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3.0 FAMILY PROCESSING Page 3.0.1
==================================================================
In CMS-Gold the members of your congregation are organized by
"Families". The chapters in this section provide the basics you
need to use families.
Setting Up Your First CMS-Gold Family
-------------------------------------
Setting up your first family with CMS-Gold is easy. Just remember
that all members of your church will be organized by family. Press
<Esc> as often as necessary to return to the Main Menu. At the
"Main Menu", select "Family Processing" by typing <F> and then
press <Enter>. The first time you use CMS-Gold, no families exist
yet. When CMS-Gold doesn't find any families, you see the
following message:
==================================
| There are no families on file. |
| Do you want to add one? |
==================================
Press <Y> to create a family definition now.
Don't worry if you don't have all the correct information for this
family now - you can always come back later and change it.
If you press <N> instead you will be returned to the Main Menu.
The next screen shows the "Create a New Family" screen. Here you
enter address information for the new family to be added. If you
don't want to proceed now or while you enter the family info you
may just press <Esc> to return to the previous menu. Any info
already typed in on this screen will be erased.
Beginning with the first blank where the cursor appears:
Family Last Name: Type the family last name (up to 20 characters
long) and press <Enter> when you are done.
Mailing Name: Enter the mailing name (up to 33 characters long)
how you would like it to appear e.g. on mailing envelopes.
Mailing Address: Fill in the address information to which all
mailings for this family are to be sent. Some members might
prefer to have their mail sent to their business address or Post
Office box instead of their residence. There are 3 lines for
mailing address information (each line may be up to 33 characters
long).
Phone: Enter the phone number for the mailing address, area code
first.
ZIP Code: Enter the postal ZIP Code for the mailing address.
==================================================================
FAMILY PROCESSING Page 3.0.1
3.0 FAMILY PROCESSING Page 3.0.2
==================================================================
At point you can press the F5 key and all address wil be updated
with the Mailing Address.
Residence Address: Fill in the address information for the family
residence. There are 3 lines for residence address information
(each line may be up to 33 characters long). The residence
address may be entered in upper and lower case letters.
ZIP Code: Enter the postal ZIP Code for the residence address.
Phone: Enter the phone number for the residence address, area
code first.
Alternate Address: Fill in the address information to which
mailings for this family can be sent alternatively. Some members
will want to receive their Church mail while they are on holidays
or otherwise out-of-town for longer periods of time. There are 3
lines for alternate address information (each line may be up to
33 characters long).
ZIP Code: Enter the postal ZIP Code for the alternate address.
Phone: Enter the phone number for the alternate address, area
code first.
You may have noticed the Shepherd Code is blank. This blank
cannot be filled in here. Don't worry about it for now as we will
show you later how to set up the shepherds.
Mail Goes To (M, R, A): Type in <M> if you want all mail to be
sent to the mailing address, <R> if the mail should be sent to
the residence, or <A> if the mail should be sent to the alternate
address instead.
As soon as you filled in the last blank, or pressed the <Enter>
key while on that blank all the information is saved and shows on
the "Family Processing" screen.
NOTE: You could have also pressed the <PgDn> key at any time to
save the information entered so far, but it is done automatically
after the last blank.
Great! You have created your first new family in the CMS-Gold
system. If you made any mistakes filling in the information don't
worry. We'll show you later how to correct it.
Notice the options menu at the bottom of the screen. In the next
chapter we will explain these options.
==================================================================
FAMILY PROCESSING Page 3.0.2
3.0 FAMILY PROCESSING Page 3.0.3
==================================================================
Help (? - Option)
-----------------
Notice the <?>-Help option on the left side of your options menu.
Press the <?> key now and you will see a Help window appear. It
explains all the options available to process families. Use the
<PgDn> and <PgUp> keys to see the next or previous Help screen.
To exit Help press <Esc> and the Help window will disappear again.
(Note: All options presented in the options menu, except the
<Enter>-Choices option, will act on all the families in the list.
The choices presented after selecting the <Enter>-Choices option
will act on individual families only.)
