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Cyberglue Memberconnex™ 10.6

Reference Manual

V10.6 Reference Manual

Copyright 2006-2010 Cyberglue Software Ltd.

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Cyberglue Memberconnex™ 10.6

Copyright 2006-2010 Cyberglue Software Ltd.

Reference Manual

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Reference Manual

Quick Reference Perform the following common tasks in Memberconnex by navigating to the section described. See the Contents page for the chapter and section’s page number. Task

Chapter / Section

Communications

8

Send an Email to People

8.1

Download a Mailing List

8.2

Member Database

4

Create a new Person

4.5

Create a new Company

4.3

Add Membership to a Person

4.7

Create Membership invoices

4.8

Events

6

Create an Event

6.3

Website Content Management

5

Create a new page in the website

5.5

Create a new News item

5.8

Commerce

7

Create a Product

7.4

Receive a Payment

7.8

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Contents Introducing Memberconnex ............................................................................................................................................... 8 Key Memberconnex Components ......................................................................................................................................................................... 8

Getting Started ................................................................................................................................................................. 10 Logging In ............................................................................................................................................................................................................ 10 Command Lines and Buttons .............................................................................................................................................................................. 10 Command Lines ..................................................................................................................................................................................................................... 10 Buttons .................................................................................................................................................................................................................................. 12

Navigating the Memberconnex Console .......................................................................................................................... 13 Dashboard ........................................................................................................................................................................................................... 13 Administrator Menu............................................................................................................................................................................................ 14 Submenus of the Admin Menu .............................................................................................................................................................................................. 14 Membership Menu................................................................................................................................................................................................................ 15 Portal Menu .......................................................................................................................................................................................................................... 15 Events Menu ......................................................................................................................................................................................................................... 15 Sales Menu ............................................................................................................................................................................................................................ 15 Shop Menu ............................................................................................................................................................................................................................ 16 Education Menu (Education Module ONLY) .......................................................................................................................................................................... 16 Help Menu ............................................................................................................................................................................................................................ 17

The Member Database ..................................................................................................................................................... 19 Membership Types.............................................................................................................................................................................................. 19 Individual Membership ......................................................................................................................................................................................................... 19 Corporate .............................................................................................................................................................................................................................. 19

Companies .......................................................................................................................................................................................................... 20 View the Companies List ....................................................................................................................................................................................................... 20

Create a New Company....................................................................................................................................................................................... 22 Linking People to a Company Location .................................................................................................................................................................................. 25 Edit the Person-Company Relationship ................................................................................................................................................................................. 26 Viewing Previous Company Employees ................................................................................................................................................................................. 27 Categorising Companies – Using Groups of Companies ......................................................................................................................................................... 28

Removing a Company from the Active Database ................................................................................................................................................ 31 Removing Staff from Company .............................................................................................................................................................................................. 31 Archiving the Company ......................................................................................................................................................................................................... 32

People ................................................................................................................................................................................................................. 33 View the People List .............................................................................................................................................................................................................. 33 Filtering the People List ......................................................................................................................................................................................................... 33

Create a New Person ........................................................................................................................................................................................... 36 Adding Addresses to People................................................................................................................................................................................ 40 Adding Membership to People ........................................................................................................................................................................... 42 Create a Person’s Membership by Invoicing .......................................................................................................................................................................... 42 Grant a Person’s Membership without Invoicing................................................................................................................................................................... 44

Renewing Membership (through the Renewals Console) ................................................................................................................................... 45 4.8.1 Review Upcoming Invoices Prior to Creation ................................................................................................................................................................ 45 4.8.2 Build All Renewal Invoices ............................................................................................................................................................................................ 46 Build a Single Renewal Invoice .............................................................................................................................................................................................. 47 4.8.3 Sending Invoices to Members ....................................................................................................................................................................................... 48 4.8.4 Recording a Membership Payment through the Renewals Console.............................................................................................................................. 50

My Dashboard – A Person’s Information Screens ............................................................................................................................................... 51 My Dashboard ....................................................................................................................................................................................................................... 52

Categorising People – Using Groups of People ................................................................................................................................................... 53 Creating a New Group of People ........................................................................................................................................................................................... 56

Chapters – Regional Groups, Special Interest Communities Etc .......................................................................................................................... 59 Accessing the List of Chapters ............................................................................................................................................................................................... 59

Memberconnex Content Management v5.7 .................................................................................................................... 64 Accessing the Portal Content Management Area................................................................................................................................................ 64 Viewing the SiteMap ............................................................................................................................................................................................................. 64

Viewing a Page as an Administrator .................................................................................................................................................................... 65 Copyright 2006-2010 Cyberglue Software Ltd.

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Content Vs Layout ............................................................................................................................................................................................... 65 Building a Portal’s Information Structure ............................................................................................................................................................ 66 Categories (most content pages) ........................................................................................................................................................................ 67 Creating a New Category ....................................................................................................................................................................................................... 67 Advanced Mode: Advanced Options of the Sub-Category ..................................................................................................................................................... 69 Publishing a New Category .................................................................................................................................................................................................... 72 Relating Other Sections to a Category ................................................................................................................................................................................... 74 Setting the Related Section ................................................................................................................................................................................................... 75 Editing a Category ................................................................................................................................................................................................................. 75

News Sections ..................................................................................................................................................................................................... 76 Creating a New Section ....................................................................................................................................................................................... 80 Add Existing Section to a Category ........................................................................................................................................................................................ 80 Add New Section to a Category ............................................................................................................................................................................................. 80 Section – Advanced Mode Editing ......................................................................................................................................................................................... 81

Story Creation and Management ........................................................................................................................................................................ 85 Simple Vs Advanced View...................................................................................................................................................................................................... 85 Start Creating a Story ............................................................................................................................................................................................................ 87

Using the WYSIWYG Content Editor .................................................................................................................................................................... 89 Editor Button Groupings ........................................................................................................................................................................................................ 89 Copying and Pasting into the Content Editor ......................................................................................................................................................................... 90

Relating Content to other Content ...................................................................................................................................................................... 91 Setting Related Sections ........................................................................................................................................................................................................ 91

SmartNav ............................................................................................................................................................................................................ 92 Other Menus ....................................................................................................................................................................................................... 93 Menus in the site Layout ....................................................................................................................................................................................................... 93 Managing Menus................................................................................................................................................................................................................... 93

More on Cyberglue Content Structures .............................................................................................................................................................. 96 More Complex Information Structures ............................................................................................................................................................... 97 The Newspaper Example ....................................................................................................................................................................................................... 98

Events ............................................................................................................................................................................... 99 Events in Memberconnex ................................................................................................................................................................................... 99 Event Calendar .................................................................................................................................................................................................. 100 Events Filter ........................................................................................................................................................................................................................ 101

Create an Event ................................................................................................................................................................................................. 102 Selling Event Attendance .................................................................................................................................................................................. 107 Create an Event Product...................................................................................................................................................................................................... 108 Setting the Event Ticket Product Pricing .............................................................................................................................................................................. 111 Linking Events and Products ................................................................................................................................................................................................ 112

How people register for Events ......................................................................................................................................................................... 114 Relating Other Content to an Event .................................................................................................................................................................. 115 Event Related Content Areas – Attendees Only................................................................................................................................................................... 115

Event Ticket Holders ......................................................................................................................................................................................... 117 View Ticket Holders ............................................................................................................................................................................................................. 117 Edit an Event Ticket’s Details ............................................................................................................................................................................................... 117 Add a New Ticket for a Person ............................................................................................................................................................................................ 118 Download a Mailing List of Ticket Holders ........................................................................................................................................................................... 119 Contact Ticket Holders by Email .......................................................................................................................................................................................... 120 Download Name Badges ..................................................................................................................................................................................................... 120

Record Attendance to an Event ........................................................................................................................................................................ 121 View a Person’s Event Tickets ........................................................................................................................................................................... 122 Managing Event City & Venue Dropdown Lists ................................................................................................................................................. 123

Memberconnex eCommerce .......................................................................................................................................... 124 Key Functions .................................................................................................................................................................................................... 124 Beginning eCommerce ...................................................................................................................................................................................... 125 Grouping Products Together ............................................................................................................................................................................. 126 Creating Products .............................................................................................................................................................................................. 132 Create a New Product ......................................................................................................................................................................................................... 132 Add New Product ................................................................................................................................................................................................................ 132 All Product Settings ............................................................................................................................................................................................................. 135 Adding Prices to a Product .................................................................................................................................................................................................. 137

Managing Products ........................................................................................................................................................................................... 138 Product Administration Links .............................................................................................................................................................................................. 140

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Pricebooks ......................................................................................................................................................................................................... 141 How Price Books Work ........................................................................................................................................................................................................ 141 View, Create or Edit Pricebooks .......................................................................................................................................................................................... 142 Create a New Price Book ..................................................................................................................................................................................................... 144

Shipping ............................................................................................................................................................................................................ 145 View and Edit Shipping Zones .............................................................................................................................................................................................. 145 Edit a Shipping Zone ............................................................................................................................................................................................................ 146 Create an International Shipping Zone ................................................................................................................................................................................ 146

Taxes ................................................................................................................................................................................................................. 147 Taxes – Key Points ............................................................................................................................................................................................................... 147 View all Taxes ...................................................................................................................................................................................................................... 147 Edit / Create New Tax .......................................................................................................................................................................................................... 148

Accounts ........................................................................................................................................................................................................... 150 View all Accounts ................................................................................................................................................................................................................ 150 View an Individual Account ................................................................................................................................................................................................. 151 View Accounts with an Outstanding Balance....................................................................................................................................................................... 151 Sending Account Statements ............................................................................................................................................................................................... 152

SalesOrders & Payments ................................................................................................................................................................................... 154 Online Credit Card Payments .............................................................................................................................................................................................. 155 Receiving a Payment Manually ............................................................................................................................................................................................ 155

Create a Sales Order as an Administrator ......................................................................................................................................................... 158 Credit Notes ...................................................................................................................................................................................................... 164 Viewing the Complete List of Credit Notes .......................................................................................................................................................................... 165 Viewing a Member’s Credit Notes ....................................................................................................................................................................................... 165 Creating a New Credit Note ................................................................................................................................................................................................. 166 Apply the Credit Note to a SalesOrder ................................................................................................................................................................................. 170

ReFunds ............................................................................................................................................................................................................ 171 Viewing the Complete List of Credit Notes .......................................................................................................................................................................... 171 Viewing an Individual Member’s Refunds ........................................................................................................................................................................... 171 Recording a Refund ............................................................................................................................................................................................................. 172

Communication and Interaction ..................................................................................................................................... 173 Sending Email Campaigns ................................................................................................................................................................................. 173 Send an Email from the People List (using data filters) ........................................................................................................................................................ 174 View Existing Emails in the Messaging Outbox .................................................................................................................................................................... 178 Re-Send a Previously-Sent Email ......................................................................................................................................................................................... 178 Including an Unsubscribe Link ............................................................................................................................................................................................. 179

Download a Mailing List .................................................................................................................................................................................... 180 Download Mailing Labels .................................................................................................................................................................................. 180 Communication Activities (recording other Communications) ......................................................................................................................... 181 Data Filters ........................................................................................................................................................................................................ 184 Making Changes to a Data Filter .......................................................................................................................................................................................... 185 The Filter Edit Screen .......................................................................................................................................................................................................... 186 Setting the Items on a Data Filter ........................................................................................................................................................................................ 188 Configuring the Columns displayed in a Data Filter ............................................................................................................................................................. 190 Setting default Sorting on a Data Filter................................................................................................................................................................................ 195 Data Filter Fields in Plain English ......................................................................................................................................................................................... 197

Discussion Forums............................................................................................................................................................................................. 203 Create a Discussion Area ..................................................................................................................................................................................................... 203 Set Permissions to Enable Discussion .................................................................................................................................................................................. 204 Set permissions for Discussion Moderator roles.................................................................................................................................................................. 204

Surveys .............................................................................................................................................................................................................. 208 Creating a New Survey ........................................................................................................................................................................................................ 209 Further Question Types ....................................................................................................................................................................................................... 212 Publishing a Survey in the Website ...................................................................................................................................................................................... 212

Mailing List or Interest (Distribution) User Groups ........................................................................................................................................... 214

Security ........................................................................................................................................................................... 215 Permissions ....................................................................................................................................................................................................... 215 Inheritance ........................................................................................................................................................................................................ 215 Multiple Inheritance Paths ................................................................................................................................................................................ 215 Permissions Inheritance on New Content Items ............................................................................................................................................... 216 Manually Setting Basic Permissions .................................................................................................................................................................. 217 Editing Permissions & Advanced Settings ......................................................................................................................................................... 219

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Memberconnex Reports ................................................................................................................................................. 221 Memberconnex Reports ................................................................................................................................................................................... 221 Standard Reports .............................................................................................................................................................................................. 221 Commerce Reports .............................................................................................................................................................................................................. 221 Membership Reports ........................................................................................................................................................................................................... 222 Visitors (to website) ............................................................................................................................................................................................................ 222 Customized Reports (to include association logos and details) ........................................................................................................................................... 223 Running or Exporting a Report ............................................................................................................................................................................................ 224

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INTRODUCING MEMBERCONNEX KEY MEMBERCONNEX COMPONENTS Cyberglue Memberconnex includes the following core modules and / or components: Module

Description of Functionality

Content Management

Creation and editing control of content on site Separation of Content and Layout User Roles allowing editing of appropriate information only

Membership Management

Membership renewal management Membership changes, upgrades, cancellations People creation and management Company creation and management Person - Company relationships Online application process for Membership Differing functionality based on Person’s role Optional authentication with external systems

Event Calendar

Event Calendaring, integrated with eCommerce to provide online booking and purchasing of Event tickets Event attendance recording

Accounts & eCommerce

Accounts receivable Product management, including categorisation, and brand grouping Multiple shipping zones International Tax handling Online Credit Card authentication Accounts and payment Optional integration with ERP / Stock systems Volume-based pricing Relationship-based pricing Accounting reports

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Blogs & Discussion Forums

Blogs and Discussion Forums for Registered Members

Surveys

Online User surveys

Permissions Management

Flexible security permissions management Multiple permissions models Administrator configurable security Membership and purchase-based permissions

Advocacy

Receive submissions from Members Present files online, such as PDF and PowerPoint files Surveys and Polls

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GETTING STARTED LOGGING IN Your Memberconnex Administrator username and password will be provided to you during the setup phase of your project. Simply enter these in the Login screen on the Memberconnex Console to access full administrator functionality, or on the Portal to access screens the Members will see. Console login address: http://login.Memberconnex.com number.

Login using your username, password and customer

Once you have successfully logged in we recommend book-marking in your browser the dashboard page you are shown.

COMMAND LINES AND BUTTONS Memberconnex uses consistent link and button conventions throughout the site. The following points describe the usage of these in the Memberconnex environment.

COMMAND LINES When logged in as Administrator the user will see many links in the pages of the Memberconnex site that are not visible to regular members. These links are provided for the administration of content within the site. Links are displayed below the heading of the items to which they apply – that is, a page of the site will have its heading, immediately below which appears a bar containing several links for the administration of that page. For example:

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Similarly, when viewing a Product page in the ecommerce area of the Memberconnex site, command links specifically relevant to ecommerce products are provided:

ADMINISTRATION INFORMATION In addition to the administration command lines provided under the item or page’s Title, administration information about the item itself is provided, enabling the Administrator to see when the object was created, when it was last updated, by whom, and what specific type of Memberconnex content object it is (Category, Section, and Product etc):

MOVING CONTENT OBJECTS AROUND PAGES Command lines are also used for moving content objects within Memberconnex site pages. Common links provided within a page may include Top, Up Down and Bottom, as per the following example:

These links enable the Administrator to arrange the order of content within a page.

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BUTTONS Buttons are used elsewhere in a Memberconnex site, predominantly where information is filled in by a User and sent back to the site (e.g. a Contact Us form). This includes the following site tasks and areas: • • •

Registration Adding / removing Products to /from the Shopping Cart Shopping Checkout Process

KEY BUTTONS USED IN CONTENT CREATION AND EDITING Insert Used when creating a new content item, user, organization etc. Creates a new instance.

Update Used when editing an object or user – saves any changes made to information or settings. Do not click if you wish to abandon mistaken changes – the Cancel button shown below should be used to exit the edit-page without saving changes.

Cancel Used to cancel unwanted changes or the creation process. Example of buttons in Memberconnex:

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NAVIGATING THE MEMBERCONNEX CONSOLE DASHBOARD When first logging in to the Memberconnex console you are directed to the Dashboard page. This provides summary information, quick links to key areas, search boxes for people and companies and a drop-down box for quick access to create new people or companies.

The Dashboard can be accessed at any time by clicking the Dashboard link (top-left on the admin menu) or by clicking the top-left logo.

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ADMINISTRATOR MENU The Console Administrator Menu provides access to the key areas of functionality.

Clicking an item in the Admin menu provides a drop-down menu of all the things you can do in this area of the Console.

SUBMENUS OF THE ADMIN MENU Menu Membership

Menu Items People Companies Groups of People or Companies Manage Memberships Applicants for Membership Subscriptions (e.g. insurance, magazines)

Portal

Maintain Website content Email Campaigns Website Reports

Events

Events Calendar

Sales

Accounts Orders Payments Refunds Credit Notes Accounting Reports

Shop

Online Store Products Product Categories Pricing Shopping Reports

Tools

File System (images, PDFs, PowerPoints etc) All Reports Email Outbox Administration options

Help

About Email support

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MEMBERSHIP MENU Menu Item

Description

People

Access the list of all people (members) contained in the database.

Groups of People

View all groups of people.

Companies

Access the list of all companies contained in the database.

Groups of Companies

View all groups of companies.

Renewals Console

The Renewals Console is used to manage bulk renewing of membership and other subscriptions.

Personal Membership Classes

View and manage all membership classes that may be owned by People.

Corporate Membership Classes

View and manage all membership classes that may be owned by Companies.

Membership Services

View and manage all subscriptions that are not memberships (e.g. indemnity insurance).

Non-membership Classes

View and manage other classes.

Membership Periods

View and manage membership renewal periods, e.g. financial years, actual years, monthly expiration characteristics.

Applications

View, edit and vet membership applicants.

Reports

Reports related specifically to people, companies and membership.

PORTAL MENU Menu Item

Description

SiteMap

View and edit the information architecture of the website. Add new pages to the top navigation level.

Main page

View and edit the content on the website homepage.

Menus

View and edit any secondary menus used in your website’s custom layout.

Webboxes

View and edit any webboxes, e.g. home page In Focus column, right-hand column content.

Sections

Access and edit other sections of content.

Feedback

Manage surveys and contact us forms.

Users

When People log in to the website they receive a matching User record for the website. View and manage the website’s User records here.

Reports

Search the content of the website pages.

EVENTS MENU Menu Item

Description

National Calendar

Manage the Event Calendar, and new events, view event attendees.

SALES MENU Menu Item

Description

Customer Accounts

View and manage all People and Company Accounts in the database. A Person or Company must have an Account to purchase, and financial transaction records are held against this Account.

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Sales Orders

View any existing Sales Orders in the database, made either by members through the website or Administrators through the console.

Payments

View all Payments recorded in the database, whether recorded manually by Administrators or made by credit card through the portal (website).

Credit Notes

View and manage all Credit Notes in the database.

Refunds

View and manage any Refunds created in the database.

Taxes

Manage taxes that may be applied to Sales Orders and when they should be applied (e.g. national taxes vs international purchasing).

Reports

View reports related to ecommerce transactions created in the site.

Batch Runs

Run an Outstanding Accounts Statement run.

SHOP MENU Menu Item

Description

Products

View and manage all Products existing in the Memberconnex site.

Groups of Products

View and manage all Product categories (e.g. Cameras, White-ware etc) through this link.

Price Books

View and manage Price Books through this link. Price Books enable the provision of different pricing to different parties based on their relationship with the site owner.

Shipping Zones

Different Shipping Zones may be created to manage different shipping prices based on the shopper’s location.

Brands

View and manage any product Brands here.

Reports

View reports related to the online shop.

EDUCATION MENU (EDUCATION MODULE ONLY) Menu Item

Description

Qualifications

View and manage qualifications that may be held by members.

Unit Standards

View and manage unit standards.

CPD Types

View and manage types of CPD points members may earn.

Courses

View and manage online courseware.

TOOLS MENU Sub Menu

Menu Item

Description

Reports

-

A list of all reports contained in the Memberconnex system.

Options

Picklists

View and manage picklist options for fields such as event location and city.

Category Trees

A tree-view of all categories and groups in the site, whether of people, companies, content pages or products.

System Content

View and edit text that appears on rarely changed screen areas, e.g. invoice content, member dashboard screens.

Sites

Manage the administrative settings of the website and console.

Security

Manage security permissions in the portal (website) and

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Data

Files

Messaging

Appearance

Manage the theme and layout files that provide all formatting for the portal and the console.

Data Filters

View and manage all data filters used to view lists of people (including website directory), companies and events.

Duplicates

Find duplicate people or companies and de-duplicate them.

Migration

Migration pen for viewing, editing and processing data being migrated from older databases to the Memberconnex database.

Import / Export

Import and Export profiles can be created and configured for importing data into or exporting data out from Memberconnex.

Extra pages and fields

Custom pages and fields for people, companies or events can be created and managed here.

Image Database

Access the database of images uploaded onto people or company profiles.

Secure

Access the file folder system where files may be stored securely, inaccessible to all unless permissions are granted.

Public

Access the file folder system where images and files may be uploaded for use in the public website. Files are accessible by URL, without security permissions.

Email Templates

Manage bulk-email styling templates, selectable when emailing from the people or companies list.

Outbox

View all email messages sent from the Memberconnex site to any person or company.

HELP MENU Menu Item

Description

About

Version information on the Memberconnex site.

Cyberglue Online

A link to the www.cyberglue.com website.

Email Support

Send an email directly to the Cyberglue Support desk.

Logout

Log out of the Memberconnex console.

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THE MEMBER DATABASE The Member database can cater to both corporate members and individual members. Membership can be made available to Individuals, or Individuals and Companies. Companies are not mandatory when using Memberconnex, but extend the flexibility available to Memberconnex site owners to manage memberships within the corporate sphere. Both Companies and People can be viewed under the Admin Menu >> Membership.

MEMBERSHIP TYPES INDIVIDUAL MEMBERSHIP Individual memberships are allocated to a Person. The person receives the benefit of the membership and pays the membership subscription.

CORPORATE Corporate Membership, for the Company only A Corporate membership may be considered to grant membership to the company alone and not any individuals (e.g. staff members attached to the company). This is particularly suitable for cases where the Company office must hold a membership while the Company’s employees must hold separate individual memberships.

Corporate Membership, all Staff benefitting Alternatively, a Corporate membership may be considered to grant membership to the company AND all the individuals listed against that company in the Memberconnex database. In this case all people attached to the company receive the benefit of that membership (e.g. members only pricing and content) so long as the company’s membership is current.

