ACC’s Membership Database Employee User Guide
CONTENTS SECTION I – GETTING STARTED ........................................................................................................................... 3 1 ABOUT ACC’S MEMBERSHIP DATABASE ................................................................................................................... 4 2 ACCESSING THE MEMBERSHIP DATABASE .................................................................................................................. 6 3 LANDING PAGE .................................................................................................................................................... 6 4 NAVIGATION BAR ................................................................................................................................................. 8 5 CONFIGURING THE LANDING PAGE .......................................................................................................................... 9 SECTION II – ENTITIES AND CREATING RECORDS ................................................................................................ 11 6 WORKPLACE AND MARKETING AREAS .................................................................................................................... 12 7 CREATING COMPANIES ........................................................................................................................................ 16 8 CREATING INDIVIDUALS ....................................................................................................................................... 19 9 CREATING GROUPS ............................................................................................................................................. 23 10 ADDING INDIVIDUALS TO AN ESTABLISHED GROUP .................................................................................................... 25 11 CREATING AN ADVANCED FIND ............................................................................................................................. 29 12 CREATING MARKETING LISTS ................................................................................................................................ 37 13 ADDING MEMBERS TO MARKETING LIST ................................................................................................................. 40 14 CREATING MEX REGISTRATIONS ............................................................................................................................ 44 15 MANAGING AREAS OF INTEREST ............................................................................................................................ 46 16 ENTERING STATE AFFAIRS RECORDS ....................................................................................................................... 49 17 CREATING POLITICAL EVENTS ................................................................................................................................ 51 18 CREATING STATE AFFAIRS LETTERS......................................................................................................................... 57 19 ADDING INTELLECTUAL PROPERTY (IPM) ................................................................................................................ 63 20 CREATING ICRR DOCUMENTS ............................................................................................................................... 66 SECTION III – A CLOSER LOOK ............................................................................................................................ 69 1 CREATING A MAIL MERGE ................................................................................................................................... 70 2 SHARING RECORDS ............................................................................................................................................. 74 3 RUNNING REPORTS ............................................................................................................................................. 78 4 HIERARCHY SYMBOL ........................................................................................................................................... 82 5 GLOSSARY OF TERMS .......................................................................................................................................... 83
SECTION I – Getting Started 3
1 ABOUT ACC’S MEMBERSHIP DATABASE The American Chemistry Council (ACC) Membership Database is the application that houses all of the ACC’s member and non-member information. The core of the Membership Database is relationship management. The areas in the database that house distinct groups of data are known as entities. For example, there is a relationship between the company entity and the individual entity, in that many individuals can be tied to one company. The Membership Database contains the following entities: Company – a member or non-member organization that conducts business with ACC. Individual – a person who represents a company. Groups – a collection of individuals. Email Recipients – individuals with only an email address in the Membership Database, generally used for email marketing purposes. Areas of Interest – synonymous with each MemberExchange site (i.e., ACC extranet). MemberExchange (MEx) Registration – permission to the ACC extranet (e.g., MemberExchange) and managed in the Membership Database. Marketing – email marketing solution. State Affairs – allows State Affairs staff to manage individuals based on a set of identified criteria. State Affairs Political Events – enables State Affairs staff to manage political events and attendees. State Affairs Letters – enables State Affairs staff to manage letters, based on a set of identified criteria. State Affairs Facilities – repository of facility locations, including Congressional district, State House and State Senate districts. 4
