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Current Selection Options

Article ID: 624
Last updated: 11 Mar, 2010

Current Selection is the collective list of Records that result from a Name Search or a Full
Search. This list is the center focal point in Campaign Manager 5. From this list, you can edit
records, run System Reports, export data, merge and household records, print mail merge
documents, and perform other functions. This chapter explains the different viewing, sorting, and
householding options available to you once you have a Current Selection.
Viewing the Current Selection
After conducting a search, you can bring up a view of the Current Selection (if it does not appear
on your screen already) in three ways:
 
•  From the Main Menu Bar, select Records > Browse Selected.

•  Click the Browse Current Selection button.
 
•  Type Ctrl+B. 
 
NOTE: The same Current Selection is available until another Name Search or Full Search is
done, even if you exit Campaign Manager 5 and come back to it later.

Current Selection appears as a list of Records in the Browse screen window. The total number
of records appears in the list’s title. You  can customize the Browse window by changing the
column sort order, position, and size. The following section describes how to sort the Current
Selection in the Browse screen.

Sorting the Current Selection
There is a quick, temporary way to sort the Current Selection, and there is a less quick, more
permanent way to sort the Current Selection. 
 
Sort by Column Header: Sorting by column header is the quickest way to sort Records in the
Browse screen. Quick Sorts are for viewing and editing purposes only. Most Reports, labels, and
mail merge documents will not print in the Quick Sort order. Use the Sort menu item, listed
below, under Records – Current Selection if you would like to sort the current selection for
reports and printing. 
 
Current Selection > Sort: Sorting by way of the Records menu more permanently sorts the
Current Selection. System Reports, labels, and mail merges will print in sorted order only after
you sort with the Current Selection menu.

Sorting by Column Header
Once you have a Current Selection loaded, CM5 allows you to change the column sort order,
size, and position simply by clicking the column header. Clicking the header once sorts the
header selection in ascending (A) order. Clicking the header a second time sorts the selection in
descending (D) order.

Changing the Column Width
To change the column size, position the cursor on the line separating the columns, and click,
hold, and drag the line to the right or left.

Changing the Column Position
To change the position of a column, position the cursor in the middle of the column header,
click, hold, and drag the column to the right or left. Dragging a column off screen either direction
causes the screen to scroll until the beginning or end of the Browse window is reached.

Sort with Column Header
You can change the sort order of a column by clicking on the column header. Sorting this way is
quick and helpful when trying to locate a Record when you do not have complete information.
For example, you know the contributor’s first name is Doyle, and his last name is Stevens, but
you are not sure how the last name is spelled: Stevens or Stephens. You would do a name search
for Last name = Ste* and then Column Sort the Current Selection by first Name and look for the
name Doyle. Ascending (A) order will sort from A to Z and Descending (D) order will sort from
Z to A.

Current Selection Menu > Sort

Letters, labels, and some System Reports print in the same order as the order of the Current
Selection. For this reason, it is useful to sort the Current Selection using the Current Selection
menu option sort prior running Repots, letters, and labels. You may sort the data using a single
field or using multiple fields.
Sort Using a Single Field 
 
Step-by-Step…
 1.  From the Main Menu Bar, select Records > Current Selection > Sort

2.  Click the box next to the field by which you wish to sort.
 
3.  Select Ascending or Descending order:

   Ascending Order 0-9, A to Z, or
 

   Descending Order 9-0, Z to A.
 
4.  Click OK. Your Current Selection will appear in the Browse screen in the
order you determined.

Sort Using Multiple Fields
Use this if you want to sort in order of importance. For example, you might want to sort by Last
Name, then First Name, then City.

Step-by-Step…
 1.  From the Main Menu Bar, select Records > Current Selection > Sort.
 
2.  Set the fields to sort by, either ascending or descending.

3.  Highlight the desired primary sort field and click the Move Up button until
the field is in the top position. Highlight the desired secondary sort field
and click the Move Up button until it is in the second position. You can
continue to highlight fields and move them up and down the list to create
the sorting hierarchy you want.
 
4.  Click OK.

Adding Subfile Entries to the Current Selection

The Add Subfile Entries feature will insert an entry into the Or ganization, Issues, or V.I.P.
Subfile for each Record in the Current Selection. Use this feature to add a Subfile entry to a
group of Records that may not previously have had anything searchable in common. 
 
