pacs1.1
PACS
Family & Members
User Guide
Tribal SchoolEdge
Level 1, 17 Madden Grove
RICHMOND VIC 3121
Support Centre:
Web: https://support.schooledge.com.au/ Email: [email protected]
Tel: 1300 301 931 (calls from Australia) or +61 3 9690 5044
© Human Edge Software Corporation Pty Ltd, Melbourne 2016
SchoolEdge is a registered Business Name of Human Edge Software Corporation Pty. Ltd.
Human Edge Software is a member of the Tribal Group
Date: 19 May 2017
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Table of Contents
PACS ....................................................................................................................... 4 Document Overview ............................................................................................... 4
PACS Overview ......................................................................................................... 5 Overview .............................................................................................................. 5 Logging into PACS .................................................................................................. 6 PACS Screen ......................................................................................................... 7 People Menu .......................................................................................................... 8 PACS Database Structure ........................................................................................ 9
Searching for Records .............................................................................................. 11 Overview ............................................................................................................ 11 People Forms ....................................................................................................... 12 Search Methods ................................................................................................... 15 Searching for Groups ............................................................................................ 22
Viewing Family Groups ............................................................................................. 23 Overview ............................................................................................................ 23 Member Perspective ............................................................................................. 24 Family Perspective ............................................................................................... 25
Entering People Records ........................................................................................... 26 Overview ............................................................................................................ 26 Data Fields .......................................................................................................... 27 New Member for an Existing Family ........................................................................ 30 New Family and Members ...................................................................................... 33 Adding Further Details .......................................................................................... 37 Linking a Member to a Family ................................................................................ 39
Data Entry Rules ..................................................................................................... 44 Overview ............................................................................................................ 44 Entering Phone Numbers ....................................................................................... 45 Editing Drop Down Lists ........................................................................................ 47
Working with Member Records .................................................................................. 51 Overview ............................................................................................................ 51 Editing Family/Member Records ............................................................................. 52 Archiving Families/Members .................................................................................. 53 Global Changes .................................................................................................... 62
Ministries ................................................................................................................ 65 Overview ............................................................................................................ 65 Ministries on the Member form ............................................................................... 66 Quick Select Ministries .......................................................................................... 67
Member Notes ......................................................................................................... 70 Overview ............................................................................................................ 70 Family/Member Notes ........................................................................................... 71
Exporting ............................................................................................................... 78 Overview ............................................................................................................ 78 Exporting from Forms ........................................................................................... 79 Basic Enhanced Export .......................................................................................... 84 Quick Merge ........................................................................................................ 89
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PACS
Document Overview
The Manual This document is a ‘Guide’ to steer you through the use of PACS for
managing Family and Member records. Make notes and highlight key
areas to help yourself retain information, or remember where to refer
back to for information.
Format This User Guide is broken into chapters. Each chapter gives an overview
and then step by step instructions.
Use of Guide This manual is designed to give you step by step instructions for a
particular function within PACS.
Conventions In this User Guide, you will find some of the following conventions:
BLUE TEXT This text highlights PACS keywords.
Text separated by arrows. Example PEOPLE MEMBERS.
This means, from the PEOPLE menu, select the MEMBERS
item.
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PACS Overview
Overview
Introduction It is important to understand not only how to log into PACS, but to
understand the screen layout, how the database structure works and how
the records are linked together.
Contents This chapter contains the following topics:
Topic See Page
Logging into PACS 6
PACS Screen 7
People Menu 8
PACS Database Structure 9
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Logging into PACS
Introduction When using PACS at your Parish, logins can be setup for each user, which
consists of a username and password. Different levels of security can be
assigned to each user so they can only access the features and functions
that are relevant to them.
Step by step Follow the steps in the table below to log into PACS.
Step Action
1 Double Click on the PACS icon on the desktop.
Result: The PACS login screen will open.
2 Enter USERNAME and PASSWORD.
3 Click on LOGIN.
Result: PACS will open.
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PACS Screen
Introduction The PACS screen is initially menu driven to select the required functions
or modules. Once you have opened a form, there are further options and
functions available.
The Screen The main menu we will be using for entering and maintaining Member and
Family records is the PEOPLE menu. The other menus refer to the
financial, the registers, the reporting and the maintenance aspects of
PACS.
TITLE BAR with
version number
and database
name.
MENU BAR
giving access to
all PACS menus.
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People Menu
Introduction The People menu gives access to features, functions and modules that
relate to the ‘people’ in PACS. These may relate to:
• Members
• Families
• Exporting ‘people’ records.
In this User Guide we specifically deal with Members and their Families.
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PACS Database Structure
Introduction It is very important to understand the database structure and how the
records are connected.
This can be simplified by the following flowchart:
Family The FAMILY record is the fundamental grouping to which parishioners
are attached. This holds details that apply to the household, often a
nuclear family of parents and children. Family and household details
related to the whole group.
Example
Family Name: Smith
Family Address: 12 Jones Street, Melbourne 3000
Family phone number: 03 9999 9999
Other details such as Parish zone and ethnicity and so on can also be
recorded in the Family details.
Members Each MEMBER of a family relates to the group by a family role. A
member who is a child in one family may grow up and remain in the
parish to become a parent in their own family. Each family is made up of
a group of individuals and a member may belong to more than one family
with different Family roles in each. The database structure allows the
parish to capture the evolving nature of these relationships over time and
use the knowledge in ongoing pastoral care.
Many details may be recorded about the involvement of the individual in
the life of the parish.
Continued on next page
Family
Hold central Family details
Members Many members may belong to a family.
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PACS Database Structure, Continued
Contacts If an individual is not a parishioner, they may be recorded in the database
as a CONTACT. This type of record also allows you to record the details
of organizations which are important to the parish. Contacts may be
involved with the parish in a variety of ways and recording them in the
system allows for the ease of communications.
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Searching for Records
Overview
Introduction There are many methods of searching for records, whether they are
Member or Family records. The search methods used are applicable to
most forms within PACS.
Contents This chapter contains the following topics:
Topic See Page
People Forms 12
Search Methods 15
Searching for Groups 22
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People Forms
Introduction The PEOPLE forms include the following forms:
• Member
• Family
Each menu option takes you to the same People form, but to the appropriate MAJOR tab. This means that you can stay in the PEOPLE
form and swap between tabs, rather than going in and out of the menu.
