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Linking Your Custom Module With Other Modules: Modules created in module builder can be linked with other modules in ChilliDB. In our example, we will connect the Training custom module with the Contacts module. To do this follow the steps below: • Name the field in Field Description. • Create a field with the Field Type ‘Contact’ • Then choose the Data Source from where you want to collect all the data for this field. • Make sure to tick the field ‘Display Module Builder Data against Live data record’ to link information with the contact module. • Click ‘Save’ when you have finished re-configuring the field. Now, users will be able to see the Training custom module tab on the Contact Details page. • If a contact has attended a new training course, users can easily add the latest information by clicking on the Create button. • Click ‘Save’, and the information regarding the new training will be visible under the Training tab.

Using the Module Builder Search Function: Once a record has been created for a custom module (for example: the Training custom module), it can be easily located again for review/editing purposes by navigating to the Training custom module item and selecting 'Advanced Search' from the drop-down menu. (Note: The ‘Search’ and ‘Advance Search’ options have been condensed into a single ‘Search’ option in systems that have had their search feature updated) The next screen reveals the search options for the Training custom module. As with most modules in ChilliDB, users are offered a range of preset filters to conduct their search with, or they can set their own parameters by creating a new filter of their own. They are also able to decide whether they want to view results that are ‘Current’, ‘Expired’ or ‘Both’; and they can add a new training record from this page by clicking on the ‘Create’ button if a search is conducted, and the training is not visible in the search results list. The user-created filters are accessed by clicking on ‘New Filter’ and then choosing the fields and values you wish to search via. Users have the option of either simply applying the filter and viewing the search results or saving the search for use again later (without having to re-set the filters). If they do the latter, they can also choose between saving it as ‘My Filter’ (for their use only); or saving it as a ‘Shared Filter’, which allows it to be used by any user in their ChilliDB system.

Module Builder is a new optional feature available in the ‘Manage ChilliDB Optional Features’ section of ChilliDB. To navigate to this section and enable module builder, go to the System main menu item and then click on ‘System Management’. You will find the Optional Features on the right-hand side of the screen, second item from the bottom. Click the link and then locate Module Builder on the next screen. Users can choose to either enable the module builder by clicking the 'Enable’ button (Note: this incurs an extra cost of $25 a month); or trial it by clicking the ‘Trial Feature’ button. This tool enables the ability to easily create new modules that can run independently of other ChilliDB modules; or be linked to other sections of ChilliDB as required. The Module Builder can be configured to capture the information required via the addition of custom fields, and it also offers built-in searches and specific user access sensitivity settings. Creating a New Module: Once this feature has been enabled, users can create a new module by following these steps: 1. Click on the System main menu item and then click ‘Custom Fields’. Choose the ‘Module Builder’ option from the drop-down list. 2. On the next screen, click on ‘Create’ link in the top-right corner. 3. On the following screen, enter the key details of the module, including the Name (for example, ‘Training’) and the Field Name, which becomes the first field generated in the Custom Fields - Base section of your new module. When all the required information has been added, click ‘Save.’ Once a new module has been created, users can find it by navigating to the More main menu item and then select the ‘Training’ module from the drop-down menu. Note: if you want to move your newly created module out of the More menu, you can do so in user preferences. Limiting Who can view a Custom Module In cases where users wish to keep custom module information secret, or limit which of their staff can view information related to a custom module, the best option is to limit access to the custom module itself. To do this, we follow the steps below: First, navigate to the System main menu item and select ‘Users’ - ‘Maintain Roles + Tickets’ from the drop-down menu. Then Choose the role you wish to adjust the permissions for. In this example, we will remove the permission to view the Training module from the 'Client Admin Worker' role. To do so, we click on ‘Client Admin Worker’ and then type the custom module name - ‘Training’ in the search box and click on ‘Filter.’ We then remove all permissions for the Training module for this type of user by clicking on the check-box next to the ‘Training’ main heading. Click ‘Update’ to confirm these changes. The result of this is anyone who has been allocated to the ‘Client Admin Worker’ role will no longer be able to view the Training module, or its associated information, when logging-in to their ChilliDB system. This removes the Training custom module as a main menu item Adding New Sections and Custom Fields to Your Custom Module: Access the custom fields maintenance tool by navigating to the ‘System’ menu item and selecting ‘Custom Fields’ – ‘Create and Maintain’. To create or edit custom fields, first select the module within which you would like to work (e.g.: "Training”). You will then be presented with a table that outlines the current sections/fields available in the Training module. As it has just been created, it will only have one section - ‘Base’; and one field ‘Description’. To add a new section, click the ‘Add New Section’ link, which will create a new row in the section table. Each section must have a different name. Users can add fields to these sections as per their requirements. Creating Records in Custom Modules: Using our new Training module as an example, to lodge a new training record within ChilliDB, users first navigate to the ‘Training’ module. To add a new training record, select ‘Create’. On the following screen, enter the key details of the training, such as the name of the training; training provider; attendee(s) and so on. Once all required/relevant details have been added, click ‘Save.’ Users will then be taken to the Training Details Page. On this page they can edit the details they have added by clicking on the ‘Edit’ link at any time.

