!