Add New Families (A - Option)
-----------------------------
Adding a new family is easy, as you already know, if you followed
the procedures in the chapter "Setting up Your First CMS-Gold
Family". To add a family follow these steps: press <A> and the
"Create a Family" screen will appear. Here you enter address
information for the new family to be added. Just like when you
set up your first family begin with the first blank where the
cursor appears and fill in the required information. For a
complete description of all the blanks to be filled here, see the
chapter "Setting up Your First CMS-Gold Family".
Press <Enter> or <Tab> to move to the next blank. Continue to
fill in the information and then move on to the next blank until
you filled the last blank (Mail Goes To). At the last blank (Mail
Goes To) type <M>, <R>, or <A> depending if you want the mail to
go to the Mailing Address, Residence Address, or Alternate
Address. When you completed filling in the last blank, or pressed
<Enter> while on the last blank all the information is saved and
shows on the "Family Processing" screen in alphabetical order.
To add more families now repeat steps A through C. If you are not
sure if you already entered a family into CMS-Gold you can use the
"Find" option as described in the next chapter to check it out.
Find a Family by Name (F - Option)
----------------------------------
The Find option, listed on the options menu, helps you find a
specific family by their family name without scrolling through the
entire family list. To find a specific family: press <F> from the
options menu to display the "Find" window.
==============================
| Enter Family Name to Find: |
| [ ] |
==============================
Note: If the "Find" window already contains information, you can
clear it by pressing <Ctrl-Y>.
==================================================================
FAMILY PROCESSING Page 3.0.3
3.0 FAMILY PROCESSING Page 3.0.4
==================================================================
Type a family name, or part of a family name you want to find. If
you don't know the full name, type what you know. For example JOH
will find JOHNSON and JOHANSON.
Press <Enter> to execute the search. CMS-Gold will start the
search at the top of the list. If a match is found the "Family
Processing" screen will be re-positioned so that the family that
was found will appear at the top of the screen. If this is not the
family you were looking for you may use your cursor keys (Up> or
<Dn> to scroll the list to see if there is a name in the list
close by the family you were looking for.
If no match was found with the "Find" option a message will be
displayed that the specified family was not found. Press any key
and the message will disappear.
Reports on Families (R - Option)
--------------------------------
The Reports option, listed on the options menu, lets you choose
reports or labels generation for all the families in CMS-Gold.
Press <R> to go to the "Reports Definition Table". You now can
choose these options:
=========================================
| Family List |
| Family Mailing Labels |
| Rolodex Cards (3x5) for all Families |
=========================================
Family List
-----------
This report generates an alphabetical listing of all families
stored in the CMS-Gold system. It lists both the family name and
the mailing name. Output may be sent viewed on the screen, sent
to the printer, or written out to a file. To generate a family
listing follow these steps, if you intend to print make sure your
printer is ready, use your cursor keys to select "Family List".
Press <Enter> and the standard "Choices" output menu will appear.
=============Choices============
| View Report |
| Print Report |
| Write Report to File |
================================
Press <V> to select viewing the report on the screen, and press
<Enter> or press <P> to print the report out on the printer, and
press <Enter>, or press <W> to write the report to a file, and
press <Enter>. Press <Enter> to confirm your selection. If you
select viewing then the "View Report" window will appear. Use
your cursor keys to scroll through the report, press <Esc> when
you are done.
==================================================================
FAMILY PROCESSING Page 3.0.4
3.0 FAMILY PROCESSING Page 3.0.5
==================================================================
If you select printing then the report will be generated and sent
directly to the printer.
If you select writing to a file the "Filename" window will appear:
=================
| Filename: |
| [ ] |
=================
Type in the filename where to send the report to, and press
<Enter>. If you do not specify a file extension then CMS-Gold
automatically adds the extension "TXT" to your filename. For
example, if you typed in "list" as the file name, then CMS-Gold
will save this file as "LIST.TXT". If you typed in a filename
that already exists, a message window will appear (in our example
we assume the filename "List"):
=============================================================
| LIST.TXT already exists. Append/Overwrite/Cancel? [A/O/C] |
=============================================================
You can now choose; press <A> to add the report to the existing
file, or press <O> to overwrite the existing file with the new
report, or press <C> to cancel this option, and exit from this
menu choice.
If you choose adding the report will be appended to the end of the
existing file. If you choose overwriting all the information
previously saved under that filename will be lost, and a new file
with only the new listing in it will be created. If you choose
"Cancel" you will be returned to the previous screen. When the
report is done you will be returned to the "Reports Definition
Table".