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COMPANIES VIEW THE COMPANIES LIST Access the Companies list through the Administrator Menu >> Membership >> Companies link. The Companies list appears as per the following example:

Administrative Links: • New Company: Start creating a new company • Export: Export the records currently viewed to Excel or a Memberconnex group • Mapping: Display the listed companies in a Google Maps view • Email: Send a bulk email to the listed companies • Activity: Record a bulk communication activity against the listed companies

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Administering Companies When viewing a Company record the Company menu links appear at the top of the record, directly under the company name:

SUMMARY OF COMPANY MENU ITEMS: Menu

Sub-menu item

Purpose

Summary

Returns to the Company’s summary screen, as shown above.

Edit Details

Edit the basic name and contact details information as entered during first creation.

Address Locations

Create and edit company office locations and addresses for those locations

Public Profile

Memberships

Event Tickets

Account

Public Profile

View the company’s public profile, i.e. a description and logo of the company used for display in online directories.

Edit Profile

Edit the company’s public profile.

Memberships

View any memberships purchased on the Company’s account.

Staff

View a list of all the Company’s staff. Add and remove people to the company staff list.

Subscriptions

Paid subscriptions that are not membership, e.g. professional indemnity insurance, magazine subscriptions.

Event Tickets

View all tickets for upcoming events purchased on the Company’s account.

Past Events

View all tickets for historical events purchased on the Company’s account.

Account

Summary view of the Company’s Account and all financial transactions recorded against the company.

Order History

View and add sales orders / invoices.

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Payments

View and receive payments.

Adjustments

View and make adjustments to the account.

Credit Notes

View and create Credit Notes against the company’s account.

Refunds

View any refunds credited to the company’s account.

CREATE A NEW COMPANY STEPS IN CREATING A COMPANY

1. Create Company

2. Create Address Location

3. Create Account

1. CREATE THE COMPANY Click the New Company link at the head of the Company list shown previously. The following screen will be presented:

The initial New Company screen requires only basic details to be entered. Once the Company has been created further details such as company office locations can be added. Click Insert to create the new company. Field

Details

Name

Company’s name

Full Legal Name

Only required if different

Tel After Hours

Company’s national after-hours contact number

Tel Free

Corporate 0800 / 1800 number

Email

E.g. info@cyberglue.com – not a personal email

Website

Company’s website address

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2. CREATE AN ADDRESS LOCATION After creating the new company, click the Address Locations link on the company’s menu bar. The new Company must have at least one billing address prior to creating the Account used for financial transactions. Each Address Location may have a Postal Address and a Billing Address, as well as separate phone and contact details. Locations can be used for different office locations or even department locations.

Click Address Locations, then New Location The New Location screen appears as per the following example:

Ticking the Has Delivery Address check-box allows the creation of a distinct delivery address. Click Insert to create the new Address Location.

Viewing the new Address Location The new Address Location will appear as per the following example:

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Links immediately under the Address Location itself apply to this specific Location. E.g. clicking on Edit opens this Address Location for editing.

3. CREATE THE COMPANY’S ACCOUNT

Click on the Company’s menu Account item to view the Account summary page. To complete the process of setting up the new Company, click the Create Account link. After clicking Create Account the user is returned to the Company’s summary page. The process of creating the new company is now complete.

Why isn’t the Account created earlier? MemberConnex calculates international and regional taxes and freight based on a company’s billing address location. Hence an initial location is required to be set up prior to creating the Account.

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LINKING PEOPLE TO A COMPANY LOCATION Memberconnex allows companies to link their members to a specific branch or location of the organization. In this way, multiple branches of the same company can be stored under the same management structure within the database, whilst ensuring that all people receive communications and deliveries at their appropriate location. When viewing the organization record, a list of members within the organization is accessible through the company menu company menu >> staff.

The Staff page shows any people currently attached to the company.

ADD PEOPLE TO A COMPANY When viewing the Staff page, click the Add People link to connect people to the company.

Search for the Person to Add Enter the person’s name in the search box and click Search:

Add Person to Company at a Location Tick the Select check-box on the row of the appropriate person, choose the desired Location from the Location dropdown box (that is, the location at which this staff member works) and click Add Selected.

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EDIT THE PERSON-COMPANY RELATIONSHIP The relationship between the person and the company may include further details including: • •

The person’s role at the company Whether the person is permitted to purchase on the company’s account

Links for editing these details are located on the right-hand side of each staff member’s row in the list:

Edit Location Change the company location the person is attached to by selecting from the drop-down.

Can Purchase on Corporate Account Ticking this check-box allows the person to opt to use the company’s account when purchasing through the website.

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Change Role

The Change Role button allows a person’s job title at the company and the date at which it began to be recorded. The history of changes to a person’s role within a company is viewable on a person’s Employment History tab.

Remove Remove a person from the company’s current staff list by clicking the Remove link.

The employment relationship with a company is accessible through both the person’s employment history screen and by viewing the company’s Staff screen.

VIEWING PREVIOUS COMPANY EMPLOYEES A list of a company’s former employees may be viewed by accessing the current staff list, then filtering for former staff. Access the current staff list on the company’s menu bar >> Staff.

In the Search area, change the Status drop-down box to Former. This displays a list of people who were formerly members of this company’s staff. A complete list of all current and former employees may be viewed by selecting Any in the Status drop-down box.

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CATEGORISING COMPANIES – USING GROUPS OF COMPANIES Companies can be categorized according to business types, relationship to the Memberconnex owner, or other characteristics. These are referred to in Memberconnex as Groups of Companies, accessible through Admin menu >> Membership >> Groups of Companies.

Example categorization of Companies • • •

Trade Directory of Organizations relevant to a specific business area Alphabetical groups, e.g. A-E, F-J, K-O etc Grouping based on geography, e.g. North Island, South Island

Why use Groups of Companies? • • •

Communicate with a sub-set of Companies Present groups of Companies to people browsing the site Export information on a sub-set of Companies

VIEWING GROUPS OF COMPANIES

Access the list of Groups of Companies through Administrator menu >> Membership >> Groups of Companies

The list of company groups is displayed as per the following example. In this case companies have been grouped in geographic regions. To view a specific group click directly on the name of the group you wish to view (as shown).

Groups are presented showing the hierarchy in which they are created. I.e. Companies / Industry Sectors / Electronics Clicking on the word Industry Sectors will take you to the Industry Sectors group (containing its sub-groups). Clicking on Electronics will take you to the Electronics group.

Upon clicking the link to a group, the group is displayed as per the following example:

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ADD A COMPANY TO A GROUP Directly under the title bar for the group – Auckland City – a list of command links is presented. The most commonly performed operation is Add Existing Company, in which a company already existing in the Memberconnex database is added to this group.

To add an existing company to the group of companies search for the desired company, tick the check-box next to the correct record and click Add Selected. The company is added to the group.

OTHER COMPANY GROUP COMMAND LINKS Command Link

Description

Edit

Edit the name of this group

Permissions

Change who has permission to view this group

Delete

Delete this group. This deletes only the group, not the companies themselves.

Move

Move this group to a different level in the hierarchy of company groups.

Sort

Sort the group alphabetically

History

View a history of all changes made to this group

New Subcategory

Create a sub-group within this group, into which companies may then be added.

Add New Company

Create a new company here. This is the same as creating a new company in the normal fashion, with the exception that the company is automatically included in this group.

Add Existing Company

Add an existing company into this group.

Folder #1 / #2

Not typically used.

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REMOVE A COMPANY FROM A GROUP When viewing a group the companies within a group have command links next to them providing the ability to change the order in which the companies are displayed, or remove them from the group entirely. The Top | Up | Down | Bottom links allow the order in which companies are displayed in this group to be changed by moving the companies up and down in the list.

Remove a Company To remove a company from the group click the Remove link next to the appropriate company, then click Yes on the following confirmation screen.

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REMOVING A COMPANY FROM THE ACTIVE DATABASE If a company has closed business, ceased membership, or needs to be removed from the association’s active database, the company record may be archived. Archiving moves the company out of the active database, but retains a record in the historical archives in order to preserve an audit trail of all interactions the company has been part of, e.g. financial transactions, membership operations and the like. Note, as the people in a Memberconnex site who are connected to a company may also be connected to other companies, or be members in their own individual right, staff members are not automatically archived at the same time as the company. Therefore, staff members should be removed from the staff list prior to archiving the company.

Steps in Archiving a Company 1. 2. 3.

Access the staff company list, and remove any staff that will not be archived Archive the company Archive any staff that will no longer be required in the database

REMOVING STAFF FROM COMPANY Access the current staff list on the Company’s menu bar >> Staff.

Click the Remove on a staff member’s row to remove this Person from the Company’s staff. This ensures that the Person removed from the staff list is retained as an existing contact in the Memberconnex database, as an individual or linked only to Companies that are active.

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ARCHIVING THE COMPANY To archive the Company, navigate on the Company’s menu tabs to Admin >> Admin, then click the Archive link.

A reason for archiving may be selected from existing reasons in use, or a new one added by typing in the provided box:

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PEOPLE VIEW THE PEOPLE LIST Access the database of People through the Administrator Menu >> Membership >> People. The list is displayed as per the following example:

Click on a Person’s name to view the person’s record. The list of people is displayed using a filter bar, which can have a number of different filters that are highly customisable. These provide different ways of searching the database of people.

FILTERING THE PEOPLE LIST Memberconnex provides the ability to filter the People List, and dynamically create or refresh Groups of People based on the filter settings. The people list (admin menu >> membership >> people) is displayed using a Filter that be can customized by an association administrator, in the following ways: • • • •

Which columns are being displayed in the list Which fields may be searched Global inclusions or exclusions (i.e. Format of the list, e.g. how many records per page

SEE DATA FILTERS IN CHAPTER 8 FOR INSTRUCTIONS ON HOW TO EDIT DATA FILTERS.

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Using the search box filters the list of people by the criteria entered. When filtering the list of People the records displayed in the list may then be exported through options provided in links under the People title bar: Command Link

Description

New Person

Create a New Person

Export

Export the listed people to an excel-compatible file, a mailing list or to a group (i.e. categorise the listed people in some way).

Mapping

Display a Google Map of the listed people.

Email

Send these people a bulk email campaign by creating a new email message or adding them to an existing in progress email message.

Activities

Record a communication activity in bulk against the listed people.

Print

Download a PDF file of standardized mailing labels.

SEE CHAPTER 8: COMMUNICATIONS AND INTERACTIONS FOR MORE ON SENDING COMMUNICATIONS.

USING THE ADVANCED PEOPLE FILTER The list of people is displayed by default using the standard people filter. To search the people list by more advanced criteria select the Advanced people filter from the Filter drop-down box:

The Advanced people filter is an example of a filter that includes many other search criteria:

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EXPORT TO PEOPLE GROUP Select the desired criteria using the People List Filter, and click the Export to Group link.

A screen as per the following illustration will be presented:

Export to Use the drop-down box to select an existing group into which the selected people will be placed.

Clear older data from this folder Ticking this check-box will remove from the group any people who are in it prior to placing the selected people into the group. For example, a user may wish to periodically refresh the members of a group based on multiple criteria.

Or, Create a new sub-group This is used in combination with the Export to drop-down box. In the following example the export to group process will create a new sub-group of the Interest Areas group:

Click the Export Button to complete the process

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CREATE A NEW PERSON When creating a new person the following steps should be completed: • • •

Create the new person with basic contact details Add an address record to the person under their Addresses tab Add membership if required (either by granting it, or by creating an invoice to be paid)

Create a New Person A new person can be created from either the People List or from the Create New… box on the homepage:

The following new person creation screen is presented:

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Personal and Contact Details The initial new person creation screen provides fields for entering personal name and contact details. Address details can be added on subsequent screens.

Password A person’s login password may be created during the New Person process. Alternatively, the Enable Logins box may be un-checked if the person is not required to log in (e.g. a member without email), or if the administrator wishes to enable logins for all members later, using the Registration Console.

PERSON SUMMARY SCREEN After creating a new person, the user is presented with the person’s summary screen:

Title Bar The title bar contains the person’s name on the left and Memberconnex unique ID number and membership status on the right.

SUMMARY OF PERSON MENU ITEMS Menu

Sub-menu item

Summary Edit Details

Purpose Returns to the Person’s summary screen, as shown above.

Edit Details

Edit the basic name and contact details information as entered during first creation.

Addresses

Create and edit addresses.

Change Password

Change the person’s password for logging into the

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Profile

Reference Manual member website. View and edit the person’s preference group checkboxes, where the person selects their communication and interest area preferences.

Profile

View the person’s public profile, i.e. a description and picture of the person used for display in online directories.

Edit Profile

Edit the person’s public profile.

Profile Groups #1 (renamed as needed)

Tick-box options for the person to indicate, for example, areas of business they are involved in. Used for displaying the online directory.

Profile Groups #2 (renamed as needed)

Tick-box options for the person to indicate, for example, areas of business they are involved in. Used for displaying the online directory.

Employment History

View the history of a person’s links with companies in the database (i.e. role, from and to dates).

Education

View the Person’s summary screen for Education.

Qualifications

View and manage any Qualifications the person holds.

Unit Standards

View and manage Unit Standards held by the person.

CPD

View the person’s CPD (continuing professional development) summary, and edit, add or delete CPD points records.

Courses

View a history of online courses completed by the person, and marks achieved.

Membership

View current and historical memberships attached to the person. Grant new membership (if not creating through an invoice).

Subscriptions

Paid subscriptions that are not membership, e.g. professional indemnity insurance, magazine subscriptions.

Event Tickets

View all the person’s tickets for upcoming events.

Past Events

View the person’s tickets for historical events.

Account

Summary view of the Person’s Account and all financial transactions recorded against the person.

Order History

View and add sales orders / invoices.

Payments

View and receive payments.

Adjustments

View and make adjustments to the account.

Credit Notes

View and create Credit Notes against the person’s account.

Refunds

View any refunds credited to the person’s account.

Communications

Communication activities recorded against the person, e.g. hard copy campaigns, structured interactions such as phone campaigns etc.

Messages

View a record of all email messages sent to the person through the Memberconnex system.

Bookings

Bookings

View all resource bookings the person has made through the Memberconnex site.

Admin

Admin

Archive the person out of the active database, or disable

Education

Memberships

Event Tickets

Account

Communications

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Notes

Record notes of interaction with the person. These notes are visible to Administrators but never to the person.

Messages

View a list of all emails sent to the person through Memberconnex.

Edit Login Details

Change the person’s security level (e.g. for setting up a new Memberconnex administrator) or administer login details for connecting to other systems.

Admin Fields

View and edit a limited number of admin-oriented fields.

Admin Groups

View and edit all the groups the person is a member of.

Admin History

View a list of updates or operations performed on the person. Shown by date and user performing the update.

Logins

View a list of all occasions on which the person has logged in to the website.

Credentials

Administer login credentials for logging in to other systems, e.g. AS400 (optional: requires installation and configuration for linking with the other systems).

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ADDING ADDRESSES TO PEOPLE Click the person menu >> edit details >> addresses menu item to add or edit an address on a person.

A person’s address records are displayed as per the following example, differentiated between addresses belonging to any company the person is attached to and addresses of their own:

Update Correspondence and Delivery Addresses A person’s preferred correspondence and delivery addresses may be set by clicking the matching option button next to the desired address, then clicking Update to save the changes.

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ADD A NEW ADDRESS / EDIT AN EXISTING ADDRESS A new address may be added to a person by clicking the New Personal Address link. An existing address may be edited by clicking the Edit link immediately above the address record (note, company addresses cannot be edited on the person’s record – only on the record of the company they belong to). New / Edit view:

Click Insert or Update depending on whether the address is a new or existing record.

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ADDING MEMBERSHIP TO PEOPLE Membership can be added to a person’s record through two methods, depending on requirements:

Invoicing has already been done, I just want to grant a membership.

I want to invoice this membership through Memberconnex

The two should never both be done, as duplicate memberships will be created for the person.

CREATE A PERSON’S MEMBERSHIP BY INVOICING If the membership hasn’t already been invoiced and paid for in another system then the best way to grant a new membership in Memberconnex is by raising a new invoice for the desired membership. To create a new membership by invoicing, navigate to the person’s account (person’s menu bar >> account) and click New Sales Order.

The new sales order will be pre-filled with the person’s postal and delivery address details. Click the Insert button to create the new sales order. Once the new sales order is created, click the Add Item link to add a membership item to the invoice:

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Add the desired membership product to the invoice as a line item. Once the invoice is finalised and paid, the membership will be automatically granted to the person. Note, the Override Price check-box allows pro-rata pricing for membership, e.g. for parts of a membership year. The Memo field may be used to populate text under the sales order line item, used when sending or printing an invoice.

Click Insert to add the item to the Sales Order.

Finalise the Sales Order

During the process of building a Sales Order the order is not yet considered a true order until it is finalised, that is, it is marked as an order. Once you have completed building the Sales Order, click the Finalise link to mark it ordered.

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Receiving Payment on the Sales Order Upon finalising, the links available on the Sales Order change to reflect its status as a payable order.

Click the Receive Payment to record a payment against this Sales Order. Once payment is applied to the person’s Sales Order (for the full balance), the person’s membership will be granted.

GRANT A PERSON’S MEMBERSHIP WITHOUT INVOICING If a person’s membership transaction has already occurred and been recorded elsewhere, the administrator may choose to grant a membership without involving a financial transaction in Memberconnex.

Click the person’s menu >> membership >> membership option, then click Grant New Memberships to create a membership record without a financial transaction.

The new membership screen is presented as per the following example:

Choose the membership class and applicable dates, then click Create to create the person’s membership record.

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RENEWING MEMBERSHIP (THROUGH THE RENEWALS CONSOLE) Memberconnex provides an integrated Renewals Console for automating the key aspects of renewing membership: • • • • •

Reminder emails / invitation to renew early online Option to upgrade memberships in bulk Membership invoice creation Invoice distribution (via email or hard-copy) Receiving of payments

The Renewals Console is accessible through admin menu >> membership >> renewals console:

In the above illustration the organisation has three classes of members: associate, member and student. The Renewals Console works by progressing members across from the Grace (expired, but still within a specified grace period) and Expired columns, through the Invoices and Invoices Sent (building and sending of invoices) columns and into the Memberships Renewed column. That is,

Memberships Expired

Invoices built

Invoices sent

Payment

Memberships Renewed

4.8.1 REVIEW UPCOMING INVOICES PRIOR TO CREATION To review how much members will be billed in their renewals invoices, click on the number against the membership class in the Grace or Expired column:

A view of the expired members and what they will be invoiced for is displayed.

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In the example shown below members are also to be invoiced for other subscriptions that are bundled with the membership subscription. The Renewals Console provides a clear picture of what the members will be invoiced for when the invoices are created in bulk.

4.8.2 BUILD ALL RENEWAL INVOICES The Renewals Console is designed to facilitate the renewal process for large volumes. As such, it provides the ability to build invoices for all members requiring renewal. To create invoices for an entire class of members with expiring membership, click the right-facing arrows on the Current, Grace or Expired column (depending on whether invoicing is being done in advance of or following the membership expiry date: Invoices can be created for an entire class of members by clicking the right-facing arrows on the current, grace or expired column. The right-facing arrows move the members on one step in the renewals process. Left-facing arrows move the members back one step in the process (e.g. to resend invoices).

OPTION TO UPGRADE MEMBERSHIPS When building membership renewal invoices in bulk an administrator may optionally choose to upgrade the members to a higher membership class. This is used in membership organisations where membership grades change based on time in the industry or other preset criteria.

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Transaction Date A transaction date may be set on the invoices by changing the transaction date when creating the invoices.

Click Invoice to build the members’ renewal invoices The invoices are created, and the members invoiced are now moved one step across the renewals process into the Invoices column.

The invoices column shows how many invoices have been created, and the monetary value to be billed through the invoices.

BUILD A SINGLE RENEWAL INVOICE Alternatively to building all invoices at one time, an administrator may build a single renewal invoice from the review screen (accessed by clicking on the number in the current, grace or expired column) by clicking the Invoice link on an individual member’s row:

Click Yes on the confirmation screen to create the individual’s membership invoice:

The administrator is then shown to the newly-created invoice, which may be printed or emailed to the member as desired.

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Note: This is usually only done to handle exceptional cases that may require manual modification, prior to completing the bulk membership renewal process.

4.8.3 SENDING INVOICES TO MEMBERS The Invoices column displays how many invoices have been created for each membership class, and the monetary value of the invoices. A breakdown of the members who will be sent these invoices is viewable by clicking on the number / value displayed.

A view of a membership class’s invoices ready for distribution to members is available by clicking on the number / value displayed in that class’s row, displayed as per the following example:

By default, members who have email addresses have email column populated as the preferred method for receiving their membership invoice. In the above configuration members are set to receive their invoice via email if an email address is present, and to otherwise be ignored (for later processing, for example by printing and sending invoices).

Email Invoices to Members A paged view of invoices is provided for the administrator to verify visually, prior to clicking the Send button to email invoices to members. Click Send to email invoices to the members shown on the page. A confirmation message is provided:

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The numbers of invoices sent and number awaiting being sent have been adjusted accordingly (above). The process may be repeated page by page until all invoices are sent.

PRINTING INVOICES FOR MEMBERS Invoices may also be printed as a PDF for printing and sending via mail. In the following example the first five invoices have been selected for printing while the remaining invoices have been set to be ignored. This will create a PDF file of the first five invoices, ready for downloading and printing. Click Send to create the PDF file of printable invoices:

Downloading PDF file of Invoices

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‼ Click on the blue Invoices link next to the words Download the PDF of Invoices to save the PDF file of invoices to your computer’s hard drive. Once the invoices have been downloaded, click the Yes confirmation button to proceed to the next screen.

Upon completion of downloading of invoices, these invoices are moved to the invoices sent column, awaiting the receipt of payment through either online payment by the member, or through the receipt of payment by the administrator.

4.8.4 RECORDING A MEMBERSHIP PAYMENT THROUGH THE RENEWALS CONSOLE A member may pay their membership subscription through the member website, or by another payment method accepted by an organisation. To record a membership payment through the Renewals Console, navigate to the list of sent invoices for the appropriate membership class by clicking on that class row’s number of invoices sent:

If you’re unsure of the membership class of the person you wish to record the payment from, click on the number at the bottom of the column to view all membership invoices awaiting payment.

The list of sent invoices is displayed as per the following example. Click the Receive Payment link in the row of the member you wish to receive a membership payment for (use the Search field to search for a member amidst many records):

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The receive payment screen is presented as per the following example:

The payment may be recorded using various payment methods, including credit card. If the Process Online check-box is ticked the system will authorise the credit card transaction through the credit card gateway. Any open invoices on the account are listed below the payment details, providing the ability to adjust amounts applied to invoices. Click Insert to finish receiving the payment. Upon insertion of the payment the person’s invoice will be marked paid, and membership automatically renewed.

The member is now moved into the Renewed column on the Renewals Console.

