CiviCRM Tips and Tricks

Have a question as you are entering information into CiviCRM? Cividesk is here to help!

Have you noticed a little tab peeking out at you from CiviCRM?

This little tab is the Cividesk help widget - whenever you find yourself with a question when performing a task in CiviCRM and this tab has a number on it, click on the black arrow for a list of FAQs related to the screen you are on.

What are Checksum tokens and why do I need them?

Checksum tokens generate personalized links that allow users to be identified when interacting with your website without logging in! When users click on a checksum link, they are directed towards a standalone profile, contribution or event page where any contact information already in the database will auto-populate. This saves your constituents the hassle of logging in and repetitively filling out contact information.

How do I record a Pending (Pay Later) event registration from the back office?

Q: How do I record a Pending (Pay Later) event registration from the back office?

A: You would begin as you would for any other back office event registration (as detailed HERE), but there are four key things to remember when creating a Pending (Pay Later) event registration - i.e. a registration for which payment has yet to be received (numbers correspond to the screen shot below and should be performed in the sequence as listed):

Did you know that CiviCRM can handle really complex event pricing options?

CiviCRM can handle all of your complex event options - the best way to start is to understand what information you will need to manage your event (participant counts, meal choices, etc.), and then configure your information in such a way that will allow you to report easily and effectively as participants begin to register.


Updating Multiple Contributions in Pending (Pay Later) Status

Let's say you have an event on which you have allowed Pending (Pay Later) registrations (i.e. a check is to be sent by a given date to the office), and like many of us do, the vast majority of participants decide to send in their checks at the very last minute - now you have a whole bunch of payments to record against a whole bunch of Pending (Pay Later) contributions - why record payments individually when you can record payments against multiple Pending (Pay Later) contributions simultaneously?!

Importing Contacts into CiviCRM? Be Sure to Include an Import Identifier (Just in Case!)

When importing contacts into CiviCRM, you have the option of adding those contacts to a group and/or assigning them a tag. This will only apply to NEW contacts being imported, not to duplicate contacts that may be found and skipped or updated during import. A fool-proof method to identifying imported contacts (e.g. in order to be able to easily search and/or delete them if a mistake has been made) is to include a custom field for this purpose. I like to call it “Import Identifier”.

Managing Duplicate Contacts

No matter how many controls we put into place to prevent duplicate contact creation, inevitably we always end up with a few, especially when website traffic volume has been high. As such, best practices for managing contacts include a periodic review and merging of duplicate contacts (especially after a big event or fundraising campaign). CiviCRM is equipped with several features that help prevent duplicate contact creation.

Exporting Special Characters from CiviCRM to CSV

Does your data contain special characters such as accented letters or names with apostrophes? Have you exported that data in CSV format and found that those special characters have been made even more special (funky, actually)?

If so, there is a setting called "Language Encoding" located in CiviCRM under Administer > Localization > Languages, Currency, Locations that can be configured as "UTF-8" such that any special characters being exported to CSV will be preserved when you open the file.

Getting Wild(card) with Advanced Searching

CiviCRM Advanced Search offers two wildcard characters: the percentage symbol (%) and an underscore (_). A wildcard is a single character that can represent one or a number of characters or an empty string of unknown characters. For many of us, we are used to the asterisk (*) as being the wildcard character from old command line computers but in CiviCRM, the percentage symbol (%) and an underscore (_) are used.