Family Mailing Labels
---------------------
When you want to send letters or statements, or if you want to
send a mass mailing to all the families in CMS-Gold this choice
lets you generate the mailing labels for all the families. To
generate a mailing label for just one family see the chapter
"Print a Mailing Label for One Family".
To print mailing labels for all families; make sure your printer
is ready to print. At the family "Reports Definition Table"
screen, use your cursor keys to select "Family Mailing Labels".
Press <Enter> and the standard "Choices" output menu will appear.
==================================================================
FAMILY PROCESSING Page 3.0.5
3.0 FAMILY PROCESSING Page 3.0.6
==================================================================
=============Choices==========
| Print Labels |
| View Labels |
| Write Labels |
| Generate Merge File |
| Generate Rolodex (member) |
==============================
If you press <Esc> no label will be printed and you will be
returned to the "Reports Definition Table" screen. Select "Print
Labels" from the "Choices" menu, and press <Enter>. A "Label
Message" window will be displayed:
======================================
| Message for top of every label: |
| [ ]|
======================================
Type a message to appear at the top of every label, e.g. a brief
Bible quote, or other message up to 33 characters long, or press
<Enter> if you don't want a message to appear on the label.
Note: If the "Message" window already contains information, you
can clear it by pressing <Ctrl-Y> and then pressing <Enter>
or accept the same message by pressing <Enter>.
Now the "Check Alignment" window will appear:
==================================================
| Print a sample label to check alignment? [Y/N] |
==================================================
If this is the first time you print labels with your CMS-Gold
program then this is a very good time to make sure your labels
are correctly aligned in the printer. Press <Y> to print a sample
label. If you already know that your printer is set up correctly
and that your labels are correctly aligned press <N> and the label
will be printed immediately. If you pressed <Y> a sample label
will be printed on your printer. It will look like this:
=====================================
| Message Line..................... |
| Name Line.........................|
| Address #1........................|
| Address #2........................|
| Address #3........................|
=====================================
Inspect the sample label on your printer and make sure it is
aligned correctly and all the address lines are legible and
printed within the label area. If you are not happy with the
print results make the necessary adjustments on your printer and
label paper, and then press <Y> at the next screen prompt:
==================================================================
FAMILY PROCESSING Page 3.0.6
3.0 FAMILY PROCESSING Page 3.0.7
==================================================================
=============================
| Print another test? [y/N] |
=============================
Repeat until you are satisfied with the print results or press <N>
when prompted for another test. All the family labels will now be
printed on your printer. At the "Reports Definition Table" press
<Esc> to return to the "Family Processing" screen.
Rolodex Cards (3x5) for All Families
------------------------------------
To print Rolodex cards for all families; make sure your printer is
ready to print. At the member "Reports Definition Table" screen
select "Rolodex Cards (3x5) for all families", and press <Enter>.
Follow the instructions on the screen to generate the cards. Once
the Rolodex cards have printed on your printer you will be
returned to the "Reports Definition Table" screen.
Family Specific Choices (Enter - Option)
----------------------------------------
While the options presented in the options menu affect the list of
families as a whole, it is possible to work with individual
families by choosing the <Enter>-Choices option. To see what
options are available to work with an individual family; move your
cursor to the family you want to work with, or use find to locate
that family on the "Family Processing" screen. Press <Enter> from
the "Family Processing" options menu and the "Choices" menu will
appear.
============Choices===========
| Edit Family |
| Delete Family |
| Assign Shepherd |
| Work with Members |
| View Member List |
| View a Label |
| Print a Label |
| Write a Label to File |
| Generate a Merge Record |
| Print 3x5 Rolodex Card |
==============================
The choices "Assign Shepherd" and below may require that more
information be added in another section of the CMS-Gold system.
After you learned more about the CMS-Gold system you can return to
these sections here and take advantage of them. To exit the
"Choices" menu again press <Esc>.
==================================================================
FAMILY PROCESSING Page 3.0.7
3.0 FAMILY PROCESSING Page 3.0.8
==================================================================
Edit an existing Family
-----------------------
Choose "Edit Family" if you want to make changes to the
information about a family or if you made mistakes when you added
that family to the family list.
