Feature of the Month: How to Organize Your Data for a New Cycle
Not only is it a new year, but it’s also a new election cycle. Now that the Year-end 2016 reports are filed and mid-terms are still months away, this is the perfect time to review your Crimson is set up to organize data and make sure your Source Codes are set up in the best possible way.
How Crimson Data is Set Up
Data in Crimson is set up in a four-level hierarchy:
1. Fund: This is the campaign level that identifies which committee or cycle and election it is. This allows you to identify information from the current campaign or committee and correctly report it to the FEC.
Example: P2018 is a fund code for donations raised in the 2018 primary while G2018 is the fund code for donations raised in the general election.
2. Program: This code identifies broad channels or categories of fundraising.
Example: Housefile mail, prospect mail, telemarketing, online, major donor, or event.
3. Initiative: This code refers to every housefile and prospect appeal sent from your campaign. Each mailing, email, event or other type of appeal should receive a unique Initiative code.
Example: P001 would be prospect sent the healthcare bumper sticker mailing
4. Source: This code identifies individual segments within an Initiative. With a prospect appeal, the Source Code would refer to the list that you rented, and the code for a housefile appeal would refer to a specific segment, such as donation level or geographic area. To make events easier to manage, give each of them a unique Source Code. This will help you track the donations made at each event.
Example: P001A Family Matters List, P001B Clark County Republicans & P001C Candidate Contact List
Remember: Every Source Code is linked to a broader Initiative code and an even broader Program code, but only the Source Code is required when entering gift information into Crimson. A Fund Code is also required at the time of entering or loading a gift.
How to Create & Import Source Codes
Since gifts are required to have an associated Source Code, you must set them up first. There are two ways to set up Source Codes – manually type them into Crimson or import.
Remember that each Source Code must be linked to an Initiative Code, and each Initiative Code must be linked to a Program Code. Before you set up your Source codes, it is advisable to review how your data is ordered and ensure that it makes sense.
Set Up Initiative Codes
1. To set up a new Initiative Code, click on the Money menu on the left-hand side of your Crimson dashboard and then Settings.
2. Click on the Initiative tab. From this tab, you can search for an existing Initiative or add a new one by clicking on the button.
3. Enter your Initiative Code and then add a description. Then use the drop-down menu under description to connect the Initiative Code to the right Program Code.
Note: You can also select Initiative Type and enter a Note, but this field is not required.
4. Click .
Enter Source Codes Manually
There are two ways you can manually enter Source Codes if you need to create a few:
Option 1: Once you set up your Initiative Code, click on the button. A new Source Code will appear in the field below.
Option 2: Return to the Settings section under the Money menu and click on the Source tab.
1. Click on the blue button. A new window will appear with fields for you to enter your desired Source code.
2. Once you enter your Source Code and link it to an Initiative (and event if needed), click on the button at the bottom of your screen.
Import Source Codes
2. Confirm that the correct Initiative Code has been entered into Crimson.
Note: Make sure you only have one worksheet named Source saved in your Excel file.
3. On the Crimson dashboard, click on Money and then Settings and finally on the Initiative tab.
4. Find the Initiative you to which you want to link the Source Codes and click on the green button.
5. The Initiative Code will open up in a new window. Click on the . You will be prompted to take the next steps:
- Step 1: Upload File
Click on the button and select the file you want to import.
- Step 2: Import
Click on the blue button to load the Source Codes into Crimson.
6. Your Source Codes should be uploaded and saved in Crimson.