  TIP: For example, if you added “Member Chamber of Commerce” to the
Organization Subfile for the Records in the Current Selection, a subsequent
Full Search for “Member Chamber of Commerce” would result in a Current
Selection of all Records with an Organization entry, “Member Chamber of
Commerce”.
This feature may be especially helpful if you wish to:
 
•  Mark Records in the Current Selection noting the mailing of an issue letter
or event invitation, etc.
 
•  Add an organization membership or V.I.P. status designation to the
Records in the Current Selection.
 
•  Create a letter batch for the Current Selection.

Step-by-Step…
1.  Generate a Current Selection.
 
2.  From the Main Menu Bar, select Records > Current Selection.
 
3.  Select Add Subfile Entries. The Add Subfile entries screen appears.

4.  Select the Subfile by clicking in the corresponding Add to radio button.
Your choices are Issues, V.I.P., or Organization.
 
5.  Highlight the entry you want to add. 
 
 NOTE: You can create a meaningful entry by first going to Edit Tables
and creating a unique entry.
  
 
6.  Enter data into the appropriate fields of the Subfile.
 
7.  Click OK.
 
 If you go into any of the Records in the Current Selection, you will see the new entry in the
designated Subfile. If you inadvertently add the incorrect entry, you may remove the entry
by selecting Remove Subfile Entries from the Current Selection Menu.

Removing Subfile Entries from the Current Selection
The Remove Subfile Entries feature enables you to remove a Subfile entry from each Record in
the Current Selection in a single process. Only the Issues, V.I.P., and Organizations Subfiles
are available for this procedure.

Step-by-Step…
1.  Create a Current Selection.
 
2.  From the Main Menu Bar, select Records > Current Selection > Remove
Subfile Entries. The Delete Subfile Entries screen appears.

3.  Select the Subfile by clicking the appropriate radio button.
 
4.  Select the entry to remove by scrolling through the available list and
highlighting the item.
 
5.  Enter Date Range and Staff where applicable.
 
6.  Click OK.

Filtering for Active Records
To remove Records coded as anything other than “Active” in the Master Edit Status field from
the Current Selection, use the Filter feature.
 
Step-by-Step…
1.  Create a Current Selection.
 
2.  From the Main Menu Bar, select Records > Current Selection.
 
3.  Select Filter > Active.
 
4.  This procedure will remove from the Current Selection all Records that
have been coded in the Master Record Status field as Moved, Deceased,
Duplicate, Registrar Removed, or Other. 
 
TIP: Save committee funds. Filter lists prior to sending direct mail pieces.

Householding Records in the Current Selection

CM5 allows you to create a virtual household by linking the Records for individuals who share
the same address. You may create a distinctive Household Mail Name and  Household Salutation
while retaining a unique Mail name and Salutation for the Master Record.
example, John Smith, Mary Smith, and Tim Smith can have three separate individual
Salutations and Mail names, but collectively they can have a household mail Name of “the Smith
Family” and a household Salutation of “Friends.”
 
Householding a Current Selection can help reduce the number of mail pieces to a multi-member
household to one mail piece per household. There are two householding methods:
 
•  Manual Householding. Manual householding is performed from within
the Master File Edit screen by using the Household Subfile tab.
 
•  Automatic Householding, explained below.

Automatic Householding 
 
Automatic Householding is a two-step process where CM5 appends a unique household ID
number to each Record within a household. The suggested CM5 householding criteria are a
combination of Last Name, Address, City, State, and Zip in common.
 
You can set your own criteria for householding; however, you should use extreme caution or you
may link Records that should not be householded.

First: Creating Automatic Households
To automatically household Records, you must first create a Current Selection of Records you
want to household.
 
Step-by-Step…
1.  Create a Current Selection you wish to household.
 
2.  From the Main Menu Bar, select Records > Current Selection.
 
3.  Select Households > Auto Household. The Create Household screen appears.

The box to the far left side of the screen shows the criteria for locating household members.
When multiple records in the Current selection fit the matching criteria in all the selected
fields specified in this box, they are linked into a single household.
It is always a good idea to use the default criteria for finding matching Records:
 
•  Same Last Name: first 20 characters
 
•  Same Address Line 1: first 40 characters
 
•  Same Address Line 2: first 40 characters
 
•  Same Address Line 3: first 40 characters
 
•  Same City: first 20 characters
 
•  Same State: 2 characters
 
•  Same Zip: 5 characters
 
 
4.  Select the Household Salutation format.

5.  Select the Household Mail Name format.
 
6.  Click OK to begin the Householding process.
 
This process appends a unique Household (Family) ID number to each group of Records in their
own household.