To change a family's information; move your cursor to the family
who's information you want to change, or use the "Find" option to
locate that family on the screen. Press <Enter> to get to the
"Choices" menu. Press <E> to select "Edit Family", and press
<Enter>. The "Edit Family" screen will appear and the cursor will
be positioned at the "Mailing Name" blank. Use the <Up> and <Dn>
cursor keys, or the <Tab> and <Shift> <Tab> keys to move the
cursor to the blank where you want to make changes or add new
information. Type in the new information where you want it to
appear in that blank. When you are done with that blank move the
cursor to the next blank you want to change. Press <PgDn> when
you are done with all the changes to this family. You will be
returned to the Family Processing screen and the changed data
will appear there.
SPECIAL NOTICE: If you have entered the incorrect spelling for a
Family Name, you can not change this field. To correct you must
add the Family again then delete the old Family. If you have
entered Members into this Family, "TRANSFER" under the "MEMBER
PROCESSING" choices option to move each member to the new family.
Delete a Family with all its members
------------------------------------
Just as families can be added to the family list they also can be
removed. For example, you discovered after you entered this
family, that you created a duplicate entry. Or all the members of
a family have moved away from the Church and you want to remove
them from your CMS-Gold program. To delete a family's with all
its members; move your cursor to the family you want to remove, or
use the "Find" option to locate that family on the screen. Press
<Enter> to get to the "Choices" menu. Press <D> to select "Delete
Family", and press <Enter>. To prevent you from inadvertently
making a mistake and remove the wrong family a window will be
displayed:
=================================================================
|Deleting a family will cause ALL OF ITS MEMBERS to be deleted! |
| Are you really sure you want to do this? [y/N] |
=================================================================
Press <Y> to confirm the deletion of this family and all its
members, or press <N> if you don't want to remove the selected
family at this time. If you pressed <N> you will be returned to
the "Family Processing" screen and no deletions will have been
made. Press <Y> to confirm the deletion another window will be
displayed (in our example we use the John Doe family):
==================================================================
FAMILY PROCESSING Page 3.0.8
3.0 FAMILY PROCESSING Page 3.0.9
==================================================================
This is your last chance to change your mind.
Press <Y> to confirm the deletion of this family and all its
members, or press <N> if you don't want to remove the selected
family at this time. You will be returned to the Family
Processing screen and if you confirmed the removal of that family
its information will have disappeared from the "Family Processing"
screen.
Assign a Shepherd to a Family
-----------------------------
Shepherds are members of your Church who are responsible for a
particular family and look after their well being within and
outside the Church. A Church member can be a shepherd to more
than one family.
Note: In order to use this option properly CMS-Gold expects that
you already created a list of shepherds. However, if this is the
first time you use CMS-Gold, you will learn to do this later, and
you may want to skip this option for now and return to it, after
you created that shepherd list. See the chapter "Shepherd
Processing". Once you entered all your CMS-Gold families and all
their members you can come back to this option and assign
shepherds.
To assign a shepherd, move your cursor to the family you want a
shepherd assigned to, or use the "Find" option to locate that
family on the screen. Press <Enter> to get to the "Choices" menu.
Press <A> to select "Assign Shepherd", and press <Enter>.
If you created a list of shepherds the "Shepherds Selection"
window will appear and a list of all the shepherds will appear.
Press the first letter of the shepherd name you wish to select or
use the cursor keys to move to the desired shepherd. Press
<Enter> to assign the selected shepherd to this family. The
"Shepherd Selection" window will disappear and you will be
returned to the "Family Processing" screen.
To view the selection hold down the <Ctrl> key, and while keeping
it depressed, press the <Right-Arrow> cursor key. The "Family
Processing" screen will now display the shepherd assigned to this
family. Press <Ctrl><Left-Arrow> and the "Family Processing"
screen will return to its normal display. At any time you can
change the shepherd for this family by just following the steps
above.
==================================================================
FAMILY PROCESSING Page 3.0.9
3.0 FAMILY PROCESSING Page 3.0.10
==================================================================
Work with Family Members
------------------------
In CMS-Gold families consist of one or more members. When you use
CMS-Gold for the first time you may want to set up all your
families first and then add members to each family. Or you may
prefer to add members to each family as soon as you created it.
Either way is supported in CMS-Gold.