Intellectual Property Management (IPM) – stores ACC intellectual property items such as letters to regulatory agencies, testimonies, and consulting deliverables. Industry Comments and Reference Repository (ICRR) – searchable repository that stores collateral created for the Diisocyanates Panel. Company profiles – provides information about ACC member companies, such as core areas of business, annual revenues, and headquarter locations. Reports – documents that contain organized information pulled from the Membership Database. Dashboards – enables users to review information at a glance from several places within the Membership. For a list of all entities and their definitions, please see Glossary of Terms – Section III.5. NOTE: Not all entities are available to all users. 5
2 ACCESSING THE MEMBERSHIP DATABASE To access the Membership Database while working from an ACC worksite, open the preferred browser (Internet Explorer, Google Chrome, Safari etc.) and enter http://crm2016/Acc2016. No log in is required. If working remotely, enter https://crm2016/acc2016.americanchemistry.com and enter your network user name and password. 3 LANDING PAGE Once logged into the Membership Database, the default landing page, for this example, is the Active Individuals page. This page, like all landing pages, consists of the following: Navigation Bar – where entities can be accessed via the Workplace area, as well as where the icons for Search, Recently Viewed, New, Advanced Find, etc. are located. The Navigation Bar remains static throughout the system. 6
Command Bar – located below the Navigation Bar and displays the commands that are related to the specific area of the Membership Database being accessed. Search for Records – enables users to search records within a particular view (e.g., individuals, company, etc.). Alphabet Bar – located at the bottom of the search results page, and allows users to find an individual by the first letter of their last name or the first letter of the company name, by selecting a specific letter from the Alphabet Bar. NOTE: The v and > icons appear throughout the database. Whenever either appears, there are additional options available underneath each applicable area. 7
4 NAVIGATION BAR The following icons are available on the Navigation Bar: Search - when searching from the main screen, the search results will include companies, individuals, and email recipients. Recently Viewed - displays recently viewed records. New – enables users to create activities such as phone calls and emails. Advanced Find – enables users to search for records in the database, using a defined search criteria. Settings - dropdown that includes: Options – where the personal options are set Apps for Dynamics 365 See Welcome Screen About Privacy Statement Question Mark - provides Microsoft CRM instructions for particular entities. NOTE: For ACC custom entities such as Groups, information will not be available. Image - identifies who is logged into the database. 8
5 CONFIGURING THE LANDING PAGE The landing page can be configured to meet the role and information needs of each Membership Database user. Listed below are the steps associated with configuring/changing the default landing page: 1. Click on Settings. 2. Select Options. From the Set Personal Options page, click on the arrow beside the Default Pane, then select either Workplace or Marketing. Workplace is the container for all of the entities that are used on a day-to-day basis, i.e., Individuals, Companies, Groups, etc. Marketing is the container where email marketing, marketing lists, and email recipients are managed. 9
3. Click on the arrow next to the Default Tab choice box. If Workplace is chosen, a list of all available entities based on the user’s permissions will appear in the dropdown list. The user can select which entity appears as the landing page when the Membership Database is opened. This choice is usually determined based on the type of information most frequently used (i.e., Individuals, Companies, Groups, MEx Registrations, etc.). If Marketing is chosen on the Default Pane, a list of available email marking options based on the user’s permissions will display in the Default Tab. 4. Click on the arrow beside the Records Per Page to determine the number of records thatshould display per page. 5. Click OK. 10
SECTION II – Entities and Creating Records 11
6 WORKPLACE AND MARKETING AREAS The Membership Database is broken into two main areas --- Workplace and Marketing. Workplace – contains the entities that are used on a day-to-day basis, i.e., Individuals, Companies, Groups, etc. Marketing – the area where email marketing is managed. To access the Workplace and Marketing tiles, click the icon beside Workplace. The Workplace area contains the following categories: My Work - Dashboard - important information that is maintained in the Membership Database, and pulled onto a single screen. - Activities - an action to be performed, such as a task, or a communication item that is sent or received, for example, e-mail, phone calls, and appointments. The status of activities are tracked and the activity history is stored in the system. Users can view open and closed activities. 12