Second: Households Unique
To leave only one Record remaining per household in the Current Selection before running a
Mail Merge or printing labels, use the Household Unique feature for the Current Selection.

Step-by-Step…
1.  From the Main Menu Bar, select Records > Current Selection.
2.  Select Household.
3.  Select Unique.
If any Records in the Current Selection belonged to the same Household, now only one per
household remains. This way only one piece of mail will go to that house. The other
Records still exist in your Dataset, but not in the Current Selection.

Current Selection Unique Option
The Unique option allows you to temporarily remove Records in the Current Selection without
deleting them from the Dataset.
 
Step-by-Step…
1.  Create a Current Selection of Records.
 
2.  Note the Record count at the top of the Current Selection Browse screen.
In our illustration we have 5 Records in the Current Selection. After we
Unique the Current Selection the duplicate Record for James Williams
will be removed.

3.  From the Main Menu Bar, select Records > Current Selection > Unique.
 
4.  Select up to four fields as criteria to Unique the Records by clicking to the
left of each field. A checkmark will appear.

5.  Select Start Process.
 
Campaign Manager 5 compares the data in each selected field with the data in the same
fields for all Records in the Current Selection. If the data in the selected fields appear
exactly the same in two or more records, only one Record will remain in the Current
Selection.

Note in our example that after the Unique process ran, the Current Selection only has four
Records. 
 
NOTE: This function is not to be confused with the Current Selection > Household > Unique
function which uniques by Family ID number.

Using the Save/Load/Create Feature
 
The Save/Load/Create feature is designed to save you time and energy by enabling you to:
Save: Save a Current Selection you will want to view in the future.
Load: Load a previously saved list to become your Current Selection. 
Create: Create a new Current Selection from previously saved lists.
Create allows you to perform a Union, Intersection, or Difference function
on previously saved lists without going through the Full Search.

Saving a Current Selection (List)
Use this feature to save a Current Selection so it can be retrieved without doing another search.
Step-by-Step…
 1.  From the Main Menu Bar, select Records > Current Selection >
Save/Load/Create. The List screen appears.

Previously saved lists are displayed with the number of Records in the list
the date the list was created or saved found at the bottom of the screen.
The right side of the screen displays the function buttons.
 
2.  Click Save.
 
3.  Enter a meaningful name for the list and click OK.
 
4.  Click OK.
 
5.  Click Close to return to the Current Selection browse screen.

Loading a Saved List

To load a previously saved list into the Current Selection:
Step-by-Step…
1.  From the Main Menu Bar, select Records > Current Selection >
Save/Load/Create.
 
2.  Highlight the Saved List you want to access.
 
3.  Click Load
4.  You will see a message flash quickly on the screen that reads, “List loaded
into Current Selection.”
 
5.  Click the Close button to return to the Current Selection Browse screen.
 
6.  The list you loaded now appears as your Current Selection. 
 
NOTE: Loading a list overwrites the existing Current Selection with the list of Records in the
Saved List.


Create a Saved List
The Create Feature allows you to perform a Union, Intersection, or Difference function to
previously saved lists without going through the Full Search procedure.
 
To illustrate how this feature is useful, follow this example as we prepare data for a mail house
vendor. We will be sending a solicitation letter to our donors. The letter will ask donors who live
in Orange County who contributed $500 in 2003 to contribute another $500 for the year 2004.
This example assumes that you have already saved two separate lists (an Orange County list and
a $500 donor list) based on the desired criteria.
 
Step-by-Step…
1.  From the Main Menu Bar, select Records > Current Selection >
Save/Load/Create.
 
2.  Click Create. A List Operations screen appears.

3.  When two lists are selected, you can access the Union, Difference, and
Intersection buttons.
 
4.  Highlight the First List so the list appears in the top section of the List
Operations screen.
 
5.  Highlight the Second List so that it appears in the bottom section of the
List Operations screen.
 
6.  Select the Union, Intersection, or Difference button.
•  Union: Union will combine the Records in the First List and the
Second List and put them into a single, new list named Union 1.
The Union definition is, “First List and Second List”.
•  Difference: Selecting Difference means taking Records in List 1
that are not found in List 2 and putting those Records into a new
list called Difference 1. The Difference definition is, “In First List
and not in Second List”. 
 
