Use the Contacts tab on the Affiliate Setup screen to set various defaults for Contact records.
Contacts are those records that include Volunteers, Donors, Covenant Partners, and all others who are involved with your affiliate in ways other than family partnership. The settings on the Contacts tab of Affiliate Setup allow you to create reports, phone lists, and mailings using various types of categories. The more categories you define, the better you are able to select specific groups of partners from the Keystone database.
Keystone provides two levels of categorization of contacts: the levels identified by their Category 1 and Category 2 assignments. Category 1 defines general groups (such as Donors or Volunteers), and Category 2 is used to create subgroups within the general categories.
For example, Donors (Category 1) might be further categorized as Individuals, Businesses, Churches, and so forth in Category 2 under Donors. Selecting a category from the Category 1 Names list on the left will show you its subcategories (Category 2s) on the right.
Throughout the Help library, you will see categories referred to in the format Category 1/Category 2 - as in Donors/Individuals - where Donors is the Category 1 (main group) and Individuals is the Category 2 (subgroup).
To add or delete categories from these lists, or to modify the existing names, double-click the category list. This opens the Add/Delete/Modify window for that category list. You can modify the list as needed with the exception of the following categories, which are required by Keystone:
Subcategories of Donors and Covenant Partners must be mutually exclusive and Contacts can be assigned to only one of these categories.
For details on how to create or modify categories, refer to the Adding, Deleting, and Modifying Categories section.
You can define the titles - Mr., Mrs., Miss, etc., - you want to use for your contacts on the Titles pane.
To add titles, scroll down through the list in the Titles pane to the new record line, then enter the new title there.
To change the order in which these titles are listed wherever a Titles drop-down list occurs in Keystone, select a title and then click the or buttons to reposition that title in the list.
You can also set default address information to make the entry of contacts easier. In the Address Defaults pane, you can set the City, State, and Postal Code (ZIP Code) where your affiliate is located. This information will appear by default in each new contact record you create. You can overwrite these defaults on individual contact records as needed.
Keystone exports a salutation field as one of the fields used in creating merge letters. The Default Salutation field is originally set to Sir or Madam, but you can change it here to suit the needs of your affiliate.
Keystone uses the Default Salutation when a salutation is needed and there are no individuals listed as contacts for that Contact record, for example, as in a business with no listed contact.
For the Area Code Default, you can enter the telephone area code for your city. This area code will appear by default in each new phone record you create. You can overwrite these defaults on individual contact records as needed.