CiviCRM

Essential Tasks

This chapter provides instructions on how to do some of the common tasks associated with the CiviEngage module.

Printing a walk list

CiviEngage offers a report that allows you to easily print walk lists for folks who are doing canvassing, Get Out the Vote (GOTV) or other door knocking activities.

  1. If you want to use Groups or Smart Groups to develop your walk list, be sure to create the groups you want.
  2. Click on Reports -> Create Reports from Templates in the navigation menu.
  3. Click on the walk list report. Choose whether you want the Country or Email field to display.
  4. Scroll down to the "Set Filters" section. You must select a filter to obtain results. All your Groups and Smart Groups appear in the Group filter.
  5. Once you have set your filter(s), scroll down and click on "Preview Report." You are now seeing the report results, but if you click on "Print Preview" you will see your walk list. You can use your browser's Print Preview feature to see the walk list on a per-page basis.

Printing a phone list

CiviEngage offers a report that allows you to easily print phone lists for folks who are doing phone banks or other mass phoning activities.

  1. If you want to use Groups or Smart Groups to develop your phone list, be sure to create the groups you want.
  2. Click on Reports -> Create Reports from Templates in the navigation menu.
  3. Click on the phone list report. Choose the columns you want to display from the template screen.
  4. Scroll down to the "Set Filters" section. You must select a filter in order to obtain results. All your Groups and Smart Groups appear in the Group filter.
  5. Once you have set your filter(s), scroll down and click on "Preview Report." You are now seeing the results but if you click on "Print Preview" you will see your phone list. You can now use your browser's Print Preview feature to see the phone list on a per-page basis.

Create a Campaign Source Code

In order to use CiviEngage effectively, you need to create "campaigns" that you connect all your activities to.

  1. Click on Administer -> Customize -> Custom Data.
  2. Find Participant Info in the list and click the corresponding "View and Edit Custom Fields" link. This gives you a list of Custom Fields.
  3. Find Participant Campaign Code and click the "Edit Multiple Choice Options" link. Now you are seeing a list of the interests.
  4. Scroll down and click on "New Option" and add your new campaign.
Please note that this new campaign code will now be available for Event, Membership and Contribution Campaign Codes as well as in the Participant Campaign Code that it was just created in.

Add an issue interest

To better understand and track the areas that your members and constituencies are interested in working on, CiviEngage provides a field that collects this information. Customize this list to meet the needs of your particular organization.

  1. Click on Administer -> Customize -> Custom Data.
  2. Find Grassroots Info in the list and click on the corresponding "View and Edit Custom Fields" link. This gives you a list of Custom Fields.
  3. Find Issue Interest and click the "Edit Multiple Choice Options" link. Now you are seeing a list of the interests.
  4. Scroll down and click "New Option" and add your new interest. 
Please note that this new issue will also appear in Funding Areas and Funder Issue Interest as well as in the Issue Interest that it was just created in.

Track Walk List/Call List Responses

Responses to the questions your canvassers or phone bankers ask are tracked in an individual's activity record. The text of the questions are tracked in the event record. In order to properly configure this, start with creating the event.

  1. Click on Events -> New Event.
  2. Choose Campaign for your Event Type, which will let you see the Event Campaign Details section.
  3. Scroll down to the Event Campaign Details section and add the text to the questions for this particular campaign.
  4. You will also want to add an Event Campaign Code, which is in the Event Details section.

Next you would go to a contact record to create a "Door Knock" or "Phone Call" activity and finish configuring this functionality.

  1. Go to a contact's record and click on "new activity."
  2. Choose "Phone Call" or "Door Knock" and you will get the Activities screen.
  3. Scroll down and click on the Call List Responses section.
  4. Now you can record the responses.
  5. You then add the Activity Campaign Code in the Activity Source Details section. Make sure you choose the same campaign as you did for the Event.
Activisim_walklistresponses

Print an Activity Report

One of the features of CiviEngage is the ability to track the different activities that your members are engaged in. Use the activity report to better understand what your members are doing.

  1. Click on Reports -> Create Reports from Template.
  2. Choose the Activity Report. This brings up the Activity Report Template. You are now looking at all the options available for printing a report based on the activities CiviEngage offers that your contacts are engaged in.
  3. The first section lists the columns that are available for your report. Use the check boxes to decide what information you want your report to show. The default values are , Target Contact Name, Activity Type, Subject, Activity Date and Activity Status. You can choose columns from Walk List Responses, Leadership Level (from Activities), Call List Responses, Proposal Info or Activity Source Details.
    If, for example, you want a report of Walk List Responses from a specific campaign, you would check boxes from the Walk List Responses section and choose the Activity Campaign Code from the Activity Source Details section. Please note that the default value for Activity Date is "this month." If you want a different range of dates you have many options. Click on "this month" and you will see all the options available. Included is Date Range, where you can choose a specific range of dates.
  4. The next section allows you to group your data by the Source Contact (the default value), Activity Date or Activity Type. Check the appropriate box for your report.
  5. The final section is for filtering your data. Here you can choose data from any of the activity fields that CiviEngage offers.
    To continue our example, you might choose to include data where the first two Walk List questions were answered yes. Choose Y in the appropriate boxes and scroll down to the Activity Source Detail section and choose the appropriate Activity Campaign Code. Click Preview Report and view your results.
  6. Once you have your results, you have a number of options. You can "Preview" the report, "Preview" the PDF of the report, "Preview" the CSV (export your report into a spreadsheet), or "Add the contacts to a group."

Search for Activities

The are a number of ways to search for the activities that you create using CiviEngage:

  • Run a report, as explained above
  • Use the Find Activities search option
  • Use the CiviCRM Advanced Search
  • Run an Activity Search, which is in Custom Searches.

Using the Find Activities search option

  1. Click on Search -> Find Activities.
  2. You are presented with a number of search criteria options. You can enter the name or email address of a contact in the database. You can choose one or more activity types. You can add a range of dates during which activities happened. You can search for contacts in specific Activity Roles: With, Created By and Assigned to. You can look for specific subjects, test activities or by the status of the activity. Each criterion you select will narrow your search results.
  3. Click Search and you will get to the Search Results screen.
  4. Select some or all of the search results and click on "- actions."
  5. You can then choose to export your results, send an email to all the contacts you found or add these contacts to a group or smart group, among other options.

Using Advanced Search to find Activities

  1. Click on Search -> Find Contacts - Advanced Search.
  2. Scroll down to the Activities section and click on it. Here you find all the options available in CiviEngage for activities.
  3. Once you choose your search options and click Search you will get to the Search Results screen.
  4. Select some or all of the search results and click on "- actions."
  5. You can then choose to export your results, send an email to all the contacts you found or add these contacts to a group or smart group, among other options.

Using the Custom Search: Activity Search

  1. Click on Search -> Custom Searches... -> Activity Search.
  2. You are presented with different criteria by which you can search for information. Enter your search terms and click Search.
  3. The Search Results provides the Name of the person, the Status, Type and Subject of the Activity and who assigned the activity. You also have a button for viewing and editing each activity record. 
  4. Select some or all of the search results and click on "- actions."
  5. You can then choose to export your results, send an email to all the contacts you found or add these contacts to a group or smart group, among other options.


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