By Kimberly Hammer

1. Utilizing the Mass Update
Functionality in eTapestry
PRESENTED BY KIMBERLY HAMMER

2. A Little About Me
• Purdue University
• With Blackbaud 8+ years and I have experience with eTapestry, Raiser’s
Edge, and Blackbaud Merchant Services (BBMS)
• eTapestry Software Quality Analyst
• My favorite sport is bowling
• I have two Cairn Terriers named Oscar and Lola
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3. Agenda
• What is a Mass Update?
• Things to Remember
• Types of Mass Updates
• Things to Remember
• Tracking Payroll Deductions
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4. What is a Mass Update?
• Mass updates allow you to make changes to a group of
accounts in one step.
• “One for all” creation or change
• Updating or creating multiple entries, but each entry will be the
same. (same date, same contact method, same fund, etc.)
• We cannot create new accounts with the mass update
feature.
• Accounts you are creating items for OR the entries you are
updating will already have to exist in the database
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5. Things to remember
• When updating existing items, entries that are marked
Final will be unaffected by the update.
• If you wish to update journal entries that have been finalized,
you must un-finalize them before you will be able to make
other mass updates.
• If you choose to remove information, you will be
removing a value from the account or journal entry, but
you will not be able to remove the entire item from your
database.
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6. Things to remember
• Make sure your query is set up correctly with the
appropriate data return type.
• If you’re updating existing journal entries, make sure your
query’s data return type is set to journal entries.
• Review the change you are about to make carefully
because there is no undo button.
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7. Types of Mass Updates

8. Types of Mass Updates

9. Update Existing Accounts
• Assign or Remove account level User Defined Fields
• Constituents
• Tributes
• Users

10. Update Existing Personas
• Assign or Remove address fields
• Assign or Remove persona level User Defined Fields
• Update the Primary persona only or a selected persona type

11. Update Existing Transactions
• Update the Fund, Campaign, Approach, etc.
• Assign or Remove transaction level User Defined Fields

12. Update Existing Notes
• Update the Date and Note text
• Assign or Remove note level User Defined Fields

13. Update Existing Contacts
• Update the Date, Contact Method, Subject, and Note text
• Assign or Remove contact level User Defined Fields

14. Finalizing Journal Entries
• Finalize
• Remove Finalization

15. Write Off Pledges
• Write Off open Pledges, including a write off Date
• Remove Write Off

16. Types of Mass Updates

17. Create New Relationships
• Create multiple relationships for a single account

18. Create New Notes
• Add a new journal note to multiple accounts

19. Create New Contacts
• Add a new journal contact to multiple accounts

20. Create New Scheduled Payments
• Add a new payment to existing pledges

21. Create New Scheduled Recurring Gifts
• Add the next gift in a series of recurring gift schedules

22. Things to remember
• When updating existing items, entries that are marked
Final will be unaffected by the update.
• If you wish to update journal entries that have been finalized,
you must un-finalize them before you will be able to make
other mass updates.
• If you choose to remove information, you will be
removing a value from the account or journal entry, but
you will not be able to remove the entire item from your
database.
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23. Things to remember
• Make sure your query is set up correctly with the
appropriate data return type.
• If you’re updating existing journal entries, make sure your
query’s data return type is set to journal entries.
• Review the change you are about to make carefully
because there is no undo button.
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24. Payroll Deductions - Set Up
1. Create an approach called "“Employee Giving” or “Payroll Deduction”
• Use it to indicate which transactions are payroll deductions
2. Decide whether you’re going to enter them as Pledges or Recurring Gift
Schedules
• We recommend Pledges if:
• Employees designate an annual amount to be given as part of the Annual
Campaign
• The payroll deduction has a start date, a stop date and a set amount
• Employees agree to give on an annual basis
• We recommend Recurring Gift Schedules if:
• Employees intends to give "forever" rather than for a year
• No known stop date or set amount

25. Payroll Deductions - Set Up
3. Be consistent when creating the Pledges/Recurring Gift Schedules
• Make sure they all get marked with the appropriate Approach (Employee Giving or
Payroll Deduction)
• The Installment Dates and Frequencies should all be the same
• When a new employee decides to make payroll deductions, add the
pledges/recurring gift schedules and use the same approach, scheduled date,
and frequency as the other pledges/recurring gift schedules which are payroll
deductions. For the first installment date, enter the date when the amount will
be deducted from the employee's first paycheck.
4. Create a query based on the Approach criteria
• Use Journal Entries as the Data Return Type

26. Payroll Deductions – Mass Update
• When your organization receives the deposit for the payroll deductions
each pay period, apply the payments to employee pledges
• Apply recurring gifts if you’re using Recurring Gift Schedules
• Run a Mass Update to add scheduled payments to the employee's
journals
• Use the query that you created to identify payroll deductions
• Use the pay period date as the pledge/recurring gift payment date

27. Recap
• What is a Mass Update?
• Things to Remember
• Types of Mass Updates
• Things to Remember
• Tracking Payroll Deductions
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28. Questions?

29. eTapestry’s Mass Update feature
will save us a lot of time so we can
spend more time focusing on our
mission! #bbcon
29 #bbcon
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