General Tab (Members)
Note: The tab pages to display, and the order in which they appear, are controlled via Preferences.
The general tab contains address and contact information.
Note: If your computer monitor is set to a resolution lower than 1024 x 768, the the right-most fields from the General tab are moved to a separate Status page.
The following fields on this tab require some additional explanation:
Company Name - A report preference controls whether this field will display on reports along with the member name. However, if there is no first/last name available the company name is displayed automatically, regardless of the preference setting.
Middle Name - If a single character is entered, a trailing period will be added automatically (i.e., "Q" becomes "Q.", but "Quincy" is left unchanged.
Alt. Name - This field (Alternate Mailing Name) can be used to provide an alternative name for use on mailing labels (or all address blocks, see below). For example, on the record for "John Smith", the Alt Name could be "The John & Mary Smith Family". System mailing labels will automatically use the value in this field if it is available.
Note that this field will also take priority on user-defined labels and post card reports over any of the "Name" smart fields.
If the "Use Alt Name" report preference is turned on, the Alt Name value will be used on ALL address blocks on membership system reports, not just mailing labels.
Photo - The photo icon to the right of the name enables you to associate a photo file to the membership record, or any Friends/Family record. Click the icon to open the Photo window, where you can add or view the associated photo(s). See Maintaining a Member Photo for more information.
Prefix and Suffix - These fields are freeform data entry fields that can be used for prefixes like "Dr.", "Mrs.", "President", etc., or suffixes such as "Jr.", "2nd", "PhD" or other titles. This data appears with the name on all reports that show the full member name. Note that if you would prefer to have the cursor begin in the First Name field instead of the Prefix, you can set the Starting Field Membership preference.
Member ID - This field is available for you to assign a customized membership ID to this record. If you don't enter a customized member ID, the system ID will be used. This field is commonly used for a social security number, driver license number, or similar unique ID. See About Member IDs for more information.
You can also tell the system to add specific text to the front of each generated Member ID. This would enable the New York chapter of a national organization to automatically start every ID with "NY", for example. See the Member ID Prefix Membership preference for details.
Note: It is a common mistake to assume that the Member/System ID represents a "count" of records. This is not true. The system ID is a sequence of numbers maintained internally by the database. When you start a membership record, the ID is "used" regardless of whether you actually save the record, thus, if the ID defaults to 10 and you cancel the record, the next record you create will be 11, not 10, because 10 is "used" and gone.
Flag - This option provides a simple way of "marking" a record. It is intended to provide a temporary means of identifying certain records so they may be quickly queried for on a report. The meaning of the "flag" is up to you. Perhaps you need to send a special mailing to new members. You could set the Flag on new records as you enter them, then run a mailing label report using criteria that only retrieves records where, "Flag = Selected". When you're finished, you could use the Change Data (Bulk) option on the membership list to clear all the flags. If you would like the Flag to be set automatically on all new records, enable the Set Flag on New membership preference. You can also clear all Flags in the database automatically using a Database Tools menu option.
Address Type - Each address must be given a type that can be used as report criteria. (This is most useful in MemberTies Professional where multiple addresses can be created for each membership record. It enables you to run a report to find anyone with an address called, "Work Address" located in "MyTown", for example.)
|•||In the Standard version, the default name assigned to the address is defined in Miscellaneous Preferences.|
|•||In the Professional version, a list of predefined address types exists, and one of them can be set as the Default. See Using Multiple Addresses for more information.|
Address Line Names - If you always plan to use Address Line 1 for a specific purpose, such as "Mail Stop" or something similar, you can change the label name displayed for the line. In addition, if you have complicated addresses that require four open lines instead of three, you can tell the system to provide a fourth line. See the Address Lines/Names Miscellaneous Preferences for more information.
City - This list contains the cities that are defined in the City list. These are pre-loaded, but can be edited at any time. In addition, if you enter a city that is not already in the list, the system will prompt you to add it automatically. This feature is only available to dropdowns that typically receive a lot of new values (i.e., it isn't available on Country lists, since these don't change very often). See Maintaining City Names for additional information about maintaining this list.
County - This list contains the counties that are defined in the County list. These are pre-loaded, but can be edited at any time. In addition, if you enter a county that is not already in the list, the system will prompt you to add it automatically. This feature is only available to dropdowns that typically receive a lot of new values (i.e., it isn't available on Country lists, since these don't change very often). See Maintaining County Names for additional information about maintaining this list.
State/Province - This list contains the states/provinces that are defined in the State/Province list. These are pre-loaded, but can be edited at any time. See Maintaining State/Province Codes for more information. Note that the state/province defined as the "default" will appear automatically on new records.
Country - Similar to the State/Province field, this list contains countries that are defined in the Countries list. See Maintaining Country Codes for more information. Note that the Country defined as the "default" will appear automatically on new records.
Date Ranges - (MemberTies Professional Only) If a record has addresses that are valid only at certain times of the year, you can have the system automatically keep the proper address current by creating one or more date ranges within which each address is valid. See Using Multiple Addresses for more information.
Phone - All telephone number fields have a small Dial Phone icon displayed next to them. If your computer has a modem installed, clicking this icon will tell Windows to use your modem to dial the associated phone number. This will typically cause the Windows Phone Dialer utility to open and dial the number.
Phone Type - These lists contain supplemental telephone type descriptions (phone type codes) that are defined in the Phone Type Codes list. Refer to Maintaining Phone Type Codes for more information. Note that the phone type defined as the "default" for the appropriate type (home, work, other) will appear automatically on new records. The phone type enables you to identify a phone as a mobile number, pager, etc.
Email - (MemberTies Professional Only) The Email icon next to the email field will launch the Send Email window with the member's email address(s) already listed in the addresses list. (Enter multiple addresses separated by commas.) The Sent Mail icon will display the list of email sent with the current member as one of the recipients.
Website - (MemberTies Professional Only) The Open URL icon next to the website field will launch your default web browser and open the group's website.
Scan button - If the Enable Driver License Scan membership preference is enabled, clicking this button will open the Scan Driver License window. If you scan a driver license that follows the AAMVA specification, you can load the data into the member record. See Scanning a Driver License for details.