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v.5 Membership/GlobaFILE:

Maximize Profiles using

Dates & Comments

Presented by:

Ken Emert, Shelby Consultant

Objective

Learn useful tips and tricks when working with profile code dates and comments.

What You Will Learn in This Session

• How to update existing codes

• How to manage profiles using start and end dates

• How to use comments effectively

• How to master the use of wildcards

• How to empower your reports in Selections & Listings by using profile dates &

comments

• How to use profiles to maximize the grouping of names & data

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Creating a Profile Code with Dates and Comments

First, let’s make sure everyone knows how to create a profile code that will allow dates and

comment (notes).

There are two methods to creating a new profile code, From the Control Table and On-the-Fly.

We’ll work from the Membership Module for these examples.

Creating a profile code from the Control Table

1. From the Home Base of Membership click on

Utility and choose Control Table Information.

2. From the pull down menu choose Profile Type.

3. Within the grid area, right-click and choose New.

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4. Enter the Profile Code Description. You should also include at least a Start date to all your

Profile Codes and possibly an End date. It’s also a good idea to check the Has Comment so

it’s available if you need to make a comment.

• When setting up a profile, if any of the three highlighted fields are checked, the

profile becomes a “Profile Comment.” If none of the three boxes are checked, it is

simply a Profile.

• There isn’t a distinction between a Profile Code vs. a Profile Comment when

searching for a code, only with printing. We’ll discuss that later.

• Different Names, Same Meaning. In some places you will see the first date field

referred to as the “Start Date” while at other times it is referred to as the “Begin

Date.” Just remember that Start = Begin.

• Adding an End Date to a Profile code does not make it disappear.

5. To save the code, click Apply if you are entering another or OK if this is the last one.

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To create a Profile Code “On-the-fly”

There are several places where you can create the profile code while in the process of adding to

a record. This will show how to create the profile while entering on an individual’s record.

1. Open the record in globafile.

2. Search for the individual.

3. Navigate to the Profile tab, then click Add New in the bottom right corner.

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4. Begin typing the new Profile code (ex. RGRETRT ). RG for Registrations and RETRT for

Retreat. When you tab out of the field, a pop-up message will appear asking if you have

entered the Profile Code correctly. If so, answer Yes.

5. Complete the Profile Code Description. Check Start date and End or Has Comment, as

appropriate. In this case, we’re only going to ask for a Start Date (when class was

completed) and availability for a comment, if needed. Click OK.

6. Click OK.

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7. Enter your date and comments, if appropriate. Then click appy to enter another profile or

OK to save this one entry.

8. To exit the individual’s record, click on the Save & Close Icon in the upper left corner

(w/green check).

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“How do Begin and End Dates Work”?

I’ll Explain

Here’s an example of a profile code for Committees placed on the record of an Committee

Member. Notice that there isn’t an End date because he’s still serving.

Profile Code Design

Member’s Record

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Now, let’s take this a step further…

On the Member’s Record

Criteria in Selections & Listings

Start Date = Begin FROM Date AND Begin TO Date

End Date = End FROM Date AND End TO Date

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“Why do I want to bother with using Begin and End Dates”?

Good Question!

Eliminates the need for profiles code designed by date. For example, if you have 10

Committees, and you create a code for each year a Committee member begins to serve…

CMFIN10 CMBLD10 CMMIS10 CMYOU10

CMFIN11 CMBLD11 CMMIS11 CMYOU11

CMFIN12 CMBLD12 CMMIS12 CMYOU12

CMFIN13 CMBLD13 CMMIS13 CMYOU13

CMFIN14 CMBLD14 CMBLD14 CMYOU14

In 5 years you’ll have 50 profile codes.

And that’s just the committees!

If you use the Begin and End Dates and one profile for each committee you’ll only have 10

profiles this year and 5 years from now, you’ll still only have 10!

The date range varies by the person, not the profile. You can put the same profile, but vary the

date range, if the person serves more than one term.

