Logging into & out of Community Connect
It is necessary to log into Community Connect in order to use the system. Your local administrator will provide instructions on logging into Community Connect. To log out of Community Connect, click your name in the top-right of the screen and select “Sign Out” and you will be logged out.
Navigating Community Connect
Within Community Connect, nearly everything is accessible from the main menu bar, called the “nav bar”, which is located at the top of the screen.
The navigation bar includes contextual functions that enable you to perform the most common tasks quickly, like searching for data, reviewing recently viewed items, or entering a new record.
Along the top of the screen are several options.
- If you wish to navigate to other applications, click the “waffle” icon to the left of Community Connect in the nav bar.
- Click Community Connect to go to the page you’ve set as your default view in CRM (see Introduction and Getting Started for configuration information).
- To the right of the Community Connect logo in the nav bar is the menu icon (), explained below. To the right of that is the Work Area of CRM you are in. To the right of that is the specific Context. On the right side of both the Work Area and Context links are down-arrows, indicating that additional functionality is available for each of those items. If you open a specific record, that record is listed in the menu bar next to the Context (it, too, has a down-arrow indicating that additional functions are possible).
Further across the nav bar is the Recently Viewed icon (), the Add icon (), a Search bar, the Advanced Find button (),user information, configuration, and Help.
The Menu icon
Next to the logo is a menu icon (), often referred to as the “Hamburger” menu because the icon resembles a top bun, patty, and bottom bun. Click this icon any time to view available Work Areas.
Work Areas in the screenshot below include RD, Marketing, Volunteer, Transactions, Help Center, and Settings. (Your screen may look different depending on your access level. The colors of your Community Connect installation may be different than those that appear throughout the documentation.)
Each Work Area gives you access to tools and information tailored for you, so you’re not distracted by things you don’t need. This is discussed more fully further in this document.
Click the Recently Viewed icon at the top of the menu bar to view a list of your recently viewed items during this session. This is useful if you need to jump back to a previous record.
Add a New record
If you wish to quickly add a new record to Community Connect, click the circled Plus icon at the top of the CRM screen (). You are prompted for the type of record you would like to add.
Note: Items that are added via the circled Plus icon () are not automatically associated with any other records in CRM. If you want, for example, a Contact to be automatically associated with an Account, add the Contact from within the Account record. It will be associated automatically.
Searching Community Connect
Choose the Search bar at the top of the screen and enter your search term. Use an asterisk (*) if you would like to include a wildcard character.
Use an asterisk before your search term to indicate you are looking for results containing these characters. For example, if you are looking for Huntington Bank and cannot find the Account by typing “huntington”, precede your search term with an asterisk (*huntington) to find The Huntington Bank.
In lists of matching search results (which are grouped by record type), click the record to open it. If there are many matches, there is a scroll bar that enables you to move up and down to see matching records.
If you want to see only matches for a certain type of record (Account, Contact, etc.), select a filter from the drop-down list labeled “Filter With”.
Advanced Find is a powerful method for developing searches which can be more nuanced than the default search. Results can be formatted to your specifications. Advanced Finds can be saved and shared among team members.
NOTE: Advanced Find works best when in “Details” mode. Refer to Introduction and Getting Started for setting “Details” mode by default. To set Details mode from the Advanced Find, click “Details” in the nav bar.
The top of the Advanced Find window contains the tab bar and the nav bar.
The tab bar navigates between tabs. For example, if you click the “Saved Views” icon, it opens in a new tab within the Advanced Find window and you can move between the tabs by clicking on them.
The nav bar includes the following:
- Query: This is the panel displayed by default when entering Advanced Find. To return to this view, click the Query icon.
- Saved Views: Manage saved views by clicking this icon. Saved Views are distinct from System Views. System Views are provided by CRM and are visible to everyone. System Views can be modified only by system administrators.
Saved Views are created by users and are visible only to the user who created it and anyone with whom it has been shared.
- Record Type: Changes the entity which the Saved View displays. To view Saved Views associated with a specific entity, select it from this drop-down list. To view all Saved Views, select “All” from the drop-down list.
- Set as Default View: Makes the current view your default for this list.
- Activate: If the selected Advanced Find(s) have been deactivated, this function attempts to activate them.
- Deactivate: If the selected Advanced Find(s) have been activated, this function attempts to deactivate them.
- Delete Saved View: You can delete Saved Views by clicking this icon. You will be asked to confirm.
- Assign Saved Views: Assigns Ownership of the select Saved View either to yourself (click “Assign to me”) or to another user or team.
