Recent Posts

1

FAQs / How to convert "Legacy Contact Info"

« Last post by Annette on March 10, 2025, 10:03:09 AM »

Old (Legacy) communication info needs to be converted to the newer format. (See this post for more details:https://www.approvedworkman.com/forum/index.php?topic=2260.0.) We have provided a conversion utility that will streamline the process.

If Legacy communication records exist for a household, they will be shown in a separate grid at the bottom of the E-Contacts (Phones/Email/Other) dialog for the household. To convert records:

Select a record in the Legacy grid:

• If the contact info is no longer needed, click the "Delete Legacy Record" button in the toolbar (or use the right click pop-up menu option) to remove it. (This may be needed if there were multiple records for Mom's cell phone that were each linked to a different clubber. Only one needs to be converted.)
• To keep the contact info, click the "Convert Legacy Record" button in the toolbar to open the conversion dialog.

Conversion dialog: Data from the Legacy communication record is shown as read-only text for each field to use as a reference. Complete the information for each field as follows:

Contact Name:

• if the person is already in the database as a member of this household (like a leader who is also a parent) - select the person in the 'Contact Name' dropdown list of all household members/contacts.
• if the person is NOT already in the database (like a parent who is not a leader) - click the "Add New Contact" button at the top of the dialog. You will need to provide a minimal amount of data, such as Name, Gender, Contact Type and Relationship. When the person is added, the name will show in the Contact Name field.
• if the person is already in the database, but as a member/contact in another household (like a leader who will be an emergency contact for this household) - click the "Add Contact from Another Household" button at the top of the dialog. Select the person from the 'Contact from Another Household' dropdown list of all members/contacts and complete the Relationship and Contact Type or the person for THIS household. When the person is added, the name will show in the Contact Name field.
• for a Home Phone or a shared email address, select "Household" as the Contact Person.

Type, Phone number/Email address, Carrier, OK to Text and Private:

• populated based on the existing record
• Note: some existing values for Type may be invalid (i.e. 'Emergency' which is now a Household Contact Type or 'Phone' which should use 'Cell Phone' in most cases). Select a new value from the dropdown list.

2

FAQs / What is "Legacy Communication Info"?

« Last post by Annette on March 10, 2025, 09:57:50 AM »

What is Legacy Communication Info?

Given that most people have cell phones and email addresses these days, including many clubbers, AWdb has updated how it gathers and stores Contact Info. 'Legacy Communication information' refers to records stored using an older format.

Below is a summary of the differences between the old (Legacy) contact records and the new contact records along with information about the conversion process.

Definitions:

Member: a person who participates in Awana as a clubber or leader. A member can have a status of 'Active', 'Inactive', etc.

Contact: a person who may need to be contacted in relation to the household (i.e. a parent or person to contact in an emergency) but does not participate in Awana as a clubber or leader. A contact will have a status of 'Contact'.

Differences:

  Legacy:

• Contacts not added to the database
• Phone/email records included:
• name of the person it belonged to
• the relationship of the person to the household
• indication of an emergency phone number
• link to a specific club member (optional)
• All communication records associated to the household
  

  New:

• Contacts added to the database with the following information:
• Household Contact Type (Head of Household, Parent, Child, Emergency, etc.)
• Household Relationship (Father, Mother, Son, Daughter, Aunt, Uncle, etc.)
• Phone/email records primarily associated to a person
• Home Phone or shared Email Addresses may be associated to the household

Automatic Conversion:

During the update process, the Household Contact Type / Relationship were set as follows for existing members:
    Leaders - Head of Household / Adult
    Clubber - Child / Son or Daughter

NOTE: clubbers will always use Child / Son or Daughter; leaders can be edited, for example if a leader is also a parent, the record can be changed to Parent / Father or Mother.

Manual Conversion:

Old records need to be converted to the newer format. We have provided a conversion utility that will streamline that process. If Legacy communication records exist for a household, they will be shown in a separate grid at the bottom of the E-Contacts (Phones/Email/Other) dialog for the household. Select a record in the Legacy data grid, then click the "Convert Legacy Record" button in the toolbar to open the conversion dialog.