MY DASHBOARD – A PERSON’S INFORMATION SCREENS A Person logging into the Memberconnex website can likewise review and edit their personal information and settings through their My Dashboard, typically linked to from the front page of the site. This information is linked directly to the Memberconnex database and hence will update the person’s information in the Memberconnex console.

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MY DASHBOARD The dashboard presents the same grouped areas as discussed in the previous section, but through the members’ website. A member may access and edit their own online information:

In addition, the structure of My Dashboard and its sub-areas is reflected in the left hand column of the site. Both the main categories and their sub-pages may be managed via security permissions – access to each may be allowed or denied as required.

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CATEGORISING PEOPLE – USING GROUPS OF PEOPLE People can be categorized according to business types, relationship to the Memberconnex owner, interests or other characteristics. These are referred to in Memberconnex as Groups of People, accessible through Admin menu >> Membership >> Groups of People.

Example categorisation of People • • •

Online Directory of Members, relevant to a specific business area Mailing groups Interest areas

Why use Groups of People? • • •

To communicate with a sub-set of people Present groups of people to people browsing the site Export information on a sub-set of people

Note, given the flexibility of data filters, in some circumstances a group may be completely unnecessary, e.g. when wishing to search for people who share a specific piece of information such as a membership. Groups find their purpose in providing tick-box functionality whereby members can indicate their preference to receive some communications but not others.

VIEWING GROUPS OF PEOPLE Access the list of Groups of Companies through the administrator menu >> Membership >> Groups of People

The list of people groups is displayed as per the following example. In this case people have been grouped in geographic regions. To view a specific group click directly on the name of the group you wish to view (as shown).

Groups are presented showing the hierarchy in which they are created. i.e. People / Chapter/Regions / Northern. Clicking on the word Regions will take you to the Regions group (containing its sub-groups). Clicking on Northern will take you to the Northern group.

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Upon clicking the link to a group, the group is displayed as per the following example:

ADD A PERSON TO A GROUP Directly under the title bar for the group – Northern – a list of command links is presented. The most commonly performed operation is Add Existing Persons, in which a person or people already existing in the Memberconnex database is added to this group.

To add an existing person to the group of people search for the desired person, tick the check-box next to the correct record (or multiple records, shown above) and click Add Selected. The selected people are added to the group.

OTHER PEOPLE GROUP COMMAND LINKS Command Link

Details

Edit

Edit the name of this group

Permissions

Change who has permission to view this group

Delete

Delete this group. This deletes only the group, not the people contained therein.

Move

Move this group to a different level in the hierarchy of people groups.

Sort

Sort the group alphabetically

History

View a history of all changes made to this group

New Subcategory

Create a sub-group within this group, into which people may then be added.

Add New Person

Create a new person here. This is the same as creating a new person in the normal fashion, with the exception that the person is automatically included in this group.

Add Existing Company

Add an existing person or multiple people into this group.

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Not typically used.

Download as Mailing List

Download a Mailing List file of the people in this group, for using in a mail-merge.

Reference Manual

REMOVE A PERSON FROM A GROUP When viewing a group the people within a group have command links next to them providing the ability to change the order in which the companies are displayed, or remove them from the group entirely. The Top | Up | Down | Bottom links allow the order in which people are displayed in this group to be changed by moving the people up and down in the list.

Remove a Person To remove a person from the group click the Remove link next to the appropriate company, then click Yes on the following confirmation screen.

DOWNLOAD AS MAILING LIST – EXPORTING A FILE FOR MAIL MERGES When viewing a group of people the right-most command link provides the ability to download the people in the group in a mailing list format, for using in mail-merges or providing to a mail house.

Clicking this link downloads a file that may be opened by any spreadsheet program (e.g. Excel).

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CREATING A NEW GROUP OF PEOPLE Two methods are provided for creating a group of people: 1. 2.

Export to Group, from the list of People (admin menu >> membership >> people) Creating a new group from inside the Groups of People area (admin menu >> membership >> groups of people).

EXPORT TO PEOPLE GROUP Select the desired criteria using the People List Filter, and click the Export to Group link.

A screen as per the following illustration will be presented:

Export to Use the drop-down box to select an existing group into which the selected people will be placed. When creating a new group, this box selects where in the existing hierarchy you wish to create the new group.

Clear older data from this folder Ticking this check-box will remove from the group any people who are in it prior to placing the selected people into the group. For example, a user may wish to periodically refresh the members of a group based on multiple criteria. When creating a new people group this setting will therefore have no effect.

Or, Create a new sub-group This is used in combination with the Export to drop-down box. In the following example the export to group process will create a new sub-group of the Interest Areas group. Create a new group in the desired location by choosing where in the hierarchy of groups you wish to create a new group, and inserting the name of the new group in this field.

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Click the Export Button to complete the process:

CREATE A NEW EMPTY GROUP OF PEOPLE A new group of people may be created under admin menu >> membership >> groups of people.

A new group may be created at a desired location in the hierarchy of groups by clicking the name of the group under which you wish to create a new sub-group (e.g. go to Chapter/Regions to create a new group called Western). To create a new top-level group click the People group:

Click New Sub-category to create a new group of people.

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The new group’s name is placed in the Subject field. By default, this is a category of People. Click Insert to create the new group and begin adding people to it.

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CHAPTERS – REGIONAL GROUPS, SPECIAL INTEREST COMMUNITIES ETC People and Companies can be added to Chapters to allow the management of sub-communities based on region, special interests, or business communities, within the larger Memberconnex database. Chapters • • • • • •

May contain People and Companies Allow a Person’s Role in a Chapter to be recorded (i.e. Chair, Secretary) Maintain a historical record of when a Person or Company was added to or removed from the Chapter Allow the creation of Chapter-related content and functionality on the Member-facing website Allow appointed Chapter Administrators to interact with Members who are part of the Chapter May be based on geography, interest, or any other collective unifying purpose

ACCESSING THE LIST OF CHAPTERS Chapters may be accessed either under the Membership Quicklinks on the Dashboard, or through the admin menu >> Membership >> Chapters.

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INVITING PEOPLE TO LOGIN Memberconnex uses a Registration Console to provide a bulk method for inviting members to log in to the new association website. The Registration Console automates the sending of a personalized email or letter to each person, including a link that uniquely identifies the person and brings him or her back to a personal login screen where they may create their own password. The registration console is found under the admin menu, Membership >> Registration Console:

People are split into two main groups: those with email addresses, and those without. Those who have email addresses may be sent a personalized login email message, while a PDF letter may be printed for all those without.

Segment By The Segment By drop-down allows the selection of people by various criteria such as membership class, geographic region, or presence in a group of people.

Columns The Registration Console has three columns: Column

Description

Unsent

These people have not been sent a registration email or letter inviting them to login to the site. Alternatively, they may have been sent an invitation months in the past, and their login invitation has now expired.

Sent

These people have been sent an invitation to login, but have not yet logged in.

Registered

These people have registered (i.e. logged in for the first time) on the site.

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EDITING THE REGISTRATION EMAIL The text of the registration email may be edited under the admin menu, Tools >> Options >> System Content, then:

In the drop-down lists, select Application = Community, and Class = Registration Console, as per the above illustration. Click the Edit link next to Registration Invite to change the text of the registration invitation email. The two areas that should be edited if desired are the Title (the title or subject line of the email message) and the Body (the body text of the email messages. Text surrounded by colons (e.g. :site_name:, :Person_firstname: ) is automatically substituted with the name of the website and the name of the email recipient.

Click Update to save any changes made.

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SENDING OUT EMAIL INVITATIONS Once the invitation email content is prepared, invitations may be sent out in bulk by clicking the right-facing arrows on the registration console:

In above example, the Segment By drop-down box has been used to select only a small group of people, entitled Login Testers. This is a group that has been created under another user-created group called Admin Groups, and a few sample people placed in the Login Testers group. Testing in the above way can be a good way of having a few people try out the process, prior to inviting all people in the database to login to the new website.

Click the right-facing arrows to send the invitation email.

Memberconnex requests confirmation prior to sending out the invitation emails. Click the Yes button to proceed, or the No button to cancel.

The email invitations have now been sent to the six people in the Login Testers group.

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SENDING OUT LETTER INVITATIONS Letter invitations are sent in a similar manner, by clicking on the right-facing arrows under the section for people who lack an email address:

A default PDF file will be created containing personalized letters for all people being sent to. The content contained in this PDF file may be altered by liaising with the Cyberglue setup team (contact support@cyberglue.com).

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MEMBERCONNEX CONTENT MANAGEMENT V5.7 ACCESSING THE PORTAL CONTENT MANAGEMENT AREA

A content administrator can navigate to an area of the portal where they wish to edit or create content, view the content that is already there, and create new or edit existing content.

VIEWING THE SITEMAP A tree style view of content can be viewed at any time by accessing the SiteMap, through the Admin Menu >> Portal >> SiteMap link. The SiteMap is both a map of the portal (website) and the central place from which the administrator can start building up the information structure of the site.

Key Features: Plus symbols indicate where the SiteMap can be expanded to show lower content levels Minus symbols indicate where subsections are displaying and can be collapsed. Indents are used to represent the deepening of layers of content further into the structure of the site. As in other areas of the site, links for the administration of the SiteMap area are provided below the SiteMap title. Key SiteMap links for adding new content areas to the site itself are : New Subcategory (typical use) Add New Section (used only for adding news-style areas of content)

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VIEWING A PAGE AS AN ADMINISTRATOR When viewing any page within the SiteMap, the administrator sees key information about the item being viewed as well as operations that may be performed. TITLE BAR As well as the name of the page being viewed, the Title Bar contains information on what the content is (e.g. category), what it’s unique id is (e.g. 38), when it was created and last edited, and who can see this page on the portal (e.g. Anyone)

OPERATIONAL LINKS ON SUB-PAGES The items within this page may also have links provided, as in this case where the Top | Up | Down | Bottom links provide the ability to change the order in which the sub-categories are being displayed in the page.

OPERATIONAL LINKS These links allow such operations as editing the Publications page itself, creating a new sub-category (sub page of this one) and moving this page to a different location in the site.

CONTENT VS LAYOUT Content and Layout form two distinct areas of a content-managed site. The Layout includes heading and font styles and colours, where banners and menus appear in the site and any custom design. Content can be described as the text, images and tables that are added into pages. Content

Layout

• • •

• •

Text and pictures, files etc Managed by editors in the site Separate from layout elements such as Menu or Logo placement Implemented by the site editor from start to finish No technical web coding expertise required

• • • • •

Provides the ‘Look and Feel’ Allows consistent brand standards across the site – separation of content and branding Where constant items, such as Menus and Logos, are placed on the site Managed in JSP files Implemented up front, by Cyberglue, or by the site owner’s IT team Knowledge of JSP, HTML and CSS required Distinct from page content such as text and pictures

Note: It is recommended that editing and administration of the layout is carried out only by staff with appropriate technical knowledge, or by Cyberglue staff.

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BUILDING A PORTAL’S INFORMATION STRUCTURE To begin constructing the portal content, new subcategories should be added from the Sitemap:

Note: •

Categories can be created to hold content, Event Calendars, Products (ecommerce), or Surveys. In general usage it is recommended to create content pages as Categories unless specific News style functionality is required, at which time a Section should be used.

SIMPLE INFORMATION ARCHITECTURE EXAMPLE Creating a content structure can be as simple as creating a few sub-categories from within the Sitemap, as in the following illustration:

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CATEGORIES (MOST CONTENT PAGES)

Category

Section

Story

The Category is the highest level of Content within a Memberconnex site. It is an overall information category designed to group together topics of common relevance, whilst also being a page of website content in its own right.. A Category can contain further Sub-Categories, Event Calendars, Products, Surveys, or Sections for creating News stories in.

CREATING A NEW CATEGORY A new Category can be created at the top level of a Site – the SiteMap – or within an existing Category, as a new SubCategory. Access the SiteMap through the Admin Menu >> Portal >> SiteMap. The Site Map appears as below:

The Site Map is the top level of your Site's Category structure, hence the link New Subcategory (circled above) is used to create a new information Category within the SiteMap.

Steps in Creating a New Category

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To create a new top level Category click New Subcategory. You will be presented with the following key settings to complete (a full detailed list of all settings is available at the end of this section):

NEW CATEGORY

Setting

Description

Subject

Name of the new sub-page

Contains

Memberconnex Categories can contain a number of different items, such as Products, Users, Sections etc. For a normal content page this should be left as Section. When creating a SubCategory, the new sub-category will be created by default containing the same objects as the category in which it is being created, i.e. it inherits this characteristic from its parent.

Text

The content of the page, including text, pictures and rich media (e.g. YouTube videos).

Abstract

An Abstract is an introduction to the main content of the page, a snippet of information people can read from the category in which this sub-category is placed in order to know what is contained in this page. The abstract text is followed by a Read More link.

Click INSERT to create the new sub-category. The new sub-category is created in DRAFT format by default, so will not be visible to the public until the Publish link is clicked.

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ADVANCED MODE: ADVANCED OPTIONS OF THE SUB-CATEGORY Clicking the Advanced Mode button provides further options for configuring the sub-category’s behaviour. Once clicked, this is replaced by a Simple Mode button to return to simple mode.

PRESENTATION

Setting

Description

View Style

The View Style can be set to allow the display of further sub-categories above any sections created in this category, or the opposite.

Appears in Navigation

Configures whether the category name will appear in the SmartNav (main menu of the site).

Items Appear in Navigation

Determines whether items created in this category – such as sections – will be reflected in the SmartNav.

SUB-CATEGORY PRESENTATION These settings determine the way that any Subcategories added to the Category currently being created are displayed.

Setting

Option

Description

View Style

None, don’t show subcategories

Any Subcategories created within this Category are not displayed to the User in the content. They can still be accessible under this Category in the SmartNav.

Line Items

Subcategories are displayed as text links

Parent Trees

Shows the category within its parent tree, e.g. Home / News / International News

Abstracts (recommended)

This will display all Subcategories within the Category using the Abstract text (entered by the User in the Abstract field of the Subcategory). The Abstract is a short description of the content of the Subcategory, and is followed by a Read More link to allow the viewer to access the Subcategory.

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Sub-categories per page / row

Reference Manual The Subcategories of this Category are displayed in full, one after another. Everything in the sub-categories’ Text area is displayed in full. Subcategories can be displayed one above the next, or on the same row next to each other. Normally, in order to retain a tidy and effective appearance, this would not be set to more than 2 or 3. The sub-categories per page setting determines how many sub-pages will be displayed in the current category before numbered page selectors are used.

ITEM PRESENTATION The Item Presentation settings determine how any Sections created in your Category will be displayed. Settings work as per the equivalent discussed above for Subcategories.

Setting

Option

Description

Items View Style

None, don’t show subcategories

Any Sections created within this Category are not displayed to the User in the content. They can still be accessible under this Category in the SmartNav.

Tiny view, single line title only

Sections are displayed as text links

Abstracts

This will display all Sections within the Category using the Abstract text (entered by the User in the Abstract field of the Section). The Abstract is a short description of the content of the Section, and is followed by a Read More link to allow the viewer to access the Section.

View

Full View

The Subcategories of this Category are displayed in full, one after another.

IMAGE

The layout of the Portal may be customised to use the Image settings in a pre-specified location and style. These image settings should only be used if the layout has been customised to use them, as images should generally be added into the Text area of the page using the WYSIWYG editor buttons. Setting

Description

Image

Select a pre-loaded image to attach to this sub-category

Align

Align the sub-category’s image left or right in the pre-configured layout.

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Setting

Description

Secure Pages Only

Not typically required. May be ignored.

Inherits Permissions

When published, the category will inherit its permissions settings from the category above. If this box is unchecked, new permissions must be created on this category to determine to whom it will be visible, done when or after the Publish link is clicked when viewing this category.

FOLDERS

Folders are where images and files are stored, which can be inserted into content, or linked as attachments. Setting these folder settings tells the category which folder files and images should be placed in by default. You can still insert images in other folders into your content using the WYSIWYG editor in the Text area. Files can also be stored in a secure Private Folder not accessible to public (by direct URL) or search engines.

TEXT This is the body text area specific to this Category. It appears at the top when viewing the page, above any sub-pages added to the Category. Content editing is carried out using the WYSIWYG editor provided.

ABSTRACT Introductory text may be placed in the Abstract box, and a thumbnail icon may be selected using the Abstract Image setting. Note: The Abstract information will only be displayed in page containing this sub-category if the page is configured (in the advanced mode screen) to display its subpages in abstract format.

Press Update / Insert to finish editing / creating the Category By default a new page is created in draft format and must be published to be visible on the public website.

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PUBLISHING A NEW CATEGORY Click the Publish on a page to publish it from draft-format to live:

Memberconnex pre-selects the option for the page to inherit its permissions from the area of the website in which it is located, i.e. its parent page. The administrator may instead choose to publish the page to a different sub-set of people, e.g. only those who hold a current membership by choosing Holders of any Membership.

Click the Publish button to make the page live on the website. The page’s title and status bar now shows that the page is visible to anyone:

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ADDITIONAL CATEGORY SETTINGS Setting Group

Setting

Purpose

New Category

URI Alias

Not generally used

Sub-Category Presentation

Subcategories per Page

This setting determines how many Subcategories will be displayed before the display is tabbed (1-25, 26-50 etc).

Subcategories per Row

Subcategories can be displayed one above the next, or on the same row next to each other. Normally, in order to retain a tidy and effective appearance, this would not be set to more than 2 or 3.

Items per Page

This setting determines how many Sections will be displayed before the page is displayed in tabs (1-25, 26-50 etc).

Items per Row

Sections can be displayed one above the next, or on the same row next to each other. Normally, in order to retain a tidy and effective appearance, this would not be set to more than 2 or 3.

Image

An image can be displayed at the top of the Category by selecting the desired image from this drop-down box. If you wish to use this setting, ideally a particular way of displaying this image in your layout should be determined within the overall site design.

Item Presentation (other settings, most important ones described above)

Image

This image setting is independent to any images displayed in the Description area of the Category.

Abstract

Banner and CSS

Align

image selected above can be displayed aligned to the left or right at the top of the Category.

Abstract

If the area in which the sub-category is being created is set to display items in abstract format, the text entered here will be displayed as the abstract (or, introduction) to this category, followed by a Read More link.

Image

An Abstract Image can be assigned here. This is commonly a smaller image, often a thumbnail, that appears next to or above the Abstract text.

Align (image)

The Abstract Image can be aligned to the left or right of the Abstract text.

Banner

Custom design option that allows the selection of a separate website banner for the selected page. Note, custom layout work required for this option to be enabled.

CSS

Not generally used. Should be left blank. In some layouts this can be used to select a specific background image or colour for the category page. This should be discussed in initial project setup, but can also be implemented in conjunction with a design company and Cyberglue at any stage.

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RELATING OTHER SECTIONS TO A CATEGORY

RELATED SECTIONS Related Sections allows the creation of relationships between similar content. A Category can have up to three Related Sections. A typical usage of Related Sections is to determine the content that appears in a secondary area of a page layout. That is, whichever Section you select in the Related Sections field then appears in the pre-determined layout location for the Related Sections. The three drop-down boxes provide a list of all Sections for the User to choose from. Example layouts with related content:

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SETTING THE RELATED SECTION

After clicking Edit Related the administrator may select a section to relate to the content page within the layout’s different related areas (1 to 3). In the above example the Sponsors section – a section of web-boxes – will place sponsor logos in the related sections 1 column on the page. For further detail see 4.12 Relating Content to Other Content.

EDITING A CATEGORY To edit an existing category navigate to the desired category through the SiteMap (Admin Menu >> Portal >> SiteMap) and click the Edit link on the list of command links immediately under the category’s Title Bar.

For more information on editing the category’s options see the immediately preceding sub-chapters.

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NEWS SECTIONS

Category

Section

Story

Sections are designed to hold Stories and are typically used in Memberconnex for managing News items or other collections of similar stories.

KEY POINTS •

• •

Most Sections contain Stories (e.g. News items), however in less common cases they can also be used to contain Menu Items or other information objects such as web-boxes (for displaying in the right-hand column). A Section must be placed in a Category on the site to be displayed in the website. A Section can be held in more than one Category

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SECTIONS IN MULTIPLE CATEGORIES Placing a Section in more than one Category allows you to display the same information in more than one area of your site. For example, on a corporate site where each department has its own intranet area, you could also group all department News or Notices sections together on one page:

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ACCESSING THE LIST OF SECTIONS IN A SITE The full list of Sections on a site can be accessed through the Portal Menu. To view a list of all Sections containing all types of content can be viewed by clicking on Portal >> Sections. This will present you with a list of the Site's Sections in the following format:

Links: • New Post: Create a new Story in the Section (you can also do this while viewing the Section) • Edit: Edit the characteristics and settings, and description of the Section • Delete: Completely remove the Section from the Site. This cannot be reversed! • Categories: View the Categories of the site in which the Section resides.

ADDING A SECTION TO A CATEGORY A Section can be added to a Category through two different ways:

The Section’s Categories List When viewing the Section click Categories. This displays which Categories the Section is in, and an Edit link is provided for altering this. The Edit view provides a check-box view of the site’s structure:

Check the desired Category in which to place the Section and click Update to save.

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Add from within a Category An existing Section can be added to a Category from within the Category, using the Add Existing Section link:

A drop-down list of all existing Sections will be provided, from which one can be selected and inserted into the Category.

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CREATING A NEW SECTION A Section can be created from two different locations, inside a category page in the Sitemap (recommended), or under Portal Sections list (admin menu >> portal >> sections, for special circumstances only). When a Section is created inside an existing Category, it will appear in the website’s navigation under the page in which it was created. Conversely, when a Section is created in the Portal/Sections list it is not automatically placed within the pages of the public website, but must be added to a category within the site to be displayed on the website. To create a Section in an existing Category, navigate to the Category:

ADD EXISTING SECTION TO A CATEGORY This allows you to add a previously created Section (which may also be contained in another Category) into this Category.

ADD NEW SECTION TO A CATEGORY This creates a new Section inside this Category, as per the following example:

The name of the section should be typed in the Subject field. Click Insert to create the new section.

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SECTION – ADVANCED MODE EDITING Upon clicking the Advanced Mode button the following advanced options may be configured. The most important are noted immediately below, followed by a list of other options.

DISPLAY Settings for configuring how this Section will be displayed to people viewing the site. Setting

Option

Purpose

Contents

Type

Type of content the section will contain. By default this is Content (e.g. news stories), but a section may also contain Webboxes (small pieces of content for controlling what appears in specific places in the layout), discussion forums, or blog posts.

Template

Content templates allow new posts to be created with default content included in the new post.

Abstracts

This will display all stories within the section using the Abstract text (entered by the User in the Abstract field). The Abstract is a short introduction to the actual content of the Story, and is followed by a Read More link to allow the viewer to access the entire Story.

Full

The Stories contained in the section will be displayed in full.

List

Only the Title/Subject of the Story is displayed, in a list of all Stories in the section, with a Posted Date next to the Title.

Paged Article

The Stories within the Section will be displayed as numbered pages.

Positional

Allows the User to order the Stories in the order they desire within the Section.