ChilliDB has a useful set of tools to easily update your system login page with your own company themes, logos, and colours. A user with the ‘System Management Configuration Settings Modify’ ticket can customize the following features of the system's login page: Background Colour of Login Page Background image of Login Page Setup Logo for System Login Page Update the background of the logo To access these features, go to the System main menu item and then select System Management - Manage System Configuration. On the System Configuration Settings page, the user can update the settings for the login page. Login Page Background Colour: To set-up the background colour of the system login page, first enter 'Application Branding Login Page Background Colour' in the search box and click 'Filter'. Then click on the link of the same name. This will reveal the colour selection screen, where users can update the background colour of the login page. Below is the Log in page after the colour has been updated. (Note: the background colour will be covered over by the background image if that is also set for the login page). Login Page Background image: To update the background image on the system login page, first enter 'Application Branding Login Page Background File Name' in the search box and click 'Filter'. Then click on the link of the same name. On the next screen, choose 'Custom' from the dropdown menu and upload the file containing the background picture you wish to use. Below is an example login page with the updated background image. Setting-up a Logo for Your System’s Login Page: To set-up the logo for the log-in page, enter 'Application Branding Login Page Logo File Name' in the search box and click 'Filter'. Then click on the link of the same name. On the next screen, choose 'Custom' from the dropdown menu and upload the file containing the logo you wish to use. Below is an example of a login page with a new logo added. Update the logo background: There are two options on the system configuration page that allow users to adjust the background attached to a logo: • updating the background image • updating the background colour. (Note: background colour will be covered by the background image if that option is also set for the logo) By using the following two settings users can set up the logo background on their login page.

Importing External Data into ChilliDB – Quick Checklist When importing data into ChilliDB, from an Excel spreadsheet for example, there are number of things to check first to ensure that this process can be completed successfully and efficiently. Required Fields Please note: to avoid any delays in the data loading process, if some of your required fields are missing data, we will place ‘unknown’ or another appropriate dummy value in that field to allow us to upload your data into your ChilliDB system. Once your data is uploaded, you will be able to edit these fields to change the values to the correct information. The first step is to ensure that there are fields in your data that coincide with the required fields in ChilliDB. Three sample spreadsheets have been included with this package, showing the required fields highlighted in light yellow. Required fields for Organisations:  Organisation Categorisation  Organisation Name Desirable fields for Organisations:  Source/external ID Required fields for Contacts:  Contact Categorisation  Contact First Name  Contact Surname  Organisation Name (Note: Contacts are always associated with an Organisation but if this field is left blank, the contact will be associated with a default Organisation called INDIVIDUALS. These can be changed later if needed.) Desirable fields for Contacts:  Source/external ID *Note: the desirable fields are useful when future bulk updates to data are required as this can help prevent duplicates being created. Further data considerations Another thing to ensure is that the data within each field is consistent. Some important points to consider and check before uploading your data (or sending it to us to upload for you) are: No blank fields in required fields - This will lead to either an error or the data simply not being loaded Data types are the same - Example: Date of Birth – ensure that these are either dates or blank (as this is not a required field). Entries such as ‘unknown’ will lead to errors when uploading. If uploading a contact person for an Organisation, separate the names into two fields (or three if including a middle name) - Example: First Name, Surname - Avoid putting both names in the same cell as ChilliDB has both the First Name and Surname as separate required fields. Scan through your data for duplicates before uploading or sending the data to us. - While the data uploader tool checks for duplicate records, sometimes there are occasions where a record has been entered twice by different users, and there may be typos or contrasting information entered that will cause issues. These will then become duplicate records in your system. Extra/Custom Fields Extra or custom fields can be created as part of this process. Important points to consider when adding fields during the data upload process include: This needs to be done for any extra columns at the end of the spreadsheet (anything outside of the fields available to you in ChilliDB). If you have information in your database that doesn't match up to a field that exists in ChillDB, a new field must be created). As above, ensure that the data is consistent in terms of the type of data it contains. - For example: Avoid entering text in a cell that is meant to contain dates. Sensitive Data One last point to consider is if you are asking us to upload sensitive data, we recommend providing desensitised or sample data that matches the fields you require us to use when we go through the mapping process. This enables us to set up the data loader tool first for testing purposes and then to upload your actual data once this is done. Further Help For further assistance, go to https://helpdesk.chillidb.com/ where you will be able to post questions about technical issues you are having with your ChilliDB system for our help desk assistants to answer. Please be aware that you will need to register as a Help Desk user first before you can start posting questions

