Preloaded Member IDs

Professional Version Only


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With MemberTies Professional , if your organization is required to use a pre-defined set of membership IDs, you can pre-load these into the system so that each time you create a new membership record, the next available ID will be used automatically.  You can enter IDs manually, or you can import them from a text file.

As long as the Member ID list contains active, unused IDs, the next ID will be automatically entered on new membership records. (This can also be a convenient way of ensuring sequential IDs.)

You are allowed to change this value to anything you wish, or you can have the system automatically assign an ID selected from a predefined list. (For general information about Member IDs, see, About Member IDs.)

Note: The Preloaded Member ID window includes an option to require an ID from the list for all new member records.  If this option is set and the last ID is used, the system will not allow new member records to be created until new IDs are added to the list.

Adding New Member IDs Manually

1Choose Tools > Preloaded Member IDs.

 

2When the Maintain Preloaded Member IDs list opens, click Add.
3On the New Preloaded Member ID window, the following fields are available:

 Member ID - The member ID.

 Active - Indicates whether the member ID will be available to the system for selection. Clear this box to temporarily prevent an ID from being chosen. This should normally be checked for new records.

 Used - Indicates whether the ID has already been used in the system. This should normally be left blank (indicating the ID has not been used) for new records. The system will set this option automatically as IDs are used.

Importing Member IDs from a File

You can quickly load a list of IDs from a text file.  The file should list IDs one per line, in the order they should be used. If you are creating a list of numeric IDs (i.e., 1-100) it may be easier to have the system generate them automatically. See "Generating Member IDs" below for details.

1Choose Tools > Preloaded Member IDs.
2When the Maintain Preloaded Member IDs list opens, click the Import IDs icon.
3On the Select Member ID Text File window, navigate to the text file containing the list of member IDs, then click Open
4A message will be displayed indicating the success or failure of the import, and all imported IDs will be added to the list.

Generating Member IDs

1Choose Tools > Preloaded Member IDs.
2When the Maintain Preloaded Member IDs list opens, click the Generate IDs icon.
3On the Generate Member ID Series window, enter the starting and ending ID number, then click OK.

 Note: You can generate up to 9,999 IDs. It is recommended that you only generate the IDs you need. i.e., if you expect to have 1000 members, don't generate 10,000 ID entries, because it will only waste table space and increase the size of the database unnecessarily.

4A message will be displayed indicating the success or failure of the process, and the IDs will be added to the list.

Changing a Preloaded Member ID

1Choose Tools > Preloaded Member IDs.
2When the Maintain Preloaded Member IDs list opens, select the ID you want to change, then click Open.
3When the Edit Preloaded Member ID window opens, make your changes, then click OK.
 
Note: Once an ID has been saved, only the Active/Used setting can be changed.

Deleting a Preloaded Member ID

1Choose Tools > Preloaded Member IDs.
2When the Maintain Preloaded Member IDs list opens, select the ID you want to delete, then click Delete.
3Confirm the deletion.

 Note: Deleting a preloaded member ID that has already been used will not affect a record that has already used the ID.

Synchronizing IDs with Membership Records

If you believe the list of preloaded IDs contains entries that are marked incorrectly based upon whether the do or do not on a membership record, you can synchronize the list.

1Choose Tools > Preloaded Member IDs.
2When the Maintain Preloaded Member IDs list opens, use the right-hand mouse button to click the list, and choose  "Synchronize" from the popup menu.  The system will check each preloaded ID against the membership records in the database update it accordingly.

 Note: This process is controlled by the Recycle Preloaded IDs membership preference.  If the preference is turned on, the synchronize process will look at both used and unused IDs.  If the preference is off, the process will only update Unused IDs to Used.  i.e., if you aren't recycling IDs, the system won't make them available again.

3Click OK to confirm the change. A message will be displayed indicating the number of changes made.