Glossary of Anthology Encompass Terms

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This glossary is a list of words that have been defined in the Anthology Encompass system, but may not have the exact same meaning as used elsewhere on the web.

Additional definitions can also be found here.



  • Fields – Allow you to collect data and ask questions.
    • Normal Field - Standard field that allows new data to overwrite old data (default setting).  This is a field that can be filled out once, and if a user fills out the field again it will overwrite any previous data that was entered at an earlier date.
    • Instance Field - Saves each change a member makes to a field as an "instance" and will not overwrite the previous data.  This type of field is used for forms that allow users to submit data multiple times without overwriting previous submissions, such as forms that are built for nominating multiple individuals.
    • Reusable Instance Field - Allows this data field to be re-used within the same form type.  These fields are designed similarly to instanced fields, but allow you to use the same field across the same type of module (such as events), and are available in all of the custom reporting, such as reconciliation reports.
  • Categories – Categories can be thought of as “containers”. They are used to hold similar fields together and can be audience-based.
  • Steps – Steps are seen as “tabs” when looking at Forms, Events, Donations, Memberships, and the profile form. They are represented to end users (members) as pages when moving through Forms, Events, Donations, and Memberships.
  • Forms – Forms are used to collect data from constituents. Questionnaires, polls, surveys, and feedback evaluations are all examples of forms. Forms can also be used if you are selling something (which is not attached to an event).
  • Audience – Allows you to choose the people (or roles) who will be able to see the content.
  • Tokens - Tokens allow you to add elements to your email or content that are personalized based on information you already know about constituents.  For example, you could address email recipients by name, or reference past purchases or other content unique to each recipient.  Tokens allow you to compose and send a single email, while each individual recipient of the email receives different text, links, or images, which are automatically pulled from the constituent's record.
  • Roles - Roles customize what people see in a form, and let you target a specific group in your system based on a value they have for a particular field.  You can create roles based on responses to questions (fields) to determine what a member sees as they fill out a form, event registration, etc.  Roles also allow you to target people for queries and emails.
  • Communities/Sites – Communities or Sites are typically used to work with either your entire Encompass database and/or a segment of the database. For example, the Business School could be a sealed site (community) with only the graduates of the Business School existing within it. There could be a sealed site (community) that also exists for the School of Pharmacy that contains their graduates. At the very top level site (community) all of the data is stored and it contains all of the database members. The members are pushed into the appropriate sealed community (site) overnight based upon their data values. Anthology Encompass must create the sites or communities for you.
  • GID – another way for a specific site or community to be referenced. Each site or community has a unique GID.
  • Channels  –  Channels are pages or parent pages that have child or sub-pages.  They will be marked with a plus sign (+) in the hierarchy, and you can click on the + to drill down to see the pages in the channel.
  • Anthology Encompass Connect  –  The Anthology Encompass login system allows users the ability to login using their Facebook, LinkedIn, Twitter, Google, Yahoo account. Constituents will no longer need to remember a specific username and password for your Anthology Encompass community, but can login with a username and password that they use all the time.  In addition, all logins with the third party credentials will be done via SSL, so login security is greatly increased.  Please contact your Anthology Encompass representative to add Encompass Connect to your account.

Content Management

  • Design Template – The design templates for your site control the overall look and feel of the pages in your community. These Encompass webpage templates are created and implemented by the Anthology Encompass Design team to meet the project's needs, for example, when your community is in the implementation phase or going through a redesign. Webpage templates control the structure and styling of page elements such as number of columns, editable content areas, the size and color of header and paragraph text, etc. Templates can be applied globally or on a page by page basis using the page properties functionality.
  • Module – A structure that allows specific kinds of content to be added to a page.  Some of the modules that exist in Encompass: news, events, RSS feeds, content blocks.
  • Module Format – Determines the way in which the module’s content is styled and arranged.  There are pre-defined formats available.
  • Campaign Listing – The Campaign Listing module will display a listing of the donation campaigns that exist in the community/site that you are working in.
  • Content Blocks – Content blocks can be thought of as chunks of content that you can place on a page. A content block module provides a content editor for building page content.

Email Marketing

  • Audience - Audience is the term used to indicate the intended recipients for an email message. Segments, Email Lists, and Email Lists with Merge Fields are used to create the Audience as well as CSV of ID files.
  • Categories – Email Categories / Subscription Categories are used to allow members to opt-out of specific categories.  Recipients can control the emails they receive by only subscribing to categories of interest.  When building an email, the admin must associate the email with an existing category.  General Information is the default Email Category.
  • Dynamic Content - Dynamic Content consists of News, Events, or an RSS Feed that can be pulled into an email message.
  • Elements - These are the drag and drop items that you will need to add or work with in emails and templates. Read the definitions for the drag and drop elements.
  • General Campaign - A General Campaign is a single email message.
  • Global Campaign Details - Global Campaign Details are the overall details applied to all versions. Versions can have unique details if desired.
  • Prioritize Versions - Prioritize Versions inside of a Segmented Campaign allows admins to set the priority order for the versions. Recipients will get the first one they meet the Audience for.
  • Segmented Campaign - A Segmented Campaign can be thought of as an umbrella with multiple email underneath it. The multiple emails are called Versions.
  • Sender Identity - A Sender Identity must be assigned to each email campaign. The information in a Sender Identity is used for the From Name, From Email, Reply Address, and tokens that populate in the body of an email for CAN-SPAM compliance.)
  • Templates - Templates can be the starting point for email campaigns. They will utilize the drag and drop elements that admins can edit when using the template for a message.)

