Aristotle Support

Subfile Overview

Article ID: 610
Last updated: 11 Mar, 2010

This section gives an overview of available CM5 Subfiles and their particular data entry
considerations. Remember that the basic procedure to add or modify a Subfile entry is the same
for all Subfiles.


Contributions Subfile
CM5 manages contribution data for State and Federal financial disclosure reports in the
Contributions Subfile. There are many different Contribution Types. Contribution Subfile
entries will have an effect on the cash-on-hand balance (see “Adding Contribution Data” on page
56). In conjunction with the Record Type field, the Contribution Type field helps determine on
which line and schedule a transaction will appear on your financial disclosure reports.
For accurate State and Federal financial disclosure reports, be sure to assign Contribution Types
correctly. For more information on these reports, refer to the FEC Data Entry manuals and State
Report Readme texts

 
Disbursements Subfile
CM5 manages disbursement data for State and Federal financial disclosure reports in the
Disbursements Subfile. There are many different Disbursement Kinds. Disbursement Subfile
entries will have an effect on the cash-on-hand balance (see “Adding Disbursements” on page
66). In conjunction with the Record Type field, the Disbursement Kind field helps determine on
which line and schedule a transaction will appear on your financial disclosure reports.
For accurate State and Federal financial disclosure reports, be sure to assign Contribution Kinds
correctly. For more information on these reports, refer to the FEC Data Entry manuals and State
Report Readme texts.

 
Notes Subfile
Use the Notes Subfile as you would a memo pad. This Subfile is useful for keeping track of the
last time you called an individual, jotting down an individual’s thoughts and comments on a
particular issue, noting information about family members, logging transcripts from a previous
meeting, etc. The Note Edit screen appears as illustrated:

 TIP: The first half portion of the text will be visible outside of the Note Edit screen. Try
to start with words or phrases that readily indicate the general contents of the note. By
doing so, you can more easily tell notes apart when you have multiple notes on the
screen.

Issues Subfile
The Issues Subfile is generally used to keep track of issues of interest to the individual or
organization. It also enables you to generate correspondence related to their specific interest.

You may choose to use the Issues Subfile to mark a Record with an event or occurrence. For
example, you may enter an Issue titled, “Attended May Reception” or “Letter of Introduction
mailed by Direct Mail house”.
 
Because the Issue field is a table-ized field, it is easy to search for Records that share an Issue.
Thus, you can use this field for any number of record classifications. You can use it to tag yard
sign volunteers, phone bankers, etc.
 
There is a Note field in the Issues Subfile that you can use much like the Notes Subfile to make
comments specific to the Issue.

V. I. P. Subfile
The V.I.P. Subfile is used to track information that relates to a person’s status. A typical entry
might read, “County Board Chairman”, “Gold Member Donor”, “Friend of the Committee”, or
any other grouping that you would consider V.I.P.

Organizations Subfile
The Organization Subfile is used to track information about the name of an organization to
which the Individual or Committee belongs or is otherwise connected.

Reminders Subfile
The Reminders Subfile is used as a tickler to remind you about upcoming appointments, actions
to be taken, or tasks to be completed as they relate to the Individual or Committee.
 

TIP: This is a good way to communicate with staff members or set reminders for
someone other than you.

Once you enter the text in the Reason field, you can select the Date and the User Name of the
staff for whom you are setting the tickler. When that staff member logs into CM5 on the selected
date, a dialog box like the one below will appear.

The user should then click OK and follow the steps below to view the Reminder list.

Step-by-Step…
1.  From the Main Menu Bar, select Records > Browse Reminders.
2.  A Reminder List dialog screen prompts you to select how you wish to
view Reminders.

3.  Select Date Option:
 
•  Today’s Reminders only, or
•  Enter Date Range.
4.  Select a different User Name if you wish to view Reminders for other staff
members.
5.  Click OK.
6.  You then see all the Reminders for the date range you selected. 
 

 TIP: Go to the Record directly by double-clicking in the Record’s Last Name field from
the Browse screen.

Election History Subfile 
 
The Election History Subfile is a Campaign Manager Subfile new to Version 5. Here you can
keep track of election history and demographics of any registered voter in your dataset. 

Election History Remote Look-up
You can easily populate the fields in the Election History Subf ile with up-to-date data by
clicking on the Remote Look-up icon in the upper-right corner of the Master Edit screen. CM5
will then connect to Aristotle’s voter database and attempt to match data from the Individual’s
Record to data in the Aristotle database and enable you to import it. 
 
   ADVISORY: You must have an Internet connection to access this feature. If the
Remote Look-up button is grayed out, your User Name does not have Remote Look-up
privileges. Contact your System Administrator to have it enabled or call Aristotle’s
Technical Support at 1-800-243-4401. 
 
Step-by-Step…
1.  Click on the Remote Look-up button  . At the very least, the First
Name, Last Name, State, and Zip Code fields must be populated to
attempt a match. 
 
 NOTE: The first time you click on this button, you will need to enter your
Aristotle Customer ID number and CM5 User Name, and then click
Submit. 
 
2.  You see a list of possible matching voter records returned from the remote
look-up search. 

 

Determine if the first name, last name, middle name, sex, and birthday of
the person in the screen match that of the individual in the Record.

3.  Click Select to import the selected voter history.

ADVISORY: Once you click the Select button, CM5 imports voter history data into the
Election History Subfile from Aristotle’s registered voter database. Data from the voter
database will also overwrite certain fields in the master edit screen, including Address 1,
Address 2, Address 3, City, State, Zip, and Home phone number. Be certain that you
want this information to be overwritten. In rare cases, some information in your dataset
may be more current than that in the voter database.

Profile Subfile

The Profile Subfile is used to store information about current legislative officeholders and/or
candidates. In addition, you may use this Subfile to house additional contact persons and
telephone numbers for individuals connected to the Master Record.
 
From the Profile Subfile you can directly e-mail messages to the contact persons associated with
this Master Record or link directly to the Contact’s web page. 
 
NOTE:
CM5 is designed to interface with any MAPI-compliant e-mail package such as MS
Outlook, CC-Mail, and others. If you are having a problem using e-mail directly from CM5,
contact Technical Support to correctly configure your system to interface with the e-mail
function of this program.
Committee Editor
You can use the Committee Editor to enter Congressional or Senatorial committees or sub-
committees to which the officeholder belongs. To access the Committee Membership screen, the
Profile Edit screen must be open.

Step-by-Step…
1.  Click the Committee Editor button  .
 
2.  Click Yes to save current Profile Subfile data if prompted

3.  Click the (+)  button on the Subfile Toolbar to add a new entry. 
 

4.  Enter the appropriate information in the Committee, Sub-Committee,
Position, and Jurisdiction fields.
 
5.  Click the save button to save.


Committee Vote Records
You may record how a legislator votes on specific bills by using the Committee Vote screen. To
access the Committee Vote screen, the Profile Edit screen must be open.

Step-by-Step…

1.  Click the

2.  Click Yes to save the current Profile Subfile data if prompted
 
3.  Click the (+) button on the Subfile Toolbar to add a new entry.

4.  Enter appropriate information in the Vote/Bill/Referendum, Explanation,
and Vote Cast fields.
 
5.  Click the Save button to save.

Household Subfile
The Household Subfile is the area where the Household Mail Name and Household Salutation is
stored. Data stored in this Subfile is used to for mail merges. To designate this Record as the
primary Record for householding additional family members, check the Head of Household
checkbox. For additional information, refer to the section on Householding.

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Article ID: 610
Last updated: 11 Mar, 2010
Revision: 1
Views: 437
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