Go To Record Reference Guide

One key aspect to fundraising is data integrity. ClearView provides several record-keeping options to collect, store, and categorize your data for easy access and to maintain data integrity. Each record is conditioned to support a majority of recording needs, in addition to adding, removing, hiding, and configuring every record to your organizational needs.

Let ClearView CRM assist you in keeping your data in order.

Every record can be found on the Go To menu of the Prospect Summary View page or from the Quick Menu pop-up that can be found next to the prospect's name on any page. The available items on the menu can be configured in administrative settings if you want to hide any modules that your organization may not use. Additionally, you may change the labels for any of those links in Administration to better represent how your organization views it. For example, Additional Demographics could be changed to Bio if that is more sensible for your organization.

warning 16This collection is growing each day. Some articles may not be available yet but they are on the way! 

actions main

Actions

commitee main

Committees

gift main

Gifts

memo main

Memos

plan giving main

Planned Giving

registration main

Registrations

add demo main

Additional Demographics

connections main

Connections

gift assoc main

Gifts (Associated)

notes main

Notes

actions main

Pledges

research main

Research List

address main

Addresses

corporate main

Corporate

greetings main

Greetings

opportunity main

Opportunity

actions main
Political Activity

tag main

Tags

alias main

Aliases

email main

Emails

links main

Links

payments main

Payments

premium main

Premiums

volunteer main

Volunteers

actions main

Alumni

foundation main

Foundation

mail main

Mail

phone main

Phones

recognition main

Recognitions

work history main

Work History List

Record Type

Overview

 

Actions

 

Actions are interactions with potential donors, active donors, planned givers, etc., initiated by your organization to gain gifts or maintain lasting relationships with donors. Use Action records to keep a strong handle on how you or other solicitors interact with prospects.

 
 Additional Demographics
Additional Demographics store a variety of miscellaneous but potentially useful information about a prospect. Additional Demographic records are highly flexible with several customizable fields to best suit your organization. Use Additional Demographics to accommodate any extra information you may want to store about a prospect.  
Addresses
ClearView can store an unlimited amount of addresses associated with a prospect. Address records allow you to set conditions on every address saved, such as seasonal addresses and temporary addresses. Additionally, Address records can serve as an archive for past residences which can be marked as undeliverable to prevent any accidental mailings. Address records allows you to keep track of where your prospects are at any given time.  
Aliases
Aliases are alternative identifiers assigned to prospects for anonymity. These records are valuable for organization with high profile prospects that require an extra layer of security. Use Alias records to create an alternate path to a particular prospect record, record a password for confirmation or any private notes associated with the prospect. (Coming Soon)
Alumni
Alumni records store details specific to a prospect's educational background. Ues Alumni records to maintain keen insight on your prospect and enhance your solicitation efforts.  
Committee
Committee records keep track of prospects who are members of any type of committee. Record past or present positions held by the prospect in individual records to quickly view any information associated with the prospects committee work. These records are useful for prospects who are actively volunteering their time for campaign movements, fundraising drives, club activities, and more.  
Connections
Connections allow you a unique method of connecting two prospects on a one-to-one basis. Use Connections to identify how a prospect is linked to others and better direct your solicitations.  
Corporate
Corporate records are there to keep track of corporate-specific information. Corporate data can be stored separately from general information for quick access and viewing needs. Keep track of Employer tax ID numbers, asset value, miscellaneous notes and more.  
Data Tables
   
Emails
Similar to Address records, ClearView can store an unlimited amount of email addresses associated with a prospect. Email records allow you to set conditions on every email address saved, such as seasonal emails and temporary emails, set a format to send messages and decide if attachments are allowed.  (Coming soon)
Foundation
Foundation records hold information regarding philanthropic activities. You can store data related to grant information, total amount given, and submission and decision dates. Use Foundation records to store specific information about a foundation's grant giving history and related practices.  
Gifts

Gifts are the aim of every fundraising initiative. ClearView CRM will keep track of when gifts are received and any information attached to them, such as associated funds, appeals, batch numbers, tributes, or any associated prospects for soft credits. Additionally, ClearView provides quick viewing access to any of these records with a few clicks. Become familiar with Gift records since this is where your financial tracking exists.

 

info 16A donation is a fully paid gift accompanied by an immediate payment that covers the entire obligation of the donor. Pledges are a promise of a gift in the future, either as single or multiple payments over a specific period, or a commitment to ongoing gifts for an indefinite period.

 

 
Gifts (Associated)
Associated Gifts are transactions connected to a prospect that were not given by that prospect. Normally, these gifts are given in regards to another individual. This is important for soft crediting. When a prospect is connected to a transaction of any sort, a soft credit is then granted to the prospect which carries additional benefits dependent on the campaign organization, such as, membership perks or tiered giving benefits. (Coming Soon)
Greetings
Greetings allow you to identify when it is appropriate to be casual when contacting prospects and when to keep it professional. Use Greeting records to keep a handle on how you, other solicitors, and officers interact with prospects.  
Links

Links are a list of connections between two prospects. Knowing the relationships between prospects aid in solicitation efforts by highlighting family ties and professional contacts and affiliations.

