Smart Fields

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Smart Fields

Professional Version Only

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Certain fields available for user defined reports, views, labels, etc., do more than just select a specific piece of data -- they combine multiple pieces of data, or even make a decision about which data to display based on what is available. These fields are known as "Smart Fields," and are used to simplify the display of data that is typically combined, like the components of a name, date, or address.

Smart Fields appear in various field listings. This is an example of some of the smart name fields available for member data:

Name Fields

For general name formatting, use:

 

Name (First/Last Name)

i.e., "John A. Smith"

 

Name (First/Last/Suf)

i.e., "John A. Smith, Jr."

 

Name (Last/First Name)

i.e., "Smith, John A."

 

Name (Last/Pre/First/Suf)

i.e., "Smith, Mr. John A., Jr."

 

Name (Pre/First/Last/Suf)

i.e., "Mr. John A. Smith, Jr."

 

The following use the Company Name if it is available, otherwise the specified name:

 

Name (Company | Full - First/Last)

This field will automatically display the Company Name if it is available. If no company name is found, the complete name will be shown using the "Name (Pre/First/Last/Suf)" format described above.

 

Name (Company | Full - Last/First)

This field will automatically display the Company Name if it is available. If no company name is found, the complete name will be shown using the "Name (Last/Pre/First/Suf)" format described above.

 

The following use the Company Name only when there is no first/last name:

 

Name (Full First/Last | Company)

This field will automatically display the full name using the "Name (Pre/First/Last/Suf)" format described above unless both the first name and last name fields are blank. If both names are blank, the company name is used instead.

 

Name (Full Last/First | Company)

This field will automatically display the full name using the "Name (Last/Pre/First/Suf)" format described above unless both the first name and last name fields are blank. If both names are blank, the company name is used instead.

 

Sponsor Name (First/Last Name)

Similar to the Name smart field above, but for an activity attendee sponsor

 

Sponsor Name (Last/First Name)

Similar to the Name smart field above, but for an activity attendee sponsor

 

Sponsor Name (Last/Pre/First/Suf)

Similar to the Name smart field above, but for an activity attendee sponsor

 

Sponsor Name(Pre/First/Last/Suf)

Similar to the Name smart field above, but for an activity attendee sponsor

 

Note: All member records also have an available "Alt Name" field. This field is designed to be shown on mailing labels in place of the normal member name. This field value will automatically be used instead of the "Name" value on user-defined mailing label or post card reports, just like the standard system-defined mailing label report.

 

Address Fields

City/County/ZIP Code

Combines the specified address components

 

City/State

Combines the specified address components

 

City/State/ZIP Code

Combines the specified address components

 

City/State|County/ZIP Code

Combines the specified address components but uses the County if there is no State

 

Country/ZIP Code

Combines the specified address components

 

County/ZIP Code

Combines the specified address components

 

ZIP Code/City

Combines the specified address components

 

 

Balance Fields

Activity Balance

The sum of all income/expense postings for the activity

 

Donation Balance

The sum of all donation postings for the member.

 

Dues Balance

The sum of all dues postings for the member.

 

 

Date Fields

Date Field (Day)

The Day portion of the date field (i.e., Birthdate, Start Date, etc)

 

Date Field (Month)

The Month portion of the date field (i.e., Birthdate, Start Date, etc)

 

Date Field (Year)

The Year portion of the date field (i.e., Birthdate, Start Date, etc)

 

Birth Day/Month

The birth day and month in DD/MM order.

 

Birth Month/Day

The birth month and day in MM/DD order.

 

Today (long format)

The current date using the long date regional format of your computer

 

Today (short format)

The current date using the short date regional format of your computer

 

Today/Now

The current short date and time using the regional format of your computer

 

 

Count Fields

Count of Associations

The number of other member records associated to the member.

 

Count of Attendance

The number of activities to which the member is a valid attendee.

 

Count of Friends/Family

The number of friends/family members associated to the member.

 

Count of Members

The number of members in the group.

 

Headcount

The current number of activity attendees

 

 

Miscellaneous Fields

Absent from Activity

Indicates whether the current member is absent from the specified activity.

 

Age

The calculated Age if all birth date components exist.

 

Associated Member List

A simple list of the names of all member records associated to the member.

 

Family Member List

A simple list of all friend/family members for the member

 

Freeform Text
These fields enable you to enter plain text (via field properties, where Pre/Post Text is normally displayed). No database information is used for these fields.  A common use for a freeform field is a series of underscores, to form a signature line on a member list.