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You can edit or add information to family records by navigating to Information > Families.

  

 To insert a picture
  1. Locate the appropriate family.
  2. In the navigation pane, click Primary Information.
  3. For Picture File Name, click the browse icon  and locate the family's digital image file.

    Useful Information

    You must use one of the following file types: .jpg, .jpeg, .bmp, .png, .emf, .wmf, or .ico.

  4. Select the file, and click Open.
  5. Click Save.

Useful Information

The default path for pictures is \Data\Pictures. Family pictures can be saved in a subdirectory of this folder. If you do that, they're automatically backed up when the program is scheduled for a backup. Because picture files are large, they take up more space on your hard drive than text files.

If backing up large files is a concern, consider creating a directory outside the PDS program folder to store your picture files. Outside of \Data\Pictures, your photos are not automatically backed up, and you must back them up manually.

 To insert a remark
  1. Locate the appropriate family.
  2. In the navigation pane, click Primary Information.
  3. Under Remarks, select General or Confidential.
  4. In the Remarks text box, enter notes or comments.
  5. To check spelling, right-click in the text box, and click Spell Check.
  6. Click Save.

Useful Information

You can protect remarks with a password so that only those authorized can view or edit them. On the Administration tab, click Users & Passwords. Under Program Area, locate Families > Confidential Fam Remarks. Select the security option you want.

 To associate a keyword with a family
  1. Locate the appropriate family.
  2. In the navigation pane, click Primary Information.
  3. In the Family Keywords grid, click the add icon .
    • To select a keyword from the current list, click the drop-down arrow.
    • To add a new entry, enter a description, press Tab, and click Add to the List.
  4. Click Save.

  

Additional Field Information

ID Number
Enter the family’s ID number. If configured under File > Setup > ID Number Options, this number is automatically assigned when adding new families.

Inactive
Select if the family is inactive. If selected, the family's record remains in the database, but it's ignored by the program during processing (unless you select to include inactive records).

Add Documents
Upload additional documents to support the information you've already entered. For more information, see Add and View Documents.

Also Visible In
If you share data with other PDS Office programs, changing this record affects the matching record in the program indicated.

Registered
Enter the date (MM/DD/YYYY) that the family registered, or click the calendar icon to select the date from a calendar.

Left Parish
When a family is no longer a member of your parish, enter the date they left, or click the calendar icon to select a date. Select Inactive as well.

Street Addr
Enter the address of the family residence. If the mailing address is different from the home address, enter it under Mailing Address in the Other Addresses section.

Map
View a map for the address listed. The map displays an Internet mapping service. To select another map service, click Mapping Preferences at the top of the window. You must have an active Internet connection to use this feature.

Addr Line 2
If a second line is required for the address, enter it here. If the family has a mailing address, such as a P.O. Box, enter it under Mailing Address in the Other Addresses section.

City/State
Enter the city/state for the street address. This optional keyword field uses names from the City/State Names list. If the city/state name you enter is not in the keyword list, a dialog box displays where you can add it.

ZIP/Postal
Enter the postal code. To view the CASS Certification information, click in this field. The Extra Information window displays. You can also view or edit the Delivery Point, Carrier Route, and Line of Travel information here.

Geog. Area
Define a geographic area that you can use to group families in close proximity. This optional field can be useful if you want to organize neighborhood canvasing or if you just want to inform people of an upcoming event in their areas.

Useful Information

You can use any combination of numbers and letters. If you use numbers and letters, entry must be consistent or it can seem as though families are not sorted correctly when you print reports sorted by area. For example, if you define your geographic area with an alpha-numeric format, such as AB–12, then make sure you use that format consistently for all the family records within that geographic area.

Phones
Click the grid to open the complete list of family and member phones. Enter any phone numbers, and select whether to show each one for the whole family or individual members. If applicable, you can enter up to six digits for a phone number extension. Select a description keyword to identify the phone number, such as "Home" or "Cell." Select Unl to indicate an unlisted number. There is no limit on the number of phones you can enter.

Emails
Click the grid to open the complete list of family and member emails. Enter any email addresses, and select whether to show each one for the whole family or individual members. You can add multiple email addresses, and send an email to all listed email addresses at once. Select a description keyword to identify the phone number, such as "Personal" or "Office." Select Preferred if the family/individual prefers to receive email rather than mail, and select Unl to omit the email from reports created for external use.

Family Keywords
Use this list to enter miscellaneous information that describes the family. You can select from the keywords that were set up in the family keyword lists, or you can add them. If you enter keywords that aren't included in the predefined list, the Not in the List dialog box displays. Use the add , delete , and reorder  icons to manage keywords.



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