For additional information about converting records, see this post: https://www.approvedworkman.com/forum/index.php?topic=2260.0

3

Q&A / Re: T&T Book Awards

« Last post by Annette on June 26, 2024, 03:27:10 PM »

So sorry I missed this - we have very little activity on the forum these days. It's always safer to send an email to support if you have a question/problem.

The root of this problem is a wrong award trigger. I will send you an email to handle the specifics in your case.

If anyone else has a similar problem, please send an email to support so we can help you resolve it. Thanks!

4

Q&A / T&T Book Awards

« Last post by MaureenCooper on May 09, 2024, 10:13:22 PM »

My report for completed books shows all T&T clubbers receiving the Alpha in addition to the actual award they should receive.

5

Q&A / any hardware requirements

« Last post by tkfunke on October 12, 2023, 07:52:24 PM »

We have started the process to move from the 'old world' into the 'real world'.  That is for about 2 years I have been trying to find a way to push our club from the old server database into the cloud.  (I will miss Rick) but thanks to Rick retiring I have gotten everybody starting to ask questions finally.  Could any one start me off with: Are there any requirements for getting any IPADs, smart phones, tablets, or anything else that i haven't thought of?  I apprieciate any and all comments and any and all help.

Thanks,
Tom

6

Announcements / Legacy Database - End-of-Life

« Last post by Annette on August 31, 2023, 03:17:58 PM »

The Approved Workman Legacy Database has reached End-of-Life and will no longer be sold after June 1, 2023.

Current Legacy Database customers will be supported until June 30, 2024. Licensed Legacy databases do not expire and may continue to be used; but support and updates will no longer be provided after June 30, 2024.

We would like existing Legacy Database customers to consider upgrading to the Cloud Database. The 2023 Legacy Database renewal includes a free upgrade to a 2023 Cloud Database Tier 1 Subscription. Please contact us at support@approvedworkman.com for additional details on switching to a Cloud Database.

7

Enhancement Requests / Re: Speed Check-in Option

« Last post by Annette on January 09, 2023, 09:43:46 AM »

Thanks for letting us know about a feature you would like. Would you give us some more details about how you do check-in and use the custom boxes? It would help us to understand how you envision this working for you and also consider how it might be helpful to other clubs.

Thanks.
Annette

8

Enhancement Requests / Speed Check-in Option

« Last post by CMHark on January 05, 2023, 05:46:28 PM »

It would be great if we could choose between club attendance and the custom check-in columns to activate the speed check-in.

9

Defects / Re: Cubbies Inventory Green Emblems

« Last post by MaureenCooper on December 29, 2022, 01:46:28 PM »

Thank you.

10

Defects / Re: Cubbies Inventory Green Emblems

« Last post by Annette on December 29, 2022, 01:33:17 PM »

The award for completion of the Cubbies entrance book is a book level award and won't default to received.

As to the item that is triggering, we updated the section group triggers for that new green emblem but neglected to update the book level award that also used it.

I fixed your database so the new 11093 will trigger. You may want to review your inventory counts and make sure the quantity in stock is correct for 11093 since that is the one that will be decreased now.

I also removed the multi-pack ordering information on 11093. The 'regular' item is a pack of 20 and that is the only way it comes.

For anyone else that needs to change this:

*Go to Admin > System Settings > Awards > Book Awards.
*Select Base Club Name = Cubbies; Book Name = Apple Acres Booklet (Yr1).
*In the grid on the right, select the existing award (11092) and set the Expiration Date. (We generally use 6/30 prior to the club year with the change but you can use any date you would like.) Then, click the checkmark at the bottom of the grid to post/save the change.
*Above the grid, click where it shows 'click here to add new row' and begin typing "Green.....". Select "Green Apple Achievement Emblem" (11093) from the dropdown. Set the Effective Date. (We generally use 7/1) and the Expiration Date (12/31/2030 is our current default.) Click the checkmark at the bottom of the grid to post/save the change.
*Repeat for Book Name = Apple Acres Booklet (Yr2).
 
Note: if item #11093 (green emblem) does not come up as a selection, go to the Inventory record's Club Usage tab and be sure it is marked to be used as an Award and also as a Book Award.