Step by Step Follow the steps in the table below to access the various People forms.
Step Action
1 Click on the PEOPLE menu.
2 Select:
• Member
• Family
Result: The selected form will open.
Continued on next page
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People Forms, Continued
People Form
ADD, VIEW and EDIT – radio buttons top left corner. Whenever you
want to perform a function, whether it is to ADD a new record, VIEW an
existing record, or EDIT an existing record, select the option here first.
The MINOR tabs change depending upon the major tab you have
selected.
The TAB key on the keyboard can be used to move through the fields on
the form.
Continued on next page
Major Tabs
Minor
Tabs
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People Forms, Continued
Common Buttons
The following buttons are common to each PEOPLE form.
Find Enter search criteria and click on FIND to
search for records.
Undo Will UNDO the last actions performed. Takes
you back to the point when the record was
last saved.
Save Will SAVE changes made to the record.
Exit Will close the PEOPLE form.
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Search Methods
Introduction There are several methods that can be used in searching for records, or
groups of records. The methods of searching that we use in the MEMBER
form are the same for the FAMILY form.
Use the Binoculars
Follow the steps in the table below to use the binoculars to find a Member
record.
Step Action
1 Ensure you are in the MEMBER form.
2 Click on the binoculars button on the toolbar.
Result: The MEMBER LOOKUP form will open.
3 Click on the alphabetical tabs to view surnames that begin with
that letter.
4 Double click on the required name
Or
Click once to select the name and click on the SELECT button.
Result: The selected record is shown in the form.
Continued on next page
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Search Methods, Continued
Starting a search
Follow the steps in the table below to search for a record.
Step Action
1 Ensure the MEMBER major tab is selected on the left side of
the form.
2 Select VIEW on the left side.
3 Enter the search criteria.
4
Click on or press n on your keyboard.
Result: The first Member in the database matching the criteria
will be displayed. The total number of Members found
according to the search criteria will be displayed
in the bottom right corner of the form.
Continued on next page
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Search Methods, Continued
Starting a search (continued)
Step Action
5 Use the NAVIGATION BUTTONS on the toolbar
or use the n function key to scroll through the Member
names.
Note:
n displays the next Member in the database and
jn displays the previous Member in the database.
Search for ALL
Members Follow the steps in the table below to view ALL Members.
Step Action
1 Ensure the MEMBER form is clear to start your search.
If necessary, click on to clear your form of data.
2
Click on on the left side of the form.
Result: ALL Members in the database will be found. The first
Member entered in the database will be displayed. The total
number of Members found according to the search criteria will
be displayed in the bottom right corner of the
form.
You are currently viewing these records in the form or FORM
VIEW.
Continued on next page
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Search Methods, Continued
TABLE view TABLE VIEW displays a list of all Members in a table format.
Step Action
1 Ensure the MEMBER form is clear to start your search.
If necessary, click on to clear your form of data.
Ensure VIEW is selected.
2 Click on the TABLE VIEW button on the toolbar.
Result: ALL Members will be listed in a table format.
Note: If you have entered search criteria and then clicked on
TABLE VIEW, only Members that meet the search criteria will
be listed.
The TABLE VIEW button is a ‘toggle’ that swaps you between
TABLE VIEW and FORM VIEW.
3 Select the required Member by double clicking on their name,
OR
click on their name and press Enter.
Result: The selected Member’s details will be displayed on the
MEMBER form.
Continued on next page
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Search Methods, Continued
SORTING in Table View
While in TABLE VIEW the names can be sorted by any column in the
table.
Step Action
1 Whilst in TABLE VIEW, RIGHT click anywhere on the column
that you wish to sort by.
Example: To sort by surname, right click on the surname
column.
Result: A shortcut menu will appear.
2 Select SORT ASCENDING or SORT DESCENDING from the
shortcut menu.
Result: The list of records will now be sorted according to the
option selected.
Search by FULL Name
Follow the steps in the table below to search for a specific Member by
FULL name.
Step Action
1 Ensure the MEMBER form is clear to start your search.
If necessary, click on to clear your form of data.
Ensure VIEW is selected.
2 Click in the FULL NAME field and enter the Member’s first and
last name (with correct spelling).
3
Click on or press n on your keyboard.
Result: The search results will open in the form.
Continued on next page
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Search Methods, Continued
Search by LAST Name
Follow the steps in the table below to search for a specific Member by
LAST name.
Step Action
1 Ensure the MEMBER form is clear to start your search.
If necessary, click on to clear your form of data.
Ensure VIEW is selected.
2 Click in the FULL NAME field and enter the Members’ last
name only (with correct spelling).
3
Click on or press n on your keyboard.
Result: The search results will open in the form.
Search by Member
INITIALS
Follow the steps in the table below to search for a specific Member by
their INITIALS.
Step Action
1 Ensure the MEMBER form is clear to start your search.
If necessary, click on to clear your form of data.
Ensure VIEW is selected.
2 Click in the FULL NAME field and enter the Member’s initials
with a space between the two letter i.e. S G
3
Click on or press n on your keyboard.
Result: The search results will open in the form.
Continued on next page
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Search Methods, Continued
Search when not sure of
name
There are times when you are not sure of the member’s name. The
following search criteria could help.
Criteria Result
Chloe *
name, space, asterisk
This will search for all Members with that first
name, e.g. Chloe.
em *
letters, space, asterisk
This will search for all first names that begin
with those letters, e.g. Em will find Emma and
Emily.
ca This will search for all surnames that begin
with those letters, e.g. Ca will find names
such as Cain and Cameron.
m?n This will search for surnames that being with
the first letter, then one unknown character,
and then the second letter, e.g. m?n will find
names such as such as Mansbridge,
Monaghan, Monas.
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Searching for Groups
Introduction You can search not only for individual Members or records, but also for
groups of Members or records, such as all families in a particular street,
or members in a particular group or with a particular flag. This means
that you can export that group, or make a global change to that group.
Step by Step Follow the steps in the table below to search for a group of Members.
