Named Grids Demonstration Part 2

Step #6: Pre-search your new grid by one or more items. To do this, type the item you are looking for in the space provided next to each column label. There are three important things to remember when doing this:

Typing must be “recognized.” Whatever you type must be a word that is recognized in the system. For example, if you add the “City” column, you must type the name where volunteers actually live and have used when registering themselves. Likewise, if you add the column “Referred Opp,” you must enter a specific opportunity title that exists in the system. For this reason, it is helpful to become very familiar with all of the volunteer application forms.

Some fields allow numbers and dates. Use the date format: “21 Jan 1968” (date, 3-letter month abbreviation, 4-digit year). In some cases, you may also add a "relative" search option to the number or date. For example, you could create a grid that showed everyone who has a birthday next month by activating the column “Birthday,” and selecting “next month” from the pull down menu, as shown here:

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3.	Activate Column Search: To make column searching a part of your grid, you must select the checkbox in the bottom right area that says “Column Search” so that the system knows to include what you have entered when it creates the grid.

Step #7: Folders. Determine if you need to pull data from a specific folder or pre-built search. You can see the list of folders and searches in the drop-down lists shown in the image below. For example, if you are creating a grid solely to help you process new volunteers, you might select the “Inbox” as the folder from which this grid will pull its data, since that is the folder where all new volunteer registrants will appear when they sign up on eRecruiter. Likewise, if you need to include volunteers who have an interest in “Classroom Support,” for example, then select the appropriate search name from the list. Be sure to select the check box next to each item you want to include in your new grid. You may also attach and apply a named search to this grid. Named searches are discussed in the next section.

Step #8: Name your grid. Now that you are completely clear on what you are seeking, we recommend that you name your grid something that includes all of the elements.

You can make this grid available to other people who access your same eCoordinator database by clicking the checkbox below the grid name. You may also set a saved grid to be the default grid, which is run each time you login. Or, you may set eCoordinator to simply remember the last grid that was active when you last logged out.

Step #9: Click “OK” or “Apply.” The “OK” button will close the grid setup screen, while the “Apply” button will keep it open while also implementing the new grid.

1.	Managing Grids: You can open or delete a previously created grid by selecting it from the drop-down menu in the lower left.

2.	Controlling Displayed Record #: You can also increase or decrease the number of records shown on a grid. The default (and maximum) is 100. Additional records are still considered to be part of the “grid” but are not displayed due to space limitations on the screen.