Category: Membership Communications

Country Code

You can now enter a country code as part of the address for your congregational families.

In most cases, you likely do not want to designate a country. That is, if the mailing address is in the same country as your synagogue, it is best to not designate a country.

In contrast, let’s say that your temple is in a northern climate in the United States, and you have a family or two with a winter home in Costa Rica. You would want to designate a country (CRI in this example) for that seasonal address. Or the opposite–your congregation is in Florida, and you have folks with a Canada address, either as their primary or seasonal address. You’d put CAN as a country code.

If the system sees a country code, it will print a separate line on envelopes and labels to show it.

New drop-down selection for country

Yahrzeit Query by Billing Status

Hang onto your hats, folks. This one goes a mite deep.

First, in order to understand this change, let’s outline how some of the data relates to each other. Modeled after the real world,

  • ShalomCloud houses family units, sometimes referred to as households.
  • One or more individuals reside within those family units.
  • Yahrzeits, in and of themselves, are records of deceased persons, containing, among other details, both the Hebrew and Gregorian dates of death.
  • Yahrzeit relationships, then, are the ties between the deceased and the individuals defined and maintained by you.

The family units / households contain a field called “billing status.” Thus, a member of a household listed as “Active” can also be thought of as Active. Likewise, a member of a household with status “Inactive,” for example, can be thought of as Inactive.

And now, at last we arrive at the change. Within Yahrzeit queries, you can now select billing status(es) for relationships you want to appear in the answer. For example, let’s say that there are two brothers, Adam and Billy. Adam is a member of your congregation; Billy is indeed tracked in your data, but has a status of “Out of Town.” Let’s say, also, that their father David’s Yahrzeit is in the system.

In this example, if you run a Yahrzeit query without specifying billing status, you’ll see both David, father of Adam and David, father of Billy. However, if you run that same query, specifying only Active, you’ll see only David, father of Adam.

Also, the actions that flow from the query screen–the mail merge export, the Yahrzeit reminder letters, and the Yahrzeit reminder emails–match what you’ll see on the screen.

Here is a five-minute video that shows how this works.

Members by Household Attributes

You can now query for individual members, by the attributes associated with their household records.

To step back a bit–for some time, ShalomCloud has provided a way to define attributes (or ‘tags’) for families (a.k.a. Households), for individuals within those families, and for Yahrzeits. There are screens where you can easily and quickly tag your families and members, as needed.

Then, by going to the Queries menu, you could pull lists of families with your choice of attributes. Similarly, you could pull lists of individuals, with your choice of member attributes.

However–what if you wanted to obtain a list of people who belonged to families with certain attributes? For example–maybe you’ve tagged some households as Seniors, others as Young Couple or Young Single? And you want to reach out to members of those families, maybe to organize group-specific activities?

That’s what this enhancement handles. Have a look at the video (5 minutes). It shows you this feature, and also shows an example of combining the different attributes into one query.

Family attributes available in member query
Family attributes now available in member query

Recent Changes

Here in one compressed article is a list of recent changes. Some of these have merited their own independent post. Where that’s the case, you’ll see a link to that article. Otherwise, we’ll show a short explanation of the change.

Financial

On Queries => Financial Transactions, you can now enter a check number, check amount, or both. So, for example, if someone says, “I mailed in check 1234 for $85.00,” you’ll be able to quickly track whether you received and posted that check; and you’ll be able to tell at a glance the categories to which that money was applied.

On Queries => Financial Transactions, if you export data, you’ll see two changes:

  1. The export now contains the family’s formal name
  2. Debits (charges) and Credits (payments) appear in separate columns.

On Financial => Statements, the choice of which statements to print had been limited to either everyone, or any one specific family. The point of the “one specific family” was to handle the case where you may have reapplied a transaction, and wanted to produce an updated statement. Or, of course, if the family did not receive the original statement, and wanted a replacement. Now, as is the case with the directory, you can more finely select who will receive statements. You can select by billing status, and/or select by family attribute.

Membership communications

On Queries => Produce Directory, you can now select which families appear in the directory. You can select by billing status, by family attributes, or a combination. Also, if you mark the family with a special attribute named _EXCL, the program will exclude that household from the directory. Moreover, the Exclude attribute overrides all the other selection criteria.

When sending emails from Queries => Members, you now can choose from your own defined set of sender email addresses, in addition to your logged-in ID. Please see this blog post devoted to this topic.

The Turnaround Document offers the flexibility to either print it or email it. In early January 2019, we added the capability to print the Turnaround Document only for those families with no email address.

Yahrzeits

From Queries => Yahrzeits, you can now produce a formatted report, meant to provide lists of Yahrzeits read from the Bimah. Please see this blog post for details and report options.

In ShalomCloud, each Yahrzeit “notifee” can choose notification by Gregorian date, by Hebrew date, or none. Because of this, we show Yahrzeits by both sets of dates. However, if your congregation has all notifications set to Hebrew date (or none), the Gregorian portion will not appear.

Alternate ‘From’ Email Address

We have a change in store, designed to give you some more flexibility when sending congregational emails. The change is the ability to select an alternate ‘from’ email address when sending emails to your membership.

First, some background–we purposefully have defaulted the ‘from’ address when sending emails, to that of the logged-in id. That was designed to prevent anyone from impersonating another.

On the other hand, suppose your congregation has some general-purpose email addresses. Addresses such as info@yourtemple.org or BookClub@yourtemple.org. In that case, you may wish to send emails from those addresses, without having to log out of your actual user ID.

That is now possible. This video runs through the entire process. Basically, you’d define a few of these special email addresses. Then, attach these new email “users” to a special code. The special code allows the ID to do one thing–to send emails.

If you’re content with sending emails solely from your own logged-in ID, you can safely ignore this post. Your ID will still be the default, so this option won’t affect you.