17 CREATING POLITICAL EVENTS Creating Political Events is a custom entity used by State Affairs to manage Political Events and Event Attendees. 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the State Affairs section, select Political Events. 4. From the Active Political Events view, click New in the Command Bar. 51
From the Political Event New screen, enter the following information: Event Name (REQUIRED INPUT) Start Date Event Status Location – click on the lookup icon to find the location. NOTE: If the location (Facility) is not found, click on the new icon to add a facility. If the location is not a facility, the location name can be manually entered (i.e., The Hilton Hotel) . Event Outcome – select this option upon completion. The event outcome will mark the event status as completed. Region Event Comments Meeting Type End Date Meeting Purpose Location Name – the location name will automatically populate. From the Command Bar, click Save. 52
5. From the Navigation Bar, click on the arrow beside the Political Event Record. 6. From the Common section, select Political Issues. 53
7. From the Political Issue Associated View, click on Add New Political Issue. 8. From the New Political Issue screen, input the following information: Name Bill Number Political Issue Category 9. From the Command Bar, click Save. 55
10. From the Navigation Bar, click on the arrow beside the Political Event Record. 11. From the Common section, select Event Attendees. 55
12. From the Command Bar, click on Add New Event Attendee. 13. Enter the following information: Political Event – auto populates Contact Full Name – auto populates Account – auto populates Attendee Type Email Recipient – chosen if Individual record is not in the Membership Database. Company Name – auto populates 14. From the Command Bar, click Save. 56
18 CREATING STATE AFFAIRS LETTERS Creating State Affairs Letters is a custom entity used to manage State Affairs Letters created for select political issues. 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the State Affairs section, select State Affairs Letters. 4. From the Active State Affairs Letters screen, click New. 57
5. From the New State Affairs Letter screen, enter the following information: Name (REQUIRED INPUT) State Date of Letter 6. From the Command Bar, click Save. 7. From the Navigation Bar, click on the arrow beside the State Affairs Letter Test record. 58
8. From the Common section, select Letter Contacts. 9. On the Letter Contact Associated view, click on Add New Letter Contact. 59
10. Look up the contact – the full name, account and company name fields will auto populate. 11. If the contact is not in the system, complete the Email Recipient field. 12. From the Command Bar, click Save. 13. From the Navigation Bar, click on the arrow beside the State Affairs Letter Test record. 60
14. From the Common section, select Political Issues. 15. On the Political Issue Associated view, click on Add New Political Issue. 61
16. On the New Political Issue screen enter the following information: Name (REQURIED INPUT) Bill Number Political Issue Category (REQUIRED INPUT) 17. From the Command Bar, click Save. 62
19 ADDING INTELLECTUAL PROPERTY (IPM) Intellectual Property is a custom entity used by select departments/divisions to store documentation such as letters to regulatory agencies, testimony, and consulting deliverables. 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the Intellectual Property section, select IPM – Intellectual Property. 4. From the Command Bar, click New. 63
5. From the New Intellectual Property screen, enter the following information: Intellectual Property – name of project (REQUIRED INPUT) Advocacy Issue – click on the lookup icon to select: - Chemical Management/Public Health and Science, - Climate Change/Energy, - Environmental Health and Safety (EH&S), - Regulation, - Etc. Department – click on the lookup icon to select: - ACC, - ACC Headquarters, - Administrators, - Advocacy Department, - Etc. Project Manager – click on the lookup icon to select. Project Type – click in field to choose. Contractor – click on the lookup icon to select. Cost Center – click on the lookup icon to select. Start Date – click the calendar to select a date. Complete the remaining fields. 64
6. From the Command Bar, click Save. NOTE: If a project is managed by two or more departments or sub-departments/panels, create one project record for the main department/sub-department/panel that manages the project and create a note in the Notes tab listing the collaborating departments/sub-departments/panels. 65
20 CREATING ICRR DOCUMENTS ICRR is a searchable repository that stores collateral created for the Diisocyanates Panel. Instructions for adding documents are as follows: 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the Intellectual Property section, select ICRR Documents. 4. From the Active ICRR Document view, click New 66
