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Define Default Insert Forms

The following information is covered in this topic:

• Introduction
• Create a Default Insert Form
• Edit a Default Insert form
• Delete a Default Insert Form
• Create a System Default Insert Form
• Edit a System Default Insert Form
• Delete a System Default Insert Form
• Use an Active Default Insert Form to Create a Data Row
• Activate an Inactive Default Insert Form (System or User) to Create a Data Row

Introduction

When you create a new data row, you can begin with either a blank insert form or begin with an insert form that has some of the data fields already populated with values. These already populated values are called "default" values. Think of an insert form with data fields that contain default values as a template. Users define default values on template insert forms. These template insert forms can then be used when inserting new rows into Abila Millennium.

Insert forms with default values can enhance your efficiency when creating new rows.

For example...

At the conclusion of a Phonathon campaign, you enter all of the new pledges. Most of the information will be the same (standard) for each transaction entered, so define a default insert form to standardize fields such as campaign, campaign year, gift restriction, gift effective date, gift type, and source. Use this Default Insert form when you create these new transactions. You may only have to enter a gift amount before clicking Insert!

There are two types of template insert forms.

Default Insert - A Default Insert form is created by any Abila Millennium user who is not a system administrator.

• It is available only to the user who created it.

• A user can create as many Default Insert forms as she or he wants, for most, but not all, data tables. Click here for the list of tables that do not allow multiple Default Insert forms.

  In the Profiles World, the following tables do not allow multiple Default Insert forms:

  • Attachments
  • Event Log (all tables)
  • Membership
  • Summaries

  In the Events World, the following tables do not allow multiple Default Insert forms:

  • Attachments
  • Audio/Video Needs
  • Lodging
  • Special Needs
  • Tourney Needs
  • Transportation
  • Items
• Only one Default Insert form can be active at any one time.
• In Abila Millennium, Default Insert forms are also called Defined Defaults or Prototypes.

System Default Insert - A System Default insert form is created ay a system administrator.

• It is available system-wide. Every user can have access to a System Default Insert form.
• Each data table can have only one System Default Insert form.
• In Abila Millennium, System Default Insert forms are also called System Defined Defaults or System Prototypes.

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Create a Default Insert Form

1. Log on to the system .
2. Locate any constituent and display the data for the table that corresponds to Default insert form that you want to create. It is not necessary for the constituent to have any data in that table.
3. Point to either the Section Header Edit button or the Edit button located to the left of any existing record.
4. Point to Options. Click Define Default. The Define Defaults page will display.

5. Access the Default Insert form for the data table.

   Click the (New Default) list item to begin from scratch.

   Or

   Click the (System Default) list item to use the System Default insert form as a template for your new one.

6. Click OK.
7. Enter the Default Name. The name must be unique for your User ID.
8. Leave the Active flag checked if this new Default Insert form will be your active one. Each user is allowed only one active Default Insert form per data table. If Active remains checked, it will deactivate any other active Default Insert form for the table even if the active one is the System Default Insert form.

9. If you want a Date field on the form to default to the day that you will be inserting a row into Abila Millennium:

   1. Click the Calendar control located next to the date field.
   2. Click Default to Today. The value in the date field will now show <TODAY>.
   3. If you do not want to use the Calendar control, you can type the word "today" (without the quotes) into the Date field instead.
10. Enter other data and set other options as you desire.

11. Click Insert

    Or

    Click Cancel to halt the process without creating a new Default Insert form.

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Edit a Default Insert Form

1. Log on to the system .
2. Locate any constituent and display the data for the table that corresponds to the Default Insert form you want to edit.
3. Point to either the Section Header Edit button or the Edit button located to the left of any existing record.
4. Point to Options. Click Define Default. The Define Defaults page will display.
5. Click the name of the Default Insert form that you want to edit.

6. Click OK. The table's Default Insert form displays.

   Note: If a Date on the form defaults to the day that a row will be inserted into Abila Millennium, <TODAY> will show in the field.

7. Change any data and options as you desire.

8. Click Update

   Or

   Click Cancel to discard your changes.

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Delete a Default Insert Form

1. Log on to the system .
2. Locate any constituent and display the data for the table that corresponds to the Default Insert form you want to delete.
3. Point to either the Section Header Edit button or the Edit button located to the left of any existing record.
4. Point to Options. Click Define Default. The Define Defaults page will display.
5. Click the name of the Default Insert form that you want to delete.
6. Click OK. The table's Default Insert form displays.

7. Click Delete

   Or

   Click Cancel to close the Default form without deleting the Default Insert form.

   Important! You will not be asked to confirm the deletion. The Default Insert form will be removed from the system immediately.