Step Action
1 Ensure the MEMBER form is clear to start your search.
If necessary, click on to clear your form of data.
Ensure VIEW is selected.
2 Enter the required search criteria for the group of Members or
records.
This example shows criteria to search for all Males who are
Married.
3
Click on or press n on your keyboard.
Result: The search results will open in the form.
4
Use the navigation buttons or n on your
keyboard to scroll through the records.
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Viewing Family Groups
Overview
Introduction There are several ways of viewing how the FAMILY and MEMBER linked,
or related. This means you can:
• Look up a MEMBER and view the family group.
• Look up a FAMILY and view the family group.
Contents This chapter contains the following topics:
Topic See Page
Member Perspective 24
Family Perspective 25
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Member Perspective
Introduction Viewing a family group from the MEMBER perspective means finding a
MEMBER record and viewing the family group.
Step by Step Follow the steps in the table below to view a family group from the
MEMBER perspective.
Step Action
1 Ensure the MEMBER form is clear to start your search.
If necessary, click on to clear your form of data.
Ensure VIEW is selected.
2 Search for and locate the required MEMBER.
3 With the Member details on the form, click on the GROUP
minor tab (this may already be selected).
Result: The FAMILY STRUCTURE for that Member will be
shown at the bottom of the form.
Note: This Member is a member of 2 different families. He is
the Head of his primary family, and an adult brother of his
secondary family.
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Family Perspective
Introduction Viewing a family group from the FAMILY perspective means finding a
FAMILY record and viewing the family group.
Step by Step Follow the steps in the table below to view a family group from the
FAMILY perspective.
Step Action
1 Click on the FAMILY major tab.
Ensure the FAMILY form is clear to start your search.
If necessary, click on to clear your form of data.
Ensure VIEW is selected.
2 Search for and locate the required FAMILY.
Tip: The same search methods apply to both PEOPLE forms.
3 With the Family details on the form, click on the GROUP minor
tab (this may already be selected).
Result: The FAMILY STRUCTURE for that family will be
shown.
Note: The HEAD of the Vincent family is also an ADULT
BROTHER in the Caller family.
4 Double click on a MEMBER name to go to their major file.
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Entering People Records
Overview
Introduction There are 2 main scenarios for entering new PEOPLE records. You can
enter a:
• New Member for an existing Family.
• New Family and Members.
You can also add further details for a Family or Member, as well as linking
a Member to a Family.
Contents This chapter contains the following topics:
Topic See Page
Data Fields 27
New Member for an Existing Family 30
New Family and Members 33
Adding Further Details 37
Linking a Member to a Family 39
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Data Fields
Introduction Both the Family and Members forms have fields for data to be entered. A
description of fields on both forms is detailed below.
Family Form
Standard Designated Fields:
Mail to name on labels, reports,
formal salutation
special format option
on the right click menu
Greeting familiar salutation, in some reports, used within giving receipts and statements
Address residential and mail address Use the residential
address if there is only one address that serves both purposes
Phone family or silent
Parish zone Create a list of your own parish zones to select for each family
Ethnicity Customize to the ethnic groups in your parish if known
Residential structure Can be used to describe the
households in your parish if known
Parish specific fields:
Remarks Create a list of family characteristics
Included on the family member list
Continued on next page
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Data Fields, Continued
Member/Giver Form
Standard, designated fields:
Full name Name on member labels, reports
Use of preferred name
Date of birth Calendar control Age calculated automatically
Other Address If you need to record a
different address for a family member
Use this for an address
for a contact who is not a member of a family
Phone Business, fax, mobile, email Each member may have different phone
numbers of these types
Religion Editable list to suit the parish
Marital status Editable list to suit the parish
Source Used for how the information was obtained. Editable list to suit the parish
Used principally for fundraising campaigns.
Giving result Result code of a fundraising campaign. Editable list to suit the parish
Country of birth Editable list to suit the parish
Language Editable list to suit the parish
Ethnicity Editable list to suit the parish
Occupation Editable list to suit the parish
Employer
School School attended Schools can be designated as local parish schools for mail
distribution purposes.
Year Grade level of students
Date of death Can be relevant for pastoral care.
Deceased flag Can be used alone if date is unknown
Continued on next page
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Data Fields, Continued
Member/Giver Form (continued)
Parish specific fields:
Remarks Create a list of member characteristics
Group Editable list to suit the parish An alternative grouping to zone. Perhaps mass centre or school and non school families
Sacraments Tab For entering details of
sacraments not part of the register of this parish
Sacraments performed
in this parish are recorded in the appropriate register and are displayed here if linked to the parishioner
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New Member for an Existing Family
Introduction A new member for an existing family is a Member who may be a new
baby to a family, or a new spouse. Therefore the family already exists at
the Parish and within PACS.
Step by Step Follow the steps in the table below to enter a new Member for an existing
family.
Step Action
1 Select PEOPLE FAMILIES
Result: The Family form will be displayed.
2 Locate the existing FAMILY to add the new member to.
Hint: You can use the binoculars on the toolbar to open the
FAMILY LOOKUP form.
Continued on next page
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New Member for an Existing Family, Continued
Step by Step (continued)
Step Action
3 With the Family details displayed, click in EDIT in the top
left corner.
Click on the ADD MEMBER button.
Result: The New Contact form is displayed.
Note: This will link the CONTACT to the FAMILY, as noted in
the title bar at the top of the form.
Continued on next page
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New Member for an Existing Family, Continued
Step by Step (continued)
Step Action
4 Enter the following details for the new MEMBER.
• Full Name (mandatory)
• Date of Birth
• Gender (mandatory)
• Telephone Number, and
• Family Role (mandatory)
5 When all details are complete, click on Save on the left side of
the form.
Result: The new MEMBER is saved, and the form is cleared,
ready for you to enter another member for the selected family
if necessary.
6 To see the FAMILY group, with the new linked MEMBER (and
if you DO NOT want to add any more new members), click on
the FAMILY tab.
Result: The Family with the new member is displayed.
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New Family and Members
Introduction A New Family and Members needs to be entered when a new Family
comes to the Parish.
Step by Step Follow the steps in the table below to enter a new Family and Members.
