Lesson 3.4 – Codes and Data Classification

Welcome to Lesson 3.4! In FastFund Raising, building a database is only useful if you can easily extract meaningful information from it. To achieve this, FastFund utilizes Codes (often referred to as tags).

Codes are user-defined keywords assigned to your constituents (donors, volunteers, members, etc.) to help classify, segregate, and identify specific characteristics. By strategically assigning codes to your constituents, you can easily use report filters and custom queries to perform highly targeted data mining, such as generating a mailing list for all “Major Donors” who live in a specific geographic region.

In this lesson, we will review the types of codes available, how to create them, and how to manage your code lists to maintain database integrity.

1. Types of Codes in FastFund

FastFund uses ten defined code types across its applications. Some are shared globally with FastFund Accounting and Payroll, while others are entirely unique to the Fund Raising module.

Shared Codes:

• Affiliation: Tracks outside affiliations for your entities, such as a local “Chamber of Commerce” or a specific “Rotary Club.”
• Attribute: Tracks personal attributes, interests, or mailing preferences. Examples include “Newsletter Recipient,” “Golf Enthusiast,” or “Major Donor.”
• Classification: Categorizes demographic or business categories, such as “Adoptive Parents” or “Minority Owned Business.”
• Industry: Identifies companies by their specific industry, such as “Foundation” or “Government Agency.”

Fund Raising Specific Codes:

• Action: Used for setting up reminders or tracking a constituent’s “moves management” (e.g., “Telephone Call,” “Meeting,” “Grant Solicitation”).
• Degree: Assigns specific degrees earned for alumni tracking.
• Membership: Assigns specific membership classes or tiers for your members.
• Relationship: Links constituent records together, such as “Parent/Child,” “Business Partners,” or “Sponsored Child.”
• Role: Assigns roles to constituents within your organization, such as “Board Member,” “Committee Member,” or “Volunteer.”
• School: Identifies the specific school attended by an alumnus.

2. Creating New Codes

Before adding constituent names to your database, you should build your core code tables. FastFund strictly prevents you from entering duplicate codes to maintain data consistency. For example, if you create an Industry code called “Church,” you cannot create an Affiliation code with the exact same name.

Steps to Add a Code:

1. Select Lists from the Main Menu.
2. Under the DATA section on the vertical sub-menu, click Codes.
3. From the Code Type drop-down menu, select the category you wish to build (e.g., Attribute, Role).
4. Click the New + icon.
5. In the pop-up window, enter the Name for the code (limited to 50 characters).
6. Enter a Description or Comment to further define the code (limited to 100 characters).
7. Click the blue SAVE button.

[INSERT SCREENSHOT: Display the ‘New Attribute’ pop-up window, highlighting the drop-down menu for the Code Name and the Comments text box beneath it, with the SAVE and CANCEL buttons at the bottom.]

3. Managing and Editing Codes

Over time, you may need to update your code classifications or clean up codes that are no longer relevant.

• Editing a Code: From the Codes list, click on the specific Code Name. Make your changes in the Edit window and click Save. If you change a code name, the updated name will automatically apply to any constituent record that has already been assigned that code.
• Deleting a Code: From the Edit window, click the red Delete button. However, FastFund’s strict internal controls will prevent you from deleting a code if it is currently assigned to a constituent record. You can only permanently delete codes that have never been used.
• Inactivating a Code: If a code is currently assigned to constituents but you no longer want it used for new records, you must inactivate it. Open the code, check the Inactive box, and click Save. Inactive codes can no longer be assigned to new entities, but they will remain on historical records for accurate reporting.