Choosing this option lets you do all the tasks involved with
member processing. You can: 1) add new members to a family, or
remove members from a family; 2) change a members information,
including organizations and SIGs; 3) generate various reports
about contributions, visitation history, etc.
To work with members move your cursor to that family whose members
you want to work with, or use the "Find" option to locate that
family on the screen. Press <Enter> to get to the "Choices" menu.
Press <W> to select "Work with Members", and press <Enter>. If no
members for this family exist this message will be displayed:
===================================
| No members of this family found |
| Do you want to add one? [y/N] |
===================================
If you do NOT want to add members now press <N> and you will be
returned to the "Family Processing" screen. To add a new member
now press <Y> and the "Add a new member" screen will be displayed.
Fill in all the blanks as described in detail in the chapter
"Setting Up Your First Member".
With at least one family member present the "Family of:" screen
will be displayed listing one or more family members. Here you
can add a member, find a member, generate reports on all members.
If you press <Enter> to access the "Choices" menu you can also
edit or delete a member, work with a members organizations or SIGs
or generate reports. For a full description of all the options
and choices when working with members see chapter "Member
Processing".
When you are finished working with members press the <Esc> key
several times until you are back at the "Family Processing"
screen.
View a Family Member List
-------------------------
Here is a quick way to take a look at all the members of a family.
To view members of a family, move your cursor to the family whose
members you want to view, or use the "Find" option to locate that
family on the screen. Press <Enter> to get to the "Choices" menu.
Press <V> to select "View Member List", and press <Enter>.
==================================================================
FAMILY PROCESSING Page 3.0.10
3.0 FAMILY PROCESSING Page 3.0.11
==================================================================
If a list of members for this family is found a window will appear
with a list of all the members. After viewing the member list
press <Esc>. The "Member List" window will disappear and you will
be returned to the "Family Processing" screen.
Mailing Labels for One Family
-----------------------------
When you want to send letters or statements only to one family
this choice lets you generate a mailing label for just one family.
You can preview a label on the screen display, or send it to the
printer or a file. To generate mailing labels for all families
see the chapter "Reports on Families".
View a Mailing Label for One Family
-----------------------------------
To view one family mailing label, move your cursor to the family
whose mailing label you want to preview, or use the "Find" option
to locate that family on the screen. Press <Enter> to get to the
"Choices" menu. Select "View Label", and press <Enter>. The
"Label Message" window will appear:
======================================
| Message for top of every label: |
| [ ]|
======================================
Type a message to appear at the top of the label, e.g. a brief
Bible quote, or other message up to 33 characters long, and press
<Enter> or press <Enter> if you don't want a message to appear on
the label. (Note: If the "Message" window already contains
information, you can clear it by pressing <Ctrl-Y> and then
pressing <Enter> or accept the same message by pressing <Enter>.)
Now the "View Report" window will appear; press <Esc> to exit from
viewing a family mailing label, and to return to the "Family
Processing" screen.
Print a Mailing Label for One Family
------------------------------------
To print one family mailing label, make sure your printer is ready
to print and move your cursor to the family you want to mail to,
or use the "Find" option to locate that family on the screen.
Press <Enter> to get to the "Choices" menu. Press <P> to select
"Print a Label", and press <Enter>. Follow the screen
instructions to generate a label. Once the selected family label
has printed on your printer you will be returned to the "Family
Processing" screen.
==================================================================
FAMILY PROCESSING Page 3.0.11
3.0 FAMILY PROCESSING Page 3.0.12
==================================================================
Write a Mailing Label for One Family to a File
----------------------------------------------
To write a family mailing label to a file, move your cursor to the
family whose mailing label you want to save to a file, or use the
"Find" option to locate that family on the screen. Press <Enter>
to get to the "Choices" menu. Press <W> to select "Write a Label
to File", and press <Enter>. The "Filename" window will appear:
=================
| Filename: |
| [ ] |
=================
Type in the filename where to send the label to, and press
<Enter>. If you do not specify a file extension then CMS-Gold
automatically adds the extension "TXT" to your filename. For
example, if you typed in "labels" as the file name, then CMS-Gold
will save this file as "LABELS.TXT". If you typed in a filename
that already exists, a message window will appear (in our example
we assume the filename "Labels"):
===============================================================
| LABELS.TXT already exists. Append/Overwrite/Cancel? [A/O/C] |
===============================================================
Choose one of the following three options; press <A> to add the
new label to the existing file. If you choose this option the new
label will be appended to the end of the existing file. Or press
<O> to overwrite the existing file with the new label. Choosing
this option will loose all the information previously saved under
that filename, and create a new file. The new file will only
contain this one label. Or press <C> to cancel this option, and
exit from this menu choice. If you choose this option you will be
returned to the "Family Processing" screen.