Step Action
1 Select PEOPLE FAMILIES
Result: The Family form will be displayed.
2 Click in ADD in the top left corner.
3 Enter the details for the new FAMILY.
Note: The Mail To and Greeting can be entered manually, or
added using a shortcut. To use the Mail To and Greeting
shortcut, leave the fields blank and follow the steps on page 35
Mail to and Greeting.
Continued on next page
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New Family and Members, Continued
Step by Step (continued)
Step Action
4 When the FAMILY details are complete, click on SAVE on the
left side of the form.
Result: The New Contact form is displayed.
5 Enter the first MEMBER for the FAMILY ensuring you enter:
• Full Name, including Mr/Mrs (mandatory)
• Date of Birth
• Gender (mandatory)
• Telephone Number, and
• Family Role (mandatory)
6 When all MEMBER details are complete (for the first member),
click on SAVE on the left side of the form.
Result: The new MEMBER is saved, and the form is cleared,
ready for you to enter another member for the selected family.
7 Enter the details for the second MEMBER.
SAVE when all details are complete.
Continued on next page
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New Family and Members, Continued
Step by Step (continued)
Step Action
8 When all members have been added, make sure you click on
the CANCEL LINK button.
Result: The adding members process is stopped, and you will
be returned to the FAMILY form.
Mail to and Greeting
When you have saved a Family with Members, you can then go back to
the Family record to add in the MAIL TO and GREETING.
Step Action
1 After the Family and Members have been saved, and you have
been returned to the Family form to view the Family details,
click in EDIT.
2 Click with your RIGHT mouse button on the MAIL TO field,
and select FORMAT.
Continued on next page
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New Family and Members, Continued
Mail to and Greeting (continued)
Step Action
3 Select the FORMAT you wish to use. The names in the format
form are a sample only, the real Family and Member names will
be used.
4 Click on OK.
Result: The selected Format is inserted in the MAIL TO field.
5 Click with your RIGHT mouse button on the GREETING field,
and select FORMAT.
6 Select the FORMAT you wish to use. The names in the format
form are a sample only, the real Family and Member names will
be used.
7 Click on OK.
Result: The selected Format is inserted in the GREETING
field.
8 Click on SAVE to save the changes to the Family record.
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Adding Further Details
Further Details
When entering Member details, there are further details that can be
entered for a Giver and/or Member. Member fields are available for a
Member and a Giver. Giver fields are available for Givers only.
To enter or change data for any of these fields, retrieve the
required record, and ensure you select Edit in the top left corner.
Note: All drop down lists can be edited to suit your own Parish needs.
See chapter titled Data Entry Rules – Editing Drop Down Lists.
TabField Giver or
Member
Description
MemberRole Giver The role the giver plays in a
fundraising campaign.
Member Team Giver Is the Giver part of a team
involved in fundraising?
Member Source Member How did the Member come in
contact with the Parish?
Member Giving
Result
Member This field indicates the response
to a fundraising campaign.
Member Remarks Member This allows the Parish to create
your own list of remarks to add
to a Member.
Member Group Member This field indicates Givers of a
certain type, as specified by the
Parish.
MoreOccupation Member The member’s occupation.
More Employer Member The member’s employer.
MoreSchool Member If the member is a student,
which school do they attend?
MoreYear Member The Year level the student is
currently in.
MoreDate of Death
and Deceased tick box
Member To be used if a member has
passed away.
More Mail to Giver Enter the name for
correspondence to be
addressed to.
i.e. Mr and Mrs Smith
More Greeting Giver The greeting or salutation for
correspondence.
i.e. Peter and Mary
More
Correspondence
Method Receipt
Giver Default method of issuing a
receipt. Select from mail, fax
or email.
More
Correspondence
Method Statement
Giver Default method of issuing a
statement. Select from mail,
fax or email.
Continued on next page
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Adding Further Details, Continued
Sacraments tab
The Sacraments tab allows event such as:
• Baptism
• Reconciliation
• Eucharist
• Confirmation
• Blessing of Sick
• Marriage
For each of these events the following information is recorded:
• Date
• Place
• Parish
• Celebrant
Ministries The Ministries tab is used to record voluntary roles, expressions of
interest for participation, or areas of specialty for members and givers.
See Chapter titled Ministries.
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Linking a Member to a Family
Introduction There are times when a Member may need to be linked to a second
Family. An example of this may be where the person is a husband in one
family, and a brother in another family.
Step by step Follow the steps in the table below to link a Member to a second family.
Step Action
1 Select PEOPLE MEMBERS
Result: The Members form will be displayed.
2 Retrieve the required MEMBER record.
3 Click in EDIT in the top left corner.
Result: The ADD TO FAMILY button becomes available.
Continued on next page
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Linking a Member to a Family, Continued
Step by step (continued)
Step Action
4 Click on ADD TO FAMILY.
Result: The Family form is displayed where you can select the
Family to add the Member to, or enter a new family if required.
5 If linking to an existing family click on the binoculars button on
the toolbar, and select the required Family.
Result: The selected Family is displayed.
6 Select the FAMILY ROLE for the newly linked Member.
Continued on next page
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Linking a Member to a Family, Continued
Step by step (continued)
Step Action
7 Click on SAVE on the left side of the form.
Result: You will be returned back to the Member form, with
the new Family Group details displayed.
Continued on next page
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Linking a Member to a Family, Continued
Primary and Secondary
Family
If a Member is part of 2 different families, one family will be their
PRIMARY (main) family, and the second family will be their
SECONDARY Family. If they are listed in the wrong order, the priority of
the Family can be changed.
Follow the steps in the table below to change the order of priority for a
Family.
Step Action
1 Ensure you are viewing the required MEMBER with multiple
families.
In this case John Vincent is a:
• Brother in the Caller (CAL001) family, and a
• Spouse in the Vincent (VIN001) family.
The family at the top of the list displayed in black is the
Primary family, and the Secondary family is displayed in grey.
We need to change this so that Vincent is the Primary family
and Caller is the Secondary family.
2 Click in EDIT in the top left corner.
Continued on next page
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Linking a Member to a Family, Continued
Primary and Secondary Family (continued)
Step Action
3 In the FAMILY GROUP section, drag the Primary family to the
top of the list.