 

info 16Family links are comprised of a central family record and additional connections, whereas, Corporate links are comprised of a central corporation record and additional connections. We recommend using connection records for additional flexibility.
 
Mail
Mail is a quick sight of mailing history performed by ClearView CRM. Additionally, Mail records also display any mail responses connected to a distributed mailer. Analyze the effectiveness of each mailing group by reviewing cost versus gains or the success of individual mailing campaigns and appeals. (Coming Soon)
Memos
Memos provide a simple way to input a quick (or potentially lengthy) free-text message associated with a prospect record or an opportunity record. Whereas Notes are connected to transactional records, Memos are more general notes about the prospect.   
Notes
Notes fields are used to input free-text content (up to 4000 characters) associated with a particular transaction record. Whereas Memos are ideally used to input content about a prospect in a holistic sense, Notes are specific to a single transaction record associated with the prospect.   
Opportunity

Opportunities identify prospects and track every step of the process maximizing your work with prospects improving your effort when pursuing potential major gifts or services. Use Opportunity records to aid in your solicitations!

 

info 16Opportunities are an expansive feature of ClearView CRM. Please visit our Opportunity Management collection for more information about Opportunity records.
 
Payments

Payments are transactions between prospects and organizations for planned gifts, pledges, or purchasing agreements. In other words, Payments are the gains of your fundraising efforts. ClearView keeps track of every transaction and provides quick viewing access for all records associated with a payment.

Phones
Phones records stores information for contacting prospects by phone. Create a phone record for home, seasonal, temporary, alternate numbers to maintain multiple point of contact according to the preference of the prospect.Use Phone records to store vital information regarding by-phone contacts.  
Planned Giving
Planned Giving is a fundraising method based on an agreement with a donor to receive more substantial donations. Planned Gifts are often related to major donors and planned gift records can aid you in recording the information in a location seperate from everyday giving. Use Planned Gift records to aid your organizations in pursuing major gifts.  
Pledges

Pledges are a commitment to make a payment or donation at a future date. Pledges are common in Major Gift campaigns and Planned Gifts.

In ClearView CRM, you can create, view, or edit Pledge records. Keep track of when Pledges are established and when payments are received for them. Additionally, any associated information with Pledges, such as associated funds, appeals, batch numbers, tributes, or any associated prospects for soft credits is available for quick view.

 
Political Activity
Political Activity records are designed to store information related to a prospect's connections to political circles. Whether they are members of a campaign or politicians themselves, you can store information here. Knowing a prospects political affiliation, activity, and voting history and can aid tremendously in furthering your solicitation efforts.  
Premiums
Premiums are perks offered to prospects when they donate gifts, sign up for memberships, participate in events, or make payments on pledges. The Premium records display a listing of which benefits a prospect has received.
Recognitions
Recognitions are items granted to a honoree for particular gifts, such as a plaque dedicating a building wing or a name attached to a scholarship award. Recognitions records share how the donor was recognized, when they were notified of the recognition, where the recognition is located, and other relevant information.
Registrations
Registrations are tied to events. Registration records allow you to quickly see a prospect's registration payment history and any associated guests on the registration.
Research List

Research List records store information related to prospect wealth research or wealth screening. Use Research List records to maintain a strong insight on individual resources of each of your prospects and strengthen your solicitation strategies to suit each prospect individually.

 

info 16Our main source of information is WealthEngine. However, Research records are versatile and can store information from any source you find.
 
Tags

Tags are assigned to prospects to highlight special interests. By using Tags, you can stay aware of a prospect's affiliations or regular activities which can aid in your solicitation efforts.

 

Additionally, Tags are linked to reporting. Run data associated with only prospects that have a certain Tag assigned, organize a guest list to a related event or upcoming fund drive, and more. 

 
Volunteers
Volunteer records allow you to associate an unlimited number of volunteer activities with a prospect. Additionally, the Volunteer record focus on a prospect's affiliation with a project rather than an intent to donate services or time.   
Work History List
Work History stores detailed histories of a prospect's current and past employment. Work History records also link prospects to organization records. Use Work History records to store and quickly access valuable information, such as the prospect's salary or retirement status.  
glossary Icon Glossary terms:

Dashboard, panel, prospect, Go to glossary ...

relatedArticle 60 Related articles:

Administration: Go To Menu Settings: Go To Menu Settings

Opportunity Management

Prospect Management

Review other Dashboard Management articles

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privs 32 Privileges to access features or to personalize configurable ones can vary by user, as well as by role, and are determined by your organization. If you have questions about your privilege settings, contact your administrator.


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