Bubble

This is used when the Section is a discussion forum, as it takes the Story back to the top when a reply is posted, or a change is made.

Oldest First, Newest First, Alphabetic

Sort the Stories according to date of creation, or alphabetical order.

Display As

Content Order Top

Stories Per Page

The number of stories displaying on a single page – before pages become numbered tabs – is configured using this field.

Stories Per Row

Stories can be displayed on the same row, next to each other. Normally, in order to retain a tidy and effective appearance, this would not be set to more than 2 or 3.

Back To

Based on this setting a navigation link is provided when the Story is being viewed. Back To – Section is recommended, as it provides a link the viewer can click to return to the Section containing the Story they are currently viewing.

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Folders

The settings under Folders determine which underlying file Folder the Section, and therefore, all its Stories, reference. All file attachments for the Stories in this Section are stored in this Folder. Setting

Description

Folder

Choose the Folder from the list of existing Folders in the drop-down list. If desired you can create another folder before creating the section, ensuring it is available in the drop-down when you create the Section. If desired, you can also Edit the Section and assign the Folder setting to a Folder you have created later.

# Attachments

This setting determines how many files a User is allowed to attach to the bottom of any post they are creating.

Text The text area is a free-form area equipped with a WYSIWYG editor, into which you can insert text and pictures. It can be used as an introduction to the Stories contained within the section. Alternatively, it may also be left blank, leaving the Stories within the Section to contain the content.

Abstract The Section Abstract is displayed when the Category containing the Section is displayed in Abstract format. This is in the same fashion as Stories being displayed in Abstract format within the Section, referred to earlier. Setting

Description

Abstract

The introductory abstract text for the section may be entered here.

Abstract image

An image can be displayed alongside the Abstract text. This should be inserted into the relevant images folder prior to the creation of the section, or it can be inserted later by editing the section and choosing the Abstract image. Generally, the use of smaller images is recommended for the Abstract image.

Align

The Abstract Image may be aligned to the left or right of the abstract text.

Inserting the New Section Press the Insert button to finalise the creation of the New Section. If you are not planning to make the content live to all Users upon initial creation then you can set the security to Admin until the content is ready for publication. Refer to the Security settings discussion earlier in this chapter.

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ADDITIONAL SECTION SETTINGS Setting Group

Setting

Purpose

Display

Content Order Other

Defines the order in which Replies to Stories are displayed. This is normally used only when the Section is a discussion section.

Content Expansion

Defines the level to which replies (in a discussion area) are displayed to the viewer. Hide shows only the topic title, Expand displays the first level of replies (in a threaded discussion), and Expand All shows all replies.

Indexable

If this box is checked then the stories in a Section will appear in the SmartNav. It is generally recommended that this should be left unchecked to create a tidier menu appearance.

Display Content When Viewing

This setting is checked by default and should generally be left so. It allows the User to choose not to make the Stories of the section visible when viewing the Section itself.

Display Description When Viewing Content

This is unchecked by default. If checked, the viewed will see the Section Description whenever they are viewing a story contained within the Section.

Display 2/3/x Style

If checked this displays the first 2 stories on the top row, the next 3 stories on the 2nd row, and the remaining stories according to the Stories Per Row setting.

First Story Spans

If checked the first Story of the Section will span across the top of the Section. This can be useful in highlighting the top story when the Stories Per Row is set to 2.

Secure Pages Only

If checked, the Section will always require a user to be logged in to the site to view.

Inherit Permissions

Should be left checked. When checked, the Section will inherit the security permissions of its parent Category unless new permissions settings are created on the Section itself.

Stories appear in navigation

If checked all Stories posted into this Section will appear in the navigation menu.

Stories appear in Latest Posts

If checked all Stories posted into this Section will appear in the Site latest posts column.

Display Image Selector as Smilies

Should be checked when a Section is created as type Discussion as this allows forum participants to include emoticons in posts.

Display # replies in Read More link

Used in threaded discussions. Displays the number of replies made to the original post.

Top Align Contents

When Stories are displayed in 2 or more per row, this ensures that all Stories are top aligned in their rows.

Email Thank You on post

Designed for usage in sections set up for collaboration purposes

(other settings, most important ones described above)

Security

Miscellaneous

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Display pagesel when viewing content

Image

Image

An image can be displayed at the top of the Category by selecting the desired image from this drop-down box. If you wish to use this setting, ideally a particular way of displaying this image in your layout should be determined within the overall site design. This image setting is independent to any images displayed in the Description area of the Category.

Abstract

Banner and CSS

Align

image selected above can be displayed aligned to the left or right at the top of the Category.

Abstract

If the area in which the sub-category is being created is set to display items in abstract format, the text entered here will be displayed as the abstract (or, introduction) to this category, followed by a Read More link.

Image

An Abstract Image can be assigned here. This is commonly a smaller image, often a thumbnail, that appears next to or above the Abstract text.

Align (image)

The Abstract Image can be aligned to the left or right of the Abstract text.

Banner

The site banner can be changed to a specific banner for this Section if so desired, from any banners available in the site’s design.

CSS

Not generally used. Should be left blank. In some layouts this can be used to select a specific background image or colour for the page. This should be discussed in initial project setup, but can also be implemented in conjunction with a design company and Cyberglue at any stage.

EDITING AN EXISTING SECTION The settings discussed in the Create a New Section method above are all used in the same manner.

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STORY CREATION AND MANAGEMENT The Story is the most granular unit of content within a Cyberglue site. A Story in a Cyberglue site corresponds to the way a Story can be considered within a newspaper or traditional website, e.g. “My story describes a particular item of news.”

SIMPLE VS ADVANCED VIEW When creating a new content item (category, section, or story), the new item page will open in the default Simple view, with a reduced list of settings to be configured. Items that can be configured in the simple view include: Simple

Advanced

Subject





Abstract





Abstract Image (thumbnail)





Text





Attachments





Posted Date



Security



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TOGGLING BETWEEN SIMPLE AND ADVANCED VIEW The Simple/Advanced mode button is located to the right of the content edit view, and displays the mode the screen is currently displayed in. To toggle to the alternative view, click the button. Simple Mode:

Advanced Mode:

For information on advanced settings see the following section.

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START CREATING A STORY A story is created within a section on a Cyberglue site.

Navigate to the desired section and click the New Post link:

The edit screen of a new story will be presented. The following key settings should be completed (details on other settings are contained in a table following):

New Story Setting

Description

Subject

The name of the story

Abstract Setting

Description

Abstract

When you are displaying your Stories in Abstract view you can type the introductory text in this field. A Read More link will then allow the browsing user to view the whole story.

Display attachments on abstract

Any attachments you have at the bottom of your Story (e.g. PDFs) can also be displayed at the bottom of your Abstract.

Abstract Image Setting

Description

Image

Choose an image to be displayed as part of your abstract. The use of a smaller image is advisable.

Align

Align the abstract image to the left or right of the abstract text.

Attachments Upload boxes for files: If the Section in which the Story is being created has its folders and attachments settings completed to allow Stories to have files attached, these boxes can be used to upload files such as PDFs, PowerPoint shows, etc.

Click Post to create the new Story.

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ADDITIONAL STORY SETTINGS Setting Group

Setting

Purpose

New Story

Keywords

This field can be used to hold words that you think Users may search on, but that are not already within the body text or Subject of your story. Appropriate usage can be including related terms, or possible misspellings here.

Posted Date

Shows the date and time at which the Story is created, and can be changed to reflect a different date.

Security

Image

May be left as is

Image

This allows you to select an image to be displayed at the top of your Story. The dropdown box lists images currently available in the Section in which you have created the Story.

Align

Aligns the image chosen above to either the left or the right of your Story.

Redirection

On certain occasions a Story may be used to represent the linking from one site to another. That is, while you connect to another site, the Story can display a message to the user informing them of this. In this case the Destination URL is the address of the website you are linking to, and the Delay in Seconds is the length of time that the user sees the Story page for.

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USING THE WYSIWYG CONTENT EDITOR The Text area contains the TinyMCE WYSIWYG Editor (standing for What You See Is What You Get), which allows you to create the body content of your story. The TinyMCE editor is an industry-standard editor that allows you to edit text, insert and resize images, toggle between normal and HTML view if desired, and manage tables.

EDITOR BUTTON GROUPINGS Text and Paragraph Formatting

Hyperlink Creation & Editing

Table Creation & Editing

Inserting Images

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COPYING AND PASTING INTO THE CONTENT EDITOR As many information sources are prepared in Office applications, your website staff may occasionally need to copy and paste content from Word into pages of your website. Websites are designed using HTML, a language that allows designers to format things correctly for web-browsers such as Firefox, Internet Explorer and Safari. Office applications such as Word do not conform to proper HTML standards. Copying and pasting directly from Word can create messy or even un-viewable pages in your website.

Click in the part of your page into which you wish to paste information, then click the Paste as Plain Text button.

Use Ctrl-V to paste the content into the window, then click Insert to place this content in your page.

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RELATING CONTENT TO OTHER CONTENT Categories and Sections can have other content Sections related to them, for inclusion in the page layout in a preset location. For instance, in the following diagram, the right-hand column of the page would display the sections that have been related to the centre-column content Category:

These related sections are often used to display advertising images, links to elsewhere in the site, or content that contains information that is related to the main content category being viewed.

SETTING RELATED SECTIONS To set related content on a Section of Category click the Edit Related link.

Related Sections A Category can have up to three Related Sections:

Select the desired section from the drop-down box and click Update.

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WEB-BOX SECTIONS FOR RELATED CONTENT The most typical sections used for Related Content areas such as the right-hand layout column are sections of the type Webbox. Webboxes are designed for use in specific layout areas such as the right-hand column or footer area. A list of a sections of type Webbox is accessible through the Admin Menu >> Portal >> Webboxes.

MemberConnex typically contains a number of basic webbox sections by default. These are configured in advance to display in certain areas of the layout.

SMARTNAV The Memberconnex SmartNav is the main navigation menu in a Memberconnex site, and is based on the content structure contained in the SiteMap.

KEY SMARTNAV FEATURES: • • • • •

SmartNav automatically updates based on the content in the site’s SiteMap SmartNav can display and navigate content down as many layers as required Different colours are used to differentiate content levels, i.e. the top level of SmartNav displays in a different colour to lower levels The path to the content item being viewed is highlighted in the SmartNav SmartNav increases the User’s visibility of where in the site they are browsing

Example of SmartNav in a Memberconnex site:

In this layout, the Menu expands, and the path to the content page being viewed is highlighted in bold

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OTHER MENUS Memberconnex has two key types of Menus, the SmartNav, which is the automatically operating main navigation on the site, and other administrator-managed menus, which can be inserted into different locations on the site based on layout customisation. Manually maintained menus are maintained by the Administrator, through the Menus area of the Portal administration menu:

MENUS IN THE SITE LAYOUT Non-SmartNav Menus are menu sections that can be inserted into different locations in the page layout of the site. For example, a footer located at the bottom of the page, or where the site design includes a drop-down menu:

MANAGING MENUS The management of the links appearing in the administrator maintained menus can be carried out by clicking on the name of the appropriate menu in the Administrator Menu, e.g. Portal >> Your website name >> Menus >> Menus >> Header or by first access all menus (Portal >> Menus >> Menus).

Drop-down Menus Drop-down menus are managed through the administrator menu Portal >> Your website name >> Menus >> Popup Menus, and typically named Main Navigation. When viewing the list of Popup Menus click on the name of the desired menu to manage the items contained within the menu (e.g. main navigation). Example popup menu:

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Each item in the above list is a Menu that corresponds to a tab in the website’s main navigation drop-down menu. For example, About Us provides a link to the About Us page in the website, as well as having underlying items that appear as a drop-down when a person places their mouse over the About Us menu item (in the website menu).

ORDERING MENUS & MENU ITEMS The order of items in the menu can be changed by using the Top, Up, Down, and Bottom links shown next to each menu item. Click on these items will move the item up or down in the list. In a horizontal display of the menu up corresponds to left, and down to right.

EDITING A MENU To edit a menu click on the menu name, shown in the name column above, then when taken to the menu itself, click Edit. The following editing options will be presented:

Setting

Description

Name

The text of the menu item, as seen by someone browsing the website

URL

The menu item’s website link. This should be a relative link, i.e. the link from and including the address’s first forward-slash on. E.g. the red part of the link only: http://www.mywebsite.co.nz/Category?Action=View&Category_id=5

Click Update to save changes.

MANAGING A MENU’S ITEMS Click on the name of the Menu you wish to edit or add an item to, e.g. Join Now:

Clicking the Edit link under the Menu itself edits the high level menu name and URL (red). Clicking the Edit link on an item within this menu allows you to change the items that appear under the Join Now menu (green). Click New Menu Item to create a new item within the Join Now menu. Copyright 2006-2010 Cyberglue Software Ltd.

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CREATING A NEW MENU ITEM Click the New Menu link contained in the administration links area underneath the Menu section heading.

Create the new menu item entering the same details described in Editing a Menu Item (above), then click Insert to complete.

Note: When linking within the Memberconnex site only the part of the URL from the first forward slash / on is required in the URL field, e.g. /Login or /Category?Action=View&Category_id=12

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MORE ON CYBERGLUE CONTENT STRUCTURES Content is arranged into key structures in Cyberglue, the Category, the Section, and the Story. These structures allow natural grouping of information on sites. NOTE: For many websites Add New Sub-category may be used when creating all new pages. More elaborate content structures are available as needed. The Cyberglue content hierarchy naturally allows the grouping of information from highest levels, to sub-levels, down to the lowest granular detail.

Category

High level – e.g. Marketing Department

Section

Lower level – e.g. Department Notices

Story

Lowest level – e.g. Meet the new Staff Member

Category The Category is the highest level of Content within a Cyberglue site and is the default choice when creating a new page within the website. At a higher level, it can also be an overall information category designed to group together topics of common relevance. For example, one might place all Product Reviews of Cameras together in a Category. See figure 2 below on next page.

Section Particularly used for News-style areas, the Sections of a Cyberglue site sit within broader Categories. Sections groups together stories that are related to a particular topic. For example, in the Category Product Reviews of Cameras one might have a Section that contains reviews solely of one brand, e.g. Canon Camera Reviews.

Story Each individual item of content can be stored in the lowest level of granularity in the Cyberglue product, the Story. Where the Category and Section structures allow you to group information together, the Story allows specific presentation and editing of a single topic item. For example, in the Section Canon Camera Reviews a specific review of the Canon G10 would be contained in a story.

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MORE COMPLEX INFORMATION STRUCTURES The Cyberglue product also allows you to group information further underneath the top Category level by using SubCategories. This is done by creating further categories within your top subject Category. Figure 3.

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THE NEWSPAPER EXAMPLE To further understand the Cyberglue content structures, it is useful to consider the parallels with a Newspaper. • • •

The average daily national newspaper contains a number of separate sections on major types of information. Within these sections different sub-topics are sometimes split onto different pages. Within these pages for sub-topics are a number of stories relating to the same topics.

To illustrate:

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EVENTS EVENTS IN MEMBERCONNEX Memberconnex provides integrated Event calendaring and booking, encompassing the following key functionality: • • •

Creation of Events Online booking of Events Communication and content accessibility based on Event purchases

At the heart of Memberconnex is the integration of two key elements:

MEMBERCONNEX EVENT CALENDAR Encompasses the creation of Events, including all peripheral information surrounding the event such as location, times, speakers, and coordinators.

MEMBERCONNEX ECOMMERCE • •

Events created in the Event Calendar are linked to Products to allow the sale of event attendance. Provides the engine for the online booking of Events.

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EVENT CALENDAR A Memberconnex site may contain as many event calendars as required. By default a single event is created and is accessible under admin menu >> Events >> National Calendar.

CONSOLE VIEW OF EVENTS CALENDAR

Command Link

Details

Edit

Edit the name of this calendar

Delete

Delete the entire calendar.

Categories

View and manage the categories (pages) on the website that this calendar is displayed in.

History

View a history of all changes made to this calendar.

Permissions

Change who has permission to view this calendar or book events online.

New Event

Create a new Event.

PORTAL HOMEPAGE EVENTS COLUMN On the portal (public website), the latest events are presented in the Events column on the homepage:

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EVENTS FILTER As with the filters on the people and companies lists, the event calendar uses filters to allow the displaying and searching of events in different ways.

New event filters can be created by clicking New or – for greater ease of building – starting by copying an existing filter (click Copy). The following example shows a second filter which is configured to search the list of events by region:

Event Filter Commands

Details

Edit

Edit the name, columns and search criteria of this filter.

Copy

Create a copy of this filter.

Delete

Deletes the filter,

Set Owner

Set a particular Memberconnex admin user as the owner of this filter.

New

Create a new event filter from scratch.

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CREATE AN EVENT The Event creation process should be carried as per the following process:

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CREATE NEW EVENT Click on the New Event link located in the links bar below the Event Calendar heading.

The New Event screen will be presented, with the following setting information to be completed:

New Event Field

Description

Calendar (not editable)

The calendar in which this event is being created

Name

Name of the event

Code

Allows an internal code specific to the organisation’s needs to be included on the event, for future reference and reporting.

Max Tickets

The maximum number of tickets allowed to be registered for this event. When Max Tickets reaches zero the Register for this Event link is turned off.

Type

Events may be given a type. The list of types is fully customisable under admin menu >> tools >> options >> picklists. Examples might include seminar, conference, lecture or other type sets such as education, marketing, sales.

Date and Time Field

Description

Proposed date and time

If ticked the date and time of the event are marked as proposed and subject to change.

Start date

Start date of the event

End date

End date of the event

Start time

Start time of the event

End time

End time of the event

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Location Location and venue are optional and may be turned off in Memberconnex’s configuration. Field

Description

Location

The location at the venue in which the event is taking place, e.g. Room 1, conference room, grand ballroom.

Venue

The event’s venue, e.g. Heritage Hotel, Wellington Events Centre.

City

City

Region

Region or State, as applicable.

Country

Options provided in the drop-down lists may be administered through the events picklists under: admin menu >> tools >> options >> picklists.

Organizer Field

Description

Organiser

Select an event organiser from a sub-set of users.

Show name

The layout may be customised to include the event organiser’s name. If this is included in the layout this checkbox configures whether the organiser’s name is displayed on the event.

Show email

As per the Show name option, but configures whether the organiser’s email address is displayed on the event. Most organisations prefer instead to use Show inquiry form.

Show inquiry form

Provides a link on the event for a person to click in order to make an inquiry. An email is sent from the inquiry form to the event organiser, or to the site administrator email in the event an organiser is not selected.

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Description The Description area of the Event contains two key information areas:

Field

Description

Abstract

The abstract is a short introduction text for the event, displayed on the site’s homepage.

Description

The full description of the event, including any text and pictures desired.

Products The Event can be linked to a Product to allow members to purchase tickets online. A Product may be created prior to creating the Event, or subsequently then linked to the Event.

Miscellaneous

Field

Description

Interest Group

A group of people who have a particular preference group or profile group selected may be linked to the event. Further functionality surrounding this linkage is slated for upcoming Memberconnex versions.

More Info

Selecting a page from the site in this drop-down box will provide a more info link on the event, which links to this page in the site.

External More Info Link

Alternatively, a page on another website may be provided as the more info link here. Copy and paste the link directly from the browser address bar, making sure to include the HTTP://

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Confirmation Text Memberconnex by defaults sends an event registration confirmation email to registrants; however it also allows individual event-specific confirmation email text to be created here.

Click Insert to create the new Event

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SELLING EVENT ATTENDANCE Sales of Event tickets are carried out through interaction between the Memberconnex Event Calendar and the Memberconnex eCommerce module. This is demonstrated as follows:

An Event is created in the Event Calendar.

A Product is created in the eCommerce system in order to sell Event tickets, and the Event and Product linked.

Note: The same event ticket product may be used for any number of events that have the same ticket prices

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CREATE AN EVENT PRODUCT Access the Product Categories area through the Admin menu >> Shop >> Groups of Products link. Enter the Event Products category. The product category administration links will be displayed under the title bar:

• •

To create a new Event product click on the Add New Product link The settings required for creating an Event-type product are as follows.

New Product

Fields that should be completed are

Field

Description

Code

All products should be given a code, which is essentially a short reference code, defined by the site owner. It may, for example, be a stock code taken from the site owner’s inventory system.

Product Type

This product is for an Event ticket, so the product type Event is selected.

Name

The name of the event product, as it will appear on the person’s invoice.

Brand

Not required when selling an event ticket. Memberconnex allows the use of Brands, which can be set on a Product. This provides the ability to group products by their brands.

General Ledger Code

The GL code that will be recorded against the purchase when a member books an event ticket.

Secure pages only

Leave unchecked.

Inherits permissions

Leave checked.

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Stock Details

Field

Description

Stock item

Leave checked

In stock

Leave checked. Configures in-stock / out-of-stock behaviours.

Download

Ticking Download marks the product as a non-physical product which therefore does not incur freight charges in a purchase. Tick this box as online event ticket purchases do not require shipping.

Alternate Product

Leave unchecked. Used for recommending an alternate product when the product is out of stock.

Vendor

Leave blank

Vendor’s Code

Leave blank

Price & Quantity Handling

Volume discount pricing is optional.

Field

Description

Allow Zero Price Sales

Leave checked

Price break Qty fields

Memberconnex allows five optional volume level settings at which bulk discount pricing may be applied. In this example the ticket can be priced differently for people purchasing ten or more tickets.

Shipping Details Used in the optional Memberconnex Advanced Shipping Module only.

Tax Details

Products can be created with GST / VAT applying, or exempt from taxes.

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Images Not required on an Event ticket product. For general ecommerce products (further information available in ecommerce section).

Invoice Memo A small amount of text may be added to the product for displaying below the product name on the invoice line item. Default text is added to the line item, describing “1 Ticket for Mr John Smith to Consulting Seminar” (for example).

Attachments Not required on an Event ticket product.

Create the Product by clicking the Insert button.

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SETTING THE EVENT TICKET PRODUCT PRICING Upon creation of a new Event Product, click the product name to view the product, then click the Pricing link to set the different prices of the event tickets.

The pricing screen is presented as per the following example. Click the Edit Pricing link to set the event ticket’s pricing:

Edit Pricing Screen Click the Edit Pricing link to set the event ticket’s pricing:

In the above example a price may be set for the Non-Member and Member pricebooks, for both a single event ticket and for purchases of ten or more event tickets (bulk purchases). Prices should be entered exclusive of GST or other applicable taxes. In New Zealand or other regions with fractional tax rates such as 12.5% these prices should be entered accurate to four decimal places in order to achieve the most accurate possible rounding, e.g.

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In the above example a non-member pays $20 per ticket for purchases of up to 9 tickets, and $15 per ticket for purchases of 10 or more tickets.

