Step 1 : Step 2 : (See Figure 1) - Servant PC

1 1 How to Assign Deacons to Families 1 Open and log in to the Membership 1 :Open a Family Profile. It does not matter which family, any family profile will do. (See Figure 1) step 2 : Figure 1: We will rename Extra Field 6 to Information the More Information tab. Find Extra Field 6 on the right of the profile. (See Figure 1) step 3 :Right click on the field label Extra Field 6 . You will see the drop down list. Left click on Change Field Name . (See Figure 2) step 4 :NOTE: You can use any Extra Field with a drop down arrow at the end of it. We are using Extra Field 6 in this 2:Right click on the field label Extra Field 6 .From the drop down list, select Change Field Name .2 Figure 4:You will now see the Define Field Label window.

2 In the User Defined field type Deacon. Click the [OK] button to save the field name change. (See Figure 3) step 5 : Figure 3: Enter the new name for Extra Field 6. In this example we are renaming it Deacon .Click the [OK] button to save the field name will now see that in the family profile, Extra Field 6 is now renamed to Deacon. (See Figure 4) We now need to enter the values (the Deacon s names) into the drop down menu choices. Close the Family 6 :Extra Field 6 renamed to on the Tools menu option. From the drop down list, choose Edit Field List . (See Figure 5) step 7 : Figure 5: The Edit Field Lists window will be displayed. In the Field Type: box, click the drop down arrow and choose Family Profile.

3 (See Figure 6) step 8 :3 Figure 6:Select Family Profile from the drop down will now see all of the multi value fields in the family profile listed. Click on Deacon . (See Figure 7) step 9 : Figure 7: Left click on Deacon . Then click the [Add Item] the Deacon s the [OK] button to save the name in the Deacon drop down [Add Item] the [Add Item] button. (See Figure 7) step 10:Enter the Deacon s name in the Value box. (See Figure 7) step 11:Click the [OK] button to save the value (the Deacon s name) in the Deacon drop down list. (See Figure 8) You will now see the Edit Field List window and the Deacon s name will be listed under Deacon. (See Figure 8) Continue to repeat Steps 10-12 until all Deacon s names have been 12: Figure 8:These are the Deacon s names that will be available in the Deacon drop down menu in each Family to close the Edit Field Lists left click on the All Family Records group.

4 (See Figure 10) step 15: Figure 9: Figure 10:4 step 13:We are now going to assign the correct Deacon to each family by using Groups Keeper and the Globally Change Fields tool. Click the [Groups Keeper] button on the tool bar. (See Figure 9) step 14:Click the [Close] button to close the Edit Field Lists window. (See Figure 8) You will now be back at the main Membership Manager Family Records will now see a list of every family in your database. We are now going to untag all of the families. Click the [Reverse Tag] button on the tool 16:NOTE: If you open a Family Profile, click on the More Information tab, you will now see that Extra Field 6 is now labeled Deacon. If you then click the drop down arrow at the end of the Deacon field, you will see all of the Deacon names you entered in step 11:Reverse Tag 12: Figure 13:5 Once all families have been untagged, tag the families that belong to Deacon Bob Bovine.

5 (See Figure 12) step 17:Families that belong to Deacon Bob BovineClick the bottom section of the [Advanced Options] button on the tool bar. Select the Globally Change Fields option from the drop down menu.(See Figure 13) step 18:Advanced Options Change Fields will now see the Globally Change Fields window displayed. Under step 1, Select the field to be changed, click the drop down arrow and find Deacon in the drop down menu. (See Figure 14) step 19: Figure 14:Choose the Deacon field that we created in step 16:6In step 2, Choose Action, select Replace With . (See Figure 15) step 20: Figure 15:Choose the Action Replace With .In step 3, Enter the item for the change, select Bob Bovine (the Deacon for the tagged families.)

6 (See Figure 16) Click the [Add] button in step 20:Choose the Deacon that is assigned to the tagged you have chosen the Deacons name, the [Add] button will become available so that you can click on criteria entered will now be moved from the Steps section of the window down to the window below. Click the [Apply Changes] button. (See Figure 17) You will now see a window warning you that you are about to apply the criteria entered to each of the tagged records. There is no undo feature for this function. If you are certain this is what you would like to do, click the [Yes] button. step 20: Figure 17:Criteria moved from the step section to the window Changes we now look at one of the families that we tagged for Bob Bovine to be assigned as their Deacon and we look at their Deacon field, Bob Bovine s name will be there.

7 (See Figure 19) You will now need to repeat Steps 14-21 for each Deacon that needs to be assigned to a 22: Figure 18: Figure 19:7 You will now see a window telling you how many records were changed. We had tagged 4 families to be assigned to Bob Bovine as their Deacon. Our message is telling us that 4 records were changed which is correct. It will also ask if you would like to refresh the group result. It is up to you, if you click the [Yes] button it will display the All Family Records group again with all the families tagged. (See Figure 18) step 21:Number of families that now have Bob Bovine in their Deacon Arnold s have now been assigned Deacon Bob and log in to the Membership 1 :Click the [Groups Keeper] button on the tool bar.

8 (See Figure 1) step 2 :Click the [Add Group] button on the tool bar. (See Figure 2) step 3 : Figure 1: Figure 2:8 How To Create Family Groups for DeaconsThe Add/Edit Group window will be displayed. (See Figure 3) Enter a name for the group. In this example we are building a group for Deacon Bob 4 : Figure 3: Enter a descriptive name for the the Show field, choose Families In 1. Select a field to search , click the drop down arrow, choose Deacon . This is the field that we need to search in for the value of Bob Bovine (the Dea-con s name) (See Figure 4) step 6 :In 2. Select how to search the field , choose Equal to . (See Figure 4) step 7 : Figure 4: Figure 5:9In the Show section, choose Families.

9 (See Figure 3) step 5 :Remember, we labeled Extra Field 6 to Deacon . Now we need to look in that field to find Bob Bovine (the Deacon).We want the Deacon field to be Equal to to the Deacon s Deacon s name who we are creating the group 3. Enter the item to search for , choose Bob Bovine . (See Figure 4) step 8 :Click to add the criteria entered to the Group Criteria the [Add Criteria] (See Figure 4) This will move your criteria from Steps 1-3 to the Group Criteria tab. (See Figure 5) step 9 :After clicking the [Add Criteria] button, it will be moved from Steps 1-3 to the Group Criteria the [Save and Search] button and the group results will be displayed. Click the [Save and Search] button to initiate the search for all of the families that have Bob Bovine in their Deacon field.

10 You will then see a list of the families that were assigned to Deacon Bob Bovine. You can now print this list or email it to Deacon Bob 10.