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Online donation Gift Comments field vs. Reference field in RE db view

Kevyn Barnes

Hi there,

I'm having an issue with data export data inconsistency due to the RENXT online donation “Gift comments” field being the same as the RE db gift “Reference” field. Seeing the inconsistent data type/purpose in the same field drives me bonkers.

The “gift comments” field as used for online donation forms is necessary for exports sent to fundraisers, but then it is cluttered with “Reference” information they don't care about. The “Reference” field as we've used it in db view is important for finance, but then it is cluttered with donor gift comments. I either have to manually clean these up every time I send an export to one group or the other OR keep it as-is with the result that both Finance and fundraisers become blind to the info in the column because it so often doesn't apply to them.

bf1eeb0b14524d695b31214cbb2174d6-huge-re — screenshot of the varied information entered in the Comment/Reference field

I've considered creating a “Gift comment” attribute to use on the Online Donation form instead of Blackbaud's Gift comment/Reference field. But since NXT calls the field “Gift comment” with a cute little comment bubble icon, that would be too confusing! (I could see the next data admin coming in and saying “why in the world wasn't she using what is already there??” ?)

11fdd692005be89cfc4cc00e5d20c78a-huge-on — attribute or gift comment/reference?

I did change the field name/label in RE database from “Reference” to “Comment” in an attempt to completely re-label what that field will be used for in the future. But since RE automatically enters certain info in the Reference field for EFT transactions and pledge payments, I don't have full control over changing the purpose of the Reference field. And besides, the field box is so tiny in db view that it seems meant for a purpose that requires brevity.

Is anybody having this issue?

Is there a business rule that I can change so the auto-generated EFT or pledge installment (“Ins of…”) info goes into a different field or gift attribute?

Thanks!

(I couldn't find another discussion post about this, but if there is one please just point me to it!)

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Comments

Lee Grisham

@Kevyn Barnes
You can go into the form and change the name of the Comments field when you click on the form side. It also allows you to put suggestions to what can be put in the field. See example below:

2d5e297525e133486f26dd7500e935f0-huge-im — Editing Comments Field

Austen Brown

@Kevyn Barnes - Due limitations within system, I recommend you offer a ‘comment’ field that is really a gift attribute instead of the native option on the form.

Kevyn Barnes

@Lee Grisham
That appears to only rename what the public sees, which is not an issue. (We have a custom field called “Donor's comments” that I rename just “Comments” for the public donation form.) The quandary I am in is how to best deal with the Reference field being internally labelled “Gift Comment” on the form designer itself (confusing RENXT admins).

I don't want mixed data purposes for the same field, but in this case the difference in naming between the field in RENXT (Gift comment) and RE db (Reference) leads to wildly different assumptions by data entry clerks/admins about what it should be used for.

I'd either like to change how the field is labeled internally in RENXT (web view) so admins don't accidentally use it for gift comments at all or have control over which field RE (database view) automatically inserts pledge installment & EFT transaction data to on the database side so that we can change the purpose of the field altogether to match what BB now wants it to be used as in RENXT.

Lee Grisham

@Kevyn Barnes what a quandary! I don't think you can do either of those things you are hoping to accomplish with the way that NXT works with DB view. The best thing would be an internal SOP that goes over it in detail to make sure it is recorded for posterity with the reason why. It is one of the things that doesn't make sense to those who view it from just one side of the equation, as is common to happen with RE. ?

Dariel Dixon

@Kevyn Barnes This sounds like quite a process, and a whole lot of work. AFAIK, I don't think you can change the default location for any of these things. The reference field as I understand was designed to be a sort of catch-all, and unfortunately there isn't another forward facing text fields on gift records by default. @Austen Brown's suggestion is good if you have access to the giving form, but if it's a NXT form, I'm not sure it can be done.

That said, there's going to be times when other data is in that field. Has finance complained about the field being too messy? It's a limitation, but otherwise you'll be having to manually move those comments, which may be quite time consuming. I don't know if it's the best idea to create a process that can grow out of control.

Keith Wilson

@Kevyn Barnes
Yes, this is definitely an issue. There are several shortcomings of NXT Donation forms that require post-approval data clean up in database view. So after a batch is approved, we query the approved batch and apply the proper data fields that are missing, or need validating (like addresses, titles, other custom fields). This also includes for us copying the donor comment from the Reference Field and creating a Gift Note to paste the comment into.

Austen Brown

@Kevyn Barnes - It is possible to add a gift custom field to a NXT donation form. I recommend you test it out and see if this could be a solution for you.

Kevyn Barnes

@Austen Brown I have been testing out a Custom Field this week and think this is the option I am going to use for donor comments on RENXT donation forms from now on. Thank you!

Jennifer Redalen

@Kevyn Barnes can you share how you used or made the custom field work for the donor comments?

Nancy Bakke

I like to be able to change the gift reference in NXT. I am still having to open the database to do so.