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“How do I search using Begin From and Begin To Dates”?

Glad you asked!

First, here’s a good way to think of Begin From and Begin To dates…

“What is the earliest someone could have Begun serving as an Member of a Committee”?

Use the Begin From Date

“What is the latest someone could have Begun serving as an Member of a Committee”?

Use the Begin To Date

What is the earliest someone could have Ended serving as an Member of a Committee”?

Use the End From Date

What is the latest someone could have Ended serving as an Member of a Committee”?

Use the End To Date

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So, if I’m looking for everyone who began serving as an Committee

Member in 2013; my criterion would look like this…

P.S. We’ll use a wildcard (*) since we don’t care which service

If I’m looking for everyone who ended serving as an Usher in 2013;

my criterion would look like this…

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Let’s make this more interesting! See if you can figure out the rest.

I’ll give you a few minutes…

We’re having a recognition dinner for those serving last year (2012) fill in the blanks…

Begin From Date Begin To Date End From Date End To Date

Need a list of everyone currently serving if today is 10/20/13

fill in the blanks…

Begin From Date Begin To Date End From Date End To Date

Need a list of teachers where their begin date is 12/1/13 (in future)

fill in the blanks…

Begin From Date Begin To Date End From Date End To Date

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“I’ve entered a comment on a person’s profile but I can’t remember

on whose record it was entered. How would I find it?”

Easy, as long as you can remember a key word!

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“Why is printing an Issue with Profile or Profile Comment Codes?”

They may look alike, but they’re not the same

As discussed at the beginning of this class, a

“plain” profile code is only the code and

description.

A Profile Comment also has at least one of

these three checked:

Let’s see what happens when we want to print

a report for everyone serving in all the Choirs

– Adult, Children’s, and Youth and print their

Choir Profiles.

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Here’s what the criteria in Selections and Listings would look like if today’s date is June 15, 2013

and I want everyone serving in any of the Committees.

I will also click Add to profiles to print which will save me from having to enter them on the

Print Parameters tab since this is the only profile I need.

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Let’s print a formatted report and add Profiles to the Selected Fields.

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On the Print Parameters Tab we nee to select BOTH Profiles and Profile Comments or we will

not get all the codes!

See how the Profile Comments were added to the Set Profiles to Print.

Save, Close and Run.

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The results are not in a consistent pattern and more difficult to read.

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What about profiles with blank begin or end dates?

If no Start date assume 1/1/1900

To include records with a profile but no Start Date

you MUST leave the “Begin From Date” blank.

If no End Date assume 12/31/2999

To include records with a profile but no End Date you MUST leave the “End To Date” blank.

Another example of using Profile Codes with Dates:

MIYOHON = Youth Mission Trip to Honduras

MI = Missions

YO = Youth

HON = Honduras

Begin Date = When they left

End Date = When they returned

Comments = Brief Summary of trip

Great information to maintain on many different type of records!

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Page 13 Answer Page

We’re having a recognition dinner for those serving last year (past).

Fill in the blanks…

Begin From Date Begin To Date End From Date End To Date

12/31/12 1/1/12

Need a list of everyone currently serving if today is 10/20/13.

Fill in the blanks…

Begin From Date Begin To Date End From Date End To Date

6/15/13 6/16/13

Need a list of teachers where their begin date is 12/1/13 (in future).

Fill in the blanks…

Begin From Date Begin To Date End From Date End To Date

12/1/13

Ken Emert

Shelby Consultant

ken.emert@shelbyinc.com

Ken Emert served for 21 years as Minister of Administration at Scottsdale Bible Church in

Scottsdale, AZ where he used Shelby software for tracking people and finances. In 2000 Ken felt

it was time for a change and became a certified Shelby Systems trainer. He currently serves

churches and other faith-based organizations as a Shelby Consultant. He has helped implement

Shelby in many organizations and enjoys working with staffs to aid them in promoting ministry

efficiently and effectively.