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Create a System Default Insert Form

1. Log on to the system as a system administrator.
2. Locate any constituent and display the data for the table that corresponds to the System Default Insert form that you want to create. It is not necessary for the constituent to have data in the table.
3. Point to either the Section Header Edit button or the Edit button located to the left of any existing record.
4. Point to Options. Click Define Default. An insert form for the data table will display.

5. If you want a Date field on the form to default to the day that you will be inserting a row into Abila Millennium:

   1. Click the Calendar control located next to the date field.
   2. Click Default to Today. The value in the date field will now show <TODAY>.
   3. If you do not want to use the Calendar control, you can type the word "today" (without the quotes) into the Date field instead.
6. Enter other data and options as you desire.

7. Click Insert

   OR

   Click Cancel to halt the process without creating the System Default Insert form.

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Edit a System Default Insert Form

1. Log on to the system as a system administrator.
2. Locate any constituent and display the data for the table that corresponds to the System Default Insert form that you want to edit. It is not necessary for the constituent to have data in the table.
3. Point to either the Section Header Edit button or the Edit button located to the left of any existing record.

4. Point to Options. Click Define Default. An insert form for the data table will display.

   Note: If a Date on the form defaults to the day that a row will be inserted into Abila Millennium, <TODAY> will show in the field.

5. Change the data and options as you desire.

6. Click Update

   OR

   Click Cancel to discard your changes.

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Delete a System Default Insert Form

1. Log on to the system as a system administrator.
2. Locate any constituent and display the data for the table that corresponds to the System Default Insert form that you want to edit. It is not necessary for the constituent to have data in the table.
3. Point to either the Section Header Edit button or the Edit button located to the left of any existing record.
4. Point to Options. Click Define Default. An insert form for the data table will display.

5. Click Delete

   Or

   Click Cancel to close the Default form without deleting the System Default Insert form.

   Important! You will not be asked to confirm the deletion. The Default Insert form will be removed from the system immediately.

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Use the Active Default Insert Form to Create a Data Row

1. Locate the desired constituent and display the data for the table for which you will be creating a new record.
2. Point to either the Section Header Edit button or the Edit button located to the left of any existing record.

3. Click Insert via Default. The insert form will be identical in layout and appearance to the standard insert form for the data table, but it will already contain a set of data that you have previously defined for that Default.

   Note: If there is no Active Default insert form defined, then the System Default insert form will be shown instead. And, if there is no System Default insert form defined, then the blank insert form will be shown.

4. Add, delete or edit any of the data in any of the fields, and set any options as desired, until the form accurately reflects all of the data and options that you want to place in the row.

5. Click Insert

   Or

   Click Cancel to halt the process without creating a new data row.

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Activate an Inactive Default Insert Form (System or User) to Create a Data Row

1. Locate the desired constituent and display the data for the table for which you will be creating a new record.
2. Point to the Section Header Edit button .
3. Point to Choose Default. The System Default Insert form and the names of all of the Default Insert forms that are associated with your User ID will be listed. In addition, the Active Default Insert form will be so noted.
4. Click the name of the Default Insert form that you want to use. The insert form that is presented is identical in layout and appearance to the standard insert form for the data table, but it will already contain a set of data that you have previously defined for that Default.
5. Add, delete or edit any of the data in any of the fields, and set any options as desired, until the form accurately reflects all of the data and options that you want to place in the row.

6. Click Insert

   Or

   Click Cancel to halt the process without creating a new data row.

The Default Insert form that you select is now your Active Default Insert form, unless you chose the System Default Insert form. This is the one that will be used for Insert the next time that you create a new data row by using Insert via Default menu item (or when you create a new data row in Fast Data Entry mode). This is the one that will remain the Active Default Insert form until you use Choose Default to select a different Default Insert form/

The Default Insert form that you chose will become the Active one even if you canceled out of the Insert process, unless you chose the System Default Insert form.

The Choose Default menu item is not available if you have not defined a Default Insert form, and there is no System Default Insert form defined for this table.

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More...

Creating a Default Insert form for a data table will not create a record for the current constituent that is displayed.

During data entry, any edits that are made to the data that is populated on the Default insert form will not be saved to the Default Insert form itself.

Information about the Default Names, User Ids, and Default active/inactive flags for each System and user Default Insert form is stored in the prototype_name table.

The ability to create System Default Insert forms and multiple user Default Insert forms was added for Abila Millennium 7.4. Default Insert forms that were created in versions prior to version 7.4 are carried over and listed as (no name). You will not be able to change the name on a (no name) Default Insert form. You will need to recreate it as a New Default and then delete the existing (no name) default.

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