When you retrieve an existing People record, all information for the record appears on ten standard panels in the People record: Summary, Name, Addresses, Relations, Mail, Workflow, Events, Status Log, Attachments and Discussion. Click a tab to view information on that panel. You can make changes to the record, as well as perform other functions, with actions at the left of each panel. When you change information in a field, you must move to the next field with the TAB key to make the Save and Save and Close actions available.
The Summary panel appears as the default tab if you have selected it as your Initial Folder Tab for People in your user Preferences. Information displayed on this panel is controlled by the report selected in your IQ System Configuration Settings. The default report layout includes Primary Addresses and Communication, Other Information (Household, Salutations, Birthdate, Affiliations, Comments, Organizations, Date Added to Database and Last Updated Date), Pending and Completed Mail, Open and Closed Workflow and Calendar Info for this People record. Note: The Mail and Workflow sections display 100 each for pending and completed. Actions on this panel include Print Summary by Section, which allows you to select which information (by section) you would like to print for this People record.
The Name panel appears as the default tab if you have selected it as your Initial Folder Tab for People in your user Preferences. This panel contains fields for the person's name (prefix, first, middle, last, suffix, and appellation), formal and informal salutation, household salutation and name, and other information including birthday, comments, and affiliation codes. If you make a change to a Name field, IQ automatically makes the appropriate change to the Salutation fields in most cases. The Update Salutation action can be used to re-generate ALL of the Salutation fields as if the record were brand new. The Name panel also displays the primary mailing address, any other primary address, primary communication information, the number of pending and closed mail and workflow and the affiliation code popup message above the Name fields. Select the Print Summary by Section action to print a report of the People record. You can select what information you would like to include in the printed report.
The Addresses panel contains fields for phone numbers and e-mail addresses, and home and business addresses, and lets you indicate whether the preferred mailing address is home or business address or if e-mail is the desired form of communication.
The Relations panel lists the Head of Household along with additional members of the household, or, for business addresses, other people at the same organization. IQ displays the first 100 people who have the same organization. If there are more than 100, a link appears at the bottom of the Relations panel. When you click this link, IQ refreshes the Relations panel and displays the complete list of names. To change the head of household, click in the Head of Household field and select another household member from the drop-down list. Click OK to update the Household Salutation and Household Name fields. Click Cancel to not update the household salutation or name. On the Relations panel, you can also designate a person as an agency contact by entering workflow codes or categories.
The Mail panel displays all pending and completed mail for the People record. To display just the pending or completed mail, click the Pending Mail or Completed Mail option. The following information is displayed for each Mail record: ID, Date In, In Method, Assigned To, Issues, Out Method, Letter Name, Status, Date Out and Batch. Click a column heading to re-sort the mail records by information in that column.
Click the Household Mail option to display Pending and Completed mail for all Household members. The name of the Household member appears below the Mail record ID in the ID column, except for the household member whose record you are currently in. The paper clip icon appears in the In Method column if the Mail record contains an incoming e-mail. Click the paper clip icon open the e-mail viewer.
Actions that apply to records on this panel are unavailable until you select at least one record. These actions include the ability to change mail data or status, change security, or change batch as well as printing, sending e-mail, saving as list and archive and restore mail. Note that if the selected Mail record is part of a tmail the Print actions will only print the letter or envelope for this People record and not for the other records in the tmail.
To go to a Mail record, click the ID link or select the check box next to the record and select the Edit action. To return to the People record, select the Return to Person action in the Mail record. To view an e-mail message or other incoming or outgoing attachment to the Mail record, click the paper clip icon that appears in the In Method or Out Method columns.
The Letter Name column shows the status of the letter below the letter name - Draft, Request Approval, Denied Approval and Inactive. The staffer's name also appears if the status of the letter is Request Approval. If the status of the letter is Approved, then no status appears below the letter name. You can view the letter information by clicking the name link. You can also view the text of the letter without checking it out by clicking the magnifying glass icon next to the letter name. The response letter name and response letter text also appear in the row below the Mail record ID if you selected it in your user Preferences. Clicking the letter name link opens a drop-down box containing the text of the outgoing response letter. Clicking the link again closes the box. In addition, clicking the magnifying glass icon will open the response in Word. Clicking the Edit Library link opens the Document record. Note: If the Mail record is an outgoing e-survey, a link to the E-Survey record will appear below the response letter along with the person's responses to the e-survey.
The Workflow panel displays all open and closed workflows for the People record. To display just the open or closed workflows, click the Open Workflow or Closed Workflow option. Actions that apply to records on this panel are unavailable until you select at least one record. These actions include printing a quick report, save as list, delete, assign workflow codes, reassign, complete step and change security. The number of records of each type that appears per page and their sort order (ascending or descending) are set in your user Preferences. Click the > link to view the next page; click the < link to view the previous page. To go to the end of the list, click the >> link; to return to the beginning of the list, click the << link. Links are unavailable if there are no additional pages or if you’re at the end or beginning of the list. To go to a Workflow record, click the ID link. To return to the People record, select the Return to Person action in the Workflow record.
The Events panel shows events that are attached to this People record. Note: Events to which a user does not have access rights to view are hidden. Actions on the Events panel include attach event, detach event and quick report. Click the > link to view the next page; click the < link to view the previous page. To go to the end of the list, click the >> link; to return to the beginning of the list, click the << link. Links are unavailable if there are no additional pages or if you’re at the end or beginning of the list. To go to an Event record, click the event description link. To return to the People record, select the Return to Person action in the Event record.
The Status Log panel shows a history of action taken on the People record, including the action date, the user who performed the action, and a description of the action. If the record is updated by address checker, or if it is part of a merge, that information is also recorded on the Status Log panel.
If there are any files attached to the People record, they appear on the Attachments panel. Click the file name link to open the attachment. The Attach File action on this panel lets you attach files to the People record.
The Discussion panel contains a discussion topic tree with topics and their associated replies. Select the New Topic action to add a new topic. The subject of each topic is highlighted in blue and the subjects of the associated replies are slightly indented below each topic. Note that a discussion topic tree can be deleted if your user-id has been granted access to Security Lock #23 in People Security.