Click Update Prices to save the Event ticket’s Pricing

LINKING EVENTS AND PRODUCTS Upon creation of a new Event Product, this should be linked to the Event to allow event ticket sales. This can be done either by returning to the Event, clicking Edit and selecting the ticket product in the Product drop-down list, or by setting the purchasable item on the product itself:

LINKING TO A PRODUCT FROM AN EVENT (RECOMMENDED METHOD) Go to the desired Event and click the Edit link. Once in the Edit screen, the Event can be linked to a ticket product by selecting the desired product from the dropdown list of available Event-type products:

Multiple events may use the same ticket product, e.g. a series of seminars or meetings that are all the same price.

Click Update at the bottom of the page to save the selected product setting. LINK TO AN EVENT FROM A PRODUCT

On the Product, click the Set Purchasable Item link. This will open a wizard stepping through linking the Product to any available Events. Products can purchase multiple different types of items in Memberconnex, not only events:

Set the Purchasable Item type to Event Attendance

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Select the desired Event for which the Product is to sell attendance Click the magnifying glass icon to search all available events, then click on the name of the Event in the popup list provided.

Click Finish to complete linking the product to the event:

The Event Product now purchases Tickets to the selected Event

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HOW PEOPLE REGISTER FOR EVENTS Registrations for events can be made by both users in the site and guests to the site. In the event that a person registering for an event is not already a member of the site they will be asked to create a login profile on the way through booking the event.

A registration can include multiple tickets for an event, with names added by the person creating the registration. The person creating the order may also later reallocate tickets they have purchased to different people.

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RELATING OTHER CONTENT TO AN EVENT Content related specifically to an Event can be created in Memberconnex. The viewing of this content can be limited to people who have purchased a ticket to the Event, or if required a More Info link can be created on the Event record to direct all viewers to more information on the Event:

EVENT RELATED CONTENT AREAS – ATTENDEES ONLY Event-related content areas visible to event attendees only can be set up anywhere in the information architecture. The ability to allow attendees to view the content whilst not allowing other members to is managed through the Permissions link on the content area itself, e.g.

A permissions record should be created to allow viewing by holders of a ticket to the Event, with another record for Anyone following to deny viewing permissions. E.g.

Add Permissions

Permission type: Particular Event Attendee

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Choose the desired event from the popup list of events, then set Viewing to Allow. Repeat the process to create a permissions record for Anyone, but set Viewing to Deny.

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EVENT TICKET HOLDERS The Event Calendar provides the site administrator to view and contact all ticket holders for an Event.

VIEW TICKET HOLDERS When viewing an Event record, a list of all tickets and the users booked against them can be viewed through the Tickets link:

Ticket List

The Ticket List provides details of all people who have registered for the Event. Most ticket holders will be existing people in the Memberconnex database, however as members are permitted to purchase more than one ticket these extra tickets may contain details of people not yet existing in the database.

EDIT AN EVENT TICKET’S DETAILS An individual’s event ticket may be edited by clicking the Edit link in the right-hand column of the event ticket:

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The Edit Ticket screen is presented as per the following example:

Where the ticket holder exists in the Memberconnex database the person’s information is populated into the Person Details area. The Ticket Details area contains the contact details of the ticket holder, as entered by the person registering for the event.

ADD A NEW TICKET FOR A PERSON While the vast majority of tickets should be registered by people through the website a Memberconnex administrator may also add a ticket for someone through the console:

To Add a Person who is in the Database:

If the person who will be attending the event already exists in the database, choose the Existing person in database option, search for the person, click the Select option button, then click the Add Ticket button at the bottom of the list.

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To Add a Person who is NOT in the Database:

Enter the details of the person who is to be added as a recipient but who is not in the database. Note, the adding of a person who is not in the database to an event is more typically done by a member through the website, e.g. bringing a friend to an event. An Administrator will more typically add the person to the database before adding them to an event.

DOWNLOAD A MAILING LIST OF TICKET HOLDERS When viewing an Event’s Ticket List, the Site Administrator has the ability to download a CSV mailing list of all people who have booked tickets to the Event.

Clicking the Download Mailing List link will produce a prompt box for the choice of action with the file:

The Mailing List file contains standard fields suitable for mailings and email merges. These include name, email, address, company name etc (NB the mailing list fields may be customised at any point in the People List, by choosing the Mailing List people filter and clicking Edit).

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CONTACT TICKET HOLDERS BY EMAIL When viewing an Event’s Ticket List, the Site Administrator has the ability to send an email to all people who have booked tickets to the Event. Click the Send Email link:

The ticket holders are then added to a new email campaign, through the standard email campaign screen that allows selection of any existing email templates:

After clicking Create Message the administrator is then able to edit the email content, add attachments, and send the message out to all event ticket holders.

DOWNLOAD NAME BADGES Click Download Name Badges to download a PDF file of name badges for all ticket holders. The name badge format includes as standard your organisation’s logo, the person’s name, company name, and the person’s role at the company. The report may be printed on standard Avery labels.

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RECORD ATTENDANCE TO AN EVENT Attendance to an event may be recorded from the day an event occurs (and on any event that has occurred).The Mark Attendance link is presented on the event one hour before the start time on the day the event occurs, enabling attendance to be marked as people arrive:

The Mark Attendance screen appears as below:

. To mark attendance, tick the check-box next to the appropriate person’s name. To save the attendance records click the Mark Attendance button.

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VIEW A PERSON’S EVENT TICKETS An administrator may view a list of all event tickets booked by a person by going to the person’s record and clicking the Event Tickets menu item.

Clicking the Event Tickets sub-menu item displays a list of the person’s upcoming event tickets, while clicking the Past Events sub-menu item displays a list of the person’s bookings at events in the past.

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MANAGING EVENT CITY & VENUE DROPDOWN LISTS When creating an event specific dropdown lists are provided to allow selection of characteristics such as Cities, Venues, Locations etc. These can be edited and added to by accessing the Admin Menu >> Tools >> Options >> Picklists. A number of different objects use picklists, so event-related picklists may be grouped together under an Events category, e.g.

To add a new item to one of the picklists click on the one desired, then click the Add New Picklist Item link:

Type the desired name and click the Insert button.

The new picklist item will now be available in the Event Calendar.

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MEMBERCONNEX ECOMMERCE KEY FUNCTIONS Key Memberconnex eCommerce functions include: Memberconnex eCommerce • • • • • • • • • •

Product Management, including stock levels Categorization of Products Advanced Pricing Management (including multi-level pricing) Shopping Cart Accounts – full record of transactions by User and Organization Payment – automated online gateway, or administrator managed Taxes – Tax management, applicable by locality Shipping – Variable shipping, automated selection ERP Integration (Optional) – link to offline stock management / accounts Comprehensive Security & Encryption

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BEGINNING ECOMMERCE The optimal method with which to begin using the Memberconnex eCommerce system is to look at the organizational sales model from the top down, e.g. • • • • •

What sort of products are being sold, and what overall categories these fall into What images of products are needed Where people shop from – national, international, etc. What taxes are applicable, e.g. GST, VAT, etc. What differing pricing levels may be required, e.g. Retail, Wholesale etc.

As in any off-line store, products are most easily managed in categories, whether it be aisles in a supermarket, or departments of a large store. Getting started in Memberconnex eCommerce may be represented as in the following process:

Determine Products and Categories - Offline

Time should be taken to review and collate the full product catalogue offline prior to recreating it online. Essential information to have ready for creating the online store include products, the categories they are grouped in, and images that will be required for displaying on the products.

Create Product Categories and Image Folders in Memberconnex

Initial set-up of the online store should begin with the creation of major product categories (and – if desired – brands), and folders to hold product images. Depending on the number of products and categories, one folder per product category may be desirable.

Create basic Taxes and Shipping Zones

Taxes and Shipping Zones where applicable for geographical areas being shipped to can be set up initially, and adjusted at any stage as required.

Upload suitably named Product Images

Product images for the overall catalogue should ideally be sourced, sized, named, and uploaded to the appropriate image folders prior to creating the products. This enables the site owner to create the products – with images – in one step, rather than editing at a later stage to insert images.

Create Products in Product Categories

Following the above stages, products can then be created in their appropriate categories, with images and prices, in one step. In addition, products can be added to more than one product category as required.

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GROUPING PRODUCTS TOGETHER Memberconnex allows the creation of categories in which to create and manage individual Products. These groups of products can be accessed through the Admin Menu >> Shop >> Groups of Products.

Note: A Product Category can also be created inside the main information architecture of the site, rather than through the Groups of Products area under the Shop menu. This involves creating a new sub-category in the site with content type ‘Products’.

Adding or Editing a Product Category To edit an existing product category click on the name of the category you wish to edit, e.g. Books. To add a new product sub-category click on the name of the top-level category, that is Products, in order to view the top-level product category in the site. To add a new product category within the Sitemap of the website, navigate to the desired location in the sitemap (admin menu >> portal >> sitemap) and click Add New Sub-category in order to create a new category of type Product.

VIEW A PRODUCT CATEGORY View an existing group of products by clicking on the name of the group within the list shown under admin menu >> shop >> groups of products.

The group of products is presented as per the following example. The command links at the top of the page provide administrative options for this category, including the ability to upload product catalogue images and create new products:

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PRODUCT CATEGORY COMMANDS Command links provided when viewing a category of products: Field

Description

Edit

Edit this category in order to set options such as the style in which the products are displayed and the folders in which images for products in this group are stored.

Permissions

Control who can view and purchase the products in this group.

Delete

Delete this group. Note, the products themselves will not be deleted.

Move

Move this category to a different location in the tree hierarchy of categories.

Sort

Sort the products within this group by alphabetical order.

History

View a history of changes made to this product category.

New Subcategory

Create a new sub-group of this group of products.

Add New Product

Add a new product within this group.

Add Existing Products

Add a product or products that already exist into this group.

Small Images

Access this product group’s Small Images folder. The Small Images folder is where thumbnail images for these products should be uploaded.

Medium Images

Access the product group’s Medium Images folder. Medium images are typically viewed after clicking on the product itself, and can be clicked in order to open a pop-up box containing a large image.

Large Images

Access the product group’s Large Images folder.

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CREATE A NEW CATEGORY OF PRODUCTS To create a new group of products navigate to the desire location within the Shop tree hierarchy or Sitemap and click Add New Subcategory.

The New Subcategory screen is presented as per the following example:

Enter the Name of the new group of products in the Subject field. A product category should contain Products (in the contains drop-down box). The Text and Abstract (or introduction) fields can be used to provide description text on the page prior to the list of products in the group.

Click Insert to create the new group of Products. Like all new pages in the site, the sub-category is created in draft format and must be published prior to being viewable by the public or members. It is important to set the new sub-category’s folder settings to use the small, medium and large product image folders prior to uploading product images and creating products. (See advanced settings immediately following).

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A PRODUCT CATEGORY’S ADVANCED SETTINGS The advanced settings and presentation options for a group of products can be viewed when either editing or creating the group.

Subject and Keywords Setting

Description

Subject

Name of the group of products.

Keywords

Search terms you would like the page to be found by. Only terms that will not already be in the text of the page or the products themselves need be included, as the content of the page is searched by the search engine.

Presentation Setting

Description

View style

Determines whether any sub-groups added to this group are displayed above or below the products contained in the group when the page is viewed.

Appear in navigation

Determines whether the name of this page appears in the menu when the page is viewed within the website.

Items appear in navigation

Determines whether the names of products in this group appear in the menu when the group of products is being viewed. For large groups of products it may be desirable to turn this off as the list of products in the menu will make the menu quite long.

Subcategory Presentation Determines how sub-groups of the category being edited are displayed. Setting

Description

View style

How sub-groups will be displayed in the page. Options: •

Line Items: Single line links e.g. Blue Shirts

None, don’t show subcategories: sub-categories are not displayed to the viewer within the content of the page (but can be displayed in the navigation).

Parent Trees: Links are shown as per Shirts / Blue Shirts

Abstracts: Sub-categories are presented with an introductory paragraph and a Read More link

Full View: Sub-categories are displayed in full, one after another on the page.

Sub-categories per page

For large ecommerce sites. Determines how many sub-groups will be displayed on the first page before a second page is started.

Sub-categories per row

Configures how the sub-groups within the group are arranged into rows on the page.

First category spans

A custom layout may be specifies that makes use of the first sub-group of products in the page spanning across the top of the page, then being followed by a different number of sub-groups per row in the following rows.

Display 2/3/x

Custom layout style displaying two sub-groups in the first row, three in the next and a specified number in the following rows.

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Item Presentation Configures how products within the group are presented in the page. Setting

Description

Contains

Products. This category is a product category.

Items per page

Determines how many products will be displayed on the first page before a second page is started.

Items per row

Determines how products are arranged in rows on the page.

First item spans

If products are displayed two or three per row, the first product on the page may be highlighted on it’s own row at the top of the page.

Display 2/3/x

Custom layout style displaying two products in the first row, three in the next and a specified number in the following rows.

Display top page selector

If the number of products on the page is large and the page is split into several pages, configures whether page number buttons are displayed at the top of the page.

Display bottom page selector

If the number of products on the page is large and the page is split into several pages, configures whether page number buttons are displayed at the bottom of the page.

Display Item Stippling

Custom layout option

Display Item Column Titles

Custom layout option

Image Setting

Description

Image

Allows an image to be displayed at the top of the page. Not normally required but can be used as a format / design device.

Align

Aligns the image selected above to the left or right of the page.

Security Setting

Description

Secure pages only

Configures whether this page may only be displayed on secure pages, that is login-protected areas.

Inherits permissions

On by default and may remain on. The group of products in inherits its permissions from its parent category unless a new permissions record is create for this group itself.

Folders (Important) Images used when creating Products in Memberconnex are stored in the Memberconnex file-folder system. When creating a product category the source folders for images for these products should be set using the Folder drop down boxes. This avoids product images for large shopping sites being mixed together with general content images. Setting

Description

Small Images

Determines where the thumbnail images for the products will be stored and uploaded to. By default a Memberconnex site includes a folder called Small Product Images, which provides a suitable folder for this setting.

Medium Images

Determines where the medium sized images for the products will be stored and uploaded to. By default a Memberconnex site includes a folder called Medium Product Images, which provides a suitable folder for this setting. A viewer typically clicks on the medium sized image to open a pop-up view of a large image.

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Text • •

Can be used to provide introductory information regarding the products contained in the category. Standard WYSIWYG editor functionality is provided.

Abstract The Abstract serves as the introduction text that precedes a Read More link when this group of products is displayed as a link in its parent page within the website.

Abstract Image Setting

Description

Abstract image

The Abstract may also have an image, for example, a small thumbnail image aligned to the left or right of the abstract introduction text.

Abstract align

Aligns the abstract image to the left or right of the abstract text.

Banner and CSS Setting

Description

Banner

The banner can be set to display a different banner to other locations in the site. This is a custom layout option.

CSS

Allows the product group to have its own custom styling, selectable here. Requires custom layout configuration and creation.

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CREATING PRODUCTS Steps involved: • •

Create a new product Set the product’s pricing (e.g. member / non-member)

CREATE A NEW PRODUCT Click on the Add New Product link to create a new product (under admin menu >> shop >> products or inside an existing group of products under admin menu >> shop >> groups of products).

ADD NEW PRODUCT The most important settings in the new product screen are discussed in the following example. More advanced settings are typically used only in larger online shopping sites, and may generally be ignored. The five most important settings are the product’s code, type, name, GL code and shipping status.

New Product

Setting

Description

Code

All products should be given a code, which is essentially a short reference code, defined by the site owner – can be a stock code taken from the site owner’s inventory or even a barcode number.

Product Type

Standard: A typical product such as a book, t-shirt or electronic file. Event: Product linked to an event for the pricing and purchasing of an Event ticket. Membership: A product used for the pricing and purchasing of membership subscriptions. Resource: A product used for the pricing and purchasing of Memberconnex Resources.

Name

Name of the product.

General Ledger Code

General Ledger code for financial reporting on product sales. Memberconnex allows exports of reporting on sales by GL code for reconciliation with financial systems.

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Stock Details

Setting

Description

Download

Product does not require shipping? Digital download products such as downloadable PDF files do not require freight. Ticking this box means the product will not incur a shipping charge when purchased through the Checkout. As such, it should also be ticked when the product is an Event Ticket or Membership Subscription as these do not require freight.

Price & Quantity Handling (optional)

Setting

Description

Price break Qty1-5

The website can offer the member discounted purchasing for bulk purchases by setting the quantity breaks at which new pricing begins to apply here. E.g. if Price break Qty1 is set to 10, a new price may be provided when the person purchases 10 or more items. Up to five price breaks are permitted.

Tax Details (optional)

Setting

Description

GST

A product may have its own tax behaviour configured as required. Some products are tax exempt, but in most cases the tax default setting can be left as is.

Products can be created with GST / VAT applying, or with no taxes applying. The creation and management of different Taxes is managed through the Administrator Menu, Commerce >> Taxes

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Images (optional)

Images should ideally be uploaded to the product group’s Small Images, Medium Images and Large Images folders in order to be selectable in the product’s drop-down boxes. Each product can have up to 3 thumbnail pictures, 2 medium sized pictures, and 1 large picture – depending on the desired display style. Having all pictures set is not required in most display styles, but the system allows flexibility of how products can be displayed. A custom layout style may be provided by your web-design partner for implementation on your Memberconnex site, integrating the products’ small, medium and large image options.

Invoice (optional) Setting

Description

Memo

A free text field for the creation of a short text note to be displayed below the product name on a printed invoice.

Attachments (optional) Setting

Description

File #1-3

Up to three files may be attached to a product if desired.

Click Insert to create the New Product

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ALL PRODUCT SETTINGS Detailed description of the product settings contained in the New / Edit Product screen.

New Product Setting

Description

Code

All products should be given a code, which is essentially a short reference code, defined by the site owner – can be a stock code taken from the site owner’s inventory or even a barcode number.

Product Type

Standard: A typical product such as a book, t-shirt or electronic file. Event: Product linked to an event for the pricing and purchasing of an Event ticket. Membership: A product used for the pricing and purchasing of membership subscriptions. Resource: A product used for the pricing and purchasing of Memberconnex Resources.

Name

Name of the product.

Brand

Memberconnex allows the use of Brands, which can be set on a Product. This provides the ability to group products by their brands. If required, Brands should be set up first via the Brands heading under the Admin menu.

General Ledger Code

General Ledger code for financial reporting on product sales. Memberconnex allows exports of reporting on sales by GL code for reconciliation with financial systems.

Stock Details Setting

Description

Stock item?

Is this product one that has inventory?

In stock

Can be unchecked when there is no available product stock in order to make the product temporarily unavailable for purchase. If the ecommerce system has been optionally integrated with your product inventory system this setting will be managed automatically

Download

Product does not require shipping? Digital download products such as downloadable PDF files do not require freight. Ticking this box means the product will not incur a shipping charge when purchased through the Checkout. As such, it should also be ticked when the product is an Event Ticket or Membership Subscription as these do not require freight.

Alternate Product

An alternate product can be set, which will be recommended to the shopper when this product is marked Out of Stock

Vendor

Used for larger e-commerce sites where products from multiple vendors are sold through the website.

Vendor’s Code

A code representing the Vendor.

Price & Quantity Handling Setting

Description

Allow zero price sales

In rare cases a zero cost product may be required. Not typically recommended.

Price break Qty1-5

The website can offer the member discounted purchasing for bulk purchases by setting the quantity breaks at which new pricing begins to apply here. E.g. if Price break Qty1 is set to 10, a new price may be provided when the person purchases 10 or more items. Up to five price breaks are permitted.

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Shipping Details Weight and Volume can be set, but are used only in the Memberconnex Advanced Shipping module, which is an option add-on module for the Memberconnex product. Quantity in pack can be set where required, and if the Product is being used to sell Tokens – such as in Membership packages – this can be set to the number of memberships included in the Membership package.

Tax Details Setting

Description

GST

A product may have its own tax behaviour configured as required. Some products are tax exempt, but in most cases the tax default setting can be left as is.

Images Setting

Description

Small #1

Product thumbnail image #1

Small #2

Product thumbnail image #2

Small #3

Product thumbnail image #3

Medium #1

Medium sized product image #1, typically used in a layout when the person has clicked on the product name to view the product in full.

Medium #2

Medium sized product image #2, typically used in a layout when the person has clicked on the product name to view the product in full.

Large

Large product image. Typically viewed in a pop-up box when the person has clicked on one of the product’s medium-sized images.

Invoice Setting

Description

Memo

A free text field for the creation of a short text note to be displayed below the product name on a printed invoice.

Attachments Setting

Description

File #1

File attached to the image, #1

File #2

File attached to the image, #2

File #3

File attached to the image, #3

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ADDING PRICES TO A PRODUCT When viewing a product the product’s command links are located under the title bar:

Click Pricing to Edit the Product’s Pricing The view of Pricing will be presented as per the following example:

3

2 1

Key Points: •

Two price books exist in the site, for Non-Member and Member shoppers (1).

A Price Break has been set in the Product, to provide a cheaper price when quantities of 10 or more are purchased (2).

The Edit Pricing link is used to set the pricing (4).

For more on Price Books refer to section 8.9 Price Books.

EDIT PRICING To edit the product’s pricing click on the Edit Pricing link. The following view will be presented:

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Pricing can be entered into the Price boxes shown in the above view. All shoppers receive the nonmember pricing unless they possess a current membership. If no price is set in the Members pricebook fields then the non-member price is taken as the product’s default price. Product pricing for volume purchases of ten or more units may be set in the 10 column, created by setting a price break quantity on the Edit Product screen. All prices should be entered exclusive of any applicable Taxes as tax rates are calculated according to the location of the person purchasing. Where a non-round tax rate such as 12.5% is used accountants recommend using pricing accurate to four decimal places to facilitate proper rounding.

MANAGING PRODUCTS A list of all Products can be viewed through the admin menu >> shop >> products link. The Products list appears as per the following example:

Key Points: •

Individual Products can be viewed by clicking on the Code or Name.

• Whilst it is better practice to create a Product inside a Product Category in the site, new Products can also be created using Ltd. the New link on this list. Copyright 2006-2010 Cyberglue Software Page 138 of 226 •

The list of Products is searchable using the data filter provided in this list. The data filter can be customised by clicking the Edit link, or copied as a new data filter for customisation.


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PRODUCT ADMINISTRATION LINKS When viewing a Product the following administration information and links are provided underneath the Product Name:

Link

Description

Edit

Edit the name, settings, and information about the Product.

Permissions

Permissions (who can view, purchase etc) may be set on an individual product if desired, but are more typically inherited from the product group or category that the product is placed in.

Archive

Clicking the Archive link removes the product from the active catalogue but retains it in the historical archive. An archived product cannot be purchased or viewed through the website.

Delete

Delete the product. Not permitted on any product that has been used in a transaction, in order to protect the financial audit trail in the Memberconnex database.

History

Allows the administrator to view the history of any changes made to the product.

Categories

Click to view the categories (groups of products) the product is in and to add to or remove from categories.

Pricing

Click to view and edit the product’s pricing.

View as Customer

Click to view the product in the fashion a customer will see it through the website, albeit in the style of the Administrator Console.