The purpose of this utility is to allow ChilliDB users to import multiple records retrieved from a list of values stored in an external CSV, XML, XLS, or XLSX file. Currently it is possible to import data into Contact, Organisation, Note, User, or Client Administration. The use of this utility requires special formatting of files and possible post migration cleanup activities and any attempt to use the utility should be performed carefully ensuring database backups are taken before commencing. For clients who are using Polymorphic Solutions hosted service for their ChilliDB systems will have their database backed up nightly. The data loader is acessed underneath the System > Data Management > Data Loader menu. You must have the data loader user ticket to see it. Input Data File Format If you are importing using CSV files, they must be formatted as follows: Line Delimiter (Line Separator) - each CSV row should be separated by a delimiter character or string. By default, a carriage return (new line character) will be used as the line delimiter. Polymorphic Solutions recommends the user to use "#!!#" (without the double quotes) as delimiter for each CSV row as it is unlikely to be present within the data itself. The user can however specify other delimiter format as long as it does not match the common used delimiters such as commas ( , ), slashes ( / ), dashes ( - ) or hashes ( # ). Column Delimiter - each CSV column should also be separated by a delimiter character or string. By default, a comma ( , ) will be used as the column delimiter. The user can however specify other delimiter format to separate the CSV fields. The use of commas as column delimiter is a standard within CSV file, however there are some cases when the comma is being used as a valid content. In this case, the user may want to specify another character as column delimiter to be able separate the correct values. Despite the utility considers commas which are contained within the CSV cell values as delimiter, Polymorphic Solutions recommends the user to use pipe character "|" (without the double quotes) as delimiters for each CSV column value as sometimes commas can be used as valid values within the file. The example below shows how the CSV file content can be formatted. It is permissible for data to span rows provided the row delimiters are present Firstname | Lastname | Organisation | Phone | Fax | Email #!!# Joe | Blogs | Polymorphic Solutions | 07 3274 2356 | 07 3274 5101 | joeblogs@polymorphicsolutions.com.au #!!# Mary | Jane | ACME Solutions | 07 3274 2345 | 07 3275 5111 | mjane@acme.org.au #!!# Processing Rules Entity Dependency The data import tool does not currently check for dependency within the uploaded data. In order to ensure that the Contact, Organisation and Note data linked properly, the following steps must be followed in order when processing the data using this tool: 1. Upload all organisation data including all Organisations linked to the contact Data If there are some identifiers linked to the old system, they can be uploaded as external identifier for the organisations and can be used to identify duplicates when updating existing data The external identifiers can later also be used to link the Organisations with the Note data 2. Upload all contact data including all Contacts linked to the Note data If there are some identifiers linked to the old system, they can be uploaded as external identifier for the contacts and can be used to identify duplicates when updating existing data The external identifiers can later also be used to linle the contacts wit hthe note data 3. Upload all note data By default, the Note data will be able to be linked with existing Organisation records using their name. If the user wants to link the Note against the existing Contact records, then the users will need to keep the external identifiers of the Contacts and have them linked to the proper Note row in the file. The user should ensure that the external identifiers have been uploaded along with the Contact data. The user can also link the Note with the Organisation external identifiers. In doing so, the user should also ensure that the external identifiers have been uploaded along with the Organisation data. Not following the above steps in order may cause the Contacts not to be associated with the correct Organisations, or Notes not to be associated with the correct Contacts and Organisations. Reference Data Hierarchical Data - Type, Category, and Sub Category Type, Category and Sub Category contains hierarchy linkage which requires them to be inserted appropriately according to their parent-child relationship. The hierarchical order starts from the Type at the highest, then followed by Category and the last bottom one would be the Sub Category. Whenever the data import utility processes each record row from the input file, the text values defined for those Type, Category and Sub Category will be collected first at application level before checking the existing Type, Category, and Sub Category in the database. If the Type does not exist in the database, the Type will be automatically created as the new reference data. The same process will also apply to the Category and Sub Category relationship. If a Category does not exist in the database, it will be