5. From the New ICRR Document screen, enter the Committee/Panel and click on the look up icon . 6. Select the Team Committee. 7. In the information section, enter the Title – ICRR document title. (REQUIRED INPUT) 8. Abstract - Enter a brief summary of the document. 9. Effective Date - enter the effective date. The Delete After Date will automatically populate ten years from effective date. 10. From the Navigation Bar, click Save. 68
11. Once the document has been saved, from the Command Bar click on the down arrow beside the new document name. 12. Under the Common area select Documents. 68
SECTION III – A Closer Look 69
1 CREATING A MAIL MERGE Listed below are the steps associated with creating a mail merge: 1. Create an advanced find (Creating Advanced Find, Section II.11) 2. Once the advanced find has been created and the results are displayed, select all of the records by clicking on the select all box. 3. From the Menu Bar, click on the Mail Merge icon. 4. From the Mail Merge screen, click on the down arrow to select the Mail Merge type (in this case, labels will be selected). 5. Click on Data Fields to select the fields that should be displayed. 70
6. Click on the box beside the fields to select or deselect desired fields. 7. Click OK. 8. From the Mail Merge screen, click Download. 9. Click on the Mail Merge Word document on the lower left corner of screen. 71
10. From Microsoft Word, on the Security Warning screen, click on Enable Content. 11. Click on the Add-Ins tab and click on CRM Toolbar Commands. 72
12. On the Mail Merge Recipients screen click OK. 13. From the Label Options menu, select Label Choices. Mail merge can be created in the normal Microsoft Word manner by clicking the following from the Menu Bar: Start Mail Merge Select Recipients Edit Recipient List Address Block 73
Greeting Line Insert Merge Field Finish Merge 2 SHARING RECORDS Record owners must share their records in order to enable others to edit records. There are several ways to share records. Records can be shared while in the record or while out of the record, as well as by utilizing an advanced find Sharing a record while outside of the record, can be accomplished as follows: 1. Click on the entity to be shared such as Individuals, Company, Group, etc. 2. Search for the record to be shared. 3. Once record is found, select the item. 74
4. From the Command Bar, click Share. 5. From the Share Individual view, click on Add User/Team. 75
6. From the Look Up Records view, enter the following search criteria: From the Look for field, select User or Team. Maintain the default value in the Look In field. Enter the User or Team name in Search field. In the Search field enter the User or Team name. Click on the lookup icon. Once found, click to the left of the User or Team name. Click Select. Click Add. 76
Once the individual has been selected, assign rights (read, write, etc.). Click Share. 77
3 RUNNING REPORTS To run reports in the Membership Database, complete the following steps: 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the My Work section, select Reports. 78
4. From the ACC Reports view, select the report that is needed, i.e., ACC Group Report (results will include active Individuals within a particular Group). 5. From the Report Filtering Criteria screen, enter the name of the Group and click the look up icon. 79
6. From the Look Up Records view, click on the Group. 7. Click Select. 8. Click Add (this will return to the Report Filtering Criteria screen). 9. Click Run Report. 80
10. Once the report is visible, click on the down arrow in the Results Bar to export the data to a PDF file. Below is a sample of the PDF report 81
4 HIERARCHY SYMBOL 1. In the Company Area, the hierarchy symbol displays the relationship of a company record and its parent and subordinate record. 2. Click on the hierarchy symbol to display the organization of the company. 82
5 GLOSSARY OF TERMS Access Level - a security role setting that determines who can access particular entities (individuals, companies, IPM, MemberExchange, etc.). Activate - make a previously disabled record available for use. Activities - an action to be performed, such as a task, or a communication item that is sent or received (e.g., e-mail, phone calls, and appointments). The status of activities are tracked and the activity history is stored in the Membership Database in order for users to view open and closed activities. Outlook Address Book - groups created in the Membership Database that are synchronized into the ACC’s Outlook Address Book. Advanced Find - allows users to create ad hoc queries and save as well as export and share the results. Also known as Advanced Find Views. Assign – allows users to specify the owner of a record, such as an Individual, Company and Groups, Marketing Lists, etc. Areas of Interest - synonymous with MemberExchange sites (ACC Extranet). Business Recommended – used to delete fields that should be completed, but, are not required in order to save the record. Recommended fields are marked with a blue plus symbol. Business Required - attributes that are required before a record can be saved. Required fields are marked with a red asterisk. Calendar - planned day-to-day activities. Companies - a member or non-member organization that conducts business with ACC. 84