Result: The new Primary family is listed at the top and
displayed in black.
Note: There is no need to save this change as it is saved
automatically.
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Data Entry Rules
Overview
Introduction When entering data into PACS, there are several methods, or rules, to be
aware of.
Contents This chapter contains the following topics:
Topic See Page
Entering Phone Numbers 45
Editing Drop Down Lists 47
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Entering Phone Numbers
Step by Step The phone number field holds not only phone numbers, but also details
for mobile phone numbers, fax numbers and email addresses.
Follow the steps in the table below to enter multiple phone numbers.
Step Action
1 You must either be adding a NEW record, or EDITING an
existing record.
2 Click on the drop down arrow next to the phone number field.
Result: The phone number form will open.
3 The BUSINESS number is the first TYPE that appears.
You can enter the BUSINESS phone number in the NUMBER
field. If the first number you want to enter IS NOT the
business number, click on BUSINESS and a drop down list of
number types will appear.
Continued on next page
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Entering Phone Numbers, Continued
Step by Step (continued)
Step Action
4 Select the required number TYPE.
Enter the appropriate number in the NUMBER field.
5 To enter an additional number, click on the ADD button at the
bottom of the phone numbers form.
Result: A new line for the next phone number is created.
6 Change the TYPE if required.
Enter the phone number (or fax or email)
7 Continue adding further contact numbers, or click on OK when
complete.
A number will appear next to the phone number field to
indicate how many phone numbers have been entered for the
person.
This record has 2 numbers entered.
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Editing Drop Down Lists
Step by Step Most drop-down lists within PACS can be edited and customized to suit
your needs. Follow the steps in the table below to edit a drop-down list.
Step Action
1 Click with your right mouse button on the white part of the field
for the drop down list.
Result: A shortcut menu will appear.
2 Select EDIT ITEMS.
Result: The DATA form will open for that drop-down list.
3 Click on:
Button Description
Add To add a new data item to the list.
Delete To delete the selected item.
Undo To undo the last change made.
Save To save the change. Click on SAVE after each
new item added.
Exit To close the form.
Properties This button swaps you between the data for
the drop-down list and the properties of the
drop down list. This button changes from
PROPERTIES to DATA, depending on which
form you are in.
Continued on next page
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Editing Drop Down Lists, Continued
Step by Step (continued)
Step Action
4 In this example we will add several items to the list and change
the properties for the SOURCE field on the MEMBER form
In the DATA form, click on ADD.
5 Enter ‘Referral’ in the DESCRIPTION field.
6 Click on SAVE on the right side of the form.
Result: The data item is saved and added to the list on the
left side.
7 Click on ADD again.
Enter ‘Approached Church’ in the DESCRIPTION field.
8 Click on SAVE on the right side of the form.
Result: The data item is saved and added to the list on the
left side.
9 Click on ADD again.
Enter ‘Local Advertisement’ in the DESCRIPTION field.
10 Click on SAVE on the right side of the form.
Result: The data item is saved and added to the list on the
left side.
Continued on next page
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Editing Drop Down Lists, Continued
Step by Step (continued)
Step Action
11 Click on the PROPERTIES button to change the properties for
the drop-down list.
Result: The data form will change to the properties form.
12 The following information can be changed/selected:
Field Description
Caption The name of the field on the form
Default Value The default value that is entered in the
form automatically.
Mandatory If selected, the field must be completed
when entering data.
Multiple Select If selected, will allow more than one item
to be selected from the list.
Edit during
Entry
If selected, allows you to right click on the
field and select EDIT ITEMS to make
changes to the field whilst in the form.
Not Required If selected, will remove the field from the
form altogether.
Auto Sort If selected, will list the items in
alphabetical order.
Upper Case If selected, will list all items in uppercase.
Uses Value
Field
If selected, allows you to enter a numerical
value as well as text for each item.
13 When all changes have been made, click on SAVE on the right
side.
Note: If you have made changes and not saved them, PACS
will ask if you want to save the changes before exiting the
form.
Continued on next page
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Editing Drop Down Lists, Continued
Alternative Edit Drop
Down Lists
You may have selected to turn off the EDIT ITEMS option on the drop-
down lists. The drop-down lists can be accessed to be edited and
customized from the menu. Follow the steps in the table below to edit a
drop-down list.
Step Action
1 Select MAINTENANCE USER CODES.
Result: The User Codes form will open. A folder for the
different sections that have user codes will be displayed.
2 Click on the folder to see the fields it contains.
Result: The fields related to the folder will be listed.
3 Select the field to be edited.
4 Follow steps 3 to 13 from the section Editing Drop Down Lists
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Working with Member Records
Overview
Introduction There are changes that will need to be made to Family and Member
records throughout the Families time at the Parish. These could be simple
address changes, through to nominating a new Member, or actually
leaving the Parish.
Contents This chapter contains the following topics:
Topic See Page
Editing Family/Member Records 52
Archiving Families/Members 53
Global Changes 62
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Editing Family/Member Records
Introduction When a Member changes any part of their details, we need to EDIT their
Member record. If a Member changes address or home phone number,
we change this on their Family record.
Step by Step Follow the steps in the table below to edit a Family or Member record.
Step Action
1 Search for the Family or Member record so you can see it in the
FAMILY or MEMBER form.
In this case we are changing the address in the Family form.
2 Click in EDIT
Result: The record will be activated for editing.
3 Make the necessary changes to the record.
In this case we are changing the Member address. Click in the
ADDRESS field and change to the new address.
4 When all changes have been made, click on SAVE.
Result: The changes have been saved to the Family record
and to any linked Members.
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Archiving Families/Members
Introduction There are times during the year that a Family or Member may move away
from the area, and are therefore no longer a member of your Parish.
Their records can either be archived or deleted altogether. If they are
archived, their information and history will remain and they may be
restored at a later time. If they are deleted, they no longer exist in PACS,
and cannot be restored.
Archiving a family will also archive all members of the family. Restoring a
Family will restore all members for whom this is the current family.
Archiving and restoring can also be done to individual members.
Archive a Member
Follow the steps in the table below to archive a Member.