If you press <A> or <O> another window will appear:
======================================
| Message for top of every label: |
| [ ]|
======================================
Type a message to appear at the top of the label, e.g. a brief
Bible quote, or other message up to 33 characters long, and press
<Enter> or press <Enter> if you don't want a message to appear on
the label. (Note: If the "Message" window already contains
information, you can clear it by pressing <Ctrl-Y> and then
pressing <Enter> or accept the same message by pressing <Enter>.
The new label will now be added or written to the file and you
will be returned to the "Family Processing" screen.)
==================================================================
FAMILY PROCESSING Page 3.0.12
3.0 FAMILY PROCESSING Page 3.0.13
==================================================================
Generate one Merge Record
-------------------------
There might come a time when you want to share the information in
CMS-Gold with other software packages (e.g. for word processing,
mail merge, statistical reporting). CMS-Gold lets you create
"Merge Records" that you can later import into your other
application software.
To generate a merge record for this family; move your cursor to
the family for which you want to generate a merge record, or use
the "Find" option to locate that family on the screen. Press
<Enter> to get to the "Choices" menu. Press <G> to select
"Generate a Merge Record", and press <Enter>. The "Filename"
window will appear:
=================
| Filename: |
| [ ] |
=================
NOTE: If you already saved a filename during this CMS-Gold session
CMS-Gold remembers it, and will display it in the "Filename"
window.
Type in the new filename where you want to store the merge record
for this family, and press <Enter>, or press <Enter> to confirm
the use of the filename displayed in the "Filename" window. If
you do not specify a file extension then CMS-Gold automatically
adds the extension "TXT" to your filename. For example, if you
typed in "Merges" as the file name, then CMS-Gold will save this
file as "MERGES.TXT". If you typed in a new filename the merge
record for this family will be saved to that file, and you will be
returned to the "Family Processing" screen. If you use a filename
that already existed a message window will appear (in our example
we assume the filename "MERGES.TXT"):
===============================================================
| MERGES.TXT already exists. Append/Overwrite/Cancel? [A/O/C] |
===============================================================
This message lets you know that this filename is already in use by
another file. Choose any one of the following three options;
press <A> to add the merge record for this family to the existing
file. If you choose this option the new merge record will be
appended to the end of this file, and you will be returned to the
"Family Processing" screen. Or press <O> to overwrite this file
with the new merge record. Choosing this option will loose all
the information previously saved under that filename, and create a
new file. The new file will only contain this one merge record.
You will then be returned to the "Family Processing" screen. Or
press <C> to cancel this option, and exit from this menu choice.
If you choose this option no merge record will be created and you
will be returned to the "Family Processing" screen.
==================================================================
FAMILY PROCESSING Page 3.0.13
3.0 FAMILY PROCESSING Page 3.0.14
==================================================================
Print One 3x5 Rolodex Cards
---------------------------
To print a Rolodex card for just one family; make sure your
printer is ready to print, and then move your cursor to the family
for which you want to generate a Rolodex card, or use the "Find"
option to locate that family on the screen. Press <Enter> to get
to the "Choices" menu. Select "Print 3x5 Rolodex Card", and press
<Enter>. Follow the instructions on the screen to generate a
card. Once the selected member Rolodex card has printed on your
printer you will be returned to the "Family Processing" screen.
Exit the Choices Menu
---------------------
To exit the choices menu: Press the <Esc> key, and the choice menu
will disappear.
Exit from Family Processing (Esc - Option)
------------------------------------------
Anywhere in the program, press <Esc> until you see the "Main
Menu".
IMPORTANT: If you were changing information or adding new
information while in "Family Processing", and while still in the
editing or adding mode and pressed <Esc>, all the changed or added
information on that screen will be lost.
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FAMILY PROCESSING Page 3.0.14