Company Profiles - provides information about ACC member companies, including core areas of business, annual revenues and headquarter locations. Dashboards – enables users to review information at a glance from several places within the Membership Database. Deactivate - make a record unavailable for updating (read-only) while maintaining the data. This methodology is preferable to deleting a record, which removes all data. Duplicate Detection - process of automatically identifying potential duplicate records. Email Recipients - individuals with only an email address. Used for marketing purposes within the Membership Database. Entity - an area that holds a distinct data set or group of records. Used to manage business data such as Groups, Companies, Individuals, etc. Facilities - repository of facility locations including Congressional District, State House, and State Senate districts. Field – incremental components of a record. For example, a phone number is a field within a company record. Filtered View - a data view, whereby a set of conditions have been applied in order to reduce the amount of data shown. Filtering can be changed to increase or decrease the amount of information shown. Permissions filtering will alter the amount of filtered data that can be viewed by various users. Form - displays detailed information that users have entered into the Membership Database relative to a specific record. Information entered into a form is stored in the Membership Database as a record. 84
Groups - made up of individuals who are members and non-members. Groups may be reached via email or mail. ICRR Documents - repository for collateral created for the Diisocyanates Panel. Index - dynamic alphabet bar located on the bottom of the view in the Membership Database application window. When a letter is clicked, the list displays the available records by that letter. Individuals - a person who represents a company. IPM - Intellectual Property Manager - repository used to store intellectual property items such as letters to regulatory agencies, testimony, and consulting deliverables. Marketing List - list of individuals, leads or email recipients who meet a specific set of criteria. Marketing List Members - individuals, leads, or email recipients who are included in a marketing list. Master Record - the record that stays active when select records are merged. Data from the subordinate record is added to this record. MEx Registrations - individual and group permissions to the MemberExchange (ACC extranet) are managed in the Membership Database using this entity Option Set - type of field that presents a drop-down list that and allows users to select from a set range of options. Parent Account - company account that has another dependent company associated with it. The dependent company is considered to be the subordinate of the parent company. 85
Political Events - area for the ACC State Affairs staff to manage political events and attendees Privilege - a user's right to perform a specific action on a specific record type or to perform a task. Record - an entry into the Membership Database that stores all the information about a specific item, such as an individual. Reports - a document containing information organized in a narrative, graphic, or tabular form. Saved View – represents an Advanced Find search that has been saved. Saved views are personal views that appear in the “User Saved View” list for each user. Save the criteria of a search to use again later, and/or share a saved view with others. Share - provides access to a record owned by a current user to another user while keeping the original owner’s access. State Affairs - a customized entity that enables the State Affairs department to manage Individuals based on a set of identified criteria. State Affairs Letters - area that enables the State Affairs department to manage letters created for particular political issues. Status - the current state of the record. Most records can be active or inactive. Team - group of users who share and collaborate on business records. A team can consist of members who all report to one business unit or members who report to different business units. 86
Template - used to ensure consistent layouts and content, in similar types of documents. User - person who has an active user account in the Membership Database. View - filter applied to a list of records. Users can choose different views that contain all the records or activities of a particular type. Workplace - an area where users can access various entities, such as Individual, Companies, Groups, etc. 87
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