- Calendar - planned day-to-day activities. - Reports - documents containing information organized in a narrative, graphic, or tabular form. Customers - Companies - a member or non-member organization that conducts business with ACC. - Individuals - a person who represents a company. Participation - Groups - comprised of individuals who are members and/or non-members. Involvement - Areas of Interest - synonymous with MemberExchange sites (i.e., ACC extranet). - MEx Registrations - individual and group permissions to the MemberExchange database that are managed in the Membership Database. Profiles - Company Profiles - provides information about ACC member companies such as core areas of business, annual revenues and headquarter locations. 13
The Marketing area contains the following categories: Marketing - Companies - a member or non-member organization that conducts business with ACC. - Individuals - a person who represents a company. - Marketing Lists - a list of individuals, or email recipients that meet a specific set of criteria. - Email Recipients - individuals with only an email address in the Membership Database, generally used for marketing purposes. My Work - Dashboards – created to review information at a glance, from several places within the Membership Database. - 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 system, in order to facilitate the review of open and closed activities. 14
Tools - Reports - documents containing information organized in a narrative, graphic, or tabular form. - Calendar - planned day-to-day activities. 15
7 CREATING COMPANIES Companies are member or non-member organizations that conduct business with ACC 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the Customers section, select Companies. 4. In the Active Companies view, verify that the company is not in the membership system by searching for the company in the Search for Records field. 5. Enter the name of the company NOTE: If the exact company name is not known, a wild card * search can be completed (*Acme*). 6. Click on the start search icon to search for the company. 7. If company is not found, click New from the Command Bar. 16
8. Enter the pertinent company information: Company Name (REQUIRED INPUT) Primary Contact (REQUIRED INPUT), if the company is a member of ACC. Address Name – company’s name. Primary Address – street address, city, state, zip and region. (REQUIRED INPUT) Address Type – defaults to the mailing and physical location. (REQUIRED INPUT) Default price level is non-member. NOTE: To access sections of a record, click on the drop down menu next to the Record Name. Below is a sample from a company record. For example, if a user wants to jump to the Administration area, click on the word Administration. 9. From the Command Bar, click Save. 17
10. Share the record, if applicable (See Sharing Records – Section III.2 for additional details). NOTE: Red asterisk (*) denotes required field. Blue plus (+) denotes business recommended. 18
8 CREATING INDIVIDUALS An Individual is a person who represents a Company. Complete the following to create an individual record: 1. From the Navigation Bar, click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under Customers section, select Individuals. 4. In the Active Individuals view, verify that the individual is not in the system by searching for the individual in the Search for Records field. NOTE: If the exact individual name is not known, a wild card * search can be performed (*johns*). Enter the name of the individual. 5. Click on the start search icon to search for the individual. 6. If the individual is not found, click New from the Command Bar. 19
7. Enter the following information for the Individual: Prefix – Mr., Mrs., Ms., etc. (REQUIRED INPUT) First Name (REQUIRED INPUT), Middle Initial, Last Name (REQUIRED INPUT) Job Title (Recommended Input) Parent Company – company name (REQUIRED INPUT) E-mail – your ACC business email address (REQUIRED INPUT) Primary Office Phone Primary Address – street address, city, state, zip and region (REQUIRED INPUT) If the address is the same as the parent company, click on the field beside Same As Parent’s Primary to choose Yes (the system defaults to no). If address is international, click on the field beside International Address to choose Yes (the system defaults to no). Address Name – company name will auto populate. Price Level – the individual inherits the company’s price level which is generated from the database. 20
8. From the Command Bar, click Save & Close. NOTE: Red asterisk (*) denotes required field. Blue plus (+) denotes business recommended. 21
NOTE: If a duplicate is detected, an alert will pop-up indicating that the record already exists. For data integrity DO NOT create duplicate records in the Membership Database If the individual record already exists and the data varies from the information entered, contact the record owner to update the individual record. 9. Once the record is saved, the Salutation and Contact Number will auto populate. 10. Share the record, if applicable (See Sharing Records – Section III.2 for additional details on sharing). 22