Event Management

  • Event Registration Model - The model (Fee-Driven, Activity-Driven, Form-Driven, Simple RSVP) defines the criteria used to determine registration.
    • Fee-Driven - Fee-Driven Registration is used for an event that will charge a fee for attendance.  The user will have to purchase the Event fee in order to be registered. This model can also have associated activities, with or without fees and donations are supported in this model.  The Donation Category cannot be added to the Guest step or the Activity step, but it can be added to the Registrant step and or any other step added to the event form.
    • Activity-Driven - Activity-Driven Registration will register the user for the overall Event if the user is registered for any of the associated Activities.  This is the model for the Homecoming or Reunion weekend type of events.   Activities can be both free and/or fee-based.
    • Form-Driven - Form-Driven Registration allows the user to click on the registration button, fill out information and submit the form – that’s it.  No more “Are you attending?” The user will be required to complete the entire process in order to be registered. This model can have associated activities, with or without fees.  This registration model will be selected by default.
    • Simple RSVP - The Simple RSVP Registration is a very simple Event option with RSVP Yes / No.  It is designed for use in smaller events where the client wants to explicitly know who is unable to attend.  To reduce complexity, reporting and support issues, activities cannot be added to a Simple RSVP Event.
  • Adjustments – Adjustments allow you free up a registration spot and accurately reflect who will be attending on the Attendee List. Adjusting event items does not refund money to the registrant.

Online Giving

  • Donations Campaign – Donation Campaigns allow you to build a donation form with unique branding for the member and admin confirmation emails.
  • Designation - Designations allow givers to designate where (i.e., specific organization, department or cause) their donation will go.  Designations provide choices for members to split their donations into different areas. The Designations cannot exceed the total amount entered in the donation field.
  • Designation Set - Designation Sets allow you to categorize/organize the Designations in the pop-up window within a Designation Collection.  For example, for the Charity Fund Drive, you could label the Designation Set "Youth Charities" and the Designations that might fall underneath it might be "Summer Camp for Kids" and "After School Sports Program".
  • Designation Collection - Collections allow you to organize your designations.  You can group several designations together and just add the collection to your campaign.

Data Management / Admin

  • Query – Queries allow you to filter the data in Encompass to pull the specific information you need. Queries can be saved so they can be used again in the future.
  • Saved Query– Saved Queries have both the fields and the defined values saved. They dynamically update each time they are run.
  • Criteria Template – Criteria Templates save the fields so you can set the values you want to define your queries.
  • Identity Checkpoint – Identity Checkpoint is used to keep Encompass database records up-to-date and accurate and prevent duplicate records in the database.  When enabled on a public-facing form (audience is set to “Everyone”), Identity Checkpoint attempts to match the e-mail address entered on the form with an existing e-mail address associated with a constituent record that already exists in the Encompass database. This includes Donation Campaigns, Events and Membership Forms.  If the e-mail address matches an existing constituent record in the Encompass database, a series of confirmation fields will be displayed. If a match is found and confirmed, the non-member record that was created by using the form can later be “merged” into the existing record by a site administrator.
  • Member/Constituent – Members or Constituents are usually thought of as the people that you load into your Anthology Encompass database. These users will most likely have an ID# (referred to as a Constituent ID, ID, PIDM, or something similar).
  • Non-member / Guest record – Non-member records are created when a user interacts with the system without being logged in. Guest accounts can be generated when people make a gift, register for an event, purchase a membership, or fill out a form. They can also be generated by admins via Email Marketing when adding recipients through a custom list or an email address file.
  • Connector - Through an exclusive arrangement to integrate Encompass with Ellucian's Advance and Banner Advancement, the Connector for Encompass provides a comprehensive and efficient system for managing your constituent communication and affinity efforts. Up-to-date constituent biographical and gift data is retrieved automatically through Web Services, allowing for a secure and reliable bi-directional exchange of information between your Encompass database and your offline database and eliminating the need for manual processing and custom development.

Admin Dashboard

The Dashboard serves as an administrative home page with access to key components of your community. The Dashboard not only offers an “at a glance” look at your events, donation campaigns, and e-mails, but also serves as a launching point for frequent actions including creating an e-mail, adding a campaign, adding photos, adding members, and more. In addition, you’ll receive important announcements from Encompass and have your institution’s personal Encompass contact information all in one location.