Step Action
1 Click on the MEMBER tab.
2 Locate the required MEMBER.
3 Select EDIT on the left side of the form.
4 Click on the ARCHIVE button.
Result: A confirmation message will be displayed.
Continued on next page
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Archiving Families/Members, Continued
Archive a Member (continued)
Step Action
5 Click on YES (or NO) as required.
Result: The Member has been ARCHIVED.
Note: The ARCHIVE button has changed to a RESTORE
button.
Continued on next page
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Archiving Families/Members, Continued
Archive a Family
Follow the steps in the table below to archive a Family.
Step Action
1 Click on the FAMILY tab.
2 Locate the required FAMILY.
3 Select EDIT on the left side of the form.
4 Click on the ARCHIVE button.
Result: A confirmation message will be displayed.
Continued on next page
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Archiving Families/Members, Continued
Archive a Family (continued)
Step Action
5 Click on YES (or NO) as required.
Result: The Family and all members have been archived.
Continued on next page
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Archiving Families/Members, Continued
What does this mean?
When a Family or Member has been Archived, their records remain in
PACS, but are not displayed on Members reports or within current
Members.
This means that the archived details are retained for historical purposes
but are not stored with current family and member details.
If you wish to search for an Archived Family or Member, ensure that the
filter is set to search the required group of people.
Continued on next page
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Archiving Families/Members, Continued
Restore Archived
Records
Once a Family or a Member has been archived, their details can be
restored at a later stage if necessary.
Follow the steps in the table below to restore an archived Family or
Member.
Step Action
1 Select PEOPLE FAMILY to open the FAMILY form, or
PEOPLE MEMBER to open the MEMBER form.
2 Ensure the form is in VIEW mode.
3 Enter the required MEMBER or FAMILY name in the Name
field.
4 Select the appropriate filter from the bottom of the form.
Family Form Member Form
Select SHOW ALL
FAMILIES
Select SHOW ALL PEOPLE
5 Click on FIND on the left side of the form.
Result: The required archived Family or Member details will be
displayed.
6 Select EDIT on the left side of the form.
Result: The RESTORE button on the left side becomes
available.
Continued on next page
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Archiving Families/Members, Continued
Restore Archived Records (continued)
Step Action
7 Click on the RESTORE button.
Result: A confirmation message is displayed.
8 Select YES (or NO) as appropriate.
Result: The Family and Members are restored as ‘active’
records.
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Archiving Families/Members, Continued
Delete a Member
Follow the steps in the table below to delete a Member.
Step Action
1 Click on the MEMBER tab.
2 Locate the required MEMBER.
3 Select EDIT on the left side of the form.
4 Click on the delete button on the toolbar.
Result: A confirmation message will be displayed.
5 Select YES (or NO) as required.
Result: The record is deleted.
Note: If you delete a FAMILY, the MEMBER records will
remain, but not linked to a Family at all. If you wish to delete
a Family and all its Members, delete the Members first, and
then the Family.
If you do delete a Family and/or Members, the records
will NOT be able to be restored.
Continued on next page
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Archiving Families/Members, Continued
Deceased Members
If a member passes away, they can be flagged as deceased in PACS.
Step Action
1 Search for and locate the required MEMBER.
2 Select EDIT on the left side of the form.
3 Click on the More tab on the right side of the form.
4 Click in the DECEASED tick box and enter a DATE OF DEATH
if known.
Note: Date of Death is not a mandatory field.
5 Click on SAVE on the left side of the form.
6 The deceased member details are retained, but displayed in
grey.
Tip: If a Giver has been flagged as DECEASED, don’t forget to
change the MAIL TO and GREETING details on their MORE
tab.
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Global Changes
Introduction The Global Change feature is a very powerful tool that, though it is not
used on a day to day basis, can streamline changing groups of records in
PACS.
A GLOBAL CHANGE is when you want to make a change to a group of
records without going through and changing each record individually.
In the case of making a global change…
• Set criteria to search for your group of Members
• Make the required change to one of the records in the group
• Apply the change as a GLOBAL CHANGE
Step by Step Follow the steps in the table below to use Global Change.
Step Action
1 Click on the MEMBER major tab.
2 Enter the criteria for the group of records that need to be
changed.
Example: Click on the MORE tab and search for all MEMBERS
whose COUNTRY OF BIRTH is Australia.
4 Click on the FIND button on the left side of the form or press
n.
Note: The first COUNTRY OF BIRTH=Australia Member
record will show on the form. The bottom right hand corner
will display the number of records found.
5 Select EDIT on the left side of the form.
Continued on next page
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Global Changes, Continued
Step by Step (continued)
Step Action
6 On the first Member record make the required change.
Example: All Members with a COUNTRY OF BIRTH as
Australia will have ETHNICITY changed to Australian.
7 Right Click on the changed field, being ETHNICITY, and select
GLOBAL CHANGE.
Result: The Apply Global Change confirmation message is
displayed.
Note: If you wish to clear the field of all data, select GLOBAL
CLEAR.
Continued on next page
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Global Changes, Continued
Step by Step (continued)
Step Action
8 Click on APPLY.
Result: The change will be applied to the selected group of
Members.
Note: There is no need to click on Save as all Global Changes
are automatically saved.
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Ministries
Overview
Introduction Ministries are used to record voluntary roles for members within the
Parish. These can be added directly into the Member form, or using
Ministries Quick Select.
Contents This chapter contains the following topics:
Topic See Page
Ministries on the Member form 66
Quick Select Ministries 67
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Ministries on the Member form
Introduction Ministry information can be entered directly into a Member record. Follow
the steps in the table below to enter Ministry details for a member.
Step Action
1 Select PEOPLE MEMBERS
Result: The Members form will open.
2 Search for and locate the required member.
3 Select EDIT on the left side of the form.
4 Click on the MINISTRIES tab.
Result: The ministries details are displayed.
4 Enter the following details:
Field Description
Name The name or title of the Ministry. This list
can be edited to suit the needs of your
Parish. See Data Entry Rules - Editing
Drop Down Lists.
Start Date The date that this role starts from.
End Date The date that this role is to cease, if
appropriate.
Interested A tick box to flag if the Member expresses
interest in that voluntary position.