9 CREATING GROUPS A Group consists of Individuals who are associated with member and non-member Companies. Complete the following in order to add a Group. 1. From the Navigation Bar, click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the Participation section, select Groups. 4. In the Active Groups view, enter the name of the group in the Search For Records field and click Start search icon to look up group. 5. If the Group is not found, click New from the Command Bar. 23
6. In the New Group view enter the following information: Name (REQUIRED INPUT) Funding Source – Self-Funded, Dues Funded, Staff Information, Coalition or Membership Database Test Data. (REQUIRED INPUT) Group Code – will auto populate when the record is saved. Group Type – Board Committee, Government Affairs Committee, Policy Committee, Program Committee, Outreach or Work Group. (REQUIRED INPUT) Select Yes for Create Outlook Group in order for the group to populate in the Outlook Address Book. NOTE: It takes 24 hours for information to synchronize to the Outlook Address Book 7. From the Command Bar, click Save. 8. Share the record, if applicable (See Sharing Records – Section III.2 for additional details on sharing). 24
10 ADDING INDIVIDUALS TO AN ESTABLISHED GROUP 1. From the Navigation Bar, click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the Participation section, select Groups. 4. In the Active Groups view, enter the name of the group in the Search for Records field and click the Start Search icon to look up the Group. NOTE: If the exact group name is not known, a wild card * search can be used, (e.g., Ethyl*) 5. From the Search Results view click the Group name to open the Group. 25
6. From the Navigation Bar, click on the arrow beside the Group name. 7. Under the Common area, select Group Members. 26
8. Confirm that the individual is not already in the group by searching for the name in the Search for Records field. 9. If not found, click Add New Group Member. 10. From the New Group Member screen, enter the individual’s Name and click on the Search icon. 11. Once found, select the Name. 12. Select the individual’s Role (i.e., Member, Chair, Staff Lead, Panel Manager). 13. Add the Term Begins date. 14. Review the entered data. 15. From the Command Bar, click Save. 27
16. Share the record, if applicable (See Sharing Records – Section III.2 for additional details on sharing). 28
11 CREATING AN ADVANCED FIND Advanced find (also known as Views) allows users to create ad hoc queries as well as save, export and share results. 1. From the Navigation Bar, click on the Advanced Find icon NOTE: Start your advance find from the entity to be queried. For example, if you are in Company record and click on Advanced Find, all the active Companies will be available. 2. From the Advanced Find view, search for a saved query or create a new query Searching for a Saved Query 3. To search for a saved query, from the Command Bar select Saved Views. 4. Under Record Type, select All --- this will show all record types (i.e., Individuals, Company, Groups, etc.). 29
5. Search for the query in the Search for Records field. 6. Select the query to be ran. 7. From the Advanced Find tab, click Results. 30
8. Under List Tools, the results will be displayed. Creating Query For this example, look for individuals within a group. 9. From the Navigation Bar, click on the Advanced Find icon. 10. From the Command Bar, click Details. 11. In the Look For field, select Individuals. 12. To add an additional option to the query, click Select. 31
13. Scroll down to the Related area, select Group Members (Individual). 14. Under Group Members (Individual), click on Select. 15. From the drop down menu beside Select, choose the field named Group. 32
16. In the Enter Value field, enter the name of the group. 17. Click on the Lookup icon to search for the Group Name. 18. Once the group is found, click on to the Blank Space on either side of the Group Name. 19. Click on Select. 33
20. Click Add. 21. Once the group is added, click on the Results icon . 22. Results are shown under the List Tools tab. 23. To export the results to Excel, click on the Export Individual dropdown. 34
24. Select either Static Worksheet or Static Worksheet (Page only). NOTE: If the results are only displayed on one page, the Static Worksheet option will be grayed out 25. Once the spreadsheet has been exported, from the Advanced Find Menu, click on the Save As icon. 35
26. Enter the Name of the Advance Find. 27. Select Save and close the record by clicking the X in the upper right hand corner. Share the record, if applicable (See Sharing Records for more details). 36
12 CREATING MARKETING LISTS Marketing Lists contain “members” – Individuals, or Email Receipiants that are managed manually by users, and can either be static or dynamic. Common reasons to create a markeing list, include sending newsletter, event information, and/or updates. Static vs. Dynamic Markeing Lists Dynamic Marketing List – membership is defind by an advanced find associated with the marketing list. Whenever a new recored is created or updated and meets the applicable criteria of the marketing list query, it will automatically be added to the marketing list. Static Marketing List – members are added using various methods throughout an advanced find. Each member can be added manually or though a lookup. Instructions for creating a marketing list are as follows: 1. From the Navigation Bar, click the icon beside Workplace. 2. Click on the Marketing tile. 3. Under the Marketing section, select Marketing Lists. 37