Set Purchasable Item

Use the product as a mechanism for purchasing another item such as a ticket to an event, a membership subscription or a bookable resource (e.g. video library).

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PRICEBOOKS Memberconnex allows the management of different product pricing based on the relationship the shopper has with the site. This is done through Price Books: Memberconnex Price Books • • • • • •

Different pricing levels on Products Linked to Membership, directly to Accounts or for specific purposes (e.g. Xmas pricebook. Can reflect different pricing strategies: Retail Vs Wholesale Promotional Pricing Pricing for different Membership levels

HOW PRICE BOOKS WORK Price Books allow the setting of different prices on a Product, based on customer relationship or membership status.

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New Account (created when shopping) Non-Member Pricebook (default)

Public

Has Membership

Members Pricebook

Member Wholesale Pricebook

Product Catalogue

(set on the person’s account)

This Customer’s Account

The default Price Book is the Non-Member pricebook. It provides the default price on all Products, and should be completed on the pricing screen of every product. The link between a Membership and the Members’ Pricebook may be set on the Edit view of the Membership itself, allowing the creation of more than one type of members’ pricebook if desired. Special price books such as a Promotional price book can be used to set sales prices on selected Products, with the pricebook applicable for a specified period.

VIEW, CREATE OR EDIT PRICEBOOKS Price Books can be accessed through the admin menu >> shop >> pricebooks link:

In the above example the standard Memberconnex pricebooks Non-Member and Member are shown. Non-Member is selected as the Default pricebook.

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VIEW AN EXISTING PRICE BOOK Click on Name of a Pricebook to view the pricebook. When the Default Price Book is clicked the following view will be presented:

Note: Only the Default Price Book should have Default set to Yes. Setting

Description

Name

The name of the pricebook.

Description

A description of the pricebook to aid the administrator.

Currency

The site may optionally provide pricing in more than one currency. The customer’s account is then set to use the pricebook that has the different currency.

Default

Is this pricebook the default pricebook for all shoppers?

Special

Configures whether the pricebook is for Special sales (e.g. Xmas) or for general usage.

Allow Discounts

Discounts can be applied to an individual customer’s Account, allowing a global discount to be given on any purchases. However, if a special price book is applied, the site owner can choose whether or not to allow this discount to be applied to the specific pricing contained in this Price Book.

Edit an Existing Price Book Click the Edit link when viewing the Price Book. The above settings described in viewing the Price Book may be configured in the Edit screen.

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CREATE A NEW PRICE BOOK Click the New link when viewing the Price Books list. The following new Price Book screen will be displayed:

In the above example a new pricebook is being created for a Christmas sale. The Special checkbox is ticked, as this is not a standard year-round pricebook. Full field descriptions: Setting

Description

Name

The name of the pricebook.

Description

A description of the pricebook to aid the administrator.

Currency

The site may optionally provide pricing in more than one currency. The customer’s account is then set to use the pricebook that has the different currency.

Default

Is this pricebook the default pricebook for all shoppers?

Special

Configures whether the pricebook is for Special sales (e.g. Xmas) or for general usage.

Allow Discounts

Discounts can be applied to an individual customer’s Account, allowing a global discount to be given on any purchases. However, if a special price book is applied, the site owner can choose whether or not to allow this discount to be applied to the specific pricing contained in this Price Book.

Click Insert to create the New Price Book

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SHIPPING Memberconnex provides the ability to manage different geographical freight needs through Shipping Zones. Shipping Zones manage the freight charges and taxes that are applicable at the time of purchase, and are applied automatically upon purchase based on the shopper’s geographical location.

Note: Memberconnex shipping functionality can be expanded through the addition of the optional Advance Shipping module. This includes freight calculations based on weight and volume.

VIEW AND EDIT SHIPPING ZONES Shipping Zones can be viewed and edited through the admin menu >> shop >> shipping zones:

Field

Description

Zone

Name of the shipping zone

Country

The country the shipping zone applies to. In the above example an International shipping zone has no country selected. This means the International shipping zone does not apply to a specific country, but rather to all countries that are not New Zealand.

Currency

The currency the freight charges are priced in.

Download

A check box that may be used in special cases to manage regional taxes for products that do not require shipping, e.g. electronic downloads.

GST

Should shoppers at this location pay GST on purchases through the website?

Base Price

The tax-exclusive price for shipping to shoppers in this zone.

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EDIT A SHIPPING ZONE An individual Shipping Zone can be viewed by clicking on the Zone name. Click the Edit link to edit the shipping zone, where each of the aforementioned settings may be adjusted:

Note, regional tax (e.g. GST) may also be applied to shipping charges if required (GST on Shipping Charge).

CREATE AN INTERNATIONAL SHIPPING ZONE An international shipping zone can be used to set a standard freight charge for international Sales Orders. In an international shipping zone no country is specified. Rather, the shipping zone works as a catch-all for all locations that do not have their own specific shipping zone. Click New when viewing the shipping zones list to create an international shipping zone, as per the following example:

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TAXES TAXES – KEY POINTS

Taxes • • •

Multiple taxes can be created in Memberconnex Tax is applied on the basis of locality Tax is applied automatically at the time of purchase

An international shipping zone can be used to set a standard freight charge for international Sales Orders.

VIEW ALL TAXES The list of taxes may be be accessed through the admin menu >> sales >> taxes:

VIEW A TAX To view an individual Tax click on the name of the Tax:

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EDIT / CREATE NEW TAX Click the Edit link when viewing an individual tax type to edit, or click New when viewing the list of all taxes to create a brand new tax type. The following screen is presented:

Field

Description

Name

Name of the tax

Type

GST is included as a standard tax type. More types may be added as required by local requirements.

Rate

The rate as a percentage (not including percent symbol %)

Description

A free-text area where a description of the tax may be included to aid understanding in organisations with a large number of staff.

Authority

Where the Memberconnex portal is being used in multi-national sales operations, and the portal owners have a requirement to report to more than one Tax Authority body, e.g. IRD, IRS etc, the Authority field can be used to store the name of the relevant authority. In turn, this can later be used to aid statistical reporting of Tax-based information for the relevant authorities.

Click Insert to create the new tax, or Update to save changes

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ACCOUNTS • •

Accounts form the basis on which payments are made from people or companies to the site owner. Each Person or Company has an Account with which they can transact through the website. Accounts – Key Points • • • • •

People and Companies carry out all ecommerce operations through their Account People can purchase on their own Account Approved People can purchase on their Company’s Account Company Key Persons may optionally administer which Company staff members can purchase on the Company’s Account Accounts retain a complete record of all financial transaction history

VIEW ALL ACCOUNTS A list of all Accounts can be viewed through admin menu >> sales >> customer accounts. The Accounts list view is presented as per the following example:

Click on the Account # or Account Code to view the individual Account. Column

Description

Account #

The Account ID is the unique number of the Account, generated automatically by Memberconnex.

Account Code

Each Account has a Code that is automatically generated by the system, used as a short term of reference for the account. The user’s firstname field is integrated into the Account Code creation process.

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VIEW AN INDIVIDUAL ACCOUNT Click on the Account # or Code. A view of the Account is presented as per the following example:

Link

Description

Edit

Edit the Account to change settings such as credit limit and account code.

Print Statement

Print a PDF Statement of the Account.

Email Statement

Email a PDF Statement of the Account directly to the Account owner.

History

View a history of any editions made to the account.

Journal Entry

Add a manual Journal Entry to the Account record.

New Sales Order

Click to begin creating a new Sales Order / invoice against the Account.

New Credit Note

Click to begin creating a new Credit Note against the Account.

Receive Payment

Record the receipt of a Payment.

Issue Refund

Create a record of a Refund against the Account.

Purchase on this Account

In rare cases the Administrator may need to conduct a purchase on the person’s account. More typically replaced by creating a New Sales Order which is then sent to the person as an Invoice.

VIEW ACCOUNTS WITH AN OUTSTANDING BALANCE A list of all Accounts with a balance greater than zero may be viewed by selecting the Outstanding Accounts data filter when viewing the accounts list:

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SENDING ACCOUNT STATEMENTS Statements may be sent via email or post. When emailed from the site, the statements are sent as a PDF attachment on an email message. For printing, a PDF file of statements may be downloaded from the accounts list.

Note: the data shown in the columns in the list of accounts may also be downloaded into an Excelreadable CSV file by clicking Export to CSV.

The list of accounts may be filtered – for example using the Outstanding Accounts datafilter – to select a sub-set of accounts to which the statements will be sent.

SENDING ACCOUNT STATEMENTS BY EMAIL Once the desired sub-set of accounts has been selected, click the Email Statements link.

The email message may be customised using the Subject and Body boxes, and the filename of the PDF file changed if desired. Click Send to send the account statement emails to the accounts selected using the data filter. A confirmation message is provided as per the following example:

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PRINTING ACCOUNT STATEMENTS FOR MAILING Once the desired sub-set of accounts has been selected, click the Print Statements link.

The following screen is presented:

Click Download to download a PDF file of statements for the selected accounts. The standard Memberconnex account statement format includes the organisation’s logo and is suitable for folding and sending using window envelopes.

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SALESORDERS & PAYMENTS Sales Orders are created in Memberconnex when a user completes the shopping process online, or by an Administrator on a person or company’s account. The payment of sales orders may be taken by credit card through an online credit card gateway, or by recording the receipt of an offline payment. A list of all sales orders is accessible through the admin menu >> sales >> salesorders:

Key Information:

• • • • • • •

Number: The Sales Order number, automatically generated by the site. Click on this number to view the Sales Order. Date: The date the Sales Order was created. Account: The name of the Account on which the Sales Order was placed. Ordered By: The user that placed the Order. Status: Indicates whether the Sales Order has been processed, cancelled, or completed. Paid: Indicates whether the Payment on the Sales Order has been successfully completed. Total: The total value of the Sales Order.

The Sales Order and Payment Process Sales Orders and Payments have the following characteristics: Sales Order

Payment

Contains:

Contains:

• • • •

• • • •

Who purchased What Products are purchased Which Account the Products were purchased on How the order is being paid (Payment)

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Payment method information and details Status of payment (pending, paid, not paid) Account the Payment is being made on Can link to the online Credit Card Gateway

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ONLINE CREDIT CARD PAYMENTS When a person purchases a product through the website, the online credit card gateway will verify the person’s credit card payment directly with your selected banking partner. If the payment is successfully received the person’s sales order will be completed. If the payment is rejected, the sales order remains incomplete and the person may try again or try an alternative credit card.

Accepting Payments on Account The organisation may also choose to accept payment on Account. In this case the shopper is able to create a sales order through the website with the understanding that an invoice is created, to be paid at a later date or by a method alternative to credit card. Please contact your Cyberglue team if you wish to configure your website to accept payments on account. When an invoice is created on a person’s account (either by shopping on account or by the administrator in the console), the person may later pay their invoice online, or the administrator may receive a payment directly on the person’s account record through the Console. See following section, Receiving a Payment Manually.

RECEIVING A PAYMENT MANUALLY An Administrator may choose to record the receipt of a payment against a person or company’s account. A payment can be recorded directly against a single invoice or against the account and applied to one or more open invoices. Receipt of a payment may be recorded by clicking the Receive Payment link in one of three locations in the Account: 1. 2. 3.

The Account page (pictured below) When viewing an unpaid Sales Order When viewing the Payments page on the person’s account tab

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RECEIVE PAYMENT Click the Receive Payment link on the Account or Payments page (or on an invoice to apply the payment to only that specific invoice). The following screen is presented:

Field

Description

Payment Method

Available payment methods: • • • •

Credit Card Cash / EFTPOS Cheque Direct Credit

When the payment method is selected, other related fields will be made available as required. Payer Name

Name of the person or company paying (not necessarily the account owner).

Process Online

If you are using a live credit card gateway to your bank account you may choose to process a credit card payment automatically upon creation of this payment record.

Reference

Reference field for recording in your bank records’ Reference field.

CardType

Credit card type

Card Number

Credit card number

Name on Card

Name printed on credit card

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Expiry Date

Credit card expiry date

Bank Branch (cheques only)

Number of bank and branch (e.g. 12 3022)

Cheque Number

Number on cheque

Batch Number

Batch number for accounting reporting

Transaction Date

Date the payment is or was made

Amount

Amount being paid

List of open invoices

A list of all unpaid invoices on this account. The payment may be applied to any of the open invoices, adjustable as desired. By default the payment will initially be split to pay the first invoice in the list of any open invoices, then each following invoice.

Click Insert to create the new Payment record. Upon successful completion of the payment any invoices fully paid by the payment applied will be marked completed.

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CREATE A SALES ORDER AS AN ADMINISTRATOR While members can purchase goods and services directly through the website, an Administrator may also create a Sales Order directly on a person or company’s account. The Sales Order may be followed immediately with the creation of a Payment, or sent to the member as an invoice to be paid. To create a new Sales Order navigate to the desired person or company record, then access the person or company’s account, under their Account menu tab.

ADD NEW SALES ORDER When viewing a person or company’s account, click the New Sales Order link to begin creating a new sales order.

NEW SALES ORDER SCREEN The new Sales Order is presented as per the following example:

Field

Description

Order #

The sales order number, generated when the sales order is created (when Insert is clicked).

Transaction Date

The sales order’s transaction date. May be the date of creation or another specified date.

Currency

Currency the transaction is being conducted in.

Sub Total, Tax Amount, Total

Monetary amounts that will be populated upon adding of items to the sales order.

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Status

Equivalent shopping status of the transaction, e.g. the administrator creating a new sales order is equivalent to a member adding products to their shopping cart.

Ordered by

The administrator creating the new sales order

Billing Address The sales order is populated by default with the person or company’s preferred billing address. This may be changed. In addition, a separate Bill To name may be included, e.g. Accounts Department.

Shipping Details The new sales order is created with the default shipping zone applicable to the person or company. Other shipping details such as a Shipping Reference may be added, and the shipping address (taken from the preferred delivery address) may be changed.

Notes Two notes fields are provided, one visible to administrators only (Admin Notes), and the other able to be added to custom-specified locations in invoices.

Other Information A memo field is provided that may be included in a specific invoice memo location. Custom invoices may be specified for construction by your Cyberglue team.

Click Insert to create the new Sales Order

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NEW EMPTY SALES ORDER The newly-created empty sales order is shown as per the following example:

ADD PRODUCTS TO THE SALES ORDER Click the Add Items link to add products to the Sales Order. Choose the desired product from the screen presented:

Upon selection of a product the screen will refresh with the product’s details, e.g.:

Product

The new sales order item page will refresh and be populated with the details of the product selected in the drop-down box. The quantity being purchased may be edited in the Quantity field.

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Price (including optional price override)

The administrator may elect to override the price of the product by ticking the Override Price checkbox, in which case the Net price field is made editable. This can be used to vary pricing in cases such as pro-rata pricing of memberships for a shorter period of time.

Example: manually over-riding the price of a new sales order item. Tab or click out of the Net price field to update the gross and GST fields.

Invoice Item Memo and Admin Notes If specified in your invoice design sales order line item (product) memo text may be included, displayed (for example) under the name of the product in the invoice line.

The admin notes field may be used to record information on, for example, why the price of the product was overridden by the administrator.

Click Insert to add the product to the new sales order.

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New Sales Order with product added.

FINALISE THE NEW SALES ORDER A administrator-created new sales order remains in an un-finalised state – like a draft version – until it is Finalised. Once finalised, the sales order may be sent to the person or company as an invoice, or paid immediately through receiving a payment (discussed earlier in Receiving a Payment Manually). To finalise a new sales order click the Finalise link:

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CREDIT NOTES A Credit Note is a commercial document issued by a seller to a buyer. The seller usually issues a Credit Note for the same or lower amount than the invoice, and then either repays the money to the buyer, sets it off against a balance due from other transactions, or retains it on the buyer’s account for future transactions.

What is included on a Credit Note? A Credit Note often lists the products, quantities and agreed prices for products or services the seller provided the buyer, but the buyer returned or did not receive. It may be issued in the case of damaged goods, errors in pricing or allowances. In respect of the previously issued invoice, a Credit Note will reduce or eliminate the amount the buyer has to pay. It may reference the original Invoice and state the reason for issue. E.g. if a diary has been invoiced for $150 that should actually have been $100, a Credit Note will contain a line item of Diary with a price of -$50, and will be applied to the original invoice effectively reducing the amount payable by the Member.

To allow the Member to purchase an item on a future date; i.e. store credit Credit Notes may be issued by a seller as a goodwill gesture to a buyer who wishes to return previously purchased merchandise (instead of cash repayment) in circumstances where the original sales agreement did not include an explicit refund policy for returned items. In such circumstances, a Credit Note of value equal to the price of the returned item is usually issued allowing the buyer to exchange his purchase for other items available.

To Correct an Invoice already provided to the Member If you have already sent an invoice to a buyer but now need to provide a credit for that invoice, a Credit Note may be created. In this instance, a Credit Note can be thought of as a "negative invoice."

For Accounting purposes in the case of Returned Goods In the case of a member returning damaged or unsuitable goods, the transaction may be reversed for accounting purposes by creating a Credit Note. Memberconnex also provides automation of this step through the Reverse link on a SalesOrder.

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VIEWING THE COMPLETE LIST OF CREDIT NOTES A list of all Credit Notes existing within the Memberconnex site may be accessed through the Admin menu >> Sales >> Credit Notes.

A list of Credit Notes

VIEWING A MEMBER’S CREDIT NOTES Credit Notes belonging to a particular member may be accessed by clicking the Credit Notes menu-item under the Account menu when viewing the Member’s record.

The list of Credit Notes appears as in the following example:

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CREATING A NEW CREDIT NOTE Credit Notes are created and used in the following stages: 1. 2. 3. 4.

Create the new Credit Note Add an Item to the Credit Note Finalise the Credit Note (change it from the building stage to being a live Credit Note) Apply the Credit Note to a Sales Order

Click the New Credit Note link when viewing a Member’s Credit Notes or Account screen. The New Credit Note screen contains the same information as the New Sales Order screen, as a Credit Note is essentially a negative Sales Order.

Field

Description

Order #

The Credit Note’s order number, generated when the Credit Note is created (when Insert is clicked).

Transaction Date

The Credit Note’s transaction date. May be the date of creation or another specified date.

Currency

Currency the transaction is being conducted in (site’s default currency)

Sub Total, Tax Amount, Total

Monetary amounts that will be populated upon adding of items to the sales order.

Status

Equivalent shopping status of the transaction, e.g. the administrator creating a new sales order is equivalent to a member adding products to their shopping cart.

Ordered by

The administrator creating the new sales order

Billing Address The sales order is populated by default with the person or company’s preferred billing address. This may be changed. In addition, a separate Bill To name may be included, e.g. Accounts Department.

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Shipping Details The new sales order is created with the default shipping zone applicable to the person or company. Other shipping details such as a Shipping Reference may be added, and the shipping address (taken from the preferred delivery address) may be changed.

Notes Two notes fields are provided, one visible to administrators only (Admin Notes), and the other able to be added to custom-specified locations in invoices.

Other Information A memo field is provided that may be included in a specific invoice memo location. Custom invoices may be specified for construction by your Cyberglue team.

Click Insert to create the new Credit Note

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ADDING AN ITEM TO THE NEW CREDIT NOTE

Click the Add Items link to add an item to the Credit Note. This item will typically match the item on the invoice this Credit Note is created to address.

In this example, the Credit Note is being used to address an incorrectly priced invoice for a leather day planner. The member was invoiced for $150, rather than the appropriate $100 price. The administrator hence adds a Credit Note Item for the leather day planner, with a price of $50 that will be applied to the outstanding invoice:

1

2

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The desired product is selected from the Product drop-down list.

The Product’s price may be overridden, allowing the desired credit amount to be entered (exclusive of GST to four decimal places).

3

Memo text may be entered, to be displayed under the line item on the Credit Note.

3

Clicking the Insert button adds the new item to the Credit Note.

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PREPARING THE CREDIT NOTE FOR APPLYING TO A SALES ORDER Once an Item has been added to the Credit Note, and the Administrator is ready to apply the Credit Note to an existing Sales Order, the Credit Note must first by finalised. Finalising a Credit Note (or Sales Order) changes the Credit Note from being in building phase to live, enabling it to interact with the accounts ledger.

Finalising the Credit Note

Click the Finalise link to change the Credit Note from a document under construction into a live Credit Note.

Once finalised, the Credit Note appears as per the following example, ready for applying to a Sales Order:

The first link in the links line is the Add Sales Order link

The line item memo can be seen under the item.

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APPLY THE CREDIT NOTE TO A SALESORDER Click the Add SalesOrder link to apply the new Credit Note to an existing SalesOrder. Select the desired SalesOrder and the amount (from the Credit Note) to be applied to that SalesOrder:

Click Insert to apply the Credit Note to the SalesOrder, reducing the amount outstanding by the amount specified. The CreditNote now lists the SalesOrder in its Applied To section:

When payment is subsequently received against the SalesOrder, a maximum of $100 is required to mark the SalesOrder paid.

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REFUNDS A Refund may be entered to record the refunding of a payment received back to a Member. For example, in cases such as an overpayment, part of the payment may not have been applied to any SalesOrder, and may therefore be refunded back to the Member.

VIEWING THE COMPLETE LIST OF CREDIT NOTES The list of all Refunds in the Memberconnex site is accessed through the Admin menu >> Sales >> Refunds:

VIEWING AN INDIVIDUAL MEMBER’S REFUNDS

Access a Member’s Refunds list through their Accounts menu.

The Member’s Refunds list is displayed as per the following example:

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RECORDING A REFUND To record a Refund to the Member, click the Issue Refund link on the Member’s Refunds screen. The following details may be recorded:

Setting

Description

Payment Method

The payment method by which the Refund has taken place.

Transaction Date

Date the refund was or will be made

Override Close-Off

If a Close-Off date is being used in accounting processes, the Override Close-Off checkbox allows the Refund to be recorded with a transaction date prior to the Close-Off date.

Reference

Reference field for recording a reference for the refund.

Transaction Date

Date the payment is or was made

Amount

Amount being refunded

Comment

Free-form notes field for recording a note against the Refund

Click Insert to finish recording the Refund on the Member’s Account.

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COMMUNICATION AND INTERACTION SENDING EMAIL CAMPAIGNS Memberconnex provides the ability to manage large email campaigns without the expense of a separate email newsletter system or software provider.

Key Points: • • • •

Emails can be sent directly from the list of people, using the data filters to search and add recipients. This provides highly flexible search ability. The format of emails sent is entirely customisable, from starting with a blank page to using fullycustomised templates customised by the internal staff or external design companies. Email campaigns may be saved during editing stage and returned to later. More recipients may be added to an existing campaign from the data filters on the people list. Emails are queued and sent from the Memberconnex data-centre, leaving the administrator free to continue working while large campaigns are sent.

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SEND AN EMAIL FROM THE PEOPLE LIST (USING DATA FILTERS) Data filters provide the ability to search the list of people in a multitude of different ways, depending on how the administrator customises their filters. An email can be sent directly from the people list, on all people or on a filtered sub-set of people:

Send Email settings Field Name

Meaning

Type

Create New Message Add the selected people to a brand new email message Add People to an Existing Message Add the selected to an existing message that has not been sent yet. An email message may be edited and saved, then returned to later or have more recipients added to it prior to sending.