Active A tick box to flag that the member is
currently performing that voluntary role.
Location
Start time
End time
Automatically filled in based on the Ministry
role selected.
5 When all MINISTRY details are complete for that member,
click on SAVE on the left side of the form.
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Quick Select Ministries
Introduction QUICK SELECT MINISTRIES is used to allocate Ministries to more than
one person at a time.
Follow the steps in the table below to use Quick Select Ministries.
Step Action
1 Select PEOPLE QUICK SELECT MINISTRIES
Result: The Quick Select Ministries form will open.
2 Select the MINISTRY from the drop down list that you want to
allocate to Members.
Result: Any members already allocated to that Ministry will be
displayed in the middle of the form.
Note: This list can be edited to suit the needs of your Parish.
See Data Entry Rules - Editing Drop Down Lists.
3 Members can be viewed by FAMILIES or by MEMBERS. Click
on the plus sign (+) next to Family or Member until you locate
the required Members.
Families Members
Continued on next page
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Quick Select Ministries, Continued
Introduction (continued)
Step Action
4 Click on the plus sign (+) next to a Member name to view any
Ministries they have already assigned to them.
5 To allocate a member to the selected Ministry, drag and drop
the member name to the middle of the form.
Result: The member is allocated to that Ministry.
Continued on next page
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Quick Select Ministries, Continued
Introduction (continued)
Step Action
6 Enter the following details as required:
• Start Date
• End Date
• Interested
• Active
7 Allocate further MEMBERS to the selected MINISTRY if
required.
8 When all the required MEMBERS have been allocated to the
selected MINISTRY, click on SAVE at the bottom of the form.
Note: To remove any Member from the selected Ministry, click
on:
Button Description
Remove Will remove the selected
Member from the Ministry
Remove All Will remove ALL Members
from the Ministry.
9 EXIT the form when all Ministry details are complete.
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Member Notes
Overview
Introduction NOTES can appear in both the Family and Member forms in PACS. These
Notes can be allocated to specific Note Groups that can be determined by
the Parish.
The method of adding and editing notes is the same, whether it is for the
FAMILY form, or the MEMBER Form. Notes can also be added to the
Baptism, Confirmation, Marriage and Death Registers.
Contents This chapter contains the following topics:
Topic See Page
Family/Member Notes 71
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Family/Member Notes
Introduction A General Note is a note that appears on the Member Note minor tab.
There are 2 types of General Notes:
1. Standard General Note
2. Alert General Note
Note: We are adding a Note to a Member record. The method is the
same if adding a note to a Family record.
Adding
General Notes Follow the steps in the table below to add a Note to a record.
Step Action
1 Find the required MEMBER record.
2 Click on the NOTES minor tab.
Continued on next page
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Family/Member Notes, Continued
Adding General Notes (continued)
Step Action
3 Click on the ADD button down the bottom right.
Result: The Add Note form will open.
4 Enter a note SUBJECT, and the NOTE details in the body of
the form.
Note: If it is a short note that does not require a Subject and
Body, enter the note in the Body only.
Continued on next page
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Family/Member Notes, Continued
Adding General Notes (continued)
Step Action
5 When the NOTE is complete click on the SAVE button on the
right.
Result: The notes will be saved to the Member record, and
the note form will be cleared.
6 Click on the EXIT button on the Note form.
Result: The NOTE is now attached to the Member record.
Continued on next page
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Family/Member Notes, Continued
Note: A Note can be flagged to FOLLOWUP.
If your Parish has PACS setup with multiple users and each has their own
login, you can:
• NOTIFY other users of the note.
• Flag yourself or another user to FOLLOW UP the Note.
• Allocate a DUE BY date
• Flag as COMPLETED and enter a response if necessary.
Notes requiring Follow Up will be displayed on the reminder list.
Continued on next page
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Family/Member Notes, Continued
Alert Notes Follow the steps in the table below to create an Alert Note.
Step Action
1 Find the required MEMBER record.
2 Click on the NOTES minor tab.
3 Click on the ADD button down the bottom right.
Result: The Add Note form will open.
Continued on next page
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Family/Member Notes, Continued
Alert Notes (continued)
Step Action
4 Enter a note SUBJECT, and the NOTE details in the body of
the form.
TICK THE ALERT CHECK BOX
Note: The Note Type can be GENERAL or MEDICAL, or any
other types that the Parish has created.
5 When the NOTE is complete click on the SAVE button on the
right.
Result: The notes will be saved to the Member record, and
the note form will be cleared.
Continued on next page
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Family/Member Notes, Continued
Alert Notes (continued)
Step Action
6 Click on the EXIT button on the Note form.
Result: The NOTE is now attached to the Member record,
with the alert next to the note.
If the Alert is for a medical note, the symbol is a red cross. If
the Alert is for a general note, it is a yellow symbol.
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Exporting
Overview
Introduction PACS has a comprehensive range of reports to suit the needs of most
Parishes. There may be times when you require a report that is unique to
your Parish needs. This is when we use exporting.
Contents This chapter contains the following topics:
Topic See Page
Exporting from forms 79
Enhanced Export 84
Quick Merge 89
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Exporting from Forms
Introduction Any group of records that have been selected using the search function
can be exported to Excel. This can then be used to create reports in
Excel, or used as the data source for a mail merge with Microsoft Word.
We will look at exporting from the Family form, but the method is the
same if exporting from the Member form.
Step by Step Follow the steps in the table below to export from a form.
Step Action
1 Click on the FAMILY major tab.
2 Ensure VIEW is selected.
3 Enter your search criterion to identify the records you wish to
export.
Examples could be:
• Families who live in a certain street or suburb.
• Families with a particular residential structure, such as
single parent families to be part of a morning tea.
In this case we want to export a list of all families that live in
Banks Drive.
To search for families that live in Banks Drive:
a. Click on the ADDRESS button.
Result: The Address form will open.
b. Click in STREET: and enter:
*banks*
This will find all records with Banks in the Street
address.
c. Click on OK.
Continued on next page
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Exporting from Forms, Continued
Step by Step (continued)
Step Action
4 Click on the FIND button on the left side of the form or press
non the keyboard.
