Hello everyone! I am here to get everyone’s input on how they handle entering Hon/Mem information into RE. I'm a bit overwhelmed so please do not mind the questions!

Each of these 3 scenarios and the way they are being entered really do not sit well with me. I truly feel that each field is meant for one name not for an entire list. To me, it defeats the purpose of having a "clean" database.

 Stephanie

 Hi Stephanie:

 Here's how we would handle those scenarios.

 Example #1:  Records would be created for Bill and Mary separately, linked by spouse (or, in case where it's a non-spousal relationship, by that relationship).  The tribute would go under one of the two, with type of, "In Honour Of" and description of "Bill & Mary Johnson".  They would both be acknowledgees.

Example #2: We do not like having children in our instance of RE, so we would likely create it under Mrs. Smith's record and create non-constituent relationships for each of the grandchildren.

 Example #3:  Two options.  You could treat it like example #1, or, you could create one tribute under each record and put both tributes on the gift.  Just understand that it will double-count the amount if you were to pull amounts on all tributes (since you can't actually split the amount like you can to funds).

Example #4: If we cannot point it to the proper Sally Smith record (we will attempt through all other tabs to gain some knowledge of who it is), then we would add a new record.  Far better to add extra ones and merge as necessary, than trying to re-adjust gifts later to un-do a situation where it went on the wrong person's record.

-Kirk

I handle somewhat similar to the previous answer but the determining factor's for me are:

Do we have an address for them (if an honoree) or an address of a related party to let them know about the donation (Memorial) Do you send out Honor/Memorial Letters to everyone who has received a gift in their honor and the remaining family/friends of a deceased person? I do this Bi-weekly.

If they are honorees and have an address and are potential donors they would definitely get their own constituent record

I use the Addressee/Salutation fields to handle Tribute Publish Text (What the donor wants published) & In Memory/Honor of Text. (Example: Dr Bill Smith is the honoree but he's married so all correspondance goes to Dr & Mrs - however by using the In Memory/Honor of Text Addressee field I can make the Tribute Report and Acknowledgement letters say 'Dr. Bill Smith' by using this field as opposed to Primary Addressee/Salutation which would be Dr. & Mrs.)

Example 1: Bill is added as the Primary Constituent  (First Name Field Bill) and Mary is added as the spouse - the In Memory/Honor of Text is Bill & Marty Johnson - One Honor/Memorial is set up. Not 2 accounts in my estimation

Example 2: Grandchildren  Sally, Sam and Paul Johnson  - Are they Adults or Minors? If they are Minors I put this on their Parents Record with a Honor/Memorial set up and the addresses In Memory/Honor Text to be Sally, Sam and Paul Johnson. If they are all 3 adults living in separate areas IO would create 3 separate constituent records

Example 3: Paul & Bill would have separate records if they were adults living in 2 separate places

Hope this helps!

I agre with what has already been written.  Never put more than one first name in the first name field - use the spouse fields properly and use relationships (with or without separate records).  Use the description field on the tribute itself to describe who/what the tribute is for. 

If the same donor gives to Sally Smith this year and next year then I would feel safe to assume that they are the same Sally.  Otherwise I would have separate Sally Smiths until I learn otherwise that they are the same person then I merge them.  Does this happen often to a lot of people?  Do you try to contact the donor to ask for an address to mail an acknowledgment to?  We always attempt to get the address of the acknowledgee so we have very few of these.