From Name

The name of the Sender, as will be seen by the recipients.

From Address

The email of the Sender of this email.

Email Template

Email templates may be created and uploaded to the site, including pictures, HTML and CSS styling. These can then be selected here.

Content Template

In addition to the email templates, an administrator may create content templates to form the basis of emails. These can be created in admin menu >> portal >> sections >> content templates.

Click Create Message to create the new email message, ready for editing.

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EDIT AN OUTBOUND EMAIL MESSAGE After creating a new email message from the people list, the email is displayed as per the following example:

Command

Description

Edit

Click to Edit the contents of the email message, including the subject line.

Send

Sends the email. Do not click until the content has been finalised.

Cancel

Cancels this email message. Cancelling a message prevents it from being sent and also removes it from the list of existing email messages that may be selected from in the ‘new email’ screen.

Upload Attachment

Attaches a file (e.g. a PDF) to this email campaign.

Add Recipients

Add more recipients to this email message (by searching using the people filter)

Remove Recipients

Remove recipients from this email message, using the people filter.

Clear All Recipients

Removes all recipients shown in the recipients list from this email message.

Delete (individual recipient row)

Removes the individual from the recipients list. Does not delete this person from the database.

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Click Edit to Edit the Message The edit view of the outbound message email campaign is displayed when the Edit link is clicked, as per the following illustration:

The email campaign’s content including Subject Line, HTML content and plain text content may be edited in the Outbound Message’s Edit screen. In the above example a newsletter template has been chosen during the process of creating the outbound message, and the latin sample text may be replaced with the administrator’s actual email newsletter text. The standard Word-processor-style editor is provided, the same as is used when creating content for the website. For further instructions on using the editor, see chapter 5.9 Using the WYSIWYG Content Editor. Pasting as Plain Text The most important button when creating email message content is the button, which allows the pasting of content from programs such as MS Word without the inclusion of Word’s own styling, which may override the styling of any pre-selected email template. Text Mail The Text Mail option is an optional space that may be filled with plain text paragraph equivalents of what is in the HTML email newsletter. This is used in the increasingly rare instance in which a user may not be able to receive HTML format newsletters (note, all modern Email programs provide for HTML email viewing).

Upon completing any updates to the email newsletter content, click the Update button to save changes (or the Cancel button to exit the edit page without saving any changes made):

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ADD RECIPIENTS TO AN OUTBOUND EMAIL MESSAGE Click the Add Recipients link when viewing the Outbound Email Message

Additional Recipients may be selected by either ticking the check-boxes in the left-hand column or searching using the people filters. For example, you may select the Advanced people filter (or any other filter you may have created) from the Filter drop-down, then search for people who match a specific criteria.

Click Add Checked People to add recipients whose checkboxes you have ticked, or Add all x people to add the people that match any criteria you have searched on. The selected people are added to the recipients list of the email message. Click the Return button to return to the email message without adding further recipients.

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REMOVE RECIPIENTS FROM AN OUTBOUND EMAIL MESSAGE Click the Remove Recipients link when viewing the Outbound Email Message

Existing Recipients may be selected by either ticking the check-boxes in the left-hand column or searching using the people filters. For example, you may select the Advanced people filter (or any other filter you may have created) from the Filter drop-down, then select all existing recipients who match specific criteria.

Click Remove Checked People to remove recipients whose checkboxes you have ticked, or Remove all x people to add the people that match any criteria you have searched on. The selected people are added to the recipients list of the email message. Click the Return button to return to the email message without removing any recipients.

VIEW EXISTING EMAILS IN THE MESSAGING OUTBOX New email messages are created with a status Building, essentially “I’m still building my email campaign”. All messages created – whether sent, cancelled or building – can be accessed via the messaging outbox, found under admin menu >> tools >> messaging >> outbox.

RE-SEND A PREVIOUSLY-SENT EMAIL A previously-sent email may be re-sent by accessing the email in the messaging outbox – click on the number of the email, in the left hand column, to open – and clicking the Resend link when viewing the email. This changes the email again to status Building, ready for resending.

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When choosing to resend, Memberconnex allows the email to be resent to people to whom a previous sending may have failed, or to recipients to whom the previous sending was successful. Previous recipients statuses will be reset to Pending if the option to resend to successful recipients is selected (from delivered). Once the email has been placed back in the Building status, it may be re-edited prior to sending. It will also be available for selection in the Add People to Existing Message option’s drop-down box when using the people list to initiate sending an email.

INCLUDING AN UNSUBSCRIBE LINK A global unsubscribe link may be included in email campaigns sent through the website by including the following text as a link in the email: :urloptout: The urloptout variable populates the link with the correct address automatically, when the email campaign is sent. To insert a global unsubscribe link into an email campaign, highlight the desired unsubscribe text:

Click the Insert / Edit link editor button to insert the link:

Insert the text :urloptout: as the link:

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DOWNLOAD A MAILING LIST An administrator may download a standard mailing list CSV file from the people list. CSVs may be opened by Excel, OpenOffice, or standard database programs, and are suitable for generating mail-merges from Word. When filtering a list of people, the results of the filtering can be exported as a mailing list by clicking the Download as Mailing List link:

Memberconnex generates a file and prompts the user to save the file, after which it may be opened using Excel or synchronised for a mail-merge using Word.

Change the Columns in the Mailing List The columns in the Mailing List may be changed by the administrator by selecting the Mailing List data filter on the people list:

Click Edit to change the columns included in the mailing list. These columns are included in the mailing list when it is downloaded from any location that includes a Download as Mailing List link. For details on editing data filters see the Data Filters section of this chapter (following).

DOWNLOAD MAILING LABELS An administrator may download a PDF file of mailing labels from the people list. These mailing labels may be printed on standard Avery Labels. When filtering a list of people, the results of the filtering can be exported as a file of mailing labels by clicking the Print Address Labels link:

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COMMUNICATION ACTIVITIES (RECORDING OTHER COMMUNICATIONS) Communication Activities may be used to record structured information about communications between the association and its members. Examples include: • • •

Hard-copy mail campaigns Incoming phone calls on specific topics Letters received from members

A typical communication format example is seen below:

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CREATING A SINGLE COMMUNICATION ACTIVITY Click the New Activity link on the desired person or company’s Communications page (accessed through Communications >> Communications):

In the above illustration the administrator is entering a single instance of a welcome pack being sent to a new member. There is some flexibility in how administrators may choose to structure communication information, e.g. a type, and a further sub-type below that. The Direction indicator shows that the communication is being sent out to a member, rather than in from a member.

Type The drop-down box under type provides a list of all existing types used in communication activities. Text place in the Type field is made available in the adjacent drop-down box next time a new activity is created. Activity information should generally be structured in a way as to be easily searchable later when using data filters, e.g. “Show me all people who have received a communication of type Welcome Pack between these dates”.

CREATING COMMUNICATION ACTIVITIES IN BULK Communication activities can be created against a list of companies or people selected using a data filter. For example, an administrator may filter for all people who have joined the association within the last month, then record in a single operation an activity to record the sending of Welcome Packs to these new members:

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Click the Activities menu item, then the Record Activity item to create an activity against the selected people. The details of the activity are completed in the same manner as an individual activity.

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DATA FILTERS Memberconnex provides Data Filters for viewing and searching many of the objects contained in the database, including people, companies, events, sales orders, accounts, payments and so on. A Data Filter configures which columns are displayed when viewing a list of the object – for instance, name, phone number, postal address and email address when viewing a list of people, and which fields may be searched on, e.g. a drop-down list of cities or an open search box for finding on name.

PEOPLE FILTER The basic Data Filter on the people list provides certain key information and an open search field for searching by name, email address or other details:

ADVANCED PEOPLE FILTER The Advanced Data Filter on the people list provides more advanced search options:

Note: because Data Filters are fully customisable by admin users your Advanced people filter may look quite different to the above example.

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MAKING CHANGES TO A DATA FILTER Data Filters are completely customisable by an Admin user. Because a Data Filter is a way of searching and reporting on a large database, data filters are slightly more technical than most user operations, however no knowledge of database languages is required. To make changes to a data filter, select the desired data filter in the Filter drop-down box and click Edit:

The Edit screen of the data filter is presented, as per the following example:

The different areas of the data filter edit screen are explained below.

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THE FILTER EDIT SCREEN NAME AND TABLE

The Table field describes the main type of object this filter searches, in this case people (the Person table in the database).

ITEMS

The Items area allows the setting of criteria to which all results must conform in order to be displayed by the data filter. In the case of people filters all except the Archived People filter contain the setting Archived = FALSE, that is, the person is not archived but rather is part of the database of active people. In another example case, an All Current Members data filter might have an item saying “the person must have a current membership” in the Items, e.g.

In this case, the Membership table must have a record to match the Person, that is, the Membership must not be nonexistent ( Is not null, in database terms).

RESULTS

The Results section determines how the records are displayed when using the data filter. Results are typically viewed in a List style, though other styles may be designed on a custom basis. Items Per Page determines how many records are displayed on the list before the list is broken into pages. For very large databases it makes sense to hide the records in the list until a search is performed, in order to save the time it takes databases to run operations on large volumes of data (e.g. tens of thousands to hundreds of thousands of records). Copyright 2006-2010 Cyberglue Software Ltd.

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COLUMNS

The Columns section configures which person or person-related fields are displayed when using the data filter. In the above example the Advanced people filter includes the columns first and last name, membership name, membership expiry date, company name, and the person’s role at the company. A more detailed explanation of the terms used in the columns section is provided in the following manual sections.

Add Column is used to add a new column to the data filter (further explanation below).

FINDS

The Finds section configures on which criteria a user may search the list of objects using this data filter. In this case, the open text search box searches by first name and last name, while drop-down boxes provide a list of all different (distinct) membership class names, job titles and cities in the database. The category type finds look for people who are members of a particular group (e.g. one of the interest groups).

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SETTING THE ITEMS ON A DATA FILTER The Items on a data filter’s edit screen determine the hard-and-fast rules that always apply to the records being listed, e.g. always exclude people who are archived or only include people who have a current membership.

EDIT AN ITEM Click the Edit link on the right hand side of an Item row to edit the Item. The edit view of the Item is presented as per the following example:

The above item applies a logical condition to the Advanced data filter list of people. It says, only include people in this list in whom the Archived field is marked false, that is the person is not archived but is part of the active database of people.

Edit Item Settings Name

Description

Left Bracket and Right Bracket

The Left and Right Bracket check boxes allow an admin user to group items together into a single logical question, then add them or oppose them to other items or groups of items. That is, (the person lives in Auckland and drives a car) OR (the person lives in Wellington and rides a tram). In this case, the data filter will display a list of all people who either live in Auckland and drive a car or live in Wellington and ride a tram.

Table.Field

Selects the table and the field within the table on which to apply the inclusion or exclusion from the list results. For a complete list of tables fields and plain English descriptions, see the appendix to this chapter.

Operation

What is the logical judgement being applied to this field? That is, must it equal something for the person to be included in the list, must it be bigger, smaller, or in the case of date fields, should it be greater than today (e.g. membership expiry date). Operations included are: EQUALS / NOT EQUALS GREATER THAN / LESS THAN GREATER THAN OR EQUAL TO / LESS THAN OR EQUAL TO IS NULL / IS NOT NULL (does not exist / exists) LIKE (finds things similar)

Right value type

This setting determines the other side of the logical condition being set above – that is, what should the table field be equal or not equal to (or greater than / less than etc). More information is provided following this table.

Value

The value that the table field selected earlier must be equal / not equal to.

Next

If there is another Item to be added, should the objects also comply to this condition (AND) or should they comply to one condition or the other (OR)?

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MORE ON RIGHT VALUE TYPES The Right Value Type setting shown above provides the ability to compare the table field selected to a specific value, to another table field, to determine whether it is in a particular group (category) or not, or to compare it to a dynamic value such as a moving date (e.g. today’s date). Essentially, [ Person:.Date of Birth ] >> [ EQUALS ] >> [a VALUE] >> [of “1976-02-28”]

Value The table field selected will be compared to a specific value. In the example of the Advanced people filter, the Item uses the Right Value Type setting of Value to check the Person’s Archived field to a specific text value, “false”. All people whose Archived field contains the value “false” are hence displayed when viewing the list of people using the Advanced data filter.

Field Selecting Field in the Right Value Type allows the earlier-selected table field to be compared to another table field. That is, the contents of this field are equal (or not equal, greater than, less than etc) to the contents of another field.

In Category In a data filter on the people or company list the In Category Right Value Type may be used to make the data filter display only people or companies who belong to a certain group, e.g. a business group such as Consultants or an interest group or mailing list such as E-Newsletter.

Not In Category The exact opposite of In Category, the Not In Category Right Value Type is used to make the data filter display only people or companies who do not belong to a certain group, e.g. a business group such as Consultants or an interest group or mailing list such as E-Newsletter.

Dynamic Allows the table field being evaluated to be compared to a dynamic date / time value. For example, a large database might include a data filter to show all people whose membership expiry date is today, or all people whose first website login date is today (new people on the website).

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CONFIGURING THE COLUMNS DISPLAYED IN A DATA FILTER The columns displayed in a data filter may be taken from a single table in the database, or from a selection of tables that naturally lend themselves to linking together, e.g. people, company, membership.

Column Settings Name

Description

Title

A fully-customisable name given to the column in the data filter, used to name the column in a way relevant to the organisation’s users.

Table.Field

The Table and Field in that table that is selected for the column in the data filter. The Title (above) is a plain-English organisation-specific name for the piece of information selected here.

Link

Should the column in the data filter link to another object in Memberconnex? In the people data filters the first name and last name are typically linked to the person so that when a user clicks on the person’s first name or last name they are take to the person’s record. It is also common place to link the company name to the company, and to the email address and website in order to begin an email or open the website when clicked.

Sortable

Do you wish the list of objects to be able to be sorted by this column, e.g. last name? If so, this is set to true.

Edit

Click to edit and make changes to the desired column.

Delete

Click to remove this column (e.g. Role) from the columns that appear in the data filter list.

Top| Up | Down | Bottom

Move this column up or down in the list. Up corresponds to left when viewing the list whilst down here corresponds to right when viewing the list.

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EDITING A DATA FILTER COLUMN To edit a column that appears in a data filter click the Edit link on that line of the Columns section in the edit screen:

The settings of the column may be edited as per the following example:

Edit Column Settings Name

Description

Table.Field

Select the table and the field within that table, e.g. Person table, first name field.

Title

Provides the plain English term that is displayed as the column heading when the data filter is being used.

Align

Align the data displayed in the column to the left or right.

Link Type

Make the data in this column a clickable link? Objects typically linked to include the person, company, email address (starts sending an email message) and website (opens the person or company’s website when clicked).

Sortable

Should the user be able to sort they list by the values in this column? When this box is ticked the user may click on the name of the column to sort the list by the values in the column.

Format

Optionally apply a custom format to the data contained in the column.

In a further column example, the person email is linked as a data link:

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ADDING A COLUMN TO A DATA FILTER To add a new column to a data filter click the Add Column link at the bottom of the Columns list:

The new column screen is presented as per the following example:

Table and Field Choosing a table from the drop-down list refreshes the list of fields available in the adjacent field list drop-down. In this case, the Membership Class table is selected, followed by the membership class name:

The Column name The Title field is displayed as the column name when the column is viewed when using the data filter. In this case,

Alignment Align the contents of this data filter column to the left, right or middle.

Link Type Set the item the contents of the column link to if clicked, E.g. person, company, or account.

Sortable Tick the check-box to allow the data filter to be sorted by this column, or leave unchecked to prevent the user sorting on this column, e.g. for a phone number column. Copyright 2006-2010 Cyberglue Software Ltd.

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Format In some cases the administrator may wish to format the data in the column in a custom format. Styling formats such as used in spreadsheets may be inserted in the format field. In general usage this field can be left blank. Click Add to finish adding the new column. Click Update on the edit data filter screen to see the column being displayed.

EDITING A DATA FILTER FIND To edit criteria the data filter uses to search records click the Edit link next to the desired Find field:

The edit view of the find field is displayed as per the following example:

Find settings Name

Description

Section

Find fields may be listed together as a section of related search options on the data filter by labeling the first find record with a section name, e.g. Geographic, membership, etc.

Name

Provides the plain English term that is displayed as the label on the Find box

Table.Field

Select the table and the field within that table on which the user will be able to filter the data filter list.

Type

The type of search provided by this Find, e.g. free-text search box (Google style), a dropdown list of distinct values contained in this field in the database (DISTINCT), a pick-list of pre-configured options (using picklists, under Tools), a list of groups, or date-based options such as before or after the selected date.

Multi-select

Ticking this check-box allows multiple items in the search box to be selected at once. For example, a list of distinct Membership Class Names may be provided in a multi-select search box to enable the user to view members of several different types at once by clicking one, then holding the Ctrl key and clicking another.

Cascade Query

Sets the drop-down box to show only the values in the field available within the subset of people conforming to any other search criteria already selected.

Automatically postback

Determines whether the filter should refresh as soon as a criteria is selected in this Find, or whether the filter should wait until the Search button is clicked.

Default Value

The default value provided in the Find box, e.g. [Any] in a drop-down box allows the dropdown list to by default display all people or companies being searched.

Note: The specific options provided on a Find edit view vary depending on the Type selected.

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FIND TYPE SETTING COMBINATIONS Entry Field

When Find Type ENTRYFIELD is selected the table field being searched is searched through a free-text search box. E.g. the person firstname is now searchable through the search box when using the data filter:

A name is not required for an ENTRYFIELD type Find field, as the field name is not displayed when using the data filter.

Distinct The DISTINCT Find type presents a drop-down list of the contents of the table field selected, e.g. cities the members reside in:

Multi-select may be ticked to allow selection of more than one city at a time, while a default value of [Any] sets the city field to be unfiltered by default when the data filter is used.

Picklist Selecting Picklist allows one of the admin-configurable picklists (administered under admin menu >> Tools >> Options >> Picklists) to provide the options in the drop-down list:

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Drop Down of Categories Selecting Drop Down of Categories as the Find Type allows a group to be selected as a search criteria in the data filter. In this case, the filter allows the user to select only the people who are members of a chosen interest area group.

The drop-down list shown on the data filter provides a list of the sub-categories under Interest Areas.

Cascading Drop Down of Categories

A Cascading Drop Down of Categories provides an initial dropdown list of the top level group selected, in this case Groups of People. When the user selects a sub-group of Groups of People, e.g. Interest Areas, a new drop-down box of the sub-groups of Interest Areas is provided.

Datebefore / Dateafter DATEBEFORE and DATEAFTER allow the searching of the filtered list by comparing a date within the person (or company, membership, account etc) to a variable date. In the following example the Find is searching for people whose date of acquisition – that is, the date the person was first added to the database – falls in the last week.

SETTING DEFAULT SORTING ON A DATA FILTER The Sort section allows the administrator to specify which table fields the filtered list is sorted by, and whether this sorting is in ascending (by default) or descending order (DESC):

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DATA FILTER FIELDS IN PLAIN ENGLISH PERSON Field Name

Meaning

Id

Person’s Memberconnex ID

Externalid

Person’s ID in the old system, e.g. the system the organisation used prior to Memberconnex.

Archived

Is the person archived? True or False

Arcreason

Reason the person was archived

Createdby

The id of the user who created the person in the database

Createdwhen

The date and time the person’s record was created in the database

Updatedby

The id of the user who last updated this person’s record.

Updatedwhen

The date and time the person’s record was last updated

Iduser

The id of this person’s user login record for the public-facing website

Idpersonmergedto

The id of the person record this person’s record was merged with, if it was previously a duplicate record.

Membershipcode1

Secondary membership code or number, possibly used in another system.

Membershipcode2

Secondary membership code or number, possibly used in another system.

Membershipcode3

Secondary membership code or number, possibly used in another system.

Title

Title salutation, e.g. Mr, Mrs, Miss.

Firstname

First name

Lastname

Last name

Fullname

Full name

Initials

Initials

Mail

Email address

Mailsecondary

Secondary email address

Website

Website

Qualifications

Qualifications, e.g. PhD

Postnominal

Post nominal, e.g. MBE, QC, MD

Preferredname

Preferred name, if different from the first name

Dob

Date of birth

Dateofacquisition

Date person was added to database

Domembership

Date of person’s first membership

Jobtitle

Job title

CV

A link to the person’s uploaded CV, if it exists

Idaddress

The id number of the person’s preferred correspondence address (use the address data filter table rather than this id for selecting address fields).

idaddressdel

The id number of the person’s preferred delivery address (use the delivery address data filter table rather than this id for selecting address fields).

Idaccountpriv

The id number of the person’s personal ecommerce account

Idaccountpref

The id number of the person’s preferred ecommerce account (i.e. where people have the option of purchasing on their company’s account).

Telbus

Person’s business telephone number

Telhome

Person’s home telephone number

Telfax

Fax number

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Telmobile

Mobile phone number

Orgnotes

Single note field

About

The person’s profile description.

Language

Preferred language

Timezone

Person’s timezone

COMPANY Field Name

Meaning

Id

Company’s Memberconnex ID

Externalid

Company’s ID in the old system, e.g. the system the organisation used prior to Memberconnex.

Archived

Is the company archived? True or False

Arcreason

Reason the company was archived

Createdby

The id of the user who created the company’s record in the database

Createdwhen

The date and time the company’s record was created in the database

Updatedby

The id of the user who last updated this company’s record.

Updatedwhen

The date and time the company’s record was last updated

Namefulllegal

The Full Legal Name of the company, only required if different from the company’s name field.

Keyperson

The Memberconnex id of the company’s key person.

Idorgmergedto

The id of the company record this companys record was merged with, if it was previously a duplicate record.

Membershipcode1

Secondary membership code or number, possibly used in another system.

Membershipcode2

Secondary membership code or number, possibly used in another system.

Membershipcode3

Secondary membership code or number, possibly used in another system.

Telhome

Main Company phone number

Telfree

Company toll-free phone number

Mail

Company email address (e.g. info@cyberglue.com)

Website

Website

Idaccount

The id number of the company’s corporate ecommerce account

Idlocationprimary

The id number of the company’s primary location

Idlocationbilling

The id number of the company’s billing location

Idfolder

The id number of a file folder related to the company’s record.

Idsectionmailbox

The id number of a section related to the company’s record.

Idsectionjournals

The id number of a section related to the company’s record.

isflag1 – isflag8

Spare flag fields

COMPANY NAME AND DESCRIPTION Field Name

Meaning

Id

Id of the company name and description record

Createdby

The id of the user who created this record in the database

Createdwhen

The date and time the record was created in the database

Updatedby

The id of the user who last updated this record.

