Manage the Membership Campaign Form

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There are many aspects to working with the campaign form.


 Related info:

Lock Form

1. From Manage Form, choose Lock Form.
2. Enter the message that you want to be displayed to people trying to access the form while it is locked.  Click Save.

Unlock Form

From Manage Form, choose Unlock Form.

Review/Finish Page

1. From Manage Form, choose Review/Finish Page.
2. Make the necessary changes (if any) by selecting the tabs for each page.
3. Click Save.

Member Confirmation Email

1. From Manage Form, choose Member Confirmation Email.
2. Modifications can be made to the From name and the Email From address.
3. Administrators can also be added to receive the member email by checkingCheck here to add others to receive copies of this email.
4. The Subject can be modified.
5. A default message body is provided.  Make changes as needed.
6. Click Save when you have finished editing.

Admin Confirmation Email

1. From Manage Form, choose Admin Confirmation Email.
2. Modifications can be made to the From name and the Email From address.
3. Administrators can also be added to receive the email by using the Add button after keying in an email address.
4. The Subject can be modified.
5. A default message body is provided. Make changes as needed.
6. Click Save when you have finished editing.

Edit the Membership Detail Page

On the Membership Home Page:

  • Click   by the Campaign Name in the Listing to edit the Campaign Properties.
  • Click  to delete the Campaign.
  • Clicking the Campaign Name also allows you to edit the Campaign form.
    • Content Properties will open a window where you can edit the title, audience, etc. It will default to Simple Mode, and can be toggled to Advanced Mode.
    • Manage Form allows you to manage all the items outlined above.
    • View Content will open up the Campaign Detail Page to allow you to edit it.  There are several options for editing the page:
      • Form & Data will take you back to the donation form.
      • Content Properties will open a window where you can edit the title, audience, etc.
      • The Reuse Layout menu will allow you to save the layout and you will be able to choose it from the layout dropdown menu for future campaigns/events. You will want to use this if you make changes to the layout by switching from View Mode to Layout Edit. (It saves the structure, not the specific campaign/event data, unless you have typed something onto the page using the layout edit mode.)
      • The View Mode  menu has three options.
        • The default is View Mode, which allows you to view the detail page.
        • Inline Edit - After choosing this option, small pencil icons will appear to allow you to do inline editing. It lets you change the text of buttons, contact/location information, and edit the campaign/event description content.
        • Layout Edit - This option allows you to make changes to the layout itself and how the items display in the Detail Page. Areas will highlight with green when you are in Layout Edit. By clicking a green shaded area, a content editor with [[ ]] items will appear. You can move the items or copy/paste the items to create a new layout.  It opens each highlighted item in a separate content editor. Placing the cursor above the title will highlight the entire layout of a page. Any content typed into the content editor in layout mode will be placed on the detail page and is part of the layout.
  • Click   to save any changes you have made.


Incomplete Non-member Record Purging

If a non-member record created during interaction with a public-facing form (one that does not require login) is not marked as "complete" by the Encompass system, the non-member record and the incomplete transaction associated with the form are deleted from the system during an after-hours, offline process.

The system will consider a commerce form “complete” when the commerce transaction succeeds. Non-commerce forms will be considered “complete” when all of the form steps are completed.

Super Admins will receive a daily e-mail notification of all incomplete records/transactions deleted from the Encompass database. Daily emails will also go to specific admins (Forms, Events, Campaigns) for the incomplete records/transactions deleted from their area. Admins can then decide if they need to follow up on any of the records/transactions.

Importing Data into a Membership Campaign

You can import into a Membership campaign by using the following fields which will put values into the areas on the Admin Only – Membership Tab on the Profile Form:

  • [Membership campaign name] - Membership Level
  • [Membership campaign name] - Purchase Date
  • [Membership campaign name] - Expiration Date
    • The Expiration Date column is a required column, but for Lifetime memberships the value in the column should be left blank.  

    • The system stores the Expiration Date as mm/dd/yyyy X:XX  where this is the Date and Time the membership was originally purchased online.  When you import memberships, the Expiration Date column is populated with mm/dd/yyyy and the system inserts 0:00 for the time.  It is possible to get an error message.  For example, you could break auto-renewals and scheduled payments for a membership because the system thinks you are shortening the term of the membership (via the Expiration Date). You might be importing the Expiration Date as 03/15/2013 0:00 and the system has 3/15/2013 12:00, and because the time is earlier, it sees this as shortening the term even though you really are not.  Shortening memberships manually will also break auto-renewals and scheduled payments (but you will not see an error message).

  • [Membership campaign name] - Status - Valid statuses for Lifetime memberships are current and cancelled; lapsed cannot be imported for lifetime memberships.
NOTE:  The import must include these four fields plus the Constituent ID. If you have changed the default, the column headers for your site would be different.

On the Membership Transaction History on a member's profile, imported memberships will display in the membership transaction list and will show the details for the membership.  The payment history for imported memberships will not show the amount and will not include credit card information.

Automated SFTP Membership Imports to Sealed Sub-communities

Membership data can be imported via SFTP to sealed sub communities by specifying the Group ID in the file name. To specify the file name, '_sealedid#' needs to be added to the end of the file name. For example, if you have a file with membership data called MembershipImport that you want to import into GID 230 the file should be named MembershipImport_sealedid230.csv.

  • There needs to be a separate file for each sub-community.
  • The rest of the import process is the same, only the file name needs to be updated to include the Group ID.
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