created as a new reference data. General Reference Data (Other than Type, Category, and Sub Category) Whenever the data import utility processes each record row from the input file, the text value will be checked if it exists in the database. If the checked value does not exist in the database, the value will be automatically inserted into the database. Organisation Inserting or updating an Organisation requires a set of mandatory parameters to be able to insert/update the data properly. These mandatory parameters are described as follows: Type: The Type of the Organisation Organisation Name Notes: Organisation Status will only accepted two values i.e. "A" for Active and "I" for Inactive. When assigning a mapping column for Organisation Status, if the status value of the input file is stated as "Active" or "Inactive", the data import utility will pick up the first character of that word and converted to "A" or "I". Everything else will be converted as empty text. The utility will consider any word beginning with letter of "A" or "I" to treat it as "Active" or "Inactive" Duplicate Handling The duplicates which may occur during insertion of Organisation records can be prevented by assigning a key field/column in the input file to an external identifier field in ChilliDB database. The key value from the input file will be verified against the existing values in the external identifier field for any record to be inserted and if the value matches, an update function will be executed instead of the insert function. If external identifier is not defined in the mapping list, the Organisation's name will be used to match for existing Organisation records in the system. Contact Inserting or updating a Contact requires a set of mandatory parameters to be able to insert/update the data properly. These mandatory parameters are described as follows: Type: The Type of the Contact Contact First Name Contact Surname Organisation Name Duplicate Handling The duplicates which may occur during insertion of Contact record can be prevented by assigning a key field/column in the input file to an external identifier field in ChilliDB database. The key value from the input file will be verified against the existing values in the external identifier field for any record to be inserted and if the value matches, an update function will be executed instead of the insert function. If external identifier is not defined in the mapping list, the combination of Contact's first name, middle name, and surname will be used to match for existing Contact records in the system. Note Inserting or updating an Note requires a set of mandatory parameters to be able to insert/update the data properly. These mandatory parameters are described as follows: Type: The Type of the Note Organisation Name Contact External Identifier: This is the original Contact unique identifier in the client external database. Organisation External Identifier: This is the original Organisation unique identifier in the organisation external database Notes Note Status will only accepted two values i.e. "C" for Closed and "O" for Open. The utility will consider any word beginning with letter of "C" or "O" to treat it as "Closed" or "Open". When assigning a mapping column for Note Status, if the status value of the input file is stated as "Closed" or "Open", the data import utility will pick up the first character of that word and converted to "C" or "O". Everything else will be converted as "C" as Closed is the default status for Note item within ChilliDB. Duplicate Handling: The duplicates which may occur during insertion of Note records can be prevented by assigning a key field/column in the input file to an external identifier field in ChilliDB database. The key value from the input file will be verified against the existing values in the external identifier field for any record to be inserted and if the value matches, an update function will be executed instead of the insert function. Address The data import utility supports Business Mail Address, Business Physical Address, Home Mail and Home Physical Address to be inserted or updated. Communication The data import utility supports Business Phone, Personal Phone, Business Fax, Personal Fax, Business Email and personal email Address to be inserted or updated. Custom Fields Currently the data import utility supports a number of types for creating new Custom Field within ChilliDB. The following list describes the available types, and the expected input values: Text - expected to receive any characters. Integer - expected to receive absolute numbers only. Any decimal point number will be rounded down to the nearest absolute number. Decimal - expected to receive floating point numbers only. Any integer number will have additional .00 appended to the number. Date - expected to receive the following format as text: - 30-Nov-52 - 30/11/1952 - 30 Nov 1952 - Any time value appended to the date will be dropped when storing - When using csv files, DD-MMM-YY format must be used Creating Custom Fields Whenever the data import utility creates a new Custom Field into ChilliDB database, it is stored in a custom section called “Migrated Data”. The data loader will check if there is already an existing Custom Field with the same name.

Online fundraising is on the increase, there has been a rapid digital shift over the past 2 years due to the pandemic. Online fundraising allows nonprofits to raise funds online instead of the traditional face-to-face or telephone fundraising route. Organisations can gather donations from anywhere in the world using the donation form on their website or social media channel. Whether your organisation already has an established online funding plan or is just getting started, it's important to stay ahead of the curve.