Defining Codes

Codes and tags are defined on the Codes tab of the Admin tab. All of the code types and tag types appear in a list on the left side. When you select a code or tag type, the list of codes or tags appears on the right.

At the top of the list there are icons that allow you to add new codes or tags, edit existing ones, or delete them.

Most codes and all tags include both a short code and a description. The short version is useful on reports and in lists where it takes less space. The long version can also be used in reports and lists if you prefer, and can also be included in letters where it is more understandable to your constituents.

Some codes, like Prefix, do not include a description. The code itself is 30 characters and is long enough for most prefixes.

Codes are marked as Active if they are available to be attached to records. You can make a code inactive at any time. Inactive codes do not appear in the drop down lists on data entry screens. They are still attached to older records but cannot be attached when adding new records or editing old ones.

When you create a user defined field that is a single or multiple selection drop list, you also define both codes and descriptions. You can choose which to display in the drop list.

Some codes include additional information. For example, Reason codes that refer to a direct mailing can include the number sent and total cost. These can be used in the Mailing Analysis report. For a complete list of codes and any additional information, see the Code Types topic.

Adding Codes

To add a new code, do the following:

1. Click on the Hello menu and select Administration.
2. On the Admin tab, open the Codes tab.
3. Select the type of code you wish to add.
   1. Note: to create Gift Range codes for the Campaign module, use the Gift Size Table tab in Admin instead.
4. Click on the + icon at the top of the list of codes.
5. Fill in the code and description.
   1. If you intend to use this code immediately, make sure it is marked Active.
6. Active codes appear in the drop down list when you are adding or editing data that includes this code. If you have codes that you no longer use, you can make them inactive. Inactive codes are still attached to old records but are no longer available when adding or editing records.
   1. Add comments about what this code means and when it should be applied.
7. The comments attached to codes provide institutional memory so that codes are used consistently and your data maintains its integrity and usefulness.
   1. Fill in any additional fields that may apply to this code.
8. There are several Gift codes that are called "UD", meaning User Defined. These codes are for customized giving totals and gift counts. For these codes you add not just a name and description but also the logic for how the total or count is calculated. These codes appear on the Giving Summary tab of the Bio screen.
9. Click on Save to add the code to the list of available codes.
10. The Created Date and Created By fields are automatically filled in for this code.
11. Changing Codes

You can make changes to codes if you need to. However, you should use extreme caution when changing existing codes that have already been attached to records. Changing the code or description will replace the code in all records where it has previously been assigned, potentially changing the intended meaning of the data. In general it is best not to change the code itself, although you are allowed to do this.

To change an existing code, do the following:

1. Click on the Hello menu and select Administration.
2. On the Admin tab, open the Codes tab.
3. Select the type of code you wish to change.
   1. Note: to change Gift Range codes for the Campaign module, use the Gift Size Table tab in Admin instead.
4. Select the code you wish to change from the list.
5. Click on the pencil icon at the top of the list of codes.
6. Make any changes in the code, description or other fields associated with this code.
7. Update the comments to reflect the reason for this change.
8. Click on Save to save your changes
9. The Modified Date and Modified By fields are automatically filled in.

Deleting Codes

You can delete codes that are not currently attached to any records. If you have a code attached to old records that you no longer wish to use, you should mark it as inactive rather than deleting it.

To change an existing code, do the following:

1. Click on the Hello menu and select Administration.
2. On the Admin tab, open the Codes tab.
3. Select the type of code you wish to delete.
4. Select the code you wish to delete from the list.
5. Click on the X icon at the top of the list of codes.
6. You are asked to confirm that you wish to delete this code. Click on OK to continue with the deletion.
7. If the code is in use, you are informed that the code cannot be deleted.
   1. To see which records have this code attached, open a list that includes the relevant records. For example, if the code is the Source code attached to households and organizations, open All Households and Organizations in Quick Lists in the People and Orgs navigator. If it is a gift code, open All Gifts in Quick Lists in the Gifts navigator. Once the list is open, find the column containing the code and type the code value you are seeking in the box at the top of the column. This filters the list to display the records to which this code is attached.
   2. If the code column does not appear in the list, use the list gears to add it.