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Material Storage on Fund Records??

Cara Valentine

Newbie RE user here!!

How are schools storing documents/materials on Fund Records in RE? Is there a way to turn on a the media tab for this dataset that I'm not aware of? Any guidance on how gift agreements are stored on the fund would be much appreciated!

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Comments

Christine Robertson

@Cara Valentine You can store attachments directly on Funds in the webview.

That said, for a gift agreement, I would tend to store that on an opportunity or pledge record at the donor level in addition (or in lieu of) storing it directly on the Fund. Too many attachments on the Fund could make it very difficult to find what you are looking for over time.

Karen Diener

@Cara Valentine Christine is definitely correct that attachments in webview are the better option. That being said, I would be careful about how much you store as media, and definitely do not make RE the only place where documents are stored. Also be careful using tags so that you can more easily filter the list of attachments.

Right now, you cannot query for records with attachments, nor can you query for tags. While it can be very helpful to have important backup at the ready when staff is logged in to RE, it can quickly become overloaded.

J. A. Mariani

@Cara Valentine
Since the data entry crew primarily works in the database vs. NXT, media attachments to Funds is not an option (I wish it were!). We create an Org record for any funds that have media (gift agreements, history, etc.) and link the Fund to the Org Record and attach Media to Org record.

E.g.:

Fund ID: XYZ

Org name: Joseph Bagadonuts Endowed Scholarship

Org relationships tab: link to XYZ fund; relationship Associated Fund

We also link any donors/honorees/contacts/recipients on the Org record.

Spring Velazquez

@J A Mariani Yo…I'm from Philly …I know Joey Bagadonuts! (bc here in the city when youneedaguy he always seems to be "the" guy ?) haha couldn't resist! #GoBirds!

J. A. Mariani

@Spring Velazquez:
@J A Mariani Yo…I'm from Philly …I know Joey Bagadonuts! (bc here in the city when youneedaguy he always seems to be "the" guy ?) haha couldn't resist! #GoBirds!

Hah! We had a Joey in Central/Upstate NY…he sure gets around! ?