- Share: If you created the selected Saved View (or it has been assigned to you), you can Share it with other users by clicking this icon and selecting “Add User/Team”. Look up the User or Team to with whom you want to share the Advanced Find and set the permissions you wish to give them. If you want another User only to be able to access the Advanced Find but not make changes to it, the default selection of “Read” is sufficient.
- Email a Link: To share a link to this Advanced Find, click this icon to open your email program with the link.
- Results: View the results of the query you’re working on. It is helpful to build queries incrementally, viewing results as you go, to make sure you’re getting the results you expect.
- New: Create a new Advanced Find query.
- Save: Save the current Advanced Find query with the name in the “Use Saved View” field.
- Save As: Save the current Advanced Find query with a new name.
- Edit Columns: Edit the columns displayed in the Advanced Find results.
- Configure Sorting: Select the Primary (and optionally, the Secondary) sort order for this Advanced Find. Select the primary column on which to sort by specifying it in the “Sort By” field and defining if you want it sorted Ascending (A-Z, 0-9) or Descending (Z-A, 9-0). Optionally, specify sorting of a second column by specifying it in “Then By”.
- Add Columns: To add additional columns to the Advanced Find, click “Add Columns” and select the Record Type from the drop-down, and put check-marks in the columns you want added to the Advanced Find form.
- Change Properties: Select a column you wish to edit by single-clicking on the column header. Click “Change Properties” to modify the width of the column.
- Remove: Removes the selected column from the Advanced Find. You will be asked to confirm.
- Reordering columns: To reorder columns, single-click on the column head you wish to move then click on the left-arrow or right-arrow on the right side of the Edit Columns window to move it where you want it.
- Edit Properties: Edit the Name (required) and Description (optional) of the Advanced Find by clicking this icon.
- Clear: Clear the displayed Advanced Find query. This does not delete a saved Advanced Find query.
- Group AND: Once you have created your search criteria in the Advanced Find, select two or more of the phrases and click this icon to set them as an “AND” search. This is useful, for example, to create searches such as “City=Hamilton AND State=Ohio”.
- Group OR: Once you have created your search criteria in the Advanced Find, select two or more of the phrases and click this icon to set them as an “OR” search. This is useful, for example, to create searches such as “City=Cincinnati OR City=Dallas”.
- Details: Determines the mode in which the Advanced Find panel is displayed. It is recommended to set Detail by default. Refer to Introduction and Getting Started for setting “Details” mode by default.
Below the nav bar are two fields and the Advanced Find panel. The two fields are:
- Look for: Defines the primary entity on which to base the Advanced Find. If you want to create an Advanced Find based on Accounts, select Accounts.
- Use Saved View: If there is a previously-saved Advanced Find view you wish to edit or on which you want to base a new Advanced Find, select it from this drop-down list.
You will frequently use lists in Community Connect. Lists consist of fields collected in rows, and displayed on pages.
When you hover your mouse over certain fields in lists, you will notice that the field will become underlined (not all fields in a list are clickable). If you click on an underlined item, it will open that item.
In the screenshot below, if you hover over the Account name, it will become highlighted. If you click the Account name, the Account view will open. If you click the United Way Campaign field, it will become highlighted. If you click the Campaign field, the Campaign view will open. If you click on the Name (or double-click within the row), the GPS record will open.
Navigating within Records
To minimize scrolling, click on the three boxes to the right of the Account or Contact name. A drop-down menu will appear with different sub-sections of the Account or Contact. Click one of the sub-section names to quickly jump to that area.
Filter and Sort
Whenever you see a funnel icon at the right side of a column heading, you may filter on that view to find the records in which you are interested.
To filter, click the funnel. Next, click the down-arrow on one of the column headings and filter based on the information you want to see.
You may sort by clicking on column headings. Click again to reverse the sort order. You may shift-click on a second column heading to sub-sort by that column.
Saving in Community Connect
Throughout CRM, click “Save” or “Save & Close” at the top-left of the page after you enter data into CRM.
It is necessary to “Save” or “Save & Close” only the first time you save a particular record. After the record has been saved once, further changes will be automatically saved, every 30 seconds. If you wish to manually save, you may do so by clicking the tiny save icon () at the bottom right of the page.
Click the three bars icon (to the right of the Community Connect in the top-left) to quickly access different work areas within CRM, including RD, Volunteer, Transactions, Marketing, and more.
- RD: Access GPS records, Accounts, Prospects, Memberships, Grants, Reports, and to record UW Visits
- Marketing: Access Dashboards, find lists of current Members and Volunteers (Marketing Lists), and create Activities
- Volunteer: Find active Volunteers, Volunteer Opportunities, etc.
- Transactions: Keep track of Transaction details and Envelopes
Whenever a down-arrow is available, you may click the arrow to access additional options.