 NOTE: The Difference option is order sensitive.
 
•  Intersection: The Intersection takes the Records common to both
the First List and the Second List and puts them into a separate list
named Intersection 1. The definition for Intersection is, “In First
List and in Second List.”
 
7.  Enter a new Name for your List. In our example, we conducted an
Intersection of our two lists: Contributions of $500 in 2003, Individuals
who live in Orange County. The result is our new list called, “$500
Contributors in Orange County.
 
8.  Click OK.
 
9.  Click the Close button on the List Operations screen. The Lists screen will
then appear.
 
10. Highlight your new list in the List screen.
 
11. Click Load.
 
12. Click Close to load your new list into the Current Selection browse screen.

Deleting a Saved List
Step-by-Step…
1.  From the Main Menu Bar, select Records > Current Selection >
Save/Load/Create.
 
2.  Highlight the Saved List you want to delete.
 
3.  Click Delete.
 
4.  Click Close to return to the Current Selection Browse screen. 
 
ADVISORY: Deleting the list does not delete the Records contained in the
list – just the list itself.

Deleting Records

From the Current Selection browse screen, you have the option to remove a selected record from
the Current Selection only, or delete it permanently from the Dataset. The distinguisher is the
Remove on Delete item on the Current Selection Menu.
When Remove on Delete is not checked and you delete a Record, the Record is removed from
the Current Selection only. When the Remove on Delete option is checked and you delete a
Record, the Record is deleted permanently from your Dataset. As a precaution against using the
wrong method for a removal, pay close attention to the warning messages that appear while
removing Records.

Deleting a Record from Current Selection Only

Step-by-Step…
1.  While viewing the Current Selection Browse screen, select a Record that
you want to delete.
 
2.  From the Main Menu Bar, select Records > Current Selection.
 
3.  Make sure Remove on Delete is not checked.
 
4.  Click the   button on the Toolbar.

5.  Notice the warning message. You will be removing the Record from the
Current Selection only.
 
6.  Click Yes.

Deleting a Record from Dataset Permanently

Step-by-Step…
1.  While viewing the Current Selection Browse screen, select a Record that
you want to delete.
 
2.  From the Main Menu Bar, select Records > Current Selection.
 
3.  Make sure Remove on Delete is checked.
 
4.  Click the   button on the Toolbar

5.  Notice the warning message. You will be removing the Record from
Dataset permanently.
 
6.  Click Yes.
 
   ADVISORY: The Remove on Delete option is only an in-session option.
If you check it while logged into CM5, it will remain checked until you
uncheck it or exit CM5. You will permanently delete any record when you
click Delete button on the Toolbar as long as Remove on Delete is
checked. Once you exit CM5, it defaults to being unchecked.

Deleting the Current Selection
Do not use this feature unless you have absolutely verified that no Record in the Current
Selection contains financial data that may be linked to your financial data reports. Broad
deletions using this feature are not recommended.
 
Before deleting the Records, we strongly suggest that you browse the Current Selection to be
sure you know what you are deleting. If you have any doubts about the Records that you are
about to delete, make a complete backup of the data before proceeding. 
 
ADVISORY: To maintain the integrity of your data for Financial
Disclosure reports, do not delete Records that have Contribution and
Disbursement entries
.

Step-by-Step…
1.  From the Main Menu Bar, select Records > Current Selection > Delete
Records.
 
2.  You see a warning message, asking you to confirm that you want to
proceed.

3.  Select the Yes button to delete the Records in the Current Selection. If you
decide you do not want to delete those Records, click No to abort the
procedure. 
 
NOTE: If you have not been given the permission to permanently remove Records from the
Dataset you will see a message that reads, “You do not have permission to delete!” Contact your
System Administrator to enable you ability to delete. 
 
ACCIDENTAL DELETION: If you accidentally delete a Record or a Current Selection you
may be able to recover the data. Have all users log out of CM5 immediately, and call Aristotle
Technical Support at 1-800-243-4401
.

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Article ID: 624
Last updated: 11 Mar, 2010
Revision: 1
Views: 458
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