4. The landing page is My Active Marketing Lists. 5. Click the down arrow beside My Active Marketing List and select Active Marketing Lists. 6. In the Search for Record box, enter the name of the marketing list. 7. Click on the start search icon to look up the Marketing List. 8. If the record is not found, click New from the Command Bar. 38
9. From the New Marketing List view, add the following information: Name – name of the marketing list. (REQUIRED INPUT) List Type – static (user adds and removes members) or dynamic (deactivated lists are automatically removed). (REQUIRED INPUT) Purpose – rationale for list creation. Targeted At – determine whether the information will be sent to the Individual, Company or Lead. (REQUIRED INPUT) 10. From the Command Bar, select Save & Close the record. 11. Share the record, if applicable (See Sharing Records for more details) 39
13 ADDING MEMBERS TO MARKETING LIST 1. From the Navigation Bar, click the icon beside Workplace. 2. Click on the Marketing tile. 3. Under the Marketing section, select Marketing Lists. 4. On the My Active Marketing Lists screen, enter the name of the marketing list and click the start search icon 5. Once the list is found, click on the Marketing List Name to open. 40
6. From the Navigation Bar, click on the arrow next to the Marketing List Name. 7. From the Common area, select Marketing List Members. 41
8. From the Individual Associated View, click Manage Members. 9. In the query view, click on the down arrow beside the Use Saved View. 42
10. Under My Views, select the desired Advanced Find. 11. Click Use Query. 12. The group members are now added to the marketing list. 43
14 CREATING MEX REGISTRATIONS Individual and Group permissions to the MemberExchange extranet are managed in the Membership Database using MEx Registrations. Listed below are the instructions for creating Mex registrations: 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the Involvement section, select MEx Registrations. 4. From the Active MEx Registrations screen, enter the name of the record in the Search for Record box. 5. Click on the Start Search icon to look up the record. 6. If the record is not found, click New from the Command Bar. 47
7. The Name field will auto populate based on the registration member selected. 8. Click on the Registration Member field to find the person to invite to the Area of Interest. 9. Click on the Area of Interest field to select the appropriate area of interest. 10. The Panel role will default to Reader. NOTE: If the invitee needs to upload materials, choose Contributor-Yes. The administrator role is for ACC Staff only 11. In the Command Bar, click on the Approve icon --- this will create the member role. 12. From the Command Bar, click Save & Close. 47
15 MANAGING AREAS OF INTEREST Each site on the MemberExchange extranet is created as an Area of Interest in the Membership Database in order to manage the permissions on the site. Complete the following steps to manage an area of interest: 1. From the Navigation Bar click the icon beside Workplace. 2. Click on the Workplace tile. 3. Under the Involvement section, select Areas of Interests. 4. From the Active Areas of Interest screen, enter the name of the Area of Interest in the Search for Record box. 5. Click on the Start Search icon to look up the record 47
6. From the Search Results section, open the Mex Site record by clicking on the name. 7. Information can now be managed on the Area of Interest screen. 47
8. From the Navigation Bar, click on the arrow beside the Areas of Interest name. 9. Under the Common area, select MEx Registration (see Section 15 on Creating MEx Registration). 48
16 ENTERING STATE AFFAIRS RECORDS State Affairs is a custom entity that enables State Affairs staff to manage individuals based on a set of identified criteria. Complete the following instructions to enter a State Affairs record: 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. 4. From the Active State Affairs view, search for the individual. 5. If the individual is not found, select New. 49
6. If the individual is not on the Active State Affairs view, click on New, and enter the following information: Click on the Individual field to search for the Individual record. NOTE: If the individual is not in the system, please reference Creating Individuals in Section II.8. Political Region – Mid-Atlantic, Midwest, Northeast, Southern or Western (REQUIRED INPUT) Political Involvement Level - Not Involved, Somewhat Involved, Heavily Involved or Champion. (Recommended Input) Political Affiliation – Advocacy , Federal Legislator, Federal Legislator Staff, MC Lobbyist, Policy Group, Political Mobilization, State Agency, State Legislator, or State Legislator Staff. (REQUIRED INPUT) Issue Interest – Click on the lookup icon to choose the issue interest (e.g., All, Building Codes, Chem Management, Energy, etc. (Recommended Input) 7. From the Command Bar, click Save & Close. If additional State Affairs records need to be added, click Save, then New, and repeat Step 6. NOTE: If the individual has multiple Issue Interests, each interest will need to be added separately 51
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