Result: This will find all Members in Banks Drive. The first
Member record will be displayed. The bottom right hand corner
will display the number of records found.
5 Click on the EXPORT button on the toolbar.
Result: The EXPORT form will open.
Continued on next page
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Exporting from Forms, Continued
Step by Step (continued)
Step Action
6 You can choose to export all fields, or just selected fields.
For selected fields, click in SELECTED and select the required
fields.
This example shows the address details selected.
7 Click on the EXPORT button in the top right.
8 Select a LOCATION and give the export a FILE NAME.
Continued on next page
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Exporting from Forms, Continued
Step by Step (continued)
Step Action
9 Click on SAVE on the right side.
Result: A SAVE EXPORT TEMPLATE form will open.
Note: If this is an EXPORT that will be used again, it can be
saved as a TEMPLATE.
10 If you select NO, the export process is complete.
If you select YES, give the EXPORT TEMPLATE a name.
Note: This is not the Excel file name, but an export name
making is quicker and easier to run the export again in the
future.
Continued on next page
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Exporting from Forms, Continued
Step by Step (continued)
Step Action
11 Click on OK and EXIT the Export form.
Note: Next time you want to run that export, from a cleared
FAMILY form, simply click on the EXPORT button, and from
the EXPORT DEFINITION field select the template name.
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Basic Enhanced Export
Introduction The Enhanced Export allows specific data to be saved as a file that can be
imported by Microsoft Word to create mail merged letters and labels, or
imported into Microsoft Excel for statistical analysis and reports. The data
being exported can be filtered and sorted prior to being saved to file.
Basic Enhanced
Export
Follow the steps in the table below to perform a basic enhanced export.
Step Action
1 Select PEOPLE EXPORT ENHANCED EXPORT
Result: The Enhanced Export form will open.
Continued on next page
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Basic Enhanced Export, Continued
Basic Enhanced Export (continued)
Step Action
2 Click on the yellow folder on the left side from which you want
to select fields.
To select SINGLE
fields…
To select ALL fields…
Select the fields to be
included in the export by
clicking on the box to the
left of the field.
Click in the check field
next to that folder, and all
fields within the folder will
be selected.
In this case, click on the yellow folder next to FAMILY.
Result: A list of available fields will drop down.
Continued on next page
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Basic Enhanced Export, Continued
Basic Enhanced Export (continued)
Step Action
3 Click in the check box to the left of the required fields.
Result: As each field is selected, that field will appear on the
right windowpane in the order in which it was selected.
Note: If some fields have already been selected, clicking in the
check field beside the folder will clear all selections for that
folder.
In this example, we will do a basic export of a list of Families
and their address.
4 Click on the PREVIEW button, located at the bottom of the
window to display the information that will be exported.
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Basic Enhanced Export, Continued
Basic Enhanced Export (continued)
Step Action
5 To sort by any column, right click on the required column and
select SORT ASCENDING.
6 To export the list, click on the EXPORT button.
Result: The EXPORT TO form will open. This is the same as
a Save as form.
7 Select a LOCATION and give the export a FILE NAME.
Click on SAVE.
Result: This has saved the file in Excel format to your
computer.
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Basic Enhanced Export, Continued
Basic Enhanced Export (continued)
Step Action
8 You will receive notification that the Export is complete.
Result: A SAVE EXPORT TEMPLATE form will open.
Note: If this is an EXPORT that will be used again, it can be
saved as a TEMPLATE.
10 If you select NO, the export process is complete.
If you select YES, give the EXPORT TEMPLATE a name.
Note: This is not the Excel file name, but an export name
making is quicker and easier to run the export again in the
future.
10 Click on the OK button.
Result: The template is now available from a list of templates
in the top left corner.
11 To start another enhanced export, select (NEW) from the list
of templates.
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Quick Merge
Introduction Quick Merge allows you to easily re-merge updated data with a previously
saved mail merge letter. This makes it easy to merge commonly used
letters and documents. The Merge option is available from ALL export
functions within PACS. These export functions include:
• Enhanced Export
• Export from the forms
• Preset Exports
Once the merge document has been set up the Merge option will export
the current data and merge it with the document in one process.
Basic Process 1. Select the data to export.
2. Export the Data.
3. Save the Export Template.
4. Create and Save the Mail Merge document.
5. Merge the data and document.
The next time you need to merge to this document.
6. Select the Export Template.
7. Click on Merge.
8. Select the mail merge document that was created and saved at
Step 4.
9. The data is exported and merged with the document.
10. Print the document.
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Quick Merge, Continued
Quick Merge Follow the steps in the table below to use Quick Merge. These instructions
assume you have previously setup your Mail Merge letter.
Step Action
1 Select the data to export
Example: PEOPLE EXPORTS MINISTRY EXPORT
2 Enter the Section Criteria.
3 Click on PREVIEW to view the data. This is not essential, but
it is a good check mechanism to ensure the data is correct.
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Quick Merge, Continued
Quick Merge (continued)
Step Action
4 Click on the EXPORT button.
5 Select the fields to export or an export definition you have
previously created.
5 Click on the MERGE button.
6 Select the Mail Merge document with which the data is to be
merged.
7 Click on OPEN.
Result: The document is opened and merged with the
exported data ready to print.
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Quick Merge, Continued
Quick Merge Error Message
When you click on the MERGE button and select the template you may
get the message ‘Document is not a Template’.
This message is due to a Microsoft Security restriction that stops PACS
from merging directly to the MS Word Mail Merge.
Enable Mail Merge
Instructions on how to disable the security restriction to enable the Word
Mail Merge are available from the Microsoft Web site at
http://support.microsoft.com/default.aspx?scid=KB;EN-US;825765
This site also lists the implications of removing this security restriction.
With this security restriction disabled the MERGE button in SAS2000 will
be able to open the mail merge function in MS Word.
Whether you decide to disable this security restriction needs
careful consideration.
Microsoft Security Warning
The Microsoft Web page lists the following security warning for disabling
this security restriction.
“This workaround may make your computer or your network more
vulnerable to attack by malicious users or by malicious software
such as viruses. We do not recommend this workaround but are
providing this information so that you can implement this
workaround at your own discretion. Use this workaround at your
own risk.”