Updatedwhen

The date and time the company’s name and description record was last updated

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Subject

Company name

Description

The company’s profile description field

Type

-

Iditem

-

Charset

-

Keywords

-

Urialias

-

Abstract

-

Body

-

Publish

-

COMPANY LOCATION Field Name

Meaning

Id

Memberconnex id number of the Company Location

Externalid

Id number of the company location in a previously used system.

Archived

Is the location archived? True or False

Arcreason

Reason the location was archived

Createdby

The id of the user who created this record in the database

Createdwhen

The date and time the record was created in the database

Updatedby

The id of the user who last updated this record.

Updatedwhen

The date and time the location record was last updated

Idcompany

The id number of the company this location belongs to

Name

Name of the company location, e.g. Marketing or Newhaven Branch

Idaddress

Id number of this location’s postal address

Idaddressdel

Id number of this location’s delivery address

Telbus

Main phone number of this company location

Telfax

The company location’s fax number

Mail

Email address of the company location

ADDRESS (ANY ADDRESS TABLE) Field Name

Meaning

Id

Memberconnex id number of the Address record

Archived

Is the address archived? True or False

Arcreason

Reason the address was archived

Createdby

The id of the user who created the address record in the database

Createdwhen

The date and time the address record was created in the database

Updatedby

The id of the user who last updated this address record.

Updatedwhen

The date and time the address record was last updated

Idowner

The Memberconnex id number of the person or company that owns the address

Location

The name of the Company Location IF this address is connected to a Location.

Dept

Department (e.g. marketing)

Line1

Address line 1

Line2

Address line 2

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Line3

Address line 3

City

City

State

State or Region

Postcode

Postal code

Country

Country

Notes

Note on the address

History

History of the address record

Gvstatus

Has the address been validated against Google Maps?

Longitude

Longitude on maps

Latitude

Latitude on maps

COMPANY RELATIONSHIP (THE LINK BETWEEN A PERSON AND A COMPANY) Field Name

Meaning

Id

Memberconnex id number of the relationship record

Externalid

Id number of the record from a previous system or database.

Createdby

The id of the user who created the relationship record in the database, i.e. first added a person to a company’s staff list.

Createdwhen

The date and time the relationship record was created in the database

Updatedby

The id of the user who last updated this relationship record.

Updatedwhen

The date and time the record was last updated

Idperson

Memberconnex id number of the person

Idcompany

Id number of the company

Status

Status of the relationship, i.e. current or previous relationship.

Role

Person’s role at the company

Accountaccess

Does the person have the right to purchase on the company’s ecommerce account?

Regtoken

-

Companylocationid

The id of the company location at which the person is located.

Datefrom

Date the person’s employment at the company commenced.

Dateto

Date the person’s employment at the company ceased.

ACCOUNT (E-COMMERCE ACCOUNT, FOR FINANCIAL TRANSACTIONS) Field Name

Meaning

Id

Memberconnex id number of the account record

Archived

Is the account archived? True or False

Arcreason

Reason the account was archived

Createdby

The id of the user who created the account record in the database.

Createdwhen

The date and time the account record was created in the database

Updatedby

The id of the user who last updated this account record.

Updatedwhen

The date and time the account was last updated

Typeowner

Owner type: person or company.

Idowner

Memberconnex id number of the owner of the account.

Code

Account code (automatically generated code number for the account)

Accountname

Name of the account

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Accountstatus

The account’s status, e.g. open, closed.

Location

-

Creditlimit

Credit limit of the account. Used when purchasing on account is allowed.

Onhold

Is the account on hold? (i.e. purchases cannot be made on the account)

Currcode

Currency code of the account, used in the optional multi-currency module.

Discount

Discount rate the account receives on all purchases

Allowcredit

Is the account owner allowed to make purchases on credit?

Penaltyrate

-

Idpricebook

ID number of the pricebook this account uses

History

History of the account

Incinbatch

Include in batch statements?

Statstart

-

Statname

-

Statline

-

Stattotal

-

MEMBERSHIP / EXPIRED MEMBERSHIP / SERVICE An instance of a membership class, held by a person or company. Field Name

Meaning

Id

Memberconnex id number of the membership record

Externalid

Id number of the record from a previous system or database.

Createdby

The id of the user who created the membership record in the database, i.e. first granted membership.

Createdwhen

The date and time the membership record was created in the database

Updatedby

The id of the user who last updated this membership record.

Updatedwhen

The date and time the record was last updated

Idmemberclass

Memberconnex id number of the membership class this membership is of.

Idmembershipoption

Id number of the membership class option.

Idcompany

Id number of the company the membership is held by, if the membership is a corporate membership.

Idperson

Id number of the person the membership is held by, if the membership is a personal membership.

Idaccount

Id of the account the financial transaction that purchased the membership occurred on.

Idmember

Not currently used

Datefrom

Start date of the membership

Dateto

Expiry date of the membership

Dategrace

The expiry date of the membership’s grace period.

Idsalesorderitem

The id of the item on an invoice or sales order which purchased this membership.

Status

The status of the membership, e.g. active, renewed, retired.

Servicequantity

-

Type

The type of membership, e.g. membership, service subscription.

Idmp

Id number of the membership period into which the membership falls, e.g. 2009-2010 Financial Year

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MEMBERSHIP CLASS Field Name

Meaning

Id

Memberconnex id number of the membership class record

Createdby

The id of the user who created the membership class record in the database.

Createdwhen

The date and time the membership class record was created in the database

Updatedby

The id of the user who last updated this membership class record.

Updatedwhen

The date and time the record was last updated

Name

Name of the membership class, e.g. Full, Associate, Student, Life.

Type

Membership class type, e.g. membership, service subscription.

Expire

The type of expiry model, e.g. on a specific date, after a certain number of months, never.

Dateexpire

The expiry date given to membership records created from this membership class.

Durationyears

Duration of the membership in years, if the expiry type is after a certain time period.

Durationmonths

Duration of the membership in months, if the expiry type is after a certain time period.

Durationdays

Duration of the membership in days, if the expiry type is after a certain time period.

graceperiodyears

Duration of the grace period in years, after the expiry date.

graceperiodmonths

Duration of the grace period in months, after the expiry date.

graceperioddays

Duration of the grace period in days, after the expiry date.

Renews

The date on which a renewed membership starts, either the invoiced date or the date the payment is made.

Servicerenews

Whether a service subscription class renews bundled with membership, or on its own, in the renewals console.

Idpricebook

The id number of the pricebook holders of this membership class receive pricing from when shopping.

Staffbenefit

Do the staff attached to a company that holds a membership of this class receive the benefits of the membership?

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DISCUSSION FORUMS Memberconnex includes the ability to create a discussion forum area anywhere within the site.

CREATE A DISCUSSION AREA Discussion areas are created using as a Section within the architecture of the site. The management of who can take part in the discussion within these sections is implemented through the Permissions system. The settings required to make a new Section a Discussion Section are as follows:

Section Content Type: Discussion The core element in creating a Section of a type other than normal content is setting the Section Content Type under the expandable Contents area in the Advanced Mode view of the Edit Section screen , through the Type drop-down box. This should be set to Discussion.

Display Options

The Discussion Section should be created using Display as set to List. Content Order Top set to Bubble allows threads created in the section to return to the top of the list of threads. In addition, the Back To setting should be set to Section.

Miscellaneous Options

When creating a Discussion Section the two check-boxes shown above should be checked. The first enables emoticons for usage in threads, and the second configures the list view of the Section to display the number of replies to the thread.

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SET PERMISSIONS TO ENABLE DISCUSSION Permissions must be set on a Discussion Section in order for appropriate level users to be able to participate. Permission settings should be as per the following examples. The first stage of the wizard allows selection of whom the permissions should be applied to (e.g. Logged In users, Holders of Any Membership, etc). When this is selected, only logged in Users will have this permissions setting applied to them when viewing the discussion section. Settings should be as per the following example:

Note: If the category holding this discussion section has visibility set to all, this will be inherited by the Section, unless specified in the Edit view of the Section (uncheck Inherit Permissions). Click Finish to complete the permissions record. For more on permissions see chapter 10

SET PERMISSIONS FOR DISCUSSION MODERATOR ROLES Discussion moderator privileges can be granted to specific users within a Memberconnex portal through the creation of a specific permissions record for that user. Add a new permissions record:

Choose the user:

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Set the Moderation permissions option to Allow:

Click Finish to create the new discussion moderator permissions record.

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BLOGS Memberconnex includes the ability to have blogs within the site, with content administrated by appointed bloggers.

CREATING A CATEGORY OF BLOGS A category may be used to contain more than one blog, and present the most-recently-posted –to blog consistently at the top of the list of blogs. This can be done by creating a category of Sections, as per normal content creation, but with the Item View Style set to Most recent Post, abstract view:

CREATE A BLOG A Blog is created as a Section within the architecture of the site, e.g. within a Category called Member Blogs. The management of who maintains the blog content, and who may comment on the blogs, is determined using permissions settings. To create a new Blog Section:

Section Content Type: Journals Go to the desired category within the sitemap and click Add New Section. The core element in creating a Section of a type other than normal content is setting the Section Content Type under the expandable Contents area in the Advanced Mode view of the Edit Section screen , through the Type drop-down box. This should be set to Journals.

Display Options

The Discussion Section should be created using Display as set to Abstracts.

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Content Order Top set to Newest first places the newest blog posts at the top of the blog. Setting Content Order Other to Oldest first ensures any comments made on a blog post display from oldest to newest. In addition, the Back To setting should be set to Section. This provides a link on each blog post which a user may click to return to the homepage of the blog.

SET PERMISSIONS FOR A BLOG CONTENT CONTRIBUTOR Blog content privileges can be granted to specific users within a Memberconnex portal through the creation of a permissions record for that user. An example is illustrated below:

In the above illustration, the blog author Carlos Torres has been granted permissions to Publish content, as well as to control comment discussions on his blog.

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SURVEYS Characteristics • • •

Multi-choice (single answer and multi answer) and text answer question types Questions placed in multiple pages Summarised results of answers gathered

The surveys area is accessed via admin menu >> feedback >> surveys. Existing surveys are listed as per the following example:

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CREATING A NEW SURVEY The process of creating a new survey includes: 1. 2. 3.

Creating the Survey Creating a Page within the Survey (at least one) Adding Questions to the Page or Pages

To create a new Survey, click the New link on the list of Surveys. The new Survey screen appears as follows:

Setting Name Status Introduction Page Text Results Page Text

Meaning The name of the survey Whether the survey is still being built, is active on the website, or is closed to further submissions. The text that will appear on the first page of the survey, as an introduction to the content of the survey. Text that appears on the final page of the survey, to acknowledge the contribution of the person completing the survey.

Click Insert to create the new Survey

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The new survey is displayed as below:

CREATE A NEW PAGE Click the New Page link circled above to create a new Page within the Survey. A Survey can have any number of pages, and these pages may be reordered at anytime. The New Page screen appears as follows:

The Page should be given a name, and may optionally have introduction text that appears above the questions within the Page. Click Insert to create the new Page. The Page is displayed in the list of Pages and Questions on the Survey.

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CREATE A NEW QUESTION

To create a new question click the New Question link next to the page just created. This creates a new question within this page. When multiple pages have been created a question may be created in a specific page by clicking the New Question link next to the desired page.

The question text may be entered in the provided editor window, which also allows rich media including pictures, Youtube clips and the like to be included in the survey. In the above example question, the question is of type Multichoice One Answer, which allows the user to choose a single option from the answers provided.

Click Insert to create the new question

The new question is displayed under the page in which it was created.

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FURTHER QUESTION TYPES Questions may be created using the following question types: Type Multi-choice One Answer Multi-choice Multi Answer Single Text Box Multi Text Box

Essay Box

Description The user may select a single answer from the available options The user may tick multiple checkboxes from the provided options (i.e. “tick all that apply”) A single text box is provided in which the user can type their response Multiple text boxes are provided in which the user can type their responses, e.g. “list your top 3 concerns”. The administrator decides how many lines should be provided when creating the question. A large text area is provided in which the user can type an unlimited amount of text

PUBLISHING A SURVEY IN THE WEBSITE A Survey can be displayed on the member-facing website by placing it in a category within the SiteMap of the website. Note, the Category should be created to hold Surveys, as per the following example: 1.

Click New Subcategory

2.

Change the Contains drop-down box to read Survey

3.

Click Insert to create the new Subcategory

The new Subcategory page is created in the website, in a DRAFT format (NB, the Publish link may be used to make this page visible on the member-facing website).

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Add the Survey you have created to the Category by clicking Add Existing Surveys

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MAILING LIST OR INTEREST (DISTRIBUTION) USER GROUPS

Mailing List User Groups • • • • •

Top level of Mailing Lists is defined in the Portal setup (check with Cyberglue) Users can choose which Groups to belong to through their Preferences screen As new User Groups are created they become available in the User Preferences screen Can be created or refreshed through the User List Filter as required Can be set as Watchers on any content section, or downloaded as a Mailing List

Distribution Categories are a type of User Group, used for distribution of content notifications. Users can choose which of these they are members of through a list of check-boxes on their user preferences screen. In normal User Groups, the administrator alone adds Users to Groups. Interest Groups are used to allow the Users themselves to choose which content areas within the site they wish to have highlighted to them. This is implemented in the layout – the specifics of which can be implemented during initial project set-up or at a later stage. In the demonstration Memberconnex setup distribution categories are stored in a Mailing Lists category:

These User Groups are reflected in the Users’ Preferences screen:

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SECURITY PERMISSIONS

Permissions are the rights given to people to view certain content or perform certain actions. Most permissions can be set on larger areas of the website, with new pages within the site set through the publish process to simply inherit the same permissions as the area they are created in.

INHERITANCE

Permissions are inherited down the site's tree structure, from top to bottom, but may be changed along the way.

Inheritance allows for permissions to be set at the 'top' of the tree (eg Site map) and only changed at the point where the change it needed. This makes the process of setting permissions much simpler, and means that permissions don't have to be explicitly set at each area of the site structure.

MULTIPLE INHERITANCE PATHS In the situation where an item of content, such as a Section, belongs in more than one Category, then the item's Default Category determines where it will inherit it's permissions from. The Default category is set in the Categories editor for an Item, accessed through the Categories link when viewing the page or item. In addition, if the design of the site includes a bread-crumb trail, the default Category of the object will be the path reflected in the bread-crumb trail. The same applies in the SmartNav left-hand menu column.

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PERMISSIONS INHERITANCE ON NEW CONTENT ITEMS When creating new content items, such as Categories, Sections, and Stories, the permissions inheritance behaviour can be set during the content publishing stage. When a new page is created it is by default created as a non-live draft version, not yet visible in the public website. The page must be published in order to be visible.

PUBLISHING A PAGE Click the Publish on a page to publish it from draft-format to live:

Memberconnex pre-selects the option for the page to inherit its permissions from the area of the website in which it is located, i.e. its parent page. The administrator may instead choose to publish the page to a different sub-set of people, e.g. only those who hold a current membership by choosing Holders of any Membership.

Click the Publish button to make the page live on the website. The page’s title and status bar now shows that the page is visible to anyone:

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MANUALLY SETTING BASIC PERMISSIONS An administrator may configure permissions on any item manually by clicking the item’s Permissions link:

A view of any permissions applying to the page and its parent pages is displayed as per the following example:

In the above example the Training & Education page does not have any permissions settings of its own. Instead, it inherits its permissions from its parent category, the website’s top-level page, the Sitemap.

ADD NEW PERMISSIONS RECORD To add a new permissions setting click Add Permissions. Wizard steps as per the following example will be presented:

In the above case the administrator is choosing to create a permissions record for Holders of any Membership, i.e. any person with a current membership. Click Next to proceed through the wizard steps.

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The Administrator may choose to allow Holders of any Membership to view this page by choosing the Allow option on the Viewing setting.

Click Finish to add the new Permissions setting. The new permissions record will be displayed as per the following example:

Note, in the above case the page was already set through publishing to inherit its permissions from its parent, which allows anyone to view the page. The administrator would therefore need to add a new permissions record for Anyone and set Viewing to Deny to further prevent the general public from viewing this page.

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EDITING PERMISSIONS & ADVANCED SETTINGS To edit a permissions record click on the name on the left of the permissions record when viewing the permissions screen of a content area:

The following edit screen will be presented:

Key Points: •

Allow: Allows all options under this permissions action to be carried out by the user / group.

Deny: Denies the user / group the ability to carry out any of the stated actions.

Inherit: Allows the user / group to do what they are allowed to at the higher levels of content above this level, from where this level inherits its default permission settings.

Advanced: Allows a more granular view of all specific actions allowable under each area such as Management or Content.

REMOVE A PERMISSION A permission setting can be removed by clicking in the Inherit option button. This page will then revert to whatever permissions are contained in its parent page.

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EDITING ADVANCED PERMISSIONS SETTINGS The administrator may click on the word Advanced next to an area of permissions to edit more granulare actions within this area. A view as per the following example will be presented:

The above example screen shows the individual action examples available under the View advanced screen. Each of these actions can be enabled or disabled on the permissions record. For instance, an administrator may choose to allow non-members to view the abstract (introduction text, i.e. the abstract of an article) but only members to view the full article (view). Upon clicking update the more granular settings for this area of permissions are displayed on the permissions view:

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MEMBERCONNEX REPORTS MEMBERCONNEX REPORTS Memberconnex provides a set of standard reports for ecommerce and website management, available through admin menu >> tools >> reports. The standard reports may also be added to on a custom basis, depending on an organisation’s needs. New reports may be commissioned from Cyberglue on cost basis.

STANDARD REPORTS COMMERCE REPORTS Comprehensive commerce reporting enables data to be viewed and downloaded for reconciliation with external accounting packages. Name

Description

Accounts on Hold

A list of customer accounts placed on hold (no longer allowing purchasing) in a specified date period.

Accounts Receivable

A list of person and company accounts with outstanding balances.

Cash Tax Report Credit Note Report

A list of all credit notes including summary information.

Payment Analysis Report

An analysis of payments received, by method.

Payments by GL Code

All payments received against general ledger codes.

Pricebook Product Report

All products in the system, showing their member and nonmember prices.

Product Popularity

Display of product sales in a specified period, showing relative popularity of the products sold.

Product Reorder

Only required in sites where inventory management is used. Displays which products require re-ordering.

Receipting Report Refund Report

All refunds made over a specified period.

Sales by Account

All sales made, by account, over a specified period.

Sales by Brand

Sales of products, grouped by brand.

Sales by General Ledger Code

All sales within a specified period, grouped by the products’ general ledger codes.

Sales by Product

Sales by product within a specified period.

Sales of GL Code

Sales of products of a particular general ledger code, within a specified period.

Sales Order Report

All sales orders completed within a specified period, including totals.

Tax Report

Tax collected through sales, split by tax type, for a given period.

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MEMBERSHIP REPORTS Most membership reports have now been superseded by the functionality available in data filters on the people and company lists, however some membership reports are still included and other custom member-related reporting may be developed as required. Name

Description

Archived People

A list of all archived people (i.e. no longer part of the active database of people).

Expired Members Report

All people whose membership has expired and not been renewed.

Inactive User Report

A report of user activity in the website, showing the date and time of people’s last logins to the website.

Members in Grace Period

All members whose memberships have expired but remain in the grace period. Now generally viewed through the data filters or the Renewals Console.

Members who have resigned from their company

A list of all people who have been removed from a company within the specified period.

New User Report

All new users registered on the website in a specified period.

User Activity Report

Current active users logged in to the website.

Users Modifying Themselves

A report of users who have edited their personal information through their dashboard in the website.

VISITORS (TO WEBSITE) Reports on activity on the public website. Name

Description

Entry pages

First pages visited by all comers to the site.

Exit pages

Last page viewed by all visitors leaving the site.

Page Views by Security Level

Analysis of the most visited pages in the site, split by security level of those viewing (e.g. admin, staff, user, guest).

Page Views / Sitemap

Number of page views per page, displayed in the structure of the website pages.

Page Views by Country

Analysis of page views, by the country of the viewer.

Page Views by User

Number of pages viewed by individual logged-in members.

Top Referrers

Number of visits to the site referred by particular sources, e.g. search engines.

Top User Agents

Visits to the site by Browser, i.e. of those viewing the site how many are using which browser?

User Modifications Report

Modifications to the website, by user. Useful for areas such as discussion forums, showing who has created or edited content within a certain period.

Visit Page Count

Analysis of all visits to the website, and how many pages are viewed in each visit before the viewer departs.

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CUSTOMIZED REPORTS (TO INCLUDE ASSOCIATION LOGOS AND DETAILS)

Name

Description

Credit Note

The default credit note PDF print report. Automatically integrates the organisation’s logo. May be customised on a design and cost basis.

Invoice

The default printable Invoice PDF print report. Automatically integrates the organisation’s logo. May be customised on a design and cost basis.

Name Badge

A name badge report that integrates the organisation’s logo and is preformatted for Avery L7415 labels.

Receipt

The default printable Receipt PDF print report. Automatically integrates the organisation’s logo. May be customised on a design and cost basis.

Statement – open items style

Statement report presented in an open items style.

Statement – trading history style

Statement report presented in a trading history style.

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RUNNING OR EXPORTING A REPORT A standard report can be run on-screen by clicking the execute link provided in the right-hand column of the reports list, or by clicking on the report name itself, in which case the following options are presented:

Command

Description

Execute

Run the report and display the results on the screen.

Background

Run the report in the background and allow the administrator to carry on with other tasks, returning to the completed report later.

Download

Export the results of the report to a CSV file for opening in Excel, OpenOffice or a database.

Cancel

Do not run the report. Returns to the main Reports screen.

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LEGAL NOTICE

Cyberglue Software Limited provides this document “as is” without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. Some countries or states do not allow disclaimers of express or implied warranties in certain transactions; therefore, this statement may not apply to you. This document and the software described in this document are furnished under a license agreement or a nondisclosure agreement and may be used only in accordance with the terms of the agreement. This document may not be lent, sold, or given away without the written permission of Cyberglue Software Limited. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, or otherwise, without the prior written consent of Cyberglue Software Limited. Companies, names, and data used in this document are fictitious unless otherwise noted. This document could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein. These changes may be incorporated in new editions of the document. Cyberglue Software Limited may make improvements in and/or changes to the products described in this document at any time. © 2009 Cyberglue Software Limited, all rights reserved. U.S. Government Restricted Rights: Use, duplication, or disclosure by the Government is subject to the restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause of the DFARs 252.227-7013 and FAR 52.227-29(c) and any successor rules or regulations. Cyberglue Memberconnex, Memberconnex, Cyberglue, and the Cyberglue logo are trademarks or registered trademarks of Cyberglue Software Limited or its subsidiaries in the New Zealand and other jurisdictions. All other company and product names mentioned are used only for identification purposes and may be trademarks or registered trademarks of their respective companies.

CONTACT Cyberglue Software Limited Physical

Postal

Level 9, Outsource IT Tower

P O Box 108124

44 Khyber Pass Road

Symonds Street

Auckland

Auckland

New Zealand

New Zealand

Online www.cyberglue.com info@cyberglue.com Phone +64 9 303 3456

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